Oracle Receivables : Useful AR Tables Informations


Hello Friends , here is some of quite commonly used AR ( receivables )tables and their usage. There are many other tables also in AR but here i am putting only few commonly used tables. for other table if needed we can dig furthur. Let go through below article and let me know if it useful.

1- RA_CUSTOMER_TRX_ALL

2- RA_CUSTOMER_TRX_LINES_ALL

3- RA_CUST_TRX_LINE_GL_DIST_ALL

4- AR_PAYMENT_SCHEDULES_ALL

5- AR_RECEIVABLES_TRX_ALL

6- AR_RECEIVABLE_APPLICATIONS_ALL

RA_CUSTOMER_TRX_ALL

This table stores invoice, debit memo, commitment, and credit memo header information. Each row includes general invoice information such as customer, transaction type, and printing instructions. You need one row for each invoice, debit memo, commitment, and credit memo you create in Oracle Receivables. Invoices, debit memos, credit memos, and commitments are all distinguished by their transaction types stored in RA_CUST_TRX_TYPES_ALL. If you entered a credit memo, PREVIOUS_CUSTOMER_TRX_ID stores the customer transaction identifier of the invoice you credited. In the case of on account credits, which are not related to any invoice at creation, PREVIOUS_CUSTOMER_TRX_ID is null. If you created an invoice against a commitment, Oracle Receivables stores the customer transaction identifier of the commitment in INITIAL_CUSTOMER_TRX_ID, otherwise it is null. COMPLETE_FLAG stores ’Y’ for Yes and ’N’ for No to indicate if your invoice is complete. When you complete an invoice, Oracle Receivables creates your payment schedules and updates any commitments against this invoice. Before an invoice can be completed, it must have at least one invoice line, revenue records must exist for each line and add up to the line amount, and a sales tax record must exist for each line.
Required Columns:
SOLD_TO_CUSTOMER_ID,
SOLD_TO_SITE_USE_ID,
BILL_TO_CUSTOMER_ID,
BILL_TO_SITE_USE_ID,
SHIP_TO_SITE_USE_ID,
PRINTING_OPTION,
PRINTING_PENDING,
TERM_ID,
REMIT_TO_ADDRESS_ID,
PRIMARY_SALES_REP_ID, and
INVOICE_CURRENCY_CODE
are required even though they are null allowed. The primary key for this table is CUSTOMER_TRX_ID.

RA_CUSTOMER_TRX_LINES_ALL

This table stores information about invoice, debit memo, credit memo, and commitment lines. For example, an invoice can have one line for Product A and another line for Product B. You need one row for each line. Invoice, debit memo, credit memo, and commitment lines are distinguished by the transaction type of the corresponding RA_CUSTOMER_TRX_ALL record.Also, credit memos are required to have a value in PREVIOUS_CUSTOMER_TRX_LINE_ID, except on account credits which are not related to specific invoices/invoice lines at creation time, will not have values in this column. QUANTITY_ORDERED stores the amount of product ordered. QUANTITY_INVOICED stores the amount of product invoiced. For invoices entered through the window, QUANTITY_ORDERED and QUANTITY_INVOICED must be the same. For invoices imported through AutoInvoice, QUANTITY_ORDERED and QUANTITY_INVOICED can be different. If you enter a credit memo, QUANTITY_CREDITED stores the amount of product credited. UOM_CODE stores the unit of measure code as defined in MTL_UNITS_OF_MEASURE. UNIT_STANDARD_PRICE stores the list price per unit for this transaction line. UNIT_SELLING_PRICE stores the selling price per unit for this transaction line. For transactions imported through AutoInvoice, UNIT_STANDARD_PRICE and UNIT_SELLING_PRICE can be different. DESCRIPTION, TAXING_RULE, QUANTITY_ORDERED, UNIT_STANDARD_PRICE,UOM_CODE, and UNIT_SELLING_PRICE are required even though they are null allowed. LINE_TYPE differentiates between the different types of lines that are stored in this table. LINE points to regular invoice lines that normally refer to an item. TAX signifies that this is a tax line. The column LINK_TO_CUST_TRX_LINE_ID references another row in this table that is the invoice line associated with the row of type TAX. FREIGHT works the same way as TAX but there you can have at most one FREIGHT type l ine per invoice line of type LINE. You can also have one line of type FREIGHT that has a null LINK_TO_CUST_TRX_LINE_ID (and this is referred to as header level freight). CHARGES works just like the LINE type. A line_type of ’CB’ is created for a Chargeback line. For every row in this table that belongs to a complete transaction (where RA_CUSTOMER_TRX.COMPLETE_FLAG = Y), there must be at least one row in the table RA_CUST_TRX_LINE_GL_DIST (which stores accounting information), even for non–postable transactions. The primary key for this table is CUSTOMER_TRX_LINE_ID.

RA_CUST_TRX_LINE_GL_DIST_ALL

This table stores the accounting records for revenue, unearned revenue and unbilled receivables for each invoice or credit memo line. Each row includes the GL account and the amount of the accounting entry. The AMOUNT column in this table is required even though it is null allowed. You need one row for each accounting distribution. You must have at least one (but you can have multiple) accounting distributions for each invoice or credit memo line. Oracle Receivables uses this information to post the proper amounts to your general ledger. If your invoice or credit memo has a transaction type where Post to GL is set to No, Oracle Receivables assigns Null to GL_DATE. If your AutoAccounting is unable to complete your general ledger default accounts using the AutoAccounting rules you define, incomplete general ledger accounts are stored in CONCATENATED_SEGMENTS. If you are importing a transaction through AutoInvoice and the general ledger date of your transaction is in a closed accounting period, AutoInvoice uses the general ledger date of the first open accounting period and stores the original general ledger date in ORIGINAL_GL_DATE. ACCOUNT_CLASS defines which type of distribution row you are on. The ACCOUNT_CLASS REC represents the receivable account and is for the total amount of the invoice. There can be at most two REC rows. One that has a ACCOUNT_SET_FLAG set to Y and the other has ACCOUNT_SET_FLAG set to N. Use LATEST_REC_FLAG to join to the later of the two rows. ACCOUNT_SET_FLAG is Y if this row is part of an account set. An account set is a set of rows that represent a model distribution. Account sets are used for invoices with rules. The rows represent how the actual distribution rows should be created and what percentage of the actual distribution should be allocated to each account. For invoices with rules, the distributions are not created when the invoice is initially created. Instead, the invoices are created when the Revenue Recognition program is run. The primary key for this table is CUST_TRX_LINE_GL_DIST_ID.
AR_PAYMENT_SCHEDULES_ALL
This table stores all transactions except adjustments and miscellaneous cash receipts. Oracle Receivables updates this table when activity occurs against an invoice, debit memo, chargeback, credit memo, on account credit, or receipt. Oracle Receivables groups different transactions bythe column CLASS. These classes include invoice (INV), debit memos(DM), guarantees (GUAR), credit memos (CM), deposits (DEP),chargebacks (CB), and receipts (PMT). Transaction classes determine which columns in this table Oracle Receivables updates when a transaction occurs, and whether a transaction relates to either the RA_CUSTOMER_TRX_ALL table or the AR_CASH_RECEIPTS_ALLtable. AR_PAYMENT_SCHEDULES_ALL joins to the RA_CUSTOMER_TRX_ALL table for non–payment transaction entries such as the creation of credit memos, debit memos, invoices, chargebacks, or deposits. AR_PAYMENT_SCHEDULES_ALL uses the foreign key CUSTOMER_TRX_ID to join to the RA_CUSTOMER_TRX_ALL table for these transactions. AR_PAYMENT_SCHEDULES_ALL joins to the AR_CASH_RECEIPTS_ALL table for invoice–related payment transactions using the foreign key CASH_RECEIPT_ID. When a receiptis applied, Oracle Receivables updates AMOUNT_APPLIED, STATUS and AMOUNT_DUE_REMAINING. STATUS changes from ’OP’ to ’CL’for any transaction that has an AMOUNT_DUE_REMAINING value of 0(Zero). ACTUAL_DATE_CLOSED and GL_DATE_CLOSED are populated with the date of the latest transaction. For a receipt, the amount due remaining includes on account and unapplied amounts. Oracle Receivables stores debit items such as invoices, debit memos, chargebacks, deposits, and guarantees as positive numbers in the AMOUNT_DUE_REMAINING and AMOUNT_DUE_ORIGINAL columns. Credit items such as credit memos and receipts are stored as negative numbers. In Release 10, receipts can be confirmed or not confirmed as designated by the CONFIRMED_FLAG column. The sum of the AMOUNT_DUE_REMAINING column for a customer for all confirmed payment schedules reflects the current customer balance. If this amount is negative, then this column indicates the credit balance amount currently available for this customer. For invoices with split terms, one record is created in RA_CUSTOMER_TRX_ALL and one record is stored in AR_PAYMENT_SCHEDULES_ALL for each installment. In AR_PAYMENT_SCHEDULES_ALL, DUE_DATE and AMOUNT_DUE_REMAINING can differ for each installment of a split term invoice. Each installment is differentiated by the TERMS_SEQUENCE_NUMBER column.

