Table of Contents-Oracle KB
AP Issues-Overview... 4
Accrual Rebuild Report Does Not Agree With Balance in Ledger ... 5
APP-SQLAP-10380 Displayed When Entering Payment ... 6
Cannot Process Expense Reports for Certain Employees... 7
Entered New Account in Invoice Distribution and Got Error ... 8
Expense Report Import Completes with APP-SQLAP-10920 ... 9
Expense Report Import Exceptions Report... 10
Invoice Validation Process Running Very Long ... 12
Procedure to Change Last Check Number or Last Wire Transfer Number... 13
Procedure to Change Number of Invoices that can be Paid on a Wire Transfer ... 14
Payment Processing ... 15
Exceptions Report for Expense Report Import (Inactive) ... 23
AP Cannot Validate a GL String on an AP Invoice... 24
How to Change Amount on AP Invoice ... 25
AR Issues-Overview ... 26
Autoinvoice has all Lines for an Order Stuck... 27
Autoinvoice Validation Report has error Invalid Ship via SHIP_VIA... 28
Cannot Print Accounts Receivable for first Period of a New Year ... 29
Customers show as Default Collector on “Aging -7 Buckets-By Collector Report” ... 30
Error Exist in Interface Lines Screen... 31
Two Sales Orders for Returns are on the Same Credit Memo... 32
User has Identified an RMA that was not Invoiced... 33
AutoInvoive Schedule at 0715... 34
Home Depot Supply White Paper Credit Management... 36
Cost Issues-Overview ... 38
COST How to check that Cost managers are running ... 39
DISCO Issues-Overview... 40
SQL Script to find if a Table is in NOETIX... 41
User cannot get DISCO Reports to Open ... 42
Error when trying to use Discoverer 4.1 Administration Edition... 43
Cannot Export to Excel from Discoverer... 44
FA Issues-Overview... 45
Cannot use Post Mass Additions... 46
Process to add a New leasehold Improvement Category... 47
Process to Unretire a Fixed Asset ... 49
Upload of Fixed Assets additions is not successful from ADI ... 50
Adding Fixed Assets and Running Depreciation... 51
GL Issues-Overview ... 58
Journal Import of Data from ADI Results ... 68
PPOS0246 Intercompany Account Assignment Posting Error... 70
INV Issues-Overview... 71
General Ledger Transfer does not include all Receiving Transactions ... 72
How to Process the sql script INVMTI115h... 73
Interface Trip Stop – SRS Error and Stuck MTL Transaction ... 74
Pending Material has stuck transaction with Error Invalid Transaction date ... 76
Process to Send Multiple Item Masters to UPS... 77
Uninvoiced Intercompany transactions... 79
MON Issues Overview... 81
How to use Monarch with Oracle Report ... 82
NOETIX Issues-Overview... 83
Noetix about... 84
OM Issues-Overview ... 85
Cannot Add a New Part Number to a Sales Order... 86
Cannot Change Ship to Address after an Order has been Booked ... 87
Delivery Status Stuck at Staged Pick Confirm ... 88
How to Run SQL Script HTMomse11i.sql... 89
Info about the Email Order Acknowledgement Confirms... 90
Info about the Email Shipment Confirms ... 91
Items on RMA are Closing before Items are Received ... 92
Pick Status is “Released to Warehouse” for a line on an order ... 93
Pick Status Correction... 97
Portion of Order Released but only Partial Shipped Remainder at Picked Status... 100
Process to add a New Freight Carrier ... 101
SQL Script to fix Stuck Transaction in MTL_Transactions_Interface... 103
User Did Not Receive Ship Confirm ... 104
Advanced Pricing Installed ... 105
How to Backorder a Delivery ... 107
PO Issues-Overview... 109
Cannot Change Amount on a PO Line ... 110
Employee Entered a Purchase Order but cannot enter a Site... 111
Enter a Known PO # and cannot find it ... 112
Error “You are not setup as an Employee. To access this form you need to be an Employee”... 113
How to Cancel a PO... 114
Shipment is Closed for Invoicing ... 115
Two-way Matching PO’s are not Closing Automatically... 116
User cannot find an existing PO ... 117
Cannot Cancel a Purchase Order ... 118
Merge Supplier with Shared Sites for AP and PO... 120
Merge Supplier with Unique Sites for AP and PO ... 122
Purchasing Issues-Overview... 124
Setting Up Approval Groups in Oracle... 125
Setting Up Buyers in Oracle ... 127
Setting Up Purchasing Options in Oracle ... 131
SHIP Issues-Overview... 135
Created a new Freight Carrier but cannot see it when Shipping... 136
Delivery Lines not Attached to Order Delivery not sent to UPS... 137
Delivery Lines Not Attached to Order... 139
In Order Management the Actions field is not Available ... 140
Pick Slip Report Displays No Data Found ... 141
Shipment was ‘Zero’ Shipped by UPS but some lines were shipped... 142
UPS Shipped Line after asked not to Ship Line ... 143
11.5.10 Pick Release Issue... 144
SYSADM Issues-Overview... 145
Cannot Export an Oracle Report into Excel ... 146
Cannot use File Export to get Screen Data into Excel... 147
Change Profile Value so that Requests Windows Does not Display after a Report is Submitted ... 148
Checklist for Refresh of DEV and TEST ... 149
Get Error Message ‘No Organizations are Currently Defined’ ... 151
Get Message Authentication Failed... 152
How to Prevent Confirming of Orders into the New Month Quarter ... 153
Oracle CSI Number... 154
Schedule for Backups on Corinth ... 155
Schedule for Backups on Delphi... 156
Schedule for the Cost Based Optimizer CBO on Corinth... 157
Schedule for the Cost Based Optimizer CBO on Delphi... 158
Schedule of UPS Related Report Sets ... 159
UPS File Types ... 160
Export Using IE 7 ... 161
Active DFF’s... 163
Checklist for refresh of DEV and TEST... 164
Oracle Access Change Form... 166
Password Profiles... 167
Philips IS Security... 169
How to Change the Default Setting for “Select the Number of Days to View”... 170
No Responsibilities appear in navigator ... 171
WF Issues-Overview... 172
Get PO Thru Approval Process in 11.5.10.2 ... 173
Get PO Thru Approval Process... 174
PO Stuck in Approval process with Error Status of “Does Approver Have Authority” 175 Reject PO Approval Process in 11.5.10.2... 176
AP Issues-Overview
Contents This chapter contains the following topics:
Topic See Page
Accrual Rebuild Report does not agree with balance in Ledger
5
APP-SQLAP-10380 displayed when entering payment 6
Cannot process expense reports for certain employees 7
Entered new account in Invoice distribution and got error
8
Expense Report Import completes with
APP-SQLAP-10920 9
Expense Report Import Exceptions Report 10
Invoice Validation Process Running Very Long 12
Procedure to change last check number or last wire
transfer number 13
Procedure to change number of invoices that can be paid on a wire transfer
14
Payment Processing 15
Exceptions Report for Expense import (Inactive
process) 23
AP Cannot validate a G/L String on an AP Invoice 24
How to change amount on AP invoice 25
Accrual Rebuild Report Does Not Agree With Balance in
Ledger
Problem At month, the Accrual Rebuild report is run. The amount on the report must agree to the balance in the General Ledger for account
01.00.000.000.20010.0000.000.
