8Define Customer

This chapter contains the following:

Define Customer Account

Use customer account relationships to manage the sharing of billing and shipping services and payment activities between two accounts.

Account relationships let you identify customer accounts that can receive shipments or invoices for another account, as well as accounts that can pay for the open debit items of other accounts.

How You Use Customer Account Relationships

Use the Relationships tab of the Edit Account page to create and maintain account relationships for a particular customer account.

A customer account relationship is either a one-way relationship or a reciprocal relationship. By default an account relationship is one-way, meaning that the parent account can apply receipts to open debit items of the related account, but receipts in the related account can't be applied to open debit items of the parent account. If you want to allow the two accounts to pay for each other's open debit items, then enable the Reciprocal option for the relationship definition.

Enable the Bill To and Ship To options for relationships that involve billing and shipping services. In a one-way relationship, the parent account can process invoices and receive shipments for the related account. In a reciprocal relationship, either account can manage these services for the other account.

You can use the Allow payment of unrelated transactions Receivables system option to help manage customer account relationships. You must not enable this option if you want to restrict the sharing of receipt application and billing and shipping services to the account relationships that you define for each customer account.

If you do enable the Allow payment of unrelated transactions Receivables system option, then any customer account can pay for the open debit items of any other customer account. You can still use account relationships to manage billing and shipping services.

Use the customer account record to maintain detailed information about each of your customer accounts.

Review these activities related to entering and updating customer account information:

  • Payment Details

  • Communication Information

  • Account Relationships

  • Account Profiles

Payment Details

Use the Payment Details section to maintain active receipt methods and payment instruments for use by each customer account. During transaction and receipt entry, Receivables assigns the primary receipt method and payment instruments as the default. You can override these defaults at the transaction or receipt level with another active receipt method or payment instrument belonging to the customer account.

  • Receipt Methods: Assign automatic and manual receipt methods to each customer account. Start and end dates for each receipt method must not overlap.

    • Assign automatic receipt methods for use with automatic receipts. Automatic receipt methods determine the required processing steps for automatic receipts, including confirmation, remittance, and reconciliation.

    • Assign manual receipt methods to indicate which form of receipt to use to collect payment for transactions belonging to this account.

      The primary manual receipt method on bill-to customer accounts and sites is assigned by default to the respective customer invoices and debit memos created manually in the related Create Transaction page.

  • Payment Instruments: Assign credit cards and bank accounts to each customer account. The payment instrument information that you create for a customer account is stored in Oracle Payments for use during funds capture processing.

    • Assign bank accounts for use with automatic receipts. The bank accounts you specify are used by the automatic receipt process to transfer funds from these accounts to your remittance bank accounts.

    • Define multiple customer bank accounts in different currencies and assign bank accounts to customer addresses. The primary bank account for a particular currency is used as the default account during automatic receipt processing. You can define multiple, non-primary accounts in the same currency, even if the date ranges overlap.

Communication Information

Use the Communication section to maintain customer contact persons for each customer account. Information that you can maintain for each contact includes:

  • Name and job title.

  • Contact points, such as phone and fax numbers, email and instant message addresses, and URLs.

  • Job responsibilities.

  • Addresses. You can either enter new addresses specific to the contact, or you can enter addresses of account sites belonging to the customer account.

You can create a new contact person or add an existing contact person for a customer account or account site. If you are adding an existing contact person, you must define a party relationship at the customer level for each party and assign the party the Contact role type.

Account Relationships

Use customer account relationships to manage the sharing of billing and shipping services and payment activities between two accounts.

Account Profiles

The account profile is the profile class record assigned to a customer account for a specified time period. You use the profile class record to organize your customer accounts into categories that reflect the needs of your enterprise. If you assign the same profile class to more than one customer account, you can modify individual profiles according to the needs of a given customer account.

Enter and maintain address information for your Receivables customer records.

When you create a customer, you must enter account and address information. This address becomes an account site record of the customer.

When you create additional customer accounts for the customer, you can either enter new address information to create a new account site, or you can use an existing account site. If you assign an existing account site to the new account, you can modify the address information itself, but you will receive a warning if this address is shared by other parties.

These guidelines apply to entering and updating customer addresses:

  • Reference Data Set for Account Sites

  • Update Sharing

  • Account Address Details

  • Address Business Purposes

  • Reference Accounts

Reference Data Set for Account Sites

Before creating or importing customers, you must create a reference data set for use with customer account sites. You can share this reference data set across one or more business units, according to your requirements.

To access the new reference data set on customer account sites, provision the appropriate data role to the designated users in order to grant them access to the job role for the given business units and reference data sets.

Update Sharing

If you update an address due to incorrect or missing information, these updates are shared with all account sites that use this address.

Update sharing applies to address information only, and not to account address details or business purposes.

Account Address Details

Use the Account Address Details subsection to identify these values for the account site:

  • Customer Category Code: Used to classify this customer according to the needs of your enterprise. You define these category codes using the Trading Community Model.

  • Translated Customer Name: Used to enter the customer name in another language. The translated name replaces the customer name on external documents.

Address Business Purposes

Assign address business purposes to account sites to identify the functions performed by each particular customer account site. You can designate one account site as Primary for each address business purpose.

Common address business purposes include:

  • Bill-to: Assign the bill-to business purpose to account sites designated to receive and process bills. You must create at least one bill-to site to process transactions for a customer.

  • Ship-to: Assign the ship-to business purpose to account sites designated to receive goods purchased by the customer account.

    If you create a ship-to business purpose, you must indicate the related bill-to site that processes the bills for the shipped goods.

    Bill-to sites available for association with ship-to sites either belong to the same customer account or to related customer accounts.

  • Deliver-to: Assign the deliver-to business purpose to sites that receive all or part of goods sent to a ship-to site.

  • Bills of lading: Assign the bills of lading business purpose to sites that manage contracts for carriers that ship customer goods.

  • Dunning: Assign the dunning business purpose to sites that receive dunning letters from you.

  • Late Charge: Assign the late charge business purpose to the site that is assigned the late charge policy for this customer account.

    If the Statement, Dunning, and Late Charges Site Profiles Used profile option is set to Yes, then Receivables uses the late charge policy assigned to the late charge site to calculate late charges on transactions. If the profile option is set to No, then receivables uses the late charge policy assigned to the bill-to site assigned to the transaction.

Reference Accounts

Assign distributions for revenue, freight, receivable, AutoInvoice clearing, tax, unbilled receivable, and deferred revenue accounts to customer bill-to sites. If AutoAccounting depends on Bill-to Site, then Receivables uses the bill-to site of the transaction to determine the related segment for these distributions.

By default the Manage Customers page displays in the Sites section the account sites assigned to the selected customer account.

You can use the Advanced search to search for sites by site number. The search results display all sites across all customers and customer accounts that match the search value.

You can also enable the Show related contact sites option to display in the Sites section additional sites belonging to a customer account that don't display by default.

Additional sites may belong to related parties that, through some action of the party, were used as account sites. For example, an employee placed an order on behalf of the customer account, but used his or her personal address as the shipping address. This created an account site for the customer account with the employee address as the account site address.

