Use the Applications window to apply your receipts or on-account credits. You can apply receipts to any type of transaction except guarantees and standard credit memos. You can apply all or part of a receipt or on-account credit to a single debit item or to several debit items. For example, your customer may send a single check to pay all of one invoice and part of another invoice. Or, a customer may have an on-account credit he will expect you to use with his receipt to close an open debit item.
You can apply a receipt to an unrelated customer's debit items if the system option Allow Payment of Unrelated Invoices is set to Yes. You can apply a receipt to a related customer's debit items if the Related Customers check box is checked. You cannot apply an unidentified receipt; you must specify the customer who remitted the receipt before you can apply it to a transaction.
You can also combine on-account credits with a customer's receipts to increase the amount you can apply to debit items, leave partial receipt amounts unapplied, or place an amount on-account. If you leave partial receipt amounts unapplied, you can write off the remaining receipt balances
You can apply receipts in the same foreign currency as your transactions. Enter foreign currency exchange rate information using predefined exchange rates, or enter your own rate. When you post a foreign currency receipt application to the general ledger, Receivables records a realized gain or loss amount.
If you have set up Receivables to use cross currency receipts, you can apply a receipt in one currency to one or more transactions in different currencies.
To automatically apply a receipt to several transactions:
1. Navigate to the Receipts window.
2. Query or enter the receipt to apply.
3. If the receipt is unidentified, enter the name or number of the customer who remitted this receipt.
4. Choose Mass Apply.
5. Specify the transactions to which you want to apply this receipt by entering transaction selection criteria. For example, enter a range of transaction types, transaction numbers, due dates, transaction dates, balances, or PO numbers. Leave a field blank if you do not want to limit the search to transactions matching that criteria.
6. Specify how to order selected transactions by entering Sort Criteria (optional). You can mark transactions by Balance Due, Due Date, Invoice Date, or Invoice Number and in Ascending or Descending order. For example, to order items with the largest balances first, choose Balance Due, Descending.
7. Specify which types of transactions to include in your query by checking or unchecking the appropriate check boxes. You can choose Invoices, Credit and Debit Memos, Deposits, Chargebacks, and Disputed Transactions.
Use the Related Customers check box to specify the customer whose transactions you want to apply this receipt to. If you do not check the Related Customers check box, then Receivables selects only the specified customer's transactions for receipt application. If you check the Related Customers check box, then Receivables selects all related customers' transactions for receipt application.
8. Enter an Apply Date (optional). If the receipt date is later than the current date, the default is the receipt date; otherwise the default is the current date. Receivables uses this date as the application date for all transactions included in this application.
9. To view the transactions matching your selection criteria without marking them for application, choose Preview. This lets you choose to which transactions you want to apply this receipt (see next step).
To automatically mark the transactions matching your selection criteria for application, choose Apply. Receivables selects each transaction for application in the order queried until the full amount of the receipt is applied. Marked transactions will be paid in full with any discounts automatically taken.
10. If you chose Preview, select transactions for application by checking the Apply check box. Receivables enters the Amount Applied and updates the Unapplied Amount of the receipt and the Balance Due for each transaction.
The default Amount Applied is either the open amount of the transaction or the unapplied amount of the receipt, but you can change it (for example, if you want to apply this receipt to more than one transaction). If the unapplied amount of the receipt is greater than or equal to the transaction, the default amount applied is the remaining amount of the transaction. If the unapplied amount of the receipt is less than the remaining amount of the transaction, the default amount applied is the unapplied amount of the receipt. If the unapplied amount of the receipt is currently negative, the default amount applied is the remaining amount of the transaction (to prevent the negative unapplied amount from increasing).
If you chose Apply, you can either accept how Receivables has marked each transaction for application, or modify this information. Unchecking the Apply check box resets the balance due for that transaction and increases the unapplied amount of the receipt. You can update the Amount Applied, select a different transaction, or leave the receipt partially unapplied.
11. To place any remaining amount on account, use the down arrow to insert a new record, then enter 'On Account' in the Apply To field. The default amount is the unapplied amount of the receipt, but you can change it.
