Grouping rules specify attributes that must be identical for lines to appear on the same transaction. Define grouping rules that AutoInvoice will use to group revenue and credit transactions into invoices, debit memos, and credit memos.
1. Grouping rules include mandatory attributes which are always included in all grouping rules, and optional attributes which may be included in a grouping rule. Optional attributes may be added to the mandatory attributes to create new grouping rules. To be included in a group a transaction must always match on all of the mandatory attributes as well as on all of the optional attributes included in a grouping rule. All attributes of the Transaction Flexfield are optional within a grouping rule, and you can assign these attributes as optional grouping characteristics in the Grouping Rules window.
Required attribute examples Bill-To Address, Currency, GL Date & Primary salesperson
Optional attribute examples Accounting rule, Sales Order, Tax Code
Note: The Grouping Rules window only displays the optional attributes included in a grouping rule. This window does not
display any mandatory grouping attributes. The mandatory attributes are the same for all grouping rules. Use the Ordering
and Grouping Rules Listing report to view all of the mandatory and optional attributes assigned to your grouping rules.
2. In the diagram below, the grouping rule specifies that to appear on the same invoice items must match on all of the mandatory attributes, for example currency (CURRENCY_CODE) and bill–to address (ORIG_SYSTEM_BILL_ADDRESS_ID) and must also match on the optional attribute of order type (SALES_ORDER_SOURCE). For example, in the diagram, assume that all mandatory attributes match other than currency and bill–to address. Items A and B share the same currency and order type, so they appear on the same invoice (Invoice 1).
Item C has the same currency as A and B, but it has a different order type, so it appears on its own invoice (Invoice 2). Items D and E share the same currency and Order Type, so they appear on the same invoice (Invoice 3).
3. AutoInvoice uses the following hierarchy to determine which grouping rule to use for a transaction line:
1) The grouping rule specified in the Transaction Sources window for the batch source of the transaction line
2) The grouping rule specified in the Customer Profile Classes window for the bill–to site use of the transaction line
3) The grouping rule specified in the Customer Profile Classes window for the bill–to customer of the transaction line
4) If you do not specify a rule in either the Transaction Sources or Customer Profile Classes window, AutoInvoice uses the default grouping rule specified in the System Options window.
4. Receivables provides the DEFAULT grouping rule which contains all of the mandatory attributes. If you upgrade from a previous version of Receivables, the DEFAULT grouping rule initially becomes your default grouping rule. If you use the DEFAULT rule to create transactions, Receivables does not require that you define any additional grouping rules. You can add optional attributes to the DEFAULT grouping rule to create new grouping rules. You cannot delete any mandatory attributes from a grouping rule.
Attention: If you are doing a fresh install of Receivables, you must enter a default grouping rule in the System Options window. You can enter the grouping rule that Receivables provides or one that you create. Receivables lets you assign an invoice line ordering rule to each of your grouping rules. AutoInvoice uses the invoice line ordering rule to order your transaction lines when grouping revenue and credit transactions into invoices, debit memos, and credit memos.
5. If you have transactions that fail validation, Receivables looks at the value you entered in the Invalid Line field for your transaction batch source to determine the grouping of your transactions. (This field is located in the Transaction Sources window, AutoInvoice Processing Options tabbed region.) If you entered ’Reject Invoice’, AutoInvoice rejects all of the transactions that make up one invoice if any of the transactions are invalid. For example, if your grouping rule specifies that three transactions should be created as one invoice and one of the transactions has an error, AutoInvoice rejects all three transactions and does not create an invoice.
However, if you entered ’Create Invoice’, AutoInvoice rejects the one invalid transaction and creates an invoice from the two remaining valid transactions.
6. Transaction Number Validation
Receivables validates that transaction and document numbers are unique within a batch after grouping has completed. In certain cases, AutoInvoice will create multiple invoices in the same group with the same transaction or document number. Once grouping is completed, AutoInvoice checks for duplicate transaction and document numbers and reports any lines that fail validation.
For example, two lines are imported with the same transaction number, but they have different currency codes. These lines will be split into two separate invoices during grouping due to the different currency codes. Once grouping has completed, both of the invoices will fail validation due to identical transaction numbers.