Oracle Receivables Receipts Workbench-FAQ

1. What is the difference between on-account and unapplied receipts?
Answer :
a. Unapplied Receipt:-
This receipt is not applied to an existing invoice when it is entered. When the customer does not want to apply the entered receipt they can leave it as unapplied and apply the amount on a later date.
b. On-Account:-
In case of an On-Account receipt, there is no identified invoice against the receipt. Advance money is received from the customer and the invoice for the same can be raised at a later date.

2. What is the difference between a debit memo reversal and reversed receipt ??
Answer :
reversed receipt :-
Receivables lets you reverse a receipt ,when a receipt is returned from the bank for insufficient funds or if a customer stops payment on a receipt
There are Two types Of reversals
a. Standard Reversal :-
A payment Reversal Where Receivables Creates Reversing general Ledger and Re-open the Debit Items you closed By reversing The original payment.
A standard reversal can be created for cash and miscellaneous receipts, as well as a transaction related to a chargeback as long as there is no activity against the chargeback and the chargeback has not been posted to the general ledger.
You also cannot process a standard reversal for any receipts that have
adjustments or charge backs that have been posted to the general ledger. For these exceptions, a debit memo reversal must be used.
To reverse a receipt:
A. Navigate to: Receipts>Receipts or Receipts>Batches
(enter batch information, then press the Receipts button).
B. Query the receipt to reverse.
C. Select the Reverse button.
D. Confirm or change the reversal date and reversal GL date. Oracle Receivables
assigns the GL date and reversal GL date as the current date. If the
current date is not in an open period, then it assigns both dates as the
last date of the most recent open period. If the original GL date of the
receipt is later than the current date, then Receivables uses the original GL date. You can change the reversal GL date and GL date to any date in an open period that is on or after the original GL date for the receipt.
E. Select the Category for this reversal.
Valid categories are: Reverse Payment, Non-Sufficient Funds, and
Stop Payment.
F. Select a Reason for this reversal.
G. Type a comment for the reversal, if desired.
H. Select the Reverse button.
I. Save your work.
b. Debit Memo Reversal :-
A reversal of a payment That Generates a new debit Memo instead of reopening old invoices and Debit memos.
Debit memo reversals are required when you want to reverse
a receipt that was previously applied to a chargeback and the chargeback has activity against or when charge backs or adjustments have been posted to the General Ledger for the receipt you want to reverse.
Receivables does not update any of the activity associated with the original receipt when you create a debit memo reversal. Instead it creates new receivable debit items for the items closed by the original receipt. You cannot process a debit memo reversal for a miscellaneous receipt.
To create a debit memo reversal:
A. Navigate to: Receipts>Receipts or Receipts>Batches (enter batch information,
then press the Receipts button).
B. Query the receipt to reverse.
C. Select the Reverse button.
D. Confirm or change the reversal date and reversal GL date. Oracle Receivables assigns the GL date and reversal GL date as the current date. If the current date is not in an open period, then it assigns both dates as the last date of the most recent open period. If the original GL date of the receipt is later than the current date, then Receivables uses the original GL date. You can change the reversal GL date and GL date to any date in an open period that is on or after the original GL date for the receipt.
E. Select the Category for this reversal.
Valid categories are: Reverse Payment, Non-Sufficient Funds, and
Stop Payment.
F. Select a Reason for this reversal.
G. Type a comment for the reversal, if desired.
H. Check the Debit Memo Reversal box.
I. Select a debit memo Transaction Type for this reversal.
J. Select the Reverse button.
K. Save your work.

3. What is the maturity date for receipts in Oracle Receivables?
Answer :
The maturity date in Oracle Receivables is a date that determines when funds for an automatic receipt can be transferred from your customer's bank account to your bank account. The maturity date cannot be before the receipt date.


4. When a receipt is reversed, where does the reversal of the On Account line go?
Answer :
If a receipt that has a partial amount placed on account is reversed, the on account portion of the receipt is also reversed.


