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Pay On Receipt
Pay On Receipt
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.
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.
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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
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From bug 3610485
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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:
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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:
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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:
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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):
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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.
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.
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:
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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
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