1. Define Common Accounts Receivable Configuration
Common Accounts configuration pertains to the Accounting Flexfield setup. This is done in the General Ledger (GL) application. The assumption of this case study is that you have already defined your accounting flexfield segments, and can create and complete manual transactions using the Transaction Workbench.
2. Manage Receivables Descriptive Flexfields
Oracle Receivables uses the transaction flexfields to uniquely identify each transaction line that is imported though AutoInvoice.
AutoInvoice is capable of using information from four types of transaction flexfields:
Line Transaction Flexfield
Link-to Transaction Flexfield
Reference Transaction Flexfield
Invoice Transaction Flexfield
3)MANAGE Profile Options
here are three profile options which govern access to data partitioned by organizations.
MO: Operating Unit
R11i profile option that will be maintained for those products and customers not leveraging Multiple Organizations.
MO: Security Profile
The MO Security Profile controls the list of operating units that a responsibility can access. So you would assign the Security Profile that you just created to this profile option. The lowest level you can set the profile option for is the responsibility level.
MO: Default Operating Unit
This allows you to specify an operating unit that will be the default when you open different subledger application pages. Because users can access multiple operating units, you may want to set up a default operating unit rather than forcing users to constantly have to choose one during data entry. When we talk about the User Preferences later, you can also specify a different default operating unit than the one assigned to this profile option.
2. AR: AutoInvoice Gather Statistics
This profile option determines if the AutoInvoice Master program analyzes and gathers information about the interface tables each time AutoInvoice is run. Analyzing tables ties up system resources, but in some cases may address AutoInvoice performance issues.
If the value for this profile option is set to Yes, or is null, AutoInvoice analyzes the interface tables and gathers statistics. If the value is set to No, AutoInvoice does not analyze the interface tables.
This profile option can be set by the system administrator at the site, application, responsibility, and user levels. The user can also update this profile option.
3. AR: Default Exchange Rate Type
This option determines the default exchange rate to use when converting foreign currency transactions to your functional currency.
Valid values are:
Corporate Exchange Rate - An exchange rate you define to standardize rates. This rate is usually a standard market rate determined by senior financial management for use throughout the organization.
Spot Exchange Rate - An exchange rate to perform a conversion based on the rate on a specific date.
User Specified Rate - An exchange rate to specify when entering a foreign currency transaction.
4. AR: Maximum Lines per AutoInvoice Worker
This profile option lets you set a maximum number of lines per AutoInvoice worker. The value for this option can be set by the system administrator at the site, application responsibility, and user levels, but cannot be updated by the user. This profile option has no default value.
5. AR: Use Invoice Accounting For Credit Memos
This profile option determines whether to assign your credit memo to the same accounts that are assigned to the invoice you are crediting.
The value for this option can be set by the system administrator at the site, application,responsibility, and user levels, but cannot be updated by the user
4) Manage Transaction Types
The data you insert into the interface table will be associated to a particular transaction type.
Create an invoice transaction type which will be used when we insert data into the Interface table.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > Transaction Types
5)Manage Auto Accounting Rules
AutoAccounting enables you to create default accounts for revenue, receivable, freight, tax, unearned revenue, unbilled receivable, late charges, bills receivables accounts, and AutoInvoice clearing (suspense) accounts.
In the following screen, the source for the third segment is 'Transaction Types'. When the default accounting is generated for the Receivable account, the accounting flexfield will pull the third segment from the Receivables account defined for the transaction type. If we cross-reference this to the screenshot from the previous task, the value for the third segment is 1210, coming from 01-000-1210-0000-000 defined for Receivables account11
6)Manage AutoInvoice Line Ordering Rules
If you want the data in your interface table to be created in a particular sort order, define Line Ordering Rules.
The following screenshot shows a Line Ordering Rule, that references the same fields we used in the Line transaction flexfield defined in Task 2 above.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > AutoInvoice > Line Ordering Rules
7)Manage AutoInvoice Grouping Rules
Grouping rules specify attributes that must be identical for lines to be created as one transaction. Grouping rules always include the mandatory attributes, and to this is added optional attributes that you define in your grouping rule.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > AutoInvoice > Grouping Rules
8) Manage Receivables Payment Terms
Payment terms let you define the due date to be calculated for transactions. When you interface data, it is mandatory to provide either a TERM_ID or a TERM_NAME in the RA_INTERFACE_LINES_ALL table (depending on how you have set up your transaction batch source). Although there is a defaulting mechanism for payment term when entering transactions manually in the form, this is defaulting is not available during AutoInvoice, because it would significantly slow down the performance of the process.
