Auto Invoice is a
program that can be used to import and validate transaction data from other
financial systems from which one can create invoices, debit memos, credit
memos, and on-account credits. It rejects transactions with invalid information
to insure the integrity of the data. This fits well with in Oracle ERP or to
integrate with any third party application.
Why we are using Auto Invoice:
1. Powerful Interface Tool.
2. Supports Oracle & Non-Oracle Systems.
3. Import Large Amount of Data.
4. Calculate or Import Tax.
5. Group Lines & Invoices.
6. Online Error Correction.
7. Lines Validation.
8. Derive GL Date.
9. Import Flex fields.
10. Import or Derive Accounting Info.
What is inside Auto Invoice?
Auto Invoice is a program set consists of 3 main programs. Each program will have unique nature of work to do and they are called internally except Purge program whose execution is derived on the setup otherwise ready to execute stand alone.
Master (RAXMTR)
Import (RAXTRX)
Purge (RAXDEL)
1. Auto Invoice Master Program RAXMTR
Selects and marks records in the interface tables to be processed based on the parameters the user entered and then calls the Auto Invoice Import program. Auto Invoice Master Program has no report output.
•Gathers statistics, it means it gathers the stats on interface tables and set the stats on certain indices on interface tables
•Marks interface records for processing by marking Request_Id
•Submits multiple workers for Parallel Processing by creating instances for request.
2. Auto Invoice Import Program validates the selected record and creates transaction if it passes validation. Any record that fails validation is left in the interface table with an error code. Depending on the setup, related records may be rejected as well. This program has an output file called Auto Invoice Execution report, which you can view by clicking the View Report button in the Requests window. Working of Auto Invoice, Validates data, Inserts records, Deletes interface data only when system option purge set to ‘Y’
3. Auto Invoice Purge Program Deletes records from the interface tables. If you set the Purge Interface Table system option to No in Define System Option window, Auto Invoice does not delete processed records from the interface tables after each run, and we must submit Auto Invoice Purge Program periodically to clean up the interface tables. This program only deletes transaction lines that have been successfully imported.
Deletes all rows where interface_status =‘P’
• RA_INTERFACE_LINES_ALL
• RA_INTERFACE_DISTRIBUTIONS_ALL
• RA_INTERFACE_SALESCREDITS_ALL
Oracle Receivables Auto Invoice program will be used to import and validate Invoices. A custom feeder program is required to transfer data from the Advantage extract files and populate the Auto Invoice interface tables (RA_INTERFACE_LINES_ALL and RA_INTERFACE_DISTRIBUTIONS_ALL). If there is a need to run populate sales credit into RA_INTERFACE_SALESCREDITS_ALL table. When run, Auto Invoice produces the Auto Invoice Execution Report and the Auto Invoice Validation Report. Any entries which failed validation can be reviewed in Oracle Receivables’ Auto Invoice Interface Exceptions window. Depending on the error, changes may need to be made in Receivables, the feeder program or the imported records in the interface tables.
How Auto invoice Execution works?
Normally, Auto Invoice can be divided into three major phases,
Pre-grouping: here validates all of the line level data takes place,
Grouping: groups lines based on the grouping rules and validates header level data,
Transfer: validates information that exists in Receivables tables
What happen when Auto Invoice run?
Once the Auto invoice Program gets called, the following activity takes place is part of execution process. This can be analyzed by debug options.
Line, accounting, and sales credit information for each line populates 3 interface tables
Lines are ordered and grouped
Tax is calculated
GL date is determined
GL accounts are assigned using Auto Accounting
Tax, freight, commitments, and credit memos are linked to transaction lines
All transactions are batched
Validated lines are used to create the transaction
How Data is flowing?
Select, insert and update and delete take place on certain tables once it is logged out.
