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Oracle Receivables (AR): AutoInvoice Information Center > AutoInvoice Setup for Release 12: A Case Study Using a Simple Script > Note 1068344.1

Oracle Receivables (AR): Transactions Workbench Information Center > Note 1068344.1

There are four types of transaction flexfields used by AutoInvoice:

• Line Transaction Flexfield
• Link-to Transaction Flexfield
• Reference Transaction Flexfield
• Invoice Transaction Flexfield

If you are using Autoinvoice, it is mandatory to define: (1) Line Transaction Flexfield (line level information) and (2)  Invoice Transaction Flexfield (header level information). If you do not explicitly define Link-to and Reference Transaction flexfields, Autoinvoice will use the flexfield structure of the Line Transaction Flexfield to determine Link-To and Reference information.

This document discusses the various transaction flexfields and demonstrates how to setup each of the four types. The setup for Line Transaction Flexfield is discussed in most detail as it is required for the case study in Note 1067402.1, Setting Up AutoInvoice for Release 12: A Case Study using a Simple Script.

For more information on the differences of each type and usage, please refer to the Oracle Receivables User's Guide, page 2-234.

This note contains one or more video files for illustrative purposes. In order to view the video file, you will need to play it in either Internet Explorer or Firefox using a Flash Plugin.

SOLUTION

1. Creating a Line Transaction Flexfield

You must define the Line Transaction Flexfield if you are implementing AutoInvoice. Line Transaction Flexfields are unique for each record in the interface table and therefore can be used as record identifiers.

When defining your Line Transaction Flexfield consider the following:

• Unique Identification

You must define the combination of segment values to uniquely identify each incoming transaction line. Each line must be unique in RA_INTERFACE_LINES_ALL. These unique lines are the basis of the data created in RA_CUSTOMER_TRX_LINES_ALL which contains line items for existing chargebacks, credit memos, debit memos, deposits, and invoices.

• Grouping

You may also use Grouping Rules to group the segments of the Line Transaction Flexfield, such that identical data in some attributes will create a single invoice.

• Ordering

You may use the segment values in Line Transaction Flexfield segments with Line Ordering Rules to change the sequence of invoice lines grouped into an invoice.

• Information

You can view the Line Transaction Flexfield in your invoice lines.  You can define segments of the flexfield to contain descriptive information.  You can later use this descriptive information to query and find your invoices in the Transactions Workbench.

Use columns INTERFACE_LINE_ATTRIBUTE1-15 and INTERFACE_LINE_CONTEXT

The value you provide in INTERFACE_LINE_CONTEXT allows Autoinvoice to verify that you have provided the correct number of segments in your interface data, to match the segments you defined in your Line Transaction Flexfield.

The following are some examples of Line Transaction Flexfields that are seeded by Oracle for AutoInvoice:

CLAIM 
CONTRACTS 
EXCHANGE INVOICES 
EXCHANGE_XML_INVOICE 
INTERCOMPANY 
LOANS 
OKS CONTRACTS 
ORDER ENTRY 
ORDER MANAGEMENT 
PROJECTS INVOICES 
SERVICE 
STP NETTING 

Detailed information on the segments associated to these seeded flexfields are provided below.

You can define as many Line Transaction Flexfield structures as you need to bring in transactions from outside sources.

Responsibility: Receivables Manger
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

a. Query for Application = Receivables, Title = Line Transaction Flexfield

Uncheck the Freeze Flexfield definition checkbox (highlighted below) so that you can create a new row in the Context Field Values section.



Then create a new record as shown below:



b. Click on the Segments button and add two rows as shown below. These two rows are just to demonstrate the flexfield concept, you can add as many rows as necessary to capture the information you want to store. The combination of the values in the segments should uniquely identify each transaction line.

The value under Column is not completely shown, the first row has the value INTERFACE_LINE_ATTRIBUTE1 and the second row has the value INTERFACE_LINE_ATTRIBUTE2



c. Save your changes, go back to the previous form and this time check the Freeze Flexfield definition checkbox. You will get a warning as shown below, click OK.



d. Once the frozen flexfield is saved, you will get the following screen:

Click OK.

Once this has completed your new transaction flexfield is ready for use.

  Video - Creating a Line Transaction Flexfield (02:58)  

A simple example of using this flexfield is shown below:

The data from the Line Transaction flexfield is stored in RA_CUSTOMER_TRX_LINES_ALL.INTERFACE_LINE_ATTRIBUTE1-15 and
RA_CUSTOMER_TRX_LINES_ALL.INTERFACE_LINE_CONTEXT.

