Oracle R12 Payables and Receivables (AP/AR) Netting Setups and Process

Overview

The Payables and Receivables Netting feature enables the automatic netting of Payable and Receivable transactions within a business enterprise. You can predefine a netting agreement that incorporates the netting business rules and transaction criteria needed to run your tailored netting process.

The netting process automatically creates the Payables payments and Receivables receipts required to clear a selected number of Payables and Receivables transactions.

You can view the receipts that the Netting process creates by querying the netted receipts in the Receipts workbench. To view additional details about the netting batch, select AP/AR Netting from the Actions menu.

Note: You cannot update netted receipts in the Receipts workbench.

GL Setup Prerequisites

1. Define a netting control account.
2. Define the exchange rate types if using multi-currency netting.

Cash Management Setup Prerequisites

3. Define a netting bank account.
4. Define the bank account at the legal entity level.
5. Define the netting control account.
6. Enable the Multi Receipt Currency check box for each netting bank account. This option lets you create receipts in foreign currencies.

Receivables Setup Prerequisites

7. Before multiple customers are netted, you must set up a paying relationship for the customers.
8. Associate the bank account used in the netting agreement with the AP/AR Netting receipt class.
9. Enable the Allow Payment of Unrelated Transactions Receivables System Option.

Netting Agreements

A netting agreement controls how a group of trading partners net Payables and Receivables transactions. You can create a netting agreement for each group of trading partners that agrees to net transactions. Netting agreements include the business rules that define the types of transactions that may be selected for netting, and which suppliers and customers can be netted.

Netting Process

The netting process includes the following steps:

1. Create a netting batch.
2. Review and modify the netting batch.
3. Submit the netting batch.
4. Submit the Trading Partner Approval process, if trading partner approval is required.
5. Settle the netting batch.
6. Review netting batch details.

Cash Management Setup

1. Define a netting bank account.
2. Define the bank account at the legal entity level.
3. Define the netting control account.
4. Enable the Multi Receipt Currency check box for each netting bank account. This option lets you create receipts in foreign currencies

  

Receivables Setup

1. Before multiple customers are netted, you must set up a paying relationship for the customers.
2. Associate the bank account used in the netting agreement with the AP/AR Netting receipt class.
3. Enable the Allow Payment of Unrelated Transactions Receivables System Option.

Creating a netting agreement

(N) Payment> Entry> Netting> Netting Agreement

• Trading Partner Approval Required - If you want to require approval by the trading partner, check the check box. Checking the check box displays the required Approver Name list of values and the No Response Action drop-down list.
• Each trading partner approver must have an email address defined.

No Response Action: You can choose from the following values:

Reject: Treat a non-response from the approver as a rejection and reject the batch.

Approve: Treat a non-response from the approver as if it was an approval.

Netting Batch Process

The netting batch process uses the predefined information from the netting agreement, together with the information defined in the netting batch, to select the netting business rules and transactions for netting. You can optionally review the selected transactions and remove any that should not be a part of the netting batch. After the transactions are submitted for netting and approved by the trading partner, if required, the netting process begins. The netting process reconciles and clears the selected transactions for both Payables and Receivables.

The netting process includes the following steps:

1. Create a netting batch.
2. Review and modify the netting batch.
3. Submit the netting batch.
4. Submit the Trading Partner Approval process, if trading partner approval is required.
5. Settle the netting batch.
6. Review netting batch details.

Create a netting batch

You can create a netting batch by using an existing netting agreement and entering the new date-specific parameters. The netting agreement contains the trading partners, terms, and conditions of netting.

Enter Netting Parameters

• Netting Agreement: select a single netting agreement or leave it blank to select all the netting agreements. If all the netting agreements are selected, the transaction selection processes occurs as follows:

1.      All active agreements within the operating unit are included.

2.      All transactions are included that are due on or before the transaction date.

3.      The transaction selection processes occurs by trading partner priority; then within trading partner, by the netting rules.

4.      If all trading partners are priority 1, then the transactions are processed based on the netting rules; and within the netting rules, in the supplier alphabetical order.

