Mfg OM Advisor Webcast 2013 0618


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Oracle Advisor Webcast OM Invoice Overview Christine Schmehl

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Intro page – just update “title” with your session name


Agenda

What is Invoicing in OM AR interface tables that OM populates Order Management Invoicing Setup Receivables Grouping Rules Profile Options / System Parameters Types of Invoice Processing Various Flow Status Codes Customer Acceptance and Invoicing What data/values is interfaced to AR Viewing Invoice Information Troubleshooting Issues

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What is Invoicing in OM AR interface tables that OM populates Order Management Invoicing Setup Receivables Grouping Rules Profile Options / System Parameters Types of Invoice Processing Various Flow Status Codes Customer Acceptance and Invoicing What data/values is interfaced to AR Viewing Invoice Information Troubleshooting Issues


What is Invoicing in Order Management?

An Invoice is a document issued by a seller to a buyer for products or services the seller has provided the buyer, indicating the:

Products Quantities Prices

Invoice processing in Order Management is the process by which data

from Orders and Returns is interfaced to Oracle Receivables •for:

Creation of invoices Creation of Credit Memos

Discounts Charges Taxes

• to: Recognize revenue Manage sales credits


Order Management AR Interface Tables Accounts Receivables

SO Lines Discounts Charges

RA_INTERFACE_LINES_ALL RA_CUSTOMER_TRX_ALL RA_CUSTOMER_TRX_LINES_ALL

Sales Credits RA_INTERFACE_SALESCREDITS_ALL RA_CUST_TRX_LINE_SALESREPS_ALL

Auto Invoice Errors RA_INTERFACE_ERRORS_ALL

AR Interface Tables


<Insert Picture Here>

Order Management Invoicing Setup


For an order line to be interfaced to Receivables, the following item attributes must be enabled: Invoiceable Item Invoice Enabled

Oracle Inventory > Items > Master Items > Invoicing Tab


Define Accounting Rules and Invoicing Rules.

Receivables > Setup > Transactions > Accounting Rules

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Invoicing Rules allow you to determine when you should account/recognize the Receivable amount for invoices. Accounting Rules allow you to define when you should account/recognize the Revenue for your invoices. You can assign invoicing rules to invoices that you manually enter or import into Receivables through AutoInvoice.��Oracle Receivables seeded 2 Invoicing Rules, you cannot create more:�Bill in Advance: This rule allows you to recognize the Receivable amount at the start of the revenue recognition schedule. Bill in Arrears: This rule allows you to recognize the Receivable amount at the end of the revenue recognition schedule. Invoicing Rules are associated to an Invoice at the Header level, and is enabled only when Class = Invoice.��In conjunction with associating an Invoicing Rule to a transaction, you also need to associate an Accounting Rule This Example is for a Type = Fixed Schedule, with Revenue spread out evenly over 3 periods. For detailed information please refer to document: How To Setup And Troubleshoot Invoicing Rules and Accounting Rules [Note 1116934.1] Internal note AutoInvoice Setup for Release 12: A Case Study Using a Simple Script [ID 1067402.1]


Receivables Manager Setup > Transactions > AutoInvoice > Grouping Rules

Grouping Rules decide which interface table lines are in same invoice. Grouping Rules specify attributes that must be identical for lines to be in the same invoice

transaction. There are two kinds of Grouping Rule Attributes:

– Mandatory Grouping Rule Attributes – Optional Grouping Rule Attributes

AutoInvoice uses the following hierarchy to default Grouping Rules, stopping when the first Grouping Rule is found: 1. Receivables > Transaction Sources > AutoInvoice Options tab> Goruping Rule 2. Receivables > Customer > Customer site level 3. Receivables > Customer > Customer level 4. Receivables > Setup > System >System Options > Trans and Customers tab

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Grouping rules specify attributes that must be identical for lines to be created as one transaction. Grouping rules always include the mandatory attributes, and to this is added optional attributes that you define in your grouping rule.


