auto invoice setups in r12

8/9/2019 Auto Invoice Setups in R12

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Autoinvoice Setup for R12

Posted by Raju ERP

1. Define Common Accounts Receivable Configuration

Common Accounts configuration pertains to the Accounting Flexfield setup. This is done in the

General edger !G" application. The assumption of this case study is that you ha#e already

defined your accounting flexfield segments$ and can create and complete manual transactionsusing the Transaction %or&bench.

2. Manage Receivables Descriptive Flexfields

'racle Recei#ables uses the transaction flexfields to uni(uely identify each transaction line that

is imported though Auto)n#oice.

Auto)n#oice is capable of using information from four types of transaction flexfields*

• ine Transaction Flexfield

• in&+to Transaction Flexfield

• Reference Transaction Flexfield

• )n#oice Transaction Flexfield

For this case study$ you need to setup a Line Transaction Flexfield as sho,n belo,.


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Clic& on the segments button to create the follo,ing ro,s. The #alues in the field Column are notsho,n completely$ they are )-TERFACE)-EATTR)/0TE1 and

)-TERFACE)-EATTR)/0TE2 respecti#ely.


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3. Manage Receivables rofile !ptions

A. 3ecurity Profile

There are three profile options ,hich go#ern access to data partitioned by organi4ations.

5'* 'perating 0nit

R11i profile option that ,ill be maintained for those products and customers not le#eraging

5ultiple 'rgani4ations.

5'* 3ecurity Profile

The 5' 3ecurity Profile controls the list of operating units that a responsibility can access. 3oyou ,ould assign the 3ecurity Profile that you just created to this profile option. The lo,est le#el

you can set the profile option for is the responsibility le#el.

5'* 6efault 'perating 0nit

This allo,s you to specify an operating unit that ,ill be the default ,hen you open different

subledger application pages. /ecause users can access multiple operating units$ you may ,ant to


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This profile option determines ,hether to assign your credit memo to the same accounts that are

assigned to the in#oice you are crediting.

The #alue for this option can be set by the system administrator at the site$

application$responsibility$ and user le#els$ but cannot be updated by the user.

-ote*

)f you are interfacing data from Project Accounting$ you need to set this profile to -o at the

application le#el for 'racle Projects. This setting ,ill then allo, data to be passed into

RA)-TERFACE6)3TR)/0T)'-3A table for Projects )n#oices.

F. 3e(uential -umbering

3e(uential -umbering assigns numbers to documents that you create in 'racle financial

products. For example$ ,hen you are in a ,indo, that creates in#oices$ each in#oice document

can be numbered se(uentially.

3e(uential numbering pro#ides a method of chec&ing ,hether documents ha#e been posted or

lost.

-ot all ,indo,s ,ithin an application can be selected to support se(uential numbering.

3e(uential -umbering has the follo,ing profile option settings*

Al,ays 0sed + 7ou may not enter a document if no se(uence exists for it.

-ot 0sed + 7ou may al,ays enter a document.

Partially 0sed + 7ou ,ill be ,arned$ but not pre#ented from entering a document$ ,hen

no se(uence exists.

'nly system administrators can change this profile option. 0sers can see this profile option$ butthey cannot update it.

This profile option is #isible and updatable at the site$ application$ and responsibility le#els.

". Manage #ransaction #$pes


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'. Manage AutoAccounting Rules

AutoAccounting enables you to create default accounts for re#enue$ recei#able$ freight$ tax$unearned re#enue$ unbilled recei#able$ late charges$ bills recei#ables accounts$ and Auto)n#oice

clearing !suspense" accounts.

)n the follo,ing screen$ the source for the third segment is :Transaction Types:. %hen the default

accounting is generated for the Recei#able account$ the accounting flexfield ,ill pull the third

segment from the Recei#ables account defined for the transaction type. )f ,e cross+reference thisto the screenshot from the pre#ious tas&$ the #alue for the third segment is 121;$ coming from

;1+;;;+1210+;;;;+;;; defined for Recei#ables account.

Responsibilit$% Recei#ables 5anager

&avigation% 3etup 9 Transactions 9 AutoAccounting


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6uring Auto)n#oice$ you are interfacing data ,ith the intention of creating complete transactionsautomatically.


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The follo,ing screenshot sho,s a ine 'rdering Rule$ that references the same fields ,e used in

the ine transaction flexfield defined in Tas& 2 abo#e.


&avigation% 3etup 9 Transactions 9 Auto)n#oice 9 ine 'rdering Rules

+. Manage Auto)nvoice ,rouping Rules

Grouping rules specify attributes that must be identical for lines to be created as one transaction.Grouping rules al,ays include the mandatory attributes$ and to this is added optional attributes

that you define in your grouping rule.

The follo,ing screenshot sho,s a Grouping Rule that uses the ine 'rdering Rule defined in

Tas& = abo#e.


&avigation% 3etup 9 Transactions 9 Auto)n#oice 9 Grouping Rules

https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref2https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref6https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref6https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref2


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-. Manage Receivables a$ment #erms

Payment terms let you define the due date to be calculated for transactions. %hen you interfacedata$ it is mandatory to pro#ide either a TER5)6 or a TER5-A5E in the

RA)-TERFACE)-E3A table !depending on ho, you ha#e set up your transaction batch

source". Although there is a defaulting mechanism for payment term ,hen entering transactionsmanually in the form$ this is defaulting is not a#ailable during Auto)n#oice$ because it ,ould

significantly slo, do,n the performance of the process.

