ORACLE CORPORATION Oracle Receivables

Setups for Autoinvoice in Oracle Receivables – An Overview

Author: Varsha Kakati Creation Date: April 2002 Last Updated: May 2002 Version: 1.0

Setups for Autoinvoice in Oracle Receivables – An Overview
1.INTRODUTION...........................................................................................4 1.1 Objective.......................................................................................................4 1.2 Introduction .............................................................................................4 1.3 The Process of Autoinvoice ..................................................................4 1.4 The Data Flow Model ............................................................................5 2.SET UP STEPS IN ORACLE Receivables................................................6 2.1 Preparing Receivables for Autoinvoice................................................6 2.2 System Options .......................................................................................8 2.2.1 Tuning Segments .............................................................................8 2.2.2 SQL Trace ........................................................................................9 2.2.3 Purge Interface Tables....................................................................9 2.2.4 Max Memory (in bytes)...................................................................9 2.2.5 Log File Message Level...................................................................9 2.3 Line Ordering Rules............................................................................. 11 2.4 Grouping Rules .................................................................................... 14 2.5 Transaction Batch Source ................................................................... 17 2.5.1 Batch source tab ........................................................................... 17 2.5.2 Autoinvoice options tab .............................................................. 19 2.5.3 Customer information tab ........................................................ 22 2.5.4 ACCOUNTING INFORMATION TAB ............................... 23 2.5.6 Sales credit validation tab ............................................................ 25 2.6 Accounting Assignment ...................................................................... 26 2.7 Transaction Flexfield ........................................................................... 29 2.7.1 Line Transaction Flexfield .......................................................... 30 2.7.2 Reference Transaction Flexfield .............................................. 33 2.7.3 Link-to Transaction Flexfield ..................................................... 34 2.7.4 Invoice Transaction Flexfield ..................................................... 34 2.8 Receivables Setup Detail Report........................................................ 35 3.IMPORTING DATA ................................................................................. 35 3.1 Importing data ...................................................................................... 35 4.RUNNING AUTOINVOICE.................................................................. 35 4.1 Submit Concurrent Program................................................................... 35 4.2 Parameters for Autoinvoice Master Program .................................. 37 4.3 Execution Phases ................................................................................. 38 5.REPORTS AND ERRORS....................................................................... 38 5.1 Reports................................................................................................... 38 5.2 Correcting Errors ................................................................................. 39 6.MISCELLANEOUS INFORMATION.................................................. 41

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6.1 Determining Dates............................................................................... 41 6.1.1 General ledger date for Invoices with Rules ............................ 41 6.1.2 General ledger date for Invoices without Rules ...................... 41 6.2 Transaction date ................................................................................... 42 7.DIFFERENT SCENARIOS ..................................................................... 42 7.1 Importing Freight Lines........................................................................... 42 7.1.1 Freight line which refers to another transaction.................... 42 7.1.2 Freight –only line.......................................................................... 42 7.1.3 Multiple header freight lines ....................................................... 42 7.1.4 Calculate tax on freight................................................................ 43 7.2 Importing Tax Lines ............................................................................ 43 7.2.1 Tax line........................................................................................... 43 7.2.2 Sales Tax ........................................................................................ 43 7.2.3 Other Tax Codes .......................................................................... 44 7.3 Importing invoices with Rules ........................................................... 44 7.4 Importing Credit Memo...................................................................... 44 7.4.1 Linking credit memos to invoices.............................................. 44 7.4.3 Calculating tax on Credit Memos............................................... 45 7.4.4 Apply to chargeback .................................................................... 45 7.5 Finance Charges ................................................................................... 45

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Setups for Autoinvoice in Oracle Receivables – An Overview

1.INTRODUTION 1.1 OBJECTIVE

This paper aims to provide an overview of the setups done in the Accounts Receivables module, to run the process of Autoinvoice.
1.2 Introduction

Autoinvoice is a powerful and flexible tool, used to import and validate transaction data from external financial systems or other modules of Oracle Applications. Users can create Invoices, debit memos, credit memos, and on-account credits in Oracle Receivables using Autoinvoice.
1.3 The Process of Autoinvoice

Data for creating invoices comes in from various sources such as external systems, Order Management, Oracle Projects, Oracle Services and so on. The interface loading program is run to populate the interface tables. When the Autoinvoice Master Program and Import Program are run, the data passes through certain validation processes and finally populates the tables of the Oracle Receivables module.

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1.4 The Data Flow Model Figure 1: Flow of data, during the process of Autoinvoice.

Description: Figure 1 displays the data flow, during the Autoinvoice process. The feeder program populates data into the interface tables, namely RA_INTERFACE_LINES_ALL, RA_INTERFACE_DISTRIBUTIONS_ALL and RA_INTERFACE_SALESCREDITS_ALL When the Autoinvoice program is run, data is populated into the tables listed below. · · · · · · · · · RA_BATCHES_ALL RA_CUSTOMER_TRX_ALL RA_CUSTOMER_TRX_LINES_ALL RA_CUST_TRX_LINE-GL_DIST_ALL RA_CUST_TRX_LINE_SALESREPS_ALL AR_RECEIVABLE_APPLICATIONS_ALL AR_PAYMENT_SCHEDULES_ALL AR_PAYMENT_SCHEDULES_ALL RA_INTERFACE_ERRORS_ALL

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2.SET UP STEPS IN ORACLE RECEIVABLES 2.1 Preparing Receivables for Autoinvoice

