Oracle E-Business Tax - Importing AP Invoices - Payables Open Invoice Interface

Oracle R12 E-Business Tax (EBTax) Implementation Resources
The objective is to provide various business use cases for how to populate tax line information in the ap_invoice_lines_interface that need to be imported through the Payables Invoice Import process. This Page focuses on importing tax lines in R12.

The Payables Import Process provides the ability to import invoices from other sources, either for upgrade to R12 or as a part of their regular business processes if invoices are provided as part of a feeder system.

This document defines use cases for importing invoices using Payables Open Interface Import with Tax lines. This document covers following scenarios:
- Importing invoices which allow the system to calculate taxes after import
- Importing exclusive manual tax lines
- Importing inclusive manual tax lines

Importing Tax Lines Using the Payables Open Interface

Overview
The Payables Invoice Import is a concurrent request that should be submitted from an Accounts Payable (AP) responsibility. The purpose of the program is to interface invoice lines either from another module in Oracle Applications or for a system. The import

Interface tables
There are two tables that hold the data to be imported

•AP_INVOICES_INTERFACE
•AP_INVOICE_LINES_INTERFACE

Additionally, the following table holds the rejection reasons if an invoice is not successfully imported.

•AP_INTERFACE_REJECTIONS

Important Considerations while Importing Invoices with Tax Lines

1.The setup of ‘Configuration Owner Tax Option’ under the Defaults and Controls section of EB-Tax, controls the creation of tax lines for the invoices imported using open interface. Please select appropriate options during your implementation.

2.The Place of Supply option under ‘Tax Rules’ needs to be selected carefully during implementation

•Tax Rules - ‘Place of Supply’ Options:
- Operating Unit is for “Bill-To” location
- Supplier & Supplier Site are for “Bill-From” and “Ship-From”
- Location is for “Ship-To”

This setup is valid only for system calculated tax lines and not relevant for manually imported tax lines

3.For non-recoverable tax, the distribution will get the account from its corresponding ITEM line or EXPENSE account. For recoverable tax, the distribution will get the account from the account set up done at either Recover Rate or Tax rate and if neither are setup, then the interim tax account is used. The Validation process will get these distribution accounts.

4.In R12 you cannot have multiple tax lines with the same regime to rate information being allocated to a single item line. Single regime to rate can be allocated to multiple item lines for an invoice, however multiple tax lines with the same regime to rate information are not supported

5.If CALC_TAX_DURING_IMPORT_FLAG is set to ‘Y’ during import, EB Tax will calculate taxes automatically as per the tax setup. Following columns in AP_INVOICE_LINES_INTERFACE are tax driver columns, which may be used to determine the tax applicability during import:

•PRIMARY_INTENDED_USE
•PRODUCT_CATEGORY
•PRODUCT_FISC_CLASSIFICATION
•USER_DEFINED_FISC_CLASS
•SHIP_TO_LOCATION_ID
•PRODUCT_TYPE
•TRX_BUSINESS_CATEGORY


Important Tax Driver Columns

PRORATE_ACROSS_FLAG
If this column is set to ‘Y ‘and this is a non-Item type line (Tax, Miscellaneous, or Freight), then Payables will prorate the charge to all Item type lines with the same LINE_GROUP_NUMBER as this line. If no line group number is specified, Payables will prorate the charge to all Item lines. If this column is set to N, then Payables will not prorate the cost and will create only one distribution. Payables prorates tax for Tax type lines, freight for Freight type lines, and miscellaneous for Miscellaneous type lines. Payables create a distribution line for each line you prorate the charge to. The system assigns the expense account of the Item line to the new invoice distribution.

LINE_GROUP_NUMBER
If a charge needs to be prorated to a group of lines, enter an identical line group number value for each Item line to which charge to be prorated. For example, if a tax to be prorated across two Item lines, enter the same line group number for the two Item lines and the Tax line.

CALC_TAX_DURING_IMPORT_FLAG
Indicates whether tax should be calculated or not for the imported invoice. If this column is set to Y, then EBTax will calculate the tax automatically for the imported invoices based on Tax setup and data populated in Tax Driver columns of interface tables. Do not populate data in AP_INVOICE_LINES_INTERFACE with ‘TAX’ lines if this column is set to Y. For manual TAX lines, leave this column blank in AP_INVOICES_INTERFACE.