• Transaction Due Date: The netting process selects all transactions that are due on or before the date based on the invoice's payment terms. The date can be one of the following:

1.       Payables Pay Through Date - Selects all approved, unpaid, and validated invoices that have a due date on or before the pay through date. If an invoice has a payment schedule with one or more payment dates, only those with a payment date on or before the transaction due date is selected.

2.       Receivables Due Date - Receivables calculates the due date from the invoice date and payment terms assigned to this invoice. If a transaction has installment payments with multiple dates, only the payment with a due date that is due on or before the transaction date is selected.

§  Settlement Date: The date netting occurs.

• GL Date: The date entered here supersedes the GL date defined on the transaction.
• Response Date: The date by which the trading partner must respond to workflow approval.
• Exchange Rate Type: The exchange rate type used for the netting batch. The list of available exchange rate types depends on the netting agreement selected.

-       If a netting agreement is selected and it applies the Use Single Currency netting currency rule, you can select a User exchange rate.

-       If a netting agreement is not selected, the exchange rate is Spot, Corporate.

• Submits Batch Without Review:

-       If set to Yes, the batch is submitted for Trading Partner Approval or Netting Settlement without review.

-       If set to No, you can review and modify the netting batch.

Find and Order Transactions

The application automatically selects the transactions for netting based on the parameters entered in the netting batch setup and those entered in the predefined netting agreement.

When all of the transactions available for netting have been selected, the application orders the transactions based on the netting order rule and the priority of the trading partners entered in the netting agreement.

The initial Payables and Receivables transactions are selected for netting, and the netting amount is determined. The amount is determined as follows:

• If Receivables has a larger outstanding balance than Payables, then the final netting amount is the sum of the Payables open selected transactions.
• If Payables has a larger outstanding balance than Receivables, then the final netting amount is the sum of the Receivables open selected transactions.
• If there is no outstanding balance in Payables or Receivables, then netting does not occur.

Select and Lock Payables and Receivables Transactions

The Payables and Receivables transactions are selected and locked. No updates are allowed to these transactions while netting is in process.

Note: Receivables transactions cannot be locked during this step if trading partner approval is required or it is set to Yes. These transactions can only be locked after receiving the trading partner's approval.

Review and Modify Netting Batches - Status Selected

In this optional process, you can review, remove, or add transactions before submitting the netting batch. The Review and Modify Netting Batch process is included in the netting process if the Review Netting Batch field is set to Yes in the netting batch parameters. If the Review Netting Batch field is set to No, this step is unavailable and Submit Netting Batch is the next process available.

 

Review Transactions Selected

You can review the transactions selected before submitting the netting batch. The Netting Proposal report is created, which lists all the transactions selected for netting.

If trading partner approval is required, a copy of this report is sent to the trading partner approver.

 

Update Transactions Selected

You can update the selected transactions by adding or removing transactions.

Submit Netting Batch – Status Clearing

The Submit Netting Batch process determines the receipt and payment information.

 

Final Comparison of Payables and Receivables Balances

The netting process returns the actual net amount that can be netted. A comparison of the Payables and Receivables balances determines the final netting amount, which is calculated as follows:

§  If Receivables outstanding balance > Payables, then the final netting amount is the sum of the Payables open selected transactions.

§  If Payables outstanding balance > Receivables, then the final netting amount is the sum of the Receivables open selected transactions.

§  If there is no outstanding balance in Payables or Receivables, then netting still occurs. For example, if the outstanding balance in Receivables is $800 and the outstanding balance in Payables is $800, the netting process still occurs and applies the receipts and closes the invoices to avoid the invoices becoming overdue.

 

Submit Trading Partner Approval - Status Submitted

The Submit Trading Partner Approval process is included in the netting process if a trading partner approver was selected in the netting agreement. This is a required process when the trading partner approval is required. The following steps describe the Submit Trading Partner Approval process and how it is used.

 

Submit Trading Partner Approval

The actions that are available during the Submit Trading Partner Approval process are as follows:

• Approve Netting Batch
• Reject Netting Batch
• No Response to Netting Batch

Approve Netting Batch

If the trading partner approves the netting batch on or before the netting settlement date, the process continues to the next step to validate the netting batch and moves on to the final completion of the netting batch process.