Oracle Receivables must be prepared for any new data that has to be imported. If data being interfaced , has not yet been defined in Oracle Receivables, it must be defined, before using Autoinvoice. Setups to be added or updated are: · · · · Currencies Navigation > Setup > Financials > Currencies > Currencies Tax rates and tax codes Navigation > Setup > Tax > Codes Tax rates associated with products shipped to specific addresses Navigation > Setup > Tax > Locations Full or partial customer and item exemptions/exceptions Navigation > Setup > Tax > Exemptions Navigation > Setup > Tax > Exceptions · · · · · · · Freight on Board codes in the Receivables lookups window with a lookup type of FOB Navigation > Setup > System > Quickcodes > Receivables Freight carrier codes Navigation > Setup > System > Quickcodes > Freight Carriers Payment terms Navigation > Setup > Transactions > Payment Terms Transaction types Navigation > Setup > Transactions > Transaction Types Batch sources Navigation > Setup > Transactions > Sources Salespersons Navigation > Setup > Transaction > Salesperson Accounting rules Navigation > Setup > Transactions > Accounting Rules

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·

Units of measure and class Navigation > Setup > System > Units of Measure > Classes Navigation > Setup > System > Units of Measure > UOM

· ·

Accounting Flexfield Segment Values Navigation > Setup > Financials > Flexfields > Key > Segments Territory Flexfield Values Navigation > Setup > Financials > Flexfields > Key > Segments Define the Territory flexfield structure, to record and customize information reporting. Setting up the Territory flexfield is optional. However, at least one segment of the Territory flexfield must be defined for the purpose of Autoinvoice. All Territory flexfield combinations must be defined in Oracle Receivables, because dynamic insertions using Autoinvoice are not allowed. Navigation > Setup > Transactions > Territories

·

Sales Tax Location Flexfield If one of the seeded Sales Tax Location flexfield structure is not being used, define a Sales Tax Location flexfield structure, to charge customers location based tax.

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2.2 System Options Figure 2: Trans and Customers tab

Menu: Navigation > Setup> System > System Options > Trans and Customers

Description: Figure 2 displays the Trans and Customers tab in the System Options window. The fields relating to Autoinvoice, that are displayed are, Accounting Flex, System Items and Territory which are Tuning Segments, Max Memory and Log File Message Level and check boxes for SQL Trace and Purge Interface Tables.
2.2.1 Tuning Segments

The values entered in the tuning segments will determine the efficiency of Autoinvoice, in terms of performance. · Accounting Flex Tuning Segment If indices already exist for the GL_CODE_COMBINATIONS table, use the value of the index, as the Accounting Flex Tuning Segment

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. · System Items Tuning Segment If indices already exist for the MTL_SYSTEM_ITEMS table, use the value of the index, as the System Items Flexfield tuning segment. · Territory Tuning Segment If indices already exist for the RA_TERRITORIES table, use the value of the index, as the Territory Flexfield tuning segment. For all the above tables, if a concatenated index is defined, use the first column of the concatenated index. If no indices exist for the respective tables, enter the segment with the most distinct values.
2.2.2 SQL Trace

Select the SQL trace check box to activate SQL tracing of the Autoinvoice process. SQL trace is used for trouble shooting Autoinvoice performance problems. The user_dump_dest parameter specifies the path where users can find the SQL trace files.
SELECT VALUE FROM V$PARAMETER WHERE NAME=’USER_DUMP_DEST’;
2.2.3 Purge Interface Tables

To run Autoinvoice Purge Program automatically, after every Autoinvoice run select the Purge Interface check box. The purge program deletes records from the temporary interface tables that have been successfully transferred into the Receivables tables. If this checkbox is not selected, the Autoinvoice Purge Program, has to be submitted independently, from the Submit Requests window, to delete the processed records.
2.2.4 Max Memory (in bytes)

The value entered here denotes the maximum amount of memory that is allocated to Autoinvoice, for validation. The default memory value is 65535 bytes. If the message “ Failed to allocate memory for scratch_memory”, is displayed when Autoinvoice is run, then enter a lower number here. If the message “ The given piece of memory is not large enough to hold a single row” , is displayed, enter a higher number.
2.2.5 Log File Message Level

Enter any number between 0 and 3.The number represents the amount of detail displayed in the Autoinvoice log file. · Level 0 gives the following entries in the log file Product version

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Program name Autoinvoice start time Autoinvoice concurrent request arguments Error and warning messages Autoinvoice end time Autoinvoice logical steps · · Level 1 gives all the above entries and Time-Stamped function labels Level 2 gives all the above entries and Sizes of Allocated Arrays Dynamic SQL statements Number of rows updated, inserted and deleted · Level 3 gives you all the above entries and Method IV SQL Array values To debug Autoaccounting information, set the log file message level to 10.

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2.3 Line Ordering Rules Figure 3: Autoinvoice Line Ordering Rules window

Menu: Navigation > Setup > Transactions > Autoinvoice > Line Ordering Rules

Description: Figure 3 displays the Autoinvoice Line Ordering Rules window, which enables users to define line ordering rules. Name, Description, Effective Start Date, Effective End Date, Sequence, Transaction Attribute and Type are the fields displayed. These rules are used by Autoinvoice to determine the order of the transaction lines on a particular invoice. When line ordering rules are not defined, Autoinvoice orders lines randomly on the transaction. A line ordering rule can be assigned to each grouping rule. Active invoice line ordering rules appear as a list of values in the Grouping rules window. Line ordering takes place after grouping. In the Sequence field, enter the priority of the transaction attribute. Enter a higher number to specify a lower priority for the particular transaction attribute. In the Transaction Attribute field, enter the transaction attribute by which lines are to be ordered. In the Type field enter the order in which the transaction attribute must be sorted. ‘Ascending’ sorts the particular transaction attribute from least to greatest and ‘Descending’ sorts the particular attribute from greatest to least.

