Receivables Tables: Points to Consider

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11/17/2018

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Receivables uses the following tables to store all accounts receivable transaction, receipt, and adjustment activity:

• RA_CUSTOMER_TRX
• RA_CUSTOMER_TRX_LINES
• RA_CUST_TRX_LINE_SALESREPS
• RA_CUST_TRX_LINE_GL_DIST
• AR_PAYMENT_SCHEDULES
• AR_ADJUSTMENTS
• AR_RECEIVABLE_APPLICATIONS
• AR_CREDIT_MEMO_AMOUNTS
• AR_CASH_RECEIPTS
• AR_CASH_RECEIPT_HISTORY
• AR_MISC_CASH_DISTRIBUTIONS

Each table stores information needed for one or more types of transactions, receipts, or adjustments. Each data element is stored as a unique record, based on the primary key of the table.

RA_CUSTOMER_TRX and RA_CUSTOMER_TRX_LINES tables

Important columns in the RA_CUSTOMER_TRX table include:

• CUSTOMER_TRX_ID column
• TRX_NUMBER column
• BILL_TO_CUSTOMER_ID column
• TRX_DATE column

The RA_CUSTOMER_TRX table stores invoice, debit memo, and credit memo header information. Each of these transactions is stored as a unique record, based on the primary key customer_trx_id. The transaction number, transaction date, and billing customer are stored in the trx_number, trx_date, and bill_to_customer_id columns respectively.

Additional information stored in this table includes ship-to customer, document sequence number, currency, and a transaction complete setting. The transaction type for the invoice is stored in the RA_CUST_TRX_TYPES table, but can be referenced using the foreign key cust_trx_type_id.

Important columns in the RA_CUSTOMER_TRX_LINES table include:

• CUSTOMER_TRX_LINE_ID column
• CUSTOMER_TRX_ID column
• LINK_TO_CUST_TRX_LINE_ID column
• LINE_TYPE column
• EXTENDED_AMOUNT column

The RA_CUSTOMER_TRX_LINES table stores invoice, debit memo, and credit memo line level information. Each transaction line is stored as a unique record, based on the primary key customer_trx_line_id column. The customer_trx_id column is a foreign key to the RA_CUSTOMER_TRX table.

The line_type column identifies the type of data contained in the record. Valid line types are CHARGES, FREIGHT, LINE, and TAX. Any record with a line type of TAX or FREIGHT refers to the original invoice line from the link_to_cust_trx_line_id column, except for header freight transactions. The total amount for each transaction line is stored in the EXTENDED_AMOUNT column.

RA_CUST_TRX_LINE_SALESREPS and RA_CUST_TRX_LINE_GL_DIST tables

Important columns in the RA_CUST_TRX_LINE_SALESREPS table include:

• CUST_TRX_LINE_SALESREP_ID column
• SALES_REP_ID column
• CUSTOMER_TRX_LINE_ID column
• REVENUE_AMOUNT_SPLIT column
• NON_REVENUE_AMOUNT_SPLIT column
• PREV_CUST_TRX_LINE_SALESREP_ID column

The RA_CUST_TRX_LINE_SALESREPS table stores sales credit assignments for invoice lines. Each assignment is stored as a unique record, based on the primary key cust_trx_line_salesrep_id. If you base your accounting distributions on sales credits, the sales credit assignments in this table map to the RA_CUST_TRX_LINE_GL_DIST table. The sales_rep_id column identifies the salesperson receiving the credit for this transaction. The customer_trx_line_id column is a foreign key to the RA_CUSTOMER_TRX_LINES table.

The revenue_amount_split column stores the amount of the invoice line assigned to this salesperson. The non_revenue_amount_split column stores the amount of the non-header freight and tax lines assigned to this salesperson. If the sales credits are derived based on a percentage of the transaction line rather than a specific amount, the revenue_percent_split and non_revenue_percent_split columns store the percentages of the transaction lines assigned to this salesperson. The prev_cust_trx_line_salesrep_id column references another sales credit assignment to which the current record is being applied.

Important columns in the RA_CUST_TRX_LINE_GL_DIST table include:

• CUST_TRX_LINE_GL_DIST_ID column
• CODE_COMBINATION_ID column
• CUSTOMER_TRX_LINE_ID column
• ACCOUNT_CLASS column
• AMOUNT column

The RA_CUST_TRX_LINE_GL_DIST table stores the accounting distribution for invoice, debit memo, and credit memo transactions. Each distribution is stored as a unique record, based on the primary key cust_trx_line_gl_dist_id. The customer_trx_line_id column is a foreign key to the RA_CUSTOMER_TRX_LINES table.

