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 |
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Gather invoices to test. You should have at least 5 invoices from each of your top 10 to 20 suppliers. |
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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. |
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Decide your PO format. |
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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:
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Analyze if there are any specific types of suppliers that should be excluded from recognition. For example, you should exclude invoices from internal suppliers. |
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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. |