Ship to information is now stored at the line level in R12. This means that a single invoice can have different ship to information for each line. The fields that were mandatory grouping fields in Release 11i which are now optional in Release 12 include: L.ORIG_SYSTEM_SHIP_CUSTOMER_ID L.ORIG_SYSTEM_SHIP_ADDRESS_ID L.ORIG_SYSTEM_SHIP_CONTACT_ID

Receivables Grouping Rules (AR setup)

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AutoInvoice Issue: Why are Ship to Fields No Longer Mandatory Grouping Attributes in Release 12, When They Were Mandatory in Release 11i? [ID 1280194.1]


Receivables Grouping Rules (AR setup) Scripts to identify grouping attributes: -- for MANDATORY select column_type, from_column_name from ra_group_by_columns where column_type = 'M'; -- for OPTIONAL select column_type, from_column_name from ra_group_by_columns where column_type <> 'M‘; Refer to Note 1084554.1 for additional information on grouping rules.

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Troubleshooting Grouping Rules In AutoInvoice [ID 1084554.1]


Receivables Grouping Rules (AR setup)

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Here is an example of a Grouping Rule already defined. ��The following screenshot shows a Grouping Rule that uses an Optional Grouping of line interface_line_attribute1. We will go over the actual columns toward the end of the presentation. Troubleshooting Grouping Rules In AutoInvoice [ID 1084554.1]


Define Receivables Transaction Types.

Oracle Receivables > Setup > Transactions > Transaction Types

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The data you insert into the interface table will be associated to a particular transaction type.�Create an invoice transaction type which will be used when we insert data into the Interface table. You will also want to create a Credit Memo transaction type, with the Class = Credit Memo. Go into the responsibility: Order Management Super User ��2. Navigate: Setup > Transaction Types > Define > Query the Transaction Type used for Order Type in the test order and the line level transaction type used��3. In the Finance Tab, note the 'Receivables Transaction Type' name(s).��4. Receivables responsibility: Setup > Transactions > Transaction Types > Query the 'Receivables Transaction Type' from #3 � For more information refer to Note 1067797.1, Setting Up Transaction Types In Receivables. �


Define Receivables Invoice Sources, also called Transaction Sources or Batch Sources.

Oracle Receivables > Setup > Transactions > Sources

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Batch sources define default information such as transaction type and automatic numbering. There are two types available: Manual and Imported. AutoInvoice requires a batch of type Imported.��The following screenshot shows a Transaction source we will use to interface data via AutoInvoice. Highlighted below is the transaction type we created earlier, here we are associating it to this Imported Batch Source.


Following show the sub-tab for the Transaction Sources form:

Receivables > Transaction Sources > AutoInvoice

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Presentation Notes

The AutoInvoice Options tab highlights the Grouping rule created earlier. The setup indicates this batch will group data as specified in this grouping rule.


OM > Setup >Transaction Type > Define > Finance Tab

Define Order Management Transaction Types and update information within the Finance tab. Invoice specific fields are:

Invoicing Rule Accounting Rule Invoice Source

Non Delivery Invoice Source Credit Method for Invoices With Rules Receivables Transaction Type


Profile Options Profile Option Name Usage OM: Invoice Numbering Method Determines whether to use automatic invoice number or to

use Delivery Name Numbering

OM: Set Receivables Transaction Date as Current Date for Non-Shippable Lines

By Setting this profile Receivables Ship Date Actual and Transaction Date will be populated as current date for non shippable lines.

TAX: Inventory Item for Freight Invoice Interface activity interfaces this item for freight charges treated as revenue lines.

TAX: Invoice Freight as Revenue Determines if freight charges are treated as revenue lines and Invoice Interface activity interfaces VAT tax information and sales credits for them as well


System Parameters Profile Option Name Usage

Credit Memo Transaction Type

This value is transferred to Receivables if no value is defined for the credit memo.

Credit Salesperson For Freight On Sales

Determines whether to credit the Salesperson on the invoicing line or order header for freight charges when the freight charges are treated as revenue.

