ACCOUNTS RECEIVABLE TRANSACTION ENTRIES

1. TRANSACTION (NORMAL) :

RECEIVABLE A/C-DR
TO REVENUE A/C

2. CREDIT (+)

RECEIVABLE A/C-DR
TO REVENUE A/C

3. ADJ (-) (REVERSE)

DR

:
:

REVENUE A/CTO RECEIVABLE A/C

4. DEBIT (+)
5. DEPOSIT

RECEIVABLE A/C-DR
TO REVENUE A/C

RECEIVABLE A/C-DR
TO UNEARNED REVENUE

A/C
6. ADJ (REVERSE)
REVENUE A/C-DR

UN EARNED
TO RECEIVABLE A/C

7. GUARNTEE (SHARES)
RECEIVABLES A/C-DR

TO UNEARNED REVENUE

A/C
8. ADJ (REVERSE)
REVENUE A/C-DR

UN BILLED

UN EARNED
TO UN BILLED

RECEIVABLES A/C
9. CHARGE BACK (NORMAL INVOICE):
00,000)
00,000)
10. CHARGE BACK (PAYMENT ENTRY):
(1,00,000)
(80,000)

RECEIVABLES A/C-DR

(1,

TO REVENUE A/C

(1,

CONFORMED CASH A/C-DR

TO RECEIVABLES A/C
TO UN APPLIED CASH A/C

(20,000)
11. CHARGE BACK (FOLLOWING MONTH INVOICE ADJ):
RECEIVABLE A/C-DR
(20,000)
TO REVENUE A/C
(20,000)

12. REFUND (NORMAL INVOICE)

(1, 00,000)

13. BANK REMITTANCE

(1,50,000)
(DEPOSIT)
(1,50,000)

REMITTANCE A/C-DR
TO CONFORM CASH A/C

CONFORM CASH A/C-DR

TO RECEIVABLES A/C

(1,00,000)

TO UNAPPLED CASH A/C

(50,000)
15. REFUND
(1,50,000)

RECEIVABLE A/C-DR
TO REVENUE A/C

(1,00,000)

14. UN APPLIED
(1,50,000)

CONFORM CASH A/C-DR

TO RECEIVABLES A/C

(1,00,000)

TO REFUND A/C

(50,000)

Bills In ADVANCE Amt = 6000 for 3 months

Jan to Mar
(JAN) RECEIVABLES A/C DR
3000
TO UNEARNED REVENUE A/C
3000
UNEARNED REVENUE A/C DR
1000
TO REVENUE A/C
1000
(FEB)
UNEARNED REVENUE A/C DR
1000
TO REVENUE A/C
1000
1000
1000

(MAR)

