This section provides a brief description of fields in the Transactions window. If a field is in a different window, such as the Transactions Summary or Transaction Batches window, this is noted.
Balance Due: Use this region to view the balance due on a transaction. Choose Details to navigate to the Balances window. Choose Refresh to recalculate the transaction balances without closing the window. See: Viewing Transaction Balances.
Balance Forward Bill Number: Receivables displays two transaction number fields. The first field displays the balance forward bill number that is associated with this transaction. The second field displays the transaction number. You can view all transactions that appeared on a specific balance forward bill by entering a balance forward bill number and performing a query on this field.
Control Amount: (Transaction Batches window) The total amount of invoices in this batch. If you enter invoices in different currencies, enter the total amount irrespective of currency. For example, if you intend to enter two invoices, one for 100 US Dollars and the other for 50 euros, enter 150 here.
Instrument Number: This field is used to display the value associated to the instrument for this transactions. i.e when the user creates the transaction with instrument details, then this instrument details is displayed in this field upon querying the transaction, otherwise this field will be blanked.
Invoice Date: Receivables prints the invoice date on your invoice. Receivables calculates the due date from the invoice date and payment terms you assign to this invoice. The default value is the batch date if you entered a batch, or the current date if you did not enter batch information.
If you change the invoice date, Receivables automatically recalculates the due date and the associated tax.
Number: Receivables displays two transaction number fields. The first field displays the balance forward bill number that is associated with this transaction. The second field displays the transaction number.
Partially Purged: (Transaction Batches window) If this box is checked, some of the transactions belonging to this batch have been deleted by the Archive Purge program. When transactions are partially purged, the Control Total section appears out of balance because the Actual Count and Amount fields no longer include the purged transactions.
Paying Customer: This could be different from the billing customer if, for example, you wanted a primary customer to pay for related invoices.
Payment Method: This field is display only. Receivables defaults this value based on the receipt method.
Receipt Method: The receipt method assigned to this transaction.
In this list of values, Receivables displays all eligible receipt methods, and indicates if a receipt method is assigned to the paying customer bill-to address or not.
Receivables uses the following hierarchy to default a value for this field:
the primary receipt method of the parent site
the primary receipt method of the primary customer
the primary receipt method of the bill-to site
the primary receipt method of the bill-to customer
Note: If the receipt method that you assigned to the invoice is a credit card receipt method that is not already assigned to the paying customer, then Receivables automatically updates the customer records with this receipt method information.
Period: (Transaction Batches window) The accounting period that corresponds to the batch date you entered in the Date field. Use the Accounting Calendar window to define your accounting periods.
Reference: The transaction batch source for this transaction determines which attribute of the Invoice Transaction Flexfield is used to default into the Reference field. For manual transactions, you can override the default in the Reference field with other information about this transaction, such as a related transaction number or a customer name.
Sold To Customer: The customer to whom you sold the goods and services. This customer could be different from your ship-to or bill-to customer. The default is the bill-to customer for this transaction, but you can change it.
Status: (Transaction Batches and Transaction Batches Summary windows) The status of your batch. Use batch statuses to implement your batch approval cycle. Receivables provides several standard batch statuses and lets you define additional statuses in the Receivables Lookups window using the lookup type BATCH_STATUS. Receivables treats batch statuses that you create as 'Open.'
Address: The remit-to address for this transaction. The remit-to address is the address to which customers send payments. The default is the remit-to address assigned to the country, state, and postal code for this customer address, but you can change it.
Agreement: If entering an invoice, this is the order agreement this invoice is against. You can only enter this field if you have defined an agreement with the selected customer or customers related to the selected customer. You can associate an agreement with your customer in the Sales Orders window in Oracle Order Management.
If you are entering a commitment, this is the agreement to associate with this commitment. You can only use agreements defined in Oracle Order Management.
Comments: Any comments about this transaction. If this transaction is a credit memo, this field displays information entered in the Comments field of the Credit Transactions window. This text does not appear on the printed transaction.
