You can use AutoInvoice to import and validate transaction data from a legacy system to create credit memos in Receivables. Receivables lets you import:
On-account credit memos (credit memos that are not linked to an invoice)
Credit memos against invoices with rules
Credit memos against invoices without rules
Note: You cannot apply a credit memo to a chargeback using AutoInvoice.
You can import credit memos against invoices that were already paid. When importing credit memos against paid transactions, AutoInvoice can evaluate these credits for automatic receipt handling. See: Automated Receipt Handling for Credits.
However, if an invoice's transaction type does not allow overapplication and the Receipt Handling for Credits feature is not enabled, then AutoInvoice will leave the related credit memo in the interface tables until you unapply the invoice from the receipt. See: Transaction Types and AutoInvoice Validation.
Use the AutoInvoice table and column descriptions to determine the fields that are mandatory or optional when importing transaction data into Receivables. Pay particular attention to those columns in the interface tables that require values. See: AutoInvoice Table and Column Descriptions.
For more information, see: Transaction Flexfields.
To create an on-account credit memo (i.e. not linked to an invoice), do not populate the REFERENCE_LINE_ATTRIBUTE1-15, REFERENCE_LINE_CONTEXT, or REFERENCE_LINE_ID columns on the RA_INTERFACE_LINES_ALL table.
You can link a credit memo to an invoice in one of two ways:
Populate the REFERENCE_LINE_ID column on the RA_INTERFACE_LINES_ALL table with the CUSTOMER_TRX_LINE_ID of the invoice, or
On the RA_INTERFACE_LINES_ALL table, populate the REFERENCE_LINE_ATTRIBUTE1-15 columns with the INTERFACE_LINE_ATTRIBUTE1-15 columns of the invoice. The INTERFACE_LINE_ATTRIBUTE1-15 columns are stored on the RA_CUSTOMER_TRX_LINES_ALL table.
In addition, you must populate the REFERENCE_LINE_CONTEXT column with the INTERFACE_LINE_CONTEXT column of the invoice. The INTERFACE_LINE_CONTEXT column is stored on the RA_CUSTOMER_TRX_LINES_ALL table.
When you import credit memos against transactions, AutoInvoice ensures that the Open Receivables flag of the credit memo being imported matches the Open Receivables flag of the transaction it is crediting.
When you import credit memos against invoices with rules, AutoInvoice uses the method you entered in RA_INTERFACE_LINES_ALL.CREDIT_METHOD_FOR_ACCT_RULE to determine how to reverse the accounting entries created for the original invoice. You can either enter 'LIFO', 'PRORATE', or 'UNIT'. If you choose 'LIFO', AutoInvoice reverses the accounting entries beginning with the last period. If you choose 'PRORATE', AutoInvoice prorates the credit amount across all accounting periods. If you choose 'UNIT', AutoInvoice lets you credit specific quantities, starting with the period specified in the column RA_INTERFACE_LINES_ALL.LAST_PERIOD_TO_CREDIT and working backwards.
Note: Note: If you choose 'UNIT', then AutoInvoice rejects the credit memo if the credit quantity exceeds the quantity on the target invoice line.
When you import credit memos against invoices without rules, AutoInvoice first uses the general ledger date in the interface table as the general ledger date of the credit memo. If you do not pass a general ledger date, AutoInvoice uses the default date you specified in the Run AutoInvoice window. The credit memo lines must always have the same general ledger date as the credit memo.
The credit memo general ledger date must be equal to or greater than the general ledger date of the invoice you are crediting. Also, the credit memo general ledger date must be in an 'Open' or 'Future' period.
Credit memos against invoices without rules that are imported through AutoInvoice behave the same as those entered manually through the Credit Memos window. For example, you pass the amount you want to credit and Receivables automatically creates all the accounting reversal entries. Receivables also automatically reverses the sales and non-revenue credit assigned to your salespeople.
When you import credit memos, AutoInvoice ensures that you do not overapply your tax and freight lines.