As per standard Oracle functionality, minimum transaction header and line data must be entered before Application data can be entered.
To enter ‘Application’ data, position your cursor in the ‘Apply’ section of the worksheet, on the row you wish to enter the data. Then double-click in one of the cells or alternatively click on the ‘Forms’ button and select ‘Apply’.
Here you can select a valid transaction to apply the credit memo to. If the selected transaction has multiple installments, the installment field needs to be populated with the correct installment or the API will error on upload with ‘API Error: The installment number is null.’ And the neither the credit memo or the application will be created.
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 transaction.
Select the transaction 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:
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 transaction in the On Account Application section. The new Credit Memo will have 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 transaction headerlevel, it does not drill down to line level.
‘Apply To’ is a mandatory field and must be passed or an error is raised.
If nothing is entered in this section an error is raised. The section can be removed along with corresponding status and message columns if not required. Creating On Account Credit Memos without applications can be achieved in the Single Transaction or Batch Transaction Modes.
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.
Refer to section:
Create and Apply Credit Memo
Transaction – Create and Apply Credit Memo
Transaction Attachments
Header Reference Field
Lines – Create and Apply Credit Memo
Line Attachments
Sales Credits
Distributions
