AutoInvoice Setup for Oracle Fusion Receivables Cloud
1. Define Common Accounts Receivable Configuration
Common Accounts configuration pertains to the Accounting Flexfield setup. This is done in the Oracle Fusion General Ledger
application. The assumption of this case study is that you have already defined your accounting flexfield segments, and can create
and complete manual transactions using the Transaction Workbench.
2. Manage Receivables Descriptive Flexfields
For more details related to Receivables Descriptive Flexfields access the 'Help' icon next to the name of the task.
Oracle Fusion Receivables uses the transaction flexfields to uniquely identify each transaction line that is imported though
AutoInvoice.
AutoInvoice is capable of using information from five types of transaction flexfields:
o Line Transactions - RA_INTERFACE_LINES
o Link-to Transactions - RA_INTERFACE_LINK_TO
o Invoice Lines - RA_CUSTOMER_TRX_LINES
o Reference Transactions - RA_INTERFACE_REFERENCE
o Transactions - RA_CUSTOMER_TRX
For this case study, you need to set up a Line Transaction Flexfield as shown below.
For additional information on Transaction Flexfields, please review the note: Setting Up Receivables Descriptive Flexfields In Oracle
Fusion Receivables
3. Manage Transaction Types
For more details related to Transaction Types access the 'Help' icon next to the name of the task.
The data you upload into the interface table will be associated to a particular transaction type.
Create an invoice transaction type which will be used when we upload data into the Interface table.
The following screenshot shows the Invoice transaction type:
Note: If you also want to import a Credit memo, create a Credit Memo transaction type as shown below, otherwise you don't need to
create a Credit Memo transaction type. The same is applicable for Debit Memo.
The following screenshot shows the Credit Memo transaction type:
To see more details on how to create new transaction types, please refer to the following note: Setting Up Transaction Types In
Oracle Fusion Receivables
Please note that if you want to use the AutoAccounting functionality (next task), and some of the segments of the Account are
sourced from the transaction type, then you must define GL accounts in the Reference Accounts section when you created the
transaction type.
4. Manage AutoAccounting Rules
For more details related to AutoAccounting Rules access the 'Help' icon next to the name of the task.
AutoAccounting enables you to create default accounts for revenue, receivable, freight, tax, unearned revenue, unbilled receivable,
late charges, bills receivables accounts, and AutoInvoice clearing (suspense) accounts.
In the following screen, the source for the second and third segments is 'Transaction Types'. When the default accounting is
generated for the Receivable account, the accounting flexfield will pull the second and third segments from the Receivables account
defined for the transaction type. If we cross-reference this to the screenshot from the previous task, the value for the second
segment is 110 and the value for third segment is 1210, coming from 200-110-1210-200 defined for Receivables account.
During AutoInvoice, you are interfacing data with the intention of creating complete transactions automatically. Hence, you are
advised to complete the setup for AutoAccounting so that AutoInvoice can determine the GL accounts to use for your interfaced
transactions, and process them completely without errors and without the need for manual intervention.
To see how to manage and setup AutoAccounting, please refer to the following note: Setting Up AutoAccounting Rules In Oracle
Fusion Receivables
5. Manage AutoInvoice Line Ordering Rules
For more details related to AutoInvoice Line Ordering Rules access the 'Help' icon next to the name of the task.
If you want the data in your interface table to be created in a particular sort order, define Line Ordering Rules.
The following screenshot shows a Line Ordering Rule, that references the same fields we used in the Line transaction flexfield defined
in Task 2 above.
To see how to manage and setup AutoInvoice Line Ordering Rules, please refer to the following note: Setting Up AutoInvoice Line
Ordering Rules in Oracle Fusion Receivables
6. Manage AutoInvoice Grouping Rules
For more details related to AutoInvoice Grouping Rules access the 'Help' icon next to the name of the task.
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.
The following screenshot shows a Grouping Rule that uses the Line Ordering Rule defined in Task 5 above.