If you create a debit memo reversal when you reverse a receipt, Oracle Receivables creates a new payment schedule record for the debit memo and fills in REVERSED_CASH_RECEIPT_ID with the CASH_RECEIPT_ID of the receipt that was reversed. Oracle Receivables creates a new payment schedule record when you create a chargeback in the Receipts window. ASSOCIATED_CASH_RECEIPT_ID is the cash receipt of the payment you entered when you created the chargeback in this window. GL_DATE_CLOSED indicates the general ledger date on which your transaction was closed.

This column identifies which transactions Oracle Receivables selects when it displays current and overdue debit items in the aging reports. The aging reports also utilize the current balances in AMOUNT_DUE_REMAINING to display outstanding amounts for current and overdue debit items. ACTUAL_DATE_CLOSED gives the date on which you applied a payment or credit to an open transaction that set AMOUNT_DUE_REMAINING to 0 for that transaction. Oracle Receivables uses ACTUAL_DATE_CLOSED to determine which transactions to include when you print statements. The primary key for this table is PAYMENT_SCHEDULE_ID, which identifies the transaction that created the row.

 

RA_CUSTOMER_TRX_ALL

This table stores invoice, debit memo, commitment, and credit memo header information. Each row includes general invoice information such as customer, transaction type, and printing instructions. You need one row for each invoice, debit memo, commitment, and credit memo you create in Oracle Receivables. Invoices, debit memos, credit memos, and commitments are all distinguished by their transaction types stored in RA_CUST_TRX_TYPES_ALL. If you entered a credit memo, PREVIOUS_CUSTOMER_TRX_ID stores the customer transaction identifier of the invoice you credited. In the case of on account credits, which are not related to any invoice at creation, PREVIOUS_CUSTOMER_TRX_ID is null. If you created an invoice against a commitment, Oracle Receivables stores the customer transaction identifier of the commitment in INITIAL_CUSTOMER_TRX_ID, otherwise it is null. COMPLETE_FLAG stores ’Y’ for Yes and ’N’ for No to indicate if your invoice is complete. When you complete an invoice, Oracle Receivables creates your payment schedules and updates any commitments against this invoice. Before an invoice can be completed, it must have at least one invoice line, revenue records must exist for each line and add up to the line amount, and a sales tax record must exist for each line.
Required Columns:
SOLD_TO_CUSTOMER_ID,
SOLD_TO_SITE_USE_ID,
BILL_TO_CUSTOMER_ID,
BILL_TO_SITE_USE_ID,
SHIP_TO_SITE_USE_ID,
PRINTING_OPTION,
PRINTING_PENDING,
TERM_ID,
REMIT_TO_ADDRESS_ID,
PRIMARY_SALES_REP_ID, and
INVOICE_CURRENCY_CODE
are required even though they are null allowed. The primary key for this table is CUSTOMER_TRX_ID.

RA_CUSTOMER_TRX_LINES_ALL

This table stores information about invoice, debit memo, credit memo, and commitment lines. For example, an invoice can have one line for Product A and another line for Product B. You need one row for each line. Invoice, debit memo, credit memo, and commitment lines are distinguished by the transaction type of the corresponding RA_CUSTOMER_TRX_ALL record.Also, credit memos are required to have a value in PREVIOUS_CUSTOMER_TRX_LINE_ID, except on account credits which are not related to specific invoices/invoice lines at creation time, will not have values in this column. QUANTITY_ORDERED stores the amount of product ordered. QUANTITY_INVOICED stores the amount of product invoiced. For invoices entered through the window, QUANTITY_ORDERED and QUANTITY_INVOICED must be the same. For invoices imported through AutoInvoice, QUANTITY_ORDERED and QUANTITY_INVOICED can be different. If you enter a credit memo, QUANTITY_CREDITED stores the amount of product credited. UOM_CODE stores the unit of measure code as defined in MTL_UNITS_OF_MEASURE. UNIT_STANDARD_PRICE stores the list price per unit for this transaction line. UNIT_SELLING_PRICE stores the selling price per unit for this transaction line. For transactions imported through AutoInvoice, UNIT_STANDARD_PRICE and UNIT_SELLING_PRICE can be different. DESCRIPTION, TAXING_RULE, QUANTITY_ORDERED, UNIT_STANDARD_PRICE,UOM_CODE, and UNIT_SELLING_PRICE are required even though they are null allowed. LINE_TYPE differentiates between the different types of lines that are stored in this table. LINE points to regular invoice lines that normally refer to an item. TAX signifies that this is a tax line. The column LINK_TO_CUST_TRX_LINE_ID references another row in this table that is the invoice line associated with the row of type TAX. FREIGHT works the same way as TAX but there you can have at most one FREIGHT type l ine per invoice line of type LINE. You can also have one line of type FREIGHT that has a null LINK_TO_CUST_TRX_LINE_ID (and this is referred to as header level freight). CHARGES works just like the LINE type. A line_type of ’CB’ is created for a Chargeback line. For every row in this table that belongs to a complete transaction (where RA_CUSTOMER_TRX.COMPLETE_FLAG = Y), there must be at least one row in the table RA_CUST_TRX_LINE_GL_DIST (which stores accounting information), even for non–postable transactions. The primary key for this table is CUSTOMER_TRX_LINE_ID.

RA_CUST_TRX_LINE_GL_DIST_ALL

This table stores the accounting records for revenue, unearned revenue and unbilled receivables for each invoice or credit memo line. Each row includes the GL account and the amount of the accounting entry. The AMOUNT column in this table is required even though it is null allowed. You need one row for each accounting distribution. You must have at least one (but you can have multiple) accounting distributions for each invoice or credit memo line. Oracle Receivables uses this information to post the proper amounts to your general ledger. If your invoice or credit memo has a transaction type where Post to GL is set to No, Oracle Receivables assigns Null to GL_DATE. If your AutoAccounting is unable to complete your general ledger default accounts using the AutoAccounting rules you define, incomplete general ledger accounts are stored in CONCATENATED_SEGMENTS. If you are importing a transaction through AutoInvoice and the general ledger date of your transaction is in a closed accounting period, AutoInvoice uses the general ledger date of the first open accounting period and stores the original general ledger date in ORIGINAL_GL_DATE. ACCOUNT_CLASS defines which type of distribution row you are on. The ACCOUNT_CLASS REC represents the receivable account and is for the total amount of the invoice. There can be at most two REC rows. One that has a ACCOUNT_SET_FLAG set to Y and the other has ACCOUNT_SET_FLAG set to N. Use LATEST_REC_FLAG to join to the later of the two rows. ACCOUNT_SET_FLAG is Y if this row is part of an account set. An account set is a set of rows that represent a model distribution. Account sets are used for invoices with rules. The rows represent how the actual distribution rows should be created and what percentage of the actual distribution should be allocated to each account. For invoices with rules, the distributions are not created when the invoice is initially created. Instead, the invoices are created when the Revenue Recognition program is run. The primary key for this table is CUST_TRX_LINE_GL_DIST_ID.
AR_PAYMENT_SCHEDULES_ALL
This table stores all transactions except adjustments and miscellaneous cash receipts. Oracle Receivables updates this table when activity occurs against an invoice, debit memo, chargeback, credit memo, on account credit, or receipt. Oracle Receivables groups different transactions bythe column CLASS. These classes include invoice (INV), debit memos(DM), guarantees (GUAR), credit memos (CM), deposits (DEP),chargebacks (CB), and receipts (PMT). Transaction classes determine which columns in this table Oracle Receivables updates when a transaction occurs, and whether a transaction relates to either the RA_CUSTOMER_TRX_ALL table or the AR_CASH_RECEIPTS_ALLtable. AR_PAYMENT_SCHEDULES_ALL joins to the RA_CUSTOMER_TRX_ALL table for non–payment transaction entries such as the creation of credit memos, debit memos, invoices, chargebacks, or deposits. AR_PAYMENT_SCHEDULES_ALL uses the foreign key CUSTOMER_TRX_ID to join to the RA_CUSTOMER_TRX_ALL table for these transactions. AR_PAYMENT_SCHEDULES_ALL joins to the AR_CASH_RECEIPTS_ALL table for invoice–related payment transactions using the foreign key CASH_RECEIPT_ID. When a receiptis applied, Oracle Receivables updates AMOUNT_APPLIED, STATUS and AMOUNT_DUE_REMAINING. STATUS changes from ’OP’ to ’CL’for any transaction that has an AMOUNT_DUE_REMAINING value of 0(Zero). ACTUAL_DATE_CLOSED and GL_DATE_CLOSED are populated with the date of the latest transaction. For a receipt, the amount due remaining includes on account and unapplied amounts. Oracle Receivables stores debit items such as invoices, debit memos, chargebacks, deposits, and guarantees as positive numbers in the AMOUNT_DUE_REMAINING and AMOUNT_DUE_ORIGINAL columns. Credit items such as credit memos and receipts are stored as negative numbers. In Release 10, receipts can be confirmed or not confirmed as designated by the CONFIRMED_FLAG column. The sum of the AMOUNT_DUE_REMAINING column for a customer for all confirmed payment schedules reflects the current customer balance. If this amount is negative, then this column indicates the credit balance amount currently available for this customer. For invoices with split terms, one record is created in RA_CUSTOMER_TRX_ALL and one record is stored in AR_PAYMENT_SCHEDULES_ALL for each installment. In AR_PAYMENT_SCHEDULES_ALL, DUE_DATE and AMOUNT_DUE_REMAINING can differ for each installment of a split term invoice. Each installment is differentiated by the TERMS_SEQUENCE_NUMBER column.

