auto invoice in accounts receivables guide
TRANSCRIPT
Auto Invoice in Accounts Receivables:
What is Autoinvoice?
Autoinvoice is a powerful and flexible tool, used to import and validate
transaction data from external financial systems or other modules of Oracle
Applications. Users can create Invoices, debit memos, credit memos, and on-
account credits in Oracle Receivables using Autoinvoice.
Auto invoice Process:
Data for creating invoices comes in from various sources such as external
systems, Order Management, Oracle Projects, Oracle Services and so on. The
interface loading program is run to populate the interface tables. When the
Autoinvoice Master Program and Import Program are run, the data passes
through certain validation processes and finally populates the tables of the
Oracle Receivables module.
The feeder program populates data into the Autoinvoice interface tables,
namely
RA_INTERFACE_LINES_ALL,
RA_INTERFACE_DISTRIBUTIONS_ALL and
RA_INTERFACE_SALESCREDITS_ALL
Every line must use the RA_INTERFACE_LINES_ALL table. The other two tables
are optional.
RA_INTERFACE_LINES_ALL Table:
This table contains information related to all transactions to be processed by
AutoInvoice. Transactions include invoices, debit memos, credit memos, and on-
account credits. This table holds the key data such as bill-to customer, ship-to
customer, and transaction date.
• Each record contains line, tax, freight, or finance charges information.
• The Line Type field identifies the type of information contained in the record.
• A record can be a parent record: Line, Header Freight, or Charges; or a child
record: Tax or line-level Freight.
• A child record is linked to the parent record using the Link-To Transaction flex
field.
RA_INTERFACE_DISTRIBUTIONS_ALL Table:
Oracle Order Management does not use this table because Auto Accounting
creates the distributions in Oracle Receivables.
This table contains accounting distributions to be used by the transactions
defined in RA_INTERFACE_LINES_ALL.
• Accounts defined in this table override any accounts created using Auto
Accounting.
• You can choose to pass some or all account information to AutoInvoice. Any
accounts that are not passed will be derived using Auto Accounting.
• Records in this table are linked to records in the RA_INTERFACE_LINES_ALL
table using the Transaction flex field.
RA_INTERFACE_SALESCREDITS_ALL Table:
This table contains all sales credit information for the transactions in the
RA_INTERFACE_LINES_ALL table.
• The two tables are linked using the Transaction flex field.
• This table is required to track sales credits.
When the Autoinvoice program is run, data is populated into the tables listed
below
-RA_BATCHES_ALL
-RA_CUSTOMER_TRX_ALL
-RA_CUSTOMER_TRX_LINES_ALL
-RA_CUST_TRX_LINE-GL_DIST_ALL
-RA_CUST_TRX_LINE_SALESREPS_ALL
-AR_RECEIVABLE_APPLICATIONS_ALL
-AR_PAYMENT_SCHEDULES_ALL
-AR_PAYMENT_SCHEDULES_ALL
-RA_INTERFACE_ERRORS_ALL
Grouping Rules:
Autoinvoice uses grouping rules to group lines to create one transaction.
Mandatory grouping attributes cannot be dropped. However, users can add
optional grouping attributes.
The grouping rule ‘DEFAULT’ is a seeded value, which contains all the
mandatory grouping attributes.
Grouping rules are mandatory and determine how transaction lines are grouped
into transactions Optionally, you can use line ordering rules to determine the
order in which lines are displayed on a transaction.
To uniquely identify imported transactions and link the tax, freight,
commitments, and credit memos, define the Transaction flex fields.
AutoInvoice validates your data by ensuring that the columns in Receivables
Interface Tables reference the appropriate values and columns in Receivables.
Autoinvoice uses the following hierarchy to determine the grouping rule that is
to be used:
· Transaction batch source
· Customer site level
· Customer profile level
· System Options Window
If a grouping rule is not specified, either, at the Transaction Source or at the
Customer Site level or in the Customer Profile Classes window, Autoinvoice uses
the default grouping rule specified in the System Options.