To see how to manage and setup AutoInvoice Grouping Rules, please refer to the following note: Setting Up AutoInvoice Grouping
Rules in Oracle Fusion Receivables
7. Manage Receivables Payment Terms
For more details related to Receivables Payment Terms access the 'Help' icon next to the name of the task.
Payment terms let you define the due date to be calculated for transactions. When you interface data, it is mandatory to provide a
Payment Term in the AutoInvoice Import Template, for transaction types as Invoices and Debit Memos. Although there is a defaulting
mechanism for payment term when entering transactions manually in the UI, this defaulting is not available during AutoInvoice,
because it would significantly slow down the performance of the process.
The following screenshot shows a Payment term we will use in our AutoInvoice Import Template.
To see how to manage and setup Payment Terms, please refer to the following note: Setting Up Payment Terms in Oracle Fusion
Receivables
8. Manage Transaction Sources
For more details related to Transaction Source access the 'Help' icon next to the name of the task.
Transaction 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 in the AutoInvoice Import Template.
To see how to manage and setup Transaction Sources, please refer to the following note: Setting Up Transaction Sources in Oracle
Fusion Receivables
9. Manage Receipt Classes and Methods
For more details related to Receipt Classes and Methods access the 'Help' icon next to the name of the task.
To default a payment method to the transactions you interface via AutoInvoice, you need to define a Receipt Class and Method for
your transaction to use.
To see how to manage and setup Receipt Classes and Methods, please refer to the following note: Setting Up Receipt Class and
Methods in Oracle Fusion Receivables
10. Manage Receivables Customer Profile Classes
For more details related to Receivables Customer Profile Classes access the 'Help' icon next to the name of the task.
Oracle Fusion Cloud Receivables provides a profile class DEFAULT.
If necessary, you can define different customer profile classes to categorize your customers. You can associate Customer Profile
classes to customer records you create later. By using a profile class you default certain attributes/fields into the customer records to
make customer maintenance more efficient.
The following screenshot defines a new customer profile class, to which we associate the Payment Term from Task 7 and the
grouping rule from Task 6.
To see how to manage and setup Customer Profile Classes, please refer to the following note: How To Define Customer Profile
Classes For AutoInvoice In Fusion Receivables ?
11. Create Customer
Create customer record to use for interface data, at this point we reference various setup data we created earlier.
We associate to this customer record the customer profile created in Task 10, the payment term from Task 7 and the Grouping Rule
from Task 6 created earlier.
Then switch to Manage Customers to edit the profile, Query up the same customer.
12. Manage Receivables System Options
For more details related to Receivables System Options access the 'Help' icon next to the name of the task.
The settings in System Options that impact AutoInvoice are in the Transactions and Customers tab. The following screenshot shows
recommended settings for fields in the 'AutoInvoice' Section. Also highlighted is the Grouping rule we defined earlier.
To see how to Manage Receivable System Options, please refer to the following note: How To Manage Receivables System Options
For AutoInvoice In Fusion Receivables ?
13. Manage Receivables Accounting Periods
Open or close periods in your accounting calendar to control the recording of accounting information for these periods. Since the
objective of AutoInvoice is to create new transactions, the goal is to have these transactions impact open GL periods.
Ensure that the Accounting Date (GL_DATE) value you provide in the next task is within an open period.
To see how to Manage Receivable Accounting Periods, please refer to the following note: How To Manage Accounting Periods In
Fusion Receivables
14. Manage Remit-To Addresses
For more details related to Remit-To Addresses access the 'Help' icon next to the name of the task.
Define a Remit-To Address so that customers know where to send payment for their invoices.
15. Manage Standard Memo Lines (optional)
For more details related to Standard Memo Lines access the 'Help' icon next to the name of the task.
Use memo lines on your transactions when the item is not an inventory item. For example, you can define a memo line called
Consulting Services to identify charges for consulting activities. You can assign memo lines to debit memos, on-account credits, debit
memo reversals, chargebacks, and invoices.
Although there is a defaulting mechanism for standard memo lines when entering transactions manually in the UI (Description, Unit
Price, Tax Code), this defaulting is not available during AutoInvoice (Description and Unit Price will not get defaulted), because it
would significantly slow down the performance of the process.
