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Course Agenda
Unit Unit Unit Unit Unit Unit Unit Unit

I : Receivables Overview II : Receivables Setups III : Customers IV : Transactions V : AutoInvoice VI : Receipts VII : Period Close VIII : Reports

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Accounts Receivable
Unit I : Receivables Overview

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Unit Objectives
After

this session you must be able to -

Receivables product integration Receivables processing in the order to cash life cycle Describe the overall receivables process

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Receivables Product Integration

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Receivables in Order to Cash Process

Imported through Auto Invoice Transactions Manual Creation

Receipts

Create Journal Entries

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Receivables Process
Transactions Review and Correct Data Print and Send Invoices

Transfer to General Ledger

Enter Receipts

Collect Payments

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Accounts Receivable
Unit II : Receivables Set up

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Unit Objectives
After Set

this session you must be able to -

up System Options Transaction Source Manual & Imported Transaction Type Payment Terms Remit-To Address Auto Invoice Line Ordering Rules Auto Invoice Grouping Rules Receipt Sources Receipt Class Set up Auto Accounting Set up Approval Limits

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System Options: Accounting

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System Options: Tax

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System Options: Tax Defaults and Rules

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System Options: Trans an Customers

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System Options: Revenue Policy

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System Options: Claims

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System Options: Miscellaneous

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Transaction Source Manual

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Transaction Source Imported

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Transaction Source Imported (Cont.)

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Transaction Types

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Payment Terms

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Remit-To Address

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Auto Invoice Line Ordering Rules

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Auto Invoice Grouping Rules

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Receipt Sources

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Receipt Class

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Auto Accounting

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Approval Limits

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Accounts Receivable
Unit III : Customers

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Unit Objectives
After

this session you must be able to -

Create

profile classes and assign them to customer accounts Create and maintain customer account information Merge customer accounts

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Customers in Receivables Process

Create Profile Classes

Enter Custome rs

Create Invoice s

Print Invoice s

Post Receipt s

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Managing Customers
Create customer account profile classes Enter party information Assign profile classes to customer account

Review party information

Eliminate duplicate information

Create relationships

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Profile Classes
Group

customer accounts with similar credit worthiness, business volume, and payment cycles Define your standard customer profiles in the Customer Profile Classes window. These profiles contain generic options that you can use to group your customers into broad categories

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Profile Classes (Cont.)

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Customer Entry Methods

Enter complete details

Enter limited information

Standard entry

Quick entry

Enter a new customer directly from the Sales Order window

Differences Between Standard and Quick Entry

Function Use a check box to assign business purposes quickly to an address Bill-to and Ship-to can be linked Identify business purpose as primary Location code can be named Ability to update Business Purpose Tabs Ye s Ye s Ye s Ye s Standard Quick Ye s

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Business Purposes
Site Bill-To Ship-To Dunning
Legal

Description
Invoices are sent here for payment Where the goods are shipped Dunning letters are sent to this location Serves as the government point of contact Consolidated statement and invoices are sent here and only one site per customer Marketing Literature and Product announcement, data

Statements Marketing

sheets are sent at this address

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Business Issues

Specify naming conventions such as capitalization and abbreviations Define how to use classifications to group customers for pricing functionality like using qualifiers and for reporting purposes. Classifications include: Customer Class, Customer Type, Sales Channel, Category, and SIC Decide how to set up decentralized parties with multiple sites: as one party with multiple sites, or as multiple customers each with one site

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Customer Account Relationships

Relationships exist between two customers and can be reciprocal or nonreciprocal. They allow the following:

Payment of related invoices Sharing of pricing entitlements (Agreements and Commitments) Consolidation of business addresses (Selection of a related customers ship-to address during order entry)

Relationships are not transitive: If customer A is related to B and B is related to C, A and C are not related. You must build the A to C relationship separately Under System Options you can select the check box Allow Payment of Unrelated Transactions if you want to permit application of funds from one party to another unrelated party.

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Customer Account Relationships (Cont.)

