Preparing Receivables
To ensure that the AutoInvoice program works properly, you should prepare Receivables for any new data that you want to import. If your original system uses any setup data which is not yet defined in Receivables, you must define this data within Receivables before using AutoInvoice. Pay particular attention to the following setup data:
- Add currencies to Receivables if your original system uses currencies not yet defined in Receivables.
- Add or update tax rates assigned to tax codes that are not defined in Receivables.
- Add or update tax rates associated with products shipped to specific addresses.
- Add or update full or partial customer and item tax exemptions.
- Add Freight on Board (FOB) codes to Receivables if your original system uses FOB point codes not yet defined in Receivables. Define FOB point codes in the Receivables QuickCodes window with a QuickCodes type of FOB.
- Add freight carrier codes to Receivables if your original system uses freight carriers not yet defined in Receivables.
- Add payment terms to Receivables if your original system uses payment terms not yet defined in Receivables.
- Add transaction types to Receivables if your original system uses transaction types not yet defined in Receivables.
- Add batch sources to Receivables if your original system uses batch sources not yet defined in Receivables.
- Add salespersons to Receivables if your original system uses salespersons not yet defined in Receivables.
- Add accounting rules to Receivables if your original system uses accounting rules that are not yet defined in Receivables.
- Add units of measure to Receivables if your original system uses units of measure not yet defined in Receivables.
Accounting Flex Tuning Segment
If you want to increase the performance of AutoInvoice and indices already exist for the GL_CODE_COMBINATIONS table, use the value that you specified for your index as your Accounting Flexfield tuning segment. If you defined a concatenated index use the first column of your concatenated index.
If no indices exist for the GL_CODE_COMBINATIONS table, enter the segment with the most distinct values for your Accounting Flexfield tuning segment. Use the System Options window to define your Accounting Flexfield tuning segment.
System Items Tuning Segment
If you want to increase the performance of AutoInvoice and indices already exist for the MTL_SYSTEM_ITEMS table, use the value that you specified for your index as your System Items Flexfield tuning segment. If you defined a concatenated index, use the first column of your concatenated index.
If no indices exist for the MTL_SYSTEM_ITEMS table, enter the segment with the most distinct values for your System Items Flexfield tuning segment. Use the System Options window to define your System Items Flexfield tuning segment.
Territory Tuning Segment
If you want to increase the performance of AutoInvoice and indices already exist for the RA_TERRITORIES table, use the value that you specified for your index as your Territory Flexfield tuning segment. If you defined a concatenated index use the first column of your concatenated index.
If no indices exist for the RA_TERRITORIES table, enter the segment with the most distinct values for your Territory Flexfield tuning segment. Use the System Options window to define your Territory Flexfield tuning segment.
SQL Trace
In the System Options window, specify whether you want to activate SQL trace for AutoInvoice. You might want to use SQL trace for troubleshooting if AutoInvoice is running slowly.
Purge Interface Tables
In the System Options window, specify whether you want to run the AutoInvoice Purge program immediately after AutoInvoice has completed. If you want to run the AutoInvoice Purge program later, you can access the AutoInvoice Purge program in the Submit Requests window. Receivables only deletes the records that have successfully transferred into permanent Receivables tables.
Max Memory (in bytes)
In the System Options window, you can enter the maximum amount of memory that you want to allocate AutoInvoice for validation. The default is 65535 bytes. Enter a lower number if the message 'Failed to allocate memory for scratch_memory' displays when you run AutoInvoice. Enter a higher number if the message 'The given piece of memory is not large enough to hold a single row' displays.
Log File Message Level
In the System Options window, enter a number from 0 to 3 that represents the amount of detail you want displayed in the AutoInvoice log file.
