Use the Transaction window to enter your invoices, debit memos, credit memos, and commitments. You can also query and update your transactions in this window and review your transactions and chargebacks in the Transactions Summary window. For a list of fields you can update, see: Maintaining Your Transactions.
From this window, you can also quickly view the balance due on a transaction, and drill down to view more details in the Balances window. See: Viewing Transaction Balances.
When you enter an invoice, Receivables uses your AutoAccounting rules to determine your default general ledger accounts. See: Using AutoAccounting.
You can enter transactions one at a time or in a group called a batch. See: Batching Transactions for Easy Entry and Retrieval.
Your system administrator determines whether you can delete a transaction. See: Function Security in Oracle Receivables.
Note: You can view the detail accounting lines for existing transactions in the form of a balanced accounting entry (i.e., debits equal credits) by choosing View Accounting from the Tools menu. You can also choose to view the detail accounting as t-accounts.
See: Viewing Accounting Lines.
Note: If you are using Multiple Reporting Currencies (MRC) functionality, then you can use the View Currency Details window to view transaction amounts in both your primary and MRC reporting currencies.
If you use Bill Presentment Architecture (BPA), then you can use the BPA icon to preview completed transactions online. See: Viewing Online Bills.
Transaction types determine whether a transaction updates your open receivables, can be posted to your general ledger, the transaction's creation sign, and whether transactions with this type use natural application only or will allow overapplication. The transaction type also provides the default transaction class, payment term, and printing options for each transaction.
You can set up AutoAccounting to use transaction types when determining your general ledger accounts. If AutoAccounting depends on transaction type and you change this value, Receivables displays a pop-up window asking you if you want to recalculate all of your general ledger accounts. If you choose Yes, Receivables reruns AutoAccounting and makes the appropriate changes to your accounts (unless the transaction is a chargeback). See: Transaction Types.
Prerequisites
Navigate to the Transactions window.
Enter the transaction batch Source for this transaction. The default is the value of the AR: Transaction Batch Source profile option. If no value exists, then you must enter a source.
The transaction batch source specifies automatic or manual invoice numbering and the transaction type. The transaction batch source also determines which attribute of the Invoice Transaction Flexfield is used to default into the Reference field, although you can override the default. See: Transaction Batch Sources.
Enter the Date of this transaction. The default date is either the batch date or, if there is no batch information, the current date.
If your batch source does not specify Automatic Invoice Numbering, enter a transaction Number. Otherwise, Receivables assigns a number when you save. If you are adding transactions to a batch, the transaction number must be unique within this batch.
Attention: Once you save a transaction, you cannot update the transaction number.
Enter the GL Date for this transaction. The default date is either the batch date or, if there is no batch information, the current date.
Choose the Class of this transaction.
Enter the Currency of this transaction. The default currency is either the currency entered at the batch level or your functional currency, but you can change it to any currency that is defined in Receivables. If the currency is different from your functional currency, and you have not defined daily conversion rates, enter exchange rate information. See: Foreign Currency Transactions.
Note: You can optionally account for rounding differences that can occur when you create foreign currency transactions by enabling Header and Line Level Rounding.
Choose a transaction Type.
If you are using manual sequence numbering, then enter a unique Document Number. See: Implementing Document Sequences.
Select the legal entity for this transaction.
Enter the ship-to customer (optional).
Enter the customer Bill-to Name and Location for this transaction.
If the bill-to customer has a primary bill-to location, then Receivables defaults the location and address.
If no primary bill-to location exists for the customer, however, then you must select a valid bill-to location from the list of values.
Accept the default sold-to customer, or enter a new customer.
Accept the default paying customer, or enter a new customer.
Use these fields in conjunction with an automatic receipt method to indicate that this transaction will be paid by automatic receipt.
If you are creating an invoice against a commitment, enter the Commitment, or choose one from the list of values.
Note: You can also add a deposit to an invoice that is already completed. See: Using Commitments.
Enter the Payment Term for this transaction.
Receivables calculates the Due Date based on the payment term and date of this transaction. If you enter a split payment term, the due date is the date when the first installment is due.
See: Entering Invoices with Installments.
Receivables uses the following hierarchy to determine the default payment terms, stopping when one is found:
customer bill-to site level
customer account level
Transaction Type
If you want to assign invoicing rules, see: Entering Invoices with Rules.
Accept the default receipt method, or select a new receipt method. Receipt methods selected in the Payment Details region indicate that this transaction should be paid by an automatic method, such as by credit card, direct debit, or bills receivable. Transactions paid by automatic methods use Oracle Payments to complete the funds capture process. See: Enabling the Funds Capture Process.
