Batch sources control the standard transaction type assigned to a transaction and determine whether Receivables automatically numbers your transactions and transaction batches. Active transaction batch sources appear as list of values choices in the Transactions, Transactions Summary, and Credit Transactions windows, and for bills receivable in the Bills Receivable and Bills Receivable Transaction Batches windows.
Note: A batch source provides default information, which you can optionally change at the transaction level.
You can define two types of transaction batch sources:
Manual: Use manual batch sources with transactions that you enter manually in the Transactions and Transactions Summary windows, and for bills receivable transactions.
Credit memos that are created by the Credit Memo workflow also use manual batch sources.
Imported: Use imported batch sources to import transactions into Receivables using AutoInvoice.
You can make a batch source inactive by unchecking the Active check box and then saving your work. Receivables does not display inactive transaction batch sources as list of values choices or let you assign them to your transactions.
Suggestion: If you have installed multiple organization support, define an imported batch source with the same name in each organization (these sources can have the same or different settings). This enables you to import order lines that belong to different organizations in Oracle Order Management into corresponding organizations into Receivables.
Bills receivable batch sources: After you define batch sources for bills receivable, enter a batch source in the profile option AR: Bills Receivable Batch Source. See: Profile Options.
Prerequisites
Define credit memo batch sources (optional)
Define grouping rules (optional)
Navigate to the Transaction Sources window.
Select an operating unit and legal entity.
Receivables uses the selected legal entity to default for transactions using this transaction batch source, if the legal entity cannot be derived from the transaction type.
For more information about legal entities, see the Oracle Financials Concepts Guide and Oracle Financials Implementation Guide.
Enter a unique Name and a Description for this transaction source.
Enter a Type of 'Manual' or 'Imported.' For bills receivable batch sources, enter 'Manual.'
Enter the range of Effective Dates for this source. The Start date is the current date, but you can change it. If you do not enter an end date, this transaction batch source will be active indefinitely.
If this is a Manual source and you want to automatically number new batches you create using this source, or if this is a Manual source for bills receivable and you want to generate bills receivable automatically, check the Automatic Batch Numbering box and enter a Last Number. For example, to start numbering your batches with 1000, enter 999 in the Last Number field. If you are defining an Imported transaction batch source, Receivables automatically numbers the batch with the batch source name - request ID.
To automatically number new transactions you create using this source, check the Automatic Transaction Numbering box and enter a Last Number. You can use automatic transaction numbering with both Imported and Manual sources.
Note: For bills receivable transaction batch sources, you must use the Automatic Transaction Numbering box and Last Number field to number bills receivable generated automatically. If you are using a bills receivable creation receipt method that has Inherit Transaction Number set to Yes, the bill receivable number inherits the transaction number when there is a one-to-one relationship between the exchanged transaction, but uses Automatic Transaction Numbering when more than one transaction is assigned to a bill.
Note: Receivables automatically updates the Last Number fields, so you can review this batch source later and see the last transaction number that was generated (note that this number is only an approximation due to caching).
To use the same value for both the document number and the transaction number for transactions assigned to this source, check the Copy Document Number to Transaction Number box (optional).
Suggestion: If your application uses Gapless document sequences, check this box if you require gapless transaction numbers. Checking this box ensures that transaction numbers are generated sequentially and there are no "missing" numbers. See: Implementing Document Sequences.
Select the Allow Duplicate Transaction Numbers box to allow duplicate transaction numbers within this batch source.
Selecting the Copy Document Number to Transaction Number box automatically selects this option.
This option and the Automatic Transaction Numbering box, however, are mutually exclusive.
Select the Copy Transaction Information Flexfield to Credit Memo check box if you want to copy an invoice's Transaction Information flexfield data to a related credit memo that uses this batch source (optional).
This check box is enabled only if this source's type is Manual.
Whenever you save a credit memo, Receivables checks the batch source. If the source type is Manual and the box is selected, then Receivables copies Transaction Information flexfield data, if available on the invoice, to the credit memo.
Select Generate Line Level Balances to calculate and populate the line level balances for invoices created using this transaction source.
Note: Receivables calculates and populates the line level balances for an invoice only if the invoice does not have multiple payment schedules.
Indicate your enterprise's policy for automatic receipt handling for imported credits against paid invoices (optional).
Set this option only if you want AutoInvoice to automatically evaluate imported credits for receipt handling.
Select On Account if you want AutoInvoice to place any credit requests on account.
Select Refund if you want AutoInvoice to automatically create a refund for the amount of the requested credit.
For credit card transactions, Receivables submits a refund request directly to Oracle Payments to create the disbursement. Payments applies the refund to the same credit card used on the original transaction.
For non-credit card transactions, Receivables submits a refund request to Oracle Payables, which uses Oracle Payments to create the disbursement.
By default, no option is selected.
Note: Only imported sources use this setting. Manual sources ignore any value entered here.
In the Reference Field Default Value, enter the Invoice Transaction Flexfield attribute that you want to appear in the Reference field of the Transactions window. Receivables uses this to further identify the invoice and displays this value under the Reference column in the invoice list of values in the Applications window.
The default value is INTERFACE_HEADER_ATTRIBUTE1.
See: Transaction Flexfields.
Enter the Standard Transaction Type for this batch source. When you choose a batch source during transaction entry, this is the default transaction type. You can define new transaction types in the Transaction Types window.
