invoiceit 3.3 setup guide 3.3 - kofax · 2020. 2. 21. · 22122015.0845 . readsoft ab |(head...

INVOICEIT – invoice approval workflow certified for Oracle® E-Business Suite

INVOICEIT 3.3 Setup Guide

December 2015 – ReadSoft AB

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22122015.0845

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Contents INVOICEIT Setup ........................................................................................................................................... 6

Assumptions .............................................................................................................................................. 6 Application version .................................................................................................................................... 6 Setup prerequisites ..................................................................................................................................... 6 Note on flex fields...................................................................................................................................... 6 Typical setup procedure ............................................................................................................................. 7 Technical structure ..................................................................................................................................... 8 Workflow structure .................................................................................................................................... 9

Mapping table ................................................................................................................................................ 10

Descriptive Flex Fields .................................................................................................................................. 11

Organization descriptive flex fields ......................................................................................................... 11 Invoice distribution descriptive flex fields .............................................................................................. 12

Hold types ....................................................................................................................................................... 14

Hold type definition ................................................................................................................................. 14 Hold types translation .............................................................................................................................. 14

Organization Standard Values ..................................................................................................................... 15

Organization level flex fields functional description ............................................................................... 16

Background Jobs ........................................................................................................................................... 17

Workflow background engine description ............................................................................................... 17 Starting the background engine ............................................................................................................... 18

User Menu Access .......................................................................................................................................... 19

Defining menus ........................................................................................................................................ 19 Menu plugins (Oracle 11.5.9 and lower) ................................................................................................. 20 Menu functions (11.5.10 and forward) .................................................................................................... 21

User Definition ............................................................................................................................................... 22

Users ........................................................................................................................................................ 22 Assigning users ........................................................................................................................................ 22 EBS appearance ....................................................................................................................................... 22

System Profile Options .................................................................................................................................. 23

Viewing profile options ........................................................................................................................... 23 Web Utility test tool ................................................................................................................................. 23 Oracle Applications ................................................................................................................................. 24 INVOICEIT profile menu ........................................................................................................................ 24 Sorting system profile options ................................................................................................................. 25 Categorizing system profile options setup ............................................................................................... 25 Adding Menu Options ............................................................................................................................. 25 Forms personalization .............................................................................................................................. 26

System Profile Options description .............................................................................................................. 28

System Profile Option prefix ................................................................................................................... 28 SPO functional description ...................................................................................................................... 28

INVOICEIT 3.3 Setup Guide | page 3 of 97 | © ReadSoft

Match identification rule names ................................................................................................................... 47

Standard INVOICEIT match identification rules .................................................................................... 48 Match rule version calculations ............................................................................................................... 49 Match to Receipt Logic ............................................................................................................................ 50

Reminders ...................................................................................................................................................... 51

Reminder groups ...................................................................................................................................... 51 Reminder group type definitions ............................................................................................................. 51 Reminder group configuration ................................................................................................................. 51 Reminder group setup examples .............................................................................................................. 54 Transaction calendar setup ....................................................................................................................... 56

Project Accounting Setup ............................................................................................................................. 57

Transaction source ................................................................................................................................... 57 Project role lists ....................................................................................................................................... 57

Batch Functionality ....................................................................................................................................... 57

Preregistration ............................................................................................................................................... 59

Preregistration assumptions/risks ............................................................................................................ 60 Preregistration flex fields ......................................................................................................................... 61 Preregistration hold types ........................................................................................................................ 61 Preregistration concurrent job .................................................................................................................. 62 Invoice validation error handling ............................................................................................................. 62

Post Approval Workflow .............................................................................................................................. 63

Enable/disable Post Approval Workflow................................................................................................. 64 Post Approval Workflow engine ............................................................................................................. 64

PO Attachments configuration ..................................................................................................................... 65

PO document Attachments ...................................................................................................................... 65 PO attachments storage ............................................................................................................................ 66

Search Setup................................................................................................................................................... 67

Searching on behalf ................................................................................................................................. 68

Notification mailer ......................................................................................................................................... 69

Concurrent Programs ................................................................................................................................... 70

Web Utility ..................................................................................................................................................... 71

Installing the Web Utility ........................................................................................................................ 71 Setup INVOICEIT Menu ......................................................................................................................... 71 Accessing Web Utility ............................................................................................................................. 72 INVOICEIT Secure Login ....................................................................................................................... 72 Oracle Applications Login ....................................................................................................................... 73 Web Utility appearance ........................................................................................................................... 73

URL-Encryption ............................................................................................................................................ 74

Encrypted URLs ...................................................................................................................................... 74 URL examples ......................................................................................................................................... 75

Reporting Functionality ................................................................................................................................ 76


Reporting as optional ............................................................................................................................... 76 Reporting module .................................................................................................................................... 76

Purging Log Table ......................................................................................................................................... 78

Appendix A: System Profile Option Configuration Questions .................................................................. 79

Appendix B: Workflow User Setup Questions ............................................................................................ 90

Appendix D: Match Hold Receiver Configuration Questions ................................................................... 91

Appendix E: Plug-in Configuration Questions ........................................................................................... 94


INVOICEIT Setup This document describes the INVOICEIT workflow setup process. This includes manually checking and correcting System Profile Option values, defining Oracle flex field values for each organization and configuring hold types.

System Profile Options controls the INVOICEIT workflow, Oracle flex field values are used during invoice import, and hold types are used to ensure that invoices are not released for payment before they are approved or fully matched.

All users that are potential approvers should be connected to an approval group in Oracle Purchasing. INVOICEIT uses this information to control the amount level and the account interval a user will be able to approve/certify.

INVOICEIT setup is performed by setting functionalities in Oracle E-Business Suite and using an Oracle tool, for example Toad or PLSQL Developer.

Assumptions Prior to this configuration, INVOICEIT and INVOICES should be properly installed according to the corresponding installation guides.

Application version INVOICEIT3.3 is compatible with Oracle E-Business Suite 11.5.3-11.5.10.

Setup prerequisites Skills required

• Logon information and general knowledge of Oracle E-Business Suite 11i

• Knowledge of PLSQL Developer and/or Toad (or a similar tool) for setting up reminder levels, PO line identification rules etc.

Information required

• Passwords for the System and XXIT3

• Oracle E-Business Suite access with System Administrator and Workflow Web manager responsibilities

Tools required

• Computer with an Oracle Client installation (preferably version 9.2. which includes Workflow Builder) and a working browser.

Note on flex fields INVOICEIT uses a number of flex fields. If flex fields are used in the current system, you will need to redefine the standard flex fields of INVOICEIT during the setup. Change the appropriate system profile options corresponding to each flex field as mentioned in the section “System Profile Options”.


