Receivables lets you define several options for your invoices and use of the AutoInvoice program. You can choose whether to allow updates to printed invoices and whether you can apply payments to an unrelated customer's transactions. Receivables lets you define the segments to use for Accounting Flex Tuning, System Items Tuning, and Territory Tuning during AutoInvoice.
You can also specify whether to purge the interface tables that you use for AutoInvoice, the maximum number of bytes to use, whether SQL Trace is active for this program, and the grouping rule to use for the revenue and credit transactions you create through AutoInvoice.
Open the Transactions and Customers tabbed region.
To allow updates to transactions that have been printed, check the Allow Change to Printed Transactions box. This option also determines whether you can update a customer's address when printed, posted, or applied transactions are assigned to that address. See: Entering and Updating Customer Information.
Attention: You cannot update a transaction if it has activity against it, regardless of how you set this option. Examples of activity include payments, credit memos, adjustments, and including the transaction on a balance forward bill.
To allow transactions to be deleted from Receivables after they have been saved, check the Allow Transaction Deletion box. If you set this option to Yes, you can still specify at the responsibility level which users can delete transactions by using function security. Setting this option to No prevents all Receivables users from deleting transactions; this is a requirement for installations that are legally required to number transactions sequentially with no missing transaction numbers.
To allow receipt applications to debit items of unrelated customers, or to allow bills receivable assignments to transactions of unrelated customers, check the Allow Payment of Unrelated Transactions box. If you check this box, Receivables lets you select debit items for unrelated customers and apply your receipts to them in the Applications window, and lets you select transactions of unrelated customers and assign them to bills receivable in the Assignments window or the Bills Receivable Transaction Batches window. See: Applying Receipts and Bills Receivable Creation.
Check the Show Billing Number check box if you want Receivables to display the balance forward bill number on certain reports and windows. Receivables assigns a unique billing invoice number when you print a draft or final version of your balance forward bills.
Receivables windows that can display the balance forward bill number include the Receipts, Transactions, Credit Transactions, Transaction Overview, Applications, and Search and Apply windows.
Reports that can display the balance forward bill number include the Account Status, Aged Trial Balance, Billing and Receipt History, Disputed Invoice, Past Due Invoice, Sales Journal by GL Account, and Transaction Detail reports.
Note: The balance forward bill number field on the Transactions workbench always displays, regardless of this system option setting.
Enter the Tax Invoice Printing method to use. This is the method Receivables will use when printing tax amounts on your invoices. The value you enter here becomes the default for your customer profile classes. Choose one of the following methods:
European Tax Format: Does not itemize tax information for each line, but does print tax rates as the last column of invoice lines. Prints freight items last. At the end of the invoice, the Tax Summary by Tax Name section includes a summary of taxable amounts and tax charged for each tax rate code.
Itemize and Sum: Itemizes tax information for each invoice line. At the end of the invoice, the Tax Summary by Tax Name section includes a summary of the tax charged for each tax rate code.
Additionally, at the end of the invoice, Receivables prints the invoice subtotal, tax, shipping, and invoice total in a vertical format.
Itemize Taxes: Itemizes tax information for each invoice line.
Itemize With Recap: Itemizes tax information for each invoice line. At the end of the invoice, the Tax Summary by Tax Name section includes a summary of the tax charged for each tax rate code.
Recap: Does not itemize tax information for each line. At the end of the invoice, the Tax Summary by Tax Name section includes a summary of the tax charged for each tax rate code.
Sum Taxes: Does not itemize tax information for each line. At the end of the invoice, the Tax Summary by Tax Name section includes a summary of the tax charged for each tax rate code.
Additionally, at the end of the invoice, Receivables prints the invoice subtotal, tax, shipping, and invoice total in a vertical format.
Summarize By Tax Name: Does not itemize tax information for each line. At the end of the invoice, the Tax Summary by Tax Name section includes a summary of the tax charged for each printed tax name and rate.
Total Tax Only: Displays only the total tax amount at the bottom of the document.
From the Document Number Generation Level pulldown list, select the point at which Receivables generates a document number for your transactions. Choose one of the following:
When the transaction is committed
When the transaction is completed
For bills receivable, Receivables ignores this option and generates the document number when the bill is completed.
Select the Assess Late Charges box if you want to assess late charges on overdue transactions.