Solution Solution 1-Ensure the From Date on the Accrual Rebuild is blank and the To
Date is the last date of the Philips month and not the calendar month
Solution 2-Account for any manual journal entries recorded into account
APP-SQLAP-10380 Displayed When Entering Payment
Problem In accounts payable, when entering a payment for a vendor invoice, this error message is displayed: APP-SQLAP-10380: You cannot select this payment document because it is in use by another payment batch. Please select another payment document.
Solution There is a locked object issue. The locked object is
AP_CHECK_STOCKS_ALL. Use the following SQL script to verify:
select a.object_id
, a.session_id
, b.object_name
from v$locked_object a
, dba_objects b
where a.object_id = b.object_id
Cannot Process Expense Reports for Certain Employees
Problem Only some employee’s expense reports are not being processed when the ‘Payables Invoice Import’ is run.
Solution The vendor created for each employee is not setup as an employee with a link to the employee id in Purchasing.
• Login to Purchasing.
• Find the vendor that represents the employee • Click on the Classification tab
• Change the Type to Employee
• Get the Employee Name from the list of values • Save
Entered New Account in Invoice Distribution and Got Error
Problem New account number is entered into an invoice distribution in accounts payable; two possible error messages appear:
Value XXXXX in segment ACCOUNT has expired. This combination has expired. (ROUTINE=fdfvcc)
Solution The GL transaction date on the AP invoice is prior to the effective date of the new account number. Change the GL transaction date on the invoice to a date after the effective date of the new account number.
Expense Report Import Completes with APP-SQLAP-10920
Problem Expense Reports have been submitted in Accounts Payable and the Expense Report Import did not import the expense reports
Solution The ‘Expense Report Import’ was submitted with the runtime parameter of Source being ‘Oracle Internet Expenses’. The value must be ‘Payables Expense Reports’.
Expense Report Import Exceptions Report
Background Use this report to review the exceptions that occurred during the Expense Report Import process. Payables lists employee and expense report information for each expense report for which Payables did not create an invoice.
Payables also displays the reason why Payables did not create an invoice from an expense report.
Report Submission
Payables automatically generates this report when you submit the Expense Report Import process. See: Expense Report Import Program. Payables generates this report only if it identifies exceptions during import.
Selected Report Headings
Employee Name. Name of employee for whom Expense Report Import did not create an invoice.
Invoice Number. Invoice number for an expense report. In the Payables Expense Reports window, the default for invoice number is the value entered for Date. Invoice Date. Date entered for an expense report.
Invoice Amount. Total amount of an expense report.
Rejection Reason
. Addr Line [1¬3] Too Large. Expense Report Import attempted to create a supplier from an employee and Address Line 1¬3 for the employee home address exceeds 35 characters.
. City/State/Country] Too Large. Expense Report Import attempted to create a supplier from an employee and the City/State/Country for the employee home address exceeds 25 characters.
. Create As Supplier. You are using manual supplier number entry and you did not enter the employee as a supplier before submitting import.
. Create Duplicate Supplier. You are trying to create an invoice from an expense report for an employee name that is not already a supplier and a supplier name already exists for the same employee name.
. Duplicate Report. The invoice number already exists for an employee or supplier.
Future Date. The expense report date, the accounting date which determines the period in which your general ledger recognizes an invoice expense and liability, is in a closed period and is after the date you entered an expense report.
If the expense report date is in a closed period but before the expense report date, Payables creates an invoice from this expense report so it does not appear on the Exceptions Report. Cont on next page
. No Exchange Rate. The Payables option Require Exchange Rate Entry is Yes and the expense report is in a foreign currency and has no exchange rate information.
. No Home Address. The expense report is being sent to the employee's home address, but there is no home address defined for the employee.
. No Location. You entered an employee as a supplier without entering a location.
. No Office Address. The expense report is being sent to the employee's office address, but there is no office address defined for the employee.
. No Withholding on Site. Supplier site does not have the Allow Withholding Tax option enabled and you tried to import an invoice that a) has an invoice distribution with an automatic withholding tax group assigned to it, b) has an invoice distribution with a line type of Withholding Tax, or c) has a withholding tax group assigned to it.
. Not A Supplier. The Payables option Automatically Create Employee as Supplier is not enabled, and the employee does not already exist in Payables as a supplier.
. Zip Code Too Large. Expense Report Import attempted to create a supplier from an employee on an expense report and the Postal Code for the employee home address exceeds 20 characters
http://delos.colorkinetics.com:8071/pls/PROD/fndgfm/fnd_help.get/US/AP/ @r_invimpx 3/27/2007
Exceptions Report (Oracle Payables Help)
http://delos.colorkinetics.com:8071/pls/PROD/fndgfm/fnd_help.get/US/AP/ @r_invimpx
Invoice Validation Process Running Very Long
Problem The Invoice Validation process usually takes several seconds to complete; it was running for several minutes and not completing
Solution Another user in AP was either updating or viewing an invoice. As soon as this user completed this task, Invoice Validation completed.
Procedure to Change Last Check Number or Last Wire
Transfer Number
Problem Check numbers and wire transfer numbers are controlled with a last available document number. These numbers have to be increased when the Payables department determines that the last number is being approached.
Solution Login to Accounts Payable
• Use the navigation path /Setup/Payment/Banks • Execute a query for the Bank that will be changed
• In the next window (Banks), click on the Bank Accounts button
• In the next window (Bank Accounts), click on the Payables Documents button
• In the next window (Payment Documents), click on the Additional Information tab
Procedure to Change Number of Invoices that can be Paid on
a Wire Transfer
Problem The current limit is $100. The user needs a larger number
Solution Login to Accounts Payable
• Use the navigation path /Setup/Payment/Formats
• Execute a query for ‘Standard Form Feed Format’ in the Payment Format • Navigate to the Remittance section in the middle of the screen
• Change the numeric value next to Number of Invoices. • Save
Payment Processing
FAQ Summary 1. Payments: What is the difference between the Electronic and Wire payment methods?
2. Payment Batch: What is the Payment Batch processing flow?
3. Payment: What Does The APXUMFS Update Matured Future Payment Status Program Do?
4. Void: A check was paid against an invoice, and then voided, yet the check went out and was cashed. What do we do?
5. Payment Batch: I have created a Payment Batch and wish to abort it. Can I delete it? 6. Payment Batch: How do I determine the status of the Payment Batch?
