Maintaining Transactions Field Reference (Oracle Receivables)

Maintaining Transactions Field Reference

This section tells you under which conditions you can and cannot update specific attributes of your Receivables transactions. Some cells contain exception numbers, which indicate that at least one exception exists for that attribute and condition. An explanation of each exception is provided at the end of this section.

For example, the table below indicates that you can update the Bill-To Contact field when the transaction is complete. However, the number 4 indicates that there is one exception: if the transaction is a chargeback, the Bill-To Contact cannot be updated.

After your transactions have posted to your general ledger, you can still update most information. Receivables maintains a complete audit trail of all the posted changes you make to your accounting entries. Receivables does not maintain an audit trail when you change a transaction that has not been posted.

You cannot update a transaction if it has activity against it, regardless of how you set the Allow Change to Printed Transactions system option. Examples of activity include payments, credit memos, adjustments, and including the transaction on a balance forward bill.

Delete Transactions

Depending on how your administrator has set up function security on your system, there are several ways you can delete transactions in Receivables. See: Function Security in Receivables. Transactions with no activity against them can be removed by one of the following methods:

Delete the invoice in the Transactions window by choosing Delete Record from the Edit menu. This will delete the invoice and any lines.
Void the invoice by changing the invoice's type in the Transaction window to a type with Open Receivables and Post to GL options set to No. This will delete the payment schedule and cancel distributions by removing the GL date.
Reverse the distributions by creating a Credit Memo against the invoice.
Delete the payment schedule by choosing the Incomplete button in the Transaction window. This makes the invoice inaccessible for payment or crediting.

Update Transactions

The following table lists changes you can make in the Transactions window to imported, manually entered, and copied transactions.

See Legend for the legend that goes with this table.

HEADER LEVEL	Incomplete	Complete	Rules	Printed	Activity	Posted
Agreement	No	No	No	No	No	No
Bill To Address	Yes ¹²	No	No	No	No	No
Bill To Contact	Yes¹²	Yes ^4,12	Yes ^4,12	Yes ^8,12	No	Yes ¹²
Bill To Customer	Yes ^11,12	No	No	No	No	No
Class	No	No	No	No	No	No
Comments	Yes	Yes	Yes	Yes	Yes	Yes
Commitment	Yes	Yes ¹⁵	Yes ¹⁵	Yes ¹⁵	Yes ¹⁵	Yes ¹⁵
Complete	Yes ¹²	Yes ^4,5,12	Yes ¹²	Yes ¹²	No	No
Credit Reason	Yes	Yes	Yes	Yes	Yes	Yes
Credit Reference	Yes	Yes	Yes	Yes	Yes	Yes
Credit Reference Date	Yes	Yes	Yes	Yes	Yes	Yes
Cross Reference	Yes ²	Yes	Yes	Yes	Yes	Yes
Currency	Yes ¹	No	Yes ²	Yes ⁸	No	No
Default Tax	Yes	NA	NA	NA	NA	NA
Descriptive Flexfield [ ]	Yes	Yes	Yes	Yes	Yes	Yes
Dispute Amount	NA	Yes	Yes	Yes	No	Yes
Dispute Date	NA	Yes	Yes	Yes	No	Yes
Document Number	No ¹³	No	No	No	No	No
Due Date	No	No	No	No	No	No
Late Charges	Yes ²	Yes	Yes	Yes	No	Yes
GL Date	Yes	No	No	No	No	No
Invoicing Rule	No	No	No	No	No	No
Notes	Yes	Yes	Yes	Yes	Yes	Yes
Original Transaction	(read only)	No	No	No	No	No
Paying Customer Name and Number	Yes	Yes	Yes	Yes	No	Yes
Paying Location	Yes	Yes	Yes	Yes	No	Yes
Receipt Method	Yes	Yes ⁵	Yes ⁵	Yes	Yes	Yes
PO Date	Yes	Yes	Yes	Yes	Yes	Yes
PO Number	Yes	Yes	Yes	Yes ⁸	Yes	Yes
PO Revision	Yes	Yes	Yes	Yes	Yes	Yes
Print Date	(read only)	No	No	No	No	No
Print Option	Yes	Yes	Yes	Yes	Yes	Yes
Rate	Yes ¹	Yes ^4,5	Yes ⁴	Yes	No	No
Rate Date	Yes ²	Yes ^4,5	Yes ⁴	Yes	No	No
Rate Type	Yes ¹	Yes ^4,5	Yes ⁴	Yes	No	No
Receivables Account	Yes	Yes	Yes	Yes	No	No
Reference	Yes	Yes ⁷	Yes	Yes	No	Yes
Remit To Address	Yes ²	Yes ²	Yes	Yes ⁸	Yes	Yes
Sales Territory	Yes	Yes	Yes	Yes	Yes	Yes
Salesperson	Yes	Yes ⁴	Yes ¹⁴	Yes ⁸	No	No
Ship To Address	Yes ^1,12	No	No	No	No	No
Ship To Contact	Yes ¹	Yes	Yes	Yes ⁸	No	Yes
Ship To Customer	Yes ^1,11,12	No	No	No	No	No
Sold To Customer	Yes	Yes	Yes	Yes	Yes	Yes
Source	No	No	No	No	No	No
Special Instructions	Yes	Yes	Yes	Yes ⁸	Yes	Yes
Status	Yes	Yes	Yes	Yes	No	Yes
Terms*	Yes ²	Yes ^4,5	Yes	Yes ⁸	No	No
Transaction Date	Yes	No	No	No	No	No
Transaction Flexfield	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶
Transaction Number	No	No	No	No	No	No
Transaction Type	Yes ¹²	No	No	No	No	No

