Oracle ReceivablesUser Guide Release 12.1Part No. E13522-04

August 2010

Oracle Receivables User Guide, Release 12.1 Part No. E13522-04 Copyright 1988, 2010, Oracle and/or its affiliates. All rights reserved. Primary Author: Mathew Daniel Contributing Author: Charles Ahern, Stephen R. Damiani, Melanie Heisler, Essan Ni Jirman, Shivranjini Krishnamurthy, Robert MacIsaac, Kristin Penaskovic, Vijay Tiwary Contributor: Kapil Advani, Rohit Kathuria, Mitesh Kumbhat, Amarnath Molugu Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this software or related documentation is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS Programs, software, databases, and related documentation and technical data delivered to U.S. Government customers are "commercial computer software" or "commercial technical data" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, the use, duplication, disclosure, modification, and adaptation shall be subject to the restrictions and license terms set forth in the applicable Government contract, and, to the extent applicable by the terms of the Government contract, the additional rights set forth in FAR 52.227-19, Commercial Computer Software License (December 2007). Oracle USA, Inc., 500 Oracle Parkway, Redwood City, CA 94065. This software is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications which may create a risk of personal injury. If you use this software in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy and other measures to ensure the safe use of this software. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software in dangerous applications. This software and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content, products and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third party content, products or services.

Contents

Send Us Your Comments Preface 1 Overview of Oracle ReceivablesReceivables Workbenches......................................................................................................... 1-1 Receipts Workbench............................................................................................................ 1-3 Transactions Workbench......................................................................................................1-9 Bills Receivable Workbench............................................................................................... 1-13

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TransactionsEntering Transactions................................................................................................................ 2-1 Transactions Window Field Reference................................................................................. 2-8 Lines Window Field Reference ......................................................................................... 2-12 Entering Tax Information .................................................................................................. 2-14 Detail Tax Lines Window Field Reference......................................................................... 2-15 Entering Freight Information ............................................................................................ 2-15 Freight Window Field Reference....................................................................................... 2-17 Reviewing Accounting Information...................................................................................2-17 Distributions Window Field Reference.............................................................................. 2-18 Creating Accounting Information...................................................................................... 2-19 Entering Revenue Credits.................................................................................................. 2-19 Entering Quick Transactions.............................................................................................. 2-21 Entering Invoices with Rules............................................................................................. 2-23 Foreign Currency Transactions .............................................................................................. 2-25 Adjusting an Exchange Rate.............................................................................................. 2-27

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Viewing Exchange Rate Information for a Receipt or Transaction.................................... 2-28 Entering Invoices with Installments....................................................................................... 2-29 Invoices with Rules................................................................................................................. 2-30 Using Rules........................................................................................................................ 2-34 Entering Commitments........................................................................................................... 2-41 Batching Transactions for Easy Entry and Retrieval.............................................................. 2-43 Completing Transactions........................................................................................................ 2-45 Voiding Transactions......................................................................................................... 2-47 Viewing Transactions ............................................................................................................. 2-48 Account Details Field Reference............................................................................................. 2-51 Placing an Item In Dispute..................................................................................................... 2-51 Copying Invoices..................................................................................................................... 2-53 Recurring Invoice Program Report.................................................................................... 2-56 About Adjustments................................................................................................................. 2-56 Entering Manual Adjustments........................................................................................... 2-58 Adjustments Field Reference............................................................................................. 2-60 Creating Automatic Adjustments ..................................................................................... 2-60 AutoAdjustment Reports................................................................................................... 2-62 Approving Adjustments ................................................................................................... 2-63 XML Receivables Documents................................................................................................. 2-65 XML Invoices Process Flow............................................................................................... 2-66 XML Messages................................................................................................................... 2-67 Implementation Considerations.........................................................................................2-68 Setting Up Your System for XML Invoice Documents....................................................... 2-69 Sending XML Invoice Documents......................................................................................2-73 Confirming the Import Status of XML Invoice Documents............................................... 2-74 Troubleshooting XML Invoice Documents........................................................................ 2-75 Reviewing and Retransmitting XML Invoice Documents.................................................. 2-77 Document Transfer Message Workflow............................................................................ 2-78 Workflow Troubleshooting................................................................................................ 2-81 Maintaining Transactions....................................................................................................... 2-81 Maintaining Transactions Field Reference......................................................................... 2-82 Crediting Transactions............................................................................................................ 2-92 Crediting Transaction Lines............................................................................................... 2-95 Credit Transactions Field Reference.................................................................................. 2-97 Reviewing Accounting Information.................................................................................2-100 Reviewing Revenue Credits............................................................................................. 2-101 Reviewing Freight Information........................................................................................ 2-102 Reviewing Tax Information............................................................................................. 2-103 Unapplying Cash when Crediting a Transaction............................................................. 2-104 Updating Credit Memo Installments............................................................................... 2-105

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Batching Credit Memos................................................................................................... 2-106 Querying Credit Memos and On-Account Credit Memos............................................... 2-107 Creating On-Account Credit Memos.................................................................................... 2-108 Applying On-Account Credit Memos.............................................................................. 2-109 Updating Credit Memos and On-Account Credit Memos............................................... 2-111 Accounting for Credit Memos...............................................................................................2-112 AME Credit Memo Request Workflow................................................................................ 2-139 Setting Up the AME Credit Memo Request Workflow.................................................... 2-141 AME Attributes for the AME Credit Memo Request Workflow...................................... 2-151 The AME Credit Memo Request Workflow Item Type.................................................... 2-153 Notifications..................................................................................................................... 2-157 Customizing the AME Credit Memo Request Process..................................................... 2-158 Summary of the AR Credit Memo Request Approval Process.........................................2-159 AR Credit Memo Request Approval Process Activities............................................ 2-162 Summary of the Collector Approval Subprocess............................................................. 2-167 Collector Approval Subprocess Activities................................................................. 2-169 Summary of the Limits Only Subprocess......................................................................... 2-175 Limits Only Subprocess Activities............................................................................. 2-177 Summary of the HR Hierarchy Approval Subprocess..................................................... 2-182 HR Hierarchy Approval Subprocess Activities......................................................... 2-185 Summary of the Receivables Approval Subprocess......................................................... 2-190 Receivables Approval Subprocess Activities............................................................. 2-191 Summary of the Credit Memo Creation Subprocess ....................................................... 2-196 Credit Memo Creation Subprocess Activities............................................................ 2-197 Running AutoInvoice............................................................................................................ 2-199 AutoInvoice Reports ....................................................................................................... 2-203 Correcting AutoInvoice Exceptions ................................................................................ 2-205 Importing Transaction Information Using AutoInvoice......................................................2-207 Overview of AutoInvoice................................................................................................. 2-208 Preparing Receivables for AutoInvoice............................................................................2-209 Importing Data From Your Feeder System...................................................................... 2-215 AutoInvoice Validation ................................................................................................... 2-216 Using AutoInvoice........................................................................................................... 2-219 Passing Receipt Methods and Customer Bank Accounts................................................. 2-223 Importing Freight Lines................................................................................................... 2-224 Importing Tax Lines......................................................................................................... 2-225 Importing Invoices with Rules ........................................................................................ 2-229 Importing Credit Memos................................................................................................. 2-230 Late Charges.................................................................................................................... 2-233 Account Assignments...................................................................................................... 2-233 Transaction Flexfields...................................................................................................... 2-235