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Table 1:Transaction Attributes

The following table lists the various transaction attributes that can be used to order lines Sl No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Transaction Attribute ACCOUNTING_RULE_DURATION ACCOUNTING_RULE_ID ACCOUNTING_RULE_NAME AMOUNT ATTRIBUTE_CATEGORY ATTRIBUTE1-15 FOB_POINT INTERFACE_LINE_ATTRIBUTE1-15 INTERFACE_LINE_CONTEXT QUANTITY QUANTITY_ORDERED REASON_CODE REASON_CODE_MEANING REFERENCE_LINE_ATTRIBUTE115 REFERENCE_LINE_CONTEXT REFERENCE_LINE_ID SALES_ORDER SALES_ORDER_DATE SALES_ORDER_LINE SALES_ORDER_SOURCE SHIP_DATE_ACTUAL SHIP_VIA TAX_CODE

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24 25 26 27 28

UNIT_SELLING_PRICE UNIT_STANDARD_PRICE UOM_CODE UOM_NAME WAYBILL_NUMBER

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2.4 Grouping Rules Figure 4: Grouping Rules window

Menu: Navigation > Setup > Transactions > Autoinvoice > Grouping Rule

Description: Figure 4 displays the Grouping Rules window, where the grouping rules are defined. Name, Description, Line Ordering Rule, Effective Start Date, Effective End Date, Transaction Class and Optional Grouping Characteristics fields are displayed. Autoinvoice uses grouping rules to group lines to create one transaction. Mandatory grouping attributes cannot be dropped. However, users can add optional grouping attributes. The grouping rule ‘DEFAULT’ , is a seeded value, which contains all the mandatory grouping attributes. When an upgrade takes place, from a previous version of Oracle Receivables, this grouping rule becomes the default grouping rule initially. If this rule is used to create transactions, additional grouping rules need not be defined. The grouping rule ‘DEFAULT’ can be customized, by including additional optional transaction attributes. Lines which have identical values in the columns for mandatory attributes and the optional attributes, defined in the grouping rule, are grouped into one single transaction.

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In the Transaction Class field, enter the class of transaction name, to which this grouping rule should apply. If a particular class of transaction has no grouping rule defined, then, only the mandatory transaction attributes are considered for grouping. Autoinvoice uses the following hierarchy to determine the grouping rule that is to be used: · · · · Transaction batch source Customer site level Customer profile level System Options Window

If a grouping rule is not specified, either, at the Transaction Source or at the Customer Site level or in the Customer Profile Classes window, Autoinvoice uses the default grouping rule specified in the System Options.
Table 2: Mandatory and Optional Grouping Attributes

The table below lists the mandatory attributes and optional attributes that can be used as Grouping rules. MANDTORY ATTRIBUTES AGREEMENT_ID COMMENTS CONVERSION_RATE CONVERSION_TYPE CONVERSION_DATE 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 OPTIONAL ATTRIBUTES ACCOUNTING_RULE_DURATION ACCOUNTING_RULE_ID ATTRIBUTE1-15 ATTRIBUTE_CATEGORY INTERFACE_LINE_ATTRIBUTE1-15 INTERFACE_LINE_CONTEXT INVENTORY_ITEM_ID REFERENCE_LINE_ID RULE_START_DATE SALES_ORDER SALES_ORDER_DATE SALES_ORDER_LINE SALES_ORDER_REVISION SALES_ORDER_SOURCE TAX_CODE

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HEADER_GDF_ATTRIBTUE1-15 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 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

TAX_RATE

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2.5 Transaction Batch Source
2.5.1 Batch source tab

Figure 5: Batch Source tab

Menu: Navigation > Setup > Transactions > Sources >Batch Sources

Description: Figure 5 displays the Batch Source tab of the Transaction Sources window. This tab enables users to define the characteristics of the transaction batch source. The fields displayed are Name, Type, Description, Effective dates, Last Number for Automatic Batch Numbering and for Transaction Numbering, Reference Field Default Value, Standard Transaction Type, Credit Memo Batch Source and check boxes Active, Automatic Batch Numbering, Automatic Transaction Numbering and Copy Document Number to Transaction Number
2.5.1.1 Type

Select a transaction source of type ‘Imported’ from the list of values. Imported batch sources only can be used for Autoinvoice.

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2.5.1.2 Active

Select the checkbox, with the label Active to make the batch source active. The date on which, Autoinvoice is run, must fall within the range of effective dates, entered in the batch source.
2.5.1.3 Automatic Batch Numbering

In a manual batch source, to automatically number the new batches, that are created using this source, the Automatic Batch Numbering check box must selected and a last number entered. For an imported transaction batch source, Oracle Receivables automatically numbers the batch with the batch source name, that is the request id.
2.5.1.4 Automatic Transaction Numbering

Select the Automatic Transaction Numbering check box and enter a last number, to number transactions automatically.
2.5.1.5 Copy Transaction Number to Document Number

To use the same value, as both the document number and the transaction number for transactions assigned to this source, select the Copy Document Number to Transaction Number check box. Checking this box ensures that transaction numbers are generated sequentially without gaps.
2.5.1.6 Last Number

The last number is entered in this field. Transactions are created beginning with the next number. Oracle Receivables automatically updates the last number fields. In order to know the last transaction number that has been used, review the transaction batch source window.
2.5.1.7 Reference Field Default Value

The value of the column that you enter here, defaults in the Reference field in your Transactions window , just below the Transaction number field. The columns are those which form part of your Invoice Transaction flexfield.
2.5.1.8 Standard Transaction Type

Enter the Standard Transaction Type for this batch source. Whenever this batch source is selected this shall be the default transaction type.
2.5.1.9 Credit Memo Batch Source

To associate a default credit memo source with this transaction source, enter a credit memo batch source in this field. This enables numbering the credit memos using a different sequence.The credit memo batch source, must be defined. If a credit memo batch source is not entered, Receivables enters the default value of the invoice or commitment batch source.

