Exploring Oracle Self Billing (Payment on Receipt)

Last couple of weeks (and also weekends) have been quite hectic for me. Seems i have been clocking over 12 hrs a day, whew!!... Luckily, i have being doing some good work apart from the usual routine. One of them is testing the Oracle's Self Billing for our project. Self Billing is also known as Evaluated Receipt Settlement (ERS) or Payment on Receipt.

When Self Billing is enabled for a particular Supplier Site, standard invoices get created automatically for payment whenever the goods are received. One can automatically create invoices with multiple items and distribution lines that includes tax. We can select Payment method, "Pay On"as follows:
'Receipt'- used for material that is not consigned.
'Receipt and Use'- for material that can be either consigned or non-consigned material.
'Use'- employed for consigned material.One can assign 'Alternate Pay Site' in case we need to pay in that site an not the default supplier site. The supplier site is the default pay site. Invoices can be summarised based on the selection made in 'Invoice Summary Level'. Invoice summary level can be at:'Pay Site' - one invoice is created per supplier pay site.'Packing Slip' - one invoice is created per packing slip per supplier pay site.'Receipt' - one invoice is created per receipt per supplier pay site.
Also, enable the 'Create Debit Memo From RTS Transaction' option if you want the system to automatically create a debit memo in Payables when you enter a Return To Supplier (RTS) in Purchasing. The value for supplier defaults from the Purchasing Options window.

However, the invoice summary levels are dependent on the 'Pay On' method selected earlier. If 'Receipt and Use' has been selected, the invoice summary level available is 'Pay Site'. If 'Use' has been selected, the invoice summary level options are 'Packing Slip', and 'Pay Site'.The Invoice number that gets created is of the format "ERS-X-Seq#", where "ERS" defaults from the Profile Options "PO: ERS Invoice Number Prefix" which is by default set as "ERS" at Site level. X depends on the summary level:- if summary level = Pay Site then X = Invoice Date- if summary level = Packing Slip then X = Packing Slip Number- if summary level = Receipt then X = Receipt NumberAnd, Seq# is a unique system generated number.

Once Receiving is done, Run the Program 'Pay On Receipt AutoInvoice' individually or schedule it to run at discrete intervals.
(1) Choose Transaction Source as 'ERS'.
(2) Enter a Commit Interval. The Commit Interval is a numeric representation of the number of invoices evaluated before they are committed. For example, if you have a Commit Interval of 10, after 10 invoices have been processed, they are committed. If you then process another 5, and the process fails, only 5 will not be committed.
(3) Optionally enter a Receipt Number.
Note: If the Receipt Number is null, the program will try to process all the receipts that have not been invoiced successfully. If you enter a Receipt Number, only that receipt will be processed.
(4) Optionally enter an Aging Period.The Aging Period defaults from the PO: ERS Aging Period profile option, but you can change it here. For example, an Aging Period of 2 means that Payment on Receipt processes only those receipts that are 2 or more days old.
(5) Choose OK and then Submit Request to begin the process.
(6) Once the 'Pay On Receipt AutoInvoice' program is submitted the 'Payables Open Interface Import' program also starts running. Ensure that the 'Pay On Receipt AutoInvoice' process and the Payables Open Interface Import process complete successfully. View Output to check the 'Payables Open Interface Audit Report'. Check if there are any invoices rejected in the section 'Payables Open Interface Rejections Report' and accordingly one can go to the Payables Open Interface window and modify the invoice line / distribution and resubmit the Payables Open Interface Import process.

Reference:
(1) Oracle Applications Online Help
(2) Oracle Payables user Guide
(3) Oracle Purchasing user Guide

Sales and After Sales No-Support

As consultants, one thing is drilled into us is not to make false promises or over commit and always support the commitment made to the client. However, this is not something which others, especially most Indian organisations believe in.