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Using Grouping Rules to Create Transactions................................................................. 2-241 Using Line Ordering Rules.............................................................................................. 2-244 Determining Dates .......................................................................................................... 2-245 Validating Dates.............................................................................................................. 2-250 Adjusting General Ledger Dates...................................................................................... 2-251 Determining Exchange Rates........................................................................................... 2-252 Receivables Tables........................................................................................................... 2-252 Oracle Exchange Invoice Import Request Set.......................................................................2-253 Using Commitments ............................................................................................................. 2-253 Setup and Accounting for Commitments........................................................................ 2-255 Printing Transactions............................................................................................................ 2-259 Understanding Your Printed Transactions........................................................................... 2-262 Balance Forward Billing........................................................................................................ 2-264 How Receivables Selects Transactions for Balance Forward Billing................................ 2-267 Creating Balance Forward Bills........................................................................................ 2-270 Generating and Printing Draft and Final Balance Forward Bills............................... 2-270 Accepting or Rejecting Draft Balance Forward Bills.................................................. 2-272 Reprinting Balance Forward Bills.............................................................................. 2-273 Imported Billing Number................................................................................................ 2-274

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Revenue ManagementRecognizing Revenue................................................................................................................ 3-1 Revenue Recognition Program Execution Report................................................................ 3-4 Revenue Accounting ................................................................................................................ 3-4 Adjusting Sales Credits........................................................................................................ 3-7 Using the Revenue Accounting Management (RAM) Wizard............................................. 3-7 Event-Based Revenue Management........................................................................................3-12 Evaluating Invoices for Event-Based Revenue Management............................................. 3-14 Payment-Based Revenue Management.............................................................................. 3-17 Calculating Revenue for Partial Receipt Application.................................................. 3-20 Overpayments............................................................................................................. 3-21 Receipt Application Examples..................................................................................... 3-21 Monitoring Contingencies with the Revenue Contingency Analyzer................................3-22 Modifying Invoices Under Collectibility Analysis............................................................. 3-26

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ReceiptsEntering Receipts ...................................................................................................................... 4-1 Receipts Field Reference...................................................................................................... 4-6 Applying Receipts..................................................................................................................... 4-9 Applying Receipts in Detail............................................................................................... 4-17

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Applications Field Reference............................................................................................. 4-22 Managing Prepayment Receipts............................................................................................. 4-24 Prepayments Process Flow................................................................................................ 4-26 Setting Up Prepayments.................................................................................................... 4-26 Managing Your Customers' Prepayments......................................................................... 4-27 Cross Currency Receipts......................................................................................................... 4-29 Setting Up Cross Currency Receipts.................................................................................. 4-31 Applying Cross Currency Receipts - Examples................................................................. 4-33 Applying Cross Currency Receipts.................................................................................... 4-39 Cross Currency Exchange Gain/Loss Report .................................................................... 4-43 Receivables Application Rule Sets......................................................................................... 4-45 Chargebacks and Adjustments............................................................................................... 4-52 Entering Miscellaneous Receipts............................................................................................ 4-58 Reversing Receipts.................................................................................................................. 4-61 Reapplying Receipts................................................................................................................ 4-65 Reviewing Receipts and Applications.................................................................................... 4-67 Batching Receipts for Easy Entry and Retrieval..................................................................... 4-69 Notes Receivable..................................................................................................................... 4-72 Setting Up Notes Receivable.............................................................................................. 4-75 Creating a Note Receivable................................................................................................ 4-76 Clearing Notes Receivable................................................................................................. 4-78 Reversing a Note Receivable.............................................................................................. 4-78 Accounting for Notes Receivable....................................................................................... 4-80 Notes Receivable Report.................................................................................................... 4-81 Reversed Notes Receivable Report.................................................................................... 4-83 Using AutoLockbox................................................................................................................. 4-85 AutoLockbox Validation ................................................................................................... 4-89 How AutoLockbox Identifies Customers for a Receipt...................................................... 4-94 How AutoLockbox Applies Receipts................................................................................. 4-97 Implementing a Custom Matching Rule....................................................................4-102 How AutoLockbox Creates Claims.................................................................................. 4-104 Importing and Applying Cross Currency Receipts..........................................................4-107 Alternate Name Receipt Matches Window...................................................................... 4-112 Commonly Asked Questions........................................................................................... 4-113 Running AutoLockbox.......................................................................................................... 4-117 AutoLockbox Field Reference.......................................................................................... 4-121 Lockbox Execution Report............................................................................................... 4-124 Maintaining Lockbox Transmission Data........................................................................ 4-126 Viewing Transmission History........................................................................................ 4-128 QuickCash............................................................................................................................. 4-129 Post QuickCash................................................................................................................ 4-136