Selects
– RA_INTERFACE_LINES_ALL
– RA_INTERFACE_DISTRIBUTIONS_ALL
– RA_INTERFACE_SALESCREDITS_ALL
Updates/Insert
– RA_INTERFACE_ERRORS_ALL
– RA_CUSTOMER_TRX_ALL
– RA_CUSTOMER_TRX_LINES_ALL
– AR_PAYMENT_SCHEDULES_ALL
– AR_RECEIVABLE_APPLICATIONS_ALL
Inserts
– RA_INTERFACE_ERRORS_ALL
Auto Invoice Exception Handling
Records that fail validation are called ‘Exceptions’. Exceptions stay in Interface Tables which is RA_INTERFACE_ERRORS_ALL. Errors can be corrected in the Exception Handling window. Once corrections are made, Auto invoice must be resubmitted. Records that pass validation get transferred to Receivables tables
Auto Invoice Exception Handling Windows
-Interface Exception window displays exception messages associated with all invalid records
-Interface Lines window displays records that fail validation, provides an error message and can be used to correct the errors
-The Line Errors windows displays errors associated with a specific line, and can only be opened from Interface Lines window
-Interface Exceptions window displays Interface Id, Exception Type, Error Message and Invalid Value associated to the error
-Data cannot be edited in this window, but error can be viewed and corrected by clicking the Details button
-Error Message and Column name with invalid data are displayed in the Message column, and the invalid value that needs to be corrected is displayed in the Invalid Value column
Interface Table:
RA_INTERFACE_LINES_ALL
RA_INTERFACE_SALESCREDITS_ALL
RA_INTERFACE_DISTRIBUTIONS_ALL
Validations:
1- AR Transaction Type Validation: Check if the Transaction type provided in data file is defined in AR transaction types (RA_CUST_TRX_TYPES_ALL)
Why we are using Auto Invoice:
1. Powerful Interface Tool.
2. Supports Oracle & Non-Oracle Systems.
3. Import Large Amount of Data.
4. Calculate or Import Tax.
5. Group Lines & Invoices.
6. Online Error Correction.
7. Lines Validation.
8. Derive GL Date.
9. Import Flex fields.
10. Import or Derive Accounting Info.
What is inside Auto Invoice?
Auto Invoice is a program set consists of 3 main programs. Each program will have unique nature of work to do and they are called internally except Purge program whose execution is derived on the setup otherwise ready to execute stand alone.
Master (RAXMTR)
Import (RAXTRX)
Purge (RAXDEL)
1. Auto Invoice Master Program RAXMTR
Selects and marks records in the interface tables to be processed based on the parameters the user entered and then calls the Auto Invoice Import program. Auto Invoice Master Program has no report output.
•Gathers statistics, it means it gathers the stats on interface tables and set the stats on certain indices on interface tables
•Marks interface records for processing by marking Request_Id
•Submits multiple workers for Parallel Processing by creating instances for request.
2. Auto Invoice Import Program validates the selected record and creates transaction if it passes validation. Any record that fails validation is left in the interface table with an error code. Depending on the setup, related records may be rejected as well. This program has an output file called Auto Invoice Execution report, which you can view by clicking the View Report button in the Requests window. Working of Auto Invoice, Validates data, Inserts records, Deletes interface data only when system option purge set to ‘Y’
3. Auto Invoice Purge Program Deletes records from the interface tables. If you set the Purge Interface Table system option to No in Define System Option window, Auto Invoice does not delete processed records from the interface tables after each run, and we must submit Auto Invoice Purge Program periodically to clean up the interface tables. This program only deletes transaction lines that have been successfully imported.
Deletes all rows where interface_status =‘P’
• RA_INTERFACE_LINES_ALL
• RA_INTERFACE_DISTRIBUTIONS_ALL
• RA_INTERFACE_SALESCREDITS_ALL
Oracle Receivables Auto Invoice program will be used to import and validate Invoices. A custom feeder program is required to transfer data from the Advantage extract files and populate the Auto Invoice interface tables (RA_INTERFACE_LINES_ALL and RA_INTERFACE_DISTRIBUTIONS_ALL). If there is a need to run populate sales credit into RA_INTERFACE_SALESCREDITS_ALL table. When run, Auto Invoice produces the Auto Invoice Execution Report and the Auto Invoice Validation Report. Any entries which failed validation can be reviewed in Oracle Receivables’ Auto Invoice Interface Exceptions window. Depending on the error, changes may need to be made in Receivables, the feeder program or the imported records in the interface tables.
How Auto invoice Execution works?