GSA Discount Violation Action

This parameter determines how you want the user notified when you define a discount that results in an item price less than the price on a GSA discount for the same price list. Select from: • Error: Provide error message • Warning: Provide a warning message

Inventory Item For Freight

Used only when the freight item is passed as revenue line. If you set the value to Inventory Item then the Invoicing module passes this item for freight charges, which will be treated as revenue lines.

Presenter

Presentation Notes

In R12, several Profile Options moved to System Parameters: Setup > System Parameters > Define > Invoicing Parameters



Invoice Freight As Revenue

If the Receivables profile option TAX: Allow Tax Code Override is set to YES, and this parameter value is also set to YES, then freight charges are treated as revenue lines, and the Invoicing module will pass VAT tax and associated sales credits for processing.

Invoice Source This parameter value is transferred to Receivables if the Invoice Source value is null for your transaction type at Order Line and null at the Order Header level.

Invoice Transaction Type

Transferred to Receivables if no value is defined for the Receivables transaction type associated with the Outbound OM order line transaction type and OM order Header transaction type.

Non-Delivery Invoice Source

This system parameter value is transferred to Receivables if the OM: Invoice Numbering Method profile option is set to Delivery and the line is non-shippable

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Over Shipment Invoice Basis

Determines whether to invoice the ordered quantity or the shipped quantity for an over shipment. This parameter can be overridden for specific customers or sites by setting a value in the Customer window. If the value of the parameter is Invoice Shipped Quantity, and if original Sales Order is not invoiced, then the ordered quantity for RMA is the ordered quantity of the original Sales Order. If the original sales order has been invoiced, then the ordered quantity for RMA is the shipped quantity of the original sales order. If the value of the parameter is set to Invoice Ordered Quantity, the ordered quantity for RMA is the ordered quantity of the original Sales Order.

Show Discount Details On Invoice

This parameter determines whether the discount details are passed to Oracle Receivables for printing on an invoice.

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Types of Invoice Processing


Oracle Order Management supports invoice processing at 2 levels:

Order Header level Invoicing The Order Level Invoice Interface workflow activity is part of the Order Header workflow process. It will interface data from the entire order or return to Oracle Receivables at one time. Order Line level Invoicing The Order Line level Invoice Interface workflow activity is part of the Order Line workflow process. It will interface data from each line or set of lines as to Oracle Receivables as they become eligible for interface.

Oracle Order Management Invoice Processing


Workflow - Header level Invoice Interface

OM Order Header (OEOH): “Order Flow - Generic with Header Level Invoicing” OM Order Header (OEOH): “Header level Invoice Interface- Order”


Workflow - Line level Invoice Interface OM Order Line (OEOL): “Line Flow – Generic”

OM Order Line (OEOL): “Invoice Interface Line”


Delivery Based Invoice Interface

All lines in a Delivery are shipped together, so customers would like one Invoice per Delivery Profile OM: Invoice Numbering Method Its’ values are Automatic and Delivery Based When a SO Line comes for invoice interface it verifies if Delivery based invoicing is on If Yes, then the line workflow waits at ‘Wait for required for revenue or delivery’ status for its other siblings to arrive. The moment the last line comes at the Invoice Interface activity, all the lines in the delivery are interfaced



Customer Acceptance


Customer Acceptance feature enables customers to accept goods formally before actually being invoiced by the supplier.

What is Customer Acceptance?


Types of Customer Acceptance Rules:

Customer Acceptance can be performed at the following milestones: 1. Pre Billing Acceptance 2. Post Billing Acceptance Pre Billing Acceptance : - Invoices will only be interfaced to Oracle Receivables after the acceptance is recorded - Defers both Invoicing & Revenue Recognition - Can be Implicit or Explicit ( refer details next slide) - Sales Order Line Workflow is held at "Invoice Interface eligible - Pending Customer Acceptance"

Post Billing Acceptance : - Invoices are created but revenue will be recognized after acceptance is recorded - Defers only the Revenue Recognition - Can be Implicit or Explicit - Sales Order Line Workflow is held at "Close Line Eligible – Pending Customer Acceptance"

Presenter

Presentation Notes

Detailed Functional Flow of Customer Acceptance feature in Release 12 [ID 863454.1]


Two Basic Types of Acceptance: 1. Explicit Acceptance : Requires an actual acceptance from or on behalf of the Customer. Acceptance is recorded using the Order Information Portal.