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Running Post QuickCash................................................................................................. 4-139 Post QuickCash Execution Report................................................................................... 4-141 AutoCash............................................................................................................................... 4-142 Discounts............................................................................................................................... 4-153 Writing Off Receipts............................................................................................................. 4-159 Creating Manual Receipt Write-Offs................................................................................4-160 Creating Automatic Receipt Write-Offs........................................................................... 4-161 Write-Off Process............................................................................................................. 4-163 Create Receipt Write-off Field References........................................................................4-163 Working with Claims............................................................................................................ 4-164 Creating Claims............................................................................................................... 4-165 Resolving Claims............................................................................................................. 4-166 Payables and Receivables Netting........................................................................................ 4-167 Cash Application Work Queue............................................................................................. 4-169

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Electronic Payment ProcessingRemitting Electronic Payments................................................................................................. 5-1 Automatic Receipts.................................................................................................................... 5-2 Troubleshooting the Automatic Receipts Process................................................................ 5-5 Flagging Transactions for Automatic Receipts.................................................................... 5-7 Creating Automatic Receipts............................................................................................... 5-9 Manually Entering Automatic Receipts............................................................................. 5-14 Numbering Automatic Receipts........................................................................................ 5-15 Viewing Receipts at Risk.................................................................................................... 5-15 Automatic Receipts and Remittances Execution Report.................................................... 5-16 Approving Automatic Receipts......................................................................................... 5-16 Formatting Automatic Receipts......................................................................................... 5-18 Format Automatic Receipts Report.................................................................................... 5-19 Confirming Automatic Receipts........................................................................................ 5-20 Reporting on Automatic Receipts and Remittances........................................................... 5-22 Accounting for Automatic Receipts and Remittances........................................................ 5-24 About Remittances.................................................................................................................. 5-25 Formatting Remittance Layouts......................................................................................... 5-26 Factoring Remittances........................................................................................................ 5-29 Creating Remittance Batches..............................................................................................5-30 Approving Remittance Batches.......................................................................................... 5-36 Formatting Remittance Batches......................................................................................... 5-37 Format Automatic Remittances Report.............................................................................. 5-38 Automatic Clearing for Receipts............................................................................................. 5-39 Automatic Clearing for Receipts Execution Report........................................................... 5-41

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Using Oracle Cash Management to Clear Receipts............................................................ 5-41 Reconciling Receipts Using Oracle Cash Management...................................................... 5-42 Credit Cards............................................................................................................................. 5-42 Credit Card Validation and Integration............................................................................. 5-45 Setting Up Receivables for Credit Card Transactions and Payments.................................5-47 Processing Credit Card Transactions................................................................................. 5-49 Creating Credit Card Transactions.............................................................................. 5-49 Importing Credit Card Transactions........................................................................... 5-50 Creating and Approving Automatic Receipt Batches.................................................. 5-51 Creating and Approving Remittance Batches............................................................. 5-52 Creating Manual Receipts........................................................................................... 5-53 Credit Card Chargebacks........................................................................................................ 5-54 Correcting Funds Transfer Errors........................................................................................... 5-57 Creating Refunds..................................................................................................................... 5-58 Credit Card Refunds............................................................................................................... 5-59 Processing Credit Card Refunds........................................................................................ 5-62 Viewing Credit Card Refund Activity on the Customer Account......................................5-64 Correcting Credit Card Refund Errors............................................................................... 5-64 Reversing Receipts with Credit Card Refunds...................................................................5-66 Accounting for Exchange Rate Gains and Losses When Applying Credit Card Refunds ........................................................................................................................................... 5-67 Automated Receipt Handling for Credits............................................................................... 5-67 Automated Receipt Handling Process Flow...................................................................... 5-68 Setting Up the Automated Receipt Handling Process....................................................... 5-69 Exception Conditions for the Automated Receipt Handling Process.................................5-70

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Bills ReceivableBills Receivable Overview........................................................................................................ 6-1 Bills Receivable Creation.......................................................................................................... 6-2 Bills Receivable Accounting................................................................................................. 6-3 Manually Creating a Bill Receivable........................................................................................ 6-3 Entering Bills Receivable Bank Account Information............................................................. 6-6 Manually Assigning Transactions to a Bill Receivable............................................................6-7 Using Selection Criteria to Assign Transactions to a Bill Receivable................................... 6-8 Flagging Transactions for Automatic or Direct Exchange into Bills Receivable................... 6-10 Batching Transactions for Bills Receivable............................................................................ 6-11 Batching Transactions Using the Bills Receivable Batch Creation Concurrent Program....6-15 Exchanging a Transaction for a Bill Receivable..................................................................... 6-16 Exchanging a Bill Receivable for a New Bill Receivable....................................................... 6-17 Completing a Bill Receivable.................................................................................................. 6-17 Accepting a Bill Receivable..................................................................................................... 6-19

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Printing a Bill Receivable........................................................................................................ 6-20 Bills Receivable Stamp Values............................................................................................... 6-21 Stamp Values Report .........................................................................................................6-21 Bills Receivable Management................................................................................................. 6-22 Viewing Bills Receivable........................................................................................................ 6-23 Bills Receivable Portfolio Management Window Reference................................................. 6-24 Bills Receivable Portfolio Management Window Field Restrictions.................................. 6-26 Viewing Bills Receivable Assignments.............................................................................. 6-31 Viewing Bills Receivable History....................................................................................... 6-31 Viewing Bills Receivable Transaction Information............................................................ 6-33 Updating Bills Receivable....................................................................................................... 6-33 Accepting a Bill Receivable................................................................................................ 6-35 Canceling a Bill Receivable................................................................................................ 6-36 Recalling a Bill Receivable................................................................................................. 6-36 Marking a Bill Receivable as Unpaid................................................................................. 6-37 Eliminating or Reestablishing Risk on a Bill Receivable.................................................... 6-38 Holding or Releasing from Hold a Bill Receivable.............................................................6-38 Endorsing a Bill Receivable................................................................................................ 6-39 Exchanging a Bill Receivable............................................................................................. 6-40 Restating a Bill Receivable................................................................................................. 6-40 Marking a Bill Receivable as Under Protest....................................................................... 6-40 Bills Receivable Reports..........................................................................................................6-41 Bills Receivable Remittance.................................................................................................... 6-42 Creating Receipts for Bills Receivable Remittances........................................................... 6-42 Accounting for Bills Receivable Remittances and Receipts................................................ 6-43 Exporting and Importing Bills Receivable Remittances..................................................... 6-48 Creating a Bills Receivable Remittance Batch........................................................................ 6-49 Maintaining Bills Receivable Remittances............................................................................. 6-55 Formatting and Printing Bills Receivable Remittances...................................................... 6-56 Payments Received Prior to Remittance Approval............................................................ 6-57 Bills Receivable Maturity and Risk Program and Report...................................................... 6-57 Reversing and Unapplying Receipts for Bills Receivable...................................................6-60

