Categories: Oracle Application Services, Oracle E-Business Suite R12

You have been tasked with developing an interface to AR and you’ve never used Oracle’s Auto Invoice before.  What do you do?  Unfortunately, at one time I was in this situation. Though I knew the concepts of the process, the real time implementation involved a lot of challenges. The following is for those who have never interfaced invoices through Auto Invoice.  My goal is to provide an overall understanding of the process and pitfalls that one should be aware of.

What is Auto Invoice?

Auto Invoice is a very powerful process in Oracle EBS that provides a mechanism to import receivable transactions from external systems. Similar to other modules within EBS, Oracle provides a set of interface tables and concurrent processes to import receivable transactions into Oracle AR performs.  The processes validate the transactions and import them into AR.

Pre-requisites

To successfully interfacing the external systems’ invoices to Oracle AR, the following setups/configurations are required. Failure to complete these setups will result in invoices being rejected during the validation stage of Auto Invoice 

Transaction Source – The transaction source is specific to the operating unit.  The transaction source defines how values in invoice lines will be interpreted and validated, such as grouping rules and customer information.

Transaction Type – The transaction type defines the accounting information for the lines and how each line will be validated and processed.

Line Transaction Flexfield – The line transaction flexfield defines how invoices will be grouped.

Grouping Rules – The grouping rules allow you to customize how credit and revenue lines should be grouped to form an invoice

Customers

Currencies

Items

Payment Terms

What are the tables utilized by Auto Invoice?

Depending upon the type of transactions that are being imported, the Auto Invoice process populates the following tables: 

RA_CUSTOMER_TRX_ALL – Stores invoice information RA_CUSTOMER_TRX_LINES_ALL – Invoice line information can be found here

RA_PAYMENT_SCHEDULES_ALL – Oracle records an entry here, except for adjustments and miscellaneous cash receipt transactions

RA_RECEIVABLE_APPLICATIONS_ALL – The accounting entries for cash and credit memos are stored here

RA_INTERFACE_ERRORS_ALL – All errors encountered during the Auto Invoice process are written to this table. 

Here is the list of tables that the Auto Invoice process utilizes: 

RA_INTERFACE_LINES_ALL RA_INTERFACE_DISTRIBUTIONS_ALL

RA_INTERFACE_SALESCREDITS_ALL 

Setups are done and I know how data flows through the tables. What’s next?

The interface looks simple and easy to use, but it gets tricky. The requirements for populating the interface tables depend on how the application is configure. For example, let’s the transaction source is defined as ‘My Company US Transaction Source’ for the US Operating Unit.  If you use this source for a different operating unit, the invoices will not be selected for validation. Similarly, how the customer information is validated is dependent on how the transaction source is setup. If the transaction source is setup to use “ID”, then usage of internal IDs is required in the interface tables. If the transaction source is setup to use ‘Value’, then the Auto Invoice will not look for the actual value of the customer but the reference fields for the customer and the site.

I’ve populated the interface tables, now how do I run Auto Invoice?

The Auto Invoice process consists of three concurrent programs:

Auto Invoice Master program – Selects and marks invoices in the interface tables for processing based on the parameters, and calls the Auto Invoice Import program

Auto Invoice Import program – Validates the selected invoice lines and distributions and when all are validated, creates the invoices or else populates the error table

Auto Invoice Purge program – Removes processed records from the interface tables.  If the system is setup to remove processed records after each run then this process is not necessary.

The Auto Invoice interface performs the following tasks:

Validates all lines

Calculates tax

Determines the GL period

GL accounts are assigned to Auto Accounting

Groups and orders invoice lines

Links credit memos, tax or freight to invoice lines, if applicable

Transfers the invoices to AR tables

After a successful completion of the Auto Invoice Interface process, the Auto Invoice Execution Results Report will list the lines that were successfully transferred and the lines that failed. The errors can be corrected either manually or via the Interface Exceptions window.  Once corrected the Auto Invoice process can be resubmitted to pick up the previously rejected transactions. Even if invoices are successfully created, you should validate invoices from the front-end to ensure the fields have been properly brought over to their rightful place and the accounting entries were created as desired.

AR Invoice Interface11 Apr

AR Invoice Interface

The main three steps for AR Invoice Interface are:

1] Put the data into your staging tables.

