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Oracle® Fusion Applications Procurement, Payables, Payments, and Cash Guide
11g Release 6 (11.1.6)
Part Number E22897-06
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1 Manage Invoices

This chapter contains the following:

Receive and Process Invoices

Approve Invoices

Record Accounting for Invoices

Receive and Process Invoices

Invoice Types: Explained

Oracle Fusion Payables provides various types of invoices.

This table lists and describes each invoice type.


Invoice Type

Description

Standard

An invoice from a supplier that represents an amount due for goods or services rendered.

Prepayment

An advance payment to a supplier.

Credit memo

A document that extends a credit amount from a supplier for goods or services rendered.

Debit memo

A credit from a supplier that does not send you a credit memo.

Withholding tax

An invoice to a tax authority for withholding tax that is automatically generated. You can create withholding tax invoices manually if the option Allow manual withholding is enabled.

Interest

An invoice for interest on overdue invoices that is automatically generated.

Standard invoice request

An invoice submitted without a purchase order by a supplier through Oracle Fusion Supplier Portal that is pending review and approval by the appropriate persons within the deploying company.

Credit memo invoice request

A credit submitted without a purchase order by a supplier through Oracle Fusion Supplier Portal that is pending review and approval by the appropriate persons within the deploying company.

Payment request

A request from Oracle Fusion Expense or Oracle Fusion Receivables to disburse funds to a payee that is not defined as a supplier.

Invoice Components: How They Fit Together

An invoice is an itemized list of goods shipped or services rendered, with an account of all costs. Oracle Fusion Payables lets you capture all the attributes of the real-life invoice documents you receive from your suppliers.

A Payables invoice consists of the following components: header, lines, distributions, and installments. The invoice header has common information, such as invoice number and invoice date. Invoice lines record details of the goods and services. Distributions have invoice accounting details, and installments consist of payment due and discount information.

This figure shows the components of an invoice and their relationship to one another.

Invoice components

Header

The invoice header defines the common information about the invoice, such as the invoice number, invoice amount, supplier information, and payment terms.

Lines

Invoice lines record the details of the goods and services as well as the tax, freight, and miscellaneous charges invoiced by the supplier. Invoice lines also capture the details necessary for cross-product integration with applications, such as Oracle Fusion Assets and Oracle Fusion Purchasing. You can generate invoice lines automatically by matching an invoice to a purchase order schedule or receipt, or you can enter invoice lines manually. An invoice header can have multiple invoice lines.

Distributions

Distribution details include accounting date, distribution combinations, and project information. Payables uses distributions to create accounting entries for invoices. An invoice line can have one or more distributions.

Installments

Installments include information, such as invoice due dates, due amounts, discount dates, and payment methods. The dates and amounts are calculated based on the payment terms and terms date basis on the invoice header. An invoice can have one or more installments.

Invoice Line Types: Explained

Invoice line types categorize the lines on an invoice. You can select some invoice line types, such as the Item line type. Other line types, such as the Prepayment line type, are automatically generated.

This table describes the types of invoice lines.


Invoice Line Type

Description

Item

Details of goods and services.

Freight

Freight charges on an invoice. Freight charges can be allocated to Item lines.

Miscellaneous

Other charges on an invoice, such as installation or service. Miscellaneous charges can be allocated to Item lines.

Prepayment

Prepayment application or unapplication. Prepayment lines are created automatically.

Tax

Tax lines that are either generated automatically or entered manually.

Withholding tax

Withholding tax lines that are either generated automatically or entered manually.

Invoice Distributions: Explained

Invoice distributions provide accounting information for an invoice line, such as accounting date, amount, and distribution combination. Oracle Fusion Payables uses distributions to create accounting entries for invoices.

Note

You can define rules in Oracle Fusion Subledger Accounting to pick distribution combinations from a source other than invoice distributions.

Creating Invoice Distributions

You can create distributions for an invoice in the following ways:

Note

In general, tax distributions are created automatically when you validate an invoice. However, if your tax setup permits, you can enter tax distributions manually.

Changing Invoice Distributions

Changing the distribution combination on the Manage Distributions page does not change the distribution combination on an invoice line. The distribution combination on an invoice line provides a default value for the Manage Distributions page.

Invoice Installments: Explained

An installment is the component of an invoice that specifies payment due dates, amounts, and other payment information. An invoice can have one or more installments.

The payment terms and terms date on an invoice are used to calculate payment due dates and amounts. For example, if an invoice has payment terms of Net 30, the due date is 30 days after the terms date.

You can split an installment. For example, you split an installment to make payments on two different days or to use two different payment methods. You can also place or release holds on installments.

Splitting an Installment

When you split an installment, another installment is automatically created for half of the gross amount of the installment that you split. You can then edit the due and discount dates and amounts on the new installment. You cannot split an installment that is paid, partially paid, on hold, or selected in a payment process request.

Placing or Releasing a Hold on an Installment

Place a hold on an installment to prevent payment. You cannot place a hold on an installment that is paid, already on hold, or selected in a payment process request.

Prepayments: Explained

A prepayment is a payment you make to suppliers in anticipation of their provision of goods or services. In Oracle Fusion Payables, a prepayment is a type of invoice that you can apply to an outstanding invoice to reduce the amount of the invoice. You must fully pay a prepayment before you can apply the prepayment.

Prepayment setup options, such as Show available prepayment during invoice entry, are defined in the Prepayments region on the Manage Invoice Options page.

Creating a Prepayment

To create a prepayment, you specify an invoice type of Prepayment.

The option Allow prepayment application indicates that the prepayment is available for application and classifies the prepayment as temporary. An example of a temporary prepayment is a catering deposit to a hotel. When the invoice from the hotel arrives, apply the prepayment to the invoice to reduce the invoice amount you must pay.

If you uncheck the option Allow prepayment application, you cannot apply the prepayment, and the prepayment is classified as permanent. An example of a permanent prepayment is a lease deposit for which you do not expect to receive an invoice.

Applying a Prepayment

When you apply a prepayment, the invoice is updated to reflect the amount paid, and the prepayment amount available for application is reduced. The invoice is also updated with a new prepayment application line with corresponding distributions.

Applied prepayments can be either inclusive or exclusive. A supplier might send you an invoice that references a prepayment. If a supplier reduces the invoice amount by the amount of the prepayment and associated tax, this is an inclusive prepayment. Designate a prepayment as inclusive by selecting the option Included on Invoice, when applying the prepayment. When you apply an exclusive prepayment to an invoice, the unpaid invoice amount is reduced by the amount of the prepayment application.

If a prepayment is matched to a purchase order, purchase order quantities are updated during prepayment application.

Unapplying a Prepayment

If a prepayment is mistakenly applied to an invoice, you can unapply the prepayment. The prepayment is then available for application to another invoice.

Payment Terms: Explained

Payment terms are used to automatically create installments on an invoice with up to three levels of discount. You can define payment terms to create multiple installments and multiple levels of discounts. Share payment terms across business units through set assignment.

Payment terms consist of one or more lines, each of which creates one invoice installment. Each payment term line and corresponding installment have a due date and up to three discount dates. Each payment term line and corresponding installment also have due or discount amounts. When you define payment terms, you specify either percentages or fixed amounts.

This figure shows the components of a payment term. Each payment term consists of one or more lines, and each line can have up to three discounts. Assign payment terms to one or more sets to share them across business units.

Payment terms components

Important

If you update the payment terms on an invoice, Oracle Fusion Payables immediately recalculates the installments for the invoice. You must re-enter any manual adjustments you made to the previous installment.

Payment Terms Due Dates and Discount Dates

Payment terms due dates and discount dates are based on one of the following:

Note

Only due dates, not discount dates, can be based on a calendar.

Default Payment Terms

If you enter an Identifying PO on an invoice, the purchase order provides the default payment terms. If you do not enter an Identifying PO, the supplier site provides the default payment terms. If there are no payment terms for the supplier site, the payment terms from the Manage Invoice Options page are used. You can override the default payment terms on any invoice.

This figure shows the payment term defaulting flow during invoice entry.

Default payment terms on an invoice

Invoice Tolerances: Explained

Invoice tolerances determine whether matching holds are placed on an invoice for variances between invoice, purchase order, and receipt information. When you run the invoice validation process for an invoice matched to a purchase order or receipt, validation checks that the invoice matches the purchase order or receipt within the matching tolerances you define.

For example, if the billed amount for an item exceeds the amount or quantity tolerances, then invoice validation applies holds to the invoice and prevents payment until the holds are released.

There are two types of tolerances. You can define tolerances based on quantity or amount. For each type of tolerance, specify percentages or amounts. Once you define your tolerances, assign them to a supplier site.

Note

If you specify a percentage tolerance of zero, no variance is allowed. If you want a low tolerance, specify a small percentage. If an active tolerance does not have a value, then infinite variance is allowed.

Quantity Based

Quantity-based tolerances apply to invoices that you match to a purchase order where the match basis on the invoice is quantity. You can define the following quantity-based tolerances:

Amount Based

Amount-based tolerances apply to invoices that you match to a purchase order where the match basis on the invoice is amount. You can define the following amount-based tolerances:

Invoices: How They Are Validated

Before you can pay or create accounting entries for any invoice, you must validate the invoice by selecting the Validate invoice action or by running or scheduling the Validate Payables Invoice process. Invoice validation performs various actions, such as calculating tax, checking that matching variances fall within specified amount or quantity tolerance limits, and placing holds for exception conditions.

Settings That Affect Invoice Validation

The following settings affect the invoice validation process:

How Invoices Are Validated

Whether you validate an invoice online by selecting the Validate invoice action, or as part of a batch, by running the Validate Payables Invoice process, the invoice validation process:

Important

After you validate an invoice, you cannot enter manual tax lines.

These are examples of holds placed on an invoice by the Validate Payables Invoice process and how you can resolve them. You can release some invoice holds manually without submitting invoice validation. For other invoice holds, you must correct the exception by updating the invoice or purchase order, then resubmitting the validation process to release the hold. Review and adjust tolerance limits, if needed.

Example 1: Billed Quantity Exceeds Received Quantity

An invoice is on matching hold because the billed quantity exceeds the received quantity. For example, the billed quantity is 6 and the received quantity is 5. Your receiving department receives the remaining goods and records the receipt. The quantity on your invoice line now matches the receipt quantity. You resubmit the validation process to release the hold.

Example 2: Invoice Price Exceeds Purchase Order Schedule Price

An invoice is on matching hold because the invoice price exceeds the purchase order schedule price. For example, the invoice unit price is 10.00 USD and the purchase order schedule price is 9.00 USD. A supplier sends a credit to correct the amount due on the previous invoice. You perform a price correction and resubmit the validation process to release the hold.

Invoice Installments: How They Are Recalculated

During invoice entry, Oracle Fusion Payables creates installments automatically using the payment terms and terms date. You can optionally have Payables recalculate invoice installments during the invoice validation process.

Settings That Affect Installment Recalculation

Payables recalculates installments during invoice validation when you set the Recalculate invoice installments option on the Manage Invoice Options page.

Restriction

Installments are recalculated unless you have manually updated any of the invoice installments or split the installment.

Installments are also recalculated if you set the Exclude tax from discount calculation option on the Manage Common Options for Payables and Procurement page and you manually change the tax amount. This re-creation of invoice installments is not based on the Recalculate invoice installments setting.

How Invoice Installments Are Recalculated

Payables uses the most recent of the available start date options and the most favorable of the available payment terms. Payables determines which payment terms are more favorable by comparing the ranks assigned to the terms.

This table shows the start dates and payment terms that installment recalculation uses for matched and unmatched invoices.


Matched to a PO

Start Date

Payment Terms

No

Most recent of the following:

  • Invoice date

  • Terms date

  • Goods received date plus receipt acceptance days

Invoice payment terms

Yes

Most recent of the following:

  • Invoice date

  • Terms date

  • Goods received date plus receipt acceptance days

More favorable of the following:

  • Invoice payment terms

  • PO payment terms

Scanned Invoices: Explained

A scanned invoice is an invoice that is processed through the Oracle Fusion Payables integrated imaging solution.

The integrated imaging solution provides scanning of supplier invoices, intelligent character recognition, and automatic routing of invoice images for creation, completion, approval, and payment in Payables.

The integrated imaging solution uses:

Scanning Invoice Attributes

You can configure Oracle Forms Recognition to capture the following invoice header attributes:

Routing Scanned Invoices

A BPEL process flow assigns the scanned images to Payables users based on routing rules to complete invoice entry. When an accounts payable specialist signs in to Payables, a list of assigned images is presented in the Invoices work area for invoice entry. Accounts payables specialists can also view the additional attributes that were used to route the scanned invoices.

Completing Invoice Creation

After the accounts payable specialist selects an image to create an invoice, the key attributes extracted during the forms recognition are automatically defaulted into the appropriate fields. The accounts payable specialist can view the invoice image in the contextual region to assist in completing invoice creation.

With a dual monitor setup, the invoice image and the Create Invoice page can be simultaneously displayed on each monitor. When the invoice is saved, the scanned invoice queue is updated, and a link to the image location is saved as an attachment to the invoice.

Matching Invoices to Purchase Orders or Receipts: Explained

Matching is the process of associating an invoice with a purchase order or receipt. You can match invoices to purchase orders or receipts to ensure that you pay only for goods or services that you ordered or received.

Matching to Purchase Orders

Match a single invoice to multiple purchase orders or match multiple invoices to a single purchase order. If you specify an Identifying PO during invoice entry, purchase order information, such as supplier, are automatically populated on the invoice header.

