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Session ID:
Prepared by:
Case Study: Leveraging
iReceivables and Approvals
Management Engine (AME) for
Customer Disputes
10810
@preziotti / @BIASCORP
Chris Preziotti & Anand Tuppad
Applications Team
BIAS Corporation
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Next one hour…
• Introduction
• iReceivables Overview
• Dispute Requirements
• Dispute Solution and Setups
• Walkthrough – Dispute Process Flow
• Additional Dispute Features
• Conclusion
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Introduction
• Background
• The Case for Dispute
• Statistics and Facts
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Background
• Client: Premium Wine and Spirits Distributor
• Oracle Applications Footprint:
4
GL AR
iReceivables
• View Account Information
• View Transactions & Payments
AP HR
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The Case for Dispute
• Problem: Customer Disputes were offline
• Solution: Implement Customer Disputes
5
GL AR
iReceivables
AP HR
• View Account Information
• View Transactions & Payments
• Dispute Transactions
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Statistics and Facts
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Number of Invoices – 20,000 per month
% of Invoices Disputed – 10%
$ of disputed amount – Over $1 million (20%)
Credit Requests Successful – 80%
Audit Trail – end to end
For Customer
For Internal AR Team
For Internal Marketing Team
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iReceivables Overview
• What is iReceivables?
• System Architecture
• What is a Dispute?
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What is iReceivables?
• An Internet-based, self-service application used to
access Receivables data
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System Architecture
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What is a Dispute?
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(AP Photo/Atlanta Journal-Constitution, Curtis Compton)
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What is a Dispute?
• Simple: When the customer disagrees about the
balance of a transaction
• Submitted disputes become Credit Memo Requests,
which are routed for approval
• Successful disputes (approved Credit Memo Requests)
result in the creation and application of a credit memo
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Dispute Requirements
• Business Process Analysis
• Requirements
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Business Process Analysis
• Two Approvers Types for Customer Disputes
– AR Reps
– Marketing Managers
• One AR Rep, One Marketing Manager per Account
– Not maintained in Oracle
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Marketing ManagerAR Rep
451122 – “ATL A FINE WINERY - NORTH GA”
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Business Process Analysis
• High-Level Dispute Process
– Customer calls or emails AR Rep
– AR Rep reviews and forwards to Marketing Manager
– Marketing Manager approves
– AR Rep adjusts disputed transaction
• Structure
– 12 Locations (OUs); 89 Approvers; 4200+ Accounts
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Account Number
AR Rep Mktg Manager
451122-ATL ASIMS BSMITH
404612-ATL BGREEN BSMITH
421699-ATL ASIMS SJONES
417416-ATL BGREEN SJONES
Approver Type
Employee Name
User
AR Rep Sims, Amy ASIMS
AR Rep Green, Bo BGREEN
Mktg Mgr Smith, Bill BSMITH
Mktg Mgr Jones, Sue SJONES
Business Process Analysis
• “Dispute Mapping Master Excel File”
• Two Sheets per Location
– Approvers: Oracle User Approvers List
– Mapping: Account / AR Rep / Marketing Manager List
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ATL - Approvers ATL - Mapping
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Requirements
Enable End Customers to Dispute via iReceivables
Maintain the Approvers in Oracle
- AR Reps and Marketing Mangers
Systematic Approval Flow
- AR Rep Marketing Manager AR Rep
Accommodate for Business-Specific Elements
- Dispute Reasons… Messages … Dispute on Total
Amount
Conditional Disputes Scenario Handling
- By Account… By Transaction Type… By Location…
Automatic Dispute Generation
Ability to Report on and Audit Dispute Activities
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Dispute Solution and Setups
• Solution Approach
• Core Setups
• AME Setups
• Additional Setups for Dispute
• Conditional Dispute Logic
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Solution Approach
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•Modify Lookups