7. Payment Document: I selected a Payment Document for my Bank Account that says it is in use. How can I tell?
8. Payment Batch: When can I modify a Payment Batch?
9. Payment Batch: How do I add an invoice to the Payment Batch?
10.Payment Batch: Can I modify the Discount on a selected invoice in the Payment Batch? 11. Payment Batch: Can I add an invoice that has been excluded because the payment batch exceeds
the maximum outlay?
12. Printing: How do I reprint checks after payment batch has been formatted? 13. Payment Batch: Can I cancel a Payment Batch that has been confirmed?
14. Payment Format: I am having problems creating a customized payment format. Can Oracle support help?
15. Printing: How do I add logo to check printing?
16. EFT: How can I select EFT document type on a Payment Batch?
17. Payment Register: How do I remove zero amounts on the Preliminary Payment Register?
18. Void: How do I void a reconciled payment whether it be a check or EFT transaction?
19. Payment Batch: What is the process flow for generating payment batches and mailing checks?
20. Payment Batch: How to cancel Payment Batch if it is stuck in status "ing" (selecting, formatting, confirming)?
21. Script: How can I find table level details about my invoice and any of its payments? 22. More Information: What articles, white papers, or manuals should I read for more information on Payment Processing?
23. Keyword: What are the MetaLinkkeywords I should use when searching for Payment Processing information on MetaLink?
FAQ Details 1.Q: What is the difference between the Electronic and Wire payment methods?
A: In short, the Electronic method enforces the existence of a supplier bank account and the Wire method does not. Therefore, use the Electronic payment method to generate instructions to your bank to make payment to a supplier bank account. Use the Wire payment method to record payment when you have used a process outside of your Oracle Payables system to instruct your bank to pay a supplier.
Electronic
Use the Electronic payment method when Payables will create instructions for your bank to make payment to a supplier bank account.
Typically, this communication is an electronic file that instructs your disbursement bank to pay your suppliers, and is in the specific format that your bank requires. However, you shoulduse the Electronic payment method whenever you need to generate a document that requires a supplier bank account. For example, use it if your Payables system is set up to print letters that you send to your bank to request that the bank make an electronic funds transfer directly into the supplier's bank account.
Payables ensures that you have recorded supplier bank account information when you use the Electronic payment method. Typically, to pay invoices with the Electronic payment method, users use a payment document with
a Computer Generated disbursement type and use a payment batch or Quick payment to create apayment instruction file. The payment instruction file is saved in the ap.out directory for delivery tothe bank, unless one of the following features is used to automatically transmit theinstruction file tothe bank: eCommerce Gateway (for EDI payments), Automatic Bank Transmission,XML Payment Processing.
However, you can use localizations, or custom payment methods and payment formats to create any
Wire
Use the Wire payment method to manually record payment when you have used a process outside of
your Oracle Payables system to instruct your disbursement bank to pay a supplier. Oracle Payables does not require supplier bank account information when you use the Wire payment
method.
When you define payment documents for these payments, we recommend you use the Recorded
disbursement type because you are simply recording a payment made outside of the system. Further we
recommend that you record the transaction with a manual payment.
(However, the system will allow you to use any disbursement type. For example, some users who
regularly record Wire payments for multiple suppliers use payment documents with the Computer
Generated disbursement type, create an electronic payment batch, and then delete the resulting
electronic file.)
2. Q: What is the Payment Batch processing flow?
A: The flow of payment processing is as follows: AutoSelect First you initiate the Payment Batch by entering criteria for invoices Build The system then builds payments based on the selection criteria. Modify You can optionally modify the payment batch. Format Format payments to have Payables produce an output file. Print Print checks from the output file or deliver the output file to your bank.
Confirm Confirm the payment batch.
3. Q: What Does The APXUMFS Update Matured Future Payment Status Program Do? A: The 'Update Matured Furture Payment Status Program' automatically updates the status of matured future dated payments from Issued to Negotiable. If the payments's maturity date is on or before the Maturity Date parameter you specify, the sytem updates the payment's status. This program creates journal entries to record the status change of the payment. After the program is submitted, Payables prints the Update Matured Future Payments status report wich shows the updated payments as well as the exceptions.
Rerun the Payables Accounting Process after running this program to account for the additional payment clearing events.
4. Q: A check was paid against an invoice, and then voided, yet the check went out and was cashed. What do we do?
A: Example:
1. Invoice created for $1300 2. Invoice paid for $1300 3. Payment was voided.
4. Check was sent to the customer who cashed it.
5. Invoice was also canceled and another check against it was voided. Solution Summary:
Create a 0$ invoice with 2 distribution lines, 1 for the expense account as a debit and the other distribution lines to the cash account as a credit
Solution Explanation:
When the invoice was created if this was just a simple invoice created, invoice paid, payment voided, but check cleared, then we would have done the following: original invoice db expense 1300cr liability 1300paymentdb liability 1300cr cash 1300 void payment db cash 1300
cr liability 1300
But to take care of the voided check that cleared and was cashed, we would have created a 0$ invoice with two new distribution lines: line 1 1300 db expense 1300 and line 2 1300 (you fill in the expense account as the cash account) which will generate these entries db liability 1300 cr cash account 1300 (this is used in place of the expense account) So invoice is still owed, and we issue a $0 manual payment check:
db liability cr cash
So the invoice is paid, and the cash is ok. 1099 considerations...
If this is a 1099 vendor, you need to go into the distributions on the zero invoice and go to the details section, and fill in the income tax type for the expense distribution, but for the
distribution for the cash, take off the income tax type. That will fix your 1099.
Almost all reports, report off the distributions, not the invoice total, so as long as everything is posted this should be fine.
5. Q: I have created a Payment Batch and wish to abort it. Can I delete it?
A: Yes. But only if the status of the Payment Batch is 'Unstarted' or 'New'. If the batch has already been selected for processing, you must Cancel it. If you have already formatted the Payment Batch, then click on Actions and deselect the Confirm action. After doing so, the Cancel Payment Batch option will be available.
6. Q: How do I determine the status of the Payment Batch?
A: Query up the Payment Batch in the Payment Batches Summary window to view the status. If you can not get into the application, you can select the status from SQL*Plus:
SELECT status FROM ap_inv_selection_criteria_all WHERE checkrun_name = ‘<payment batch name>’;
7. Q: I selected a Payment Document for my Bank Account that says it is in use. How can I tell?
A: When you selected the Payment Document for the Bank Account, the Document Names window displays a column “In Use By”. This is the Payment Batch name that is using the Payment Document. You must complete the Payment Batch using that document before you can use it. You will only get the list of payment documents if there
is more than one payment document associated with that bank account. If there is only one payment document for that bank account, you will simply get the message that the payment document is in use. If you still do not see a Payment Batch, then most likely a QuickCheck did not complete successfully. Contact Oracle Support for scripts to determine the status of the QuickCheck.
