the requirements of AutoInvoice for the case study in Note 1067402.1, Setting Up AutoInvoice for Release 12: A Case Study using a Simple Script.
use in the Transactions Workbench when creating transactions manually

Autoaccounting is used in conjunction with the GL Accounting Key Flexfield. It is used by Oracle Receivables to derive the segment values (such as Company, Account, Department) for the GL accounts. Autoaccounting is called when creating transactions manually or through Autoinvoice. It is used for Invoices, Credit Memos and Debit Memos.

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SOLUTION

1. Accounts which can be setup to use AutoAccounting

You can define AutoAccounting for the following accounts:

Autoinvoice Clearing - Formerly called Suspense Account, is used to specify the clearing account for your imported transactions. This account holds any difference between the specified revenue amount and the selling price times the quantity for imported invoice lines. This account will be used if you enable Create Clearing, in the Autoinvoice Options tab for the batch source of your imported transactions.
Bills Receivable - This account is used to record the Receivable amount for a completed or accepted Bills Receivable
Factored Bills Receivable - This account is used to record the Receivable amount for Bills
Receivable transactions remitted as Factored with Recourse
Freight - This account will be used to record Freight amounts, it cannot be based on tax code.

Note: If you choose standard item as a source, you will not be able to import invoices with header level freight though Autoinvoice.

Receivable - This account is used to record the Receivable amounts for transactions, it cannot be based on your inventory item or tax code
Remitted Bills Receivable - This account is used to record the Receivable amounts when remitting a Bills Receivable with Standard Remittance
Revenue - This account is used to record the Revenue amounts, it cannot be based on tax code.
Tax - This account is used to record the Tax amounts.
Unbilled Receivable - This account is used for transactions which use the Bill in Arrears invoicing rule, it cannot be based on tax code.
Unearned Revenue- This account is used for transactions which use the Bill in Advance invoicing rule, it cannot be based on tax code.
Unpaid Bills Receivable- This account is used to record the Receivable amount when you mark a Bills Receivable as Unpaid.

2. Sources for AutoAccounting

Depending upon which of the above accounts you are setting up, the value for the source of each segment can come from various Table Sources as shown in the following table.

GL Account	Source Table Name
Autoinvoice Clearing	Salesreps Sites Standard Lines Transaction Types
Bills Receivable	Transaction Types Sites
Factored Bills Receivable	Remittance Banks Sites Transaction Types
Freight	Salesreps Sites Standard Lines Transaction Types
Receivable	Salesreps Sites Transaction Types
Remitted Bills Receivable	Remittance Banks Sites Transaction Types
Revenue	Salesreps Sites Standard Lines Transaction Types
Tax	Salesreps Sites Standard Lines Taxes Transaction Types
Unbilled Receivable	Salesreps Sites Standard Lines Transaction Types
Unearned Revenue	Salesreps Sites Standard Lines Transaction Types
Unpaid Bills Receivable	Sites Transaction Types

a. Bill To Site

Responsibility: Receivables Manager
Navigation: Customers > Customers

Locate the Site with ''Bill-To'' Business Purpose under the Business Purpose Tab, click on Details and check the account settings in the Accounting section.

b. Drawee Site

Responsibility: Receivables Manager
Navigation: Customers > Customers

Locate the Site with ''Drawee'' Business Purpose under the Business Purpose Tab, click on Details and check the account settings in the Accounting section.

Video - Setting up to source AutoAccounting from a Bill-to or Drawee Site (02:11)

c. Remittance Banks

Responsibility: Receivables Manager
Navigation: Setup > Receipts > Banks

Query up the bank and drill down from Bank to Bank Account and check the account settings in General Controls.

Video - Setting up to source AutoAccounting from a Remittance Bank (01:18)

d. Salesreps

Responsibility: CRM Resource manager
Navigation: Maintain Resources > Resources

Enter fields to find the Salesperson you want, click on Resource Details, navigate to the Receivables tab, scroll to the right and find the fields where you can enter Freight, Receivables and Revenue Accounts.

