4 Process Integration for Payable Invoices

This chapter provides an overview of the Financial Management process integration pack and includes the following sections:

• Section 4.1, "Overview"

• Section 4.2, "Business Process Flows"

• Section 4.3, "Assumptions and Constraints"

• Section 4.4, "Oracle E-Business Suite Interfaces"

• Section 4.5, "Oracle Transportation Management Interfaces"

• Section 4.6, "Core Application Integration Architecture Components"

• Section 4.7, "Integration Services"

4.1 Overview

The payables invoice integration flow allows Oracle Transportation Management (OTM) to pay its service providers, carriers, and other parties by sending its invoice (vouchers) transactions to the Oracle E-Business Payables application. Oracle E-Business Payables generates the payment and create the proper accounting for the payment transactions.

4.2 Business Process Flows

The process integration for payable invoices supports these integration flows:

• Voucher match and pay (no auto pay).

  OTM receives the invoice from the service provider:

  1. Matches it to the shipments based on the match rules and approves the invoice.

  2. Creates the voucher.

  3. Changes the voucher status to issued and sends the transaction using the VoucherXML to Oracle E-Business Suite Account Payables (AP).

• Voucher auto pay.

  OTM calculates the freight charges for the shipments:

  1. Approves the invoice.

  2. Creates the voucher.

  3. Changes the voucher status to issued and sends the transaction using the VoucherXML to Oracle E-Business Suite Account Payables (AP).

• Consolidated invoice batches.

  OTM receives a consolidated invoice from a service provider for multiple shipments:

  1. Matches the consolidated invoice with the shipments.

  2. Approves the invoice for payment.

  3. Creates a voucher.

  4. Changes the voucher status to issued and sends the transaction using the VoucherXML to Oracle E-Business Suite AP.

• One invoice with multiple vouchers.

OTM receives an invoice for multiple payments from a service provider:

• 1. Matches it with the shipments.

  2. Manually approves invoice for partial payment.

  3. Creates the voucher.

  4. Changes the voucher status to issued and sends the transaction using the VoucherXML to Oracle E-Business Suite AP.

• Prepaid invoice (comcheck).

  The user manually creates a prepayment invoice both in OTM and Oracle E-business suite. When the service provider invoice arrives:

  1. OTM creates a voucher containing the total invoice amount, prepayment amount, advance fee, and outstanding approved voucher amount.

  2. OTM changes the voucher status to issued and sends the transaction using the VoucherXML to Oracle E-Business Suite AP.

  3. The prepayment application is done automatically based on the reference fields entered in the voucher.

• Credit memo.

  OTM receives an invoice from the service provider:

• 1. Matches the invoice to the shipments.

  2. Creates a credit memo for over payment, matches it with the original shipment, and creates the invoice with the status of process hold. The user approves the invoice and creates the approved voucher.

  3. Changes the approved voucher status to issued, and sends the transaction using the VoucherXML to Oracle E-Business Suite AP.

• Voucher with third-party payment

  OTM receives a supplier invoice, which specifies that a third-party supplier should be paid for the service. For example, OTM plans the shipment and sends a tender to supplier A. Supplier A wants supplier B to be paid for the service:

• 1. Approves the invoice.

  2. Creates the voucher, changes the voucher status to issued, and sends the transaction using the VoucherXML to Oracle E-Business Suite Account Payables (AP) to pay supplier B.

• Foreign currency voucher.

  OTM receives an invoice in a foreign currency:

• 1. Matches it to the shipments based on the match rules.

  2. Approves the invoice.

  3. Creates the voucher with the foreign currency.

  4. Changes the voucher status to issued, and sends the transaction using the VoucherXML to Oracle E-Business Suite AP.

• Voucher with Disputed Amount and Reason.

  If the shipment is partially paid, OTM approves the invoice:

  1. Creates the voucher with the original invoice amount, approved payment amount, and dispute reason.

  2. Changes the voucher status to issued, and sends the transaction using the VoucherXML to Oracle E-Business Suite AP.

Figure 4-1 shows the process integration for payable invoices:

Figure 4-1 OTM (Logistics) to Oracle E-business Suite Payable Invoice Flow

4.2.1 Sending Payable Invoices to Oracle E-Business Suite Account Payables

The payable invoices integration flow creates the invoice in Oracle E-Business AP based on the voucher sent from OTM.

