AP Supplier Upload

Description:

This upload can be used to create and/or update Suppliers, Supplier Sites, Supplier Bank Accounts, and Supplier Contacts

Parameters

Upload Mode, Operating Unit, Supplier Type, Exclude Employee Suppliers, Supplier Name, Supplier Name From, Supplier Name To, Supplier Number, Supplier Number From, Supplier Number To, Payment Method, Tax Registration Number, Supplier Site, Supplier/Site Status, Bank Account Status, Contact Status, Update Supplier Bank Accounts, Update Supplier Sites, Update Site Bank Accounts, Update Site Contacts, Default Site Bank Acct Assign Lvl, Default Tax Rounding Rule, Default Inclusive Tax, Default Allow Offset Taxes, Default Pay Each Document Alone

Used tables

per_employees_x, per_business_groups_perf, fnd_territories_vl, rcv_routing_headers, ap_terms_vl, ap_awt_groups, iby_ext_party_pmt_mthds, iby_payment_methods_vl, iby_payment_reasons_vl, iby_formats_vl, iby_delivery_channels_vl, iby_bank_instructions_vl

Dependencies

If you would like to try one of these Oracle EBS SQLs without having Blitz Report installed, note that some of the reports require functions from utility package xxen_util.

Example Report

None

Report SQL

www.enginatics.com/reports/ap-supplier-upload/

Blitz Report™ import options

AP_Supplier_Upload.xml

Case Study & Technical Analysis: AP Supplier Upload

Executive Summary

The AP Supplier Upload is a powerful data management utility designed to streamline the maintenance of the Supplier Master in Oracle Payables. It facilitates the bulk creation and update of Suppliers, Supplier Sites, Contacts, and Bank Accounts. By automating these tasks, organizations can significantly reduce the administrative burden of vendor management, ensure data consistency across operating units, and accelerate supplier onboarding processes.

Business Challenge

Managing a large vendor base presents several operational hurdles:

Manual Data Entry: Creating suppliers one by one is slow and prone to typographical errors (e.g., wrong tax IDs, misspelled names).
Mass Updates: Updating payment terms or bank accounts for thousands of suppliers due to a policy change or bank merger is manually infeasible.
Data Integrity: Inconsistent data entry standards across different users can lead to duplicate suppliers and reporting errors.
Migration & Integration: Loading legacy supplier data during system implementations or acquisitions requires a robust, repeatable tool.

The Solution: Operational View

The AP Supplier Upload serves as a bridge between external data sources (like Excel spreadsheets) and the Oracle EBS Supplier Master.

Bulk Processing: Enables the upload of thousands of supplier records in a single run, saving days of manual work.
Comprehensive Scope: Handles the full hierarchy of supplier data: Header (Supplier), Sites (Address & Operating Unit specific), Contacts, and Banking details.
Validation: Ensures that uploaded data adheres to Oracle’s strict validation rules (e.g., unique Tax Registration Numbers, valid Payment Methods) before committing changes.
Update Capability: Unlike standard interface programs that often only support creation, this tool allows for the update of existing records, making it ideal for data cleansing initiatives.

Technical Architecture (High Level)

The solution utilizes Oracle’s public APIs and interface tables to ensure data integrity and validation.

Primary Tables:
- AP_SUPPLIERS (formerly PO_VENDORS): Stores the supplier header information.
- AP_SUPPLIER_SITES_ALL (formerly PO_VENDOR_SITES_ALL): Stores address and operating unit-specific site details.
- IBY_EXT_BANK_ACCOUNTS: Stores external bank account information (R12 Payments model).
- IBY_PMT_INSTR_USES_ALL: Links bank accounts to suppliers or sites.
- AP_SUPPLIER_CONTACTS: Stores contact information.
Logical Relationships:
- The tool typically accepts a flat file or Excel input which maps to the supplier hierarchy.
- It first checks for the existence of the Supplier. If not found, it creates it.
- It then processes Supplier Sites, linking them to the parent Supplier and the specified Operating Unit.
- Bank Accounts are created in the Payments (IBY) module and assigned to the Supplier or Site level based on the parameters.
- Contacts are linked to the specific Supplier Site.

Parameters & Filtering

The tool offers flexible parameters to control the scope of the upload and update:

Upload Mode: Determines if the run is for creating new records, updating existing ones, or both.
Operating Unit: Specifies the target OU for Supplier Sites.
Update Flags (Update Supplier Bank Accounts, Update Supplier Sites, etc.): Boolean flags that give granular control over which parts of the supplier record should be modified, preventing unintended overwrites.
Supplier Name/Number From/To: Allows for processing a specific subset of suppliers if running an update on existing data.
Default Values: Parameters like “Default Tax Rounding Rule” or “Default Payment Method” allow for setting standard values for new records without populating every field in the source file.

Performance & Optimization

API-Based Processing: Uses Oracle’s standard APIs (e.g., AP_VENDOR_PUB_PKG, IBY_DISBURSEMENT_SETUP_PUB) to ensure all business logic and validations are triggered, preventing data corruption.
Batch Processing: Can handle large datasets by processing records in loops, often with commit intervals to manage rollback segments.
Error Handling: Provides detailed error messages for rejected records, allowing users to correct and re-upload only the failed lines.

FAQ

Q: Can I use this tool to update the Tax Registration Number for existing suppliers? A: Yes, by using the “Update” mode and mapping the new Tax Registration Number in the upload file, the tool can update this field for existing suppliers identified by their Supplier Number or Name.

