Auto Invoice Setup - R12

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AutoInvoice Setup for Release 12: A Case Study Using a Simple Script [ID 1067402.1] Modified 04-AUG-2011

Type WHITE PAPER

Status PUBLISHED

In this Document Abstract Document History AutoInvoice Setup for Release 12: A Case Study Using a Simple Script 1. Define Common Accounts Receivable Configuration 2. Manage Receivables Descriptive Flexfields 3. Manage Receivables Profile Options 4. Manage Transaction Types 5. Manage AutoAccounting Rules 6. Manage AutoInvoice Line Ordering Rules 7. Manage AutoInvoice Grouping Rules 8. Manage Receivables Payment Terms 9. Manage Transaction Sources 10. Manage Receipt Classes and Methods 11. Manage Receivables Customer Profile Classes 12. Create Customer 13. Manage Receivables System Options 14. Manage Receivables Accounting Periods 15. Manage Remit-To Address 16. Populate Interface table a. Insert statement for an INVOICE b. Insert statement for an APPLIED CREDIT MEMO c. Insert statement for an ON-ACCOUNT CREDIT MEMO d. Insert statement for an INVOICE and CREDIT MEMO WITH MANUAL TAX LINES e. Insert statement for an INVOICE WITH RULES f. Insert statement for an INVOICE WITH GL DISTRIBUTIONS g. Insert statement for an INVOICE WITH SALESCREDITS h. Insert statement for an INVOICE WITH HEADER LEVEL FREIGHT i. Insert statement for an INVOICE WITH FREIGHT AS AN INVENTORY ITEM 17. Testing AutoInvoice: AutoInvoice Import Process Rate this document 18. Purging the Interface Table After Import 19. Scheduling AutoInvoice 20. Review Invoice Created by AutoInvoice 21. Troubleshooting & Tips 22. Still Have Questions? References

Applies to: Oracle Receivables - Version: 12.0.0 and later [Release: 12.0 and later ] Oracle Receivables - Version: 12.0.0 and later [Release: 12.0 and later] Information in this document applies to any platform. Executable:RAXMTR - Autoinvoice Master Program Executable:RAXTRX - Autoinvoice Import Program

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Abstract Oracle Receivables (AR): AutoInvoice Information Center > Note 1067402.1 The objective of this document is to provide step by step instructions on the setups required in Receivables (AR) in order for you to create simple transactions. Using a SQL script to insert data into the interface table, AutoInvoice is then run to create the invoice in the core AR tables. Review the section Populate Interface Table below for the various example scripts provided. This document lists the required setups in proper sequence, provides a sample script, details on how to run and test your script, and how to verify the transactions were created in Receivables. Please provide your input, ideas, gaps and suggestions so we can further enhance this note by posting to the community thread for Learn What Setups Are Required To Setup Receivables To Use A Simple Script To Import Transactions Via AutoInvoice Release 12.

Document History Authors: Victoria Crisostomo, Kiran Kunderu & Frank Halvey Creation Date: 22-Mar-2010 Update Date: 13-Oct-2010

AutoInvoice Setup for Release 12: A Case Study Using a Simple Script

1. Define Common Accounts Receivable Configuration Common Accounts configuration pertains to the Accounting Flexfield setup. This is done in the General Ledger (GL) application. The assumption of this case study is that you have already defined your accounting flexfield segments, and can create and complete manual transactions using the Transaction Workbench. If you need more information on how to set up your Accounting Flexfield, refer to the Oracle General Ledger Implementation Guide, page 1-33.

2. Manage Receivables Descriptive Flexfields Oracle Receivables uses the transaction flexfields to uniquely identify each transaction line that is imported though AutoInvoice. AutoInvoice is capable of using information from four types of transaction flexfields: • • • •

Line Transaction Flexfield Link-to Transaction Flexfield Reference Transaction Flexfield Invoice Transaction Flexfield

More details on each of these types is available in Note 1068344.1, Setting Up Receivables Descriptive Flexfields. For this case study, you need to setup a Line Transaction Flexfield as shown below.

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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.

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3. Manage Receivables Profile Options Several Profile options impact the behavior of AutoInvoice. Please refer to Note 1069294.1, Setting Up System Profile Options For AutoInvoice for details.

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. Responsibility: Receivables Manager Navigation: Setup > Transactions > Transaction Types

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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.

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To see more details on how to create new transaction types, please refer to Note 1067797.1, Setting Up Transaction Types In Receivables. Please note that if you want to use the AutoAccounting functionality (next task), and some of the segments of the Account are sourced from the transaction type, then you must define GL accounts in the Accounts tab.

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. Responsibility: Receivables Manager Navigation: Setup > Transactions > AutoAccounting

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During AutoInvoice, you are interfacing data with the intention of creating complete transactions automatically. Hence, you are advised to complete the setup for AutoAccounting so that AutoInvoice can determine the GL accounts to use for your interfaced transactions, and process them completely without errors and without the need for manual intervention. To see how to manage and setup AutoAccounting, please refer to Note 1069052.1, Setting Up AutoAccounting Rules In Receivables.

6. Manage AutoInvoice Line Ordering Rules If you want the data in your interface table to be created in a particular sort order, define Line Ordering Rules. 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. Responsibility: Receivables Manager Navigation: Setup > Transactions > AutoInvoice > Line Ordering Rules

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To see how to manage and setup AutoInvoice Line Ordering Rules, please refer to Note 1067965.1, How to Manage Line Ordering When Using Autoinvoice To Import.

7. Manage AutoInvoice Grouping Rules Grouping rules specify attributes that must be identical for lines to be created as one transaction. Grouping rules always include the mandatory attributes, and to this is added optional attributes that you define in your grouping rule. The following screenshot shows a Grouping Rule that uses the Line Ordering Rule defined in Task 6 above. Responsibility: Receivables Manager Navigation: Setup > Transactions > AutoInvoice > Grouping Rules

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To see how to manage and setup AutoInvoice Grouping Rules, please refer to Note 1067993.1, How To Use Grouping Rules With AutoInvoice.