Additional sites may also be part of data migration, such as existing account sites from other systems that are linked to the customer account.

Manage Receivables Customer Profile Classes

Use profile classes to organize your customer accounts into categories that reflect the needs of your enterprise. The profile class record contains generic options that you can set in different ways to group your customers into broad categories, such as, for example, by industry, location, size, creditworthiness, business volume, or payment cycles.

For example, you might define three profile classes that reflect customer payment behavior: one for customers who pay promptly; one for late paying customers with high late charge rates; and a third for customers who for the most part pay on time, with discount incentives for early payment.

Profile Class Management

When you create a customer account, Receivables assigns the profile class DEFAULT. Use the Edit Account page to modify this profile class or assign another profile class to the customer account.

When you create a customer site, Receivables does not assign either the DEFAULT profile class or the profile class of the customer account. Instead you must use the Create Site Profile page to assign the first profile class to the site. Use the Edit Site page either to update the existing profile or to assign a new profile class to the site.

After you assign a profile class to a customer account or site, you can modify details of the profile class to meet specific requirements for that account or site. For example, a particular site may transact business in a separate currency, or the site may be subject to additional late charges or penalty charges. These updates apply only to that particular account or site and don't affect the profile class record itself.

Profile class updates and assignments are managed using effective date ranges. Each profile class that you assign or update supersedes the previous profile class for the given date range. In this way you can manage over time the changes that take place in customer behavior or customer requirements. The date of a given transaction or receipt determines which account or site profile applies to the activity. The profile history for an account or site provides details of when a given version of a profile class is active.

After you update an existing profile class, Receivables presents you with three options for how to save your updates. You can update the profile class record only, or you can update the profile class record along with updating in different ways the profiles that make use of this record.

The three options for updating profile class records are:

  • Apply changes to new profiles only.

  • Apply changes to unmodified profiles and version existing unmodified profiles

  • Apply changes to all profiles and version all existing profiles.

This update process is managed by the Propagate Customer Profile Class Update program.

Apply changes to new profiles only

This option updates the profile class record only. It doesn't apply your updates to any account or site profile that uses this profile class.

The changes you make to this profile class will apply to new account or site profiles that are assigned this profile class.

Apply changes to unmodified profiles and version existing unmodified profiles

This option applies versioning to profiles that don't have modified settings. The update process for this option is:

  • Updates the profile class record.

  • Applies your updates to unmodified account and site profiles that use this profile class.

  • Creates a new version of account and site profiles that use this profile class, using the system date as the effective start date.

  • Assigns the previous version of account and site profiles that use this profile class an effective end date of the day before the system date. This previous version remains valid within its effective date range.

Use the Profile History tab of customer account and site records to view the versions of a profile.

Apply changes to all profiles and version all existing profiles

This option applies versioning to all profiles. The update process for this option is:

  • Updates the profile class record.

  • Applies your updates to all account and site profiles that use this profile class.

  • Creates a new version of account and site profiles that use this profile class, using the system date as the effective start date.

  • Assigns the previous version of account and site profiles that use this profile class an effective end date of the day before the system date. This previous version remains valid within its effective date range.

Use the Profile History tab of customer account and site records to view the versions of a profile.

The Credit Check service in the quote-to-cash process evaluates credit authorization requests according to the credit settings in the customer or customer account profile.

Set up the Credit and Collections section of each customer or customer account profile with the settings that you want to use to determine credit authorizations.

The settings used for credit authorization are:

  • Credit Limit field: Enter the total credit limit that the customer or customer account has available in the given currency.

  • Tolerance field: Enter the percentage that a customer can exceed their credit limit.

  • Conversion Rate Type field: Enter the conversion rate type to use to convert transaction amounts to the credit currency.

  • Include in credit check option:

    • If you enable this option, then the application compares the available credit in the applicable currency to the requested amount.

    • If you don't enable this option, then the customer or customer account is excluded from the credit check process.

  • Expiration Offset Days field: Enter the number of days to use in the calculation of the expiration date of a credit authorization.

How the Credit Authorization Expiration Date is Derived

Receivables derives the expiration date of a credit authorization depending on the available date information for the transaction and the value in the Expiration Offset Days field, if there is one.

The logic for deriving the credit authorization expiration date is as follows:

  • If the Expiration Offset Days field contains a value, then:

    • If the fulfillment/shipment date is provided, then: Expiration Date = Fulfillment/Shipment date + Offset Days.

    • If fulfillment/shipment date is not provided, but the sales order date is provided, then: Expiration Date = Sales Order Date + Offset Days.

    • If neither the fulfillment/shipment date nor the sales order date is provided, then: Expiration Date = Credit Authorization Date + Offset Days.

  • If the Expiration Offset Days field doesn't contain a value, then:

    • If the fulfillment/shipment date is provided, then: Expiration Date = Fulfillment/Shipment date + 5.

    • If fulfillment/shipment date is not provided, but the sales order date is provided, then: Expiration Date = Sales Order Date + 5.

    • If neither the fulfillment/shipment date nor the sales order date is provided, then: Expiration Date = Credit Authorization Date + 5.

FAQs for Manage Receivables Customer Profile Classes

The customer profile class shares these default settings with other parts of Receivables: Match Receipts By; AutoMatch rule set; AutoCash rule set; AutoInvoice grouping rule; payment terms; and tax printing options. Each of these settings is used according to the hierarchy required by the transaction or receipt process.

For receipt processing:

  • Receivables searches for a Match Receipts By document type reference to use for receipt and transaction comparison in the order: customer site profile, customer account profile, lockbox (for lockbox processing), and Receivables system options.

  • Receivables searches for an AutoMatch rule set to determine how receipts are applied automatically and transactions recommended for manual application in the order: customer site profile, customer account profile, lockbox (for lockbox processing), and Receivables system options.

  • If Receivables can't match receipts to transactions, the application searches for an AutoCash rule set to use to apply receipts in the order: customer site profile, customer account profile, and Receivables system options.

For transaction processing:

  • During AutoInvoice import, Receivables searches for an AutoInvoice grouping rule to use to group transaction lines into transactions in the order: transaction source, customer site profile, customer account profile, and Receivables system options.

  • Receivables searches for the payment terms to use on a transaction in the order: customer site profile, customer account profile, and transaction type. If the payment terms come from the site profile or account profile, and the Override terms option is enabled, then you can update the default payment terms on the transaction.

  • Receivables searches for the tax printing option to use to print tax on transactions in the order: customer site profile, customer account profile, and Receivables system options. If no value is found, then Receivables uses Total Tax Only as the default value to print transactions.

Manage Customers

You create customers to properly record and account for sales transactions, as well as to identify other attributes of the selling relationship. Recording a sales transaction requires that a customer, stored as a party in the trading community model, has both a customer account and customer site with a bill-to business purpose.

