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Pay On Receipt Brown Bag

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May 2006
Version 1.1 Updated 10-12-06
Version 1.2 Updated 01-21-11

Authors:
Tami Meadows
Diane Kelsay
What is Pay On Receipt?

POXPOIV, Pay on Receipt, also known as ERS (Evaluated Receipt Settlement), or Self-
Billing, is an Oracle Purchasing concurrent program, which automatically creates
invoices in Payables and matches them with Purchase Orders for the received amount.

How does Pay on Receipt Work?

From bug 3610485:

When Pay on Receipt Autoinvoice (POXPOIV) program is ran, it in turn launches

Payables Interface Import (APXIIMPT) program.

POXPOIV updates invoice_status_code of rcv_transactions to INVOICED, then

populates records in ap_invoices_interface and ap_invoice_lines_interface. Then the
interface data is committed and APXIIMPT is invoked to create the invoices.

If APXIIMPT program errors out for some reason during the validation of AP interface
data then the records stay in interface tables with REJECTED status and the associated
error information will be stored in AP_INTERAFACE_REJECTIONS table.

POXPOIV sets invoice_status_code of rcv_transactions, for transaction_type RECEIVE,

to INVOICED for both successfully imported invoices and for invoices rejected
by APXIIMPT.

If Pay on Receipt AutoInvoice is ran again later then it will pick

only those records which have invoice_status_code as 'PENDING. It will not
pick/process the records which have invoice_status_code = INVOICED. 1

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The Pay on Receipt program populates data in ap_invoices_interface and
ap_invoice_lines_interface. Then Payables Import program is kicked off, which in turn
processes these records and creates an invoice by populating the final tables of
ap_invoices_all and ap_invoice_distributions_all

At the time invoice_status_code is inserted into rcv_transactions, the system checks for
the value of the Vendor Site’s Pay On Code. If Pay On Code is set to ‘Receipt’, then
invoice_status_code is inserted into rcv_transactions as ‘PENDING’, otherwise it will be
inserted as null2

1
From bug 3610485
2
From bug 2859917

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I. Basic Setup Required:

1.
Navigation: Purchasing Super User Responsibility > Supply Base > Suppliers. Query the
Supplier to be associated with the Purchase Order. Select Site button. In the General
Tab, select the Pay and Purchasing check boxes:

2.
In the Purchasing Tab of the Supplier Sites form in the Self Billing section, the Pay On
and Invoice Summary Level fields are set as follows (this set up is done in Payables):

Pay On = Receipt

If Pay On is set to ‘Receipt’, Invoice Summary Level settings may be one of the
following:
 Pay Site = one invoice is created per supplier pay site.
 Packing Slip = one invoice is created per packing slip per supplier pay site.

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  Receipt = one invoice is created per receipt per supplier pay site.

The above settings will determine how the invoice number is created:

The Invoice Number is of the following format:

‘ERS’-<X>-<Seq#>
where:
- ERS is the default prefix for Pay On Receipt invoices, or any prefix specified in
the profile option PO:ERS Invoice Number Prefix.
In the above setting, ‘Seq#’ is a unique system generated number, where X
Depends on the summary level indicated above in the Invoice Summary Level
Setting:
 If summary level = Pay Site, then ‘X’ = Invoice Date
 If summary level = Packing Slip, then ‘X’ = Packing Slip Number
 If summary level = Receipt, then ‘X’ = Receipt Number

If there are issues with this setup, it is handled by Payables.

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3.
Navigation: Purchasing Super User > Purchase Order > Purchase Order > Terms window.
The Pay On field should be set to ‘Receipt’:

4.
Navigation: Payables > Setup > Options > Payables > Invoice Tab:

Under GL Date Basis, there are four options. The accounting date will be based on the
option selected here:
 Invoice Date (Invoice date entered on the Invoice in Accounts Payable)
 System Date (Current/system date the invoice was entered in Accounts Payable)
 Goods Received / Invoice Date (Invoice date entered on the receipt in Accounts
Receivable)
 Goods Received / System Date (Current/system date the receipt was entered in
Accounts Receivable)

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II. Troubleshooting:

1a.
No invoices are created:

POXPOIV launches APXIIMPT, and APXIIMPT completes with error. This will cause
records to be stuck in AP Interface tables, and an Invoice is not created. To determine if
records are stuck in status of NULL or REJECTED in ap_invoices_interface, to
determine those records:

select AP.invoice_id, AP.invoice_num, AP.vendor_id, AP.vendor_site_id,

AP.po_number, AP.status, AP.source, AP.group_id, APL.invoice_id,
APL.po_header_id, APL.po_line_id, APL.po_line_location_id,
APL.po_distribution_id, APL.po_release_id, APL.release_num,
APL.org_id, APL.rcv_transaction_id, APL.receipt_number,
RT.transaction_type, RT.transaction_id, RT.parent_transaction_id,
RT.quantity, RT.invoice_status_code, RT.quantity_billed
from ap_invoices_interface AP, ap_invoice_lines_interface APL,
rcv_transactions RT
where AP.source = 'ERS'
and AP.invoice_id = APL.invoice_id

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 and rt.po_header_id = APL.po_header_id
and APL.rcv_transaction_id is not null
and APL.rcv_transaction_id = rt.transaction_id
and (rt.vendor_id is null or rt.vendor_site_id is null);

1b.
Pay on Receipt Workaround:

To create an Invoice if Pay on Receipt failed:

Manually create a QuickMatch:

Navigation: Payables > Invoices > Invoices
Select QuickMatch from the Type.