Receivables considers relationships for the following:

Applying receipts, including: Manual receipts, Mass Apply receipts, QuickCash receipts, and Lockbox receipts Adjusting or crediting transactions Entering, on the Transactions workbench, the paying customer for a transaction

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Dunning Letters

Receivables lets you create dunning letters using two different methods. You can use one of the ten dunning letters that Receivables provides, or create your own, custom dunning letters in the Dunning Letters window. The ten dunning letters that Receivables provides include text files that you can customize to suit your dunning needs. Each of these letters (entitled USER1 10) includes two flat files: one for the body of your dunning letter text and the other for footer information. These files reside in the Receivables $AR_TOP/reports directory. For example, the dunning letter USER1 has a body file of ardl1b.txt and a footer file of ardl1f.txt. The b and the f identify these files as body and footer files, respectively. You can also use the Dunning Letters window to create the body and footer text of your own, custom dunning letters. You can create as many dunning letters as you need using this window. The Invoices section lists the currency, interest rate, and all of the invoices in this currency that are past due for a customer or site.

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Define Customer - Standard

Refer Notes

Define Customer - Standard (Cont.)

Notes

Refer

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Merge Customer Accounts

Eliminate incorrect data and duplicate information Consolidate site data Reflect customer account changes due to business consolidation Before merging consider archiving the historical data for the absorbed party, customer account, or account site. Also, consider that the information is being used by the entire e-Business suite and will affect other applications Because historical reporting will no longer be available for the merged data, you should carefully consider any merging

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Merge Customers

Refer Notes

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Accounts Receivable
Unit IV : Transactions

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Unit Objectives
After

this session you must be able to -

Overview

of transaction process Enter and complete transactions Perform other transaction actions Correct transactions

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Transactions in Receivables Process

Create Profile Classes

Enter Custome rs

Create Invoice s

Print Invoice s

Post Receipt s

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Transactions Overview

Import transactions (AutoInvoice)

Calculate taxes, derived GL accounts, update customer balances

Print invoices

Create manual transactions Correct, if necessary

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Transaction Process
Standard Transaction

Copy

Review and make corrections Valid transaction Invalid transaction

Complete, print and send to customer

Void

Delete

Enter receipt

Interface to General Ledger

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Receivables Transaction Types

Type Invoice Credit Memo Description
An Invoice to customer for amount due for goods and services An memo to customer representing credit towards already invoiced goods and services (On-account credits do not refer to specific invoices) An invoice you enter for a customer towards charge for goods and services not included in original invoice

Debit Memo Chargeback

Adjust the remaining balance of an existing debit item to zero, and create a new debit item to bill customer for unpaid balance of original invoice. Bill customers for contractual agreements A contractual agreement that is referenced by invoices (Bill customers for the items on the invoice, not the guarantee.)

Deposit Guarantee

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Receivables Line Types

Type Inventory item Standard Memo line Free Form line Description
Enter items available in inventory, using a list of values Enter non-inventory products or services, such as extended warranties or maintenance contracts, using a list of values Enter a description

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Standard Transaction
Enter Transaction Header Enter Transaction Lines Enter Sales Credit

Complete Transaction

Use Auto Accounting to create accounts

Enter Freight Lines

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Transaction Defaults
Transacti on Source Transacti on Type Auto Accountin g

Refer Notes

Customer Record

Transacti on Type Transacti on Numberin g

Transacti on Class Accounti ng Credit Memo for Invoices Payment Terms (only if not setup on Custome r)

Accounts for Transacti ons Validates Accounts

Bill-To Address Ship-To Address Payment Terms Salespers on

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Transaction Dates
Enter

invoice dates in any period. The invoice date plus the payment terms determine the due date Enter General Ledger dates in open and future accounting periods. This date determines when the journal entry can be created

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Transaction Completion Requirements

An

invoice must have at least one line, or at the header level be a freight invoice. The General Ledger date of the invoice must be in an open or future period. The invoice sign must match the sign of the transaction type. The sum of distributions for each line must equal the invoice line amounts. If Calculate Tax for transaction type is set to Yes, tax is required on each line.

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Create Standard Transaction

Refer Notes

Create Standard Transaction (Cont.)