Note: You cannot update a transaction's payment terms unless the Override Terms check box is checked in the Customer profile, at either the customer account or site level.

The following table lists changes you can make in the Lines window to imported, manually entered, and copied transactions.

See Legend for the legend that goes with this table.

LINE LEVEL	Incomplete	Complete	Rules	Printed	Activity	Posted
Accounting Rule	Yes	Yes	No	Yes	No	No
Amount Includes Tax flag	Yes	No	No	No	No	No
Description	Yes ¹²	No	No	No	No ¹²	No
Descriptive Flexfield	Yes	Yes	Yes	Yes	Yes	Yes
First GL Date	Yes	Yes	No	Yes	No	No
Item	Yes	No	No	No	No	No
Item Flexfield	Yes ¹²	No	No	No	No	No
Line Number	Yes	Yes ⁵	Yes	Yes ⁸	No	Yes
Net Extended Price	Yes	No	No	No	No	No
Net Unit Selling Price	Yes	No	No	No	No	No
Num of Accounting Periods	Yes	Yes	No	Yes	No	No
Order Date	Yes	Yes	Yes	Yes	Yes	No
Order Line	Yes ⁶	Yes ⁶	Yes	Yes	Yes	No
Order Number	Yes	Yes	Yes	Yes ⁸	Yes	No
Order Revision	Yes	Yes	Yes	Yes	Yes	Yes
Price	Yes ¹²	No	No	No	No	No
Quantity	Yes ¹²	No	No	No	No	No
Reason	Yes	Yes	Yes	Yes	Yes	Yes
Reference	Yes	Yes	Yes	Yes	No	Yes
Sales Channel	Yes	Yes	Yes	Yes	Yes	Yes
Standard Memo Line	Yes ⁶	No	No	No	No	No
Tax Certificate	Yes	Yes ^5,6	No	No	No	No
Tax Code	Yes	No	No	No	No	No
Tax Handling	Yes	No	No	No	No	No
Tax Reason	Yes	Yes ^5,6	No	No	No	No
Transaction Code	Yes	Yes	Yes	Yes	No	No
Transaction Flexfield	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶
UOM	Yes ²	Yes ^2,4	Yes	Yes	Yes	Yes
Add Lines?	Yes ¹²	No	No	No	No	No
Delete Lines?	Yes ¹²	No	No	No	No	No

The following table lists changes you can make in the Tax window to imported, manually entered, and copied transactions.