2. Creating a Link-to Transaction Flexfield

Link-To Transaction Flexfields have the same structure as the Line Transaction Flexfield. Link-To Transaction Flexfields are used to relate rows within a batch of interface table data to each other. This is used to import tax and freight charges associated to specific transaction lines.

Use columns LINK_TO_LINE_ATTRIBUTE1-15 and LINK_TO_LINE_CONTEXT to link a Freight or Tax Line to a particular transaction line.

Responsibility: Receivables Manager
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

a. Query for Application = Receivables, Title = Link-to Transaction Flexfield

Uncheck the Freeze Flexfield definition checkbox (highlighted above) so that you can create a new row in the Context Field Values section.



Then create a new record as shown below:



b. Click on the Segments button and add two rows as shown below. These two rows are just to demonstrate the flexfield concept, you can add as many rows as necessary to capture information you want to store. The combination of the values in the segments should uniquely identify each transaction line.

The value under Column is not completely shown, the first row has the value LINK_TO_LINE_ATTRIBUTE1 and the second row has the value LINK_TO_LINE_ATTRIBUTE2

Note: Since the Link-To Transaction Flexfield should contain the Line Transaction Flexfield data of the transaction line you are linking it to, the structure should be similar to the Line Transaction Flexfield. In this example, this Link-to Transaction Flexfield is meant to be used in conjunction with the Line Transaction Flexfield above.



The rest of the steps are similar to the ones described for Line Transaction Flexfield.

A simple example of using this flexfield is shown below, it builds on top of the example shown above for Line Transaction Flexfield.

The values in the LINK_TO_ATTRIBUTE* fields in row 2, contain the values in the INTERFACE_ATTRIBUTE* fields in row 1. This indicates that row 2 contains the TAX data for row 1 LINE.

The data from the Link-to Transaction flexfield is stored in RA_CUSTOMER_TRX_LINES_ALL.LINK_TO_ATTRIBUTE1-15 and
RA_CUSTOMER_TRX_LINES_ALL.LINK_TO_CONTEXT.

3. Creating a Reference Transaction Flexfield

Reference Transaction Flexfields have the same structure as the Line Transaction Flexfields, this is used to apply a credit memo to an invoice, or associate an invoice to a commitment within the same interface batch data.

Use the REFERENCE_LINE_ATTRIBUTE1-15 and REFERENCE_LINE_CONTEXT columns to contain the line transaction flexfield values of the invoice or commitment this transaction is associated to.

Responsibility: Receivables Manager
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

a. Query for Application = Receivables, Title = Reference Transaction Flexfield

Uncheck the Freeze Flexfield definition checkbox (highlighted below) so that you can create a new row in the section Context Field Values.



Then create a new record as shown below:



b. Click on the Segments button and add two rows as shown below. These two rows are just to demonstrate the flexfield concept, you can add as many rows as necessary to capture information you want to store. The combination of the values in the segments should uniquely identify each transaction line.

The value under Column is not completely shown, the first row has the value REFERENCE_LINE_ATTRIBUTE1 and the second row has the value REFERENCE_LINE_ATTRIBUTE2.

Note: Since the Reference Transaction Flexfield should contain the Line Transaction Flexfield data of the transaction you are referencing, the structure should be similar to the Line Transaction Flexfield. In this example, this Reference Transaction Flexfield is meant to be used in conjunction with the Line Transaction Flexfield above.



The rest of the steps are similar to the ones described in the Line Transaction Flexfield section above.

A simple example of using this flexfield is shown below, it builds on top of the example shown above for Line Transaction Flexfield.

This data interfaces a credit memo against the invoice in the interface table that has INTERFACE_LINE* fields = ORDER 1 and LEGACY LINE 1.

The data from the Reference Transaction flexfield is stored in RA_CUSTOMER_TRX_LINES_ALL.REFERENCE_LINE_ATTRIBUTE1-15 and
RA_CUSTOMER_TRX_LINES_ALL.REFERENCE_LINE_CONTEXT.

4. Creating an Invoice Transaction Flexfield

Invoice Transaction Flexfield is for header level segments. If you define this flexfield, then the segments you use here should also be included in the AutoInvoice grouping rules.

Use columns RA_CUSTOMER_TRX_ALL.INTERFACE_HEADER_ATTRIBUTE1-15 + INTERFACE_HEADER_CONTEXT. The values stored here are interfaced from RA_INTERFACE_LINES.INTERFACE_LINE_ATTRIBUTE1-15 + INTERFACE_LINE_CONTEXT. 

