Importing AP Invoices using FBDI process in Oracle Fusion

To import AP Invoices using FBDI process in Oracle Fusion follow the below steps:

• In google search engine search for "oracle fusion fbdi 22d", as our version is 22d and open the first link (https://docs.oracle.com/en/cloud/saas/financials/22d/oefbf/index.html)

        

• In left pane go to Payables section and select 
• Payables Standard Invoice Import and then download the XLSM Template

• When you open the XLSM file, if you get the below error :

Right click the file and open the properties. Select the Unblock option and apply.

• When you open the XLSM file, it already has the data in it. You can clear all the sheets and start inserting your own data
  
  
• Populate the below fields in AP_INVOICES_INTERFACE sheet. You can hover on each field to read the description of the field. All the Fields Start with '*" icon are mandatory Columns which we need to enter in the sheet.

        Invoice ID: Any unique number like 1101

        Business Unit: BU Name. To know the value for this go to 

        Setup and Maintenance -> Organization Structures -> Manage Business Unit

        And then copy the Name of BU.

You can also run the below SQL and select Name column

SELECT organization_id, 

       name 

FROM   hr_operating_units 

        Source: Select the value for Invoice Source (like "Manual Invoice Entry"). To know the value for this go to 

        Setup and Maintenance -> Payables -> Manage Payables Lookups

        And then copy Lookup Code for Lookup Type = "SOURCE".

 

You can also run the below SQL and select Lookup_Code column

SELECT lookup_code,
       meaning,
       description
FROM   fnd_lookup_values_vl
WHERE  lookup_type = 'SOURCE'
AND    view_application_id = 200 

        Invoice Number: Any unique number like INV_1101

        

        Invoice Amount: Any amount like 100

        Invoice Date: Like 2023/02/15 (YYYY/MM/DD)

        Supplier Name or Supplier Number: Any Supplier Name. To know the value for this go to 

        Navigator -> Procurement-> Suppliers -> Tasks -> Manage Supplier. Select Advanced and search for supplier. Copy the supplier field if that supplier exists.

You can also run the below SQL and select vendor_name or segment1 column

SELECT vendor_id,
       vendor_name,

       segment1,
       vendor_type_lookup_code
FROM   poz_suppliers_v 

        Supplier Site: Any Supplier Site. Run the below query and select the vendor_site_code

SELECT a.vendor_id,
       b.vendor_site_id,
       a.vendor_name,
       a.segment1,
       b.vendor_site_code,
       a.vendor_type_lookup_code
FROM   poz_suppliers_v a,
       poz_supplier_sites_all_m b
WHERE  a.vendor_id = b.vendor_id 

        Invoice Currency: Currency of the invoice like GBP. If you do not enter a value, then the supplier site currency code will default during invoice import. 

        Payment Currency: Currency of the Payment like GBP. If you do not enter a value, then the supplier site currency code will default during invoice import. 

        Description: Any description for the Invoice         

        Invoice Set: Group ID for the Invoice. Import set can be used to limit the import to invoices with a particular set. You can import data for the same source by specifying a unique import set for each request. This reduces the processing time of your import. Payables Open Interface Import imports data with the source and Import Set combination you specify. 

        Invoice Type: The type of invoice being imported, such as standard invoice, credit memo or prepayment. Valid values are STANDARD, CREDIT and PREPAYMENT.

        Payment Terms: Any valid payment term. Payment terms used to create installments and to calculate due dates, discount dates, and discount amounts for each invoice.  To know the value for this go to:

 

        Setup and Maintenance -> Payables -> Manage Payment Terms

        And then copy the Name= "Immediate".

You can also run the below SQL:

SELECT name,
       description
FROM   ap_terms
WHERE  enabled_flag = 'Y'; 

    Accounting Date: GL_DATE which should be in the open period. 

    Import Set: GROUP_ID which can be used to limit the import to invoices with a particular set. 

• Populate the below fields in AP_INVOICE_LINES_INTERFACE sheet. You can hover on each field to read the description of the field. All the Fields Start with '*" icon are mandatory Columns which we need to enter in the sheet.

        Invoice ID: Same as in sheet AP_INVOICES_INTERFACE.

        Line Number: Unique number for this Invoice Id record

        Line Type: Type of invoice line. Valid values are ITEM, FREIGHT, TAX, and MISCELLANEOUS.

        Amount: Invoice Line Amount   

        Description: Any description for invoice line

Once you filled all the mandatory fields, go to sheet "Instructions and CSV Generation" and click on Generate CSV File. This will generate the ZIP file containing CSV files for Invoice Headers and Lines

• Now Login to fusion application and go to Navigator -> Tools -> Scheduled Processes:

• Click on Schedule New Process button:

• Enter "Load Interface File for Import" in the name text box. This process will load the data in Interface tables which in our case is AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE

• Enter "Import Payables Invoices" in the Import Process and click on Upload a new file 

• Click on submit

• Once this job completes, submit new process "Import Payables Invoices"

 

• Click on submit and wait for it to complete. Use the below queries to check data :

SELECT invoice_id
FROM   ap_invoices_interface
WHERE  group_id = 101;

SELECT *
FROM   ap_invoice_lines_interface
WHERE  invoice_id IN (SELECT invoice_id
                      FROM   ap_invoices_interface
                      WHERE  group_id = 101); 

• Status should be 'PROCESSED' in ap_invoices_interface