Enter On Account Applications
The Oracle API the Wizards uses to create Applied Credit Memos does not allow users to enter their own GL Accounting information. Oracle will either fire AutoAccounting or use profile options to automatically determine the GL Accounts.
The new On Account Application functionality will create an On Account Credit Memo using the GL Accounts entered in the Distribution Lines section. Then, in the same process, the Wizard calls a different API to apply the new credit memo to each transaction listed in the On Account Application section. The Applied Credit Memo is created uisng the GL Accounting information entered in the worksheet rather than relying on Oracle to automatically create this data.
There is a separate section in the Wizard named ‘On Account Application’.
As per the previous sections all data entered in this section is validated, regardless if it will be ignored by the API. This is highlighted with the use of green background shading in each validated cell. Before upload the columns revert to blue, then when the transaction is uploaded, the green shading is used again to highlight what columns have been used by the API. If the data is ignored the cell background shading will revert to blue.
To enter an On Account Applied Credit Memo you need to either populate the columns in this section directly into the workbook, or you can double-click in any of the columns in this section to open a data entry form, as shown below.
Enter a Transaction Number in the Apply To Invoice field and click on the […] to search for and validate the number.
Enter Apply Amount, Apply Date and Apply GL Date as required. These fields are not mandatory.
Please see the below screenshots which illustrate this:
Ensure Batch Source is populated in cell B6
Enter details of the On Account Credit Memo - The below screenshot uses minimal data for ease of viewing.
Enter the Distribution information to be used when applying the On Account Credit Memo to the existing Invoice.
Select the Invoice to apply the On Account Credit Memo to and Apply Amount, Apply Date and Apply GL Date as required.
The full record will look as per below:
Please note: This is a one to one relationship. If applying a transaction to more than one credit memo, a new credit memo will need to be created for each application. If more than one application line is entered for one credit memo line, the first will upload successfully and additional rows will error with:
“Can only apply an On Account Credit to a single Invoice”
Ensuring the Validate Option is set to ‘Validate and Upload’, select the record and upload to Oracle by clicking ‘Upload’ and selecting ‘Upload Selected’ from the ribbon.
If no errors occur, an Accepted status is returned for the On Account Credit Memo, it is assigned a transaction number in Oracle and applied against the selected Invoice in the On Account Application section. The new Credit Memo will have the the distributions as entered in the worksheet, rather than Oracle automatically determining these.
Notes:
If Apply Date is not passed the API uses the new Credit Memo transaction date.
If Apply GL Date is not passed the API uses the new Credit Memo GL Date.
If Apply Amount is not passed the API defaults the remaining balance of the new Credit Memo.
Note: Apply On Account is at invoice level, it does not drill down to line level
‘Apply To Invoice’ is a mandatory field and must be passed or an error is raised.
If nothing is entered in this section it is ignored. The section can be removed along with corresponding status and message columns if not required.
There is a known issue where an On Account Credit Memo is not created with inclusive tax. This is an issue with the Oracle API. The following patch needs to be installed in the relevant database - Patch 25188291: AR_INVOICE_API_PUB.CREATE_SINGLE_INVOICE DOES NOT CREATE CM WITH INCLUSIVE TAX.