UNEARNED REVENUE A/C DR

TO REVENUE A/C

Bills In ARRERS Amt = 6000 for 3 months

Jan to Mar
(JAN)
UN BILLED RECEIVABLES A/C DR
1000
TO REVENUE A/C
1000

(FEB)
A/C DR

1000

TO REVENUE A/C

1000
A/C DR

UN BILLED RECEIVABLES

(MAR)
1000

UN BILLED RECEIVABLES

TO REVENUE A/C
1000 (MAR)
RECEIVABLES A/C DR
3000
TO UNBILLED RECEIVABLES
A/C
3000

FIXED ASSETS TRANSACTION

ENTRIES
1. ASSET PURCHASE

ASSET CLEARING A/C-DR

TO AP LIABILITY A/C

2. MASS ADDITIONS

ASSET COST A/C-DR

TO ASSET CLEARING A/C

3. CIP - PURCHASE
CIP (CONSTRUCTION IN PROGRESS)

CIP CLEARING A/C-DR

TO AP LIABILITY A/C

4. CIP - ADD

CIP COST A/C-DR

TO CIP CLEARING A/C

5. CAPTIALIZE CIP

ASSET COST A/C-DR

TO CIP COST A/C

6. ASSET REVALUE

ASSET COST A/C-DR

TO ACCUMULATED DEP
A/C

TO REVALUE REVERSE

A/C
7. ASSET RETIRED
DR

ACCUMULATED DEP A/CPROCEED OF SALES A/C-DR

TO ASSET COST A/C
TO DEPRECIATION A/C

8. ASSET REMOVAL
DR

ACCUMULATED DEP A/CPROCEED OF SALES A/C-DR

TO ASSET COST A/C
TO DEPRECIATION A/C
TO COST REMOVAL A/C

9. TRANSFER

ASSET COST A/C-DR

DEPRECIATION A/C-DR
TO ACCUMULATED

DEPRECIATION A/C

PROCURE TO PAY (P2P) LIFE CYCLE

ENTRIES
RECEIPT:
GOODS TRANSFERED TO STAGING AREA
A/C-DR

RECEIVABLE ITEM

TO AP ACCURAL A/C
GOODS TRANSFERED TO STAGING INVENTORY
INVOICE:
WE CAN MATCH INVOICE WITH PO
WE CAN RAISE NORMAL INVOICE

:
INVENTORY A/C-DR
TO RECEIVABLE ITEM A/C
:

AP ACCRUAL A/C-DR
TO LIABILITY A/C
ITEM EXPENSE A/C-DR

TO LIABILITY A/C
WE CAN MAKE PAYMENT

RECONCILE:
IF WE FOLLOW RECONCILE

LIABILITY A/C-DR
TO CASH CLEARING A/C

CASH A/C-DR
TO CASH CLEARING A/C
LIABILITY A/C-DR
TO CASH CLEARING A/C

IF WE ARE NOT FOLLOW RECONCILE

GENERAL LEDGER (GL) ENTRY:
TRANSFER TO GL

PREPAYMENT:
Raise Pre payment for Rs 1000
PREPAYMENT A/C DR 1000
TO LIABILITY A/C
1000
MAKE PAYMENT
LIABILITY A/C DR
TO CASH CLEARING A/C

1000
1000

INVENTORY A/C-DR
TO CASH A/C

BUT PURCHASED ONLY FOR 800

ITEM EXPENCE A/C DR
800
TO LIABILITY A/C
800
ADJUSTING TO PRE PAYMENT
LIABILITY A/C DR
800
TO PRE PAYMENT A/C
800
2 nd INVOIVE RAISE CR / DR MEMO
ITEM EXPENCE A/C DR
800
TO LIABILITY A/C
800
MAKE PAYMENT
CASH CLEARING A/C DR 200
TO LIABILITY A/C 200

ORDER TO CASH (O2C) LIFE CYCLE

ENTRIES
SALES ORDER PICK RELEASE
SUB INVENTORY A/C-DR
TO SUB INVENTORY A/C
SALES ORDER ISSUE
COGS A/C-DR

MOVE GOODS TO

TO SUB INVENTORY A/C

TRANSACTION LEVEL
RECEIVABLES A/C-DR
TO FREIGHT A/C
TO TAX A/C
TO REVENUE A/C

RECEIPTS WITH
REMITENCE METHOD

RECEIPTS WITH NO
REMITENCE METHOD

AT THE TIME OF ENTRY

CONFIRMED RECEIPTS A/C-DR
TO UN APPLIED A/C

BEFORE APPLICATION OF RECEIPT

CASH A/C DR
TO UNAPPLIED A/C

ON REMITENCE TO BANK
REMITENCE RECEIPTS A/C DR
TO CONFIRMED RECEIPTS A/C

AFTER APPLICATION OF THE

RECEIPT TO THE TRANSACTION
UN APPLIED A/C DR
TO RECEIVABLES A/C

ON CLEARENCE OF CHEQUE
CASH A/C DR
TO REMITENCE RECEIPTS A/C

IN CASE OF RECEIPT WITHOUT

CUSTOMER / TRANSACTION
CASH A/C DR
TO UN-IDENTIFIED A/C
WHEN CUSTOMER / TRANSACTION
IS IDENTIFIED
UN-IDENTIFIED A/C DR
TO UNAPPLIED A/C