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2.5.2 Autoinvoice options tab

Figure 6: Autoinvoice Options tab

Menu: Navigation > Setup > Transactions > Sources >Autoinvoice Options

Description: Figure 6 displays the Autoinvoice Options tab of the Transaction Sources window. The fields Invalid Tax Rate, Invalid Line, GL Date in a Closed Period, Grouping Rule and check boxes for Create Clearing and Allow Sales Credit are displayed.
2.5.2.1 Invalid Tax Rate

The value entered in the Invalid Tax Rate field, decides how Autoinvoice handles imported transactions with invalid tax rates. An invalid tax rate is one where the imported transaction’s tax rate, does not match the rate defined for its tax code. Select Correct to automatically update the invalid tax rate or Reject to reject the transaction line with an invalid tax rate.
2.5.2.2 Invalid Line

The value entered in the Invalid Line field, decides how Autoinvoice handles imported transactions with invalid lines.

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For example, if Reject Invoice is selected and the grouping rule specifies that three transaction lines are to be created as one invoice and one of the transaction lines has an error, Autoinvoice rejects all the three transaction lines and does not create an invoice. However, if Create Invoice is selected, Autoinvoice rejects only the invalid transaction line and creates an invoice for the remaining two valid transaction lines.
2.5.2.3 GL Date in a Closed Period

The value entered in the GL Date in a Closed Period field, decides how Autoinvoice handles imported transactions that have lines with a GL date, that is in a closed period. Select Adjust to automatically adjust the GL date to the first GL date of the next open or future enterable period or select Reject to reject these transactions, from being processed by Autoinvoice.
2.5.2.4 Grouping Rule

Entering a Grouping Rule is optional. If no grouping rule is entered, Autoinvoice uses the following hierarchy. · · · Transaction batch source Customer site level Customer profile level System Options Window

·

2.5.2.5 Create Clearing

Autoinvoice requires that the revenue amount should be equal to the selling price times the quantity for all of the transactions it is processing. Select the Create Clearing check box to put any difference between the revenue amount and the selling price times the quantity for a transaction, into the Autoinvoice Clearing account. If the check box is not selected and the figures for revenue amount and the selling price times the quantity are different, the transaction is rejected.
2.5.2.6 Allow Sales Credit Check Box

Select the Allow Sales Credit check box, when you want to enter sales credit information. Ensure that the Require Salesreps checkbox in the System Options window is selected.

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Table 3: Sales credit information required

Table showing the effect of various combinations of selecting the two checkboxes, Allow Sales Credit in the Autoinvoice Options tab of the Transaction Sources window and the Require Salesperson check box in the System Options window. Allow Sales Credit If set to Yes If set to Yes If set to No If set to No Requires Salesperson in System Options Required Not Required Required Not Required Enter Sales Credit Informations Must Enter Can Enter Must Enter Can Enter**

Note: (Autoinvoice ignores any values you enter)

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2.5.3 Customer information tab

Figure 7: Customer Information tab

Menu: Navigation > Setup > Transactions > Sources > Customer Information

Description: Figure 7 displays the Customer Information tab of the Transaction Sources window, where the criteria for customer information validation are selected The window displays Sold to Customer, Bill to Customer, Bill to Address, Bill to Contact, Ship to Customer, Ship to Address, Ship to Contact, Payment Method Rule, and Customer Bank Account fields. Click either Value or ID, for each criteria, to indicate whether Autoinvoice should validate customer information by value or by the internal identifier , for a particular batch source. Choose ’None’ for no validation. Choose Value, to import a record into Autoinvoice tables using its actual name or ID, to use its internal identifier. For example, if the validation for Payment Term is Value, enter the payment term name, such as Standard–Check.. If validation is ID, enter the number that identifies the payment term. The fields Bill to Customer, Bill to Address, Bill to Contact, Ship to Customer, Ship to Address and Ship to Contact may be processed without validation.

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2.5.4 ACCOUNTING INFORMATION TAB

Figure 8: Accounting Information tab

Menu: Navigation > Setup > Transactions > Sources > Accounting Information

Description: Figure 8 displays the Accounting Information tab of the Transaction Sources window, where the criteria for validation regarding accounting information are chosen. The fields displayed Are Invoicing Rule, Accounting Rule, Accounting Flexfield, Payment Terms and Revenue Account Allocation. The Derive Date check box, activates the derive date functionality. Click ID, Value, or None to indicate validation criteria for the Invoice and Accounting Rule data for a particular batch source. Choose either ID or Segment to indicate whether Autoinvoice should validate the identifier or the flexfield segment, respectively for a particular batch source. Select the Derive Date check box to derive the default rule start date and default GL date from the ship date, rule start date, order date and the default date, that is entered when Autoinvoice is submitted. Select either Amount’ or ’Percent’ to indicate validation criteria for the Revenue Account Allocation data for a particular batch source. The Accounting rule and Invoicing rule fields may be processed without being subjected to validation.