Message Level 0 gives the following entries in the log file:
Product Version
Program Name
AutoInvoice Start Time
AutoInvoice Concurrent Request Arguments
Error and Warning Messages
AutoInvoice End Time
AutoInvoice Logical Steps
Message Level 1 gives you all of the above entries plus:
Time-Stamped function labels
Message Level 2 gives you all of the above entries plus:
Sizes of Allocated Arrays
Dynamic SQL Statements
Number of Rows Updated, Inserted and Deleted
Message Level 3 gives you all of the above entries plus:
Method IV SQL Array Values
Accounting Flexfield Segment Values
Add Accounting Flexfield segment values to Receivables if your original system uses values not yet defined in Receivables. Enter the name of the Accounting Flexfield segment for which you want to add a value, and the segment value itself. Be sure to enable the segment value.
Transaction Flexfield
Receivables uses the Transaction Flexfield to uniquely identify each transaction and transaction line you import through AutoInvoice. Transaction Flexfields are also used to refer to and link transaction lines.
To define the line-level Transaction Flexfield, query 'Line Transaction Flexfield' in the Title field of the Descriptive Flexfield Segments window and enter the context and segments associated with this Transaction Flexfield. To define the Transaction Flexfield at the header-level, query 'Invoice Transaction Flexfield' and enter the context and segments associated with this Transaction Flexfield. All segments in the line level transaction flexfield that refer to header information must also exist in the header level transaction flexfield. For example if you define a line-level Transaction Flexfield with 4 segments and only the last 2 segments refer to line-level information, define the header Transaction Flexfield using the first two segments. You must define both the line-level and header-level Transaction Flexfield.
If you do not create Reference and Link-to transaction flexfields, then Receivables will use your Line Transaction Flexfield structure to link and reference different lines. You do not have to define separate Reference and Link-to transactions in this case.
However, if you are planning to create a customized form to enter interface data which will display the Reference and Link-to Transaction Flexfields, then you must define Transaction Flexfields in the Descriptive Flexfield Segments window. These flexfields must have the same flexfield structures as the line-level Transaction Flexfield. See: Transaction Flexfields.
Territory Flexfield
If you use territories, you should create your territory flexfield structure before using AutoInvoice.
Line Ordering Rules
Define ordering rules used by AutoInvoice to determine how to order your transaction lines. AutoInvoice randomly orders lines on your transaction if you do not define line ordering rules. See: AutoInvoice Line Ordering Rules.
Grouping Rules
Define additional grouping rules or update the default grouping rule provided by Receivables. AutoInvoice uses grouping rules to determine how to create your transactions. Grouping rules are required if you use AutoInvoice.
AutoInvoice uses the following hierarchy when determining the grouping rule to use:
See: Grouping Rules.
Attention: To be able to use the information that you pass in your header Transaction Flexfield, you must group by the segments that make up your header Transaction Flexfield.
Sales Tax Location Flexfield Structure
Define your Sales Tax Location Flexfield structure if you are going to charge your customers location based tax and you do not want to use one of the seeded Location Flexfield structures provided by Receivables. See: Defining a Sales Tax Location Flexfield Structure.
Locations and Tax Rates
Add or update locations and their associated tax rates if your tax method is Sales Tax and your original system uses locations not defined in Receivables. You can either use the Tax Locations and Rates window to manually add new locations or use the Sales Tax Rate Interface program to import locations and tax rates provided by a tax service. See: Tax Codes and Rates and Integrating Receivables Applications Tax Information Using Sales Tax Rate Interface.
If your tax method is VAT (Value Added Tax) and you are validating your customers' addresses, add or update locations if your original system uses locations not defined in Receivables.
AutoAccounting
You must set up Receivables' AutoAccounting feature before you run AutoInvoice. AutoAccounting determines default revenue, receivable, freight, tax, unbilled, unearned, and suspense accounts for your invoices. See: AutoAccounting.
Salesperson
Add salespersons to Receivables if your original system uses salespersons that are not yet defined in Receivables. See: Salespersons.
See Also
Importing Data From Your Feeder System
Transaction Flexfields
Using Grouping Rules to Create Transactions
