Account Receivable Table Information 1. Overview of Transactions entered into Receivables.

This is to show how various transactions entered into Receivables (AR) affect different tables in the database. The transactions that will be covered are:o o o o Invoices Credit Memos On Account Credits Receipts

2. Invoices When you enter an invoice records are inserted into the following tables:o o o o RA_CUSTOMER_TRX_ALL (Invoice Header) RA_CUSTOMER_TRX_LINES_ALL (Line Details) RA_CUST_TRX_LINE_GL_DIST_ALL (Information for posting to GL) RA_CUST_TRX_LINES_SALESREPS_ALL (Sales Credit Information)

Once an Invoice has been marked as "Complete" then it will also have at least one record in the table:o AR_PAYMENT_SCHEDULES_ALL Amounts) (Running Totals for Invoice

Normally each invoice will only have 1 payment schedule record but there may be more if the invoice is to be paid in installments - 1 record per installment. 2.1 RA_CUSTOMER_TRX_ALL Invoice Header information such as the customer details, invoice number, date, where payment should be sent etc. 1 Record per Invoice Key = CUSTOMER_TRX_ID Important Fields TRX_NUMBER - User Entered Invoice Number CUST_TRX_TYPE_ID - Foreign key to RA_CUST_TRX_TYPES BILL_TO_CUSTOMER_ID - Foreign Key to RA_CUSTOMERS SHIP_TO_CUSTOMER_ID - Foreign key to RA_CUSTOMERS TRX_DATE - Invoice Date COMPLETE_FLAG - Y or N 2.2 RA_CUSTOMER_TRX_LINES_ALL Line details, what is being invoiced and how much of it, what tax is applicable. (generated from sequence RA_CUSTOMER_TRX_S)

At least 1 record per Invoice. Key = RA_CUSTOMER_TRX_LINE_ID (from sequence RA_CUSTOMER_TRX_LINES_S) Important Fields CUSTOMER_TRX_ID - Foreign key to RA_CUSTOMER_TRX LINE_TYPE - LINE, TAX, FREIGHT QUANTITY_INVOICED - Line Quantity UNIT_SELLING_PRICE - Price per unit EXTENDED_AMOUNT - Quantity * Price LINK_TO_CUST_TRX_LINE_ID - Null for LINE, for TAX and FREIGHT lines contains the RA_CUSTOMER_TRX_LINE_ID of associated LINE record 2.3 RA_CUST_TRX_LINE_GL_DIST_ALL Information that needs to be posted across to the General Ledger. 1 record for each line record plus 1 for the Invoice Header Key = CUST_TRX_LINE_GL_DIST_ID (from sequence) Important Fields CUSTOMER_TRX_ID - Foreign key to RA_CUSTOMER_TRX CUSTOMER_TRX_LINE_ID - Foreign key to RA_CUSTOMER_TRX_LINES Or Null if this relates to Invoice Header. AMOUNT - Value of distribution entered currency ACCOUNTED_AMOUNT - Value of distribution - book currency CODE_COMBINATION_ID - Foreign key to GL_CODE_COMBINATIONS POSTING_CONTROL_ID - -3 if unposted GL_DATE - Accounting date. GL_POSTED_DATE - Date Invoice posted to GL. 2.4 RA_CUST_TRX_LINE_SALESREPS_ALL Who gets credited for the sale represented by this invoice. Not many people use this functionality and few problems reported on it, so I'll skip it. 2.5 AR_PAYMENT_SCHEDULES_ALL Keeps running totals of the Invoice amounts for line, tax, and freight. Records both the original amounts and the amounts remaining - ie. money expected from the customer. Problems often show up in this table because whenever transactions are applied to Invoices they update the rows in this table. Normally 1 record per Invoice.