Notes

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Refer

Create Standard Transaction (Cont.)

Notes

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Refer

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Copy Transactions
Create

Refer Notes

recurring invoices for products and services sold on a regular basis. A model invoice is used to copy a series of invoices in future periods The model transaction must be complete. Once the model transaction is copied, changes to the model transaction do not affect the copied transaction. The model transaction should be the open or closed transaction that exactly matches the transaction(s) to recur Example
A

customer is billed for the same service every month. For the first month, enter a new invoice that refers to the billed service. This becomes the model invoice for the following months

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Correct Transactions
Over

Invoicing

Occurs

when an invoice is generated for an amount that is greater than the amount actually due. The difference between the amounts can be credited or refunded to the customer, or the invoice can be updated

Under

Invoicing

Occurs

when an invoice is generated for an amount that is less than the amount actually due. The difference between the amounts can be debited against the customer, or the invoice can be updated

Invalid

Transaction
that were created in error.

Transactions

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Transaction Correction Methods

Invoices

Underinvoicing Update invoice Debit memo Adjustment

Overinvoicing Update invoice Credit memo On-account credit Adjustment Refund

Invalid Transactions Void Delete

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Debit Memos
Debit

memos are like invoices, but they are usually created for additional charges You can
Enter

debit memos in the Transactions window Import debit memos through AutoInvoice Enter debit memos in the same way as invoices, but use the Debit Memo transaction type
Debit

memos cannot reference a specific invoice number. Generally, invoices should be used whenever possible

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Credit Memos
Credit

Refer Notes

memos affect specific invoices; on-account credits affect customer balances Credit memos are entered in the Credit Transactions window; On-account credits are entered in the Transactions window with the transaction class of Credit Memo Credit memos cannot be unapplied or reversed from the invoice once they have been created; Onaccount credits can be moved

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Create Credit Memo

Refer Notes

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Create Credit Memo (Cont.)

Refer Notes

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Create Credit Memo (Cont.)

Refer Notes

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Create Credit Memo (Cont.)

Refer Notes

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Standard Memo Line

Standard Memo lines are defined to enter predefined lines for debit memos, onaccount credits, and invoices. When you define standard memo lines, you can specify whether a line is for charges, freight, line, or tax. Receivables also let you define one charge back and one debit memo reversal line. You can assign memo lines to debit memos, onaccount credits, debit memo reversals, charge backs, commitments, and invoices. Receivables displays your standard memo lines as list of values choices during credit memo entry in the Credit Transactions window and during invoice entry in the Lines window. When you create charge backs and debit memo reversals, you can either use the standard line that Receivables provides or enter your own. You can create an unlimited number of standard memo lines.

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Creating Refunds
Create

Refer Notes

a credit memo Create a debit memo Set up customer as a supplier Use the debit memo to enter an invoice in Oracle Payables Create a payment and send to customer

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Voiding Transactions
Void

invoices, credit memos, and on-account credits in response to invalid transactions.

Business Need Track invoices that are incorrectly entered to determine whether this is a data entry problem or if customers are providing incorrect information. Solution Update the invoice status to Incomplete and assign a transaction type that has the Open Receivable and Post To GL check boxes cleared.

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Deleting Transactions
Delete

invoices, credit memos, and onaccount credits in response to incorrect transactions.

Business Need Delete transactions that are incorrectly entered. Solution Delete incomplete transactions from the Transactions Summary window if the Allow Invoice Deletion check box in the System Options window is selected.

