Configure AP Essentials for use with Oracle Financials Cloud

Buyer settings

You can choose to map buyers in Tungsten AP Essentials to business units or legal entities in Oracle Financials Cloud. In both cases, Tungsten AP Essentials filters supplier and purchase order master data, so only relevant information is available to AP Essentials Office users. For example, assume you have a business unit named "Buyer 1" in Oracle Financials Cloud and a matching buyer named "Buyer 1" in Tungsten AP Essentials. In this example, if an AP Essentials Office user verifies an invoice for Buyer 1, only suppliers and purchase orders that are associated with Buyer 1 in Oracle Financials Cloud will be available for selection in the document view. To utilize this feature, make sure Master data on buyer level is selected in the master data service settings.

You can limit the inventory items you import from Oracle by specifying an Inventory organization code in the target system settings. This is beneficial because it decreases bandwidth between systems, and it narrows the amount of items available to users during verification. In other words, item master data that is not used by your organization is not synchronized, and it is not shown to Online Office users during verification. You can increase the specificity even more by specifying inventory organization codes on the buyer level. Click Buyer-specific settings (located next to the Inventory organization code setting) to specify inventory organization codes on the buyer level.

Mapping to legal entities

Mapping buyers to legal entities is the preferred method which accommodates real-world Oracle configurations. To map legal entities, you select Map buyers to legal entities in the target system settings, and use the box that appears to specify the business unit name of the legal entity you want to map to. Optionally, you can use the Buyer-specific settings to specify business units for individual buyers. The external ID of the buyer specifies the a legal entity ID or legal entity name in Oracle.

Mapping to business units

By default, the integration matches buyers in Tungsten AP Essentials to business units in Oracle Financials Cloud. When Tungsten AP Essentials sends invoices to Oracle Financials Cloud, the business unit name and distribution combination segments are taken from the Buyer settings. The business unit name is taken from the Name setting of the buyer, and the name must match the name of a business unit in Oracle. If you perform account coding, distribution combinations are formed using a data template that includes the External ID setting. You can customize the data template in the Distribution combination template setting.

Extraction settings

You must edit the extraction settings for each document type you use and make sure the required Tungsten AP Essentials fields are specified for the corresponding fields in Oracle Financials Cloud. Document types for general expense invoices (non-PO invoices) have different field requirements than PO invoices. If a document type you use lacks a required field, you must add a custom field using the field type name specified in the tables below. Likewise, the Oracle Financial Cloud system must use the required fields specified in the tables below.

General expense field requirements

Adjust your document types for general expense invoices according to this table:

Tungsten AP Essentials field type name	Oracle Financials Cloud field	Note
Header fields
SupplierName	Supplier *	You do not need to specify a supplier name field in the document type. The supplier name is taken from master data.
SupplierSite	Supplier Site *	You must add a custom field with the field type name, SupplierSite.
InvoiceNumber	Invoice number *
	Business Unit *	For this field, the External ID of the buyer is used.
InvoiceCurrency	Invoice Currency
InvoiceDate	Invoice Date
InvoiceDueDate	Terms Date
	Invoice Type *	Set to Standard in Oracle Financials Cloud.
	Payment Method *	See Payment method section below.
InvoiceTotalVatIncludedAmount	Invoice Amount *
DeliveryCost	Line Amount	DeliveryCost is used to create a Freight line type in Oracle Financials Cloud.
TaxClassification		If a line-item tax classification field is empty, the value is taken from this header field.
ShipToLocation		If a line-item ship-to location field is empty, the value is taken from this header field.
Line-item fields
LIT_RowIdentifier	Number *
LIT_LineType	Type	When you add the LIT_LineType field to a document type, make sure you select Use master data to suggest field values in the field view, and select LineType in the box below the Use master data to suggest field values setting.
LIT_VatExcludedAmount	Amount *	For line-item fields, the line amount is taken from LIT_VatExcludedAmount. If the DeliveryCost header field is found in Tungsten AP Essentials, a Freight line type is created in Oracle Financials Cloud, and the line amount is taken from the DeliveryCost header field.
LIT_ArticleName	Description
DistributionCombination at the header level or LIT_DistributionCombination at line-item level and/or specify the Default distribution combination setting.	Distribution Combination	This field is not required, however when it is specified on an invoice, the invoice is considered "Valid" according to Oracle Financials Cloud and can be validated and posted immediately upon entering Oracle Financial Cloud.
LIT_TaxClassification	Tax classification	If this field is empty, the value is taken from the TaxClassification header field, if it exists. You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.
LIT_ShipToLocation	Ship-to Location	If this field is empty, the value is taken from the ShipToLocation header field, if it exists. You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.

* Required.

If you need to map additional data to payables header fields in Oracle, or if you want to override a default mapping to a payables header field in Oracle, you can use data templates specify a custom mapping in the Header field mapping setting.

