How does the PPR Process work?

Once the user has entered their desired parameters on the header of the PPR, and clicks on the Submit button, the PPR process follows the following four (4) program steps:

3.1  DOCUMENT SELECTION ("AUTOSELECT") (Code: AP_AUTOSELECT_PKG): The Selection process is handled by Payables (AP), the calling product.  When a PPR is submitted, a record is created in AP_INV_SELECTION_CRITERIA_ALL with a checkrun_name, which is the same as the PPR Name. Selection: Invoices are then selected based on Due Date, Discount Date, Pay Group, and other criteria provided by the user while completing the PPR header. The table AP_SELECTED_INVOICES_ALL is populated with selected invoices. The table AP_UNSELECTED_INVOICES_ALL is populated with the invoices that were not selected. Locking:After selecting the documents, the invoices are locked to prevent other check runs from selecting the same invoices. AP_PAYMENT_SCHEDULES_ALL.checkrun_id is populated on the selected documents (invoices). Review:If the PPR has been setup to Stop Process for Review After Schedule Payment Selection (option available on the header of the PPR), the process stops for user review after the initial selection of payables documents has been completed. The status of the PPR is set to "Invoices Pending Review". After the user reviews and/or modifies the selected documents, and clicks on the Submit button, AP calls the IBYBUILD program. If the Stop Process for Review After Schedule Payment Selection parameter was not enabled, then at the end of invoice selection, the Build program is submitted automatically. If no invoices met the selection criteria, the PPR is canceled automatically and the status of the PPR is set to "Canceled - No Invoices Selected".

3.2  BUILD PAYMENTS (Code: IBY_DISBURSE_SUBMIT_PUB_PKG): The Build Payments process is handled by Oracle Payments (IBY). The Build Payments program first creates a record in IBY_PAY_SERVICE_REQUESTS with call_app_pay_service_req_code = checkrun_name. The Build Payments program goes on to populate the IBY_DOCS_PAYABLE_ALL table with the proposed payments. The link to the payment service request table is through the PAYMENT_SERVICE_REQUEST_ID. Internal Bank Account / Payment Process Profile Assignment(Code: IBY_ASSIGN_PUB): If the PPR has a default internal bank account and Payment Process Profile (PPP) assigned to it on the header of the PPR, the values are assigned to all of the selected documents in the PPR. If a default internal bank account and PPP were not provided by the user on the header of the PPR, Oracle Payments attempts to default the values. If it cannot find a default value for all of the selected documents, the PPR status is set to "INFORMATION REQUIRED". The user display shows it as "Information Required - Pending Action". The user will need to use the Information Required window to provide the missing internal bank account(s) and PPP(s) for each selected document. Document Validation (Code: IBY_VALIDATIONSETS_PUB): During this step, Oracle Payments validates all the documents (selected invoices & memos) using Pre-Defined and User-Defined Validations assigned to Payment Methods assigned to the selected documents. Afterward, the program validates all the documents again, using the Pre-Defined and User-Defined Validations assigned to Payment Formats associated with the PPPs specified on the PPR. If all the documents pass validation, all the documents are set to a status of VALIDATED in the tables and the request status is displayed as "Documents Validated". If there any document validation failures, Oracle Payments uses the parameter setting for "Documents" on the Validation Failure Results tab on the PPR header (the DOCUMENT_REJECTION_LEVEL_CODE) to determine the next action. REQUEST: Reject all documents in this PPR DOCUMENT: Reject only the document in error PAYEE: Reject all the documents related to the supplier NONE: Stop the PPR for review Create Payments (Code: IBY_PAYGROUP_PUB): The validated documents are then grouped into "proposed" payments based on the grouping rules - both User-Defined and hard-coded. It then numbers the proposed payments with an internal identifier (not "the" check number) and validates the payments. Records are inserted into IBY_PAYMENTS_ALL that holds the payment information for the selected documents (invoices). The Build Payments program then updates the IBY_DOCS_PAYABLE_ALL table with the payment_id and formatting_payment_id values of the payment associated with each document. If there any payment validation failures, Oracle Payments uses the parameter setting for "Payments" on the Validation Failure Results tab on the PPR header (the PAYMENT_REJECTION_LEVEL_CODE) to determine the next action. REQUEST: Reject all documents in this PPR DOCUMENT: Reject only the document in error PAYEE: Reject all the documents related to the supplier NONE: Stop the PPR for review If the PPR setup Stop Process for Review After Creation of Proposed Payments is enabled on the Process tab of the PPR header, the displayed PPR status is set to "Pending Proposed Payment Review". This status prevents further processing until user takes action. If this option to stop for a review is not enabled, the displayed status of the PPR is set to "Payments Created". In this status, payment instructions can be created for the PPR.