See Legend for the legend that goes with this table.

TAX LINE	Incomplete	Complete	Rules	Printed	Activity	Posted
Line Number	Yes	Yes	Yes	Yes	No	Yes
Precedence Number	No	No	No	No	No	No
Tax Code	No	No	No	No	No	No
Tax Rate	Yes ^1,12	No	No	No	No	No
Tax Amount	Yes ¹²	No	No	No	No	No
Transaction Flexfield	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶
Descriptive Flexfield	Yes	Yes	Yes	Yes	Yes	Yes
Add Line?	No	No	No	No	No	No
Delete Line?	No ³	No	No	No	No	No

The following table lists changes you can make in the Sales Credits window to imported, manually entered, and copied transactions.

See Legend for the legend that goes with this table.

SALESCREDITLINE	Incomplete	Complete	Rules	Printed	Activity	Posted
Non-Revenue %	Yes	Yes	Yes ¹⁴	Yes	Yes	Yes
Non-Revenue Amount	Yes	Yes	Yes ¹⁴	Yes	Yes	Yes
Revenue %	Yes	Yes	Yes ¹⁴	Yes	Yes	Yes
Revenue Amount	Yes	Yes	Yes ¹⁴	Yes	Yes	Yes
Salesperson	Yes	Yes	Yes ¹⁴	Yes	Yes	Yes
Add Line?	Yes	Yes	Yes ¹⁴	Yes	Yes	Yes
Delete Line?	Yes	Yes ⁹	Yes ^9,14	Yes ⁹	Yes ⁹	Yes

The following tables list changes you can make in the Distributions window to imported, manually entered, and copied transactions.

See Legend for the legend that goes with this table.

This table shows details for account distributions:

DISTRIBUTIONS	Incomplete	Complete	Rules	Printed	Activity	Posted
Percent /Amount	Yes	Yes ⁴	No ⁴	Yes	Yes	No
Account*	Yes	Yes ⁴	Yes ⁴	Yes	Yes	Yes
Delete Line?	Yes	No	No	No	No	No
Add Line?	Yes	Yes ⁴	No ⁴	Yes	No	No

This table shows details for account set distributions:

DISTRIBUTIONS	Incomplete	Complete	Rules	Printed	Activity	Posted
Percent /Amount	No	No	No	No	No	No
Account*	Yes	Yes	Yes	Yes	Yes	No
Transaction Flexfield	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶
Descriptive Flexfield	Yes	Yes	Yes	Yes	Yes	Yes
Add Line?	Yes	No	No	No	No	No
Delete Line?	Yes	No	No	No	No	No

Note: You can update the revenue, receivable, tax, and freight accounts, but if the transaction is posted, then you can no longer update the receivable account.

The following table lists changes you can make in the Freight window to imported, manually entered, and copied transactions.

See Legend for the legend that goes with this table.

FREIGHT	Incomplete	Complete	Rules	Printed	Activity	Posted
Carrier	Yes	Yes	Yes	Yes ⁸	Yes	Yes
Ship Date	Yes	Yes	Yes	Yes ⁸	Yes	Yes
Shipping Reference	Yes	Yes	Yes	Yes ⁸	Yes	Yes
FOB	Yes	Yes	Yes	Yes ⁸	Yes	Yes
Amount	Yes ⁶	No	No	No	No	No
Account	Yes ⁶	Yes	Yes	Yes	Yes	No
Transaction Flexfield	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶	Yes ⁶
Descriptive Flexfield	Yes	Yes	Yes	Yes	Yes	Yes
Add Line?	Yes ⁶	No	No	No	No	No
Delete Line?	Yes ⁶	No	No	No	No	No