If you create a debit memo reversal when you reverse a receipt, Oracle Receivables creates a new payment schedule record for the debit memo and fills in REVERSED_CASH_RECEIPT_ID with the CASH_RECEIPT_ID of the receipt that was reversed. Oracle Receivables creates a new payment schedule record when you create a chargeback in the Receipts window. ASSOCIATED_CASH_RECEIPT_ID is the cash receipt of the payment you entered when you created the chargeback in this window. GL_DATE_CLOSED indicates the general ledger date on which your transaction was closed.

This column identifies which transactions Oracle Receivables selects when it displays current and overdue debit items in the aging reports. The aging reports also utilize the current balances in AMOUNT_DUE_REMAINING to display outstanding amounts for current and overdue debit items. ACTUAL_DATE_CLOSED gives the date on which you applied a payment or credit to an open transaction that set AMOUNT_DUE_REMAINING to 0 for that transaction. Oracle Receivables uses ACTUAL_DATE_CLOSED to determine which transactions to include when you print statements. The primary key for this table is PAYMENT_SCHEDULE_ID, which identifies the transaction that created the row.

 

 

AR_RECEIVABLES_TRX_ALL

This table links accounting information with your Receivables Activities. Possible types of activities include Adjustment, Miscellaneous Cash, and Finance Charges. If your type is Miscellaneous Cash, you can associate either a distribution set or a standard accounting flexfield to your Receivables Activity. Oracle Receivables uses one row for each activity. You use your receivables activities to speed receipt entry and generate finance charges. The other types of activities that were valid in release 9 and no longer valid in Release 10 were converted (as part of the upgrade) such that the actual accounting flexfield CODE_COMBINATION_ID is stored in the table instead of the RECEIVABLES_TRX_ID. In Release 9, all of these references were in AR_BATCH_SOURCES; they are now in AR_RECEIPT_METHOD_ACCOUNTS_ALL. The primary key for this table is RECEIVABLES_TRX_ID.
AR_RECEIVABLE_APPLICATIONS_ALL
This table stores all accounting entries for your cash and credit memo applications. Each row includes the amount applied, status, and accounting flexfield information. Possible statuses of your applications include APP, UNAPP, ACC, and UNID. You use this information to determine the applications of your payments or credit memos. CONFIRMED_FLAG is a denormalization from AR_CASH_RECEIPTS_ALL.If the cash receipt is not confirmed, the applications of that receipt are not reflected in the payment schedule of the transaction it is applied against. There are two kinds of applications: CASH and CM (for credit memo applications). This is stored in the column APPLICATION_TYPE.

CASH applications represent applications of a cash receipt. When a cash receipt is initially created, a row is created in this table that has a status of UNAPP for the amount of the cash receipt. Each subsequent application creates two rows – one with a status of APP for the amount being applied to the invoice and one with status UNAPP for the negative of the amount being applied. Ifyou reverse a cash application, a row with status APP with the inverse amount of the original application (i.e. the negative of the original application amount) is created. The corresponding UNAPP rows is alsocreated which will have a positive amount (the same amount as the application being reversed). For example: UNAPP 100 creation of a$100 cash receipt APP 60 application of $60 of this cash receipt UNAPP –60 this row takes away (debits) unapplied APP –60 reversal of the $60 application UNAPP 60 this rows puts back(credits) unapplied The sum of the AMOUNT_APPLIED column for CASH applications should always equal the amount of the cash receipt. CM applications, on the other hand, do not have rows of status UNAPP. They only use rows with a status of APP. CASH_RECEIPT_ID stores the cash receipt identifier of the receipt you entered. Oracle Receivables concurrently creates a record of this receipt in the AR_CASH_RECEIPTS_ALL table.

This column is null for a credit memo application. CODE_COMBINATION_ID stores valid Accounting Flexfield segment value combinations that will be credited in the General Ledger when this application is posted. A negative value in AMOUNT_APPLIED becomes a debit. The STATUS of a receivable application determines which flexfield account Oracle Receivables uses. For example, if you enter a cash receipt of $500 as Unidentified, Oracle Receivables creates a record in theAR_RECEIVABLE_APPLICATIONS_ALL table with AMOUNT_APPLIED = 500 and STATUS = ’UNID’. Oracle Receivables uses the foreign key CODE_COMBINATION_ID to associate this payment with the Unidentified flexfield account. CUSTOMER_TRX_ID, CASH_RECEIPT_ID, and PAYMENT_SCHEDULE_ID identify the transaction that you are actually applying. APPLIED_CUSTOMER_TRX_ID and APPLIED_PAYMENT_SCHEDULE_ID identify the invoice or credit memo that receives the application. For example, if you apply a receipt against an invoice, Oracle Receivables creates a record in the AR_RECEIVABLE_APPLICATIONS_ALL table. The CASH_RECEIPT_ID and the PAYMENT_SCHEDULE_ID of this record identify the receipt you are applying. APPLIED_PAYMENT_SCHEDULE_ID and APPLIED_CUSTOMER_TRX_ID for this record belong to the invoice that is receiving the application. If you apply a credit memo against the invoice, Oracle Receivables creates a record in the AR_RECEIVABLE_APPLICATIONS_ALL table that has theCUSTOMER_TRX_ID and the PAYMENT_SCHEDULE_ID of the credit memo you are applying. The APPLIED_PAYMENT_SCHEDULE_ID and the APPLIED_CUSTOMER_TRX_ID of this record belong to the invoice that is receiving the application. If you combine an on account credit and a receipt, Oracle Receivables creates a record in the AR_RECEIVABLE_APPLICATIONS_ALL table.

The PAYMENT_SCHEDULE_ID and the CASH_RECEIPT_ID of this record identify the receipt. The APPLIED_PAYMENT_SCHEDULE_ID and the APPLIED_CUSTOMER_TRX_ID of this record identify the on account credit that you are combining with the receipt. The primary key for this table is RECEIVABLE_APPLICATION_ID, which uniquely identifies the transaction that created the row.

 
Thanks – Shivmohan Purohit

 

 

Oracle Receivables Accounting – Overview


Accounting For Oracle Receivables

 

Flow of Accounting Information:

If you are using Oracle Order Entry (without customizations), no accounting information is available until you run AutoInvoice. You pass the transactions to Oracle Receivables using the Receivables Interface. You then run AutoInvoice which creates the actual transactions and uses AutoAccounting to derive the segment values for the GL Accounts. If you are using Oracle Projects the account segment values are derived by a Projects’ process also called AutoAccounting and passed as values to Oracle Receivables via the Streamline process, also using AutoInvoice. Whether you are manually entering your receipts or processing them through AutoLockbox, the accounting information is automatically determined by Oracle Receivables when you create and apply the receipts (not when it is still a “QuickCash” batch). The values used are based on the setup values for the bank where the receipts were deposited and the invoices they are paying.