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CustomersCustomers Overview................................................................................................................. 7-1 Data Quality Management Overview....................................................................................... 7-3 Searching for Customers........................................................................................................... 7-4 Entering and Updating Customer Information........................................................................ 7-4 Creating and Updating Customers...................................................................................... 7-5 Creating a Customer......................................................................................................7-5

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Adding and Updating Accounts................................................................................... 7-7 Adding and Updating Customer Profiles......................................................................7-9 Entering and Updating Customer Communication Information................................ 7-12 Defining and Updating Party Relationships................................................................7-12 Using Party Paying Relationships......................................................................... 7-14 Adding and Updating Customer Tax Profiles............................................................. 7-18 Creating and Updating Accounts...................................................................................... 7-19 Creating an Account.................................................................................................... 7-19 Adding and Updating Account Sites...........................................................................7-20 Adding and Updating Account Profiles...................................................................... 7-21 Defining and Updating Account Profile Amounts...................................................... 7-23 Entering and Updating Account Payment Details...................................................... 7-24 Entering and Updating Account Communication Information...................................7-27 Defining and Updating Account Relationships........................................................... 7-27 Entering and Updating Account Order Management Information............................. 7-29 Adding and Updating Account Late Charges............................................................. 7-32 Creating and Updating Account Sites................................................................................7-33 Creating an Account Site............................................................................................. 7-34 Adding and Updating Account Site Business Purposes.............................................. 7-35 Entering and Updating Account Site Details............................................................... 7-40 Entering and Updating Account Site Communication Information............................ 7-41 Entering and Updating Account Site Payment Details................................................7-42 Adding and Updating Account Site Profiles............................................................... 7-42 Defining and Updating Account Site Profile Amounts............................................... 7-43 Adding and Updating Account Site Tax Profile.......................................................... 7-44 Adding and Updating Account Site Late Charges...................................................... 7-45 Customer and Account Site Duplication Prevention......................................................... 7-46 Customer Duplication Prevention............................................................................... 7-46 Address Duplication Prevention................................................................................. 7-48 Invalid Address Creation Prevention.......................................................................... 7-49 Contact Duplication Prevention.................................................................................. 7-49 Creating and Updating Contacts....................................................................................... 7-50 Creating and Updating Account Contacts...................................................................7-51 Creating and Updating Account Site Contacts............................................................ 7-53 Creating and Updating Contact Points.............................................................................. 7-53 Creating and Updating Customer Contact Points....................................................... 7-54 Creating and Updating Contact Points for Account Contacts..................................... 7-54 Creating and Updating Account Site Contact Points...................................................7-56 Creating and Updating Contact Points for Account Site Contacts.............................. 7-56 Defining Customer Account Drawee Sites............................................................................. 7-56 Oracle Exchange Customer Import Request Set..................................................................... 7-58

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CollectionsManaging Collections............................................................................................................... 8-1 Collections Features for Receivables.................................................................................... 8-3 Oracle Advanced Collections Features................................................................................ 8-4 Reprinting Historical Dunning Letters..................................................................................... 8-5 Printing a Collection Report..................................................................................................... 8-6 Credit Holds.............................................................................................................................. 8-7 Calculating Late Charges.......................................................................................................... 8-8 Determining the Past Due Amount......................................................................................8-9 Currencies Without Rates.................................................................................................. 8-14 Generating Late Charges....................................................................................................8-14 Reviewing Late Charge Batches......................................................................................... 8-16 Statements............................................................................................................................... 8-18 Defining a Statement Site................................................................................................... 8-22 Printing Statements............................................................................................................ 8-22 Cross Site and Cross Customer Receipts............................................................................ 8-25 Sample Statement...............................................................................................................8-27

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Accounting for ReceivablesOpening and Closing Accounting Periods .............................................................................. 9-1 Accounting in Receivables........................................................................................................ 9-3 Multi-Fund Accounts Receivable......................................................................................... 9-4 Receivables Accounting Event Model.................................................................................. 9-5 Using AutoAccounting.............................................................................................................. 9-7 Defining AutoAccounting - Overview................................................................................. 9-9 AutoAccounting Structure................................................................................................... 9-9 How to Use AutoAccounting............................................................................................. 9-12 Creating Accounting in Receivables....................................................................................... 9-13 Using Oracle Subledger Accounting Inquiries...................................................................... 9-15 Oracle Subledger Accounting Reports................................................................................... 9-15 Posting..................................................................................................................................... 9-16 Reconciling Receivables.......................................................................................................... 9-17 Reconciling Subledger Details........................................................................................... 9-17 Reconciling Receipts.................................................................................................... 9-20 Reconciling General Ledger Details................................................................................... 9-21 Using Cash Basis Accounting................................................................................................. 9-24 Accrual vs. Cash Basis Accounting.................................................................................... 9-25 Journal Entries................................................................................................................... 9-29 Preparing Receivables........................................................................................................ 9-30

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Viewing Accounting Lines in Receivables............................................................................. 9-32 Drilling Down to Oracle Receivables from Oracle General Ledger................................... 9-37 Viewing MRC Details for a Transaction................................................................................ 9-42 Default Accounting for Transactions......................................................................................9-43 Technical Perspective: Transactions....................................................................................... 9-52 Invoices.............................................................................................................................. 9-60 Debit Memos...................................................................................................................... 9-63 Commitments.................................................................................................................... 9-63 Invoice Against a Deposit.................................................................................................. 9-65 Invoice Against a Guarantee.............................................................................................. 9-68 Credit Memos.................................................................................................................... 9-71 On-Account Credit Memos................................................................................................ 9-74 Unapplied Receipts............................................................................................................ 9-76 Applied Receipts................................................................................................................ 9-78 Reverse Receipts................................................................................................................ 9-82 Miscellaneous Receipts...................................................................................................... 9-84 Chargebacks....................................................................................................................... 9-86 Adjustments....................................................................................................................... 9-88

