Purchase Order Matching Troubleshooting Guide

Doc ID 214273.1

1. Scripts: Diagnostic Scripts

Solution:

In order to speed and simplify your troubleshooting process, Payables
Support has created diagnostic scripts that can be used to quickly
identify
common problems and issues. Please click on the following links to
download
the scripts. The link will also provide access to readme files
detailing
how the script is to be run.

Note
148388.1
. The script provides detailed data information on an
invoice
or payment.

Note
203567.1
. The script checks the basic setup (as outlined in
'Setting
Up' Chapter in the User's Guide) of Accounts Payable.

When setup information is missing or when the setup is invalid, the
test will output error/warning messages, the action to be taken, and
the
impact of the missing setup.

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2. Problem: Automatic Debit Memo Creation Failed
When Creating a RTS Transaction.

Solution:

For an Automatic Debit Memo to be created in AP, the following
must be true:

The supplier site has to be marked to allow RTS transactions.

There must be an original invoice already in AP for the item being
returned.

The PO and the original Invoice must be to the same Supplier Site.

The Supplier Site must be marked as both a Pay Site and a Purchasing
Site.

The return quantity cannot cause the quantity invoiced to go negative.

The return quantity must be equal to or less than the quantity invoiced.

The Create Debit Memo checkbox must also be turned on in the Receipt
form.

The return must be to the Supplier, and not to Receiving.

If the debit memo is not created automatically, you should create the
debit
memo manually in the Payables application.

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3. Problem: Create Debit Memo From RTS
Transaction
is Not Created when the RCV: Processing Mode Profile Option is Set to
Online

Solution:

When the system profile option, RCV: Processing Mode is set to Online,
no Debit Memo is created in Payables. Set the option to Immediate
so the debit memo will be generated in Payables. Check with
Oracle
Purchasing Support for more details about this profile option.

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4. Problem: Debit Memo Created for a RTS
Transaction
Has Terms From the Supplier Site

Solution:

The payment terms for a supplier site default to the invoices you enter
for the site except in the following circumstances:

You enter a PO Default or QuickMatch invoice in the Invoice Workbench,
in which case the terms default from the purchase order.

You import an invoice record that has payment terms specified on the
record,
or the import process can derive terms from purchase order matching.
You
can override the default payment terms on any invoice.

So, the debit memo is correctly picking up payment term from the
supplier
site.

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5. Problem: Price Hold Not Released When Entering
Credit Memo

Solution:

Use one of the following methods to resolve this issue:

Match the credit memo to the PO with price correction enabled and the
related
invoice selected.

Match the credit memo to the invoice which is matched to the PO in
question
and validate both the invoice and the credit memo.

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6. Problem: Invoice Terms Being Set to PO
Terms
Instead of Supplier Site Terms

Solution:

As of Financials Family Pack D, your payment terms will default from
the PO during a PO Default type of match. If you decide that you do not
want to use the payment terms that you have entered on the PO, you can
then change them on the invoice.

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7. Problem: Unable to Match to a Specific
Distribution
on a Release

Solution:

Enable the Allow Distribution Level Matching Payables Option, if you
want to allow matching to purchase order distributions. If you enable
this
option, you can match an invoice to one or more purchase order
distributions.
If you do not enable this option, Payables only allows you to match an
invoice to a purchase order shipment.

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8. Problem: Po Match Required For Credit
Memos
If Hold Unmatched Invoices Flag Checked

Solution:

If the Hold Unmatched Invoices option is enabled for a supplier site,
and you want to match a Credit Memo or Debit Memo to an invoice without
receiving the Matching Required hold during validation, use the
procedure
outlined in the Matching Credit and Debit Memos to Purchase Orders and
Receipts section of the 11i
Oracle Payables User Guide Release
.

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9. Problem: Attachment TO PAYABLES Entered in
Purchasing
is not Viewable in Payables

Solution:

Please see Note:
200900.1.

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10. Problem: Reversing PO Matched Invoice
Distribution
Line Does Not Open The PO Line For Further Matching

Solution:

Please see Note:
201332.1.

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11. Problem: Purchasing encumbrances are not
reversed
by invoice matching

Solution:

If PO Encumbrance Type and Invoice Encumbrance Type are the same, AP
will encumber only for variances. Only

when the Accounting Entries have been created for AP, would
the encumbrance be relieved. Once the 'Create

Accounting Entries' process is run, encumbrance is relieved. This is
the standard functionality and as per design.

