| Oracle® Fusion Middleware User's Guide for Universal Records Management 11g Release 1 (11.1.1) Part Number E10733-01 |
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| Oracle® Fusion Middleware User's Guide for Universal Records Management 11g Release 1 (11.1.1) Part Number E10733-01 |
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View PDF |
Chargebacks are used with Physical Content Management.
Chargebacks are fees charged to people or businesses for the use of storage facilities or actions performed on physical items in the storage facilities. They can also be used to provide an explanation for storage actions.
This chapter discusses the processing of charges and invoicing. Not all tasks discussed here can be performed by all users. Access to functionality is dependent on assigned rights and roles.
This chapter covers the following topics:
Concepts
Tasks
Invoices can be generated for the storage, use, reservation, and destruction of the managed content. The invoices can then be sent to internal or external customers in accordance with applicable business procedures.
The administrator sets up charge types (billable events), payment types (methods of payment), and customers (users or organizations who will be billed). After being set, each billable action (creation, reservation, storage, destruction) can be charged to a particular customer by creating invoices containing one or more transactions on physical items occurring for these customers. Automatic transactions are those in which the charges are calculated at transaction time.
A charge type is a defined transaction triggered by certain criteria. For example, the creation of a physical item of object type "Box" and media type "Box" may cost $5 per occurrence, while reservation of an item with priority "ASAP Rush" may cost $20.
Whenever someone performs an action meeting the criteria of a charge type, a billable transaction is recorded for the associated user or organization (customer). The system uses the most specific charge type. If charge type A has two criteria and charge type B has the same two criteria plus another one, charge type B is recorded for a transaction meeting all three criteria of charge type B even though it also meets the two criteria of charge type A.
An amount of money is associated with each charge type which can be per item or for a specific period.For example, you could charge a fee every time a physical item is created (or reserved or destroyed), or charge a monthly fee to store a physical item.
A payment type specifies how internal or external customers pay for services. Pre-defined payment types include credit card or check. Custom payment types can also be created.
Customers are internal or external users or organizations who are charged for the services rendered on physical items. They will receive the invoices generated by Physical Content Management (in accordance with the applicable business procedures) and make the payments for the chargebacks.
After the charge types, payment types, and customers are defined, they can be used to create invoices to submit to the customers for each billable event. Invoices can be run on as as-needed basis or they can be scheduled automatically in accordance with defined criteria.
A site's specific reservation process may differ from the one described here, depending on the procedures in place.
The typical fulfillment process of a chargeback is as follows:
A user performs a billable action (for example, creates, reserves, or stores a physical item in storage).
If automatic transactions are enabled (see "Creating Automatic Transactions" for details) when the user performs one of these actions on the physical item, those items are matched against all defined charge types. Each action on each item is matched against current transactions. If there is no match to a transaction, the action will not be recorded for chargeback.
The transaction is recorded in the system. The administrator should make sure there are transactions in place to cover as many variations as possible regarding actions on physical items. In this way chargeback can be made more automatic and require less individual attention for each request made for a physical item.
The administrator generates an invoice, either automatically through using scheduled invoices or manually by generating individual invoices.
The invoice is sent to the customer according to business procedures. The Physical Content Management functionality does not e-mail invoices or otherwise deliver them.
The bill is paid or otherwise considered paid according to company procedures.
After the bill is paid, the administrator marks the invoice as paid within the Physical Content Management feature.
Administrators set up charge types, payment types, and customers.
Permissions:
The PCM.Admin.Manager right is required to perform this action. This right is assigned by default to the PCM Administrator role. In addition, the chargeback feature has its own set of rights which define what users can do in this area.The out-of-the-box Physical Content Management functionality comes with the following predefined charge actions:
Creation: A user is billed if a physical item is created.
Destruction: A user is billed if a physical item is destroyed.
Reservation: A user is billed if a reservation request is made for a physical item.
Storage: A user is billed if a physical item is stored.
The out-of-the-box Physical Content Management functionality comes with the following predefined payment types:
Credit Card: To charge a customer paying with a credit card.