Legend

Unless the transaction is a regular credit memo (not an on-account credit memo).
Unless the transaction is an on-account credit memo.
If tax lines are added manually, they can be deleted.
Unless the transaction is a chargeback.
Unless the transaction was selected for automatic receipt but is not yet approved.
Unless the transaction was created by AutoInvoice or the transaction line was manually added to an imported transaction. If you must enter descriptive flexfield information for such a line, use the Invoice Line Information flexfield.
Unless the value was generated by a flexfield segment.
Unless the system option Allow Change to Printed Transactions is set to No.
Unless the profile option Allow Update of Existing Sales Credits is set to No.
Unless your accounting method is Cash Basis.
Unless the profile option AR: Change Customer on Transaction is set to No.
Unless the transaction is an on-account credit memo that has tax lines that were calculated by AutoInvoice.
Unless the sequence number is manual and the document number has not yet been generated.
Unless you have already run Revenue Recognition. (Use the Revenue Accounting Management (RAM) wizard instead. See: Revenue Accounting).
Use the Apply Deposit window. (See: Using Commitments).

NA This column is not applicable for this attribute and status.

Factors to check when attempting to Incomplete a Transaction

When the Incomplete button is grayed out (disabled) for a particular transaction, check for the following to determine the reason why you are not allowed to incomplete the transaction:

If the transaction has already posted to the General Ledger, the system will no longer allow you to Incomplete the transaction. You can check whether a transaction has posted to the General Ledger through the following methods:
- Responsibility: Receivables Manager
  
  Navigation: Transactions > Transactions
  
  Query the transaction and navigate to the Distributions
  
  Invoke Help > Diagnostics > Examine
  
  Block = TACC_ACC_ASSGN
  
  Field = GL_POSTED_DATE
- If this value is not null, then the transaction has already posted to GL. The system will not allow you to make changes or delete a posted transaction. The only way to cancel a posted transaction is to create an offsetting transaction. For example, to cancel a posted Invoice, you will need to create an offsetting Credit Memo, or Adjustment.
Check for Activities against the transaction
- Once there has been activity against a transaction the system will no longer allow you to make changes to the transaction. The following are considered activities against a transaction:
  - any adjustments
  - any delinquencies tracked in Advanced Collections
  - any Deferral of Revenue
  - any application of credits or payments
  - any disputes
  - any exchange to Bills Receivable
  - printing of documents : Invoice, Statement, Dunning, or Balance forward bill
  - if this transaction is an invoice and it is associated to a commitment and it has been completed
  - if this transaction is a deposit or guarantee and any invoice has already been associated to it
- To check for whether a transaction has activity, you can do the following:
  1. Check through the Transaction form
    
    Responsibility: Receivables Manager
    
    Navigation: Transactions > Transactions
    
    Query for the Invoice you want to incomplete
    
    Invoke Help > Diagnostics > Examine
    
    Block = TGW_HEADER
    
    Field = ACTIVITY_FLAG
    
    If the value returned is Y, then there has been relevant activity against the invoice that prevents you from Incompleting it.
    
    Additional Information: Code that checks for the Collectibility of a transaction is defined in AR_REVENUE_MANAGEMENT_PVT.txn_collectible (ARXRVMGB.pls)
    
    Code that checks for Activities of a transaction is defined in ARPT_SLQ_FUNC_UTIL.get_activity_flag (ARTUSSFB.pls)
  2. Check through Script
    - Check the settings for the following System Options:
      
      Responsibility: Receivables Manager
      
      Navigation: Setup > System > System Options
      
      In the Trans and Customers tab, review the following checkboxes:
      1. Allow Transaction Deletion - if checked, the system will allow you to delete a transaction for as long as it has not posted to the General Ledger and it has no activity against it.
      2. Allow Changes to Printed Transactions - if checked, the system will allow you make updates to a transaction even after you have printed an invoice for it, for as long as it has not posted to the General Ledger and it has no activity against it.
    - The behavior of Incompleting a Regular Credit Memo, versus an On-Account Credit Memo is different.
    - Note: If you are using document sequencing, the document numbers will be deleted when you delete the transactions. Therefore, a gap will appear in the document numbering of your transactions.