To understand the role of a customer in the context of the trading community model, it is helpful to understand a few related concepts. The key concepts related to customers and customer activities are:

  • Party

  • Customer

  • Customer Account

  • Site

  • Relationship

  • Contact

Party

A party is an entity that can enter into a business relationship with another party, such as buying and selling goods or offering services. A party can be either an organization or a person. A party exists separately from any business relationship that it enters into with another party.

Customer

A customer is a party, either an organization or a person, with whom you have a selling relationship. This selling relationship can result, for example, from the purchase of products and services or from the negotiation of terms and conditions that provide the basis for future purchases.

Customer Account

A customer account represents the attributes of the business relationship that a party can enter into with another party. The customer account has information about the terms and conditions of doing business with the party.

For example, you can create a commercial account for purchases made by a company for internal use, and a reseller account for purchases made by the same company for sales of your products to end users.

You can create multiple customer accounts for a party to maintain information about different categories of business activities. For example, to track invoices for different types of purchases, you can maintain an account for purchasing office supplies and another account for purchasing furniture.

You can also maintain multiple customer accounts for a customer that transacts business with more than one line of business in your organization.

You can share information about a party, such as profile information, creditworthiness, addresses, and contacts, across the customer accounts of the party. In addition, you can also maintain separate profiles and contacts, along with contact addresses and contact points, for each customer account.

Site

A site is a point in space described by an address. A party site is the place where a party is physically located.

A customer site is a party site that is used in the context of a customer account. A single customer account can have multiple sites.

A customer address is a site that is used for billing, shipping, or other purposes that are part of the selling relationship. An identifying address is the party site address that identifies the location of the party. Every party has only one identifying address, but a party can have multiple party sites.

Relationship

A party relationship is the role of the party in the context of another party. Examples include affiliate, subsidiary, partner, employee, or contact.

An account relationship between different customer accounts of a party allows for the sharing of billing, shipping, and payment information.

Contact

A contact is a person who communicates for or acts on behalf of a party or customer account. A contact can exist for a customer at the account or site level.

A person usually acts as a contact for an organization, but can also act as a contact for another person. For example, an administrative assistant is often the contact for an executive.

Use party relationships to model your customer records according to the way you conduct your business. Party relationships can help you better understand and make decisions about the customers that you do business with.

Define party relationships to use with your customer records. A party relationship record contains the name of the party that relates to the customer, the way in which the party relates to the customer (relationship role), and the period of time that this particular relationship exists. You can then add these parties as contacts belonging to the accounts or account sites of a given customer.

A party relationship represents the way two entities interact with each other, based on the role that each entity takes with respect to the other. For example, the employment relationship between a person and an organization is defined by the role of the person as the employee and the organization as the employer.

A relationship can be reciprocal. Each entity is either the subject or object, depending on the perspective, or direction. The party that you define relationships for is the subject, and the party that you relate to is the object. For example, if Joe is the employee of Oracle, then Joe is the subject and Oracle is the object. Oracle as the employer of Joe, which reverses the subject and object, still describes the same relationship.

Use the tax profile to maintain optional tax information about your customers and customer sites. You create third-party tax profiles using Oracle Tax, and you can update these tax profiles for the applicable customer or customer site.

Receivables doesn't populate a customer site record with the tax profile belonging to the customer record. You must define a separate tax profile for each customer site, according to the requirements of the site. Tax profile records defined at the customer site level take precedence over the tax profile record defined at the customer level.

For example, a customer level tax profile might not include tax exemptions. However, one of the related customer sites may be located in a developing country or region, where tax incentives for businesses include tax exemptions on specific products or services. In this case, you should define and maintain a separate tax profile for this customer site.

If you have Data Quality installed, the Trading Community Model manages the merging of duplicate and redundant customer records.

You can manually merge two customer records from the Manage Customers page in this way:

  1. Search for the customer or customers that you want.

  2. Select a customer.

  3. Select the Merge Record command from the Actions menu to open the Merge window.

  4. In the Merge window, select the original record and the duplicate records, and complete the merge request.

  5. Repeat steps 2 to 4 for each customer that you want.

FAQs for Manage Customers

No, creating a customer person or organization only establishes this party as having some kind of selling relationship with you. You also need to create at least one customer account and one customer account site with a bill-to purpose for the customer record in order to properly record and account for both sales transactions with the party and other attributes of the selling relationship with the party.

When you create a customer manually, the customer account is assigned the profile DEFAULT. When you import customers, there is no default profile assigned to the customer account. You must designate a customer account profile in the RA_CUSTOMER_PROFILES_INT_ALL table by specifying information for the CUST_ORIG_SYSTEM and CUST_ORIG_SYSTEM_REFERENCE attributes, and leaving blank the CUST_SITE_ORIG_SYSTEM and CUST_SITE_ORIG_SYS_REF attributes.

If you have Data Quality installed, the Trading Community Model manages the control of duplicate and redundant party information.

If you enter party information resembling or matching existing information, then depending on your setup you are prompted in different ways to manage this information.

This can include:

  • Prevention of data entry.

  • Inclusion with confirmation of data entry.

  • Review and selection of matching or similar data.

Use the Edit Account pages to update information related to the customer accounts created for this customer.

Use the Edit Site pages to update information related to the customer sites created for each of the customer accounts. This includes address information and the tax profile for the related account site.

Manage Customer Data Uploads

Use the Customer Import process to upload customer data into Receivables and the Trading Community Model registry. Customer data includes, for example, Parties, Party Sites, Accounts, Account Sites, Site Uses, along with associated customer attributes, such as customer profiles, customer payment methods, and customer bank accounts.

You can download a customer import FBDI spreadsheet template to use to prepare your data. The template contains an instruction sheet to help guide you through the process of entering your information.

Note: You can also use the Upload Customers from Spreadsheet process to perform an upload of customer data only, without data for the Trading Community Model registry. Use the Upload Customers from Spreadsheet process to upload data for customers, customer contacts, customer bill-to site reference accounts, and customer bank accounts only.

To access the template, complete the following steps:

  1. Navigate to the File-Based Data Import for Financials guide.

  2. In the Table of Contents, click Customer Data Model.

  3. Click Customer Import.

  4. In the File Links section, click the link to the Excel template.

Follow these guidelines when preparing your data in the worksheet:

  • Enter the required information for each column. Refer to the tool tips on each column header for detailed instructions.

  • Do not change the order of the columns in the template.

  • You can hide or skip the columns you do not use, but do not delete them.

After you have completed the template, upload it using the Load Interface File for Import process:

  1. In the Import Process field, select Import Customer Data.

  2. In the Data File field, enter the completed template.

  3. The Load Interface File for Import process uploads the data for each customer included in the template.

Settings That Affect the Customer Import Template

The Customer Import FBDI template contains an instructions tab and nineteen tabs for each of the interface tables used to import customer information:

Spreadsheet Tab Description

Instructions and CSV Generation

Contains instruction information about preparing and loading data, the format of the template, submitting the Customer Import process, and correcting import errors.

