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AR Customer & Invoice Interface: AR_INTF_001
Application Module Name
Accounts Receivables
Application Program Interface
Customer Interface (Short Name: RACUST)
AutoInvoice Master Program (Short Name: RAXMTR)
Summary of Changes
Data Table rows with changes are highlighted in yellow.
Record Line Description
B1 6 Updated Customer Profile Class Name.
B3 2 Updated Reference list.
B3 18 Batch Source B3 20 Description not required anymore. Place data in Memo Line Name B3 38 Taxable Flag now required. B3 41 Memo Line Name now required. Data that was being placed in Description is
now placed here. B3 43 Updated Reference list. B3 55 Changed Required? Colum description; this has no material value B3 56 Changed Required? Colum description; this has no material value B3 57 Changed Required? Colum description; this has no material value N/A N/A Defaulted by ABT Team description on Accounting Rule updated N/A N/A New Sample File Added
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Description The purpose of this interface is to create new customers, new invoices and add new contacts. **Any updates to existing customers, invoices or contacts will be performed by Central AR upon manual notification. Customers: A customer must exist in the system before billing can occur. Data from side systems will be loaded into a staging table, allowing the standard Oracle Receivables Open Interface to transfer this data to Oracle Receivables.
Business Rules (EBS)
1. This interface will create new customers in Oracle by importing data from side systems. New Customers will be assigned a sequential Registry-ID number and a
sequential Account number. New Accounts for existing customers will be assigned a sequential Account
number. An additional address validation process will occur to promote postal
standards. New customers will merge with existing Customers if the name, address, and
profile are the same. A new account will be created if the name, and address are the same but the
profile is different.
2. Import Validations must occur. Before import from the interface tables into Oracle EBS, a record must pass import validation. All elements of an interface table record must succeed, or the entire record is considered in error. Records that fail validation are marked, and all errors for one record are captured after the entire record is validated. After validation, only successful records are imported into the Customer tables.
3. Any record that fails in the customer interface process must be corrected in order for the record to be accepted.
Any error related to the record itself, such as missing information or incorrect data (alpha instead of numeric) must be corrected before the record is validated and entered into Oracle. The majority of errors can usually be corrected online through the interface lines form within Receivables or by adding a new setup value (i.e. new payment terms).
If the information cannot be corrected and validated, it will be necessary to correct the data at the source system and brought over again. The original customer data must be deleted from the interface tables, the
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
information corrected in the source system, and then resent in a new interface.
4. The maintenance of the Customer Master shall be the responsibility of the KC Central AR group. Customer updates can be made by request.
Invoices: The purpose of the invoice interface is to provide the necessary data for generating transactions (invoices) from King County side systems into Oracle Receivables. The invoice billing data is imported to Receivables via an interface using the AutoInvoice process. The AutoInvoice interface processes data and populates the appropriate fields in the Receivables transaction (invoice) table. The data is utilized in the generation of the Customer Invoice. King County side systems will provide the data which is loaded into the AutoInvoice interface tables. The running of the AutoInvoice Import or Master program transfers the transactions from side systems into Receivables. Oracle Receivables ensures that the data imported is accurate and valid prior to creating the transaction. If the record cannot be validated, it stays in the interface tables and is marked as an error and information is provided to identify the invalid data.
To modularize the Invoice Creation Script, the basic structure is divided into four parts: Get all the default values from profiles and AR SYSTEM PARAMETERS table. Populate the staging tables from side systems file and update Default values Validate all the parameters entered by the user. Run the AutoInvoice process.(Open)
This results in easy to understand and easy to maintain code. Any new functionality can be added by a simple code plug-in at each of the four parts.
King County does not have sales representatives, so we will use the default No Sales Credit sales representative in the interface table so that the transactions do not error out.
The Receivables interface uses the AutoInvoice Master Program to import the transactions to Oracle Receivables.
Business Rules (Side System)
Side systems will use their system generated reference number to submit transactions. Side Systems are required to use US Postal standards for addresses. Values must be in all upper case. Customers which have been previously sent through this interface should be
reused, if possible. Each side system development team is responsible for setting up a process to
extract data in the format specified in ‘Required & Optional Fields’ section of this document and send it to a staging area set up by the ABT development team.
