13 August 2007

Pay On Receipt in Oracle Applications -Tutorial

Q1. What is Pay On Receipt?
A:
Pay on Receipt (also known as ERS (Evaluated Receipt Settlement) or Self-Billing) is an Oracle Purchasing concurrent program, which automatically creates invoices in Oracle Payables and matches them with PO's automatically for the received amount. The short name for the program is POXPOIV. The Concurrent program Name is :

“Pay On Receipt AutoInvoice”

Q2. What is the minimum set-up required?

A: 1. In Oracle Purchasing responsibility, navigate to Supply base ->Suppliers. Query the supplier to be used in the PO and Query the site to be used in PO. In the General Tab, check the checkboxes for PAY SITE and PURCHASING. In the Purchasing tab, the Pay on field should have a value of' Receipt'. The invoice summary level should also have the value of 'Receipt'.
2. Apart from the above set-up in R11i, we need to enter the value of ?Receipt? against the Pay on field in the Terms window of the PO.



Q3. How can we identify the invoices created by Pay on receipt?

A: The invoices created by ERS will have ERS prefix generally. To identify the invoice created for a particular receipt we can query with the combination of ERS and receipt number in the invoice number field. In R11i, the profile option PO: ERS invoice number prefix can be set as needed which can be used to identify the invoices.

Q4. What are the parameters passed?
A: For R107 and R11, the parameters passed are Parameter name value:
1. Transaction Source - ERS
2. Commit interval- default 1
3. Organization- Receiving org
4. Receipt Number- optional
If a receipt number is not specified all the receipts for that organization, which are eligible for Pay on Receipt, are picked. For R11i, the organization parameter does not exist instead a new parameter called Aging period exists.

Q5. What is the significance of Ageing Period (R11i)?
A: The parameter Aging period determines the transactions on the receipt that can be considered for the invoice creation. For ex if aging period is given as 1, then all the transactions that have a transaction date less than or equal to the (sysdate-1) are considered for invoice creation. The aging period can be set thru the profile option PO: ERS Aging period.

Q6. How can we debug what went wrong?

A: We can refer to the log file and check for error messages in po_interface_errors.

There could be many errors like :

  1. Error Occurred in routine: create_invoice_header

2) Pay on receipt Autoinvoice does not create any invoice. Please ensure the setup is complete in payables and Purchasing modules.
3) You have a supplier who has a separate site for purchasing and Payables. When running the ERS (Evaluated Receipt Settlement) it is selecting the purchasing site and therefore does not create the invoice and gets a message that the POXPOIV: 'pay site is invalid'.

4) Purchasing Pay on Receipt Autoinvoice shows multiple occurrences of same receipt number in multiorg environment.

Problem Description

You have Purchasing “Pay on Receipt Autoinvoice” showing multiple occurances of same receipt number in multiorg environment.Apply patch 1068265.Please download the patch from Metalink or contact Oracle Support Services to obtain the patch.

Explanation

Oracle Purchasing Pay on Receipt Autoinvoice program has new parameter to select organization. The receipt numbers shown are now filtered on the specified inventory organization.

5) Pay On Receipt AutoInvoice errors: po_inv_cr_invalid_gl_period.

Soln hint :

Delete purchase order receipts that are pending in the Receiving Transactions Interface. Next, open GL, PO, INV periods and perform the pay on receipt

Q7. Does ERS work for unordered receipts?
A: No. ERS does not work for unordered receipts. This means invoice needs to be created manually for those PO?s that are created from unordered receipts.

Q8. SQL Script useful to Pull ERS Invoices.

The below sql script may be helpful to generate ERS report against receiving transactions. In other way to flag out all PO’s without SBI (Self Billing invoice) or receiving with no SBI generation.

SQL Script

SELECT

hou.name,

poh.segment1 PO#,

poh.type_lookup_code,

pra.release_num,

msi.SEGMENT1 Item,

papf.full_name Buyer,

rsh.receipt_num,

rsh.creation_Date,

rcv.QUANTITY,

api.invoice_num,

api.INVOICE_DATE,

api.source,

pov.vendor_name ,

pvs.vendor_site_code

FROM

rcv_transactions rcv,

ap_invoice_distributions_all apid,

rcv_shipment_headers rsh,

ap_invoices_all api,

po_headers_all poh,

HR_OPERATING_UNITS hou,

PO_DISTRIBUTIONS_ALL pod,

MTL_SYSTEM_ITEMS msi,

PO_LINES_all pla,

PO_Line_LOCATIONS_all plla,

PO_vendors pov,

po_vendor_sites_all pvs,

po_releases_all pra,

per_all_people_f papf

WHERE

rcv.TRANSACTION_ID = apid.RCV_TRANSACTION_ID and

rsh.SHIPMENT_HEADER_ID = rcv.SHIPMENT_HEADER_ID and

api.INVOICE_ID = apid.INVOICE_ID and

poh.PO_HEADER_ID = pod.PO_HEADER_ID and

poh.po_header_id=pla.po_header_id and

pla.po_header_id=plla.po_header_id and

hou.ORGANIZATION_ID =poh.ORG_ID and

pla.po_line_id = plla.po_line_id and

plla.po_release_id=pra.po_release_id (+) and

pla.ITEM_ID = msi.INVENTORY_ITEM_ID and

plla.SHIP_TO_ORGANIZATION_ID = msi.ORGANIZATION_ID and

plla.LINE_LOCATION_ID=pod.LINE_LOCATION_ID and

pov.VENDOR_ID = poh.VENDOR_ID

and poh.vendor_id = pvs.vendor_id

and poh.vendor_site_id = pvs.vendor_site_id

and papf.person_id = poh.agent_id

AND PAPF.EMPLOYEE_NUMBER IS NOT NULL

AND TRUNC(SYSDATE) BETWEEN PAPF.EFFECTIVE_START_DATE AND PAPF.EFFECTIVE_END_DATE

and rcv.TRANSACTION_TYPE ='RECEIVE'

and rcv.SOURCE_DOCUMENT_CODE='PO'

and rsh.RECEIPT_SOURCE_CODE='VENDOR'

and api.source ='ERS'

and api.invoice_num like '%ERS%'

and hou.name like '%Vision Operations%'

Apps Screen shot to view ERs Invoices


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