Transaction Flex fields:
Transaction flex fields are descriptive flex fields that AutoInvoice uses to
uniquely identify transaction lines.
Because they are unique for each transaction line, they can also be used to
reference and link to other lines.
Receivables lets you determine how you want to build your transaction flex field
structure and what information you want to capture.
Define a flex field for each import source. Specify which one to use during
import.
Use the Reference Flex field to link a credit memo line to a transaction. This
passes information like order number, project number, and shipping information.
There are four types of transaction flex fields are
· Line Transaction Flex field
· Reference Transaction Flex field
· Link-to Transaction Flex field
· Invoice Transaction Flex field
Line Transaction Flex Field: Use columns INTERFACE_LINE_ATTRIBUTE1-15 and
INTERFACE_LINE_CONTEXT to define the Line Transaction Flex field. They are
unique for each record in the interface tables and therefore can be used as
record identifiers.
The INTERFACE_LINE_CONTEXT field in RA_INTERFACE_LINES_ALL indicates to
Autoinvoice, the Line Transaction Flex field code that is to be used. The Context
value corresponds to the code field. For example Order Entry, Intercompany etc.
The Line Transaction Flexfield must be defined mandatorily. Autoinvoice always
uses the Line Transaction Flexfield structure for both, the Link-to and Reference
information when importing invoices. You need to explicitly define the Link-to,
Reference and Invoice Transaction Flexfield structures, only if this information is
to be displayed on a custom window.
Source: ORDER MANAGEMENT the line transaction flex filed code is ORDER
ENTRY.
Reference Transaction Flexfield:
Reference Transaction Flexfields have the same structure as the Line
Transaction Flexfields. Reference Transaction Flexfields are used to refer to
previously processed transactions.
For example, to import a credit memo and apply it to an invoice or associate an
invoice to a specific commitment, use the Reference Transaction Flexfield.
To refer a credit memo to a specific invoice use the
REFERENCE_LINE_ATTRIBUTE1-15 and REFERENCE_LINE_CONTEXT columns of
the credit memo to enter the value of the Line Transaction Flexfield of the
invoice. If the invoice being credited, is already in AR, populate the
REFERENCE_LINE_ID column of the table RA_INTERFACE_LINES_ALL.
Link-to Transaction Flexfield:
Link-to transaction flexfields also have the same structure as the Line
Transaction flexfield. Use Link-to transaction flexfields to link transaction lines,
to each other. For example, to import a freight charge that is associated with a
particular transaction line, use the LINK_TO_LINE_ATTRIBUTE1-15 and
LINK_TO_LINE_CONTEXT columns of the freight line and populate the value of
the Line Transaction Flexfield of the particular transaction line.
Invoice Transaction Flexfield:
Invoice Transaction Flexfield has a structure similar to that of the Line
Transaction Flexfield, but includes only the header level segments. Segments
included in the Invoice Transaction Flexfield should be included in the
Autoinvoice grouping rules. To define the header level transaction flexfield,
query Invoice Transaction Flexfield in the title field of the descriptive flexfield
segments window and enter the context and segments associated with this
transaction flexfield.
All segments in the Line Level transaction Flexfield that refer to the header
information must also exist in the header level transaction flexfield.
Auto invoice Validation:
AutoInvoice Validation Validates lines for:
-Accounting Rules
-Accounting Periods.
AutoInvoice validates the data for compatibility with Receivables. It ensures that
the columns in Receivables’ interface tables reference the appropriate values
and columns in Recievables. It checks for:
Existence: Ensures that the values for some columns are already defined.
Batch Sources: Ensures consistent values for fields in the Transaction Sources
window.
Uniqueness: Ensures that the invoice number you supply is unique within a
given batch source.
Precision: Ensures that the amount and accounted amount have the correct
precision.
