Payables Open Interface Import

Ryan Landowski Oracle Corporation Abstract

Improve your understanding of the fundamentals of the Payables Open Interface Import utility. Topics include a brief overview of the program, minimum data requirements for table population, and a troubleshooting guide. the interface tables (Invoices => Entry => Open Interface Invoices). Here you can start by populating the required fields for the AP_INVOICES_INTERFACE table.

AP_INVOICES_INTERFACE
The minimum amount of data that is required for the AP_INVOICES_INTERFACE table is:

Scope
1. I. Overview II. Minimum Requirements III. Troubleshooting
2. 3. 4. 5.

invoice_id invoice_num invoice_amount source supplier information INVOICE_ID

I. OVERVIEW Table Population

The Paybles Open Interface provides an efficient way to load large numbers of invoices into Oracle Payables from an external systems. To import invoices through the open interface, you must populate the AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE tables. Once the import process is complete, the data from the interface tables will be in the AP_INVOICES_ALL and AP_INVOICE_DISTRIBUTIONS_ALL tables.

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The invoice_id will be generated by the application if the invoice is entered manually through the form. This invoice_id is the primary key for the AP_INVOICES_INTERFACE table and will not be imported into the AP_INVOICES_ALL table. 2. INVOICE_NUM

The invoice_num must be unique for the particular supplier site associated with the invoice. 3. INVOICE_AMOUNT

The invoice_amount is simply the total dollar amount of the invoice. 4. SOURCE

II. MINIMUM REQUIREMENTS

When entering an invoice through the invoice workbench there are required fields you must enter, therefore it is logical that there are required fields in the interface tables that must be populated in order for the import to complete successfully. To learn the process, the easiest way to start is to populate the tables manually through the application. Oracle Payables provides a form that writes directly to

When submitting the Open Interface Import concurrent process one required parameter will be Source. The import program will import all of the records with the same source field as entered in the source parameter. Sources can be defined in the Quickcodes form (Setup => Quickcodes => Payables). If the Source field is not populated or is populated with data that does not match the parameter when submitting the concurrent request, the import will not process any data and the Payables Open Interface Audit Report will read No data exists for this report.

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SUPPLIER INFORMATION

There are options for entering supplier information. Some form of the following must be entered: a. b. c. d. e. vendor_id (supplier id) vendor_num (supplier num) vendor_site_id (supplier_site_id) po_number (if matching to a po) vendor_site_code (supplier_site_code)

The invoice id for each distribution must correspond to one invoice_id in the AP_INVOICES_INTERFACE table as there is a one to many relationship between the AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE tables. 2. LINE_TYPE_LOOKUP_CODE

The line_type_lookup_code is the distribution line type, for example ITEM. 3. AMOUNT

The fields above are not actually required fields (ie. not null), but vendor and vendor site information is necessary. Otherwise, when the import process is run the invoice will be rejected.

The amount is simply the dollar amount of the distribution line. The sum of the distribution amounts for one invoice must equal the invoice amount in AP_INVOICES_INTERFACE. If not, the invoice will

be put on hold when approval is run in payables.

AP_INVOICES_LINES_INTERFACE
The next step is to populate the AP_INVOICE_LINES_INTERFACE table with the invoice distributions.

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DISTRIBUTION ACCOUNT

The minimum amount of data that is required is: 1.

2. 3. 4.

For the distribution account one of the following must be used: a. dist_code_combination_id b. dist_code_concatenated c. distribution set d. po distributions from po match Once the interface tables are populated, simply submit the Payables Open Interface Import concurrent program. The parameter chosen for Source will determine which records in the interface tables are imported. The source chosen in the parameters must match the source in the tables for the records to be imported.

invoice_id line_type_lookup_code (line type) amount distribution account INVOICE_ID

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After the concurrent request completes, imported invoices are inserted into AP_INVOICES_ALL and AP_INVOICE_DISTRIBUTIONS_ALL. The successfully imported invoices in the interface table will then have a status of PROCESSED and the rejected invoices REJECTED. There is a report that is run when the import process is submitted. There are two sections to the report, the Payables Open Interface Audit Report and the Payables Open Interface Rejections Report. The Audit Report lists the invoices that were successfully imported. The Rejections Report, on the second page, will list the rejected invoices and the reason why they are rejected. You can correct the rejected invoices and re-submit the import. Resubmitting the import will not import invoices in the interface table that have already been imported. Once all invoices are imported, submit the Payables Open Interface Purge. This program will delete records from the interface tables for the source and optionally group entered. The group field in the interface table allows you to import and purge subsets of records with the same source.

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be fixed by running the latest version of [Link]. This script seeds the rejection codes for the report. Are Invoice Batch Controls turned on in Payables Options? If so a batch name must be entered in the parameters screen when submitting the Payables Open Interface Import concurrent request.

Additional Issues
Most other problems can be diagnosed by viewing the rejections report. This is the second page after clicking Report in the concurrent requests screen and will list the reason why invoices are rejected.

Conclusions
It is my desire that this paper has helped you learn and understand the Payables Open Interface Import. For a more detailed explination of the tables and the process please refer to Appendix I of the Oracle Payables Release 11 User s Guide. Note: The 10.7 Payables User s Guide has no documentation on the Open Interface Import as it was backported from release 11 after release 10.7 was developed.

III. TROUBLESHOOTING Common Issues

The most common issue in support is no data exists for this report in both the Audit and Rejections reports. There are a few things to check:

About the Author

Ryan Landowski is an Associate Technical Analyst with the Oracle Support financials group. He has over 2 years of experience with implementation and support of financial applications. He is currently a member of the Accounts Payable support team.

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Does the source field in the AP_INVOICES_INTERFACE table match exactly the source entered in the parameters screen when submitting the concurrent process? Is the concurrent process being submitted the Payables Open Interface Import? Many times the Payables Invoice Import is mistakenly run instead. Is the voucher_num field populated in the AP_INVOICES_INTERFACE table? Support has seen some instances where invoices are rejected because the voucher_num field in the interface table is a duplicate of one in the AP_INVOICES_ALL table. Most of the time the resulting rejected invoice will show on the Rejections report, but sometimes it does not. This can cause invoices in the interface table to have a status of REJECTED, but the report still says, no data exists. This can