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Receivables Standard Reports and ListingsRunning Standard Reports and Listings................................................................................ 10-1 Common Report Parameters.............................................................................................. 10-2 Common Report Parameters for Reconciliation Reports................................................... 10-6 Common Report Headings................................................................................................ 10-7 Accounting Reports................................................................................................................. 10-7 Reconciliation Reports............................................................................................................ 10-9 Execution Reports.................................................................................................................. 10-10 Collection Reports................................................................................................................. 10-11 Invoice Print Reports............................................................................................................. 10-11 Listing Reports...................................................................................................................... 10-12 Country-Specific Reports...................................................................................................... 10-12 Account Status Report........................................................................................................... 10-14 Accounting Rules Listing Report.......................................................................................... 10-15 Actual Receipt Report............................................................................................................10-16 Adjustment Approval Report............................................................................................... 10-17 Adjustment Register.............................................................................................................. 10-18 Aging Reports........................................................................................................................ 10-20 Alternate Customer Name Receipt Matching Report...........................................................10-25 Applied Receipts Register..................................................................................................... 10-25 AR Reconciliation Report ..................................................................................................... 10-28

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AR to GL Reconciliation Report........................................................................................... 10-29 Audit Report by Document Number ................................................................................... 10-30 AutoCash Rules Report ........................................................................................................ 10-31 Automatic Receipt Batch Management Report.....................................................................10-32 Automatic Receipts Awaiting Confirmation Report ........................................................... 10-33 Automatic Transactions Batch Report ..................................................................................10-33 Bad Debt Provision Report................................................................................................... 10-35 Bank Risk Report .................................................................................................................. 10-36 Billing and Receipt History................................................................................................... 10-37 Billing History Report .......................................................................................................... 10-37 Bills Receivable By Status Report......................................................................................... 10-39 Bills Receivable Format Report Program.............................................................................. 10-41 Bills Receivable Reminder Letters........................................................................................ 10-42 Bills Receivable Remittance Batch Management Report .................................................... 10-43 Bills Receivable Summary Report ....................................................................................... 10-45 Collection Effectiveness Indicators ......................................................................................10-46 Commitment Balance Report................................................................................................ 10-49 Contingency-Based Deferred Revenue Report.....................................................................10-50 Credit Hold Report................................................................................................................ 10-51 Credit Limit Usages Report................................................................................................... 10-53 Cumulative Activity Balance Report.................................................................................... 10-56 Customer Balance Revaluation Report................................................................................. 10-57 Customer Credit Snapshot Report........................................................................................ 10-58 Customer Listing Detail and Summary Reports.................................................................. 10-62 Customer Open Balance Letter............................................................................................. 10-68 Customer Profiles Report...................................................................................................... 10-69 Customer Relationships Listing............................................................................................10-70 Deposited Cash Reports - Applied Detail and Open Detail................................................ 10-71 Discount Projection Report................................................................................................... 10-73 Disputed Invoice Report....................................................................................................... 10-75 Dunning History - Receivables Generated Letters Only..................................................... 10-76 Duplicate Customer Report .................................................................................................. 10-78 European Sales Listing.......................................................................................................... 10-78 Incomplete Invoices Report.................................................................................................. 10-80 Intercompany Invoice Report............................................................................................... 10-80 Intercompany Receipts Report.............................................................................................. 10-81 Invoice Exception Report...................................................................................................... 10-81 Invoice Print Preview Report................................................................................................ 10-82 Invoices Posted to Suspense................................................................................................. 10-84 Journal Entries Report........................................................................................................... 10-85 Journal with GL Details Report............................................................................................ 10-88

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Late Charges Report.............................................................................................................. 10-90 Miscellaneous Receipts Register .......................................................................................... 10-90 Open Items Revaluation Report........................................................................................... 10-92 Ordering and Grouping Rules Listing..................................................................................10-95 Other Applications Report ................................................................................................... 10-96 Other Receipt Applications Report....................................................................................... 10-97 Past Due Invoice Report........................................................................................................ 10-99 Payment Terms Listing....................................................................................................... 10-100 Print Invoice Reports........................................................................................................... 10-100 Potential Reconciling Items Report.................................................................................... 10-104 Projected Gains and Losses Report..................................................................................... 10-105 Receipt Analysis - Days Late Report................................................................................... 10-107 Receipt Forecast Report....................................................................................................... 10-108 Receipt Journal.................................................................................................................... 10-109 Receipt Register................................................................................................................... 10-110 Receipts Awaiting Bank Clearance..................................................................................... 10-112 Receipts Awaiting Remittance Report ............................................................................... 10-113 Receipts Without Sites Report............................................................................................ 10-114 Receivables Key Indicators Report and Receipts Key Indicators Report.......................... 10-114 Remittance Batch Management Report.............................................................................. 10-118 Revenue Exceptions Report.................................................................................................10-120 Reversed Receipts Report....................................................................................................10-121 Sales Journal by Customer.................................................................................................. 10-122 Sales Journal by GL Account.............................................................................................. 10-124 Sales Register....................................................................................................................... 10-125 Setup Details Report........................................................................................................... 10-127 Standard Memo Lines Listing ............................................................................................ 10-128 Statements........................................................................................................................... 10-129 Transaction Batch Sources Listing...................................................................................... 10-132 Transaction Detail Report................................................................................................... 10-132 Transaction Reconciliation Report......................................................................................10-134 Transaction Register............................................................................................................ 10-136 Transaction Types Listing................................................................................................... 10-137 Transactions Awaiting Consolidation ............................................................................... 10-138 Transactions Check Report................................................................................................. 10-139 Transactions Key Indicators Report/Customers and Transactions Key Indicators Report .............................................................................................................................................. 10-141 Unapplied and Unresolved Receipts Register ................................................................... 10-143 Unposted Items Report....................................................................................................... 10-145 Update Customer Profiles Report....................................................................................... 10-146 Work Load Review Report.................................................................................................. 10-147

