Submitting the Payables Open Interface Import Program

Use Payables Open Interface Import to create invoices from invoice records in the Payables Open Interface tables. During the import, the program checks the supplier site to determine which invoice tolerance template to use when checking invoices with a source of Oracle e-Commerce Gateway. If no value for the Invoice Tolerances field is found at the site level then tolerance checking is not performed. Otherwise, the tolerances defined at the site level at import time will be used. The import program checks the specific invoice tolerance template stored in the Invoice Tolerances window to determine if the invoice falls within the defined tolerances. Payables validates invoice records and rejects invoice records that have insufficient or invalid data. Successfully imported invoices have distributions and scheduled payments, and can be queried, modified and validated in the Invoice Workbench. Tip: Set up your system to submit Payables Open Interface Import after each business day so you don't use system resources while users are online.

For a text description of the previous graphic, see: Payables Open Interface Import Graphic.

Importing e-Commerce Gateway Invoice Records

If you are importing invoices through the Oracle e-Commerce Gateway, you can submit the e-Commerce Invoice Inbound set. This program set submits both the e-Commerce Gateway Program, which populates the Payables Open Interface Tables with the electronic invoice records your supplier provides, and the Payables Open Interface Import Program, which transfers the invoice data from the interface tables into the invoice tables in Payables. To submit the e-Commerce Invoice Inbound transaction, see: Running the e-Commerce Invoice Inbound Program (Oracle e-Commerce Gateway User's Guide). The discussion below describes how you can submit the Payables Open Interface Program separately. You may need to submit Payables Open Interface Import separately if you have had rejections that you have fixed and want to import corrected e-Commerce invoice records. Payables supports the outbound application advice (824/APERAK) for e-Commerce invoices. When you submit the Payables Open Interface Outbound Advice, Payables creates a notification for invoices that were successfully imported and those that failed import, and you can send this notification to your e-Commerce trading partners via the e-Commerce Gateway.

Importing XML Invoice Records

If your supplier is transmitting invoices through the XML Gateway, you can submit the P2P Inbound Process Request set. This request set populates the Payables Open Interface Tables with electronic invoice records from your supplier. It then submits the Payables Open Interface Import Program that transfers invoice data from the interface tables into the invoice tables in Payables. Important: The Payables Open Interface Import Program needs to be run for each operating unit if you have a multi-org implementation. The request set then submits the Payables Validation and Accounting processes and automatically generates an output file of supplier invoice rejections that is sent to a Confirmation User Email id that is specified in the Define Bank window. This output file includes the number of invoices that had holds applied during Invoice Validation and any invoices that are not included in the accounting process. You need to resolve all issues and then validate any corrected invoices before they can be selected for payment.

Additionally, data problems that your system administrator needs to address will be automatically sent to an AP Administrator Email id that is defined in the Define Bank window. You may need to submit Payables Open Interface Import separately if you have had rejections that you have fixed and want to import corrected XML Gateway invoice records.

Importing Quick Invoices Records

When you enter invoice records in the Quick Invoices window, you can choose the Create Invoices button to submit the Payables Open Interface Import program from the Create Invoices window. Alternatively, you can submit the import program from the Submit Request window, as described below.