When you perform a match, the purchase order schedule information is used to create the invoice lines, and purchase order distribution information is used to create invoice distributions. Matching updates the quantity or amount billed on each matched purchase order schedule and its corresponding distributions.

If you match to a purchase order schedule with multiple distributions, then Oracle Fusion Payables automatically prorates the amount across all the distributions on the schedule. If you match directly to the purchase order distributions, then Payables allocates against only those matched distributions.

Matching to Receipts

Matching to receipts ensures you pay only for the goods or services received, and allows you to pay for partial shipments without getting invoice holds. In addition, any conversion rate variance is likely to be smaller because the time between the receipt and invoice is less than the time between the purchase order and invoice. If you use one of the periodic costing options in Oracle Fusion Cost Management to record the costs of goods that you order, it is critical that you always match to receipts to ensure accurate cost accounting.

Matching to Receipt Charges

When you match a freight, tax, or miscellaneous charge invoice to a receipt, the total cost of the goods on the receipt includes the freight, tax, or miscellaneous charges. Matching to receipt charges associates costs that are related to acquiring the goods that are on the receipt, but it does not affect the quantity and amounts billed on the purchase order schedule. Cost Management uses this information.

For example, you buy a 1000 USD computer from Company A. You hire Company B to ship it to you for 50 USD. You receive the computer. When you get the freight invoice from Company B, you can match that freight invoice to the receipt for the computer from Company A. This associates the 50 USD freight charge with the cost of the 1000 USD computer, making the total cost of the computer 1050 USD.

Invoice Corrections: Explained

Corrections enable you to adjust the invoiced price, quantity, or amount of previously matched purchase order schedules, distributions, or receipts. You can also adjust the invoiced amount of invoices that were not matched. The existing invoice, also known as the corrected invoice, is the invoice that the correction is adjusting, and it represents the actual quantity, unit price, and amount charged for the purchased goods or services.

You can perform price, quantity, and amount corrections. The type of correction that you can make to a matched invoice depends on the type of purchase order line you are correcting, whether it is amount-based or quantity-based. The correction is the difference between the original price, quantity, or amount, and the new price, quantity, or amount. For example, if the original unit price was 100 USD and the supplier is decreasing the price by 10 USD, the correction invoice is for -10 USD.

Price Corrections

Price corrections adjust the unit price of an invoice that was matched to a purchase order or receipt. Price correction invoices do not adjust the billed quantity on the purchase order. Create a credit or debit memo for a correction that represents a price decrease. Create a standard invoice for a correction that represents a price increase.

Here's an example of a price correction.

Quantity Corrections

Quantity corrections adjust the quantity of an invoice that was matched to a purchase order or receipt. Quantity correction invoices do not adjust the unit price on a purchase order. Create a credit or debit memo for a quantity correction. You can allocate purchase order distributions for a quantity correction.

Here's an example of a quantity correction.

Amount Corrections

Amount corrections adjust the amount of an invoice that was matched to a services-based purchase order or receipt. Amount corrections can also adjust the amount of an unmatched invoice. Create a credit or debit memo for a negative amount correction. Create a standard invoice for a positive amount correction.

Freight and Miscellaneous Charge Allocations: Explained

Allocations associate a freight or miscellaneous charge on an invoice with the cost of items on the invoice. When you allocate, freight or miscellaneous distributions are automatically created with the same distribution combinations as the item lines that you allocated them to. Allocation information is used to record the full cost of an item if you use one of the periodic costing options available in Oracle Fusion Cost Management.

You can allocate a freight or miscellaneous charge line to all item lines on an invoice or to specific item lines.

Note

To determine inclusive tax and the available amount to allocate, Oracle Fusion Payables calculates tax when you select an allocation action.

Allocating All Lines

To allocate a freight or miscellaneous charge line to all item lines, you select the Allocate All Lines action from the invoice lines action menu. Oracle Fusion Payables automatically allocates the charge amount less inclusive tax across the item lines.

For example, a 110 USD invoice, has a freight charge of 10 USD and two item lines, one line for 75 USD, and another line for 25 USD. You allocate the freight to all lines and Payables automatically creates two distributions for the freight charge, one for 7.50 USD, and one for 2.50 USD. The freight charge distributions have the same distribution combinations as the distributions for the item lines.

Allocating Specific Lines

To allocate freight or miscellaneous charge lines to specific item lines, you select the Allocate Specific Lines action from the invoice lines action menu. You can allocate specific lines in the following ways:

Note

You can modify your saved allocations provided that distributions are not yet generated.

Taxes on Invoices: Explained

Oracle Fusion Payables integrates with Oracle Fusion Tax to support automatic tax calculation on payables invoices. Oracle Fusion Tax is a central repository of various tax rules and setups. It supports different types of taxes, such as self-assessed taxes, recoverable and nonrecoverable taxes, inclusive and exclusive taxes, exemptions, and exceptions.

Payables provides the tax support for withholding taxes and US 1099 income taxes.

Invoice Approval Actions: Points to Consider

If you are using the Invoice Approval workflow, you can perform the following actions on the Manage Invoices and Edit Invoices pages to initiate the approval process and handle approval exceptions:

Initiate Approval

To submit an invoice for approval, select the Initiate approval action. You can select this action when the Approval Status on an invoice is Required. The workflow process starts and routes the invoice to the applicable approver who then approves or rejects the invoice. The Approval Status on the invoice is updated to Initiated.

Stop Approval

To stop the approval process for an invoice, select the Stop approval action. You can select this action when the Approval Status on an invoice is Initiated. The application cancels all pending workflow processes and all open notifications associated with the invoice. The Approval Status on the invoice is updated to Stopped.

Hold from Approval

To delay the approval process for an invoice, select the Hold from approval action. You can select this action when the Approval Status on an invoice is Required. The Approval Status on the invoice is updated to Held from approval. The invoice still requires approval before it can be paid and you must initiate approval for the invoice at a later time.

Force Approve

To force approve an invoice, for example if the invoice must be paid immediately, select the Force approve action. Before you can select this action, you must have the appropriate privileges and the Allow force approval option on the Manage Invoice Options page must be enabled. The Approval Status on the invoice is updated to Manually approved.

Resubmit for Approval

To resubmit an invoice for approval, select the Resubmit for approval action. You can select this action when:

Types of Holds: Explained

Holds are constraints that Oracle Fusion Payables automatically applies to an invoice or supplier, or that you manually place on an invoice, to prevent payment and, in some cases, creation of accounting entries.

You can release some holds manually and Payables provides a predefined holds resolution workflow for manually releasable holds. Other holds require that you fix the exception condition before Payables releases the hold.

The different types of holds are as follows:

Invoice Holds

Invoice holds are holds that you manually place on an invoice. Payables provides predefined holds, but you can define your own holds on the Manage Holds and Releases page. Payables does not automatically release holds that you apply manually. You must release them manually.

Installment Holds

Installment holds are holds that you manually place on an installment to prevent payment.

For example, a supplier sends you an invoice for two desks and delivers only one. You can partially pay the invoice by splitting the installment and placing a hold on one installment. You can manually release the hold after you receive the second desk, making the installment available for payment.

Note

You can review installment holds on the Manage Installments page, or in the Invoices Requiring Attention region on the Invoice Overview page.

Supplier Site Holds

Supplier site holds are holds on a supplier site that prevent payment of a supplier's invoices. Set supplier holds on the Invoicing tab on the Create and Edit Site pages.

This table describes the holds you can set for a supplier site.


Hold

Description

Manually Releasable?

Invoice amount limit

When you validate an invoice, Payables applies an Amount hold on an invoice if the invoice amount exceeds the limit specified.

Yes

All invoices

Payables prevents you from selecting the supplier site for payment in a payment process request or in a Quick payment.

Note

View supplier sites with these holds in the Supplier Sites on Payment Hold region on the Payments Overview page.

No

Unmatched invoices

When you validate an invoice, Payables applies a Matching required hold on invoices that are not matched to a purchase order or receipt.

Yes

Unvalidated invoices

When you validate an invoice, Payables applies a Supplier hold on invoices created after you enable this hold. You can still pay invoices that were previously entered and validated.

Yes

System Holds

System holds are holds that Payables automatically applies for exception conditions when you validate an invoice.

An example of a system hold is the Distribution variance hold. If the sum of the invoice distribution amounts does not equal the invoice line amount, Payables applies a Distribution variance hold.

You cannot manually place system holds on an invoice, and you cannot manually release certain system holds. Instead, you must correct the exception condition by updating the invoice or purchase order, and validating the invoice to release the hold. For example, to resolve a Distribution variance hold, adjust the distribution amounts, then validate the invoice again.

Some system holds can be manually released, such as holds for matching exceptions.

Invoice Holds and Releases: Explained

Use the Manage Invoice Holds and Releases page to define the names that you use to manually place and release holds on invoices. Associate names of holds with an invoice hold type and names of releases with an invoice release type. Assign the hold name you define to an invoice to place the invoice on hold. You cannot pay an invoice that has a hold applied to it. Use release names to remove the holds you applied.

Determine whether to allow accounting entry creation for the hold names you define. For example, if you assign a hold name that does not allow accounting to an invoice, you cannot create accounting entries for the invoice until you remove the hold. If you want to use the holds and releases you define in the Holds Resolution workflow process, specify additional hold and release name attributes.

Oracle Fusion Payables predefines hold and release types along with hold and release names that it uses during the invoice validation process. You can query the predefined types and names on the Manage Invoice Holds and Release page, but you cannot modify them.

Invoice Hold Types

This table lists the predefined hold types and whether you can define hold names for them.


Hold Type

Allow User-Defined Hold Name

Account Hold Reason

No

Future Period Hold Type

No

Insufficient Information

No

Invoice Hold Reason

Yes

Invoice Line Reason

Yes

Matching Hold Reason

No

Variance Hold Reason

No

Invoice Release Types

This table lists the predefined release types and whether you can define release names for them.


Release Type

Allow User-Defined Release Name

Account Release Reason

No

Future Period Release

No

Hold Quick Release Reason

Yes

Invoice Quick Release Reason

Yes

Invoice Release Reason

Yes

Matching Release Reason

Yes

Sufficient Information

No

Variance Release Reason

Yes

Creating Invoices in a Spreadsheet: Points to Consider

Oracle Fusion Payables provides a spreadsheet template that you can download to enter invoices, and then optionally submit the Payables Import Invoices process.

Creating Invoices in a Spreadsheet

Consider creating invoices in a spreadsheet to:

Document Sequences in Payables: Explained

You can assign a unique voucher number to each invoice and payment document in Oracle Fusion Payables so you have a unique identifier for each document. For example, you may get two invoices with identical invoice numbers from two different suppliers. If you assign a voucher number to each, you can locate each invoice based on its unique voucher number.

Voucher numbers provide proof of completeness. If you use sequential voucher numbers, you can confirm that no document was lost.

Document Sequencing

Assigning unique voucher numbers to documents is called document sequencing.

Audit Table

When defining a new sequence, you must enter the name of the table that stores sequence audit information. For document sequences used by Payables, the audit table name is AP_DOC_SEQUENCE_AUDIT.

Document Categories

You can set up document sequencing for different types of documents or document sequence categories. For example, you may decide to assign the sequence of numbers to the Payables document category Credit Memo Invoices. Then, each credit memo you create will have a unique voucher number.

Following are some of the predefined categories that Payables provides:

Variance Accounts: Explained

The accounts to which Oracle Fusion Payables records invoice distributions and any related variance distributions depend on your accrual method, receipt or period end, and the item type, expense or inventory. Payables creates all variance distributions at invoice validation time.

Accrual Methods

If you use the receipt accrual method, also known as perpetual accrual, the application automatically records an accrual when you record an item as received in Oracle Fusion Receiving. When you create accounting entries for the invoice, Payables reverses this accrual and records the accounts payable liability.

If you use period end accruals, run the Create Period End Accruals process to create accrual journal entries for all receipts for which an invoice was not received by the end of the period. These journal entries are automatically reversed in the next period. When you create accounting entries for the invoice, Payables records the expense and the accounts payable liability.

Item Types

For inventory items you must use the receipt accrual method. For expense items, you can set the Accrue Expense Items common option, to either At receipt or Period end. If the option is set At receipt, you can change it to Period End at the PO schedule level.

Variance Accounts for Expense Items

This table lists the variance accounts used for expense items.


Accrual Method

Invoice Distribution Combination

Quantity Variance

Invoice Price Variance

Conversion Rate Variance

At Receipt

Expense Accrual Account

Expense Accrual Account

Invoice Price Variance Account

Conversion Rate Variance Gain or Loss Account

Period End

PO Charge Account

PO Charge Account

PO Charge Account

PO Charge Account

Variance Accounts for Inventory Items

This table lists the variance accounts used for inventory items.


Accrual Method

Invoice Distribution Combination

Quantity Variance

Invoice Price Variance

Conversion Rate Variance

At Receipt

Inventory Accrual Account

Inventory Accrual Account

Invoice Price Variance Account

Conversion Rate Variance Gain or Loss Account

Withholding Tax: Explained

You may be required to withhold tax from your supplier invoices and employee expense reports, and pay it to a tax authority on behalf of the supplier. Set withholding tax options on the Manage Tax Reporting and Withholding Tax Options page and on the supplier setup.

The withheld amount is calculated according to how you set the Apply Withholding Tax option. If you apply withholding tax at invoice validation, then the withheld amount is based on the invoice amount. On the other hand, if you apply withholding tax at payment, then the withheld amount is based on the payment amount.