Required & Optional Fields
The table below lists the required and optional fields from the file. Required fields are
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
the fields that must be provided by the side systems. All records including those with different record types will be in one file.
Field Order
Field Name Data Type Length Required? Description
1. RECORD TYPE TEXT 2 Required Fixed value “B1” for all customer related data.
2. ORIG SYSTEM CUSTOMER REF TEXT 240 Required This is the side system issued customer number. It must be a unique identifier. This column forms part of the primary key for RA_CUSTOMERS_INTERFACE. The primary key is a combination of ORIG SYSTEM CUSTOMER REF, ORIG SYSTEM ADDRESS REF, and SITE USE CODE.
3. ORIG SYSTEM ADDRESS REF TEXT 240 Required This is a unique side system generated identifier for an address. If the side system does not provide a number for the address, use the same number used in field 2 above. This column forms part of the primary key for RA CUSTOMERS INTERFACE. The primary key is a combination of ORIG SYSTEM CUSTOMER REF, ORIG SYSTEM ADDRESS REF, and SITE USE CODE. To enter multiple addresses for a customer, enter multiple records in RA_CUSTOMERS_INTERFACE with identical customer information, but with different address information. This column is required if you are either inserting or updating address information.
4. SITE USE CODE
TEXT 30 Required Value set: { BILL_TO, SHIP_TO} Identify whether this is a
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
BILL_TO or SHIP_TO address (if both, you will need to duplicate the entire line and indicate one as BILL_TO and the other as SHIP_TO.)
5. CUSTOMER NAME TEXT 360 Required The Customer name or business as read on postage. The same customer reference cannot have different customer names within this table.
6. CUSTOMER PROFILE CLASS NAME
TEXT 30 Required Value Set: DAJD
DAJD GOV
DCHS DDD CIS GOV
DCHS DDD CIS
DJA
DPH EMS
DPH EMS GOV
DPH IMM GOV
DPH IMM HIPAA
DPH LAB GOV
DPH LAB HIPAA
DPH LHW
DPH LHW GOV
DPH MISC
DPH MISC GOV
DPH RX
DPH RX GOV
DPH MEO
DPH MEO GOV
DPH VS
DPH VS GOV
OPD
OPD GOV
SWD GOV NET 25 BFB
SWD GOV NET 7
SWD NET 25 BFB
SWD NET 7
Customer Profile class is used to identify the appropriate account type. A customer can have multiple Profiles (i.e. do business with various agencies)
7. CUSTOMER STATUS TEXT 1 Required Set this value to 'A'.
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
8. PRIMARY SITE USE FLAG
TEXT 1 Required Value Set: {Y,N} If multiple addresses are submitted, this value identifies which address is the primary. There can only be only primary BILL_TO, and only one primary SHIP_TO.
9. ADDRESS1 TEXT 240 Required Street or Mailing Address first Line.
10. ADDRESS2 TEXT 240 Optional Address second line, if needed
11. ADDRESS3 TEXT 240 Optional Address third line, if needed
12. ADDRESS4 TEXT 240 Optional Address fourth line, if needed
13. CITY TEXT 60 Required Enter the city for the address.
14. STATE TEXT 60 Conditionally Required
Enter the correct 2 letter state abbreviation for this address.
15. PROVINCE TEXT 60 Conditionally Required
Enter the province applicable for non U.S. Countries.
16. COUNTY TEXT 60 Conditionally Required
Enter the county for your customer's address if the COUNTRY value is ‘US’.
17. POSTAL CODE TEXT 60 Required Enter the zip code for your customer's address.
18. COUNTRY TEXT 60 Required Enter the International Standard country code found in ISO 3166-
1. The code for United states is “US”
19. PERSON FLAG TEXT 1 Not Used Set this value NULL.
20. PERSON FIRST NAME TEXT 150 Not Used Set this value NULL.
21. PERSON LAST NAME TEXT 150 Not Used Set this value NULL.
22. BILL TO ORIG ADDRESS REF TEXT 240 Optional Unless you need to link a SHIP_TO address, this field will be N or NULL. This column is the original system's reference to another address record whose bill to site will be linked to the ship to site for this address. Enter the Bill-To
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
location that you want to associate with the Ship-To address on this record.