The receipt method defaults based on the paying customer's receipt method assigned at the site or account level (site takes precedence). If no assigned receipt method exists, then you can select a receipt method from the list of values.
You can select any receipt method from the list of values, as long as the invoice date is within the receipt method active date range and the receipt method has bank accounts in the currency of the invoice, or at least one of its bank accounts has the Multiple Currencies Allowed check box selected.
The selected receipt method automatically defaults the payment method and instrument number.
Optionally choose Select Instrument to navigate to the Payment Instrument window. To choose this button, you must first select a receipt method. In the Payment Instrument window, you can select a different payment instrument, or create a new one. You can select any payment instrument that has been assigned to the defaulted payment method at the customer account or site level.
The Payment Instrument window also displays payment instrument details. Oracle Payments populates these fields during the funds capture process.
The fields in this window display differently depending on the payment method that is associated with the receipt method. For example:
If the payment method is a bank account transfer payment method, then the Payment Instrument window displays bank account details.
Choose Create/Update Instrument to navigate to the Payment Details page, where you can update existing bank accounts, or add or create a new bank, bank branch, or bank account.
If the payment method is a credit card payment method, then the Payment Instrument window displays credit card details.
Choose Create/Update Instrument to navigate to the Payment Details page, where you can update existing credit cards, or add a new credit card.
For both types of payment instruments, use the Payment Details page to indicate the priority level of each payment instrument, if multiple instruments exist, as well as the customer's notification preferences, such as by e-mail or fax.
Note: You can also create payment instruments at the customer account or site level. See: Entering and Updating Account Payment Details and Entering and Updating Account Site Payment Details.
In the More tabbed region, accept the default territory or select a new one.
Enter a Salesperson (optional).
If the system option Require Salespersons is Yes and you did not assign a salesperson to this customer at the customer account or site level, then the default is No Sales Credit. To see how Receivables chooses a default salesperson for your transactions, see: Salespersons.
For more information about sales credits, see: Entering Revenue Credits.
The More tabbed region also includes other important attributes of the transaction that you are entering. See: More Tabbed Region.
Enter the Remit To Address for this transaction. The default is the remit-to address assigned to the country, state, and postal code combination for this customer's address.
To enter the goods or services to bill to this customer, choose Line Items, then enter the Item, Quantity, and Unit Price for each item. Receivables automatically calculates the total Amount for each line. See: Lines Field Reference.
Note: You can use standard memo lines instead of items if, for example, you have not installed Oracle Order Management or if you want to enter a line that is not a standard inventory item. To enter a memo line, place your cursor in the Description field, then select a standard memo line from the list of values. (You must use the list of values when entering a standard memo line.) See: Standard Memo Lines.
Receivables displays a default Tax Classification, if one exists. If you upgraded to Release 12 from a previous version of Oracle Receivables, then tax classifications represent your migrated tax codes.
Suggestion: Oracle Receivables uses Oracle E-Business Tax as its tax engine. E-Business Tax provides a single set of application features that manage tax calculations for Receivables. Additionally, E-Business Tax is the repository of all tax-related data.
E-Business Tax migrates the tax decision making responsibility from your users to the tax experts at your enterprise. Implement E-Business Tax to leverage this powerful central tax solution. If you implement E-Business Tax to automatically calculate taxes based on transaction line content and other tax sources and corresponding rules, then you no longer need to use tax classifications.
See: Setting Up Tax.
When you select a tax classification, E-Business Tax searches for corresponding tax details to complete the tax calculation. If tax details are insufficient (for example, the associated tax rate is end-dated), then E-Business Tax will not calculate tax for the transaction line.
If you entered an inventory item, enter a Warehouse Name to indicate the ship-from location for this item (optional). If AutoAccounting is based on Standard Lines, you can use the inventory item and warehouse name to create accounting flexfield information. For example, you use multiple inventory organizations and set up AutoAccounting to create the Revenue account based on standard lines. AutoAccounting uses the item and warehouse that you enter here to create the Product segment of your Revenue account. See: AutoAccounting.
To review or update tax information for this line, choose Tax. See: Entering Tax Information. To review tax exemption information for this line, choose Lines, then open the Tax Exemptions tabbed region.
Attention: You cannot review tax information for a line if the standard line type is Freight or Charges, or if the transaction is a chargeback.
To enter Freight information for this transaction, choose Freight. See: Entering Freight Information.
To enter Freight information for an invoice line, select the line, then choose Freight. See: Entering Freight Information.
To review or update accounting information, choose Distributions. See: Reviewing Accounting Information.
To review or update Sales Credit information, choose Sales Credits. See: Entering Revenue Credits.
Save your work. If you are ready to complete this transaction, see: Completing Transactions.