auto invoice setups oracle receivables[1]

Oracle ReceivablesSetups for Auto invoice in Oracle Receivables

Setups for Autoinvoice in OracleReceivables – An Overview

1.INTRODUTION................................................................................4 1.1 Objective...........................................................................................4

1.2 Introduction..................................................................................4 1.3 The Process of Autoinvoice............................................................4 1.4 The Data Flow Model....................................................................5

2.SET UP STEPS IN ORACLE Receivables..........................................6 2.1 Preparing Receivables for Autoinvoice...........................................6 2.2 System Options.............................................................................8

2.2.1 Tuning Segments....................................................................8 2.2.2 SQL Trace...............................................................................9 2.2.3 Purge Interface Tables............................................................9 2.2.4 Max Memory (in bytes)...........................................................9 2.2.5 Log File Message Level............................................................9

2.3 Line Ordering Rules.....................................................................11 2.4 Grouping Rules...........................................................................14 2.5 Transaction Batch Source.............................................................17

2.5.1 Batch source tab....................................................................17 2.5.2 Autoinvoice options tab.........................................................19 2.5.3 Customer information tab....................................................22 2.5.4 ACCOUNTING INFORMATION TAB..............................23 2.5.6 Sales credit validation tab......................................................25

2.6 Accounting Assignment...............................................................26 2.7 Transaction Flexfield...................................................................29

2.7.1 Line Transaction Flexfield.....................................................30 2.7.2 Reference Transaction Flexfield...........................................33 2.7.3 Link-to Transaction Flexfield.................................................34 2.7.4 Invoice Transaction Flexfield.................................................34

2.8 Receivables Setup Detail Report...................................................35 3.IMPORTING DATA........................................................................35

3.1 Importing data.............................................................................35 4.RUNNING AUTOINVOICE............................................................35 4.1 Submit Concurrent Program.............................................................35

4.2 Parameters for Autoinvoice Master Program..................................37 4.3 Execution Phases.........................................................................38

5.REPORTS AND ERRORS...............................................................38 5.1 Reports.......................................................................................38 5.2 Correcting Errors.........................................................................39

6.MISCELLANEOUS INFORMATION..............................................41

Setups for Autoinvoice in Accounts ReceivablesAn Overview

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6.1 Determining Dates.......................................................................41 6.1.1 General ledger date for Invoices with Rules............................41 6.1.2 General ledger date for Invoices without Rules.......................41

6.2 Transaction date..........................................................................42 7.DIFFERENT SCENARIOS..............................................................42 7.1 Importing Freight Lines....................................................................42

7.1.1 Freight line which refers to another transaction.....................42 7.1.2 Freight –only line..................................................................42 7.1.3 Multiple header freight lines..................................................42 7.1.4 Calculate tax on freight.........................................................43

7.2 Importing Tax Lines....................................................................43 7.2.1 Tax line.................................................................................43 7.2.2 Sales Tax...............................................................................43 7.2.3 Other Tax Codes...................................................................44

7.3 Importing invoices with Rules......................................................44 7.4 Importing Credit Memo................................................................44

7.4.1 Linking credit memos to invoices...........................................44 7.4.3 Calculating tax on Credit Memos...........................................45 7.4.4 Apply to chargeback.............................................................45

7.5 Finance Charges..........................................................................45

Setups for Autoinvoice in Accounts Receivables

An Overview

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Setups for Autoinvoice in OracleReceivables – An Overview

1.INTRODUTION

1.1 OBJECTIVE

This paper aims to provide an overview of the setups done in the Accounts Receivables module, to run the

process of Autoinvoice.

1.2 Introduction

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.

1.3 The Process of Autoinvoice

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.

1.4 The Data Flow Model

Figure 1: Flow of data, during the process of Autoinvoice.

Description: Figure 1 displays the data flow, during the Autoinvoice process. The feeder program

populates data into the interface tables, namely RA_INTERFACE_LINES_ALL,

RA_INTERFACE_DISTRIBUTIONS_ALL and RA_INTERFACE_SALESCREDITS_ALL

When the Autoinvoice program is run, data is populated into the tables listed below.