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2.5.5 Other information tab

Figure 9: Other Information tab

Menu: Navigation > Setup > Transactions > Sources > Other Information

Description: Figure 9 displays the Other Information tab of the Transaction Sources window, where users can choose the validation criteria for various fields. Transaction Type, Memo Reason, Agreement, Memo Line Rule, Sales Territory, Inventory Item, Unit Of Measure, Fob Point, Freight Carrier And Related Document are the fields displayed. Select value or ID to indicate how Autoinvoice should validate data. Select None for no validation. The Agreement, Sales Territory, Inventory Item and Related Document fields, may be processed without being subjected to any validation.

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2.5.6 Sales credit validation tab

Figure 10: Sales Credit Information tab

Menu: Navigation > Setup > Transactions > Sources > Sales Credit Information

Description: Figure 10 displays the Sales Credit Information tab of the Transaction Sources window, where validation criteria is chosen for the fields, Salesperson, Sales Credit Type and Sales Credit Field. For salesperson the validation option can either be number or ID. For sales credit type the validation option can either be value or ID. For sales credit field the validation option can be set to amount or percent.

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2.6 Accounting Assignment

Provide the account assignment information by populating the RA_INTERFACE_DISTRIBUTIONS_ALL table. The CODE_COMBINATION_ID or SEGMENT 1- 30 is to be populated depending on the batch source setup. Autoinvoice looks at the batch source to determine whether to expect Accounting Flexfield segment values or ID. If the validation criteria is value, then assign values to RA_INTERFACE_DISTRIBUTIONS_ALL.SEGMENT1–30. Assign values to enabled segments only. For example, if six Accounting Flexfield segments are enabled, assign values to SEGMENT 1–6. If the validation criteria is ID, enter the code combination ID of the Accounting Flexfield in CODE_COMBINATION_ID column of the RA_INTERFACE_DISTRIBUTIONS_ALL table. In case all the account information is not populated for each transaction, Autoinvoice uses Autoaccounting to derive account assignment. AutoAccounting Define AutoAccounting to specify the general ledger accounts for transactions that you enter manually or import using Autoinvoice. AutoAccounting uses this information to create the default revenue, receivable, freight, tax, unearned revenue, unbilled receivable, finance charges, and Autoinvoice clearing accounts. Note: To enter accounting code combinations dynamically, values must be populated in the columns SEGMENT1–30 of the table RA_INTERFACE_DISTRIBUTIONS_ALL.

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Figure 11: AutoAccounting window

Menu: Navigation > Setup > Transactions > AutoAccounting

Description: Figure 13 displays the AutoAccounting set up window. The fields on the window are type, segment, table name and constant. Autoinvoice uses the set up here to pick up the segments for the transaction lines dynamically. The various types of accounts for which AutoAccounting can be set up are, Autoinvoice Clearing, Bills Receivable, Factored Bills Receivable, Freight, Receivable, Remitted Bills Receivable, Revenue, Tax, Unbilled Receivable, Unearned Revenue, Unpaid Bills Receivable. When an account Type is entered, Receivables displays all of the segment names of the Accounting Flexfield Structure. For each segment, enter either the table name or constant value that Receivables must use to get information. The appropriate table name may be selected from the list of values. Bill to site, drawee site, remittance banks, salesreps, standard lines, taxes or transaction types.

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Constant: If a Table Name is not entered, enter a Constant value for this segment, or select one from the list of values. For example, populate Salesreps for the account revenue. Receivables uses the revenue account associated with this salesperson. If you choose Salesreps for the revenue, freight, or receivables accounts, be sure that these accounts are also defined for the No Sales Credit record in the Sales Force window. Otherwise, Receivables displays an error message when debit memo reversal is created or a transaction is entered with No Sales Credit. AutoInvoice Clearing: The clearing account is for the imported transactions. Receivables uses the clearing account to hold any difference between the specified revenue amount and the selling price times the quantity for imported invoice lines, when this feature is enabled in the set up of the transaction batch source. Note: If AutoAccounting for freight is based on Standard lines , invoices with header level freight cannot be imported .If the transaction has a line type of “LINE”, and inventory item of “FRT”, AutoAccounting will use the accounting rules for the freight type account rather than the revenue type account. If Autoaccounting is set up to derive its segments from Salesreps, then you must pass rows in RA_INTERFACE_SALESCREDITS_ALL for each invoice line in RA_INTERFACE_LINES_ALL. This is true even if your system option Require Salesreps is set to NO.

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2.7 Transaction Flexfield

Oracle Receivables uses the Transaction flexfield to uniquely identify each transaction and transaction line that is imported though Autoinvoice. Transaction flexfields are also used to refer to and link transaction lines. Autoinvoice validates that the Transaction flexfield you provide is unique. There are four types of transaction flexfields are · · · · Line Transaction Flexfield Reference Transaction Flexfield Link-to Transaction Flexfield Invoice Transaction Flexfield

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2.7.1 Line Transaction Flexfield

To define the transaction flexfield at the line level, query Line Transaction Flexfield and enter the context and segments associated with this transaction flexfield.
Figure 12: Descriptive Flexfield window

Menu: Navigation > Setup > Financials > Flexfields > Descriptive > Segments

Description: Figure 12 displays the window Descriptive Flexfield Segments, which is used to define the descriptive flexfield used by Autoinvoice for capturing data. Select the Enabled checkbox to enable the particular Line Transaction Flexfield.

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Click the Segments button and enter the segment values that you want to form part of this flexfield, in the Segments Summary window.
Figure 13: Segments Summary window

Description: Figure 13 displays the Segments Summary window, which enables users to define the various segments of the Transaction Flexfield. Use columns INTERFACE_LINE_ATTRIBUTE1-15 and INTERFACE_LINE_CONTEXT to define the Line Transaction Flexfield. They are unique for each record in the interface tables and therefore can be used as record identifiers. The INTERFACE_LINE_CONTEXT field in RA_INTERFACE_LINES_ALL indicates to Autoinvoice, the Line Transaction Flexfield code that is to be used. The Context value corresponds to the code field. For example Order Entry, PA Invoices, Intercompany

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Click the button Open and the details of each segment can be viewed.
Figure 14: Segments window

Description: Figure 14 displays the Segments window where detailed characteristics of each segment, of the Transaction Flexfield are entered.