Typical setup procedure

Mandatory Setup

O ptional System Pro file O ptions

System Pro file O ptions

Post Approval Workflow

Reporting ToolsIIT Search Setup

Security SettingsSecurity SPO

Pre RegistrationWorkflow SPO

Approval FlowApproval SPOGE Processing SPO

Form AppearanceForm Appearance SPO

Misc. SetupInstallation SPOImage SPOUser Setup SPO

Batch SetupBatching SPO

Projects SetupProjects SPO

Define Users

IIT3.3 installation(OEBS 11i)

Technical

Plugin Setup

Notification Mailer

Concurrent Programs

SYSTEM CHECK(ReadSoft info)

EBS/IIT interaction

SYSTEM CHECK(Customer info)

IIT performance

A dditional Setup

PO Match RulesPO Processing SPO

Match Identification Rules

Reminder SetupReminders SPO

Reminder Calendars

Mapping Table SetupCopy mappingtable

Standard Org. ValuesWorkflow User Setup(Flex fields)

DefineHold Types

Flex Field Configuration

Background Jobs

PrerequisitesOracle dvl. ToolAccess informationOracle client

Technical

Initial SetupURL SPO

Technical


Technical structure

ORACLE E-Business Suite

XML+TIFF-image

Accounts Payable

Open Interface(INVOICEIT interaction)

Org. ID Search

INVOICEIT User Interface

Oracle Workflow Engine

TransferVerify

Supplier IDSupplier SitePO numberInvoice No.Contact personVa

lidat

ions

InterpretSCAN

Setup used by IIT• Users/Employees• Responsibilities• Approval Hierarchy• Approval Groups• Profile Options• Vat Setup• Financial options• AP Options• Purchasing options


Workflow structure

Invoice Automation

Invoice Import Scanned image Import & Attach

Purchase Order(PO) Invoice

General Expense(GE) Invoice

Preregistration / Prevalidation

PO Lines Processing Non-PO Lines Processing

INVOICEIT Workflow

GE PO

PO GE

100% Automatch? No

AP Workflow

AP Interface Table

AP Invoice

INVOICEIT Oracle System Profiles Workflow User Setup Customizations

Yes

Post Approval? IIT NotificationsIIT Notifications

PO / ProjectHierarchy

IIT Notifications

IIT Hold Notification Hierarchy

Match Identification Rules

Auto-Accounting Rules

INVOICEIT Setup

INVOICEIT Workflow

Invoice Type

Standard Oracle

User Screens

Legend

ApprovalAccounting / CodingManual Match

AP Match & other AP Holds?


Mapping table Create a unique mapping table for the system. It must be a copy of the standard mapping table INVOICEIT. Configure the copy according to company business logic and language.

To copy the standard mapping table:

1. Open the Web utility tool in a browser

2. Click InvoiceIT mapping table

3. In the Copy this mapping field, select the InvoiceIT [standard] mapping table

4. Name the new mapping table and click Copy

5. Select the created mapping table from the Edit custom mappings (Columns) menu Figure 1 - Copy mapping table


Descriptive Flex Fields In case INVOICEIT flex field definitions conflict with existing setup they must be placed at another position. This must be documented in the system profile options. See the section “System Profile Options” for details.

Organization descriptive flex fields Organization descriptive flex fields are configured via Oracle Purchasing Setup Flexfield Descriptive Segments

Application Title Freeze Flexfield Definition

Segment Separator

Prompt Default Value

Reference Field

Value Required

Override Allowed (Display Context)

Human Resources Add'l Org. Unit Details Yes Period (.) Context Value

Table 1 - Context Field Values (Organization)

Code Name Description Enabled

Global Data Elements Global Data Elements Global Data Element Context Yes

Segments

Table 2 - Segments Summary – New (Organization)

Number Name Window Prompt Column Value Set Displayed Enabled

10 Standard responsibility Standard responsibility ATTRIBUTE1 INVOICEIT : Responsibility Yes Yes

20 Standard Approver Standard Approver ATTRIBUTE2 INVOICEIT : Approver Yes Yes

30 Standard Item Account Standard Item Account ATTRIBUTE3 INVOICEIT : Valid code combinations per org Yes Yes

40 Standard Tax Account Standard Tax Account ATTRIBUTE4 INVOICEIT : Valid code combinations per org Yes Yes

50 Standard Misc. Account Standard Misc. Account ATTRIBUTE5 INVOICEIT : Valid code combinations per org Yes Yes

60 Standard Freight Account Standard Freight Account ATTRIBUTE6 INVOICEIT : Valid code combinations per org Yes Yes


Open

Table 3 - Global Data Elements (Organization)

Number Name Display Size

Description Size

Concatenated Description Size

List of Values Window

10 Standard responsibility 30 50 25 Standard responsibility Standard responsibility

20 Standard Approver 30 50 25 Standard Approver Standard Approver

30 Standard Item Account 35 50 25 Standard Item Account Standard Item Account

40 Standard Tax Account 35 50 25 Standard Tax Account Standard Tax Account

50 Standard Misc. Account 35 50 25 Standard Misc. Account Standard Misc. Account

60 Standard Freight Account 35 50 25 Standard Freight Account Standard Freight Account

Invoice distribution descriptive flex fields Invoice distribution descriptive flex fields are configured via Oracle Purchasing Setup Flexfield Descriptive Segments

Application Title Freeze Flexfield Definition

Segment Separator

Prompt Default Value

Reference Field Value Required

Override Allowed (Display Context)

Payables Invoice Distribution Yes Period (.) Context Value

Table 4 - Context Field Values (Distribution)

Code Name Description Enabled

Global Data Elements Global Data Elements Global Data Element Context Yes


Segments

Table 5 - Segments Summary - New (Distribution)

Number Name Window Prompt

Column Value Set Displayed Enabled

40 Accounted by Accounted by ATTRIBUTE12 INVOICEIT : Approvers Yes Yes

50 Approval Status Approval Status ATTRIBUTE13 Yes Yes

100 Approved by Approved By ATTRIBUTE7 INVOICEIT : Approvers Yes Yes

Open

Table 6 - Global Data Elements (Distribution)

Number Name Display Size Description Size Concatenated Description Size List of Values Window

40 Accounted by 25 15 15 Accounted by Accounted by

50 Approval Status 50 50 25 Approval Status Approval Status

100 Approved by 25 50 25 Approved by Approved by


Hold types Hold type definition INVOICEIT uses hold types. Add the hold types specified in the tables. Hold types are configured via:

Oracle Payables Setup Invoice Hold and Release Names Table 7 - INVOICEIT Hold Types

Name Description Type Accounting Allowed

Manual Release Allowed

CONSIT_INVOICEIT_RELEASE INVOICEIT Invoice Release Reason Yes No

INVOICEIT_BLOCK_POSTING INVOICEIT Block Posting Invoice Hold Reason No No

INVOICEIT_ALLOW_POSTING INVOICEIT Allow Posting Invoice Hold Reason Yes Yes

INVOICEIT_POST_APPROVAL INVOICEIT Post Approval Invoice Hold Reason No Yes

INVOICEIT_PAYMENT_HOLD INVOICEIT Payment Hold Invoice Hold Reason No Yes

Hold types translation Translation can be done to languages included in Oracle. Navigate to Setup Lookup Payables

1. Search for type HOLD_CODE

2. Navigate to the detail block and search for INVOICEIT%

3. Use the Globe in the menu to translate each hold code

Translation is applied to the following codes and is registered in the fields Meaning and Description Table 8 - Hold Type Translation - Payables Lookups

Type Meaning Application Description Access Level

HOLD CODE Hold Code Payables The hold codes are also stored as lookups for NLS translations System

Table 9 - Hold Type Translation - Code Details

Code Meaning Description Tag From To Enabled

INVOICE QUICK RELEASED Invoice Quick Released Holds released in Invoice Holds window

Yes

INVOICEIT_ALLOW_POSTING INVOICEIT_ALLOW_POSTING INVOICEIT Allow Posting

Yes

INVOICEIT_BLOCK_POSTING INVOICEIT_BLOCK_POSTING INVOICEIT Block Posting

Yes

Table 10 – Translation Example - Code "INVOICE QUICK RELEASED"

Language Meaning Description Source Language

Danish Kvikfrigør. Af faktura Tilbageholdelser frigivet i vinduet Fakturatilbageholdelser Danish

Swedish Faktura snabbfrisläppt Spärrar har frisläppts i fönstret Fakturaspärrar Swedish

American English Invoice Quick Released Holds released in Invoice Holds window American English


Organization Standard Values INVOICEIT workflow must be configured for each Oracle Organization. The configuration of standard values for each organization is done in this way:

1. Navigate to Payables Setup Organizations.

2. Locate organizations using invoice scanning.

3. Enter the descriptive flex field on the header.

4. Configure the flex fields according to Table 11 - Add'l Org. Unit Details - Organization setup in Oracle. See the functional description for details.

