5 Reviewing Process Integration for Retail Merchandise Procure to Pay

This chapter provides an overview of the process integration for Retail Merchandise Procure to Pay between Oracle Retail Invoice Matching (ReIM) and Oracle Payables and discusses how to:

Perform setup tasks
Configure and generate data in Oracle Retail
Pick up and transform the data
Configure and run the process integration for Retail Merchandise Procure to Pay

Process Integration for Retail Merchandise Procure to Pay Overview

ReIM is the source of matched invoices, credit notes, debit memos, and rebates. Oracle Payables requires these details for payment to the suppliers. Invoices from suppliers for retail merchandise are matched to the original purchase order (PO) for the merchandise and the receipt of the merchandise by the retailer. A proper match of invoice, PO, and receipt trigger the payment authorization of the supplier's invoice. Invoices may be authorized for payment prior to receipt of goods for which prepayment is required. When the authorization for payment is generated, the appropriate accounting distribution is also generated to support the payment authorization. The Retail Merchandise Procure to Pay integration automates the processing of invoice payments, adjustments, and write-offs from ReIM to Oracle Payables and General Ledger. Other accounting transactions are generated from ReIM to write off aged receipts that were never invoiced and to post accounting distribution for manually paid or prepaid invoices after receipt.

This integration uses the Oracle Data Integrator (ODI) application to transfer the data from ReIM to Oracle Payables.

The process integration between ReIM and Oracle Payables supports the following integration flows:

Post matched invoices for payment from ReIM to Oracle Payables.
Post credit notes (matched or unmatched) for payment adjustment from ReIM to Oracle Payables.
Post debit or credit memos for payment adjustment from ReIM to Oracle Payables.
Post rebates for payment adjustment from ReIM to Oracle Payables.
Post unmatched invoices for prepayment from ReIM to Oracle Payables.

Table 5-1 Business Process Flow for integration of Retail Merchandise and voucher posting interface tables in Oracle Financials (EBS or PeopleSoft)

Work Location	Step
Oracle Retail (ReIM)	Configure and generate outgoing data from ReIM.
Integration process	The integration process checks for data in the ReIM Invoice Header and Invoice Lines interface tables. Load and transform the Oracle Retail data into the Oracle Voucher Header and Voucher Lines Staging tables. Delete the data from the source tables (ReIM Invoice Header and Invoice Lines interface tables) after a successful load.
Oracle Payables	Run the Voucher Build process and import the vouchers into Oracle Payables system for the pay cycle.
Integration process	The integration process checks for data in the ReIM Invoice Header and Invoice Lines interface tables. Load and transform the Oracle Retail data into the Oracle Voucher Header and Voucher Lines Staging tables. Delete the data from the source tables (ReIM Invoice Header and Invoice Lines interface tables) after a successful load.
Oracle Payables	Run the Voucher Build process and import the vouchers into Oracle Payables system for the pay cycle.

Table 5-2 Business Process Flow for integration of Retail Merchandise and voucher posting interface tables in Oracle Financials (CFIN)

Work Location

Step

Oracle Retail (ReIM)

Configure and generate outgoing data from ReIM.

Integration process

The integration process checks for data in the ReIM Invoice Header and Invoice Lines interface tables.

Load and transform the Oracle Retail data into CFIN data and generate a zip files that contains a .csv file with transformed data.

Upload the zip file to Oracle Universal Content Management Server (UCM) and run the ERP Integration EssJobs to unzip the file, save the .csv data into Financials Cloud Interface tables and import the data to transaction tables.

Delete the data from the source tables (ReIM Invoice Header and Invoice Lines interface tables) after a successful load.

Oracle Payables

Launch payables import concurrent program to import data from interface table to payables transaction tables.

Prerequisites

Before performing this process integration, ensure that:

Chart of accounts code combinations are validated.
Calendars must be set up for transactions.
- Supplier synchronization and supplier cross-reference.
- Supplier address synchronization and supplier address cross-reference.
- Payment terms synchronization and payment terms cross-reference.
- Currency code domain value mapping (DVM) and currency exchange rate synchronization.
Chart of accounts combinations are manually entered into the Oracle Retail and Oracle Financials Application (EBS or PeopleSoft).
The DVM data is set up in RFI_XREF_DVM table that is used as input in the ODI interfaces.

