| Oracle® Retail Invoice Matching User Guide Release 16.0.2 F10136-01 |
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After invoices are matched, they are sent through the Reason Code Rollup Process and then to the Posting program. The Reason Code Rollup generates debit memos or credit memos for any discrepancy for the invoices which were resolved with debit memo or credit memo resolution actions. These resolution debit or credit memos are sent to the posting program along with the matched invoices, manually entered debit memos, credit memos, credit notes, and non-merchandise invoices. Accounting entries for receipt write-offs are generated by the receipt write-off program and these are also sent to the financial staging tables for posting to the financial system.
The Financial Posting Error Maintenance screens are accessed through a standard ADF basic/advance search screen. In most cases that there will be very few invoices in Posting Error status at any given time. Therefore, users can usually request to see all invoices in error status at once.
There are three types of financial posting error transactions which might require attention. All three types of error transactions show up in the same Search Results screen, but when the particular transaction is selected for correction, a specific maintenance screen for that type of transaction is called. The three types of transactions are:
Standard documents (Merchandise Invoices, Non-Merchandise Invoices, Credit Memos, Debit Memos, and Credit Note Requests) which are sent to the IM_AP_STAGE_XX tables to be send to the A/P system. These are the most common document interfaced to the financial system.
Matched merchandise invoices which had been pre-paid or manually paid. These documents have already been sent to the A/P system for payment (either by ReIM or by an external process), so when the 'match' occurs, the accounting entries associated with the match need to go to the G/L system. These transactions are sent to the IM_FINANCIALS_STAGE table.
Receipt Write Off (RWO) transactions. When a receipt is sufficiently aged (based on a supplier option) without matching (fully matching) to an invoice, the 'RWO batch program will 'write-off' the value of the invoice, creating an accounting entry in IM_FINANCIALS_STAGE table which is sent to the G/L system.
The search criteria are used to find all types of financial posting errors. There are two major types of errors:
balancing errors
account validation errors
Balancing errors can be fixed from in one of the Financial Error Maintenance screens. Account validation errors are shown as display only and require the user to fix the accounting setup configuration and rerun the posting process.
Navigate: From the Tasks menu, select Financial Posting Error > Financial Posting Error Search. The Financial Posting Error Search window opens.
Enter criteria as desired to make the search more restrictive. You must enter at least one search criterion.
Table 6-1 Financial Posting Search Fields
| Search Field | Description |
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Vendor |
Allows the user to enter or select a vendor to be used as part of the search criteria. |
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Supplier Site |
Allows the user to enter or select a supplier site to be used as part of the search criteria. When a supplier is specified (as the vendor), the supplier site list of values only displays sites associated with that supplier. |
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Order No. |
Allows the user to enter or select the order number to be used as part of the search criteria. If either vendor or supplier site is specified, the LOV for order number will include only orders for the supplier (or supplier site) specified. |
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Document |
Allows the user to specify the Vendor's Document ID to be used as search criteria. |
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Set of Books |
Allows the user to specify a set of books to be used as search criteria. Set of books is an Advanced Search field. |
Click Search. The search results pane displays the documents that match the search criteria.
Most ReIM transactions are expected to be sent to an accounts payable system for payment (or adjustment to a payment) to the supplier. These transactions include merchandise invoices, debit memos, credit memos, credit notes, and non-merchandise invoices. When an error occurs, the entry is flagged as a posting error, and the entries are not passed on to the financial system. However, the records are retained to provide information to the user as to what caused the error and, in certain specific circumstances, how the user can correct the staging entry so it can be posted.
Navigate: From the Tasks menu, select Financial Posting Error > Financial Posting Error Search. The Financial Posting Error Search window opens.
From the Financial Posting Error Search window, perform a search for financial posting errors. See Searching for Financial Posting Errors for additional information.
In the Search Results pane, highlight the accounts payable interface error you want to resolve and select View from the Action menu. The A/P Interface Error Handling window is displayed.
The A/P Interface Error Handling window is divided into three sections:
Document Header – The top portion is a display only section which shows information from the ReIM document table.
Error Message – The middle portion displays the error message for the entry.
A/P Stage Head/Detail – The bottom portion shows the details of the accounting entries which will would have been sent to the financial system. Top row is the 'Header' information and the remaining rows are the detail.
From the A/P Stage Head/Detail Table, you can edit the amount field on any of the rows with the exception of the first row. The first row is the header (document) amount and cannot be changed.
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Note: Rows cannot be added or deleted from the A/P Interface Detail Table. |
All rows after the first row must accumulate to match the first row's total for the correction to be accepted. The amount on the first row of the table is assumed to be correct. If it is not correct, the error must be addressed outside of this error handling feature, possibly with help of Oracle Support.
Continue making adjustments until the values match. If they do not match exactly, the user must stay on the screen making additional adjustments until they do match, or all the changes must be rolled back to the state they were in when the screen was loaded.
When the entries are in balance, the Submit button is enabled. If the user selects the Submit button, the document is posted, sending the adjusted entries to the financial system. If the document is successfully posted, the transaction is removed from the error handling tables.
