Payables Open interface Import in Oracle apps R12

Different Sources that can load data into Open invoice import interface tables

1. Quick Invoices window
2. Oracle e-Commerce Gateway
3. Credit Card transaction data
4. Property Manager
5. The Oracle Assets Export Lease Payments to Payables process
6. Oracle XML Gateway
7. SQL*Loader OR BPEL Interfaces can load invoice information from Legacy Systems
8.  Invoices that your suppliers entered and submitted online via Oracle iSupplier Portal

Interface Tables:

AP_INVOICES_INTERFACE

AP_INVOICE_LINES_INTERFACE

Base Tables:

                AP_INVOICES_ALL

                AP_INVOICE_LINES_ALL

                AP_INVOICE_DISTRIBUTIONS_ALL

                                     (&)

                Payment Tables

Basic Process:

                The Payables Open Interface program validates each record you select for import, and if the record contains valid data, then the program creates a Payables invoice with distributions and scheduled payments based on the invoice header and lineinformation in the record.

Records in the AP_INVOICE_LINES_INTERFACE table create one or more invoice distributions. Note that one row may create more than one distribution. For example, if you enter a Tax line in this table and prorate it across three Item lines, during Open Interface Import the system will create three Tax invoice distributions based on the single Tax line in this table.

 

Below diagram will give you the brief description of “Payables open interface import” programs process.

  required and optional columns in the payables invoice import tables for importing PO Matched Invoices.


 Table:  AP_INVOICE_INTERFACE
  Required Columns

Column Name	Validation
INVOICE_ID	Populated from AP_INVOICES_INTERFACE_S.NEXTVAL
INVOICE_NUM	Must be unique to the supplier
PO_NUMBER	An approved, not cancelled, not closed or final closed PO
VENDOR_ID or VENDOR_NUM or VENDOR_NAME	An active vendor. Validated against PO_VENDORS
VENDOR_SITE_ID or VENDOR_SITE_CODE	An active pay site. Validated against PO_VENDOR_SITES
INVOICE_AMOUNT	Positive amount for 'STANDARD' type, Negative amount for 'CREDIT' type
ORG_ID	Required in Multi-Org Environment. Validated against AP_SYSTEM_PARAMETERS.ORG_ID
SOURCE	Must be in SELECT lookup_code   FROM ap_lookup_codes  WHERE lookup_type = 'SOURCE';

     Optional Columns

Column Name	Validation
INVOICE_DATE	Defaulted to SYSDATE
INVOICE_TYPE_LOOKUP_CODE	Defaulted to 'STANDARD'. It can be 'STANDARD' or 'CREDIT'
INVOICE_CURRENCY_CODE	Defaulted from PO_VENDOR_SITES. INVOICE_CURRENCY_CODE
EXCHANGE_RATE_TYPE	Defaulted from AP_SYSTEM_PARAMETERS. DEFAULT_EXCHANGE_RATE_TYPE
TERMS_ID or TERMS_NAME	Defaulted from  PO_VENDOR_SITES.TERMS_ID
DOC_CATEGORY_CODE	Only populated if using automatic voucher number
PAYMENT_METHOD_LOOKUP_CODE	Defaulted from PO_VENDOR_SITES .PAYMENT_METHOD_LOOKUP_CODE
PAY_GROUP_LOOKUP_CODE	Defaulted from PO_VENDOR_SITES. PAY_GROUP_LOOKUP_CODE
ACCTS_PAY_CODE_COMBINATION_ID	Defaulted from PO_VENDOR_SITES. ACCTS_PAY_CODE_COMBINAITON_ID
GROUP_ID	Group identifier. Suggest to use it
STATUS	DO NOT POPULATE IT

 Table:  AP_INVOICE_LINES_INTERFACE
 Required Columns 

Column Name	Validation
INVOICE_ID	Populated from AP_INVOICES_INTERFACE.INVOICE_ID
INVOICE_LINE_ID	Populated from AP_INVOICE_LINES_INTERFACE_S. NEXTVAL
LINE_NUMBER	A unique number to the invoice
TAX_CODE or TAX_CODE_ID	Validated against AP_TAX_CODES_ALL
LINE_TYPE_LOOKUP_CODE	'ITEM'
AMOUNT	Should be QUANTITY_INVOICED * UNIT_PRICE
If MATCH_OPTION is 'P', then populate
RELEASE_NUM or PO_RELEASE_ID	For Blanket Release only,  validated against PO_RELEASES_ALL
PO_NUMBER or PO_HEADER_ID	Validated against PO_HEADER_ALL
PO_LINE_NUMBER or PO_LINE_ID	Validated against PO_LINES_ALL
PO_SHIPMENT_NUM or PO_LINE_LOCATION_ID	Validated against PO_LINE_LOCATIONS_ALL
If MATCH_OPTION is 'R', then populate
RECEIPT_NUMBER	Validated against RCV_SHIPMENT_HEADERS.RECEIPT_NUM
RCV_TRANSACTION_ID or PO_LINE_LOCATION_ID	Validated against RCV_TRANSACTIONS