INCL_IN_TAXABLE_LINE_FLAG
This column is the flag to indicate if the amount in the tax line is included or not in the taxable line. For Exclusive Tax lines both for manual and system generated tax lines leave this column blank. This flag is only relevant to tax lines and for non-tax lines this flag should be populated as NULL.

Note: The count of AP_INVOICE_DISTRIBUTION_ALL rows given in the uses cases is based on the assumption that the taxes are non-recoverable. If a recoverable rate is not 100% for each tax line, there will be two distributions, a recoverable ditribution and a non-recoverable distribution line.

Use Case 1: System Calculated Taxes

Example: An invoice with one ITEM line and system should calculate taxes.

Set the CALC_TAX_DURING_IMPORT_FLAG to ‘Y’ and populate data in AP_INVOICE_LINES_INTERFACE as below:

Interface Column Name

ITEM Line1

LINE_NUMBER

1

LINE_TYPE_LOOKUP_CODE

ITEM

AMOUNT

100

LINE_GROUP_NUMBER

 

PRORATE_ACROSS_FLAG

 

TAX_REGIME_CODE

 

TAX

 

TAX_STATUS_CODE

 

TAX_RATE_CODE

 

DIST_CODE_CONCATENATED

99-999-9999

Use Case 2: Exclusive Manual Tax

Example: An invoice with one ITEM line of 100 USD and one TAX line (manual and exclusive) of 10 USD

 

Populate the data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line

TAX Line

LINE_NUMBER

1

2

LINE_TYPE_LOOKUP_CODE

ITEM

TAX

AMOUNT

100

10

LINE_GROUP_NUMBER

1

1

PRORATE_ACROSS_FLAG

 

Y

TAX_REGIME_CODE

 

A

TAX

 

B

TAX_STATUS_CODE

 

C

TAX_RATE_CODE

 

D

DIST_CODE_CONCATENATED

99-999-9999

 

 

 

After the Payables Import Process completes, the following number of rows should be inserted in the main tables.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

1

1

AP_INVOICE_DISTRIBUTIONS_ALL

1

2

 

Use Case 3: Exclusive Manual Tax Applicable to All Item Lines

Example: An invoice with two ITEM lines of 100 USD and 50 USD and one TAX line (manual and exclusive) of 15 USD.

 

Populate data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line1

ITEM Line2

TAX Line

LINE_NUMBER

1

2

3

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

TAX

AMOUNT

100

50

15

LINE_GROUP_NUMBER

1

1

1

PRORATE_ACROSS_FLAG

 

 

Y

TAX_REGIME_CODE

 

 

A

TAX

 

 

B

TAX_STATUS_CODE

 

 

C

TAX_RATE_CODE

 

 

D

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

 

 

 

After the Payables Import Process completes, the following number of rows should be inserted in the main tables.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

2

1

AP_INVOICE_DISTRIBUTIONS_ALL

2

4

 

Use Case 4: Exclusive Manual Tax Line Not Applicable to All Item Lines

Example: An invoice with three ITEM lines of 200 USD, 100 USD and 50 USD and one TAX line (manual and exclusive) of 30 USD. The TAX is applicable to only two ITEM lines of 200 USD and 100 USD.

 

Populate data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line1

ITEM Line2

ITEM Line3

TAX Line

LINE_NUMBER

1

2

3

4

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

ITEM

TAX

AMOUNT

200

100

50

30

LINE_GROUP_NUMBER

1

1

 

1

PRORATE_ACROSS_FLAG

 

 

 

Y

TAX_REGIME_CODE

 

 

 

A

TAX

 

 

 

B

TAX_STATUS_CODE

 

 

 

C

TAX_RATE_CODE

 

 

 

D

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

77-777-7777

 

 

 

After the Payables Import Process completes, the following number of rows should be inserted in the main tables.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

3

1

AP_INVOICE_DISTRIBUTIONS_ALL

3

4

 

Use Case 5: Multiple Exclusive and Manual Tax Lines

Example. An invoice with two ITEM lines of 100 USD and 50 USD and two TAX lines (manual and exclusive)

 

Populate data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line1

ITEM Line2

TAX Line1

TAX Line2

LINE_NUMBER

1

2

3

4

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

TAX

TAX

AMOUNT

100

50

10

5

LINE_GROUP_NUMBER

1

2

1

2

PRORATE_ACROSS_FLAG

 

