Matching to Purchase Orders
Perform the following steps to match invoices to purchase order information from your non-Oracle purchasing system:
Create Flat File with Purchasing Information
To load invoice information into Payables via SQL*Loader, first create a program that produces a flat file containing the information from your non-Oracle purchasing system for the purchase orders you want to match to invoices.
Load Information into Purchasing Tables
Use SQL*Loader to load the required information into the purchasing tables. You will need to create a SQL*Loader control file to format the information you want to load. The file you write will vary greatly depending on the nature and format of the flat file you use. Your control file must populate the purchasing tables as indicated in the previous table descriptions. See also: SQL*Loader (ORACLE8 Server Utilities Guide).
Enter Invoices
You match invoices to purchase order shipments during invoice entry. This online function links an invoice in the database to one or more purchase order shipments you choose. You cannot pay or post an invoice until Approval approves the invoice.
You can match any type of invoice to a purchase order, including credit and debit memos.
Match to Purchase Order Shipments and distributions
When you match during invoice entry, you indicate whether you want to match to the purchase order shipment or to specific invoice distributions. You then choose the shipment or distribution you want to match to, and the quantity and price you are matching. Then Payables performs the following for each matched shipment:
- Update QUANTITY_BILLED and AMOUNT_BILLED in PO_DISTRIBUTIONS
- Update QUANTITY_BILLED in PO_LINE_LOCATIONS
- Create one or more AP_INVOICE_DISTRIBUTIONS which record the QUANTITY_INVOICED, UNIT_PRICE, and PO_DISTRIBUTION_ID, in addition to other payables information.
Match to Credit and Debit Memos
Payables lets you enter a credit or debit memo (with a negative amount) and match to a purchase order. You would enter a negative quantity in the Quantity Invoiced field in the Purchase Order Shipment Match zone, thereby matching this credit invoice to one or no purchase order shipment lines. Payables then decreases the quantity billed against the purchase order shipment line(s).
When you match a credit invoice to a purchase order shipment line, Payables:
- Reopens closed shipment lines (sets PO_LINE_LOCATIONS.CLOSED_CODE to NULL)
- Updates PO_LINE_LOCATIONS.QUANTITY_BILLED
- Updates PO_DISTRIBUTIONS.QUANTITY_BILLED
Attention: Payables does not update any receiving information. You must install Oracle Purchasing if you want to enter or update receiving information for a purchase order
Close a Purchase Order Shipment
Invoice entry closes a purchase order shipment (sets CLOSED_CODE in PO_LINE_LOCATIONS to 'CLOSED') when:
- QUANTITY_BILLED equals or exceeds QUANTITY_ORDERED (two-way matching), or
- QUANTITY_ORDERED is less than or equal to QUANTITY_RECEIVED and QUANTITY_RECEIVED is less than or equal to QUANTITY_BILLED
Final Close
Payables does not support finally closing a purchase order if you do not install Oracle Purchasing with Payables. Final close allows you to match an invoice to a purchase order and permanently close the purchase order when you approve the invoice. See: Final Matching Purchase Orders.
Online Review of Purchasing Information
Without an Oracle Purchasing application, Payables does not allow you to review purchasing information, such as purchase order header and line information, online in the Invoice Workbench.