Review withheld amounts online or run the standard reports.

Setting Up Automatic Withholding Tax

To automatically withhold tax, perform the following steps:

  1. Enable the Use withholding tax option and set the other withholding tax options in the Withholding Tax region on the Manage Tax Reporting and Withholding Tax Options page.

  2. Create each tax authority as a supplier with a supplier type of Tax Authority.

  3. Create withholding tax codes.

  4. Create withholding tax groups.

  5. Specify withholding tax details for suppliers.

  6. Define withholding tax certificates to handle rate exceptions.

Withholding Tax Automatically

To perform automatic withholding, you assign a withholding tax group to an invoice line. You can accept the default withholding tax group or select another group. When applying withholding tax, Payables creates one or more withholding tax type invoice lines, updates the withheld amount on the invoice, and updates the unpaid amount on the installment.

For example, if an invoice for 100 USD has withholding tax of 20 USD, Payables creates a withholding tax type invoice line for -20 USD. The withheld amount is -20 USD, and the unpaid amount on the installment is 80 USD.

Restriction

Creating Withholding Invoices

After you apply withholding tax to an invoice, you can optionally create invoices to remit the withheld tax to a tax authority. Payables can automatically create withholding tax invoices, or you can perform this task manually. To create withholding tax invoices automatically, set the Create Withholding Invoice option to specify whether to create withholding invoices at invoice validation or at payment.

Reporting on Withheld Tax

You can run the following reports to satisfy tax authority, supplier, and management reporting requirements:

Track as Asset: Explained

You can enter invoices for asset items in Oracle Fusion Payables and then import the invoice distributions into Oracle Fusion Assets.

The Track as asset option identifies which invoice distributions to import. Payables transfers invoice distributions to Assets when you run the Create Mass Additions process. You can then create assets from the imported distribution information.

Important

Enabling the Track as asset option does not mean that Assets automatically imports a distribution. The Create Mass Additions process checks that other conditions are also met.

The Track as asset option applies to invoice distributions with:

Asset Account Distributions

If you enter an account type of Asset on an invoice line, the Track as asset option on the corresponding invoice distribution is automatically enabled when distributions are generated. The Track as asset option is not enabled at the invoice line level. You cannot disable the option on the distribution.

If you enter an account type of Asset on an invoice distribution, the Track as asset option on the distribution is automatically enabled. You cannot disable the option.

If you enter a distribution set on an invoice line, when the distributions are generated, the Track as asset option is automatically enabled on the distributions of the Asset accounts that are included in the set.

Expense Account Distributions

If you enter an account type of Expense on an invoice line and want to import the information to Assets, enable the Track as asset option to provide the default value on the invoice distribution. You can also enable the option on the invoice distribution at any time before the invoice accounting entries are transferred to the general ledger.

Recording and Transferring Projects Information: Explained

If you are using Oracle Fusion Project Costing, you can record project information on invoice distributions for noninventory expenses. For each transaction, Oracle Fusion Payables records the project name, task, and expenditure information. Project-related transactions are transferred back to Project Costing where the transactions are recorded and associated with particular projects.

Recording Project Information

Record project information on supplier invoices in one of the following ways:

Transferring Project Information

After the invoice is accounted, you can transfer the project information from Oracle Fusion Subledger Accounting to Project Costing by running the Submit Import and Process Cost Transactions program from the Project Costing work area. When submitting the program, select the Transaction Source of Payables. Review the results in Project Costing to confirm the invoice lines are transferred.

Transferring Costs to Cost Management: Explained

Cost Management is a business process that companies use to:

Oracle Fusion Cost Management integrates with Oracle Fusion Procurement, Oracle Fusion Inventory Management, and Oracle Fusion Payables to derive cost details.

Payables Integration with Cost Management

Payables transfers cost details from invoices that are matched to a purchase order. Accruals are created against receipts based on the purchase order price, and any difference between the invoice and purchase order is considered an invoice price variance and absorbed in Cost Management. Payables also transfers any corrections to PO-matched invoices.

Note

Item costs and item nonrecoverable taxes are transferred to Cost Management. Other charges, such as freight, miscellaneous, and recoverable taxes are not transferred.

After the invoices are accounted, you can transfer the costs to Cost Management by submitting the Transfer Costs to Cost Management program from Payables.

Open Interface Import: How Invoices Are Imported

Use the Import Payables Invoices process to create invoices from invoice records in the Oracle Fusion Payables open interface tables. When import is complete, you can search for the invoices in Payables and validate them.

Note

You can load data to interface tables using predefined templates and the Load Interface File for Import scheduled process, which are both part of the External Data Integration Services for Oracle Cloud feature. For other implementations, optionally use this feature only if you have SFTP configured for it.

Settings That Affect Open Interface Import

This table describes the parameters that you set for submitting the invoice import process.


Parameter

Description

Report ledger

Specify the name of a ledger.

Business unit

Specify the name of a business unit.

Source

Select the source of invoices to import.

Import set

Specify an import set to limit the import to invoices with a particular import set in the Payables open interface tables. You can import data for the same source by specifying a unique import set for each request. This reduces the processing time of your import. The Import Payables Invoices process imports data with the source and group combination that you specify.

Invoice group

Specify the name of an invoice group. If you are importing invoice records from the Invoices Spreadsheet source, enter the Invoices Spreadsheet Invoice Group name.

Hold

Enter the name of an invoice hold to apply a hold to all imported invoices.

Hold reason

Edit or accept the invoice hold reason description.

Accounting date

Specify an accounting date. Payables assigns the entered Accounting Date to any invoice in the batch that does not already have an accounting date at the line or header level. If you do not enter a value here, or at the line or header level, then during import the accounting date is assigned based on the Accounting Date Basis invoice option.

Purge

Select whether to delete from the Payables open interface tables all successfully imported invoice records that match the business unit, source, and import set. The purge program always purges successful records based on business unit, source and import set. So records which were processed in any earlier run are also purged in the current run if the three parameters match. Payables does not delete any invoice data for which it has not yet created invoices.

Summarize report

Select whether to summarize the audit portion of the Payables Open Invoices Interface Import Report.

Note

If you do not summarize, and you are importing a large number of invoice records, the report could be very long.

How Invoices Are Imported

Run the import process from the Manage Scheduled Processes page. Successfully imported invoices have distributions and scheduled payments, and can be queried, modified and validated. Import rejects invoice records that have insufficient or invalid data. Payables automatically produces a report so you can review the invoices that could not be imported. Fix the problems that are identified in the report using the corrections spreadsheet, and then resubmit the Import Payables Invoices process.

Overriding System-Generated Default Values

You can override system-generated default values for certain columns in the Payables Open Interface tables by specifying a value of #NULL for such columns. Use the number sign (#) followed by NULL when all of the following apply:

When a column has a value of #NULL, the system-generated defaults are ignored and the invoice records are loaded into the interface tables with a null value.

This table lists the interface tables and columns that accept a value of #NULL.


Open Interface Table

Column

AP_INVOICES_INTERFACE

AWT_GROUP_NAME

AP_INVOICES_INTERFACE

BANK_CHARGE_BEARER

AP_INVOICES_INTERFACE

DOC_CATEGORY_CODE

Note

For the DOC_CATEGORY_CODE column, a #NULL value can be used only when the Sequential Numbering Enforced profile is set to Partially Used.

AP_INVOICES_INTERFACE

EXCLUSIVE_PAYMENT_FLAG

AP_INVOICES_INTERFACE

PAY_GROUP_LOOKUP_CODE

AP_INVOICES_INTERFACE

PAYMENT_REASON_CODE

AP_INVOICES_INTERFACE

PAYMENT_REASON_COMMENTS

AP_INVOICES_INTERFACE

SETTLEMENT_PRIORITY

AP_INVOICE_LINES_INTERFACE

AWT_GROUP_NAME

AP_INVOICE_LINES_INTERFACE

DISTRIBUTION_SET_NAME

Invoice Open Interface Table AP_INVOICES_INTERFACE

This table stores invoice header information for import into Oracle Fusion Payables base tables.

The Import Payables Invoices process builds Payables invoices based on the invoice records in the Payables Open Interface tables. After the import process builds the invoices, the invoices can be viewed, modified, and validated on the Manage Invoices page. The invoice data includes Oracle B2B XML invoices from your suppliers and invoice records that you entered on the invoice spreadsheet.

INVOICE_ID

Unique identifier for the invoice. You assign the same value to the invoice's lines in the AP_INVOICE_LINES_INTERFACE table to identify the data as belonging to the same invoice.

Validation

None.

Destination

None.

INVOICE_NUM

Enter the invoice number that you want to assign to the invoice created in Payables from this record. If you do not enter a value, the system date at the time of import is used as the default invoice number. If you enter more than one invoice for a supplier, enter unique invoice numbers rather than using the default value or the invoices will have duplicate invoice numbers and import will reject them.

Validation

Must be a unique number for the supplier. If you assign a duplicate invoice number for the supplier, the import process does not create an invoice from this record.

Destination

AP_INVOICES_ALL.INVOICE_NUM

INVOICE_TYPE_LOOKUP_CODE

Type of invoice: CREDIT or STANDARD. If you do not enter a value, the import process assigns a value based on the value of INVOICE_AMOUNT. If INVOICE_AMOUNT is less than zero, the invoice type is Credit. If INVOICE_AMOUNT is zero or greater, the invoice type is Standard.

Validation

The value must be CREDIT or STANDARD. The invoice type must correspond to the invoice amount if it is CREDIT or STANDARD. For example, a CREDIT invoice must have an invoice amount that is less than zero.

Destination

AP_INVOICES_ALL.INVOICE_TYPE_LOOKUP_CODE

INVOICE_DATE

Date of the invoice.

If you do not enter a value, the date that you submit the import process is used as the invoice date, and if the Enable Legal Entity Time Zone profile is enabled, the invoice date is the date of the legal entity time zone.

The invoice date may be used as the terms date and the accounting date for an invoice, depending on the invoice options setup. If the Accounting Date Basis option is set to Invoice, the invoice date must be in an open or future period.

Validation

The value must be in a valid date format.

Destination

AP_INVOICES_ALL.INVOICE_DATE

PO_NUMBER

Number of the purchase order to which you are matching the invoice.

If you match the invoice to a purchase order by entering a value, during the import process the purchase order information is used to create distributions and populate various columns in the AP_INVOICE_DISTRIBUTIONS_ALL table. If you do not create invoices from a spreadsheet and do not specify a supplier in the AP_INVOICES_INTERFACE table, the PO_NUMBER value is used to derive AP_INVOICES_ALL.VENDOR_ID. Also, if you do not specify the supplier site, the PO_NUMBER value could be used to derive AP_INVOICES_ALL.VENDOR_SITE_ID.

To match an invoice to a purchase order, you do not have to enter a value at the invoice header level if you enter a value at the line level in AP_INVOICE_LINES_INTERFACE.PO_NUMBER.

Validation

This value must match a valid, approved, open purchase order for the same supplier. The purchase order must not be final matched. You can obtain a list of valid values from the PO_HEADERS.SEGMENT1 column.

Destination

None.

VENDOR_ID

Internal identifier for the supplier.

You must identify the supplier by entering a value for one of the following columns in this table: VENDOR_ID, VENDOR_NUM, VENDOR_SITE_ID, or PO_NUMBER. If you have not yet entered the supplier in Oracle Fusion Supplier Portal, enter it before running the import process.

Validation

The ID you enter must be for an existing, valid supplier. You can obtain a list of valid values from POZ_SUPPLIERS.VENDOR_ID.

Destination

AP_INVOICES_ALL.VENDOR_ID

VENDOR_NUM

Number of the supplier.

You must identify the supplier by entering a value for one of the following columns in this table: VENDOR_ID, VENDOR_NUM, VENDOR_SITE_ID, VENDOR_SITE CODE, or PO_NUMBER. If you have not yet entered the supplier in Supplier Portal, enter it before running the import process.

Validation

The number you enter must be for an existing, valid supplier. You can obtain a list of valid values from POZ_SUPPLIERS.VENDOR_ID.

Destination

None. This value is used to derive AP_INVOICES_ALL.VENDOR_ID.

VENDOR_NAME

Name of the supplier.

You must identify the supplier by entering a value for one of the following columns in this table: VENDOR_ID, VENDOR_NUM, VENDOR_SITE_ID, VENDOR_SITE CODE, or PO_NUMBER. If you have not yet entered the supplier in Supplier Portal, enter it before running the import process.

Validation

The name you enter must be an existing, valid, active supplier. You can obtain a list of valid values from POZ_SUPPLIERS_V.VENDOR_NAME.

Destination

None. This value is used to enter AP_INVOICES_ALL.VENDOR_ID.

VENDOR_SITE_ID

Internal identifier for the supplier site.

If you do not provide a valid value to identify the pay site in VENDOR_SITE_CODE or VENDOR_SITE_ID, the import process searches for a valid supplier pay site in the following order:

  1. Primary pay site for supplier if it has site assignments created for the invoice ORG_ID

  2. Single existing pay site for supplier if it has site assignments created for the invoice ORG_ID

  3. Purchase order number matched at the header level

Import rejects the invoice if it cannot identify a valid supplier site.

Validation

The ID you enter must be for an existing, valid supplier site for the supplier you specify in VENDOR_NUM or VENDOR_ID. You can obtain a list of valid values from POZ_SUPPLIER_SITES_V.VENDOR_SITE_ID. The site must also be a pay site.