16. Upload the data within Interface table
At this point we have completed the bare minimum setup required to enable us to upload data into the interface table and have it
processed by AutoInvoice to create a transaction in the core AR tables.
For some fields, we pass constant values and for other fields we need to provide values that tie in with the setup we created in Tasks
1 - 14 above. The following section explains how to determine the values created during the setup.
a. Upload the interface data for an Invoice
▪ Business Unit Name (BU_NAME) - indicates the name of the Business Unit against which this transaction is created.
▪ Transaction Batch Source Name (BATCH_SOURCE_NAME) - the value you specify here identifies the transaction batch source
to be used by AutoInvoice when interfacing this transaction.
In Task 8, we created the Batch Source 'Ve Import'.
▪ Transaction Type Name (CUST_TRX_TYPE_NAME) - identifies the transaction type we created in Task 3 where we defined
'VeInvoice'.
▪ Payment Terms (TERM_NAME) - identifies the term name associated with the setup created in Task 7 where we defined 'Ve
Term'.
▪ Transaction Date (TRX_DATE) - the value you specify here will be used by AutoInvoice as the Transaction Date of your
transaction.
▪ Accounting Date (GL_DATE) - the value you specify here will be used by AutoInvoice as the Accounting Date of your
transaction. Typically the period in which this Accounting Date value falls should be an open period.
▪ Bill-to Customer Account Number (BILL_CUSTOMER_ACCOUNT_NUMBER) - Value used to uniqely identify the Bill-to
Customer Account Number of the transaction. In task 11, we created the Customer Account Number = 95009.
▪ Bill-to Customer Site Number (BILL_CUSTOMER_SITE_NUMBER) - Value used to uniqely identify the Bill-to Customer Site of
the transaction. In task 11, we created the Customer Site Number = 115051.
▪ Transaction Line Type (LINE_TYPE) - indicates the type of line this interface data defines. Use the value = 'LINE'
▪ Transaction Line Description (DESCRIPTION) - enter a line item description.
▪ Currency Code (CURRENCY_CODE) - Indicate the currency code of the transaction.
▪ Currency Conversion Type (CONVERSION_TYPE) - Specify the conversion rate type.
▪ Currency Conversion Date (CONVERSION_DATE) - Date used to calculate the currency conversion rate.
▪ Currency Conversion Rate (CONVERSION_RATE) - For non-functional currency transactions, this field would contain the
exchange rate value.
▪ Transaction Line Amount (AMOUNT) - this field contains the value of your transaction pass in a constant. This value should
be the product of the numbers you pass in for QUANTITY * UNIT_SELLING_PRICE.
▪ Transaction Line Quantity (QUANTITY) - specify the price of each item.
▪ Unit Selling Price (UNIT_SELLING_PRICE) - selling price per unit.
▪ Line Transactions Flexfield Context (INTERFACE_LINE_CONTEXT) - identifies the Line Transaction Flexfield used by the
interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties
in with the setup created in Task 2, where we created the Line Transaction Flexfield = 'VE CONTEXT TRX Lines'. Use the value
of Context Code = 'VE CONTEXT TRX Lines'.
▪ Line Transactions Flexfield Segment 1 (INTERFACE_LINE_ATTRIBUTE1) and Line Transactions Flexfield Segment 2
(INTERFACE_LINE_ATTRIBUTE2) - these are the 2 fields we defined in the VE CONTEXT TRX Lines Flexfield, the combination of
values in these two fields uniquely identify the transaction you are creating.
▪ Taxable Flag (TAXABLE_FLAG) - indicates whether or not the transaction is taxable.
▪ Line Amount Includes Tax Flag (AMOUNT_INCLUDES_TAX_FLAG) - indicates whether or not the amount is inclusive of taxes.
b. Upload the interface data for an Applied Credit Memo
The following section explains how to determine the required values created during the setup. Many of the fields are the same as the
ones used for the Invoice. We will focus on the things that changed.
