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Oracle U.S. Federal Financials User Guide
Release 12.1
Part Number E13551-04
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Document Cross-referencing Procedures

Overview

Document cross-referencing lets you query a document and view all related documents.

At any point in the business cycle, users can query an accounts payable or purchasing document and drill down to further detail on that document. Oracle U.S. Federal Financials displays transactions related to the queried document and provides details on the related transactions as required.

Users can query these document types:

Document Cross-Referencing Find

In the Document Cross-Referencing Find Window, users define the search criteria for a selected document type. The window is divided into these regions:

Supplier information is always required. Users can enter supplier information manually or they can access supplier information by entering the document number in the Purchasing Documents or Payables Documents regions.

Users enter selection criteria for requisitions, purchase orders, or receipts in the Purchasing Documents region. If users base their query on document amount or date without a document number, they must enter supplier information.

Users enter selection criteria for supplier invoices, invoice payments, or treasury payments in the Payables Documents region. When users base their query on document type, amount, or date only, they must enter supplier information.

Document Cross-Reference Purchase Order View

The Document Cross-Reference Purchase Order View window displays the selected purchase order and all related requisitions, receipts, invoices, and payments. In this window, users can enter a new query for the same supplier in these fields:

To initiate a query for a different supplier, users must return to the Document Cross-Reference Find window.

Document Cross-Reference Requisition View

The Document Cross-Reference Requisition View window displays the selected requisition and related purchase orders, receipts, invoices, and payments. In this window, users can enter a new query for the same supplier in these fields:

Document Cross-Reference Receipt View

The Document Cross-Reference Receipt View window displays the selected receipt and related requisitions, purchase orders, invoices, and payments. In this window, users can enter a new query for the same supplier in these fields:

To initiate a query for a different supplier, users must return to the Document Cross-Reference Find window.

Document Cross-Reference Invoice View Window

The Document Cross-Reference Invoice View window displays the selected invoice and related requisitions, purchase orders, receipts, and payments. In this window, users can enter a new query for the same supplier in these fields:

To initiate a query for a different supplier, users must return to the Document Cross-Reference Find window.

Document Cross-Reference Payment View Window

The Document Cross-Reference Payment View window displays the selected payment and related requisitions, purchase orders, receipts, and invoices. In this window, users can enter a new query for the same supplier in these fields:

Viewing Documents

This procedure applies to these windows:

To view purchase orders, requisitions, receipts, invoices, or payments in the document cross-reference windows, navigate to the Document Cross-Reference windows.

The following table describes selected fields on the Document Cross-Reference windows.

Document Cross-Reference Window Description
Field Name Description
Operating Unit Operating unit of the record.

Note: The list of values include operating units assigned to the MO: Security profile.

Name Supplier name; required if no document number is provided from the purchasing documents region or the payables documents region
Site Supplier site; required if no document number is provided from the Purchasing Documents region or the Payables Documents region; required if Supplier Name or Supplier Number is entered
Number Supplier number; required if no document number is provided from the Purchasing Documents region or the Payables Documents region
PO Number Purchase order number; contract purchase orders not included in list of values
Requisition Number Requisition number; includes requisitions with approved status and a valid supplier or purchase order relationship
Receipt Number Receipt number; excludes unordered receipts
Invoice Number Invoice number provided by the supplier on the invoice
Invoice Amount Total invoice amount
AP Payment Number Payables payment number
AP Payment Date Payables check payment date
Treasury Check Number Treasury payment number
Accomplished Date Treasury payment date
Purchase Orders Indicates that purchase orders are to be displayed
Requisitions Indicates that requisitions are to be displayed
Receipts Indicates that receipts are to be displayed
Invoices Indicates that invoices are to be displayed
Payments Indicates that payments are to be displayed

The following table describes selected fields on the Document Cross-Reference Purchase Order View window, Purchase Orders Region and tab.

Document Cross-Reference Purchase Order View Window Description, Purchase Orders Region and Tab
Field Name Description
Release Purchase order release number
Shipment Shipment number
UOM Unit of measure
Quantity Quantity ordered
Quantity Received Quantity received against the shipment
Quantity Billed Quantity billed against the shipment
View Purchase Orders Opens View Purchase Orders window

The following table describes selected fields on the Document Cross-Reference Purchase Order View window, Requisitions Region and tab.

Document Cross-Reference Purchase Order View Window Description, Requisitions Region and Tab
Field Name Description
Line Requisition line number
Cancelled Indicates shipment cancelled
Requestor Name of person who requested item
View Requisitions Opens Requisition Headers window

The following table describes selected fields on the Document Cross-Reference Purchase Order View window, Receipts Region and tab.

Document Cross-Reference Purchase Order View Window Description, Receipts Region and Tab
Field Name Description
Receipt receipt number
Receipt Date receipt date
Quantity receipt quantity
UOM unit of measure
Item Description item description
Inspection Status inspection status
Packing Slip packing slip number
Shipment Number shipment number recorded when receipt was entered
Ship Date date goods were shipped
View Receipts opens Receipt Headers Summary window

The following table describes selected fields on the Document Cross-Reference Purchase Order View window, Invoices Region and tab.

Document Cross-Reference Purchase Order View Window Description, Invoices Region and Tab
Field Name Description
Status Invoice status
Approval Approval status
Paid Payment status
Holds Number of holds placed on invoice
View Invoices Opens Invoice Overview window

The following table describes selected fields on the Document Cross-Reference Purchase Order View window, Payments Region and tab.

Document Cross-Reference Purchase Order View Window Description, Payments Region and Tab
Field Name Description
Status Payment status
Treasury Number Treasury payment number
Accomplished Date Treasury payment date
View Payments Opens Payment Overview window