Assumptions and Constraints

The integration design assumes that:

The data moves from one instance of source database to one instance of target database.
If the user loads the same data twice in the Oracle Retail interface table then the data is transported again to the Oracle financials interface tables.
In the ODI interface, no business validation is applied to check whether any data is already transported.
The chart of accounts combinations are valid for invoice lines.
Invoice lines with invalid combinations are rejected by General Ledger and the correction is a manual process in Oracle Financials applications.
Oracle GL does not delete the invoices with source as RETL.
Oracle Retail modifies the IM_AP_STAGE_HEAD and IM_AP_STAGE_DETAIL tables and adds an ORG_UNIT column to map it to BUSINESS_UNIT.

Performing Setup Tasks

This section discusses:

Setup tasks specific to ReIM
Setup tasks specific to Oracle General Ledger
Setup tasks specific to Oracle Payables
Setup tasks specific to the integration layer

Setup Tasks Specific to ReIM

For more information, see the latest version of the ReIM Operations Guide for details about the setup tasks specific to ReIM.

Setup Tasks Specific to Oracle Payables

Perform the following tasks:

Need to check
Suppliers synchronization
Supplier locations synchronization
Payment Terms synchronization
Chart of account code combination validation
Currency Exchange Synchronization
The invoice source has been setup if integrating Oracle Financials Suite is E-Business Suite
The following DVM have been entered in the RFI_XREF_DVM TABLE:
- CURR_CODE_DVM TAX_DVM
- BUSINESS_UNIT_DVM
- TAX_DVM
The following XREF has been populated:
- ORG_ID_XREF
- SUPPLIER_XREF
- SUPPLIER_SITE_XREF
- PAYMENT_TERMS_XREF
The following email options have been entered in the RFI_XREF_DVM TABLE:
- REIM_AP_MSG_NOTIFICATION

Configuring and Generating Data in Oracle Retail

This section discusses how to:

Configure the data in Oracle Retail
Generate the data in Oracle Retail

Configuring the Data in Oracle Retail

Before running any transaction data, these tasks must be done in ReIM:

General ledger (GL) account cross-reference is set up.
GL options are defined.

For more information, see the latest version of the ReIM User Guide, specifically the System Administration and the General Ledger Accounts chapters.

Generating the Data in Oracle Retail

In ReIM, the batch process engages in these high-level steps:

Performs any resolution actions (for example, instigates the creation of payment documents).
Calls the posting process to write applicable financial accounting transactions to the financials staging tables IM_AP_STAGE_HEAD and IM_AP_STAGE_DETAIL

The processing occurs after discrepancies for documents have been resolved by resolution documents. Once all of the resolution documents for a matched invoice are built, and all of the RCA/RUA external processing has been confirmed, the process inserts financial accounting transactions to the financials staging table, to represent the resolution and consequent posting of the invoice. The process also inserts financial accounting transactions for the approved documents that are being handled.

Once all of the transactions have been written, the process switches the status of the current invoices or documents to "Posted", and then moves on to the next invoice or document. If a segment look-up fails, the failed record is written to a financials error table. For more information, see the latest version of the ReIM Operations Guide, specifically the Batch Processes chapter.

Configuring and Running the Process Integration for Retail Merchandise Procure to Pay

This section discusses the steps to set up a schedule.

Configuring the Process Integration for Retail Merchandise Procure to Pay

Setting up a Schedule

Part I: Set up master repository and work repository

Please refer to the steps in section "Process Integration for Inventory Valuation and Revenue Recognition Accounting Entries Overview".

If the master/work repository setup, Smart Import and Scenario Scheduling is not done, please do the setup as mentioned in section "Process Integration for Inventory Valuation and Revenue Recognition Accounting Entries Overview".

Part II: Set up client side configuration and DVM files

Enter appropriate values to the DVM table (RFI_XREF_DVM).

Note:

EXT_SYSTEM column mentioned below can have only one of the two values, either EBS, PSFT or CFIN. It should not have any other value. On the same instance of RFI_XREF_DVM should not have both EBS, PSFT and CFIN values in the EXT_SYSTEM COLUMN

Table 5-3 DVM Table

DVM Name (CATEGORY_TYPE Column)	Retail Value (RETL_ID column)	E-Business suite value (EXT_SYSTEM_ID column)	EXT_SYSTEM column
BUSINESS_UNIT_DVM	Enter Retail Value for Business Unit	Enter EBS or PSFT Value for Business Unit	EBS or PSFT or CFIN
CURR_CODE_DVM	Enter Retail Value for Currency Code	Enter EBS or PSFT Value for Currency Code	EBS or PSFT or CFIN
TAX_DVM	Enter Retail Value for VAT Code	Enter EBS or PSFT Value for VAT Code	EBS or PSFT or CFIN

Enter appropriate values for Mail option (RFI_XREF_DVM).