Tips:
1. Always run the General Ledger Interface using the starting date of the period through the last day of the period. This is applicable no matter when you are running the process or if you know you will never have activity for that date, since sometimes the system uses dates other than the dates you expect.
2. Depending on which patches you have applied, you may or may not see the Unposted Items Report. If this report does run, always check each page to ensure that you have no items that could not be passed to the General Ledger. If anything besides headings appears, work with your IT department to resolve (since this is usually caused by a bug).
Verify that the amounts in the General Ledger Interface Report are reasonable and that the debits equal the credits.
General Ledger Interface:When you invoke the General Ledger Interface process, you initiate multiple programs that:
Finds all of the records for the period you specified that have not yet been passed to the General Ledger;
Determines if the debits equal the credits;
Passes the data to GL for editing; and
Marks the records as having been passed (so they will not pass twice).

 

If you have specified that you want the Journal Import to also run, this process verifies that the individual segments and combinations of segments are valid. Only when the Journal Import completes successfully are the Journals available for posting.

 

 

 

3. Verify that the Journal Import has a status of “SUCCESS.” If not, you had a problem that will need to be resolved or none of the items in the batch will be available for posting. Generally you have a problem if an account was valid when the activity was created, as you know, you cannot save with invalid values but, someone has since disabled either a segment or the combination. An example of this is your Accounts Receivable account that may have been valid when the invoice was originally created but it is not longer valid, and a receipt was just applied against it. When you apply a receipt to an invoice it always causes an offsetting entry against the original Accounts Receivable account.

Should this occur, then

1. Re-enable the segment or combination;

2. Re-run the Journal Import (in GL — be sure to include the applicable id);

3. Create a manual journal entry (also in GL) to move the activity from the bad account to the proper account (this is my one exception to never creating manual journal entries); and

4. Re-disable the segment or combination.

By making the corrections in this way you are able to keep your GL in sync with your AR activity and you have an audit trial of what you did to make the correction. You have the option to correct in the Import Corrections form (in GL), but you lose the audit trail of what you did and why. Note what you did and why and storing the notes in a handy binder so you will be prepared when the auditors ask why you did what you did.

Journal Entries Reports: The Journal Entries reports are the best way to verify the actual accounting for Oracle Receivables’ activities and the only way to view the accounting for the foreign currency gains and losses. There are actually four reports that give you varying levels of details regarding the journal entries you will be creating or have already created. These reports may be run at anytime before or after you run the General Ledger Interface. Your options are: Detail by Account (very large), Summary by Account, Detail by Category (also large) and Summary by Category.

Tip: Run the Summary by Category and review to insure that there are no invalid or illogical accounts, prior to running the General Ledger Interface. If you find funny accounts, you can correct or create offsetting entries prior to posting. Run the Detail by Category (just for that category and account) to see which specific activities used the funny account. Correct the activity if possible. If not possible (i.e., adjustment), create an offsetting entry using the proper account.

Tip: If you run this report for Unposted Items only, you must leave the Posted Date range blank or nothing will appear on the report.

Period Close Procedures:
 
 

 

Tip:Never have more than one AR period open at one time. There have been problems with entries appearing partially in one period and partially in another. Also, you may accidentally enter activities in a period other than the period you intended.Create a checklist to insure that you always know where you are and what you have to do next, so you will not forget anything.Balance your AR activity to the Aging:Old Aging Balance —–(Aged Trial Balance – 7 Buckets by Account)

Also balance your AR activity to your GL activity using the Journal Entries Report – Summary by Category and the Account Analysis report (in GL). Note any manual journal entries that used “your” accounts.
 
 
 

_____________________________________________

+ New Invoices ——-Transaction Register

+ Debit Memos ——- Transaction Register

+ Chargebacks ——–Transaction Register

– Credit Memos —— Transaction Register

– Receipts Applied —- Unapplied Receipts Register

+/- Adjustments ——Adjustment Register

– Items Not Aged —– Invoice Exceptions Report

____________________________________

New Aging Balance — Aged Trial Balance – 7 Buckets by Account

 

 

 

 

or Unidentified (Receipt Class)

CR : AR (from the invoice)

When you unapply a receipt, the accounting is just the opposite of the application accounting. You debit the AR account for the original invoice and credit the unapplied account based on the current unapplied account for the Receipt Class:

DR : AR (from the invoice)

CR : Unapplied (Receipt Class)

When you reverse a receipt, you have two possible options: re-open the invoices you previously paid or create a debit memo for the amount of the reversed payment. If you re-open the invoices, the system offsets the accounts used when you originally applied the payment (from the invoice and the cash account). Note that this process also impacts the unapplied account.

DR : Unapplied (Receipt Class)

: AR (from the invoice)

CR : Cash (Receipt Class)

: Unapplied (Receipt Class)

If you create a debit memo, you credit the original cash account but debit the Accounts Receivable Account for the Debit Memo type you selected. You may override the Accounts Receivable account when you enter the payment reversal.

DR : AR (Transaction Type – may override)

CR : Cash (Receipt Class)

Chargebacks: You create Chargebacks when you are applying cash to close the original invoice and create a new invoice for the amount that the customer short paid. By definition, there is a one to one relationship between a Chargeback and the original invoice. You need to set up values for Chargebacks in 3 places: Receivables Activity where you specify the “wash” account used when creating a Chargeback. Transaction Types where you specify the default AR account. A Memo Line (“Chargeback Line”) is seeded by Oracle but it is just used for the line description when you print the Chargeback and has no accounting impact. The Accounts Receivable account for the new invoice is based on the Accounts Receivable account for the Chargeback but you may override it at entry item. Oracle credits the Accounts Receivable account for the original invoice (note that these two accounts may be different).

In the Category of Adjustment:DR : Chargeback Adjustment (Receivables Activity)   

CR :

CR : AR (from the invoice)

When you unapply a receipt, the accounting is just the opposite of the application accounting. You debit the AR account for the original invoice and credit the unapplied account based on the current unapplied account for the Receipt Class:

DR : AR (from the invoice)

CR : Unapplied (Receipt Class)

When you reverse a receipt, you have two possible options: re-open the invoices you previously paid or create a debit memo for the amount of the reversed payment. If you re-open the invoices, the system offsets the accounts used when you originally applied the payment (from the invoice and the cash account). Note that this process also impacts the unapplied account.

DR : Unapplied (Receipt Class)

: AR (from the invoice)

CR : Cash (Receipt Class)

: Unapplied (Receipt Class)

If you create a debit memo, you credit the original cash account but debit the Accounts Receivable Account for the Debit Memo type you selected. You may override the Accounts Receivable account when you enter the payment reversal.

DR : AR (Transaction Type – may override)

CR : Cash (Receipt Class)

Chargebacks: You create Chargebacks when you are applying cash to close the original invoice and create a new invoice for the amount that the customer short paid. By definition, there is a one to one relationship between a Chargeback and the original invoice. You need to set up values for Chargebacks in 3 places: Receivables Activity where you specify the “wash” account used when creating a Chargeback. Transaction Types where you specify the default AR account. A Memo Line (“Chargeback Line”) is seeded by Oracle but it is just used for the line description when you print the Chargeback and has no accounting impact. The Accounts Receivable account for the new invoice is based on the Accounts Receivable account for the Chargeback but you may override it at entry item. Oracle credits the Accounts Receivable account for the original invoice (note that these two accounts may be different).

In the Category of Adjustment:DR : Chargeback Adjustment (Receivables Activity)   

CR :

AutoAccounting : AutoAccounting a very powerful setup feature that tells Oracle Receivables how to determine the individual segment values for your Transactions (invoices, debit memos, credit memos, chargebacks and commitments) using the rules that you specify. You may use this feature when creating Transactions manually or through AutoInvoice. The types of accounts impacted by AutoAccounting include:

– (Accounts) Receivable

– Revenue

– Tax

– Freight

– Unearned Revenue (for deferred revenue recognition)

– Unbilled Receivable (for deferred receivables recognition)

– AutoInvoice Clearing (for problems with extended amount)

– Possible sources of this information are the values you set up for the following:

– Transaction Types

– Salesreps

– Standard Lines (Items or Memo Lines)

– Taxes

– And/or hard coded values.

You may get one segment value for one type of account from a different place than for another. See Appendix 1 for an example of a typical AutoAccounting setup.

