Title

AP InvoiceDate
Data
Pratima Sharma
: 11 Nov 2008
Conversion
Nethi, Vittal
Vijaya Chandra Kante
Rajesh Kumar Gunda
Jeswanth Nalla
Ajay Bethala

Confidential to CSC 04/15/16 04/15/16

Title
Objective

Objective of this presentation is to give basic approaches

and idea about, AP Invoice conversion from Legacy11i system
to R12 system.
 This presentation will help the developer/implementer to
develop a reusable component for AP Invoice conversion .

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Title
Agenda

 Overview Of AP Invoice Conversion

 Conversion Strategies
 Pre-Conversion Setup Steps
 Mapping of Legacy Data
 Conversion Tools and Techniques
 Components of Conversion
 Tables Used in AP Conversion
 Validation Rule

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Title Overview

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 Title
Conversion Strategies

 Conversion is a process of moving data from legacy system to Oracle data

model.
 AP conversion involve series of steps. Data will be loaded from legacy
system to the oracle base table using these two methods.
1) Interface Tables
2) Function Calls or Programmatic Interfaces (Processes)
We can’t write data directly to the base table. An Oracle Applications
validation step is always required. You may achieve this either by loading
information into the interface tables and submitting a provided
concurrent program to validate and process the information or by using a
function call to a programmatic interface.

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Title
Pre-Conversion Setup Steps
Before Starting the Conversion following information should be available in
the Oracle Account Payables Module.

S. No. Items
1 Suppliers information should exist
2 Supplier Site should exit
3 Setup Employee as a Supplier
4 Account Combination Code should exist
5 Payment Term should exist

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Title
Accounting period in AP

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 Process Flow
Title
• 1. Data file has been created from 11i system using UTL _FILE.
• 2. Data has been fetched from 11i systems which are mapped to columns
in AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE table.
• 3. Prepared the Control File and also ran DDL scripts to create staging
table.
• 4. Ran SQL Loader Script using shell script.
• 5. Checked the Log file for any errors. In case of any errors rectified it and
re-ran the SQL Loader Script.
• 6. Ran the PL/SQL Program to validate staging table data and load to
Interface tables. Error data was loaded into error table.
• 9. Ran the Payables Open Invoice Import Program.
• 10. Checked for the status in the Interface Table.
• 11. Queried for the data in the front-end.
• 12.In out file total number of invoices created , rejected and processed have
been displayed.
• 13. In the Log file error data has been displayed from error and staging
table.
• 14. Confidential
Error data has been rectified and re-ran the process.
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 Title EXTARCTING DATA FROM 11i

Using UTL_FILE data has been extracted from 11i into a flat file.

Source tables used AP Extract.txt

1)AP_INVOICES_ALL
2)AP_INVOICE_DISTRIBUTIONS_ALL
3)PO_VENDORS
4)PO_VENDOR_SITES_ALL
5)AP_TERMS
7)GL_CODE_COMBINTIONS
8)FND_LOOKUP_VALUES
9)GL_SETS_OF_BOOKS

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 Title
LOADING DATA INTO STAGING TABLE

Using sql loader and control file loaded the data into staging tables from
a flat file.

 Control File Name is ” XXCSC_AP_INV_CONV_STG_LOAD.ctl“

C
XX_AP_OI_CONV_S
The data file and control file is placed in following path. TG.ctl

 Path: /u000/app12/VIS/apps/apps_st/appl/xxhr/12.0.0/bin

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 Validations
Title
 Assumptions / Prerequisites / Validations
Validation Rule

Vendors, GL code combinations, purchase Order should be created.

Required Columns validations
1. Org id (org_id)
2. Vendor name (vendor name)
3. Vendor site code (vendor_site_code)
4. Ap terms (terms_name)
5. Invoice type lookup code
6. Accts pay code combination
(accts_pay_code_combination_id)
7. Payment method lookup code
8. Pay group lookup code

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Loading into Interface Tables and Error Tables
Title
 Assumptions / Prerequisites / Validations
Validation Rule

If the validations are passed ,then data will be loaded into two
interface tables
1)AP_INVOICES_INTERFACE
2) AP_INVOICE_LINES_INTERFACE

If the validations are failed ,then data will be inserted into Error table
XXCSC_INSERT_ERROR

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Calling Payables Open Interface Import program
Title

Run Payables open Interface Import program to create invoices in R12

Use the following Parameters:

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Title Shell Script

 Shell Script
XXCSC_AP_INV_CO
NV.prog

 In the shell script (XXCSC_AP_INV_CONV.prog) we are

calling sqlldr to load data into staging tables
 The data file has been moved to Archive folder once the data is
loaded into staging tables.
 Callingthe Concurrent Program “AP Invoice Conversion
Program” which executes custom pl/sql package,
XXCSC_AP_INVOICE_PKG ,to validate the data in the
staging table and insert into Interface tables.
 Calling the Standard Open API, “payables Open Interface
Import Program”, to load the data into Oracle base tables.

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 Title Invoice Validations
1. In the Invoices window, find and select one or more invoices you want to
validate.
2. Choose the Actions button. In the Invoice Actions window, select the Validate
option. Or, if you are validating a credit or debit memo, select Validate Related
Invoices to submit online validation for invoices associated with the credit or
debit memo.
3. Choose OK.
Invoice Validation Program :--
The Invoice Validation process checks the matching tax, period status, exchange
rate, and distribution information for invoices you enter and automatically
applies holds to exception invoices. If an invoice has a hold, you can either
manually release the hold (if allowable) or correct the exception that caused
Invoice Validation to apply the hold and then resubmit Invoice Validation. You
can specify the intervals in which you want to submit Invoice Validation, and
Payables will submit Invoice Validation using the parameters that you specify
up until the End Resubmission date you specify.

