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Auto Invoice – Parameter and Profile Options

Posted on May 27th, 2007 by Sanjit Anand ||Email This Post Email This Post

Understanding the profile options and some parameter is essential for autoinvoice execution. Understanding is especially helpful when trouble shooting is required to figure out why and where the processing has failed for certain data scenarios. Here is some informative information for profile Options and parameter required for autoinvoice.

As we know system setup can be done from system options, which is as below.

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 1.Max Memory (in bytes)
  As marked 1 in above picture. This is memory setting for allocating autoinvoice program for validation. It is recommended to set Value to 3,000,000 Bytes.

2.Log File Message Level

This is at 2 in above picture. This is number represents the amount of detail we wish to display Auto Invoice log file.

  • Message Level 0
    This will gives the following entries in the log file:
    Product Version, Program Name, Auto Invoice Start Time, AutoInvoice Concurrent request Arguments, Error and Warning Messages, AutoInvoice End Time, auto Invoice logical Steps.
  •  Message Level 1
    This gives all of the above entries plus:  Time-Stamped function labels
  •  Message Level 2
    This gives you all of the above entries plus:  Sizes of Allocated Arrays, Dynamic SQL Statements, Number of Rows Updated, Inserted and Deleted
  •  Message Level 3
      This gives you all of the above entries plus: Method IV SQL Array Values.

3. Purge Interface Tables
This is marked 3 in above picture. If this is checked then

  • Purges records that are successfully imported into receivables.

It recommended to avoid getting interface tables filled with data that is no more required

4.AR: Autoinvoice Gather Statistics
Specify whether AutoInvoice process analyzes the interface tables or not

  • Null is taken as Yes
  • This profile should be set to “Yes” if type of data populated in the interface tables changes

5.Number of Instances
This is for Load Balancing.

  • Number of CPU -1
  • Maximum allowed 500

6.AR: Maximum Lines per Autoinvoice worker
This is setting for let worker know how many records need to pick. This setting is more important, if you are loading very huge set of data. If any one is doing conversion, it is essential to check this value.

The default value is 100000,But the optimal value should be 10000.

Hope this will give a fair idea who is going to utilize autoinvoice First time.

Posted in Finance, Oracle Receivable | 3 Comments »

Auto Invoice: Transaction Flexfield

Posted on May 26th, 2007 by Sanjit Anand ||Email This Post Email This Post

Why set up is important for transaction flex field in autoinvoice? Does my Autoinvoice get failed if I would not do set up or not passing information for Transaction flex field? Yes, You can’t. The way the auto invoicing works is designed it worked to Uniquely identify for each transaction.

Then what are those Transaction Flex Fields?

Transaction flexfields are descriptive flexfields that AutoInvoice uses to identify transactions and transaction lines. Oracle Receivables lets you determine how you want to build your transaction flexfield structure and what information you want to capture. There are four types of transaction flexfields:

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

The key point is the Line Transaction Flexfield must be defined if AutoInvoice is being used. The Line Transaction Flexfield can be used to reference and link to other lines because the Line Transaction Flexfield is unique for each transaction line. AutoInvoice always uses the Line Transaction Flexfield structure for both the Link-to and Reference information when importing invoices. It is only necessary to explicitly define the Link-to, Reference, and Invoice Transaction Flexfield structures if this information is to be displayed on a custom window.

You must define both the line-level and header-level Transaction Flexfield. To define the line-level Transaction Flexfield, query ‘Line Transaction Flexfield’ in the Title field of the Descriptive Flexfield Segments window and enter the context and segments associated with this Transaction Flexfield. To define the Transaction Flexfield at the header-level, query ‘Invoice Transaction Flexfield’ and enter the context and segments associated with this Transaction Flexfield. All segments in the line level transaction flexfield that refer to header information must also exist in the header level transaction flexfield. For example if you define a line-level Transaction Flexfield with 4 segments and only the last 2 segments refer to line-level information, define the header Transaction Flexfield using the first two segments.

Where to setup
AR gives you the option of using QuickPicks to display reference information for imported invoices. You can use the System Profile Option AR: Transaction Flexfield QuickPick to select the Transaction Flexfield Segment you want to display in Invoice QuickPicks throughout Oracle Receivables.
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Business Case:

Lets say my autoinvoice having two sources,

1.More4Apps – where data is coming from excel based More4apps.
2.PROJECTS INVOICES – for Creating Project invoices.