8. Q: When can I modify a Payment Batch?
A: After the Payment Batch has been Built and before it has been Formatted. Once the payment batch has been Formatted, Modify is no longer an option.
9. Q: How do I add an invoice to the Payment Batch? A:
1. From the Actions Window, unselect Format and select Modify Payment Batch. 2. Enter the Supplier Name and Site.
3. Select Yes for Pay Supplier.
4. Select the invoice you wish to add to this Payment Batch. 5. Select Done.
The system will automatically submit the Build Payments program to rebuild the payments.
10. Q: Can I modify the Discount on a selected invoice in the Payment Batch? A: Yes. You can change the Discount Amount to reflect more or less of a discount. The discount amount and payment amount can not be more than the amount due. If you take less of a discount and you wish to pay the invoice in full, you will need to adjust the Payment Amount also. If the invoice includes withholding tax, you can not adjust the Payment Amount or the Discount Amount.
11. Q. Can I add an invoice that has been excluded because the payment batch exceeds the maximum outlay.
A: Yes. Select the Supplier and Site and choose 'Force' as the Pay Option in the Modify Payments Window.
12. Q: How do I reprint checks after payment batch has been formatted. A: These instructions are for Smart Client or NCA, not character. 1. Navigate to the concurrent request summary form (Other > Concurrent)
2. Either query the format payment concurrent request, or query all and manually search for the format payments request.
3. Select Special…Reprint from the toolbar. 4. This opens the reprint dialog box.
5. Select the number of copies, the printer, and the print style 6. Press OK..
13. Q: Can I cancel a Payment Batch that has been confirmed.
A: No. You must void each payment created by the Payment Batch to accomplish this. 14. Q: I am having problems creating a customized payment format. Can Oracle support
help?
A: We often receive questions in Support requesting assistance on custom payment formats. These questions range from how to setup a custom format to troubleshooting an
existing custom payment format. Oracle Support does not provide assistance on these issues per the documentation provided in the Oracle Payables Users Guide, Volume 1 Release 11i pg. 2226, "You may want to modify one of the Payables payment formats to provide different information on your payment document or remittance advice. For example, you may want to list only invoice number, description, and invoice payment amount on your remittance stub. If you need assistance with making changes to the check printing program, please contact Oracle Consulting Services at your local Oracle office." Please feel free to utilize the service offered by Oracle Consulting to provide resolution on your custom payment format issues.
15. Q: How do I add logo to check printing?
A: (APXPBFEL) The default name for this program is Evergreen, Laser. This format is
designed to be used with laser printers when printing on blank check stock. This process requires a laser printer which uses a cartridge (normally purchased from Evergreen). It prints all the information on the check,
including company name and logo, bank name, signature(s) and the MICR encoded line at the bottom of the check. If this program is used without the printer cartridge, you will see two large exclamation marks (!!) near the signature line. The print style is Portrait, Laser and the Execution Options vary, but it must contain at least p_printer_code_mask =
'101,102,111,121,122,141'and p_continuous_stationery='N'.
16. Q: How can I select EFT document type on a payment batch?
A: Change the "Disbursement Type" for ACHs under Setup > Payments > Banks > Bank Accounts > Payables Documents from "Recorded" to "Combined"
17. Q: How do I remove zero amounts on the Preliminary Payment Register?
A: The best way to get around zero amounts on the Preliminary Payment Register when an Invoice and a Credit Memo cancel each other out is to make a Manual Payment for a zero amount (the Invoice and the Credit Memo). You can either set up a dummy Payment Document to make the payment on, or use some other
Payment Method. The important thing here is that Oracle Payables won't make a zero amount payment for you, AutoSelect will not pick up zero amount payments, nor will QuickCheck allow zero amount payments.
Once the zero amount Manual Payment is made, both the Invoice and the Credit Memo will be marked as paid and will stop being picked up by AutoSelect, so they won't appear on the Preliminary Payment Register.
18. Q: How do I void a reconciled payment whether it be a check or EFT transaction? A: You will need to unreconcile the payment first, void it and then reissue. From Cash Management Responsibility: Navigate > Bank Statements > Find Bank Statement > Review -> Lines -> Mark check to be unreconciled -> Unreconcile. Once you unreconcile the payment, you will be able to void the payment and then pay again.
20. Q: How to cancel Payment Batch if it is stuck in status "ing" (selecting, formatting, confirming)?
A: Please review Note 199783.1 to resolve this issue.
21. Q: How can I find table level details about my invoice and any of its payments? Note 148388.1 to see detailed data information on an invoice and any of its
payments.
22. Q: What articles, white papers, or manuals should I read for more information on Payment Processing?
A: Please see the Setup and Usage Guide for details on how to set up Payment Processing for AP.
23. Q: What are the MetaLinkkeywords I should use when searching for Payment Processing information on MetaLink?
A: PAYABLES; APXPAWKB; APPBCF
24. Q: List off OneOff Patch available for Payment Processing
A: A listing of the most frequently requested oneoff patches for Invoice processing can
Exceptions Report for Expense Report Import (Inactive)
Exceptions Report for Expense Report Import
Use this report to review the exceptions that occurred during the Expense Report Import process. Payables lists employee and expense report information for each expense report for which Payables did not create an invoice.
Payables also displays the reason why Payables did not create an invoice from an expense report.
Report Submission
Payables automatically generates this report when you submit the Expense Report Import process. See: Expense Report Import Program, page 5-26. Payables generates this report only if it identifies exceptions during import.
Selected Report Headings
Employee Name. Name of employee for whom Expense Report Import did not create an invoice.
Invoice Number. Invoice number for an expense report. In the Payables Expense Reports window, the default for invoice number is the value entered for Date. Invoice Date. Date entered for an expense report.
Invoice Amount. Total amount of an expense report. Rejection Reason:
• Addr Line [1-3] Too Large. Expense Report Import attempted to create a supplier from an employee and Address Line 1-3 for the employee home address exceeds 35 characters.
• City/State/Country] Too Large. Expense Report Import attempted to create a supplier from an employee and the City/State/Country for the employee home address exceeds 25 characters.
• Create As Supplier. You are using manual supplier number entry and you did not enter the employee as a supplier before submitting import.
• Create Duplicate Supplier. You are trying to create an invoice from an expense report for an employee name that is not already a supplier and a supplier name already exists for the same employee name.
• Duplicate Report. The invoice number already exists for an employee or supplier. • Future Date. The expense report date, the accounting date which determines the period in which your general ledger recognizes an invoice expense and liability, is in a closed period and is after the date you entered an expense report.
If the expense report date is in a closed period but before the expense report date, Payables creates an invoice from this expense report so it does not appear on the Exceptions Report.
• No Exchange Rate. The Payables option Require Exchange Rate Entry is Yes and the expense report is in a foreign currency and has no exchange rate information.
• No Home Address. The expense report is being sent to the employee’s home address, but there is no home address defined for the employee.