M₃ RA_BATCHES_ALL

M₃ RA_CUSTOMER_TRX_ALL

M₃ RA_CUSTOMER_TRX_LINES_ALL

M₃ RA_CUST_TRX_LINE-GL_DIST_ALL

M₃ RA_CUST_TRX_LINE_SALESREPS_ALL

M₃ AR_RECEIVABLE_APPLICATIONS_ALL

M₃ AR_PAYMENT_SCHEDULES_ALL

M₃ AR_PAYMENT_SCHEDULES_ALL

M₃ RA_INTERFACE_ERRORS_ALL

2.SET UP STEPS IN ORACLE RECEIVABLES

2.1 Preparing Receivables for Autoinvoice

Oracle Receivables must be prepared for any new data that has to be imported. If data being interfaced ,

has not yet been defined in Oracle Receivables, it must be defined, before using Autoinvoice.

Setups to be added or updated

are: M₃ Currencies

Navigation > Setup > Financials > Currencies >

Currencies M₃ Tax rates and tax codes

Navigation > Setup > Tax > Codes

M₃ Tax rates associated with products shipped to specific

addresses Navigation > Setup > Tax > Locations

M₃ Full or partial customer and item exemptions/exceptions

Navigation > Setup > Tax > Exemptions

Navigation > Setup > Tax > Exceptions

M₃ Freight on Board codes in the Receivables lookups window with a lookup type of

FOB Navigation > Setup > System > Quickcodes > Receivables

M₃ Freight carrier codes

Navigation > Setup > System > Quickcodes > Freight

Carriers M₃ Payment terms

Navigation > Setup > Transactions > Payment

Terms M₃ Transaction types

Navigation > Setup > Transactions > Transaction

Types M₃ Batch sources

Navigation > Setup > Transactions > Sources

M₃ Salespersons

Navigation > Setup > Transaction >

Salesperson M₃ Accounting rules

Navigation > Setup > Transactions > Accounting Rules


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M₃ Units of measure and class

Navigation > Setup > System > Units of Measure > Classes

Navigation > Setup > System > Units of Measure > UOM

M₃ Accounting Flexfield Segment Values

Navigation > Setup > Financials > Flexfields > Key > Segments

M₃ Territory Flexfield Values

Navigation > Setup > Financials > Flexfields > Key > Segments

Define the Territory flexfield structure, to record and customize information reporting. Setting up the Territory flexfield is optional. However, at least one segment of the Territory flexfield must be defined for the purpose of Autoinvoice. All Territory flexfield combinations must be defined in Oracle Receivables, because dynamic insertions using Autoinvoice are not allowed.

Navigation > Setup > Transactions > Territories

M₃ Sales Tax Location Flexfield

If one of the seeded Sales Tax Location flexfield structure is not being used, define a

Sales Tax Location flexfield structure, to charge customers location based tax.


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2.2 System Options

Figure 2: Trans and Customers tab

Menu: Navigation > Setup> System > System Options > Trans and Customers

Description: Figure 2 displays the Trans and Customers tab in the System Options window. The fields relating to Autoinvoice, that are displayed are, Accounting Flex, System Items and Territory which are Tuning Segments, Max Memory and Log File Message Level and check boxes for SQL Trace and Purge Interface Tables.

2.2.1 Tuning Segments

The values entered in the tuning segments will determine the efficiency of Autoinvoice, in terms ofperformance.

M₃ Accounting Flex Tuning Segment

If indices already exist for the GL_CODE_COMBINATIONS table, use the value of the index, asthe Accounting Flex Tuning Segment


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.

M₃ System Items Tuning Segment

If indices already exist for the MTL_SYSTEM_ITEMS table, use the value of the index, as the

System Items Flexfield tuning segment.

M₃ Territory Tuning Segment

If indices already exist for the RA_TERRITORIES table, use the value of the index, as the

Territory Flexfield tuning segment.

For all the above tables, if a concatenated index is defined, use the first column of the concatenated index.

If no indices exist for the respective tables, enter the segment with the most distinct values.

2.2.2 SQL Trace

Select the SQL trace check box to activate SQL tracing of the Autoinvoice process. SQL trace is used for

trouble shooting Autoinvoice performance problems. The user_dump_dest parameter specifies the path

where users can find the SQL trace files.

SELECT VALUE FROM V$PARAMETERWHERE NAME=’USER_DUMP_DEST’;

2.2.3 Purge Interface Tables

To run Autoinvoice Purge Program automatically, after every Autoinvoice run select the Purge Interface

check box. The purge program deletes records from the temporary interface tables that have been

successfully transferred into the Receivables tables.