8. Manage Receivables Payment Terms 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

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To see how to manage and setup Payment Terms, please refer to Note 1069049.1, How To Define Transaction Payment Terms In Receivables.

9. Manage Transaction Sources 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. Responsibility: Receivables Manager Navigation: Setup > Transactions > Sources

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Following screenshots show the sub-tab for the Transaction Sources form: The AutoInvoice Options tab highlights the Grouping rule created earlier. The setup indicates this batch will group data as specified in this grouping rule.

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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. Customer Information tab:

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Accounting Information tab:

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Other Information tab:

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Sales Credit Validation tab:

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To see how to manage and setup Transaction Sources, please refer to Note 1068008.1, Creating Transaction Sources Used For AutoInvoice.

10. Manage Receipt Classes and Methods To default a payment method to the transactions you interface via AutoInvoice, you need to define a Receipt Class and Method for your transaction to use. Responsibility: Receivables Manager Navigation: Setup > Receipts > Receipt Classes

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To see how to manage and setup Receipt Classes and Methods, please refer to Note 1071284.1, Setting Up Receipt Class And Method For AutoInvoice.

11. Manage Receivables Customer Profile Classes Oracle Receivables provides a profile class DEFAULT. 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. Responsibility: Receivables Manager Navigation: Customers > Profile Classes

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To see how to manage and setup Customer Profile Classes, please refer to Note 1071218.1, How To Define Customer Profile Classes For AutoInvoice.

12. Create Customer Create customer record to use for interface data, at this point we reference various setup data we created earlier. 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. Responsibility: Receivables Manager Navigation: Customers > Customers

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Payment Details tab: here we associate to this customer record the Receipt method created in Task 10. We have defined the Receipt method at the ACCOUNT level profile. If this customer has only one site, or all the Sites of this customer will use the same Receipt method, there is no need to set up Payment Details at the Site Level.

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However, if there will be multiple sites for this account, and each site that uses a Receipt method different from that set at the ACCOUNT level, then you will need to set up the Payment Details at the SITE level as shown below.

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To see how to Create Customer Records, please refer to Note 1069338.1 How To Define Customers For AutoInvoice.

13. Manage Receivables System Options The settings in System Options that impact AutoInvoice are in the Trans and Customers tab. The following screenshot shows recommended settings for fields in the 'AutoInvoice' Section. Also highlighted is the Grouping rule we defined earlier. Log file message level = 10 provides the most detailed debug messages, and is useful when you are debugging or troubleshooting. Responsibility: Receivables Manager Navigation: Setup > System > System Options

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To see how to Manage Receivable System Options, please refer to Note 1068052.1, How To Manage Receivables System Options For AutoInvoice. Additional information on the Tuning Segments, refer to the Oracle Receivables User's Guide, page 2-210.

14. Manage Receivables Accounting Periods Open or close periods in your accounting calendar to control the recording of accounting information for these periods. Since the objective of AutoInvoice is to create new transactions, the goal is to have these transactions impact open GL periods. Ensure that the GL_DATE value you provide in the next task is within an open period. Responsibility: Receivables Manager Navigation: Control > Accounting > Open/Close periods

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To see how to Manage Receivable Accounting Periods, please refer to Note 1069057.1, How To Manage Receivables Accounting Periods.

15. Manage Remit-To Address Define a Remit-To Address so that customers know where to send payment for their invoices. Responsibility: Receivables Manager Navigation: Setup > Print > Remit To Address > Create Remit-To Address To see how to create Remit-to addresses, please refer to Note 1101666.1, How to Setup a Remit-To Address in Release 12 Oracle Receivables

16. Populate Interface table At this point we have completed the bare minimum setup required to enable us to insert data into the interface table and have it processed by AutoInvoice to create a transaction in the core AR tables. The following section gives you sample scripts to populate the table for various scenarios.

Note: For a detailed discussion of the fields in RA_INTERFACE_LINES_ALL, please review Note 1195997.1, Description and Usage of Fields in RA_INTERFACE_LINES Table.

a. Insert statement for an INVOICE The following script will create a simple invoice. INSERT INTO ra_interface_lines_all(interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id,

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quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id) VALUES ('TIP', 'TIP SAMPLE INVOICE 1', 'TIP SAMPLE INVOICE 1', 1000.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'TIP SAMPLE INVOICE 1 - ITEM #1', '31-JAN-2010', 'LINE', 11145, 117751, 10, 100.00, 1514, 'Y', 'N', 1, 204); COMMIT;

For some fields, we pass constant values and for other fields we need to provide values that tie in with the setup we created in Tasks 1 - 14 above. The following section explains how to determine the ID values created during the setup. • INTERFACE_LINE_CONTEXT - identifies the Transaction Flexfield used by the interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties in with the setup created in Task 2, where we created the Line Transaction Flexfield 'TIP'. Use the value = 'TIP' • INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 - the combination of values in these two fields uniquely identify the transaction you are creating. Use the values = 'TIP SAMPLE INVOICE 1' and 'TIP SAMPLE INVOICE 1' • AMOUNT - this field contains the value of your transaction; pass in a constant. This value should be the product of the numbers you pass in for QUANTITY * UNIT_SELLING_PRICE. Use the value = 1000.00 • BATCH_SOURCE_NAME - the value you specify here identifies the transaction batch source to be used by AutoInvoice when interfacing this transaction. In Task 9, we created the Batch Source 'TIP BATCH SOURCE'. Use the value = 'TIP BATCH SOURCE' • CONVERSION_RATE - For non-functional currency transactions, this field would contain the exchange rate value. For our test case, we are creating a transaction in the functional currency = USD, so the rate is 1. Use the value = 1 • CONVERSION_TYPE - Specify the conversion rate type, for our test case we will use 'User'. Use the value = 'User' • CURRENCY_CODE - Indicate the currency code of the transaction, for our test case we will use 'USD'. Use the value = 'USD' • CUST_TRX_TYPE_ID - identifies the ID associated to the transaction type we created in Task 4 where we defined 'TIP INVOICE'. To determine the ID associated to this transaction type, run the following: Please note that the ID may be different in your instance. select cust_trx_type_id from ra_cust_trx_types_all where name = 'TIP INVOICE';