Figure 2 - Editing Org. header flex field

Table 11 - Add'l Org. Unit Details - Organization setup in Oracle

Standard Responsibility A valid AP responsibility for the organization

Standard Approver A valid FND user

Standard Item account A valid code combination for the standard Item account

Standard Freight account A valid code combination for the standard Freight account

Standard Misc account A valid code combination for the standard Misc account

Standard Tax account A valid code combination for the standard Tax account


Organization level flex fields functional description Standard Responsibility Specify a valid Oracle AP responsibility. The workflow must know which AP responsibility on the organization should be used to run Oracle concurrent jobs, for example “Importing from AP interface”. This responsibility should always be assigned to the user defined in the Organization flex field named Standard Approver. If not, the workflow will not function correctly.

Standard Approver Specify a valid Oracle user. The workflow must know which user is “Standard Approver” for the organization. Standard Approver is used to run Oracle concurrent jobs, for example “importing from AP interface”. The user is normally also used as the “INVOICEIT accounting superuser” for each defined Organization. This user should always have the Oracle Responsibility that has been defined in Organization flex field Standard responsibility. If not, the workflow will not function correctly.

Standard Tax Account Specify a valid Tax account. The default tax account is used when importing invoices. The workflow needs to know which descriptive flex field on the organization table contains the default tax code combination id. This is for example used by the workflow when importing from the interface tables and also if the SPO INVOICEIT3 : Pre registration target of invoice has been enabled.

Standard Item Account Specify a valid Item account. The default item account is used when importing invoices. The workflow must know which descriptive flex field on the organization table contains the default item code combination id. This is for example used by the workflow when importing from the interface tables and if the SPO INVOICEIT3 : Pre registration target of invoice has been enabled.

Standard Freight Account If the company uses the type called Freight, specify a valid Freight account. If the company does not use this type, it is not mandatory. The default freight account is used when importing invoices. The workflow must know which descriptive flexfield on the organization table holds the default freight code combination id.

Standard Misc Account If the company uses the type called Misc, specify a valid Misc account. If the company does not use this type it is not mandatory. The default Misc account is used when importing invoices. The workflow must know which descriptive flex field on the organization table contains the default miscellaneous code combination id.


Background Jobs In order to enable INVOICEIT the Workflow Background Engine and the Notification Mailer must be initiated in order to receive selfservice notifications or mails.

Workflow background engine description Background engine processes serve three purposes in Oracle Workflow: to handle activities deferred by the Workflow Engine, to handle timed out notification activities, and to handle stuck processes.

Differed activities When the Workflow Engine initiates and performs a process, it completes all necessary activities before continuing to the next eligible activity. In some cases, an activity can require a large amount of processing resource or time to complete. Oracle Workflow lets you manage the load on the Workflow Engine by setting up supplemental engines to run these activities as background tasks. In these cases, the costly activity is deferred by the Workflow Engine and run later by a background engine. The main Workflow Engine can then continue to the next available activity, which may occur on some other parallel branch of the process.

Notification activities A background engine must also be set up to handle timed out notification activities. When the Workflow Engine comes across a notification activity that requires a response, it calls the Notification System to send the notification to the appropriate performer, and then sets the notification activity to a status of 'NOTIFIED' until the performer completes the notification activity. Meanwhile, a background engine set up to handle timed out activities periodically checks for 'NOTIFIED' activities and whether these activities have time out values specified. If a 'NOTIFIED' activity does have a time out value, and the current date and time exceeds that time out value, the background engine marks that activity as timed out and calls the Workflow Engine. The Workflow Engine then resumes by trying to execute a transition activity.

Stuck processes Additionally, a background engine must be set up to handle stuck processes. A process is identified as stuck when it has a status of ACTIVE, but cannot progress any further. For example, a process could become stuck in the following situations: A thread within a process leads to an activity that is not defined as an End activity but has no other activity modeled after it, and no other activity is active. A process with only one thread loops back, but the pivot activity of the loop has the On Revisit property set to Ignore.

An activity returns a result for which no eligible transition exists. For instance, if the function for a function activity returns an unexpected result value, and no default transition is modeled after that activity, the process cannot continue.

The background engine sets the status of a stuck process to ERROR:#STUCK and executes the error process defined for it.

Background Engine configuration You can define and start up as many background engines as you like to check for deferred and timed out activities.

Background engines can be restricted to handle activities associated with specific item types, and within specific cost ranges. A background engine runs until it completes all eligible activities at the time it was initiated. Generally, you should set the background engine up to run periodically.

Ensure that you have at least one background engine that can check for timed out activities, one that can process deferred activities, and one that can handle stuck processes. At a minimum, you need to set up one background engine that can handle both timed out and deferred activities as well as stuck processes. Generally, you should run a separate background engine to check for stuck processes at less frequent intervals than the background engine that you run for deferred activities, normally not more often than once a day. Run the background engine to check for stuck processes when the load on the system is low.


Starting the background engine The Workflow Background Engine can be started from the SYSADMIN user. If you have a dedicated user running background jobs you can choose to run the job as shown below instead. The job must be scheduled to run every XX minutes.

Navigate to System Administrator Request Run Figure 3 - Starting background engine


User Menu Access Plug-ins and functions must be assigned to a menu in order to enable the provided functionality for accessing INVOICEIT Search, INVOICEIT DBI, INVOICEIT Batch, INVOICEIT Workflow Monitor, INVOICEIT Administrator and INVOICEIT Inbox.

• In Oracle E-Business Suite 11.5.7-11.5.9 plugins provide the functionality.

• In Oracle E-Business Suite 11.5.10 functions provide the functionality.

These will be connected to a new menu item called INVOICEIT.

Both menu plug-ins and functions will be linked via the Oracle Self-Service homepage. Therefore all INVOICEIT users need to have the responsibility Preferences.

One or more responsibilities with access to the plugins or the functions for INVOICEIT Search, DBI, Batch Workflow Monitor, Administrator and Inbox need to be created. If some users should only be allowed access to one of these plugins or functions, more than one menu/responsibility needs to be created

It is important to make sure that each INVOICEIT responsibility (Payables etc.) used via the INVOICEIT Search is connected to an organization. This is done by specifying the System Profile Option MO: Operating Unit.

Defining menus Defining INVOICEIT menus is done via System Administrator Application Menu

Defining INVOICEIT responsibilities is done via System Administrator Security Responsibility Define

The menus must be configured according to Table 12 - Table 19

The settings must reflect whether plugins (Table 12-Table 15) or functions (Table 16-Table 19) are used.


Menu plugins (Oracle 11.5.9 and lower) Table 12 - Menu (prior to 11.5.10)

Menu User Menu Name Menu Type Description

INVOICEIT INVOICEIT Standard

Table 13- Menu Detail (prior to 11.5.10)

Seq Prompt Submenu Function Description Grant

10 INVOICEIT Search XXIT3_SEARCH_PLUG INVOICEIT Search Form menu Yes

20 INVOICEIT DBI XXIT3_BIZ_PLUG INVOICEIT Daily Business for management menu Yes

30 INVOICEIT Batch XXIT3_SET_BATCH_PLUG INVOICEIT Set Batch menu Yes

40 INVOICEIT Workflow Monitor XXIT3_MONITOR_PLUG INVOICEIT Workflow Monitor menu Yes

50 INVOICEIT Administrator XXIT3_NOTIF_ADMIN_PLUG INVOICEIT Administrator Yes

60 INVOICEIT Inbox XXIT3_NOTIF_USER_PLUG (If not populated automatically during installation, create this manually.)

INVOICEIT Inbox Yes

Table 14 – Responsibilities (prior to 11.5.10)

Resp. name Application Resp. Key Description Effective dates From

Effective dates To

Available From

INVOICEIT Oracle Self-Service Web Applications INVOICEIT INVOICEIT 01-JAN-1951 Oracle Self Service Web Applications