2. Implicit Acceptance:

In this case, Acceptance is recorded systemically after a certain period of time has elapsed since the shipment. This period of time is setup in the Receivables module at the time of defining the deferral reason.

Implicit Acceptance Request Set is used to record implicit acceptance This request Set has two concurrent requests :

- Generate Pre-billing Acceptance Program for Pre-billing, Implicit Acceptance - Revenue Contingency Analyzer for Post-billing, Implicit Acceptance


Basic Setup for Customer Acceptance: 1. Setting Up Oracle Order Management System Parameter: System parameter “Enable Fulfillment

Acceptance” must be set to ‘Yes’ 2. Adding Specific Functions to Order Management User Menu

a. Sales Orders: Fulfillment Acceptance – This ensures that the action attribute Fulfillment Acceptance is available in the Actions LOV.

b. Sales Orders: Update Acceptance Attributes – This allows for updating the acceptance attributes of Acceptance Name and Acceptance Expire days. These are attached to the sales order menu – ONT_ Sales_Order.

3. Defining Deferral reasons: Define 'Deferral reason' under Receivables Revenue Management set up Navigation: Revenue Management Super User -> Contingency Search / Definition

4. Create Folder for viewing Customer Acceptance details on Sales Order Line Enable Folder fields for Customer Acceptance in Sales Order Form as well as Quick Sales Order Form. eg: Acceptance Comments , Acceptance Name, Acceptance Date, Acceptance Expire Days etc



AR Interface tables fields and values in detail Interface


Important Columns in ra_interface_lines_all


Interface_line_context Profile option ‘OM: Source Code’

Inteface_line_attribute1 header.order_number

Inteface_line_attribute2 Order Type name

Inteface_line_attribute3 Shipped order line => delivery.name Freight Charges => delivery.name Non-shipped order line => 0 (zero) Return lines => 0 (zero) Discount lines => 0 (zero)

Inteface_line_attribute5 Sales Order Lines and Return Lines = number of times the order or return line has been interfaced for invoice or credit.

Inteface_line_attribute6 Sales Order Lines and Return Lines = line.line_id Discount lines = pa.line_id Freight Charges= charge.charge_id


Important Columns in ra_interface_lines_all (contd..)


Inteface_line_attribute8 For a shipped order line: Bill of Lading

Inteface_line_attribute9 Customer item number, if one is defined. Otherwise, it inserts 0 (zero).

Inteface_line_attribute10 line.ship_from_org_id

Inteface_line_attribute11 Discount Lines = pa.price_adjustment_id All other lines => 0 (zero)

Inteface_line_attribute12 13 14 Oe_order_lines_all.shipment_number option_number / service_number

Line_type Sales Order / Retrun Lines and Discount Lines => “LIINE” Freight Charges => “FREIGHT” If Progile TAX:Invoice Freight as Revenue” is Set to NO; otherwise, “LINE”




Unit_selling_price Show Discounts =‘Y’:line.unit_list_price Show Discounts =‘N’: line.selling_price Freight Charges - NONE Discount lines = use pricing API (if show discounts ‘Y’)

Amount Show Discounts =‘Y’: Quantity to Invoice * line.unit_list_price Show Discounts =‘N’: Quantity to Invoice * line.selline_price If returns, the amount should be * -1 Freight Charges => charge.amount Discount lines = calculated from pa.percent

Cust_trx_type_id Sales Order Lines Line Type Order Type System Profile ‘Invoice Transaction type’ Return Lines Credit_memo_type_id associated with order being credited else from System Profile ‘Credit Memo Transaction type’




Reference_line_id Sales order lines and Discount lines – customer_trx_line_id associated with commitment Return lines – line.reference_line_id Freight charges – NONE

Quantity Sales Order, Return, Discount lines – calculate line.fulfilled_quantity, line.shipped_quantity, line.ordered quantity Freight Charges – NONE Overshipment Invoice Basis, if value is Ordered Quantity – Invoice Ordered Quantity; Shipped Quantity – Invoice for the above calculated quantity