Use the value = 3627 • DESCRIPTION - enter a line item description. Use the value = 'TIP SAMPLE INVOICE 1 - ITEM #1'

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• GL_DATE - the value you specify here will be used by AutoInvoice as the GL_DATE of your transaction. Typically the period in which this GL_DATE value falls should be an open period. Use the value = '31-JAN-2010' • LINE_TYPE - indicates the type of line this interface data defines. Use the value = 'LINE' • ORIG_SYSTEM_BILL_ADDRESS_ID and ORIG_SYSTEM_BILL_CUSTOMER_ID - identifies the Address ID and Customer ID associated to the invoice. To determine the ID values to use, run the following: Please note that the ID may be different in your instance.

select c.cust_acct_site_id orig_system_bill_address_id, b.cust_account_id orig_system_bill_customer_id from hz_parties a, hz_cust_accounts b, hz_cust_acct_sites_all c, hz_cust_site_uses_all d where a.party_name = 'TIP CUSTOMER 1' and a.party_id = b.party_id and c.cust_account_id = b.cust_account_id and c.cust_acct_site_id = d.cust_acct_site_id and d.site_use_code = 'BILL_TO';

Use the values = 11145 and 117751 • QUANTITY - specify the number of items. Use the value = 10 • UNIT_SELLING_PRICE - specify the price of each item. Use the value = 100.00 • TERM_ID - identifies the term ID associated with the setup created in Task 8. To determine the ID value to use, run the following: Please note that the ID may be different in your instance. select term_id from ra_terms where name = 'TIP TERM';

Use the value = 1514 • TAXABLE_FLAG - indicates whether or not the transaction is taxable. Use the value = 'Y' • AMOUNT_INCLUDES_TAX_FLAG - indicates whether or not the amount is inclusive of taxes. Use the value = 'N' • SET_OF_BOOKS_ID - identifies the Set of Books ID associated to the Operating Unit you are processing your transaction in. The set of books id is associated to your Operating Unit. If you know your operating unit ID, you can run the following: Please note that the ORG_ID in your instance may be different.

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select set_of_books_id from ar_system_parameters_all where org_id = &org_id;

Use the value = 1 To find your ORG_ID run the script below:

Select organization_id, name From hr_organization_units;

• ORG_ID - indicates the ID of the Operating Unit against which this transaction is created. Use the value = 204 If you do not know your ORG_ID or SET_OF_BOOKS_ID value, you can use General Setup diagnostics (e.g. in R 12.0.6 this is Note 732193.1). This will show the value of ORG_ID beside the Operating Unit Name, and SET_OF_BOOKS_ID beside the Ledger Name.

b. Insert statement for an APPLIED CREDIT MEMO This following script will create a Credit Memo against the Invoice created above. The text highlighted in bold are the changes from the insert script for the Invoice. OPTION 1: If the Invoice you are crediting was also created via AutoInvoice, then you can populate REFERENCE_LINE_CONTEXT and REFERENCE_LINE_ATTRIBUTE* fields with values that would uniquely identify the invoice. Otherwise, please review Option 2 below. INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, reference_line_context, reference_line_attribute1, reference_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id) VALUES ('TIP', 'TIP SAMPLE CM 1', 'TIP SAMPLE CM 1', 'TIP', 'TIP SAMPLE INVOICE 1', 'TIP SAMPLE INVOICE 1', -10.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3628, 'TIP SAMPLE CM 1 - ITEM #1', '31-JAN-2010', 'LINE', 11145, 117751, -1, 10.00, null, 'Y', 'N', 1, 204);

The following section explains how to determine the ID values created during the setup. Many of the fields are the same as the insert statement used for the Invoice. We will focus on the things that changed. • INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 - the combination of values in these two fields uniquely identify the transaction you are creating. Use the values = 'TIP SAMPLE CM 1' and 'TIP SAMPLE CM 1'

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• REFERENCE_LINE_CONTEXT • REFERENCE_LINE_ATTRIBUTE1 • REFERENCE_LINE_ATTRIBUTE2 These fields associate this credit memo to an invoice, the values in these fields need to match the INTERFACE_LINE* fields of the invoice, because this is how you are telling Autoinvoice which Invoice you want to apply this Credit memo to. • AMOUNT - this field contains the value of your credit memo; pass in a constant. This value should be the product of the numbers you pass in for QUANTITY * UNIT_SELLING_PRICE. Use the value = -10.00 • CUST_TRX_TYPE_ID - identifies the ID associated to the transaction type we created in Task 4 where we defined TIP CM To determine the ID associated to this transaction type, run the following: Please note that the ID may be different in your instance. select cust_trx_type_id from ra_cust_trx_types_all where name = 'TIP CM';

Use the value = 3628 • QUANTITY - specify the number of items. Use the value = -1 • UNIT_SELLING_PRICE - specify the price of each item. Use the value = 10.00 • TERM_ID It is important to understand that a Credit Memo does not have a payment term, and this field should be left NULL OPTION 2: If the Invoice you are crediting was not created via AutoInvoice, then it would not have values in INTERFACE_LINE_CONTEXT + INTERFACE_LINE_ATTRIBUTE* fields, in this case you cannot use these values to identify the invoice you want this credit memo to credit. Instead you can use REFERENCE_LINE_ID. INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, reference_line_id, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id) VALUES ('TIP', 'TIP SAMPLE CM 2', 'TIP SAMPLE CM 2', 82141, -10.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3628, 'TIP SAMPLE CM 1 - ITEM #1', '31-JAN-2010', 'LINE', 11145, 117751, -1, 10.00, null, 'Y', 'N', 1, 204);