Purchase order field requirements

Adjust your document types for purchase order invoices according to this table:

Tungsten AP Essentials field type name	Oracle Financials Cloud field	Note
Header fields
InvoiceOrderNumber	Purchase order number *
SupplierName	Supplier *	You do not need to specify a supplier name field in the document type. The supplier name is taken from master data.
SupplierSite	Supplier Site *	You must add a custom field with the field type name, SupplierSite.
InvoiceNumber	Invoice number *
	Business Unit *	For this field, the External ID of the buyer is used.
InvoiceCurrency	Invoice Currency
InvoiceDate	Invoice Date
InvoiceDueDate	Terms Date
	Invoice Type *	Set to Standard in Oracle Financials Cloud.
	Payment Method *	See Payment method section below.
InvoiceTotalVatIncludedAmount	Invoice Amount *
TaxClassification		If a line-item tax classification field is empty, the value is taken from this header field.
ShipToLocation		If a line-item ship-to location field is empty, the value is taken from this header field.
Line-item fields
	Number *
LIT_LineType	Type	When you add the LIT_LineType field to a document type, make sure you select Use master data to suggest field values in the field view, and select LineType in the box below the Use master data to suggest field values setting.
LIT_VatExcludedAmount	Amount *
LIT_ArticleName	Description
LIT_UnitPriceAmount	Unit Price	Required for a "goods" purchase orders. When verifying "service" purchase orders, this field value must be empty.
LIT_DeliveredQuantity	Quantity	Required for a "goods" purchase orders. When verifying "service" purchase orders, this field value must be empty.
LIT_OrderNumber	Purchase Order Number *	This value can also be derived from the purchase order header field (InvoiceOrderNumber).
LIT_RowIdentifier	Purchase Order Line Number *
LIT_OrderLineScheduleNumber	Purchase Order Schedule Line Number	Use this field to handle split deliveries. For example, when verifying the first invoice of a split delivery, you would specify "1" as the field value. For the second invoice, you would specify "2" and so on.
LIT_TaxClassification	Tax classification	If this field is empty, the value is taken from the TaxClassification header field, if it exists. You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.
LIT_ShipToLocation	Ship-to Location	If this field is empty, the value is taken from the ShipToLocation header field, if it exists. You can optionally choose to import master data for this field in the TAX HANDLING settings. Connecting fields to master data provides autocomplete functionality and field validation.

* Required.

Context fields

The integration supports two special fields that you can add to your document types. You use these fields to provide context to descriptive flexfield data templates:

DFFContext - This header field provides context for dynamic flexfields.
LIT_DFFContext - This line-item field provides a context value for dynamic flexfields for line items. If LIT_DFFContext is not specified, the context is taken from DFFContext.

These fields are required to provide context to descriptive flexfield data templates in the Descriptive flexfield template and Line-item descriptive flexfield template settings. If you use data templates to map data to descriptive flexfields, DFFContext and/or LIT_DFFContext are required. In other words, you must add at least one of these fields to a document type. We recommend adding LIT_DFFContext for line items, if you need to specify different contexts for each line item.

To utilize flexfield data templates, you must add custom fields(DFFContext and/or LIT_DFFContext) to a document type. During verification, the values you specify in these fields provide context to the flexfield template. The flexfield templates are not used unless you specify a field value that matches a context code in the template.

Example

Flexfield data template

The example above depicts a descriptive flexfield template that you could specify in the Descriptive flexfield template setting. In this example, legacyPo is a descriptive flexfield segment. It is a literal API segment name defined in Oracle Financials Cloud. The context matches a context value code in Oracle Financials Cloud. Assume you have added the custom field, DFFContext, to your document type. In this example, when Office users verify documents, they can optionally specify a value for DFFContext:

If "Optimus" is specified, the mapping is triggered, and the legacyPo segment is set to the value of the LegacyOrderNumber field when the document data is sent to Oracle Financials Cloud.
If the DFFContext field is left empty, the mapping above is not triggered, and the legacyPo segment is not set when the document data is sent to Oracle Financials Cloud.

In a real-life scenario, you might have multiple contexts represented by multiple data templates separated by semicolons. In this case, you could use master data to populate the DFFContext field with multiple values for the Office user to choose. See more examples in this table:

Data template	Explanation
additionalInfo:Info="%Description%";additionalInfo:Optimus="%LegacyOrderNumber%"	The additionalInfo segment will be set to the value of the Description field if "Info" is specified in the DFFContext field. The additionalInfo segment will be set to the value of the LegacyOrderNumber field if "Optimus" is specified in the DFFContext field.
additionalInfo:Info="%Description%";legacyPo:Optimus="%LegacyOrderNumber%"	The additionalInfo segment will be set to the value of the Description field if "Info" is specified in the DFFContext field. The legacyPo segment will be set to the value of the LegacyOrderNumber field if "Optimus" is specified in the DFFContext field.
additionalInfo:Info\|Optimus="%Description%"	This example utilizes the pipe character (\|) as an OR operator. If either "Info" or "Optimus" is specified in the DFFContext field, the additionalInfo segment will be set to the value of the Description field.
additionalInfo="%Description%";legacyPo:Optimus="%LegacyOrderNumber%"	The global segment, additionalInfo, will be set to the value of the Description field. The legacyPo segment will be set to the value of the LegacyOrderNumber field if "Optimus" is specified in the DFFContext field.

