Transaction Printing After Electronic Invoice Generation

Print Receivables transactions after generation of XML invoices for tax authority approval or trading partner communication.

Electronic invoicing and transaction printing streamline financial transactions and provide more accurate and transparent data to businesses and tax authorities, contributing to better government compliance. In Israel, for example, new standards in 2024 require generating the electronic invoice for the tax authority to provide a confirmation number. The confirmation number received from the tax authority is then printed on the customer invoice. Because of requirements like this, companies need to be able to update and print the customer invoice after it was generated electronically for review by the government tax authority.

Major components of transaction printing after electronic invoice generation include:

• Generate and send Receivables transactions to your service providers as XML invoices in UBL 2.1 format.

• Print Receivables transactions based on the Preferred Delivery Method field in the customer account or site profile.

• Enable the feature in the Manage Financial Information page by defining the value XML delivery along with PDF generation in the global Preferred Electronic Invoice Delivery Method descriptive flexfield.

• Print Receivables transactions for specific legal entities after the electronic invoice is generated.

Generating the XML file:

Run the Generate and Transfer XML Transactions process to generate and send the UBL 2.1 file to your service provider. The process will run on all completed transactions created for a legal entity with a XML delivery along with PDF generation setup, and the Generate Bill option set to Yes.

When the Legal Entity feature is enabled, the XML file is generated independent of the Preferred Delivery Method defined on the customer account or site. The Collaboration Messaging Service provider and Trading Partner setup must be defined. When the setup is missing, the CMK process will end in error.

NOTE: Balance Forward Billing transactions are out of scope for XML generation.

Transaction XML Delivery Status:

• After you run the Generate and Transfer XML Transactions process to deliver transactions in XML format, review the XML Delivery Status. All transactions that were successfully delivered are updated with the XML Delivery Status after printing.

• All XML Delivery Statuses for which printing is enabled should be defined manually as Lookup Codes in the ORA_AR_XML_STATUS_FOR_PRINTING Receivables Lookup Type.

• The Generate and Transfer XML Transactions process checks whether the Legal Entity feature in the Preferred Delivery Method descriptive flexfield is enabled. If Yes, the process checks whether the ORA_AR_XML_STATUS_FOR_PRINTING Receivables Lookup Type contains at least one Lookup Code defined for the submission period. If no lookup codes are defined, the process ends in the Warning status. The process log file will display this Warning message: You must first enter valid XML delivery statuses in the ORA_AR_XML_STATUS_FOR_PRINTING lookup to allow printing of transactions after XML generation.

• After you run the Generate and Transfer XML Transactions process, review the Status of your XML transaction deliveries. If necessary, take corrective actions on transactions that were not successfully delivered. Use the Manage Transactions page to review the XML delivery status. Use Collaboration Messaging to review and correct any transactions with the XML delivery statuses Processing Error or Delivery Failed.
  • Use the Manage Undelivered Collaboration Messages page to review the error details of transactions with the XML delivery status Processing Error.
  • Use the Manage Failed Collaboration Messages page to review the error details of transactions with the XML delivery status Delivery Failed.

• When the XML Delivery status is not updated within 2 hours, the transaction is deleted from the process table. You must re-run the Generate and Transfer XML Transactions process.

Rules for printing transactions when the value XML delivery along with PDF generation is defined in the global descriptive flexfield of the legal entity:

• Transaction is complete, the Generate Bill field is set to Yes, and the XML Delivery Status on the transaction header is not null and is defined in the ORA_AR_XML_STATUS_FOR_PRINTING Receivables Lookup Type as a Lookup Code.

• After the Electronic invoice (XML) is generated, the PDF file is generated for all transactions with the Preferred Delivery Method set to Paper or Email on the customer account or site profile. For the Email delivery method, the PDF file is generated and attached to the email sent to the customer.

• The Preferred Delivery Method Portal Upload is out of scope for the Print Receivables Transactions process.

• The PDF is generated and uploaded as an attachment on the Transaction Header only if the AR_STORE_PRINTED_TRANSACTIONS lookup code under the AR_FEATURES lookup type is Enabled.

• The Transaction print parameter rules for the Print Receivables Transactions process are:
  • Printed: Prints only those transactions that have already been printed. The process reprints the PDF without checking the XML Delivery Status or whether the Electronic Invoice was generated.
  • Unprinted: Prints only those transactions that have never been printed. The Print Receivables process determines whether the Legal Entity in the Preferred Delivery Method descriptive flexfield is defined on the transaction:
    • Legal Entity setup defined: The process checks if the XML file was generated, that is, the XML Delivery Status is defined in the ORA_AR_XML_STATUS_FOR_PRINTING Receivables Lookup Type.
    • Legal Entity setup not defined: The process generates the PDF according to current Print Receivables Transaction functionality.
  • All: Prints both printed and unprinted transactions. The process will check the rules for both Printed and Unprinted transactions, as indicated above.