Destination

AP_INVOICES_ALL.VENDOR_SITE_ID

VENDOR_SITE_CODE

Name of the supplier site.

If you do not provide a valid value to identify the pay site in VENDOR_SITE_CODE or VENDOR_SITE_ID, the import process searches for a valid supplier pay site in the following order:

  1. Primary pay site for supplier if it has site assignments created for the invoice ORG_ID

  2. Single existing pay site for supplier if it has site assignments created for the invoice ORG_ID

  3. Purchase order number matched at the header level

Import rejects the invoice if it cannot identify a valid supplier site.

Validation

This must be a valid, active supplier site for the supplier you specify in VENDOR_NUM or VENDOR_ID. You can obtain a list of valid values from POZ_SUPPLIER_SITES_V.VENDOR_SITE_CODE. The site must also be a pay site.

Destination

None. This value is used to derive AP_INVOICES_ALL.VENDOR_SITE_ID.

INVOICE_AMOUNT

Amount of the invoice.

Do not exceed the precision of the currency for the invoice. For example, if you are entering an amount in US dollars, do not enter more than two numbers after the decimal point.

Validation

Must correspond to the invoice type. For example, STANDARD invoices must have an amount of zero or greater.

Destination

AP_INVOICES_ALL.INVOICE_AMOUNT

INVOICE_CURRENCY_CODE

Currency for the invoice.

If you do not enter a value, the supplier site provides the default currency during import.

Note

When the entered currency and payment currency are associated fixed-rate currencies, the PAYMENT_CROSS_RATE_TYPE, PAYMENT_CROSS_RATE, and PAYMENT_CROSS_RATE_DATE are not imported to AP_INVOICES_ALL.

Validation

If you enter a code, you must enter a valid, active currency from FND_CURRENCIES.CURRENCY_CODE.

Destination

AP_INVOICES_ALL.INVOICE_CURRENCY_CODE

EXCHANGE_RATE

Invoice conversion rate for a foreign currency invoice.

If the Require conversion rate entry option is enabled, you must provide either a conversion rate or sufficient information for import to derive the conversion rate. If EXCHANGE_RATE_TYPE is set to User, you must provide a value for EXCHANGE_RATE.

If you did not enter the invoice record in the invoice spreadsheet, and if you enter SPOT or CORPORATE as the EXCHANGE_RATE_TYPE, the import process supplies the conversion rate value, and you should leave this column null.

If the entered currency has a fixed rate to your ledger currency, import overwrites any value you enter with the fixed rate. You can see any occurrences of import overwriting the conversion rate by reviewing the log file for the import.

Validation

If you entered the invoice record in the invoice spreadsheet, do not overwrite the value that the spreadsheet provides or import rejects the invoice record.

Destination

AP_INVOICES_ALL.EXCHANGE_RATE

EXCHANGE_RATE_TYPE

Type of conversion rate used to calculate the conversion rate between the entered currency and the ledger currency.

If the value in the INVOICE_CURRENCY_CODE column is a foreign currency, enter a value in this column to indicate which conversion rate type you are using. You can enter a predefined or user-defined conversion rate type.

If the invoice record has a foreign currency and you do not enter a value for EXCHANGE_RATE_TYPE, during import the value for the Conversion Rate Type field on the Manage Common Options for Payables and Procurement page is used. If the entered currency and the ledger currency are associated fixed-rate currencies, such as EUR and another EMU currency, enter EMU Fixed.

Validation

Payables uses five types of conversion rates: User, Spot, Corporate, EMU Fixed, and user-defined. If you use Spot, Corporate, or any user-defined rate type, the value you enter here is validated against the GL_DAILY_RATES table. If you use EMU Fixed, Payables provides the conversion rate during import. If you use User as the conversion rate type, you must either enter a value for EXCHANGE_RATE.

Destination

AP_INVOICES_ALL.EXCHANGE_RATE_TYPE

EXCHANGE_DATE

Enter a value in this column if you enter a foreign currency in the CURRENCY_CODE column. The date you enter determines the conversion rate for a foreign currency invoice with a Spot, Corporate, or user-defined rate type. If you leave this column null, the invoice accounting date is used.

Validation

Must be in valid date format.

Destination

AP_INVOICES_ALL.EXCHANGE_DATE

TERMS_ID

Internal identifier for the payment terms.

You maintain payment terms on the Manage Payment Terms page. To specify payment terms, you must enter a value in only one of the following columns: TERMS_NAME or TERMS_ID.

The import process searches for payment terms in the following order:

  1. Invoice header record TERMS_ID or TERMS_NAME

  2. Purchase order terms for the purchase order in the invoice header, if the invoice record is purchase order matched at the header level

  3. Purchase order terms for the purchase orders to which one or more lines are matched directly, or indirectly through a receipt (if not more than one set of terms is represented)

  4. Supplier site

  5. Payment terms that are specified on invoice options.

If none of these sources has a value for payment terms, the invoice record is rejected.

If you use calendar-based payment terms and no calendar period is defined for the terms date, the import process uses the terms date as the due date when it creates the installment.

Validation

Terms must be valid terms in the AP_TERMS table.

Destination

AP_INVOICES_ALL.TERMS_ID

TERMS_NAME

Payment terms used to create installments for the invoice. You maintain payment terms on the Manage Payment Terms page. To specify payment terms, you must enter a value in only one of the following columns: TERMS_NAME or TERMS_ID.

The import process searches for payment terms in the following order:

  1. Invoice header record TERMS_ID or TERMS_NAME

  2. Purchase order terms for the purchase order in the invoice header, if the invoice record is matched to a purchase order at the header level

  3. Purchase order terms for the purchase orders to which one or more lines are matched directly, or indirectly through a receipt (if not more than one set of terms is represented)

  4. Supplier site

  5. Payment terms that are specified on invoice options.

If none of these sources has a value for payment terms, the invoice record is rejected.

If you use calendar-based payment terms and no calendar period is defined for the terms date, import uses the terms date as the due date when it creates the installment.

Validation

Terms must be valid, active terms in the AP_TERMS table.

Destination

None. This value may be used to derive a value for AP_INVOICES_ALL.TERMS_ID.

DESCRIPTION

Enter the description that you want to assign to the invoice created from this record. If you are matching to a purchase order and you do not enter a value here, the import process assigns the item description from the purchase order line to AP_INVOICES_ALL.DESCRIPTION.

Validation

None.

Destination

AP_INVOICES_ALL.DESCRIPTION

AWT_GROUP_ID

Internal identifier for the withholding tax group.

The withholding tax group that you specify in columns AWT_GROUP_ID or AWT_GROUP_NAME is used to assign a withholding tax group to an invoice line only if you have not specified a withholding tax group in one of the following columns in the invoice interface lines table: AP_INVOICE_LINES_INTERFACE.AWT_GROUP_ID or AP_INVOICE_LINES_INTERFACE.AWT_GROUP_NAME.

If a value is not provided for this column and withholding tax is enabled in setup and for suppliers, the import process searches for the withholding tax group in the following order:

  1. Supplier site default value

  2. Tax reporting and withholding tax options in general Payables options

Validation

If this value is used during import, it must be a valid and active value in AP_AWT_GROUPS.

Destination

AP_INVOICES_ALL.AWT_GROUP_ID, only if you do not enter another value for AP_INVOICE_LINES_INTERFACE.AWT_GROUP_ID or AP_INVOICE_LINES_INTERFACE.AWT_GROUP_NAME

AWT_GROUP_NAME

Name of the withholding tax group.

The withholding tax group that you specify in columns AWT_GROUP_ID or AWT_GROUP_NAME is used to assign a withholding tax group to an invoice line only if you have not specified a withholding tax group in one of the following columns in the invoice interface lines table: AP_INVOICE_LINES_INTERFACE.AWT_GROUP_ID or AP_INVOICE_LINES_INTERFACE.AWT_GROUP_NAME. You maintain withholding tax groups on the Manage Withholding Tax Groups page.

Validation

Value must be valid and active in AP_AWT_GROUPS.

Destination

None.

LAST_UPDATE_DATE

Who column: indicates the date and time of the last update of the row.

Validation

Must be in valid date format.

Destination

AP_INVOICES_ALL.LAST_UPDATED_DATE, AP_PAYMENT_SCHEDULES.LAST_UPDATED_DATE

LAST_UPDATED_BY

Who column: indicates the user who last updated the row.

Validation

None.

Destination

AP_INVOICES_ALL.LAST_UPDATED_BY, AP_PAYMENT_SCHEDULES.LAST_UPDATED_BY

LAST_UPDATE_LOGIN

Who column: indicates the session login associated to the user who last updated the row.

Validation

None.

Destination

AP_INVOICES_ALL.AP_LAST_UPDATE_LOGIN, AP_PAYMENT_SCHEDULES.AP_LAST_UPDATE_LOGIN

CREATION_DATE

Who column: indicates the date and time of the creation of the row.

Validation

Must be in valid date format.

Destination

AP_INVOICES_ALL.CREATION_DATE, AP_PAYMENT_SCHEDULES.CREATION_DATE

CREATED_BY

Who column: indicates the user who created the row.

Validation

None.

Destination

AP_INVOICES_ALL.CREATED_BY, AP_PAYMENT_SCHEDULES.CREATED_BY

ATTRIBUTE_CATEGORY

Enter the descriptive flexfield category for the descriptive flexfield information you want to import.

Validation

None.

Destination

AP_INVOICES_ALL.ATTRIBUTE_CATEGORY

ATTRIBUTE1-15

Enter descriptive flexfield information that you want to import for an invoice. The structure of the information you enter in these columns, such as data types and value sets, must match the structure of the descriptive flexfield segments that you have defined for your invoices or you will experience validation problems when you try to access the information on the invoice pages.

Validation

None.

Destination

AP_INVOICES_ALL.ATTRIBUTE1-15

GLOBAL_ATTRIBUTE_CATEGORY

Enter the descriptive flexfield category for the global descriptive flexfield information that you want to import.

Validation

None.

Destination

AP_INVOICES_ALL.GLOBAL_ATTRIBUTE_CATEGORY

GLOBAL_ATTRIBUTE1-20

Enter descriptive flexfield information that you want to import for an invoice. The structure of the information you enter in these columns, such as data types and value sets, must match the structure of the global descriptive flexfield segments that you have defined for your invoices or you will experience validation problems when you try to access the information on the invoice pages.

Validation

If you are using a localization that uses the global descriptive flexfield, you must enter the appropriate attribute values or import rejects the invoice.

Destination

AP_INVOICES_ALL.GLOBAL_ATTRIBUTE1-20

STATUS

Status of the data in or after the Payables open interface import. Do not enter a value in this column. It is for internal use only.

Validation

None.

Destination

None.

SOURCE

Source of the invoice data. Examples include spreadsheet invoices and B2B XML invoices.

You can define additional sources on the Manage Payables Lookups page. If you have defined additional sources, use a unique source name for each type of source. For example, do not use the same source name for invoices that you enter in the spreadsheet and invoices that you load with SQL*Loader. The source name also determines which records are selected for import. You specify a source name when you submit the import process.

Validation

If you do not use a predefined source, you must enter the name exactly as you have defined for the lookup value or the import process does not create an invoice from the record. The lookup value must have the Type SOURCE.

Destination

AP_INVOICES_ALL.SOURCE

GROUP_ID

Identifier for this batch. When you submit the import process, you must specify a source and you can optionally specify a group. Processing records by group allows you to concurrently import or purge records for the same source. You may want to assign a group ID if you are processing a large number of records, for example, importing legacy data.

Validation

None.

Destination

None.

REQUEST_ID

The application populates this field with the request ID number for the import process. Leave this column null.

Validation

None.

Destination

None.

PAYMENT_CURRENCY_CODE

Currency for the payment. If you do not provide a value, during import PAYMENT_CURRENCY_CODE is set to the same value as INVOICE_CURRENCY_CODE.

Validation

If the entered currency is not a fixed-rate currency, this value must be the same as INVOICE_CURRENCY_CODE. If the entered currency is a fixed-rate currency, such as EUR or an EMU national currency, you can enter an associated fixed-rate currency. This must be a valid, active currency from FND_CURRENCIES.CURRENCY_CODE.

Destination

AP_INVOICES_ALL.PAYMENT_CURRENCY_CODE

DOC_CATEGORY_CODE

If you are using automatic sequential numbering, the import process uses this column to assign a document category to the invoice it creates.

If the Sequential Numbering Enforced profile is set to Always Used or Partially Used, and you do not enter a value in this column, during import Payables uses STANDARD as the category if the invoice amount is zero or positive, and CREDIT if the invoice amount is negative. Payables assumes that a valid automatic sequence exists for such categories.

If you enable the Allow Document Category Override option, you can enter the document category that you want the import process to assign to the invoice created from this record, instead of the Standard or Credit document category.

Validation

The value is a valid value in AP_INVOICES_ALL.FND_DOC_SEQUENCE_ CATEGORIES. Do not enter a value in this column unless the Sequential Numbering Enforced profile is set to Always Used or Partially Used, and the Allow Document Category Override option is enabled. If you enter the value of STANDARD, the invoice amount must be positive, and if you enter the value of CREDIT, the invoice amount must be negative. If you enter a document category, it must have an active, automatic sequence assigned to it.

Destination

AP_INVOICES_ALL.DOC_CATEGORY_CODE

VOUCHER_NUM

If you use manual sequential numbering, enter a unique value for the voucher number you want to apply to the invoice created from this record. The number should not exceed nine digits or you will have problems processing the invoice in Payables.

