1. Using Receivables Credit to Cash
  2. How AutoInvoice Processes Data During Import

How AutoInvoice Processes Data During Import

Use the Import AutoInvoice process to import and validate transaction data from Project, Distributed Order Orchestration, and non-Oracle financial systems to create invoices, debit memos, credit memos, and on-account credits in Receivables.

You can download an AutoInvoice spreadsheet template to use to prepare your data. The template contains an instruction sheet to help guide you through the process of entering your information.

To access the template, complete the following steps:

  1. Navigate to the File-Based Data Import for Financials guide.

  2. In the Table of Contents, click Receivables.

  3. Click AutoInvoice Import.

  4. In the File Links section, click the link to the Excel template.

Follow these guidelines when preparing your data in the worksheet:

  • Enter the required information for each column. Refer to the tool tips on each column header for detailed instructions.

  • Don't change the order of the columns in the template.

  • You can hide or skip the columns you don't use, but don't delete them.

After you have completed the template, upload it using the Load Interface File for Import process:

  1. In the Import Process field, select Import AutoInvoice.

  2. In the Data File field, enter the completed template.

  3. The Load Interface File for Import process uploads the data to the AutoInvoice interface tables.

The Import AutoInvoice process transfers the template transaction data to the AutoInvoice interface tables, then selects data from the interface tables to create transactions and transfer them to the Receivables tables. During the import process, Receivables rejects transactions with invalid information and transfers them to RA_INTERFACE_ERRORS_ALL.

This figure describes the AutoInvoice import process:

This figure shows how an import process formats and loads data from a feeder system into the AutoInvoice Interface tables.

AutoInvoice transfers transaction data from the interface tables to these Receivables tables:

  • RA_BATCHES_ALL

  • RA_CUSTOMER_TRX _ALL

  • RA_CUSTOMER_TRX_LINES _ALL

  • RA_CUST_TRX_LINE_GL_DIST_ALL

  • RA_CUST_TRX_LINE_SALESREPS_ALL

  • AR_PAYMENT_SCHEDULES_ALL

  • AR_RECEIVABLE_APPLICATIONS_ALL

  • AR_ADJUSTMENTS_ALL

Settings That Affect AutoInvoice Import Processing

These settings affect AutoInvoice import processing:

  • Receivables interface tables: The interface tables temporarily store the transaction data from your source system. You can enter values in specific columns of these tables to pass to AutoInvoice during the import process.

  • AutoAccounting: You must set up AutoAccounting, even if you only use AutoInvoice to create transactions and pass distribution lines through the import process.

  • Item Validation Organization Receivables system option: You must set this Receivables system option for AutoInvoice to function correctly, even if you don't plan to use inventory items.

  • Conversion rates: If necessary, define the conversion rates that you need for your transactions in General Ledger.

    If a transaction uses conversion rates, AutoInvoice uses the rate on the conversion date, if one is provided. Otherwise, AutoInvoice determines the conversion rate using the transaction date.

    If the value of RA_INTERFACE_LINES_ALL.CONVERSION_TYPE is User, then you must provide a conversion rate in RA_INTERFACE_LINES_ALL.CONVERSION_RATE.

  • Transaction source: Select an Imported transaction source for a run of the Import AutoInvoice process. These settings on the Imported transaction source influence the import process:

    • Receipt Handling for Credits option: Enable this option if you want AutoInvoice to manage imported credit memos against paid transactions.

    • AutoInvoice Options section: Use the settings in this section to modify details of the import process.

    • Import Information section: Use the settings in this section to indicate how AutoInvoice validates imported data.

  • AutoInvoice grouping rule: Define an AutoInvoice grouping rule to identify the transaction attributes that must be identical in order to group transaction lines into one transaction.

    You can assign an AutoInvoice grouping rule to the Imported transaction source. If you don't assign a grouping rule to the transaction source, AutoInvoice derives the grouping rule based on the hierarchy: Transaction source; Customer site; Customer profile; System options.

  • AutoInvoice line ordering rule: Define an AutoInvoice line ordering rule to organize the transaction lines belonging to a transaction created by the grouping rule in a specific order. You assign the line ordering rule to the AutoInvoice grouping rule used for the import process.

  • Business Unit parameter: Use the optional Business Unit parameter of the Import AutoInvoice process to specify which business unit to process for imported transactions. If you don't enter a value in this parameter, then Import AutoInvoice processes all transactions in all business units that you have access to.

How Imported Data Is Processed

The Import AutoInvoice process consists of three phases: validation, grouping, and transfer.

In the validation phase, AutoInvoice validates all line-level data in the interface tables, and validates additional data not dependent upon a successful grouping. Additional data validations include, for example, validating transaction types and validating that only one freight account exists for each freight line passed.

In the grouping phase, AutoInvoice groups the validated lines in the interface tables into transactions according to the settings of the active AutoInvoice grouping rule and AutoInvoice line ordering rule, and validates header-level data needed for each grouping of lines into a transaction.

Tip: If AutoInvoice incorrectly groups transactions, review the details of the AutoInvoice grouping rule, paying particular attention to the mandatory and optional attributes that are included in the rule.

In the transfer phase, AutoInvoice transfers the transactions created from transaction lines to the Receivables tables and validates the transferred data.

How Freight Lines and Late Charges Are Processed

AutoInvoice ensures at most one freight line for an imported invoice, or at most one freight line per transaction line, but not both. If you import multiple header freight lines for one invoice, AutoInvoice validates that all of the freight lines apply to the same freight account and consolidates them into one line. This consolidated freight line is the only freight line for this invoice passed to the Receivables tables. If all of the freight lines don't apply to the same freight account, then AutoInvoice rejects the invoice.

If AutoAccounting for Freight is based on Standard Lines, then you can't import invoices with header level freight. All freight lines in this case must be associated with a standard line in order for AutoAccounting to determine the account. If the transaction has a line type of LINE with an inventory item of freight, AutoAccounting uses the revenue scheduling rules for the freight account rather than the revenue account.

AutoInvoice processes both debit memos with late charge lines and credit memos that are against debit memos with late charge lines. If LINE_TYPE = CHARGES, AutoInvoice doesn't calculate tax, freight, or sales credits on this line. If you pass a late charges distribution in RA_INTERFACE_DISTRIBUTIONS_ALL, then the ACCOUNT_CLASS must equal CHARGES.

In order for AutoInvoice to pass a late charge line, don't enter a value in the following columns in RA_INTERFACE_LINES_ALL:

  • INVOICING_RULE_ID

  • INVOICING_RULE_NAME

  • ACCOUNTING_RULE_ID

  • ACCOUNTING_RULE_NAME

  • ACCOUNTING_RULE_DURATION

  • RULE_START_DATE

  • UOM_CODE

  • UOM_NAME

  • AMOUNT

If you're passing a debit memo late charge line, then RA_INTERFACE_LINES.QUANTITY must equal 1. If you're passing a credit memo against a debit memo with a late charge line, then RA_INTERFACE_LINES.QUANTITY must equal -1 or 1.

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