Suggestion: If you are using Oracle Cash Management, then optionally enter a standard transaction type for the seeded Debit Memo Reversal batch source. Cash Management automatically uses this transaction type when creating a debit memo reversal.
To number your credit memos created against invoices and commitments with this source differently than the invoices or commitments they are crediting, enter a Credit Memo Batch Source. Before you can assign a credit memo batch source, you must first define your credit memo batch sources using this window. If you do not specify a credit memo batch source, Receivables enters the invoice or commitment batch source here.
Suggestion: Will invoices with this batch source contain Transaction Information flexfield data that should be copied to any credit memos that are manually created against these invoices in the future? If so, then you should enter a credit memo batch source that has the Copy Transaction Information Flexfield to Credit Memo check box selected (step 8).
If you are defining a Manual transaction batch source, then you have completed this task.
If you are defining an Imported transaction batch source, open the AutoInvoice Processing Options tabbed region.
Specify how you want AutoInvoice to handle imported transactions that have Invalid Tax Rates. An invalid tax rate is one in which the imported transaction's tax rate does not match its tax code. Enter 'Correct' if you want AutoInvoice to automatically update the tax rate that you supplied to the one that you defined previously for the tax code. Enter 'Reject' if you want AutoInvoice to reject the transaction.
Specify how you want AutoInvoice to handle imported transactions with Invalid Lines by entering either 'Reject Invoice' or 'Create Invoice.'
Specify how you want AutoInvoice to handle imported transactions that have lines in the Interface Lines table that are in a closed period. To have AutoInvoice automatically adjust the GL dates to the first GL date of the next open or future enterable period, enter 'Adjust' in the GL Date in a Closed Period field. Enter 'Reject' to reject these transactions.
Enter a Grouping Rule to use for a transaction line (optional). If you do not enter a grouping rule, AutoInvoice uses the following hierarchy to determine which rule to use:
The grouping rule specified in the Transaction Sources window for the batch source of the transaction line.
The grouping rule specified in the Customer Profile Classes window for the bill-to customer and bill-to site of the transaction line.
The grouping rule specified in the Customer Profile Classes window for the bill-to customer of the transaction line.
The default grouping rule specified in the System Options window.
Check the Create Clearing box if you want AutoInvoice to require that the revenue amount for each transaction line is equal to the selling price times the quantity specified for that line. Use this option to distribute revenue on an transaction in an amount that is not equal to the transaction line amount.
If you check this box, AutoInvoice puts any difference between the revenue amount and the selling price times the quantity for a transaction into the AutoInvoice Clearing account that you have defined. Otherwise, AutoInvoice requires that the revenue amount be equal to the selling price times the quantity for all of the transactions it is processing. Define your clearing account in the Automatic Accounting window. See: AutoAccounting.
Indicate whether sales credits can be entered for transactions using this source by checking or unchecking the Allow Sales Credit box. This option and the Require Salesreps option in the System Options window determine whether sales credits are optional or required. See: Transaction Batch Sources Field Reference.
Open the Customer Information tabbed region, then choose either 'Value' or 'ID' for each option to indicate whether AutoInvoice validates your customer information for this batch source using a value or identifier. Choose 'None' for no validation.
Choose Value to import a record into AutoInvoice tables using its actual name; choose ID to use its internal identifier. For example, if Payment Term is set to Value, you must pass the name of the payment term, such as 'Standard-Check' when running AutoInvoice. If Payment Term is set to ID, you must pass the number that identifies the payment term (the term_id), not the name itself. Choose Value if you use this source to import data from a non-Oracle system.
Open the Accounting Information tabbed region, then choose ID, Value, or None to indicate how AutoInvoice validates your Invoice and Accounting Rule data for this batch source.
Note: If you choose 'None,' then AutoInvoice will not import this information into Receivables. However, AutoInvoice might still validate the data and could reject the containing line(s) if that data is invalid.
Choose either 'Id' or 'Segment' to indicate whether you want AutoInvoice to validate the identifier or the flexfield segment for this batch source.
Check the Derive Date check box to derive the default rule start date and default GL date from the ship date, rule start date, order date and the default date that you supply when you submit AutoInvoice.
Suggestion: If you use Oracle Inventory and Oracle Order Management for sales order shipments, you should elect to derive your dates and use the shipment date for your transaction general ledger date. In this way you can ensure that you have booked your revenue and cost to the same accounting period.
If you do not match revenue and cost in the same period, you violate basic GAAP principles, and may distort your profit. In addition, you are unable to run a meaningful Margin Analysis report. This report summarizes your revenue and cost of goods sold transactions by item and customer order and specifies a transaction date range. If your transactions are booked in the wrong period, this report reflects those incorrect transactions.
Choose either 'Id' or 'Value' to indicate whether AutoInvoice validates your Payment Terms for this batch source using identifiers or values.
Choose either 'Amount' or 'Percent' to indicate how you want AutoInvoice to validate your Revenue Account Allocation data for this batch source.
Open the Other Information tabbed region, then choose how you want AutoInvoice to validate data. Choose 'None' if you do not want AutoInvoice to import this information.
Note: Even if you choose 'None,' AutoInvoice might still validate the data and could reject the containing line(s) if that data is invalid.
Open the Sales Credits Data Validation tabbed region, then choose how you want AutoInvoice to validate data for salespersons, sales credit types and sales credit. Choose Number, ID, or Value to validate information using identifiers, numbers, or values for this batch source. Choose to validate Sales Credits based on either Amount or Percent.