Table 15 - Responsibilities Continued (prior to 11.5.10)

Data Group Name Data Group Application Menu Web Host Name

Web Agent Name Request Group Name

Request Group Application

Standard Oracle Self-Service Web Applications INVOICEIT


Menu functions (11.5.10 and forward) Table 16 - Menu (11.5.10 and forward)

Menu User Menu Name Menu Type Description

INVOICEIT INVOICEIT Standard

Table 17 - Menu Detail (11.5.10 and forward)

Seq Prompt Submenu Function Description Grant

10 INVOICEIT Search XXIT3_SEARCH INVOICEIT Search Form menu Yes

20 INVOICEIT DBI XXIT3_BIZ INVOICEIT Daily Business for management menu Yes

30 INVOICEIT Batch XXIT3_SET_BATCH INVOICEIT Set Batch menu Yes

40 INVOICEIT Workflow Monitor XXIT3_MONITOR_MENU INVOICEIT Workflow Monitor menu Yes

50 INVOICEIT Administrator XXIT3_NOTIF_ADMIN

INVOICEIT Administrator Yes

60 INVOICEIT Inbox XXIT3_NOTIF_USER

INVOICEIT Inbox Yes

Table 18 - Responsibilities (11.5.10 and forward)

Resp. name Application Resp. Key Description Effective dates From

Effective dates To

Available From

INVOICEIT Oracle Self-Service Web Applications INVOICEIT INVOICEIT 01-JAN-1951 Oracle Self Service Web Applications

Table 19 - Responsibilities Continued (11.5.10 and forward)

Data Group Name

Data Group Application Menu Web Host Name Web Agent Name Request Group Name

Request Group Application

Standard Oracle Self-Service Web Applications INVOICEIT


User Definition INVOICEIT users include dispatchers, users that will add accounting, users that must approve, accounting, super user and workflow administrators.

To make users available for the workflow the concurrent program Synchronize WF LOCAL tables must be running.

Users User access to INVOICEIT is attained via Oracle Applications or by following a link in a notification mail. The following main points must be considered when configuring user access:

• Users who approve/certify accounting must be created as employees connected to an fnd_user.

• If the approval hierarchies position hierarchy or employee/supervisor relationships are used for approval, employees must be assigned to an approval group via assignment to a job/position.

• Users not needing to perform approval due to using their existing PO/HR hierarchy position hierarchy or employee/supervisor relationships only need to be created as fnd_users.

• If notification mails are used, all users need to be fnd_users and optional mail_users.

• To grant user access to INVOICEIT Search, INVOICEIT DBI, INVOICEIT Batch and INVOICEIT Workflow Monitor a responsibility holding menu options for the functionality must be assigned. (See “User Menu Access” for details.)

• If a user who is not meant to log on to Oracle e-Business Suite should have access to the INVOICEIT Search Screen, the access can be given as a URL link. Note that this might not be possible due to security rules settings.

For information on setting up users, employees and approval hierarchy as well as approval groups please refer to Standard Oracle User guides.

Assigning users Assigning users to INVOICEIT Search, - DBI, - Batch and - Workflow Monitor functionalities and granting access is done via System Administrator Security User Define Table 20 - Users (Assigning users)

User Name Person E-Mail Effective Dates From 01-JAN-2004

Table 21 - Direct Responsbilities (Users)

Responsibilities Application Security Group Effective Dates From Effective Dates To INVOICEIT INVOICEIT Standard 01-JAN-2004

EBS appearance Note that when logging in to Oracle E-Business Suite, the appearance in Oracle version 11.5.9 and lower will be different from the appearance in version 11.5.10 and forward.


System Profile Options INVOICEIT uses a number of System Profile Options (SPO) in order to control the system flow.

All SPOs are predefined with a default value that must be changed before the system is functional. This is because many SPOs are environment specific and depend on company business logic.

SPOs should be defined during fresh installations. Upgrading the system will preserve previously entered values-

Note that ReadSoft only supports INVOICEIT3% SPO values set on Site level. A lot of the system profiles can be added at another level and will work perfectly, but not all SPOs can work on all levels.

Viewing profile options There are three ways to view or access the system profile options:

• Web Utility test tool

• Oracle Applications

• INVOICEIT profile menu

Web Utility test tool System profile options are viewed by clicking View System Profiles in the Web Utility tool bar menu.

This launches a new browser window containing a read-only sorted and categorized list of the available system profile options and their defined values.

The support information page also contains this information. It is accessed by clicking Support Info in the Web Utility tool bar menu.

The support information page contains data for retrieving diagnostic information for a particular invoice. System profile options and their settings are captured in the diagnostic information. The sort order here matches the one found via the Web Utility tool.


Oracle Applications System profile options are accessible within Oracle Applications

1. Login with System Administrator responsibility

2. Navigate to Profile System

3. Type InvoiceIT3% in the field Profile and click Find

4. Results are presented in alphabetically order based on the profile name. They are not sorted or categorized.

INVOICEIT profile menu INVOICEIT 3.3 introduces an enhanced menu for filtering and sorting INVOICEIT system profile options. Profile options can be accessed and modified from this menu. The menu is called InvoiceIT Administrator – Profiles and can be added to any existing INVOCIEIT menu, for example the Invoice Administrator menu as shown below.

The commonly changed INVOICEIT profile options are found in four menu categories that filter the profile options:

• Server Configuration: Shows profile options categorized as Server Configuration.

• Application Defaults: Shows profile options used as default in the application.

• Define Flexfield: Shows profile options associated with the behavior and appearance of flexfields.

• All: No filter. Sorts profile options to match the Web Utility sort order.

Access a filtered list this way:

1. Click the menu link

2. Leave the dialog box as is

3. Click Find in the dialog box


Sorting system profile options Sorting system profile options is controlled through entries in the table XXIT3.XXIT3_PROFILE_OPTIONS_SORT. The table consists of the following attributes: Table 22 - XXIT3.XXIT3_PROFILE_OPTIONS_SOR Attribute Name Attribute Type Description

Profile_option_name Varchar2(80) Corresponds to the INVOICEIT system profile name. Profile_group_id Varchar2(10) Categorizes profile options into groups (Server

configuration, Application defaults, Flexfield etc.)

Profile_group_seq Number The sequence used to sort the profile options.

Sorting profile options is changed by updating the sequence value for an attribute in the table. Profile options not found in this table are sent to the bottom of the sorted list and are sorted by name.

Categorizing system profile options setup The profile options shown in the three categories Server Configuration, Application Defaults, and Define Flexfields,are controlled by the value of the attribute profile_group_id value in the XXIT3.XXIT3_PROFILE_OPTIONS_SORT table.

Fejl! Henvisningskilde ikke fundet.Fejl! Henvisningskilde ikke fundet. outlines the supported values for the categories. To remove or add an option associated with a menu category, change the value for the profile option to either a supported or unsupported menu category. Table 23 - Supported Categories (profile_group_id ) Menu Category Supported Category Value

Server Configuration SERVER Application Defaults DEFAULTS

Define Flexfields FLEX

Adding Menu Options Additional menu categories can be added by creating an Application function and assigning it to the InvoiceIT Administrator – Profiles menu. Please refer to Oracle Applications System Administrator's Guide for details regarding creating functions and menus. After assigning new function(s) to the menu, launch the menu option to bring up the new form/function. Below are screenshots of the seeded menu setups.

Form Functions Step 1:

Step 2:


http://download.oracle.com/docs/cd/A91130_01/acrobat/115saug.pdf

Step 3:

Menu

Forms personalization The categorized menu options use Oracle Form Personalization. Access the personalization functionality via the menu: Help Diagnostics Custom Code Personalize. (Requires apps database password).

