6 System Administration

System Options

In the System Options window, you can define system-wide parameters that affect the functions of Oracle Retail Invoice Matching. You indicate how long the system maintains various documents, and you can enter the unique codes that ReIM uses to identify document types.

Updated settings are available for all users who log on after the changes are made. To see the changes reflected in Oracle Retail Invoice Matching, you must log out and log in again.

This section includes the following system options instructions:

Maintain the System Variables

Navigate: In the Administration tab, click System Options. The System Options window opens.

Figure 6-1 System Options Window

Table 6-1 System Options

Field	Description
Document History Days	The number of days documents stay in the Invoice Matching system before they are purged.
Post Dated Document Days	The number of days old a document can be when entered into the system.
Debit Memo Send Days:	The number of days prior to the invoice due date that a debit memo is created and sent to the supplier if a credit note has not yet been received. This applies only to suppliers where the Send Debit Memo option is set to Only when credit Memo is Late.
Max Tolerance %	The maximum tolerance allowed for any invoice throughout the system.
Default Pay Now Terms	This is the terms code used as a default value when manually adding debit memo, credit memo, or credit notes via document maintenance.
Close Open Receipt Days	The number of days that a shipment can remain in Ready for Match status before it is automatically closed.
Cost Resolution Due Days	The number of days in which a reviewer must resolve a cost discrepancy.
Qty Resolution Due Days	The number of days in which the buyer must resolve a quantity discrepancy (also seen as Qty Resolution Due Days).
Days Before Due Date	The number of days before the invoice due date that the system will automatically route unresolved discrepancies.
Number of Allowed Taxes	The number of taxes allowed on an item. Valid settings are: None – taxes are turned off. Single – one tax code may be entered per item.
Tax Validation Source	Source that the system uses to calculate and validate taxes.
Tax Validation Type	The method to use when matching tax amounts. Valid values are: Recon – taxes on the invoice and retailer's system must match for the item. Vendr – taxes on the invoice are assumed to be correct. Retlr – taxes on item in retailer's system is assumed to be correct. Notax – no tax is applied.
Post Based On Doc Header	If selected, ensures that the posted amount is equal to total cost in header of an invoice
Default Header Tax From Details	Whether header level tax information must be entered before invoice details can be entered. Set this to Yes to be able to proceed to the details screen without entering tax information. Set this to No to require tax information in the header before invoice details can be entered.
Calc Tolerance	The percentage or amount by which header and detail amounts can differ and still be considered equal. This is used to account for insignificant errors in rounding between header and detail level totals. For example, a header may show an invoice total as $1025.31, while the detail area may show it as $1025.308. If the percentage difference is less than the Calc Tolerance % value, the amounts will be considered equal.
Tax resolution Due Days	The number of days by which tax discrepancies should be resolved.
Tax Document Creation Level	Whether tax debit memos and tax credit note requests are created at the Item or Full Invoice level.
Debit Memo Prefix-Cost	The prefix that indicates that a document is a debit memo due to cost.
Debit Memo Prefix-Qty	The prefix that indicates that a document is a debit memo due to quantity.
Credit Note Request Prefix-Cost	The prefix that indicates that a document is a credit note request due to cost.
Credit Note Request Prefix-Qty	The prefix that indicates that a document is a credit note request due to quantity.
Credit Memo Prefix-Cost	The prefix that indicates a document is a credit memo due to cost.
Credit Memo Prefix-Qty	The prefix that indicates that a document is a credit memo due to quantity.
Debit Memo Prefix-Tax	The prefix that indicates that a document is a debit memo due to tax.
Credit Note Request Prefix-Tax	The prefix that indicates that a document is a credit note request due to tax.
Allow lookup items by VPN	Enable or disable items lookup via VPN.
Auto-resolution Reason Code For Credit Note Request-Cost	The business reason code used for credit note matching when a cost discrepancy is matched automatically with the generation of a Credit Note Request-Cost. If this field is empty, automatic cost discrepancy resolution using credit note requests is not performed.
Auto-resolution Reason Code For Credit Note Request-Qty	The business reason code used for credit note matching when a cost discrepancy is matched automatically with the generation of a Credit Note Request-Qty. If this field is empty, automatic cost discrepancy resolution using credit note requests is not performed.
Auto-resolution Reason Code For Credit Memo-Cost	The business reason code used for credit note matching when a cost discrepancy is matched automatically with the generation of a Credit Memo-Cost. If this field is empty, automatic cost discrepancy resolution using credit memos is not performed.
Auto-resolution Reason Code For Credit Memo-Qty	The business reason code used for credit note matching when a cost discrepancy is matched automatically with the generation of a Credit Memo-Qty. If this field is empty, automatic cost discrepancy resolution using credit memos is not performed.
Match Using Reference 3 Field	Indicates whether reference field 3 will be used for matching by Credit Note Automatch batch. If Yes is selected, reference field 3 will be populated with Credit Note Request ID on CNR and CN documents.
Match Using Reference 4 Field	Indicates whether reference field 4 will be used for matching by Credit Note Automatch batch. If Yes is selected, reference field 4 will be populated with the invoice ID on CNR and CN documents.
Receipt Write Off # of days	Number of days for which the system will maintain history of receipts that have been written off.