Customer Import Interface Tables

Use the applicable tabs to enter customer data for each of the interface tables. These tables are:

  • HZ_IMP_PARTIES_T

  • HZ_IMP_PARTYSITES_T

  • HZ_IMP_PARTYSITEUSES_T

  • HZ_IMP_ACCOUNTS_T

  • HZ_IMP_ACCTSITES_T

  • HZ_IMP_ACCTSITEUSES_T

  • HZ_IMP_ACCOUNTRELS

  • HZ_IMP_ACCTCONTACTS_T

  • HZ_IMP_CONTACTPTS_T

  • HZ_IMP_CONTACTROLES

  • HZ_IMP_CONTACTS_T

  • HZ_IMP_LOCATIONS_T

  • HZ_IMP_RELSHIPS_T

  • HZ_IMP_ROLERESP

  • HZ_IMP_CLASSIFICS_T

  • HZ_IMP_PERSONLANG

  • RA_CUSTOMER_PROFILES_INT_ALL

  • RA_CUST_PAY_METHOD_INT_ALL

  • RA_CUSTOMER_BANKS_INT_ALL

How Customer Data Is Processed

The imported data is loaded into the corresponding Receivables and the Trading Community Model tables. You can monitor and preview data before finally processing data.

For Receivables customer data, each customer must have a unique combination of customer number, customer account number, and customer site number.

Use the Upload Customers from Spreadsheet process to upload customer data in bulk. The single upload process performs all the operations of generating a batch, transferring the customer data in the spreadsheet template to the interface tables, and importing the data from the interface tables into Oracle Applications.

You can download a customer spreadsheet template to use to prepare your customer data. The template contains an instruction sheet and sample data to help guide you through the process of entering your customer information.

Set Up Related Customer Information

Set up the business objects you need in advance of the customer data upload.

This can include:

  • Account address sets: Set up the reference sets you need for your customer account sites.

  • Customer profile classes: Set up one or more profile classes for your customer records.

  • Reference accounts: Set up general ledger accounts that you intend to use as reference accounts for customers.

  • Customer bank accounts: Set up banks and bank account information.

  • Tax information: Set up tax registration numbers and tax rate codes using Oracle Tax.

  • Descriptive flexfields.

Enter Data in the Spreadsheet Columns

Enter data in the designated columns in each of the four worksheets: Customers, Contacts, Reference Accounts, Customer Bank Accounts.

These rules apply to entering data in columns:

  • Column labels with an asterisk (*) denote required columns.

  • Use the Show Extensible Attributes and Hide Extensible Attributes buttons to show or hide additional columns.

  • Don't move or delete existing columns, and don't insert new columns.

  • Enter data in the correct format. In most cases, the columns will format the data that you enter according to the requirements of the upload.

  • Each customer must have a unique combination of these values:

    • Customer number.

    • Customer account number.

    • Customer site number.

  • Each customer contact must have a unique person number.

During upload processing, the Upload Customers from Spreadsheet process checks for unique values in certain columns of the Customers worksheet and Contacts worksheet. If the values are unique, then the record is created. If the values are not unique, then the record fails with an upload error.

The columns with this validation are:

  • Customers worksheet:

    • Customer Number

    • Account Number

    • Site Number

  • Contacts worksheet:

    • Person Number

The following sections provide examples of the validation process. The assumption in these examples is that all records have the same Source System value.

Customers Worksheet: Customer Number Validation

The Customer Number validation looks for a unique combination of values across the Customer Number, Customer Source Reference, and Customer Name columns.

The records in the following table fail the uniqueness validation on the customer number, because, for the same customer name, there are two different customer numbers and customer source references.

Customer Number Customer Source Reference Customer Name

VCORP 256113

VCORP 256113

Vision Corporation

VCORP 256114

VCORP 256114

Vision Corporation

The records in the following table also fail the uniqueness validation on the customer number, because, for the same combination of customer number and customer source reference, there are two different customer names.

Customer Number Customer Source Reference Customer Name

VCORP 256113

VCORP 256113

Vision Corporation

VCORP 256113

VCORP 256113

Vision ABC Corporation

The records in the following table also fail the uniqueness validation on the customer number, because, for the same customer number, there are two different customer source references.

Customer Number Customer Source Reference Customer Name

VCORP 256113

VCORP 256113

Vision Corporation

VCORP 256113

VCORP 256114

Vision Corporation

In like manner, the Account Number validation looks for a unique combination of values across the Account Number, Account Source Reference, and Account Description columns. The Site Number validation looks for a unique combination of values across the Site Number, Site Source Reference, and Site Name columns.

Contacts Worksheet: Person Number Validation

The Person Number validation looks for a unique combination of values across the Person Number, Person Source Reference, and First Name and Last Name columns.

The records in the following table fail the uniqueness validation on the person number, because, for the same combination of person number and person source reference, there are two different first name and last name combinations.

Person Number Person Source Reference First Name Last Name

1000228801

1000228801

Rodney

Jones

1000228801

1000228801

John

Jones

The records in the following table also fail the uniqueness validation on person number, because, for the same person number, there are two different person source references.

Person Number Person Source Reference First Name Last Name

1000228801

1000228801

Rodney

Jones

1000228801

1000228802

Rodney

Jones

The records in the following table pass the uniqueness validation. The validation process allows a combination of two different person numbers and person source references with the same first name and last name combination. This is because two different people may have the same name.

Person Number Person Source Reference First Name Last Name

1000228801

1000228801

Rodney

Jones

1000228802

1000228802

Rodney

Jones

Use the Customer Listing Report to review your customer information. You can review existing customer information, as well as customer information entered manually, uploaded using the Upload Customers from Spreadsheet process, or imported using the Data Import process.

Because customer records can contain large amounts of information, you may find that you need to review customer information that is not present in the predefined report, or filter the displayed information differently. You can copy and modify the full dashboard or individual reports of the dashboard using features of Oracle Transactional Business Intelligence. This lets you replace or add columns to the report that are available from the Receivables Customer Real Time subject area.

The Customer Real Time subject area makes available many additional data attributes for display, including, for example, customer relationships, customer creditworthiness, preferred billing practices, calculation of late charges and penalty charges, and payment preferences.

Use this report when entering new customer information or updating existing customer information.

Selected Report Parameters

Enter a value in at least one of the required parameters to select customer data.

Use additional parameters to refine your customer selections. Additional parameters are available on each tab of the dashboard to accommodate narrowing the selected data based on the type of data, such as customer contacts, customer addresses, and payment information.

Last Update Date

Use this parameter to review uploaded data.

Enter the submission date of a customer upload:

  • Enter a submission date in the first field and leave the second field blank to include all customer data from the submission date to the system date.

  • Enter the same date in both fields to see the results of customer uploads for a given day.

Tip: If you run the report at the end of the day, and if there were multiple uploads in the course of the day, the report will include all of the customer data uploaded. For large volumes of data, you may need to use additional parameters, such as a range of customer names, to filter the data according to your needs.

Because customer records are subject to manual update at any time, it is recommended to run the report as soon as the submission of the customer upload has completed.

Customer Name

Enter a range of customers to display. The report retrieves and displays customer names in alphanumeric order.

To display one customer only, enter the same name in both fields. If you enter a customer name in the first field only, the report displays all customers in alphanumeric order beginning with the first name you enter.