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Click the button ‘Value Set’.
Figure 15: Value set window

Description: Figure 15 displays the Value Set window, where the value set and validation for each particular segment is defined. The Line Transaction Flexfield must be defined mandatorily. Autoinvoice always uses the Line Transaction Flexfield structure for both, the Link-to and Reference information when importing invoices. You need to explicitly define the Link-to, Reference and Invoice Transaction Flexfield structures, only if this information is to be displayed on a custom window.
2.7.2 Reference Transaction Flexfield

Reference Transaction Flexfields have the same structure as the Line Transaction Flexfields. Reference Transaction Flexfields are used to refer to previously processed transactions. For example, to import a credit memo and apply it to an invoice or associate an invoice to a specific commitment, use the Reference Transaction Flexfield. To refer a credit memo to a specific invoice use the REFERENCE_LINE_ATTRIBUTE1-15 and REFERENCE_LINE_CONTEXT columns of the credit memo to enter the value of the Line Transaction Flexfield of the invoice. If the invoice being credited, is already in AR, populate the REFERENCE_LINE_ID column of the table RA_INTERFACE_LINES_ALL.

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2.7.3 Link-to Transaction Flexfield

Link-to transaction flexfields also have the same structure as the Line Transaction flexfield. Use Link-to transaction flexfields to link transaction lines, to each other. For example, to import a freight charge that is associated with a particular transaction line, use the LINK_TO_LINE_ATTRIBUTE1-15 and LINK_TO_LINE_CONTEXT columns of the freight line and populate the value of the Line Transaction Flexfield of the particular transaction line.
2.7.4 Invoice Transaction Flexfield

Invoice Transaction Flexfield has a structure similar to that of the Line Transaction Flexfield, but includes only the header level segments. Segments included in the Invoice Transaction Flexfield should be included in the Autoinvoice grouping rules. To define the header level transaction flexfield, query Invoice Transaction Flexfield in the title field of the descriptive flexfield segments window and enter the context and segments associated with this transaction flexfield. All segments in the Line Level transaction Flexfield that refer to the header information must also exist in the header level transaction flexfield. Note: Profile Option - AR: Transaction Flexfield Quickpick Oracle Receivables, gives the option of displaying Transaction Flexfield information for imported invoices in lists of values throughout the product. The information displayed depends on the value, entered for the profile Option AR: Transaction flexfield Quickpick Select any one of the following columns i.e invoice_header _attribute1-15, which are mapped to the segments of the Invoice Transaction Flexfield. For example, if the value entered is interface_header_attribute2 and this column in the interface tables, is populated with the order number, then, in the reference column of all invoices, the relevant order number shall be seen. The default value for this profile option is interface_header_attribute2. In the recent patchsets, this option has been shifted to the Transaction Sources form as the Reference Field Default Value field. Note: Indexing Transaction Flexfields It is suggested that you create indexes on your Transaction Flexfield columns if you want to query the flexfield information in your invoice headers and lines. Also, without the indexes the validation processes of the Autoinvoice program could be slow.

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2.8 Receivables Setup Detail Report

The Receivables Set Up Detail Report (ARSSETUP.rdf) identifies all critical set up steps that have been done in Oracle Receivables. This can be effectively used to check the set ups before running Autoinvoice. This report becomes available for use, once the following patches are applied. Release 11i Patch 2100663 and Patch 2231996 Release 11 Patch 1390023

3.IMPORTING DATA 3.1 Importing data

To import data from an external system, a custom feeder program needs to be written to populate the interface tables. To import data from Order Management or Projects, the interfacing concurrent programs in those respective modules, have to be executed, which will automatically populate the Autoinvoice interface tables.

4.RUNNING AUTOINVOICE 4.1 SUBMIT CONCURRENT PROGRAM

Submit the Autoinvoice Master or Import program to transfer transactions from the interface tables to Oracle Receivables. Autoinvoice Import, Master and Purge programs can be submitted from the Submit request window. Navigation > Control > Requests > Run However, only the Autoinvoice Master and Purge Programs can be submitted, from the Run Autoinvoice window. Navigation > Interfaces > Autoinvoice · Autoinvoice Master Program Autoinvoice Master Program selects and marks records in the interface tables, for processing based on the parameters entered. Once the records are selected, the Autoinvoice Import Program is spawned. Autoinvoice Master Program does not provide any report or output. The Master program allows running of several instances of Autoinvoice to improve system performance and to facilitate importing of transactions quickly.

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·

Autoinvoice Import Program Autoinvoice Import Program validates the selected records and creates transactions. Any record that fails validation is left in the interface table with an error code. Depending on the overall setup, related records may be rejected as well. An output file called Autoinvoice Execution Report and Validation Report, can be viewed by clicking the View Report button in the Requests Window.

·

Autoinvoice Purge Program Autoinvoice Purge Program deletes records from the interface tables. Only records that have been successfully processed by Autoinvoice are purged. If the Purge Interface Table option in the System Options window is set to No, Autoinvoice does not delete processed records from the interface tables after each run and the Autoinvoice Purge Program will have to be submitted independently.

