AP Invoice Interface/Creation

AP Invoice Interface is concerned with the creation of payable invoices in the Oracle System. Standard Payable invoices are created in the system for the PO sent across to the supplier and invoice details received for the same.
Payable invoices can be created manually by entering from the Invoice screen but in business having recurring transactions opt for auto invoice creation. This mechanism involves populating the interface tables with the invoice table and run the payables import program to create the invoice.

Table Details:
AP Invoice Interface tables
1.AP_INVOICES_INTERFACE
2.AP_INVOICE_LINES_INTERFACE

AP Invoice Base Tables:
1. AP_INVOICES_ALL
2.AP_INVOICE_DISTRIBUTIONS_ALL
3. AP_PAYMENT_SCHEDULES_ALL

Error table:
1.AP_INTERFACE_REJECTIONS
2.AP_INTERFACE_CONTROLS

Users can use the Payables Open Interface Import program to create Payables invoices from invoice data in the Payables Open Interface Tables.  Payables Open Interface Tables need to be populated with invoice data from the following sources:

• Supplier EDI invoices (ASC X12 810/EDIFACT INVOIC) transferred through Oracle EDI Gateway

• Invoices from other accounting systems with a custom SQL*Loader program 

• Credit card transactions you have transferred using the Credit Card Invoice Interface Summary

After the interface tables are populated users need to submit 

1. The Payables import program to create payables invoices.Enter the report parameters.  In the Source field, select the source name from the list of values. If your records have a Group and you want to import invoices for only that group, enter the Group. This will allow you to import smaller sets of records concurrently for the same source, which will improve your performance. If you use batch control, enter a Batch Name.

Debugging Interface Errors

After the interface program completes invoices will be created in the system. For the records failing the validations no invoices will be created and the records will be errored out in the interface.

Some of the most fatal errors are

• No supplier or supplier site

• The invoice number is a duplicate

If the invoice level information is correct, Payables will validate all values at the line level, and the rejections report will list all line level problems. If a distribution is rejected, the whole invoice is rejected.You can correct the data in one of the following ways:

• Use the Open Interface Invoices window to correct problems directly in the Payables Open Interface tables.

Invoice Validation

Once the Invoices have been created invoice validation needs to be done so that invoices can be processed further to make payments and transfer to GL. For this we need to either manually validate individual invoices from the Invoice Screen or run the Invoice Validation Program. This activity will validate the invoices and allow further processing, In case invoices fail in validation then the invoices will be put on hold . the user can see the hold details by pressing the "HOLDS" button on the invoice screen. at the backend hold details will be stored in the table : ap_invoice_holds