Plugin Setup

Plugin Purpose

The PROCESSIT Plugin is used for data transfer to ensure integration with Oracle E-Business Suite. Download the latest plugin installation files via ReadSoft partner web or ReadSoft FTP.

Please note that the PROCESSIT Plugin is sometimes referred to as INVOCIEIT plugin.

PROCESSIT Plugin must be installed on all machines using INVOICES.

Prerequisites

• PROCESSIT Standard Edition Installation
• INVOICES 5-4 SP3+ or INVOICES 5-5+.

Technical structure

The purpose of the scanning plugin is to integrate INVOICES with PROCESSIT. The plugin is coded in Microsoft VB and runs on the scanning server. It is invoked from the INVOICES Transfer process. The plugin works by:

1. Capturing scanned data from INVOICES
2. Transforming the data to XML format
3. Inserting the XML in a table that PROCESSIT can read
4. Generating Master Data

Scanning plugin adapter

An adapter has been developed to make the plugin work for PROCESSIT. It creates a schema named apps in the PROCESSIT D4 database. This schema contains the tables and pl/sql programs used by the plugin. Inserted entries are discovered by a BPEL service named D4_KICKOFF_1. This service invokes the BPEL service D4_PROCESSIT_1 in order to start an invoice flow.

Using Master Data to select supplier

In INVOICES Verify module, select the Operating Unit with the Buyer select list.

Select a supplier by clicking the Supplier number link. When selecting a supplier, press the tab key to move from the supplier field. Otherwise the invoice is not updated with the selected supplier number.If you select a vendor-number and organization combination that does not match, you receive an error message. This check is only performed when using standard PROCESSIT master data format.

For other details on using INVOICES Verify module, refer to standard INVOICES documentation.

Windows installation

Removing earlier PROCESSIT Plugin versions

Before upgrading the PROCESSIT Plugin, you must remove old installations.

1. Open the Windows Control Panel and select Add or Remove Programs.
2. Select your current PROCESSIT Plugin installation
3. Click Remove.
4. Confirm and remove the PROCESSIT Plugin.

Installation prerequisites

Make sure these conditions are met before installing the PROCESSIT Plugin:

1. INVOICES software is correctly installed correctly. Refer to INVOICES documentation for installation and configuration details.
2. A single Oracle Client (latest supported version) is installed with language set to American, and territory set to America. Multiple versions of SQL*Net cannot exist on the same client computer.
3. Oracle Provider for OLE DB is installed (latest Oracle supported version).
4. Valid connection via Oracle TNS names to the SOA Oracle Database and Oracle Invoices database (might be the same).
5. The TNS name is the same on all INVOICES Servers and clients.

New installation

1. Double-click the installation file to launch the installation wizard and click Next.
2. Select a destination folder. The destination folder is where the program Genmaster.exe for scheduled export of master data is placed.
3. Click Install to confirm the installation.
4. The installation is performed.
5. Click Finish to complete and exit the installation.

Configuration

This section describes how to configure the PROCESSIT plugin by setting up invoice profiles.

The configuration is placed in the INVOICES global path directory. The configuration is performed on a single client, but all clients must have the same TNS_NAME for the SOA Oracle DB.

Incorrect configuration may cause loss of data and transfer of invalid data due to lack of verification.

Activating the configuration form

The plugin configuration form is activated from the INVOICES Manager module. Open INVOICES Manager and select Plugins > Configure InvoiceIT.

The configuration dialog for the PROCESSIT Plugin is shown. The dialog consists of the tabs pages General and Profiles. Click Save to save the current configuration. Click Cancel to exit without saving the configuration.

General

The General tab defines the connection to the SOA Oracle DB and general settings.

SOA Oracle DB Options

This table defines the setup for connection to SOA Oracle DB. The configuraiton here is essential in order to verify and transfer data to the PROCESSIT workflow.

Test Database Connection

Click Test Database Connection to perform a check of:

• Database connection to the SOA Oracle DB.
• Plugin version in the SOA Oracle DB.
• If the selected schema name exists.

An unsuccessful test results in an error message. If there is no error message, the test is successful. The number after OK (#) is the amount of mapping tables found. By default, SOA is the only mapping.

Other general settings

Profiles

Use the Profiles tab to determine which invoice profiles to use. By default all invoice profiles are deactivated. Select Active to activate an invoice profile. Setup for an invoice profile can be changed when it is active.

Changes to running profiles should only be made after all existing invoices have been transferred or deleted.

Profiles Options

There are five additional tabs for Profiles:

• Verify 1
• Verify 2
• Verify 3
• Verify Key Fields
• Transfer

Organization Options - Verify 1

Organization Options define the source for organization ID and can be configured for each profile.

Vendor Options - Verify 1

Vendor Options defines the source for vendor (supplier) number and can be configured for each profile.

Verify Vendor Site Option - Verify 2

Verify Vendor Site Option specifies the vendor site verification. Vendor Site Options is disabled when overruled by Vendor Options.

Verify Purchase Order Option - Verify 2

Verify Purchase Order Option is used to enable purchase order validation.