Key = PAYMENT_SCHEDULE_ID (from sequence AR_PAYMENT_SCHEDULES_S) Important Fields CUSTOMER_TRX_ID - Foreign key to RA_CUSTOMER_TRX STATUS - (OP)en or (CL)losed ACTUAL_DATE_CLOSED - 31-DEC-4712 if still open, otherwise date payment schedule closed. GL_DATE_CLOSED - 31-DEC-4712 if still open, otherwise The gl date of the closing transaction. AMOUNT_DUE_ORIGINAL - Invoice Total Amount AMOUNT_DUE_REMAINING - Total Amount outstanding for Invoice. AMOUNT_LINE_ITEMS_ORIGINAL - Sum of Invoice Line amounts. AMOUNT_LINE_ITEMS_REMAINING - Outstanding Line amounts. TAX_ORIGINAL - Total Tax for Invoice. TAX_REMAINING - Outstanding Tax for Invoice FREIGHT_ORIGINAL - Total Freight For Invoice FREIGHT_REMAINING - Outstanding Freight AMOUNT_APPLIED - Total payments applied to this Invoice. AMOUNT_CREDITED - Total Credit Memos applied. AMOUNT_ADJUSTED - Total value of adjustments. The payment schedule should balance within itself, ie the following Calculations should be true:AMOUNT_DUE_ORIGINAL = AMOUNT_LINE_ITEMS_ORIGINAL + TAX_ORIGINAL + FREIGHT_ORIGINAL AMOUNT_DUE_REMAINING = AMOUNT_LINE_ITEMS_REMAINING + TAX_REMAINING + FREIGHT_REMAINING AMOUNT_DUE_ORIGINAL = AMOUNT_DUE_REMAINING + AMOUNT_APPLIED - AMOUNT_CREDITED + AMOUNT_ADJUSTED 3. Credit Memos This section refers to Credit Memos that are entered directly against a particular invoice. They are stored in the same tables as the invoices. When you add such a credit it inserts records into the following tables. o o o o o RA_CUSTOMER_TRX_ALL (CM Header) RA_CUSTOMER_TRX_LINES_ALL (CM Line Details) RA_CUST_TRX_LINE_GL_DIST_ALL (GL Posting Info) AR_PAYMENT_SCHEDULES_ALL (CM Running Totals) AR_RECEIVABLE_APPLICATIONS_ALL (How much of CM applied to

Invoice) It will also update the following records on the corresponding Invoice to reduce the outstanding balance by the amount of the credit. o AR_PAYMENT_SCHEDULES_ALL (Invoices Running Totals)

If the profile option "Use Invoice accounting for Credit Memos" is Yes the Credit lines and distribution lines will be copied from those of the invoice being credited. 3.1 RA_CUSTOMER_TRX_ALL Similar information is held for Credits as for Invoices at the header level. 3.2 RA_CUSTOMER_TRX_LINES_ALL Again similar info is held at the line level except that the following fields will also be populated:QUANTITY_CREDITED PREVIOUS_CUSTOMER_TRX_ID (Invoices Customer_trx_id) PREVIOUS_CUSTOMER_TRX_LINE_ID (Invoice line_id) and QUANTITY_INVOICED will be NULL. 3.3 RA_CUST_TRX_LINE_GL_DIST_ALL Similar to Invoice distribution lines. 3.4 AR_PAYMENT_SCHEDULES_ALL (for the Credit Memo) If the credit memo is fully applied to the Invoice then the payment schedule will reflect that. All of the remaining amount fields will be 0, and it will have a closed status. 3.5 AR_RECEIVABLE_APPLICATIONS_ALL This is the key table used to link the credit memo and Invoice together. A record will be inserted here which will be posted to the Ledger and has the following characteristics:Key = RECEIVABLE_APPLICATION_ID (from sequence) Important Fields CUSTOMER_TRX_ID - Key to Credit Memos Header Record CASH_RECEIPT_ID - NULL STATUS - 'APP' lied APPLIED_CUSTOMER_TRX_ID - Key to Invoices Header Record APPLIED_CUSTOMER_TRX_LINE_ID - Key to Invoices Line Record APPLIED_PAYMENT_SCHEDULE_ID - Key to Invoices Payment Schedule AMOUNT_APPLIED - Total amount of Credit applied. LINE_APPLIED - Line amount of Credit applied. TAX_APPLIED - Tax amount of credit applied.

FREIGHT_APPLIED GL_POSTED_DATE

- Freight amount of credit applied - When posted to GL

3.6 AR_PAYMENT_SCHEDULES_ALL (for the Invoice) The various remaining amount fields are reduced by the amount of the credit applied. The AMOUNT_CREDITED contains a running total of credit memos applied against this invoice. 4. On Account Credits Credits that are entered against a specific customer, but not against a Specific invoice are referred to as 'On Account' credits. In terms of the data stored in the tables they are very similar to Credit Memos, the main differences being:o When first entered the payment schedule will be fully remaining. o When first entered no records are inserted into AR_RECEIVABLE_APPLICATIONS_ALL. o The line records will have NULL values in PREVIOUS_CUSTOMER_TRX_ID PREVIOUS_CUSTOMER_TRX_LINE_ID o The distribution lines have to be typed in as there is no invoice to copy them from. It is because of the last point that on account credits can later be applied against any invoice and later reapplied to different invoices. Credits that were entered against a specific invoice will have lines and distributions that specifically match that invoice, so cannot be reapplied to other invoices. 5. Cash Receipts When a receipt is entered the following tables are inserted into:o o o o AR_CASH_RECEIPTS_ALL AR_CASH_RECEIPT_HISTORY_ALL AR_PAYMENT_SCHEDULES_ALL AR_RECEIVABLE_APPLICATIONS_ALL

