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Entering Receipts

Use the Receipts window to enter new or query existing receipts.

You can enter two types of receipts in Receivables:

Standard receipts: Payment (such as cash or a check) that you receive from your customers for goods or services. Also known as cash receipts .

Miscellaneous receipts: Revenue earned from investments, interest, refunds, stock sales, and other nonstandard items.

You can enter receipts and apply them to transactions in either Open or Future accounting periods. You can also create chargebacks or adjustments against these transactions.

You can apply receipts to invoices, debit memos, deposits, on-account credits, and chargebacks. You can partially or fully apply a receipt to a single debit item or to several debit items.

You can also apply receipts to other open receipts. See: Receipt-to-Receipt Applications .

If you are using Oracle Trade Management, then you can place your customers' overpayments and short payments into claim investigation while the claim is being researched. See: Applying Receipts and Working with Claims .

If you do not specify a customer for a receipt, the receipt is unidentified. In this case, the receipt amount appears in the Unidentified field in the Receipts window (Balances region). You cannot apply an unidentified receipt.

Note: You can view the detail accounting lines for an existing receipt in the form of a balanced accounting entry (i.e. debits equal credits) by choosing View Accounting from the Tools menu. You can also choose to view the detail accounting as t-accounts.

Note: If you are using Multiple Reporting Currencies (MRC) functionality, then you can use the View Currency Details window to view receipt amounts in both your primary and MRC reporting currencies.

Viewing the Receipt History

Use the Receipt History window to view additional details about your saved receipts. This window displays a history of the receipt's statuses, as well as exchange rate adjustments. You can also view all application notes that were made to this receipt.

This window also includes Oracle Cash Management-related information. See: Receipts Field Reference .

From the Receipts window, click Receipt History.

Receipt Status

A receipt can have one of the following statuses:

Approved: This receipt has been approved for automatic receipt creation. This status is only valid for automatic receipts.

Confirmed: For manually entered receipts, this status indicates the receipt belongs to a receipt class that requires remittance.

Remitted: This receipt has been remitted.

Cleared: The payment of this receipt was transferred to your bank account and the bank statement has been reconciled within Receivables.

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 non-sufficient funds or if you want to re-enter and reapply it in Receivables.

Note: A receipt's state is different from its status. See: Receipts Field Reference .


Define receipt classes, Oracle Receivables Implementation Guide

Define receipt methods, Oracle Receivables Implementation Guide

Define profile options, Oracle Receivables Implementation Guide

To manually enter a receipt:

Navigate to the Receipts or Receipts Summary window.

Enter a receipt method. Receivables uses the receipt method to determine the accounting and remittance bank accounts for this receipt.

The selected receipt method automatically defaults the payment method and instrument number. Receipts paid by automatic methods use Oracle Payments to complete the funds capture process. See: Enabling the Funds Capture Process, Oracle Receivables Implementation Guide .

Enter the receipt information, including receipt number, currency, receipt amount, GL date, and receipt date. The default GL date is the same as the batch GL date. If there is no batch information, the GL date is the same as the receipt date. The default receipt date is the current date, but you can change it. If the Receipt date is not in an open period, Receivables changes the GL date to the last date of the most recent open period. You can change the GL date, but it must be in an open or future period. If this receipt is part of a batch and you change the receipt date, Receivables does not automatically modify the GL date.

Note: After you create the receipt, you cannot update the receipt or GL date. To make changes to these dates, either delete and recreate the receipt, or reverse the receipt.

You can enter transactions in any currency defined in Oracle Receivables if you have at least one remittance bank account which has the Multiple Currencies Allowed check box selected. If no such bank account exists, you are limited to entering only those currencies in which bank accounts exist. (The currency of a multiple currency bank account must be the same as your functional currency.)

If the currency for this receipt is different from your functional currency and you have not defined daily conversion

rates, enter exchange rate information. See: Foreign Currency Transactions.

Choose a receipt type of Standard.

To help identify the customer for this receipt, enter a transaction number (optional). Receivables displays the customer associated with this transaction. If multiple customers have transactions with the number you entered, Receivables displays a window from which you can select a customer. If you enter a number here, Receivables defaults the number in the Applications window when you apply this receipt.

If you did not enter a transaction number and the receipt is not unidentified, enter customer information for this receipt, including customer name or number and bill-to location. When you enter the customer, Receivables enters this customer's primary bill-to location, if one exists (you can change this value). If the system option Require Billing Location for Receipts is set to Yes, you must enter a bill-to location.

Important: If you do not enter a bill-to location and the customer has no statement site, any unapplied or on-account receipt amounts will not appear on statements sent to this customer.

If bank charges apply, then enter an amount for bank charges. Bank charges may apply if the receipt's creation status is 'Cleared' (the clearance method of the associated receipt class must be set to 'Directly'). See: Receipt Classes, Oracle Receivables Implementation Guide .

Note: This field is available only if the AR: Create Bank Charges profile option is Yes.

The receipt method that you previously selected automatically defaults the payment method and instrument number.

Optionally choose Select Instrument to navigate to the Payment Instrument window. To choose this button, you must first select a receipt method. In the Payment Instrument window, you can select a different payment instrument, or create a new one. You can select any payment instrument that has been assigned to the defaulted payment method at the customer account or site level.

Note: You cannot add a payment instrument if the receipt method is assigned to a receipt class whose creation method is Manual.

The Payment Instrument window also displays payment instrument details. Oracle Payments populates these fields during the funds capture process.

The fields in this window display differently depending on the payment method that is associated with the receipt method. For example:

If the payment method is a bank account transfer payment method, then the Payment Instrument window displays bank account details.

Choose Create/Update Instrument to navigate to the Payment Details page, where you can update existing bank accounts, or add or create a new bank, bank branch, or bank account.

If the payment method is a credit card payment method, then the Payment Instrument window displays credit card details.

Choose Create/Update Instrument to navigate to the Payment Details page, where you can update existing credit cards, or add a new credit card.

For both types of payment instruments, use the Payment Details page to indicate the priority level of each payment instrument, if multiple instruments exist, as well as the customer's notification preferences, such as by e-mail or fax.

The Payment Server Order Number (PSON) field is a display only field and is populated by Oracle Payments.

This number is the order number used by Payments during the funds capture settlement process.

Receivables derives the default remittance bank account from the receipt method you entered. You can accept this value or enter any bank account assigned to the receipt method if the bank account is in the same currency as that of the receipt or the bank account has the Multiple Currencies Allowed check box selected. Only bank accounts that are in your functional currency can accept multiple currency deposits. See: Manually Entering Automatic Receipts .

If you are using manual document numbering, then open the More tabbed region and enter a unique document number.

Otherwise, Receivables assigns this transaction a unique number when you save.

See: Implementing Document Sequences, Oracle Receivables Implementation Guide .

Enter the receipt deposit date (optional). The default is either the deposit date entered at the batch level or, if there is no batch information, the receipt date. The default receipt maturity date is the deposit date.

Receivables uses the deposit date as the exchange date when the receipt currency is different from your functional currency. If you later change the deposit date, then Receivables also updates the exchange date.

To prevent the receipt remittance bank from being automatically overridden during the remittance process, choose Don't Allow in the Override field (optional).

If you choose Allow. Receivables can automatically change the receipt remittance bank to the remittance batch bank during the remittance process.

Save your work. If you entered a customer, the receipt amount appears in the Unapplied field in the Balances region. Otherwise, the entire receipt amount appears in the Unidentified field.

To apply this receipt, see: Applying Receipts .

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