23. CUSTOMER CLASS CODE TEXT 30 Not Used Set this value NULL.
24. CUSTOMER CATEGORY CODE TEXT 30 Not Used Set this value NULL.
Field Order
Field Name Data Type Length Required? Description
1. RECORD TYPE TEXT 2 Required Fixed value “B2” for all customer contact related data.
2. ORIG SYSTEM CUSTOMER REF TEXT 240 Required This would be your Customer Number from your side system. Same as (‘B1’value Field Order 2) This column forms part of the primary key for RA_CUSTOMERS_INTERFACE. The primary key is a combination of ORIG SYSTEM CUSTOMER REF, ORIG SYSTEM ADDRESS REF, and SITE USE CODE.
3. ORIG SYSTEM ADDRESS REF TEXT 240 Required Same as (‘B1’value Field Order 3) Enter a value you can use to uniquely identify your customer's address in your original system. This column forms part of the primary key for RA_CUSTOMERS_INTERFACE. The primary key is a combination of ORIG SYSTEM CUSTOMER REF, ORIG SYSTEM ADDRESS REF, and SITE USE CODE. To enter multiple addresses for a customer, enter multiple records in
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
RA_CUSTOMERS_INTERFACE with identical customer information, but with different address information. This column is required if you are either inserting or updating address information.
4. ORIG SYSTEM CONTACT REF TEXT 240 Optional Set this value to NULL Optionally place a side systems reference for the corresponding Contact here.
5. ORIG SYSTEM TELEPHONE REF TEXT 240 Optional Set this value to NULL Optionally place a side systems reference for the corresponding Telephone here.
6. CONTACT FIRST NAME TEXT 40 Required Contact’s first name.
7. CONTACT LAST NAME TEXT 40 Optional Contact’s last name.
8. CONTACT TITLE TEXT 30 Optional Must exist in lookup code for CONTACT TITLE. For example, DR., MISS, MR., MRS., MS. SIR
9. CONTACT JOB TITLE TEXT 100 Optional Contact's job title. This value must exist in the Oracle EBS Lookup for Job titles.
10. TELEPHONE AREA CODE
TEXT 10 Conditionally Required
Telephone area code Required if the ORIG SYSTEM TELEPHONE REF field is used.
11. TELEPHONE TEXT 25 Conditionally Required
Telephone number. Required if the ORIG SYSTEM TELEPHONE REF field is used.
12. TELEPHONE EXTENSION TEXT 20 Optional Telephone extension if needed.
13. TELEPHONE TYPE TEXT 30 Optional Value set: {FAX, MOBILE, PAGER, TELEPHONE, VOICEMAIL} Telephone is defaulted for a NULL value. Required if the ORIG SYSTEM TELEPHONE REF field is used.
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
14. PHONE COUNTRY CODE TEXT 10 Optional NULL value defaults to 001 International country code for a telephone number
15. SEX CODE
TEXT 30 Optional Indicates the gender of the contact (male or female)
16. SALUTATION TEXT 60 Optional Value Set: Dr. Miss Mr. Mrs. Ms. Sir The way contact is addressed in official documents.
17. EMAIL ADDRESS TEXT 240 Optional Contact’s email address
18. MAIL STOP TEXT 60 Optional Mail stop of the contact for postal service
Field Order
Field Name Data Type Length Required? Description
1. RECORD TYPE TEXT 2 Required Fixed value “B3” for invoice records.
2.
INTERFACE LINE CONTEXT TEXT 30 Required Value Set: DAJD DBIS DDD CIS OPD HOMER DJA NCFEES SWD PARADIGM DPH IMM DPH LAB DPH VERTIQ DPH VITAC
This must identify the source system that the invoices are coming from for reference.
3. INTERFACE LINE ATTRIBUTE1 TEXT 150 Required This is the side system generated invoice number. This Line Transaction Flexfield is a reference value to provide an audit trail back to the original
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
side system.
