Title

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

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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
Mapping

of Legacy Data

Conversion

Tools and Techniques

Components
Tables

Setup Steps

of Conversion

Used in AP Conversion

Validation

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Title

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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 cant 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

Suppliers information should exist

Supplier Site should exit

Setup Employee as a Supplier

Account Combination Code should exist

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.
to CSC
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
The data file and control file is placed in following path.

XX_AP_OI_CONV_S
TG.ctl

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

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Validations

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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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.

Calling

the 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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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.
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Title

Interface Tables in AP Conversion

S.NO

INTERFACE TABLE NAME

DESCRIPTION

AP_INVOICES_INTERFACE

Stores header information about invoices

that you create or load for import.

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

S.NO

COLUMN NAME

DESCRIPTION

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

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

INVOICE_TYPE_
LOOKUP_CODE

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

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

INVOICE_DATE

Date of the invoice. Validation: The value must be in date format.

Destination: AP_INVOICES.INVOICE_DATE

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

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

VENDOR_SITE
_CODE

Supplier site name. Validation: Must be a valid, active supplier site

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.

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

INVOICE_CURRENCY
_CODE

Currency code for the invoice. Validation: If you enter a code in a

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

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Title

Base Tables in AP Conversion

S.NO

BASE TABLE NAME

DESCRIPTION

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.

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.

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

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.

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

Pratima Sharma
THANK YOU
Date : 11 Nov 2008

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04/15/16 04/15/16