Set Up UBL 2.1 XML Transaction Delivery

Generate and send XML transactions in UBL 2.1 format for review and approval by business partners and tax authorities before printing final transactions.

Use XML transaction generation and delivery for both your trading partners and tax authorities. For example:

Provide trading partners with XML invoices and credit memos to contribute to a transparent view of financial transactions ahead of final invoicing. Partners can confirm the transaction details or suggest updates.
Generate XML invoices for review by the relevant tax authority. The tax authority can confirm tax compliance and, if necessary, indicate essential data that must be added to the final invoice.

XML UBL 2.1 transaction generation and delivery is configured at the legal entity level, and the transactions are submitted using the Generate and Transfer XML Transactions process. The XML transaction is delivered using the message service in Collaboration Messaging Framework.

This process runs independently of transaction printing, without submitting the Print Receivables Transaction process and without accessing the Preferred Delivery Method settings in the customer account and site profiles.

After receiving and incorporating any review comments from the XML transaction delivery, you run the Print Receivables Transaction process to print and deliver final transactions in PDF format to your business partners and tax authorities.

Collaboration Messaging Framework manages the message exchange of XML transactions between Oracle Receivables and your trading partners.

To set up Collaboration Messaging Framework for XML generation and delivery:

Enable collaboration messaging for Receivables.
Set up service providers.
Set up trading partners.
Set up the message exchange between Oracle Cloud Applications and trading partners.

A successful run of the process generates the extract file and the UBL 2.1 XML transactions. Use the Collaboration Messaging pages to review and correct any failed and undelivered transactions.

To generate XML transactions for review before final printing, you must complete these steps in Receivables:

Configure the applicable legal entity for XML transaction generation and delivery.
Define XML transaction delivery statuses as lookup codes.
Prepare Receivables transactions and customer accounts.

Configure the Legal Entity for XML UBL 2.1 Transaction Delivery

Configure one or more legal entities for generation and delivery of XML UBL 2.1 transactions.

The legal entities you configure must be assigned to the business unit used to create Receivables transactions. You can only create and deliver XML UBL 2.1 transactions under the legal entities configured for XML delivery.

In the Preferred Electronic Invoice Delivery Method descriptive flexfield of the applicable legal entity, you assign the value XML delivery along with PDF generation. This value enables XML transaction generation and delivery under this legal entity.

Note: The Preferred Electronic Invoice Delivery Method descriptive flexfield is configured using the descriptive flexfield column XLE_ENTITY_PROFILES.LE_INFORMATION16. You can't use this column for any other purpose. If this column is customized, the XML transaction generation and delivery will fail.

Don't set up customer account profiles belonging to this legal entity with a Preferred Delivery Method of XML. The XML transaction delivery and review process doesn't access customer account profiles.

To enable a legal entity for XML transaction generation and delivery:

Navigate to the Manage Legal Entity Financial Information page.
Search for and select the Legal Entity you want to open the Edit Legal Entity page.
In the Preferred Electronic Invoice Delivery Method field, select XML delivery along with PDF generation.
Save your work.
If necessary, repeat these steps for any other legal entity that will host XML transaction delivery and review.

Define XML UBL 2.1 Transaction Delivery Statuses

After transaction delivery, you can review the status of XML UBL 2.1 transactions in the XML Delivery Status column of the Manage Transactions page.

The statuses in this column are defined as lookup codes under the XML_DELIVERY_STATUS lookup type. For example, AP (Accepted) or CA (Conditionally Accepted).

To deliver XML transactions and to enable final print and delivery of transactions in PDF format that were successfully delivered as XML transactions, you must first define the same successful status or statuses under the ORA_AR_XML_STATUS_FOR_PRINTING lookup type. The statuses under this lookup type confirm that XML transactions successfully delivered are also eligible for final printing.

If lookup codes are not configured under ORA_AR_XML_STATUS_FOR_PRINTING, then the Generate and Transfer XML Transactions process will end in error.

To define XML transaction statuses for final printing:

Navigate to the Manage Receivables Lookups page.
In the Search section, enter XML_DELIVERY_STATUS in the Lookup Type field and click the Search button.
Review the lookup codes with successful statuses under the XML_DELIVERY_STATUS lookup type.
In the Search section, enter ORA_AR_XML_STATUS_FOR_PRINTING in the Lookup Type field and click the Search button.
In the Lookup Code section, click the Plus (+) icon to open a new row.
In the Lookup Code field, enter a lookup code with a successful status to match a lookup code belonging to the XML_DELIVERY_STATUS lookup type.
In the Reference Data Set field, select the same reference data set as the XML_DELIVERY_STATUS lookup type.
Ensure that the Enabled option is selected.
In the Start Date field, enter the date from which the lookup code is active.
In the Meaning field, enter the same meaning as the corresponding XML_DELIVERY_STATUS lookup code.
Save your work.
If necessary, define a second successful lookup code that matches an existing lookup code in the XML_DELIVERY_STATUS lookup type.

Prepare Receivables Transactions and Customers for XML UBL 2.1 Transaction Delivery

After review and approval of XML transactions by your trading partners and the relevant tax authorities, you can print and deliver final transactions.

Prepare both your Receivables transactions and your customers for final print and delivery.

These settings apply to Receivables transactions:

Transaction Class: Invoice, Credit Memo, Debit Memo, Chargeback.
Note: You can't deliver Balance Forward Bills using XML transaction delivery.
Business unit for the transaction is assigned a legal entity configured for XML transaction delivery.
Transaction type has the Generate Bill field set to Yes.
Transaction is Complete.
Legal entity of the business unit is configured for XML transaction delivery.
Generate Bill field is set to Yes.
Print Status is set to No.

For your customers, use the customer account profile settings only. The customer account settings apply to all sites belonging to the customer account. In the Invoicing section of the Customer Account profile:

Set the Generate Bill field to Yes.
Set the Preferred Delivery Method field to Paper or Email only. You can't select XML or Portal Upload. If you leave this field blank, the default value is Paper.

If you select Email as the Preferred Delivery Method, complete these settings:

In the Communication section of the Edit Account page, define at least one customer contact with both an email address and the Bill-to responsibility. Do not assign this contact the Collections or Dunning responsibility.
In the Billing and Revenue tabbed region of the Receivables System Options record of the applicable business unit, complete the fields in the Transaction Delivery Using Email section.
Set up the attachment of a copy of the emailed transaction to the transaction itself, by enabling the AR_STORE_PRINTED_TRANSACTIONS lookup code under the AR_FEATURES lookup type.