Optional Columns

Column Name	Validation
QUANTITY_INVOICED	Populated if different from PO shipment
UNIT_PRICE	Populated if different from PO shipment
MATCH_OPTION	'P' or 'R' or Defaulted from PO_VENDOR_SITES.MATCH_OPTION
ACCOUNTING_DATE	Defaulted from INVOICE_DATE or SYSDATE
FINAL_MATCH_FLAG	Populated 'Y' if it is final matching
INVENTORY_ITEM_ID	Validated against PO_LINES.INVENTORY_ITEM_ID
INVENTORY_DESCRIPTION	Validated against PO_LINES.INVENTORY_ITEM_DESCRIPTION
SHIP_TO_LOCATION_CODE	Populated if different from PO shipment
PRICE_CORRECTION_FLAG	Populated 'Y' if it is price correction

required and optional columns in the payables invoice import tables for importing simple invoices i.e. not matched with any PO or Project Related.
 Table:  AP_INVOICE_INTERFACE
  Required Columns

Column Name	Validation
INVOICE_ID	Populated from AP_INVOICES_INTERFACE_S.NEXTVAL
INVOICE_NUM	Must be unique to the supplier
VENDOR_ID or VENDOR_NUM or VENDOR_NAME	An active vendor. Validated against PO_VENDORS
VENDOR_SITE_ID or VENDOR_SITE_CODE	An active pay site. Validated against PO_VENDOR_SITES
INVOICE_AMOUNT	Positive amount for 'STANDARD' type, Negative amount for 'CREDIT' type
ORG_ID	Required in Multi-Org Environment. Validated against AP_SYSTEM_PARAMETERS.ORG_ID
SOURCE	Must be in  SELECT lookup_code   FROM ap_lookup_codes  WHERE lookup_type = 'SOURCE'

     Optional Columns

Column Name	Validation
INVOICE_DATE	Defaulted to SYSDATE
INVOICE_TYPE_LOOKUP_CODE	Defaulted to 'STANDARD'.  It can be 'STANDARD' or 'CREDIT'
INVOICE_CURRENCY_CODE	Defaulted from PO_VENDOR_SITES.INVOICE_CURRENCY_CODE
EXCHANGE_RATE_TYPE	Defaulted from AP_SYSTEM_PARAMETERS. DEFAULT_EXCHANGE_RATE_TYPE
TERMS_ID or TERMS_NAME	Defaulted from PO_VENDOR_SITES.TERMS_ID
DOC_CATEGORY_CODE	Only populated if using automatic voucher number
PAYMENT_METHOD_LOOKUP_CODE	Defaulted from PO_VENDOR_SITES. PAYMENT_METHOD_LOOKUP_CODE
PAY_GROUP_LOOKUP_CODE	Defaulted from PO_VENDOR_SITES.PAY_GROUP_LOOKUP_CODE
ACCTS_PAY_CODE_COMBINATION_ID	Defaulted from PO_VENDOR_SITES .ACCTS_PAY_CODE_COMBINAITON_ID
GROUP_ID	Group identifier. Suggest to use it
STATUS	DO NOT POPULATE IT

 Table:  AP_INVOICE_LINES_INTERFACE
 LINE_TYPE_LOOKUP_CODE = 'ITEM'
Required Columns   

Column Name	Validation
INVOICE_ID	Populated from AP_INVOICES_INTERFACE.INVOICE_ID
INVOICE_LINE_ID	Populated from AP_INVOICE_LINES_INTERFACE_S.NEXTVAL
LINE_NUMBER	A unique number to the invoice
LINE_TYPE_LOOKUP_CODE	'ITEM'
AMOUNT
ACCOUNTING_DATE	Optional. Defaulted from INVOICE_DATE or SYSDATE
DIST_CODE_CONCATENATED or DIST_CODE_COMBINATION_ID	Validated against  - 'Parent' must be 'No' for All the segments values  - DIST_CODE_CONCATENATED needs to meet the security rules  - DIST_CODE_COMBINATION_ID must be in SELECT code_combination_id   FROM gl_code_combinations  WHERE account_type = 'E'    AND enabled_flag = 'Y'    AND summary_flag = 'N'    AND SYSDATE BETWEEN NVL (start_date_active, SYSDATE - 1)                    AND NVL (end_date_active, SYSDATE + 1)

LINE_TYPE_LOOKUP_CODE = 'TAX'
Required Columns   

Column Name	Validation
INVOICE_ID	Populated from AP_INVOICES_INTERFACE.INVOICE_ID
INVOICE_LINE_ID	Populated from AP_INVOICE_LINES_INTERFACE_S.NEXTVAL
LINE_NUMBER	A unique number to the invoice
TAX_CODE or TAX_CODE_ID	Validated against AP_TAX_CODES_ALL
LINE_TYPE_LOOKUP_CODE	'TAX'
AMOUNT
ACCOUNTING_DATE	Optional. Defaulted from INVOICE_DATE or SYSDATE
DIST_CODE_CONCATENATED or DIST_CODE_COMBINATION_ID	Optional.   Defaulted from AP_TAX_CODES.TAX_CODE_COMBINATION_ID. If one of them is populated, then validated against   - 'Parent' must be 'No' for All the segments values  - DIST_CODE_CONCATENATED needs to meet the security rules  - DIST_CODE_COMBINATION_ID must be in SELECT code_combination_id   FROM gl_code_combinations  WHERE account_type = 'E'    AND enabled_flag = 'Y'    AND summary_flag = 'N'    AND SYSDATE BETWEEN NVL (start_date_active, SYSDATE - 1)                    AND NVL (end_date_active, SYSDATE + 1)