• No Location. You entered an employee as a supplier without entering a location. • No Office Address. The expense report is being sent to the employee’s office address, but there is no office address defined for the employee.
• No Withholding on Site. Supplier site does not have the Allow Withholding Tax option enabled and you tried to import an invoice that a) has an invoice distribution with an automatic withholding tax group assigned to it, b) has an invoice distribution with a line type of Withholding Tax, or c) has a withholding tax group assigned to it. • Not A Supplier. The Payables option Automatically Create Employee as Supplier is not enabled, and the employee does not already exist in Payables as a supplier.
AP Cannot Validate a GL String on an AP Invoice
Problem AP user is entering an invoice. User matches invoice to purchase order. The GL string on the PO is invalid. When user tries to validate invoice, it cannot be done.
Solution Process to correct:
1 – In General Ledger, re-enable invalid original GL string
2 – In Purchasing, change distribution on PO to the original GL string
3 – In Payables, reverse distribution (original GL string) on AP invoice
4 – In Purchasing, change distribution on PO to new GL string
5 – In Payables, match AP invoice to PO
6 – In Payables, validate AP invoices
7 – In Payables, run report set ‘AP WEEKLY POST REPORTS’
8 – In General Ledger, post AP activity
How to Change Amount on AP Invoice
Problem AP invoice amount is different from its distribution amount. The amount cannot be changed on the invoice line.
Solution - Run the Accounts Payable Trial Balance for the problem vendor - On the problem invoice, add another line in the distribution screen
with an amount needed.
- The invoice amount can now be adjusted - Validate the invoice
- Run the weekly AP process set
- Run the Accounts Payable Trial Balance for the problem vendor - Problem invoice should be corrected
AR Issues-Overview
Contents This chapter contains the following topics:
Topic See Page
Autoinvoice has All Lines for an order Stuck 27
Autoinvoice Validation Report has an error Invalid
Ship_VIA 28
Cannot Print Accounts Receivable for first Period of New Year
29
Customer shows as Default Collector on Aging-7
Buckets-By Collector Report 30
Error Exist in interface Lines Screen 31
Two Sales Orders for returns are on the Same Credit Memo
32
User has identified an RMA that was not invoiced 33
AutoInvoice Schedule at 0715 34
Home Depot Supply White Paper Credit Management 36
Autoinvoice has all Lines for an Order Stuck
Problem All lines and freight are stuck in ra_interface_lines_all for a specific order, so the order did generate an invoice.
Solution The order must be invoiced manually.
The Business Purpose of the customer address was changed while the order was being entered. Any changes to a customer should be completed before starting to enter an order.
Autoinvoice Validation Report has error Invalid Ship via
SHIP_VIA
Problem This report has ship via error. A new Freight Carrier was setup with adding it to the Order Management Item Validation Org.
Solution • Login to Inventory
• Use the navigation path /Setup/Freight Carriers. • Select MST for Inventory Org
Cannot Print Accounts Receivable for first Period of a New
Year
Problem When trying to print the AR statement, the prior month does not appear in the list of values in the Statement Date field.
Solution The AR Statement Cycles have not been setup for the new fiscal year In AR, use the navigation path /Setup/Print/Statement Cycles. For the Statement Cycle Name of End of Month, add the Statement Date for the next 12 months.
Customers show as Default Collector on “Aging -7
Buckets-By Collector Report”
Problem Customer on report with Default collector. User changed default collector to correct collector but customer still on report
Solution The default collector must be changed for every Bill-to Site address for a customer.
Error Exist in Interface Lines Screen
Problem There lines in the Interface Lines screen that have a checkmark in the Errors Exist screen. The navigation path to see this screen in AR is
/Control/AutoInvoice/Interface Lines.
Solution Review these errors with the Billing Department. Manual corrections may have to be made to customer invoices. Then these lines can be deleted from the table. Select the line and then click on the delete icon.
Two Sales Orders for Returns are on the Same Credit Memo
Problem Credit memo contains one line for order 1 and another line for order 2. The customer is the same and the item returned is the same.
Solution Sales Orders have a grouping rule to group invoices by sales orders, so that multiple shipments from the same order in the same billing cycle are grouped together on the same invoice. Credit Memos have a grouping rule, so that multiple credits for the same customer in the same billing cycle are grouped together on the same Credit Memo.
User has Identified an RMA that was not Invoiced
Problem User is closing the general ledger for the month and trying to reconcile cost of goods sold (COGS) with revenue activity. User found COGS activity for an RMA but did not find the credit memo.
Solution Usually, the return included a restocking fee (RESTOCK) and several different lines for items to be returned. The RESTOCK was included with several lines in a fulfillment set. Only some of the lines on the fulfillment set were returned before month end. The credit memo will only be created when all the items in the fulfillment set have been returned. The items not received on the fulfillment set must be taken off the fulfillment set. The autoinvoice must be run manually for the date of the returned items. Then the user must verify that the credit memos were created.
Home Depot Supply White Paper Credit Management
Learn how the initial and ongoing implementation of Oracle Credit Management and Advanced Collections, enabled Home Depot Supply to centralize its customer information, and assess and automate credit exposure and collections processes. The challenges of managing the project during acquisition and lessons learned during the initial implementation and optimization phases are included.
Executive Summary
Customer Credit Risk Management
Home Depot Supply (HDS), is a $13 billion dollar division of Home Depot, specializing in commercial distribution to the construction industry. HDS deals with a diverse range of customers from independent contractors through to the largest homebuilders in the US. As such, HDS had difficulty in managing their credit exposure across the business, both with existing customers, and managing the volume of new customers requesting open accounts for materials.
Prior to implementing Oracle, HDS had a number of divisions each with their own systems. Each division held its own receivables and assessed credit risk independently, with the associated issues including lack of visibility to total customer exposure and management of the volume of customers requesting open accounts. In addition, the collection of customer overdue balances caused problems with multiple contact points for different divisions. HDS looked at various solutions, but had already selected Oracle E Business Suite as a global system solution. Oracle had advantages over other products in several areas. Namely, tight integration with Dun and Bradstreet, real time interaction with enterprise data in the E Business Suite, flexibility to use internal and external data to perform credit and collections determination, and standardization, being part of the overall Oracle solution.
As with most ERP implementations, there was an initial implementation with the associated period of business adjustment and realization that processes designed initially in the applications did not meet the organizational requirements as first thought. The initial phase included the implementation of Credit Management for the processing of new credit applications. This included online real time import of Dun and Bradstreet data to assist with credit limit determination, and Advanced Collections to assist with managing the workflow process of collecting overdue invoices. A subsequent part of the phase included the implementation of an online credit application to enable completion of new credit applications by customers or other areas of the business.
