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    Judy Hamner
    Validate Payables Invoices for B2B xml imported invoices...
    Topic posted March 12, 2019 by Judy HamnerSilver Trophy: 7,500+ Points, tagged Configuration, Financials, Payables 
    97 Views, 9 Comments
    Title:
    Validate Payables Invoices for B2B xml imported invoices imported
    Summary:
    The only options for scheduling the Validate Payables Invoices for a specific subset are Invoice Group or Pay Group which aren't unique on xml invoices
    Content:

    We would like to import and validate our B2B xml invoices from OSuN/CMK on a regular schedule.  The only parameters available for the Validate Payables Invoices job request are Invoice Group and Pay Group.  Neither of these fields have unique values imported on these invoices. The other parameter options are From Invoice Date, To Invoice Date, Supplier or Party, invoice Number, Entered By.  None of these fields is unique to xml invoices either. 

    We import approximately 700 B2B xml invoices a week, and would like to automate the process as much as possible (it is currently manual).  Is there any way to set up an Invoice Group or Pay Group that can be automatically used for these imported invoices in order to use this scheduled job?  

    Thanks,

    Judy

     

     

    Version:
    R13 19A

    Comment

     

    • Becky Alvarez

      Judy,

      You can setup the pay group by supplier site as you probably know so invoices will pick up the pay group automatically from the supplier site if it exists so if the supplier is consistently sending the B2B for invoices for a particular site the pay group will be automatically picked up and added to the invoice when created no matter how it is created.  So if you can leverage the pay group if the site is consistent with B2B. 

      Also the validation scheduled job will validate any invoice so you can run the job as often as you want as another option so you can run it every hour, twice a day or whatever works to ensure you are picking up all your invoices each day that way you are getting every invoice validated.  Then you could be pretty certain you have a touchless process for B2B as well as any other invoice.  This is what I think most customers do.

    • Becky Alvarez

      Oh and another thought you can create a job set to import the B2B then run validation.  That is another way to do it.

    • Judy Hamner

      Thank you Becky.  Actually we haven't used pay groups yet so I didn't realize (or had forgotten) that we can set those up by supplier site.  That will be a great option for us!  We are wanting to automate the import, validation and initiation into workflow for these invoices. 

      Once we test the validation, I need to determine how to initiate workflow.  We only want to initiate these specific invoices, so would need to have a parameter for pay group or source for that ess job.  I have tested source and it doesn't work (I have another post asking about that specific issue). 

      I will start testing this!  Thanks.

      Judy

       

    • Becky Alvarez

      For the workflow, I believe you can initiate it by source and there is an ESS job to initiate workflow approvals and you can set the workflow only initiate after validation in the AP Invoice Options where you enable approvals.   There are other options I should say status of the invoice that you can set before workflow can initiate like they must be accounted, etc.

      I am not sure why source did not work unless you are using a custom source.  IF you are, you have to Enable it for use by TCA Members or Create it in TCA

      To Create or Enable in TCA
      1. Navigate to Setup and Maintenance.
      2. Search and go to task Manage Trading Community Source Systems (under Customers).
      3. Add the Same Sources you added in Manage Payables Lookups
      4. Check Enable for Trading Community Members

      Hope this helps.

    • Judy Hamner

      I was not testing the initiate with a custom source (using B2B xml), but when I select that as the source on the ess job parameter, it isn't working.  I will confirm that it is actually enabled in the TCA.  We are hoping to use the process for a custom source, so that is good information to know!  I will be testing more tomorrow and will let you know if I can get it to work.  Thanks for your help today.

      Judy

    • Judy Hamner

      Becky,

      I compared the available options on the Initiate Approval Workflow scheduled process request for "Source".  They do not line up at all with the Trading Community Source Systems.  See Attached with screen shots of both. 

      I did add a new Source to the Trading Community Source Systems and enabled it for use by TCA members.  The value does not appear on the Submit Request parameter Source list.

      Judy

    • Becky Alvarez

      Trading community usually aren't the same so don't expect those to be the same.   But you created the source in both the TCA and the Payables Look Up <Source> then if it is not showing on the workflow ESS then custom sources are not supported for initiation of the workflow and you would just use probably Imported and then when you configure your workflow rules use the source as the designation at to what invoices require approval.  I know that is supported even though I am not well versed in AP Approval configurations.

    • Judy Hamner

      Becky -

      I did some additional testing and I am able to initiate by Supplier but not Source - even if I'm using a delivered Source.  We only want specific types of invoices to be automatically initiated at this time and Source is the perfect parameter to use if it was working.

      Thanks for your help.

      Judy

    • Becky Alvarez

      Judy,

      I think the source should be part of the approval rule not the parameter for initiating approvals so you would have your approval rule test for source and IF it is from the relevant source THEN follow the approval role ELSE Auto Approve.

      Makr sense?