Receivables reviews this option first, before reviewing the various aspects of your late charge policies that are defined on the customer record, either defaulted from the customer profile class, or defined at the account or site level.
Note: If this system option is not selected, then Receivables will not create late charges for a customer, even if that customer is enabled for late charges at the account or site level.
See: Setting Up Late Charges.
During late charge policy definition, you can select the Average Daily Balance calculation method. Typically, you use this calculation method for balance forward bills.
If you are using the Average Daily Balance calculation method, then use the Average Daily Balance region to modify how Receivables calculates the average daily balance.
Use the Balance Calculation field to include or exclude as part of the balance calculation any debit items that were billed after the most recently generated balance forward bill.
Include Post-Billing Debit Items
The average daily balance formula includes debit items that were created after the previous balance forward bill cutoff date.
Exclude Post-Billing Debit Items
The average daily balance includes only those debit items that were already included on the last balance forward bill.
Use the Calculation Period field to specify the period that Receivables uses to calculate the average daily balance.
Due-Date to Run Date
Receivables computes the sum of the applicable debits and credits for each day that falls between the balance forward bill due date and the Generate Late Charges program submission date. To calculate the average daily balance, Receivables divides the sum by the number of days.
Run-Date to Run-Date.
Receivables computes the sum of the applicable debits and credits for each day that falls between the last submission date and current submission date of the Generate Late Charges program. To calculate the average daily balance, Receivables divides the sum by the number of days.
Open balances at any other time of the month, and number of days that a payment is late, are not included in the calculation.
During late charge policy definition, you decide how to present late charges to your customers (adjustment, debit memo, or interest invoice), and you define Receivables setup components to support that decision. Select those components that you previously defined.
Interest Invoice Transaction Type
Select the transaction type that you defined for interest invoices.
Debit Memo Charge Transaction Type
Select the transaction type that you defined for debit memos.
Interest Charge Activity
Select the receivables activity that you defined for late charges.
The Generate Late Charges program will use this value, if none exists at the customer account or site.
Penalty Charge Activity
Select the receivables activity that you defined for penalties.
Late Charge Batch Source
Select the batch source that you defined for debit memo or interest invoice creation.
To automatically purge the AutoInvoice Interface tables after running AutoInvoice, check the Purge Interface Tables box. If you check this box, Receivables deletes the records that have successfully transferred into permanent Receivables tables. Do not check this box if you want to submit the AutoInvoice Purge program manually after running AutoInvoice. See: Importing Transactions Using AutoInvoice.
Enter the Maximum Memory (in bytes) to allocate to AutoInvoice for validation. For best results, enter a value that is the maximum number of records that you import (rounded to an even number) multiplied by 1024. For example, if you use AutoInvoice to import no more than 100 records at a time, enter a value of 102400.
Enter a Log File Message Level. This number (from 0 to 3) indicates the amount of detail you want AutoInvoice to display in the AutoInvoice log file. The higher the number, the greater the detail.
Note: For more information about the AutoInvoice system options, see: Preparing Receivables for AutoInvoice.
Enter the Accounting, System Items, and Territory Flexfield segments that are most often selected by AutoInvoice. Receivables uses this information to increase AutoInvoice performance.
To automatically assign a unique number to every new customer, check the Automatic Customer Numbering box. Do not check this box if you want to manually assign customer numbers.
Your Oracle Applications system administrator or developer can specify the initial number to be used for Automatic Customer Numbering.
Switch to the Application Developer responsibility.
In the Navigator window select Application, then Database, and finally Sequence.
In the Name field of the Sequences window, query for HZ_ACCOUNT_NUM_S.
In the Start Value field of the Sequences window, enter the initial number to be used for Automatic Customer Numbering.
To automatically assign numbers to your customer's business purposes, check the Automatic Site Numbering box.
Suggestion: If you do not check the Automatic Site Numbering box, you can provide descriptive location names for your business purposes. For example, your customer has several addresses, but they want all invoices to be sent to their office in Chicago. For the Bill-To business purpose, enter a location name of 'Chicago-Bill To Site Only.' This will help you identify the correct address to enter when creating invoices.
Select the Create Reciprocal Customer box to automatically select by default the Reciprocal check box when creating new account relationships.
Enter the default Grouping Rule Name you want AutoInvoice to use. AutoInvoice uses grouping rules to group revenue and credit transactions into invoices, debit memos, and credit memos.