Function Activities
1 Definition
2 Operational Analysis As Is
3 Solution Design To Be
4 Build Set up
5 Transition Testing
6 Production User manual

Document No
1 CR010
2 RD10
3 RD20
4 RD 50
5 BR030
6 BR010
7 MD050

Documents
CR010
RD10, RD20, RD50
BR30, BR10
BR100
TE40, MD50, MD70
GO LIVE

Description
Project Management Plan
Identify Current Financial and OperatingStructure
Conduct Current Business Baseline
Gather Business Requirement
Business Requirement Solutions
Gap Analysis
Gaps are to be customized and will be build
Solution from Functional Design

8 MD070
9 BR100
10 TE020
11 TE040
12 TE 050
13 TE130

Technical Solutions for Functional Design

Define Application Set ups (Set Up / Build)
Test - Unit level
Test Scripts
Integration (CRP)
Bugs Identified by client will be recorded to
Generate in MD 50

MONTH END PROCESS PAYABLES

1.

Complete Transactions : that means Completing all transactions for Oracle Payables

.. Complete Invoicing and Credits

.. Complete Prepayments

.. Complete Expense Reports

.. Complete Invoice Import

you can use Invoices On Hold Report

2.

Approve Invoices :The Payables Approval process is run to try to approve all unapproved invoices in the
system, so that they can be paid by Oracle Payments and posted to the General Ledger

3.

Complete Payments

4.

Reconcile Payments/Bank Statements

5.

Resolve Potential Accounting Issues

o

Create Accounting

Journal Entries Report

Unaccounted Transactions Report

6.

Post (GL) Payables Transactions

7.

Review Accounting
1.

Payables Accounting Process Report

2.

Posted Invoices Register

3.

Posted Payments Register

Unaccounted Transactions Sweep

Close Payables Period

o

Sub-ledger Period Close Exceptions Report

2
3
4
5
6
7
8
9

Accrue Un-invoiced Receipts

10 Reconcile Payables Activity to GL

1) AP Trial Balance Report (Account definition, Data Mgr Program)
2) Third Party Balances Report
3) Account Analysis Report
Mass Addition Transfer to Assets
While doing the reconciliation, you might have these issue
1.

Transactions do not appear in Open Account Balances Listing report

2.

Accounting does not appear in Account Analysis report

3.

Cancelled invoices/payments result in errors in accounting and reports

4.

Create accounting program errors

5.

Transfer to GL program errors

These are known issues and you check with corresponding metalink note.
Make sure you should follow the best Practice
1.

It always encouraged to include all LIABILITY accounts in Open Account Balances Report Definition.

2.

Explore the Control Account feature with Third Party Balances report.

3.

You should avoid reversing batches (or modifying Journals) in GL, if transferred by SLA.

4.

Always use Period Close Exception report prior to closing Periods in GL and reconciling to Account Analysis &
Trial Balance reports.

5.

You can use only SLA or GL (not both) to create manual journal entries for sub-ledger transaction
corrections.

PAYABLES INTERFACE TABLES

AP_INVOICES_INTERFACE
AP_INVOICE_LINES_INTERFACE
AP_SUPPLIERS_INTFACE
AP_SUPPLIER_SITES_INTERFACE
AP_SUPPLIER_SITE_CONTACT_IN
TERFACE

PAYABLES BASE TABLES

AP_INVOICES_ALL
AP_INVOICE_LINES_ALL
AP_INVOICE_DISTRIBUTIONS_ALL
AP_INVOICE_PAYMENTS_ALL
AP_PAYMENT_SCHEDULES_ALL
AP_PAYMENT_DISTRIBUTIONS_ALL
AP_PAYMENT_HISTORY_ALL
AP_BANK_ACCOUNTS_ALL
AP_BANK_ACCOUNT_USES_ALL
AP_EXPENSE_REPORTS_ALL
AP_EXPENSE_REPORT_HEADERS_AL
L
AP_EXPENSE_REPORT_LINES_ALL
AP_EXPENCES_REPORT_DISTRIBUTI
ONS_ALL
AP_BATCHES_ALL
AP_TERMS
AP_LOOKUP_CODES
AP_ACCOUNTING_EVENTS_ALL
AP_CHECKS_ALL
AP_HOLDS_ALL
AP_CARD_CODES
AP_CARDS_ALL
AP_CARD_CODES_ALL
AP_CARD_CODE_SETS_ALL

Month End Process RECEIVABLES

1.