4. INTERFACE LINE ATTRIBUTE2 TEXT 150 Required Except SWD
This field will be used for the line number on this invoice. Except SWD. SWD: Location
5. INTERFACE LINE ATTRIBUTE3 TEXT 150 Required for SWD only
SWD: Year
6. INTERFACE LINE ATTRIBUTE4 TEXT 150 Required for SWD only
SWD: Line Number
7. INTERFACE LINE ATTRIBUTE5 TEXT 150 Required for SWD only
SWD: Ticket Number
8. INTERFACE LINE ATTRIBUTE6 TEXT 150 Required for SWD only
SWD: License Plate #
9. INTERFACE LINE ATTRIBUTE7 TEXT 150 Optional
10. INTERFACE LINE ATTRIBUTE8 TEXT 150 Optional
11. INTERFACE LINE ATTRIBUTE9 TEXT 150 Optional
12. INTERFACE LINE ATTRIBUTE10 TEXT 150 Optional
13. INTERFACE LINE ATTRIBUTE11 TEXT 150 Optional
14. INTERFACE LINE ATTRIBUTE12 TEXT 150 Optional
15. INTERFACE LINE ATTRIBUTE13 TEXT 150 Optional
16. INTERFACE LINE ATTRIBUTE14 TEXT 150 Optional
17. INTERFACE LINE ATTRIBUTE15 TEXT 150 Optional
18. BATCH SOURCE NAME TEXT 50 Required Value Set: DAJD DBIS
DDD CIS
OIRM DPG
OPD HOMER
DPH IMMUNZ
OIRM MCM
DJA NCFEES
SWD PARADIGM
DPH LAB
DPH VERTIQ
DPH VITAC
AutoInvoice uses your batch source to determine your
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
transaction and batch numbering method and your AutoInvoice processing options.
19. LINE TYPE TEXT 20 Required Set this value to ‘LINE’.
20. DESCRIPTION TEXT 240 Not Used Set this value NULL. EBS will overwrite and derive the value from the Memo Line.
21. AMOUNT NUMBER Required Enter the amount for this invoice line. If applicable Oracle will calculate tax based on this amount.
22. GL DATE DATE Required The date format will be YYYY-MM-DD. Enter the general ledger date for this transaction. The GL date determines the accounting period that you record this transaction to your general ledger. If the Post To GL option on the transaction type of the transaction being passed is set to No, the GL DATE column should be NULL.
23. CTT_TYPE_NAME_MIR TEXT 20 Required Enter the predefined transaction type name for this transaction. This will derive the receivable accounting for the general ledger, and tax eligibility. Values are located at: http://kcweb.metrokc.gov/des/abt/Financelive/Side/values.aspx
24. RAT_TERM_NAME_MIR TEXT 15 Optional Value Set: 2 MONTH BILLING
3 MONTH BILLING
6 MONTH BILLING
9 MONTH BILLING
12 MO BILLING
NET 5
NET 6
NET 7
NET 8
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
NET 10
NET 11
NET 12
NET 14
NET 15
NET 18
NET 20
NET 21
NET 25
NET 25 BFB
NET 30
NET 45
NET 60
NET 90
Entering the Payment Term for this transaction is only necessary when overwriting the terms defaulted by the customer profile.
25. TRX_DATE_MIR DATE Optional Enter the transaction date for this transaction. The date format will be YYYY-MM-DD.
26. REFERENCE LINE CONTEXT TEXT 30 Not Used Set this value NULL.
27. REFERENCE LINE ATTRIBUTE1 TEXT 150 Not Used Set this value NULL.
28. ORIG SYSTEM BILL CUSTOMER REF TEXT 240 Required This is the customer number from your system and should be the same value that was sent over in the customer interface for the Bill-To customer for this field. The system uses this field to identify the correct Bill-To customer within Oracle. If LINE TYPE = 'TAX' or you are passing freight for a specific line, do not enter a value in this column. For credit memos you must enter the Bill-To customer reference of the transaction you are crediting.
29. ORIG SYSTEM BILL ADDRESS REF TEXT 240 Required Enter the Bill-To customer address reference from your original system. This reference is
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
for the Bill-To customer you entered in ORIG SYSTEM BILL CUSTOMER REF and should be the same as sent across in the customer conversion. The reference value you enter here provides you with an audit trail from Receivables back to your original system. If no default Remit To Address has been specified, then AutoInvoice uses the Bill-To address to determine the Remit-To address for the customer. If the Remit-To address cannot be determined, then AutoInvoice will reject the transaction.