Video - Setting up to source AutoAccounting from a Salesrep (01:04)

e. Standard Lines

Note:

Please keep in mind that to ensure AutoAccounting can derive GL account segments from Standard Lines you need to:

Complete the setup described in this section, ensuring you enter the Sales Account or Revenue Account as described below.
When creating a transaction, (Navigation: Transactions > Transactions), in the Invoice Lines form, you need to use the list of values (LOV) to pick an Inventory Item in the Item field, or a Standard Memo Line in the Description field. Picking from the LOV allows AutoAccounting to look up the set up described in this section and can derive a GL account for your invoice distributions.

If you instead enter free-form text in the Description field of the invoice line, Autoaccounting has no data/information to derive the GL account segments from, and Autoaccounting cannot default a GL account for you. In which case, you would need to enter it manually in the Invoice Distributions form.

i. For an Inventory Item

Responsibility: Receivables Manager
Navigation: Setup > Transactions > Items > Define items

Query the item and in the Invoicing Tab check the value in the Sales Account field.

Video - Setting up to source AutoAccounting from an Inventory Item (00:54)

ii. For a Memo Line

Responsibility: Receivables Manager
Navigation: Setup > Transactions > Memo Lines

Make sure that the Revenue Account is populated.

Video - Setting up to source AutoAccounting from a Memo Line (00:34)

f. Taxes

Having AutoAccounting default from Tax accounts is an involved process. This process is discussed in detail in Note 885225.1, Setting Up Tax Accounting for R12 E-Business Tax and Oracle Receivables.

g. Transaction Types

Responsibility: Receivables Manager
Navigation: Setup > Transactions > Transaction Types

Under the Accounts Tab.

Video - Setting up to source AutoAccounting from Transaction Types (00:42)

3. Setting up AutoAccounting

The way you define the setup dictates what the code will use to ''default'' your accounting segments.

Responsibility: Receivables Manager
Navigation: Setup - Transactions - AutoAccounting

The following screenshot shows a setup, wherein all the segments of the accounting flexfield are constant values.

The next screenshot shows the alternative, wherein you can choose to have the value for a segment be pulled from various sources. The list of values shows that you have the option to source the third segment from the GL accounts that are setup at either: Salesreps, Site or Transaction Types.

If you decide to choose Transaction Type from the list of values, then the third segment of the GL account will come from the third segment of the Receivable account for the transaction type. If we review the screenshot shown above for sourcing from Transaction Types, the GL account for Receivable for the transaction type is 01-000-1210-0000-000, this means that the 3rd segment 1210 will be used when building the default GL account for Receivables.

Video - Setting up AutoAccounting (02:20)

Please note that the setup you perform for AutoAccounting is only to enable the defaulting of the GL accounts, the user is free to change the defaulted value if necessary.

4. Validation of the Accounting flexfield segments built by AutoAccounting

Once all the segments of your accounting flexfield have been derived based on your Autoaccounting setup, it is then validated to ensure it is a valid code combination.

Autoaccounting will check the combination of all segments (e.g. Company, Department, Product) and ensure that it is valid, it exists, has not been disabled and is within the start and end dates if any. This combination must exist in GL and be enabled and postable.

The combination of segments is associated to a code_combination_id (CCID) stored in the GL_CODE_COMBINATIONS table. It is the internal CCID that is stored in the Receivable tables. The General Ledger account number that is exposed to users in the forms or on the reports are the segments comprising the Key Accounting flexfield.

Before you can use a combination of segments, you have to set up the code combinations in GL first.

Responsibility: Receivables Manager
Navigation: Setup > Financials > Accounting > GL Accounts

Alternatively, if your business process allows it, you can enable Dynamic Insertion. This feature will automatically create GL accounts for combinations of segments that were derived by Autoaccounting that do not yet exist in GL. You can define additional controls over what code combinations can be created by defining validation rules, such as cross validation and security must be passed in order for the code combination to be valid.

Responsibility: Receivables Manager
Navigation: Setup > Financials > Flexfields > Key > Segments.
Query on Flexfield Title Accounting Flexfield, check the Allow Dynamic Inserts checkbox

For additional details, refer to the Oracle Receivables Implementation Guide, page 7-3.

5. Troubleshooting

For issues regarding AutoAccounting in AutoInvoice, please review Note 1080995.1, Troubleshooting Autoaccounting in Autoinvoice.

6. Still Have Questions?

To discuss this information further with Oracle experts and industry peers, we encourage you to review, join or start a discussion in the My Oracle Support Receivables Community.

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