Invoice Import Exceptions Report
Use this report to review the exceptions that occurred during the Payables Invoice Import process. You can use Invoice Import to import expense reports from Payables or Oracle Projects or to import invoices from another accounting system. If you import expense reports, Payables lists employee and expense report information for each expense report for which Payables did not create an invoice. If you import invoices, Payables lists supplier and invoice information for each invoice that Payables did not import.
Payables also displays the reason why Payables did not create an invoice from an expense report or why Payables did not import an invoice from another accounting system.
Report Submission
Payables prints this report automatically when you submit the Payables Invoice Import process. See: Payables Invoice Import Program. Payables prints this report only if it identifies exceptions during import.
Selected Report Headings
Name. Name of supplier or employee for whom Payables did not create an invoice.
Total. Total amount of an expense report or invoice.
Period End Date. Date entered for an expense report.
Invoice Number. Payables displays the invoice number for an expense report or invoice. If this is an expense report you entered in Payables, the invoice number may be the same as the Date. In the Payables Expense Report window, the default for invoice number is the Date.
Exception Reason:
- Addr Line [1-3] Too Large. Invoice Import attempted to create a supplier from an employee and Address Line 1-3 for the employee home address exceeds 35 characters.
- City/State/Country] Too Large. Invoice Import attempted to create a supplier from an employee and the City/State/Country for the employee home address exceeds 25 characters.
- Create As Supplier. You are using manual supplier number entry and you did not enter the employee as a supplier before submitting Invoice Import.
- Create Duplicate Supplier. You are trying to create an invoice from an expense report for an employee name that is not already a supplier and a supplier name already exists for the same employee name.
- Create EFT Site. The Financials option for payment method is Electronic. The employee exists as a supplier in Payables, but is missing a supplier site complete with bank information.
- Create EFT Supplier. The Financials option for payment method is Electronic and the employee does not already exist in Payables as a supplier complete with supplier sites and bank information.
- Duplicate Report. The invoice number already exists for an employee or supplier.
- Future Date. The expense report date, the accounting date which determines the period in which your general ledger recognizes an invoice expense and liability, is in a closed period and is after the date you entered an expense report.
If the expense report date is in a closed period but before the date you entered an expense report, Payables creates an invoice from this expense report so it does not appear on the Exceptions Report.
- No Exchange Rate. The Payables option Require Exchange Rate Entry is Yes and the expense report is in a foreign currency and has no exchange rate information.
- No Home Address. The expense report is being sent to the employee's home address, but there is no home address defined for the employee.
- No Location. You entered an employee as a supplier without entering a location.
- No Office Address. The expense report is being sent to the employee's office address, but there is no office address defined for the employee.
- No Withholding on Site. Supplier site does not have the Allow Withholding Tax option enabled and you tried to import an invoice that a) has an invoice distribution with an automatic withholding tax group assigned to it, b) has an invoice distribution with a line type of Withholding Tax, or c) has a withholding tax group assigned to it.
- Not A Supplier. The Payables option Automatically Create Employee as Supplier is not enabled, and the employee does not already exist in Payables as a supplier.
- Zip Code Too Large. Invoice Import attempted to create a supplier from an employee on an expense report and the Zip Code for the employee home address exceeds 20 characters.
Oracle Projects Exceptions
In addition to the standard exception codes above, Payables also displays the following exception codes for expense reports you try to import from Oracle Projects:
- Beyond Encumbrance Year. You are using encumbrance accounting, and the expense report has a GL Date in a period that is beyond the latest encumbrance year.
- Combination Missing. The expense report has no Liability Account. Unlike an expense report you enter in Payables, Oracle Projects must specify a liability account when entering an expense report.
- Expense Account Missing. The expense report is missing some or all of the expense account information.
- Invalid Combination. The expense report's Liability Account is invalid or inactive.
- Invalid Currency. The expense report currency is invalid in Payables.
- Invalid Employee. You are trying to create an invoice for an expense report for an employee who is invalid or inactive.
- Invalid Expense Account. The expense report has an expense account that is inactive or invalid.
- Invalid Hold Code. The expense report has a hold code that is invalid or inactive in Payables.
- Invalid Line Type. The expense report has an invalid line type in Payables. Valid invoice distribution line types in Payables are Item, Tax, Miscellaneous, and Freight.
- Invalid Rate Type. The foreign currency expense report has a rate type that does not exist in Payables.
- Invalid Set of Books. The expense report has a Set of Books that is different from the Set of Books you defined for your Payables organization.
- Invalid Set of Books - Line. The expense report has an expense line with a Set of Books that is different from the Set of Books you defined for your Payables organization.
- Invalid Statistical Quantities. The expense report has invalid statistical quantities. Payables lets you enter only positive statistical quantities for positive distributions and negative statistical quantities for negative distributions.
- Invalid Tax Code. The expense report has a tax name that does not exist or is inactive in Payables.
- No Unit of Measure. The expense report has an invoice distribution with a statistical quantity, but there is no unit of measure. You must use Oracle General Ledger to define a unit of measure and to be able to enter statistical quantities.
- Null Invoice Number. You are trying to create an invoice for an expense report that does not have an invoice number.
Other Accounting System Exceptions
In addition to the standard exceptions and the Oracle Projects exceptions listed above, Payables also prints the following exceptions for invoices you import from another accounting system:
- Doc Category Unneeded. Sequential Numbering is not enabled and you have entered a document category for an invoice that you are importing from another accounting system.
- Inactive Seq Assignment. The sequence for the document category of the invoice you are importing is inactive.
- Invalid Doc Category. The document category you have entered for this invoice is not valid or is inconsistent with the type of invoice you are importing.
- Invalid Supplier Site. The invoice has a supplier site that is invalid or does not exist in Payables.
- No Doc Category Override. The Allow Document Category Override Payables option for invoices is not enabled and you have entered a document category for an invoice you are importing. Payables allows you to enter a document category for an imported invoice only if you allow overriding of the default category for the type of invoice you are importing.
- No Sequence Assignment. Sequential Numbering is enabled, but no sequence is assigned to the document category for the type of invoice you are importing.
- Manual Sequence Assigned. Sequential Numbering is enabled, but the document category for the type of invoice you are importing has a manual sequence assigned. Payables does not support manually-entered sequential numbers for invoices imported from another accounting system.
- Missing Supplier. You are trying to create an invoice based on an invoice from another accounting system which has a supplier that does not exist in Payables.
- Tax Line Required. You are trying to import an invoice from another accounting system that has no tax distribution. You must enter at least one tax distribution on an invoice if you have the Require Tax Entry Payables option enabled.
See Also
Entering Employees as Suppliers
Financials Options
Payables Options
Approval
Foreign Currency Transactions
Voucher Numbers
Budgetary Control In Payables
Defining Sets of Books
Enter Person
Site Locations