Complete Transactions

2.

Review Unapplied Receipts

3.

Reconcile Receipts to Bank Statement

4.

Change Period Status to Close Pending

5.

Create Accounting

6.

Review Un-posted Items Report

7.

Reconcile Transaction Activity

8.

9.

Transaction Register

Sales Journals

Receipt Register

Receipt Journals Report

Journal Entries Report

Reconcile Outstanding Customer Balances

o

Aging Report (run for last period)

Transaction Register

Adjustments Register

Invoice Exceptions

Applied Receipts Register

Unapplied Receipts Register

Aging Report (run for this period)

Post (GL) Receivables Transactions

o

Print Invoices

Print Statements

Print Dunning

10. Reconcile Receivables Activity to GL

o

AR Reconciliation Report

AR-GL Reconciliation Report

Third Party Balances Report

Account Analysis Report

11. Close Receivables Period

o

Sub-ledger Close Exceptions Report

Change Period Status to Closed

Open Next Period

12. Do your Tax Reporting

13. ACCOUNTS RECEIVABLES

14. SELECT * FROM ALL_OBJECTS WHERE OBJECT_NAME LIKE 'AR_P%L' AND OWNER='AR'

15.
16. INTERFACE TABLES OF AR

17. BASE TABLES

18. HZ_PARTY_INTERFACE

19.

20. HZ_PARTY_INTERFACE_ERRORS

21.

22. RA_INTERFACE_LINES_ALL

23.

24. RA_INTERFACE_ERRORS_ALL

25.

26. A)

27. A ) Customer Conversion

Customer Conversion:

28. RA_CUSTOMERS_INTERFACE_ALL

29. RA_CUSTOMERS,

30. RA_CUSTOMER_PROFILES_INT_ALL

31. RA_ADDRESSES,

32. RA_CONTACT_PHONES_INT_ALL

33. RA_SITE_USES_ALL,

34. RA_CUSTOMER_BANKS_INT_ALL

35. RA_CUSTOMER_PROFILES_ALL,

36. RA_CUST_PAY_METHOD_INT_ALL

37. RA_PHONES etc

38. B) Auto Invoice:

39. B) Auto Invoice:

40. RA_INTERFACE_LINES_ALL,

41. RA_CUSTOMER_TRX_ALL

42. RA_INTERFACE_DISTRIBUTIONS_ALL

43. RA_CUSTOMER_TRX_LINES_ALL

44. RA_INTERFACE_SALESCREDITS_ALL,

45. RA_CUST_TRX_LINE_GL_DIST_ALL

46. RA_INTERFACE_ERRORS_ALL

47. RA_CUST_TRX_LINE_SALESREPS_ALL

48.

49. RA_CUST_TRX_TYPES_ALL

50. C) Auto Lock Box :

51. C) Auto Lock Box :

52. AR_PAYMENTS_INTERFACE_ALL

53. AR_CASH_RECEIPTS_ALL,

54. (POPULATED BY IMPORT PROCESS)

55. AR_RECEIVABLE_APPLICATIONS_ALL,

56. Interim tables :

57. AR_PAYMENT_SCHEDULES_ALL

58. AR_INTERIM_CASH_RECEIPTS_ALL

59. (All Populated by post quick cash)

60. (All Populated by Submit Validation)

62. AR_INTERIM_CASH_RCPT_LINES_ALL,

61.
63.

64. AR_INTERIM_POSTING :,

65.

66.

67.

68.

