JD Edwards EnterpriseOne Integration with Oracle Demantra Deductions Settlement Management

This chapter provides an overview of Oracle Demantra Deductions Settlement Management and discusses how to integrate it with:

JD Edwards EnterpriseOne Accounts Receivable.
JD Edwards EnterpriseOne Accounts Payable.

Understanding Oracle Demantra Deductions Settlement Management

Oracle Demantra Deductions and Settlement Management closes the trade promotion management loop by tracking and resolving deductions and other settlement methods common in the consumer goods industry. It provides an up-to-date, Web-based repository of all the data, notes, communications, and scanned documents needed to resolve deductions. As a standalone module or integrated component, the Oracle Demantra Deductions and Settlement Management product assists sales, brokerage, customer service, and financial users in matching retailer deductions, bill-backs, claims, and off-invoice discounts against promotion events. It also tracks and resolves non-trade deductions. This product provides quicker, easier, and less expensive administration of deductions, and a reduction in write-offs for unauthorized deductions.

Integrating JD Edwards EnterpriseOne Accounts Receivable

This section provides an overview of integrating the JD Edwards EnterpriseOne Accounts Receivable and Oracle Demantra Deductions Settlement Management products and discusses how to:

Run the Open Deductions Extract program.
Set processing options for the Open Deductions Extract program (R03B0209).
Run the Process Interop Deductions program (R03B41Z1).
Run the Inbound Deduction Dispositions program.
Set processing options for the Inbound Deduction Dispositions program (R03B41Z2).
Run the Deductions Purge program (R03B41Z1P).

Understanding the Integration of JD Edwards EnterpriseOne Accounts Receivable and Oracle Demantra Settlement Management Products

The JD Edwards EnterpriseOne Accounts Receivable integration with Oracle Demantra Trade Promotions supports:

Entering invoice short pays or other promotion-related deductions into the JD Edwards EnterpriseOne Accounts Receivable system.
Integrating accounts receivable deductions within the Oracle Demantra Deductions and Settlement Management system.
Evaluating deductions against promotion performance.
Performing subsequent processing within JD Edwards EnterpriseOne Accounts Receivable to either write off (approve) or charge back (deny) a deduction amount.

The Oracle Demantra Trade Promotions system enables customers to identify promotion-related deductions entered into the JD Edwards EnterpriseOne Accounts Receivable system. The integration sends deductions that are marked with certain deduction reason codes to the Oracle Demantra system. These deductions are integrated with Oracle Demantra Trade Promotions for the evaluation and determination of disposition. To specify that a deduction reason code should be sent to the Oracle Demantra system, you enter 99 into the Special Handling Code field for the reason code in the Enhanced Accounts Receivable Deduction Reason Code UDC table (03B/CR).

The process to extract open deductions is initiated by an Oracle Demantra workflow process call to RUNUBEXML.EXE. The JD Edwards EnterpriseOne UBE creates a flat file of open deductions. The flat file data is loaded into the Oracle Demantra system for the evaluation and determination of the deduction disposition.

The JD Edwards EnterpriseOne Accounts Receivable system locks the deductions when they are sent to the Oracle Demantra system to prevent the entry of deduction activities that are to be processed within the external system. The JD Edwards EnterpriseOne Accounts Receivable system issues a warning if a you attempt to void an exported deduction. The system assumes that a manual business process is in place to remove related transactions in the external system.

Open Deductions Process

When customers make payments on invoices, they might reduce the amount of their payment for a variety of reasons, such as damaged goods, shipment shortages, promotional allowances, and so on. The reduced amount is often referred to as a short pay. With regard to trade promotions, customers may short pay an invoice as a method of recovering a payment earned when executing a promotion. When a customer short pays an invoice, you can enter the payment amount into the JD Edwards EnterpriseOne Accounts Receivable system and create a deduction simultaneously for the amount of the short pay. The deduction manager can then research the reason for the deduction and assign the appropriate disposition to the deduction, such as creating a charge-back or a write-off. You enter deductions into the JD Edwards EnterpriseOne system using these programs:

Customer Ledger Inquiry (P03B2002). Use to enter deductions for disputed invoice items. These types of deductions are not associated with a customer's payment.
Receipts Entry (P03B102). Use to enter deductions that are associated with customer receipts. These types of deductions are for short pays associated with a customer's payment or receipt. Use this method to either create a standard receipt deduction, for which the short pay is associated with an invoice, or a standalone deduction, for which the short pay is not associated with a specific invoice.
Drafts Entry (P03B602). Use to enter deductions that are associated with customer drafts. These types of deductions are for short pays associated with a customer's payment that is paid by a draft. Use this method to either create a deduction when the short pay is associated with a specific invoice or a standalone deduction, or when the short pay is not associated with a specific invoice.