Q: Does this tool support creating bank accounts for multiple operating units? A: Yes, bank accounts in R12 are defined at a central level (Trading Community Architecture). This tool can assign a bank account to a Supplier Site, which is specific to an Operating Unit. You can assign the same bank account to multiple sites if needed.

Q: What happens if a supplier in the upload file already exists? A: If the tool is in “Create” mode, it may error out or skip the record depending on the configuration. If in “Update” or “Merge” mode, it will attempt to update the existing supplier with the new details provided in the file.

Oracle E-Business Suite Reporting Library

We provide an open source Oracle EBS SQLs as a part of operational and project implementation support toolkits for rapid Excel reports generation.

Blitz Report™ is based on Oracle EBS forms technology, and hence requires minimal training. There are no data or performance limitations since the output files are created directly from the database without going through intermediate file formats such as XML.

Blitz Report can be used as BI Publisher and Oracle Discoverer replacement tool. Standard Oracle BI Publisher and Discoverer reports can also be imported into Blitz Report for immediate output to Excel. Typically, reports can be created and version tracked within hours instead of days. The concurrent request output automatically opens upon completion without the need for re-formatting.

The Filters, Columns, Rows and Values fields are used to create and deliver the data in pivot table format with full drill down to details.

Blitz Report Pivots

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Blitz Report Dashboard

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If you would like to optimize your Oracle EBS implementation and or operational reporting you can visit www.enginatics.com to review great ideas and example usage in blog. Or why not try for yourself in our demo environment.

Alert	CRM Foundation
ALR Alerts	JTF Grid Datasources
Contracts Core	Lease and Finance Management
OKC Contract Lines Summary	OKL Termination Quotes
Payments	Process Manufacturing Inventory
IBY Payment Process Request Details	GMI Cycle Count Forms
Public Sector Financials	Shipping Execution
PSA Budgetary Control Transactions	WSH Shipping/Delivery Transactions
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E-Business Tax	Projects
ZX Financial Tax Register ZX Lines Summary ZX Party Tax Profiles ZX Tax Accounts ZX Tax Regimes ZX US Sales Tax	PA Capital Project Summary with Asset Detail PA Project Budget PA Revenue, Cost, Budgets by Resources PA Revenue, Cost, Budgets by Work Breakdown Structure PA Task Schedule PA Transaction Sources
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Order Management	Work in Process
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CE Bank Account Balances CE Bank Branches CE Bank Statement Import Execution CE Bank Statement and Reconciliation CE Bank Transaction Codes Listing CE Cash in Transit CE Cleared Transactions CE General Ledger Cash Account Usage CE General Ledger Reconciliation CE Transactions Available for Reconciliation	CST AP and PO Accrual Reconciliation CST COGS Revenue Matching CST Cost Groups CST Detailed Item Cost CST Inventory Value - Multi-Organization (Element Costs) 11i CST Inventory Value - Multi-Organization (Item Costs) CST Inventory Value Report - by Subinventory (Item Cost) CST Item Cost Reports CST Miscellaneous Accrual Reconciliation CST Period Close Subinventory Value CST Period Close Subinventory Value Summary CST Periodic Inventory Value CST Supply Chain Indented Bills of Material Cost CST Uninvoiced Receipts
Purchasing	Discoverer
PO Approval Assignments PO Approval Groups PO Approved Supplier List PO Cancelled Purchase Orders PO Cancelled Requisitions PO Document Types PO Headers PO Headers 11i PO Headers and Lines PO Headers and Lines 11i PO Internal Requisitions and Sales Orders PO Internal Requisitions/Deliveries Discrepancy PO Invoice Price Variance PO Purchase Price Variance PO Purchase Requisitions with PO Details	DIS Access Privileges DIS Business Areas DIS Discoverer and Blitz Report Users DIS End User Layers DIS Folders, Business Areas, Items and LOVs DIS Import Performance DIS Items, Folders and Formulas DIS Migration identify missing EulConditions DIS Users DIS Workbook Export Script DIS Workbook Import Validation DIS Workbook Owner Export Script DIS Workbooks, Folders, Items and LOVs DIS Worksheet Execution History DIS Worksheet Execution Summary DIS Worksheet SQLs
Assets	Payables
FA Additions By Source FA Asset Additions FA Asset Book Details FA Asset Book Details 11i FA Asset Cost FA Asset Impairments FA Asset Inventory FA Asset Inventory Report FA Asset Reclassification FA Asset Register FA Asset Retirements FA Asset Summary (Germany) FA CIP Cost FA Cost Adjustments FA Depreciation Projection FA Depreciation Reserve FA Journal Entry Reserve Ledger FA Revaluation Reserve FA Tax Reserve Ledger	AP 1099 Payments AP Accounted Invoice Aging AP Cash Requirement AP DPIVA Export LSNA AP Expenses AP Final Payment Register 11i AP Intercompany Invoice Details AP Invoice Approval Status AP Invoice Audit Listing AP Invoice Payments AP Invoice Payments 11i AP Invoice on Hold AP Invoice on Hold 11i AP Invoices and Lines AP Invoices and Lines 11i AP Invoices with PO, Intercompany and SLA Details AP Matched and Modified Receipts AP Negative Supplier Balance AP Open Balances Revaluation AP Open Items Revaluation AP Posted Invoice Register AP Posted Payment Register AP Preliminary Payment Register 11i AP Supplier Statement AP Suppliers AP Suppliers 11i AP Suppliers Revenue Summary AP Suppliers Revenue Summary 11i AP Trial Balance AP Trial Balance Report Definitions
Receivables	General Ledger
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