To ensure that the AutoInvoice program works properly, you should prepare Receivables for any new data that you want to import. If your original system uses any setup data which is not yet defined in Receivables, you must define this data within Receivables before using AutoInvoice. Pay particular attention to the following setup data:
Add or import customers, if your original system contains data for customers that are not yet defined in Receivables.
Add currencies to Receivables if your original system uses currencies not yet defined in Receivables.
Add or update tax rates assigned to tax codes that are not defined in Receivables.
Add or update tax rates associated with products shipped to specific addresses.
Add or update full or partial customer and item tax exemptions.
Add Freight on Board (FOB) codes to Receivables if your original system uses FOB point codes not yet defined in Receivables. Define FOB point codes in the Receivables Lookups window with a lookup type of FOB.
Add freight carrier codes to Receivables if your original system uses freight carriers not yet defined in Receivables.
Add payment terms to Receivables if your original system uses payment terms not yet defined in Receivables.
Add transaction types to Receivables if your original system uses transaction types not yet defined in Receivables.
Add batch sources to Receivables if your original system uses batch sources not yet defined in Receivables.
Add salespersons to Receivables if your original system uses salespersons not yet defined in Receivables.
Add accounting rules to Receivables if your original system uses accounting rules that are not yet defined in Receivables.
Add units of measure to Receivables if your original system uses units of measure not yet defined in Receivables.
If you want to increase the performance of AutoInvoice and indices already exist for the GL_CODE_COMBINATIONS table, use the value that you specified for your index as your Accounting Flexfield tuning segment. If you defined a concatenated index use the first column of your concatenated index.
If no indices exist for the GL_CODE_COMBINATIONS table, enter the segment with the most distinct values for your Accounting Flexfield tuning segment. Use the System Options window to define your Accounting Flexfield tuning segment.
If you want to increase the performance of AutoInvoice and indices already exist for the MTL_SYSTEM_ITEMS table, use the value that you specified for your index as your System Items Flexfield tuning segment. If you defined a concatenated index, use the first column of your concatenated index.
If no indices exist for the MTL_SYSTEM_ITEMS table, enter the segment with the most distinct values for your System Items Flexfield tuning segment. Use the System Options window to define your System Items Flexfield tuning segment.
If you want to increase the performance of AutoInvoice and indices already exist for the RA_TERRITORIES table, use the value that you specified for your index as your Territory Flexfield tuning segment. If you defined a concatenated index use the first column of your concatenated index.
If no indices exist for the RA_TERRITORIES table, enter the segment with the most distinct values for your Territory Flexfield tuning segment. Use the System Options window to define your Territory Flexfield tuning segment.
In the System Options window, specify whether you want to activate SQL trace for AutoInvoice. You might want to use SQL trace for troubleshooting if AutoInvoice is running slowly.
In the System Options window, specify whether you want Receivables to automatically run the AutoInvoice Purge program after AutoInvoice has completed. The purge program only deletes records from the temporary interface tables that were successfully transferred into Receivables tables. If the Purge Interface Tables system option is set to No, you need to submit the AutoInvoice Purge program from the Run AutoInvoice window to delete the records.
In the System Options window, you can enter the maximum amount of memory that you want to allocate AutoInvoice for validation. The default is 65535 bytes. Enter a lower number if AutoInvoice displays the message 'Failed to allocate memory for scratch_memory.' Enter a higher number if AutoInvoice displays the message 'The given piece of memory is not large enough to hold a single row.'
In the System Options window, enter a number from 0 to 3 that represents the amount of detail that you want displayed in the AutoInvoice log file. For day-to-day business needs and to improve performance, set the level to 0. If you experience errors while running AutoInvoice, set the message level to 3 to see detailed information in the log about the error. Enter a number of 10 to display information specific to AutoAccounting.