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The following section explains how to determine the ID values created during the setup. Many of the fields are the same as the insert statement for Option 1 above, we will focus on the difference. • REFERENCE_LINE_ID - is the CUSTOMER_TRX_LINE_ID of the Invoice line that you wish to apply the credit memo to. To find the right value, you can use the values in the Line Transaction Flexfield. As mentioned earlier the combination of values in the Context and Attributes fields is unique, hence you can find the exact line you wish to credit by using these values in the where condition. Please note that the Id may be different in your instance. select customer_trx_line_id from ra_customer_trx_lines_all where interface_line_context = 'TIP', and interface_line_attribute1 = 'TIP SAMPLE INVOICE 1' and interface_line_attribute2 = 'TIP SAMPLE INVOICE 1';

Use the value = 821481

c. Insert statement for an ON-ACCOUNT CREDIT MEMO The following script will create an On-Account credit memo. INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id) VALUES ('TIP', 'TIP SAMPLE ON-ACCT CM 1', 'TIP SAMPLE ON-ACCT CM 1', -1000.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3628, 'TIP SAMPLE ON-ACCT CM 1 - ITEM #1', '31-JAN-2010', 'LINE', 11145, 117751, -10, 100.00, null, 'Y', 'N', 1, 204);

The following section explains how to determine the ID values created during the setup. Many of the fields are the same as for the insert for Invoice above, we will focus on the differences: • INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 - the combination of values in these two fields uniquely identify the transaction you are creating. Use the values = 'TIP SAMPLE ON-ACCT CM 1' and 'TIP SAMPLE ON-ACCT CM 1' • AMOUNT - this field contains the value of your credit memo; pass in a constant. This value should be the product of the numbers you pass in for QUANTITY * UNIT_SELLING_PRICE. Use the value = -1000.00 • CUST_TRX_TYPE_ID - identifies the ID associated to the transaction type we created in Task 4 where defined TIP CM To determine the ID associated to this transaction type, run the following: Please note that the ID may be different in your instance. select cust_trx_type_id from ra_cust_trx_types_all where name = 'TIP CM';

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Use the value = 3628 • QUANTITY - specify the number of items. Use the value = -10 • UNIT_SELLING_PRICE - specify the price of each item. Use the value = 100.00 • TERM_ID It is important to understand that a Credit Memo does not have a payment term, and this field should be left NULL

d. Insert statement for an INVOICE and CREDIT MEMO WITH MANUAL TAX LINES For a sample script on how to pass interface data for an Invoice including manual tax Lines with the intention of bypassing the E-Business Tax engine, please review Note 731149.1, R12 How To Bring In (and Troubleshoot) Manual Tax Lines Through Autoinvoice and E-Business Tax (EBTax).

e. Insert statement for an INVOICE WITH RULES To create invoices with rules, aside from the setup steps detailed above, an additional setup step is required to define the Accounting Rule. Responsibility: Receivables Manager Navigation: Setup > Transactions > Accounting Rules

For additional information on setting up and troubleshooting Accounting Rules, please review Note 1116934.1, How To Setup And Troubleshoot Invoicing Rules and Accounting Rules.

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The following script will create an invoice using the TIP RULE defined above. INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id, invoicing_rule_id, accounting_rule_id, accounting_rule_duration) VALUES ('TIP', 'TIP RULE INVOICE 1', 'TIP RULE INVOICE SAMPLE', 1000.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'TIP DESCRIPTION 1 - ITEM #1', '10-AUG-2010', 'LINE', 11145, 117751, 10, 100.00, 1514, 'Y', 'N', 1, 204, -2, 12086, null);

For some fields, we pass constant values and for other fields we need to provide values that tie in with the setup we created in Tasks 1 - 14 above. The following section explains how to determine the ID values created during the setup. • INTERFACE_LINE_CONTEXT - identifies the Transaction Flexfield used by the interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties in with the setup created in Task 2, where we created the Line Transaction Flexfield 'TIP'. Use the value = 'TIP' • INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 - the combination of values in these two fields uniquely identify the transaction you are creating. Use the values = 'TIP RULE INVOICE 1' and 'TIP RULE INVOICE SAMPLE' • AMOUNT - this field contains the value of your transaction; pass in a constant. This value should be the product of the numbers you pass in for QUANTITY * UNIT_SELLING_PRICE. Use the value = 1000.00 • BATCH_SOURCE_NAME - the value you specify here identifies the transaction batch source to be used by AutoInvoice when interfacing this transaction. In Task 9, we created the Batch Source 'TIP BATCH SOURCE'. Use the value = 'TIP BATCH SOURCE' • CONVERSION_RATE - For non-functional currency transactions, this field would contain the exchange rate value. For our test case, we are creating a transaction in the functional currency = USD, so the rate is 1. Use the value = 1 • CONVERSION_TYPE - Specify the conversion rate type, for our test case we will use 'User'. Use the value = 'User' • CURRENCY_CODE - Indicate the currency code of the transaction, for our test case we will use 'USD'. Use the value = 'USD' • CUST_TRX_TYPE_ID - identifies the ID associated to the transaction type we created in Task 4 where we defined 'TIP INVOICE'. To determine the ID associated to this transaction type, run the following: Please note that the ID may be different in your instance.