 

Y

Y

TAX_REGIME_CODE

 

 

P

A

TAX

 

 

Q

B

TAX_STATUS_CODE

 

 

R

C

TAX_RATE_CODE

 

 

S

D

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

 

 

 

 

After the Payables Import Process completes, the following number of rows should be inserted in the main tables.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

2

2

AP_INVOICE_DISTRIBUTIONS_ALL

2

4

 

Use Case 6: Multiple Exclusive and Manual Tax Lines, Not All Lines have Tax

Example: An invoice with four ITEM lines of 200USD, 150USD, 100 USD and 50 USD and two TAX lines (manual and exclusive). ITEM line of 200USD AND 150USD are associated with TAX line having TAX RATE CODE ‘D’ and ITEM line of 100 USD is associated with TAX RATE CODE OF ‘S’. ITEM line of 50 USD does not have any tax associated with it

 

Populate data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line1

ITEM Line2

ITEM Line3

ITEM Line4

TAX Line1

TAX Line2

LINE_NUMBER

1

2

3

4

5

6

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

ITEM

ITEM

TAX

TAX

AMOUNT

200

150

100

50

10

35

LINE_GROUP_NUMBER

1

1

2

 

2

1

PRORATE_ACROSS_FLAG

 

 

 

 

Y

Y

TAX_REGIME_CODE

 

 

 

 

P

A

TAX

 

 

 

 

Q

B

TAX_STATUS_CODE

 

 

 

 

R

C

TAX_RATE_CODE

 

 

 

 

S

D

 

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

77-777-7777

66-666-6666

 

 


After the Payables Import Process completes, the following number of rows should be inserted in the main tables.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

4

2

AP_INVOICE_DISTRIBUTIONS_ALL

4

6

 

Use Case 7: Multiple Exclusive and Manual Tax Lines, One Tax Line Prorated Across Many Lines

Example: An invoice with four ITEM lines of 200 USD, 150 USD, 100 USD and 50 USD and two TAX lines (manual and exclusive). The ITEM line of 100 USD is associated with TAX line having TAX RATE CODE ‘S’ and TAX line with TAX RATE CODE with ‘D’ will be prorated across all the four ITEM lines

 

Populate data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line1

ITEM Line2

ITEM Line3

ITEM Line4

TAX Line1

TAX Line2

LINE_NUMBER

1

2

3

4

5

6

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

ITEM

ITEM

TAX

TAX

AMOUNT

200

150

100

50

10

50

LINE_GROUP_NUMBER

 

 

1

 

1

 

PRORATE_ACROSS_FLAG

 

 

 

 

Y

Y

TAX_REGIME_CODE

 

 

 

 

P

A

TAX

 

 

 

 

Q

B

TAX_STATUS_CODE

 

 

 

 

R

C

TAX_RATE_CODE

 

 

 

 

S

D

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

77-777-7777

66-666-6666

 

 

 

After the Payables Import Process completes, the following number of rows should be inserted in the main tables.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

4

2

AP_INVOICE_DISTRIBUTIONS_ALL

4

10

Use Case 8: Multiple Exclusive and Manual Tax Lines, Same Regime to Rate Information

Example: An invoice with two ITEM lines of 100 USD and 50 USD and two TAX lines (manual and exclusive) but with same Regime to Rate information.

 

Populate data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line1

ITEM Line2

TAX Line1

TAX Line2

LINE_NUMBER

1

2

3

4

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

TAX

TAX

AMOUNT

100

50

10

5

LINE_GROUP_NUMBER

1

2

1

2

PRORATE_ACROSS_FLAG

 

 

Y

Y

TAX_REGIME_CODE

 

 

A

A

TAX

 

 

B

B

TAX_STATUS_CODE

 

 

C

C

TAX_RATE_CODE

 

 

D

D

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

 

 

 

After the Payables Import Process completes, when tax is calculated either by clicking on ‘Calculate Tax’ button or during invoice validation two TAX lines imported will be merged to single tax line and only one row will be inserted into AP_INVOICE_LINES_ALL.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

2

1

AP_INVOICE_DISTRIBUTIONS_ALL

2

2

Use Case 9: Inclusive Manual Tax

Example: An invoice with one ITEM line of 100 USD and one TAX line (manual and inclusive) of 10 USD.

