Category Archives: AR

Receivables Descriptive Flexfields

Receivables Descriptive Flexfields

Oracle Receivables uses the transaction flexfields to uniquely identify each transaction line that is imported though AutoInvoice.

AutoInvoice is capable of using information from four types of transaction flexfields:

  • Line Transaction Flexfield
  • Link-to Transaction Flexfield
  • Reference Transaction Flexfield
  • Invoice Transaction Flexfield

If Autoinvoice is used it is mandatory to define: (1) Line Transaction Flexfield (line level information) and (2)  Invoice Transaction Flexfield (header level information).

If Link-to and Reference Transaction flexfields is not explicitly defined, Autoinvoice will use the flexfield structure of the Line Transaction Flexfield to determine Link-To and Reference information.

Creating a Line Transaction Flexfield:

The Line Transaction Flexfield must be defined if implementing AutoInvoice. Line Transaction Flexfields are unique for each record in the interface table and therefore can be used as record identifiers.

When defining Line Transaction Flexfield the following must be consider:

  • Unique Identification

The combination of segment values must be defined to uniquely identify each incoming transaction line. Each line must be unique in RA_INTERFACE_LINES_ALL. These unique lines are the basis of the data created in RA_CUSTOMER_TRX_LINES_ALL which contains line items for existing chargebacks, credit memos, debit memos, deposits, and invoices.

  • Grouping

The Grouping Rules to group the segments of the Line Transaction Flexfield, such that identical data in some attributes will create a single invoice.

  • Ordering

The segment values in Line Transaction Flexfield segments with Line Ordering Rules to change the sequence of invoice lines grouped into an invoice.

  • Information

The Line Transaction Flexfield can be seen in invoice lines.  You can define segments of the flexfield to contain descriptive information.  You can later use this descriptive information to query and find your invoices in the Transactions Workbench.

Use columns INTERFACE_LINE_ATTRIBUTE1-15 and INTERFACE_LINE_CONTEXT

The value you provide in INTERFACE_LINE_CONTEXT allows Autoinvoice to verify that you have provided the correct number of segments in your interface data, to match the segments you defined in your Line Transaction Flexfield. Usually it is defined

The following are some examples of Line Transaction Flexfields that are seeded by Oracle for AutoInvoice:

CLAIM 
CONTRACTS 
EXCHANGE INVOICES 
EXCHANGE_XML_INVOICE 
INTERCOMPANY 
LOANS 
OKS CONTRACTS 
ORDER ENTRY 
ORDER MANAGEMENT 
PROJECTS INVOICES 
SERVICE 
STP NETTING

Responsibility: Receivables Manger
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

Query for Application = Receivables, Title = Line Transaction Flexfield

See the Interface line attribute6 is populated Order Line Id:

Now defining  Line Transaction Flexfield structures to bring in transactions from outside sources.

Creating new Line Transaction Flexfield Code: XAOA, Name: AOA Flexfield, Description: All Oracle Apps Flexfield

Click on the Segments button and add two rows as shown below. These two rows are just to demonstrate the flexfield concept, you can add as many rows as necessary to capture the information you want to store. The combination of the values in the segments should uniquely identify each transaction line.

Save your changes, go back to the previous form and this time check the Freeze Flexfield definition checkbox.

Compile the Flexfield Definition as below:

Once this has completed the new transaction flexfield is ready for use. The data from the Line Transaction flexfield is stored in RA_CUSTOMER_TRX_LINES_ALL.INTERFACE_LINE_ATTRIBUTE1-15 and
RA_CUSTOMER_TRX_LINES_ALL.INTERFACE_LINE_CONTEXT.

Creating a Link-to Transaction Flexfield:

Link-To Transaction Flexfields have the same structure as the Line Transaction Flexfield. Link-To Transaction Flexfields are used to relate rows within a batch of interface table data to each other. This is used to import tax and freight charges associated to specific transaction lines.

Use columns LINK_TO_LINE_ATTRIBUTE1-15 and LINK_TO_LINE_CONTEXT to link a Freight or Tax Line to a particular transaction line.

Responsibility:
 Receivables Manager
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

Query for Application = Receivables, Title = Link-to Transaction Flexfield

Unfreeze the Flexfield definition and add a new Context in the Context Field Values section as shown below:

Add records one for Order Id and Line Id. The combination of the values in the segments should uniquely identify each transaction line. The structure should be similar to the Line Transaction Flefield.

Freeze the flexfield definition and compile the Flexfield.

The values in the LINK_TO_ATTRIBUTE* fields in row 2, contain the values in the INTERFACE_ATTRIBUTE* fields in row 1. This indicates that row 2 contains the TAX data for row 1 LINE.

