Cash Study on Automatic Receipt in R12 Prod Produc uctt: Ora Oracl clee Rec Recei eiva vabl blees EB EBusi usines ness Sui Suite te Author Company any Date
Prod Produc uctt: 12. 12.0. 0.6 6
: TG Saravanan : Hexaware Tec Technolog ologiies : 18-Jan-2009
Case Study Abstract This case study describes the setups and a nd transactions for automatic receipts in R12. In this case study, we have shared o ur experience in configuring the clients requirements in creating the automatic receipts. Unlike R11, we need to perform the dummy funds capture setups for the automatic receipts in R12. Client Requirement
One of our client is having more than 30 branches and sale is done from all these branches. Money is received in terms of Cash, Local Cheque, Outstation Cheque, Credit Card and Direct Debit. These sales are captured in a web portal and the details should be transferred to receivables. For each branch and for each receipt method (cash, local cheque, etc), one receivable invoice should be created automatically with invoice number as “Pay-in” slip number (which is the reference number from the Potal) from the data received from the portal in an excel file. Pay-in slip number is unique for branch and receipt method combination. Receipt transaction should also be created along with the invoice as money is received during the sale. The receipt number should be same as that of the invoice number (Pa y-in slip slip number) The accountant at the branch will create the remittance transaction and deposit the cheques/cash in the bank. The remittance challan contains the pay-in slip number. As soon as all the cheques are cleared, the bank captures the pay-in slip number with the total cleared amount. Hence it becomes easier to reconcile the receipts. We will explain how we have accomplished the invoice with automatic recipt in R12 satisfying the clients requirements. Remittance and reconciliation transactions are not covered in this document.
Setup The service for the customer is rendered only o nly after receiving the money. There are a re different receipt methods such as Cash, Check and Credit Card. Hence we need to create both invoice and receipt automatically for all the receipt methods. The scope is not to integrate the oracle system with the customer payment system. Hence we have done a dummy funds capture setup.
The steps followed is given below. Sr No 1 2 3 4 5 6 7 8 9
Step Create Payment System Create a Payee Create a Funds Process Profile Attach Payment system and Funds Process Profile in Payee Create a Automatic Receipt Method Create a Document Sequence and Attach with Receipt Method Attach Receipt Method and Customer Bank Account to Customer Create an Invoice with Automatic Receipt Method Create a Receipt
We created a Role called “Funds Capture Admin Setup” using sysadmin and attached with the user. The details of creation of role and att aching the role to the user is not covered in this document. 1. Create Payment System
We created a dummy payment system as described below.
We created the payment system with the following values. Code Name Processing Model Bank Account Transfer
à XYZ
Formats Name Payment System Code Name Data Type Bank Account Lead Days
à Electronic
à XYZ
Payment System à Processor à checkbox is checked in Funds Capture Tab.
Bank Remittance Format à XYZ Dummy à XYZ Dummy Payment System à Number à 0
After creating the payment system, we have done the account creation by clicking “Save and Add Accounts” button.
We have created one dummy account called “XYZ Dummy Account”. With this, we completed the Payment System Setup.
2. Create Payee
We created a payee with the following details. Code Name Payment System Payment System Account Supported Processing Types
à ABC à ABC
DUMMY CUSTOMER à XYZ Payment System (created in the previous step) à XYZ Dummy Account (created in the previous step) à Bank Account Transfer checkbox is checked.
3. Create Funds Process Profile
We created the funds capture process profile for the payment system created in step 1 (XYZ Payment System).
We created the funds capture process profile with the following values. Code Name Processing Type Outbound Format
à XYZ
Funds Process Profile à XYZ Funds Process Profile à Bank Account à Electronic Bank Remittance Format
Settlement Grouping First Party Organization First Party Legal Entity Internal Bank Account Settlement Currency Settlement Date
à Checkbox
is unchecked à Checkbox is checked à Checkbox is checked à Checkbox is checked à Checkbox is unchecked
In the Payment System Account, enabled checkbox is checked.
4. Attach Payment system and Funds Process Profile in Payee
In this step, we attached the payment system account (created in step 1) and Funds capture process profile (created in step 3) with the Payee created in step 2.
The Payee created in step 2 was queried and updated with payment system account and funds capture process profile.
We created a routing rule as given below. Rule Name Criterion Operator Value
à One
Rule for All à Amount à Greater than or Equal to à 1
5. Create Automatic Receipt Method
We created a receipt with the creation method as ‘Automatic’. As we require the rece ipt number to be same as that of invoice number, ‘Receipts Inherit Transaction Numbers’ checkbox is checked. In the funds processing section, we have selected ‘Bank Account Transfer’.
6. Create a Document Sequence
We created a sequence name and attached it with the automatic receipt method created in the previous step. We have set profile Option “Sequence Numbering” at the responsibility level to “Partially Used”.
7. Attach Receipt Method and Customer Bank Account to Customer
We created customers and attached the receipt method and customer bank account.
With this, we have completed all the setups.
Transactions
8. Create Invoice AR invoice is created with automatic payment details. The sale is made only after t he payment is received. Hence the payment term is always ‘immediate’ for these kinds of sale and due date is same as that of the invoice date. When we create this invoice thro ugh Autoinvoice program, PAYMENT_TRXN_EXTENSION_ID was populated in the AR_INTERFACE_LINES table using the API IBY_FNDCPT_TRXN_PUB.Create_Transaction_Extension.
Mandatory for Automatic Receipts
9. Run ‘Automatic Receipts Creation Program (API)’ concurrent program.
We run this program (scheduled) with the following parameter values Batch Date Batch GL Date Approve Format Currency Receipt Class Receipt Method
à Current
Date. As due date is the invoice date, the automatic receipt program will select the invoices for the current date. à Current Date à Yes à Yes à Currency was different for different schedule programs (INR, USD, AED, etc) à Automatic Receipt (Created in step 5) à The receipt method selected in the invoice was selected here.
The batch date given in the parameter and the lead days given in the receipt method are more important for the invoices to get selected in the automatic receipt. Basically, Batch Date plus lead days should be less than o r equal to the due date of the invoice. Also we found that payment method parameter is mandatory in the “Automatic Receipts Creation Program (API)” SRS. When Approval and Format parameters are given as ‘Yes’, the receipt batch is approved and formatted.
Automatic receipt batch is created with the stat us of “Completed Format”.
If ‘Receipts Inherit Invoice Number’ is not enabled in the receipt method, then we found that the receipt number is created in the following format. Receipt Number Format: -. If ‘Receipts Inherit Invoice Number’ is enabled in the r eceipt method, then receipt was created with receipt number same as that of the invoice number.
References
R12 - Oracle Receivables Implementation Guide Metalink Note ID 471418.1 - Oracle Payments Setup For Funds Capture Processing Metalink Note ID 560573.1 - Autoinvoice: The Customer_Bank_Account_ID is Obsolete Metalink Note ID 749032.1 - R12: Automatic Receipts Progam Does Not Assign Invoice Number As Receipt Number