Customer Registry ID

Enter the related party identifier for the customer that you want to display. Use this parameter, for example, to ensure that all accounts for a customer are selected, which in some cases may be more reliable than the customer name.

Customer Class

Display customers belonging to one classification only, for example, Commercial or Government.

Report Output

The predefined report displays customer information in a format similar to the customer upload spreadsheet template.

There are five tabs:

  • Customer General Information: Customer name, customer class, customer profile class, related identifiers (customer registry ID, D-U-N-S, Taxpayer ID, customer account number, site number).

  • Customer Address Information: Address of each customer site and all site-related information.

  • Customer Contact Information: Contact names for each customer account, with full contact details.

  • Customer Reference Account Information: General ledger reference accounts for each customer bill-to site: revenue, freight, receivable, AutoInvoice clearing, tax, unbilled receivable, and deferred revenue.

    When AutoAccounting depends on Bill-to Site, Receivables uses the bill-to site of the transaction to determine the related segment values for the transaction distributions.

  • Customer Payment Information: Bank account information for each customer account.

The predefined report displays all records for a customer account site, even if a record contains no information, such as contacts or payment information. This can help, for example, to identify data that may have been missing from a customer upload. If you do not need to display records with no values, you can modify the individual reports to display only the sites that have the information you need by using the standard functionality of Oracle Transactional Business Intelligence.

You can export information from the report in PDF, Excel, or CSV format for viewing offline.

Import Legacy Customer Credit Card Data

You can import legacy customer credit card data into Oracle Applications Cloud using a data import process.

Note: Credit card services are currently not available in Oracle Financials Cloud implementations.

The data import process includes the following phases:

  • Uploading customer credit card data to CyberSource

  • Downloading tokens from CyberSource

  • Importing customer addresses using a simplified spreadsheet

  • Uploading tokens to Oracle Applications Cloud

Caution: Before you import legacy customer credit card data, you must maintain strict compliance with the Payment Card Industry Data Security Standard (PCI DSS) rules that protect Oracle Applications Cloud from audit. The PCI DSS requires all companies that process, store, or transmit customer credit card information to maintain a secure environment. No customer credit card data can interact with any part of the Oracle Applications Cloud deployment.

Prerequisites

Before you can import legacy customer credit card data, you must perform the following steps:

  • Set up Oracle Payments Cloud as tokenization-enabled.

  • Configure at least one payment system as tokenization-enabled.

  • Tokenize legacy customer credit card data through your tokenization provider.

Uploading Customer Credit Card Data to CyberSource

Summary: Retrieve and complete the CyberSource spreadsheet with your legacy customer credit card data, and upload it to CyberSource.

To upload your customer credit card data to CyberSource to generate token numbers, perform the following steps:

  1. Navigate to the CyberSource Test Business Center at https://ebctest.cybersource.com/ebctest.

  2. Sign in to CyberSource with your Merchant ID, user name, and password.

  3. Navigate to: Tools & Settings > Batch Transactions > Templates to download the spreadsheet from CyberSource. From the Template choice list, select New subscriptions (Created).

  4. Save the spreadsheet to your local drive as a .csv file.

  5. Prepare the CyberSource spreadsheet.

    1. Open the CyberSource spreadsheet in EditPlus and complete the following mandatory fields:

      • Batch ID: Identifier must be unique for every batch.

      • Statement billing address

      • Card holder name: first and last

      • Actual customer credit card number

      • Card brand code: For example, Visa has a card type value of 001.

      • Expiry card details: month and year

  6. Navigate to: Tools & Settings > Batch Transactions > Upload to open the Transaction Batch Upload page.

    1. Enter a reference note about the batch.

    2. Enter your email address to receive notifications about the status of your batch.

    3. Browse for and select the .csv file you just prepared and click Submit. You will receive a confirmation email when all validations are passed.

Downloading Tokens from CyberSource

To download your tokenized customer credit card data spreadsheet from CyberSource, perform the following steps:

  1. In CyberSource, navigate to: Reports > Report Search to open the Report Search page.

    1. From the Report choice list, select the report you want to download that has your batch ID in the name, and select the frequency.

    2. Ensure that the daily report search date is the current date, and click Submit.

      The Report Search Results page appears.

    3. Locate your report by the batch ID in the file name, oraclepayments<BATCHID>.reply.aa.csv, click the download link, and save the report spreadsheet to your local drive.

  2. On your local drive, open the spreadsheet in EditPlus. A few additional fields appear in the spreadsheet.

    Tip: To view the full content of a cell with scientific notation, select the cell to see the full value in the field.
  3. View the token numbers in Column C. An example of a token number is: paySubscriptionCreateReply_subscriptionID=9903000066742619.

    Tip: No column exists in the spreadsheet that associates token numbers with corresponding customer credit card numbers.

Importing Customer Statement Billing Addresses

Summary: Retrieve and complete the simplified customer import spreadsheet, generate the .csv consolidated .zip file, and upload it to Oracle Receivables Cloud.

To import your legacy customer credit card statement billing address to Receivables using a simplified customer import spreadsheet, perform the following steps:

  1. To retrieve the simplified spreadsheet you, perform the following steps:

    1. Sign in to Oracle Applications Cloud as a Receivables manager.

    2. Navigate to the Setup and Maintenance work area.

    3. Search for and select the task titled Manage Customer Uploads.

    4. In the Search Results section, click the Download Customer Spreadsheet Template button to download the simplified spreadsheet.

    5. Save the spreadsheet to your local drive.

  2. On your local drive, open the spreadsheet, select the Customers tab, and enter data in the required fields.

  3. In Column AY, Purpose, you must enter CC_Billing as the customer credit card statement billing address. These addresses are ultimately associated with customer credit card token numbers that you subsequently import to Oracle Applications Cloud.

  4. Select the Instructions tab and click the Generate CSV File button to create individual spreadsheets, along with a consolidated .zip file that contains one or more .csv files.

  5. Navigate to: Receivables > Billing > Billing work area > Tasks icon >Upload Customers from Spreadsheet link to open the Manage Customer Uploads page.

  6. Click the Upload Customers from Spreadsheet button to open the Upload Customers from Spreadsheet dialog box.

  7. Enter a batch name.

  8. Browse for the .zip file you generated in Step 4 and click Submit.

    1. You can track the progress of the upload by navigating to: Navigator > Customer Data Management > Data Import. The process may take awhile.

  9. In the Search Results section on the Manage Customer Uploads page, verify that the simplified customer import spreadsheet has a Status of successful as indicated by a green check mark.

  10. Verify that customer data was uploaded by querying customer data that was populated in the simplified customer import spreadsheet.

Uploading Tokens to Oracle Applications Cloud

Summary: Retrieve and prepare the tokenized spreadsheet, upload it to Oracle Applications Cloud, run the Tokenize Credit Card process, and verify the tokens were imported.

To upload your tokenized customer credit card data to Oracle Applications Cloud, perform the following steps:

  1. Prepare the tokenized spreadsheet.

    1. On https://cloud.oracle.com/home, navigate to Oracle Financials Cloud Documentation and click the Books link for the latest release. By the category of Development, click the File-Based Data Import for Financials Cloud link.