The flexfields captured here are stored at the transaction header level as opposed to the transaction line level used by the previous 3 flexfields. Note that Receivables copies the Line Transaction Flexfield to the Invoice Transaction Flexfield. When you import transactions with multiple lines using AutoInvoice, the attributes of the first line from the ordered lines will appear in the Invoice Transaction Flexfield.

Responsibility: Receivables Manager
Navigation: Setup > Financials > Flexfields > Descriptive > Segments

a. Query for Application = Receivables, Title = Invoice Transaction Flexfield

Uncheck the Freeze Flexfield definition checkbox (highlighted below) so that you can create a new row in the Context Field Values section.



Then create a new record as shown below:



b. Click on the Segments button and add three rows as shown below. These three rows are just to demonstrate the flexfield concept, you can add as many rows as necessary to capture information you want to store. The combination of the values in the segments should uniquely identify each transaction.

The value under Column is not completely shown, the rows have the value INTERFACE_HEADER_ATTRIBUTE1 to INTERFACE_HEADER_ATTRIBUTE3.

Note: The Invoice Transaction Flexfield should contain data that is unique per transaction (and not per transaction line). The structure of this flexfield does not need to correspond to the Line Transaction Flexfield data.



The rest of the steps are similar to the ones described for the Line Transaction Flexfield section.

A simple example of using this flexfield is shown below, it builds on top of the example shown above for Line Transaction Flexfield.

The data creates a 2-line invoice with header information from Row1 getting saved into RA_CUSTOMER_TRX_ALL.INTERFACE_HEADER_ATTRIBUTE1-15 + INTERFACE_HEADER_CONTEXT.

5. Additional examples

The following provides additional examples of how transaction flexfields capture data to reflect Freight, Taxes, credit memos and commitments.

example 1:
Following shows interface data for an Invoice against a commitment. It demonstrates the use of Freight (at the header level), and Tax.

Notes:

1) Each record in the interface table is uniquely identified by the combination of the values in INTERFACE_LINE_CONTEXT and the enabled segments INTERFACE_LINES_ATTRIBUTE1-15.

In the above example 2 segments are enabled for the Context SERVICE, therefore the combination of INTERFACE_LINE_CONTEXT + INTERFACE_LINES_ATTRIBUTE1 + INTERFACE_LINES_ATTRIBUTE2 should be unique.

2) Tax records always have to be linked to a line record. In the above example, the TAX record in row 4 is linked to the LINE in Row 1 by populating the LINK_TO* fields with the values contained in the INTERFACE_*  fields of the row the TAX is linked to.

3) If Freight is defined at the header level then no need to populate the LINK_TO* fields, as shown in the above example. If however, FREIGHT is associated to one of the lines, then you should populate the LINK_TO* fields with the value of the INTERFACE_* fields of the LINE to which the FREIGHT is linked to.

4) This sample invoice is against a commitment, you can reflect that using either of 2 options: (1) you can populate the REFERENCE_LINE_ID with the CUSTOMER_TRX_LINE_ID of the commitment, as shown above, the commitment is against CUSTOMER_TRX_LINE_ID = 1234, or (2) populate the REFERENCE_* fields with the values in  INTERFACE_* from the commitment's record.

example 2:

The following shows interface data for a credit memo that credits the FREIGHT and the first LINE of the previous invoice. It will be represented in the interface table as follows:

Notes: 

1) The credit memo is associated to the invoice by populating the REFERENCE* fields with the value of the INTERFACE_* fields of the invoice being credited.

2) Another option of associating a credit memo to an invoice is by populating the REFERENCE_LINE_ID field with the value of the CUSTOMER_TRX_LINE_ID of the invoice that is being credited

example 3:
The following shows interface data for an On-Account credit memo.

Notes:

1) AutoInvoice assumes all records with transaction type associated to a Credit Memo, to be On-Account credits if there are no values filled in the REFERENCE_LINE_ID column or the REFERENCE_* fields. In the above example, by leaving the REFERENCE* fields null, this record will be interfaced as an On-Account Credit memo.

6. Seeded Line Transaction Flexfield information

Listed below are the more popularly used seeded Line Transaction Flexfields in AutoInvoice. The table shows the Context Name (INTERFACE_LINE_CONTEXT) and the values in each of the segments associated to the Line Transaction Flexfield.

7. Troubleshooting

If you encounter issues using or setting up Transaction Flexfields for AutoInvoice, please review Note 1077555.1, Troubleshooting Transaction Flexfields in AutoInvoice

Still Have Questions?

REFERENCES