If this checkbox is not selected, the Autoinvoice Purge Program, has to be submitted independently, from

the Submit Requests window, to delete the processed records.

2.2.4 Max Memory (in bytes)

The value entered here denotes the maximum amount of memory that is allocated to Autoinvoice, for

validation. The default memory value is 65535 bytes.

If the message “ Failed to allocate memory for scratch_memory”, is displayed when Autoinvoice is run,

then enter a lower number here. If the message “ The given piece of memory is not large enough to hold a

single row” , is displayed, enter a higher number.

2.2.5 Log File Message Level

Enter any number between 0 and 3.The number represents the amount of detail displayed in the

Autoinvoice log file.

M₃ Level 0 gives the following entries in the log file

Product version


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Program name

Autoinvoice start time

Autoinvoice concurrent request arguments

Error and warning messages

Autoinvoice end time

Autoinvoice logical steps

M₃ Level 1 gives all the above entries and

Time-Stamped function labels

M₃ Level 2 gives all the above entries and

Sizes of Allocated Arrays

Dynamic SQL statements

Number of rows updated, inserted and deleted

M₃ Level 3 gives you all the above entries and

Method IV SQL Array values

To debug Autoaccounting information, set the log file message level to 10.


An Overview

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2.3 Line Ordering Rules

Figure 3: Autoinvoice Line Ordering Rules window

Menu: Navigation > Setup > Transactions > Autoinvoice > Line Ordering Rules

Description: Figure 3 displays the Autoinvoice Line Ordering Rules window, which enables users to

define line ordering rules. Name, Description, Effective Start Date, Effective End Date, Sequence,

Transaction Attribute and Type are the fields displayed.

These rules are used by Autoinvoice to determine the order of the transaction lines on a particular invoice. When line ordering rules are not defined, Autoinvoice orders lines randomly on the transaction. A line ordering rule can be assigned to each grouping rule. Active invoice line ordering rules appear as a list of values in the Grouping rules window. Line ordering takes place after grouping.

In the Sequence field, enter the priority of the transaction attribute. Enter a higher number to specify a

lower priority for the particular transaction attribute.

In the Transaction Attribute field, enter the transaction attribute by which lines are to be ordered.

In the Type field enter the order in which the transaction attribute must be sorted. ‘Ascending’ sorts the

particular transaction attribute from least to greatest and ‘Descending’ sorts the particular attribute from

greatest to least.


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Table 1:Transaction Attributes

The following table lists the various transaction attributes that can be used to order lines

Sl Transaction AttributeNo.

1 ACCOUNTING_RULE_DURATION

2 ACCOUNTING_RULE_ID

3 ACCOUNTING_RULE_NAME

4 AMOUNT

5 ATTRIBUTE_CATEGORY

6 ATTRIBUTE1-15

7 FOB_POINT

8 INTERFACE_LINE_ATTRIBUTE1-15

9 INTERFACE_LINE_CONTEXT

10 QUANTITY

11 QUANTITY_ORDERED

12 REASON_CODE

13 REASON_CODE_MEANING

14 REFERENCE_LINE_ATTRIBUTE1-15

15 REFERENCE_LINE_CONTEXT

16 REFERENCE_LINE_ID

17 SALES_ORDER

18 SALES_ORDER_DATE

19 SALES_ORDER_LINE

20 SALES_ORDER_SOURCE

21 SHIP_DATE_ACTUAL

22 SHIP_VIA

23 TAX_CODE


An Overview

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24 UNIT_SELLING_PRICE

25 UNIT_STANDARD_PRICE

26 UOM_CODE

27 UOM_NAME

28 WAYBILL_NUMBER


An Overview

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2.4 Grouping Rules

Figure 4: Grouping Rules window

Menu: Navigation > Setup > Transactions > Autoinvoice > Grouping Rule

Description: Figure 4 displays the Grouping Rules window, where the grouping rules are defined.

Name, Description, Line Ordering Rule, Effective Start Date, Effective End Date, Transaction Class

and Optional Grouping Characteristics fields are displayed.