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4.2 Parameters for Autoinvoice Master Program Figure 16: Parameters window

Description: Figure 16 displays the parameters window that pops up when Autoinvoice Master Program is submitted. The various selection criteria are entered here, based on which lines from the interface table are picked up for processing by Autoinvoice. The various fields available are listed below here: · Number of instances An instance refers to how Autoinvoice groups and processes your transactions. Submitting a greater number of instances allows import of transactions into Oracle Receivables more quickly. A maximum of 15 instances can be selected. Use the following formula to determine the number of instances. (Number of available CPUs) - 1 = Number of instances. · Invoice source Enter the name of the transaction batch source that must be used for this Autoinvoice run. This is a mandatory parameter.

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·

Default date Enter the default date. This is used to derive the GL date, depending on the setup of the transaction batch source and the choice of invoicing rules.

·

Others The other criteria that can be chosen are Transaction Type, the range of Bill to Customer Numbers, range of Bill to Customer Names, GL Dates, Ship Dates, Transaction Numbers Or Sales Order Numbers.If the above fields are left blank, the selection of transactions, for processing by Autoinvoice is not restricted based on these criteria.

4.3 Execution Phases

·

Pre-grouping phase In this phase Autoinvoice validates all of the line-level data as well as any other data that is not dependent on successful grouping.

·

Grouping phase Autoinvoice groups lines based on the grouping rules and validates header-level data that is dependent on how your lines are grouped.

·

Transfer phase Autoionvoice validates information that exists in Oracle Receivables tables, such as defaulting tax and AutoAccounting data.

5.REPORTS AND ERRORS 5.1 Reports

Every time autoinvoice is run it automatically creates these reports: · · The Autoinvoice Execution Report lists the total number of transaction, sales credit and distribution, lines that were successfully imported as well as those that failed. The Autoinvoice Validation Report is created if any records have failed different phases of validation. It displays all error messages associated with each transaction, sales credit or distribution line that failed validation. The Autoinvoice Master Program log file, gives details of the concurrent request initiated by the Autoinvoice Master Program and any errors encountered therein. The Autoinvoice Import Program log file, gives details of the concurrent request carried out for the import of transaction and any errors encountered therein.

· ·

The log files and the reports are found in the $APPL_TOP/log and $APPL_TOP/out directories.

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5.2 Correcting Errors

With the help of the Autoinvoice Validation Report and the Autoinvoice Errors window, which displays records that failed Autoinvoice validation, it is possible to correct the errors. Depending on the error, make changes either in Oracle Receivables, or to the feeder program or to the imported records in the interface tables.
Figure 17: Interface lines window

Menu: Navigation > Interfaces > Control > Autoinvoice > Interface Line

Description: Figure 17, displays the interface lines window which lists the lines residing in the interface tables along with detailed information such As Interface_Line_Id, Line_Type, Batch_Source_Name, Currency, Amount and so on. If the check box, Errors Exist is checked, it denotes that the particular interface line has some error. This window allows editing of data as well as drill down, to view more detailed information about each record. Use the buttons Accounting, Sales Credits, Freight, Tax And Errors to drill down.

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Figure 18: Interface Exceptions window

Menu: Navigation > Interfaces > Control > Autoinvoice > Interface Exceptions

Description: Figure 18,displays the Interface Exceptions window, which lists the interface lines that have failed the validation process along with the error messages and the invalid value. The fields displayed are Interfac_ Id, Line_Type, Message and Invalid Value. Data cannot be edited in this window. Use the the Details button to drill down to detailed information.

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6.MISCELLANEOUS INFORMATION 6.1 Determining Dates
6.1.1 General ledger date for Invoices with Rules

1. 2. 3.

Autoinvoice uses the general ledger date in the interface tables, if one exists and it is in an open or future enterable period. 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. 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 the sales 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.

6.1.2 General ledger date for Invoices without Rules

1. 2. 3.

Autoinvoice uses the general ledger date in the interface table, if one exists and it is in an open or future enterable period. If the invoice uses Bill in Advance as the invoicing rule, Autoinvoice uses the earliest accounting rule start date as the invoice Gl date. 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

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sales order date does not exist, Autoinvoice uses the default date parameter entered for the particular Autoinvoice run.
6.2 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.

7.DIFFERENT SCENARIOS 7.1 IMPORTING FREIGHT LINES

Autoinvoice lets passing of freight lines as individual transactions or as references to other transactions. The columns LINK_TO_LINE_ATTRIBUTE1-15 and LINK_TO_LINE_CONTEXT in RA_INTERFACE_LINES_ALL determine whether a freight line will become an individual freight line only or part of another transaction line.
7.1.1 Freight line which refers to another transaction

To pass a freight line that refers to another transaction line, enter the Line Transaction Flexfield of the transaction in the relevant LINK_TO_LINE_ATTRIBUTE1-15 columns and enter the context value in the LINK_TO_LINE_CONTEXT column. To pass freight lines, RA_INTERFACE_LINES.LINE_TYPE must be set to FREIGHT.
7.1.2 Freight –only line

To pass a freight-only line, enter a Line Transaction Flexfield that refers to a dummy line. This dummy line must have a value in RA_INTERFACELINES.MEMO_LINE_ID or RA_INTERFACE_LINES.MEMO_LINE_NAME, and the memo line must have AR_MEMO_LINES.LINE_TYPE =FREIGHT. In addition, the quantity, unit price and amount fields for this line must be null or zero.
7.1.3 Multiple header freight lines

For an imported invoice, there can be at the most one freight line, or at most one freight line per transaction line, but not both. If multiple header freight lines relating to one invoice have been imported, Autoinvoice will validate that all of the freight lines apply to the same freight account and consolidate them to one line. If all of the freight lines do not apply to the same freight account, Autoinvoice will reject the invoice.