30. ORIG SYSTEM BILL CONTACT REF TEXT 240 Optional Enter the Bill-To contact reference from your original system. This reference is for the Bill-To customer that you entered in ORIG SYSTEM BILL CUSTOMER REF. This should be the same value as was sent over in the customer conversion. The reference value you enter here provides you with an audit trail from Oracle Receivables back to your original system. If LINE TYPE = 'LINE', 'CHARGES', or you are passing header freight, this column is optional. Depending on the value you entered for your batch source you can enter either a value in this column or in ORIG SYSTEM BILL CONTACT ID. If LINE TYPE = 'TAX' or you are passing freight for a specific line, do not enter a value in this column.
31. ORIG SYSTEM SHIP CUSTOMER REF TEXT 240 Optional Set this value NULL.
32. ORIG SYSTEM SHIP ADDRESS REF TEXT 240 Optional Set this value NULL.
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
33. ORIG SYSTEM SHIP CONTACT REF TEXT 240 Optional Set this value NULL.
34. QUANTITY NUMBER Required Enter a quantity.
35. QUANTITY ORDERED NUMBER Not used Set this value NULL.
36. UNIT_SELLING_PRICE NUMBER Required Enter the selling price per unit for this transaction.
37. UNIT STANDARD PRICE NUMBER Not used Set this value to NULL.
38. TAXABLE FLAG TEXT 1 Required Set this value ‘Y’ for Yes or ‘N’ for No.
39. TAX CODE TEXT 50 Not used Set this value to NULL.
40. FOB POINT TEXT 30 Not used Set this value NULL.
41. MEMO LINE NAME TEXT 50 Required Enter a predefined Memo Line from the list located at http://kcweb.metrokc.gov/des/abt/Brochures/FinanceValue/Standard%20Memo%20Lines.xls
42. UOM CODE TEXT 3 Optional Value Set: Each
Ton
Hour
Month
Year
Enter the unit of measure code for this transaction.
43. INTERFACE_HEADER_CONTEXT TEXT 30 Required Value Set: DAJD DBIS DDD CIS OPD HOMER DJA NCFEES SWD PARADIGM DPH IMM DPH LAB DPH VERTIQ DPH VITAC
Identify the source system that the invoices are coming from for reference purposes.
44. HEADER ATTRIBUTE1 TEXT 150 Required This is the side system generated invoice number. This Line Transaction Flexfield is a reference value to provide an audit trail back to the original
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
side system.
45. HEADER ATTRIBUTE2 TEXT 150 Optional This would be the original reference number provided to customers from your system. Such as a Case#, Cause #, or Citation #
46. HEADER ATTRIBUTE3 TEXT 150 Optional Set this value NULL.
47. HEADER ATTRIBUTE4 TEXT 150 Optional Set this value NULL.
48. HEADER ATTRIBUTE5 TEXT 150 Optional Set this value NULL.
49. HEADER ATTRIBUTE6 TEXT 150 Optional Set this value NULL.
50. HEADER ATTRIBUTE7 TEXT 150 Optional Set this value NULL.
51. HEADER ATTRIBUTE8 TEXT 150 Optional Set this value NULL.
52. HEADER ATTRIBUTE9 TEXT 150 Optional Set this value NULL.
53. HEADER ATTRIBUTE10 TEXT 150 Optional Set this value NULL.
54. HISTORICAL FLAG TEXT 1 Optional Set this value NULL.
55. TAX TEXT 30 Not used Set this value NULL . Derived from Accounts Payable Module. Uses Bill To location.
56. TAX JURISDICTION CODE TEXT 30 Not used Set this value NULL . Derived from Accounts Payable Module. Uses Bill To location.
57. TAXABLE AMOUNT NUMBER Not used Set this value NULL . Derived from Accounts Payable Module. Uses Bill To location.
58. TAX EXEMPT REASON CODE
TEXT 30 Not used Set this value NULL.
59. ACCOUNT CLASS TEXT (20) Required Set this value to ‘REV’.
60. ATTRIBUTE CATEGORY TEXT 30 Not used Set this value NULL.
61. ATTRIBUTE1 VARCHAR2 150 Optional This attribute is in the Invoice Line Information Flexfield. It will only be used by those who want to enter more line detail to the memo line. On the printed invoice the Memo Line and Attribute1 will be concatenated and displayed in the Description field.
