AP INVOICE CONVERSION

PREREQUISITE CONFIGURATION:

In order to load invoices into a particular period. It is mandatory to open that Accounting period. It can
be done by:

Navigating to Payables-> Invoices->Payables Periods-> Manage Accounting Periods.

VALIDATION:

Template Name Sheet Name Columns Validations to be

performed
Payables AP_INVOICES_INTERFACE Invoice ID It must be unique in this
Standard sheet
Invoice Import
Source It must be configured
prior invoice load.
Navigate to Setup and
Maintenance->Manage
Payable Lookups.
Invoice Number It must be unique for a
supplier.
Invoice Amount It must be a positive
value for Standard and
Prepayment Invoices.
And it must be a negative
amount for Credit
memos
Invoice Date, It must be in
Accounting Date, YYYY/MM/DD format
Terms Date
Supplier Either one of the value is
Name/Supplier mandatory. Suppliers
Number must be loaded prior
invoice load.
Supplier Site It is a mandatory column.
Invoice Type It must be either
STANDARD, CREDIT,
PREPAYMENT.
Payment Terms It must be configured
prior invoice load.
Navigate to Setup and
Maintenance->Manage
Payment Terms
Payment Method It must be configured
 prior invoice load.
Navigate to Setup and
Maintenance->Manage
Payment Methods
Pay Group It must be configured
prior invoice load.
Navigate to Setup and
Maintenance-> Manage
Payable Lookups
Prepayment If the Invoice Type is of
Number Prepayment, then
Prepayment Number is
mandatory.
Prepayment Line If the Invoice Type is of
Number Prepayment, then
Prepayment Line
Number is mandatory.
Calculate Tax If tax configuration is
During Import done and we do not
want the system to
recalculate tax during
Invoice Import, provide
value as N. Else if tax
configuration setup must
be overridden, provide
value as Y.
Add Tax To Invoice If Calculate Tax During
Amount Import is N, then Add Tax
to Invoice Amount can be
N since tax is not
calculated. Else provide
the value as Y.
AP_INVOICES_LINES_INTERFACE Invoice ID Invoice ID in the
AP_INVOICES_INTERFACE
sheet needs to be
mapped to the Invoice ID
in this sheet.
Line Type Valid Line Type values
are ITEM, TAX,
MISCELLANEOUS,
FREIGHT.
Amount This amount must sum
up to the Invoice
Amount.
 ISSUES FACED

1.Business unit name, Supplier Name, Supplier Site, Payment Terms was blank.

2.Invoice Type values were invalid.

-Valid values are “CREDIT”,” STANDARD” and “PREPAYMENT”.

3.Terms Date, Accounting Date was not provided in YYYY/MM/DD format.

4. Pay Group was not configured

5. Distribution combination was not provided.

6. Line Type values were invalid.

-Valid values are “ITEM”,” FREIGHT”,” TAX”,” MISCELLANEOUS”.

7. Invoices had different Invoice Amount value in the Header and Line level.

8. Descriptive flex fields were not configured.

INTERFACE TABLES:

AP_INVOICES_INTERFACE

AP_INVOICE_LINES_INTERFACE

BASE TABLES:

AP_INVOICES_ALL

AP_INVOICE_LINES_ALL

AP_INVOICE_DISTRIBUTIONS_ALL

REJECTIONS TABLE:

AP_INTERFACE_REJECTIONS

OTBI SUBJECT AREA:

Payables-Invoices Transactions Real Time

STEPS TO BE PERFORMED POST INVOICE LOAD:

Once invoices are loaded and validated, we need to run Accounting to post entries in General ledger and
reverse the journal.

STEPS TO RECONCILE:

1. Create a report by querying the table AP_INVOICES_ALL or by using the Payables-Invoices

Transactions Real Time Subject area

-Consider the number of invoices in the report and compare it with the template provided.

2. In order to reconcile Accounting, the Accounted Debit and Credit can be verified. If they are equal the
Accounting has run properly.

SECURITY REQUIREMENT:

Accounts Payable Manager

Accounts Payable Specialist

Accounts Payable Supervisor