Open Deductions Extract Program

The Open Deductions Extract program (R03B0209) extracts open deductions from the A/R Deduction Management table (F03B40) and creates a flat file. The extract sends only new deductions without any updates.

The JD Edwards EnterpriseOne Accounts Receivable system extracts only the deduction records that are newly flagged as promotions with an open amount. If the exported deduction is voided in the JD Edwards EnterpriseOne Accounts Receivable system, a warning is issued to indicate that the deduction is inoperable and that any external entries related to the deduction must be manually removed from the external system.

If a deduction is inadvertently sent to the Oracle Demantra system, you must void the deduction in the JD Edwards EnterpriseOne Accounts Receivable system and re-enter it with the appropriate reason code. You must follow the manual process for removing the deduction and related activities from the Oracle Demantra system.

Process Interop Deductions Program

The Process Interop Deductions program (R03B41Z1) provides transaction processing for individual inbound deductions. Processing includes:

Validating that the amount for the write-off or charge-back does not exceed the open amount.
Validating that a valid general ledge date was entered (not a date prior to the invoice date).
Validating that a deduction ID is a write-off or charge-back deduction and not another deduction from the Accounts Receivable Deduction Management table (F03B40).
Calling the deduction master business function.
Updating the F03B41Z1 Interop status record to C.

Deduction Dispositions

Once the Oracle Demantra system evaluates and assigns dispositions to the deductions, it sends the dispositions to the JD Edwards EnterpriseOne Accounts Receivable system. The disposition can be an approval, a denial, or both. That is, a portion of the deduction amount can be approved and another portion can be denied. The settlement manager must determine whether the customer qualifies for the deduction by the demonstrated execution of a promotion:

If the deduction is approved, the Oracle Demantra system sends an approval and associated amount to the JD Edwards EnterpriseOne Accounts Receivable system. This action initiates a write-off activity for the related deduction, whereby the customer is not expected to pay the amount specified in the approval.
If the deduction is denied, the Oracle Demantra system sends a denial and associated amount to the JD Edwards EnterpriseOne Accounts Receivable system. This action initiates a charge-back activity for the related deduction, whereby the customer is expected to pay the amount specified in the denial.

Write-offs and charge-backs are the only JD Edwards EnterpriseOne deduction activities supported in this interface through the flat file. Write-off or charge-back codes are imported into the JD Edwards EnterpriseOne system through the Oracle Demantra flat file. These codes are manually provided to the Oracle Demantra system.

Inbound Deduction Dispositions Program

The Inbound Deduction Dispositions program (R03B41Z2) creates records in the Interoperability - Deductions Management table (F03B41Z1) for the individual dispositions returned from the Oracle Demantra Trade Promotions system.

The Oracle Demantra Trade Promotions system passes the deduction ID, transaction amount, write-off, or charge-back activity code. The JD Edwards EnterpriseOne system creates a deduction in the Interoperability - Deductions Management table with a status of DRSC and a deduction Interop code of R, which signifies that it is ready for processing.

The system can create multiple write-off and charge-back records for any deduction. The system closes the deduction when the open amount is zero.

The Oracle Demantra system cannot over-approve or deny amounts within its system. It does, however, display an error in the line. For example, you might export a trade promotion-related deduction of 1,000 USD from JD Edwards EnterpriseOne to Oracle Demantra Trade Promotions. The Oracle Demantra Trade Promotions system approves 600 USD of the promotion because research indicates that the customer fulfilled all obligations related to the fall promotion (ID #1), which the customer disputes or is short paying. This amount is then approved and sent to JD Edwards EnterpriseOne. Two weeks later, the sales or promotion representative conducts further research and validates an additional 200 USD deduction for the spring promotion (ID #2), and he approves the amount. Two weeks later, the additional 200 USD deduction is denied because further research indicated that the customer did not qualify for this amount.

Deductions Purge Program

The Deductions Purge program (R03B41Z1P) purges records from the Interoperability - Deductions Management table (F03B41Z1) in the event that the customer table becomes too large. This program is standalone and not initiated by any Oracle Demantra process, which allows customers to purge at their convenience. The default data selection is for records with a status of C (Ready to purge). The system displays a PDF document listing the records that were removed or purged.

Forms Used to Manage Open Deductions

Form Name	FormID	Navigation	Usage
Work With Deductions	W03B40C	Manual Receipts Processing (G03B12), A/R Deduction Processing	Access deductions.
Deductions Activity Entry	W03B40D	Locate open deductions on the Work With Deductions form, select an open deduction, and then select Activities from the Row menu.	Process deductions.
Void Reason Entry	W03B40F	Locate a deduction on the Work With Deductions form, and select Void from the Row menu.	Enter a void reason code.