Cross Validation: Ensures that column values agree with each other.
Autoinvoice Master Program:
Autoinvoice Master Program selects and marks records in the interface tables,
for processing based on the parameters entered. Once the records are selected,
the Autoinvoice Import Program is spawned. Autoinvoice Master Program does
not provide any report or output. The Master program allows running of several
instances of Autoinvoice to improve system performance and to facilitate
importing of transactions quickly.
The AutoInvoice Master Program can be submitted from the Standard Report
Submission (SRS) window. This process can be schedule to run on specific
intervals using the SRS scheduling features. Process specific transactions or a
range of transactions by entering report parameters as listed on the slide above.
Use different selection criteria to submit individual transactions or groups of
transactions.
Submit a maximum of fifteen instances.
Autoinvoice Import Program:
Autoinvoice Import Program validates the selected records and creates
transactions. Any record that fails validation is left in the interface table with an
error code. Depending on the overall setup, related records may be rejected as
well. An output files called Autoinvoice Execution Report and Validation Report,
can be viewed by clicking the View Report button in the Requests Window.
Autoinvoice Purge Program:
Autoinvoice Purge Program deletes records from the interface tables. Only
records that have been successfully processed by Autoinvoice are purged. If the
Purge Interface Table option in the System Options window is set to No,
Autoinvoice does not delete processed records from the interface tables after
each run and the Autoinvoice Purge Program will have to be submitted
independently.
Reports:
The Autoinvoice Master Program log file, gives details of the concurrent request
initiated by the Autoinvoice Master Program and any errors encountered therein.
The Autoinvoice Import Program log file, gives details of the concurrent request
carried out for the import of transaction and any errors encountered therein.
The Autoinvoice Execution Report lists the total number of transaction, sales
credit and distribution, lines that was successfully imported as well as those that
failed.
The Autoinvoice Validation Report is created if any records have failed different
phases of validation. It displays all error messages associated with each
transaction, sales credit or distribution line that failed validation.
Correcting Auto invoice Errors Overview:
The AutoInvoice Exception Handling Windows can be used to correct errors that
are in the AutoInvoice Interface Table. Records that pass validation are
transferred into Receivables transaction tables. Records that fail validation are
called exceptions; these records remain in the AutoInvoice interface tables.
Once you have corrected the errors, you must resubmit AutoInvoice. Valid lines
cannot be changed in the AutoInvoice Exception Handling windows. Only those
lines with errors can be changed
Interface Exceptions Window:
Displays the interface ID, exception type, error message, and the invalid value
associated with each error. Cannot edit data in this window, but you can view
the error message and easily correct the error by clicking the Details button.
Note: The error message and column name with erroneous data is displayed in
the Message column, and the value that needs to be corrected is displayed in
the Invalid Value column.
Interface Lines Window:
Displays all records in the interface tables that failed validation, provides an
error message, and can be used to correct invalid records.
Click the Details button, the window opens where the errors can be corrected.
Buttons are provided to correct specific types of errors.
Correct errors in these windows.
Line Errors Window:
Displays all errors associated with a specific line and can only be opened from
the Interface Lines window. View all errors associated with a single line by
clicking the Errors button in the Interface Lines window. Cannot edit data in this
window. Displays the interface ID, the error type, error message, and the invalid
value.
Note: You might use this window when you access the Interface Lines window
directly, which does not display the error messages. The type indicates which
button to click in the Interface Lines window.
How is the Tax code derived in AutoInvoice:
AutoInvoice first looks at the transaction type setup (Menu:
Setup>Transactions>Transaction Types) and the TAX_EXEMPT_FLAG column in
RA_INTERFACE_LINES_ALL. If the 'Calculate Tax' box is checked on the
transaction type OR the TAX_EXEMPT_FLAG column is 'R'(for Required), it tries
to derive the Tax code.
To get the tax code, AutoInvoice looks at the following places in the following
order, stopping at the first place where it finds a tax code.