When it is applied to an Invoice an additional pair of records are inserted into AR_RECEIVABLE_APPLICATIONS_ALL and the Invoices AR_PAYMENT_SCHEDULE_ALL record is updated. 5.1 AR_CASH_RECEIPTS_ALL This stores the basic receipt information, 1 record per receipt. Key = CASH_RECEIPT_ID (from sequence AR_CASH_RECEIPTS_S) Important Fields

AMOUNT - Value of receipt in entered currency RECEIPT_NUMBER - Payment Number entered by user. STATUS - (APP) lied, (UNAPP) lied, (REV) ersed Payment (STOP) payment, (NSF) insufficient funds. It will only change to APP once the Whole amount of the receipt is applied. REVERSAL_DATE - NULL unless receipt reversed PAY_FROM_CUSTOMER - Contains CUSTOMER_ID for RA_CUSTOMERS 5.2 AR_CASH_RECEIPT_HISTORY_ALL Used mainly for automatic receipts, for manually entered receipts this table will normally contain 1 record per receipt. Information from this table is posted to GL. Reversing a receipt inserts a new row into the table. Key = CASH_RECEIPT_HISTORY_ID (from sequence) Important Fields CASH_RECEIPT_ID - Foreign key to AR_CASH_RECEIPTS record. STATUS - CLEARED for manually input receipts. GL_DATE - Accounting date ACCOUNT_CODE_COMBINATION_ID - Key to GL_CODE_COMBINATIONS POSTING_CONTROL_ID -3 if unposted REVERSAL_POSTING_CONTROL_ID - NULL unless payment reversed CURRENT_RECORD_FLAG - Y if this is latest record PRV_STAT_CASH_RECEIPT_HIST_ID- Key to previous receipt history record. 5.3 AR_PAYMENT_SCHEDULES_ALL Each receipt has a record in this table to keep a running total of how much has been applied. The details are similar to those held on Invoices, but there are some significant differences. Key = PAYMENT_SCHEDULE_ID (from sequence) Important Fields CUSTOMER_TRX_ID - NULL CASH_RECEIPT_ID - Foreign key to AR_CASH_RECEIPTS record. AMOUNT_DUE_ORIGINAL - Total amount of receipt (usually negative) AMOUNT_DUE_REMAINING - Unapplied amount of receipt. AMOUNT_APPLIED - How much of this receipt is applied . STATUS - (OP)en or (CL)osed. Will only be

closed if AMOUNT_DUE_REMAINING is zero. All of the fields holding LINE, TAX and FREIGHT amounts are NULL. 5.4 AR_RECEIVABLE_APPLICATIONS One record is inserted into this table when the receipt is first created, all further inserts here are done in pairs as the receipt is applied/unapplied to invoices. i.e. Record 1 { Record 2 { Record 3 { Record 4 { Record 5 UNAPP UNAPP APP UNAPP APP 700 -200 200 -500 500 cross referenced to the Invoice cross referenced to 2nd Invoice

The sum of the amounts on records that have a particular status should add up to the running totals on the payment schedules, but with the opposite sign. i.e. In the example above AR_PAYMENT_SCHEDULES.AMOUNT_DUE_ORIGINAL = -700 AR_PAYMENT_SCHEDULES.AMOUNT_DUE_REMAINING = 0 AR_PAYMENT_SCHEDULES.AMOUNT_APPLIED = -700 UNAPP = 700 -200 -500 = 0 APP = 200 + 500 = 700 Statuses of these records can be:UNAPP - Unapplied APP - Applied ACC - On Account UNID - Unidentified

(Customer Not known)

You can see the application records if you query the invoice/credit/receipt in the Transaction History form. 5.5 AR_PAYMENT_SCHEDULE (Invoice) When the receipt is applied to an Invoice it updates the invoices payment schedule record. The remaining amount fields of the record are reduced by the amount of the payment. If the remaining amount is reduced to zero then the invoices payment schedule will be closed. For Example, if a 200.00 receipt is applied to a 1175.00 invoice which includes 175.00 of tax the invoices payment schedule is adjusted as follows:Before After

AMOUNT_DUE_REMAINING 1175.00 975.00 AMOUNT_LINE_ITEMS_REMAINING 1000.00 800.00 TAX_REMAINING 175.00 175.00 FREIGHT_REMAINING 0.00 0.00 Note that receipts are applied in a fixed sequence:1. Line Amounts 2. Tax Amounts 3. Freight Amounts ie The TAX_REMAINING figure will only start to decrease when the AMOUNT_LINE_ITEMS_REMAINING is zero. This causes problems when trying to apply credits against partly paid invoices. You may need to unapply any payments before you can apply the credit, then reapply the payment again.