62. ATTRIBUTE2 TEXT 150 Not used Set this value NULL.
63. ATTRIBUTE3 TEXT 150 Not used Set this value NULL.
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Field Order
Field Name Data Type Length Required? Description
64. ATTRIBUTE4 TEXT 150 Not used Set this value NULL.
65. ATTRIBUTE5 TEXT 150 Not used Set this value NULL.
66. ATTRIBUTE6 TEXT 150 Not used Set this value NULL.
67. ATTRIBUTE7 TEXT 150 Not used Set this value NULL.
68. ATTRIBUTE8 TEXT 150 Not used Set this value NULL.
69. ATTRIBUTE9 TEXT 150 Not used Set this value NULL.
70. ATTRIBUTE10 TEXT 150 Not used Set this value NULL.
71. ATTRIBUTE11 TEXT 150 Not used Set this value NULL.
72. ATTRIBUTE12 TEXT 150 Not used Set this value NULL.
73. ATTRIBUTE13 TEXT 150 Not used Set this value NULL.
74. ATTRIBUTE14 TEXT 150 Not used Set this value NULL.
75. ATTRIBUTE15 TEXT 150 Not used Set this value NULL.
DEFAULTED BY ABT EBS TEAM: The following fields are required by the interface. They are defaulted as constant by the ABT EBS team; they are not presented in the source data file.
Field Name Constant Value Description
CUSTOMER STATUS
“A” Customer status flag. Must equal 'A' for Active
ORG ID Defaults from System Options
Organization identifier. Enter the operating unit for which you want the Customer Interface program to validate and import customer information. This column is optional. If you do not enter a value, the Customer Interface program validates and imports customer information for all the operating units on your access list.
ORIG SYSTEM PARENT REF Derived within the program This field will be filled in on the ABT side. This field must be looked at from a standpoint that the existing customers need to
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
be examined to see if this field needs to be taken off of an existing customer in Oracle (either from the same source system or a different one) or if its truly a brand new parent record. If it’s a brand new parent record, then the next sequential number assigned to this field would be used.
INSERT UPDATE FLAG No updates to existing Customers, Contacts, or Invoices will well be allowed via interface.
CUSTOMER NUMBER Auto generated by the system.
This value must be unique within HZ_PARTIES.
CREDIT HOLD Defaulted to ‘N’ Specify whether to put a hold on your customer's credit.
LAST UPDATED BY 0 Standard who column - user who last updated this row (foreign key to FND_USER.USER ID).
LAST UPDATE DATE Sysdate() Standard Who column - date when a user last updated this row.
CREATED BY 0 Standard who column - user who created this row (foreign key to FND_USER.USER ID).
CREATION DATE Sysdate() Standard who column - date when this row was created.
SET OF BOOKS ID Defaults from System Options
Optionally, enter the ledger ID for this transaction. If no value exists, then Receivables defaults the ledger from the System Options window for the organization that is specified in the ORG ID column.
CURRENCY CODE USD Enter the currency code for this transaction. You must enter a value in this column.
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
CONVERSION TYPE User Enter the exchange rate type for this transaction. If the currency of the transaction is the same as the base currency, enter 'User' and set CONVERSION RATE to 1. You must enter a value in this column.
ACCOUNTING RULE NAME Immediate Under Review: The accounting rule name for this transaction. Hard Coded Or can be derived from Memo Line. *No Impact to Side Systems*
Customer Data Validation Rules Each file contains one or more customer lines.
Before import from the interface tables into the TCA Registry, a record must pass import validations. All elements of an interface table record must succeed, or the entire record is considered with error. Records that fail validations are marked, and all errors for one record are captured after the entire record is validated. After validation, only successful records are imported into the Registry. The types of validations include:
Lookups: If the HZ: Allow Import of Records with Disabled Lookups profile option is set to Yes, then values that reference disabled lookups are still valid.
Foreign keys:
Requirements, if a value is required or conditionally required:
Cross-column dependencies:
TCA columns: For those that are not updateable, values that are entered for such columns are ignored without error.
Flags that should have Y, N, or NULL as values.
Flexfield: If the HZ: Validate Flexfields During Import profile option is set to Yes, then flexfields are validated based on the flexfield setups. The following tables have flexfields:
HZ_CONTACT_POINTS HZ_LOCATIONS HZ_PARTIES
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
HZ_RELATIONSHIPS
Address sharing: Multiple parties cannot share a single address. If the same address applies to two parties, you must enter the address for each party.
