Krishanu Bose

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Krishanu Bose
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New Features in Approving Expense Reports in Oracle Internet Expense (iExpense) using AME

Wed, 2008-07-09 07:17
Following features are new in R12 Oracle Internet Expense if you are using AME for Manager Expense report approval.
1. Parallel Approval
With Parallel Approvals, you will be able to route approvals in parallel when expense reports are charged to multiple cost centers, multiple projects, or multiple awards. This will streamline the approvals process and thus ensure users are reimbursed as quickly as possible.
2. FYI Notification
Now, you will be able to define rules in AME to send FYI notifications to managers and others who should be informed of expenses charged to their area of authority, but who do not need to approve the expense report.
3. Aggregation of Amount
You will be able to route expense approvals based on the aggregated amounts charged to cost centers or projects. The approval notification will show both the total amount to be approved, and how much of each expense was charged to the area of approval authority. This feature will ensure that proper approval authority is enforced when an expense report is allocated to many different cost centers, projects, or awards.

Conversion (Data Migration) of Invoices in Receivables

Fri, 2008-05-16 15:44

Whenever we are going in for implementation of Receivables module, we have to consider the necessity of bringing in customer open balances from the old system to Oracle Receivables.

Some of the key questions that needs to be addressed before we take up a conversion activity. This is just a sample list and not an exhaustive one:

1. What are the different types of invoices in existing system Provide invoice samples? (invoices, credit/ debit memos, commitments, chargebacks)

2. Do we need to migrate only open invoices?

3. Do we migrate closed invoices also, if yes, then for what time period?

4. Please explain the invoice numbering mechanism? Is it automatic?

5. What are the interfaces from/to your existing receivables system?

6. Will the old system still be in place for querying and reporting purpose?

One can adopt one of the following three strategies for conversion:

1. Consolidate all the open balances customer-wise and create a single open invoice for each customer in the new Oracle system. The advantage of this system is that it is quite easy and not data intensive and makes good business sense in case of small businesses with very few customers. The major demerit of this approach is that later on one cannot track the individual invoices which the customer had sent and can become an audit issue also. In case of dispute over payment, this invoice will remain open till the dispute is resolved. Also, aging of invoices and dunning history will be lost.

2. Bring in all the open and partially paid invoices, credit/debit memos into the new system. Migrate all the unapplied and partially applied receipts to the new system. The advantage of this process of conversion is that you can track all open invoices individually and apply the correct receipt to correct invoice. Also, the conversion effort will be moderately low compared to case if you migrate all open and closed invoices. The disadvantage of this approach is that you cannot have a track of closed invoices in the new system. Also, it would be tough to handle scenarios where there is a dispute regarding incorrect receipt application, etc. This is the most common approach taken for receivables invoice, credit/debit memo and receipt migration.

3. Migrate all open and closed invoices to the new system. Reapply the migrated receipts to invoices in the new system. This approach makes sense if your receivables data is quite small else the effort involved in migrating all closed invoices and credit memos to the new system does not make much business sense.

The next question that arises is how we should migrate the invoices, credit/debit memos and receipts to the new system. Oracle provides standard interfaces to load the same. We can also use tools like Dataloader or manually key in the data into Oracle.

In this article i will talk of invoice, credit/debit memo conversion only. Prior to invoice migration, customer migration should be over apart from other pre-requisites. Following is the list of pre-requisites that should be completed prior to invoice, credit/debit memo conversion:

•Set-up of Customer Payment Terms should be complete

•Set-up of Currencies should be complete (this is necessary in case you have foreign currency invoices also)

•Set-up of Transaction Types should be complete

•Set-up of Accounting Rules should be complete

•Set-up of Tax rates and Tax codes should be complete

•Set up for sales representative should be complete

•Set up for debtor area should be complete

•Set up for income category should be complete

•Automatic customer invoice numbering should be set to 'No'

•Customer and Customer address should be migrated in the system

•Disable the Invoice interface purge program so that the data successfully imported should not get purged in the interface table.

