Auto Invoice Process in Oracle Receivables

On daily basis, there are multiple sales invoices to be created manually, when we need to create multiple invoices in short time then it becomes difficulty. However Oracle EBS is providing a very strong mechanism to import the receivables transactions (Sales invoice) within oracle (OM) and from external system(Legacy System).

Oracle has given functionality to convert the sales orders into sales invoices as well as import ready transaction from non oracle system. Using the details in Sales Order Oracle system uses the interface tables and concurrent program to import the Invoices.

Auto invoice is the interface between Order management and Account Receivables. Auto invoice picks imported data from AR interface tables, validate and create transactions in AR.

Order to Cash Cycle (O2C)

Ø Sales Order can be entered from number of different sources, one can Enter Sales Order manually or import from CRM, EDI or other  systems.

Ø Credit management also performs a credit check on the customer, According to your credit management set-up.

Ø After credit check depending upon management decision, you Can Book the Sales Order:

Ø Once the order is booked , then we will check the ATP, place a demand and reserve on-hand Inventory and we will do the Pick release

Ø Once the order is picked from the stores and released to staging area, then we need to Ship these inventories to Customer’s Ship to Location through Carrier

Transaction data originates from Oracle applications and legacy systems. When the data is brought into the Interface Tables, errors are tracked into the Interface Exceptions Table where they can be corrected. Once the lines are corrected, Auto-Invoices created from the corrected lines. Corrected data is sent to Receivables via the Auto-Invoice program; this includes corrected data for debit memos, credit memos and Invoices.

InterfaceTable(Auto-Invoice) The RA_INTERFACE_LINES interface table stores invoice information. You use SQL*Loader to load invoice information into the interface table for each invoice that you create. When you initiate importing invoices, the Auto-Invoice open interface validates global attribute columns in the RA_INTERFACE_LINES table before creating invoice and invoice lines in Oracle Receivables.

Before running the autoinvoice master program we have to run work flow background process from Order management

Running AutoInvoice:

Run the Auto Invoice Import or Master program to transfer transactions from other systems into Receivables. You can import invoices, credit memos, debit memos, and on-account credits using Auto Invoice. Receivables ensures that the data you import is accurate and valid.

Ø You cannot use AutoInvoice to update existing invoices in Receivables. You can, however, create credit memos and apply them to existing invoices if the invoices are still open (or if the Allow Overapplication check box is checked for that transaction type).

You can submit the AutoInvoice Import, Master, and Purge programs from the Submit Request window. However, you can only submit the AutoInvoice Master and Purge programs from the Run AutoInvoice window.

Ø To cancel a submission of the AutoInvoice Master program, you should cancel each child program individually. Do not cancel the Master program itself.

Run the AutoInvoice Purge program to delete the interface lines that were processed and successfully transferred into Receivables by the AutoInvoice Import program. You do not have to run this program if the Purge Interface Tables option in the System Options window is set to Yes; in this case, Receivables deletes the interface lines automatically after you run AutoInvoice.

To import transactions into Receivables using AutoInvoice:

1.     Navigate to the Run AutoInvoice window.

2.     Enter a request Name of AutoInvoice Master Program.

3.     Enter the Number of Instances to submit.

An instance refers to how AutoInvoice groups and processes your transactions. Submitting a greater number of instances lets you import transactions into Receivables more quickly. You can submit a maximum of 15 instances.

Suggestion: Enter a number of instances based on how many CPUs are available. Use the following formula to determine the number of instances to enter:

(Number of Available CPUs) - 1 = Number of Instances

For example, if you have five CPUs, submit four instances of the AutoInvoice Master program.

4.     Select an Organization. Receivables lets you select either any one operating unit from among the operating units to which you have access or All as the value for the Organization parameter.

              When you submit the AutoInvoice Master program for All organizations, some of the other AutoInvoice Master program parameters may not work as effectively. For example, sales order numbers may not be relevant or contiguous across multiple organizations, and customers may or may not be present in each so parameters at that level of granularity may not bring the desired results if used in conjunction with All organizations.

5.     Enter a Transaction Source and Default Date for this submission. These parameters are required. The Default Date must be in an open or future enterable period.

Depending on how you defined your transaction batch source and if the invoice uses rules, AutoInvoice uses the Default Date if the GL date is not provided or if the date provided is in a closed period.

6.     To limit the transactions AutoInvoice imports, enter selection criteria. For example, enter a Transaction Type, range of Bill to Customer Names, GL Dates, Ship Dates, or Transaction Numbers to import only those transactions. Leave a field blank if you do not want to limit this submission to transactions matching that criteria. Use the Transaction Flexfield parameter to specify which lines you want to import.

7.     Choose whether to Base the Due Date on Transaction Date.

If you enter Yes, then AutoInvoice derives the due date for each transaction based on the transaction date.

If you enter No, then AutoInvoice looks at the setting of the Derive Date option for the transaction's batch source to derive the due date:

If Derive Date is No, then AutoInvoice uses either the rule start date, the transaction date, or the Default Date that you specified for this submission.

If Derive Date is Yes, then AutoInvoice uses the same derivation logic that it uses to determine the GL date.

8.     Enter a number of Due Date Adjustment Days (optional).

If Base Due Date on Transaction Date is Yes, then AutoInvoice ignores this parameter.

If Base Due Date on Transaction Date is No, then AutoInvoice compares the due date that was derived in the previous step against the transaction date plus the number of days that you enter here. AutoInvoice uses whichever date is later as the final due date.

If you do not enter any adjustment days, then AutoInvoice uses the due date that was derived in the previous step.

9.     Choose OK.

10.                        To print the results of this submission, enter Print Options. Enter the number of Copies to print, a printing Style, and the Printer to use.

11.                        To save the output to a file, check the Save Output check box.

12.                        Choose Submit. Receivables displays a concurrent Request ID for this submission and creates the AutoInvoice Execution report. If you have lines that fail validation, AutoInvoice also creates the AutoInvoice Validation report. Use these reports to review the results of your AutoInvoice submission.

To run the AutoInvoice purge program:

1.     Navigate to the Run AutoInvoice window.

2.     Enter a request Name of AutoInvoice Purge Program.

3.     To print the results of this submission, enter Print Options. Enter the number of Copies to print, a printing Style, and the Printer to use.

4.     To save the output to a file, check the Save Output check box.

5.     To run this report more than once, enter Run Options. You can enter a Resubmit interval, a date and time To Start the resubmission, and an ending date on which to cease repeating.

6.     Choose Submit. Receivables displays a concurrent Request ID for this submission. You can use this number to review the status of your request in the Concurrent Requests Summary window.