Validation

If you use manual sequential numbering, the application validates the voucher number for uniqueness. If you use automatic sequential numbering, Payables ignores any value you load into this column and instead selects the next available number for the numbering sequence assigned to the document category for imported invoices.

Destination

AP_INVOICES_ALL.VOUCHER_NUM

PAY_GROUP_LOOKUP_CODE

Pay group to which the invoice is assigned. Used to group a category of suppliers or invoices into a single pay run.

If you do not enter a value, the supplier site provides the default value. If the supplier site does not have a value for Pay Group, the supplier provides the default value. If neither the supplier nor supplier site has a value, the default pay group defined in the invoice options is used.

Validation

The value must be a valid and active value in AP_LOOKUP_CODES.LOOKUP_CODE, with a LOOKUP_TYPE value of PAY GROUP.

Destination

AP_INVOICES_ALL.PAY_GROUP_LOOKUP_CODE

GOODS_RECEIVED_DATE

If you do not provide a value for TERMS_DATE, and if the Terms Date Basis invoice option is set to Goods received date, the value provided here is used as the terms date.

Validation

The value must have a valid date format.

Destination

AP_INVOICES_ALL.GOODS_RECEIVED_DATE

INVOICE_RECEIVED_DATE

Date on which the invoice was received. If you do not provide a value for TERMS_DATE, and if the Terms Date Basis invoice option is set to Invoice received date, the value provided here is used as the terms date.

Validation

The value must have a valid date format.

Destination

AP_INVOICES_ALL.INVOICE_RECEIVED_DATE

ORG_ID

Identifier of the business unit associated with the invoice.

Spreadsheet invoice records are assigned the ORG_ID associated with the user's job role. If this column has no value, the ORG_ID associated with the job role that submitted import is used.

Validation

Must be a valid business unit. Purchase order matched invoices must use a business unit consistent with the purchase order.

Destination

AP_INVOICES_ALL.ORG_ID

GL_DATE

The accounting date for the invoice.

Note

If the invoice created is matched to a purchase order, invoice distributions are created immediately. The import process searches for an accounting date value to assign to the invoice distribution. The value is assigned from the first source that import finds. Import searches the sources in the following order:

  1. Invoice line record

  2. Invoice header record

  3. Accounting Date parameter from the import submission

  4. Accounting Date Basis invoice option

Note

The following occurs if import searches at the accounting date basis level: If the Accounting Date Basis invoice option is set to Goods received or invoice date, the goods received date is used. If it is not populated, the invoice date is used. If the Accounting Date Basis option is set to Goods received or system date, the goods received date is used. If it is not populated, the system date at time of import is used.

If the accounting date of an invoice is in a future period in Payables, you can account for the invoice but you cannot pay it.

Validation

Must be in valid date format. The date must be in an open or future accounting period.

Destination

AP_INVOICES_ALL.ACCOUNTING_DATE if no value is provided at the line level.

ACCTS_PAY_CODE_COMBINATION_ID

Accounting flexfield value for the accounts payable liability account. Payables uses the liability account when you create accounting entries for invoices if you use accrual basis accounting. If you do not provide a value, the account from the supplier site is used.

Validation

Must be a valid account in your chart of accounts.

Destination

AP_INVOICES_ALL.ACCTS_PAY_CODE_COMBINATION_ID

EXCLUSIVE_PAYMENT_FLAG

Indicates whether to pay an invoice with its own payment document, without including other invoices for the supplier.

Validation

None.

Destination

AP_INVOICES_ALL.EXCLUSIVE_PAYMENT_FLAG

OPERATING_UNIT

Name of the sold-to business unit.

Validation

If you populate both the AP_INVOICES_INTERFACE.ORG_ID and AP_INVOICES_INTERFACE.OPERATING_UNIT columns, and they do not match or are consistent, the invoice is rejected with a rejection code of inconsistent business unit information.

Destination

AP_INVOICES_ALL.ORG_ID

SETTLEMENT_PRIORITY

Instruction to a bank that indicates the priority for executing a payment.

BANK_CHARGE_BEARER

Bearer of bank charge cost.

PAYMENT_REASON_CODE

Code to provide the payment system or bank with additional details for the payment.

PAYMENT_REASON_COMMENTS

Reason for the payment.

LEGAL_ENTITY_ID

The internal unique identifier for a legal entity. Enter a value in either this column or the LEGAL_ENTITY_NAME column.

Destination

AP_INVOICES_ALL.LEGAL_ENTITY_ID

LEGAL_ENTITY_NAME

The legal entity that owns the invoice. Enter a value in either this column or the LEGAL_ENTITY_ID column. If you enter a legal entity name, the import process derives the legal entity identifier.

Destination

AP_INVOICES_ALL.LEGAL_ENTITY_ID

AMOUNT_APPLICABLE_TO_DISCOUNT

Invoice amount applicable to discount.

Validation

None.

Destination

AP_INVOICES_ALL.AMOUNT_APPLICABLE_TO_DISCOUNT

PREPAY_NUM

Invoice number of an existing, fully paid prepayment for the same supplier site that is to be applied to the invoice. Leave this column null to apply all available prepayments in chronological order, starting with the oldest prepayment first, up to the prepayment amount.

If the PREPAY_APPLY_AMOUNT exceeds the amount available on the specified prepayment, the import process applies the specified prepayment first, and then applies remaining available prepayments starting with the oldest first, up to the specified PREPAY_APPLY_AMOUNT.

Validation

The prepayment must: have a settlement date on or before the system date, be fully paid, not be fully applied, have a type of Temporary, and have the same invoice and payment currency as the invoice. In addition, the business unit of the prepayment invoice and the Standard invoice must be the same.

Destination

None. Import uses this information to populate AP_INVOICE_LINES_ALL.PREPAY_DISTRIBUTION_ID.

PREPAY_APPLY_AMOUNT

Amount of prepayment to apply to the invoice. Must be positive. Cannot exceed the unpaid invoice amount or the amount of available prepayments.

Validation

Must not exceed the unpaid invoice amount or amount of available prepayments. Cannot be zero or a negative number.

Destination

AP_INVOICE_LINES_ALL.PREPAY_APPLY_AMOUNT

PREPAY_GL_DATE

Accounting date for the application of the prepayment. Used as the accounting date on the new prepayment type distribution on the imported invoice. If you do not enter a value, the import process uses the system date as the prepayment accounting date.

Validation

The date must be in an open or future period.

Destination

AP_INVOICE_LINES_ALL.ACCOUNTING_DATE

INVOICE_INCLUDES_PREPAY_FLAG

A value of Y indicates that the invoice amount was reduced by a prepayment. When the invoice is imported, the amount paid on the invoice is not reduced by the prepayment that was applied to it.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.INVOICE_INCLUDES_PREPAY_FLAG

VENDOR_EMAIL_ADDRESS

Supplier e-mail for XML invoice rejections. Oracle B2B populates this column when it loads XML invoice records to Payables.

Validation

None.

Destination

None.

TERMS_DATE

Date used as the payment terms start date. If you leave this column null, the value is derived based on the Terms Date Basis invoice option if you have provided a value for the corresponding column.

Validation

The value must be in a valid date format.

Destination

AP_INVOICES_ALL.TERMS_DATE

REQUESTER_ID

Identifier of the person who requested the goods or services on the invoice. If you use the Invoice Approval workflow, you can define rules that use this value to generate a hierarchical list of approvers for the invoice.

Validation

This ID must correspond to a valid, existing employee.

Destination

AP_INVOICES_ALL.REQUESTER_ID

EXTERNAL_DOC_REF

Identifier that your supplier assigns to this invoice record.

Validation

None.

Destination

None.

Invoice Open Interface Table AP_INVOICE_LINES_INTERFACE

This table stores invoice lines information for import into Oracle Fusion Payables base tables.

Records in the AP_INVOICE_LINES_INTERFACE table create one or more invoice distributions. One row may create more than one distribution. For example, if you enter a tax line in this table and prorate it across three item lines, during the Import Payables Invoices process, the application creates three tax invoice distributions based on the single tax line in this table.

INVOICE_ID

Enter the INVOICE_ID of the corresponding invoice in the AP_INVOICES_INTERFACE table.

This value is used only to assign lines in this table to invoices in the AP_INVOICES_INTERFACE table. If this value does not match a value in AP_INVOICES_INTERFACE.INVOICE_ID, this invoice line record is not imported and does not appear on the Open Interface Rejections report.

Validation

Must match a value in AP_INVOICES_INTERFACE.INVOICE_ID or the line is not imported.

Destination

None.

INVOICE_LINE_ID

Specify a unique number for each invoice line of an invoice. If you do not specify a value, this column is populated by the AP_INVOICE_LINES_INTERFACE_S sequence.

Validation

Must be a number.

Destination

None.

LINE_NUMBER

Enter a unique number to identify the line.

Validation

Must be a number. If the invoice line has a duplicate line number, the import process rejects the line record with a reason of duplicate line number.

Destination

AP_INVOICE_LINES_ALL.LINE_NUMBER

LINE_TYPE_LOOKUP_CODE

Type of invoice line to be created. Enter the lookup code for the type of invoice line that you want the Import Payables Invoices process to create from this record.

Validation

The possible values are: ITEM, TAX, MISCELLANEOUS, or FREIGHT. The lookup codes are stored in the AP_LOOKUP_CODES table with a type of INVOICE LINE TYPE.

Destination

AP_INVOICE_LINES_ALL.LINE_TYPE_LOOKUP_CODE

LINE_GROUP_NUMBER

If you want to prorate a charge to a group of lines, enter an identical line group number value for each Item line to which you want to prorate the charge. For example, if you want to prorate tax across two Item lines, enter the same line group number for the two Item lines and the Tax line.

Validation

Must be a positive whole number.

Destination

AP_INVOICE_LINES_ALL.LINE_GROUP_NUMBER

AMOUNT

The invoice line amount. If you are matching to a purchase order, the AMOUNT is equal to the QUANTITY_INVOICED multiplied by the UNIT PRICE.

Validation

Validated against the invoice type. Lines for Standard invoices must have positive amounts. Amount precision is validated against the currency.

Destination

AP_INVOICE_LINES_ALL.AMOUNT

ACCOUNTING_DATE

The accounting date for the invoice lines. The date must be in an open or future period.

During import, the application looks for an accounting date value to assign to the invoice line. The application assigns a value from the first source it finds and searches the following sources in the following order:

  1. Invoice line record

  2. Invoice header record

  3. Accounting Date parameter from the import submission

  4. Accounting Date Basis invoice option

Note

The following occurs if the application searches at the accounting date basis level: If the Accounting Date Basis option is set to Goods received or invoice date, then the application uses the value in the Goods Received Date field if populated. If it is not populated, then the application uses the value in the Invoice Date field. If the Accounting Date Basis option is set to Goods received or system date, then the application uses the Goods Receive Date field if it is populated. If it is not populated, then the application uses the system date at time of import.

If the accounting date of an invoice is in a future period in Payables, you can account for the invoice but you cannot pay it.

Validation

Must be in valid date format. The date must be in an open accounting period.

Destination

AP_INVOICE_LINES_ALL.ACCOUNTING_DATE

DESCRIPTION

Enter a description that you want to assign to the invoice line created from this record. If you do not enter a value and you match to a purchase order, then import uses the item description on the purchase order line to populate AP_INVOICE_LINES_ALL.DESCRIPTION.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.DESCRIPTION

PRORATE_ACROSS_FLAG

If you set this column to Y and this is a non-Item type line, such as Tax, Miscellaneous, or Freight, then import prorates the charge to all Item type lines with the same LINE_GROUP_NUMBER as this line. If no LINE_GROUP_NUMBER is specified, the import process prorates the charge to all Item lines. If this column is set to N, then import does not prorate the cost and creates only one distribution.

The import process prorates tax for Tax type lines, freight for Freight type lines, and miscellaneous charges for Miscellaneous type lines. Import creates a distribution line for each line you prorate the charge to. The expense account of the Item line is assigned to the new invoice distribution.

Validation

Line type is not Item.

Destination

None.

TAX_CODE_ID

Identifier for the tax code to be used.

Validation

The TAX_CODE_ID must be a valid and active value in AP_TAX_CODES_ALL.TAX_ID.

Destination

AP_INVOICE_LINES_ALL.TAX_CODE_ID

FINAL_MATCH_FLAG

If you are certain that this is a final match against the purchase order, enter Y. Since you cannot final close purchase orders when you are matching to receipts, if the invoice is matched to a receipt, then import ignores any value in this column.

Validation

Valid values are Y, N, and null.

Destination

AP_INVOICE_LINES_ALL.FINAL_MATCH_FLAG

PO_HEADER_ID

Internal identifier for the purchase order number. To match to a purchase order you can enter either the PO_HEADER_ID or the PO_NUMBER. If you enter the record in the invoice spreadsheet, then you must provide a value for this column by entering a value in the PO_NUMBER field, and you must specify the supplier.

Validation

Must be a valid value in PO_HEADERS.PO_HEADER_ID. Must be for the same supplier and cannot be final matched.

Destination

None.

PO_NUMBER

Enter a purchase order number if you are matching to a purchase order. If you are matching to a purchase order, you must enter the PO_NUMBER or PO_HEADER_ID.

If you enter different supplier information in another column and enter a value for PO_NUMBER, the application uses the supplier on the purchase order and ignores any other supplier information that you entered.