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select cust_trx_type_id from ra_cust_trx_types_all where name = 'TIP INVOICE';

Use the value = 3627 • DESCRIPTION - enter a line item description. Use the value = 'TIP DESCRIPTION 1 - ITEM #1' • GL_DATE - the value you specify here will be used by AutoInvoice as the GL_DATE of your transaction. Typically the period in which this GL_DATE value falls should be an open period. Use the value = '10_AUG-2010' • LINE_TYPE - indicates the type of line this interface data defines. Use the value = 'LINE' • ORIG_SYSTEM_BILL_ADDRESS_ID and ORIG_SYSTEM_BILL_CUSTOMER_ID - identifies the Address ID and Customer ID associated to the invoice. To determine the ID values to use, run the following: Please note that the ID may be different in your instance.

select c.cust_acct_site_id orig_system_bill_address_id, b.cust_account_id orig_system_bill_customer_id from hz_parties a, hz_cust_accounts b, hz_cust_acct_sites_all c, hz_cust_site_uses_all d where a.party_name = 'TIP CUSTOMER 1' and a.party_id = b.party_id and c.cust_account_id = b.cust_account_id and c.cust_acct_site_id = d.cust_acct_site_id and d.site_use_code = 'BILL_TO';

Use the values = 11145 and 117751 • QUANTITY - specify the number of items. Use the value = 10 • UNIT_SELLING_PRICE - specify the price of each item. Use the value = 100.00 • TERM_ID - identifies the term ID associated with the setup created in Task 8. To determine the ID value to use, run the following: Please note that the ID may be different in your instance. select term_id from ra_terms where name = 'TIP TERM';

Use the value = 1514 • TAXABLE_FLAG - indicates whether or not the transaction is taxable.

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Use the value = 'Y' • AMOUNT_INCLUDES_TAX_FLAG - indicates whether or not the amount is inclusive of taxes. Use the value = 'N' • SET_OF_BOOKS_ID - identifies the Set of Books ID associated to the Operating Unit you are processing your transaction in. The set of books id is associated to your Operating Unit. If you know your operating unit ID, you can run the following: Please note that the ORG_ID in your instance may be different. select set_of_books_id from ar_system_parameters_all where org_id = &org_id;

Use the value = 1 • ORG_ID - indicates the ID of the Operating Unit against which this transaction is created. Use the value = 204 If you do not know your ORG_ID or SET_OF_BOOKS_ID value, you can use General Setup diagnostics (e.g. in R 12.0.6 this is Note 732193.1). This will show the value of ORG_ID beside the Operating Unit Name, and SET_OF_BOOKS_ID beside the Ledger Name. • INVOICING_RULE_ID - indicates manner in which you want the Receivable recognized. There are only 2 values available: -2 (In Advance) and -3 (In Arrears). For more information please review Note 1116934.1 Use the value = -2 • ACCOUNTING_RULE_ID - indicates the manner in which you want the Revenue to be recognized. This ties in with the setup we created above for 'TIP RULE'. For more information please review Note 1116934.1 To determine the ID value to use, run the following: Please note that the ID may be different in your instance. select rule_id from ra_rules where name = 'TIP RULE';

• ACCOUNTING_RULE_DURATION - when the rule you use has variable duration, you need to provide a value in this field. However, in our case, the rule has a fixed duration of 3 periods, so we leave this null. Use the value = null

f. Insert statement for an INVOICE WITH GL DISTRIBUTIONS

Notes: • If you have setup AutoAccounting and would like to use the GL accounts derived by your setup, you do not have to pass in data in RA_INTERFACE_DISTRIBUTIONS_ALL. The GL distributions and GL accounts will be automatically created for your transactions. • When passing GL distributions, AutoAccounting will be used to derive the GL accounts of all accounting distributions that are not explicitly provided in RA_INTERFACE_DISTRIBUTIONS_ALL.

Users have the ability to bypass AutoAccounting by providing GL distributions in RA_INTERFACE_DISTRIBUTIONS_ALL.

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In the following script, we interface an Invoice and pass in distributions for the Revenue and Receivable account. The setup in this instance will create Rounding rows, and since we do not explicitly pass in that distribution, it will be created using the AutoAccounting setup. For more on this refer to Note 1228525.1 How to Import and Troubleshoot Distributions in AutoInvoice Using RA_INTERFACE_DISTRIBUTIONS_ALL -- create the "parent" record in RA_INTERFACE_LINES_ALL INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id) VALUES ('TIP', 'TIP DIST INVOICE 1', 'TIP DIST INVOICE SAMPLE', 1000.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'TIP DESCRIPTION 1 - ITEM #1', '10-AUG-2010', 'LINE', 11145, 117751, 10, 100.00, 1514, 'Y', 'N', 1, 204); -- create distribution records for only REV and REC rows INSERT INTO ra_interface_distributions_all ( account_class, amount, code_combination_id, percent, interface_line_context, interface_line_attribute1,interface_line_attribute2, org_id) VALUES ('REC', 1000.00, 12833, 100, 'TIP', 'TIP DIST INVOICE 1', 'TIP DIST INVOICE SAMPLE', 204); INSERT INTO ra_interface_distributions_all ( account_class, amount, code_combination_id, percent, interface_line_context, interface_line_attribute1,interface_line_attribute2, org_id) VALUES ('REV', 1000.00, 107410, 100, 'TIP', 'TIP DIST INVOICE 1', 'TIP DIST INVOICE SAMPLE', 204);

For an explanation of the fields/values used for the insert statement, please review the first example script above, the values used are similar. The following provides an explanation of the fields/values used for the 2nd and 3rd insert statements: • ACCOUNT_CLASS - there are 7 valid values: REV, FREIGHT, TAX, REC, UNBILL (for Arrears), UNEARN (for Advance), CHARGES You may pass values for any of these account classes. For any required GL distribution that you do not provide in RA_INTERFACE_DISTRIBUTIONS_ALL, the code will invoke AutoAccounting. Use the value = 'REC' and 'REV' • AMOUNT - this field contains the value associated to the GL distribution you are creating; pass in a constant. For the REC account, this should be the sum of all the LINE, TAX and FREIGHT amounts in RA_INTERFACE_LINES_ALL for this particular transaction. Use the value = 1000.00 (for both REC and REV) • CODE_COMBINATION_ID - this indicates the GL account's code_combination_id, the value specified here should exist in GL_CODE_COMBINATIONS. It uniquely identifies the GL account to use. Use the value = 12833 (for REC) and 107410 (for REV)