The following screenshot shows a Payment term we will use in our interface data.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > Payment Terms
9) Manage Transaction Sources
Batch sources define default information such as transaction type and automatic numbering. There are two types available: Manual and Imported. AutoInvoice requires a batch of type Imported.
The following screenshot shows a Transaction source we will use to interface data via AutoInvoice. Highlighted below is the transaction type we created earlier, here we are associating it to this Imported Batch Source.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > Sources
10). Manage Receipt Classes and Methods
To default a payment method to the transactions you interface via AutoInvoice, you need to define a Receipt Class and Method for your transaction to use.
Responsibility: Receivables Manager
Navigation: Setup > Receipts > Receipt Classe
11)Manage Receivables Customer Profile Classes
Oracle Receivables provides a profile class DEFAULT.
If necessary, you can define different customer profile classes to categorize your customers. You can associate Customer Profile classes to customer records you create later. By using a profile class you default certain attributes/fields into the customer records to make customer maintenance more efficient.
12) Create Customer
Create customer record to use for interface data, at this point we reference various setup data we created earlier.
The following screenshot shows the various sub-tabs at the ACCOUNT profile level.
On the Account Profile tab, we associate to this customer record the customer profile the payment term and the Grouping Rule created earlier.
Responsibility: Receivables Manager
Navigation: Customers > Customers
13) Manage Receivables System Options
The settings in System Options that impact AutoInvoice are in the Trans and Customers tab. The following screenshot shows recommended settings for fields in the 'AutoInvoice' Section. Also highlighted is the Grouping rule we defined earlier.
Log file message level = 10 provides the most detailed debug messages, and is useful when you are debugging or troubleshooting.
Responsibility: Receivables Manager
Navigation: Setup > System > System Options
14) Manage Receivables Accounting Periods
Open or close periods in your accounting calendar to control the recording of accounting information for these periods. Since the objective of AutoInvoice is to create new transactions, the goal is to have these transactions impact open GL periods.
Ensure that the GL_DATE value you provide in the next task is within an open period.
Responsibility: Receivables Manager
Navigation: Control > Accounting > Open/Close periods
Common Accounts configuration pertains to the Accounting Flexfield setup. This is done in the General Ledger (GL) application. The assumption of this case study is that you have already defined your accounting flexfield segments, and can create and complete manual transactions using the Transaction Workbench.
2. Manage Receivables Descriptive Flexfields
Oracle Receivables uses the transaction flexfields to uniquely identify each transaction line that is imported though AutoInvoice.
AutoInvoice is capable of using information from four types of transaction flexfields:
Line Transaction Flexfield
Link-to Transaction Flexfield
Reference Transaction Flexfield
Invoice Transaction Flexfield
3)MANAGE Profile Options
here are three profile options which govern access to data partitioned by organizations.
MO: Operating Unit
R11i profile option that will be maintained for those products and customers not leveraging Multiple Organizations.
MO: Security Profile
The MO Security Profile controls the list of operating units that a responsibility can access. So you would assign the Security Profile that you just created to this profile option. The lowest level you can set the profile option for is the responsibility level.
MO: Default Operating Unit
This allows you to specify an operating unit that will be the default when you open different subledger application pages. Because users can access multiple operating units, you may want to set up a default operating unit rather than forcing users to constantly have to choose one during data entry. When we talk about the User Preferences later, you can also specify a different default operating unit than the one assigned to this profile option.
2. AR: AutoInvoice Gather Statistics
This profile option determines if the AutoInvoice Master program analyzes and gathers information about the interface tables each time AutoInvoice is run. Analyzing tables ties up system resources, but in some cases may address AutoInvoice performance issues.
If the value for this profile option is set to Yes, or is null, AutoInvoice analyzes the interface tables and gathers statistics. If the value is set to No, AutoInvoice does not analyze the interface tables.
This profile option can be set by the system administrator at the site, application, responsibility, and user levels. The user can also update this profile option.
3. AR: Default Exchange Rate Type
This option determines the default exchange rate to use when converting foreign currency transactions to your functional currency.
Valid values are:
Corporate Exchange Rate - An exchange rate you define to standardize rates. This rate is usually a standard market rate determined by senior financial management for use throughout the organization.
Spot Exchange Rate - An exchange rate to perform a conversion based on the rate on a specific date.