You can use a similar worksheet to test the setup of your AutoAccounting rules. List your Accounting Flexfield segments in the left column. For each type of account select the source of each segment (based on the list of available sources) and fill in that box. Test your theory by listing what all the setup accounts would be for a Transaction Type, Salesrep, Item, Tax and Memo Line. Then use a white-board and fill in each segment, for each type of account, with the values from each of the related sources. Verify that the combinations are actually valid, if not, redesign how they will be set up or redefine your AutoAccounting rules. Once you are satisfied with the results, enter your AutoAccounting rules into your test system and start creating manual invoices. Verify that you have not created invalid account values as the defaults.

Tip: I prefer to assign all segments to sources versus using hard coded values. This seems more flexible for future changes.

Invoices: When you create an invoice either through AutoInvoice or manually, you take advantage of AutoAccounting to provide the default Accounting Flexfield values. For manual invoices you have the option to override the default values.

For a standard Invoice:

DR : AR (AutoAccounting – may override)

CR : Revenue (AutoAccounting – may override)

:Tax (AutoAccounting – may override)

:Freight (AutoAccounting – may override)

You may also create invoices with special accounting and invoicing rules that allow you to defer revenue recognition for the percentage and number of periods that you specify. The following is an example of an invoice created with deferred revenue recognition for $12,000 split evenly over 12 periods:

For invoices with deferred revenue: a) When first created:
DR : AR (AutoAccounting – may override) 12000
CR :Unearned Revenue (AutoAccounting) 1000
DR : Unearned Revenue (AutoAccounting) 12000

CR : Revenue (AutoAccounting – may override) 1000

b) For each of the next 11 periods:

DR : Unearned Revenue (AutoAccounting) 1000

CR : Revenue (AutoAccounting) 1000

If you are using deferred revenue recognition, you need to run the revenue recognition process for each period (Run Revenue Recognition) and runs automatically as part of the General Ledger Interface.

Tip: To reduce the time it takes to close the period, run Revenue Recognition prior to the time when you are actually closing (e.g., the night before the close). This will process the majority of the updates prior to the actual close. Recurring Invoices (Transaction Copy) are treated like regular invoices, except they have different GL dates. Once you have created an invoice copy, it really is just another invoice with different dates.

Debit Memos: Debit memos work just like standard invoices (you even create them on the same forms) — taking advantage of AutoAccounting but with overridable segments. If you defined Memo Lines for use with your debit memos, they will provide the default accounting segments if you have set up AutoAccounting to use Standard Lines values for your Revenue accounts.

Credit Memos And On Account Credits: There are two types of credit memos: credit memos that you create to offset an individual invoice are called “Credit Memos.” Credit memos that impact a customer’s account but are not initially tied to a specific invoice are called “On-Account Credits.” On-account credits may be tied to invoice(s) using the Receipts Applications window, at any time. The accounting for Credit Memos usually offsets the applicable accounts from the original invoice (if you set your System Profile option AR: Use Invoice Account For Credit Memo to “Yes”). Credit memos and on-account credits that are created using AutoInvoice take advantage of AutoAccounting and/or hard coded values. You may override the default values if you are entering manually.

Credit Memo tied to an invoice:

DR : Revenue (from the related invoice – may override)

: AR (from the related invoice – may override)

: Tax (from the related invoice – may override)

CR : Freight (from the related invoice – may override)

On-account credits take advantage of AutoAccounting and Standard Lines (Memo Lines) depending on how you set up your AutoAccounting rules for the default credit and debit GL Accounts. You may override the default values at entry time if you are entering manually.

DR : Revenue (Memo Line – may override)

CR : AR (AutoAccounting – may override)

When you apply an on-account credit to invoice(s), you debit the credit account you used when you created the on-account credit. The Accounts Receivable account for the invoice being offset is credited. You may not override these values.

DR : AR (from the On-Account Credit)

CR : AR (from the invoice)

Cash Receipts (Excluding Miscellaneous Receipts): The accounting for receipts, except for Miscellaneous Receipts, is totally controlled behind the scenes by Oracle Receivables. The GL Accounts are determined by the values you defined in Receipt Class for the batch. NOTE: You have one Cash, Unapplied, On-Account, Unidentified, Earned Discount and Unearned Discount account for each bank and class, which does not allow you to split the Unapplied, etc. accounts for the applicable cost center or division. You may set up different values for each bank and class that you use (especially important for the cash account). Or, you may share the GL Accounts for multiple bank accounts (i.e., the unapplied and discount accounts). The key accounts are: – Your cash account (the default debit account for that bank account);

Tip: Often AP and AR share the same bank account but it is helpful to use a different but sequential GL account for each. This eases the reconciliation but you can roll together for FSG reporting.

– Your unapplied payments account (the default used until you match the payment to an invoice);

– Your on-account account (used to account for pre-payments until you apply them to invoice(s));

– Your unidentified account (used for receipts where you do not know which customer sent the receipt);

Tip: Often companies use the same GL Account for unapplied, on-account and unidentified. This is fine as long as: the account is not used for anything else and it is not an Accounts Receivable or cash account.

– Your earned and unearned discount accounts (used when a client pays invoices in accordance with the early payment terms. These are also often the same. Earned discounts are for payments made within the discount terms, unearned discounts are paid after the discount term but are allowed anyway.

When you match a receipt to an invoice, the cash account (debit) defaults from the Receipt Class for the Receipt batch. The Accounts Receivable account (credit) defaults from the invoice that is being paid. NOTE: Even if you instantly match a payment to an open invoice, Oracle still creates credits and debits to the unapplied account.

Payment applied to an invoice without discount terms:DR : Cash (Receipt Class): Unapplied (Receipt Class)CR : Unapplied (Receipt Class)

Payment applied to an invoice with discount terms:

: Unapplied (Receipt Class)

: Discount (Receipt Class)

CR : Unapplied (Receipt Class)

: AR (from the invoice)

 

 

 

When you leave a receipt as unapplied:

CR : Unapplied (Receipt Class)

 

 

 

When you apply unapplied, on-account or unidentified receipts, the accounting is determined by the original status. The accounts used are based on the accounts you currently are using for the Receipt Class. The Accounts Receivable account still comes from the invoice.
DR : Unapplied (Receipt Class)
On-Account (Receipt Class)or Unidentified (Receipt Class)

CR : AR (from the invoice)

When you unapply a receipt, the accounting is just the opposite of the application accounting. You debit the AR account for the original invoice and credit the unapplied account based on the current unapplied account for the Receipt Class:

DR : AR (from the invoice)

CR : Unapplied (Receipt Class)

When you reverse a receipt, you have two possible options: re-open the invoices you previously paid or create a debit memo for the amount of the reversed payment. If you re-open the invoices, the system offsets the accounts used when you originally applied the payment (from the invoice and the cash account). Note that this process also impacts the unapplied account.

DR : Unapplied (Receipt Class)

: AR (from the invoice)

CR : Cash (Receipt Class)

: Unapplied (Receipt Class)

If you create a debit memo, you credit the original cash account but debit the Accounts Receivable Account for the Debit Memo type you selected. You may override the Accounts Receivable account when you enter the payment reversal.

DR : AR (Transaction Type – may override)

CR : Cash (Receipt Class)

Chargebacks: You create Chargebacks when you are applying cash to close the original invoice and create a new invoice for the amount that the customer short paid. By definition, there is a one to one relationship between a Chargeback and the original invoice. You need to set up values for Chargebacks in 3 places: Receivables Activity where you specify the “wash” account used when creating a Chargeback. Transaction Types where you specify the default AR account. A Memo Line (“Chargeback Line”) is seeded by Oracle but it is just used for the line description when you print the Chargeback and has no accounting impact. The Accounts Receivable account for the new invoice is based on the Accounts Receivable account for the Chargeback but you may override it at entry item. Oracle credits the Accounts Receivable account for the original invoice (note that these two accounts may be different).

