Payables Open interface Import

R12: Master Note: APXIIMPT - Payables Open Interface Import - Functional Overview (Doc ID 1311923.1)

APPLIES TO:

Oracle Payables - Version 12.0.1 to 12.1.3 [Release 12.0 to 12.1]

Information in this document applies to any platform.

Payables Open Interface Import program - APXIIMPT

PURPOSE

This document has been created to provide an approach to the Payables Open Interface Import Program through a functional view. In this note we can find details to understand what the Open Interface Import is and how it runs.

Details about the information required if a SR must be logged to solve an issue with this program have been also included.

DETAILS

Definition

The Payables Open Interface Import Program (APXIIMPT) is used to create Payables invoices from invoice data entered in the following Payables Open Interface tables: AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE.

These interface tables can be populated with invoice data coming from the following sources:

- Quick Invoices: Standard and Credit invoices can be entered in the Quick Invoices window.

- Invoices loaded from other accounting systems with a custom SQL*Loader program.

- Supplier invoices transferred through Oracle e-Commerce Gateway

- Credit Card transactions transferred using the Create Procurement Card Issuer Invoice program.

- Lease invoices transferred from Oracle Property Manager.

- Lease payments from Oracle Assets.

Values for all NOT NULL columns in these tables must be populated to successfully save the invoice data in the interface tables. If a valid value is not populated in a Required field the record will be rejected.

The NULL columns must remain as null or the import process will fail

Parameters

Parameters to submit the Payables Open Interface Import program:

1) Source -> one of the above sources can be selected to import the records from the interface tables

2) Group -> limits the import to invoices with a particular group_id, which must exactly match with the group_id in the interface tables.

3) Invoice Batch Name -> a batch name can be assigned only if the 'AP:Use Invoice Batch Controls' profile option has been enabled.

4) Hold Name -> to place a hold for all the imported invoices

5) Hold Reason -> hold reason description in case a hold is placed

6) GL Date -> to assign a GL date to invoices not assigned with it

7) Purge -> set it to Yes to delete from the Payables Open Interface tables all successfully imported invoice records. To do it later the Payables Open Interface Purge Program can be also used.

8) Summarize Report -> set it to Yes to summarize the audit portion of the Payables Open Interface Import report. If parameter is not set and there are a lot of imported records report could be very long.

Additional Invoices Import Reports

There are three additional reports associated to the Payables Open Interface Import program:

**Payables Open Interface Import Report -> child report of the Payables Open Interface Import Program

This report is used to review detailed information for each invoice imported during Payables Open Interface Import process. This report has two sections:

1) Payables Open Interface Audit Report -> displays the invoices successfully imported during import process

2) Payables Open Interface Rejections Report -> displays those invoices that Payables was not able to import.

It also lists the rejection reasons to be corrected.

This information is stored in the AP_INTERFACE_REJECTIONS table.

**Payables Open Interface Outbound Advice -> standalone report to be manually submitted by the user.

This program creates notification data about e-Commerce invoices processed during Payables Open Interface Import.

**Payables Open Interface Purge -> standalone report to be manually submitted by the user.

This report is used to purge records from the Payables Open Interface tables (AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE).

We strongly recommend to purge only invoices successfully imported setting the 'Purge All' parameter to No. Setting this parameter to Yes purges all records in the Payables Open Interface tables.

Files Involved in the Interface Process

The following filenames are involved in the Invoices Import Process:

1) Payables Open Interface Import Program: APXIIMPT.rdf

2) Payables Open Interface Purge: APXIIPRG.rdf

Tables involved in the Invoices Import Process

1) AP_INVOICES_INTERFACE

Stores information to create the invoice header.

An invoice header is created for each record in this table.

2) AP_INVOICE_LINES_INTERFACE

Stores information to create invoice lines and invoice distributions.

Several invoice distributions can be created for the same invoice line.

3) AP_INTERFACE_CONTROLS

Temporary table that holds control information about segregated data in the AP_INVOICES_INTERFACE table during the Payables Open Interface Import.

The table ensures that each import must be unique with respect to the combination of SOURCE and GROUP_ID.

This allows the submission of multiple imports at the same time.