▪ Line Transactions Flexfield Segment 1 (INTERFACE_LINE_ATTRIBUTE1) and Line Transactions Flexfield Segment 2
(INTERFACE_LINE_ATTRIBUTE2) - the combination of values in these two fields uniquely identify the transaction you are
creating.
▪ Reference Transactions Flexfield Context (REFERENCE_LINE_CONTEXT)
▪ Reference Transactions Flexfield Segment 1 (REFERENCE_LINE_ATTRIBUTE1)
▪ Reference Transactions Flexfield Segment 1 (REFERENCE_LINE_ATTRIBUTE2)
These fields associate the credit memo to an invoice, hence the values in these fields need to match the Line Transactions Flexfield
Context and Line Transactions Flexfield Segments 1 and 2 of the invoice, because this is how you are telling Autoinvoice which Invoice
you want to apply this Credit memo to.
▪ Transaction Line Amount (AMOUNT) - this field contains the value of your credit memo; pass in a constant. This value should
be the product of the numbers you pass in for QUANTITY * UNIT_SELLING_PRICE.
▪ Transaction Line Quantity (QUANTITY) - specify the number of items.
▪ Unit Selling Price (UNIT_SELLING_PRICE) - specify the price of each item.
▪ Payment Terms (TERM_NAME) - It is important to understand that a Credit Memo does not have a payment term, and this
field should be left NULL.
c. Upload the interface data for an On-Account Credit Memo
The following section explains how to determine the required values created during the setup. Many of the fields are the same as
for the details for Invoice above, we will focus on the differences:
▪ Line Transactions Flexfield Segment 1 (INTERFACE_LINE_ATTRIBUTE1) and Line Transactions Flexfield Segment 2
(INTERFACE_LINE_ATTRIBUTE2) - the combination of values in these two fields uniquely identify the transaction you are
creating.
▪ Transaction Line Amount (AMOUNT) - this field contains the value of your credit memo; pass in a constant. This value should
be the product of the numbers you pass in for QUANTITY * UNIT_SELLING_PRICE.
▪ Transaction Line Quantity (QUANTITY) - specify the number of items.
▪ Unit Selling Price (UNIT_SELLING_PRICE) - specify the price of each item.
▪ Payment Terms (TERM_NAME) - It is important to understand that a Credit Memo does not have a payment term, and this
field should be left NULL
d. Upload the interface data for an Invoice with Distributions
Users have the ability to bypass AutoAccounting by providing GL distributions in RA_INTERFACE_DISTRIBUTIONS_ALL.
Notes:
• If you have setup AutoAccounting and would like to use the GL accounts derived by your setup, you do not have to pass in
data in RA_INTERFACE_DISTRIBUTIONS_ALL. The GL distributions and GL accounts will be automatically created for your
transactions.
• When passing GL distributions, AutoAccounting will be used to derive the GL accounts of all accounting distributions that are
not explicitly provided in RA_INTERFACE_DISTRIBUTIONS_ALL.
▪ Account Class (ACCOUNT_CLASS) - there are 7 valid values: REV, FREIGHT, TAX, REC, UNBILL (for Invoicing Rule in Invoicing
Arrears), UNEARN (for Invoicing Rule in Advance), CHARGES
You may pass values for any of these account classes.
For any required GL distribution that you do not provide in RA_INTERFACE_DISTRIBUTIONS_ALL, the code will invoke
AutoAccounting.
▪ Amount (AMOUNT) - this field contains the value associated to the GL distribution you are creating; pass in a constant. For
the REC account, this should be the sum of all the LINE, TAX and FREIGHT amounts in RA_INTERFACE_LINES_ALL for this
particular transaction.
▪ Percent (PERCENT) - indicates the percentage associated to the distributions.
▪ Line Transactions Flexfield Context (INTERFACE_LINE_CONTEXT) - identifies the Line Transaction Flexfield used by the
interface data; this helps AutoInvoice understand what data is being passed in the interface table's fields. The value here ties
in with the setup created in Task 2, where we created the Line Transaction Flexfield = 'VE CONTEXT TRX Lines'. Use the value
of Context Code = 'VE CONTEXT TRX Lines'.
