1. Using Financials for EMEA
  2. Printing Commercial Documents for the European Union

Printing Commercial Documents for the European Union

Use the Print Commercial Documents for EMEA feature to generate and print legally compliant commercial documents, such as VAT invoices and correction VAT invoices, for supported European Union (EU) countries.

The feature provides standard layouts for countries like Poland, Russia, and Portugal, and also allows you to design and register custom layouts. This topic summarizes the setup, transaction entry, printing process, and post-printing review for commercial document generation in the EU.

Setup

Security Privilege

To enable this feature, assign security privileges as follows:

  1. Attach the duty role EMEA Financial Reporting (ORA_JE_EMEA_FINANCIAL_REPORTING) to a job role.
  2. Attach this job role to a user.

Tax Reporting Types and Codes

Tax reporting types and codes are used to manage available layouts and print templates, and to classify documents for complex print scenarios.

  • The tax reporting type ORA_JEPL_PCD_PRINT_TEMPLATE manages the layouts used for printing the appropriate template for each transaction.
  • (The code for Poland is ORA_JEPL_PCD_PRINT_TEMPLATE.)
  • Maintain tax reporting types from the Manage Tax Reporting Types page in Setup and Maintenance.
  • Use the tax reporting type ORA_JEPL_TAX_EXEMPTION to manage tax exemption reasons.

First-Party Banking Details

To display the issuer’s legal entity bank details on printed invoices, define banking information as follows:

  1. Navigate to the Legal Reporting Unit Tax Profiles page in Setup and Maintenance.
  2. Select or define the tax registration for the legal reporting unit.
  3. Enter the name, branch, and bank account of the issuer's bank in the Bank Account Details section.

Transaction Types in Oracle Receivables

Receivables transaction types help determine which print layout to use with a particular document.

  1. Go to the Manage Transaction Types page.
  2. Use the reference data set code to search for the transaction type data set.
  3. In the Regional Information section, select the required print template for the transaction type.

Document Fiscal Classifications

Document fiscal classifications are another way to determine the layout for each document.

  1. Assign the layout using one of the tax reporting codes of type ORA_JEPL_PCD_PRINT_TEMPLATE.
  2. For Poland, typical examples include:
    • Regular (ORA_JEPL_TRX_TYPE = VAT; ORA_JEPL_PRINT_TEMPLATE = PL VAT INVOICE)
    • Prepayment (ORA_JEPL_TRX_TYPE = ZAL)
    • Correction (ORA_JEPL_TRX_TYPE = KOREKTA; ORA_JEPL_PRINT_TEMPLATE = PL CORRECTION VAT INVOICE)
  3. Add the tax reporting codes for each classification as needed.
  4. Repeat this setup for correction invoices and prepayments.

Transaction Entry

  • Only completed Receivables transactions are selected for printing.
  • For VAT invoices, there are no specific data entry requirements. When printed in Final mode, a PDF copy is attached to the transaction.
  • For correction VAT invoices, use the Correction Documents feature for your country to create correction invoices.

Printing

Printing Documents

To print commercial documents, follow these steps:

  1. Go to the Scheduled Processes page.
  2. Search for the Print Commercial Documents for EMEA process.
  3. Enter the required parameters for the documents you want to print, as described below.
Parameter Name Description Required?
Legal Entity The legal entity that issued the documents to be printed. Mandatory
Tax Registration Number Tax registration number which issued the documents to be printed. Optional
Business Unit Business unit which issued the documents to be printed. Mandatory
Start Date Start date of the period the documents are registered in. Optional
End Date End date of the period the documents are registered in. Optional
Third Party Type Type of third party the documents are sent to. (“Customer” is available.) Mandatory
Third Party The third party to whom the documents have been issued. Optional
Third Party Site The third party site to which the documents have been issued. Optional
Print Mode Draft or Final. The default value is Draft. Mandatory
Document Type Documents to be printed, limited to specific Document Fiscal Classification. Optional
Start Document Number First number in the range of document numbers to be printed. Optional
End Document Number Last number in the range of document numbers to be printed. Optional
Print Currency Currency in which the documents are to be printed. Mandatory
Print Template Template to be used to print the documents. Optional
Order by The order in which the documents are printed. Mandatory
For Print Mode:
  • Use Draft to verify the data before final printing.
  • Use Final to generate the official document, mark print status as “Final Printed,” and attach the PDF to the transaction.

Printing Process

The printing process includes these main actions:

  1. The system determines the layout to use for each document.
  2. The Print Commercial Documents: Child Process is automatically launched for invoice printouts.
  3. The Process Execution Report is generated, listing all selected transactions and their print status.

Reviewing the Execution Report

After printing, review the Process Execution Report:

  • The report flags any warnings or errors, such as missing associations between document fiscal classification and print template, or missing transaction details (third party, document number, transaction date).
  • If the Document Type is empty but a print template is specified at the transaction type, the template will be used.
  • The report explains why any selected transactions were not printed.

Determining the Layout to Be Used

The application determines the print layout for each document in the following order:

  • If the Print Template parameter is specified, that layout is used.
  • Otherwise, the layout assigned to the Document Fiscal Classification is used.
  • Otherwise, the layout set at the transaction type in Regional Information is used.
Note: Even if no layout is determined, the data extract for the document is available in the Process Execution Report data file. Assign layouts using Document Fiscal Classification for best results.

Additional Details

  • Printed amounts can be displayed in either the entered or ledger currency.
  • When a document is finally printed, its status is set to “Printed.” When printing batches in Final mode, separate duplicate-marked attachments are created for each transaction.
  • To reprint an invoice previously finalized, print the attached PDF from the Review Transaction page.