5. How do you delete receipts and applications from interim tables?
Answer :
If a receipt came in through quick cash and was not purged from the interim table or it was missing from the batch and was entered manually, then you can delete the receipts and their application as follows:

SELECT receipt_number , cash_receipt_id, gl_date
FROM ar_interim_cash_receipts_all
WHERE receipt_number = &receipt_number;
Using the cash_receipt_id you can delete the data:
DELETE
FROM ar_interim_cash_receipts_all
WHERE cash_receipt_id = &id;
DELETE
FROM ar_interim_cash_rcpt_lines_all
WHERE cash_receipt_id = &id;
commit;


6. How do you refund an overpaid (on account) receipt?
Answer :
If your customer has overpaid and you want to cut a refund check for the overage from on account, follow these procedures to clear the credit entry from Accounts Receivable and process a refund through Accounts Payable.
This is a manual process between AR and AP.
A. You need to get the on account balance applied to an invoice. When the receipt was applied, the following general ledger entries were made:
Cash On Account
-------- ----------------
100 | | 100
B. Create a debit memo for the amount of the on account credit you want to refund. Use a special Debit Memo transaction type that uses a clearing account rather than Revenue. This will cause the following general ledger entries to be made:
Receivable Clearing
--------------- -------------
100 | | 100
C. Apply the on account amount to the new debit memo. This will cause the following general ledger entries to be made (leaves you with a Cash debit for $100 and a Clearing account credit for $100):
Receivable On Account Cash
--------------- ---------------- -------------
| 100 100 | 100 | 100
D. In Oracle Accounts Payable, process a check crediting $100 to cash and debiting the clearing account for $100 as below. This returns the cash and all other accounts to zero.
Cash Clearing
------------ -------------
| 100 100 |


7. How do you refund a receipt for returned goods?
Answer :
If your customer is requesting a refund for goods returned, follow these procedures to clear the credit entry from Accounts Receivable and process a refund through Accounts Payable. This is a manual process between AR and AP.
A. Create a credit memo in AR for the returned goods. Use the same Revenue and Receivable accounts referenced on the original invoice. This will cause the following general ledger entries to be made:
Receivable Revenue
--------------- -------------
| 100 100 |
B. Create a debit memo to offset the credit memo. Use a special Debit Memo transaction type that uses a clearing account rather than Revenue. This will cause the following general ledger entries to be made:
Receivable Clearing
--------------- -------------
100 | | 100
C. In Oracle Accounts Payable, process a check crediting $100 to cash and debiting the clearing account for $100 as below. This returns the cash and all other accounts to zero.
Receivable Clearing
--------------- -------------
| 100 100 |


8. What is receipt API?
Answer :
The Receipt API in its first phase caters to the following basic functionality via different API calls:

a) Creating a cash receipt
b) Applying it to a debit item
c) Creating a cash receipt and applying it to a debit item in one pass
d) On-account application
e) Unapplying the On-Account application
f) Unapplying the receipt application to a particular transaction
g) Reversing the receipt
h) Create a Miscellaneous receipt
i) Create a cash receipt activity application
j) Unapplies a cash receipt activity application

The ten Receipt API's are as under:

1 AR_RECEIPT_API_PUB.CREATE_CASH : Creates a single cash receipt, as in case of manually created cash receipts.

2 AR_RECEIPT_API_PUB.APPLY : Applies a cash receipt to a particular installment of a debit item. The application can also be a cross currency application.

3 AR_RECEIPT_API_PUB.CREATE_AND_APPLY : Creates a cash receipt and applies it to a specified installment of a debit item in one pass. Application fails if the creation fails due to some reason.

4 AR_RECEIPT_API_PUB.APPLY_ON_ACCOUNT : Does an On Account application for a cash receipt.

5 AR_RECEIPT_API_PUB.UNAPPLY_ON_ACCOUNT : Unapplies the On-account application on the specified receipt.

6 AR_RECEIPT_API_PUB.UNAPPLY : Unapplies the application of a particular installment of a debit item against the specified cash receipt.