The account_class column describes the account type, while the code_combination_id column identifies the general ledger account. Valid account classes are CHARGES, FREIGHT, REC, REV, SUSPENSE, TAX, UNBILL, and UNEARN. The account_class REC represents the receivable account distribution. The amount column for REC records is equal to the sum of all invoice lines. Therefore, there is no link to the RA_CUSTOMER_TRX_LINES table and the column customer_trx_line_id is null for these records. The REC record is linked to the RA_CUSTOMER_TRX table from the customer_trx_id column. For all other account classes, credits are represented by positive numbers and debits are represented by negative numbers.

AR_PAYMENT_SCHEDULES table

Important columns in the AR_PAYMENT_SCHEDULES table include:

• PAYMENT_SCHEDULE_ID column
• AMOUNT_DUE_ORIGINAL column
• AMOUNT_DUE_REMAINING column
• CUSTOMER_TRX_ID column
• CASH_RECEIPT_ID column
• TRX_NUMBER column
• STATUS column
• AMOUNT_APPLIED column
• CLASS column

The AR_PAYMENT_SCHEDULES table stores customer balance information at the transaction level. Each transaction balance is stored as a unique record, based on the primary key payment_schedule_id. The class column identifies the transaction type and determines which columns to update when a transaction is stored.

For billing transactions, the AR_PAYMENT_SCHEDULES table joins the RA_CUSTOMER_TRX table from the customer_trx_id column and stores NULL in the cash_receipt_id column. For payment transactions, the AR_PAYMENT_SCHEDULES table joins the AR_CASH_RECEIPTS table from the cash_receipt_id column and stores NULL in the customer_trx_id column.

This table illustrates the tables updated for billing and payment transactions:

TRANSACTION	CLASS	FOREIGN KEY	TABLE
Invoices	INV	customer_trx_id	RA_CUSTOMER_TRX
Debit Memos	DM	customer_trx_id	RA_CUSTOMER_TRX
Credit Memos	CM	customer_trx_id	RA_CUSTOMER_TRX
Chargebacks	CB	customer_trx_id	RA_CUSTOMER_TRX
Receipts	PMT	cash_receipts_id	AR_CASH_RECEIPTS

The status column identifies whether the transaction is open or closed, while the trx_number column stores the transaction number. The amount_applied column stores the sum of all transactions applied to the balance of the selected transaction. The amount_due_original column equals either the sum of the EXTENDED_AMOUNT column in the RA_CUSTOMER_TRX_LINES table for the given customer_trx_id or the sum of the amount column in the AR_CASH_RECEIPTS table for the given cash_receipts_id. The amount_due_remaining column represents the balance for the selected transaction.

For the amount_due_original and amount_due_remaining columns, debit items, such as invoices, are stored as positive numbers, and credit items, such as credit memos and payments, are stored as negative numbers. The current customer balance is reflected by the sum of the amount_due_remaining column for all confirmed payment schedules for a given customer.

AR_ADJUSTMENTS table

Important columns in the AR_ADJUSTMENTS table include:

• ADJUSTMENT_ID column
• AMOUNT column
• CUSTOMER_TRX_ID column
• TYPE column
• PAYMENT_SCHEDULE_ID column
• CODE_COMBINATION_ID column

The AR_ADJUSTMENTS table stores information about invoice adjustments. Each adjustment is stored as a unique record, based on the primary key adjustment_id. The amount column stores the amount of the adjustment. Receivables uses the customer_trx_id and payment_schedule_id to link the adjustment to the adjusted transaction and to update the amount_due_remaining and amount_adjusted columns of the adjusted transaction payment schedule in the AR_PAYMENT_SCHEDULES table.

The type column stores a description of the transaction to which the adjustment applies. Valid types include:

• Charges Adjustments
• Freight Adjustments
• Invoice Adjustments
• Line Adjustments
• Tax Adjustments

The code_combination_id column stores the accounting distribution associated with the adjustment transaction.

