5 Reviewing Process Integration for Retail Merchandise Procure to Pay
This chapter provides an overview of the process integration for Retail Merchandise Procure to Pay between Oracle Retail Invoice Matching (ReIM) and Oracle Payables and discusses how to:
-
Perform setup tasks
-
Configure and generate data in Oracle Retail
-
Pick up and transform the data
-
Configure and run the process integration for Retail Merchandise Procure to Pay
Process Integration for Retail Merchandise Procure to Pay Overview
ReIM is the source of matched invoices, credit notes, debit memos, and rebates. Oracle Payables requires these details for payment to the suppliers. Invoices from suppliers for retail merchandise are matched to the original purchase order (PO) for the merchandise and the receipt of the merchandise by the retailer. A proper match of invoice, PO, and receipt trigger the payment authorization of the supplier's invoice. Invoices may be authorized for payment prior to receipt of goods for which prepayment is required. When the authorization for payment is generated, the appropriate accounting distribution is also generated to support the payment authorization. The Retail Merchandise Procure to Pay integration automates the processing of invoice payments, adjustments, and write-offs from ReIM to Oracle Payables and General Ledger. Other accounting transactions are generated from ReIM to write off aged receipts that were never invoiced and to post accounting distribution for manually paid or prepaid invoices after receipt.
This integration uses the Bulk Data Integrator (BDI) and RFI application to transfer the data from the Oracle Retail applications to the Oracle GL application (CFIN).
The process integration between ReIM and Oracle Payables supports the following integration flows:
-
Post matched invoices for payment from ReIM to Oracle Payables.
-
Post credit notes (matched or unmatched) for payment adjustment from ReIM to Oracle Payables.
-
Post debit or credit memos for payment adjustment from ReIM to Oracle Payables.
-
Post rebates for payment adjustment from ReIM to Oracle Payables.
-
Post unmatched invoices for prepayment from ReIM to Oracle Payables.
Table 5-1 Business Process Flow for integration of Retail Merchandise and voucher posting interface tables in Oracle Financials (CFIN)
Work Location | Step |
---|---|
Oracle Retail (ReIM) |
Configure and generate outgoing data from ReIM. |
Integration process |
The integration process checks for data in the ReIM Invoice Header and Invoice Lines interface tables. BDI transfers the data from REIM tables to RFI stage table. RFI then loads and transforms the Oracle Retail data into CFIN data and generate a zip files that contains a .csv file with transformed data. Upload the zip file to Oracle Universal Content Management Server (UCM) and run the ERP Integration EssJobs to unzip the file, save the .csv data into Financials Cloud Interface tables and import the data to transaction tables. Delete the data from the source tables (ReIM Invoice Header and Invoice Lines interface tables) after a successful load. |
Oracle Payables |
Launch payables import concurrent program to import data from interface table to payables transaction tables. |
Prerequisites
Before performing this process integration, ensure that:
-
Chart of accounts code combinations are validated.
-
Calendars must be set up for transactions.
-
Supplier synchronization and supplier cross-reference.
-
Supplier address synchronization and supplier address cross-reference.
-
Payment terms synchronization and payment terms cross-reference.
-
Currency code domain value mapping (DVM) and currency exchange rate synchronization.
-
-
Chart of accounts combinations are manually entered into the Oracle Retail and Oracle Financials Application (EBS or PeopleSoft or CFIN).
-
The DVM data is set up in RFI_XREF_DVM table that is used as input in the ODI interfaces.
Assumptions and Constraints
The integration design assumes that:
-
The data moves from one instance of source database to one instance of target database using BDI and RFI integration.
-
If the user loads the same data twice in the Oracle Retail interface table then the data is transported again to the Oracle financials interface tables.
-
In the BDI/RFI interface, no business validation is applied to check whether any data is already transported.
-
The chart of accounts combinations are valid for invoice lines.
-
Invoice lines with invalid combinations are rejected by General Ledger and the correction is a manual process in Oracle Financials applications.
-
Oracle GL does not delete the invoices with source as RETL.
-
Oracle Retail modifies the IM_AP_STAGE_HEAD and IM_AP_STAGE_DETAIL tables and adds an ORG_UNIT column to map it to BUSINESS_UNIT.
Performing Setup Tasks
This section discusses:
-
Setup tasks specific to ReIM
-
Setup tasks specific to Oracle General Ledger
-
Setup tasks specific to Oracle Payables
-
Setup tasks specific to the integration layer
Setup Tasks Specific to ReIM
For more information, see the latest version of the ReIM Operations Guide for details about the setup tasks specific to ReIM.