•Update Messages
•Perform Personalizations
• Implement Hook
•Perform AME Setups for the Credit Memo Request Workflow
• Import Resources
•Create Collectors
•Update Customers
•Update Responsibilities
•Update Transaction Types
Represent AR Reps and
Marketing Managers in
Oracle
Tailor Oracle Dispute
Process for Business Needs
Systematize the Approval
Flow of Disputes
Prime the System for
Dispute Implementation
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Core Setups – Update Responsibilities
• Purpose:
– Enable Dispute Functionality for iReceivables
Responsibilities
• Menu Path:
– System Administrator Security Responsibility
Define
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Prime the System for Dispute Implementation
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Core Setups – Update Transaction Types
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• Purpose:
– Setup Credit Memo Types for Transaction Types
• Menu Path:
– Receivables Manager Setup Transactions
Transaction Types
Prime the System for Dispute Implementation
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Core Setups – Import Resources
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* Performed via DataLoad
• Purpose:
– Setup Approver Employees (AR Reps and Marketing Managers) as Collector and Salesperson Resources
• Menu Path:
– CRM Resource Manager Maintain Resources Import Resources
• Steps*:
1. Select Resources to Import
2. Set Resource Attributes
• Collectors (AR Reps)
• Salespersons (Marketing Managers)
3. Review and Import Selected Resources
Represent AR Reps and Marketing Managers in Oracle
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Core Setups – Import Resources
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• Step 1: Select Resources to Import
Represent AR Reps and Marketing Managers in Oracle
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Core Setups – Import Resources
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Collectors (AR Reps)
Salespersons (Marketing Managers)
• Step 2: Set Resource Attributes
Represent AR Reps and Marketing Managers in Oracle
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Core Setups – Import Resources
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• Step 3: Review and Import Selected Resources
Represent AR Reps and Marketing Managers in Oracle
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Core Setups – Create Collectors
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• Purpose:
– Setup Approvers (AR Reps) as Collectors
• Menu Path:
– Receivables Manager Setup Collections
Collectors
Represent AR Reps and Marketing Managers in Oracle
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Core Setups – Update Customers
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* Performed programmatically
• Purpose:
– Setup Approvers (AR Reps and Marketing Managers)
as Collectors and Salespersons in Customers
• Menu Path:
– Receivables Manager Customers Standard
• Steps*:
1. Set Collector (AR Rep) at Customer Account
2. Set Salesperson (Marketing Manager) at Customer
Account Site Business Purpose (Bill To)
Represent AR Reps and Marketing Managers in Oracle
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Core Setups – Update Customers
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• Step 1: Set Collector (AR Rep) at Customer Account
Represent AR Reps and Marketing Managers in Oracle
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Core Setups – Update Customers
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• Step 2: Set Salesperson (Marketing Manager) at
Customer Account Site Business Purpose (Bill To)
Represent AR Reps and Marketing Managers in Oracle
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TCA Setup
• Oracle’s Collector = AR Reps
• Oracle’s Salesperson = Marketing Managers
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Customer Account
Customer Site
Bill-To Purpose
Collector
Salesperson
1:1
1:1
Systematize the Approval Flow of Disputes
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AME Setups – Credit Memo Request Flow
• Two Approval Paths
– HR Hierarchy Limits
– Limits Only
• 3 Approval Levels (Called AME Transaction Types)
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1.
Collector
2.
Approval Chain
3.
Receivables
Systematize the Approval Flow of Disputes
Credit Memo• Created &
Applied
Transaction• Disputed
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AME Setups – Configuration
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1.
Collector
2.
Approval Chain
3.