 
In the Category of Adjustment:DR : Chargeback Adjustment (Receivables Activity)   

CR :

 

For unidentified receipts:

CR : Unidentified (Receipt Class)

 

 

 

When you identify a receipt is as a pre-payment or deposit:

CR : On-Account (Receipt Class)

 

 

 

When you apply unapplied, on-account or unidentified receipts, the accounting is determined by the original status. The accounts used are based on the accounts you currently are using for the Receipt Class. The Accounts Receivable account still comes from the invoice.
DR : Unapplied (Receipt Class)
On-Account (Receipt Class)or Unidentified (Receipt Class)

CR : AR (from the invoice)

When you unapply a receipt, the accounting is just the opposite of the application accounting. You debit the AR account for the original invoice and credit the unapplied account based on the current unapplied account for the Receipt Class:

DR : AR (from the invoice)

CR : Unapplied (Receipt Class)

When you reverse a receipt, you have two possible options: re-open the invoices you previously paid or create a debit memo for the amount of the reversed payment. If you re-open the invoices, the system offsets the accounts used when you originally applied the payment (from the invoice and the cash account). Note that this process also impacts the unapplied account.

DR : Unapplied (Receipt Class)

: AR (from the invoice)

CR : Cash (Receipt Class)

: Unapplied (Receipt Class)

If you create a debit memo, you credit the original cash account but debit the Accounts Receivable Account for the Debit Memo type you selected. You may override the Accounts Receivable account when you enter the payment reversal.

DR : AR (Transaction Type – may override)

CR : Cash (Receipt Class)

Chargebacks: You create Chargebacks when you are applying cash to close the original invoice and create a new invoice for the amount that the customer short paid. By definition, there is a one to one relationship between a Chargeback and the original invoice. You need to set up values for Chargebacks in 3 places: Receivables Activity where you specify the “wash” account used when creating a Chargeback. Transaction Types where you specify the default AR account. A Memo Line (“Chargeback Line”) is seeded by Oracle but it is just used for the line description when you print the Chargeback and has no accounting impact. The Accounts Receivable account for the new invoice is based on the Accounts Receivable account for the Chargeback but you may override it at entry item. Oracle credits the Accounts Receivable account for the original invoice (note that these two accounts may be different).

 
In the Category of Adjustment:DR : Chargeback Adjustment (Receivables Activity)   

CR :

 

For unidentified receipts:

CR : Unidentified (Receipt Class)

 

 

 

: AR (from the invoice)

 

 

 

 

 

 

 

 
CR : AR (from the original invoice)

 

DR :

 

 

In the Category of Adjustment (AR):

 

 

 

 

In the Category of Chargeback:

CR : Chargeback Adjustment (Receivables Activity)

 

 

 

In the Category of Chargeback (AR):

CR :

 

 

 

In the Category of Trade Receipts:

CR :

 

 

 

Miscellaneous Receipts: Miscellaneous Receipts are any receipts that are not for open receivables. Examples include Cobra payments, T-shirt sales, utility refunds, and returns on investments. Due to the nature of this activity, you may need to credit any account within the chart of accounts. The Distribution Window in the Receipts form allows you to do just that. You may run into an Account Security Rule set up to restrict usage of accounts by application. If you find that you may not use an account that you need, work with your System Administrator to change the Account Security Rules. You may pre-define the credit accounts that you usually use to speed entry (using Receivables Activity) but you also have the flexibility to override the values at entry time. You also have the ability to split a single receipt into multiple accounts (you may also pre-define those accounts using Distribution Sets). If you will always be splitting the accounts, you should define a Distribution Set. A distribution set is a name and one or more GL Accounts and percentages that you define. You must create a Receivable Activity that refers to the Distribution Set. When you enter Miscellaneous Receipts, you refer to the Receivables Activities that you defined above. However, you may override the default GL Accounts, the individual segments, the percentages and/or the amounts. The cash account used defaults based on the Receipt Class for the bank you specified on the Batch Screen, and you may not override or view the value.
DR : Cash (Receipt Class)
CR : Miscellaneous Account(s) (Receivables Activity or Distribution Set – may override)
In the Category of Trade Receipts (AR):

CR : AR (from the original invoice)

: Unapplied (Receipt Class)

 

 

 

Receivable Adjustments: Receivable Adjustments are generally write-offs, or changes to the invoice balance due for over- or under-payment by the customer, or the addition of finance charges. Pre-define commonly used adjustment types using the Receivables Activity form. This speeds entry, but you may override the default values as you enter the adjustments. NOTE: Always define a GL Account and not a Distribution Set when you define Receivable Activities for adjustments.Tip: When entering an adjustment, never use an Accounts Receivable Account. Oracle Receivables already automatically offsets the AR account for the invoice being adjusted and you will create a wash entry.

A Receivables Adjustment is always applied to a specific invoice so it impacts the Accounts Receivable account for that invoice. Receivables adjustments may either be positive (debit AR, and increase the invoice balance) or negative (credit AR and decrease the invoice balance). Examples include:

Add a finance charge (note that this is a positive adjustment that increases the balance due):

DR : AR (from the invoice)

CR : Finance Charges (Receivables Activity – may override)

Reduce the freight amount:
DR : Freight (Receivables Activity – may override)
CR : AR (from the invoice)
 

 

You may use AutoAdjustments to perform mass cleanup of open invoices and on-account credits. The Accounts Receivable account credited is the Accounts Receivable account for the transaction. The account debited is based on the Receivables Activity you select when you submit the AutoAdjustment process. Note that ALL adjustments made during this process will use that exact same “write off” account even if the original invoices are for different companies, or cost centers. This may be a consideration in determining if you can actually utilize AutoAdjustments, or if you want to run multiple passes of AutoAdjustment by Transaction Type and Adjustment Activity.
Foreign Currency Gains and Losses: Transactions that are not in your base currency may cause gains or losses to occur due to fluctuations in the exchange rates. This is automatically accounted for by Oracle Receivables. When you enter the Transaction, the applicable exchange rate for the date you enter it is stored with the transaction. When you enter the related receipt the applicable exchange rate for the date you enter the receipt is stored with the receipt. The gain or loss is determined based on the difference in the value of the money (in your base currency) between when the invoice was created and when the receipt was created. The gain and loss accounts are derived based on the values in your System Options and how you set up Flexbuilder. Note that most companies use the default setup for Flexbuilder. Note that there is no gain or loss if you apply an adjustment since both the adjustment and the invoice use the same rate. You can predict Gains and Losses using the Projected Gains/Losses Report. You can only view the gain/loss accounting activity by running the Journal Entries Report.
Write-off the invoice balance:DR : Cost of Doing Business (Receivables Activity – may override)   

 

 

CR : AR (from the invoice)

Loss – now worth less:
DR : Cash (Receipt Class at the receipt rate)
: Unapplied (Receipt Class at the receipt rate)
: Loss (System Options – difference between the invoice and receipt values)
Gain – now worth more:

: Unapplied (Receipt Class at the receipt rate)

CR : AR (from the invoice at the invoice rate)

: Unapplied (Receipt Class at the receipt rate)

: Gain (System Options – difference between the invoice and receipt values)

 

 

 

CR : AR (from the invoice at the invoice rate)

:Unapplied (Receipt Class at the receipt rate)

 

 

 

 

 

AutoAccounting : AutoAccounting a very powerful setup feature that tells Oracle Receivables how to determine the individual segment values for your Transactions (invoices, debit memos, credit memos, chargebacks and commitments) using the rules that you specify. You may use this feature when creating Transactions manually or through AutoInvoice. The types of accounts impacted by AutoAccounting include:

– (Accounts) Receivable

– Revenue

– Tax

– Freight

– Unearned Revenue (for deferred revenue recognition)

– Unbilled Receivable (for deferred receivables recognition)

– AutoInvoice Clearing (for problems with extended amount)

– Possible sources of this information are the values you set up for the following:

– Transaction Types

– Salesreps

– Standard Lines (Items or Memo Lines)

– Taxes

– And/or hard coded values.

You may get one segment value for one type of account from a different place than for another. See Appendix 1 for an example of a typical AutoAccounting setup.

You can use a similar worksheet to test the setup of your AutoAccounting rules. List your Accounting Flexfield segments in the left column. For each type of account select the source of each segment (based on the list of available sources) and fill in that box. Test your theory by listing what all the setup accounts would be for a Transaction Type, Salesrep, Item, Tax and Memo Line. Then use a white-board and fill in each segment, for each type of account, with the values from each of the related sources. Verify that the combinations are actually valid, if not, redesign how they will be set up or redefine your AutoAccounting rules. Once you are satisfied with the results, enter your AutoAccounting rules into your test system and start creating manual invoices. Verify that you have not created invalid account values as the defaults.

Tip: I prefer to assign all segments to sources versus using hard coded values. This seems more flexible for future changes.

Invoices: When you create an invoice either through AutoInvoice or manually, you take advantage of AutoAccounting to provide the default Accounting Flexfield values. For manual invoices you have the option to override the default values.

