Best Practices for Configuring IDR

These recommendations, guidelines, and tips will help you maximize the accuracy of IDR extraction and recognition, improving invoice entry automation.

It has been the experience of Oracle that the most successful customers closely follow these recommendations.

Before You Start

Prerequisites	Responsibility	Detail
Gather invoices to test. You should have at least 5 invoices from each of your top 10 to 20 suppliers.	You must select the invoices to test in the TEST environment. This lets you check that the setups have the correct configuration and the Supplier information in the application matches the Supplier information on the invoices. The Implementation team must review the testing methodologies for new and existing implementations to ensure the proper testing of IDR.	Make sure you test 20 or more invoices from at least 10 of your most frequent suppliers. You should begin setting aside invoices as soon as you plan on using IDR so that you've enough invoices for testing. Your testing should be end-to-end from email to approval and payment.
Set up the supplier names and addresses in Oracle Cloud Procurement or Oracle Cloud ERP. Make sure that they match exactly to the supplier addresses on the invoices. For example, it's more difficult to accurately detect the supplier if the supplier site record that lists a PO box as an address, but uses a street address on the invoice.	You should decide the configuration of suppliers and supplier sites. Implementation team must ensure that the addresses assigned to the sites match the addresses on the invoices. You and Implementation teams should also try and have unique addresses for each supplier site for the best recognition rates.	IDR uses the supplier name and address as one of the main ways to match the supplier to invoice. If they don’t match, you risk lowering the recognition rates. If there are multiple sites with the same address, then you might need to let Payables know which site the invoice is referencing.
Decide your PO format.	You and the Implementation team should consider an alphanumeric PO number. This ensures that the PO number is unique and IDR doesn't confuse it with any other number on the invoice. IDR uses the PO format defined in Procurement.	The recommended format for best results is 3 letters followed by at least 6 numbers (for example, ABC123456). IDR picks up legacy PO formats imported from legacy systems so there’s no need to create them.
Verify that the PO formats on invoices match exactly to the PO formats set up in procurement.	You and the Implementation team must identify all the PO formats for legacy systems and all departments.	IDR uses both of these PO formats to detect the PO numbers on invoices: The distinct Purchase Order Number formats observed in the Purchase Order tables. The Purchase Order Number formats set up in Oracle Cloud Procurement.
Analyze if there are any specific types of suppliers that should be excluded from recognition. For example, you should exclude invoices from internal suppliers.	You must identify what types of suppliers you've. Implementation team must exclude suppliers, such as internal suppliers used for intercompany purchases.	Implementation team must ensure that all excluded suppliers have the proper supplier type, such as INTERNAL, and populate the AP_EXCLUDE_IMAGE_VENDOR_TYPE lookup. Note: You need to create this lookup. Follow the procedure explained in Exclude Internal Suppliers.
It's possible to have approval issues, such as the invoice attachment missing from the invoice approval notifications. To avoid these, make sure you include various invoices in the test group.	You or the Implementation team must confirm attachment size of the imported invoices. Support team must confirm the configuration of Notification Attachment Size in BPM.	You or Implementation team must increase the attachment size of the email in Application Preferences in the BPM Worklist UI. Note: You can also increase the number of attachments in the Application Preferences.
Verify the invoice date format.	You should verify the local date format used in the supplier's country. This helps avoid any confusion regarding the invoice date captured by IDR.