UPGRADE 1103 to 1159 - PAYMENTS CONVERSION QUESTION!

Question

Hello,
UPGRADE 1103 to 1159 - PAYMENTS CONVERSION QUESTION!
This is the scenario, we are planning to do. Currently we have 11.0.3 in one box. We are planning for re-implementation for 11.5.9 in the new box. So we
have to convert approx 14 months of open and closed data for the historic purposes. (Like PO's, Invoices, Payments and ledger data etc.)
Again, these conversions cannot be handled through the front end using some Data Loader kind of tool etc...
Data Loader tool, I used a lot for loading Flexfield Value Set Values, Category Codes etc...
But my question is converting these AP_PAYMENTS related data in the back end. (Like Check num, Payment Batch ID, Invoice Number, Invoice ID, Supplier Number,
Supplier ID, etc.) from old 11.0.3 box to new 11i box.
Since there was some confusion is going on with Payments related areas, because there was now API's etc... some of them are telling it is very difficult to migrate "AS IS" into 11i. I also heard that oracle won't support this.
Just want to clarify clearly on this issues.
Because we are moving from the small box of 11.0.3 into Big box for 11.5.9. So we don't want to loose all the histories for about 20 months. especially open
Closed / Open - Invoices, Payments, PO's, REQ's, Active Items which are in the Open Blanket PO's, Employees, etc...
Of all these everything sounds like doable because they do have API's etc... Of course, I belive there is no API for the Vendors only. We want to know is this true for the Payments also.
Any urgent clarifications is very much appreciated with clear explanation.
Thanks in advance
Mani Varadan