Message Level 0 gives the following entries in the log file:
Product Version
Program Name
AutoInvoice Start Time
AutoInvoice Concurrent Request Arguments
Error and Warning Messages
AutoInvoice End Time
AutoInvoice Logical Steps
Message Level 1 gives you all of the above entries plus:
Time-Stamped function labels
Message Level 2 gives you all of the above entries plus:
Sizes of Allocated Arrays
Dynamic SQL Statements
Number of Rows Updated, Inserted and Deleted
Message Level 3 gives you all of the above entries plus:
Method IV SQL Array Values
Message Level 10 gives you all of the above entries plus:
AutoAccounting debugging information
Add Accounting Flexfield segment values to Receivables if your original system uses values not yet defined in Receivables. Enter the name of the Accounting Flexfield segment for which you want to add a value, and the segment value itself. Be sure to enable the segment value.
Receivables uses the Transaction Flexfield to uniquely identify each transaction and transaction line you import through AutoInvoice. Transaction Flexfields are also used to refer to and link transaction lines.
To define the line-level Transaction Flexfield, query 'Line Transaction Flexfield' in the Title field of the Descriptive Flexfield Segments window and enter the context and segments associated with this Transaction Flexfield. To define the Transaction Flexfield at the header-level, query 'Invoice Transaction Flexfield' and enter the context and segments associated with this Transaction Flexfield. All segments in the line level transaction flexfield that refer to header information must also exist in the header level transaction flexfield. For example if you define a line-level Transaction Flexfield with 4 segments and only the last 2 segments refer to line-level information, define the header Transaction Flexfield using the first two segments. You must define both the line-level and header-level Transaction Flexfield.
If you do not create Reference and Link-to transaction flexfields, then Receivables will use your Line Transaction Flexfield structure to link and reference different lines. You do not have to define separate Reference and Link-to transactions in this case.
However, if you are planning to create a customized form to enter interface data which will display the Reference and Link-to Transaction Flexfields, then you must define Transaction Flexfields in the Descriptive Flexfield Segments window. These flexfields must have the same flexfield structures as the line-level Transaction Flexfield. See: Transaction Flexfields.
If you use territories, you should create your territory flexfield structure before using AutoInvoice. See: Territory Flexfield.
Define ordering rules used by AutoInvoice to determine how to order your transaction lines. AutoInvoice randomly orders lines on your transaction if you do not define line ordering rules. See: AutoInvoice Line Ordering Rules.
Define additional grouping rules or update the default grouping rule provided by Receivables. AutoInvoice uses grouping rules to determine how to create your transactions. Grouping rules are required if you use AutoInvoice.
AutoInvoice uses the following hierarchy when determining the grouping rule to use:
Transaction batch source
Customer site level
Customer profile level
System Options window
See: Grouping Rules and Using Grouping Rules to Create Transactions.
Attention: To be able to use the information that you pass in your header Transaction Flexfield, you must group by the segments that make up your header Transaction Flexfield.
You must set up Receivables' AutoAccounting feature before you run AutoInvoice. AutoAccounting determines default revenue, receivable, freight, tax, unbilled, unearned, and suspense accounts for your invoices. See: AutoAccounting.
Add salespersons to Receivables if your original system uses salespersons that are not yet defined in Receivables. See: Salespersons.
When you submit the AutoInvoice Master program, AutoInvoice can first analyze the interface tables (RA_INTERFACE_LINES_ALL, RA_INTERFACE_DISTRIBUTIONS_ALL, and RA_INTERFACE SALESCREDITS_ALL) and automatically gather statistics to determine how best to execute the transaction import.
If you want AutoInvoice to automatically gather statistics, then set this profile option to Yes.
Note: If the number of records to be imported and the number of worker processes are approximately the same as the previous submission of AutoInvoice, then you may set the profile option to No and skip this analysis.
If you want AutoInvoice to automatically evaluate imported credits for receipt handling, then set the Receipt Handling for Credits option on the AutoInvoice transaction batch source according to your enterprise's credit policies.
See: Transaction Batch Sources.