    2. Open the File-Based Data Imports chapter and click the Legacy Credit Card Token Import link.

    3. Click the LegacyCreditCardTokenImportTemplate.xlsm link and download the spreadsheet to your local drive.

    4. From your local drive, open the spreadsheet file in EditPlus so you can view complete token numbers instead of scientific notation.

    5. Enter values for the following columns:

      1. Column A is Origin Source System: Enter the value for the source system that is in your customer import spreadsheet in Column A, Source System.

      2. Column B is Token Number: Enter the token number created for the credit card that is in Column C of the tokenized spreadsheet you downloaded from CyberSource.

      3. Column C is Origin Site Purpose Source Reference: Enter any unique reference number for this spreadsheet file.

      4. Column D is Expiry Date: Enter the year and month that the credit card expires.

      5. Column E is Card Brand: For example, in capital letters, enter VISA, MASTERCARD, DISCOVER, AMEX, DINERS, JCB, ENROUTE, or CARTE.

      6. Column F is Origin System Reference of Owner: Enter the value that is in your customer import spreadsheet in Column AX, Site Purpose Source Reference, if you want to assign tokens at the site level or enter the value that is in your customer import spreadsheet in Column J, Account Source Reference, if you want to assign tokens at the account level.

      7. Column G is Description: Enter free text.

      8. Column H is Purchase Card: Enter N for No or Y for Yes.

      9. Column I is Purchase Card Subtype: Leave this field empty or enter values. Enter values like B (Business Card), C (Corporate Card), P (Purchase Card), or U (Unknown). Values must match standard lookup values with type of IBY_PURCHASECARD_SUBTYPE.

      10. Column J is Owner Level: Enter CUST_ACCT_SITE_USE if you want to assign token numbers at the site level or enter CUST_ACCT_USE if you want to assign token numbers at the account level.

      11. Column K is Masked Credit Card Number: Enter a series of X's followed by the last four digits of the actual credit card. For example, if the credit card number is 16 digits, enter 12 X's followed by four digits with no spaces anywhere.

      12. Column L is Card Holder Name: Enter the first and last name of the cardholder.

      13. Column M is Billing Address: Enter the billing address reference, which is the same as the Origin Site Purpose Source Reference column in this sheet.

    6. After you finish entering data, click the Generate CSV File button on the Instructions and CSV Generation tab of the spreadsheet.

    7. Save the .csv file to your local drive with a unique name.

  2. Upload the tokenized spreadsheet.

    1. Sign in to Oracle Applications Cloud as an implementor.

    2. Navigate to: Navigator > Tools > File Import and Export to open the File Import and Export page.

    3. Click the Upload (+) icon in the Search Results section to open the Upload File dialog box.

    4. Browse to the .csv file that you saved locally and select the file.

    5. From the Account choice list, select fin/payments/import and click Save and Close.

      You can see the saved .csv file in the Search Results section.

  3. Run the Tokenize Credit Card process.

    1. Navigate to: Navigator > Tools > Scheduled Processes.

    2. Click the Schedule New Process button to open the Schedule New Process dialog box.

    3. From the Name choice list, search for and select the Tokenize Credit Card process and click OK to open the Process Details page.

    4. From the Credit Card Data Import File choice list, select the .csv file you uploaded and click Submit.

    5. In the Search Results section of the Scheduled Processes page, click the Refresh icon. The status of the submitted process appears, along with the output.

    6. Click the Attachment link to open the Attachments dialog box.

    7. Click the .txt link associated with your process to open the .txt file.

      You can view the unique, original system reference number that you entered in the tokenized spreadsheet. This indicates that the tokenized spreadsheet was uploaded.

  4. Verify the importation of tokens.

    1. Sign in to Receivables as a Receivables manager.

    2. Navigate to: Receivables > Accounts Receivable to open the Accounts Receivable work area.

    3. Select the Tasks icon and click the Manage Customers link to open the Manage Customers page.

    4. In the Organization Name field, enter the organization that you're looking for and click Search.

    5. Scroll down the page to the Search Results section and select the customer.

    6. Locate and click the site number in the Sites table to open the Edit Site page.

    7. Click the Payment Details tab.

    8. In the Payment Instruments section, Credit Card tab, you can see the last four digits of the credit card number.

FAQs for Manage Customer Data Uploads

You can only upload the .zip file that contains all of the .csv files. You can't select an individual .csv file or the completed .xlsm file template itself.

Either because of invalid data or duplicate records.

Invalid data includes missing information or information in an incorrect format. You can correct some information directly in the Correct Customer Data spreadsheet. If the invalid data is related to the customer profile class, payment method, reference account, or customer bank account, then you must import the correct data using a new spreadsheet upload.

To avoid duplicating existing records, ensure that each customer in the Customers worksheet has a unique combination of these values:

  • Customer number

  • Customer account number

  • Customer site number

Ensure that each contact in the Contacts worksheet has a unique person number.

Manage Data Import

You can use the File-Based Import process to import data from a CSV or XML file. You use the Data Import dashboard to monitor the import job and view reports and statistics.

You can choose to pause a File-Import batch, and then use the Data Import work area to configure data quality services for the batch. You can pause import activities if the HZ_IMP_PAUSE_FILE_IMPORT profile option is set to Yes. If the profile option is set to Yes, all submitted import activities are sent for administrator review and appear in the Data Import Batches Overview page.

Before importing data into the registry, you must decide if you want to use the data quality services and if so, how you want to configure the following data quality services:

  • Batch deduplication

  • Registry deduplication

  • Import to registry options

Batch Deduplication

Batch deduplication lets you identify and resolve duplicates within the batch that you are importing.

To define batch deduplication, you must:

  • Select the match configuration rule you want to use to identify duplicates for each entity.

  • Specify the action to perform on the duplicate records within the batch. These actions are performed when the data is imported into the registry.

Registry Deduplication

Registry deduplication, similar to the batch deduplication, identifies duplicates between the data in the batch and the data in the registry before the data is imported into the registry. Similar to batch deduplication, with registry deduplication you select the match configuration and specify the action for duplication records.

Import to Registry Options

You use the Import to Registry options for these definitions:

  • Import Process mode: You can run the import process in preview mode, or load the data directly into the registry without previewing the data. In preview mode, you can review information, such as the number of duplicates, incorrect addresses in the batch data, the number of records that will be updated, and the number of records that will be created, before the data is actually imported. After reviewing the batch, you can decide to either import the batch, or amend the match configuration rules and actions and then rerun the batch to review the data again.

  • Cleanse Addresses: You can choose to validate the addresses in the interface tables before importing them into the registry. The addresses are validated using an integrated third-party service that verifies addresses and corrects them if they are incorrect.

  • Geography Validation: You can configure geography validation for data import by setting the HZ_IMP_DEFAULT_GEO_VALID_ADDRESS profile option to Yes. This validates the addresses in an import batch against geography data before importing them into the registry. Geography validation uses the geography-based address validation settings for each country, and imports only valid addresses.