After a period of adjustment, and the availability of new functionality in both Credit Management (OCM.D) and Advanced Collections, it was determined that the credit area needed to be re-engineered. The flexibility of the applications enabled great latitude in how the business process could be built using Oracle Credit Management and Oracle Advanced Collections. This included the re-implementation of scoring in both areas and the extension of the applications to include the download of consumer as well as commercial credit data for small contractors, collection strategies to meet customer and business needs, and the ability to communicate with customers on multiple levels (by email, fax and mail). In addition, the company decided to develop risk-based collection strategies, incorporating external credit information (i.e. Dun and Bradstreet risk score) and internal collection information, such as payment history, aging status, and other accounts receivable information.
During the second phase of the project, Home Depot acquired Hughes Supply.
Post-acquisition, new executive management re-evaluated Oracle and subsequently reaffirmed the business case. The company is now in the final stages of implementing the second phase to re-design and optimize usage of the credit and collections applications.
To conclude, prior to the implementation of Oracle, HDS had many disparate systems containing customer data (both master and transactional), making it extremely difficult to assess overall credit risk. With the initial implementation, customer information is now being centralized, and both credit exposure assessments and collections determinations can be made more accurately. This is an evolutionary journey however, and the optimization phase will bring credit exposure management and collections automation to the next level.
Cost Issues-Overview
Contents This chapter contains the following topics:
Topic See Page
How to check that Cost managers are running 39
COST How to check that Cost managers are running
Problem Cost is running the Interface Managers for Cost Manager and Material transaction every 5 minutes. Verify that these managers are running as scheduled.
Solution - Login to Inventory
- Use the navigation path /Setup/Transactions - Select Interface Managers
- Review the Interface Manager window and ensure that Cost Manager and Material transaction are running every 5 minutes.
DISCO Issues-Overview
Contents This chapter contains the following topics:
Topic See Page
SQL Script to find if a Table is in NOETIX 41
User cannot get Disco Reports to Open 42
Error when Trying to Use Discoverer 4.1 Administration Edition
43
Cannot export to Excel from Discoverer 44
SQL Script to find if a Table is in NOETIX
Problem Don’t know if a specific table is part of the Noetix EUL
Solution Run the following sql script:
select distinct view_label, table_name from n_view_table_templates
where table_name like '%TABLENAME%'
User cannot get DISCO Reports to Open
Problem User gets error messages when trying to run a report that he has access to. The message reads ‘Do you want to substitute another item, ignore this message, ignore all missing items or cancel opening this workbook?’. The user chooses Ignore but the report is not opened.
Solution The user has not been properly setup with access to the proper Business Areas in Disco.
Note Obtain from the user and the user’s manager a list of reports to access and the name of another existing user who accesses these same reports. Setup the new user the same way the existing user.
Procedure The steps to setup a new user in Disco:
1-User must be setup in Oracle Applications following standard procedures. 2 – Login to Discoverer 4 Desktop Edition as oracleadmin: and do not open a workbook.
3 – Use the navigation path /File/Manage Workbooks/Sharing 4 – In the window, click on the tab “User -> Workbook”. 5 – Select the user.
6 – Copy the appropriate workbook from the left panel to the right panel. 7 – Save
8 – Logout of the Discoverer 4 Desktop.
9 – Login to Discoverer 4 Administration Edition as oracleadmin: and do not open a workbook.
10 – Use the navigation path /Tools/Security.
11 – In the window, click on the tab “Users -> Business” 12 – Select the user.
13 – Copy the appropriate business area from the left panel to the right panel. 14 – Save.
Error when trying to use Discoverer 4.1 Administration
Edition
Problem When starting the Admin edition, the following error message is displayed: DIS3ADM.EXE – Entry Point Not Found
The procedure entry point
?GetAccessibleDetails@DCEObjectHandle@@QBE?AVDCEString@@VD CEBoolean@@@Z could not be located in the dynamic link library dcce.dll
Cannot Export to Excel from Discoverer
Problem When trying to export from Discoverer to Excel, Excel does not open. The file is saved but it is expected that Excel would open.
Solution Two fixes must be performed: 1 - Use Windows navigation path
- Right-click on Start button and choose Open
- Use the pull-down menu path /Tools/Folder Options - Click on the File Types tab
- Select the XLS file type and click on the Advanced button - In the Edit File Type window, the following check boxes should
be blank
o Confirm open after download o Always show extension o Browse in same window
- These same changes should be made to file types HTM and HTML
2 – Use regedit and go to the following entry: HKEY_LOCAL_MACHINE SOFTWARE Microsoft Internet Explorer Main Feature Control FEATURE_ZONE_ELEVATION
FA Issues-Overview
Contents This chapter contains the following topics:
Topic See Page
Cannot Use Post Mass Additions 46
Process to add a New Leasehold Improvement Category 47
Process to Unretire a Fixed Asset 49
Upload of Fixed Asset additions is not successful from ADI
50
Adding Fixed Assets and Running Depreciation 51
Cannot use Post Mass Additions
Problem Fixed Asset additions are uploaded into Oracle from ADI. In Fixed Assets, use the navigation path /Mass Additions/Post Mass Additions. Click in the parameters field for Mass Additions Post. Click on the LOV and the error message displayed is ‘No entries for List of Values’.
Solution The additions from ADI were transferred to FA with queue status of NEW. The status should have been POST. Editing each addition can change the status.
• In FA, use the navigation path /Mass Additions/Prepare Mass Additions.
• Execute a query where Queue is NEW.
• In the Mass Additions Summary window, select a line and click on the Open button.
• In the Mass Additions window, click on the LOV next to Queue and select Post.
• Save.
Process to add a New leasehold Improvement Category
Problem A new leasehold improvement fixed asset has to be setup.
Solution Execute the following steps in Fixed Assets.
Setup new Depreciation Method:
Use the navigation path /Setup/Depreciation/Methods.
In the Depreciation Methods, fill in the fields for a new Method and Description.
Select Method Type as Calculated and Calculation Basis as Cost. Enable ‘Depreciate in Year Retired’ and ‘Straight Line Method’. Enter the correct number of ‘Life Years’ and ‘Months’.
Save.
Setup new CK_ASSET_SUBCATEGORY:
Use the navigation path /Setup/Financials/Flexfields/Key/Values. Execute a query for the Value Set ‘CK_ASSET_SUBCATEGORY’. Use the down arrow key to go to ‘LEASEHOLD IMPROVEMENTS’. Add a new ASSET_SUBCATEGORY as needed.
Save.
Process to add a New leasehold Improvement Category,
Continued
Solution Continued
Setup new Asset Category:
Use the navigation path /Setup/Asset System/Asset Categories. In the Asset Categories, use the list of values to select the
ASSET_CATEGORY value of LEASEHOLD IMPROVEMENTS and the ASSET_SUBCATEGORY that was created in the previous setup.
Enter an appropriate description.
Select Category Type of Non-Lease and Ownership of Owned. Enable ‘Enabled’, ‘Capitalize’ and ‘In Physical Inventory’.