▪ Line Transactions Flexfield Segment 1 (INTERFACE_LINE_ATTRIBUTE1) and Line Transactions Flexfield Segment 2
(INTERFACE_LINE_ATTRIBUTE2) - the combination of values in these two fields uniquely identify the transaction you are
creating. The values here tie in with the setup created in Task 2, where we created the Line Transaction Flexfield.
▪ Business Unit Name (BU_NAME) - indicates the name of the Business Unit against which this transaction is created.
▪ Accounting Flexfield Segment 1 - 4 (SEGMENT1 - 4) - Segment values of the Accounting Key Flexfields. This indicates the GL
account's code_combination_id, the value specified here should exist in GL_CODE_COMBINATIONS. It uniquely identifies the
GL account to use.
17. Testing AutoInvoice: AutoInvoice Import Process
Review the following document in order to upload the data in the Interface table: How To Import Fusion Receivables Invoices Using
File Based Data Import ?
Once the data is uploaded into the Interface table, we are ready to submit the AutoInvoice Import Process.
Responsibility: Billing Manager
Navigation: Navigator > Tools > Scheduled Processes
Search for the 'Import AutoInvoice'
Fill in parameters, in this case, Batch Source Name is sufficient to identify the data we want to import. In most cases, you also provide
the Customer or Transaction number range to limit the data to process.
Click on Submit
18. Review the Invoice and Credit Memos created by AutoInvoice
To verify whether AutoInvoice created the invoice successfully, view the invoice in the Transaction workbench.
Responsibility: Billing Manager
Navigation: Navigator > Billing > Transactions > Manage Transactions
Search by Batch Source Name = Ve Import
The search results show that the invoice, the applied credit memo and the on-account credit memo were created
Click on the transaction number link to view details
The following screen shows the applied Credit Memos created
The following screenshot shows the on-account Credit Memo created
19. Purging the Interface Table After Import
Responsibility: Billing Manager
Navigation: Navigator > Tools > Scheduled Processes
Process Name = Purge AutoInvoice Interface Data
To automatically purge the AutoInvoice Interface tables after running AutoInvoice, check the Purge Interface Tables box in the
receivables system options. If you check this box, Receivables deletes the records that have successfully transferred into permanent
Receivables tables. Do not check this box if you want to submit the AutoInvoice Purge program manually after running AutoInvoice.
Troubleshooting Tip: De-select this setting when troubleshooting records that seem to be importing incorrectly such as when
grouping rules are not being honored or line ordering appears incorrect. This will allow you to review the data as it looked in the
interface table and after it has imported.
Setting Up AutoInvoice Grouping Rules in Oracle Fusion Receivables
Grouping rules tell AutoInvoice how you want to group records in the interface tables into invoices,
debit memos, and credit memos. Grouping rules specify which attributes must be identical for lines
to appear on the same transaction.
All grouping rules you define implicitly include mandatory attributes plus the optional attributes
you define. So if you want to refine the grouping of transaction records, you can use the Optional
Grouping Attributes to do so.
All transaction records having the same Grouping Attributes (Mandatory and Optional) are grouped
into the same transaction. Each transaction record having unique Grouping Attributes will be
grouped into separate transactions.
Responsibility: AR Super Administrator
Navigation: Navigator > Setup and Maintenance
• Under Search Tasks, enter Manage AutoInvoice Grouping Rules, click on the arrow icon to run
the Search
• In the Overview pane, click on go to Task icon
• Click on the + icon to create a new grouping rule
Note that we are using here the Line Ordering Rule we created in Note 1354161.1 Setting Up
AutoInvoice Line Ordering Rules in Oracle Fusion Receivables
All mandatory attributes are not displayed in this form. As shown in the screenshot the lower part
of the form says "Invoice: Optional Group By"
When a Line Transaction Flexfield is created, a subset of those segments used in that Flexfield are
typically the same fields that make up the optional grouping attributes.
Also keep in mind that grouping rules are specific to Transaction Classes. Therefore, if for example,
you want the same grouping rule to apply to a Credit Memo, you need to create a similar grouping
rule but in the Transaction Class section pick 'Credit Memo'.