12. If you are using Oracle Marketing Online's Trade Management functionality, then you can place any over payment or short payment, whether invoice related or non-invoice related, into claim investigation. Creating a claim is a manual process
13. When you are satisfied with this receipt application, save your work. Receivables updates your customer's account balances.
Manually Applying Receipts
To manually apply a receipt to one or more transactions:
1. Navigate to the Receipts window.
2. Enter or query the receipt to apply.
3. If the receipt is unidentified, enter the name or number of the customer who remitted this receipt.
4. Choose Applications.
5. In the Apply To field, from the list of values, select the transaction to which you want to apply this receipt.
Note: If you want to include closed invoices in the list of values, then you must first check the Show Closed Invoices check box from the Tools menu.
Receivables enters the Amount Applied for this receipt and updates the Unapplied Amount of the receipt and the Balance Due for this transaction. If the system option Allow Payment of Unrelated Invoices is set to Yes, you can apply this receipt to an unrelated customer's transactions.
The default Amount Applied is either the open amount of the transaction or the unapplied amount of the receipt, but you can change it (for example, if you want to apply this receipt to more than one transaction).
Note: The default Discount is the amount of earned discounts available for this application, but you can change it. If the system option Allow Unearned Discounts is Yes, you can apply these discounts here. Receivables skips this field if this transaction is a credit memo.
. To apply this receipt to another transaction, repeat step 5.
7. To place an amount on account, enter 'On Account' in the Apply To field. The default amount is the unapplied amount of the receipt, but you can change it.
Receivables marks any portion of this receipt that you do not apply or place on-account as 'Unapplied'.
8. If you are using Oracle Marketing Online's Trade Management functionality, then complete this step. If you are not using Trade Management, then skip to the next step.
Receivables integrates with Trade Management to let you record, research, and resolve your customers' short payments and over payments on their receipts. These payment discrepancies are called claims.
You can place any short payment or over payment into claim investigation when entering a receipt in the Applications window. When you save the application, the claim is automatically sent to Trade Management, which then populates the Application Reference field with the claim number.
9. When you are satisfied with this receipt application, save your work. Receivables updates your customer's account balances.
You can apply a receipt to an unrelated customer's debit items if the system option Allow Payment of Unrelated Invoices is set to Yes. You can apply a receipt to a related customer's debit items if the Related Customers check box is checked. You cannot apply an unidentified receipt; you must specify the customer who remitted the receipt before you can apply it to a transaction.
You can also combine on-account credits with a customer's receipts to increase the amount you can apply to debit items, leave partial receipt amounts unapplied, or place an amount on-account. If you leave partial receipt amounts unapplied, you can write off the remaining receipt balances
You can apply receipts in the same foreign currency as your transactions. Enter foreign currency exchange rate information using predefined exchange rates, or enter your own rate. When you post a foreign currency receipt application to the general ledger, Receivables records a realized gain or loss amount.
If you have set up Receivables to use cross currency receipts, you can apply a receipt in one currency to one or more transactions in different currencies.
To automatically apply a receipt to several transactions:
1. Navigate to the Receipts window.
2. Query or enter the receipt to apply.
3. If the receipt is unidentified, enter the name or number of the customer who remitted this receipt.
4. Choose Mass Apply.
5. Specify the transactions to which you want to apply this receipt by entering transaction selection criteria. For example, enter a range of transaction types, transaction numbers, due dates, transaction dates, balances, or PO numbers. Leave a field blank if you do not want to limit the search to transactions matching that criteria.
6. Specify how to order selected transactions by entering Sort Criteria (optional). You can mark transactions by Balance Due, Due Date, Invoice Date, or Invoice Number and in Ascending or Descending order. For example, to order items with the largest balances first, choose Balance Due, Descending.
7. Specify which types of transactions to include in your query by checking or unchecking the appropriate check boxes. You can choose Invoices, Credit and Debit Memos, Deposits, Chargebacks, and Disputed Transactions.