•Set up for invoice batch source name should be complete

In the next step extract Invoice data from the legacy files and using SQL loader populate the interface tables RA_INTERFACE_LINES_ALL and RA_INTERFACE_DISTRIBUTIONS_ALL. Submit the Auto Invoice open interface program. Data from the two interface tables will be uploaded to the following base tables using the Invoice open interface program:









Ensure that the Purge Interface check box is not checked when you submit the Autoinvoice program. In the Autoinvoice errors form you can see the error corresponding to failed records. Correct the errors in the interface table and rerun the Autoinvoice program. Submit the Autoinvoice Purge Program separately. Only records that have been successfully processed by Autoinvoice are purged.

Using autoinvoice you can migrate invoices, credit/debit memos and on-account credits into Oracle. However, you have to set grouping rules (Navigation > Setup > Transactions > Autoinvoice > Grouping Rule) to group lines to create one transaction and ordering rules (Navigation > Setup > Transactions > Autoinvoice > Line Ordering Rules) to determine the order of the transaction lines on a particular invoice.

Business case - Customer on Credit Hold

Sun, 2008-04-20 12:23

Business Scenario:
There is a requirement to put all open orders in Order Management on Hold by putting a Credit Hold on customer under the following two conditions:
1. Customer exceeds the Credit limit set
2. Cutomer has not paid an invoice even after 'x' days of the invoice due date on invoice. However, this customer may not have exceeded the credit limit.

The solution to the first scenario is to enable the Credit Check for the customer and put an amount in the Credit Limit field for the customer. Oracle Order Management would use this information to place an order on hold.
However, for the second scenario there is no standard solution. We have to create custom program to put the customer on a 'Credit Hold'.
Step1: Enable a DFF (we can name it as say 'Over Due Days') for the customer which would hold the maximum number of days the payment is overdue that is accecptable to the business.
Step2: Write a small program that would check daily for all customers where the system date is greater than the due date by the number of days specified in the DFF. A report would also be an output of the program which is something very similar to the standard report "Past Due Invoice Report" with a couple of additional fields to capture the days beyond the maximum number of days after due date as per DFF. This program would put all customer on a Credit Hold where the invoice Due date is greater than 'Due Date + No of days in DFF'.
Ensure that the program is scheduled to run just after midnight to so that the program does not miss out on any new invoices created.

Customer Refund in Receivables

Sat, 2008-04-12 01:27
There are cases when customers overpay, or pay one invoice twice. In all such cases the customer is due for a refund. The easiest approach would be to ask the customer to absorb the overpayment if the amount is small. However, if the amount is large the customer would no doubt ask for a refund. There are basically three ways to handle customer refunds:
1. Issue a manual check for refund to the customer and record a Debit Memo in Receivables and match this to the receipt.
2. Ask the customer to leave the cash as "on-account" and apply this later to any other open invoice.
3. Setup customer as supplier in Payables, and issue a check out of payables. The third option is more cumbersome but will make bank reconciliation a lot smoother. First create a debit memo in receivables, using a clearing account (the clearing account should always show zero balance). Match the receipt to this Debit Memo. Then create an invoice for this customer (set as supplier in AP), using the same clearing account as the expense account in the invoice. Pay the invoice in the normal way and do a bank reconciliation.
The above process of customer refund is only limited to 11i. In Oracle R12, Oracle Receivables is fully integrated with Oracle Payables to deliver a seamless, automated process to generate check and bank account transfer refunds for eligible receipts and credit memos.

Oracle Apps Marketing for Upgrade projects - A small tip

Wed, 2008-04-09 13:53

It has been my observation that a lot of time and effort goes waste knocking the wrong door for Oracle Apps project. Then the question arises, how to know which door to knock. Obviously, one should not waste precious resources uselessly pursuing organizations that are running on a fully supported version of Oracle Apps like R12, 11.5.10, 11.5.9, unless the organization comes to you with a view to upgrade to R12 or 11.5.10. Please refer chart below to find the support time lines for different releases of Oracle E- Business suite and plan accordingly which organizations to target and whom to avoid.