This document provides an overview of implementing a customer disputes process using Oracle iReceivables and the Approvals Management Engine (AME). Key aspects include: 1. Mapping customer accounts to assigned AR representatives and marketing managers to represent them in Oracle. 2. Configuring AME to automate the approval flow from AR rep to marketing manager to AR rep. 3. Enabling customers to dispute invoices via iReceivables and generating credit memo requests that route through the AME approval process. 4. Creating credit memos and applying them to original transactions once disputes are approved. Additional features covered include conditional dispute logic, automatic dispute generation, email notifications, and dispute reporting. The document walks

1. Session ID:
Prepared by:
Case Study: Leveraging
iReceivables and Approvals
Management Engine (AME) for
Customer Disputes
10810
@preziotti / @BIASCORP
Chris Preziotti & Anand Tuppad
Applications Team
BIAS Corporation

2. Next one hour…
• Introduction
• iReceivables Overview
• Dispute Requirements
• Dispute Solution and Setups
• Walkthrough – Dispute Process Flow
• Additional Dispute Features
• Conclusion
2

3. Introduction
• Background
• The Case for Dispute
• Statistics and Facts

4. Background
• Client: Premium Wine and Spirits Distributor
• Oracle Applications Footprint:
4
GL AR
iReceivables
• View Account Information
• View Transactions & Payments
AP HR

5. The Case for Dispute
• Problem: Customer Disputes were offline
• Solution: Implement Customer Disputes
5
GL AR
iReceivables
AP HR
• View Account Information
• View Transactions & Payments
• Dispute Transactions

6. Statistics and Facts
6
Number of Invoices – 20,000 per month
% of Invoices Disputed – 10%
$ of disputed amount – Over $1 million (20%)
Credit Requests Successful – 80%
Audit Trail – end to end
For Customer
For Internal AR Team
For Internal Marketing Team

7. iReceivables Overview
• What is iReceivables?
• System Architecture
• What is a Dispute?

8. What is iReceivables?
• An Internet-based, self-service application used to
access Receivables data
8

9. System Architecture
9

10. What is a Dispute?
10
(AP Photo/Atlanta Journal-Constitution, Curtis Compton)

11. What is a Dispute?
• Simple: When the customer disagrees about the
balance of a transaction
• Submitted disputes become Credit Memo Requests,
which are routed for approval
• Successful disputes (approved Credit Memo Requests)
result in the creation and application of a credit memo
11

12. Dispute Requirements
• Business Process Analysis
• Requirements

13. Business Process Analysis
• Two Approvers Types for Customer Disputes
– AR Reps
– Marketing Managers
• One AR Rep, One Marketing Manager per Account
– Not maintained in Oracle
13
Marketing ManagerAR Rep
451122 – “ATL A FINE WINERY - NORTH GA”
11

14. Business Process Analysis
• High-Level Dispute Process
– Customer calls or emails AR Rep
– AR Rep reviews and forwards to Marketing Manager
– Marketing Manager approves
– AR Rep adjusts disputed transaction
• Structure
– 12 Locations (OUs); 89 Approvers; 4200+ Accounts
14

15. Account
Number
AR Rep Mktg
Manager
451122-ATL ASIMS BSMITH
404612-ATL BGREEN BSMITH
421699-ATL ASIMS SJONES
417416-ATL BGREEN SJONES
Approver
Type
Employee
Name
User
AR Rep Sims, Amy ASIMS
AR Rep Green, Bo BGREEN
Mktg Mgr Smith, Bill BSMITH
Mktg Mgr Jones, Sue SJONES
Business Process Analysis
• “Dispute Mapping Master Excel File”
• Two Sheets per Location
– Approvers: Oracle User Approvers List
– Mapping: Account / AR Rep / Marketing Manager List
15
ATL - Approvers ATL - Mapping

16. Requirements
Enable End Customers to Dispute via iReceivables
Maintain the Approvers in Oracle
- AR Reps and Marketing Mangers
Systematic Approval Flow
- AR Rep  Marketing Manager  AR Rep
Accommodate for Business-Specific Elements
- Dispute Reasons… Messages … Dispute on Total
Amount
Conditional Disputes Scenario Handling
- By Account… By Transaction Type… By Location…
Automatic Dispute Generation
Ability to Report on and Audit Dispute Activities
16

17. Dispute Solution and Setups
• Solution Approach
• Core Setups
• AME Setups
• Additional Setups for Dispute
• Conditional Dispute Logic