The data from the Link-to Transaction flexfield is stored in RA_CUSTOMER_TRX_LINES_ALL.LINK_TO_ATTRIBUTE1-15 and
RA_CUSTOMER_TRX_LINES_ALL.LINK_TO_CONTEXT.

Creating a Reference Transaction Flexfield:

Reference Transaction Flexfields have the same structure as the Line Transaction Flexfields, this is used to apply a credit memo to an invoice, or associate an invoice to a commitment within the same interface batch data.

Use the REFERENCE_LINE_ATTRIBUTE1-15 and REFERENCE_LINE_CONTEXT columns to contain the line transaction flexfield values of the invoice or commitment this transaction is associated to.

Responsibility: Receivables Manager
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

Query for Application = Receivables, Title = Reference Transaction Flexfield

Create a new Context for AOA REF.

Add new records for Order Id and Legacy Id for reference.

This data interfaces a credit memo against the invoice in the interface table that has INTERFACE_LINE* fields = ORDER 1 and LEGACY LINE 1.

The data from the Reference Transaction flexfield is stored in RA_CUSTOMER_TRX_LINES_ALL.REFERENCE_LINE_ATTRIBUTE1-15 and
RA_CUSTOMER_TRX_LINES_ALL.REFERENCE_LINE_CONTEXT.

Freeze the Flexfield definition and Compile the Flexfield Definition.

Creating an Invoice Transaction Flexfield:

Invoice Transaction Flexfield is for header level segments. If you define this flexfield, then the segments you use here should also be included in the AutoInvoice grouping rules.

Use columns HEADER_ATTRIBUTE1-15 and HEADER_ATTRIBUTE_CATEGORY.

The flexfields captured here are stored at the transaction header level as opposed to the transaction line level used by the previous 3 flexfields.

If  interfacing data from Order Management, the data you populate in the Order header transaction flexfield (Transaction Flexfield for Application = Order Management, Title = Additional Header Information) is interfaced into RA_INTERFACE_LINES.HEADER_ATTRIBUTE_CATEGORY + HEADER_ATTRIBUTE1-15.

Responsibility: Receivables Manager
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

Query for Application = Receivables, Title = Invoice Transaction Flexfield

Unfreeze the Flexfield and create a new context for Header as below:

The combination of the values in the segments should uniquely identify each transaction. The value under Column is not completely shown, the rows have the value INTERFACE_HEADER_ATTRIBUTE1 to INTERFACE_HEADER_ATTRIBUTE3.

The Invoice Transaction Flexfield should contain data that is unique per transaction (and not per transaction line). The structure of this flexfield does not need to correspond to the Line Transaction Flexfield data

Freeze and compile the flexfield definition. The data from the Invoice Transaction Flexfield are stored in RA_CUSTOMER_TRX_ALL.ATTRIBUTE1-15 and RA_CUSTOMER_TRX_ALL.ATTRIBUTE_CATEGORY.

Seeded Line Transaction Flexfield information:

Listed below are the more popularly used seeded Line Transaction Flexfields in AutoInvoice. The table shows the Context Name (INTERFACE_LINE_CONTEXT) and the values in each of the segments associated to the Line Transaction Flexfield.