3.3  FORMAT PAYMENTS (Codes: IBY_PAYINTSR_PUB, IBY_CHECKNUMBER_PUB): The Format Payments process is handled by Oracle Payments (IBY). When a PPR is submitted, the program checks the setting for the Create Payment Instructions parameter on the Process tab of the PPR header to determine if the associated payment instruction(s) (PI) should be created automatically after the payments are created (the CREATE_PMT_INSTRUCTIONS_FLAG = Y), or if the program is to wait for a manual kick-off of the Format Payment Instructions program through the Standard Request Submission form (SRS) (the CREATE_PMT_INSTRUCTIONS_FLAG = N). If the PPR is set up to automatically submit instruction(s), the payment_service_request_id will be populated in IBY_PAYMENT_INSTRUCTIONS_ALL because the instruction will be specific to the PPR. In this case, the instruction(s) can be linked to the PPR using PAYMENT_SERVICE_REQUEST_ID. If the PPR is set up for the user to submit the instruction program manually on the SRS form, then when the instruction(s) is submitted, the instruction(s) is linked to the PPR through the payments selected by the instruction(s). The link in this case will be through the payment_instruction_id in IBY_PAYMENTS_ALL. Sort and number the payments (paper checks and possibly, electronic payments) Create XML extracted message Pass the extract to Oracle XML Publisher (also known as "BI Publisher") XML Publisher applies the formatted template to the payments XML Publisher formats and stores the output Oracle Payments then updates the status of the Payment Instruction(s) and the PPR. If successful, the displayed status of the PPR is "Formatted", and the status of the Payment Instruction(s) will be "Formatted" for electronic payments and "Formatted - Ready for Printing" for check payments Print checks: Users can load stationery into the printer and print checks at this stage by clicking on the Take Action icon for the related Payment Instruction on the Search PPRs window. Determine if the checks printed OK, and if so, click on the Take Action icon again to be taken to the "Record Print Status" window, and click on the Record Print Status button. If there were problems with the printing process (paper jams, skipped checks, etc.) -- especially if you are using pre-numbered check stock -- use the Reprint button to reprint the batch and record any spoiled (ruined) and/or skipped check numbers. Transmit electronic payments: Electronic payments can be transmitted at this point.

3.4  CONFIRM PAYMENTS (Code: AP_PMT_CALLOUT_PKG): The Selection process is handled by Payables (AP). In order to confirm the printing of paper checks, the user needs to use the Record Print Status window to confirm which pre-numbered paper stock printed OK, and which (if any) were skipped or were damaged beyond repair ("spoiled"). Oracle Payments calls ap_pmt_callout_pkg.payment_completed to confirm the payments. During this step, the program does the following: Assigns sequence values for Document Sequencing (Vouchering). Creates data in the AP_CHECKS_ALL table with the appropriate data from the IBY tables. Inserts data into the AP_INVOICE_PAYMENTS_ALL table for the corresponding checks. The documents (invoices) are updated in the AP_PAYMENT_SCHEDULES_ALL table to indicate in the Invoices Workbench the payment details and status. The documents not paid in this PPR are released by setting the checkrun_id on the Payment Schedules to NULL. The AP_INVOICES_ALL table is updated to show the payment status in the Invoices Workbench for those documents that were paid by the PPR. Data for this PPR is deleted from the AP_SELECTED_INVOICES_ALL table. Data for this PPR is deleted from the AP_UNSELECTED_INVOICES_ALL table. "Completing" Electronic Payments: Electronic payments are not "confirmed" in the same way that paper documents are handled. The system will automatically mark electronic payments as "completed" based on the setting you chose for the "Completion Point" field on the header of the associated Payment Process Profile (PPP): "Built" = the payments will be marked as "complete" when the Build process completes "Payment Instruction is Created" = the payments will be marked as "complete" when the PI is created Payment Instruction is Formatted" = the payments will be marked as "complete" when the PI has successfully completed the Formatting process "Payment Instruction is Transmitted" = the payments will be marked as "complete" when they are transmitted"