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7.1.4 Calculate tax on freight

To calculate tax on freight for orders created in Oracle Order Management, set the profile option Tax: Inventory item for freight to YES.

A line item of type Line is created on the invoice for the freight amount during ship confirm, so that it can be taxed. When the invoice is printed from Receivables, the tax amount appears as the last invoice line with the description Freight. If profile option Tax: Inventory item for Freight is set to Yes, also set the profile option Tax: Invoice Freight as Revenue to Yes. This allows the user to control the rate of tax applied to freight. To do this, define Inventory item of User Type ‘Freight’ and set this option to the new inventory item. When Oracle Order Management identifies this inventory item, it uses the tax code assigned to it or any item exceptions. On the printed invoice, Receivables derives the description of the freight line from the inventory item that is defined, rather than the default description Freight.
7.2 Importing Tax Lines

Autoinvoice gives the flexibility of handling all of the taxing needs of an user. If the tax method is VAT, pass tax lines through the Auto invoice interface tables or have Oracle Receivables automatically calculate tax lines. If your tax method is Sales Tax, Oracle Receivables will always calculate tax. However, it is possible to pass additional tax lines with tax codes of type VAT or Sales Tax.
7.2.1 Tax line

Autoinvoice allows passing of tax lines as individual transactions or as references to other transactions. The method to be followed, is the same as that which is used for importing freight lines. The only difference is that, the LINE_TYPE must be set to TAX.
7.2.2 Sales Tax

Sales Tax is calculated by Autoinvoice using the tax rates associated with the shipping address. Sales tax is calculated only for shipping addresses which are in the country defined in the Default Country field of the System Option window. Oracle Receivables, allows passing of exception rates and exemptions for customer or items. However, sales tax lines cannot be passed into Autoinvoice tables. Autoinvoice uses the following hierarchy to derive the tax rate: · · · · Ship to / Bill to address Customer level Item level Tax code defined in the System Options window

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7.2.3 Other Tax Codes

To prevent Autoinvoice from calculating tax on the basis of location, pass tax codes through lines with line_type = Tax. Tax codes can be of type VAT or Sales Tax only and must be ad hoc. You must also pass either a tax rate or amount along with the code. Any exemptions must be calculated into the rate or the amount.
7.3 Importing invoices with Rules

Use Autoinvoice to import invoices with accounting and invoicing rules if the accounting method is Accrual. However these cannot be used if the accounting method is Cash because in that case revenue has to be recognized only when payment is received. Accounting rules determine the accounting period(s) in which the revenue distributions for an invoice line are recorded. Invoicing rules determine the accounting period in which the receivable amount is recorded. Oracle Receivables has two seeded invoicing rules: Bill in Advance and Bill in Arrears. Validation for Lines With Rules: Besides validating dates, Autoinvoice also validates and rejects lines if: · · The accounting rule has overlapping periods. All of the accounting periods do not exist for the duration of your accounting rule.

7.4 Importing Credit Memo

Autoinvoice allows import of credit memos either against particular transactions or on-account. The transaction type for credit memos is CM.
7.4.1 Linking credit memos to invoices

The credit memos are linked to invoices using the Reference Transaction Flexfield, by populating the columns REFERENCE_LINE_ATTRIBUTE1-15 or the column REFERENCE_LINE_ID. The REFERENCE_LINE_ID is the unique ID within Receivables for the particular invoice. If the Reference Transaction Flexfield and the REFERENCE_LINE_ID, have no values then Autoinvoice assumes it to be an on-account credit memo.

7.4.2 Credit Memos against Tax and Freight Lines

When you import credit memos, Autoinvoice ensures that you do not overapply your tax and freight lines.

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7.4.3 Calculating tax on Credit Memos

The Tax: Calculate Tax on Credit Memos, profile option controls whether Receivables calculates tax on credit memos imported using Autoinvoice. If this profile option is set to yes, the tax engine calculates tax for each credit memo without considering the outstanding balances.
7.4.4 Apply to chargeback

Autoinvoice does not allow applying a credit memo to a chargeback.

7.5 Finance Charges

Autoinvoice processes debit memos with finance charge lines and credit memos that are against debit memos with finance charge lines. To pass a finance charge line, the following columns in RA_INTERFACE_LINES_ALL must be left blank: INVOICING_RULE_ID, INVOICING_RULE_NAME, ACCOUNTING_RULE_ID, ACCOUNTING_RULE_NAME, ACCOUNTING_RULE DURATION, RULE_START_DATE, UOM_CODE, UOM_NAME, AMOUNT. If a debit memo with finance charges line is being passed, RA_INTERFACE_LINES.QUANTITY must = 1. If a credit memo is being passed against a debit memo with a finance charges line RA_INTERFACE_LINES.QUANTITY must be = -1 or 1. If LINE_TYPE = CHARGES, Autoinvoice does not calculate tax, freight, or sales credits on this line. To populate distributions for the finance charges in the RA_INTERFACE_DISTRIBUTIONS_ALL table the ACCOUNT_CLASS must be CHARGES.

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RESOURCES

User guide for Release 11i AR diagnostic and Troubleshooting Case Study II Notes from WebIV

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Setups for Autoinvoice in Oracle Receivables – An Overview April 2002 Author: Varsha Kakati Contributing Authors: Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Worldwide Inquiries: Phone: +1.650.506.7000 Fax: +1.650.506.7200 www.oracle.com Oracle is a registered trademark of Oracle Corporation. Various product and service names referenced herein may be trademarks of Oracle Corporation. All other product and service names mentioned may be trademarks of their respective owners. Copyright © 2002 Oracle Corporation All rights reserved.

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