4) AP_INTERFACE_REJECTIONS

Stores information about invoice data from the AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE tables which could not be processed by Payables Open Interface Import.

Data in this table can be purged by using the Payables Open Interface Purge report.

Packages Involved in the Interface Process

The following packages are involved in the Invoices Import Process:

1) Package name: AP_IMPORT_INVOICES_PKG

Package files: apiimptb.pls / apiimpts.pls

2) Package name: AP_IMPORT_UTILITIES_PKG

Package files: apiimutb.pls / apiimuts.pls

3) Package name: AP_IMPORT_VALIDATION_PKG

Package files: apiimvtb.pls / apiimvts.pls

How the Payables Open Interface runs

1) The AP_INVOICES_INTERFACE and the AP_INVOICE_LINES_INTERFACE tables are populated by the user.

This task can be performed using one of the above detailed sources.

2) The Payables Open Interface Import program (APXIIMPT) is submitted by the user from the Submit Concurrent Requests window.

3) Package AP_IMPORT_INVOICES_PKG selects data from the interface tables for the specified source.

4) Package AP_IMPORT_UTILITIES_PKG checks the records and insert them into the AP_INTERFACE_CONTROLS table.

5) Then the AP_IMPORT_UTILITIES_PKG reviews every record in the AP_INTERFACE_CONTROLS table.

If the record is valid the AP_IMPORT_VALIDATION_PKG checks all the data to know if it is valid. Then the status is set to 'Processed' and will be displayed in the 'Payables Open Interface Audit' report.

If the record is rejected the status will be set to 'Rejected' and it will be populated in the AP_INTERFACE_REJECTIONS table. The record will be displayed in the 'Payables Open Interface Rejections' report.

6) The AP_IMPORT_VALIDATION_PKG checks that all data extracted from the interface tables like supplier, supplier site, PO number, payment method, payment terms, are valid.

This checking is performed only for valid records and never for the rejected ones.

7) If the data are valid then the AP_IMPORT_UTILITIES_PKG inserts the data into the AP_BATCHES_ALL, AP_INVOICES_ALL, AP_INVOICE_LINES_ALL tables.

Holds are also inserted in case the parameters 'Hold Name' and 'Hold Reason' have been set.

8) The successful processed records will be deleted from the interface tables by the AP_IMPORT_UTILITIES_PKG if the Purge parameter has been set to Yes.

Troubleshooting

Here we can find some of the most common error messages arisen during the import process:

*Issue: Invoice has not been imported and it should

Fix: Review the data for that invoice to know if they are valid. Examples: valid Supplier and Supplier Site, invoice number is not duplicated, invoice date has been set, PO number exists...

*Issue: Invoices are rejected during the invoice import process with the 'Invalid Liability Account' error message.

Fix: Check for Security rules and Cross Validation rules on the Liability account

*Issue: The Open Interface Invoice Lines are not deleted automatically even after creating Invoices.

The Line status changes to PROCESSED after the AP Invoice is generated but it still remains in the interface tables.

Fix: The successful processed invoice lines will be automatically deleted from the interface tables when the Purge parameter is set to Yes while submitting the Payables Open Interface Import program.

Information required to log a SR

If there is an issue in your instance with the Payables Open Interface Import Program and it is not detailed above you must check My Oracle Support Note:1311932.1(APXIIMPT - Payables Open Interface Import - Troubleshooting). If the issue still persists a SR must be logged with Oracle Support Services.

We strongly recommend to upload the following information at SR creation time in order to save time and get an answer/solution from Oracle Support Services as soon as possible:

1) Log file for the Payables Open Interface Import report

2) Debug Log file for the Payables Open Interface Import report -> see Note:1320716.1 for instructions

3) Output file for the 'Payables Open Interface Audit Report' and for the 'Payables Open Interface Rejections Report'

4) Versions for the AP_IMPORT_INVOICES_PKG, AP_IMPORT_UTILITIES_PKG and AP_IMPORT_VALIDATION_PKG packages -> see Note:1320692.1for instructions

5) FND Debug Log file for the execution of the Payables Open Interface Import report -> see Note:1320736.1 for instructions.