Normally, Auto Invoice can be divided into three major phases,
Pre-grouping: here validates all of the line level data takes place,
Grouping: groups lines based on the grouping rules and validates header level data,
Transfer: validates information that exists in Receivables tables
What happen when Auto Invoice run?
Once the Auto invoice Program gets called, the following activity takes place is part of execution process. This can be analyzed by debug options.
Line, accounting, and sales credit information for each line populates 3 interface tables
Lines are ordered and grouped
Tax is calculated
GL date is determined
GL accounts are assigned using Auto Accounting
Tax, freight, commitments, and credit memos are linked to transaction lines
All transactions are batched
Validated lines are used to create the transaction
How Data is flowing?
Select, insert and update and delete take place on certain tables once it is logged out.
Selects
– RA_INTERFACE_LINES_ALL
– RA_INTERFACE_DISTRIBUTIONS_ALL
– RA_INTERFACE_SALESCREDITS_ALL
Updates/Insert
– RA_INTERFACE_ERRORS_ALL
– RA_CUSTOMER_TRX_ALL
– RA_CUSTOMER_TRX_LINES_ALL
– AR_PAYMENT_SCHEDULES_ALL
– AR_RECEIVABLE_APPLICATIONS_ALL
Inserts
– RA_INTERFACE_ERRORS_ALL
Auto Invoice Exception Handling
Records that fail validation are called ‘Exceptions’. Exceptions stay in Interface Tables which is RA_INTERFACE_ERRORS_ALL. Errors can be corrected in the Exception Handling window. Once corrections are made, Auto invoice must be resubmitted. Records that pass validation get transferred to Receivables tables
Auto Invoice Exception Handling Windows
-Interface Exception window displays exception messages associated with all invalid records
-Interface Lines window displays records that fail validation, provides an error message and can be used to correct the errors
-The Line Errors windows displays errors associated with a specific line, and can only be opened from Interface Lines window
-Interface Exceptions window displays Interface Id, Exception Type, Error Message and Invalid Value associated to the error
-Data cannot be edited in this window, but error can be viewed and corrected by clicking the Details button
-Error Message and Column name with invalid data are displayed in the Message column, and the invalid value that needs to be corrected is displayed in the Invalid Value column
Interface Table:
RA_INTERFACE_LINES_ALL
RA_INTERFACE_SALESCREDITS_ALL
RA_INTERFACE_DISTRIBUTIONS_ALL
Validations:
1- AR Transaction Type Validation: Check if the Transaction type provided in data file is defined in AR transaction types (RA_CUST_TRX_TYPES_ALL)
2- Transaction Batch Source Validation: Check if the source provided in data file is defined in AR transaction Batch source (RA_BATCH_SOURCES_ALL).
3- Invoice Currency Validation: Check if the currency provided in data file is defined in AR Currency (FND_CURRENCIES).
4- Customer Validation: Check if the Bill to Customer Number, Ship to Customer Number, Bill to Custom Location, Ship to Customer Location provided in the data file is defined in AR Customer (RA_CUSTOMERS).
5- Primary Sales Representative Validation: Sales representative number to be hardcode to “-3” for “No Sales Credit.”
6- Term Name: Check if the Term name provided in the data file is defined in Payment terms (RA_TERMS).
7- Validate Sales Credit Type: Sales Credit to hardcode to “Quota Sales Credit”
8- Inventory Item Validation: Check if the Item provided in data file is defined in Inventory Items (MTL_SYSTEM_ITEMS).
9- Unit of Measurement validation: Check if the UOM provided is defined in MTL_UNITS_OF_MEASURE Table
10- Invoice Tax Code Validation: Check if the Tax Code provided in data file is defined in AR_VAT_TAX_ALL_B Table.
11- Invoice GL Date Validation: Check if the GL Data of provided invoices is in open period. Used ARP_UTIL.IS_GL_DATE_VALID API to validate.
Base Tables:
hz_parties
hz_cust_accounts
hz_cust_acct_sites_all
hz_cust_sit_use_all
hz_party_sites
hz_locations
hz_party_site_uses
hz_customer_profiles
hz_organization_profiles
hz_person_profiles
NOTE:
Use the Autoinvoice Execution report to review the Transactions that were successfully imported.
Use the Autoinvoice Validation report to review the Lines that have failed different phases of validation and the error messages associated with these Lines.
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