AP Invoice Interface

Classification: Enact Internal

Integration with other modules

Classification: Enact Internal

Invoice Types
Standard: Its a regular supplier invoice. The invoice usually includes line item details, including description and price. Credit Memo: An invoice you receive from a supplier representing a credit for goods or services purchased. Debit Memo: An invoice that notifies a supplier of a credit you recorded for goods or services purchased. Expense Report: An invoice you enter to record business related expenses for employees. The employee is supplier.
Classification: Enact Internal 3

Invoice Types
PO Default: An invoice for which you know the matching Purchase Order number. Payables fill out as much as information from purchase order as possible: supplier name, number, site and currency. Mixed: A standard or cr./db memo invoice that you want to match to a PO, another invoice or both you can enter either a positive or negative amount for a mixed invoice. Prepayment: An invoice used to make advance payment for expenses to a supplier or employees. In this case you might not have actually received the goods or services yet.
Classification: Enact Internal 4

Invoice Process
Third Party Applications

Read Data

AP Interface

Validate
Store Process Oracle Apps. AP

Classification: Enact Internal

Contd..
Step 1: Read

The input source can be a flat file (csv; txt; xls; dat) or an XML file. Import Data into Staging tables

Step 2: Validate

The Invoice information should satisfy the Application and Custom data validation rules.

Step 3: Store

All successfully validated data is stored in the Invoice Interfaces tables.

Step 4: Import

Run the Payables Open Interface Import to process and import from the Interface tables to the Base Tables.

Classification: Enact Internal

Detailed Design
Read Data: The legacy system data files can be in .csv, .txt, .xml etc. format. Import data into staging tables using Sql*Loader
XX_AP_INVOICE_INTERFACE
XX_AP_INVOICE_LINES_INTERFACE

Validate Data Validate the Staging tables data.

Classification: Enact Internal

Contd..
Store Data Once data is validated import into Interface tables.
AP_INVOICES_INTERFACE AP_INVOICE_LINES_INTERFACE

Process Data Run Payables Open Interface Import program to populate data into Base tables
AP_INVOICES_ALL AP_INVOICE_DISTRIBUTIONS_ALL

All the Rejected records will be populated into AP_INTERFACE_REJECTIONS table

Classification: Enact Internal 8

AP_INVOICES_INTERFACE
This table stores the header information of invoices. There is one row for each invoice to import. Data in this table can be viewed and edited using Open Interface Invoices window. Important columns INVOICE_ID (Required) : Unique identifier for this invoice within this batch. Same value should be populated in invoices lines in the AP_INVOICE_LINES_INTERFACE table to identify the data as belonging to the same invoice. INVOICE_NUM (Required) : Enter the invoice number that needs to be assigned to the invoice created in Payables from this record. INVOICE_TYPE_LOOKUP_CODE (Optional) : Type of invoice: Credit or Standard.
Classification: Enact Internal 9

AP_INVOICES_INTERFACE
INVOICE DATE (Optional) : Date of the invoice. If you do not enter a value, the system uses the date you submit Payables Open Interface Import as the invoice date. PO_NUMBER (Optional) : Purchase order number from PO_HEADERS.SEGMENT1. This column needs to be populated if invoice to be matched with an purchase order. VENDOR_ID & VENDOR_SITE_ID (Required) : VENDOR_ID is unique identifier for a supplier and VENDOR_SITE_ID is Internal supplier site identifier. Supplier of the invoice to be derived by value in one of the following columns in this table: VENDOR_ID, VENDOR_NUM, VENDOR_NAME, VENDOR_SITE_ID or PO_NUMBER. VENDOR_NUM & VENDOR_NAME (Optional) : Supplier number and name. You must identify the supplier by entering a value for one of the following columns in this table: VENDOR_ID, VENDOR_NUM, VENDOR_SITE_ID, VENDOR_SITE CODE, or PO_NUMBER. INVOICE_AMOUNT (Required) : Amount of the invoice.