Figure 4-2 shows the payable invoice flow from OTM to Oracle E-Business Suite:

Figure 4-2 OTM (Logistics) to Oracle E-business Suite Payable Invoice Flow

When you initiate the process, these events occur:

1. OTM enqueues the messages into the AIA_PAYABLEINVOICE_AQ queue. The CreatePayableInvoiceListLogisticsAQConsumer service dequeues the messages and invokes the CreatePayableInvoiceListLogisticsReqABCSImpl service.

2. The CreatePayableInvoiceListLogisticsReqABCSImpl service transforms the OTM PayableInvoiceListLogisticsABM into the CreatePayableInvoiceListEBM, populates the enterprise business message (EBM) Header, updates the cross-reference data, and invokes the PayableInvoiceEBS with the CreatePayableInvoiceList operation in fire and forget mode.

3. The PayableInvoiceEBS service with the CreatePayableInvoiceList operation routes the messages based on the Composite Application Validation Service (CAVS) flag to either the CreatePayableInvoiceListEbizProvABCSImpl service or the CAVS simulator in an synchronized fire and forget mode.

4. The CreatePayableInvoiceListEbizProvABCSImpl transforms the CreatePayableInvoiceListEBM into the Oracle E-Business Suite PayableInvoiceListEbizABM, and invokes the CreatePayableInvoiceListEbizDBAdapter.

5. The CreatePayableInvoiceListEbizDBAdapter service receives the PayableInvoiceListEbizABM and makes insert calls to the Oracle E-Business Suite accounts payable interface table.

4.3 Assumptions and Constraints

These are the solution assumptions and constraints:

• OTM sends only approved vouchers for payment.

• OTM creates the vouchers and enqueues them in the AIA_PAYABLEINVOICE_AQ queue based on user defined agents.

• If any errors occur and the voucher does not reach Oracle E-Business Suite interface tables, the AIA error handling framework notifies you.

  You must manually re-submit the transactions that failed. In case a batch of vouchers is sent in a single transmission, if a single voucher fails, the whole batch fails and should be sent again.

• This integration does not perform any validations and raise errors due to any business validation failure in OTM or in Oracle E-business Suite.

  For example, if the Oracle E-Business Suite invoice import process rejects the invoice due to a validation error, you should manually correct the data in the Oracle E-Business Suite interface tables and re-run the import process.

• This integration supports only the creation of a list of payable invoices. Update and query of payable invoices is not supported in this integration.

• OTM matches the invoices against shipments and sends the approved vouchers to Oracle E-Business Suite AP based on a user-defined agent. Duplicate payment checking is done in OTM.

• OTM only sends single currency invoices for payment. As the OTM requester ABCS does not validate if the currency is different at the line level and at the header level, OTM must reject the invoices that have different currency at the header and the line level.

• An invoice can only belong to one operating unit. Therefore, if there are consolidated invoices with multiple operating units, the payments are made from only one operating unit.

• Payment terms are set up and maintained in Oracle E-Business Suite AP. OTM does not send the payment terms with an invoice; therefore, the payment terms is defaulted by Oracle E-Business Suite AP system.

• OTM does not send the invoice due date information to Oracle E-Business AP. Oracle E-Business Suite AP derives the due date of an invoice using a setup of the default terms and date at the supplier site level.

  For auto pay, the invoice received date in OTM is blank; therefore, you must set up the suppliers site payment terms based on the system date.

• Payment method is maintained in Oracle E-Business Suite AP and can be overridden at the transaction level.

• Supplier pay site is derived by Oracle E-Business Suite AP based on the supplier number and the operating unit included in the invoice sent by OTM.

• If an invoice comes into Oracle E-Business AP for an inactive supplier or supplier site, Oracle E-Business Suite AP rejects the invoice.

• OTM populates the reference number to indicate the operating unit with a reference qualifier type as OP_UNIT based on the agents defined to copy this value from order release to shipment and invoice.

• All invoices are assigned the default invoice type of standard, unless there is a negative amount at the voucher level and then the invoice type is a credit memo.