18. Solution Approach
18
•Modify Lookups
•Update Messages
•Perform
Personalizations
•Implement Hook
•Perform AME Setups
for the Credit Memo
Request Workflow
•Import Resources
•Create Collectors
•Update Customers
•Update
Responsibilities
•Update Transaction
Types
Represent AR
Reps and
Marketing
Managers in
Oracle
Tailor Oracle
Dispute
Process for
Business Needs
Systematize
the Approval
Flow of
Disputes
Prime the
System for
Dispute
Implementation

19. Core Setups – Update Responsibilities
• Purpose:
– Enable Dispute Functionality for iReceivables
Responsibilities
• Menu Path:
– System Administrator  Security  Responsibility 
Define
19
Prime the System for Dispute Implementation

20. Core Setups – Update Transaction Types
20
• Purpose:
– Setup Credit Memo Types for Transaction Types
• Menu Path:
– Receivables Manager  Setup  Transactions 
Transaction Types
Prime the System for Dispute Implementation

21. Core Setups – Import Resources
21
* Performed via DataLoad
• Purpose:
– Setup Approver Employees (AR Reps and Marketing
Managers) as Collector and Salesperson Resources
• Menu Path:
– CRM Resource Manager  Maintain Resources 
Import Resources
• Steps*:
1. Select Resources to Import
2. Set Resource Attributes
• Collectors (AR Reps)
• Salespersons (Marketing Managers)
3. Review and Import Selected Resources
Represent AR Reps and Marketing Managers in Oracle

22. Core Setups – Import Resources
22
• Step 1: Select Resources to Import
Represent AR Reps and Marketing Managers in Oracle

23. Core Setups – Import Resources
23
Collectors (AR Reps)
Salespersons (Marketing Managers)
• Step 2: Set Resource Attributes
Represent AR Reps and Marketing Managers in Oracle

24. Core Setups – Import Resources
24
• Step 3: Review and Import Selected Resources
Represent AR Reps and Marketing Managers in Oracle

25. Core Setups – Create Collectors
25
• Purpose:
– Setup Approvers (AR Reps) as Collectors
• Menu Path:
– Receivables Manager  Setup  Collections 
Collectors
Represent AR Reps and Marketing Managers in Oracle

26. Core Setups – Update Customers
26
* Performed programmatically
• Purpose:
– Setup Approvers (AR Reps and Marketing Managers)
as Collectors and Salespersons in Customers
• Menu Path:
– Receivables Manager  Customers  Standard
• Steps*:
1. Set Collector (AR Rep) at Customer Account
2. Set Salesperson (Marketing Manager) at Customer
Account Site Business Purpose (Bill To)
Represent AR Reps and Marketing Managers in Oracle

27. Core Setups – Update Customers
27
• Step 1: Set Collector (AR Rep) at Customer Account
Represent AR Reps and Marketing Managers in Oracle

28. Core Setups – Update Customers
28
• Step 2: Set Salesperson (Marketing Manager) at
Customer Account Site Business Purpose (Bill To)
Represent AR Reps and Marketing Managers in Oracle

29. TCA Setup
• Oracle’s Collector = AR Reps
• Oracle’s Salesperson = Marketing Managers
29
Customer Account
Customer Site
Bill-To Purpose
Collector
Salesperson
1:1
1:1
Systematize the Approval Flow of Disputes

30. AME Setups – Credit Memo Request Flow
• Two Approval Paths
– HR Hierarchy Limits
– Limits Only
• 3 Approval Levels (Called AME Transaction Types)
30
1.
Collector
2.
Approval Chain
3.
Receivables
Systematize the Approval Flow of Disputes
Credit Memo
• Created &
Applied
Transaction
• Disputed

31. AME Setups – Configuration
31
1.
Collector
2.
Approval Chain
3.
Receivables
Systematize the Approval Flow of Disputes
Credit Memo
• Created &
Applied
Transaction
• Disputed
Collector
=
AR Rep
Salesperson
=
Marketing
Manager
Collector
=
AR Rep

32. AME Setups – 1. Collector
• Create Approver Group
32
Systematize the Approval Flow of Disputes

33. AME Setups – 1. Collector
• Create Action Type and Rule
33
Systematize the Approval Flow of Disputes

34. AME Setups – 2. Approval Chain
• Create Approver Group
• Create Action Type and Rule
34
Systematize the Approval Flow of Disputes

