Once you install the Oracle XML Gateway, it automatically retrieves incoming XML messages that are placed in an XML Gateway Inbound Queue. XML Gateway maps the messages and loads them to the Payables Open Interface tables. XML Gateway passes the supplier e-mail address to the interface when it loads invoice records to Payables. Certain invoice import failures (for example, invalid purchase order) cause a workflow notification of the problem to be sent to the supplier at this designated e-mail address. After the notification is sent, the workflow automatically deletes the rejected invoice record from the interface. The supplier must correct the problem and retransmit the invoice.

The following import rejections cause a notification to be sent to the supplier.

• Can Match To Only 1 Line

• Duplicate Invoice Number

• Duplicate Line Number

• Inconsistent Curr

• Inconsistent PO Line Info

• Invalid Invoice Amount

• Invalid Item

• Invalid PO Info

• Invalid PO Num

• Invalid PO Shipment Num

• Invalid Price/Quantity

• Invalid Quantity

• Invalid Unit Price

• No PO Line Num

For detailed information about these rejections, see: Payables Open Interface Import Report.

To process your incoming invoices, you submit the XML Inbound Invoice Process. This is a request set that can be scheduled to run as often as you want to retrieve and process XML invoices. The set submits four concurrent programs: Payables Open Interface Import, Payables Invoice Validation, Payables Accounting Process, and Concurrent Request Notification.

The Concurrent Request Notification process automatically sends an e-mail to the e-mail address that is entered in the AP: Notification Recipient E-mail profile option. The e-mail notifies the recipient that the programs were submitted to the concurrent manager and provides the request ID of each program. For information on monitoring requests, see: Submitting Standard Reports, Programs, and Listings.

If an invoice does not import due to validation in the import program that is not the responsibility of the supplier (for example, accounting date is in a closed period), then the problem needs to be reviewed and corrected within Payables. See: Payables Open Interface Import Troubleshooting and Open Interface Invoices Window.

Submitting the XML Inbound Invoice Process

Prerequisites

• Install Oracle XML Gateway to automatically receive incoming messages. See: Oracle XML Gateway User Guide.

• In Oracle XML Gateway, define the trading partner. See: Oracle XML Gateway User Guide.

• (Optional) Provide a value for import to assign for the expense account for Miscellaneous distributions. See: Miscellaneous Account Financials Option.

• (Optional) Provide a value for import to assign for the expense account for Freight distributions. See: Freight Account Payables Option.

• Set up taxes.Setting Up Taxes in Oracle E-Business Tax

To submit the XML Inbound Invoice Process:

1. In the Submit a New Request window, choose Request Set. In the Request Set field, select XML Inbound Invoice Process.

2. Optionally modify any default program parameters.

3. Optionally schedule the request set to run as often as you want to process XML invoices.