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Typically, the purpose of passing in rows in RA_INTERFACE_DISTRIBUTIONS_ALL is to bypass AutoAccounting. In our current setup, AutoAccounting would have used the code combination id values: 12835 and 158423 respectively. By using different code_combination_id values we are able to verify that the distributions we passed in are what actually got used when the Invoice was created. • PERCENT - indicates the percentage associated to the distributions. Use the value = 100 • INTERFACE_LINE_CONTEXT - identifies the Transaction Flexfield used by the interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties in with the setup created in Task 2, where we created the Line Transaction Flexfield 'TIP'. • INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 - the combination of values in these two fields uniquely identify the transaction you are creating. Use the values = 'TIP DIST INVOICE 1' and 'TIP DIST INVOICE SAMPLE' • ORG_ID - indicates the ID of the Operating Unit against which this transaction is created. Use the value = 204 If you do not know your ORG_ID or SET_OF_BOOKS_ID value, you can use General Setup diagnostics (e.g. in R 12.0.6 this is Note 732193.1). This will show the value of ORG_ID beside the Operating Unit Name, and SET_OF_BOOKS_ID beside the Ledger Name.

g. Insert statement for an INVOICE WITH SALESCREDITS The following script will create a simple invoice and assign sales credits to 2 Sales persons. INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id) VALUES ('TIP', 'TIP SC INVOICE 1', 'TIP SC INVOICE SAMPLE', 1000.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'TIP DESCRIPTION 1 - ITEM #1', '10-AUG-2010', 'LINE', 11145, 117751, 10, 100.00, 1514, 'Y', 'N', 1, 204);

INSERT INTO ra_interface_salescredits_all ( salesrep_id, sales_credit_type_id, sales_credit_percent_split, interface_line_context, interface_line_attribute1,interface_line_attribute2, org_id); VALUES (100000013, 1, 50, 'TIP','TIP SC INVOICE 1', 'TIP SC INVOICE SAMPLE', 204); INSERT INTO ra_interface_salescredits_all ( salesrep_id, sales_credit_type_id, sales_credit_percent_split, interface_line_context, interface_line_attribute1,interface_line_attribute2, org_id); VALUES (100000015, 1, 50, 'TIP','TIP SC INVOICE 1', 'TIP SC INVOICE SAMPLE', 204);

For an explanation of the fields/values used for the insert statement, please review the first example script above, the values used are similar. The following provides an explanation of the fields/values used for the 2nd and 3rd insert statements:

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• SAL E SRE P -identifies _ ID the Salesperson to be associated to the sales credit. You need to determine the ID associated to the Sales person names to whom you want to assign credit for this sale. Please note that the ID values in your instance may be different. select * from JTS_RS_SALESREPS where name = '&salesrep_name'; or select * from JTS_RS_SALESREPS where salesrep_number = '&salesrep_num';

Use the value = 100000013 and 100000015 • SAL E S_ CRE DIT _ T Y - indicates P E _ ID where the Sales credit is to fulfill a Sales Quota (1) or Non-Quota (2) Use the value = 1 • SAL E S_ CRE DIT _ P E RCE -N this T _identifies SP L IT the percent of the credit you want to associate to a particular salesperson. The total of all salescredits for a transaction should be 100. Use the value = 50 (since we are splitting the credits across 2 people) • IN T E RF ACE _ L IN E _ CO- identifies N T E X the T Transaction Flexfield used by the interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties in with the setup created in Task 2, where we created the Line Transaction Flexfield 'TIP'. • IN T E RF ACE _ L IN E _ AT T and RIB IN UTT E E RF1 ACE _ L IN E _ AT T RIB - the combination UT E 2 of values in these two fields uniquely identify the transaction you are creating. Use the values = 'TIP SC INVOICE 1' and 'TIP SC INVOICE SAMPLE' • O RG _ -ID indicates the ID of the Operating Unit against which this transaction is created. Use the value = 204 If you do not know your ORG_ID or SET_OF_BOOKS_ID value, you can use General Setup diagnostics (e.g. in R 12.0.6 this is Note 732193.1). This will show the value of ORG_ID beside the Operating Unit Name, and SET_OF_BOOKS_ID beside the Ledger Name.

h. Insert statement for an INVOICE WITH HEADER LEVEL FREIGHT The following script will create a simple invoice with header level Freight. -- Insert record for LINE INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id, ship_via, warehouse_id, ship_date_actual) VALUES ('TIP', 'TIP TAX-FRT INV 1', 'INVOICE LINE', 1000.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'TIP TAX-FRT INVOICE - ITEM #1', '10-AUG-2010', 'LINE', 11145, 117751, 10, 100.00, 1514, 'Y', 'N',

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1, 204, 'Federal Express', 204,'10-AUG-10'); -- Insert Record for Freight INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, LINK_TO_LINE_CONTEXT, LINK_TO_LINE_ATTRIBUTE1, LINK_TO_LINE_ATTRIBUTE2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id) VALUES ('TIP', 'TIP TAX-FRT INV 1', 'FREIGHT', 'TIP', 'TIP TAX-FRT INV 1', 'INVOICE LINE', 49.95, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'Freight', '10-AUG-2010', 'FREIGHT', 11145, 117751, null, null, 1514, null, null, 1, 204);

For an explanation of the fields/values not listed below, please review the first example script above, the values used are similar. The following provides an explanation of the additional fields/values used which are highlighted in bold in the first Insert statement. Note: All the freight related information is actually provided in the record where LINE_TYPE = LINE and not the record where LINE_TYPE = FREIGHT. • SHIP_VIA - identifies the Freight Carrier, this value should exist as FREIGHT_CODE in ORG_FREIGHT table. Please note that the Freight Code values in your instance may be different, the following will list the values of Freight Codes that you can use. select FREIGHT_CODE from ORG_FREIGHT where ORGANIZATION_ID = &ORG_ID;

Use the value = 'Federal Express' • WAREHOUSE_ID - indicates the Organization of the warehouse from which you will be shipping the items In our case, the ORG_ID and WAREHOUSE_ID are the same. Use the value = 204 • SHIP_DATE_ACTUAL - this identifies the date the shipment was actually made Use the value = '10-AUG-10' • INTERFACE_LINE_CONTEXT - identifies the Transaction Flexfield used by the interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties in with the setup created in Task 2, where we created the Line Transaction Flexfield 'TIP'. Use the value = 'TIP' • INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 - the combination of values in these two fields uniquely identify the transaction you are creating.

