Resolving Autoinvoice Date Issues

By LuciaC on Apr 08, 2013

We get lots of questions about Autoinvoice and in this blog entry we'd like to offer some advice and help to try and

take some of the mystery out of Autoinvoice Dates.

There are just so many dates and so many ways to derive all the dates! Receivables Transactions have General

Ledger (GL) Date, Transaction Date, Ship Date, Sales Order Date, and Rule Start dates to name a few. There are

also several ways to get your dates, with Autoinvoice you can enter your GL Date and Transaction Date in the

columns of RA_INTERFACE_LINES_ALL table or you can allow the AutoInvoice process to derive the dates.

If the dates are not provided in the interface tables they will be derived based on your setups. Date Derivation of the

General Ledger date and Transaction date during the process of AutoInvoice depends on the following date columns

in the RA_INTERFACE_LINES_ALL table:

GL_DATE

TRX_DATE

SHIP_DATE_ACTUAL

SALES_ORDER_DATE

RULE_START_DATE

AutoInvoice determines the General Ledger date for invoices using the following criteria:

Does a GL date exist for this invoice in the interface table?

Does the invoice use rules?

What is the setting of the Derive Date option for this Transaction Batch Source (Yes or No)? (Receivables

Responsibility > Setup > Transaction > Sources)

What is the setting of the GL Date in a Closed Period option for this Transaction Batch Source (Adjust or

Reject)? (Receivables Responsibility > Setup > Transaction > Sources)

If you elected to derive the rule start date, AutoInvoice first uses the ship date in the interface table. If the ship date

does not exist, AutoInvoice uses the sales order date. If the sales order date does not exist, AutoInvoice uses the

date you entered in the Run AutoInvoice window. The following diagram illustrates this process.

How does the GL date get derived

AutoInvoice first uses the GL date in the interface table (RA_INTERFACE_LINES_ALL), if one exists.

If one does not exist then it is derived as follows:

If the Derive Date box is checked for your batch source (Menu: Setup>Transactions>Sources, query your batch

source, alternate region Accounting), AutoInvoice first uses the ship date in the interface table. If the ship date does

not exist, AutoInvoice uses the sales order date. If the sales order date does not exist, AutoInvoice uses the date

entered in the Submit Request window when AutoInvoice was run.

If the Derive Date box is not checked for your batch source, AutoInvoice uses the date entered in the Submit Request

window when AutoInvoice was run.

For Invoices with Rules:

AutoInvoice first uses the GL date in the interface table (RA_INTERFACE_LINES_ALL), if one exists.

If the Invoicing Rule is 'Bill In Advance', AutoInvoice uses the Rule Start Date for the GL date.

If the Invoicing Rule is 'Bill in Arrears' and the invoice line has an accounting rule of type 'Accounting, Fixed

Duration' and a period of 'Specific Date', AutoInvoice computes an end date using the earliest accounting

rule date.

For all other Accounting rules, AutoInvoice computes an ending date for each invoice line, and then takes

the earliest date of these lines and uses it as the GL date of the invoice.

If your invoice does not use a fixed rule accounting duration and the rule start date is not provided in the interface

table, GL date is derived as follows:

If the Derive Date box is checked in batch source options, AutoInvoice first uses the ship date. If the ship date does

not exist, AutoInvoice uses the sales order date. If the sales order date does not exist, AutoInvoice uses the date

entered in the Submit Request window.

If the Derive Date box is not checked, AutoInvoice uses the date entered in the Submit Request window.

1.Autoinvoice uses the general ledger date in the interface tables, if one exists and it is

in an open or future enterable period.

2.If a general ledger date is not populated in the interface tables and Derive Date is set

to no, Autoinvoice uses the value of the default date parameter entered for the particular

Autoinvoice run.

3.If a general ledger date is not populated in the interface tables and Derive Date is set

to yes, Autoinvoice uses the ship date in the interface tables. If the ship date does not

exist or is in a closed period Autoinvoice uses the sales order date. If thesales

order date does not exist or is in a closed period, Autoinvoice uses the value of the

default date parameter entered for the particular Autoinvoice run.

General ledger date for Invoices with Rules

1.Autoinvoice uses the general ledger date in the interface table, if one exists and it is in

an open or future enterable period.

2.If the invoice uses Bill in Advance as the invoicing rule, Autoinvoice uses the earliest

accounting rule start date as theinvoice Gl date.

3.If the invoice uses Bill in Arrears as the invoicing rule, and the invoice line has an

accounting rule of type ’Accounting, Fixed Duration,’ and a period of ’Specific Date,’

Autoinvoice computes an ending date using the latest accounting rule date. The latest

ending date is the GL date. For all other accounting rules, with Bill in Arrears as

the invoicing rule Autoinvoice computes an ending date for each invoice line based on

the accounting rule, accounting rule start date, and duration. Once Autoinvoice

computes the ending date for each line of your transaction, it takes the latest ending

date and uses it as the invoice GL date. Rule Start Date

If the invoice does not use an accounting rule with a type of ’Accounting, Fixed Duration’

and a period of ’Specific Date,’ or if Derive Date is not selected, Autoinvoice uses the

default date parameter entered for the particular Autoinvoice run.

If the invoice has an accounting rule with a type of ’Accounting, Fixed Duration’ and a

period of ’Specific date,’ Autoinvoice uses the earliest accounting rule date as the rule

start date. For example, if the accounting rule dates are 10–JUN–02, 10–JUL–02 and

10–AUG–02,

Autoinvoice uses 10–JUN–02 as the rule start date. If it is elected to derive the date,

Autoinvoice first uses the ship date in the interface table. If the ship date does not exist,

Autoinvoice uses the sales order date. If the sales order date does not exist,

Autoinvoice uses the default date parameter entered for the particular Autoinvoice run.

Transaction date

If a transaction date is not passed for an invoice or debit memo, Autoinvoice uses

the general ledger date. If the transaction date is passed specifically, it will be used.