User Specified Rate - An exchange rate to specify when entering a foreign currency transaction.
4. AR: Maximum Lines per AutoInvoice Worker
This profile option lets you set a maximum number of lines per AutoInvoice worker. The value for this option can be set by the system administrator at the site, application responsibility, and user levels, but cannot be updated by the user. This profile option has no default value.
5. AR: Use Invoice Accounting For Credit Memos
This profile option determines whether to assign your credit memo to the same accounts that are assigned to the invoice you are crediting.
The value for this option can be set by the system administrator at the site, application,responsibility, and user levels, but cannot be updated by the user
4) Manage Transaction Types
The data you insert into the interface table will be associated to a particular transaction type.
Create an invoice transaction type which will be used when we insert data into the Interface table.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > Transaction Types
5)Manage Auto Accounting Rules
AutoAccounting enables you to create default accounts for revenue, receivable, freight, tax, unearned revenue, unbilled receivable, late charges, bills receivables accounts, and AutoInvoice clearing (suspense) accounts.
In the following screen, the source for the third segment is 'Transaction Types'. When the default accounting is generated for the Receivable account, the accounting flexfield will pull the third segment from the Receivables account defined for the transaction type. If we cross-reference this to the screenshot from the previous task, the value for the third segment is 1210, coming from 01-000-1210-0000-000 defined for Receivables account11
6)Manage AutoInvoice Line Ordering Rules
If you want the data in your interface table to be created in a particular sort order, define Line Ordering Rules.
The following screenshot shows a Line Ordering Rule, that references the same fields we used in the Line transaction flexfield defined in Task 2 above.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > AutoInvoice > Line Ordering Rules
7)Manage AutoInvoice Grouping Rules
Grouping rules specify attributes that must be identical for lines to be created as one transaction. Grouping rules always include the mandatory attributes, and to this is added optional attributes that you define in your grouping rule.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > AutoInvoice > Grouping Rules
8) Manage Receivables Payment Terms
Payment terms let you define the due date to be calculated for transactions. When you interface data, it is mandatory to provide either a TERM_ID or a TERM_NAME in the RA_INTERFACE_LINES_ALL table (depending on how you have set up your transaction batch source). Although there is a defaulting mechanism for payment term when entering transactions manually in the form, this is defaulting is not available during AutoInvoice, because it would significantly slow down the performance of the process.
The following screenshot shows a Payment term we will use in our interface data.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > Payment Terms
9) Manage Transaction Sources
Batch sources define default information such as transaction type and automatic numbering. There are two types available: Manual and Imported. AutoInvoice requires a batch of type Imported.
The following screenshot shows a Transaction source we will use to interface data via AutoInvoice. Highlighted below is the transaction type we created earlier, here we are associating it to this Imported Batch Source.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > Sources
10). Manage Receipt Classes and Methods
To default a payment method to the transactions you interface via AutoInvoice, you need to define a Receipt Class and Method for your transaction to use.
Responsibility: Receivables Manager
Navigation: Setup > Receipts > Receipt Classe
11)Manage Receivables Customer Profile Classes
Oracle Receivables provides a profile class DEFAULT.
If necessary, you can define different customer profile classes to categorize your customers. You can associate Customer Profile classes to customer records you create later. By using a profile class you default certain attributes/fields into the customer records to make customer maintenance more efficient.
12) Create Customer
Create customer record to use for interface data, at this point we reference various setup data we created earlier.
The following screenshot shows the various sub-tabs at the ACCOUNT profile level.
On the Account Profile tab, we associate to this customer record the customer profile the payment term and the Grouping Rule created earlier.
Responsibility: Receivables Manager
Navigation: Customers > Customers
13) Manage Receivables System Options
The settings in System Options that impact AutoInvoice are in the Trans and Customers tab. The following screenshot shows recommended settings for fields in the 'AutoInvoice' Section. Also highlighted is the Grouping rule we defined earlier.
Log file message level = 10 provides the most detailed debug messages, and is useful when you are debugging or troubleshooting.
Responsibility: Receivables Manager
Navigation: Setup > System > System Options
14) Manage Receivables Accounting Periods
Open or close periods in your accounting calendar to control the recording of accounting information for these periods. Since the objective of AutoInvoice is to create new transactions, the goal is to have these transactions impact open GL periods.
Ensure that the GL_DATE value you provide in the next task is within an open period.
Responsibility: Receivables Manager
Navigation: Control > Accounting > Open/Close periods