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Use the values = 'TIP TAX-FRT INV 1' and 'INVOICE LINE' (for the first insert statement) | Use the values = 'TIP TAX-FRT INV 1' and 'FREIGHT' (for the second insert statement) For the second insert statement, which is the FREIGHT line, following is an explanation of the fields used: • LINK_TO_LINE_CONTEXT - identifies the Transaction Flexfield of the Invoice line to which you want to link this Freight record to Use the value = 'TIP' • LINK_TO_LINE_ATTRIBUTE1 and LINK_TO_LINE_ATTRIBUTE2 - the combination of values in these two files uniquely identifiy the transaction line to which this Freight row is associated to, it should be identical to the values in INTERFACE_LINE_ATTRIBUTE1 and 2 for the LINE_TYPE = LINE Use the value = 'TIP TAX-FRT INV 1' and 'INVOICE LINE' • AMOUNT - enter the amount associated to Freight Use the value = 49.95 • LINE_TYPE - identifies what type of data is in this record Use the value = 'FREIGHT'

i. Insert statement for an INVOICE WITH FREIGHT AS AN INVENTORY ITEM The following script will create a simple invoice with Freight as an inventory item, this enables you to calculate taxes on the Freight amount. For details on the prerequisite steps required, please review Note 1096942.1, How To Setup And Troubleshoot Freight In AutoInvoice And The Transactions Form -- Insert record for LINE INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id, inventory_item_id, uom_code) VALUES ('TIP', 'TIP FRT AS INV 3', 'INVOICE LINE', 1000.00, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'Sentinel Deluxe Desktop', '10-AUG-2010', 'LINE', 11145, 117751, 10, 100.00, 1514, 'Y', 'N', 1, 204, 155,'Ea'); -- Insert Record for Freight INSERT INTO ra_interface_lines_all (interface_line_context, interface_line_attribute1, interface_line_attribute2, amount, batch_source_name, conversion_rate, conversion_type, currency_code, cust_trx_type_id, description, gl_date, line_type, orig_system_bill_address_id, orig_system_bill_customer_id, quantity, unit_selling_price, term_id, taxable_flag, amount_includes_tax_flag, set_of_books_id, org_id, inventory_item_id, uom_code) VALUES ('TIP', 'TIP FRT AS INV 3', 'FREIGHT LINE', 49.95, 'TIP BATCH SOURCE', 1, 'User', 'USD', 3627, 'Freight Charges', '10-AUG-2010', 'LINE',

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11145, 117751, 1, 49.95, 1514, 'Y', 'N', 1, 204, 1747,'Ea');

For an explanation of the fields/values not listed below, please review the first example script above, the values used are similar. The following provides an explanation of the additional fields/values used which are highlighted in bold. • INVENTORY_ITEM_ID - identifies the Inventory item to be shipped. Use the value = 155 (for the regular Inventory Item = Sentinel Deluxe Desktop ) Use the value = 1747 (for the Freight Inventory Item = Freight Charges, see details in Note 1096942.1 on how to define Freight as an Inventory Item ) • UOM_CODE - indicates the Unit of Measure associated to the Inventory Item, this value must be identical to the value in MTL_ITEM_UOMS_VIEW.UOM_CODE for the INVENTORY_ITEM_ID Use the value = 'Ea' • INTERFACE_LINE_CONTEXT - identifies the Transaction Flexfield used by the interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties in with the setup created in Task 2, where we created the Line Transaction Flexfield 'TIP'. Use the value = 'TIP' • INTERFACE_LINE_ATTRIBUTE1 and INTERFACE_LINE_ATTRIBUTE2 - the combination of values in these two fields uniquely identify the transaction you are creating. Use the values = 'TIP FRT AS INV 3' and 'INVOICE LINE' (for the first insert statement, which is for the regular Line item) Use the values = 'TIP FRT AS INV 3' and 'FREIGHT LINE' (for the second insert statement, which is for the Freight Inventory Item) • LINE_TYPE - identifies what type of data is in this record Use the value = 'LINE' (for both records) Note: Even if the second line being interfaced is for FREIGHT, the LINE_TYPE remains = LINE because we are treating the Freight as a regular inventory item and are passing it as an invoice line to enable the calculation of taxes.

17. Testing AutoInvoice: AutoInvoice Import Process Once the data is inserted into the Interface table, we are ready to submit the AutoInvoice Import Process Responsibility: Receivables Manager Navigation: Interfaces > AutoInvoice

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To monitor the progress of the process, Navigation: View > Requests click on Find Button

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Once the process is complete, review the output generated from the AutoInvoice Import Program and ensure there are no errors.

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Following are examples of errors you may encounter: Sample Error 1 The error shown below, would happen if you ran the insert statement above for a second time without modifying any of the flexfield values.

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As pointed out by the error messsage, the combination of the flexfield values is not unique. To fix this issue, you should update the data in the interface table so that the combined values in INTERFACE_LINE_ATTRIBUTE1 + INTERFACE_LINE_ATTRIBUTE2 are unique. You could run an update statement like: update ra_interface_lines_all set interface_line_attribute1 = 'TIP SAMPLE INVOICE 2', interface_line_attribute2 = 'TIP LEGACY LINE 1' where interface_line_attribute1 = 'TIP SAMPLE INVOICE 1' and interface_line_attribute2 = 'TIP SAMPLE INVOICE 1' and nvl(interface_status,'~') 'P'; -- the above should update one row commit;

Now that you have made the interface line attribute values unique, you can re-run AutoInvoice and it should process successfully. Sample Error 2

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The error shown below, would happen if you have a typographical error in the insert statement and you mistyped the value for CUST_TRX_TYPE_ID.