So to process these, we have set up like this:

If Source is More4Apps then required INTERFACE_LINE_ATTRIBUTE1 till 2 (Fig :2)
If source is PROJECTS INVOICES then required INTERFACE_LINE_ATTRIBUTE1 till 8 (Fig :3)
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Fig 2: Setup for Fisrt source as above

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Fig 3: Setup for second source as above

What is mean, pretty simple based out of source the respective column should be populated. At the time of validation auto invoice will try to validate first the DFF field, based out of Context Value, The value in context field would be the same which appears while defining. And the process should take the value as reference and create a transaction in the AR.

Posted in 11i, EBS Suite, Finance, Oracle Receivable | 7 Comments »

Month End Process -Useful Payable Reports

Posted on April 30th, 2007 by Sanjit Anand ||Email This Post Email This Post

Lets have something informative for some important reports to reconcile Accounts Payable sub ledger to the General Ledger.

1. Accounts Payable Trial Balance

(Normally this report is run at the end of this period and the prior period. This represents your opening and closing AP Trial Balance)

The closing value per AP control account in this trial Balance should agree to the corresponding Account in the General Ledger Trial Balance.

If it does not, you will need to investigate why.

Run the following reports to assist you in the process:

o Posted Invoices report
o Posted Payments report

The Opening Account Payable Trail Balance (AP TB)

+ The Posted Invoice
The Posted payments
= The Closing AP TB

The above formula is a key formula in attempting to identify the source of potential problems.

Note that in above:


The Aging Invoice Report Total should equal
The AP Trial Balance Total +
The Total of Swept (Unposted Transactions)

You may wish to perform this reconciliation as a further month end reconciliation check.

2.Invoice Aging Report

This is yet another important report which shows you a complete list of all unpaid invoices on the system irrespective of whether they are due for payment or not, whether they are on hold or not. This report groups invoices by how many days they are over due. The grouping of invoices by age past due is dependent on the Aging bucket selected for the report.

Running the Invoice Aging report is like running any other report. The key points to note are that
1. The report name to choose is “Invoice Aging Report”
2. It is recommended that you use the Standard Aging bucket.

Accounts Payable Trial Balance

The Accounts Payable Trial Balance shows you a complete list of all unpaid invoices on the system that has been transferred to the General Ledger, irrespective of whether they are due for payment or not. This report will assist with the month end reconciliation process.

Apart of the above, these are the additional reports which helps in completing account payable month end close procedure.

a) Invoice on Hold Report

b) This report normally run to identify the invoices with Holds that need releasing.

c) Payables Accounting Entries Report

d) Invoice validation report

 Normally to approve multiple invoices run the “Invoice Validation” request.once this report request runs the payables approval process and produces a report detailing the types and number of holds placed on invoices as a result of this run.

e) Unaccounted Transactions Report

f) Final Payment Register

g) Reconciliation Reports

Posted in 11i, Finance, Oracle Payable | 5 Comments »

Month End Process for Account Payable

Posted on April 29th, 2007 by Sanjit Anand ||Email This Post Email This Post

Lets summarize some important steps that highlight the activity required to perform the month end close in account payable.

  • The very first step is to submit and review the Invoice Validation and Invoice on Hold Report.

From the output, determine if there are invoices on hold; Resolve any holds on invoices. Note that depending on the type of hold on an invoice, it may be impossible to transfer the Invoice to the General Ledger.

  • Make sure that if you still have any invoices on hold, they are invoices you intend to roll over to the following month. Once you are satisfied with your review, submit the Payables Transfer to General Ledger Program to transfer invoice and payment Accounting information to the General Ledger. This process will auto generate the Payables Accounting Process request. This creates all the accounting entries for Oracle Payables.
  • Once your concurrent request get completes and you are satisfied that your journal has been Transferred, you are ready to reconcile your month end numbers. Sweep any unposted invoices to the following month.
  • After your reconciliation, close the current period and open the following period.
    For This you should

Navigation > Accounting > Control Payables Periods

  • An Accounts Payable Reconciliation is required to record reconciling items when reconciling Accounts Payable to the General Ledger.

The other activity, which involves accounts Payable User/Manager, is responsible for:

  • Preparing all journal entries pertaining to Accounts Payable transactions, accrued Accounts Payable, and adjustments for Accounts Payable aging reconciliations
  • Posting Accounts Payable transactions to the General Ledger
  • Reconciling Accounts Payable accounts to the General Ledger
  • Verifying current Accounts Payable aging
  • Locating and voiding missing checks
  • Correcting account distribution errors.

Posted in 11i, Finance, Oracle Payable | 1 Comment »

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