On the upper part of the screen, edit the enabled fields as necessary.
Click OK to save your changes and close the window.

Note:
Changes are available to users who log in after you have completed the changes. To see the changes reflected, you must log out and log in again.

Main the Document Prefixes

Navigate: In the Administration tab, click System Options. The System Options window opens.

Figure 6-2 System Options Window

In the lower part of the screen, edit the enabled fields as necessary.
Click OK to save your changes and close the window.

Note:
Changes are available only when you log in after completing the changes. To see the changes reflected, you must log out and log in again.

General Ledger Accounts

The general ledger accounts is used to maintain the parameters that determine the accounts to which the invoices are exported in the financial system. You must create the accounts to which the invoices are assigned.

In the GL Option window, you can create a template for the general ledger account that your business uses. You can also assign dynamic segments to accounts, so that invoices post to accounts based on company, department, class, or location. After the general ledger account format has been assigned, it cannot be changed.

This section includes the following general ledger accounts instructions:

Create General Ledger Account Cross Reference
Define General Ledger Options

Create General Ledger Account Cross Reference

Navigate: In the Administration tab, click GL Cross Reference. The GL Cross-Reference window opens.

Figure 6-3 GL Cross Reference Window

In the Set of Books ID field, enter the identifier that applies to this cross reference.

Note:
The Set of Books ID field appears only if your system uses multiple sets of books. Multiple sets of books is enabled or disabled by a system option set by the system administrator.
In the Cross Reference Type field, select the account category.
In the next field, enter the ID of the type of account you are creating, or click the LOV button to select an account type.
Click Query. The account segment fields are enabled.
In the Segment fields, enter the account segments.

Note:
If a segment has been marked dynamic, you can leave the field blank.
Click OK. The GL Cross- Reference Details window opens.

Figure 6-4 GL Cross Reference Details Window
Click OK to save your changes and close the window.

Define General Ledger Options

Navigate: In the Administration tab, click GL Options. The GL Options window opens.

Figure 6-5 GL Options Window

In the Set of Books ID field, click on the LOV button to select the Set of Book.
Click on the Query button to view the corresponding GL Options. The GL Options Details window opens.

Figure 6-6 GL Options Details Window
Click OK to save your changes and close the window.

Supplier Options

In the Supplier Options window, you can indicate how invoices from each supplier should be matched. You can associate a specific accounts payable reviewer to a supplier, and you can create linked suppliers.

This section includes the following supplier options instructions:

Maintain a Supplier
Create a Grouped Supplier
Delete a Grouped Supplier

Maintain a Supplier

Navigate: In the Administration tab, click Supplier Options. The Supplier Options window opens.