In the General Ledger Account section enter the following values: Prompt Value
Book CKI_Assets
Asset Cost 01.00.000.000.15050.0000.00
Asset Cleaning 01.00.000.000.15050.0000.00
Depreciation Expense Segment 65250
Accumulated Depreciation 01.00.000.000.16050.0000.00
Bonus Expense 65250
Bonus Reserve 01.00.000.000.16050.0000.00
Revaluation Reserve (Blank)
Revaluation Amortization (Blank)
CIP Cost (Blank)
CIP Cleaning (Blank)
Click on the Default Rules button.
In the Default Depreciation Rules window, do not change the Placed in Service dates.
Enable Depreciate.
Enter the appropriate Method, Life Years and Months.
Enter CK_PRORATE in the fields ‘Prorate Convention’ and ‘Retirement Convention’.
No other data is required. Save
Process to Unretire a Fixed Asset
Process Login to FA
Run report ‘Asset Retirement Report’ for current year Review report for assets incorrectly retired
Use navigation path /Assets/Asset Workbench
In the Find Assets window, enter Asset Number and click on Find button In the Assets window, click on Retirements button
In the Retirements window, use the pulldown menu path /View/Query By Example/Run
Verify that the information is correct Click on the Reinstate button
Use the navigation path /Depreciation/Calculate Gains and Losses Rerun depreciation, if necessary
Upload of Fixed Assets additions is not successful from ADI
Problem Upload of Fixed Asset additions from ADI to Oracle completes but shows the message ‘No rows successfully uploaded. No rows had errors’. There were lines in the ADI spreadsheet that were properly flagged and the proper month was open.
Solution Create a new spreadsheet for just the current month. There were over 1,500 lines in the existing spreadsheet, which may have caused the problem.
Adding Fixed Assets and Running Depreciation
Prerequisites Prior period must be closed for FA Current period must be opened for GL Accounts payables has been interfaced to GL
Adding Assets 1. In the Oracle GL module, print the ‘Account Analysis - Subledger Detail (180 char)’ for the current period
2. Review the activity and ensure the entries meet Capex requirements
3. Create JE to reclass activity that does or does not meet Capex requirements 4. Open the Excel spreadsheet ‘Assets Upload_0105.xls’ found on
K:\Finance\Assets:
6. Insert rows and enter new assets with the following data: o Date o Location o Asset_category o Asset_subcategory o Manufacturer o Description o Tag Number o Units o Total Cost
o Account number (Include the Business Unit for Tooling Assets)
o Date Placed in Service
o Purchase order number, if available o Comments (optional)
7. From ADI menu, click on the Assets icon and then navigate to ‘Upload to Interface’
• Under options, ensure ‘Rows to Upload’ should be Flagged Rows • ‘Asset Status’ should be Post
8. In the Oracle FA module, review the status of the ADI upload to Fixed Assets and ensure that it has completed successfully
9.Use the navigation path /Mass Additions/Post Mass Additions o For the program ‘Post Mass Additions’, enter the value
CKI_ASSETS for the parameter Book (this value,
CKI_ASSETS, will default to the program ‘Mass Additions Posting Report’); click on the Submit button
• Review the status of the ‘Mass Additions Post’ and ‘Mass Additions Posting Report’ and ensure a successful completion; use the ‘Mass Additions Posting Report to update the Fixed Assets roll-forward
Running Depreciation (only done during month end closing):
10. In the Oracle FA module, use the navigation path /Depreciation/Run Depreciation; enter CKI_ASSETS for Book parameter and the current
period will automatically fill in the Period parameter; do NOT select Close
11. Depreciation generates reports to calculate Gains and Losses,
Depreciation and Journal Entry Reserve Ledger Report; Process Pending Transactions is generated when Close Period is selected
12. Review results of the Depreciation run and determine if correct
13. If Depreciation is correct, Run Depreciation again, enter the same parameters and this time Select Close Period
14.Review the results of the Depreciation run
16. Use the navigation path /Journal Entries/Standard; enter
CKI_ASSETS for the Book parameter, select the current period for Period parameter and select Yes/No for the Summarize Journal Entries parameter
17.Review the results of the Create Journal Entries and determine if it completed successfully; click on the View Log button for the Create Journal Entries request; find the Group ID for DEPRECIATION
18.Change responsibilities to General Ledger
19.Navigate to /Journals/Import/Run; select Assets as Source, change the Selection Criteria to Specific Group ID; select the DEPRECIATION Group ID from previous step for the Specific Value; click on the Import button
Do not enter anything in the ‘Run Options’ or ‘Date Range’ sections
20.Review the results of the Journal Import and determine if it completed successfully
GL Issues-Overview
Contents This chapter contains the following topics:
Topic See Page
Journal Batch Status Stuck at Processing 59
Posting JE completes with an Error 60
APP 08046 – Batch Not Postable 61
Investigating Journal Posting Error7 63
Journal Import of Data from ADI Results in EU02 68 PPOS0246 Intercompany Account Assignment Posting
Error
70
Journal Batch Status Stuck at Processing
Problem E batch posted but the batch is not posted, it is stuck with a Batch Status of ‘Processing’.
Solution First possible solution:
According to Metalink document 1051906.6, the JE batch should be renamed and then submitted again for posting. The JE batch name should be changed only slightly.
Second possible solution:
Posting JE completes with an Error
Problem Posting JE completes with the following error message:
PPOS0248: Intercompany account assignment must exist for the source ‘Other’, category ‘Other’ and balancing segment value ‘All Other’ combination.
<x glpiil() 05-FEB-2007 16:06:33 Error in ROUTINE: glpiil, status: 0 SHRD0043: ERROR:
*************************************************** sqlcaid: sqlabc: 0 sqlcode: 1403 sqlerrml: 25
sqlerrmc:
ORA-01403: no data found
sqlerrp: sqlerrd: 0 0 0 0 24 0 sqlwarn: sqltext:
***************************************************** SHRD0044: Process logging off database and exiting ...
Solution CK does not have Intercompany accounts setup, so according to Metalink document 184257.1 the next set is to identify an incorrect account number in the journal entry batch, correct it and then Post it again.
APP 08046 – Batch Not Postable
Problem Description
A Journal / Encumbrance Entry failed posting with an error. This has been corrected and now the journal needs to be reposted. You are trying to repost this batch as follows:
Responsibility = General Ledger Super User GUI GUI Navigation = Journals/Post
GUI Form Name = GLXJEPST (Post Journals)
1. Query the batch to post by entering the name of the Batch in the Find Journals screen and clicking on the [Find] button.
2. The batch is grayed out on the Post Journals screen. If you try to select the batch for posting, you receive the following error: APP08046:
The batch you selected is either not postable, already selected for posting or being posted.