7 AR_RECEIPT_API_PUB.REVERSE : Reverses the specified receipt.

8 AR_RECEIPT_API_PUB.CREATE_MISC : Creates a Miscellaneous receipt

9 AR_RECEIPT_API_PUB.ACTIVITY_APPLICATION : Creates an activity application on a cash receipt

10 AR_RECEIPT_API_PUB.ACTIVITY_UNAPPLICATION : Unapplies a particular activity application on a cash receipt


9. How can you change the type of the receipt from cash to misc once it is entered and saved?
Answer :
This is not possible as the field Type is not updateable once it is entered and saved. Cash type receipts store data in different tables than miscellaneous type receipts. That is why the 'Type' field on the Receipts form is protected as soon as the receipt is saved for the first time.


10. How do you apply payments to unrelated customers' invoices?
Answer :
The correct way to apply a receipt to more than one customer is to either establish a relationship between the customers or make sure the
System Option - Allow Payment of Unrelated Transactions is checked.
Once one or both of the conditions above are met, follow these procedures:
A. Navigate to Receipts>Receipts or Receipts>Batches to enter a new receipt.
B. Enter the receipt number, amount, payment method, and customer number of the first customer you want to apply the invoice too. You must enter a customer number on this screen in order to make the Applications button
available.
C. Select the Applications button.
D. Apply the receipt to the first customer's invoice.
E. If you want to apply monies to another, different customer's invoice, then
scroll to the right to find the Customer number field and change the number
to the other customer's number.
NOTE: If you will be processing many payments to related customers' invoices,
you can drag the Customer number column and drop it close to the Apply to
column, then save these changes in a folder.
F. Then scroll back to the Apply To field and select the LOV. You should now
see the other customer's open invoices and can make a selection from here.
G. Save your changes.


11 . How are count and amount totals at the receipt header level updated after reversing a receipt?
Answer :
a. Actual Count and Amount will always show THE ACTUAL NUMBER AND AMOUNT of
receipts entered, regardless of any reversals.
b. Returned Count and Amount show the number and amount of receipts reversed
for the reasons "Non-sufficient funds", or "Stop Payment", i.e. the CUSTOMER
has backed out of the payment.
c. Reversed Count and Amount show the number and amount of receipts reversed
for the reason "Reverse Payment", i.e. the ENTRY CLERK has made a mistake
and wants to back out the payment.
d. Difference Count and Amount show the Control - (Actual - Reversed) totals.


12. If a receipt is applied to a wrong customer account. What is the best way to move the funds from one account to another?
Answer :
The receipt can be reversed and a new receipt entered for the correct customer
if the original receipt does not have any adjustments or chargebacks that have
been posted to the general ledger. Otherwise, a debit memo reversal will have
to be created.
Or, if you have established a relationship between the customers or activated
the System Option - Allow Payment of Unrelated Transactions, then you can
unapply the application for the original customer and then apply an amount to
the other customer on the existing receipt.


13 . How can you prorate a receipt amount between tax and line items?
Answer :
Application Rule Sets determine the logic Receivables uses to apply partial payments to your customer's open debit items, as well as how discounts affect the open balance for each type of associated charges.
You can set up different application rule sets for each transaction type. You can also assign a default
application rule set in the System Options.
Receivables provides the following seeded Application Rule Sets:
- Line first / tax after
- Line first / tax prorate
- Prorate all
- Over application rule


14.How do you change the GL date default for receipts?
Answer :
Oracle Receivables defaults the current date for the receipt GL date as long as the date is in an open period. Otherwise, it will default to the last day of the most recent open period. There are no profile options available to stop the receipt's GL date from defaulting.
However, the profile option 'AR: Application GL Date Default' will control the GL date default when you apply receipts


15. How do you apply a receipt to the same transaction twice?
Answer :
Oracle Receivables does not allow you to add a second line to a receipt for the same invoice or debit memo. However, you can change the original line applied to the invoice and increase the applied amount by the unapplied portion that
you want to apply.

References
Metalink web site and user guides.