AP invoice FBDI load fails with 'Invalid Supplier' error during historical invoice load

ERP Oracle Fusion Cloud
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1

We’re migrating historical AP invoices from our legacy system to Oracle Fusion Cloud 23C using FBDI templates. The bulk load consistently fails with ‘Invalid Supplier’ errors even though all suppliers were successfully migrated last month and are active in the system.

We’re loading approximately 15,000 invoices spanning three years of history. The FBDI template mapping appears correct - we’re using supplier numbers that match exactly what’s in the Manage Suppliers screen. However, the import process rejects about 30% of invoices with supplier validation errors.


FBDI Template: ApInvoicesInterface.csv
Error: Invalid Supplier Number: SUP-10234
Supplier Status in Fusion: Active
Supplier Sites: 3 sites configured

We’ve verified supplier master data synchronization between our legacy system and Fusion, but we’re unsure about supplier site code validation requirements in the FBDI process. The error logs don’t specify which validation is failing.

2

Excellent progress! Here’s the complete solution addressing all three key areas:

FBDI Template Mapping: Your ApInvoicesInterface.csv must include these critical columns with exact values:


SupplierNumber,SupplierSite,InvoiceAmount,InvoiceCurrency,InvoiceDate,BusinessUnit
SUP-10234,MAIN_SITE,5000.00,USD,2024-01-15,US1_BU

Key mapping rules:

  1. SupplierNumber: Use the exact supplier number from Fusion (query POZ_SUPPLIERS table)
  2. SupplierSite: Must match the site code in POZ_SUPPLIER_SITES_ALL_M, not the site name
  3. BusinessUnit: Must match a business unit where the supplier site is enabled
  4. PaymentTerms: If specified, must exist in supplier site payment terms configuration
  5. InvoiceType: Standard or Credit - must be valid lookup code

Build a validation query before FBDI load:

SELECT ps.VENDOR_NAME, pss.VENDOR_SITE_CODE,
       pss.PROCUREMENT_BU, pss.INACTIVE_DATE
FROM POZ_SUPPLIERS ps, POZ_SUPPLIER_SITES_ALL_M pss
WHERE ps.VENDOR_ID = pss.VENDOR_ID
  AND ps.VENDOR_NUM IN ('SUP-10234', 'SUP-10235')

Supplier Master Data Sync: Ensure complete supplier data migration before invoice load:

  1. Verify all suppliers from legacy system exist in Fusion with matching supplier numbers
  2. Confirm supplier sites are created with correct site codes (not just default sites)
  3. Validate supplier site addresses match legacy system for tax calculation purposes
  4. Check supplier site payment terms are configured - query POS_SUPPLIER_SITES_ALL_M.PAYMENT_TERMS_ID
  5. Ensure supplier sites have bank accounts assigned if you’re migrating paid invoices
  6. For international suppliers, verify tax registration numbers are populated at site level

Create a supplier site mapping table:


Legacy_Supplier | Legacy_Site | Fusion_Supplier | Fusion_Site_Code | Business_Unit
VEND001         | LOC1        | SUP-10234       | MAIN_SITE        | US1_BU
VEND001         | LOC2        | SUP-10234       | BRANCH_SITE      | US2_BU

Supplier Site Code Validation: FBDI performs strict validation on supplier sites:

  1. Site must be active (INACTIVE_DATE is null or future)
  2. Site must be enabled for procurement in the target business unit
  3. Site must have purchasing flag enabled: Navigate to Manage Suppliers > Sites tab > Verify “Procurement” checkbox is enabled
  4. For invoice processing, site needs:
    • Valid payment terms (can be inherited from supplier or specified at site)
    • Pay group assignment (if using automated payments)
    • Valid tax organization classification

Common validation failures:

  • Missing Site Code: FBDI defaults to first available site if SupplierSite column is empty - this causes failures for multi-site suppliers
  • Inactive Sites: Legacy data may reference old supplier locations that weren’t migrated or were marked inactive
  • Business Unit Mismatch: Invoice BusinessUnit doesn’t match any of the supplier site’s enabled business units
  • Payment Terms Conflict: Invoice specifies payment terms not configured for that supplier site

Migration Best Practices:

  1. Pre-validate all supplier site mappings before bulk load
  2. Split FBDI loads by business unit to isolate mapping issues
  3. Load invoices in chronological order to maintain audit trail
  4. Use FBDI’s ImportProcessId to track batch loads
  5. Review ESS job logs for detailed validation errors: Navigate to Scheduled Processes > Search for “Import Payables Invoices” > View Log
  6. For failed records, export the error report and correlate with your mapping table
  7. Consider a phased approach: Load 1000 invoices first, validate, then scale up

Implement a pre-validation script that queries Fusion tables and flags potential issues before FBDI submission - this will save significant time in large migrations.

3

I’ve handled several large AP migrations in 23C. Beyond supplier sites, check if your suppliers have payment terms defined. FBDI validates payment terms against the supplier setup, and if the terms on your invoice don’t match what’s configured for that supplier site, the load will fail with a generic supplier error. Also, verify that your supplier sites are enabled for invoice processing - there’s a separate flag for that in the site configuration.

4

Thanks for the guidance. I reviewed our FBDI template and realized we’re only populating SupplierNumber, not SupplierSite. Our legacy system stored site information differently. I’m now working on extracting supplier site codes and mapping them to Fusion’s site naming convention. This is more complex than expected since some suppliers have multiple sites.