Auto Invoice interface Overview In Oracle Apps

Auto Invoice interface Overview

Auto Invoice Interface:

This interface is used to import Customer invoices, Credit memos, Debit memos and On Account credits.

Pre-requisites Setups required:

Set of Books
Code combinations
Items
Sales representatives
Customers
Sales Tax rate
Payment Terms
Transaction Types
Freight Carriers
FOB
Batch Sources
Accounting Rules

Validations:

A custom program has to be written to dump the data( from extract files)  into temporary tables. Below are few of the validations that need to be done before loading the data into interface tables:

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- Inventory Item Validation: Check if the Item provided in data file is defined in Inventory Items (MTL_SYSTEM_ITEMS).

8- Unit of Measurement validation: Check if the UOM provided is defined in MTL_UNITS_OF_MEASURE Table

9- Invoice Tax Code Validation: Check if the Tax Code provided in data file is defined in AR_VAT_TAX_ALL_B Table.

10- Invoice GL Date Validation: Check if the GL Data of provided invoices is in open period.

For MOAC:

You need to add the below columns and need to do validations if your application supports MOAC.

• conversion_type
• conversion_rate
• conversion_date

Interface tables:

Populate the data into the following Auto Invoice interface tables.

RA_INTERFACE_LINES_ALL
RA_INTERFACE_SALESCREDITS (This table should be populated if Sales Credit info needs to be imported)
RA_INTERFACE_DISTRIBUTIONS
RA_INTERFACE_ERRORS (details about the failed records)

RA_INTERFACE_LINES_ALL: (Important columns to be populated)

AGREEMENT_ID
COMMENTS
CONVERSION_DATE
CONVERSION_RATE
CONVERSION_TYPE
CREDIT_METHOD_FOR_ACCT_RULE
CREDIT_METHOD_FOR_INSTALLMENTS
CURRENCY_CODE
CUSTOMER_BANK_ACCOUNT_ID
CUST_TRX_TYPE_ID
DOCUMENT_NUMBER
DOCUMENT_NUMBER_SEQUENCE_ID
GL_DATE
HEADER_ATTRIBUTE1–15
HEADER_ATTRIBUTE_CATEGORY
INITIAL_CUSTOMER_TRX_ID
INTERNAL_NOTES
INVOICING_RULE_ID
ORIG_SYSTEM_BILL_ADDRESS_ID
ORIG_SYSTEM_BILL_CONTACT_ID
ORIG_SYSTEM_BILL_CUSTOMER_ID
ORIG_SYSTEM_SHIP_ADDRESS_ID
ORIG_SYSTEM_SHIP_CONTACT_ID
ORIG_SYSTEM_SHIP_CUSTOMER_ID
ORIG_SYSTEM_SOLD_CUSTOMER_ID
ORIG_SYSTEM_BATCH_NAME
PAYMENT_SERVER_ORDER_ID
PREVIOUS_CUSTOMER_TRX_ID
PRIMARY_SALESREP_ID
PRINTING_OPTION
PURCHASE_ORDER
PURCHASE_ORDER_DATE
PURCHASE_ORDER_REVISION
REASON_CODE
RECEIPT_METHOD_ID
RELATED_CUSTOMER_TRX_ID
SET_OF_BOOKS_ID
TERM_ID
TERRITORY_ID
TRX_DATE
TRX_NUMBER

Interface Program name:  Run the concurrent program Auto invoice master program

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

Base tables:

Once the Auto invoice Program gets called, the below activities will be performed.

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

Finally the data will be populated into the below base tables:

RA_BATCHES
RA_CUSTOMER_TRX_ALL
RA_CUSTOMER_TRX_LINES_ALL
AR_PAYMENT_SCHEDULES_ALL
RA_CUSTOMER_TRX_LINE_SALESREPS
RA_CUST_TRX_GL_DIST_ALL
RA_CUSTOMER_TRX_TYPES_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