As shown in the error, the CUST_TRX_TYPE_ID with value 36277 is invalid. If you review the details in the first insert statement in Task 16, you will note that the correct CUST_TRX_TYPE_ID = 3627 and not 36277. To fix this issue, you should update the data in the interface table to correct the CUST_TRX_TYPE_ID value. Another way to make corrections is to use the Interface Lines form. Responsibility: Receivables Manager Navigation: Control > AutoInvoice > Interface Lines Run a query using either the INTERFACE_LINE_ID or the Batch Source name or just Check the Errors Exist checkbox to view lines with errors. Position the cursor on the record you want to fix, then click on the Errors button to see details of the errors.

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To correct the error, navigate back to the lines form and position your cursor on the Line type field, Click on the folder menu and click on Show field. Doing this will allow you to expose more fields from the table in the form.

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To fix this particular error, we want to modify the Transaction Type Id, so locate that field name in the list of values and click on it.

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The Transaction Type Id field will now be displayed to the right of Line type and you can enter the correct ID, and save your changes.

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If there were multiple errors on a line, you would follow the same process to make corrections to other fields. Once all corrections are complete you can run AutoInvoice again. Other similar errors due to invalid ID values would be:

As shown in the examples, the error message provide helpful information about the problem encountered. Patient and careful review of the error message and the details provided therein will help you resolve the error. Also, it is typically most difficult to create the first invoice via a script, but once you have the right script it is very easy to adapt it to your needs.

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18. Purging the Interface Table After Import To automatically purge the AutoInvoice Interface tables after running AutoInvoice, check the Purge Interface Tables box in the receivables system options. If you check this box, Receivables deletes the records that have successfully transferred into permanent Receivables tables. Do not check this box if you want to submit the AutoInvoice Purge program manually after running AutoInvoice.

Troubleshooting Tip: De-select this setting when troubleshooting records that seem to be importing incorrectly such as when grouping rules are not being honored or line ordering appears incorrect. This will allow you to review the data as it looked in the interface table and after it has imported. For more on the purge process please see Note 1127413.1 Understanding and Troubleshooting AutoInvoice Purge

19. Scheduling AutoInvoice In most cases AutoInvoice is used to load invoices from Oracle EBS modules such as Order Management or to build integration from a legacy application system. In these cases AutoInvoice can be scheduled to run on a regular basis. The articles below outline options that can be used to satisfy this requirement. Note 279423.1 How to Schedule AutoInvoice to Run on a Periodic Basis Note 1127399.1 Sample PLSQL Script to call Autoinvoice Import Program RAXTRX using fnd_request.submit_request in Release 12

20. Review Invoice Created by AutoInvoice To verify whether AutoInvoice created the invoice successfully, view the invoice in the Transaction workbench. Responsibility: Receivables Manager

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Navigation: Transactions > Transactions Then run a Query using View > Query By Example Enter the following filters: • Batch Source name = 'TIP BATCH SOURCE' • Reference field = • for the Invoice: enter the value you provided for interface_line_attribute1 = 'TIP SAMPLE INVOICE 1' • for the Credit memo (if you also ran this test): enter the value you provided for interface_line_attribute1 = 'TIP SAMPLE CM 1' or 'TIP SAMPLE CM 2' • for the Invoice with rules: enter the valud you provided for interface_line_attribute1 = 'TIP RULE INVOICE 1'

Then execute the query.

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Click on Line Items button to see invoice lines.

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This shows that a simple invoice was successfully created, using the data we passed in! Running a similar query for the value in INTERFACE_LINE_ATTRIBUTE1 for the Applied Credit Memo and On-Account Credit memo and Invoice with Rules will display the credit memos created.

21. Troubleshooting & Tips The following notes contain details on various troubleshooting tips: Note 733835.1, AutoInvoice FAQ for Release 12 Note 1075757.1, AutoInvoice Troubleshooting Guide Oracle also provides a Diagnostic framework that includes Diagnostics that can help you review and identify AutoInvoice issues. Please review the R12 Diagnostics Catalog, identify your point release and locate the diagnostics under Oracle Receivables: AutoInvoice Interface and AutoInvoice Setup. For example in Release 12.0.6, Note 732187.1 AutoInvoice Interface, this collects information pertaining to a particular attribute in the Interface table. Note 732189.1 AutoInvoice Setup, collects information regarding setup such as line ordering, grouping rules, descriptive flexfields, as well as file versions and triggers. To access diagnostics in the application in Release 12.0.6, the access path is as follows:

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Please note that each diagnostic test includes this information in the Usage section. Responsibility: Application Diagnostics Navigation: Application Diagnostics > Diagnose Click button Select Application and select Application "Receivables" Scroll down to group "Transactions" Select Test: AutoInvoice Setup or AutoInvoice Interface.

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22. Still Have Questions?

To discuss this information further with Oracle experts and industry peers, we encourage you to review, join or start a discussion in the My Oracle Support Receivables Community. To provide feedback on this note, click on the Rate this document link.

References

Related Products • Oracle E-Business Suite > Financial Management > Credit to Cash > Oracle Receivables • Oracle E-Business Suite > Financial Management > Credit to Cash > Oracle Receivables Keywords AUTOACCOUNTING; AUTOINVOICE; DESCRIPTIVE FLEXFIELDS; FLEXFIELDS; GROUPING RULES; ORDERING RULES; RA_INTERFACE_LINES_ALL; TRANSACTION SOURCES Errors ERROR 1; ERROR 2

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