35. AME Setups – 3. Receivables
• Create Approver Group
• Create Action Type and Rule
35
Systematize the Approval Flow of Disputes

36. Additional Setups for Dispute
• Lookups
– ARI_ACCOUNT_DETAILS_TYPE
• Enable “CREDIT_REQUESTS” Code
– ARI_INVOICE_SECTION
• Enable/Disable codes based on your implementation
– CREDIT_MEMO_REASON
• Enter “custom” reasons for your implementation
• Messages
– ARW_INV_MSG4
– ARW_DISP_FIN_CHARGE_MSG
– ARI_NOTE_DISPUTE_FIN_CHARGES
• Personalizations
– Personalization on Account Details Page to Hide
Dispute Button
36
Tailor Oracle Dispute Process for Business Needs

37. Conditional Dispute Logic
• Allow Custom Validation To Display Buttons In Invoice,
Credit Memo And Payment Details Page (Doc ID
1566003.1)
• Oracle Hook Stub: ARI_DEF_HOOKS_PVT
• Profile - OIR: Custom Validate Dispute
– PACKAGE_NAME.VALIDATE_DISPUTE
• Custom Logic Implemented - Exclusions at 4 levels
– Market (Region) Level – via Custom Value Set
– Account Level (DFF Exclude from Dispute)
– Transaction Class
– Transaction Type (DFF Exclude from Dispute)
• Only controls Dispute button on Transaction Details page
• Personalization to remove Dispute from Account Details
37
Tailor Oracle Dispute Process for Business Needs

38. Walkthrough – Dispute Process Flow
• Screen Walkthrough

39. Process Flow
3 major steps
• Dispute Initiation
– Internal User
– External Customers
• Approval Process – Utilizes AME
• Credit Memo Created and Applied
39

40. Dispute Initiation
40

41. Dispute Initiation
41

42. Dispute Initiation
42

43. Approval Process
• NOTIFICATION SENT TO AR Rep
• NOTIFICATION SENT TO MARKETING MANAGER
43

44. Approval Process
• NOTIFICATION SENT AR Rep
• Sample Email Notification
44

45. Credit Memo Creation & Application
• Credit Memo Created and Applied to Original
Transaction
Original Transaction
45

46. Credit Memo Creation & Application
Credit Memo Transaction
46

47. Additional Dispute Features
• Automatic Dispute Process
• Email Notification Process
• Dispute Reporting

48. Automatic Dispute Process
• Custom Process
• Automatically create disputes whenever
– Cash/Credit Memo applied to a transaction
– Remaining balance is more than threshold amount
– Threshold amount set via custom profile
– No CM Request (dispute) exists
• Honors Conditional Dispute Logic / Setup
• ar_credit_memo_api_pub.create_request
• Once Credit Memo Request is created, follows same
approval process
• Provides
– Greater control on write-offs
– Awareness for Customer and Marketing team
48

49. Email Notification Process
• Standard Oracle provided email notifications
• Workflow mailer configured to receive and process
responses from email replies
• Approve
 Either by logging into Applications
 Or by Email responses
• Workflow background process set to run every 4 hours
• Response time – 3 days
– If no response, first reminder request sent
– If still no response, notification is escalated to person’s
manager
49

50. Disputed Invoice Report (Standard)
• Used to review disputed transactions
50

51. Disputed Invoice Report (Standard)
• Prints information for each disputed transaction and
displays totals. You can also review the collector
name and any comments associated with the
dispute.
51

52. Customer Listing for Dispute Setups
• Developed a custom Excel report to provide insight
to dispute-related customer setups
– Spreadsheet analysis of current account assignments
52

53. Mass Update Custom Program
• Provided the ability to update the report’s
spreadsheet output and run a custom Mass Update
custom program to upload changes to…
– Collector at Customer Account (for AR Rep changes)
– Salesperson at Customer Bill-To Site level (for
Marketing Manager changes)
– Customer Account DFF (for exclude from dispute
changes)
53

54. Conclusion
• Takeaways
• Questions
• Contact Us

55. Takeaways
55
Flexibility of
iReceivables using
AME

56. Questions
56

57. Contact Us
57
Chris Preziotti
Principal Consultant
chris.preziotti@biascorp.com
Anand Tuppad
Applications Architect
anand.tuppad@biascorp.com

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Session ID#: 10810