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The Payables Open Interface Import Program (APXIIMPT) is used to create Payables

invoices from invoice data entered in the following Payables Open Interface tables:
AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE.

These interface tables can be populated with invoice data coming from the following sources:
- Quick Invoices: Standard and Credit invoices can be entered in the Quick Invoices window.
- Invoices loaded from other accounting systems with a custom SQL*Loader program.
- Supplier invoices transferred through Oracle e-Commerce Gateway
- Credit Card transactions transferred using the Create Procurement Card Issuer Invoice
program.
- Lease invoices transferred from Oracle Property Manager.
- Lease payments from Oracle Assets.

Values for all NOT NULL columns in these tables must be populated to successfully save the
invoice data in the interface tables. If a valid value is not populated in a required field the
record will be rejected.
The NULL columns must remain as null or the import process will fail

Parameters to submit the Payables Open Interface Import program:


1) Source -> one of the above sources can be selected to import the records from
the interface tables
2) Group -> limits the import to invoices with a particular group_id, which must
exactly match with the group_id in the interface tables.
3) Invoice Batch Name -> a batch name can be assigned only if the 'AP:Use
Invoice Batch Controls' profile option has been enabled.
4) Hold Name -> to place a hold for all the imported invoices
5) Hold Reason -> hold reason description in case a hold is placed
6) GL Date -> to assign a GL date to invoices not assigned with it
7) Purge -> set it to Yes to delete from the Payables Open Interface tables all
successfully imported invoice records. To do it later the Payables Open Interface
Purge Program can be also used.
8) Summarize Report -> set it to Yes to summarize the audit portion of the
Payables Open Interface Import report. If parameter is not set and there are a lot
of imported records report could be very long.

There are three additional reports associated to the Payables Open Interface
Import program:

**Payables Open Interface Import Report -> child report of the Payables Open
Interface Import Program
This report is used to review detailed information for each invoice imported
during Payables Open Interface Import process. This report has two sections:
1) Payables Open Interface Audit Report -> displays the invoices successfully
imported during import process
2) Payables Open Interface Rejections Report -> displays those invoices that
Payables was not able to import.
It also lists the rejection reasons to be corrected.
This information is stored in the AP_INTERFACE_REJECTIONS table.
**Payables Open Interface Outbound Advice -> standalone report to be manually
submitted by the user.
This program creates notification data about e-Commerce invoices processed
during Payables Open Interface Import.

**Payables Open Interface Purge -> standalone report to be manually submitted


by the user.
This report is used to purge records from the Payables Open Interface tables
(AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE).
We strongly recommend to purge only invoices successfully imported setting the
'Purge All' parameter to No. Setting this parameter to Yes purges all records in
the Payables Open Interface tables.

The following filenames are involved in the Invoices Import Process:


1) Payables Open Interface Import Program: APXIIMPT.rdf
2) Payables Open Interface Purge: APXIIPRG.rdf

1) AP_INVOICES_INTERFACE
Stores information to create the invoice header.
An invoice header is created for each record in this table.

2) AP_INVOICE_LINES_INTERFACE
Stores information to create invoice lines and invoice distributions.
Several invoice distributions can be created for the same invoice line.

3) AP_INTERFACE_CONTROLS
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.

4) 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.
Data in this table can be purged by using the Payables Open Interface Purge
report.

The following packages are involved in the Invoices Import Process:

1) Package name: AP_IMPORT_INVOICES_PKG


Package files: apiimptb.pls / apiimpts.pls

2) Package name: AP_IMPORT_UTILITIES_PKG


Package files: apiimutb.pls / apiimuts.pls

3) Package name: AP_IMPORT_VALIDATION_PKG


Package files: apiimvtb.pls / apiimvts.pls
How the Payables Open Interface runs
1) The AP_INVOICES_INTERFACE and the AP_INVOICE_LINES_INTERFACE
tables are populated by the user.
This task can be performed using one of the above detailed sources.

2) The Payables Open Interface Import program (APXIIMPT) is submitted by the


user from the Submit Concurrent Requests window.

3) Package AP_IMPORT_INVOICES_PKG selects data from the interface tables


for the specified source.

4) Package AP_IMPORT_UTILITIES_PKG checks the records and insert them


into the AP_INTERFACE_CONTROLS table.

5) Then the AP_IMPORT_UTILITIES_PKG reviews every record in the


AP_INTERFACE_CONTROLS table.
If the record is valid the AP_IMPORT_VALIDATION_PKG checks all the data to
know if it is valid. Then the status is set to 'Processed' and will be displayed in the
'Payables Open Interface Audit' report.
If the record is rejected the status will be set to 'Rejected' and it will be populated
in the AP_INTERFACE_REJECTIONS table. The record will be displayed in the
'Payables Open Interface Rejections' report.

6) The AP_IMPORT_VALIDATION_PKG checks that all data extracted from the


interface tables like supplier, supplier site, PO number, payment method,
payment terms, are valid.
This checking is performed only for valid records and never for the rejected ones.

7) If the data are valid then the AP_IMPORT_UTILITIES_PKG inserts the data
into the AP_BATCHES_ALL, AP_INVOICES_ALL, AP_INVOICE_LINES_ALL
tables.
Holds are also inserted in case the parameters 'Hold Name' and 'Hold Reason'
have been set.

8) The successful processed records will be deleted from the interface tables by
the AP_IMPORT_UTILITIES_PKG if the Purge parameter has been set to yes.

Troubleshooting
here we can find some of the most common error messages arisen during the
import process:

*Issue: Invoice has not been imported and it should


fix: Review the data for that invoice to know if they are valid. Examples: valid
Supplier and Supplier Site, invoice number is not duplicated, invoice date has
been set, PO number exists...

*Issue: Invoices are rejected during the invoice import process with the 'Invalid
Liability Account' error message.
Fix: Check for Security rules and Cross Validation rules on the Liability account

*Issue: The Open Interface Invoice Lines are not deleted automatically even after
creating Invoices.
The Line status changes to PROCESSED after the AP Invoice is generated but it
still remains in the interface tables.
Fix: The successful processed invoice lines will be automatically deleted from the
interface tables when the Purge parameter is set to Yes while submitting the
Payables Open Interface Import program.