Confidential to CSC 04/15/16 04/15/16

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Pratima SharmaDate : 11 Nov 2008

AP Invoice Data Conversion

Nethi, VittalVijaya Chandra KanteRajesh Kumar GundaJeswanth NallaAjay Bethala

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Objective of this presentation is to give basic approaches and idea about, AP Invoice conversion from Legacy11i system to R12 system.

This presentation will help the developer/implementer to develop a reusable component for AP Invoice conversion .

ObjectiveObjective

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AgendaAgenda

Overview Of AP Invoice Conversion

Conversion Strategies

Pre-Conversion Setup Steps

Mapping of Legacy Data

Conversion Tools and Techniques

Components of Conversion

Tables Used in AP Conversion

Validation Rule

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Overview Overview

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Conversion StrategiesConversion Strategies

Conversion is a process of moving data from legacy system to Oracle data model.

AP conversion involve series of steps. Data will be loaded from legacy system to the oracle base table using these two methods.

1) Interface Tables

2) Function Calls or Programmatic Interfaces (Processes)

We can’t write data directly to the base table. An Oracle Applications validation step is always required. You may achieve this either by loading information into the interface tables and submitting a provided concurrent program to validate and process the information or by using a function call to a programmatic interface.

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Pre-Conversion Setup StepsPre-Conversion Setup Steps Before Starting the Conversion following information should be available in

the Oracle Account Payables Module.

S. No. Items

1 Suppliers information should exist

2 Supplier Site should exit

3 Setup Employee as a Supplier

4 Account Combination Code should exist

5 Payment Term should exist

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Accounting period in APAccounting period in AP

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TitleProcess Flow

• 1. Data file has been created from 11i system using UTL _FILE.

• 2. Data has been fetched from 11i systems which are mapped to columns in AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE table.

• 3. Prepared the Control File and also ran DDL scripts to create staging table.

• 4. Ran SQL Loader Script using shell script.

• 5. Checked the Log file for any errors. In case of any errors rectified it and re-ran the SQL Loader Script.

• 6. Ran the PL/SQL Program to validate staging table data and load to Interface tables. Error data was loaded into error table.

• 9. Ran the Payables Open Invoice Import Program.

• 10. Checked for the status in the Interface Table.

• 11. Queried for the data in the front-end.

• 12.In out file total number of invoices created , rejected and processed have been displayed.

• 13. In the Log file error data has been displayed from error and staging table.

• 14. Error data has been rectified and re-ran the process.

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EXTARCTING DATA FROM 11iEXTARCTING DATA FROM 11i

Using UTL_FILE data has been extracted from 11i into a flat file.

Source tables used 1)AP_INVOICES_ALL

2)AP_INVOICE_DISTRIBUTIONS_ALL

3)PO_VENDORS

4)PO_VENDOR_SITES_ALL

5)AP_TERMS

7)GL_CODE_COMBINTIONS

8)FND_LOOKUP_VALUES

9)GL_SETS_OF_BOOKS

AP Extract.txt

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LOADING DATA INTO STAGING TABLELOADING DATA INTO STAGING TABLE

Using sql loader and control file loaded the data into staging tables from a flat file.

Control File Name is ” XXCSC_AP_INV_CONV_STG_LOAD.ctl“

C

The data file and control file is placed in following path. Path: /u000/app12/VIS/apps/apps_st/appl/xxhr/12.0.0/bin

XX_AP_OI_CONV_STG.ctl

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TitleValidations

Vendors, GL code combinations, purchase Order should be created.

Required Columns validations1. Org id (org_id)2. Vendor name (vendor name)3. Vendor site code (vendor_site_code)4. Ap terms (terms_name)5. Invoice type lookup code 6. Accts pay code combination

(accts_pay_code_combination_id)7. Payment method lookup code8. Pay group lookup code

Validation Rule

Assumptions / Prerequisites / Validations

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TitleLoading into Interface Tables and Error Tables

If the validations are passed ,then data will be loaded into two interface tables

1)AP_INVOICES_INTERFACE

2) AP_INVOICE_LINES_INTERFACE

If the validations are failed ,then data will be inserted into Error table

XXCSC_INSERT_ERROR

Validation Rule

Assumptions / Prerequisites / Validations

Confidential to CSC 04/15/16 04/15/16

TitleCalling Payables Open Interface Import program

Run Payables open Interface Import program to create invoices in R12

Use the following Parameters:

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Shell ScriptShell Script

Shell Script

In the shell script (XXCSC_AP_INV_CONV.prog) we are calling sqlldr to load data into staging tables

The data file has been moved to Archive folder once the data is loaded into staging tables.

Calling the Concurrent Program “AP Invoice Conversion Program” which executes custom pl/sql package,

XXCSC_AP_INVOICE_PKG ,to validate the data in the staging table and insert into Interface tables.

Calling the Standard Open API, “payables Open Interface Import Program”, to load the data into Oracle base tables.

XXCSC_AP_INV_CONV.prog

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Title InvoiceInvoice ValidationsValidations

1. In the Invoices window, find and select one or more invoices you want to validate.

2. Choose the Actions button. In the Invoice Actions window, select the Validate option. Or, if you are validating a credit or debit memo, select Validate Related Invoices to submit online validation for invoices associated with the credit or debit memo.