Validation

Must be a valid purchase order number for the same supplier, and the purchase order should be active and not final matched. If you specify a purchase order in AP_INVOICES_INTERFACE, it must match this purchase order number. The match option for the purchase order shipment must be set to purchase order.

Destination

None. This value is used to enter AP_INVOICE_LINES_ALL.PO_HEADER_ID.

PO_LINE_ID

Internal identifier for the purchase order line number. If you are matching to a purchase order line you can enter either the PO_LINE_ID or the PO_LINE_NUMBER.

Validation

Must be a valid value for PO_LINES.PO_LINE_ID.

Destination

This value is used to enter AP_INVOICE_LINES_ALL.PO_LINE_ID.

PO_LINE_NUMBER

If you want to match to a purchase order line, enter a value for PO_LINE_NUMBER or PO_LINE_ID.

Alternatively, you can identify a purchase order line number by entering only an ITEM_ID or an ITEM_DESCRIPTION. If you do this, the value you enter must exactly match the ITEM_ID or ITEM_DESCRIPTION of exactly one purchase order line for the PO_NUMBER. For example, you can match to a line by entering the ITEM_DESCRIPTION books for an invoice that has exactly one line with an ITEM_DESCRIPTION of books.

Validation

Must be a valid value for PO_LINES.PO_LINE_NUM.

Destination

None.

PO_LINE_LOCATION_ID

Internal identifier for purchase order schedule.

Validation

Must be a valid value in PO_LINE_LOCATIONS.LINE_LOCATION_ID for the purchase order. The purchase order schedule cannot be finally closed.

Destination

This value is used to enter AP_INVOICE_LINES_ALL.PO_LINE_LOCATION_ID.

PO_SHIPMENT_NUM

Number of the purchase order schedule. If you are matching to a purchase order schedule, enter a value for either PO_SHIPMENT_NUM or PO_LINE_LOCATION_ID.

Alternatively, you can enter a value for SHIP_TO_LOCATION_CODE if exactly one schedule on the purchase order has the SHIP_TO_LOCATION_CODE you specify. For example, you enter a SHIP_TO_LOCATION_CODE of Taipei for a purchase order with exactly one schedule with the location value of Taipei.

Validation

Must be a valid value for PO_LINE_LOCATIONS.SHIPMENT_NUM. The purchase order schedule cannot be finally closed.

Destination

None.

PO_DISTRIBUTION_ID

Internal identifier for purchase order distribution number. If you are matching to a purchase order distribution you can enter a value for PO_DISTRIBUTION_ID or PO_DISTRIBUTION_NUM.

Validation

Must be a valid value in PO_DISTRIBUTIONS_ALL.PO_DISTRIBUTION_ID.

Destination

This value is used to enter AP_INVOICE_LINES_ALL.PO_DISTRIBUTION_ID.

PO_DISTRIBUTION_NUM

Purchase order distribution number. If you are matching to a distribution, you must enter a value for PO_DISTRIBUTION_NUM or PO_DISTRIBUTION_ID.

Validation

Must match a distribution number on the purchase order and must be a valid value for PO_DISTRIBUTIONS.PO_DISTRIBUTION_NUM.

Destination

None.

INVENTORY_ITEM_ID

Inventory item identifier on the purchase order. Used during purchase order matching.

If you have limited purchase order information, you can enter an inventory item number, and the application attempts to match the invoice to a purchase order line. For example, a supplier has one purchase order for personal computers that includes a single line for monitors. If you want to match to the line with monitors and you do not know the purchase order number, enter the proper INVENTORY_ITEM_ID for the monitors. The application matches to the correct purchase order line for the monitors during import.

Validation

Must match the purchase order EGP_SYSTEM_ITEMS.INVENTORY_ITEM_ID for exactly one line.

Destination

This value is used to enter AP_INVOICE_LINES_ALL.INVENTORY_ITEM_ID.

ITEM_DESCRIPTION

Exact description of the item on the purchase order. Used during purchase order line matching.

If you have limited purchase order information, you can enter a description in the column, and the application attempts to match the invoice to a purchase order line. For example, if a purchase order has one line for books and one line for software, but you do not know the line number, you can enter the exact description for the books, and the application matches to the correct purchase order line.

Validation

Must match PO_LINES.ITEM_DESCRIPTION.

Destination

This value is used to enter AP_INVOICE_LINES_ALL.ITEM_DESCRIPTION.

QUANTITY_INVOICED

Number of units invoiced. For example if there are five chairs on the invoice, enter 5. If you enter a value for UNIT_PRICE and do not enter a value for QUANTITY_INVOICED, the application derives a value for QUANTITY_INVOICED during Import Payables Invoices by dividing the AMOUNT by the UNIT_PRICE.

If the Invoice Match option on the purchase order schedule is Receipt, import reviews all receipts that have unbilled quantities for the purchase order schedule. Import then matches the billed quantity on the invoice to these receipts starting with the oldest receipt that has an unbilled quantity. Import then fills each unbilled receipt quantity up to the amount of the invoice billed quantity. If the invoice quantity exceeds all available unbilled receipt quantities for the purchase order schedule, import overbills the newest unbilled quantity by the remaining amount.

Validation

Must be a positive number if AMOUNT for this line is positive and a negative number if AMOUNT is negative.

Destination

AP_INVOICE_LINES_ALL.QUANTITY_INVOICED

SHIP_TO_LOCATION_CODE

If you want to match to a purchase order schedule and have not entered a value for either PO_SHIPMENT_NUM or PO_LINE_LOCATION_ID, you can enter a value for SHIP_TO_LOCATION_CODE if exactly one schedule on the purchase order has the SHIP_TO_LOCATION_CODE you specify. For example, you enter a SHIP_TO_LOCATION_CODE of Taipei for a purchase order with exactly one schedule with the value Taipei.

You can also provide this value for unmatched invoices.

Validation

Validations are performed in the following order: 1. Must be an existing, active value in HR_LOCATIONS with SHIP_TO_SITE_FLAG set to Y. 2. Must be an existing, active value for PO_LINE_LOCATIONS.SHIP_TO_LOCATION_ID.

Destination

None.

UNIT_PRICE

Unit price for purchase order matched invoice items. Must be positive for standard invoices and negative for credit memos. If you enter a value for UNIT_PRICE and do not enter a value for QUANTITY_INVOICED, then the application derives a value for QUANTITY_INVOICED during Import Payables Invoices by dividing the AMOUNT by the UNIT_PRICE (QUANTITY_INVOICED = AMOUNT / UNIT_PRICE).

Validation

None.

Destination

AP_INVOICE_LINES_ALL.UNIT_PRICE

DISTRIBUTION_SET_ID

Internal identifier for the distribution set. During import, distributions are created only for matched lines. DISTRIBUTION_SET_NAME or DISTRIBUTION_SET_ID is populated for unmatched invoices, and distributions for such invoices are not automatically created through import.

Do not enter a value here if you are matching this line to a purchase order, if you are prorating, or if you enter an account.

Validation

Must be an existing, active value for AP_DISTRIBUTION_SETS.DISTRIBUTION_SET_ID.

Destination

None.

DISTRIBUTION_SET_NAME

Name of the distribution set. You define distribution sets on the Manage Distribution Sets page. During import, distributions are created only for matched lines. DISTRIBUTION_SET_NAME or DISTRIBUTION_SET_ID is populated for unmatched invoices and distributions for such invoices are not automatically created through import. If you enter a value here, you do not need to enter the corresponding value for DISTRIBUTION_SET_ID.

Do not enter a value in this column if you are matching to a purchase order, if you are prorating, or if you provide an account.

Validation

Must be an existing, active value for AP_DISTRIBUTION_SETS_ALL.DISTRIBUTION_SET_NAME. If you are matching to a purchase order and you enter a value in this column, Import Payables Invoices rejects the invoice.

Destination

None.

DIST_CODE_CONCATENATED

The general ledger account to which the distribution amount is charged.

Validation

The account code combination must be valid and in the exact flexfield structure that you defined for your Ledger.

Destination

None. This value may be used to enter a value for AP_INVOICE_LINES_ALL.DIST_CODE_COMBINATION_ID.

DIST_CODE_COMBINATION_ID

Internal identifier for the general ledger account to which the distribution amount will be charged. If you enter records in any way other than the invoice spreadsheet, you must provide this value.

Validation

The account code combination must be valid and in the exact flexfield structure you have defined for your Ledger, and must match a value for GL_CODE_COMBINATIONS.CODE_COMBINATION_ID.

Destination

AP_INVOICE_LINES_ALL.DIST_CODE_COMBINATION_ID

AWT_GROUP_ID

Internal identifier associated with the withholding tax group name. If you want to assign a withholding tax group to the line, you do not need to enter a value here if you enter a value for AWT_GROUP_NAME.

Validation

Must be a valid, active value in AP_AWT_GROUPS.GROUP_ID.

Destination

AP_INVOICE_LINES_ALL.AWT_GROUP_ID

AWT_GROUP_NAME

Withholding tax group name. When you enter a withholding tax group for a line, then all the withholding taxes in the group are applied to the line.

You define withholding tax group names on the Manage Withholding Tax Groups page. If you do not enter a value for this column, then during Import Payables Invoices, the application uses the value you entered for AP_INVOICES_INTERFACE.AWT_GROUP_NAME. If you did not enter a value, then the application uses the supplier site value if there is one.

Validation

Must be a valid, active value in AP_AWT_GROUPS.NAME.

Destination

None.

LAST_UPDATED_BY

Enter the ID of the person who last updated this record, usually the same value as CREATED_BY.

If you do not enter a value here, then during Import Payables Invoices, the application uses the user ID of the person who submits Import Payables Invoices.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.LAST_UPDATED_BY

LAST_UPDATE_DATE

Enter the last update date for this record, usually the same date as CREATION_DATE. Payables uses this date for reference and audit purposes only. When the import program creates an invoice from a record in this table, it does not use this date as the last update date for the invoice; it uses the system date at the time you submit Import Payables Invoices.

Validation

Must be in valid date format.

Destination

AP_INVOICE_LINES_ALL.LAST_UPDATE_DATE

LAST_UPDATE_LOGIN

The global user ID of the user who last updated this record.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.LAST_UPDATE_LOGIN

CREATED_BY

Enter the user name of the person or organization who loads this record into the table. The Import Payables Invoices process transfers this user name to the AP_INVOICE_LINES_ALL table during import so that the creator of the record becomes the invoice and scheduled payment creator. If you do not enter a value, then during import the application uses the user name of the person who submits Import Payables Invoices.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.CREATED_BY

CREATION_DATE

Enter the date on which you load this record into the table. Payables uses this date for reference and audit purposes. When the Import Payables Invoices process creates an invoice from this record, it does not use this date as the creation date for the invoice distributions; it uses the system date at the time you submit the import.

Validation

Must be in valid date format.

Destination

AP_INVOICE_LINES_ALL.CREATION_DATE

ATTRIBUTE_CATEGORY

Enter the descriptive flexfield category for the descriptive flexfield information you want to import for an invoice line.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.ATTRIBUTE_CATEGORY

ATTRIBUTE1-15

Enter descriptive flexfield information that you want to import for an invoice line. The structure of the information you enter in these columns, such as data types and value sets must match the structure of the descriptive flexfield segments you have defined for your invoice distributions or you will experience validation problems when you try to access the information on the invoice pages.

If you are using a distribution set that has a descriptive flexfield, any data you enter here overwrites the descriptive flexfield from the distribution set.

If the Transfer PO distribution additional information option is enabled, then import uses the purchase order values for any corresponding open interface attribute columns that are null. However, if you enter data for any open interface attribute, then that value is used on the invoice instead of the purchase order value.

If the Transfer PO distribution additional information option is disabled, then the purchase order flexfield values are ignored during import.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.ATTRIBUTE1-15

GLOBAL_ATTRIBUTE_CATEGORY

Enter the global descriptive flexfield category for the descriptive flexfield information that you want to import.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.GLOBAL_ATTRIBUTE_CATEGORY

GLOBAL_ATTRIBUTE1-20

Enter global descriptive flexfield information that you want to import for an invoice. The structure of the information you enter in these columns, such as data types and value sets must match the structure of the global descriptive flexfield segments you have defined for your invoices or you will experience validation problems when you try to access the information on the invoice pages.

Validation

If you are using a localization, you must enter appropriate values in this flexfield or import rejects the invoice.

Destination

AP_INVOICE_LINES_ALL.GLOBAL_ATTRIBUTE1-20

PO_RELEASE_ID

Internal identifier for a purchase order release number. If you want to match to a blanket purchase order you must supply either the RELEASE_NUM or the PO_RELEASE_ID, and provide a shipment number. You can also optionally provide a line number.

Validation

Must match a valid value in PO_RELEASES_ALL.PO_RELEASE_ID.

Destination

AP_INVOICE_LINES_ALL.PO_RELEASE_ID

RELEASE_NUM

Release number of a blanket purchase order. Used during purchase order matching. If you want to match to a blanket purchase order you must supply either the RELEASE_NUM or the PO_RELEASE_ID.

Validation

Must match a valid value in PO_RELEASES_ALL.PO_RELEASE_ID.

Destination

None.

ACCOUNT_SEGMENT

If you want to override the account segment in the account for this line, enter a value here. Payables overrides the account segment with this value during import.

Validation

The value must be a valid value for the account segment of the accounting flexfield.