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Accounts Receivable
Unit IV : AutoInvoice

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Unit Objectives
After

this session you must be able to -

Describe

the AutoInvoice process Correct errors by using AutoInvoice Exception Handling

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AutoInvoice Process

Third party data

SQL loade r

AutoInvoice interface tables

Vali d line s

Oracle Receivables transaction tables

Oracle Order Managemen t

Interfac e Progra m

Error lines View and correct invalid records

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AutoInvoice Imports
Invoices Debit

Memos Credit Memos On-Account Credit Memos

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What Occurs During AutoInvoice

SQL loader programs populate the 3 interface tables with Line, sales credit and accounting information Lines are ordered and grouped Tax is calculated GL date is determined GL accounts are assigned using AutoAccounting Tax, freight, commitments, and credit memos are linked to transaction lines All transactions are batched Validated lines are used to create the transaction

Imported Transactions

Invoice s Create d

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AutoInvoice Interface Tables

Every

Refer Notes

line must use the RA_INTERFACE_LINES_ALL table The other two tables are optional.
RA_INTERFACE_LINES_ALL RA_INTERFACE_DISTRIBUTIONS_ALL RA_INTERFACE_SALESCREDITS_ALL

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Submitting AutoInvoice
AutoInvoice Parameters: Source Default

Refer Notes

Master Program

Date Transaction Type Bill-To Customer Number/Name Range GL Date Range Ship Date Range Transaction or Sales Number Range Invoice Date Range Ship-To Customer Number/Name Range

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Auto Invoice Validation

Checks

Lines for Accounting Periods Checks Interface Tables with those in Receivables for:
Existence

Values for some columns are already defined.

Batch

Sources

Consistent values for fields in the Transaction Sources window. Invoice number you supply is unique within a given batch source

Uniqueness

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Auto Invoice Validation (Cont.)

Precision

Ensures that the amount and accounted amount have the correct precision

Cross

Validation

Ensures that column values agree with each other

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Correct Errors Overview

Third party data SQL loade r AutoInvoice interface tables

Refer Notes

Vali d line s

Oracle Receivables transaction tables

Oracle data

Interfac e Progra m

Error lines View and correct invalid records AutoInvoice Exception Handling Window

AutoInvoice Exception Handling Windows

Notes

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Refer

Interface

Exceptions Window Interface Lines Window Line Errors Window

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Accounts Receivable
Unit VI : Receipts

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Unit Objectives
After

this session you must be able to -

Describe

the receipt process Apply receipts using different methods

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Receipts in Receivables Process

Create Profile Classes

Enter Custome rs

Create Invoice s

Print Invoice s

Post Receipt s

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Overview of Receipts
Apply to customer account or invoice

Enter receipt

Update custome r balance

Clear receipt

Reconcile bank statement

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Receipt Creation

Manual receipts

QuickCash receipts

Automatic receipts

Cash Miscellaneous

Cash AutoLockb ox

Credit Cards Bills of Exchange Direct Debits Prepayments

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Receipt Statuses

Confirmed

This status indicates the receipt belongs to a receipt class that requires remittance. This receipt has been remitted. The payment of this receipt was transferred to your bank account and the bank statement has been reconciled within Receivables

Remitted

Cleared

Reversed
This receipt has been reversed. You can reverse a receipt when your customer stops payment on a receipt, if a receipt comes from an account with insufficient funds, or if you want to re-enter and reapply it in Receivables. You can reverse cash receipts and miscellaneous transactions

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Receipt Application Summary

Unidentified Unidentified Unapplied Unapplied Applied Applied

receipts are those for which you have not entered a customer receipts are those that have not been applied to a transaction receipts are those that have been applied to a transaction receipts are those that have been applied to customer as On-Account receipt

On-Account On-Account

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Manual Receipt Entry Process

Create a batch Enter receipts Apply receipts

Post to GL

Enter adjustments

Remit receip ts

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Create Manual Receipt

Refer Notes

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Create Manual Receipt (Cont.)

Refer Notes

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Batch Statuses

New

Creating a new batch. The status of the batch changes to Out of Balance, Open, or Closed when receipts are saved for the first time. Actual count and amount of receipts do not match the control count and amount. Actual count and amount match the control count and amount, but the batch includes unapplied or unidentified receipts. Actual count and amount match the control count and amount. All receipts have been identified and applied to invoices or applied on account.