Receivables Applications

The Receivables tables that manage data for receipt and credit memo applications are:

• AR_RECEIVABLE_APPLICATIONS
• AR_CREDIT_MEMO_AMOUNTS
• AR_CASH_RECEIPTS
• AR_CASH_RECEIPT_HISTORY
• AR_MISC_CASH_DISTRIBUTIONS

Important columns in the AR_RECEIVABLE_APPLICATIONS table include:

• RECEIVABLE_APPLICATION_ID column
• AMOUNT_APPLIED column
• STATUS column
• PAYMENT_SCHEDULE_ID column
• CODE_COMBINATION_ID column
• CASH_RECEIPT_ID column
• APPLIED_PAYMENT_SCHEDULE_ID column
• APPLIED_CUSTOMER_TRX_ID column

The AR_RECEIVABLE_APPLICATIONS table stores account distributions for receipt and credit memo applications and maps the application transaction to the applied transaction. Each accounting distribution is stored as a unique record, based on the primary key receivable_application_id. The payment_schedule_id column links the receipt or credit memo to its payment schedule in the AR_PAYMENT_SCHEDULES table. The cash_receipt_id column stores the receipt ID of payment transactions, while the cust_trx_id column, which is not shown, stores the transaction ID for credit memo transactions. The applied_payment_schedule_id and applied_customer_trx_id columns reference the transaction to which this record applies.

The status column describes the state of the application transaction. For credit memos, the status is always APP to identify the credit memo as applied. For receipt transactions, valid status values are APP, UNAPP, UNID, REV, NSF, and STOP. The code_combination_id column stores the general ledger account for the application transaction, based on the status. The amount_applied column stores the amount of the receipt or credit memo as a positive value.

Important columns in the AR_CREDIT_MEMO_AMOUNTS table include:

• CREDIT_MEMO_AMOUNT_ID column
• CUSTOMER_TRX_LINE_ID column
• GL_DATE column
• AMOUNT column

The AR_CREDIT_MEMO_AMOUNTS table stores the accounting dates and amounts for credit memos to use when they are applied to invoices with rules. Each credit memo application date is stored as a unique record, based on the primary key credit_memo_amount_id. The customer_trx_line_id column references the transaction line to which a credit memo applies. The gl_date column stores the date the credit memo is applied to the invoice, and the amount column stores the amount to apply.

Important columns in the AR_CASH_RECEIPTS table include:

• CASH_RECEIPT_ID column
• AMOUNT column
• STATUS column
• RECEIPT_NUMBER column
• TYPE column

The AR_CASH_RECEIPTS table stores a unique record for each receipt, based on the primary key cash_receipt_id. The status column describes the state of the receipt in relation to customer invoices and balances. Valid status values are:

• UNID: The receipt customer is unidentified, and no customer balance was updated.
• UNAPP: The receipt customer was identified, but the receipt has neither been fully applied to a specific invoice nor placed on account.
• APP: The entire amount of the receipt was either placed on account or applied to specific customer invoices.
• REV: The receipt was reversed.
• NSF: The receipt was reversed due to insufficient funds.
• STOP: The receipt was reversed by a stop payment.

The type column identifies the receipt as either CASH or MISC to indicate whether the receipt is a customer payment or a miscellaneous receipt (not related to a receivables activity). The amount column stores the net amount of the receipt, while the receipt_number column stores the receipt number.

Important columns in the AR_CASH_RECEIPT_HISTORY table include:

• CASH_RECEIPT_HISTORY_ID column
• AMOUNT column
• STATUS column

The AR_CASH_RECEIPT_HISTORY table stores the current status and history of a receipt. Each status change is stored as a unique transaction, based on the primary key cash_receipt_history_id. The status column describes which step of the receipt life cycle the receipt has reached. Valid status values are:

• APPROVED: This status is only valid for automatic receipts, and indicates that the receipt was approved for automatic creation. These record types are never postable.
• CONFIRMED: This status is only valid for automatic receipts, and indicates that the receipt was confirmed by the customer.
• REMITTED: This status is valid for both manual and automatic receipts, and indicates that the receipt was remitted.
• CLEARED: This status is valid for both manual and automatic receipts, and indicates that the receipt was cleared.
• REVERSED: This status is valid for both manual and automatic receipts, and indicates that the receipt was reversed.

As the receipt moves through its life cycle, Receivables inserts a new record into the AR_CASH_RECEIPTS_HISTORY table with the current_record_flag column set to Y. Receivables also updates the previous record related to this receipt, by setting the current_record_flag to NULL and by setting the reversal_gl_date. The amount column stores the amount of the receipt. The cash_receipts_id column links the AR_CASH_RECEIPTS_HISTORY table to the AR_CASH_RECEIPTS table.

Important columns in the AR_MISC_CASH_DISTRIBUTIONS table include:

• MISC_CASH_DISTRIBUTION_ID column
• CASH_RECEIPT_ID column
• CODE_COMBINATION_ID column

The AR_MISC_CASH_DISTRIBUTIONS table stores the accounting distribution for miscellaneous cash receipts. Each distribution is stored as a unique record, based on the primary key misc_cash_distribution_id. The distributions are linked to the receipt by the cash_receipt_id column. The code_combination_id column stores the general ledger account assigned to this receipt.