For a standard Invoice:

DR : AR (AutoAccounting – may override)

CR : Revenue (AutoAccounting – may override)

:Tax (AutoAccounting – may override)

:Freight (AutoAccounting – may override)

You may also create invoices with special accounting and invoicing rules that allow you to defer revenue recognition for the percentage and number of periods that you specify. The following is an example of an invoice created with deferred revenue recognition for $12,000 split evenly over 12 periods:

For invoices with deferred revenue: a) When first created:
DR : AR (AutoAccounting – may override) 12000
CR :Unearned Revenue (AutoAccounting) 1000
DR : Unearned Revenue (AutoAccounting) 12000

CR : Revenue (AutoAccounting – may override) 1000

b) For each of the next 11 periods:

DR : Unearned Revenue (AutoAccounting) 1000

CR : Revenue (AutoAccounting) 1000

If you are using deferred revenue recognition, you need to run the revenue recognition process for each period (Run Revenue Recognition) and runs automatically as part of the General Ledger Interface.

Tip: To reduce the time it takes to close the period, run Revenue Recognition prior to the time when you are actually closing (e.g., the night before the close). This will process the majority of the updates prior to the actual close. Recurring Invoices (Transaction Copy) are treated like regular invoices, except they have different GL dates. Once you have created an invoice copy, it really is just another invoice with different dates.

Debit Memos: Debit memos work just like standard invoices (you even create them on the same forms) — taking advantage of AutoAccounting but with overridable segments. If you defined Memo Lines for use with your debit memos, they will provide the default accounting segments if you have set up AutoAccounting to use Standard Lines values for your Revenue accounts.

Credit Memos And On Account Credits: There are two types of credit memos: credit memos that you create to offset an individual invoice are called “Credit Memos.” Credit memos that impact a customer’s account but are not initially tied to a specific invoice are called “On-Account Credits.” On-account credits may be tied to invoice(s) using the Receipts Applications window, at any time. The accounting for Credit Memos usually offsets the applicable accounts from the original invoice (if you set your System Profile option AR: Use Invoice Account For Credit Memo to “Yes”). Credit memos and on-account credits that are created using AutoInvoice take advantage of AutoAccounting and/or hard coded values. You may override the default values if you are entering manually.

Credit Memo tied to an invoice:

DR : Revenue (from the related invoice – may override)

: AR (from the related invoice – may override)

: Tax (from the related invoice – may override)

CR : Freight (from the related invoice – may override)

On-account credits take advantage of AutoAccounting and Standard Lines (Memo Lines) depending on how you set up your AutoAccounting rules for the default credit and debit GL Accounts. You may override the default values at entry time if you are entering manually.

DR : Revenue (Memo Line – may override)

CR : AR (AutoAccounting – may override)

When you apply an on-account credit to invoice(s), you debit the credit account you used when you created the on-account credit. The Accounts Receivable account for the invoice being offset is credited. You may not override these values.

DR : AR (from the On-Account Credit)

CR : AR (from the invoice)

Cash Receipts (Excluding Miscellaneous Receipts): The accounting for receipts, except for Miscellaneous Receipts, is totally controlled behind the scenes by Oracle Receivables. The GL Accounts are determined by the values you defined in Receipt Class for the batch. NOTE: You have one Cash, Unapplied, On-Account, Unidentified, Earned Discount and Unearned Discount account for each bank and class, which does not allow you to split the Unapplied, etc. accounts for the applicable cost center or division. You may set up different values for each bank and class that you use (especially important for the cash account). Or, you may share the GL Accounts for multiple bank accounts (i.e., the unapplied and discount accounts). The key accounts are: – Your cash account (the default debit account for that bank account);

Tip: Often AP and AR share the same bank account but it is helpful to use a different but sequential GL account for each. This eases the reconciliation but you can roll together for FSG reporting.

– Your unapplied payments account (the default used until you match the payment to an invoice);

– Your on-account account (used to account for pre-payments until you apply them to invoice(s));

– Your unidentified account (used for receipts where you do not know which customer sent the receipt);

Tip: Often companies use the same GL Account for unapplied, on-account and unidentified. This is fine as long as: the account is not used for anything else and it is not an Accounts Receivable or cash account.

– Your earned and unearned discount accounts (used when a client pays invoices in accordance with the early payment terms. These are also often the same. Earned discounts are for payments made within the discount terms, unearned discounts are paid after the discount term but are allowed anyway.

When you match a receipt to an invoice, the cash account (debit) defaults from the Receipt Class for the Receipt batch. The Accounts Receivable account (credit) defaults from the invoice that is being paid. NOTE: Even if you instantly match a payment to an open invoice, Oracle still creates credits and debits to the unapplied account.

Payment applied to an invoice without discount terms:DR : Cash (Receipt Class): Unapplied (Receipt Class)CR : Unapplied (Receipt Class)

Payment applied to an invoice with discount terms:

: Unapplied (Receipt Class)

: Discount (Receipt Class)

CR : Unapplied (Receipt Class)

: AR (from the invoice)

 

 

 

When you leave a receipt as unapplied:

CR : Unapplied (Receipt Class)

 

 

 

When you identify a receipt is as a pre-payment or deposit:

CR : On-Account (Receipt Class)

 

 

 

When you apply unapplied, on-account or unidentified receipts, the accounting is determined by the original status. The accounts used are based on the accounts you currently are using for the Receipt Class. The Accounts Receivable account still comes from the invoice.
DR : Unapplied (Receipt Class)
On-Account (Receipt Class)or Unidentified (Receipt Class)

or Unidentified (Receipt Class)

CR : AR (from the invoice)

When you unapply a receipt, the accounting is just the opposite of the application accounting. You debit the AR account for the original invoice and credit the unapplied account based on the current unapplied account for the Receipt Class:

DR : AR (from the invoice)

CR : Unapplied (Receipt Class)

When you reverse a receipt, you have two possible options: re-open the invoices you previously paid or create a debit memo for the amount of the reversed payment. If you re-open the invoices, the system offsets the accounts used when you originally applied the payment (from the invoice and the cash account). Note that this process also impacts the unapplied account.

DR : Unapplied (Receipt Class)

: AR (from the invoice)

CR : Cash (Receipt Class)

: Unapplied (Receipt Class)

If you create a debit memo, you credit the original cash account but debit the Accounts Receivable Account for the Debit Memo type you selected. You may override the Accounts Receivable account when you enter the payment reversal.

DR : AR (Transaction Type – may override)

CR : Cash (Receipt Class)

Chargebacks: You create Chargebacks when you are applying cash to close the original invoice and create a new invoice for the amount that the customer short paid. By definition, there is a one to one relationship between a Chargeback and the original invoice. You need to set up values for Chargebacks in 3 places: Receivables Activity where you specify the “wash” account used when creating a Chargeback. Transaction Types where you specify the default AR account. A Memo Line (“Chargeback Line”) is seeded by Oracle but it is just used for the line description when you print the Chargeback and has no accounting impact. The Accounts Receivable account for the new invoice is based on the Accounts Receivable account for the Chargeback but you may override it at entry item. Oracle credits the Accounts Receivable account for the original invoice (note that these two accounts may be different).

 
In the Category of Adjustment:DR : Chargeback Adjustment (Receivables Activity)   

CR :

 

For unidentified receipts:

CR : Unidentified (Receipt Class)

 

 

 

CR : AR (from the invoice)

When you unapply a receipt, the accounting is just the opposite of the application accounting. You debit the AR account for the original invoice and credit the unapplied account based on the current unapplied account for the Receipt Class:

DR : AR (from the invoice)

CR : Unapplied (Receipt Class)

When you reverse a receipt, you have two possible options: re-open the invoices you previously paid or create a debit memo for the amount of the reversed payment. If you re-open the invoices, the system offsets the accounts used when you originally applied the payment (from the invoice and the cash account). Note that this process also impacts the unapplied account.

DR : Unapplied (Receipt Class)

: AR (from the invoice)

CR : Cash (Receipt Class)

: Unapplied (Receipt Class)

If you create a debit memo, you credit the original cash account but debit the Accounts Receivable Account for the Debit Memo type you selected. You may override the Accounts Receivable account when you enter the payment reversal.