Out of Balance

Open

Cleared

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Adjustments
Receivables

lets you create adjustments against transactions to which you are applying a receipt. You can create multiple adjustments against each transaction, for positive or negative amounts

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Lockboxes
Define

lockboxes to use the Receivables Auto Lockbox program. Auto Lockbox automatically creates receipts in Receivables using electronic information that your bank provides. Receivables lets you specify the payment method for each Lockbox you define. Payment methods provide the default accounting information for receipts you create through Auto Lockbox. Receivables displays active Lockboxes as list of values choices in the Submit Lockbox Processing window. You can disable a Lockbox by unchecking the Active box, and then saving your work.

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Accounts Receivable
Unit VII : Period Close

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Unit Objectives
After

this session you must be able to -

Understand

the period close process Period end reconciliation Describe the available reports to assist in the closing process

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Period Close Process

Review, balance, and reconcile subledger transactions

Complete the transfer to the General Ledger

Review the transfer results, and correct transfer issues

Post journal entries in GL

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Reconcile Internally and Externally

Internal reconciliation involves reconciling your customer accounts, transactions and receipts External reconciliation involves reconciling your subledger with your general ledger by verifying that all the correct journal entries were made

Reconciling Receivables Transactions, Receipts, and Customer Balances

Reconcile outstanding customer balances Opening Balance + Transactions - Receipts = Closing Balance

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Reconcile transactions and receipts

Reconcile transaction and receipt accounting flexfield balances Sales Journal by GL Account Journal Entries Report Receipts Journal Report

Sales Journal by customer Transaction register Receipt register

Submit GL Interface process

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Reconcile Outstanding Customer Balances

Formula
Beginning Balance + Transactions

Use this Report

Aging Reports Transaction Register Adjustment Register Invoice Exception Report Applied Receipts Register Unapplied Receipts Register Aging Reports

+/- Adjustments = Invoice Exceptions Applied Receipts Unapplied Receipts Ending Balance

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Reconcile Transactions
Formula
Total of Postable Items in Transaction Register = Sales Journal by GL Account Report for the Receivable Account Type
(Total DR Total CR)

Incase of any discrepancies, view your customer balances using the Sales Journal by Customer report to find which total does not balance You must adjust the Transaction Register total for any credits because they are negative on the Transaction Register and positive on the Sales Journal

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Reconcile Receipts
Formula
Total of All Receipts in Receipts Register = Total of Receipt Journal Report

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Reconcile Account Balances

Reconcile the General Ledger Transfer process

Total debits and credits transferred from AR to GL shown by the GL interface execution report should match with your Sales and Receipts Journals totals subject to Unposted Items Report Once transaction and receipts have been transferred to GL, they are considered posted with the AR. Account totals in the Sales Journal by GL Account and Receipts Journal report should match with the corresponding account balances in the Journal Entries report Journal Entries report can generate multiple reports. The Detail by Account version is probably the most useful for reconciliation purposes

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Reconcile Account Balances (Cont.)

Reconcile the Journal Import Process

Journal Import lets you create detail or summary entries in GL. Choose Detail option to see the transaction detail in your GL Grand Totals of the Unposted Journals report should match the Journal Import Execution report

Reconcile Posted Journal Entries

Once you have posted your journal entries, grand totals of the Posted Journals report or Posting Execution report should match the totals on the Journal Execution report

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Reconciliation Reports
Report Name Aging Report Transaction Register Description
Use the last day of the prior month to get the outstanding opening balance Use to check that all items that can be posted are reflected on the Sales Journal. The Sales Journal balance should match the total of the transactions here after adding the credit memo total twice (because it is a negative on the Transaction Register and a positive on the Sales Journal) Use to identify any adjustments that affect the transactions for the month Review transactions where the Open Receivables check box is cleared and the customer balanced have not be updated

Adjustments Register Invoice Exception Report

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Reconciliation Reports (Cont.)

Report Name Applied Receipts Register Unapplied Receipts Register Sales Journal By GL Account Sales Journal By Customer Receipts Register Receipts Journal Report Journal Entries Report Description
Use to determine customer balance after taking into account all on-account and unapplied amounts Use to identify receipts that reduce the outstanding opening balance Use to ensure that the Transaction Register matches the Sales Journal Use to review all transactions Use to review a list of receipts Use to review details of receipts that appear in the Journal Entries report Use to review the details that make up the general ledger journal entries

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Reconciliation Reports (Cont.)