Use the Related Customers check box to specify the customer whose transactions you want to apply this receipt to. If you do not check the Related Customers check box, then Receivables selects only the specified customer's transactions for receipt application. If you check the Related Customers check box, then Receivables selects all related customers' transactions for receipt application.
8. Enter an Apply Date (optional). If the receipt date is later than the current date, the default is the receipt date; otherwise the default is the current date. Receivables uses this date as the application date for all transactions included in this application.
9. To view the transactions matching your selection criteria without marking them for application, choose Preview. This lets you choose to which transactions you want to apply this receipt (see next step).
To automatically mark the transactions matching your selection criteria for application, choose Apply. Receivables selects each transaction for application in the order queried until the full amount of the receipt is applied. Marked transactions will be paid in full with any discounts automatically taken.
10. If you chose Preview, select transactions for application by checking the Apply check box. Receivables enters the Amount Applied and updates the Unapplied Amount of the receipt and the Balance Due for each transaction.
The default Amount Applied is either the open amount of the transaction or the unapplied amount of the receipt, but you can change it (for example, if you want to apply this receipt to more than one transaction). If the unapplied amount of the receipt is greater than or equal to the transaction, the default amount applied is the remaining amount of the transaction. If the unapplied amount of the receipt is less than the remaining amount of the transaction, the default amount applied is the unapplied amount of the receipt. If the unapplied amount of the receipt is currently negative, the default amount applied is the remaining amount of the transaction (to prevent the negative unapplied amount from increasing).
If you chose Apply, you can either accept how Receivables has marked each transaction for application, or modify this information. Unchecking the Apply check box resets the balance due for that transaction and increases the unapplied amount of the receipt. You can update the Amount Applied, select a different transaction, or leave the receipt partially unapplied.
11. To place any remaining amount on account, use the down arrow to insert a new record, then enter 'On Account' in the Apply To field. The default amount is the unapplied amount of the receipt, but you can change it.
12. If you are using Oracle Marketing Online's Trade Management functionality, then you can place any over payment or short payment, whether invoice related or non-invoice related, into claim investigation. Creating a claim is a manual process
13. When you are satisfied with this receipt application, save your work. Receivables updates your customer's account balances.
Manually Applying Receipts
To manually apply a receipt to one or more transactions:
1. Navigate to the Receipts window.
2. Enter or query the receipt to apply.
3. If the receipt is unidentified, enter the name or number of the customer who remitted this receipt.
4. Choose Applications.
5. In the Apply To field, from the list of values, select the transaction to which you want to apply this receipt.
Note: If you want to include closed invoices in the list of values, then you must first check the Show Closed Invoices check box from the Tools menu.
Receivables enters the Amount Applied for this receipt and updates the Unapplied Amount of the receipt and the Balance Due for this transaction. If the system option Allow Payment of Unrelated Invoices is set to Yes, you can apply this receipt to an unrelated customer's transactions.
The default Amount Applied is either the open amount of the transaction or the unapplied amount of the receipt, but you can change it (for example, if you want to apply this receipt to more than one transaction).
Note: The default Discount is the amount of earned discounts available for this application, but you can change it. If the system option Allow Unearned Discounts is Yes, you can apply these discounts here. Receivables skips this field if this transaction is a credit memo.
. To apply this receipt to another transaction, repeat step 5.
7. To place an amount on account, enter 'On Account' in the Apply To field. The default amount is the unapplied amount of the receipt, but you can change it.
Receivables marks any portion of this receipt that you do not apply or place on-account as 'Unapplied'.
8. If you are using Oracle Marketing Online's Trade Management functionality, then complete this step. If you are not using Trade Management, then skip to the next step.
Receivables integrates with Trade Management to let you record, research, and resolve your customers' short payments and over payments on their receipts. These payment discrepancies are called claims.
You can place any short payment or over payment into claim investigation when entering a receipt in the Applications window. When you save the application, the claim is automatically sent to Trade Management, which then populates the Application Reference field with the claim number.
9. When you are satisfied with this receipt application, save your work. Receivables updates your customer's account balances.
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