ap open interface import training (1)

AP Open Interface Import TrainingRevised 9/8/00

Application: Accounts Payable

Process: Payables Open Interface Import

Objectives: 1. To import non-Oracle invoice information to Payables Invoice Tables

Prerequisites: 1. Create the invoice flat file that contains the information you want to import into Oracle Payables

2. Run SQL*Loader

3. Define Payables QuickCode to identify the source of the Invoices

4. Enter Suppliers and Supplier Sites

5. Enter code combinations for all expenses and liabilities in the Define Accounting Flexfield Combination form

Overview................................................................................................................................................2

Submit Payables Invoice Import.........................................................................................................3

Payables Open Interface Audit Report...............................................................................................3

Resolving Payables Open Interface Import Rejections.....................................................................5

Correct in Open Interface Invoice Window.......................................................................................5

View Imported Invoices........................................................................................................................6

Miscellaneous.........................................................................................................................................6

Copyright 2000 KPMG Consulting, LLCAll Rights Reserved

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Overview

Oracle Payables uses the Payables Invoice Import program to create Payables invoices from external accounting systems invoices. You can then use Oracle Payables to pay these invoices and create journal entries in the general ledger for posting.

A flat file has been created consisting of detailed information from your existing accounting system. Some of the included information can be supplier name, invoice number, invoice date, invoice terms and expense distribution. A SQL*Loader program has been created to take the flat file, with the information, and load it into temporary Oracle Payables Invoice Import Interface Tables.

The following steps must be executed to take the information loaded in the Payables Invoice Import Interface Tables and load them into Oracle Payables.




Submit Payables Invoice Import

Navigate to: Other>Requests>Run

Select: Payables Open Interface Import

Source: Enter the source of the invoices. These are defined in Payables QuickCodes

Group: Enter the Group ID to limit the import to invoices with a particular Group ID. The Group ID must match exactly the GROUP_ID loaded into the Payables Open Interface tables.

Invoice Batch Name: Payables will group these invoices you import and creates an invoice batch with the batch name you enter. Payables verifies that this batch name is unique.

Hold Name: Enter if you want to place all invoices on hold at the time of importHold Reason: Payables displays the description of the holdGL Date: Enter if you want to assign a specific GL date to all invoices. If you do

not enter, the system will assign a GL date based on the GL Date Payables option.

Purge: Enter yes if you want Payables to delete all invoice records that have already been imported and have a pursuable flag in the Payables Invoice Import Interface Tables set to Yes.

After you select OK, the Payables Open Interface Import process will run.

Payables Open Interface Audit Report




After the Payables Open Interface Import process is complete, the Payables Open Interface Audit Report is automatically created. It is imperative that you review this report each time this process is run to verify that it completed and either invoices were imported successfully or there were errors that need to be corrected. Additionally, this report will inform you if there were no records to interface.

If the Open Interface Import process completes successfully and imports invoices, the report will show the following:

Supplier Number Supplier Name Invoice Number Invoice Date Invoice Amount Distribution Number Distribution Amount Accounting Date

If the Open Interface Import process does not import any invoices, you can review the Payables Open Interface Rejections Report which is also automatically produced after the process is complete. This report informs you of the Invoices that are in error, and what caused the invoice to error out.




Resolving Payables Open Interface Import Rejections

Sometimes information may not import properly for several reasons, including duplicate invoice number or invalid supplier name. When you submit the Payables Open Interface Import process, Payables automatically prints the Payables Open Interface Report, and if any errors occurred, these invoices will appear on the Rejections Report. It is imperative that this report is reviewed every time the Payables Open Interface Import process is run.

The Payables Open Interface Rejections Report allows you to review the rejections that occurred during the Payables Open Interface Import process. It also displays the reason why Payables did not create an invoice from an external accounting system.

To correct these rejections, you can either use the Open Interface Invoices window to make changes in the Payables Open Interface tables, or you can purge the rejected records and load a new flat file into the table. You can then resubmit Payables Open Interface Import.

Correct in Open Interface Invoice Window

Navigate to: Invoices>Entry>Open Interface Invoices




View Imported Invoices

Navigate to: Invoices>Entry>Invoices

When the Payables Open Interface Import process is completed, you can query the new invoices in the Invoice workbench. The new invoices are ready for the normal process of approval and payment.

Miscellaneous




This process can also be utilized to import open invoices during conversion. You must create a flat file, with all of the required fields, of the open invoices from the legacy system. The steps to import these invoices are the same as importing invoices from an external accounting system.



ap open interface import training (1)

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