Target system settings

Adjust the target system settings in Tungsten AP Essentials.

In Admin Center, navigate to the Target system view and click EDIT.
Select Oracle Financials Cloud and click Configuration.
Specify the settings in the view that appears.
If you synchronize master data for general ledger accounts, you must choose one of the following. Do not choose both:
- Synchronize master data using Oracle REST API
- Synchronize master data using Oracle reports
Using the Oracle REST API is the recommended method which requires the least amount of setup.
Click TEST to test the connection settings.

Make corrections if necessary.
Click OK to confirm your settings and return to the Target system view.
Click SAVE.

Master data

Tungsten AP Essentials automatically imports master data from Oracle Financials Cloud and uses the data to suggest and validate field values during verification. When importing purchase order data from Oracle, Tungsten AP Essentials only imports purchase orders with the "open" status. To further insure only relevant purchase orders are imported, Tungsten AP Essentials synchronizes purchase orders by matching the Bill-to Business Unit (Bill-to-BU) in the purchase order to a buyer in Tungsten AP Essentials.

These tables show the correlation between Tungsten AP Essentials master data and Oracle Financials Cloud data.

Tungsten AP Essentials field (type name)	Oracle Financials Cloud field
Supplier master data
Name	Supplier
Number	SupplierNumber If the Site field is populated in Oracle Financials Cloud, the supplier number is appended with the site name. This helps differentiate suppliers with multiple sites.
Location	Site
TaxRegistrationNumber	TaxRegistrationNumber
TaxCode	TaxRegistrationCountryCode
CurrencyCode	FederalIncomeTaxTypeCode
Blocked	Status
State	Addresses[0].State
Street	Addresses[0].AddressLine1 + Addresses[0].AddressLine2 + Addresses[0].AddressLine3 + Addresses[0].AddressLine4
PostalCode	Addresses[0].PostalCodeExtension + Addresses[0].PostalCode
City	Addresses[0].City
CountryName	Addresses[0].Country
TelephoneNumber	Addresses[0].PhoneCountryCode + Addresses[0].PhoneAreaCode + Addresses[0].PhoneNumber
FaxNumber	Addresses[0].FaxCountryCode + Addresses[0].FaxAreaCode + Addresses[0].FaxNumber
Payment method master data
PaymentMethod See Payment Method section below.	Payment Method
Currency master data
Code	Currency Code
Name	Currency Name
ExchangeRate	Conversion Rate
Purchase order master data
OrderNumber	OrderNumber
SupplierNumber	Suppliers.SupplierNumber
CurrencyCode	CurrencyCode
DateCreated	CreationDate
SupplierName	Supplier
Description	Description
StatusText	Status
Purchase order line-item master data
OrderLineNumber	LineNumber
ArticleNumber	Item
SupplierArticleNumber	SupplierItem
ArticleDescription	Description
UnitPrice	Price
CategoryNumber	CategoryId
CategoryDescription	Category
Quantity	Quantity
Unit	UOM
StatusText	Status
Line type master data
LIT_LineType	Type (Freight, Item, Miscellaneous)

In addition to the master data above, you can optionally choose to import tax classification and ship-to location data via the TAX HANDLING settings.

Payment Method

Payment method information is required for incoming invoices in Oracle Financials Cloud. Tungsten AP Essentials can determine the payment method from:

The value the user selects in the payment method field during verification.
The payment method specified in the master data of the suppler of the invoice.
The Default payment method code specified in the target system settings.
The primary payment method of the supplier in Oracle Financials Cloud.

The methods of above are ordered by precedence. If the payment method field is not specified during verification, the payment method of the suppler master data is used and so on. If the payment method is not specified in any of the points above, the invoice will be rejected by Oracle Financials Cloud.

There are several alternatives for configuring payment methods in Tungsten AP Essentials, depending on how you utilize payment methods in Oracle Financials Cloud.

If your Oracle setup utilizes only one payment method, simply specify the Default payment method code in the target system settings. when using this approach, Tungsten AP Essentials sets the payment method automatically, and Tungsten AP Essentials Office users do not need to concern themselves with the payment method during verification.
If your Oracle setup utilizes multiple payment methods, add a custom field to your document type with the Type name set to PaymentMethodCode. When you specify the custom field settings, make sure you select Use master data to suggest field values and select PaymentMethodCode in the box.

Optionally, we recommend specifying payment methods in the supplier master data and also specifying a Default payment method code in target system settings.

In theory, you can skip adding the custom field and rely only on the supplier master data, if you use supplier master data, and you are certain the correct payment methods are specified for all suppliers. However, if you choose to do so, think carefully about the consequences. In this scenario, if an invoice indicates that a supplier uses a payment type other than the one specified in the master data, AP Essentials Office users have no way of changing the payment method field.