These rules apply to purchase order validation setup:

• A list of values is presented if the field containing a PO number has an invalid value.
• When approving an invoice, the plugin populates empty line PO fields with the header PO field value. Nothing happens if the PO header field is empty. Existing line PO values will not be overwritten.
• If scanning lines, the PO information must be copied to the lines to be used by the PROCESSIT workflow.

Verify Contact Option - Verify 2

Verify Contact Option is used to enable contact (requestor / dispatcher) validation.

Verify Accounting Options - Verify 3

Verify Accounting Options provides a possibility to validate a field (header or lines) containing a concatenated accounting string. The field is only validated; no list of values is provided if the value is invalid. If the field contains a valid value, the corresponding code combination ID can be delivered in the invoice XML within a specified XML tag.

Verify Employee Number Options - Verify 3

Verify Employee Number Options are not supported by PROCESSIT.

Flex Value Set Name Validation Options - Verify 3

Flex Value Set Name Validation Options are not supported by PROCESSIT.

Verify Key Fields - Verify Key Fields

Verify key Fields are used to calculate line total against invoice total and to create a transfer report.

Line Control - Verify Key Fields

Line Control must be enabled in order to approve invoices referring to purchase orders without lines.

Verify Invoice Number Option (Verify Key Fields)

Verify Invoice Number Option is used to compare Invoice Number with the invoice numbers found in the Payables Invoices and Payables Invoice Interface for the current vendor. A warning will appear if the current invoice number is found.

Verify Line Amount Options - Verify Key Fields

Verify line Amount Option is used to enable validation total line amount against the invoice header amount. The invoice cannot be approved if the amounts do not match and an error box is displayed.

Transfer Options - Transfer

Use Transfer Options to determine if invoices can be transferred to SOA/Oracle multiple times. If this is disabled, an invoice is only allowed to be transferred once. The setting is disabled by default.

If this check is not supported by your version of PROCESSIT, you receive an error message stating Audit control not found in this version. In this case, enable the functionality or you will not be able to approve or transfer invoices.

INVOICES integration with PROCESSIT

An invoice transaction description must be created. It contains field information that should be transferred into PROCESSIT. If not added, no data is transferred into PROCESSIT. These tables are mapping matrixes for mapping data between INVOICES and PROCESSIT. They outline invoice field names, Internal Field Types etc. used for SOA and PROCESSIT

Invoice Header Fields

Invoice Line Type Fields

Restart the INVOICES Manager Module

Once you have configured everything, restart the INVOICES Manager Module.

Using the PROCESSIT Plugin

Buyer and Supplier Support

The PROCESSIT Plugin supports the use of buyer and supplier master data in INVOICES 5-4 SP3 or INVOICES 5-5. The plugin provides an extraction of data from the SOA/Oracle E-Business Suite (OEBS) to be used with the import program in INVOICES.

Prerequisites

INVOICES Master Data Policy must be configured. The plugin uses the supplier number from the supplier master data. The master data policy is set in the INVOICES Manager module. From the menu, select Settings > Master data policy. The INVOICES Master data policy must have these features enabled:

• Use imported supplier data
• Only allow imported suppliers in verify

Generate Master data

The master data used in INVOICES is extracted from the SOA/Oracle E-Business Suite by the plugin. It supports two output formats, XML which creates .xml files, or flat file which creates .txt files. These are created according to the master data import structure defined by INVOICES. Refer to standard INVOICES documentation for details. Extraction and import of data into INVOICES is done when required, typically when suppliers are added or changed. For dat extraction and import, these files are created:

• Suppliers.xml
• Supplierbanks.xml
• Buyers.xml

Running the Export

Master Data extraction is executed from the INVOICES Manager Module. From the menu, select Plugins > Generate Master Data. Generate Master Data does not appear in the menu before the plugin has been configured and the INVOICES Manager Module has been restarted. Refer to the Plugin Configuration chapter for details.

1. Select the desired output format.
2. Specify an output directory. It must match the INVOICES maintenance program input directory. See Running the import for details.
3. By default, the supplier number is a concatenation of vendor number, vendor site code and organization id, which is expected by the PROCESSIT plugin. To customize this, refer to the section Customizing import data.
4. Click Execute to run the master data export.

Running the import

Create and setup a maintenance plan as described in the INVOICES documentation regarding Import Master data. When the maintenance plan has been setup, and the export is completed, the import is started.

The import format must match the output format from PROCESSIT export program, and the location of the files must be the same as the output directory of export program from PROCESSIT.

Scheduled import/export

It is possible to run the import and export as a scheduled task in a Windows environment. The console program GenMasterdata.exe is provided with the plugin. This program enables data export without using the INVOICES Manager module. You can execure the program from a command prompt in the directory it is installed with the command Genmasterdata.exe [/ADMIN] [/?]

You can specify command line parameters when executing the command. Running without parameters will execute the export using the settings from last run. Type /ADMIN to provide the operator a means of changing the export type, export path and whether to concatenate Key fields, see screenshot below as an example. Type /? to provide a dialog displaying what command line parameters are available.

When using the /ADMIN parameter, a dialog gives the same setup properties as running from within the INVOICES Manager Module.