Check: To charge a customer paying by check.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Create right are needed to perform this action. These rights are assigned by default to the PCM Administrator role.Use this procedure to create a new charge type to be used for chargebacks.
Click Physical then Configure from the Top menu. Click Charges then Type.
The Configure Charge Type Page is displayed.
Click Add.
The Create or Edit Charge Type Page is displayed.
Specify the properties of the charge type and click OK.
The new charge type is now added to the top of the list on the Configure Charge Type Page.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Edit rights are needed to perform this action. These rights are assigned by default to the PCM Administrator role.To modify a page, select the item to edit in the list of items and click Edit Charge Type from the item's Action menu. Modify the properties as required and click OK when finished.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Read right are needed to perform this action. These rights are assigned by default to the PCM Administrator role.Use this procedure to view the properties of an existing charge type.
Click Physical then Configure from the Top menu. Click Charges then Type.
The Configure Charge Type Page is displayed.
In the list of charge types, select the item and click the item's Info icon.
The Payment Type Information Page is displayed listing all properties of the existing charge type.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Delete right are needed to perform this action. These rights are assigned by default to the PCM Administrator role.Use this procedure to delete an existing charge type.
Click Physical then Configure from the Top menu. Click Charges then Type.
The Configure Charge Type Page is displayed.
In the list of existing charge types, select the item to edit, and click Delete Charge Type in the item's Action menu or select an item's checkbox and click Delete in the Table menu.
The charge type is deleted.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Create right are needed to perform this action. These rights are assigned by default to the PCM Administrator role.Use this procedure to create a new payment type to be used for chargebacks.
Click Physical then Configure from the Top menu. Click Charges then Payment Methods.
The Configure Payment Methods Page is displayed.
Click Add.
The Create or Edit Payment Method Page is displayed.
Specify the properties of the payment type, and click OK.
The new payment type is now added to the bottom of the list on the Configure Payment Methods Page.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Edit right are needed to perform the following action. These rights are assigned by default to the PCM Administrator role.To modify a payment type, select the item to edit in the list of items and click Edit Payment Type from the item's Action menu. Modify the properties as required and click OK when finished.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Read right are needed to perform the following action. These rights are assigned by default to the PCM Administrator role.Use this procedure to view the properties of an existing payment type.
Click Physical then Configure from the Top menu. Click Charges then Payment Methods.
The Configure Payment Methods Page is displayed.
In the list of payment types, select the item and click the item's Info icon.
The Payment Type Information Page is displayed listing all properties of the existing payment type.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Delete right are needed to perform the following action. These rights are assigned by default to the PCM Administrator role.Use this procedure to delete an existing payment type.
Click Physical then Configure from the Top menu. Click Charges then Payment Methods.
The Configure Payment Methods Page is displayed.
In the list of existing payment types, select the item to edit, and click Delete Payment Type from the Action menu.
The payment type is deleted.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Create right are needed to perform the following action. These rights are assigned by default to the PCM Administrator role.Use this procedure to create a new customer to be used for chargebacks.
Click Physical then Configure from the Top menu. Click Charges then Customers.
The Configure Customers Page is displayed.
Click Add.
The Create or Edit Customer Page is displayed.
Specify the properties of the customer and click OK.
The new customer is now added to the bottom of the list on the Configure Customers Page.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Edit right are needed to perform the following action. These rights are assigned by default to the PCM Administrator role.To modify a customer, select the customer to edit in the list of customers and click Edit Customer from the Action menu on the customer list. Modify the properties as required and click OK when finished.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Read right are needed to perform the following action. These rights are assigned by default to the PCM Administrator role.Use this procedure to view the properties of an existing customer.
Click Physical then Configure from the Top menu. Click Charges then Customers.
The Configure Customers Page is displayed.
In the list of customers, select the item and click the item's Info icon.
The Customer Information Page is displayed listing all properties of the existing customer.
Permissions:
The PCM.Admin.Manager right and the CBC.ChargeBacks.Delete right are needed to perform the following action. These rights are assigned by default to the PCM Administrator role.Use this procedure to delete an existing customer.
Click Physical then Configure from the Top menu. Click Charges then Customers.