LINE_TYPE_LOOKUP_CODE = 'FREIGHT'
Required Columns   

Column Name	Validation
INVOICE_ID	Populated from AP_INVOICES_INTERFACE.INVOICE_ID
INVOICE_LINE_ID	Populated from AP_INVOICE_LINES_INTERFACE_S.NEXTVAL
LINE_NUMBER	A unique number to the invoice
LINE_TYPE_LOOKUP_CODE	'FREIGHT'
AMOUNT
ACCOUNTING_DATE	Optional. Defaulted from INVOICE_DATE or SYSDATE
DIST_CODE_CONCATENATED or DIST_CODE_COMBINATION_ID	Optional. Defaulted from AP_SYSTEM_PARAMETERS. FREIGHT_CODE_COMBINATION_ID. If one of them is populated, then validated against   - 'Parent' must be 'No' for All the segments values  - DIST_CODE_CONCATENATED needs to meet the security rules  - DIST_CODE_COMBINATION_ID must be in SELECT code_combination_id   FROM gl_code_combinations  WHERE account_type = 'E'    AND enabled_flag = 'Y'    AND summary_flag = 'N'    AND SYSDATE BETWEEN NVL (start_date_active, SYSDATE - 1)                    AND NVL (end_date_active, SYSDATE + 1)

information about the parameters related to “Payables Open Interface Import” Program. Info from R12.1.1 instance.

Mandatory Parameters:

1.       Source: It can be any of the below list

Ø      Invoice Gateway - Invoice records you entered in the Invoice Gateway window

Ø      E-Commerce Gateway- Supplier invoices transferred through EDI

Ø      Credit Card- Procurement cards transactions from the credit card issuer

Ø      Oracle Property Manager- Lease invoices from Oracle Property Manager.

Ø      Oracle Assets- Lease payments from Oracle Assets.

Ø      User-defined- For invoice loaded from legacy Systems

2.       Invoice Batch Name

Ø      Use Batch Control Payables Profile option need to be enabled to use this parameter

Ø      Payables groups the invoices created from the invoice records you import and creates an invoice batch with the batch name you enter

Ø      While Re-importing the error invoices make sure the batch name remains the same

Optional Parameters:

3.       Operating Unit: Filtering predicate when null import program process invoice from all operating units.

4.       Hold Name: When this parameter is provided with the hold name, then the import program creates the invoices and blocks them with mentioned hold.

5.       Hold Reason: Corresponds to Hold Name

6.       GL Date: This value is used as a GL date for the invoices whose GL_DATE columns in interface tables are not populated.

7.       Purge. Enter Yes if you want Payables to delete from the Payables Open Interface tables all successfully imported invoice records that match the Source and Group ID of this import

8.       Summarize Report: Provides a Summarize report when ‘YES’

 

Below insert script will insert the minimal information required for creating a invoice through Payables open interface import program.

Change the values used in the script as per the comments given. We have tested this script in R12.1.1 instance.

<< Inserting into AP_INVOICES_INTERFACE>>

INSERT

INTO ap_invoices_interface

  (

    invoice_id,

    invoice_type_lookup_code,

    invoice_date,

    vendor_id,

    vendor_site_id,

    invoice_amount,

    source,

    org_id

  )

  VALUES

  (

    AP_INVOICES_INTERFACE_S.NEXTVAL

   ,'STANDARD'

   ,SYSDATE --

   ,3003    --,

   ,106     --,

   ,100     --

   ,'TEST' -- It can be retrived by following query

                  --(select lookup_code

                          --from ap_lookup_codes

                          --where lookup_type='SOURCE')

   ,823

  );

 

<< Inserting into AP_INVOICE_LINES_INTERFACE>>

INSERT

INTO ap_invoice_lines_interface

  (

    invoice_id,

    invoice_line_id,

    line_number,

    line_type_lookup_code,

    amount,

    accounting_date,

    dist_code_combination_id

  )

  VALUES

  (

    AP_INVOICES_INTERFACE_S.CURRVAL

   ,AP_INVOICE_LINES_INTERFACE_S.NEXTVAL

   ,1        --,

   ,'ITEM'   --//

   ,100      -- sum of line_amount should always be equal to invoice_amount,

   ,SYSDATE

   ,'612860' --''

  );

COMMIT;

After inserting, run the “PAYABLES OPEN INTERFACE IMPORT” program to load the invoice.