Report Name Unposted Items Report AR Reconciliation Report Description
Details of Items that are not posted to GL Summary of your customer, transaction, receipt, and account balances for the period

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Running the Journal Import Program

GL_INTERFAC E table

Run Journal Import from subledger or from GL

Journal entries to be posted

Post journal entries in GL to update account balances

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Calculating Realized Exchange Rate Gain and Loss

Specify

foreign currency exchange rates:

Specify

User rate type when entering a transaction Specify Sport or Corporate type when entering a transaction. The rate defaults to the rate defined in the Daily Rates and Period Rates window
Assign Set

foreign currency gain or loss account

up Realized Gain and Loss accounts in the System Options window Differences in the functional currency between the invoiced and receipt amounts is transferred to one of these accounts

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Revaluation General Ledger

Asset

and liability accounts entered in foreign currency must be revalued at the end of the period to account for Unrealized Exchange Rate Gain/ (Loss) Revaluation adjusts the value of balance sheet accounts based on period end rates This rate will be the current period exchange rates If you revalue every period, then the prior period revaluation journal should first be reversed and posted before running revaluation for the current period Realized Gain/(Loss) would get accounted from subledgers as and when the foreign currency asset and liability transaction is completed

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Receivable Transactions
Transaction Type Debit Memos Credit Memos
Debit Memos

Category in General Ledger

Credit Memos and Credit Memo Applications

On-Account Credits

Credit Memos

Invoices

Sales Invoices

Receipts

Trade Receipts

Adjustments

Adjustments

Miscellaneous Transactions

Miscellaneous Receipts

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Accounts Receivable
Unit VIII : Reports

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Unit Objectives
After

this session you must be able to describe -

Customer

Reports Transactions Reports Receipts Reports

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Customer Reports
Report Name Customer Listing Detail/Summary Description
Detail report to review detail customer information entered for each customer. Summary report to review summary information about your customers Review customer profile information assigned to each customer or customer site Review all customer relationships that have been defined

Customer Profiles Report Customer Relationship Listing

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Transactions Reports
Report Name Incomplete Invoices Report Transaction Detail Report Bad Debits Provision Report Description
A list of incomplete invoices. Use to identify transactions that increase the outstanding opening balance Review your Bad Debt exposure

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Receipts Reports
Report Name Deposited Cash Report Miscellaneous Receipts Register Description
Details of daily cash activity and to reconcile Receivables with your Bank Account Details of miscellaneous receipts

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Aging Bucket

Aging buckets are time periods you can use to review and report on your open receivables.

For example, the 4Bucket Aging bucket that Receivables provides consists of four periods: 999 to 0 days past due, 1 to 30 days past due, 3161 days past due, and 6191 days past due. When you create your Collections reports or view your customer accounts, you can specify an aging bucket and as of date, and Receivables will group the transactions and their amounts in the appropriate days past due period You can define an unlimited number of aging buckets and lines (time periods) within an aging bucket. However, all receivables aging reports include a maximum of the first seven time periods for an aging bucket. If you want to report on additional time periods, you must create custom aging reports. You can also customize the aging buckets that Receivables provides.

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Aging Bucket (Cont.)

Aging

buckets that you define here appear as list of values choices in the Aging, Print Statements, and the Print Collection Reports windows. You can make an aging bucket inactive by changing its status to Inactive and then saving your work.
Note:

If you have Multi Lingual Support (MLS), you can define aging buckets in each of your installed languages. To enter translations, select Translations from the View menu or click on the globe icon.

Source of Information

Content in this presentation have been compiled solely by using

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information from following sources:

i. ii. iii.

Oracle Receivables Implementation Guide Oracle Receivables User Guide Material available on Oracle Partner Network (OPN) website

All screenshots are from Infosys Internal Training Vision Instance.

Due care has been taken to ensure that this material doesnt

infringe with IP rights or copy rights of any other individual or organization.

This presentation is for developing the functional competency for

Infosys ES employees and doesnt have any commercial motive.

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Thank You!