 

Set the INCL_IN_TAXABLE_LINE_FLAG to ‘Y’ for Tax line and Populate data in the AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line

TAX Line

LINE_NUMBER

1

2

LINE_TYPE_LOOKUP_CODE

ITEM

TAX

AMOUNT

100

10

LINE_GROUP_NUMBER

1

1

PRORATE_ACROSS_FLAG

 

Y

TAX_REGIME_CODE

 

A

TAX

 

B

TAX_STATUS_CODE

 

C

TAX_RATE_CODE

 

D

DIST_CODE_CONCATENATED

99-999-9999

 

INCL_IN_TAXABLE_LINE_FLAG

 

Y

 

 

After the Payables Import Process completes, there will be no TAX line inserted for inclusive tax in AP_INVOICE_LINES_ALL and this tax is not visible in Invoice lines region of Invoice workbench. Inclusive tax details can be viewed in Tax Summary and Tax Detail window. Distributions corresponding to the Inclusive tax can be viewed in Invoice Distributions window.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

1

0

AP_INVOICE_DISTRIBUTIONS_ALL

1

2

Use Case 10: Inclusive Manual Tax Line Applicable to All Lines

Example: An invoice with two ITEM lines of 100 USD and 50 USD and one TAX line (manual and inclusive) of 15 USD

 

Set the INCL_IN_TAXABLE_LINE_FLAG to ‘Y’ for the tax line and populate the data in the AP_INVOICE_LINES_INTERFACE as below:

 

 

Interface Column Name

ITEM Line1

ITEM Line2

TAX Line

LINE_NUMBER

1

2

3

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

TAX

AMOUNT

100

50

15

LINE_GROUP_NUMBER

1

1

1

PRORATE_ACROSS_FLAG

 

 

Y

TAX_REGIME_CODE

 

 

A

TAX

 

 

B

TAX_STATUS_CODE

 

 

C

TAX_RATE_CODE

 

 

D

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

 

INCL_IN_TAXABLE_LINE_FLAG

 

 

Y

 

After the Payables Import Process completes, there will be no TAX line inserted for inclusive tax in AP_INVOICE_LINES_ALL and this tax is not visible in Invoice lines region of Invoice workbench. Inclusive tax details can be viewed in Tax Summary and Tax Detail window. Proration of tax amount for each ITEM line details can be viewed from Tax Detail window. Distributions corresponding to the Inclusive tax can be viewed in Invoice Distributions window.

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

2

0

AP_INVOICE_DISTRIBUTIONS_ALL

2

4

Use Case 11: Multiple Inclusive and Manual Tax Lines

Example: AN invoice with two ITEM lines of 100 USD and 50 USD and two TAX lines (manual and inclusive)

 

Set the INCL_IN_TAXABLE_LINE_FLAG to ‘Y’ for the TAX line1 and populate data in AP_INVOICE_LINES_INTERFACE as below:

 

Interface Column Name

ITEM Line1

ITEM Line2

TAX Line1

TAX Line2

LINE_NUMBER

1

2

3

4

LINE_TYPE_LOOKUP_CODE

ITEM

ITEM

TAX

TAX

AMOUNT

100

50

10

5

LINE_GROUP_NUMBER

1

2

1

2

PRORATE_ACROSS_FLAG

 

 

Y

Y

TAX_REGIME_CODE

 

 

P

A

TAX

 

 

Q

B

TAX_STATUS_CODE

 

 

R

C

TAX_RATE_CODE

 

 

S

D

DIST_CODE_CONCATENATED

99-999-9999

88-888-8888

 

 

INCL_IN_TAXABLE_LINE_FLAG

 

 

Y

 

 

After the Payables Import Process completes, there will be no TAX line inserted for inclusive tax (TAX Line1) in AP_INVOICE_LINES_ALL and this tax is not visible in Invoice lines region of Invoice workbench. Inclusive tax details can be viewed in Tax Summary and Tax Details window. Distributions corresponding to the Inclusive tax can be viewed in Invoice Distributions window.

 

 

Table Name

Number of ITEM rows inserted

Number of TAX rows inserted

AP_INVOICE_LINES_ALL

2

1

AP_INVOICE_DISTRIBUTIONS_ALL

2

4

 

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