    Note: Geography Name Referencing is run on all imported addresses regardless of this profile option setting.
  • Error Handling Limit: You can define how many process errors can be generated by the import batch process before the process terminates automatically.

Example of a Data Import Batch for Customers and Consumers

This example demonstrates how to create a data import batch, and how to define the import process data quality services you want to use on the data prior to completing the import.

Note: Once an import is completed, the data is loaded into the registry.

To import customer and consumer data:

  • Create a data import batch containing customer and consumer objects.

  • Load the import data into the interface tables.

  • Configure the data import process for deduplication.

  • Run the batch in preview mode to check that all duplicate data is removed, then submit the batch.

Create a data import batch

To create a data import batch for customers and consumers:
  1. In the Billing work area, click Customers: Manage Data Import.

  2. In the Manage Data Import Batches page, click the plus (+) icon.

  3. In the Create Data Import Batch window, complete the fields as shown in this table:

    Field Value

    Batch Name

    Customer Import Batch

    Source System

    Comma separated values

    Object

    Customer and Consumer

    Estimated Number of Records

    300

    Batch Description

    Import of customer data

  4. Click Save and Close. The Manage Data Import Batches page displays the new batch with the batch ID.

  5. After creating the import batch, load your data into the interface tables using the FBDI template.

Load the Import Data

To load the import data into the interface tables:
  1. Prepare the FBDI spreadsheet with your customer data.

  2. In the Parties tab, enter the batch ID of the batch you created into the Batch Identifier column.

  3. Generate the .zip file and upload your data using either of these methods:

    • Run the Load Interface File for Import process.

    • Use the ERP integration service.

  4. Run the import batch according to the steps indicated in the following sections.

Define the Data Import Process: Batch Deduplication

You want to check the batch for address, organization, and person duplicates; you also want to remove all of these duplicates from the batch.

  1. Ensure that you have uploaded your customer data to the interface tables using the FBDI template.

  2. In the Manage Data Import Batches page, select the row of the batch you want.

  3. Select Import from the Actions menu.

  4. In the Define Import: Batch Deduplication page, enable the Check for duplicates within the batch before import option.

  5. Complete the fields in the Select Match Configuration to Determine Duplicates Within the Import Batch section, as shown in this table:

    Field Value

    Addresses

    Address Duplicate Identification

    Organizations

    Account Duplicate Identification

    Persons

    Contact Duplicate Identification

  6. Complete the fields in the Override Default Actions section, as shown in this table:

    Field Value

    Select Action for Persons and Organizations

    Remove all duplicates

    Select Action for Addresses

    Remove all duplicates

  7. Click Next.

Define the Data Import Process: Registry Deduplication

You want to check for address, organization, and person duplicates between the import batch and the registry, and prevent the import of duplicate records.

  1. In the Define Import: Registry Deduplication page, enable the Check for duplicates between the import batch and the registry before import option.

  2. Complete the fields in the Select Match Configuration to Determine Duplicates Between the Import Batch and Registry section, as shown in this table:

    Field Value

    Addresses

    Address Duplicate Identification

    Organizations

    Account Duplicate Identification

    Persons

    Contact Duplicate Identification

  3. Complete the fields in the Override Default Actions section, as shown in this table:

    Field Value

    Select Action for Persons and Organizations

    Do not import duplicate records

    Select Action for Addresses

    Do not import duplicate records

  4. Click Next.

Define the Data Import Process: Import to Registry

You want to configure the data import process so that you can view the batch in preview mode, in order to review the data after preprocessing. You want to cleanse addresses before they are imported, and specify an error limit for the batch. You also want to validate all addresses in the import batch against geography data. This validates all incoming addresses as per the geography structure and validation level setup in the Manage Geographies task. The addresses that are reported as Error during validation are not imported.

  1. In the Define Import: Import to Registry page, click the Run the batch in preview mode radio button.

  2. Enable the Cleanse addresses before import option.

  3. Enable the Validate addresses against master reference geography option.

  4. In the Error Limit field, enter 200.

  5. Click Submit.

You can use the File-Based Import process to import data from a CSV or XML file. You can use the Data Import dashboard to monitor the import job and view reports and statistics.

You can pause a File-Import batch, and then use the Data Import work area to configure data quality services for the batch. You can pause import activities if the HZ_IMP_PAUSE_FILE_IMPORT profile option is set to Yes. If the profile option is set to Yes, all submitted import activities are sent for administrator review and appear in the Data Import Batches Overview page.

When defining an import process, you decide whether to run the import process in preview mode, or load the data directly into the registry without previewing the data. You can also cleanse addresses prior to import, validate addresses in an import batch against geography data, and define an error limit for the batch.

Import Process Mode

Run the import batch in preview mode, or load the data directly into the registry. In preview mode, you can review information about the level of duplicates or incorrect addresses in the batch. Additionally, you can review the number of records that will be created or updated for each entity. You can then import the batch, or update the match configuration rules and resubmit the batch.

Import to Registry Options

You can use the import to registry options to:

  • Cleanse addresses: You can choose to validate the addresses in the interface tables before importing them into the registry. The addresses are validated using an integrated third-party service that verifies addresses and corrects them if they are incorrect.

  • Define geography validation: You can choose to validate the addresses in an import batch against geography data before importing them into the registry.

  • Configure error handling limit: You can define how many process errors can be generated by the import batch process before the process terminates automatically.

Geography Validation

You can configure geography validation for data import by setting the HZ_IMP_DEFAULT_GEO_VALID_ADDRESS profile option to Yes. This validates the addresses in an import batch against geography data before importing them into the registry. Geography validation uses the geography-based address validation settings for each country. The addresses with validation errors are not imported.

Note: Geography Name Referencing is run on all imported addresses regardless of the profile option setting.

Error Handling Limit

You can define how many process errors can be generated by the import batch process before the process terminates automatically. Error reports are generated by the application for you to review.

Example of a Data Import Batch for Resources and Partners

This example demonstrates how to create a data import batch, and how to activate the data quality address cleansing service you want to use on the data prior to completing the import.

Note: Once an import is completed, the data is loaded into the registry.

To import resource and partner data:

  • Create a data import batch containing resource and partner objects.

  • Load the import data into the interface tables.

  • Run the batch in preview mode to check the address cleansing results, then submit the batch.

Create a data import batch

To create a data import batch for resources and partners:

  1. In the Billing work area, click Customers: Manage Data Import.

  2. In the Manage Data Import Batches page, click the plus (+) icon.

  3. In the Create Data Import Batch window, complete the fields as shown in this table:

    Field Value

    Batch Name

    Customer Import Batch

    Source System

    Comma separated values

    Object

    Customer and Consumer

    Estimated Number of Records

    300

    Batch Description

    Import of customer data

  4. Click Save and Close. The Manage Data Import Batches page displays the new batch with the batch ID.

  5. After creating the import batch, load your data into the interface tables using the FBDI template.

Load the Import Data

To load the import data into the interface tables:
  1. Prepare the FBDI spreadsheet with your customer data.