Cross Reference: The transaction to relate to this invoice. This field is optional. You can choose any transactions that are assigned to your bill-to customer or a selected customer. If you enter a cross reference transaction number and then change your bill-to customer, Receivables will erase the value in this field.
Default Tax: You can enter a value for this field only if the profile option Tax: Allow Override of Customer Exemptions is Yes and the transaction is not a chargeback. Use the default value of 'Standard' if you want tax to be calculated as per the normal procedures set up in Receivables. Enter 'Exempt' to force tax exemption on the invoice lines, and your system option Use Customer Exemptions is set to Yes. Enter 'Require' to force tax calculation on the invoice lines. If you update this field, there will be no effect on existing invoice lines; only new invoice lines will get the new value as a default.
Dispute Amount: The current amount of this invoice, debit memo, or chargeback that is in dispute. Receivables sums up the dispute amounts for each installment of your payment schedule and displays the total in this field. You can either increase or decrease the dispute amount. If you enter 0 (zero), the debit item is no longer in dispute. If your debit item does not have split terms, then you can enter a dispute amount that is between zero and the balance due for this item.
You can review your disputed debit items in the Disputed Invoice Report. For debit items with split terms, you can enter the dispute amount for each installment in the Installments window or you can set it to either the balance due or zero in this field.
Exempt from Late Charges: Use this check box to indicate whether late charges are calculated against this invoice, debit memo, or chargeback. If you select this box, then Receivables calculates late charges according to your customer's credit profile. If you do not select this box, then Receivables does not calculate late charges on this transaction, regardless of the customer's credit profile.
Original Transaction: When you query a chargeback in the Transactions window, this field shows the transaction for which the chargeback was created.
PO Date: The purchase order date for this transaction. Receivables displays a warning message if the purchase order date is later than the transaction date. This field is for reference only and is not validated by Receivables.
PO Number: The purchase order number for this transaction. This field is for reference only and is not validated by Receivables.
PO Revision: The purchase order revision number for this transaction. This field is for reference only and is not validated by Receivables.
Print Date: The date on which this transaction was last printed.
Print Option: The printing option for this invoice. The default is the print option for this transaction type. Choose 'Print' for invoices you want to print. You can choose all new or changed invoices to print at one time. Choose 'Do Not Print' for invoices you do not want to print (for example, if you need to generate an invoice for internal purposes, but you do not want to send the printed invoice to your customer).
Special Instructions: Any special instructions for this transaction. You can enter up to 240 characters. The first 51 characters appear on the printed transaction. If this transaction is a credit memo, this field displays information entered in the Special Instructions field of the Credit Transactions window. You can define additional instructions in the Receivables Lookups window. See: Reviewing and Updating Receivables Lookups.
Status: (Transactions window) The status of this transaction. This is a user maintainable field and you can define values for it in the Receivables Lookups window. Possible values include Open, Pending, Closed, or Void. This field is not used by Receivables, therefore it is not updated automatically when an invoice is paid off, closed, etc. You have to manually update this field.
Territory: The sales territory for this invoice. The default is the value of the Source of Territory in the System Options window (for example, bill-to, ship-to, sales rep, or none).
Date: If you are entering a new note, the default is the current date. If this transaction is in dispute, this is the dispute date.
Source: The source of this note. This is a display-only field. If you are entering a new note, the source is Invoice Maintenance.
Memo: Any additional information about this transaction.
Note: The Credit Memo Request workflow uses the information in this field to document a disputed invoice's path through the approval process. See: AME Credit Memo Request Workflow.
See: Entering Commitments.
Use the fields in this region only for chargebacks and credit memos.
Reason: The reason for this transaction.
If this transaction is a credit memo, then this field holds the reason why the credit was requested.
If this transaction is a chargeback that resolved a claim, then this field holds the reason for the chargeback.
See: Resolving Claims.
Customer Reference: Additional information from the customer about the reason for this transaction.