3. Choose OK.

Invoice Validation Program :--

The Invoice Validation process checks the matching tax, period status, exchange rate, and distribution information for invoices you enter and automatically applies holds to exception invoices. If an invoice has a hold, you can either manually release the hold (if allowable) or correct the exception that caused Invoice Validation to apply the hold and then resubmit Invoice Validation. You can specify the intervals in which you want to submit Invoice Validation, and Payables will submit Invoice Validation using the parameters that you specify up until the End Resubmission date you specify.

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Interface Tables in AP ConversionInterface Tables in AP Conversion

S.NO INTERFACE TABLE NAME DESCRIPTION

1 AP_INVOICES_INTERFACE Stores header information about invoices that you create or load for import.

2 AP_INVOICE_LINES_INTERFACE Stores information used to create one or more invoice distributions.

* Note : Next will be the some of the column description of the AP_INVOICES_INTERFACE Table

Confidential to CSC 04/15/16 04/15/16

Title AP_INVOICES_INTERFACE Table Descriptions

S.NO COLUMN NAME DESCRIPTION

1 INVOICE_ID Unique identifier for this invoice within this batch. Assign the same value to the invoice's lines in the AP_INVOICE_LINES_INTERFACE table to identify the data belonging to same invoice. Validation: None Destination: None

2 INVOICE_NUM Enter the invoice number that you want to assign to the invoice created in Payables from this record. Validation: Must be a unique number for the supplier. If you assign a duplicate number for the supplier, Payables Open Interface Import does not create an invoice from this record. Destination: AP_INVOICES.INVOICE_NUM

3 INVOICE_TYPE_LOOKUP_CODE

Type of invoice: Credit or Standard. If INVOICE_AMOUNT is less than zero, invoice will be Credit type. If INVOICE_AMOUNT is zero or greater, invoice will be Standard type. Validation: Value must be Credit or Standard. Destination AP_INVOICES.INVOICE_TYPE_LOOKUP_CODE

4 INVOICE_DATE Date of the invoice. Validation: The value must be in date format. Destination: AP_INVOICES.INVOICE_DATE

5 VENDOR_ID The internal supplier identifier for the supplier. Validation: The ID you enter must be for an existing, valid supplier. You can obtain a list of valid values from PO_VENDORS.VENDOR_ID. Destination: AP_INVOICES.VENDOR_ID

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TitleAP_INVOICES_INTERFACE Table Descriptions ( Cont…)

S.NO COLUMN NAME DESCRIPTION

6 VENDOR_SITE_ID Internal supplier site identifier. Validation: The ID entered must be for an existing, valid supplier site for the supplier you specify (VENDOR_NUM or VENDOR_ID). The site must also be a pay site. Destination: AP_INVOICES_ALL.VENDOR_SITE_ID

7 VENDOR_SITE _CODE

Supplier site name. Validation: Must be a valid, active supplier site for the supplier you specify (VENDOR_NUM or VENDOR_ID). Obtain a list of valid values from PO_VENDORS.VENDOR_SITE_CODE. Destination: None. Value is used to enter AP_INVOICES.VENDOR_SITE_ID.

8 INVOICE_AMOUNT Amount of the invoice. Validation: This value must equal the sum of the AMOUNT values in the AP_INVOICE_LINES_INTERFACE table for distributions with the same INVOICE_ID. Destination: AP_INVOICES.INVOICE_AMOUNT

9 INVOICE_CURRENCY_CODE

Currency code for the invoice. Validation: If you enter a code in a foreign currency, you must enter a valid, active currency code from FND_CURRENCIES.CURRENCY_CODE. Destination: AP_INVOICES.INVOICE_CURRENCY_CODE

10 SOURCE Source of the invoice data. Validation: If you do not use a predefined source you must enter the name exactly as you have defined the lookup value in the Oracle Payables Lookups window. Destination: AP_INVOICES.SOURCE

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Base Tables in AP ConversionBase Tables in AP Conversion

S.NO BASE TABLE NAME DESCRIPTION

1 AP_INVOICES_ALL Contains records for invoices you enter. There is one row for each invoice. An invoice can have one or more invoice distribution lines. An invoice can also have one or more scheduled payments.

2 AP_INVOICE_DISTRIBUTIONS_ALL Holds the distribution information that is manually entered or system-generated. distribution must be associated with an invoice. An invoice can have multiple distributions.

3 AP_PAYMENT_SCHEDULES_ALL Contains the records related to payments and outstanding balance

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Tables in AP ConversionTables in AP Conversion

S.NO ERROR TABLE NAME DESCRIPTION

1 AP_INTERFACE_REJECTIONS Stores information about invoice data from the AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE tables which could not be processed by Payables Open Interface Import.

2 AP_INTERFACE_CONTROLS A temporary table that holds control information about segregated data in the AP_INVOICES_INTERFACE table during the Payables Open Interface Import. The table ensures that each import must be unique with respect to the combination of SOURCE and GROUP_ID. This allows the submission of multiple imports at the same time.

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TitleDemonstration

For AP Invoice Conversion login with XXConversion Responsibility.

Here is the Sample Import Program to run.

AP Interface Import Program

Confidential to CSC 04/15/16 04/15/16

Title

Pratima SharmaDate : 11 Nov 2008

THANK YOU