Person records:
Organization records will be validated against company name, Bill To and/or Ship To address, contact name, party relationship.
Contacts will be used whenever possible to direct the information to the correct person if we are billing an organization.
Methods used for contact may be via phone, email, or letter.
Records that error in the interface process in Receivables must be corrected in order for the record to be accepted.
Any error related to the record itself, such as missing information or incorrect data (alpha instead of numeric) must be corrected before the record will be validated and entered into Oracle. The majority of errors can usually be corrected online through the interface lines form within Receivables or by adding a new setup value (i.e. a new payment term).
If the information cannot be corrected and validated, it will be necessary to correct the data offline. The original invoice data must be deleted from the interface tables, the information corrected in the source system, and then resent via the interface.
Invoice Data Validation Rules Each file contains one or more invoice lines.
AutoInvoice must run based on Source. There will be at least one Source per side system; however, a side system may have more than one.
King County will reject the entire transaction if any line within a single transaction contains an error.
The invoice total amount due must be more than zero.
Sequential invoice numbering will be assigned in Oracle.
All interface data set elements must first exist in Oracle. If elements do not exist an error will occur.
File Format & Name Convention
Side system must provide customer or invoice records as one flat file.
Customer data will exist as a separate line with record type B1.
Customer contact data will exist as a separate line with record type B2.
Invoice data will exist as a separate line with record type B3.
File naming standards, plus Header and Footer requirements will be communicated in the technical design phase of the ABT project.
No tab is allowed in the file.
No blank space is allowed between field value and comma or between comma and field value. The following are not valid:
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System
Other ,Other Other, Other The correct format should be: Other,Other
The data fields must be ordered based on the above table.
Required fields must have values. Optional fields can be blank, but keep the field positions by using comma. Conditionally required fields need data based on values present in other fields. (Details are explained in the description)
Comma is used as data field separator, so if the data field contains a comma, the data needs to be optionally enclosed by the “ character. Example:
“Other,Other” would be treated as one field.
Sample Data The following is sample data contained in the .csv and .xls file.
"To view the file in Excel format, save the attachment to your local drive and open it in Excel using delimiter as comma."
AR_ARCUSTINV_20110726095725.csv
HDR,AR,AR_INTF_001,IN,SWD,PARADIGM,ARCUSTINV,2011-07-26
09:57:25,[email protected]
B1,993549,1549962,BILL_TO,DOWN TIME INC,SWD NET 25 BFB,A,Y,18575 137TH DR
NW,,FLOOR 7,,OLYMPIA,WA,,THURSTON,98504,US,,,,,,
B1,993549,49962,SHIP_TO,DOWN TIME INC,SWD NET 25 BFB,A,Y,28575 137TH DR
NW,,FLOOR 7,,OLYMPIA,WA,,THURSTON,98504,US,,,,,,
B2,993549,1549962,1,1,EMILY,JACKSON,,,,,,,,,,,
B3,SWD PARADIGM,96576,Skykomish TS,2011,5,122893,2489,,,,,,,,,,SWD
PARADIGM,LINE,,10.00,2011-06-30,SWD INV,NET 25 BFB,2011-06-
03,,,993549,1549962,,,,,1,,10.00,,N,,,SWD COMMERCIAL,,SWD
PARADIGM,96576,,,,,,,,,,,,,, ,REV,,,,,,,,,,,,,,,,
B3,SWD PARADIGM,96576,Skykomish TS,2011,6,122893,2489,,,,,,,,,,SWD
PARADIGM,LINE,,1.00,2011-06-30,SWD INV,NET 25 BFB,2011-06-
03,,,993549,1549962,,,,,1,,1.00,,N,,,SWD TAX,,SWD
PARADIGM,96576,,,,,,,,,,,,,,,REV,,,,,,,,,,,,,,,,
B1,999534,443456,BILL_TO,PLAYGROUNDS INC,SWD NET 25 BFB,A,Y,38575 137TH
DR NW,,FLOOR 7,,OLYMPIA,WA,,THURSTON,98504,US,,,,,,
FTR,6,11.00,0,0,0,0
Exhibit 6
RFP #1163-17-GMK Comprehensive Facilities Asset Management System