Running the Open Deductions Extract Program

Select A/R Advanced & Technical Operations (G03B31), Open Deductions Extract.

Setting Processing Options for Open Deductions Extract (R03B0209)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Enter File Name and Path	Enter the fully qualified path where the flat file resides, which is the drive location and file name. For example: C:\Deductions\OuboundDeductions.txt
2. External Function Definition (Beginning of Processing)	Specify whether the system executes an external script to move the flat file or performs another task before processing the UBE. For example: C:\Deductions\BeforeOutbounding.bat
3. External Function Definition (End of Processing)	Specify whether the system executes an external script to delete the flat file or performs another task after processing the UBE. For example: C:\Deductions\AfterOutbounding.bat

Running the Process Interop Deductions Program (R03B41Z1)

Select A/R Advanced & Technical Operations (G03B31), Deductions Interoperability.

Note. This program has no processing options.

Running the Inbound Deduction Dispositions Program

Select A/R Advanced & Technical Operations (G03B31), Inbound Deduction Dispositions.

Setting Processing Options for Inbound Deduction Dispositions (R03B41Z2)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Specific Date as GL Date (specific date as general ledger date)	Enter the date that the system uses to populate the General Ledger date in the Interoperability - Deductions Management (F03B41Z1) table. If you leave this processing option blank, the system uses the server date on which the program was run.
2. Enter File Name and Path	Enter the fully qualified path where the flat file resides, which is the drive, location, and file name. For example: C:\Deductions\InboundDeductions.txt
3. Automatically Launch Process Interop Deductions (R03B41Z1)	Specify whether the system automatically calls the Process Interop Deductions (R03B41Z1) program. Values are: Blank: Review the inbound record, perform the update at a later time, or both. 1: Run the Process Interop Deductions (R03B41Z1) program. This program runs over the data created in this batch.
4. External Function Definition (Beginning of Processing)	Specify whether the system executes an external script to move the flat file or performs another task before processing the UBE. For example: C:\Deductions\BeforeInbounding.bat
5. External Function Definition (End of Processing)	Specify whether the system executes an external script to delete the flat file or performs another task after processing the UBE. For example: C:\Deductions\AfterInbounding.bat
6. Enter Control File Name and Path	Specify the path name associated with the JD Edwards EnterpriseOne inbound control file. This file prevents concurrent processing of other inbound batch processes that utilize this same control file. For example: C:\Deductions\Control.txt Note. This option is required.

Versions

1. Version of Process Interop Deductions (R03B41Z1)

If the automatic launch processing option is selected, specify the version that you want the system to use to process deduction records. If you leave this option blank, the system uses version XJDE0001.

Running the Deductions Purge Program (R03B41Z1P)

Select A/R Advanced & Technical Operations (G03B31), Deductions Purge.

Note. This program has no processing options.

Integrating JD Edwards EnterpriseOne Accounts Payable with Oracle Demantra Products

This section provides an overview of the integration of the JD Edwards EnterpriseOne Accounts Payable and the Oracle Demantra products and discusses how to:

Run the Inbound AP Claim program.
Set processing options for the Inbound AP Claim program (R04110ZB).
Run the AP Confirmation program.
Set processing options for the AP Confirmation program (R04110ZC).

Understanding the Integration of the JD Edwards EnterpriseOne Accounts Payable and the Oracle Demantra Products

The JD Edwards EnterpriseOne Accounts Payable integration with Oracle Demantra Trade Promotions supports the process of receiving claims into the Oracle Demantra system and creating a payment request within the JD Edwards EnterpriseOne Accounts Payable system.

Customers qualify for payments by executing promotions. In some situations, retailers invoice their suppliers and receive a check as payment for executing promotions. The process to create a payment request in the JD Edwards EnterpriseOne Accounts Payable system includes these steps:

Run the Inbound AP Claim program (R04110ZB). This program extracts information from the Oracle Demantra system to create an accounts payable voucher record in the Voucher Transactions - Batch Upload table (F0411Z1) and the Journal Entries Transactions - Batch File table (F0911Z1).
Run the Batch Voucher Processor Report program (R04110ZA). This program uploads the voucher information from the Voucher Transactions - Batch Upload and the Journal Entries Transactions - Batch File table into the Accounts Payable Ledger (F0411) and the Account Ledger table (F0911).
Pay the voucher using manual or automatic payment processing.
Run the AP Confirmation program (R47044). This programs sends information to the Oracle Demantra system as confirmation that the customer was paid for promotional activities.