Sequence and Condition This screenshot shows the form personalization for the SERVER category. In this example, a sequence and a description is defined at the function level and for the trigger event WHEN-NEW-FORM-INSTANCE.


https://support.oracle.com/CSP/main/article?cmd=show&type=ATT&id=279034.1:2

Order by Action After defining the sequence and condition, click the Actions tab.

First the query results from the form’s query are ordered (Sequence: 10). The object type is Block and the object we want to manipulate is the result block in the field Target Object called Profile_Values.

Then the Property Name is specified, in this example modified to order_by. The value being assigned to the order_by property is the plsql function xxit3_profiles_pkg.xxit3_profile_sort(profile_option_name) that returns the sort order specified in the table XXIT. XXIT3_PROFILE_OPTIONS_SORT.

The screenshot below reflects the step just described.

Where Action After defining a new action sequence called 20 Where the steps outlined in the order by action are repeated for the Object Type and Target Objects. The property name for the where-action is DEFAULT_WHERE. The value defined here is the subquery exists (select 1 from xxit3.xxit3_profile_options_sort x where x.profile_option_name = fnd_profile_options_vl.profile_option_name and profile_group_id='SERVER'). For an additional or new category, the profile_group_id condition in the subquery changes to reflect the category added to the menu.


System Profile Options description System Profile Option prefix In the functional description list, only the descriptional part of the profile names are included. Please note that the actual profile names in the system has the application prefix INVOICEIT3 :

SPO functional description The list below contains the functional description for SPOs that are part of the INVOICEIT setup. Each option must be configured to reflect the required settings for the company. Each SPO is presented with name, potential values and description. SPO configuration assistance is available in “Appendix A” which lists a user question for each SPO.

Name Category Values Description

Use intermediate posting.

Yes/No This system profile is not supported in INVOICEIT version 3.2

In INVOICEIT 3.0, if set to Yes, this SPO enables the cancellation/creation of preliminary posting. The preliminary posting is executed each time the coding of the invoice is changed and saved. This SPO is only effective if the profile option INVOICEIT3 : Pre registration of invoice is enabled.

Can accountant approve invoice

APPROVAL Yes/No This corresponds to the Document Type determined by the profile option INVOICEIT: Approval document type. The flag Owner can approve for the Document Type in Oracle Purchasing is the controlling part – for instance Approve Standard Purchase Orders.

Yes (Flag checked): Approver can change accounting.

No (Flag unchecked): Approver cannot change accounting.

Approval document type

APPROVAL Approve Standard Purchase Orders

Defines the Document Type used in Oracle Purchasing when checking approval limit for approvers.

For instance Approve Standard Purchase Orders and Approve Internal Requisitions. If no approval limit checking is required, select Disable Approval Control



Use standard INVOICEIT Approval Flow

APPROVAL Yes/No As default this should be set to Yes as this is the way that INVOICEIT normally works.

No: INVOICEIT approval workflow is not used as standard. The workflow will import the invoice into AP Open Interface without approval.

This rule can be overridden by the Tag name and value added in the profile option INVOICEIT3 : XML tag for continue with approval flow.

Use PO Hierarchy APPROVAL Yes/No No: Accounting/approval user will have to enter the approver in the accounting web form to route invoices. Yes: The system handles the routing automatically according to the rules specified in the SPO INVOICEIT3 : Approval document type. The Oracle PO/HR hierarchy for the specific document type within the invoice’s approval organization will be used in conjunction to Approval Routing. It also automatically reuses the forwarding method for the document type (Direct or Hierarchy).

This SPO is only used with Automatic Approval Routing.

Sent post approval notification to super user

APPROVAL Yes/No This SPO is only in effect if the Post Approval INVOICEIT workflow has been enabled. See section “Post Approval Workflow” for details regarding enabling and configuration.

No: The receiver of the Post approval notification will either be the INVOICEIT Super user defined in the Oracle organizations flexfield or the approver of the related invoice. If the related invoice has only one approver, the Post approval notification will always be sent to that one approver. If the related invoice has multiple approvers, the INVOICEIT Super user defined in the Oracle organizations flex field will receive it.

Yes: The INVOICEIT Super user defined in the Oracle organizations flex fields receives the Post approval notification within the defined Oracle organization.

With no specification, the default treatment for this SPO will act as if set to No.



Current batch name

BATCHING This SPO is in effect if the SPO INVOICEIT3 : Batch controls profile is set to Profile.

It is possible to add a current batch name for all Organizations that are used together with INVOICEIT. For further information please see the section “Batch Functionality”.

Batch controls profile

BATCHING Invoice / Profile Invoice: Batch name value is captured via the mapping tables from scanned invoices.

Profile: Batch name value is decided by the SPO INVOICEIT3 : Current batch name.

For further information please see the section “Batch Functionality”.

Use invoice batch controls profile's value to apply payment hold

BATCHING Yes/No This SPO is used to apply an INVOICEIT payment hold when using batch functionality:

If batch functionality is enabled in AP: Use Invoice Batch Controls and the SPO INVOICEIT3 : Batch controls profile and INVOICEIT should apply a payment hold immediately after import into AP tables, the following SPOs need to be configured in the following way:

INVOICEIT3 : Use invoice batch controls profile's value to apply payment hold YES

INVOICEIT3 : Apply Payment Hold right after import into AP tables YES

AP: Use Invoice Batch Controls YES

This hold must be removed manually using Oracle E-Business Suite Core.

If a payment hold should not be applied, instead configure the SPOs in the following way:

INVOICEIT3 : Use invoice batch controls profile's value to apply payment hold No

INVOICEIT3 : Apply Payment Hold right after import into AP table No

AP: Use Invoice Batch Controls YES

Enable Assets Tracking

FORM APPEARANCE

Yes/No Yes: The asset tracking flag on AP the distribution lines is enabled.



Enable flex header FORM APPEARANCE Yes/No Yes: Descriptive flex fields on invoice headers are shown as […] in the INVOICEIT workbench. No: No additional flex fields are shown on invoice headers.

Enable flex lines FORM APPEARANCE Yes/No Yes: Descriptive flex fields on invoice lines are shown as […] in the INVOICEIT workbench. No: No additional flex fields are shown on invoice lines.

Enable Statistical Quantity

FORM APPEARANCE

Yes/No Yes: Statistical Qty field is enabled on AP distribution lines.

No: Statistical Qty field is not enabled.

Show Worklist icon

FORM APPEARANCE

Yes/No This SPO is not supported in INVOICEIT 3.2.

In INVOICEIT 3.0X, this SPO specifies if the worklist icon is displayed on search result lists.

No: Icon is not displayed and there will be no link to the work list.

Yes: AP attachment “Workflow activity list” will show the “View activity history”.

Show extended Invoiceheader

FORM APPEARANCE

Yes/No Yes: Enables extra fields on the invoice header in the INVOICEIT workbench.

Show all desc flex fields on invoice lines

FORM APPEARANCE

Yes/No Yes: Enable descriptive flex fields on invoice lines. These are shown as fields in the INVOICEIT screen.

Show VAT on line FORM APPEARANCE Yes/No Yes: Enable VAT code field on the accounting workbench and approval workbench.



Use vendor name in description on line

FORM APPEARANCE

Yes/No Yes: Vendor names are added to the invoice line description automatically. This will only have effect if no Line Item has been transferred from the invoice.

Default next action in accounting form

FORM APPEARANCE

Accounting/ Approval

This SPO determines the next action for invoice lines.

Enable Projectno in accounting form header

FORM APPEARANCE

Yes/No This SPO is in effect if the spo INVOICEIT3 : Show extended Invoiceheader is set to Yes.

Yes: Project number is shown in the invoice header.

Enable Voucherno in accounting form header

FORM APPEARANCE

Yes/No This SPO is in effect if the spo INVOICEIT3 : Show extended Invoiceheader is set to Yes.