Figure 6-7 Supplier Options Window

In the Supplier field, enter the supplier ID, or click the LOV button to select a supplier.
Click Query. The supplier details are displayed.
In the AP Reviewer field, enter the ID of an accounts payable reviewer, or click the LOV button to select the reviewer that you want to associate with the supplier.

Edit the enabled fields as necessary:

Invoices for Supplier Manually Paid: Select the check box to indicate that invoices from this supplier should be paid manually.
Match Invoices to Receipts from Other Suppliers: Select the check box to indicate that the retailer can pay suppliers other than the one listed for the invoice.
Always Use Invoice Terms: Select the check box to indicate that the terms date on the invoice is always used to pay an invoice.
ROG Date Allowed: Select the check box to use the receipt of goods date to determine the due date of an invoice.

Send Debit Memo: Select the frequency to indicate when to send a debit memo.

Possible values are:

Always - Indicates Debit Memo will be sent.

Never - Indicates a Credit Note Request will be sent.

Only when Credit Note is late - Indicates a Credit Note Request will be sent, but later if the Credit Note does not come in on time, a Debit Memo is then generated.

When this setting is either Never or Only when the Credit Note is Late, an additional option called Hold Invoice is allowed. You can check or uncheck it.

Note:

If Hold Invoice is checked, matched invoices will not post to the Financial System until all Credit Note Requests associated with the invoice are matched to Credit Notes. However, this option holds true only if ReIM is integrated with the Financial Application System.

Figure 6-8 Supplier Options Window

Close Open Receipt Days: Enter the number of days that a receipt remains in the system without an invoice. After the number of days has passed, the receipt is posted for payment.
Discrepancy Days Before Routing: Enter the number of days that quantity discrepancies should be held before routing for resolution.

Click OK to save your changes and close the window.

Create a Grouped Supplier

Note:

Any changes you make to one supplier in a group applies to all suppliers in the group.

Navigate: In the Administration tab, click Supplier Options. The Supplier Options window opens.

Figure 6-9 Supplier Options Window

In the Supplier field, enter the supplier ID, or click the LOV button to select a supplier.
Click Query. The supplier details are displayed.
Click Supplier Group Options. The Supplier Group Options window opens.

Figure 6-10 Supplier Group Options Window
In the Supplier field, enter the supplier ID, or click the LOV button to select a supplier.
Click Add.
Select the enabled options as necessary:
- Total Header Quantity Required: Select the check box to indicate that each invoice requires a total quantity be entered.
- Match Total Quantity: Select the check box to indicate that the total quantity must be matched for the invoice and the receipt.
Click OK to save your changes and close the window.

Delete a Grouped Supplier

Navigate: In the Administration tab, click Supplier Options. The Supplier Options window opens.

Figure 6-11 Supplier Options Window

In the Supplier field, enter the supplier ID, or click the LOV button and select a supplier.
Click Query. The supplier details are displayed.
Click Supplier Group Options. The Supplier Group Options window opens.

Figure 6-12 Supplier Group Options Window
On the list of suppliers that are linked to the original supplier, select the check box next to the supplier you want to delete.
Click Delete.
You are prompted to confirm the deletion. Click OK.
Click OK to save your changes and close the window.

Reason Codes

Using the Reason Code Maintenance window, you can set up and maintain reason codes. Reason codes are used to resolve discrepancies between receipts and invoices. A discrepancy originates when the price or quantity variance exceeds acceptable tolerance levels. After you create the reason code, you must associate it with an action that helps you resolve the discrepancies.

This section includes the following reason code instructions:

Create Reason Codes
Delete Reason Codes
Edit Reason Codes

Create Reason Codes

Navigate: In the Administration tab, click Reason Code Maintenance. The Reason Code Maintenance window opens.

