R12 payables leverage desktop integrator

SO-OAUG – June 2014

R12 Payables – Enhance User Productivity

using Desktop Integrator

Sajid Rahim, MSc, PMP

Disclaimer: The views and opinions expressed in this document and presentation are solely those of the author and not associated with any organization.

Introduction

• About myself

– Worked on Financials for 18 years as Project

Lead/Manager, Technical Lead and Solutions Engineer in

Government and Beverage industry

– Architect for R12 EBS Bolt-ons and extensions

– Architect for Cash Application Solution bolt-on

– EDI/E-Commerce

• Audience

– Poll Questions

Objectives

• Introduction to Payables

• Solutions Architecture

• Integrator Examples:

– Supplier Maintenance

– Invoice Maintenance

• Invoice Uploads

• Invoice Cancellation

– Others

• Conclusion

• Q&A

Introduction to Payables

• Payables delivers five major business functions

– Supplier/Employee Entry

– Invoice Import/Entry

– Invoice Validation

– Invoice Payment/Voiding Payments

– Invoice and Payment accounting



• R12 Payables users challenged with manual processes which

cannot deal with volume.

– Drive up costs

– Head count

• Some key areas of efficiency opportunities for business users:

– Supplier Entry and Maintenance

– Invoice Creation/Cancellation

– Payment Process Requests

– Void Process

• Build user driven processes to cater for productivity and high

volume using R12 tool sets.

Solution Architecture

• User centric solution with R12 tools:

– Desktop Integrator Framework

• Create Custom Web ADIs

– Custom Web ADI can be built for any functionality that which

Oracle makes available via PL/SQL wrappers:

• Using APIs (Public or Private)

• Using Open Interface tables

• Open Interface Concurrent Programs

NOTE: R12.1.3 and R12.2.2 have most complete versions of Desktop Integrator Framework

R12.2.2 has additional features such as switching responsibilities, compression, custom

logos, commit and diagnostics.


• Desktop Integrator Framework

– Allows integration of MS Office Desktop application such

Excel with Oracle E-Business Suite

– Generates Excel spreadsheet on user’s desktop and

allows data to be uploaded/modified in Oracle EBS

– Validation logic based on business rules

– Exception passed back in meaningful message

– ADI Documents are complaint with EBS Security Model

– Easy to develop and FREE!!


• Approach to using an integrator based solution

Solution Architecture Desktop Framework Integrator

• Steps to build an Integrator.

– PL/SQL validation package

– Create custom tables (optional)

– Register custom staging table and columns (optional)

– Create Integrator using Desktop Integration Manager

• Configure Interface

• Create Layout and Mapping

• Generate Integrator/Document

• Create Form function and associate it to user menu.


• Create custom staging table (optional)

CREATE TABLE XXAP.XXAP_SUPPLIER_STG_TABLE

( RECORD_ID NUMBER,

VENDOR_NAME VARCHAR2(400),

ALT_VENDOR_NAME VARCHAR2(400)

);


• Register Custom table and columns (optional)

– Application Developer->Database->Tables


• Example of validation package which defines parameters for

each column in spreadsheet e.g Vendor Name

CREATE OR REPLACE PACKAGE XXAP_SUPPLIER_UPLOAD_PKG AS PROCEDURE main_proc ( p_record_id NUMBER, p_vendor_name VARCHAR2, p_alt_vendor_name VARCHAR2); END XXAP_SUPPLIER_UPLOAD_PKG;

CREATE OR REPLACE PACKAGE BODY XXAP_SUPPLIER_UPLOAD_PKG AS

PROCEDURE main_proc(

p_record_id NUMBER,

p_vendor_name VARCHAR2,

p_alt_vendor_name VARCHAR2) AS

BEGIN

INSERT into apps.XXAP_SUPPLIER_STG_TABLE

(vendor_name, alt_vendor_name)

VALUES

(p_vendor_name, p_alt_vendor_name);

END main_proc;

END XXAP_SUPPLIER_UPLOAD_PKG;


• Create Integrator via Desktop Integration Manager Resp.


• Configure Interface – Creates/validates interface attributes

– Interface associates to database objects in the integrator


• Configure Interface


• Configure Interface (cont.)


• Create Layout specifying which columns to include.


• Create Layout (cont.)


• Generate Document via Desktop Integration Resp.








• PL/SQL Wrappers

– Programs which have business logic to handle user data.

– Can be called directly by the integrator or by separately by a

concurrent program.

– Can perform several tasks

• Parse staging table data

• Load interface tables or call public/private apis.

• Submit standard import concurrent programs using

FND_REQUEST.SUBMIT_REQUEST

• Produce reports


• Public vs Private apis

– Public apis are published and users are allowed to use them.

Open Interfaces allow only to add but apis are available with

add/update/delete

– Private apis are unpublished and can be changed by the vendor

at any time.

– Recommend using Public apis and only in extreme cases resort

to private apis.

Examples…

Supplier Maintenance

• Challenging due to manual nature.

• Daily maintenance vs Conversions

– Front End (OAF Supplier Page) or iSupplier

– Using API

– Using Standard Supplier Interface

• Each approach has own challenges.

– Interface allows only ‘Adds’. ‘Change’ is not possible.

– APIs not well documented, trial/error required.

• Choose Desktop Integrator with API based process

– Allows Adds/Changes in a unified process.