-Ship to site; -Bill-to-site; -Customer; -item
Useful Queries:
==============================
select
*
from
AR_VAT_TAX_ALL_B (VAT Code id);
===============================
Select
*
from
AR_VAT_TAX_ALL_B
Where
set_of_books_id=1002;
==============================
select
set_of_books_id,
tax_code,
tax_rate,
tax_type,
start_date,
org_id
from
ar_vat_tax_all
where
vat_tax_id = 10007;
=================================
Correcting AR Interface Errors:
The errors in the interface tables can be corrected with the help of the
AutoInvoice Validation Report and the AutoInvoice Errors window which displays
records that failed AutoInvoice validation. Depending on the error you may need
to make changes either in Receivables, or to your feeder program or to the
imported records in the interface tables.
Menu: Interfaces>Control>AutoInvoice>Interface Lines
Interface Lines Window - This window lets you see all of the interface lines that
have been processed but rejected by AutoInvoice. You can view and edit data in
this window.
Menu: Interfaces>Control>AutoInvoice>Interface Exceptions
Interface Errors Window - This window lets you see all of the errors generated by
AutoInvoice. This window is read-only, but you can drill down to view errors in
more detail, and modify data in these windows
Within the table RA_INTERFACE_LINES_ALL, there is a column called
INTERFACE_LINE_ID. When the Autoinvoice process runs, this column is
populated with a unique sequence value. If the process errors, the
INTERFACE_LINE_ID can be referenced in the RA_INTERFACE_ERRORS_ALL table.
This table will also include the error message for the particular order line in the
main interface table.
Error: The total amount of your credit memo cannot exceed the balance of the
debit item it is crediting.
Option1:
In the interface table , keep the curose after sale order field and click show field
to check for the reference_line_id and make that field as null and resubmit the
autoinvoice.
Option2:
update ra_interface_lines_all
set reference_line_id = null
where sales_order = :errored_sales_order
and reference_line_id is not null;
Error: You cannot apply a transaction with a negative amount to another
transaction with a negative balance and vice versa.
Option1:
In the interface table , keep the curose after sale order field and click show field
to check for the reference_line_id and make that field as null and resubmit the
autoinvoice.
Option2:
update ra_interface_lines_allset reference_line_id = nullwhere sales_order
= :errored_sales_orderand reference_line_id is not null;
Error: You can supply at most one Receivables account for a transaction (an
invoice, a debit memo or a credit memo)
This error is caused by violating the mandatory grouping rules as defined by
seeded Oracle functionality. This can occur on any number of fields so the key
would be to review the following fields to ensure they are match per sales order:
AGREEMENT_ID
COMMENTS
CONS_BILLING_NUMBER
CONVERSION_DATE
CONVERSION_RATE
CONVERSION_TYPE
CREDIT_METHOD_FOR_ACCT_RULE
CREDIT_METHOD_FOR_INSTALLMENTS
CURRENCY_CODE
CUSTOMER_BANK_ACCOUNT_ID
CUST_TRX_TYPE_ID
DOCUMENT_NUMBER
DOCUMENT_NUMBER_SEQUENCE_ID
GL_DATE
HEADER_ATTRIBUTE1-15
HEADER_ATTRIBUTE_CATEGORY
HEADER_GDF_ATTRIBUTE1-15
INITIAL_CUSTOMER_TRX_ID
INTERNAL_NOTES
INVOICING_RULE_ID
ORIG_SYSTEM_BILL_ADDRESS_ID
ORIG_SYSTEM_BILL_CONTACT_ID
ORIG_SYSTEM_BILL_CUSTOMER_ID
ORIG_SYSTEM_SHIP_ADDRESS_ID
ORIG_SYSTEM_SHIP_CONTACT_ID
ORIG_SYSTEM_SHIP_CUSTOMER_ID
ORIG_SYSTEM_SOLD_CUSTOMER_ID
ORIG_SYSTEM_BATCH_NAME
PAYMENT_SERVER_ORDER_ID
PAYMENT_SET_ID
PREVIOUS_CUSTOMER_TRX_ID
PRIMARY_SALESREP_ID
PRINTING_OPTION
PURCHASE_ORDER
PURCHASE_ORDER_DATE
PURCHASE_ORDER_REVISION
REASON_CODE
RECEIPT_METHOD_ID
RELATED_CUSTOMER_TRX_ID
SET_OF_BOOKS_ID
TERM_ID
TERRITORY_ID
TRX_DATE
TRX_NUMBER
This is a difficult error to resolve, but involves reveiwing the interface line
attributes.