If the trading partner has not approved the netting batch by the netting settlement date, the netting batch status changes to Suspended. The actions available include:

-       Review and modify the netting batch.

-       Delete the batch and unlock the transactions. The unlocked transactions are available again for settlement by either future netting batch or by cash.

Reject Netting Batch

If the trading partner rejects the netting batch, the status changes to Rejected. The actions available include:

-       Review and modify the netting batch.

-       Delete the batch and unlock the transactions. The unlocked transactions are now available again for settlement by either future netting batch or by cash.

No Response to Netting Batch

If the trading partner does not respond to the netting batch workflow notification by the response date, you can take the following actions:

-       Approve Netting Batch - Assume the lack of response is an approval and process the netting batch in the following step.

-       Delete Netting Batch - Delete the batch and unlock the transactions. This makes the transactions again available for settlement, which can be from a future netting batch or by cash.

 

Validate Netting Batch

When a trading partner's response of Approved is received, the application validates the netting batch to determine if changes were made. This validation is performed since none of the Receivables transactions selected for netting are locked.

• If the Receivables transactions in the netting batch have not changed, the netting process continues to the next step.
• If the Receivables transactions in the netting batch have changed, the netting batch is cancelled.

 

Receivables Transactions Locked

The Receivables transactions are locked to prevent updating while netting is run.

 

Settle Netting Batch - Status Clearing

The Netting Batch is finalized when a Payables payment and a Receivables receipt are created to offset the Payables and Receivables balances due to netting.

 

Create Payables Payment

The system creates a Payables payment to offset the Payables balance due to netting.

Netting uses Payables to create a Payables payment to offset the Payables balance with the final netting amount. All the activities required to create a payment are needed except the actual format and payment creation. The following checks and processes are performed for netting payments:

• All netting payments use the Netting payment method, which can be used to identify netting payments.
• If a payment is created as cleared, the application ensures that only the created accounting event is included. The clearing accounting event does not need to be included because the cash account is not required for netting payments.
• The Payables transactions associated with the payment and netting settlement are selected in the netting batch.
• The grouping rules determine the number of payments created. Examples of grouping rules include: grouping by payee, payment amount must be zero or more, and grouping by currency.
• Determine the number of payments required.
• The amount of each payment and the final netting amount are calculated.

 

Create and Apply Receipt

A Receivables receipt is created to offset the Receivables balance due to netting. Once the receipt is created for netting, it cannot be unapplied. The following information must be determined for the receipt:

• Receivables Transactions Associated to Receipt - The Receivables transactions associated with the receipt are selected in the netting batch.
• Customer Name on Receipt - The customer defined on the receipt is determined by the customer ranking in the netting agreement or the first customer defined in the netting agreement.
• Amount of Receipt - One receipt is created to total the final netting amount.

 

Finalize Netting Batch - Status Complete

This is the final step in the netting process, where the netting batch status changes to Complete.

 

Update Netting Batch Status

The netting batch status changes from Clearing to Complete. While in the Clearing status, you cannot make any changes to the batch.

 

Deleting a Netting Batch

You can delete a netting batch and return the transactions to the state they were in before they were included in the netting process. Deleting the batch releases the transactions and the batch is not processed any further or settled.

To delete a netting batch in the Batch Simple Search Results page, find the batch you want to delete and select the Delete icon.

Note: If a netting batch has a status of Suspended, Rejected, or Error, you must correct the issue and resubmit the batch before Delete is available.

 

Reversing a Netting Batch

You can reverse a batch and return it to the state it was in before the netting payment or the receipt was created for the batch. Only the netting batches with a status of Complete can be reversed.

1. To reverse a netting batch In the Netting Batch page with Simple Search results, find the batch you want to reverse and select Action.
2. The batch status changes from Complete to Reversing and finally to Reversed when the processes completes.

Create Netting Batch

Submit Netting Batch

Settle Netting Batch

Netting Data Extract