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11

Archive and PurgeUsing Archive and Purge........................................................................................................ 11-1 Preparing to Run Archive and Purge................................................................................. 11-3 Archive and Purge Cycle................................................................................................... 11-5 Purge Criteria................................................................................................................... 11-10 Tables Purged.................................................................................................................. 11-14 Archive Level................................................................................................................... 11-15 Data not Archived............................................................................................................ 11-19 Monitoring Your Archive and Purge............................................................................... 11-21 Archive Tables................................................................................................................. 11-27 Running Archive and Purge ................................................................................................. 11-57 Archive and Purge Parameters........................................................................................ 11-58 Archive Summary/Detail Reports......................................................................................... 11-60

A

Oracle Receivables Menu PathsReceivables Navigation Paths.................................................................................................. A-1

B

Oracle Receivables Documents on the DesktopDesktop Documents.................................................................................................................. B-1

C

Attachments in Oracle ReceivablesAttachments in Receivables......................................................................................................C-1

D

Oracle Receivables Transaction Printing ViewsTransaction Printing Views...................................................................................................... D-1

E

Multi-Fund Accounts Receivable Accounting ExamplesMulti-Fund Accounts Receivable Balancing and Accounting Method Example.................... E-1 Balancing Method................................................................................................................ E-2 Account Method.................................................................................................................. E-2 Cash Receipts in Multi-Fund Accounts Receivable Model..................................................... E-3 Cash Receipts Example........................................................................................................ E-3 Credit Memo Examples............................................................................................................. E-4 Multi Fund Accounts Receivables Receipt Examples.............................................................. E-9 Adjusting Multi-Fund Accounts Receivable Invoice Examples............................................ E-13

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F

Image ReferenceText description of the Receipts Workbench Graphic............................................................. F-1 Text description of the Transactions Workbench Graphic...................................................... F-2 Text description of the Collections Workbench Graphic........................................................ F-2 Text Description of the AutoInvoice Overview Graphic......................................................... F-3 Text Description of the Bill in Advance Accounting Entries Graphic.................................... F-4 Text Description of the Bill in Arrears Entries Graphic...........................................................F-5 Text Description of the Processing Notes Receivable Graphic............................................... F-6 Text Description of the Automatic Receipts Graphic.............................................................. F-6 Text Description of the Reporting on Automatic Receipts and Remittances Graphic............F-7 Text Description of the Statement Cycles Graphic.................................................................. F-8

Index

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Send Us Your CommentsOracle Receivables User Guide, Release 12.1Part No. E13522-04

Oracle welcomes customers' comments and suggestions on the quality and usefulness of this document. Your feedback is important, and helps us to best meet your needs as a user of our products. For example: Are the implementation steps correct and complete? Did you understand the context of the procedures? Did you find any errors in the information? Does the structure of the information help you with your tasks? Do you need different information or graphics? If so, where, and in what format? Are the examples correct? Do you need more examples?

If you find any errors or have any other suggestions for improvement, then please tell us your name, the name of the company who has licensed our products, the title and part number of the documentation and the chapter, section, and page number (if available). Note: Before sending us your comments, you might like to check that you have the latest version of the document and if any concerns are already addressed. To do this, access the new Oracle E-Business Suite Release Online Documentation CD available on My Oracle Support and www.oracle.com. It contains the most current Documentation Library plus all documents revised or released recently. Send your comments to us using the electronic mail address: appsdoc_us@oracle.com Please give your name, address, electronic mail address, and telephone number (optional). If you need assistance with Oracle software, then please contact your support representative or Oracle Support Services. If you require training or instruction in using Oracle software, then please contact your Oracle local office and inquire about our Oracle University offerings. A list of Oracle offices is available on our Web site at www.oracle.com.

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Preface

Intended AudienceWelcome to Release 12.1 of the Oracle Receivables User Guide. This guide assumes you have a working knowledge of the following: The principles and customary practices of your business area. Computer desktop application usage and terminology

If you have never used Oracle Applications, we suggest you attend one or more of the Oracle Applications training classes available through Oracle University. See Related Information Sources on page xxii for more Oracle E-Business Suite product information.

Deaf/Hard of Hearing Access to Oracle Support ServicesTo reach Oracle Support Services, use a telecommunications relay service (TRS) to call Oracle Support at 1.800.223.1711. An Oracle Support Services engineer will handle technical issues and provide customer support according to the Oracle service request process. Information about TRS is available at http://www.fcc.gov/cgb/consumerfacts/trs.html, and a list of phone numbers is available at http://www.fcc.gov/cgb/dro/trsphonebk.html.

Documentation AccessibilityOur goal is to make Oracle products, services, and supporting documentation accessible to all users, including users that are disabled. To that end, our documentation includes features that make information available to users of assistive technology. This documentation is available in HTML format, and contains markup to facilitate access by the disabled community. Accessibility standards will continue to evolve over time, and

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Oracle is actively engaged with other market-leading technology vendors to address technical obstacles so that our documentation can be accessible to all of our customers. For more information, visit the Oracle Accessibility Program Web site at http://www.oracle.com/accessibility/.

Accessibility of Code Examples in DocumentationScreen readers may not always correctly read the code examples in this document. The conventions for writing code require that closing braces should appear on an otherwise empty line; however, some screen readers may not always read a line of text that consists solely of a bracket or brace.

Accessibility of Links to External Web Sites in DocumentationThis documentation may contain links to Web sites of other companies or organizations that Oracle does not own or control. Oracle neither evaluates nor makes any representations regarding the accessibility of these Web sites.