Receivables
Systematize the Approval Flow of Disputes
Credit Memo• Created &
Applied
Transaction• Disputed
Collector
=AR Rep
Salesperson
=Marketing Manager
Collector
=AR Rep
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AME Setups – 1. Collector
• Create Approver Group
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Systematize the Approval Flow of Disputes
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AME Setups – 1. Collector
• Create Action Type and Rule
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Systematize the Approval Flow of Disputes
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AME Setups – 2. Approval Chain
• Create Approver Group
• Create Action Type and Rule
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Systematize the Approval Flow of Disputes
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AME Setups – 3. Receivables
• Create Approver Group
• Create Action Type and Rule
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Systematize the Approval Flow of Disputes
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Additional Setups for Dispute
• Lookups
– ARI_ACCOUNT_DETAILS_TYPE
• Enable “CREDIT_REQUESTS” Code
– ARI_INVOICE_SECTION
• Enable/Disable codes based on your implementation
– CREDIT_MEMO_REASON
• Enter “custom” reasons for your implementation
• Messages
– ARW_INV_MSG4
– ARW_DISP_FIN_CHARGE_MSG
– ARI_NOTE_DISPUTE_FIN_CHARGES
• Personalizations
– Personalization on Account Details Page to Hide Dispute Button
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Tailor Oracle Dispute Process for Business Needs
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Conditional Dispute Logic
• Allow Custom Validation To Display Buttons In Invoice, Credit Memo And Payment Details Page (Doc ID 1566003.1)
• Oracle Hook Stub: ARI_DEF_HOOKS_PVT
• Profile - OIR: Custom Validate Dispute
– PACKAGE_NAME.VALIDATE_DISPUTE
• Custom Logic Implemented - Exclusions at 4 levels
– Market (Region) Level – via Custom Value Set
– Account Level (DFF Exclude from Dispute)
– Transaction Class
– Transaction Type (DFF Exclude from Dispute)
• Only controls Dispute button on Transaction Details page
• Personalization to remove Dispute from Account Details37
Tailor Oracle Dispute Process for Business Needs
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Walkthrough – Dispute Process Flow
• Screen Walkthrough
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Process Flow
3 major steps
• Dispute Initiation
– Internal User
– External Customers
• Approval Process – Utilizes AME
• Credit Memo Created and Applied
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Dispute Initiation
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Dispute Initiation
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Dispute Initiation
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Approval Process
• NOTIFICATION SENT TO AR Rep
• NOTIFICATION SENT TO MARKETING MANAGER
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Approval Process
• NOTIFICATION SENT AR Rep
• Sample Email Notification
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Credit Memo Creation & Application
• Credit Memo Created and Applied to Original
Transaction
Original Transaction
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Credit Memo Creation & Application
Credit Memo Transaction
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Additional Dispute Features
• Automatic Dispute Process
• Email Notification Process
• Dispute Reporting
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Automatic Dispute Process
• Custom Process
• Automatically create disputes whenever
– Cash/Credit Memo applied to a transaction
– Remaining balance is more than threshold amount
– Threshold amount set via custom profile
– No CM Request (dispute) exists
• Honors Conditional Dispute Logic / Setup
• ar_credit_memo_api_pub.create_request
• Once Credit Memo Request is created, follows same
approval process
• Provides
– Greater control on write-offs
– Awareness for Customer and Marketing team
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Email Notification Process
• Standard Oracle provided email notifications
• Workflow mailer configured to receive and process
responses from email replies
• Approve
Either by logging into Applications
Or by Email responses
• Workflow background process set to run every 4 hours
• Response time – 3 days
– If no response, first reminder request sent
– If still no response, notification is escalated to person’s
manager
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Disputed Invoice Report (Standard)
• Used to review disputed transactions
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Disputed Invoice Report (Standard)
• Prints information for each disputed transaction and
displays totals. You can also review the collector
name and any comments associated with the
dispute.
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Customer Listing for Dispute Setups
• Developed a custom Excel report to provide insight
to dispute-related customer setups
– Spreadsheet analysis of current account assignments
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Mass Update Custom Program
• Provided the ability to update the report’s
spreadsheet output and run a custom Mass Update
custom program to upload changes to…
– Collector at Customer Account (for AR Rep changes)
– Salesperson at Customer Bill-To Site level (for
Marketing Manager changes)
– Customer Account DFF (for exclude from dispute
changes)
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Conclusion
• Takeaways
• Questions
• Contact Us
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Takeaways
55
Flexibility of
iReceivables using
AME
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Questions
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Contact Us
57
Chris Preziotti
Principal Consultant
Anand Tuppad
Applications Architect
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Please complete the session evaluation
form in the COLLABORATE 16 agenda
builder and networking app.
We appreciate your feedback and insight!
Session ID#: 10810