Yes: Voucher number is shown in the invoice header.

Jump from Notificationlist directly to INVOICEIT Workbench

FORM APPEARANCE

YES/NO Yes: Clicking on a notification in the worklist opens the accounting workbench directly.

No: Clicking on a notification in the worklist opens the notification.

Purchase order release separator

FORM APPEARANCE

“ – “ or “ / “ This profile is used to control how the Purchase Order Releases are layouted.



Show Net Line Price and Calculated Tax into Accounting Screen

FORM APPEARANCE

Yes/No This SPO enables the fields Distribution, Net line price, Calculated tax and Difference in the accounting screen.

Zero Segment Trigger

FORM APPEARANCE

0 This SPO specifies the sign which triggers zero segments. Default sign is 0.

Use MultiMatch as Manual Match

FORM APPEARANCE

Use MultiMatch as Manual Match / Use SingleMatch as Manual Match

This SPO determines whether to use the MultiMatch or the SingleMatch GUI in the manual match screen.

Alias sign FORM APPEARNCE @ (Any special character) The selected sign is used as user code alias in accounting workbench. The alias is used in the accounting segments to enable predefined coding shortcuts.

Close INVOICEIT workbench if not from selfservice

FORM APPERANCE

YES/NO This SPO determines whether the INVOICEIT workflow should return to the Oracle Homepage when a notification has been handled.

Yes: Workflow does not return to the Oracle Homepage. An extra Homepage will not be generated.

No: Workflow returns to the Oracle Homepage.

Import GE Scanned Invoice Lines

GE PROCESSING

Yes/No Determines if scanned GE invoice lines should be imported for a general expense.

Yes: Scanned GE invoice lines are imported.

No: Scanned lines are not imported and a dummy line is created according to the mapping table.

Max characters to compare Invoice and PO Item numbers - when matching

GE PROCESSING

[BLANK], 1-999 The Item number is compared only on the defined number of characters. A [BLANK] value means a full (normal) comparison will be done.

The Item number in this case is the field Item and the field Supplier Item on the Purchase Order that the workflow will compare with.

For further explanation of PO identification rules see the section “PO Identification rules”.



Use external image archive

IMAGE Yes/No No: Standard URL is used for scanned invoice images.

Yes: Scanned invoice image URLs are created as a concatenation of the system profile INVOICEIT3 : URL for scanned image of the invoice and XML key value from the scanned invoice.

External archive key xml tag

IMAGE Defines the XML tag name of the field in the invoice XML that contains the specific key value which identifies the scanned image in the external archive.

Which attribute on dist. lines holds accounted by user

INSTALLATION ATTRIBUTE14 Accounted by. This serves as historical and statistic information for AP invoice distribution lines in Oracle. Change the ATTRIBUTE number according to company configuration

This field is not mandatory. If the profile is not used delete the default value.

Which attribute on dist. lines holds approved by user

INSTALLATION ATTRIBUTE15 Approved by. This serves as historical and statistic information for AP invoice distribution lines in Oracle. Change the ATTRIBUTE Number according to company configuration.

This SPO is required if Post Approval Workflow has been enabled.

This field is not mandatory. If the profile is not used delete the default value.

XML tag for continue with approval flow

INSTALLATION [tag name]:[Required value]

This option is only relevant if the option: INVOICEIT3 : Use standard INVOICEIT approval workflow is set to N.

If the [tag name] in an XML has the [Required value], transactions are handled by INVOICEIT approval workflow and will be processed via the normal INVOICEIT workflow.

XML tag to insert difference line

INSTALLATION [tag name] If [tag name] is found in an XML header, INVOICEIT adds an extra invoice line with the difference amount.

Default approver desc flex field on organization table

INSTALLATION ATTRIBUTE2 Informs the workflow which descriptive flexfield on the organization table contains the standard approver. This user is used by the workflow as the Oracle user running the concurrent job when importing from the AP interface and as the “INVOICEIT accounting superuser” for each defined Organization.

This user should always have the Oracle Responsibility defined in the SPO INVOICEIT3 : Default responsibility desc flex field on organization table. If not, the workflow will not be fully functional.



Default item code combination id on organization table

INSTALLATION ATTRIBUTE3 Informs the workflow which descriptive flex field on the organization table contains the default item code combination id. This is for instance used by the workflow when importing from the interface tables and also if

INVOICEIT3 : Pre registration target of invoice has been enabled.

Change the ATTRIBUTE number according to company configuration.

Default responsibility desc flex field on organization table

INSTALLATION ATTRIBUTE1 Informs the workflow which descriptive flex field on the organization table contains the standard responsibility. This is used by the workflow as the responsibility running the concurrent job when importing from the AP interface

This responsibility should always be assigned to the user defined in the Oracle system profile INVOICEIT3 : Default approver desc flex field on organization table. If not, the workflow will not be fully functional.




Default tax code combination id desc flex field on organization table

INSTALLATION ATTRIBUTE4 Informs the workflow which descriptive flex field on the organization table contains the default tax code combination id. This is used by the workflow when importing from the interface tables and also if INVOICEIT3 : Pre registration target of invoice has been enabled.


XML credit INSTALLATION [tag name]:[Required value]

Define the xml tag name and tag value for credit invoices.

For instance CreditTagName:CreditValue like Credit:1 – depending upon the XML (field in INOVOICES) that will be transferred (this have to be in the transactions description):



Default misc code combination id on organization table

INSTALLATION ATTRIBUTE5 Informs the workflow which descriptive flex field on the organization table contains the default miscellaneous code combination id.

This is used if the customer would like to use the MISC as item type. If not, this SPO can be blank.


Default freight code combination id on organization table

INSTALLATION ATTRIBUTE6 Informs the workflow which descriptive flexfield on the organization table contains the default freight code combination id.

This is used if the customer would like to use the FREIGHT as item type. If not, this SPO can be blank.

Change the ATTRIBUTE number according to comapny configuration.



XML priority invoice

INSTALLATION [tag name]:[Required value]

Defines the XML tag name and tag value for priority invoices, for instance Urgent:Y

If this value exist in the XML, an asterisk (*) will be added to the notifications.

INVOICEIT Workflow License

INSTALLATION Sets the license level of INVOICEIT according to the purchased license.

Danish EDI payment info enabled

LANGUAGE Yes/No This SPO is only relevant if working at a Danish localization.

Yes: Invoices are populated with Danish EDI payment info.

Acceptance tolerance percent when matching complete order

PO PROCESSING

0-100 (%) Specifies the maximum percentage deviation between the amount on a scanned invoice and the amount on the identified (not billed yet) invoice on invoice lines to a specific purchase order. If the identified amount is not equal to the scanned amount, an expense line is added with the difference amount. The invoice is then sent for manual match, where the accounting on this line can be made.

This functionality is only used in conjunction with line identification for PO invoices. It has nothing to do with the Oracle Hold tolerances settings.

Import PO Scanned Invoice Lines

PO PROCESSING

Yes/No Determines if scanned PO invoice lines should be imported.

Yes: Scanned PO invoice lines are imported.

No: Scanned lines are not imported and a dummy line is created according to the mapping table.

Override Closed PO

PO PROCESSING

Closed POs can be used for invoicing / POs can not be used for invoicing

Closed POs can be used for invoicing: It is possible to invoice on a closed PO.

Closed POs can not be used for invoicing: Closed POs are prohibited.

Max characters to compare Invoice and PO Descriptions - when matching

PO PROCESSING

[BLANK], 1-999 The Item number is compared only on the defined number of characters. A [BLANK] value means a full (normal) comparison will be done.

The Item number in this case is the field Item and the field Supplier Item on the purchase order that the workflow compares the invoice to.

For further explanation of PO identification rules see the section “PO Identification rules”.