Status Tracker UI:

• When the XML file is generated, the XML Delivered field in the Status Tracker UI displays Yes. This field is only displayed for transactions created for legal entities where the Preferred Delivery Method DFF is defined.

• In the Status Tracker UI, the fields XML Delivery and Printed are updated with:
  • Yes (XML), when the XML file is generated, but not the PDF file.
  • Yes (Paper), after the transaction is printed.
  • No, when the transaction should also be printed.

• For transactions with legal entities that don’t have the Preferred Delivery Method global descriptive flexfield defined, the field XML Delivery is not visible and the field Printed is updated after the transaction is printed or the electronic invoice is generated.

For legal entity transactions that don’t have the Preferred Delivery Method descriptive flexfield defined, the Print Receivables Transactions process runs independently of the Electronic Invoice process. Transactions are printed based on the customer account or site Preferred Delivery Method. There is no change to existing behavior. The expected values in the XML Delivery method are Paper or Email.

Process Flow Steps:

1. In the applicable legal entity, define in the global Preferred Delivery Method descriptive flexfield the value XML delivery along with PDF generation.

2. Define Status Lookup Codes for the ORA_AR_XML_STATUS_FOR_PRINTING Receivables Lookup Type.

3. Define a Preferred Delivery Method of Paper or Email in the customer account or site profile.

4. Create and complete Receivables transactions for the legal entity, where Preferred Delivery Method is set as XML delivery along with PDF generation.

5. Run the Print Receivables Transactions process with the parameter value Unprinted. The process checks whether the Preferred Delivery Method is set as XML delivery along with PDF generation for the legal entity transactions. If Yes, the process will not print the transactions.

6. Run the Generate and Transfer XML Transactions process to generate the XML extract. The CMK process:
   • Generates the transformed UBL 2.1 file and sends it to the service provider.
   • Updates the XML Delivery Status.

7. If the process ends in error, analyze all error messages, then re-run the Generate and Transfer XML Transactions process with the parameter value Failed Transactions Only.

8. Transaction is not printed and is updated with the XML Delivery Status, after which the PDF can be generated.

9. Run the Print Receivables Transactions process to generate the PDF file. The process will update the status to Printed with the Print Date.

10. Run the Print Receivables Transactions process for transactions with the parameter Printed and process the re-printed transactions without XML Delivery Status validation.

Business benefits include:

• Print transactions after the Electronic Invoice is generated.
• For Electronic Invoices, the XML generation is based on the Legal Entity setup. Customer account setup is not required.
• Simplify the process and setup of sending XML files to the tax authorities by way of the service provider.

Steps to Enable

To enable the Print Receivables transactions after Electronic Invoice generation feature for Legal Entity, follow these steps to define the Preferred Electronic Invoice Delivery Method descriptive flexfield:

1. Navigate to the Setup and Maintenance > Legal Structures > Manage Legal Entity Financial Information task.
2. Search for the Legal Entity you want.
3. In the Preferred Electronic Invoice Delivery Method descriptive flexfield, define the value XML delivery along with PDF generation.

To define XML Delivery Statuses to generate the PDF file, follow these steps:

1. Navigate to the Setup and Maintenance > Receivables Lookup Type > search for the predefined Receivables lookup type ORA_AR_XML_STATUS_FOR_PRINTING.

2. Add the new lookup code for printing. The lookup code must be the same as the lookup code defined in the XML_DELIVERY_STATUS Receivables Lookup Type. Lookup Codes for ORA_AR_XML_STATUS_FOR_PRINTING lookup types are not predefined and must be defined manually.

3. Save your work.

Tips And Considerations

• Complete the required prerequisite steps in Collaboration Messaging Framework to set up the message exchange between Oracle Cloud Applications and trading partners.

• A run of the Generate and Transfer XML Transactions process generates the extract file and the UBL 2.1 Transformed Message in the Manage Collaboration Messaging History page. After the Electronic Invoice is sent to the service provider, the XML Delivery status on the transaction is updated. Define Statuses for printing as Lookup Codes in the new ORA_AR_XML_STATUS_FOR_PRINTING Receivables Lookup Type. The Print Receivables Transactions process will print transactions based on the customer account or site Preferred Delivery Method setup.

Key Resources

• XML UBL 2.1 Transaction Delivery and Final Printing
• Configure the Legal Entity for XML UBL 2.1 Transaction Delivery
• Define XML UBL 2.1 Transaction Delivery Statuses
• Prepare Receivables Transactions and Customers for XML UBL 2.1 Transaction Delivery
• Deliver XML UBL 2.1 Transactions and Print Final Transactions
• Verify Legal Entity Configuration for XML UBL 2.1 Transaction Delivery
• Generate and Deliver XML UBL 2.1 Transactions
• Review XML UBL 2.1 Transaction Delivery and Correct Failures
• Print and Deliver Final Transactions after XML UBL 2.1 Transaction Delivery

Access Requirements

No additional setup is required.