1/18/2015 Autoinvoice Setup for R12

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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.

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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

Link­to Transaction Flexfield
Reference Transaction Flexfield
Invoice Transaction Flexfield

For this case study, you need to setup a

Line Transaction Flexfield as shown
below.

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and customers not leveraging 1. Define Common Accounts

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When we talk about the User
Preferences later, you can also
specify a different default
operating unit than the one
assigned to this profile option.

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B. AR: AutoInvoice
Gather Statistics
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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
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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

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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_DISTRIBUT
IONS_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.

Sequential Numbering has the

following profile option settings:

Always Used ­ You may

not enter a document if no
sequence exists for it.
Not Used ­ You may
always enter a document.
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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.

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.

5. Manage
AutoAccounting
Rules
AutoAccounting enables you to
create default accounts for revenue,
receivable, freight, tax, unearned
revenue, unbilled receivable, late
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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.

6. Manage
AutoInvoice Line
Ordering Rules
If you want the data in your
interface table to be created in a

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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

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

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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

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

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(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

9. Manage
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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 sub­tab

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

The following screenshots show the rest

of the sub­tabs 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:

Other Information tab:

Sales Credit Validation tab:

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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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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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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.

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

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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

14. Manage
Receivables
Accounting
Periods
Open or close periods in your

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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

15. Manage
Remit­To
Address
Define a Remit-To Address so that
customers know where to send

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payment for their invoices.

Responsibility: Receivables Manager

Navigation: Setup > Print > Remit To
Address > Create Remit-To Address

16. Define Shipping Parameters:

Navigation: Order Management -->

Setup --> Shipping --> Shipping
Parameters.

In General Tab.

In Pick Release Tab:

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In Shipping Transaction Tab:

17. Define Transaction Type Line:

Navigation: Order Management -->

Setup --> Transaction Type --
>Define.

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In Shipping Tab:

In Finance Tab:

Save your work.

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18. Define Transaction Type Order:

Navigation: Order Management -->

Setup --> Transaction Type -->
Define

In Main Tab:

Click On Assign Line Flows:

Save your work.

19. Define Grants and Roles:

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Navigation: Order Management -->

Setup --> Shipping --> Grants and
Role Definitions --> Grants.

20. 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

To monitor the progress of the

process,
Navigation: View > Requests

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click on Find Button

21. Review Invoice

Created by
AutoInvoice

To verify whether AutoInvoice

created the invoice successfully,
view the invoice in the
Transaction workbench.

Responsibility: Receivables
Manager
Navigation: Transactions >
Transactions
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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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