The Configure Customers Page is displayed.
In the list of existing customers, select the item to delete, and click Delete Customer in the item's Action menu. To delete multiple customers, click the checkbox for the customers and click Delete from the Table menu.
The customer is deleted.
Automatic transactions can be defined by selecting the transaction type and enabling it. Use this procedure to enable automatic transactions:
Click Physical then Configure from the Top menu. Click Charges then Automatic Transactions.
The Configure Automatic Transactions Page is displayed.
Select the transaction which should be made automatic by selecting the transaction's box.
When finished, click Submit Update.
You can create a manual transaction in much the same way as creating automatic transactions. Use this procedure to add a manual transaction:
Click Physical then Configure from the Top menu. Click Charges then Manual Transactions.
The Create Manual Transaction Page is displayed.
Enter the necessary information for the transaction.
When finished, click Create.
Permissions:
The PCM.AdminManager right, the CBC.ChargeBacks.Delete right, and the CBC.ChargeBacks.Admin right are required to perform this task. These rights are assigned by default to the PCM Administrator role.Use this procedure to delete an existing transaction.
Click Physical then Configure from the Top menu. Click Chargebacks.
The Charge Invoices Page is displayed.
Select the link to Transactions with No Invoice.
In the list of transactions, click the Delete checkbox for the one to delete.
This section discusses the processing of charging, invoicing, and billing. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details about setting up transaction types, charge types, and billers.
The following tasks are involved when managing chargebacks:
Permissions:
The PCM.AdminManager right, the CBC.ChargeBacks.Create right, and the CBC.ChargeBacks.Admin right are required to perform this task. These rights are assigned by default to the PCM Administrator role.Use this procedure to manually create a new invoice.
Click Physical then Invoices from the Top menu. Click Chargebacks.
The Invoices Page is displayed.
Click Add.
Select the content criteria used to screen for items to be included on the invoice (for example, records from a certain department).
Enter the necessary additional criteria to filter the transactions. Click Generate Invoice to create an invoice immediately or click Schedule. Click Schedule to display a scheduling page where schedule criteria can be entered.
Click OK when done.
Permissions:
The PCM.AdminManager right, the CBC.ChargeBacks.Edit right, and the CBC.ChargeBacks.Admin right are required to perform this task. These rights are assigned by default to the PCM Administrator role.Use this procedure to edit an invoice.
Click Physical then Invoices from the Top menu.
The Invoices Page is displayed.
Click Edit then Adjust Invoice in the Actions menu for an item.
A screen is displayed where information on the invoice can be adjusted.
Permissions:
The PCM.AdminManager right, the CBC.ChargeBacks.Delete right, and the CBC.ChargeBacks.Admin right are required to perform this task. These rights are assigned by default to the PCM Administrator role.Use this procedure to delete an invoice.
Click Physical then Invoices from the Top menu.
The Invoices Page is displayed.
In the list of invoices, click the box next to the invoice then click Delete from the Table menu.
Permissions:
The PCM.AdminManager right, the CBC.ChargeBacks.Read right, and the CBC.ChargeBacks.Admin right are required to perform this task. These rights are assigned by default to the PCM Administrator role.Use this procedure to view an invoice.
Click Physical then Invoices from the Top menu.
The Invoices Page is displayed.
Click the Info icon for the invoice with information to view.
Permissions:
The PCM.AdminManager right, the CBC.ChargeBacks.PrintInvoices right, and the CBC.ChargeBacks.Admin right are required to perform this task. These rights are assigned by default to the PCM Administrator role.Use this procedure to print an invoice.
Click Physical then Invoices from the Top menu.
The Invoices Page is displayed.
Click Reports in the Action menu for the invoice to print, and choose the type of report to produce.
Permissions:
The PCM.AdminManager right, the CBC.ChargeBacks.Admin right, and the CBC.ChargeBacks.Edit right are required to perform this task. These rights are assigned by default to the PCM Administrator role.Use this procedure to mark an invoice as paid.
Click Physical then Invoices from the Top menu.
The Invoices Page is displayed.
Click Edit then Mark Paid in the Action menu for the invoice to mark as paid.
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