Project Accounting by default

PROJECT Yes/No Yes: Project accounting fields on the distribution lines will be displayed by default. The ordinary accounting segments can still be toggled.

This SPO is typically used in connection with all Project profiles.

Use Project Member as Approver

PROJECT Yes/No Yes: Project accounted invoices will be sent for approval due to the specified role defined in the SPO INVOICEIT3 : Role that shall approve project accounted invoices for the project given on the distribution lines. For example, this could be “Project Manager”.

Role that shall approve project accounted invoices.

PROJECT Project Role This SPO is in effect if INVOICEIT3 : Use Project Member as Approver is set to Yes.

Define the Project Role that should receive project invoices for approval.


PO related invoices with project accounting, above certain limit, need extra approval

PROJECT Yes/No This SPO is in effect if INVOICEIT3 : Use Project Member as Approver is set to Yes.

Yes: Project accounted PO invoices above a certain amount (according to INVOICEIT3 : Limit for extra approval on PO related invoices) will be sent for approval by the key member of the project who is defined in the SPO INVOICEIT3 : Role that shall approve project accounted invoices.

Limit for extra approval on PO related invoices

PROJECT Numeric value This SPO is in effect if INVOICEIT3 : Use Project Member as Approver is set to Yes.

This profile determines the amount limit for Project PO related invoices that need extra approval. The extra approval limit are given in the profile INVOICEIT3 : PO related invoices with project accounting, above certain limit, need extra approval.




Currency for PO limit

PROJECT Currency code This SPO is in effect if INVOICEIT3 : Use Project Member as Approver is set to Yes.

The currency for the amount limit is ONLY for Project PO related invoices. The invoice amount limit for this profile option is given in INVOICEIT3 : Limit for extra approval on PO related invoices.


Project type treated as non project

PROJECT Any value This SPO is in effect if INVOICEIT3 : Use Project Member as Approver is set to Yes.

Invoices that are accounted with project information of a given type specified in this SPO will be treated as normal GE or PO invoices.

This SPO value Project name will not be used in connection with the below profile options for Project accounting invoices: INVOICEIT3 : Project accounting by default

INVOICEIT3 : Use Project Member as Approver

INVOICEIT3 : Role that shall approve project accounted invoices

INVOICEIT3 : PO related invoices with project accounting, above certain limit, need extra approval

INVOICEIT3 : Limit for extra approval on PO related invoices

INVOICEIT3: Currency for PO limits

Reminder calendar

REMINDERS Specify which Oracle calendar should be used for allocation reminders. This is only relevant if reminders are used. If working days should be considered when calculating next reminder, a transaction calendar must be defined. Please refer to the section “Reminders”. If no Oracle calendar has been specified in this SPO, calendar days will be used.



Time To Wait in Minutes

REMINDERS Time in minutes Defines the time to wait before INVOICEIT tests if PO FYI related holds on an invoice are released.

For instance if set to 5 minutes, every 5 minutes it is examined whether the invoice match hold has been released. If so, the INVOICEIT block posting hold will be released. If the hold has been manually released within Oracle Account Payables, the current FYI hold notification will be updated.

This SPO is only in effect if the PO Hold has been set to FYI.

Max Time To Wait in Minutes

REMINDERS Time in minutes Defines the max elapse time to wait in minutes before checking if PO holds has been released on an invoice. When Max time is reached, the workflow will continue. For instance if set to 1 day (1440 minutes) invoices with PO holds will be re-validated on a daily basis. If match holds are still applied, INVOICEIT will generate a new mail notification.

Be aware that this does not pose a problem if only worklist notifications are used as the old notification will be closed and a new generated. However, if using email, existing emails cannot be closed and therefore a new mail is generated each time the validation has been called.

This SPO should reflect company business-process, for instance once or twice a day. Also be aware that this setting should be higher than what has been entered for the system profile INVOICEIT3 : Time To Wait in Minutes.

This SPO is only in effect if the PO Hold has been set to FYI.

Security level overridden by administrators (defined by profiles)

SECURITY Yes/No Yes: Enables the possibility to override the security level for the users defined in the two SPOs INVOICEIT3 : Accounting super user and INVOICEIT3 : Workflow Administrator.



Security level SECURITY Low/Medium/High This SPO defines the security level applied by INVOICEIT. If this SPO is missing or invalid, High is applied by default.

Low: No check to see if users are logged in. No performer verification.

Medium: Users have to login using fnd user name. No performer verification

High: Users have to login using fnd user name. Verification to ensure users are allowed to handle URLs (Username added to URL).

Run Invoice Validation

SECURITY Yes/No Determines if invoice validation should be executed by the INVOICEIT workflow.

Allow release hold from notification

SECURITY YES/NO Yes: User(s) that receive PO Holds have the ability to release them, This is only possible if the PO Hold has been setup to allow release hold from notification.

No: Users are not allowed to release PO Holds.

Alternative Security Rule Application

SECURITY If using Security Rules not from Oracle Application Payable or INVOICEIT, specify which to use.

Responsibility security rule

SECURITY This SPO controls whether to use Oracle responsibility security rules for the Oracle Application Payable and/or INVOICEIT or none. For using another Oracle Application than the above mentioned, see the system profile INVOICEIT3 : Alternative Security Rule Application



Encrypt URL SECURITY Ignore/Apply Ignore: (Default) Encryption is ignored. This is the default setting when no value (or any value except Y) has been added in the system profile INVOICEIT3 : Encrypt URL. The INVOICEIT workflow will not encrypt any URLs.

Apply: Encryption is applied. This functionality is only activated when the value Y in upper case has been added in the system profile INVOICEIT3 : Encrypt URL as shown below:

Secure Responsibility

SECURITY

Defines the Oracle responsibility that gains secure access to the INVOICEIS Web Utility tool

Loglevel SUPPORT TOOL 0-9 This SPO controls the level of logging. Various INVOICEIT3 programs log information into the XXIT3_log table at different levels within a range from 0 to 9. Setting this profile to 9 means that all levels will be logged. Setting this to 0 means no log information will be generated.

Show debugsql in Search

SUPPORT TOOL

Yes/No Yes: Enables option to check the debugsql in the INVOICEIT search.

Approver can change accounting information

URL Yes/No This SPO corresponds to the Document Type determined by the profile option INVOICEIT3 : Approval document type. The flag Approver can modify for the Document Type in Oracle Purchasing is the controlling part – for instance Approve Standard Purchase Orders.

Yes (Flag checked): Approver can change accounting.

No (Flag unchecked): Approver cannot change accounting.

URL for PL/SQL on Webserver

URL http://server:port/pls/databasesid/

URL for the PL/SQL Module of the Apache server on the Application environment.

This SPO is normally setup by the DBA and is part of the INVOICEIT installation.

Change this URL to reflect company configuration.

URL for image files on Webserver - /OA_MEDIA/

URL http://server:port/OA_MEDIA/

URL for the virtual path that points to the Oracle Applications Media directory.

This SPO is normally Setup by the DBA and is part of the INVOICEIT installation.



http://server:port/pls/databasesid/http://server:port/pls/databasesid/http://server:port/OA_MEDIA/http://server:port/OA_MEDIA/


URL for adding accounting information

URL

http://server:port/pls/databasesid/xxit3_workflow_web.invoice?p_ap_invoice_id=

URL used in all notifications giving access to the accounting form.



URL for scanned image of the invoice

URL http://server:port/pls/databasesid/ xxit3_workflow_web.show_scanned_document?p_file_name=

URL used in all notifications directing to scanned invoice images. If image insertion into Oracle EBS has been disabled, key in the URL that directs to the scanned invoices. For further information see INVOICEIT31_Plugin_SetupGuide.pdf.



Accounting super user

USER SETUP An FND User The FND User entered in this SPO is a Global INVOICEIT superuser. The user receives invoice notifications if any workflow errors occur. For example, if it is not possible to determine which organization an invoice belongs to. Change the Oracle user to reflect your company configuration.

