Oracle Receivable AUTOINVOICE Concepts

AutoInvoice 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.

Top 10 reasons for 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.      7 .Lines Validation

8.      Derive GL Date

9.      9 .Import Flex fields

10.  10.Import or Derive Accounting Info

What is inside AutoInvoice
AutoInvoice 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 AutoInvoice 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
• Ra_interface_distributions
• Ra_interface_salescredits

Oracle Receivable’s 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 need to run populate sales credit into RA_INTERFACE_SALESCREDITS_ALL table. When run, AutoInvoice produces the AutoInvoice Execution Report and the AutoInvoice Validation Report. Any entries which failed validation can be reviewed in Oracle Receivables’ AutoInvoice 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 Autoinvoice Execution works
Normally, Auto Invoice can be divided into three major phases, Pre-grouping: here the 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 AutoInvoice 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

AutoInvoice 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

AutoInvoice 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

SLA Profile Options

Setting Profile Options:

The profile options listed above relate to data access and security and impact how accounting is generated through SLA in R12.

SLA: Enable Subledger Transaction Security in GL

·         Use this profile option to combine subledger transactions security with data access security for General Ledger responsibilities when drilling down to multi-organization enabled subledger application. Transaction security in the respective subledger application is always applied when drilling down from subledger transactions to subledger journal entries.

SLA: Enable Data Access Security in Subledger

·         This profile option determines whether the General Ledger Access Set security mechanism is applied for a subledger application responsibility when viewing, reporting, or creating subledger journal entries associated with a given ledger. The General Ledger Access Set security mechanism is always applied for responsibilities associated with the General Ledger application.

·         The profile option enables you to combine data access security with subledger transaction security and therefore control access to subledger journal entries depending on the ledger to which they belong. For example, you can implement a Multi-Org Security Profile that allows you to create Oracle Receivables Invoices for two different operating units each associated with different ledgers but restrict drill-down from the subledger transaction to the associated subledger journal entry based upon the destination ledger contained in the Access Set.

SLA: Additional Data Access Set

·         The SLA: Additional Data Access Set profile option, in conjunction with the GL: Data Access Set profile option, controls which ledgers and balancing or management segment values you can access when logging onto a responsibility. If SLA: Enable Data Access Security in Subledgers is enabled for the responsibility, you have access only to the ledgers and balancing or management segment values included in the data access sets assigned to the SLA: Additional Data Access Set and GL: Data Access Set profile options.

SLA: Allow Reports Journal Source Override

·         This profile option applies only to the following reports:

o   Open Account Balances Listing

o   Third Party Balances Report

·         Enable this option to change the Journal Source parameter during report submission. If the option is set to No, then you cannot change the value defaulted during report submission. For example:

o   Should the general ledger data access set security be enforced when generating accounting? For example, should journal entries be created if the user does not have ledger clearance even if they may have multiorg access to the operating unit?

o   Should the transaction security model be applied when drilling down from GL? For example, should the user be allowed to inquire on journal entries of certain operating units if they do not have MO access, but have ledger clearance?

o   If there are secondary ledgers and data access set security is enforced in the subledger module, then an additional data access set need

o   Should the user be able to run certain reports across data from multiple subledger applications?

Note : In Order to Populate the Interface Table we need to run to Workflow Back Ground Process from the Application Administrator Responsibility.