Why limit oneself to industry alone, starting from our political leaders, everyone tries their level best to cheat the common man. And, surprisingly we all are so used to such kind of double standards that we consider it as our fate and an acceptable behaviour, and starangely we actually plan our lives taking into account such behaviour. e.g. if i call my local cable operator for some fault i'll assume that the person would not come the same day even if he assures me the same, rather i'll try and keep myself free for next couple of days expecting his gracious visit after a few phone calls are made after the first day..afternoon..and..evening is over. As most Indians like me would have seen that when we go to a shop to purchase some product or a service, the salesman would bend backwards to make the sale. But, when it comes to 'After Sales Support', the same organisation would turn their back to you and the same salesman would look the other way or if you are lucky give you a look "Why is he here to waste my time?".
This made me think, why do most Indian organizations, small or big, behave this way. Is it one our many strange yet true national traditions or a freak exceptional behaviour. After a bit of thinking i could jot down a couple of possible reasons that i feel could justify this behaviour.The following could be some of the reasons that i could think of:

1) This is a soceital problem, we are brought up this way, and we do not provide after sales support and are rude to people who come back to us for support.

2) We usually do not consider the cost of after sales support when we make the sale. So any after sale support actually eats into our margin. So, we discourage or many a time avoid supporting our sales.

3) The sales support team is not trained and equipped well enough to handle customer complaints and requests. You spend quite a lot of energy in explaining the customer support person what went wrong whose IQ level would be slightly higher than a moron (if you are lucky) or maybe between an Idiot and a Moron (now you are doomed, better call later and if you are lucky, a moron would support you, else better option is to repair the fault yourself).

4) When we make a purchase, we do not clarify the SLA's (Service Level Agreements) with the seller. This agreement can be a verbal one, in case there is no written agreement. Though it hardly makes any difference whether the agreement is verbal or written. At least in case of a written agreement you can approach a consumer court in case of breach of agreement, refer my point below on appraching a court. The usual problem is that the seller would have completely different set of standards when it comes to support which is radically different from our understanding of support for the product or service. So always find out the SLA's before making the purchase.

5) The organisations know it very well that rarely an individual would approach the court of law in case they do not get the desired support as promised to them. So, its convenient for the organisation not to provide the support at all. The problem being the sad story of Indian legal system. I do not wish to delve into this matter now, as much has already been written on the sad state of affairs of Indian Legal system (last i heard there were a few millions cases pending before the courts).

6) Sometimes organisations do not spend enough on setting up after sales support infrastructure. Mostly they are user-unfriendly and someimes the infrastructure is way over burdened. How many of us have spent hours listening to Interactive Voice response systems of some of our famous private sector banks or our mobile telecom service providers who do everything other than help you with your query. You start with calling the customer support number which will make you listen to the bank song (my favourite bank of some I's and some C's: the telephone sings a tune "hum hein na"...while i sing "kahan ho tum", roughly translated in English it means "I am here", my response is "Where are you" for quite some time). Post this you will be thankful to listen to some voice like, Press 1 for English, press 2 for Hindi, press 3 for $@#, then you go to another menu which starts all over from 1, then once you press 9 for 'Oh! God, please show mercy on me' you are connected to some live person. Even after you reach the right place after wandering through the etheral world, you will be asked to enter your 16 digit Card number, and if you don't remember it you have to answer the following.

(a) your date of birth

(b) your mother's maiden name,

(c) Last three transactions that you made (unluckily last time i swiped my card i was way too tipsy to remember the exact bill amount, so i had to answer the next question)

(d) your favourite teacher's name (I really love this question). If you have set some other question while filling up the Registration form with the bank some couple of years back, you will be asked the same question. Some of my more forgetful friends had preempted this scenario and luckily have set this question as "India's Independence Day" (if you forget this, someone else in your office would surely be knowing it).

Hope this situation changes within our lifetime else the future generations would also share the same joy of interacting with the customer support that we now currently experience in India.

Wedding Invitation.....

As most of you would agree life is full of surprises. Little did i know that i would fall in love with Ruchira after meeting her once.

Its been barely a few months that i met her at Hyderabad. After a couple of meetings and a few phone calls, we decided to get engaged, planned to marry, and quickly decided on our marriage dates. Seems life moves so slow, especially when it comes to taking such big decisions !!

Now the time has come to invite all our friends for our wedding, which is a traditional Bengali marriage, and is happening in Saharanpur, UP on 29th of Sept. Also, we are holding two reception parties, one on 4th Oct. at Cuttack and the other on 6th Oct at Rourkela, Orissa. So, guys, please try and make it to at least one of these places. Please mail me at the mail id below of your plans, so that i can arrange for stay and give directions to reach the venues of marriage and party.

You can reach me at the mail id: k b o s e 0 2 at i n d i a t i m e s dot c o m