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. When an upgrade takes place, from a previous version of Oracle Receivables, this grouping rule becomes the default grouping rule initially. If this rule is used to create transactions, additional grouping rules need not be defined. The grouping rule ‘DEFAULT’ can be customized, by including additional optional transaction attributes.

Lines which have identical values in the columns for mandatory attributes and the optional

attributes, defined in the grouping rule, are grouped into one single transaction.


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In the Transaction Class field, enter the class of transaction name, to which this grouping rule should

apply. If a particular class of transaction has no grouping rule defined, then, only the mandatory

transaction attributes are considered for grouping.

Autoinvoice uses the following hierarchy to determine the grouping rule that is to be used:

M₃ Transaction batch source

M₃ Customer site level

M₃ Customer profile level

M₃ 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.

Table 2: Mandatory and Optional Grouping Attributes

The table below lists the mandatory attributes and optional attributes that can be used as Grouping rules.

MANDTORY ATTRIBUTES OPTIONAL ATTRIBUTES

AGREEMENT_ID ACCOUNTING_RULE_DURATION

COMMENTS ACCOUNTING_RULE_ID

CONVERSION_RATE ATTRIBUTE1-15

CONVERSION_TYPE ATTRIBUTE_CATEGORY

CONVERSION_DATE INTERFACE_LINE_ATTRIBUTE1-15

CREDIT_METHOD_FOR_ACCT_RULE INTERFACE_LINE_CONTEXT

CREDIT_METHOD_FOR_INSTALLMENTS INVENTORY_ITEM_ID

CURRENCY_CODE REFERENCE_LINE_ID

CUSTOMER_BANK_ACCOUNT_ID RULE_START_DATE

CUST_TRX_TYPE_ID SALES_ORDER

DOCUMENT_NUMBER SALES_ORDER_DATE

DOCUMENT_NUMBER_SEQUENCE_ID SALES_ORDER_LINE

GL_DATE SALES_ORDER_REVISION

HEADER_ATTRIBUTE1-15 SALES_ORDER_SOURCE

HEADER_ATTRIBUTE_CATEGORY TAX_CODE


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HEADER_GDF_ATTRIBTUE1-15 TAX_RATE

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

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


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2.5 Transaction Batch Source

2.5.1 Batch source tab

Figure 5: Batch Source tab

Menu: Navigation > Setup > Transactions > Sources >Batch Sources

Description: Figure 5 displays the Batch Source tab of the Transaction Sources window. This tab enables users to define the characteristics of the transaction batch source. The fields displayed are Name, Type, Description, Effective dates, Last Number for Automatic Batch Numbering and for Transaction Numbering, Reference Field Default Value, Standard Transaction Type, Credit Memo Batch Source and check boxes Active, Automatic Batch Numbering, Automatic Transaction Numbering and Copy Document Number to Transaction Number

2.5.1.1 Type

Select a transaction source of type ‘Imported’ from the list of values. Imported batch sources only can be

used for Autoinvoice.


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2.5.1.2 Active

Select the checkbox, with the label Active to make the batch source active. The date on which,

Autoinvoice is run, must fall within the range of effective dates, entered in the batch source.

2.5.1.3 Automatic Batch Numbering

In a manual batch source, to automatically number the new batches, that are created using this source, the

Automatic Batch Numbering check box must selected and a last number entered.

For an imported transaction batch source, Oracle Receivables automatically numbers the batch with the

batch source name, that is the request id.

2.5.1.4 Automatic Transaction Numbering

Select the Automatic Transaction Numbering check box and enter a last number, to number transactions

automatically.

2.5.1.5 Copy Transaction Number to Document Number

To use the same value, as both the document number and the transaction number for transactions assigned

to this source, select the Copy Document Number to Transaction Number check box. Checking this box

ensures that transaction numbers are generated sequentially without gaps.

2.5.1.6 Last Number

The last number is entered in this field. Transactions are created beginning with the next number. Oracle

Receivables automatically updates the last number fields. In order to know the last transaction number that

has been used, review the transaction batch source window.

2.5.1.7 Reference Field Default Value

The value of the column that you enter here, defaults in the Reference field in your Transactions window ,

just below the Transaction number field. The columns are those which form part of your Invoice

Transaction flexfield.

2.5.1.8 Standard Transaction Type

Enter the Standard Transaction Type for this batch source. Whenever this batch source is selected this

shall be the default transaction type.

