Process Invoices Using

AutoInvoice

Copyright 2007, Oracle. All rights reserved.

Objectives

After completing this module, you should be able to do

the following:
Describe the AutoInvoice process
Use AutoInvoice
Understand error correction using AutoInvoice
Exception Handling

Copyright 2007, Oracle. All rights reserved.

Agenda

Overview of the AutoInvoice process

Using AutoInvoice
Correcting errors during import

Copyright 2007, Oracle. All rights reserved.

AutoInvoice Process

Third party
data

Oracle
data

SQL data
Valid
AutoInvoice
loader
lines
interface
tables

Interface
Program

Oracle
Receivables
transaction
tables

Error lines

View and correct

invalid records
Copyright 2007, Oracle. All rights reserved.

AutoInvoice Integration
Receivables

Projects

Non-Oracle
Systems

Property
Management

Order
Management

Service
Copyright 2007, Oracle. All rights reserved.

What Occurs During AutoInvoice

Imported
Transactions

SQL loader programs populate the 3

interface tables with line, sales
credit, and accounting information
BFB payment terms are validated
Lines are ordered and grouped
Contingencies are assigned to lines
Legal entities are assigned to
Invoices
transactions
Created
Tax is calculated
GL date is determined
GL accounts are assigned using
AutoAccounting, where necessary
Tax, freight, commitments, and credit
memos are linked to transaction
lines
All transactions are batched
Validated lines create the
transactions

Copyright 2007, Oracle. All rights reserved.

AutoInvoice Interface Tables

RA_INTERFACE_LINES_ALL

RA_INTERFACE_DISTRIBUTIONS_ALL

RA_INTERFACE_SALESCREDITS_ALL

Copyright 2007, Oracle. All rights reserved.

Agenda

Overview of the AutoInvoice process

Using AutoInvoice
Correcting errors during import

Copyright 2007, Oracle. All rights reserved.

Managing AutoInvoice System Options

Select to manually or automatically purge
successfully transferred records
Adjust the amount of memory allocated to
AutoInvoice for validation
Specify the level of detail required in the
AutoInvoice log file
Specify the indices for the GL_CODE
COMBINATIONS, MTL_SYSTEM_ ITEMS, and
RA_TERRITORIES tables
(Accounting Flexfield, System Items, and
Territory fields)

Copyright 2007, Oracle. All rights reserved.

Defining Transaction Batch Sources for

AutoInvoice

Batch Source

IMPORTED

Use the transaction batch source to:

Reject transactions with invalid tax rates, or update
the tax rate
Reject transactions with invalid lines, or create
transactions excluding the invalid lines
Reject or automatically adjust the GL date if the
transaction date falls in a closed period
Assign a grouping rule to indicate how transaction
lines are grouped into transactions
Copyright 2007, Oracle. All rights reserved.

Defining Transaction Batch Sources for

AutoInvoice

Quantity

Unit Price

Revenue
Amount

Passed = Calculated Revenue Amount

Difference

AutoInvoice
Clearing
Account

Copyright 2007, Oracle. All rights reserved.

Automated Refunds
Create credit memos via AutoInvoice
Refunds are automated
View refund status in AP workbench

Credit Memos

Automated Refunds

Copyright 2007, Oracle. All rights reserved.

Grouping Rules
AutoInvoice Records

Transaction Flexfields

Currency Bill-to Item Attr (Order #) Attr2 (Order Type)

USD

ACME

5001

Domestic

USD

ACME

5002

Domestic

USD

ACME

112

No Ship

USD

ACME

501

International

USD

ACME

502

International

Grouping Rules
All mandatory rules (includes currency and bill to)
+ optional rule: Transaction Flexfield Attribute2
Invoice 1
Order #
5001 & 5002

Invoice 2
Order # 112

Copyright 2007, Oracle. All rights reserved.

Invoice 3
Order # 501
& 502

Grouping Transaction Attributes

Currency
Bill-To Address

GL Date
Salesperson

Tax Rate
Code
Accounting Rules
Copyright 2007, Oracle. All rights reserved.

Sales Order

Grouping Rule Hierarchy

Hierarchy to determine
Assign Grouping Rules to: Grouping Rule to use:
1. Transaction Batch
Transaction Batch
Source
Sources
Customer Profile Classes 2. Customer Profile Class
3. System Options
System Options

Copyright 2007, Oracle. All rights reserved.

Line Ordering Rules

Ascending
or
Descending

Sales Order
or Sales
Order Line

Ship Via
Ship Date

Copyright 2007, Oracle. All rights reserved.

Transaction Flexfields
Invoice Header (optional): Specifies invoice header
information
Line (required): Uniquely identifies invoice lines
Link-To (optional): Links tax and freight to invoice lines
Reference (optional): Links credit memos to
transactions

Copyright 2007, Oracle. All rights reserved.

Defining Transaction Flexfields

Line
Link-To

Reference

Descriptive Flexfields

Copyright 2007, Oracle. All rights reserved.

AutoInvoice Validation
Checks Lines for: Accounting Rules and
Accounting Periods
Checks Interface Tables with those in
Receivables for:

Existence
Batch Sources
Uniqueness
Precision
Cross Validation

Copyright 2007, Oracle. All rights reserved.

Submitting AutoInvoice
AutoInvoice Master Program
Parameters:

Source
Default Date
Transaction Type
Bill-To Customer Number/Name Range
GL Date Range
Ship Date Range
Transaction or Sales Number Range
Invoice Date Range
Ship-To Customer Number/Name Range

Copyright 2007, Oracle. All rights reserved.

AutoInvoice Reports

AutoInvoice Execution Report: Review AutoInvoice

results
AutoInvoice Validation Report: Review lines that failed
validation

Copyright 2007, Oracle. All rights reserved.

Implementation Considerations
What type of transactions or lines will be
imported?
Will you need to modify the Transaction
flexfield?
How and when will errors be identified?
Who is responsible for correcting the errors?
Will you need to create Grouping Rules with
optional attributes?

Copyright 2007, Oracle. All rights reserved.

Agenda

Overview of the AutoInvoice process

Using AutoInvoice
Correcting errors during import

Copyright 2007, Oracle. All rights reserved.

Error Correction Overview

Third party
data

Oracle
data

SQL
loader

Interface
Program

Valid
AutoInvoice
lines
interface
tables

Oracle
Receivables
transaction
tables

Error lines

View and correct

invalid records
Interface Exceptions
Window
Copyright 2007, Oracle. All rights reserved.

AutoInvoice Exception Handling Windows

Interface Exceptions Window

Interface Lines Window

Line Errors Window

Copyright 2007, Oracle. All rights reserved.

Summary

In this module, you should have learned how to:

Describe the AutoInvoice process
Use AutoInvoice
Understand error correction using AutoInvoice
Exception Handling

Copyright 2007, Oracle. All rights reserved.