Answer 1

The payment conversion is little bit tricky in term on its understanding and functionality.
There are lot of dependices of payments conversion on the others objects like invoice.
You need to be very clear in requirements.
Here is the extracted documents for giving you clear understanding about payments.
Overview of Process
Prior to creating a payment batch, four setup are required.
A.Define a bank for bank branches with which you do business.
B.Define bank accounts.
C.Choose a predefined or custom payment format.
D.Finally, define payment documents for disbursements for each bank account.
To give an overview of the steps required to create payment batch payments:
1) Initiate the payment batch by entering the criteria for invoices you want to pay. The payment batch process selects invoices, and then builds the payments. It determines which invoices will be paid on each payment document, and lists this information for you on the Preliminary Payment Register.
2) Make any necessary modifications to your payment batch, such as selecting additional invoices, deselecting invoices, deselecting suppliers, etc. Once modifications are complete, the modify payment batch process automatically builds the payments if any invoices were added.
3) Format payments to produce an output file.
4) Print checks from the output file if you are not creating electronic payments or sending the output file to a third party for printing.
5) Confirm the payment batch by recording the document numbers associated with each payment. During this step, the invoice status is updated to “Paid” and a document number is associated with the invoice and invoice payment.
As conversion(from 11.0.3 to 11.5.9) is concern step 3,4 is excluded from the standard processes.
These are the tables involved during the payment conversion.
AP_SELECTED_INVOICES_ALL
AP_INV_SELECTION_CRITERIA_ALL
AP_INVOICES_ALL
AP_PAYMENT_SCHEDULES_ALL
These are background (concurrent) processes involved in batch process consists of the following
a. Autoselect      
b. Build Payments
c. Preliminary Payment Register
d. Format
e. Confirm
f. Final Payment Register.
10.7:
If you are using the application in character mode, navigate to the Reset Payment Batch form. The navigation path is
\Navigate --> Controls --> Payment --> ResetPaymentBatch.
Select the payment batch name and the system displays the status of the batch. Your options for proceeding vary according to the batch status.
11.5.8/9
You can perform actions on your batch in Payment Batches form by clicking on the Actions button. The appropriate actions are highlighted depending on the status of the batch.
THIS SECTION TALK ABOUT THE DETAIL TECHNICAL OVERVIEW
Payment Conversion Technical Overview
For the conversion is concern we are following four-step process
I.Defined and prerequisite steps as discussed above
II.Selecting the Invoice
III.Building the Payment
IV.Confirm
THESE ARE THE PREREQUISITE SETUP
We are assuming the bank set is already done from 10.7 to 11i.Bank set up means bank account id, and its corresponding payment format.
For this purpose we are using mapping function for bank account id and on that basis we are getting corresponding checks stock id.This means defining a payment documents for disbursements
SELECT INVOICES
When a payment batch is started one row for each record is created in the
AP_INV_SELECTION_CRITERIA_ALL table.
This table stores the criteria that a payment batch uses to select invoices for payments. The module name for the Auto Select process is APXPBSEL. The Select Invoices, or AutoSelect, is the first step in the payment batch process.
When we run a concurrent program the AutoSelect process starts by loading records that meet the invoice selection criteria into the table AP_SELECTED_INVOICES_ALL from the tables AP_INVOICES_ALL and AP_PAYMENT_SCHEDULES_ALL.
The criteria that AutoSelect uses to determine which record to select from AP_INVOICES_ALL and AP_PAYMENT_SCHEDULES_ALL is stored in AP_INV_SELECTION_CRITERIA_ALL.
To be sure that no duplicate invoices get selected, invoices that are already selected in another payment batch are not selected. Invoice payments that have no remaining payment amounts are not selected either.
BUILD PAYMENTS
The module name for the Build Program is APXPBBLD. From the list created by AutoSelect, the Build program determines which invoices will be paid on each
Payment document, and lists this information on the Preliminary Payment Register if Selected. The Build program is spawned when AutoSelect has completed. When the Build Program starts, the application uses information from the table AP_SELECTED_INVOICES_ALL to create rows in the table AP_SELECTED_INVOICE_CHECKS_ALL.
In addition to creating rows in the AP_SELECTED_INVOICE_CHECKS_ALL, the build payments program also performs the following tasks:
• Assigns document numbers for payments
• Assigns Check Ids
• Renumbers the remaining documents starting from the first_available_document
• Updates the payment batch status to BUILT
Since we are doing conversion from 10.7 to 11i where all payments need to converted hence we are keeping payment batch status as ‘FORMATTED’
CONFIRM
This is the final step for the payment batch process, where we will pick a payment batch from front end, and then making confirm. The menu for this
AP Payable =>Payment Batches form =>by clicking on the Actions button
Internally the confirm program first updates the AP_SELECTED_INVOICE_CHECKS_ALL records,
then transfers those records to
AP_CHECKS_ALL.
In addition, the AP_SELECTED_INVOICES_ALL
records are transferred into the corresponding
AP_INVOICE_PAYMENTS_ALL,
AP_INVOICES_ALL and
AP_PAYMENT_SCHEDULES_ALL.
Table Involved in Payment Batch Process
These are the various table involved in the payment process of 10.7 and 11i.It is recommended that if corresponding earlier conversion is done then use the mapping function to get the new value.
oAP_SELECTED_INVOICES_ALL
oAP_INV_SELECTION_CRITERIA_ALL
oAP_INVOICES_ALL
oAP_PAYMENT_SCHEDULES_ALL
oAP_SELECTED_INVOICE_CHECKS_ALL
oAP_CHECKS_ALL
oAP_INVOICE_PAYMENTS_ALL
oAP_PAYMENT_SCHEDULES_ALL
oAP_INVOICES_ALL
oAP_BANK_ACCOUNTS_ALL `
Common Issue:
1.Determine the status of the Payment Batch?
A: Query up the Payment Batch in the Payment Batches Summary window to view the status. If you can not get into the application, you can select the status from SQL*Plus:
SELECT status FROM ap_inv_selection_criteria_all
WHERE checkrun_name = ?<payment batch name>?;
2. Don’t change the last update date
We are doing the conversion for payments, hence we can’t change he last_updated_date to sysdate as this will create a problem by concurrent program, in that case we need to populate the field for FUTURE_DATED_PAYMENT=’N’
3. don’t populate the value for INVOICE_PAYMENT_TYPE
If there are some prepayments in the conversion process donor populate this field and pass NULL, otherwise this will create a duplicate invoice, which will cause a problem for concurrent batch for payment.
Hope now you will be very clear about the process.
let me me offline, if you need further.
regards
sanjit
[email protected]