Batch_Source_Name Get Invoice Source From the hierarchy: - Line Type - Order Type - Profile Option ‘OM: Invoice Source’

Invoicing Rule ID Line_rec.invoicing_rule_id

Accounting Rule ID Line_rec.accounting_rule_id



Initiating AutoInvoice


Receivables Interfaces > AutoInvoice > Autoinvoice Master Program

Presenter

Presentation Notes

How Does an Order Get from Order Management to Receivables? This occurs through a multi-step process: An Order is created in OM and booked. If required the order lines are picked/shipped and the order is ready for invoicing The workflow activity titled 'Invoice Interface' is submitted either at the Order header level (picks only orders where all lines are ready) or Order Line Level (Picks any line that is ready, even if the entire order is not). The workflow activity then collects order, return, and freight charges information from Order Management tables and transfers this information to Oracle Receivables Interface tables. Data elements such as item description, ordered quantity, unit list price, total amount, payment methods,warehouse id, and sales credit are transferred via Oracle Receivables Interface tables. The Oracle Receivables concurrent program AutoInvoice is submitted to import the invoice and credit data intoOracle Receivables. 1. How Does AutoInvoice Work? How is it submitted? AutoInvoice is run using the Concurrent Request submission process. Scheduling: Through the Concurrent Request form, AutoInvoice can be scheduled to run on a periodic basis. Parameters: When scheduling or submitting AutoInvoice, parameters allow you to control what data sources are used when importing records and what dates default on transactions. Additional controls are available on the transaction source that you specify on the records being imported.


Invoice Interface Completion Results ‘Complete’

Invoice interface Program completed successfully. Run AutoInvoice to generate invoice/credit memo

‘Incomplete’ Invoice interface is not completed due to missing setup.

Query messages posted by Invoice interface program from Orders,Returns > Processing Messages > Correct all problems

‘On hold’ Invoice interface is not completed because order/line is on hold. ‘Not Eligible’ Invoice Interface not applicable. ‘Partial’ Used for required for revenue/delivery based invoice numbering (RFR is the concept of preventing

the parent item from invoicing until the Required for Revenue component is shipped.

Presenter

Presentation Notes

Invoice interface can complete with the following results:



Viewing Invoice Information


Viewing Invoice Information Invoice/credit memos for order

- Query up the order number. - Click on Actions > Additional Order Information > Invoices / Credit Memos tab


Viewing Invoice Information Invoice/credit memos for order line

- Click on Actions > Additional Line Information > Invoices / Credit Memos tab


Viewing Invoice Information To View Invoices from AR:

- Transactions > Transactions. Query by Sales Order number

Presenter

Presentation Notes

Search by Reference – place the Sales Order Number in the Reference field


Viewing Invoice Information To correct data in interface tables from AR:

- Control > AutoInvoice > Interface Lines


Viewing Invoice Information To correct data in interface tables from AR:

- Control > AutoInvoice > Interface Lines > Errors



Troubleshooting Issues


Additional Troubleshooting Information

Note Number Note Title 1485968.1 Order to Cash Advisor: E-Business Suite (EBS) Order Management

1083756.1 Troubleshooting Order Management Invoice Creation Through AutoInvoice

1075757.1 Troubleshooting AutoInvoice for Oracle Receivables R12 1084554.1 Troubleshooting Grouping Rules In AutoInvoice 1116934.1 How To Setup And Troubleshoot Invoicing Rules and Accounting Rules

1067797.1 Setting Up Transaction Types In Receivables


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What we covered today


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Your question will be read aloud in the order received.

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asked on the My Oracle Support Communities

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We hope everyone found the presentation valuable. We’ll open our Q&A in just a moment, so please use the chat feature or phone line, at this time to let us know you have a question. _________ could you give instructions on how to ask a question from the phone lines. While we are pausing I want to remind you that this is recorded and you will be receiving the links for replay and download along with a PPT of the presentation. Lets see our first question.


THANK YOU

Mfg OM Advisor Webcast 2013 0618

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