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12. Problem: How do I Release Final Matching
Hold
on an Invoice

Solution:

A Final Matching Hold is placed by the approval process when an invoice
is matched to a already finally closed PO Shipment. This hold is
not manually releasable. To release this hold in versions below
11.5.10, the distribution created
by matching to the finally closed PO line must be
reversed.
If there are many lines on the invoice and many are matched to
different
PO's, it becomes difficult to determine the correct distribution to
reverse.
And, if there are distributions in the same invoice that were created
by
final matching to a PO, these distributions cannot be reversed.
To
find the invoice distribution causing the hold, run the following SQL:

Select distribution_line_number LINE,
dist_code_combination_id
ACCOUNT, match_status_flag APP, amount ,

final_match_flag FINAL, Quantity_invoiced QTY,
reversal_flag REV from ap_invoice_distributions_all

where invoice_id = <invoice_id>;

If an invoice distribution displays a final_match_flag = D this invoice
distribution cannot be reversed.

If an invoice distribution displays a
match_status_flag
not equal to 'A' and final_match_flag is null or 'Y', then this is most
likely the cause.

Reverse this distribution and revalidate the invoice. The final
matching
should be released.

In 11.5.10 and above, you cannot reverse distributions or cancel the
invoice.

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13. Error: Create Debit Memo From RTS Errors
AP_CANNOT_ASSIGN_DOC_SEQ

Solution:

Ensure that the seeded Document Category is the one assigned to the
set of books for successful creation of automatic / RTS Debit memos

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14. Error: APP-SQLAP-10655 Error When Matching
an
Invoice to a PO

Solution:

The invoice has one line with the Invoice Match Option set to
Receipt.
Change the option from purchase order to receipt before clicking on the
match button.

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15. Error: Matching an Invoice to a Receipt
Receives
ORA-00904 Invalid Column Name

Solution:

To find out what column is missing, please run the select which is
generating this error in SQLPLUS. An Asterisk '*' will appear
under
the column which is missing.

select receipt_number, rcv_shipment_line_number,
rcv_transaction_date,
po_number,

po_release_num,po_line_number, po_line_location_number, closed_code,
closed_reason,

inventory_organization_code, item_description, supplier_item_number,

ship_to_location, buyer,bill_of_lading, packing_slip, container_num,

waybill_airbill_num, shipped_date, freight_carrier_code,
receipt_uom_lookup_code,

po_freight_terms, po_payment_terms, taxable_flag, tax_name,
rcv_transaction_id,

rcv_shipment_header_id, rcv_transaction_quantity, rcv_shipment_line_id,

po_header_id, po_line_id, po_line_location_id, po_release_id, item_id,
category_id,

ship_to_location_id, buyer_id, vendor_id, vendor_site_id,
inventory_organization_id,

accrue_on_receipt_flag, org_id, po_unit_price, po_uom_lookup_code,
po_approved_flag,

po_approved_date, vendor_name, vendor_site_name, currency_code,
po_match_option,

order_type_lookup_code, type_1099, ussgl_transaction_code, pay_on_code,

interface_transaction_id, receipt_required_flag,
inspection_required_flag

from po_ap_receipt_match_v

where shipment_type='standard';

The results should produce an output similar to the following:

Error encountered: ORA-00904

Column RECEIPT_REQUIRED_FLAG was missing from view
PO_AP_RECEIPT_MATCH_V.

To resolve this issue, confirm the version of $AP_TOP/patch/115/odf
file appov.odf. Version should be 115.4 or higher. Please have
the
DBA recreate the view using adodfcmp as follows:

adodfcmp mode=views priv_schema=system/manager userid=ap/ap

touser=apps/apps odffile=appov.odf changedb=Yes

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16. References: What articles, white papers, or
manuals should I read for more information on PO Matching?

Solution:

Please see the Payables
PO Match Setup and Usage Instructions
for a complete list of
available
documents.

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17. Keywords: What are the MetaLink keywords I
should
use when searching for PO Matching on MetaLink?

Solution:

APXPMTCH; APXRMTCH; match; invoice match; PO match

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18. Patches: List of one-off patches available
for
Payables PO Matching

Solution:

Please see Note
213163.1
.

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IMPORTANT
: If you did
not
find the information you were searching for, please review the
following
Payables PO Match documents

Payables
PO Match Current Issues

Payables
PO Match One-Off Patches

Payables
PO Match Setup and Usage Instructions

Payables PO Match Troubleshooting Guide

Payables
PO Match Frequently Asked Questions (FAQ's)