Destination

AP_INVOICE_LINES_ALL.ACCOUNT_SEGMENT

BALANCING_SEGMENT

If you want to override the balancing segment in the account, enter a value here. Payables will override the balancing segment with this value during import.

Validation

The value must be a valid value for the balancing account segment of the accounting flexfield.

Destination

AP_INVOICE_LINES_ALL.BALANCING_SEGMENT

COST_CENTER_SEGMENT

If you want to override the cost center in the account, enter a value here. Payables overrides the cost center with this value during import.

Validation

The value must be a valid value for the cost center segment of the accounting flexfield.

Destination

AP_INVOICE_LINES_ALL.COST_CENTER_SEGMENT

Projects Columns

Enter Projects information in the following columns if you want to associate the invoice distribution created from this record with a project in Projects. If Projects is installed and you provide information for the projects columns, then Projects builds the expense account based on this information.

If the invoice is matched to a purchase order and the purchase order has project related information, then during import Payables automatically populates the Projects related columns in AP_INVOICES and AP_INVOICE_LINES_ALL.

In addition, Projects uses the following columns to transfer invoice data:

Validation

The information provided in these columns is validated against Projects.

Destination

AP_INVOICE_LINES_ALL.Projects Columns

STAT_AMOUNT

Amount for measuring statistical quantities that is associated with a distribution line. For example, if the unit of measure is barrels, enter the number of barrels.

Validation

You must also enter a valid value for PO_UNIT_OF_MEASURE.

Destination

AP_INVOICE_DISTRIBUTIONS_ALL.STAT_AMOUNT

TYPE_1099

Income tax type for a United States 1099 reportable supplier. Enter a 1099 Miscellaneous Tax Type. You define a supplier as federally reportable by enabling the Federal reportable option on the Manage Suppliers page.

If you leave this value null and match to a purchase order, then this value always defaults from the purchase order, even if that value is null and the supplier now has a value.

For unmatched invoices, if you do not use a distribution set to create invoice distributions, the application uses the income tax type for the supplier as the default value. If you use a distribution set to create invoice distributions, the application uses the default income tax type from the distribution set as the default value. You can enter this field regardless of whether the supplier is defined as a US 1099 supplier. This information is used when you submit the US 1099 Payments Report and the US 1099 Form Reports.

Validation

The value must be a valid and active value in the AP_INCOME_TAX_TYPES table (MISC types 1-14, except MISC9, MISC11 and MISC12), and the supplier for this record must be defined as federally reportable.

Destination

AP_INVOICE_LINES_ALL.TYPE_1099

INCOME_TAX_REGION

If the supplier is a US 1099 supplier, enter the reporting region for the supplier. If you do not enter a value, and you have enabled the Use supplier tax region option, then during import the application uses the income tax region of the supplier site. If you do not enter a value, and you have instead entered a value for the Income Tax Region option, then during import the application uses that value as the default income tax region.

Validation

The value must be a valid and active value in AP_INCOME_TAX_REGIONS.REGION_SHORT_NAME. You must also enter a value for INCOME_TAX_TYPE.

Destination

AP_INVOICES_DISTRIBUTIONS.INCOME_TAX_REGION

ASSETS_TRACKING_FLAG

Enter Y if the invoice distribution should be imported into Oracle Fusion Assets using the Create Mass Additions process. If you do not enter a value, and the line has an Asset type account entered for it, then this value is automatically set to Y during import.

Validation

The account must be set up as an existing asset category, and it must be either an asset clearing account or a construction-in-process (CIP) clearing account.

Destination

AP_INVOICE_LINES_ALL.ASSETS_TRACKING_FLAG

PRICE_CORRECTION_FLAG

Indicates if a line creates a price correction. Use a price correction when a supplier sends an invoice for a change in unit price for an invoice that you have matched to a purchase order. You record a price correction by entering a Standard or Credit invoice, setting this indicator to Y, and entering the base-matched invoice in the PRICE_CORRECT_INV_NUM column.

The application records and updates the invoiced unit price of previously matched purchase order schedules or distributions without adjusting the billed quantity so you can track price variances. The billed amount on the originally matched purchase order distributions is also updated.

Validation

Valid values are Y, N, and null.

Destination

None.

ORG_ID

Identifier for business unit.

Validation

None.

Destination

None.

RECEIPT_NUMBER

If you are matching to a purchase order receipt, then enter the receipt number.

Validation

A purchase order and receipt for the same supplier, supplier site, and currency as the invoice you are entering must be approved and open. Also, the Invoice Match option for the purchase order schedule you are matching to is set to Receipt.

Destination

AP_INVOICE_LINES_ALL.RCV_TRANSACTION_ID

RECEIPT_LINE_NUMBER

If you are matching to a purchase order receipt, then you can specify the receipt line you are matching to.

Validation

A purchase order and receipt for the same supplier, supplier site, and currency as the invoice you are entering must be approved and open. Also, the Invoice Match option for the purchase order schedule you are matching to is set to Receipt. This must be a valid line number for the receipt.

Destination

None.

MATCH_OPTION

Indicates if an invoice is matched to a purchase order or receipt. When you match to a purchase order or receipt in the invoice spreadsheet, then the application populates this field based on the value of the purchase order schedule.

Validation

Must match the value specified in PO_LINE_LOCATIONS.MATCH_OPTION.

Destination

None.

RCV_TRANSACTION_ID

This value specifies a receipt record for matching. This value is used to match Oracle B2B XML invoices to receipts.

Validation

Must be a valid, existing value for RCV_TRANSACTIONS.RCV_TRANSACTION_ID.

Destination

AP_INVOICE_LINES_ALL.RCV_TRANSACTION_ID

PA_CC_AR_INVOICE_ID

Identifier of the corresponding receivable intercompany invoice in Oracle Fusion Receivables.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.PA_CC_AR_INVOICE_ID

PA_CC_AR_INVOICE_LINE_NUM

Line number of the corresponding receivable intercompany invoice in Receivables.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.PA_CC_AR_INVOICE_LINE_NUM

REFERENCE_1-2

These columns reference records in another application.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.REFERENCE_1, AP_INVOICE_LINES_ALL.REFERENCE_2

PA_CC_PROCESSED_CODE

Indicates the processing status of this invoice line by Oracle Fusion Project Billing in the receiver business unit.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.PA_CC_PROCESSED_CODE

TAX_CODE_ID

Internal identifier for the tax code. You can enter a value for either the TAX_CODE or TAX_CODE_ID.

Validation

Must be a valid value for AP_TAX_CODES_ALL.TAX_ID. Further validations are the same as those for TAX_CODE.

Destination

AP_INVOICE_LINES_ALL.TAX_CODE_ID

CREDIT_CARD_TRX_ID

This column is populated when credit card transactions for expense reports entered in Oracle Fusion Expenses are imported to Payables.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.CREDIT_ CARD_TRX_ID

VENDOR_ITEM_NUM

Supplier item number on the purchase order. Used during purchase order matching. If you have limited purchase order information, you can enter a supplier item number in the column and the application attempts to match the invoice to a purchase order line.

Validation

Must match a valid value in PO_LINES_ALL.VENDOR_PRODUCT_NUM for exactly one line.

Destination

None.

TAXABLE_FLAG

A value of Y indicates that the line is taxable. Import uses this value for B2B XML invoices.

Validation

None.

Destination

None.

PRICE_CORRECT_INV_NUM

Number of the invoice that the price correction invoice is updating. If you have set the PRICE_CORRECTION_FLAG to Y to indicate that this is a price correction, you must enter the number of the base-matched invoice here.

Validation

This value must be a valid purchase order matched invoice with a type of Standard. You must provide sufficient purchase order information for the application to identify the purchase order amount that you want to update.

Destination

Used to derive AP_INVOICE_DISTRIBUTIONS.PRICE_CORRECT_INV_ID.

PRICE_CORRECT_INV_LINE_NUM

The invoice line that is subject to the price correction.

Validation

None.

Destination

None.

EXTERNAL_DOC_LINE_REF

An internal document reference number from Receivables.

Validation

None.

Destination

None.

SERIAL_NUMBER

The serial number for an item.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SERIAL_NUMBER

MANUFACTURER

The name of the manufacturer.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.MANUFACTURER

MODEL_NUMBER

The model information.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.MODEL_NUMBER

WARRANTY_NUMBER

A warranty number.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.WARRANTY_NUMBER

UNIT_OF_MEAS_LOOKUP_CODE

The unit of measure for the invoiced quantity.

Validation

INV_UNITS_OF_MEASURE_VL.UNIT_OF_MEASURE

Destination

AP_INVOICE_LINES_ALL.UNIT_MEAS_LOOKUP_CODE

ASSET_BOOK_TYPE_CODE

Default asset book for transfers to Oracle Fusion Assets.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.ASSET_BOOK_TYPE_CODE

ASSET_CATEGORY_ID

Default asset category for transfers to Oracle Fusion Assets.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.ASSET_CATEGORY_ID

REQUESTER_ID

The identifier of the requester. Valid values are from active HR employees.

Validation

PER_WORKFORCE_CURRENT_X.PERSON_ID

Destination

AP_INVOICE_LINES_ALL.REQUESTER_ID

REQUESTER_FIRST_NAME

The first name of the employee who requested goods or services on the invoice line. This value is used to derive the requester ID. If you use Invoice Approval workflow, then you can define rules that use the requester ID to generate a hierarchical list of approvers for the line.

Validation

None.

Destination

None.

REQUESTER_LAST_NAME

The last name of the employee who requested goods or services on the invoice line. This value is used to derive the requester ID. If you use Invoice Approval workflow, then you can define rules that use the requester ID to generate a hierarchical list of approvers for the line.

Validation

None.

Destination

None.

REQUESTER_EMPLOYEE_NUM

The employee number of the employee who requested goods or services on the invoice line. This value is used to derive the requester ID. If you use Invoice Approval workflow, then you can define rules that use the requester ID to generate a hierarchical list of approvers for the line.

Validation

None.

Destination

None.

APPLICATION_ID

The application identifier.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.APPLICATION_ID

PRODUCT_TABLE

The product source table name.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.PRODUCT_TABLE

REFERENCE_KEY1-5

Primary keys that uniquely identify a record in other products view.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.REFERENCE_KEY1-5

PURCHASING_CATEGORY

Item category concatenated segments for deriving purchasing category information.

Validation

None.

Destination

None.

PURCHASING_CATEGORY_ID

The item category unique identifier.

Validation

None.

Destination

INVOICE_LINES_ALL.PURCHASING_CATEGORY_ID

COST_FACTOR_ID

The identifier of the cost component class. Cost Component Classes are used to identify the individual buckets or component costs that make up the total cost of an item for example, direct material costs, freight costs, labor costs, production or conversion costs, and so on.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.COST_FACTOR_ID

COST_FACTOR_NAME

The cost component class name. Cost Component Classes are used to identify the individual buckets or component costs that make up the total cost of an item for example, direct material costs, freight costs, labor costs, production or conversion costs, and so on.

Validation

None.

Destination

None.

CONTROL_AMOUNT

An optional, user-enterable value to ensure that the calculated tax is the same as on the physical document.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.CONTROL_AMOUNT

ASSESSABLE_VALUE

The user-enterable amount to be used as taxable basis.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.ASSESSABLE_VALUE

DEFAULT_DIST_CCID

A code combination identifier of the general ledger account associated with the transaction line.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.DEFAULT_DIST_CCID

PRIMARY_INTENDED_USE

A tax driver. The purpose for which a product may be used. The actual use is stored at the distribution level.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.PRIMARY_INTENDED_USE

SHIP_TO_LOCATION_ID

Ship-to location identifier for tax calculations. Used only if the invoice line is not matched to a purchase order.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SHIP_TO_LOCATION_ID

PRODUCT_TYPE

A tax driver. A type of product. Possible values are Goods and Service. Inventory item attributes provide the default value. Otherwise, the user enters the value.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.PRODUCT_TYPE

PRODUCT_CATEGORY

Override product type default value from the inventory item for tax calculations.

Validation

Valid values are Goods or Services.

Destination

AP_INVOICE_LINES_ALL.PRODUCT_CATEGORY

PRODUCT_FISC_CLASSIFICATION

A tax driver. A product fiscal classification.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.PRODUCT_FISC_CLASSIFICATION

USER_DEFINED_FISC_CLASS

A tax driver. A fiscal classification.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.USER_DEFINED_FISC_CLASS

TRX_BUSINESS_CATEGORY

A tax driver. A transactions category assigned by a user.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TRX_BUSINESS_CATEGORY

TAX_REGIME_CODE

A tax regime code. The set of tax rules that determines the treatment of one or more taxes administered by a tax authority.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX_REGIME_CODE

TAX

A classification of a charge imposed by a government through a fiscal or tax authority.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX

TAX_JURISDICTION_CODE

The internal identifier of the tax jurisdiction.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX_JURISDICTION_CODE

TAX_STATUS_CODE

The tax status code for example, taxable standard rate, zero rate, exempt, or nontaxable.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX_STATUS_CODE

TAX_RATE_ID

The internal identifier for the tax rate effective on the invoice date.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX_RATE_ID

TAX_RATE_CODE

The tax rate name associated with the tax rate identifier. TAX_RATE_ID is unique while a TAX_RATE_CODE may have different tax rates based on date ranges.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX_RATE_CODE

TAX_RATE

The rate specified for a tax status in effect for a period of time.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX_RATE

INCL_IN_TAXABLE_LINE_FLAG

The indicator for whether the amount in the tax line is included or not in the taxable line.

Validation

Valid values are Y, N, and null.