Accounts Payable Claims and Confirmations

You enter customer claims for payment by check into the Oracle Demantra system. The Oracle Demantra system sends a payment request to the JD Edwards EnterpriseOne system, where it is converted to an accounts payable voucher. The JD Edwards EnterpriseOne Accounts Payable system then processes the payment request in accordance with established processes. The Inbound AP Claim program (R04110ZB) creates records in the Voucher Transactions - Batch Upload table (F0411Z1) and the Journal Entries Transactions - Batch table (F0911Z1).

When you enter a trade promotion into the Oracle Demantra system, the system initiates an accounts payable voucher activity. This accounts payable claim information is sent to the JD Edwards EnterpriseOne system for payment. The JD Edwards EnterpriseOne Accounts Payable system processes the payment and sends a confirmation back to the Oracle Demantra system. This data represents money paid to customers to compensate them for promotional activities, and it alerts the Oracle Demantra system that a payment request was processed.

The AP Confirmation program (R47044) extracts this information:

Settlement ID (a remark field)
Voucher number
Gross amount
Foreign extended price
Payment type
Payment status
Check number

The system also updates the RP3 field as complete C) in the Voucher Transactions - Batch Upload table (F0411Z1) and the Accounts Payable Ledger table (F0411).

Running the Inbound AP Claim Program

Select A/P Advanced & Technical Operations (G0431), Inbound AP Claims.

Setting Processing Options for the Inbound AP Claim Program (R04110ZB)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Enter Control File Name and Path	Specify the value of the path name associated with the EnterpriseOne Inbound or Outbound control file. This file prevents concurrent processing of other inbound or outbound batch processes using this same control file. This processing option is required. For example: C:\AP\Control.txt
2. Enter File Name and Path	Enter the fully qualified path where the flat file resides, which is the drive, location, and file name. For example: C:\AP\APClaims.txt
3. External Function Definition (Beginning of Processing)	Specify whether you want the system to execute an external script to perform another task before processing the UBE. For example: C:\AP\BeforeInboundClaims.bat
4. External Function Definition (End of Processing)	Specify whether you want the system to execute an external script to perform another task after processing the UBE. For example: C:\AP\AfterInboundClaims.bat

Defaults

1. Voucher G/L Date (voucher general ledger date)	Specify the general ledger date that you want the system to use for the voucher. Values are: Blank: : Use the system date. 1: Use the invoice date from the Inbound AP Claims flat file. 2: Use the settlement date of origin from the Inbound AP Claims flat file.
2. Override Voucher G/L Date	Specify a general ledger date you want the system to use for the voucher. If you enter a value in this processing option, this date overrides the Voucher general ledger Date processing option.
3. G/L Offset for Bank Account	Specify the G\L offset AAI (PBxxx) to be assigned to the bank charge. If you leave this processing option blank, the default value is AAI PB. A PB AAI with the correct account information must exist. The value from this processing option will concatenate with the PB value to resolve the AAI. Note. Do not use code 9999. It is reserved for the post program and indicates that offsets should not be created.
4. G/L Offset for G/L Distribution	Specify the general ledger offset for the expense item (PExxx). The PE AAI for the general ledger offset that you specify identifies the expense account. If you leave this field blank, the default is AAI PE. A PE AAI with the correct account information must exist. The value from this processing option will concatenate with the PE value to resolve the AAI.

Versions

1. Batch Voucher Processor (R04110ZA)

Specify the version of the Voucher Batch Processor (R04110ZA) that you want the system to run in this batch. If you leave this processing option blank, the system does not run the Voucher Batch Processor for this batch.

Note. This program populates the Accounts Payable Ledger (F0411) and the Account Ledger (F0911) with the vouchers created by the Inbound AP Claims UBE (R04110ZB). You can set processing options that are specific to the Voucher Batch Processor program (R04110ZA) that you enter in this field.

Running the AP Confirmation Program

SelectA/P Advanced & Technical Operations (G0431), AP Confirmation.

Setting Processing Options for the AP Confirmation Program (R04110ZC)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Enter Control File Name and Path	Specify the value of the path name associated with the JD Edwards EnterpriseOne Inbound or Outbound control file. This file is used to prevent concurrent processing of other inbound or outbound batch processes using the same control file. This processing option is required. For example: C:\AP\Control.txt
2. Enter Output File Name and Path	Enter the fully qualified path where the flat file resides, which is the drive, location, and file name. For example: C:\AP\APConfirm.txt
3. Voucher Document Type	Specify the Oracle Demantra document type to confirm the payments.
4. Multiple Payments Description	Specify the description that you want the system to use to indicate multiple payments. For example: MP.
5. External Function Definition (Beginning of Processing)	Specify whether you want the system to execute an external script to perform another task before processing the UBE. For example: C:\AP Confirmation\BeforeExtracting.bat
6. External Function Definition (End of Processing)	Specify whether you want the system to execute an external script to perform another task after processing the UBE. For example: C:\AP Confirmation\AfterExtracting.bat