Month End Process FIXED ASSETS

1. Load & Reconcile Bank Statements

o

Auto-Reconciliation Execution Report

2. Resolve Exceptions
3. Create Miscellaneous Transactions
4. Resolve Un-reconciled Lines
o

Bank Statement Detail Report

Transactions Available for Reconciliation Report

5. Reconcile to GL
o

GL Reconciliation Report

Account Analysis Report for Cash Account

69. If you are coming from 11i, there is slightly change in FA Period Closure process because of SLA.

70. Here are steps & procedures for performing period-end processing in Oracle Assets Release 12.
71. In FA, at period end, we require to run depreciation for depreciation books set up for the organization, and
to Create accounting for Oracle General Ledger. Oracle Assets has only a single open depreciation period in
each depreciation book.

72.
73. 1. Complete All Transactions for the Period Being Closed
74. You need to ensure that all transactions have been entered for the period being closed. Once a depreciation
period in Oracle Assets has been closed, it cannot be re-opened. Check that no-one is entering transactions
as Oracle Assets prevents transaction data entry while the Depreciation Run Process is running. You need to
complet all transactions for Oracle Assets:

Prepare and Post Mass Additions

Complete Manual Additions

Complete Adjustments

Complete Retirements

Complete Transfers

Complete Reinstatements

75. 2. Then if you required, you need to assign distribution lines to all assets.
76. If an asset has not been assigned to a distribution line, the period end Depreciation Process will not
complete, and will not close the period. Take the advantage of running "Assets Not Assigned to Any Cost
Centers Listing " report to determine which assets have not been assigned to a distribution line.
77. 3. Run Calculate Gains and Losses
78. This is optional , the Calculate Gains and Losses program for retirements can be submitted prior to running
depreciation. The Calculate Gains and Losses process is performed independently for each depreciation
book.
79. 4. Run the depreciation
80. In Release 11i when you ran depreciation you would automatically close the period whereas in Release 12
you can now run depreciation without closing the period.
81. 5. Create accounting
82. Create Journal Entries (FAPOST) is replaced by Create Accounting Assets process (FAACCPB)
83. 6. RollBack Depreciation for adjustment
84. When you are trying to do adjustment on a particular asset, FA automatically rolls-back depreciation for that
particular asset.This is one of the area where you will experience change if you are coming from other
versions.
85. 7. Once you are sure that all the balances are correct you need to run depreciation and close the
period.

86. 8. Create accounting

87. You need to run "create accounting" very similar as mention in step 5.
88. 9. Post Asset Transaction in GL
89. You need to make sure the step 8 must be completed only if you done transfer and posting for the
accounting entries to GL.
90. These steps are basically takes care of data movement , then next step for you to tie FA and GL.
91. For reconciliation of assets you need to take advantage of some of seeded and newly added report that will
help business user to reconcile and closing the period.
92. 10. Reconcile your Fixed Asset and GL

Reconcile Assets to the GL Using Reports

o

Journal Entry Reserve Ledger - reconcile with the Account Analysis with Payables Details Report.

Tax Reserve Ledger Report

Account Reconciliation Reserve Ledger Report

Balance Report
o

Cost Detail and Cost Summary Reports

CIP Detail and CIP Summary Reports

Reserve Detail and Reserve Summary Reports

Revaluation Reserve Detail and Revaluation Reserve Summary Reports

GL Report
o

Journal - posted/Un-posted

Account analysis

93. Once these reports can tally, there is no way that your P & L report is not going to tally.

94.

MONTH END PROCESS RECONCILIATION

95. As requested by some of reader , Here are steps and checklist for R12 AR Month End Close and
Reconciliation.
96. 1. Complete All Transactions for the Period Being Closed
97. 2. Complete and review your unapplied receipts
98. 3. Reconcile Receipts to Bank Statement Activity for the Period
99. 4. Change period status to Close Pending
100.

Navigate ControlAccountingOpen/Close Periods

101.

Do not get confused with various statuses of periods:

Closed: Journal entry, posting, and transaction entry are not allowed unless the accounting period is
reopened. Receivable verifies that there are no un posted items in this period. Receivables do not let you
close a period that contains un posted items.

