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:

• Purchase orders

• Requisitions

• Receipts

• Invoices

• Payments

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

• Purchasing Documents

• Payables Documents

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:

• Operating Unit

• Number

• PO Date

• Release

• Line

• Shipment

• Buyer

• Approval Status

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:

• Operating Unit

• Number

• Requisition Date

• Cancelled Flag

• Preparer

• Line

• Requestor

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:

• Operating Unit

• Receipt

• Receipt Date

• UOM

• Item Description

• Inspection Status

• Packing Slip

• Shipment Number

• Shipment Date

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:

• Operating Unit

• Number

• Invoice Date

• Invoice Type

• Invoice Amount

• Paid

• Holds

• Pay Group

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:

• Operating Unit

• Payment Number

• Payment Date

• Amount Paid

• Treasury Number

• Accomplished Date

• Payment Batch

Viewing Documents

This procedure applies to these windows:

• Document Cross-Reference Purchase Order View

• Document Cross-Reference Requisition View

• Document Cross-Reference Receipt View

• Document Cross-Reference Invoice View

• Document Cross-Reference Payment View

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