Table 5-4 Mail Option

Name (CATEGORY_TYPE Column)	Retail Value (RETL_ID column)	E-Business suite value (EXT_SYSTEM_ID column)	EXT_SYSTEM column
ReIM_AP_MSG_NOTIFICATION	MAIL_SUBJECT	Enter the mail Subject for ODI Error Notification.	ReIM
ReIM_AP_MSG_NOTIFICATION	MAIL_BODY	Enter the mail content for ODI Error Notification, Max length 240 chars	ReIM

The FROM Email Address and TO Email Address List will be specified during RFI deployment.

Part III: Set up XREF data

Enter appropriate values to the XREF table (RFI_XREF_DVM).

Note:

Table 5-5 XREF Table

XREF Name (CATEGORY_TYPE Column)	Retail Value (RETL_ID column)	E-Business suite value (EXT_SYSTEM_ID column)	EXT_SYSTEM column
SUPPLIER_XREF (Inserted by Supplier Integration Adapter)	Retail Value for Supplier	EBS or PSFT or CFIN Value for Supplier	EBS or PSFT or CFIN
SUPPLIER_SITE_XREF(Inserted by Supplier Integration Adapter)	Retail Value for Supplier Site	EBS or PSFT Value for Supplier Site	EBS or PSFT or CFIN
ORG_ID_XREF (Manual Sync)	Enter Retail Value for Org Unit	Enter EBS Value for Org Unit	EBS or PSFT or CFIN
PAYMENT_TERMS_XREF (Manual Sync for EBS and Inserted by Pay terms integration adapter for PeopleSoft)	Enter Retail Value for Payment Term	Enter EBS Value for Payment Term	EBS or PSFT or CFIN

Part IV: Set up EBS and CFIN source data

Login to EBS self-service, navigate to General Ledger responsibility, launch Categories form, and enter the following categories:

Table 5-6 Categories form entries

Category	Key	Desc
RETEK	RETEK	RETEK
RMS	RMS	Retail RMS
Retail Invoices	Retail Invoices	Retail Invoices
ReSA	ReSA	Retail ReSA

Launch Sources form, enter the following sources:

Table 5-7 Sources form entries

Source	Key	Desc
RMS	RMS	Retail RMS
Write-offs	Write-offs	Retail Write-offs
Prepayments	Prepayments	Retail Prepayments
Manual Payments	Manual Payments	Retail Manual Payments
ReSA	ReSA	Retail ReSA

Navigate to the Payables responsibility, in the Lookups menu, launch Payables form.

Enter the following condition and search:

Type: SOURCE
Application: Payables

In the result list, add the following line and save:

Table 5-8 Result list entry

Code	Meaning	Desc
REIM	Retek ReIM	Retek ReIM

If the CFIN is the system RFI in integrating with then the above steps must be performed in Financials Cloud AP and GL. The same setup data applies.

Part V: Scenario test

Refer to the steps in section "Process Integration for Inventory Valuation and Revenue Recognition Accounting Entries Overview".

Run concurrent import program

When running the import program, you need to enter the source name you set up in previous steps. When concurrent program is completed, you can check the data in the Oracle Financials transaction tables. For more information about creating schedules and scenarios, see Oracle Data Integrator User Guide and Oracle Data Integrator Installation Guide, version 12.2.4.

Running the Process Integration for Accounting Entries

This process runs based on the schedules created for it. The integration between Oracle Retail and Oracle AP can be scheduled to occur automatically.

Note:

You can start or stop the scheduler agent whenever you want, which enables you to control the integration process.

For more information about starting and stopping the scheduler agent, see Oracle Data Integrator Installation Guide 12.2.4, Section 3.2.6 "Starting the Standalone Agent" and section C.1.2 for "Stopping a Standalone Agent."

Data Requirements

The accounting entry and invoice ODI integration flows are run. For more information, see Chapter 4 and Chapter 5 of this guide.