Close Pending: Similar to Closed, but does not validate for Un posted items. Journal entry, posting, and
transaction entry are not allowed unless the accounting period is reopened.

Future: This period is not yet open, but you can enter transactions in this period. However, you cannot post
in this period until you open it.

Not Opened: This period has never been opened and journal entry and posting are not allowed.

Open: Journal entry and posting are allowed.

102.
103.
104.

5.Create accounting

105.
Due to the introduction of the Subledger Accounting Architecture in Release 12 this step is new, as it
enables you to create accounting for your completed transactions, which will be feed into General
Ledger.Check it out old Notes (here, here, here )for SLA Process.
106.

6.Review Unposted Items Report

107.
You can review the Unposted Items Report to determine if any exceptions have been encountered,
that will need to be resolved, to ensure all accounting has been successful for all transactions.
108.
109.
110.
111.
112.
113.
114.
115.

7.Reconcile Transaction Activity for the Period (Transaction & Receipt)

Run Journal Entries Report

116.
Transaction Register Total for Postable Items = Sales Journal by GL Account for the Receivable
Account Type (Total DRTotal CR)

Receipt Register

Receipt Journals Report

117.
In theory this step is unchanged between Release 11i and Release 12. Its just important to note
that you should not be trying to reconcile distributions on transactions to account balances, as these are not
necessarily the final accounting for these transactions.

118.
1.Check that Receivables Receipts Balance by running the Receipt Journal report and the Receipt
Register for the same GL Date range.
119.
2. Use the Receipt Journal to View information about Receipts that appear in your Journal Entries
report. Use the Receipt Register to Review a list of receipts for the date range that you specify. The total of
the Receipt Journal should equal the total of all receipts in the Receipt Register. These reports display
information about both InvoiceRelated and Miscellaneous Receipts.
120.

8.Reconcile outstanding customer balances

Aging Report (last period)

Transaction Register

Adjustments Register

Invoice Exceptions

Applied Receipts Register

Unapplied Receipts Register

Aging Report (this period)

121.
Most of these reports havent changed between Release 11i and Release 12, except that they look at
the SLA tables instead of the AR tables.
122.
If you are coming from 11i to R12, you should note that there is change in Aging Repots (Aging - 7
Buckets ) Behaviour .
123.

Few High Points of Changes are:[Adpoted User Guide]

Release 12 the data is pulled from the SLA tables after when Create Accounting is run.

In release 11i, all the transactions used to appear on all the Aging Reports.
o

The transactions are classified into three sections, namely:

1. Those transactions, which were accounted for in GL through the GL interface program.
2. Those transactions, for which accounting could not be generated because they were created with
the flagPost to GL as un-checked.
3. Those transactions, which were created with transaction type having the flag Post to GL as
checked but were however, not interfaced to GL.

124.

9.Post Receivables transactions in General Ledger

125.

10.Reconciling AR and GL Balances

126.

The following is a list of the Critical Reports required for Reconciliation between AR and GL

Journal Entries Report (AR)

Sales Journal by GL Account Report (AR)

Receipt Journal Report (AR)

Account Analysis Subledger Detail-180 Char (GL)

Third Party Balance Report (New to R12)

AR Reconciliation Report (AR)

127.
128.

The Total Activity in a period is calculated as follows:

129.
Transaction Register for the Period
(-) Applied Receipts Register for the Period
(-) Un-Applied Receipts Register for the Period
(+) Adjustments Register for the Period
(-) Invoice Exceptions for the Period
(+) Rounding Differences for the Period
(+) Credit Memo gain/loss for the Period
130.
131.
132.

11.Close AR Period

Subledger Close Exception Period

133.
From Receivables Responsibilities.
Navigate to Control --> Requests --> Run
Sub-ledger Period Close Exceptions Report

Change Period status to Closed

Open next Period

134.

135.
136.
137.
138.
139.
140.
141.
142.
143.
144.
145.
146.
147.
148.
149.
150.
151.
152.
153.
154.
155.

Thats all about R12 Month End Close and Reconciliation of AR.