Destination

None.

SOURCE_APPLICATION_ID

The source document application identifier.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SOURCE_APPLICATION_ID

SOURCE_ENTITY_CODE

The source document entity code.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SOURCE_ENTITY_CODE

SOURCE_EVENT_CLASS_CODE

The source document event class code.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SOURCE_EVENT_CLASS_CODE

SOURCE_TRX_ID

The source document transaction identifier.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SOURCE_TRX_ID

SOURCE_LINE_ID

The identifier of the lowest level for which tax is calculated.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SOURCE_LINE_ID

SOURCE_TRX_LEVEL_TYPE

The source document transaction level type.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.SOURCE_TRX_LEVEL_TYPE

TAX_CLASSIFICATION_CODE

The tax classification code.

Validation

None.

Destination

AP_INVOICE_LINES_ALL.TAX_CLASSIFICATION_CODE

B2B XML Invoices: How They Are Processed

Oracle Fusion Payables provides an inbound Oracle B2B flow for receiving invoices in XML format from suppliers.

Oracle B2B Server is an Oracle SOA Suite component that manages the interactions between trading partners, such as suppliers and deploying companies. Trading partners can communicate electronically by sending documents in XML format using B2B. B2B XML invoices use the same XML standard developed by the Open Applications Group (OAG), 171_Process_Invoice_002 (version 7.2.1).

Settings That Affect B2B XML Invoice Processing

A customer or deploying company has an agreement with a supplier to receive invoices in OAG XML format.

The customer configures B2B for receiving electronic communications from the supplier and assigns a B2B Site Code to the supplier for the supplier site that is configured to send B2B invoices. In the invoice header of the invoice payload, the supplier has to provide the B2B Site Code. The exact element where the B2B Site Code should be populated is <PARTNER><PARTNRIDX> where <PARTNER><PARTNRTYPE> = Supplier. This B2B Site Code is used to derive the internal supplier ID and site ID used by the customer.

The supplier registers in Oracle Supplier Network (OSN) and prepares an invoice payload in OAG format to send to the customer.

How B2B XML Invoices Are Processed

This figure shows the data flow for the B2B XML invoice process.

Data flow for B2B XML invoice processing.

This table describes the process flow in further detail.


Performed By

Description

Supplier

Signs in to OSN and uploads the invoice payload containing one or more invoices in OAG format.

B2B Server

Receives the payload in OAG format from OSN and passes it into the SOA composite application.

SOA composite application

Transforms the OAG format payload into the web service format and calls the Invoice Interface Service.

Invoice Interface Service

Takes the transformed invoice payload and inserts data into the Payables interface tables AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE.

Payables supervisor

Runs the Import Payables Invoices process manually with a Source of B2B XML invoice. Alternatively, the process is scheduled to run automatically.

Import Payables Invoices process

Creates Payables invoices from invoice records that successfully pass import validations.

Internal Payables user

Reviews the report generated by the Import Payables Invoices program and identifies import rejections. Contacts the supplier for instruction on resolving the following import rejections:

  • Billed quantity is below zero

  • Can match to only one line

  • Duplicate invoice number

  • Duplicate line number

  • Inconsistent currency information

  • Inconsistent PO line information

  • Inconsistent PO supplier information

  • Inconsistent price and quantity

  • Invalid invoice amount

  • Invalid item

  • Invalid PO information

  • Invalid PO number

  • Invalid PO release information

  • Invalid PO release number

  • Invalid PO schedule

  • Invalid quantity

  • Invalid unit price

  • Missing PO number

  • No PO line number

  • No blanket PO release information

The internal Payables user then fixes the interface table data using the Correct Import Errors spreadsheet and resubmits the import process.

Payables supervisor

Runs or schedules the processes that validate and account for the invoices that imported successfully.

The XML invoice process has the following limitations:

FAQs for Receive and Process Invoices

What's an invoice group?

A collection of invoices that is used as a parameter for the Validate Payables Invoice process, a selection criteria for submitting a payment process request, and a parameter in some reports. If you enable the invoice option Require invoice grouping, you must associate each invoice with an invoice group.

What's a self-service invoice?

An invoice that a supplier enters through Oracle Fusion Supplier Portal.

Self-service invoices that are matched to a purchase order are recorded as standard invoices or credit memos in Oracle Fusion Payables.

Self-service invoices that are not matched to a purchase order are recorded as invoice requests. Invoice requests must be approved using the Invoice Approval workflow before becoming standard invoices or credit memos in Payables.

What's a self-billed invoice?

An invoice that is automatically created by the Pay on Receipt process in Oracle Fusion Receiving, or a debit memo that is automatically created from a return to a supplier transaction in Receiving.

Can I match a prepayment to a purchase order?

Yes. However, there is a restriction when you apply the prepayment. You can apply the prepayment only to an invoice that has at least one line matched to the same purchase order as the prepayment.

What's the difference between performing a price correction and matching to a purchase order?

A price correction offsets the invoice price variance for the amount previously billed without adjusting the billed quantity on the purchase order schedule.

When you match an invoice or credit memo to a purchase order, the billed quantity on the purchase order is updated and there is no invoice price variance offset for the amount previously billed.

Note

The invoice price variance is calculated as (invoice unit price - purchase order line unit price) * invoiced quantity.

What happens if I cancel an invoice?

Oracle Fusion Payables sets the invoice and all installment amounts to zero and reverses all invoice distributions and any matches to purchase order schedules and distributions.

Why can't I cancel an invoice?

The invoice is:

Additional reasons that you cannot cancel an invoice are as follows:

Why can't I delete an invoice?

The invoice is:

Why can't I create a manual distribution?

The invoice is:

The invoice line is:

Can I enter an invoice distribution for every type of invoice transaction?

No. Invoice distributions are generated automatically for:

Why can't I reverse an invoice distribution?

The invoice distribution is:

The invoice line is:

The invoice is:

What happens if I override the automatically generated discount amounts on an installment?

Once you override the discount, there is no validation of the entered amount.

What happens if I force approve an invoice?

If the approval status is Initiated, Oracle Fusion Payables:

If the approval status is other than Initiated, such as Rejected, then Payables:

What's an amount correction?

A supplier invoice that adjusts the amount of an invoice that was matched to a services-based purchase order or receipt. Amount corrections can also adjust the amount of an unmatched invoice.

Create a credit or debit memo for a negative amount correction. Create a standard invoice for a positive amount correction.

What's a quantity correction?

A supplier invoice that adjusts the quantity of an invoice that was matched to a purchase order or receipt.

Quantity correction invoices do not adjust the unit price on a purchase order. Create a credit or debit memo for a quantity correction. You can allocate purchase order distributions for a quantity correction.

What's a price correction?

A supplier invoice that adjusts the unit price of an invoice that was matched to a purchase order or receipt.

Price correction invoices do not adjust the billed quantity on a purchase order. Create a credit or debit memo for a correction that represents a price decrease. Create a standard invoice for a correction that represents a price increase.

When the invoice validation process checks whether the invoice price is within the tolerance allowed, it checks the weighted average price of the base matched invoice and all the price corrections associated with it.

To calculate the weighted average unit price, Oracle Fusion Payables uses the following equation: (quantity * unit price) + (quantity * unit price) ... / quantity invoiced for the base matched invoice.

For example, this table shows an invoice matched to a purchase order and a subsequent price correction to the invoice.


Transaction

Quantity

Unit Price

Amount

Base Matched Invoice

2

350.00 USD

700.00 USD

Price Correction

2

5.00 USD

10.00 USD

The weighted average price in this example is 355.00 USD because (2 * 350.00) + (2 * 5.00) / 2 = (700.00 + 10) / 2 = 355.00.

Where do invoice numbers for automatic withholding tax invoices come from?

Oracle Fusion Payables creates an invoice number for a tax authority invoice by concatenating the following information and separating it with hyphens:

The description for the invoice is determined by concatenating the following information, separating it with hyphens, and appending a slash:

For example, the supplier Allied Manufacturing has an invoice with the following information:

The invoice number for the tax authority invoice will be: Withholding Tax - 10239 - 3. The invoice description will be: Withholding Tax - Allied Manufacturing - 123456 /.

What happens to an invoice when I merge a supplier?

When you merge supplier information you have different options, one of which is to merge invoices. You can merge all invoices, or unpaid invoices.

If you select to merge all invoices, any associated payments are merged as well.

If you select to merge unpaid invoices, the application will not transfer partially paid invoices or partially applied prepayments. If you have invoices with these conditions, then you must select the option to merge all invoices. Alternatively, you can complete payment of the invoices or application of the prepayments. The merge process will not transfer invoices if the merge would create a duplicate invoice for the new supplier. Review the invoices for both the old supplier and the new supplier before a merge so you can identify and resolve any duplicate invoices.

Note

Once a merge is completed, it cannot be undone.

Approve Invoices

Approving Invoices: Explained

Oracle Fusion Payables supports automatic invoice approval using Approval Management extensions (AMX) of the Oracle SOA Suite and the Oracle Business Process Management (BPM) Suite.

Payables provides predefined workflows for invoice request approval, invoice approval, and holds resolution. Some predefined workflows can be configured in the BPM worklist, other workflows are not updatable.

Invoice Request Approval

An invoice request is an unmatched invoice created in Oracle Fusion Supplier Portal that is pending approval by the requester. Once approved, the invoice request is converted to an invoice. Payables uses the predefined task and rule set FinApInvoiceApproval: InvoiceRequestApprovalRuleSet, which you can configure.

Invoice Approval

If you enable invoice approval, Payables uses the predefined task and rule set FinApInvoiceApproval: InvoiceApprovalRuleSet, which you can configure.

Holds Resolution

You can optionally resolve user-releasable holds through a workflow. To enable the holds resolution workflow for a hold, you set the holds resolution options on the hold. The workflow for these holds is initiated when:

Note

Once a hold is enabled for the workflow, the hold must go through the workflow for hold resolution.

Record Accounting for Invoices

Accounting for Invoices and Payments: Explained

You can create accounting entries for invoice and payment transactions in Oracle Fusion Payables using Oracle Fusion Subledger Accounting. Subledger Accounting creates the final accounting for subledger journal entries and transfers the accounting to General Ledger.

Payables includes a set of predefined account rules that Subledger Accounting uses to create accounting, but you can define your own detailed accounting rules in Subledger Accounting.

Payables Event Classes and Types

Payables predefines accounting event classes and accounting event types that are used by Subledger Accounting. You can modify the accounting setup to create accounting for some events and not for others.

This table describes the event classes and types that Payables predefines for invoices and payments.


Event Class

Event Type

Adjustment Entry

Manual

Bills Payable

  • Bill Payable Matured

  • Bill Payable Maturity Adjusted

  • Bill Payable Maturity Reversed

Credit Memos

  • Credit Memo Adjusted

  • Credit Memo Canceled

  • Credit Memo Validated

Debit Memos

  • Debit Memo Adjusted

  • Debit Memo Canceled

  • Debit Memo Validated

Invoices

  • Invoice Adjusted

  • Invoice Canceled

  • Invoice Validated

Payments

  • Manual Payment Adjusted

  • Payment Adjusted

  • Payment Canceled

  • Payment Created

Prepayment Applications

  • Prepayment Application Adjusted

  • Prepayment Applied

  • Prepayment Unapplied

Prepayments

  • Prepayment Adjusted

  • Prepayment Canceled

  • Prepayment Validated

Reconciled Payments

  • Payment Cleared

  • Payment Clearing Adjusted

  • Payment Uncleared

Refunds

  • Refund Adjusted

  • Refund Canceled

  • Refund Recorded

Third Party Merge

  • Full Merge

  • Partial Merge

Missing Conversion Rates: How They Are Applied to Invoices

The Apply Missing Conversion Rate process automatically applies conversion rates to foreign currency invoices or payments that have no conversion rate and a conversion rate type other than User. If a foreign currency invoice is missing a conversion rate, then when you validate the invoice, the validation process applies a No rate hold, which prevents payment and accounting of the invoice.

Settings That Affect Applying Missing Conversion Rates

Run the Apply Missing Conversion Rates process if the option Require conversion rate entry is disabled.

How Missing Conversion Rates Are Applied to Invoices

The Apply Missing Conversion Rates process uses conversion rate information in the Oracle Fusion General Ledger Daily Rates table to enter conversion rates for any foreign currency invoices or payments that have no conversion rates. The next time you validate the invoice, the No rate hold is automatically removed.

FAQs for Record Accounting for Invoices

What's the difference between perpetual accrual and period end accrual accounting?

For perpetual, or on receipt accrual accounting, a receiving transaction automatically creates a receipt accrual journal entry debiting receipt inventory and crediting uninvoiced receipts. After delivery of a receipt to its final destination, the receipt inventory account is cleared and a material account is debited.

For period end accrual, no accounting is created at either material receipt or at delivery to a final destination.

Note

Period end accrual applies only to expense items, as inventory items are always accrued on receipt.

If you use perpetual accrual accounting, you do not need to run the Create Uninvoiced Receipts Accruals process.

For period end accrual accounting, if an invoice for the receipt is not entered by period end, the Create Uninvoiced Receipt Accruals process generates an accrual and transfers the accounting to the general ledger. The reversing journal is created with an incomplete status. You must run Create Accrual Reversal Accounting to change the journal status to Complete and transfer it to the general ledger.

For perpetual accruals, the invoice accounting debits the accrual account and credits the liability account.

For period end accruals, the invoice accounting debits the expense account and credits the liability account.