2] Calls your package to validate the data and load into AR Interface tables (RA_INTERFACE_LINES_ALL & RA_INTERFACE_DISTRIBUTIONS_ALL).

3] Then submits a concurrent request for AutoInvoice.

If any errors occur it can be found in ra_interface_errors_all table. The concurrent program has 2 stages. First the Master program fires which intern kicks of the Import Program. Once this is completed data is inserted into the following tables.

1) ra_customer_trx_all (Invoice Header Info)

2) ra_customer_trx_lines_all (Invoice Line Level Info)

3) ra_cust_trx_line_gl_dist_all (Accounting Info. One record for each Account Type is inserted into this… ex. Receivable Revenue Tax Freight etc)

4) ar_payment_schedules_all (All Payment related info)

Validations:

Validation are generally done on the below columns.

Batch_source_name Set_of_books_id

Orig_sys_batch_name

orig_system_bill_customer_ref

orig_system_bill_address_ref

Line_Type

Currency_Code

Term_name

Transaction_type

Interface_line_attribute1-7

Account_class

Accounting Flexfields segments

1- AR Transaction Type Validation: Check if the Transaction type provided in data file is defined in AR transaction types (RA_CUST_TRX_TYPES_ALL)

2- Transaction Batch Source Validation: Check if the source provided in data file is defined in AR transaction Batch source (RA_BATCH_SOURCES_ALL).

3- Invoice Currency Validation: Check if the currency provided in data file is defined in AR Currency (FND_CURRENCIES).

4- Customer Validation: Check if the Bill to Customer Number, Ship to Customer Number, Bill to Custom Location, Ship to Customer Location provided in the data file is defined in AR Customer (RA_CUSTOMERS).

5- Primary Sales Representative Validation: Sales representative number to be hardcode to “-3” for “No Sales Credit.”

6- Term Name: Check if the Term name provided in the data file is defined in Payment terms (RA_TERMS)

7- Inventory Item Validation: Check if the Item provided in data file is defined in Inventory Items (MTL_SYSTEM_ITEMS).

8- Unit of Measurement validation: Check if the UOM provided is defined in MTL_UNITS_OF_MEASURE Table

9- Invoice Tax Code Validation: Check if the Tax Code provided in data file is defined in AR_VAT_TAX_ALL_B Table.

10- Invoice GL Date Validation: Check if the GL Data of provided invoices is in open period.

For MOAC:

You need to add the below columns and need to do validations if your application supports MOAC.

conversion_type conversion_rate

conversion_date

Sample Code to run Autoinvoice Master Program:

view source

print ?

01 DECLARE

02 v_phase     VARCHAR2(100); 03 v_dev_phase     VARCHAR2(100);

04 v_status    VARCHAR2(100);

05 v_dev_status    VARCHAR2(100);

06 v_message   VARCHAR2(100);

07 v_reqid     NUMBER(15);

08 v_pid       BOOLEAN;

09 v_user_id   NUMBER(30);

10 v_batch_source_id NUMBER; 11 v_order     NUMBER; 12 v_org_id    NUMBER;

13 v_resp_id   number;

14 v_resp_appl_id  number; 15 v_appl_short_name fnd_application.application_short_name%TYPE;

16   

17 CURSOR c1 IS

18 select fcr.responsibility_id

19 ,fr.application_id

20 from fnd_concurrent_requests fcr

21 ,fnd_responsibility fr

22 where fcr.request_id = '${4}'23 and   fcr.responsibility_id = fr.responsibility_id;

24   

25 CURSOR c2 IS

26 select fa.application_short_name

27 from fnd_concurrent_programs fcp, fnd_application fa

28 where fcp.concurrent_program_name = v_program_short_name 29 and fcp.application_id = fa.application_id;

30   

31 CURSOR c_batch_id IS

32 SELECT 1, batch_source_id, name

33 FROM apps.ra_batch_sources_all

34 WHERE name IN (SELECT distinct a.batch_source_name

35 FROM xxfin.xxfin_ar_ol_invoices a

36 WHERE a.batch_source_name like '%DEBIT'37 AND filename = '${file1}')

38 UNION

39 SELECT 2, batch_source_id, name

40 FROM apps.ra_batch_sources_all

41 WHERE name IN (SELECT distinct a.batch_source_name

42 FROM xxfin.xxfin_ar_ol_invoices a

43 WHERE a.batch_source_name like '%CREDIT'

44 AND filename = '${file1}')

45 order by 1;