DR : AR (Transaction Type – may override)

CR : Cash (Receipt Class)

Chargebacks: You create Chargebacks when you are applying cash to close the original invoice and create a new invoice for the amount that the customer short paid. By definition, there is a one to one relationship between a Chargeback and the original invoice. You need to set up values for Chargebacks in 3 places: Receivables Activity where you specify the “wash” account used when creating a Chargeback. Transaction Types where you specify the default AR account. A Memo Line (“Chargeback Line”) is seeded by Oracle but it is just used for the line description when you print the Chargeback and has no accounting impact. The Accounts Receivable account for the new invoice is based on the Accounts Receivable account for the Chargeback but you may override it at entry item. Oracle credits the Accounts Receivable account for the original invoice (note that these two accounts may be different).

 
In the Category of Adjustment:DR : Chargeback Adjustment (Receivables Activity)   

 

CR :

: AR (from the invoice)

AR Interview Questions – Technical and Functional


 

 

A part of AR ( Account Receivables ) Interview Questions – Technical & Functional. This is next part. do share your feedback and thoughts

   

Conversion is a process by which we transfer legacy data from temporary tables to base tables. Interfaces also does the same but is a daily process and most of the interfaces are automated by scheduling. Example:AutoInvoice. Conversition is on time process this is before instlation, and interface every time process we can run any time.Conversion is a process by which we transfer legacy data from temporary tables to base tables. Interfaces also does the same but is a daily process and most of the interfaces are automated by scheduling. Example:AutoInvoice. Conversition is on time process this is before instlation, and interface every time process we can run any time.

 

 

 

How many reporting currencies can be attached to Primary Set of Books?   

 
 
 
 

 

We can have a total of 8 SOB’s (including the Primary SOB). Therefore, we can have 7 Reporting SOB.

 

 

 

What are Different types of transactions in AR?

There are 7 type of transactions in AR-

Invoice,

Debitmemo,

Creditmemo,

Chargeback,

Deposits,

Guarenty, and

Bills Recivable.

What is the use of lockboxes?
AutoLockbox (or Lockbox) is a service that commercial banks offer corporate customers to enable them to outsource their accounts receivable payment processing. An AutoLockbox operation can process millions of transactions a month. AutoLockbox eliminates manual data entry by automatically processing receipts that are sent directly to your bank. You specify how you want this information transmitted and Receivables ensures that the data is valid before creating QuickCash receipt batches.
Steps for lock box are :

1. The first step involves reading and formatting data from your bank file into AutoLockbox tables.

2. The second step involves submitting the validation program which checks data in the AutoLockbox tables for compatibility with Receivables.

3. Once data is validated, it is transferred into QuickCash tables. At this point, you can optionally query your receipts in the QuickCash window and change how they will be applied before submitting the final step,

4. Post QuickCash. Submitting Post QuickCash updates your customer’s balances.

What are the interface tables used for ar invoices, customers, receipts for conversion process?
Customer interface tables:
Ra_customer_interface

 

 

ra_contant_phones_interface

ra_customer_banks_interface

ra_customer_profiles_interface

ra_cust_pay_method_interface

Invoice interface tables:

ra_interface_lines_all

ra_interface_sales_credits

ra_interface_distributions

Following are the Validation for Autoinvoice:

 

 

 

 

 

 

1- AR Transaction Type Validation : Check if the Transaction type provided in data file is defined in AR transaction types(RA_CUST_TRX_TYPES_ALL)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2- Transaction Batch Source Validation: Check if the source provided in data file is defined in AR transaction Batch source (RA_BATCH_SOURCES_ALL).

3- Invoice Currency Validation: Check if the currency provided in data file is defined in AR Currency (FND_CURRENCIES).

4- Customer Validation: Check if the Bill to Customer Number, Ship to Customer Number, Bill to Custom Location, Ship to Customer Location provided in the data file is defined in AR Customer(ra_customers).

5- Primary Sales Representative Validation: Sales representative number to be hardcode to “-3” for “No Sales Credit.”

6- Term Name : Check if the Term name provided in the data file is defined in Payment terms (RA_TERMS)

7- Validate Sales Credit Type : Sales Credit to hardcode to “Quota Sales Credit”

8- Inventory Item Validation: Check if the Item provided in data file is defined in Inventory Items (MTL_SYSTEM_ITEMS).

9- Unit of Measurement validation: Check if the UOM provided is defined in MTL_UNITS_OF_MEASURE Table

10- Invoice Tax Code Validation : Check if the Tax Code provided in data file is defined in AR_VAT_TAX_ALL_B Table.

11- Invoice GL Date Validation : Check if the GL Data of provided invoices is in open period.Used ARP_UTIL.IS_GL_DATE_VALID API to validate.

Following are the base tableshz_parties

hz_cust_accounts

hz_cust_acct_sites_all

hz_cust_sit_use_all

hz_party_sites

hz_locations

hz_party_site_uses

hz_customer_profiles

hz_organization_profiles

hz_person_profiles

What is Auto Invoicing? Explain?
Auto Invoicing is a process of Importing Invoice related information from External / Internal Sources.External will be your business Legacy Systems like Main Frame / AS400 or Non Oracle ERP systems like SAP / JDE or From Custom Oracle Applications. The data is placed into Interface tables and from there either from Application or from PL/SQL , you can call Auto Invoice Concurrent request to validate and transfer data into AR Transaction tables. The data from these tables can be seen when queries from Transaction Screens. Auto Invoicing is a process of creating an invoice automatically in AR when a sales order has been shipped and closed. This process is triggered by a concurrent request ‘AUTO INVOICE MASTER PROGRAM’. Auto invoicing is used to import the AR invoices direclty into the AR module.
 
 
 
 
 

 

 

What is AUTO Accounting what are the steps for setting up auto accounting?
Auto Accounting is a mechnism for generating defualt accounting flexfields for revenue , receivables, frieght and tax based on the other parameters associated with the invoice you are entering.. since auto accounting looks at the following tables to get the data so please set/define the following depending upon your requirement.
 
 
 
 
 

 

1.Salesrep.

2.Transaction Types.

3.Standard Lines.

4.Taxes.

5.Customer bill-to-site

Receivables uses the Auto Accounting rules to determine the GL Accounts that you Enter manually or import using Auto invoice. Receivables creates the Default accounts for the Receivable, revenue, Freight, Tax, Unerned revenue, Finance charges, Unbilled receivables, Bills receivables, and Auto invoice Clearing Accoutns.You need to define these accoutns before you start entering the transactions in AR. However, you can overide these accounts during the Transaction Entry in AR.Setup Autoaccounting:AR>Setup>Transactions>AutoAccountingSelect the Type of the accoutn you wish to define the auto accoutning.In the Segments Block:Choose the segment for which you wish to assign the Auto accounting.Choose the Table Name : Sales Rep, Trxn Type, Site, Std Lines.If you wish to use a Default Constant value, then enter the value in the Constant Field.

What are the standard concurent programs for auto invoice interface and customer interfaces?
Autoinvoice Import Program — for auto invoice program
 
 
 
 
 

 

Customer Interface Master Conc Program –> for Customer Interface

AR Complete Cycle (hoping that GL is already implemented)Define Transaction SetupsDefine Receipt and Receipt Application SetupsDefine CustomerCreate an InvoiceCreate a ReceiptApply Receipt to InvoiceReview Customer balances (Collections). The BASIC process of Receivables involves the following:
1. Creation of Customer Invoices.

 

 

3. Remittance fo the same to the bank.
 
 
How do we segregate debit & credit transactions in Receivables and where we will do it?
 
 
 

 

Basically the debit and credit transaction are classified by the transaction class.

Whether we are defining customer in AR? If it is in AR then how are we placing the order and how the shipment will be done?

Customers and the associated information is stored in TCA structure, which is shared across All oracle application modules. If you add a customer in AR, it gets stored TCA underlying tables. When you want to create an Order in Order Management, the customer LOV displays data from Record Group that is created on TCA tables.

The basic Oracle ERP data model is the single Data model shared (integrated) by multiple application. The owner of the creation of customer is the AR schema and is shared by other application such as OM. These are usually called as shared entities (Supplier,Partners,Items etc)

How To Close Periods In AR?
After raising transactions and receiving the RECEIPT amount, transfer the all TRANSATIONS and RECEIPTS to the GENERAL LEDGER. And then only close the PERIOD in AR.

 

 

 

Explain about Party and Customer in AR?

Party could be a person or an organization which has no business relation with your entreprise, if you establish a sales relation with a department in a party then that particular department is your customer.

 

 

 

 

 

 

 

 

     Thanks – Shivmohan Purohit

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Making the receipts of the customer payments.

 

 

 

 

Explain the process of recievables in oracle financials?