Search Words POST, batch name, frozen source , encumbrance , reserve for encumbrance , Funds In Process , budgetary_control_status , GLXJEENT, GLPPOS CHANGE BATCH STATUS AND RERUN POSTING
Solution Description
You will need to refresh the status of the Journal postable. This can be done by implementing either one of the following actions:
I. Make Change to Batch to Refresh Status Flag
Responsibility = General Ledger Super User GUI GUI Navigation = Journals/Encumbrance (if batch was an encumbrance journal) or -Journals/Enter (if batch was an actual batch)
1. 1. Query the batch to post by entering the name of the Batch in the Find Journals screen and clicking on the [Find] button. 2. 2. The batch appears on the Enter Journals screen. Select the batch and click on the [Review Batch] button.
3. 3. Place your cursor in the batch 'Name' field and type over the batch name.
4. 4. Save your changes before exiting the form. This will change the status flag in GL_JE_BATCHES to 'U'(Unposted).
You can now go back into Journals/Post and select the batch for posting. The process now runs successfully.
Solution Description
II. Post Batch Using [More Actions] Button on Enter Journals form
Responsibility = General Ledger Super User GUI GUI Navigation = Journals/Encumbrance
or
Journals/Enter
1. 1. Query the Batch.
2. 2. Click on [Review Journal]. 3. 3. Click on [More Actions] button.
4. 4. Click on [Post] button. If the Post button is not one of the options under the More Actions
button, do the following: If on Release 11 or 11i: refer to Note 1051909.6 for more details Responsibility = System Administrator
Navigation = Security/Responsibility/Define
1. 1. Query the General Ledger responsibility you are using. 2. 2. Once the responsibility definition appears on the form, change the alternate region to "Function and Menu Exclusions." Make sure the Function: 'Enter Journals: Post' is not one of the excluded functions.
3. 3. If this function is excluded, delete that line by clicking on the red X on the toolbar and save your changes.
4. 4. Switch back to General Ledger responsibility. Now the "Post" button should be one of the options under the More Actions button.
If on Release 10:
The profile option 'Journals: Allow Posting During Journal Entry' determines whether "Post" is one of the options available under the More Actions button. Check/change the profile option as follows:
Responsibility = System Administrator GUI GUI Navigation = Profile/System
1. Click on the Application and Responsibilities buttons and enter the following parameters:
Application = Oracle General Ledger
Responsibility = <The General Ledger responsibility that is used >
Profile = Journals: Allow Posting During Journal Entry
1. Click on the [Find] button.
2. Once the System Profile Values form appears enter "Yes" for the Journals: Allow Posting During Journal Entry profile option under the desired hierarchy levels. (Application or Responsibility).
3. Switch back to the General Ledger responsibility. The "Post" button should now be one of the options under the [More Actions] button.
Investigating Journal Posting Error 7
Purpose To help diagnose and resolve Error 7 in journal posting.
Scope and Application
Novice
Investigating Journal posting error7 Description:
The Posting Execution report should give you some information showing what the error 7 is caused by for all journals. A bug introduced in patch
2805480 glperp.lpc 115.5 prevented this report from showing this information. This was fixed in Bug 3473512 glperp.lpc 115.7.
When you post a journal and get error 7 it usually means that one or many journal lines are pointing to a combination that is no longer valid. The message is as follows:
'Error7 Showing invalid journal entry lines or no journal entry lines' It will also occur if the journal header is missing but that rarely happens. When you try to review the batch it will come up with an error message saying
"Posting is not allowed for this account."
You have checked the posting report and no failures due to cross validation rules etc are mentioned.
Check that the account in the code combination Allows posting. 1. Navigate to the Setup > financial > Flexfield > Key > Segments 2. Query back the hierarchy
3. Click on unfreeze.
4. Navigate to the Setup > financial > Flexfield > Key > Values in the GL superuser responsibility.
5. Query back the hierarchy and the account segment.
6. Query back the value for the account segment that it is failing on. 7. Tab to the qualifier field and set Allow Posting to yes.
8.Save your work.
9.Go back to the flexfields hierarchy screen as step 1 and refreeze the hierarchy.
If it is not that.
Note that pressing History gives no further information. If you review the
journal it has one or more code combinations blanked out in 10.7 it is not blanked
in R11 which makes the whole thing easier. If you check the report that is with
the posting run time log in the SRS screen it should tell you where the error lies.
It is sometimes the case that the journal cannot be changed because the source is
frozen or funds have been reserved so the journal cannot be changed.
Solutions to this are given later.
While we can use the Help Tools Examine function to confirm what the problem is and find the JE_BATCH_ID we need to go to sql to solve the problem. In R11 you can use Help > Tools > Examine on the header line and change the field to Status. A full list of Status codes is given in the R11 Technical
Reference Manual against the relevant tables.
Using Help > Tools > Examine with a Block of 'Batch' and a Field of 'Frozen_source_flag', if it is 'N' you should be able to edit the journal.
Change the field to status and you will see it is Z which is expected for Error7. Get the values for the je_batch_id and budgetary_control_status for later.
Unless the customer knows what the combination is or knows what combinations were recently changed we need to use sql to investigate further.
Investigation Perform the following sql using sqlplus logged in as GL/GLpassword or as APPS/ APPSpassword.
1. This will give us the batch header to use in the next sql and prove the status of the batch (V for error7). The Budgetary_control_status lets us know whether funds have been reserved, P means they have (see Budgetary control' below). The
Frozen_source_flag shows if the source is frozen, N means it is not (see 'Frozen Source' below)
select je_batch_id, name, status, budgetary_control_status,
frozen_source_flag from gl_je_batches where name = '&BATCH NAME' and default_period_name = '&PERIOD_NAME';
example of expected result : JE_BATCH_ID NAME S B F
5643 VPN For Release 11i change the from to gl_je_batches_v instead of gl_je_batches.
Here the Frozen _source_flag is 'N' but if it were 'Y' you would not be able to edit the journal.
Frozen Source:
If you need to change the journal and it has the Frozen_source Flag set then you need to navigate to Setup > Journal > Source form. Query back the source and untick the freeze journal box and save your work. Remember this is set to keep the source and General ledger the same so a changed combination here will not be reflected in the source data eg payables invoice.
Budgetary Control:
If the funds have been reserved for the journal and you need to change the journal just use the More Actions 'Unreserve Funds' button. If this is greyed out it is likely that the funds are reserved in the sub ledger and cannot be unreserved here. I know of no solution to this. You will need to correct the problem in the code combination. 2. The script in 1. gave us the header_id and batch status. We now need the Header status details of which are given in the Technical Reference manual against the GL_JE_HEADERS table. These codes describe what is wrong with the code combination ie C is 'detail posting not allowed'. set serveroutput on set lines 110 set pages 1000
select je_header_id,name HEADER NAME, status STATUS from gl_je_headers where je_batch_id = &batch_id <from 1 above>;
example of expected result :
JE_HEADER_ID HEADER NAME STATUS 5444 Cash only C