If the INVOICEIT workflow knows the invoice organization, the notification will be transferred to the user specified in INVOICEIT_OBJECT_LIBRARY – ACCOUNTING_SUPER_USER

As default it points to the flex field Standard approver in the defined Organization.

Workflow Administrator

USER SETUP An FND User The defined FND user receives an error notification if an error occurs in the workflow.

Change this Oracle User to reflect company configuration.

INVOICEIT user USER SETUP An FND User This user is set as created by on PO invoices in AP Oracle invoices.


http://server:port/pls/databasesid/xxit3_workflow_web.invoice?p_ap_invoice_id=http://server:port/pls/databasesid/xxit3_workflow_web.invoice?p_ap_invoice_id=http://server:port/pls/databasesid/xxit3_workflow_web.invoice?p_ap_invoice_id=http://server:port/pls/databasesid/xxit3_workflow_web.invoice?p_ap_invoice_id=


Hide Reassign USER SETUP B/N/Y This SPO effects the Oracle Vacation rules and the functionality Reassign: B: Oracle Vacations rules are working together with the INVOICEIT workflow, but the Reassign functionality is not working with the INVOICEIT workflow.

N: Oracle Vacations rules and the Reassign functionality are working with the INVOICEIT workflow.

Y: Oracle Vacations rules and the Reassign functionality are not working the INVOICEIT workflow.

Intercompany feature

WORKFLOW ENFORCE / ENABLE / DISABLED

Intercompany segment control.

FORCE: Force the segment to the value defaulted from Oracle.

DEFAULT: Default value from Oracle, Override is allowed.

DISABLE: No value is defaulted.

All approvers / accounting persons has a responsibility

WORKFLOW Yes/No Determines whether Oracle responsibility is accessed at organization level or taken from user responsibility.

Apply Payment Hold right after import into AP tables

WORKFLOW Yes/No Yes: A hold is applied by the INVOICEIT workflow. This hold is not removed when the workflow ends. The hold must be removed manually using Oracle E-Business Suite Core.

If batch functionality is enabled, check INVOICEIT3 : Use invoice batch controls profile's value to apply payment hold for further information on whether or not payment holds should be applied.



Pre registration target of invoice

WORKFLOW This SPO determines the level of the pre-registration and replaces the system profile INVOICEIT : Pre registration of invoice. For further information please see the section “Pre registration”. The screenshot illustrates the possible settings.

Return to Acct. Dept. Hold Notification can be actioned?

WORKFLOW Yes/No This SPO is used in conjunction with the notification PO match holds were applied:

No: When a user clicks “return to accounting department” in the notification where a “PO match holds were applied”, the notification returns to the accounting department as a FYI type notification with the possibilities to continue process or terminate it.

Yes: When a user clicks “return to accounting department” in the notification where a “PO match holds were applied”, two additional buttons appear - Release Hold and Return to accounting department

With no specification, the default treatment for this SPO will act as if set to No.

Handling prepayments

PREPAYMENT Ignore

Manual

Flow

Defines how INVOICEIT should handle invoices from suppliers where it is possible to use a prepayment.

Ignore: Prepayments are ignored.

Manual: If a prepayment amount is available for application to invoices from the supplier, a hold is applied to all invoices from this supplier, preventing any to be paid before the prepayment amount has been used. All invoices with this hold must be manual handled within EBS core.

Flow: If a prepayment amount is available for application to invoices from the supplier, a notification is sent to an operator, who decides if a prepaid amount should be applied to the invoice.

Prepayment notification timeout in minutes

PREPAYMENT Minutes (Default: 360)

Defines the notification timeout on prepayment issues in minutes.

Prepayment notification maximum loops

PREPAYMENT Minutes (Default: 5)

When a prepayment notification times out, it will be resubmitted. This profile determines the maximum number of resubmits.


Match identification rule names Match identification rules determine the behavior when INVOICEIT performs automatic matches between captured invoice information and purchase orders stored in an ERP system. Every automatic identification match rule is available in three different versions:

• Std (Standard)

• 2way

• Overbill

Match identification rule versions follow the naming convention _. The general rule assumptions are the same for all versions but when these have been tested a calculation is done depending on the version.

General assumptions and test specifications for standard match identifications rules are listed in Table 24 - Standard match identification rules.

Calculations for identification match rule versions are listed in Table 25 - Identification match rule versions.

Matching to receipts is now possible in this version of the matching rules. After matching the purchase order lines to the invoice lines based on the calculations and identification match rules listed in Table 3, the identified purchase order line’s invoice match option attribute is checked for the ‘Receipt’ option. For purchase order lines set to ‘Receipt’, the matching process will attempt to match receipts performed against the purchase order line to the identified invoice line. Table 3 outlines the logic used to match a line/shipment to a receipt.

Please make sure that the system profile INVOICEIT3 : Override Closed PO is taken out. The code should act like the system profile is set to Y which means that it is allowed to override a closed PO as long as all assumptions are fulfilled, for instance that the PO has status Approved at header level.


Standard INVOICEIT match identification rules Table 24 - Standard match identification rules

Identification Rule Assumptions Rule Details Versions

ManualMatch • PO number requires transfer This rule sends the invoice for manual match

Always sent to manual match

Amount (Old Match_All)

• PO number requires transfer

• The PO should have status Approved at header level

• The Amount rule should only be enforced if no other match identification rule has been able to complete an automatic match. Normally this rule should be placed at the top of the hierarchy.

• This rule must use the system profile: INVOICEIT3 : Acceptance tolerance percent when matching complete order

Invoice Distribution total (tax excluded) is tested against Left to be Billed amount on the related PO.

Purchase order shipment/Distribution information is posted on the invoice.

Standard; 2way

UnitPrice • LineItem Qty, Unit Price and PO number requires transfer


Invoice line Unit Price tested against PO shipment lines.

Quantity and Unite Price is taken from the invoice. Quantity can be split into several identification lines to match with different PO distributions.

Standard; 2way; Overbill

ItemDesc (Part of old Match_Identify)

• LineItem Article number, Qty, Unit Price and PO number requires transfer.


• This rule must use the system profile: INVOICEIT3 : Max characters to compare Invoice and PO Item numbers - when matching

Invoice Article Number tested against: PO Supplier Item field and PO Item field.

Quantity can be split into several identification lines to match with different PO distributions.



Identification Rule Assumptions Rule Details Versions

SupplierDesc (Part of old Match_Identify)

• LineItem Description, Qty, Unit Price and PO number requires transfer


• This rule must use the system profile: INVOICEIT3 : Max characters to compare Invoice and PO Descriptions - when matching

Invoice Line Description tested against PO Description field

Quantity and Unite Price is taken from the invoice. Quantity can be split into several identification lines to match with different PO distributions.


OneLine • LineItem Qty, Unit Price and PO number requires transfer

• The purchase order contains a single line with one shipment and one distribution.


If the PO contains a single line with one shipment and one distribution the invoice line information is kept on the invoice.

Quantity and Unite Price is taken from the invoice.


Match rule version calculations Table 25 - Identification match rule versions

Version Calculation

Std (Standard) 2way: quantity_ordered - quantity_billed - quantity_cancelled = available

3way: quantity_received - quantity_billed - quantity_cancelled = available

4way: quantity_inspected - quantity_billed - quantity_cancelled = available

2way All: quantity_ordered - quantity_billed - quantity_cancelled = available (Regardless of PO match status, 2-, 3- or 4way matching)


Version Calculation

Overbill No calculation is done. It is allowed to overbill on all PO line shipments and distributions if t

invoiceit 3.3 setup guide 3.3 - kofax · 2020. 2. 21. · 22122015.0845 . readsoft ab |(head...

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