Once you define a Grouping rule, you reference it in the areas listed below. AutoInvoice uses the
following hierarchy to default the Grouping Rules:
1. From the Transaction Sources screen
2. From the customer profile at customer site level
3. From the customer profile at customer level
4. Otherwise, from the System Options
Setting Up AutoInvoice Line Ordering Rules in Oracle Fusion Receivables
Invoice line ordering rules allows you to specify how AutoInvoice should order the
transaction lines when it groups data into transactions. You can assign a line ordering
rule to each grouping rule, see Note 1354222.1, Setting Up AutoInvoice Grouping Rules
in Oracle Fusion Receivables
Responsibility: AR Super Administrator
Navigation: Navigator > Setup and Maintenance
• Under Search Tasks, enter Manage AutoInvoice Line Ordering Rules, click on the
arrow icon to run Search
• In the overview pane, click on go to Task icon
• click on the create icon (+) to create a new Line Ordering Rule
• Typically, you order on the same fields, or a subset of the fields, you defined in your line transaction flexfield. You
have the option of sorting an attribute in ascending or descending order.
• Note: The INTERFACE_LINE_ATTRIBUTE columns are character (varchar2) data types. So if you are looking for
sequential numbering for transaction lines using this functionality, a work around would be to populate the
attribute columnns as 0001, 0002, 0003, etc., for character based ordering.
How to Delete / Purge Interface Data using Purge AutoInvoice Interface Data ?
The Purge AutoInvoice Interface Data process will allow you to purge records from the AutoInvoice Interface Tables.
The process can be executed as a scheduled program via the application. This will allow business users to manage the records in the
AutoInvoice Interface tables, while performing data migration, or performing monthly billing activities.
The process will allow business users to purge Previously Processed Records or Unprocessed Records for specific Business Units.
Previously Processed Records - records that have been successfully imported as transactions into the Oracle Fusion Receivables
Applications. Such records will have a status of P in the interface tables, identifying them as processed.
Unprocessed Records - records that have NOT been successfully imported as transactions into the Oracle Fusion Receivables
Applications. Such records will not have a status value in the interface tables, or may have a status of E, meaning the records
experienced an error when validated during execution of the AutoInvoice Import Process.
How can you execute the Purge AutoInvoice Interface Data Process?
A. To Purge Previously Processed Records:
1. Oracle Fusion Receivables
2. Scheduled Processes
3. Schedule New Process
4. Name = Purge AutoInvoice Interface Data
5. Parameters:
Business Unit: Business Unit Name
Status: No value is required or any other value, other then Unprocessed
Result: All Previously Processed records are purged from the AutoInvoice Interface tables.
Note: All Unprocessed records will remain in the AutoInvoice Interface tables, as only records having a status = P will be purged.
----------
B. To Purge Unprocessed Records:
1. Oracle Fusion Receivables
2. Scheduled Processes
3. Schedule New Process
4. Name = Purge AutoInvoice Interface Data
5. Parameters:
Business Unit: Business Unit Name
Status: Unprocessed
Result: All Unprocessed Records are purged from the AutoInvoice Interface tables. These are the records having a null status, or a
status of E
Note: There is no List of values for the Status Parameter. You must type the value exactly as it is noted in step 5 above. If any other
values are entered, other then Unprocessed, then only the Previously Processed Records will be purged.
How To Purge Records With Any Status In Autoinvoice Interface Tables ?
In order to be able to Purge records with any status from the AutoInvoice Interface Tables, check
the following steps:
1. Receivables > Billing > Tasks > Manage AutoInvoice Lines
2. Login with the credentials
3. Search for the records which you want to delete.
4. Double click on a single record in the column Flagged , this will show Dot icon. Do the same
thing for other lines or copy the Flagged value (Dot) to the rest of the lines.
5. Click on Manage AutoInvoice Lines Excel Header Tab > Upload (refer to the below screenshot)
This will delete all the records which have been marked with a dot in the column Flagged.