Figure 6-13 Reason Code Maintenance Window

In the Reason Code Type field, select the type of discrepancy for which you are creating a reason code.
In the Reason Code field, enter an ID for the reason code.
In the Reason Code Description field, enter the description of the reason code.
In the Action field, select the action to resolve the discrepancy.
In the Comments Hint field, enter additional information that may be needed to resolve the discrepancy.
If a comment is required when a reviewer is resolving the discrepancy, select the Comments Required check box.

Associate a General Ledger Account with a Reason Code

Click Accounting Distribution. The GL Cross Reference window opens.

Figure 6-14 GL Cross Reference Window
Create the general ledger account cross reference.
Click Apply. The reason code is added to the table.
Click OK to save your changes and close the window.

Delete Reason Codes

Navigate: In the Administration tab, click Reason Code Maintenance. The Reason Code Maintenance window opens.

Figure 6-15 Reason Code Maintenance Window

On the list of reason codes, select the check box next to the reason code you want to delete.
Click Delete.
You are prompted to confirm the deletion. Click OK.
Click OK to save your changes and close the window.

Edit Reason Codes

Navigate: In the Administration tab, click Reason Code Maintenance. The Reason Code Maintenance window opens.

Figure 6-16 Reason Code Maintenance Window

In the table, double-click the reason code you want to edit.
Update the enabled fields as necessary.
Click Apply. The reason code is updated.
Click OK to save your changes and close the window.

Reason Code Actions

Reason code actions are resolutions assigned at the discrepancy line level. Fixed actions are used to resolve a line item discrepancy; the specific results depend on the action, and are detailed below.

Multiple actions may be assigned to a single line item. This assignment is done in the cost and quantity discrepancy resolution screens (detailed in Retail Invoice Matching (ReIM) Online Cost Discrepancy Resolution and ReIM Online Quantity Discrepancy Resolution). It is assumed that the resolution screens have limited the users to fully resolving a line item and that the detail discrepancies should be deleted, and the quantity or cost matched status for the line should be set to true.

For quantity discrepancies the receipt line quantity will be updated or created in the database, and the receipt record in Retail Merchandising System (RMS) will be updated to matched when all receipt items are completely matched. Each reason code action is also saved to a table for future posting (data saved: reason code, action code, invoice ID, item ID, quantity, amount, comments, create date, create ID).

For cost resolutions the extended cost will be stored to be used in the created memo. For quantity resolutions the adjusted quantity only will be stored for use in the created memo (this allows the extended cost to be generated against a potentially adjusted cost in another resolution).

The Reason Code Action Rollup batch process sweeps the action staging table and creates debit and credit memos as needed. Only a single debit or credit memo will be created per invoice, with line details from all related actions. This process does not delete these records when completed; they are deleted after posting. There is a separate, client-created batch process to sweep the receiver adjustment table. The action staging table is used during posting to post the reason code actions to the financial staging table.

Actions

Reason code actions are associated with business roles. Reason code actions are used to act on invoice cost and quantity discrepancies. The following reason code actions are utilized in ReIM:

