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Invoice Update OE4100
The invoice update program will update the general ledger for all invoices created and journalized. The program also updates the sales detail file, sales history file, shipping file, customer file, state/province file, sales gratis file. If the System has been set up to update an external Account Receivable module ('External Accounts Receivable' set in System Flags Maintenance) an ASCII file will be created (see end of document for detailed file layout) otherwise an Account Receivable master file is created. Note. Only customers that have an update external Account Receivable flag set in the customer master maintenance will be produced into this file. When an ASCII file is created, a report (oe4102) is also created that lists information from the ASCII file. The 'Oracle Account Receivable Interface Report' displays the following information: Invoice No, Invoice Date, Customer Bill To No, Salesperson No, Invoice Amount.
It has an option to delete cancelled orders up to the entered date and will delete order details and order headers if there is no back-ordered amount. The orders that have not been journalized in order entry will not be affected.
If the oe autopost flag in system flag maintenance (gb2800) is set to "X", the program will update the general ledger transaction file.
Posting will debit accounts receivable and cost of goods sold (material, labour, overhead) and credit sales and regular inventory cost general ledger accounts based upon the reason code. Invoices that originate from the Repair and Service module (Repair Invoice Update RS0500) that include chargeable labour/time will post the revenue generated from the labour to the Labour Revenue account which is maintained in the Reason Code Maintenance (GB4300). Note: See System Flags (GB2800) Overlay Sales / Cost Of Good Sold Branch With Order Branch field help for cost of goods sold, sales and labour revenue posting for additional information.
For prepayments: A journal is printed for ALL prepayment methods and the prepayments are updated and included in the Invoice Update journal. A credit to the accounts receivable account will be made with an offsetting debit entry to the account from the payment method file (GB5200). Please check Payment Method Maintenance (Gb5200) for more information on prepayment general ledger postings.
For Current Period
The system will display the current open period number.
Beginning Date
The system will display the beginning date of the current period.
Ending Date
The system will display the ending date of the current period.
General Ledger Update Date
Enter the General Ledger update date. The system will post all invoices printed and journalized up till this date.
Posting Type – Regular Journal
Select the processing option. To make the selection, either click on a radio button with the mouse, or use the left and right arrow keys after tabbing to the radio buttons. Summary posting - one General Ledger transaction record for the entire update, or Detail posting - one General Ledger transaction record for each detail record.
Posting Type – Statistical Journal
Select the processing option. To make the selection, either click on a radio button with the mouse, or use the left and right arrow keys after tabbing to the radio buttons. Summary posting - one General Ledger transaction record for the entire update, or Detail posting - one General Ledger transaction record for each detail record.
Branch
Enter a branch code or leave blank for all branches. A list of values is available.
Warehouse
Enter a warehouse code or leave blank for all warehouses. Look up is possible.
Purge Cancelled Orders Up To
To avoid purging cancelled orders, leave this field blank. Otherwise, enter a date. All cancelled (status 35) orders with cancellation dates less than or equal to the date entered will be deleted.
Processing Order
The system will display the order currently being processed.
Orders Invoiced
The system will display the total number of invoices processed.
Orders Cancelled
The system will display the number of orders that were cancelled.
Orders Invoiced
The system will display the total value of the orders that were updated.
Orders Cancelled
The system will display the total value of orders that were cancelled.
Orders On Hold
The system will display the total number of orders and total value of the orders that are currently on hold.
Orders In Process
The system will display the total number of orders and total value of the orders that are to be processed. Orders to be processed are orders that are NOT on hold and have not been invoiced. Note: Unreleased future orders are not included in the list of orders that have not been invoiced.
Invoice Interface File Layout (from SDC to Oracle AR)
Note: File is fixed length, numeric data is zero filled with a decimal place.
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Field Description |
Type |
Length |
Source/Value |
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Invoice Number |
N |
6 |
Format 000000 |
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Invoice Date |
D |
9 |
DD-MON-YY |
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Transaction Type |
A |
11 |
Must be “210 INVOICE” for invoices or “210 CREDIT” for credit notes. Must be upper case and 1 space after 210. |
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Bill To Customer |
A |
9 |
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Purchase Order |
A |
15 |
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Previous Invoice Number |
A |
6 |
Applies to credits only and is the invoice number the credit is issued against. (Reference Invoice field in order header) |
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Salesperson |
A |
3 |
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Region |
A |
4 |
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Actual Ship Date |
D |
9 |
DD-MON-YY. Ship date as entered on order |
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Ship Via |
A |
15 |
As entered on order |
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Waybill |
A |
20 |
Tracer number as entered on order |
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Line Description |
A |
60 |
Order number |
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Line Amount |
N |
21,2 |
Format 0000000000000000000,99 Total Invoice balance in Local Currency (must match G/L entries for invoice)
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