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Auto Invoice Setups
Auto Invoice Setups
Oracle Receivables uses the transaction flexfields to uniquely identify each transaction line that is imported
though AutoInvoice.
Click on the segments button to create the following rows. The values in the field Column are not shown
completely, they are INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 respectively.
3. Manage Receivables Profile Options
A. Security Profile
There are three profile options which govern access to data partitioned by organizations.
This profile option determines if the AutoInvoice Master program analyzes and gathers information about
the interface tables each time AutoInvoice is run. Analyzing tables ties up system resources, but in some
cases may address AutoInvoice performance issues.
If the value for this profile option is set to Yes, or is null, AutoInvoice analyzes the interface tables and
gathers statistics. If the value is set to No, AutoInvoice does not analyze the interface tables.
This profile option can be set by the system administrator at the site, application, responsibility, and user
levels. The user can also update this profile option.
C. AR: Default Exchange Rate Type
This option determines the default exchange rate to use when converting foreign currency transactions to
your functional currency.
Valid values are:
Corporate Exchange Rate - An exchange rate you define to standardize rates. This rate is usually a
standard market rate determined by senior financial management for use throughout the organization.
Spot Exchange Rate - An exchange rate to perform a conversion based on the rate on a specific
date.
User Specified Rate - An exchange rate to specify when entering a foreign currency transaction.
D. AR: Maximum Lines per AutoInvoice Worker
This profile option lets you set a maximum number of lines per AutoInvoice worker. The value for this
option can be set by the system administrator at the site, application responsibility, and user levels, but
cannot be updated by the user. This profile option has no default value.
E. AR: Use Invoice Accounting For Credit Memos
This profile option determines whether to assign your credit memo to the same accounts that are assigned
to the invoice you are crediting.
The value for this option can be set by the system administrator at the site, application,responsibility, and
user levels, but cannot be updated by the user.
Note:
If you are interfacing data from Project Accounting, you need to set this profile to No at the application
level for Oracle Projects. This setting will then allow data to be passed into
RA_INTERFACE_DISTRIBUTIONS_ALL table for Projects Invoices.
F. Sequential Numbering
Sequential Numbering assigns numbers to documents that you create in Oracle financial products. For
example, when you are in a window that creates invoices, each invoice document can be numbered
sequentially.
Sequential numbering provides a method of checking whether documents have been posted or lost.
Not all windows within an application can be selected to support sequential numbering.
Always Used - You may not enter a document if no sequence exists for it.
Not Used - You may always enter a document.
Partially Used - You will be warned, but not prevented from entering a document, when no
sequence exists.
Only system administrators can change this profile option. Users can see this profile option, but they
cannot update it.
This profile option is visible and updatable at the site, application, and responsibility levels.
4. Manage Transaction Types
The data you insert into the interface table will be associated to a particular transaction type.
Create an invoice transaction type which will be used when we insert data into the Interface table.
Note: If you also want to run a test case to import a Credit memo, create a Credit Memo transaction type
as shown below, otherwise you don't need to create a Credit Memo transaction type.
5. Manage AutoAccounting Rules
AutoAccounting enables you to create default accounts for revenue, receivable, freight, tax, unearned
revenue, unbilled receivable, late charges, bills receivables accounts, and AutoInvoice clearing (suspense)
accounts.
In the following screen, the source for the third segment is 'Transaction Types'. When the default
accounting is generated for the Receivable account, the accounting flexfield will pull the third segment
from the Receivables account defined for the transaction type. If we cross-reference this to the screenshot
from the previous task, the value for the third segment is 1210, coming from 01-000-1210-0000-000
defined for Receivables account.
The following screenshot shows a Line Ordering Rule, that references the same fields we used in the Line
transaction flexfield defined in Task 2 above.
The following screenshot shows a Grouping Rule that uses the Line Ordering Rule defined in Task 6 above.
Payment terms let you define the due date to be calculated for transactions. When you interface data, it
is mandatory to provide either a TERM_ID or a TERM_NAME in the RA_INTERFACE_LINES_ALL table
(depending on how you have set up your transaction batch source). Although there is a defaulting
mechanism for payment term when entering transactions manually in the form, this is defaulting
is not available during AutoInvoice, because it would significantly slow down the performance of the
process.
The following screenshot shows a Payment term we will use in our interface data.
Responsibility: Receivables Manager
Navigation: Setup > Transactions > Payment Terms
Batch sources define default information such as transaction type and automatic numbering. There
are two types available: Manual and Imported. AutoInvoice requires a batch of type Imported.
The following screenshot shows a Transaction source we will use to interface data via AutoInvoice.
Highlighted below is the transaction type we created earlier, here we are associating it to this Imported
Batch Source.
The AutoInvoice Options tab highlights the Grouping rule created earlier. The setup indicates this batch
will group data as specified in this grouping rule
The following screenshots show the rest of the sub-tabs of this form, including Customer, Accounting,
Salescredit and other information. You need to define whether the data you will interface provides the
Value or the ID so that AutoInvoice can validate the data.
If necessary, you can define different customer profile classes to categorize your customers. You can
associate Customer Profile classes to customer records you create later. By using a profile class you
default certain attributes/fields into the customer records to make customer maintenance more efficient.
The following screenshot defines a new customer profile class, to which we associate the Payment Term
from Task 8 and the grouping rule from Task 7.
The following screenshot shows the various sub-tabs at the ACCOUNT profile level.
On the Account Profile tab, we associate to this customer record the customer profile created in Task 11,
the payment term from Task 8 and the Grouping Rule from Task 7 created earlier.
Log file message level = 10 provides the most detailed debug messages, and is useful when you are
debugging or troubleshooting.
Ensure that the GL_DATE value you provide in the next task is within an open period.
Navigation: Order Management --> Setup --> Shipping --> Shipping Parameters.
In General Tab.
In Pick Release Tab:
In Shipping Transaction Tab:
Navigation: Order Management --> Setup --> Transaction Type --> Define
In Main Tab:
Click On Assign Line Flows:
To verify whether AutoInvoice created the invoice successfully, view the invoice in the Transaction
workbench.