Confidential to CSC 04/15/16 04/15/16

Title
Interface Tables in AP Conversion

S.NO INTERFACE TABLE NAME DESCRIPTION

1 AP_INVOICES_INTERFACE Stores header information about invoices

that you create or load for import.

2 AP_INVOICE_LINES_INTERFACE Stores information used to create one or

more invoice distributions.

* Note : Next will be the some of the column description of the AP_INVOICES_INTERFACE Table

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 AP_INVOICES_INTERFACE Table Descriptions
Title
S.NO COLUMN NAME DESCRIPTION
1 INVOICE_ID Unique identifier for this invoice within this batch. Assign the same
value to the invoice's lines in the AP_INVOICE_LINES_INTERFACE
table to identify the data belonging to same invoice. Validation: None
Destination: None

2 INVOICE_NUM Enter the invoice number that you want to assign to the invoice
created in Payables from this record. Validation: Must be a unique
number for the supplier. If you assign a duplicate number for the
supplier, Payables Open Interface Import does not create an invoice
from this record. Destination: AP_INVOICES.INVOICE_NUM

3 INVOICE_TYPE_ Type of invoice: Credit or Standard. If INVOICE_AMOUNT is less than

LOOKUP_CODE zero, invoice will be Credit type. If INVOICE_AMOUNT is zero or
greater, invoice will be Standard type. Validation: Value must be Credit
or Standard. Destination
AP_INVOICES.INVOICE_TYPE_LOOKUP_CODE

4 INVOICE_DATE Date of the invoice. Validation: The value must be in date format.
Destination: AP_INVOICES.INVOICE_DATE
5 VENDOR_ID The internal supplier identifier for the supplier. Validation: The ID you
enter must be for an existing, valid supplier. You can obtain a list of
valid values from PO_VENDORS.VENDOR_ID.
Destination: AP_INVOICES.VENDOR_ID

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 AP_INVOICES_INTERFACE Table Descriptions ( Cont…)
Title
S.NO COLUMN NAME DESCRIPTION
6 VENDOR_SITE_ID Internal supplier site identifier. Validation: The ID entered must be
for an existing, valid supplier site for the supplier you specify
(VENDOR_NUM or VENDOR_ID). The site must also be a pay site.
Destination: AP_INVOICES_ALL.VENDOR_SITE_ID

7 VENDOR_SITE Supplier site name. Validation: Must be a valid, active supplier site
_CODE for the supplier you specify (VENDOR_NUM or VENDOR_ID).
Obtain a list of valid values from
PO_VENDORS.VENDOR_SITE_CODE. Destination: None. Value is
used to enter AP_INVOICES.VENDOR_SITE_ID.

8 INVOICE_AMOUNT Amount of the invoice. Validation: This value must equal the sum
of the AMOUNT values in the AP_INVOICE_LINES_INTERFACE
table for distributions with the same INVOICE_ID.
Destination: AP_INVOICES.INVOICE_AMOUNT

9 INVOICE_CURRENCY Currency code for the invoice. Validation: If you enter a code in a
_CODE foreign currency, you must enter a valid, active currency code
from FND_CURRENCIES.CURRENCY_CODE.
Destination: AP_INVOICES.INVOICE_CURRENCY_CODE

10 SOURCE Source of the invoice data. Validation: If you do not use a

predefined source you must enter the name exactly as you have
defined the lookup value in the Oracle Payables Lookups window.
Destination: AP_INVOICES.SOURCE

Confidential to CSC 04/15/16 04/15/16

Title Base Tables in AP Conversion

S.NO BASE TABLE NAME DESCRIPTION

1 AP_INVOICES_ALL Contains records for invoices you enter. There is one
row for each invoice. An invoice can have one or
more invoice distribution lines. An invoice can also
have one or more scheduled payments.

2 AP_INVOICE_DISTRIBUTIONS_ALL Holds the distribution information that is manually

entered or system-generated. distribution must be
associated with an invoice. An invoice can have
multiple distributions.

3 AP_PAYMENT_SCHEDULES_ALL Contains the records related to payments and

outstanding balance

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Title
Tables in AP Conversion

S.NO ERROR TABLE NAME DESCRIPTION

1 AP_INTERFACE_REJECTIONS Stores information about invoice data from the
AP_INVOICES_INTERFACE and
AP_INVOICE_LINES_INTERFACE tables which could
not be processed by Payables Open Interface Import.

2 AP_INTERFACE_CONTROLS A temporary table that holds control information

about segregated data in the
AP_INVOICES_INTERFACE table during the Payables
Open Interface Import. The table ensures that each
import must be unique with respect to the
combination of SOURCE and GROUP_ID. This
allows the submission of multiple imports at the
same time.

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 Title
Demonstration

For AP Invoice Conversion login with XXConversion Responsibility.

Here is the Sample Import Program to run.

AP Interface Import
Program

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Title

THANK YOU
Pratima Sharma
Date : 11 Nov 2008

Confidential to CSC 04/15/16 04/15/16