• For consolidated invoices, the parent invoice in OTM is the invoice header in Oracle E-Business Suite AP and the child invoice lines in OTM are the invoice lines in Oracle E-Business Suite AP.

• For a prepayment application, OTM should send a negative line amount and the Oracle AP prepayment invoice number as a reference number in the reference qualifier name PREPAY_INV_NUMBER.

  This is considered a prepay line type and Oracle E-Business Suite AP applies the prepayment and reduce the total amount. If you do not put a reference number value in the invoice, the invoice is treated as a negative invoice and a prepayment is not applied.

• Only one prepayment application invoice line is allowed for each invoice. If there are multiple prepayment invoice lines in an invoice, it fails within the Oracle E-Business AP application.

• Users should use OTM for cancellations (either reverse, or issuing a credit note) instead of using standard Oracle E-Business Invoice cancellation functionality.

• For consolidated invoices, if a parent invoice has two or more invoices and each invoice has two or more lines, then there are four or more lines and one header in Oracle E-Business AP.

  For example, if an OTM consolidated invoice has two invoices and each invoice has two lines of $25 each, then there is an invoice of $100 in Oracle E-Business AP with four lines of $25 each.

• The OTM invoice number and the voucher XID should not be more than 50 characters. Oracle E-Business Suite invoice number should be unique and should not be more than 50 characters.

4.4 Oracle E-Business Suite Interfaces

These are the Oracle E-Business Suite interfaces for the payable invoices integration flow. The schema is based on these Oracle E-Business Suite tables:

• AP_INVOICES_INTERFACE

• AP_INVOICE_LINES_INTERFACE

For more information about Oracle E-Business Suite web services and documentation prior to Release 12.1.3, see the library on Oracle Technology Network: http://www.oracle.com/technetwork/documentation/applications-167706.html?. For Oracle E-Business Suite documentation for R12.1.3 and beyond, see this library: http://download.oracle.com/docs/cd/E18727_01/index.htm.

4.5 Oracle Transportation Management Interfaces

Oracle Transportation Management (OTM) uses PayableInvoiceListOTMABM to send approved vouchers for payment to accounts payable financials system. GLogXML.xsd, element - Transmission, subelement - Voucher

For more information about the logistics service, see Oracle Transportation Management Integration Guide.

4.6 Core Application Integration Architecture Components

The integration flow uses these components:

• PayableInvoiceEBO

• CreatePayableInvoiceListEBM

• PayableInvoiceEBS

The core enterprise business object (EBO) and enterprise business message (EBM) XSD files can be located by EBO within the $AIA_HOME/AIAMetaData/AIAComponents/EnterpriseObjectLibrary/Core/EBO/ parent folder.

The core enterprise business services (EBS) web services definition language (WSDL) files can be located by EBO within the $AIA_HOME/AIAMetaData/AIAComponents/EnterpriseBusinessServiceLibrary/Core/EBO/ parent folder.

For detailed documentation of individual EBOs and EBMs, click AIA Reference Doc link on EBO and EBM detail pages in the Oracle Enterprise Repository.

For more information about using the Oracle Enterprise Repository and configuring it to provide the AIA Reference Doc link, see Oracle Fusion Middleware Developer's Guide for Oracle Application Integration Architecture Foundation Pack, "Configuring and Using Oracle Enterprise Repository as the Oracle AIA SOA Repository."

EBOs can be extended, for instance, to add new data elements. These extensions are protected, and remain intact after a patch or an upgrade.

For more information, see Oracle Fusion Middleware Developer's Guide for Oracle Application Integration Architecture Foundation Pack, "Extensibility for AIA Artifacts".

4.7 Integration Services

These are the services delivered with this integration:

• CreatePayableInvoiceListLogisticsAQConsumer

• CreatePayableInvoiceListLogisticsReqABCSImpl

• PayableInvoiceEBS

• CreatePayableInvoiceListEbizProvABCSImpl

• CreatePayableInvoiceListEbizDBAdapter

• UpdatePayableInvoiceListEbizXref

• PayableInvoiceResponseEBS

4.7.1 CreatePayableInvoiceListLogisticsAQConsumer

This mediator service dequeues the InvoiceListLogisticsABM message whenever OTM enqueues a message into AIA_INVOICE_AQ queue. This service takes the PayableInvoiceListLogisticsABM from the wrapper AQ xsd, which contains the entire transmission element as CLOB. This service invokes the CreateInvoiceListLogisticsReqABCSImpl service.