  2. In the Parties tab, enter the batch ID of the batch you created into the Batch Identifier column.

  3. Generate the .zip file and upload your data using either of these methods:

    • Run the Load Interface File for Import process.

    • Use the ERP integration service.

  4. Run the import batch according to the steps indicated in the following section.

Define the Data Import Process: Import to Registry

You can configure the following in the Import to Registry page:

  • Select if you want run the batch in preview mode.

  • Configure address cleansing.

  • Define geography validation. This validates all incoming addresses as per the geography structure and validation level setup in the Manage Geographies task. The addresses that are reported as Error during validation are not imported.

  • Specify an error limit.

You want to configure the data import process so that you can view the batch in preview mode, in order to review the data after preprocessing. You want to cleanse addresses before they are imported, and specify an error limit for the batch. You also want to validate all addresses in the import batch against geography data.

To configure registry import options:

  1. Ensure that you have uploaded your customer data to the interface tables using the FBDI template.

  2. In the Manage Data Import Batches page, select the row of the batch you want.

  3. Select Import from the Actions menu.

  4. Click Import to Registry in the navigation train.

  5. In the Define Import: Import to Registry page, click the Run the batch in preview mode radio button.

  6. Enable the Cleanse addresses before import option.

  7. Enable the Validate addresses against master reference geography option.

  8. In the Error Limit field, enter 200.

  9. Click Submit.

Example of a What-If Analysis on a Data Import Batch

This example demonstrates how to perform a What-If analysis on a data import batch that has been processed and completed with the status Preimport Completed. The match configuration is redefined and the import process is resubmitted. The batch deduplication actions are then amended, and the batch import is completed.

The following table summarizes key decisions for this scenario:

Decisions to Consider In This Example

Do you want to redefine batch deduplication match configuration?

Yes, a different match configuration is selected for the Organizations entity.

Do you want to redefine registry deduplication match configuration?

Yes, a different match configuration is selected for the Persons entity.

What actions do you want to take on Persons, Organizations, and Addresses duplicates?

  • Within registry deduplication, choose Do not import duplicate records for Persons and Organizations.

  • Within registry deduplication, choose Import duplicate records for Addresses.

Prerequisites

  1. The data import batch has been created.

  2. The data is uploaded into the interface tables.

  3. The batch is imported and has completed with a status of Preimport Completed.

View the What-If Analysis

  1. In the Billing work area, click Customers: Manage Data Import.

  2. In the Manage Data Import Batches page, click the batch ID link of the Preimport batch you want.

  3. In the Edit Data Import Batch page, review the summary and import process performance information. Click the Import Details button to open the Import Process Details page.

  4. In the Import Process Details page, click the Batch Deduplication tab. Check that you are satisfied with the batch deduplication results.

  5. In the Import Process Details page, click the Address Cleansing tab. Check that you are satisfied with the address cleansing results.

  6. In the Import Process Details page, click the Registry Deduplication tab. Check that you are satisfied with the registry deduplication results.

Redefine the Match Configuration and Resubmit the Import Process

After your review, you decide that the results of the batch and registry deduplication are not as expected. The match configurations need to be redefined.

  1. Click Cancel in the Import Process Details page, and in the Edit Data Import Batch page.

  2. In the Manage Data Import Batches page, select the row of the batch.

  3. Select Import from the Actions menu.

  4. In the Define Import: Batch Deduplication page, choose a different match configuration for the Organizations entity. Click Registry Deduplication.

  5. In the Define Import: Registry Deduplication page, choose a different match configuration for the Persons entity. Click Import to Registry.

  6. In the Define Import: Import to Registry page, click Submit.

Change the Action for Duplicates within the What-If Analysis

You want to view the What-If analysis for the new match configurations that you selected for the batch.

  1. In the Manage Data Import Batches page, click the batch ID link of the batch.

  2. In the Edit Data Import Batch page, review the summary and import process performance information. Click the Import Details button to open the Import Process Details page. The new match configurations have produced satisfactory results, but you would like to change the actions that will be carried out on duplicates.

  3. In the Import Process Details page, click the Registry Deduplication tab.

  4. In the Select Action for Persons and Organizations section, select Do not import duplicate records from the Action field.

  5. In the Select Action for Addresses section, select Import duplicate records from the Action field.

  6. Click Complete Import.

Data Quality Services and Data Import

Data Quality Services ensure the quality of data being imported into the registry. You can configure a data import or file import process to activate these services before importing data into the database.

You can use the following data quality services:

  • Batch Deduplication: Allows you to define deduplication within the data being loaded.

  • Registry Deduplication: Allows you to define deduplication of the data being loaded against the records that already exist in the registry.

  • Import to Registry options: Allows you to define the import process mode, data cleansing, and geography validation.

Data Quality Services for File-Based Import

You can define Registry deduplication options in the file-based import process. You can't define the other Data Quality Services, such as Batch Deduplication and Import to Registry options, for a file-based import activity during the file-based import process. However, an import activity can be paused and sent for administrator review after preprocessing and before importing the data. The administrator can review the import process and configure data quality services.

Import activities are paused and sent for administrator review if the HZ_IMP_PAUSE_FILE_IMPORT profile option is set to Yes.

Data Quality Services for Data Import

You can configure data quality services for data import. For both registry and batch deduplication methods, you select a match configuration to identify duplicates and duplicate resolution action. You can specify:

  • Run the import process in preview mode.

  • Cleanse data before import.

  • Perform geography validation of data before import.

You can configure geography validation for data import at the site level by setting the HZ_IMP_DEFAULT_GEO_VALID_ADDRESS profile option to Yes. The addresses are validated against the master reference geography data, according to the geography-based address validation settings for each country. The addresses with validation errors are not imported.

FAQs for Manage Data Import

Why can't I view the import process details?

The import process details are only available when you run the batch in preview mode, and submitted the batch for import.

Can I import a batch again?

Yes, you can reimport a batch to correct validation errors if the import process status is one of the following: Preimport Completed, Completed With Errors, Error, or Terminated When Error Limit Reached.

Can I redefine the data import process for an already imported batch and reimport it?

Yes. If the data is still available in the interface tables and the batch status is Preimport Completed, Completed with Errors, Error, or Terminated when Error Limit Reached, you can redefine the data import process and reimport the batch.

Once a batch has been successfully imported, you can't reimport the batch, even if the data is present in the interface tables.

How can I view the errors that occurred during preimport processing?

In the Manage Data Import Batches page, click the batch ID of the batch you want. Then in the Edit Data Import Batch page, click the Report button to display the Error Report window.

What happens if I purge a data import batch?

You permanently remove all records in the batch from the import interface tables. You should purge batches after the batch has been imported successfully, and you have ensured that the data in the interface tables is no longer required.

Purging the interface tables improves import performance. To archive imported data, you should copy the data to a set of custom tables.

Why can't I purge a data import batch?

You can't purge data import batches with the status Processing. Purging a batch purges the batch data in the interface tables; this process can't be carried out while the batch is importing the data from the interface tables into the registry.