Setup scheduled export / import

This section demonstrates how to setup a scheduled import/export. It is assumed that a maintenance job has been created within the INVOICES Manager module, pointing to the output files provided by the plugin export program. To create a scheduled task:

1. Open Windows Control Panel and run Scheduled tasks.
2. Double-click Add Scheduled Task.
3. Follow the instructions in the Scheduled Task wizard.
4. Specify the Genmasterdata.exe program and interval. The default location is C:/Program files/ReadSoft Development/PROCESSIT Plugin 3.1/.
5. Set the time interval and properties
6. Specify the user name to run program.
7. When finished, you see the scheduled task.
8. Now repeat these steps for the import part. A maintenance program is run as C:\ ...\bin\eimngr.exe /M maintenance_plan_name where maintenance_plan_name is the maintenance job you have setup to run the import of the export files. Remember to schedule the import to run with a timeframe later than the export to be sure the export has finished. Using flat file export is the fastest export. The parameter /M maintenance_plan_name is added by editing the properties of the scheduled task.
9. This completes the scheduled setup.

PROCESSIT default master data

The PROCESSIT plugin extracts data from SOA/Oracle E-Business Suite in the formats described here.

Buyers

Buyers are extracted from the Operating Units and their Location Address in SOA/OEBS, using these fields:

The default value for CountryCode is US unless otherwise specified. The CorporateGroupID is used to check if the found supplier is valid within the operating unit.

Suppliers

Suppliers are extracted as Vendor Sites from SOA/Oracle E-Business Suite. The vendor number is created as a concatenation of the vendor number, vendor site code and organization id, with a special delimiter which by default is |, for example 5017|NEW YORK|204. The vendor sites must fulfill these criteria:

• Corresponding supplier must be enabled.
• Corresponding supplier must be active.
• Vendor site must be a pay site.
• Vendor site must be active.

These fields are used:

Source Views

The PROCESSIT plugin generates the XML load files by extracting data from views provided in the database installation (XX is XXIT3/SOA):

• XX_PLUGIN_BUYERS
• XX_PLUGIN_SUPPLIERS
• XX_PLUGIN_SUPPLIERBANKS

Column names match the master data import structure defined by INVOICES and is used as attribute names when generating the XML load files.

The exception to this rule is the first two fields in the XX_PLUGIN_SUPPLIERS and XX_PLUGIN_SUPPLIERBANKS view:

• Field 1: PO_VENDORS.SEGMENT1
• Field 2: PO_VENDOR_SITES_ALL.VENDOR_SITE_CODE

Changes to these views are not supported. The view definition will be overwritten each time the PROCESSIT Plugin DB is installed on the Oracle Server.

Customizable Plugin Functionality

Customizing Import data for Supplier on vendor site level:

If you need to populate the INVOICES master data table without using the PROCESSIT plugin data extraction (or change of source views), the following must be fulfilled to use the PROCESSIT plugin:

• The field CorporateGroupID must be populated with the ORG_ID for both supplier and buyer.
• The field SupplierNumber must be populated with the vendor number [PO_VENDORS.SEGMENT1], concatenated with the vendor site code [PO_VENDOR_SITES_ALL.VENDOR_SITE_CODE] and org id [PO_VENDOR_SITES_ALL.ORG_ID] and separated with a pipe character |.

You can replace the pipe character separator with any character not found in either vendor number or vendor site code. The character is defined in INVOICEIT.INI located in the INVOICES GlobalPath directory, by the command SITE_SEP. The character must be defined between 2 asterisks *

Customizing Windows Event Log error message

If a fatal error occurs, the PROCESSIT Plugin writes an entry in the Windows Event Log. The event log entries are placed as event errors under the source VBRuntime with event id 1. The description contains the message from the PROCESSIT Plugin in the form: "PROCESSIT Plugin (INVOICES Module XXXX)" + <Error message> where XXXX is the module running the PROCESSIT plugin as denoted below:

• SCAN (Scan)
• ITRP (Interpret)
• VERI (Verify)
• TRAN (Transfer)
• MNGR (Manager)

<Error message> contains error-information and call-path, and is specific for each encountered error.

You can change the error message from dynamic to constant. Set the error message in the event log to this structure "PROCESSIT Plugin (INVOICES Module XXXX)" + <CONSTANT ERROR MESSAGE> +"Job is aborted!" where <CONSTANT ERROR MESSAGE> is a text string that is read from the INVOICE.INI file.

To activate this functionality:

1. Open INVOICEIT.INI from the INVOICES GlobalPath directory defined in EILOCAL.INI
2. Navigate to the section [CUSTOMIZATION]. If the section does not exist, create it.
3. Add the attribute EVENTLOGMSG and set the value to a message, for exampple EVENTLOGMSG=message. In this example, the complete event error message will is InvoiceIT Plugin (INVOICES Module XXXX) - message - Job is aborted!
4. Save the file. Changes take effect when you restart the INVOICES modules.

To deactivate, delete the line in INVOICEIT.INI that contains the attribute EVENTLOGMSG under the CUSTOMIZATION section. This has no effect until you restart the INVOICES modules.