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Enter the PO Number you want to match in the PO Number box:

Click OK and the information from the PO will default into the Invoice form.

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Continue to populate the rest of the required columns to create the Quick Match (Match
to PO), and Save:

(Troubleshooting continued):

2. To verify if Vendor is enabled to Pay on Receipt, retrieve the following:

select pv.vendor_name, pvs.last_update_date, pvs.creation_date, pvs.purchasing_site

flag, pvs.pay_site_flag, pvs.default_pay_site_id, pvs.pay_on_code, pvs.inactive_date,
pvs.hold_all_payments_flag
from po_vendor_sites_all pvs, po_vendors_all pv
where pv.vendor_name in <'Enter the vendor name'>
and pv.vendor_id = pvs.vendor_id;

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3. Verify the Aging Period is set:

Profile 'PO: ERS Aging Period' needs to be set at some value, even 0. Or when
submitting the Pay on Receipt Autoinvoice program enter a value for parameter 'Aging
Period'. See Note 301477.1

4. Verify the receipt is available for Pay on Receipt. If the invoice_status_code is NULL
in RCV_TRANSACTIONS, the record is not eligible for Pay on Receipt.

select rt.quantity, rt.source_document_code, rt.invoice_status_code, rt.match_option,

rt.match_flag, rt.shipment_header_id,
rt.po_header_id, rsh.invoice_status_code, rsh.last_update_date
from rcv_transactions rt, rcv_shipment_headers.rsh
where rt.shipment_header_id = rsh.shipment_header_id
and rsh.receipt_num = <’enter receipt number’>
and rsh.ship_to_or_id = <enter the ship_to_org_id>;

5. Run the script below to determine if the records are stuck in

AP_INVOICES_INTERFACE:

select AP.invoice_id, AP.invoice_num, AP.vendor_id, AP.vendor_site_id, AP.po_number,

AP.status,AP.source, AP.group_id, AP.invoice_date, AP.invoice_amount,
AP.invoice_currency_code, AP.exchange_rate, AP.terms_id, AP.description,
AP.creation_date,
AP.goods_received_date, AP.invoice_received_date, AP.org_id, APL.invoice_id,
APL.po_header_id, APL.po_line_id, APL.po_line_location_id, APL.po_distribution_id,
APL.po_release_id, APL.release_num, APL.org_id, APL.rcv_transaction_id,
APL.receipt_number, RT.transaction_type, RT.transaction_id, RT.parent_transaction_id,
RT.quantity, RT.invoice_status_code, RT.quantity_billed
from ap_invoices_interface AP, ap_invoice_lines_interface APL, rcv_transactions RT
where AP.source = 'ERS'
and AP.invoice_id = APL.invoice_id
and rt.po_header_id = APL.po_header_id
and APL.rcv_transaction_id is not null
and APL.rcv_transaction_id = rt.transaction_id
and (rt.vendor_id is null or rt.vendor_site_id is null);

If the data in the ap_invoices_interface table matches the PO, then Purchasing is passing
the correct data. Please log a SR with AP.

6. If an invoice is not created review the output from the Payables Open Interface. The
rejection section should provide the reason why the invoice was not created.

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7. If receiving using Receiving Open Interface, and invoices need to be created for
ASBNs, check that Profile of PO_ASBN_INVOICE_INTERFACE is set to Y, or
Payables will not be launched to create an invoice for ASBNs.

8. To create debug log files:

Set Profile ‘PO: Enable SQL trace for Receiving Processor’ to Yes
Run POXPOIV Pay on Receipt Auto Invoice program.
Log file generated will have debug messages included.

III. Debit Memo

1. When creating a Debit Memo for a return, the ‘Create Debit Memo’ should be enabled,
defaulting from the supplier site setup:

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2. Supplier Site setup:
Navigation: Purchasing Super User Responsibility > Supply Base > Suppliers. Query the
Supplier to be associated with the Purchase Order. Select the Purchasing tab. In the Self
Billing section, “Create Debit Memo from RTS Transaction” should be checked:

3. Troubleshooting Debit Memo Creation

If Debit Memo is not automatically created in AP, verify the following:

a. The supplier site has to be marked to allow RTS transactions.
b. There must be an original invoice already in AP for the item being returned.
c. The PO and the original Invoice must be to the same Supplier Site.
d. The Supplier Site must be marked as both a Pay Site and a Purchasing Site.
e. The return quantity cannot cause the quantity invoiced to go negative.
f. The return quantity must be equal to or less than the quantity invoiced.

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 g. The Create Debit Memo checkbox must also be turned on in the Receipt form.
h. The return must be to the Supplier, and not to Receiving.
i. If the Create Debit Memo errs with AP_CANNOT_ASSIGN_DOC_SEQ, verify
the seeded Document Category is the one assigned to the set of books for
successful creation of automatic RTS Debit memos

4. Workaround for Creating Debit Memo:

If the Debit memo is not created automatically, manually create a Debit Memo in the
Accounts Payable application:

Navigation: Invoices > Entry >Invoices

Select Debit Memo from the list of values for the type. Continue to populate the rest of
the required columns to create the Debit Memo.

Referenced from Note 214273.1 Purchase Order Matching Troubleshooting Guide

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