Context Name RA_INTERFACE_LINES_ALL field Description
CLAIM INTERFACE_LINE_ATTRIBUTE1 Claim Number
INTERFACE_LINE_ATTRIBUTE2 Claim Id
INTERFACE_LINE_ATTRIBUTE3 Claim Line Id
INTERFACE_LINE_ATTRIBUTE4 Earnings Attached Flag
INTERFACE_LINE_ATTRIBUTE5 Customer Reference
INTERFACE_LINE_ATTRIBUTE6 Customer Reason
INTERFACE_LINE_ATTRIBUTE7 Claim Reason
CONTRACTS INTERFACE_LINE_ATTRIBUTE1 Contract Id
INTERFACE_LINE_ATTRIBUTE2 Service Id
INTERFACE_LINE_ATTRIBUTE3 Contract Number
INTERFACE_LINE_ATTRIBUTE4 Billing Id
INTERFACE_LINE_ATTRIBUTE5 Contract Type Id
INTERFACE_LINE_ATTRIBUTE6 Contract Group Id
INTERFACE_LINE_ATTRIBUTE7 Transaction Start Date
INTERFACE_LINE_ATTRIBUTE8 Transaction End Date
INTERFACE_LINE_ATTRIBUTE9 Transaction Amount
INTERFACE_LINE_ATTRIBUTE10 Service Transaction ID
EXCHANGE INVOICES INTERFACE_LINE_ATTRIBUTE1 Billing Party ID
INTERFACE_LINE_ATTRIBUTE2 Billing Site Use ID
INTERFACE_LINE_ATTRIBUTE3 Billing Interface Request ID
INTERFACE_LINE_ATTRIBUTE4 Billing Period
INTERFACE_LINE_ATTRIBUTE5 Billing Activity Type ID
INTERCOMPANY INTERFACE_LINE_ATTRIBUTE1 Order Number
INTERFACE_LINE_ATTRIBUTE2 Order Line Number
INTERFACE_LINE_ATTRIBUTE3 Shipping Warehouse
INTERFACE_LINE_ATTRIBUTE4 Selling Operating Unit
INTERFACE_LINE_ATTRIBUTE5 Shipping Operating Unit
INTERFACE_LINE_ATTRIBUTE6 Order Line ID
INTERFACE_LINE_ATTRIBUTE7 Reference
INTERFACE_LINE_ATTRIBUTE8 Order Org ID
INTERFACE_LINE_ATTRIBUTE9 Price Adjustment ID/Order ID
INTERFACE_LINE_ATTRIBUTE15 Create AP Invoice
LOANS INTERFACE_LINE_ATTRIBUTE1 Loan ID
INTERFACE_LINE_ATTRIBUTE2 Amortization Schedule ID
INTERFACE_LINE_ATTRIBUTE3 Payment Number
INTERFACE_LINE_ATTRIBUTE4 Loan Number
INTERFACE_LINE_ATTRIBUTE5 Line Type
INTERFACE_LINE_ATTRIBUTE6 Payment Order
INTERFACE_LINE_ATTRIBUTE7 Parent Amortization ID
OKS CONTRACTS INTERFACE_LINE_ATTRIBUTE1 CONTRACT_NUMBER1
INTERFACE_LINE_ATTRIBUTE2 CONTRACT_MODIFIER
INTERFACE_LINE_ATTRIBUTE3 INSTANCE_NO
INTERFACE_LINE_ATTRIBUTE4 BILLED_FROM
INTERFACE_LINE_ATTRIBUTE5 BILLED_TO
INTERFACE_LINE_ATTRIBUTE6 AMOUNT
INTERFACE_LINE_ATTRIBUTE7 BILLED_FROM_DATE
INTERFACE_LINE_ATTRIBUTE8 START_DATE
INTERFACE_LINE_ATTRIBUTE9 Line_TYPE
INTERFACE_LINE_ATTRIBUTE10 Bill_Installment_number
ORDER ENTRY INTERFACE_LINE_ATTRIBUTE1 Order Number
INTERFACE_LINE_ATTRIBUTE2 Order Type
INTERFACE_LINE_ATTRIBUTE3 Delivery
INTERFACE_LINE_ATTRIBUTE4 Waybill
INTERFACE_LINE_ATTRIBUTE5 Count
INTERFACE_LINE_ATTRIBUTE6 Line ID
INTERFACE_LINE_ATTRIBUTE7 Picking Line ID
INTERFACE_LINE_ATTRIBUTE8 Bill of Lading
INTERFACE_LINE_ATTRIBUTE9 Customer Item Part
INTERFACE_LINE_ATTRIBUTE10 Warehouse
INTERFACE_LINE_ATTRIBUTE11 Price Adjustment ID
INTERFACE_LINE_ATTRIBUTE12 Shipment Number
INTERFACE_LINE_ATTRIBUTE13 Option Number
INTERFACE_LINE_ATTRIBUTE14 Service Number
ORDER MANAGEMENT INTERFACE_LINE_ATTRIBUTE1 Order Number
INTERFACE_LINE_ATTRIBUTE2 Order Type
INTERFACE_LINE_ATTRIBUTE3 Delivery
INTERFACE_LINE_ATTRIBUTE4 Waybill
INTERFACE_LINE_ATTRIBUTE5 Count
INTERFACE_LINE_ATTRIBUTE6 Line ID
INTERFACE_LINE_ATTRIBUTE7 Picking Line ID
INTERFACE_LINE_ATTRIBUTE8 Bill of Lading
INTERFACE_LINE_ATTRIBUTE9 Customer Item Part
INTERFACE_LINE_ATTRIBUTE10 Warehouse
INTERFACE_LINE_ATTRIBUTE11 Price Adjustment ID
PROJECTS INVOICES INTERFACE_LINE_ATTRIBUTE1 Project Number
INTERFACE_LINE_ATTRIBUTE2 Draft Invoice Number
INTERFACE_LINE_ATTRIBUTE3 Agreement Number
INTERFACE_LINE_ATTRIBUTE4 Project Organization
INTERFACE_LINE_ATTRIBUTE5 Project Manager
INTERFACE_LINE_ATTRIBUTE6 Line Number
INTERFACE_LINE_ATTRIBUTE7 Type
INTERFACE_LINE_ATTRIBUTE8 Line Type
SERVICE INTERFACE_LINE_ATTRIBUTE1 Service Order Number
INTERFACE_LINE_ATTRIBUTE2 Reference Number
INTERFACE_LINE_ATTRIBUTE3 Service Transaction ID
INTERFACE_LINE_ATTRIBUTE4 Termination Start Date
INTERFACE_LINE_ATTRIBUTE5 Termination End Date
INTERFACE_LINE_ATTRIBUTE6 Service Order Line ID
STP NETTING INTERFACE_LINE_ATTRIBUTE1 Customer Ref
INTERFACE_LINE_ATTRIBUTE2 Customer Site
INTERFACE_LINE_ATTRIBUTE3 Batch Source
INTERFACE_LINE_ATTRIBUTE4 Package id
INTERFACE_LINE_ATTRIBUTE5 Trx Number
INTERFACE_LINE_ATTRIBUTE6 Trx Type
INTERFACE_LINE_ATTRIBUTE7 Orig Trx Ref

