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Load the invoice information you want to import into the Payables Invoice Import Interface Tables, including valid supplier name, supplier site, Source QuickCode, and invoice distributions. You do not, however, enter an employee name/number. When you submit Payables Invoice Import, Payables validates the information you loaded into the tables and creates invoices for the invoice information you loaded.

Attention: If you are importing invoices from an external system, note that beginning with Payables Release 12 you will be able to import external invoices only through the Payables Open Interface Import process. During Release 11 you should plan to move existing processes from the Payables Invoice Import Interface Tables to the Payables Open Interface Tables. We recommend that if you are implementing any new Payables Invoice Import processes that you use only the Payables Open Interface Tables and the Payables Open Interface Import process. See: Payables Open Interface Program.

Prerequisites

   Create or modify the invoice flat file that contains the information you want to import. See: Setting Up Payables to Import Non-Oracle Invoices.

   Run SQL*Loader. Indicate your control file as the SQL*Loader control file, your invoice flat file as the SQL*Loader input file, and your Payables SQL*Plus username and password as the database sign on. For more information see: Setting Up Payables to Import Non-Oracle Invoices and Oracle8 Server Utilities.

   Define a Payables QuickCode to identify the source of the invoices. See: Setting Up Payables to Import Non-Oracle Invoices, and QuickCodes.

   Enter Suppliers and Supplier sites in the Payables Suppliers window. See: Entering Suppliers.

   Enter code combinations for expense and liability accounts in the Define Accounting Flexfield Combination window.

   If you want to purge your interim records from the Payables Invoice Import Interface Tables, set the purgeable flag in AP_EXPENSE_REPORT_HEADERS to Yes.

   To submit Payables Invoice Import for invoices entered in external accounting systems.

1. In the Submit Request window, choose Request as the Type, and select Payables Invoice Import as the Name.

2. Enter the report parameters. For more information on report parameters, see Payables Invoice Import Parameters. If you use batch control, enter a Batch Name. In the Source field, select the source name you defined in the Payables QuickCodes window. Leave the GL Date field empty.

If you want to purge all records from the Payables Invoice Import Interface Tables, and you have set the purgeable flags in the Tables to Yes, enter the Purge Date you want Payables to use. Payables will delete all records for invoices and expense reports that were entered before this date and have already been imported.

3. Choose OK to submit Payables Invoice Import for all invoices in the system that have not yet been imported. Payables creates invoices with the following attributes:

• Type is Standard.

• Invoice Number is the same as the one you specified in the flat file.

• Scheduled payments are based on payment terms defined in the Payables Options window

• Payment Method is from the Financials Options window

• If the supplier is a US federally reportable 1099 supplier, Payables enters the Income Tax type for each invoice distribution

When the program is complete, you can query the new invoices in the Invoice workbench. The new invoices are ready for the normal process of approval and payment.

Payables automatically produces the following reports so you can review the invoices Payables Invoice Import successfully created, and the invoices Payables Invoice Import was unable to import:

• Payables Invoice Import Report

• Payables Invoice Import Exceptions Report

Use SQL*Plus to correct any exceptions before resubmitting Payables Invoice Import.

IMPORTING INVOICES FROM OTHER ACCOUNTING SYSTEMS RESTRICTIONS:

See Also

Defining Financials Options