Structure1 Overview of Oracle Receivables 2 Transactions 3 Revenue Management 4 Receipts 5 Electronic Payment Processing 6 Bills Receivable 7 Customers 8 Collections 9 Accounting for Receivables 10 Receivables Standard Reports and Listings 11 Archive and Purge A Oracle Receivables Menu Paths B Oracle Receivables Documents on the Desktop C Attachments in Oracle Receivables D Oracle Receivables Transaction Printing Views E Multi-Fund Accounts Receivable Accounting Examples F Image Reference

Related Information SourcesThis document is included on the Oracle Applications Document Library, which is supplied in the Release 12 DVD Pack. You can download soft-copy documentation as PDF files from the Oracle Technology Network at http://otn.oracle.com/documentation, or you can purchase hard-copy documentation from the Oracle Store at http://oraclestore.oracle.com. The Oracle E-Business Suite Documentation Library Release 12 contains the latest information, including any documents that have changed significantly between releases. If substantial changes to this book are necessary, a

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revised version will be made available on the online documentation CD on My Oracle Support. If this guide refers you to other Oracle Applications documentation, use only the Release 12 versions of those guides. For a full list of documentation resources for Oracle Applications Release 12, see Oracle Applications Documentation Resources, Release 12, Document 394692.1 on My Oracle Support. Online Documentation All Oracle Applications documentation is available online (HTML or PDF). PDF - PDF documentation is available for download from the Oracle Technology Network at http://otn.oracle.com/documentation. Online Help - Online help patches (HTML) are available on My Oracle Support. Release Notes - For information about changes in this release, including new features, known issues, and other details, see the release notes for the relevant product, available on My Oracle Support. Oracle Electronic Technical Reference Manuals - Each Electronic Technical Reference Manual (eTRM) contains database diagrams and a detailed description of database tables, forms, reports, and programs for a specific Oracle Applications product. This information helps you convert data from your existing applications and integrate Oracle Applications data with non-Oracle applications, and write custom reports for Oracle Applications products. Oracle eTRM is available on My Oracle Support.

Related Guides You should have the following related books on hand. Depending on the requirements of your particular installation, you may also need additional manuals or guides. Oracle Alert User's Guide: This guide explains how to define periodic and event alerts to monitor the status of your Oracle Applications data. Oracle Application Framework Developer's Guide: This guide contains the coding standards followed by the Oracle Applications development staff to produce applications built with Oracle Application Framework. This guide is available in PDF format on My Oracle Support and as online documentation in JDeveloper 10g with Oracle Application Extension. Oracle Application Framework Personalization Guide: This guide covers the design-time and run-time aspects of personalizing applications built with Oracle Application Framework. Oracle Application Server Adapter for Oracle Applications User's Guide:

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This guide covers the use of OracleAS Adapter in developing integrations between Oracle applications and trading partners. Please note that this guide is in the Oracle Application Server 10g Documentation Library. Oracle E-Business Suite Concepts: This book is intended for all those planning to deploy Oracle E-Business Suite Release 12, or contemplating significant changes to a configuration. After describing the Oracle Applications architecture and technology stack, it focuses on strategic topics, giving a broad outline of the actions needed to achieve a particular goal, plus the installation and configuration choices that may be available. Oracle E-Business Suite Diagnostics User's Guide: This manual contains information on implementing, administering, and developing diagnostics tests in the Oracle E-Business Suite Diagnostics framework. Oracle E-Business Suite Flexfields Guide: This guide provides flexfields planning, setup, and reference information for the Oracle Applications implementation team, as well as for users responsible for the ongoing maintenance of Oracle Applications product data. This guide also provides information on creating custom reports on flexfields data. Oracle E-Business Suite Installation Guide: Using Rapid Install: This book is intended for use by anyone who is responsible for installing or upgrading Oracle Applications. It provides instructions for running Rapid Install either to carry out a fresh installation of Oracle Applications Release 12, or as part of an upgrade from Release 11i to Release 12. The book also describes the steps needed to install the technology stack components only, for the special situations where this is applicable. Oracle E-Business Suite Integrated SOA Gateway User's Guide: This guide describes the high level service enablement process, explaining how users can browse and view the integration interface definitions and services residing in Oracle Integration Repository. Oracle E-Business Suite Integrated SOA Gateway Developer's Guide: This guide describes how system integration developers can perform end-to-end service integration activities. These include orchestrating discrete Web services into meaningful end-to-end business processes using business process execution language (BPEL), and deploying BPEL processes at run time. It also explains in detail how to invoke Web services using the Service Invocation Framework. This includes defining Web service invocation metadata, invoking Web services, managing errors, and testing the Web service invocation. Oracle E-Business Suite Integrated SOA Gateway Implementation Guide: This guide explains how integration repository administrators can manage and administer the service enablement process (based on the service-oriented architecture)

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for both native packaged public integration interfaces and composite services (BPEL type). It also describes how to invoke Web services from Oracle E-Business Suite by employing the Oracle Workflow Business Event System; how to manage Web service security; and how to monitor SOAP messages. Oracle E-Business Suite Maintenance Procedures: This guide describes how to use AD maintenance utilities to complete tasks such as compiling invalid objects, managing parallel processing jobs, and maintaining snapshot information. Part of Maintaining Oracle Applications, a 3-book set that also includes Oracle E-Business Suite Patching Procedures and Oracle E-Business Suite Maintenance Utilities. Oracle E-Business Suite Maintenance Utilities: This guide describes how to run utilities, such as AD Administration and AD Controller, used to maintain the Oracle Applications file system and database. Outlines the actions performed by these utilities, such as monitoring parallel processes, generating Applications files, and maintaining Applications database entities. Part of Maintaining Oracle Applications, a 3-book set that also includes Oracle E-Business Suite Patching Procedures and Oracle E-Business Suite Maintenance Procedures. Oracle E-Business Suite Multiple Organizations Implementation Guide: This guide describes the multiple organizations concepts in Oracle Applications. It describes in detail on setting up and working effectively with multiple organizations in Oracle Applications. Oracle E-Business Suite Patching Procedures: This guide describes how to patch the Oracle Applications file system and database using AutoPatch, and how to use other patching-related tools like AD Merge Patch, OAM Patch Wizard, and OAM Registered Flagged Files. Describes patch types and structure, and outlines some of the most commonly used patching procedures. Part of Maintaining Oracle Applications, a 3-book set that also includes Oracle E-Business Suite Maintenance Utilities and Oracle E-Business Suite Maintenance Procedures. Oracle E-Business Suite System Administrator's Guide Documentation Set: This documentation set provides planning and reference information for the Oracle Applications System Administrator. Oracle E-Business Suite System Administrator's Guide - Configuration contains information on system configuration steps, including defining concurrent programs and managers, enabling Oracle Applications Manager features, and setting up printers and online help. Oracle E-Business Suite System Administrator's Guide - Maintenance provides information for frequent tasks such as monitoring your system with Oracle Applications Manager, administering Oracle E-Business Suite Secure Enterprise Search, managing concurrent managers and reports, using diagnostic utilities including logging, managing profile options, and using alerts. Oracle E-Business Suite System Administrator's Guide - Security describes user management, data security, function security, auditing, and security configurations. Oracle E-Business Suite Upgrade Guide: Release 11i to Release 12.1.1:

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This guide provides information for DBAs and Applications Specialists who are responsible for upgrading a Release 11i Oracle Applications system (techstack and products) to Release 12.1.1. In addition to information about applying the upgrade driver, it outlines pre-upgrade steps and post-upgrade steps, and provides descriptions of product-specific functional changes and suggestions for verifying the upgrade and reducing downtime. Oracle E-Business Suite User's Guide: This guide explains how to navigate, enter data, query, and run reports using the user interface (UI) of Oracle Applications. This guide also includes information on setting user profiles, as well as running and reviewing concurrent requests. Oracle Workflow Administrator's Guide: This guide explains how to complete the setup steps necessary for any product that includes workflow-enabled processes. It also describes how to manage workflow processes and business events using Oracle Applications Manager, how to monitor the progress of runtime workflow processes, and how to administer notifications sent to workflow users. Oracle Workflow Developer's Guide: This guide explains how to define new workflow business processes and customize existing Oracle Applications-embedded workflow processes. It also describes how to define and customize business events and event subscriptions. Oracle Workflow User's Guide: This guide describes how users can view and respond to workflow notifications and monitor the progress of their workflow processes. Oracle Workflow API Reference: This guide describes the APIs provided for developers and administrators to access Oracle Workflow. Oracle Workflow Client Installation Guide: This guide describes how to install the Oracle Workflow Builder and Oracle XML Gateway Message Designer client components for Oracle E-Business Suite. Oracle Financials and Oracle Procurement Functional Upgrade Guide: Release 11i to Release 12.1: This guides provides detailed information about the functional impacts of upgrading Oracle Financials and Oracle Procurement products from Release 11i to Release 12.1. This guide supplements the Oracle E-Business Suite Upgrade Guide: Release 11i to Release 12.1.1. Oracle Financials Concepts Guide: This guide describes the fundamental concepts of Oracle Financials. The guide is intended to introduce readers to the concepts used in the applications, and help them compare their real world business, organization, and processes to those used in the

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applications. Oracle Financials Glossary: The glossary includes definitions of common terms that are shared by all Oracle Financials products. In some cases, there may be different definitions of the same term for different Financials products. If you are unsure of the meaning of a term you see in an Oracle Financials guide, please refer to the glossary for clarification. You can find the glossary in the online help or in the Oracle Financials Implementation Guide. Oracle Financials Implementation Guide: This guide provides information on how to implement the Oracle Financials E-Business Suite. It guides you through setting up your organizations, including legal entities, and their accounting, using the Accounting Setup Manager. It covers intercompany accounting and sequencing of accounting entries, and it provides examples. Oracle Financials RXi Reports Administration Tool User Guide: This guide describes how to use the RXi reports administration tool to design the content and layout of RXi reports. RXi reports let you order, edit, and present report information to better meet your company's reporting needs. Oracle Advanced Collections Implementation Guide: This guide describes how to configure Oracle Advanced Collections and its integrated products. It contains the steps required to set up and verify your implementation of Oracle Advanced Collections. Oracle Advanced Collections User Guide: This guide describes how to use the features of Oracle Advanced Collections to manage your collections activities. It describes how collections agents and managers can use Oracle Advanced Collections to identify delinquent customers, review payment history and aging data, process payments, use strategies and dunning plans to automate the collections process, manage work assignments, and handle later-stage delinquencies. Oracle Approvals Management Implementation Guide: Use this guide to learn how to implement Oracle Approvals Management (AME). AME is a self-service Web application that enables users to define business rules governing the process for approving transactions in Oracle Applications where AME has been integrated. Oracle Bill Presentment Architecture User Guide: This guide provides you information on using Oracle Bill Presentment Architecture. Consult this guide to create and customize billing templates, assign a template to a rule and submit print requests. This guide also provides detailed information on page references, seeded content items and template assignment attributes. Oracle Cash Management User Guide: This guide describes how to use Oracle Cash Management to clear your receipts, as well as reconcile bank statements with your outstanding balances and transactions. This

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manual also explains how to effectively manage and control your cash cycle. It provides comprehensive bank reconciliation and flexible cash forecasting. Oracle Credit Management User Guide: This guide provides you with information on how to use Oracle Credit Management. This guide includes implementation steps, such as how to set up credit policies, as well as details on how to use the credit review process to derive credit recommendations that comply with your credit policies. This guide also includes detailed information about the public application programming interfaces (APIs) that you can use to extend Oracle Credit Management functionality. Oracle E-Business Tax Implementation Guide: This guide provides a conceptual overview of the E-Business Tax tax engine, and describes the prerequisite implementation steps to complete in other applications in order to set up and use E-Business Tax. The guide also includes extensive examples of setting up country-specific tax requirements. Oracle E-Business Tax Reporting Guide: This guide explains how to run all tax reports that make use of the E-Business Tax data extract. This includes the Tax Reporting Ledger and other core tax reports, country-specific VAT reports, and Latin Tax Engine reports. Oracle E-Business Tax User Guide: This guide describes the entire process of setting up and maintaining tax configuration data, as well as applying tax data to the transaction line. It describes the entire regime-to-rate setup flow of tax regimes, taxes, statuses, rates, recovery rates, tax jurisdictions, and tax rules. It also describes setting up and maintaining tax reporting codes, fiscal classifications, tax profiles, tax registrations, configuration options, and third party service provider subscriptions. You also use this manual to maintain migrated tax data for use with E-Business Tax. Oracle E-Business Tax: Vertex Q-Series and Taxware Sales/Use Tax System Implementation Guide: This guide explains how to setup and use the services of third party tax service providers for US Sales and Use tax. The tax service providers are Vertex Q-Series and Taxware Sales/Use Tax System. When implemented, the Oracle E-Business Tax service subscription calls one of these tax servic