46   

47 BEGIN

48 open c1; 49 fetch c1 into v_resp_id,v_resp_appl_id;

50 close c1;

51   

52 open c2; 53 fetch c2 into v_appl_short_name;

54 close c2;

55   

56 FOR v_batch_data IN c_batch_id LOOP

57   

58 fnd_global.apps_initialize('${FCP_USERID}',v_resp_id,v_resp_appl_id);

59   

60 v_reqid := fnd_request.submit_request('AR', 61 'RAXMTR',

62 NULL,

63 to_char(trunc(sysdate),'YYYY/MM/DD HH24:MI:SS'),

64 FALSE,

65 '1', 66 -99, 67 v_batch_data.batch_source_id,

68 v_batch_data.name,

69 to_char(trunc(sysdate),'YYYY/MM/DD HH24:MI:SS'),

70 NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL , 71 NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,NULL ,

72 'Y',

73 NULL);

74 commit; 75 v_pid := fnd_concurrent.wait_for_request(v_reqid,

76 3,

77 0,

78 v_phase,

79 v_status,

80 v_dev_phase, 81 v_dev_status,

82 v_message);

83 END LOOP;

84

END;

Auto Invoice interface

This interface is used to import Customer invoices, Credit memos, Debit memos and

On Account credits.

Pre-requisites:

Set of Books

Code combinations

Items

Sales representatives

Customers

Sales Tax rate

Payment Terms

Transaction Types

Freight Carriers

FOB

Batch Sources

Accounting Rules

 

Interface tables:

RA_INTERFACE_LINES_ALL

RA_INTERFACE_SALESCREDITS

RA_INTERFACE_DISTRIBUTIONS

RA_INTERFACE_ERRORS (details about the failed records)

 

Base tables:

RA_BATCHES

RA_CUSTOMER_TRX_ALL

RA_CUSTOMER_TRX_LINES_ALL

AR_PAYMENT_SCHEDULES_ALL     RA_CUSTOMER_TRX_LINE_SALESREPS

RA_CUST_TRX_GL_DIST_ALL

RA_CUSTOMER_TRX_TYPES_ALL

 

Concurrent Program:

Auto invoice master program

Validations:

Check for amount, batch source name, conversion rate, conversion type.

Validate orig_system_bill_customer_id, orig_system_bill_address_id, quantity.

Validate if the amount includes tax flag.

 

Some important columns that need to be populated in the interface tables:

RA_INTERFACE_LINES_ALL:

AGREEMENT_ID

COMMENTS

CONVERSION_DATE

CONVERSION_RATE

CONVERSION_TYPE

CREDIT_METHOD_FOR_ACCT_RULE

CREDIT_METHOD_FOR_INSTALLMENTS

CURRENCY_CODE

CUSTOMER_BANK_ACCOUNT_ID

CUST_TRX_TYPE_ID

DOCUMENT_NUMBER

DOCUMENT_NUMBER_SEQUENCE_ID

GL_DATE

HEADER_ATTRIBUTE1–15

HEADER_ATTRIBUTE_CATEGORY

INITIAL_CUSTOMER_TRX_ID

INTERNAL_NOTES

INVOICING_RULE_ID

ORIG_SYSTEM_BILL_ADDRESS_ID

ORIG_SYSTEM_BILL_CONTACT_ID

ORIG_SYSTEM_BILL_CUSTOMER_ID

ORIG_SYSTEM_SHIP_ADDRESS_ID

ORIG_SYSTEM_SHIP_CONTACT_ID

ORIG_SYSTEM_SHIP_CUSTOMER_ID

ORIG_SYSTEM_SOLD_CUSTOMER_ID

ORIG_SYSTEM_BATCH_NAME

PAYMENT_SERVER_ORDER_ID

PREVIOUS_CUSTOMER_TRX_ID

PRIMARY_SALESREP_ID

PRINTING_OPTION

PURCHASE_ORDER

PURCHASE_ORDER_DATE

PURCHASE_ORDER_REVISION

REASON_CODE

RECEIPT_METHOD_ID

RELATED_CUSTOMER_TRX_ID

SET_OF_BOOKS_ID

TERM_ID

TERRITORY_ID

TRX_DATE

TRX_NUMBER