4.7.2 CreatePayableInvoiceListLogisticsReqABCSImpl

The CreatePayableInvoiceListLogisticsReqABCSImpl is a Business Process Execution Language (BPEL) process and a single operations service that has the PayableInvoiceEBS as a partner service. This service receives the PayableInvoiceListLogisticsABM message as a request and does not return a response to the calling service.

This service performs these actions:

• Accepts the PayableInvoiceListLogisticsABM message from OTM.

• Transforms the PayableInvoiceListLogisticsABM into the CreatePayableInvoiceListEBM. While it is transforming from the application business message (ABM) to the enterprise business message (EBM), cross-references are populated for the: PAYABLEINVOICE_PAYABLEINVOICEID.

• Sends the CreatePayableInvoiceListEBM message as an input to the CreatePayableInvoiceList operation in the PayableInvoiceEBS service.

These DVM lookups are used by this service:

• PAYMENTMETHOD_CODE: domain value mapping for the payment method codes.

• PAYABLEINVOICE_PAYABLEINVOICELINETYPE: domain value mapping for the payable invoice line types.

4.7.3 PayableInvoiceEBS

The PayableInvoiceEBS is an enterprise business service that exposes all the enterprise operations related to the payable invoice like create payable-invoice, update payable-invoice, and so on. This integration uses only the CreatePayableInvoiceList operation. This service routes the request to the appropriate provider like the CreatePayableInvoiceListEbizProvABCSImpl or the Composite Application Validation System (CAVS) based on the filter condition and operations. No transformations are done in this service.

For more information about this enterprise business service (EBS), see Oracle Fusion Middleware Developer's Guide for Oracle Application Integration Architecture Foundation Pack, "Designing and Developing Enterprise Business Services" and Oracle Fusion Middleware Concepts and Technologies Guide for Oracle Application Integration Architecture Foundation Pack, "Understanding Enterprise Business Services".

4.7.4 CreatePayableInvoiceListEbizProvABCSImpl

The CreatePayableInvoiceListEbizProvABCSImpl is a BPEL process, which receives the CreatePayableInvoiceListEBM, transforms the message into the PayableInvoiceEbizABM, and invokes the CreatePayableInvoiceListEbizDBAdapter service.

These DVM lookups are used by this service:

• PAYABLEINVOICE_PAYABLEINVOICETYPE: domain value mapping for the invoice type (that is standard, credit memo).

• PAYMENTMETHOD_CODE: domain value mapping for the payment method codes.

• PAYABLEINVOICE_PAYABLEINVOICELINETYPE: domain value mapping for the payable invoice line types.

4.7.5 CreatePayableInvoiceListEbizDBAdapter

This service accepts the PayableInvoiceListEbizABM message from the CreatePaybleInvoiceListEbizProvABCSImpl and inserts the data into the Oracle E-Business Suite AP interface tables.

4.7.6 UpdatePayableInvoiceListEbizXref

The UpdatePayableInvoiceListEbizXref service is a Business Process Execution Language (BPEL) process. When the payables open interface program successfully imports an invoice, it raises the business event oracle.apps.ap.invoice.import. The subscription to this event calls the UpdatePayableInvoiceListEbizXref service. This service using the UpdatePayableInvoiceListEbizXrefAdapter, fetches the invoice IDs and corresponding AIA global unique identifier (GUID), and updates to the PAYABLEINVOICE_PAYABLEINVOICEID cross-reference table.

If you choose not to use this service, you can disable the event subscription in the Oracle E-Business Suite application.

4.7.7 PayableInvoiceResponseEBS

The PayableInvoiceResponseEBS is the enterprise business service (EBS) used to route all payable invoice response related actions to the requesting application like create payable-invoice response, update payable-invoice response, delete payable-invoice response, and synchronize payable-invoice response. CreatePayableInvoiceListResponse is implemented as a part of this integration.