Charge Back Cost (CBC) – When a cost discrepancy is marked for resolution with a Charge Back Cost, either a debit memo cost or credit note request cost (depending on the im_supplier_options.send_debit_memo indicator) is created. If the supplier option is set to Yes, a debit memo cost will be sent. If the supplier option is No, a credit note request is sent.
Charge Back Quantity (CBQ) – When a cost discrepancy is marked for resolution with a Charge Back Quantity, either a debit memo quantity or credit note request quantity (depending on the im_supplier_options.send_debit_memo indicator) is created and sent to the supplier. If the supplier option is set to Yes, a debit memo quantity is sent. If the supplier option is No, a credit note request quantity is sent.
Credit Memo Cost (CMC) – When a cost discrepancy is marked for resolution with a Credit Memo Cost, a credit memo cost containing the discrepant item is sent to the supplier.
Credit Memo Quantity (CMQ) – When a quantity discrepancy is marked for resolution with a Credit Memo Quantity. A credit memo quantity containing the discrepant item is sent to the supplier.
Reroute Cost Discrepancy (RCD) – When a cost discrepancy is rerouted, the system prompts the user to choose a person to reroute the discrepancy to.
Reroute Quantity Discrepancy (RQD) – When a quantity discrepancy is rerouted, the system prompts the user to choose a person to reroute the discrepancy to.
Receiver Cost Adjustment – PO and receipt only (RCA) – This action creates a record based on the adjusted cost of the receiver and the associated PO (for all locations with same item cost) to match the invoice cost or to another value. This action calls a trigger which invokes an API which does the Receiver Cost Adjustment in RMS.
Receiver Cost Adjustment – PO, receipt and supplier cost (RCAS) – This action is identical to the in addition to the 'Receiver Cost Adjustment - PO and receipt only' except that the supplier cost file in RMS is updated as well.
Receiver Unit Adjustment (RUA) – This action creates a record from the unit adjustment to match the receiver with associated invoice lines. This action calls a trigger which invokes an API which does the Receiver Unit Adjustment in RMS.
Discrepancy Write-Off (DWO) – This action allows the user to stop any further matching activity, export the invoice for payment, and create an entry for the unresolved difference (no document data is created; any discrepancies are written-off).
Deny Dispute (DD) – When the action type is Deny Dispute, Oracle Retail Invoice Matching creates a document that disputes there is a discrepancy.
Split Receipt (SR) – This action allows the user to split the invoice into multiple receipts. The user may then match the invoice to the newly created 'sub-receipt' (extract of the original receipt). The remaining sub-receipt(s) are in unmatched status and available for matching through the auto-match and manual match processes.
Match to Receipt (MR) – This action allows the reviewer to directly match the invoice with the newly created receipt, resolving or partially resolving the discrepancy.
Approve Credit in Disputed Status (ACDS) – This action updates the line status on a credit memo from 'disputed' to 'approved'. There is no document (the user may create a document from the record posted to the table). Approved credit memo lines post to the financial system once each line has been resolved from 'disputed' status.

Tax Resolution Reason Code Actions

If system taxes are selected as correct, the user then selects a reason code with an associated action for how to proceed. Selecting the system as correct means that the invoice is incorrect, and the retailer's recourse at this point is to ask for a corrected invoice. This is done either by sending out a Debit Memo or a Credit Note Request for the incorrect entry. There can be two types of Debit Memos and two types of Credit Note Requests generated, based on the resolution action. The four action types are:

Debit Memo Vat Full (DMVF) – Reason codes with this action will generate a Debit Memo for the 'full' amount of the invoice. All items on the invoice and the invoice itself will be flagged as matched
Debit Memo Vat Item (DMVI) – Reason codes with this action will generate a Debit Memo for just the individual item with the Tax discrepancy. The item will be flagged as matched. If there are no other unmatched items on the invoice, the invoice will also be flagged as matched.
Credit Note Request Vat Full (CNRVF) – Reason codes with this action will generated a Credit Note Request for the full amount of the invoice (see footnote for Debit Memo Vat Full). All items on the invoice and the invoice itself will be flagged as matched.
Credit Not Request VAT Item (CNRVI) – Reason codes with this action will generate a Credit Note Request for just the individual item with the Tax discrepancy. The item will be flagged as matched. If there are no other unmatched items on the invoice, the invoice will also be flagged as matched.

Note:

If a Credit Note Request is sent out, the retailer needs to receive both a Credit Note to 'reverse' the incorrect invoice, and a new invoice with the corrected taxes.

User Groups

In the user group windows, you can define the level of access that each user has to Oracle Retail Invoice Matching. You can assign the same level of access to a group of people. After you create a role, you can further limit a user to specific locations, departments/classes, or reason codes.

This section includes the following user group instructions:

Create a User Group
Delete a User Group
Assign Users to a User Group
Delete a User from a Group
Assign a Department/Class to a User Group
Delete a Department/Class from a User Group
Assign a Location to a User Group
Delete a Location from a User Group
Assign a Reason Code to a User Group
Delete a Reason Code from a User Group