2.5.1.9 Credit Memo Batch Source

To associate a default credit memo source with this transaction source, enter a credit memo batch source in

this field. This enables numbering the credit memos using a different sequence.The credit memo batch

source, must be defined.

If a credit memo batch source is not entered, Receivables enters the default value of the invoice or

commitment batch source.


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2.5.2 Autoinvoice options tab

Figure 6: Autoinvoice Options tab

Menu: Navigation > Setup > Transactions > Sources >Autoinvoice Options

Description: Figure 6 displays the Autoinvoice Options tab of the Transaction Sources window. The

fields Invalid Tax Rate, Invalid Line, GL Date in a Closed Period, Grouping Rule and check boxes for

Create Clearing and Allow Sales Credit are displayed.

2.5.2.1 Invalid Tax Rate

The value entered in the Invalid Tax Rate field, decides how Autoinvoice handles imported transactions with invalid tax rates. An invalid tax rate is one where the imported transaction’s tax rate, does not match the rate defined for its tax code. Select Correct to automatically update the invalid tax rate or Reject to reject the transaction line with an invalid tax rate.

2.5.2.2 Invalid Line

The value entered in the Invalid Line field, decides how Autoinvoice handles imported transactions withinvalid lines.


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For example, if Reject Invoice is selected and the grouping rule specifies that three transaction lines are

to be created as one invoice and one of the transaction lines has an error, Autoinvoice rejects all the

three transaction lines and does not create an invoice.

However, if Create Invoice is selected, Autoinvoice rejects only the invalid transaction line and

creates an invoice for the remaining two valid transaction lines.

2.5.2.3 GL Date in a Closed Period

The value entered in the GL Date in a Closed Period field, decides how Autoinvoice handles

imported transactions that have lines with a GL date, that is in a closed period.

Select Adjust to automatically adjust the GL date to the first GL date of the next open or future

enterable period or select Reject to reject these transactions, from being processed by Autoinvoice.

2.5.2.4 Grouping Rule

Entering a Grouping Rule is optional. If no grouping rule is entered, Autoinvoice uses the following

hierarchy.

M₃ Transaction batch source M₃ Customer site level

M₃ Customer profile level M₃ System Options Window

2.5.2.5 Create Clearing

Autoinvoice requires that the revenue amount should be equal to the selling price times the quantity for all

of the transactions it is processing.

Select the Create Clearing check box to put any difference between the revenue amount and the selling price times the quantity for a transaction, into the Autoinvoice Clearing account. If the check box is not selected and the figures for revenue amount and the selling price times the quantity are different, the transaction is rejected.

2.5.2.6 Allow Sales Credit Check Box

Select the Allow Sales Credit check box, when you want to enter sales credit information. Ensure that the

Require Salesreps checkbox in the System Options window is selected.


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Table 3: Sales credit information required

Table showing the effect of various combinations of selecting the two checkboxes, Allow Sales Credit in

the Autoinvoice Options tab of the Transaction Sources window and the Require Salesperson check box in

the System Options window.

Allow Sales Credit Requires Salesperson in System Enter Sales Credit InformationsOptions

If set to Yes Required Must Enter

If set to Yes Not Required Can Enter

If set to No Required Must Enter

If set to No Not Required Can Enter**

Note: (Autoinvoice ignores any values you enter)


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2.5.3 Customer information tab

Figure 7: Customer Information tab

Menu: Navigation > Setup > Transactions > Sources > Customer Information

Description: Figure 7 displays the Customer Information tab of the Transaction Sources window, where the criteria for customer information validation are selected The window displays Sold to Customer, Bill to Customer, Bill to Address, Bill to Contact, Ship to Customer, Ship to Address, Ship to Contact, Payment Method Rule, and Customer Bank Account fields.

Click either Value or ID, for each criteria, to indicate whether Autoinvoice should validate customer information by value or by the internal identifier , for a particular batch source. Choose ’None’ for no validation. Choose Value, to import a record into Autoinvoice tables using its actual name or ID, to use its internal identifier. For example, if the validation for Payment Term is Value, enter the payment term name, such as Standard–Check.. If validation is ID, enter the number that identifies the payment term. The fields Bill to Customer, Bill to Address, Bill to Contact, Ship to Customer, Ship to Address and Ship to Contact may be processed without validation.


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