Classification: Enact Internal

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AP_INVOICES_INTERFACE
INVOICE_CURRENCY_CODE (Optional) : Currency code for the invoice. If you want to create foreign currency invoices, enter a currency code that is different from your functional currency. EXCHANGE_RATE (Optional) : This column is required if you enter a foreign currency code in the INVOICE_CURRENCY_CODE column and you enter User as the EXCHANGE_RATE_TYPE. TERMS_ID (Optional) : Internal identifier for the payment terms. DESCRIPTION (Optional) : Enter the description that you want to assign to the invoice created from this record. SOURCE (Required) : Source of the invoice data. If you import EDI invoices from the Oracle EDI Gateway, the source is EDI Gateway. For invoices you import using SQL*Loader, use a QuickCode with the type Source that you have defined in the QuickCodes window in Payables.

Classification: Enact Internal

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AP_INVOICE_LINES_INTERFACE
This is the lines interface table for the AP Invoice Open Interface and it is used in conjunction with AP_INVOICE_INTERFACE table. Important columns INVOICE_ID (Required) : Enter the INVOICE_ID of the corresponding invoice in the AP_INVOICES_INTERFACE table LINE_NUMBER (Optional) : You can enter a unique number to identify the line.

Classification: Enact Internal

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AP_INVOICE_LINES_INTERFACE
LINE_TYPE_LOOKUP_CODE (Required) : Enter the lookup code for the type of invoice distribution that you want Payables Open Interface Import to create from this record. The code you enter must be ITEM, TAX, MISCELLANEOUS, or FREIGHT. These lookup codes are stored in the AP_LOOKUP_CODES table. AMOUNT (Required) : The invoice distribution amount. If you are matching to a purchase order, the AMOUNT = QUANTITY_INVOICED x UNIT PRICE. If the total amount of all the invoice distributions does not equal the amount of the invoice that has the same INVOICE_ID, then Payables Open Interface Import will reject the invoice.

Classification: Enact Internal

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AP_INVOICE_REJECTIONS
AP_INTERFACE_REJECTIONS stores information about invoice data from the AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE tables which could not be processed by Payables Open Interface Import
Important columns PARENT_TABLE : Reference to table in which the rejection occurred (AP_INVOICES_INTERFACE or AP_INVOICE_LINES_INTERFACE) PARENT_ID : Reference to invoice or invoice line identifier which was rejected (INVOICE_ID or INVOICE_LINE_ID) REJECT_LOOKUP_CODE : Invoice rejection reason
Classification: Enact Internal 14

Payables Open interface import

Program used to create Payables invoices from invoice data in the Payables Open Interface Tables. Parameters

Source: Choose the source of the invoices from the list of values. Use EDI Gateway, Credit Card, or a Source type QuickCode you defined in the Payables QuickCodes window. Group: To limit the import to invoices with a particular Group ID, enter the Group ID. The Group must exactly match the GROUP_ID in the Payables Open Interface tables. Batch Name: Payables groups the invoices created from the invoices you import and creates an invoice batch with the batch name you enter.

Classification: Enact Internal

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Payables Open interface import

Hold Name: If you want to place all invoices on hold at the time of import, enter an Invoice Hold Reason. You can define your own hold reasons in the Invoice Approvals window. Hold Reason: Payables displays the Invoice Hold Reason Description. GL Date: If you want to assign a specific GL Date to all invoices, enter a GL Date. If you do not enter a value here, the system will assign a GL Date based on the GL Date Payables option. Purge: Enter Yes if you want Payables to delete all successfully imported invoice records that match the Source and Group ID of this import.
Classification: Enact Internal 16

Payables Open Interface Purge Program

This program purges records from the Payables Open Interface tables (AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE).
Parameters Source: Choose the source of the invoices you want to purge from the list of values. Use EDI Gateway, or a Source type QuickCode you defined in the Payables QuickCodes window. The source must exactly match the Source in the Payables Open Interface tables. This parameter is required. Group (Optional): To limit the purge to invoices with a particular group, enter the GROUP_ID. Purge All: Enter Yes if you want to purge all records in the Payables Open Interface tables that match the Source and Group you enter above.
Classification: Enact Internal

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