AR Invoice Transmission Automation using XML (Project Summary) - Donald Fernandes 2014
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AR Invoice Transmission Automation using XML
(Project Summary)
- Donald Fernandes
2014
2
Agenda
�Current Process
�Requirements and Scope
�Dependencies
�Solution Options and Analysis
�Solution Assumptions
�Proposed Solution Schematic
�Project Mgmt
�Testing Scope
�Open/ Closed Items
3
Current Process
4
Requirements Summary
• Ability to automatically generate and archive AR Invoice in XML
format, from Oracle Receivables (Company ABC)
• Ability to automatically transmit AR Invoice from Oracle
Receivables system to Distributor, using agreed transmission
protocol – either FTP or AS2
• Capability to restrict this automation for two specific Customers,
with future scalability options
• Maintain downward compatibility to generate PDF Invoices, on an
exception/ manual demand basis
5
Project Scoping
1 • Scope includes only Invoices, and not Credit Memos (these will
continue to be processed and transmitted from Oracle as-is)
2 • Proposed changes will be effective on a go-forward basis only,
depending on Production Rollout date
3 • Cash Collections Processing stays as-is
4 • Order Management Processing stays as-is
6
AR Invoice: XML Data Attributes
# Attribute Name Example Data Optional or Mandatory
1 BILL_TO_NAME Distributor Corporation M
2 BILL_TO_ADDRESS 5000 Distributor Dr, Clearwater FL 33760,
United States
M
3 SHIP_TO_NAME Capital City Bank M
4 SHIP_TO_ADDRESS 1860 Other Street, Tallahassee FL 32309,
United States
M
5 INVOICE_NUMBER 316238 M
6 PO_NUMBER 3502156775 M
7 INVOICE_DATE 23 JUL 2014 M
8 PAYMENT_TERM NET 30 M
9 DUE_DATE 22 AUG 2014 M
10 INVOICE_CURRENCY USD M
11 TOTAL_AMOUNT 618.00 M
12 DOMESTIC_WIRE_INSTRUCTIONS Silicon Valley Bank
Routing/Transit Number:123456789….
M
13 Company ABC_SKU SKU.CODE.1 M
14 DISTRIBUTOR_PART_CODE 9999999 M
15 LINE_QUANTITY 5 M
16 UNIT_PRICE 103.3500 M
17 LINE_AMOUNT 516.75 M
7
Solution Options and Analysis
#Options for DIS SKU Derivation
Requires new outbound XML?
Impacted System
Pros ConsOverall Score Rating
1
Maintain static
mapping in Oracle
between DIS SKU
and Company ABC
SKU
YesOracle/
Informatica
- relatively
simplest approach
from IT
perspective
- Extra maintenance to MDM Business User
- Overall accuracy subject to offline coordination
between OM and Quoting, causing process inefficiency
- Volume of mapping data, not scalable approach
- external dependency on DIS
Low
2
Derive DIS SKU
dynamically, using
specific mapping
rules based on
Company ABC
SKU, Service
Duration, etc
Yes (TBD)- Low manual
maintenance
- Requires additional programmatic effort/ testing,
increasing solution complexity
- Derived DIS SKU is not guaranteed to match against
the actual DIS SKU on the PO
- Type field, among other parameters, not present in
Oracle
- Mapping Rule exceptions cannot be handled
programmatically
Medium
3
Receive and store actual DIS SKU, as additional data attribute, against the specific Sales Order Line, by extending the Oracle-SFDC interface
YesSFDC + Oracle
- Better reliability in overall recon +compliance between Company ABC /DIS - Scalable approach across multiple Distis- No/Low manual maintenance
- Increased development work and regression testing, to modify SFDC-Oracle interface- Upstream (Sales) business process impact- Possible modification required on the Quote, to store DIS SKU, as prerequisite step
High
4
Use the custom
DB INFA_DB_DEV
for PO XML to get
the DIS SKU
Yes Oracle
- less invasive
system change
- no manual
maintenance or
user impact
- There is no direct / unique link between SO Line and
PO Line. One Order can have more than one line with
SAME SKU (showstopper)
- Involves linking Oracle EBS to PO custom DB
- sourcing information from custom DB, increases
reconciliation/troubleshooting efforts
Medium
8
Solution Assumptions
1 • Distributor EMEA and NALA will use same XML invoice format, as
currently generated by Oracle EBS of Company ABC Technology
2 • Above XML format will be agreed upon, prior to start of actual
development
3 • Oracle EBS will post XML Invoice file at shared secure location on
Company ABC Technology network
4 • Distributor EMEA will use same FTP file location for IaaS to post XML
Invoice files where PO’s are posted currently
5 • Distributor NALA will use same MFT infrastructure over AS2 as
currently used in PO XML project
6 • To facilitate acceptable reconciliation between Oracle and Quote,
there will no manual overrides on the accepted PO Line, except for
Price variances
7 • Other than DIS SKU, which is a new data attribute into Oracle, all
remaining information will be transmitted as-is from Company ABC
Receivables to DIS NALA (see example production PDF reference)
9
10
System Changes and Deliverables
# Change/ Deliverable Summary
Modify
Existing
OR
Net New
Impacted
System
1Switch off existing automated Invoice Transmission process
for specific DIS NALA and DIS EMEA CustomersModify Existing Oracle AR
2Modify XML Program to generate and archive XML AR
Invoice fileModify Existing Oracle AR
3Configure a “shared” network location and file transmission
protocolsNet New IaaS
4 Program to upload XML on shared network location Net New Oracle AR
5 Program to notify Finance, with File Transmission status Net New Oracle AR
6 Modify SFDC-Oracle bridge to receive additional information Modify Existing Oracle OM
7 Copy DIS SKU from PO Line to Quote Line Modify Existing SFDC
11
Project Management: Players
12
Project Management: Communications
�Daily Stand-up Team Meetings
�Weekly Status Reports
�Entry/ Exit Meetings at each Project Milestone
13
Project Management: Deliverables
�Business Requirements Document
�Design Document
�Test Scenarios
�Test Log
�Rollout Plan
�System Change Approvals
�MD120, Code and System Configurations
14
Test Scenario Summary
# Scenario Test Objective and Outcome
1
End-to-End test from PO creation
to AR Invoice Transmission
(multiple lines, currency flavors)
Successful validation of all data
attributes in Oracle AR against SFDC
PO Line and Quote Line
Successful generation of AR XML
Invoice and consequent transmission to
DIS NALA
Successful receipt, XML parse and
validation of transmitted data by DIS
NALA
Check archived Invoice XML files on
Oracle server
2 Repeat above for DIS EMEA < as above>
3Generate AR Invoice for non-DIS
NALA Invoices
Successful PDF email delivery to
Customer
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