Setup Tasks Specific to Oracle Payables
Perform the following tasks:
-
Need to check
-
Suppliers synchronization
-
Supplier locations synchronization
-
Payment Terms synchronization
-
Chart of account code combination validation
-
Currency Exchange Synchronization
-
The following DVM have been entered in the RFI_XREF_DVM TABLE:
-
CURR_CODE_DVM
-
BUSINESS_UNIT_DVM
-
TAX_DVM
-
PROC_ORG_UNIT_TO_FIN_ORG_UNIT_DVM
-
CURR_CONV_TYPE_CODE_DVM
-
COA_GLELEMENT_REIM_DVM
-
-
The following XREF has been populated:
-
ORG_ID_XREF
-
SUPPLIER_XREF
-
SUPPLIER_SITE_XREF
-
SUPPLIER_SITE_NAME_XREF
-
PAYMENT_TERMS_XREF
-
TSF_ENTITY_XREF
-
-
The following email options have been entered in the RFI_XREF_DVM TABLE:
-
REIM_AP_MSG_NOTIFICATION
-
Configuring and Generating Data in Oracle Retail
This section discusses how to:
-
Configure the data in Oracle Retail
-
Generate the data in Oracle Retail
Configuring the Data in Oracle Retail
Before running any transaction data, these tasks must be done in ReIM:
-
General ledger (GL) account cross-reference is set up.
-
GL options are defined.
For more information, see the latest version of the ReIM User Guide, specifically the System Administration and the General Ledger Accounts chapters.
Generating the Data in Oracle Retail
In ReIM, the batch process engages in these high-level steps:
-
Performs any resolution actions (for example, instigates the creation of payment documents).
-
Calls the posting process to write applicable financial accounting transactions to the financials staging tables IM_AP_STAGE_HEAD and IM_AP_STAGE_DETAIL
The processing occurs after discrepancies for documents have been resolved by resolution documents. Once all of the resolution documents for a matched invoice are built, and all of the RCA/RUA external processing has been confirmed, the process inserts financial accounting transactions to the financials staging table, to represent the resolution and consequent posting of the invoice. The process also inserts financial accounting transactions for the approved documents that are being handled.
Once all of the transactions have been written, the process switches the status of the current invoices or documents to "Posted", and then moves on to the next invoice or document. If a segment look-up fails, the failed record is written to a financials error table. For more information, see the latest version of the ReIM Operations Guide, specifically the Batch Processes chapter.
Configuring and Running the Process Integration for Retail Merchandise Procure to Pay
This section discusses the steps to prerequisite condition.
Configuring the Process Integration for Retail Merchandise Procure to Pay
Part I: Set up client side configuration and DVM files
Enter appropriate values to the DVM table (RFI_XREF_DVM).
Note:
EXT_SYSTEM column mentioned below can have only one of the three values, either EBS, PSFTor CFIN. It should not have any value other than CFIN.
Table 5-2 DVM Table
DVM Name (CATEGORY_TYPE Column) | Retail Value (RETL_ID column) | E-Business suite value (EXT_SYSTEM_ID column) | EXT_SYSTEM column |
---|---|---|---|
BUSINESS_UNIT_DVM |
Enter Retail Value for Business Unit |
Enter CFIN Value for Business Unit |
CFIN |
CURR_CODE_DVM |
Enter Retail Value for Currency Code |
Enter CFIN Value for Currency Code |
CFIN |
TAX_DVM |
Enter Retail Value for VAT Code |
Enter CFIN Value for VAT Code |
CFIN |
Enter appropriate values for Mail option (RFI_XREF_DVM).
Table 5-3 Mail Option
Name (CATEGORY_TYPE Column) | Retail Value (RETL_ID column) | E-Business suite value (EXT_SYSTEM_ID column) | EXT_SYSTEM column |
---|---|---|---|
ReIM_AP_MSG_NOTIFICATION |
MAIL_SUBJECT |
Enter the mail Subject for Error Notification. |
ReIM |
ReIM_AP_MSG_NOTIFICATION |
MAIL_BODY |
Enter the mail content for Error Notification, Max length 240 chars |
ReIM |
The FROM Email Address and TO Email Address List will be specified during RFI deployment and can be updated again using the system options.
Part II: Set up XREF data
Enter appropriate values to the XREF table (RFI_XREF_DVM).
Note:
EXT_SYSTEM column mentioned below can have only one of the three values, either EBS, PSFT or CFIN. It should not have any value other than CFIN.
Table 5-4 XREF Table
XREF Name (CATEGORY_TYPE Column) | Retail Value (RETL_ID column) | E-Business suite value (EXT_SYSTEM_ID column) | EXT_SYSTEM column |
---|---|---|---|
SUPPLIER_XREF (Inserted by Supplier Integration Adapter) |
Retail Value for Supplier |
CFIN Value for Supplier |
CFIN |
SUPPLIER_SITE_XREF(Inserted by Supplier Integration Adapter) |
Retail Value for Supplier Site |
CFIN Value for Supplier Site |
CFIN |
ORG_ID_XREF (Manual Sync) |
Enter Retail Value for Org Unit |
Enter CFIN Value for Org Unit |
CFIN |
PAYMENT_TERMS_XREF (Manual Sync) |
Enter Retail Value for Payment Term |
Enter CFIN Value for Payment Term |
CFIN |
Part IV: Scenario test
Running the Process Integration for Accounting Entries (CFIN)
This process in BDI processflow runs every night and gets triggered from POM schedules. On RFI side, for the Bulk Adapter ReIM to Financial - Transform Cfin ReIM Invoice Entry, the button is located in the column to Start/Stop the adapter in Adapter Manager UI page (process triggers automatically in every 10 mins). Corresponding Service adapter also needs to be executed to complete the file transfer to UCM (CFIN) (this process also triggers automatically in every 10 mins).