Reference: Metalink.oracle.com

Define Common Accounts Receivable Configuration

Define Common Accounts Receivable Configuration

Common Accounts configuration pertains to the Accounting Flexfield setup.

The Accounting Flexfield Setup is done using General Ledger Responsibility. Please find the below screen shot:

This Accounting setup in detail will be discussed in GL.

Create Receivable Invoice

Create Receivable Invoice

check the status of the order line.
Navigate to the sales order form, and query your sales order. Go to the Line Items tab and check that the status of the line is ‘Shipped’.
While still on the line, go to Tools > Workflow Status.

OTCOrder026

OTCOrder027

Verify that the order line workflow is now at the Fulfill – Deferred activity with a status of Deferred. This means that the next steps is to run the Workflow Background Process.

Navigate to Reports, Requests > Run Requests.
Run the Workflow Background Process with the following parameters.
Item Type : OM Order Line
Process Deferred : Yes
Process Timeout : Yes

OTCOrder028

Go to View > Requests, and verify that the Workflow Background Process (WFBP) has completed successfully. In addition, notice that the AR concurrent requests Autoinvoice and Autoinvoice Import Program get kicked off automatically to import the invoices into AR. OM inserts invoice data into the AR interface tables through ‘Invoice Interface’, which runs in the background (notice the workflow activity ‘Invoice Interface’ in the screenshot from Step 4 below). AR picks up the data from the interface tables through the ‘Autoinvoice’ concurrent program.

OTCOrder029

Once the data is interfaced to AR or AR Interface Tables the status of the order Lines will be changed to Closed.

Query the order in the sales order form, and go to the lines. Notice the status is now Closed. Note that the Closed status in the order lines signifies that OM has successfully passed the invoice data into the AR interface tables, and does not necessarily signify that the invoice has been successfully imported into AR (in case there was some error during that process).
OTCOrder030

The workflow status for the order line (go to Tools > Workflow Status) should now be Ended.

OTCOrder031

Once the Auto invoice program is Run you can see the AR Invoice Created. To check this Change the Responsibility to Receivables, Vision Operations(USA), Transactions –> Transactions and query for Source as ORDER ENTRY and Reference as the Sales Order number 66429.

OTCOrder032

The data is inserted into RA_CUSTOMER_TRX_ALL with interface header attribute1 will store the Sales Order Number and RA_CUSTOMER_TRX_LINES_ALL with interface line attribute6 having the sales order line Id stored.

 Note:

Some time the Auto invoice Import Program might not invoice the Lines and the instance might have issues like opening Periods. To Open the GL Periods Navigate to Control –> Accounting –> Open/Close Periods and Open the Period which the System Date falls in.

OTCOrder033

Run the Auto invoice Import Program Manually by navigating to Receivables > Interfaces > Autoinvoice, and selecting the Autoinvoice Master Program.

Enter the following parameters and submit the concurrent request :
Invoice Source : ORDER ENTRY
Default Date : SYSTEM DATE
(Low) Sales Order Number / (High) Sales Order Number : 66429

After submission of the concurrent request, go to View > Requests.
You should see the Autoinvoice Master Program followed by the Autoinvoice Import Program.
After completion, click on the View Output button for the Autoinvoice Import Program to check for the error messages. Autoinvoice needs to be resubmitted after the errors are fixed.