Error: You can not apply more than the original line amount
Option1: Control > Autoinvoice > Interface Lines
Query for the Order which has the above error message, go to folder and query
for Reference Line ID, Delete this reference id.
Option2: update ra_interface_lines_all
set reference_line_id = null
where sales_order = :errored_sales_order
and reference_line_id is not null
Error: Unable to locate a valid sales tax rate for transaction
This error occurs when the Oracle Tax engine or Tax Extension (for third party
tax programs) fails to fetch a sales tax code or rate for the destination location,
or fails to derive a tax code from the defaults defined through the system
options.
The common causes of this error are listed below.
1. Missing or incorrect tax rate for the sales tax location combination.
2. Obsolete or unmaintained applications, tax engine or tax vendor code.
3. The invoice or order transaction date is not within the tax code effective
dates.
4. When using third party tax vendors, may have overlapping zip code
ranges when sales tax data was uploaded.
5. A tax code is assigned (customer, site or item) but system option tax
defaults are not enabled.
6. Location based tax could not be found because transaction country <>
home country.
7. Addresses are incorrect or not created properly due to invalid database
triggers.
8. Sales tax location flexfield may be invalid
Error:Please correct revenue account or Receivables account or freight or tax
account assignment
Change the revenue account assignment to a valid revenue account
assignment.
Autoaccounting is used to determine the accounts when the distribution table is
not populated. When AutoInvoice gives this error, it generally gives the account
with the missing segment(s).
Review the setups:
Menu: Setup>Transactions>Autoaccounting Query the account mentioned in
the above error and note the setup for that missing segment. If it is based on:
- Transaction Type : - Menu: Setup>Transaction>Transaction Types, and
verify that all accounts are populated.
- Salesperson - Menu: Setup>Transactions>Salespersons, and verify that all
accounts are populated.
- Standard Lines For an Inventory Item navigate to Menu:
Setup>Transactions>Items>Inventory items, and verify that the 'Sales Account'
is populated in the 'Invoicing' alternate region. For a Memo Line, navigate to
Setup =>Transactions =>Memo Lines, and make sure that 'Revenue Account' is
populated.
-Taxes Menu: Setup>Tax>Codes and verify that account is populated in 'Tax'
column under the 'Accounting' alternate region.
Additionally the following can be checked: Setup of Cross Validation Rules.
Run Cross validation Listing Report in GL to identify the cross validation rule
stopping the import of this line.
Unable to Derive A GL Date for One Transaction.
Populate GL_DATE with a date or populate the date with the created date in the
interface table that falls in an open period.
Useful Queries :
=========================
Select
distinct
interface_line_attribute1,
purchase_order
from ra_interface_lines_all
order by Purchase_order;
=========================
select count(1),
message_text
from ra_interface_errors_all
group by message_text;
========================
SELECT
*
FROM
RA_INTERFACE_ERRORS_ALL
WHERE
interface_line_id
IN
(
SELECT
interface_line_id
FROM
RA_INTERFACE_LINES
WHERE
interface_line_attribute1 = <> );
===================================
Select
interface_line_id,
message_text
from
ra_interface_errors_all
where
message_text
like '%Invalid Warehouse ID%';
===========================