– Public APIs sample code given in paper and in metalink


• Supplier/Site/Contact


• Trading Community Architecture


• TCA – Bank Model

Supplier Maintenance Integrator Solution

• Integrator Model for Supplier Maintenance


• Create Integrator and staging table with required columns.

Level Column Notes

Supplier Supplier Name Validate for duplicate name; this value cannot be null

Alternate Supplier Name (default to Supplier Name) Default to Supplier name unless otherwise

Tax Reporting Name Default to Supplier Name unless otherwise

1099 Number

Tax Payer Type Use List of Values

Federal Reportable Use List of Values (Y/N)

Organization Type Use List of Values

Site Operating Unit Use List of Values

Site Name Use List of Values for Standardized names

Site Address Line 1 Free format



Site City Free format

Site State or Province List of Values

Site Zip

Site Country List of Values

Site Currency Code List of Values

Tax Reporting Site List of Values. This can be defaulted to Federal Reportable Flag.

Contacts First Name Free format

Last Name Free format

Phone Number Format

Phone Area Code Format

Contact Email Format


• Use validation routine for default values and save data on

custom staging table.

• Use List of Values to enforce integrity.

• Sample integrator:


• Create a PL/SQL Concurrent program to process Supplier

data from staging table.

• Adding a Supplier/Site/Contact make use of following apis.

– AP_VENDOR_PUB_PKG.Create_Vendor;

– AP_VENDOR_PUB_PKG.Create_Vendor_Site

– AP_VENDOR_PUB_PKG.Create_Vendor_Contact


• Changing Supplier/Site/Contact make use of following apis.

– AP_VENDOR_PUB_PKG.Update_Vendor;

• Hz_party_v2pub.update_organization for name change

– AP_VENDOR_PUB_PKG.Update_Vendor_Site

• Hz_location_v2pub.update_location for address change

– Update Contact

• HZ_CONTACT_POINT_V2PUB.update_email_contact_point

• HZ_CONTACT_POINT_V2PUB.update_phone_contact_point

• HZ_PARTY_V2PUB.update_person

• For new email and phone use

HZ_CONTACT_POINT_V2PUB.create_contact_point


• Bank/Branch/Account maintenance (optional)

– Not recommended for Integrator due to security concerns.

– If you have a secure interface, following APIs can be used:

• IBY_EXT_BANKACCT_PUB.create_ext_bank

• IBY_EXT_BANKACCT_PUB.create_ext_bank_branch

• IBY_EXT_BANKACCT_PUB.create_ext_bank_acct

• IBY_EXT_BANKACCT_PUB..add_joint_account_owner

• IBY_DISBURSEMENT_SETUP_PUB.Set_Payee_Instr_Assignment

• IBY_DISBURSEMENT_SETUP_PUB.Update_External_Payee


• Reporting should always be considered for audit purposes

Invoice Maintenance

• Need for manual invoices to be keyed.

• Allows User productivity and focus on higher level tasks

• Leverage Desktop Integrator for such a solution as alternative

to buying a Excel package solution

• Free of charge and custom to your environment

Invoice Maintenance

• Invoices

Invoice Maintenance Invoice Upload - Integrator solution

• Invoice creation process


• Create integrator with columns that support business needs

Level Column Notes

Group Group ID Unique number to this batch.

Invoice Operating Unit List of Values. Must be valid

Invoice Type List of Values

Supplier Number Validation

Invoice Currency List of Values

Invoice Amount

Description

Due Date

Payment Method List of Values

Remit Message 1

Remit Message 2

Legal Entity Name/Id These can be resolved via GL Segments or List of Values

Invoice Line Line Type List of Values

Line Amount

GL Segments List of Values or validation

Line Pay Reason List of Values

Line Description

Project Number List of Values or validation

Task

Expenditure Item Date

List of Values or validation

Expenditure Type List of Values or validation

Expenditure Organization List of Values or validation

Pro-Rate Flag List of Values


• Use validation routine for default values.

• Use List of Values to enforce integrity.

• Load data into Payables Open Interface

• Sample integrator


• Concurrent program which submit Payables Open Interface

(APXIIMPT) followed by the Invoice validation (APPRVL)

using FND_REQUEST.SUBMIT_REQUEST

• Solution allows users to mass upload invoices on demand

with great ease vs having to perform this task via Invoice

WorkBench

Invoice Maintenance Invoice Cancellation

• Invoice Cancellation process

– Oracle does not provide a solution for mass cancellation of

invoices.

– A public API is available which can be used within a concurrent

program

• AP_CANCEL_PKG.ap_cancel_single_invoice

Invoice Maintenance Invoice Cancellation – Integrator Solution

• Integrator model for Invoice Cancellation


• Create Integrator with mandatory columns

Field

name Comments Validation

Supplier

Number Mandatory Validate Supplier

Invoice

Number Mandatory Validate Invoice Number

Invoice

Date Mandatory


• Use validation routine to check invoice status

• Sample integrator


• Concurrent program to process invoice cancellation

– Process all uploaded rows

Fetch records for invoices to be cancelled.

LOOP

IF Invoice is not cancelled or paid THEN

Call standard API -

AP_CANCEL_PKG.ap_cancel_single_invoice

END;

END LOOP

Other ADIs

• Voiding Payments

• Tax Alignments – 1099

• Fixed Assets - Mass transfers

• Receivables – Customer & Hierarchy maintenance/Party

merge

Q & A

Thank You!

Sajid Rahim

[email protected]

Technology

R12 payables leverage desktop integrator