The follo,ing screenshot sho,s a Payment term ,e ,ill use in our interface data.


&avigation% 3etup 9 Transactions 9 Payment Terms


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. Manage #ransaction Sources

/atch sources define default information such as transaction type and automatic numbering.There are t,o types a#ailable* 5anual and )mported. Auto)n#oice re(uires a batch of type

)mported.

The follo,ing screenshot sho,s a Transaction source ,e ,ill use to interface data #ia

Auto)n#oice.


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Follo,ing screenshots sho, the sub+tab for the Transaction 3ources form*

The Auto)n#oice 'ptions tab highlights the Grouping rule created earlier. The setup indicates

this batch ,ill group data as specified in this grouping rule


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Accounting )nformation tab*


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'ther )nformation tab*


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3ales Credit 8alidation tab*


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1/. Manage Receipt Classes and Met0ods

To default a payment method to the transactions you interface #ia Auto)n#oice$ you need to

define a Receipt Class and 5ethod for your transaction to use.


&avigation% 3etup 9 Receipts 9 Receipt Classes


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11. Manage Receivables Customer rofile Classes

'racle Recei#ables pro#ides a profile class 6EFA0T.

)f necessary$ you can define different customer profile classes to categori4e your customers. 7ou

can associate Customer Profile classes to customer records you create later. /y using a profileclass you default certain attributes>fields into the customer records to ma&e customer

maintenance more efficient.

The follo,ing screenshot defines a ne, customer profile class$ to ,hich ,e associate the

Payment Term from Tas& ? and the grouping rule from Tas& @.


&avigation% Customers 9 Profile Classes

https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref8https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref7https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref8https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref7


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Payment 6etails tab* here ,e associate to this customer record the Receipt method created inTas& 1;.

%e ha#e defined the Receipt method at the ACC'0-T le#el profile. )f this customer has only

one site$ or all the 3ites of this customer ,ill use the same Receipt method$ there is no need to setup Payment 6etails at the 3ite e#el.

https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref10https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref10


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The settings in 3ystem 'ptions that impact Auto)n#oice are in the Trans and Customers tab. The

follo,ing screenshot sho,s recommended settings for fields in the :Auto)n#oice: 3ection. Also

highlighted is the Grouping rule ,e defined earlier.

Log file message level 1; pro#ides the most detailed debug messages$ and is useful ,hen you

are debugging or troubleshooting.


&avigation% 3etup 9 3ystem 9 3ystem 'ptions

1". Manage Receivables Accounting eriods

'pen or close periods in your accounting calendar to control the recording of accounting

information for these periods. 3ince the objecti#e of Auto)n#oice is to create ne, transactions$

the goal is to ha#e these transactions impact open G periods.

Ensure that the G6ATE #alue you pro#ide in the next tas& is ,ithin an open period.

https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref15https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref15https://support.oracle.com/epmos/faces/ui/km/DocumentDisplay.jspx?id=1067402.1#aref15


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&avigation% Control 9 Accounting 9 'pen>Close periods

1'. Manage Remit#o Address

6efine a Remit+To Address so that customers &no, ,here to send payment for their in#oices.


&avigation% 3etup 9 Print 9 Remit To Address 9 Create Remit+To Address

1(. Define S0ipping arameters%

-a#igation* 'rder 5anagement ++9 3etup ++9 3hipping ++9 3hipping Parameters.

)n General Tab.


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)n Pic& Release Tab*


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)n 3hipping Transaction Tab*


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1+. Define #ransaction #$pe *ine%

-a#igation* 'rder 5anagement ++9 3etup ++9 Transaction Type ++96efine.


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)n 3hipping Tab*


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)n Finance Tab*


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3a#e your ,or&.

1-. Define #ransaction #$pe !rder%

-a#igation* 'rder 5anagement ++9 3etup ++9 Transaction Type ++9 6efine

)n 5ain Tab*


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Clic& 'n Assign ine Flo,s*


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3a#e your ,or&.

1. Define ,rants and Roles%

-a#igation* 'rder 5anagement ++9 3etup ++9 3hipping ++9 Grants and Role 6efinitions ++9Grants.

2/. #esting Auto)nvoice% Auto)nvoice )mport rocess

'nce the data is inserted into the )nterface table$ ,e are ready to submit the Auto)n#oice )mport

Process

Responsibilit$% Recei#ables 5anager &avigation% )nterfaces 9 Auto)n#oice


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#o monitor t0e progress of t0e process&avigation% ie4 5 Re6uests

clic7 on Find 8utton


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21. Revie4 )nvoice Created b$ Auto)nvoice

To #erify ,hether Auto)n#oice created the in#oice successfully$ #ie, the in#oice in the

Transaction ,or&bench.

Responsibility* Recei#ables 5anager

-a#igation* Transactions 9 Transactions

Then run a Buery using 8ie, 9 Buery /y Example

Enter the follo,ing filters*

• /atch 3ource name :T)P /ATC< 3'0RCE:

• Reference field

• for the )n#oice* enter the #alue you pro#ided for interfacelineattribute1 :T)P

3A5PE )-8')CE 1:

• for the Credit memo !if you also ran this test"* enter the #alue you pro#ided for

interfacelineattribute1 :T)P 3A5PE C5 1: or :T)P 3A5PE C5 2:

• for the )n#oice ,ith rules* enter the #alud you pro#ided for interfacelineattribute1

:T)P R0E )-8')CE 1:


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#0en execute t0e 6uer$.


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Clic7 on *ine )tems button to see invoice lines.

auto invoice setups in r12

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