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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.

Scope

I. Overview

II. Minimum Requirements

III. Troubleshooting

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 andAP_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.

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

the interface tables (Invoices => Entry => Open

Interface Invoices). Here you can start by populatingthe 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:

1. invoice_id

2. invoice_num

3. invoice_amount

4. source5. supplier information

1. INVOICE_ID 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

When submitting the Open Interface Import concurrent

process one required parameter will be “Source.” The

import program will import all of the records with thesame 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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5. SUPPLIER INFORMATION

There are options for entering supplier information.

Some form of the following must be entered:

a. vendor_id (supplier id)

b. vendor_num (supplier num)c. vendor_site_id (supplier_site_id)

d. po_number (if matching to a po)

e. vendor_site_code (supplier_site_code)

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.

AP_INVOICES_LINES_INTERFACE

The next step is to populate the

AP_INVOICE_LINES_INTERFACE table with the

invoice distributions.

The minimum amount of data that is required is:

1. invoice_id

2. line_type_lookup_code (line type)

3. amount

4. distribution account

1. INVOICE_ID

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 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.

4. DISTRIBUTION ACCOUNT

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.

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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. Re-

submitting the import will not import invoices in the

interface table that have already been imported.

Once all invoices are imported, submit the PayablesOpen 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.

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:

1. Does the source field in the

AP_INVOICES_INTERFACE table match exactly

the source entered in the parameters screen when

submitting the concurrent process?

2. Is the concurrent process being submitted the

“Payables Open Interface Import?” Many times the

“Payables Invoice Import” is mistakenly run

instead.

3.

Is the voucher_num field populated in theAP_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

be fixed by running the latest version of

apiiseed.sql. This script seeds the rejection codes

for the report.

4. 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 PayablesRelease 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.

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 theAccounts Payable support team.

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