26 Invoice Batch Approvals Mobile Applications
This chapter discusses these topics:
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Section 26.1, "Invoice Batch Approvals Mobile Applications Overview"
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Section 26.2, "Setting Up the Invoice Batch Approvals Mobile Applications"
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Section 26.3, "Using the Invoice Batch Approvals Mobile Tablet Application (M03B03)"
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Section 26.4, "Using the Invoice Batch Approvals Mobile Smartphone Application (M03B04)"
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Important Note: Before using the mobile applications, Oracle strongly recommends that users have a complete understanding of how to use the associated processes and applications in the JD Edwards EnterpriseOne base software.For additional information about the processes and applications associated with the mobile applications discussed in this chapter, see:
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26.1 Invoice Batch Approvals Mobile Applications Overview
You use the Invoice Batch Approvals mobile applications to review and approve batches of invoices on a mobile device.
The Invoice Batch Approvals mobile applications give you the ability to:
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Review all invoice batches that are in pending status.
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Review invoices in a batch.
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Review line-level information for an invoice.
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Approve an invoice batch.
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Review text attachments and photos associated with each invoice.
This table lists the applications that are available to review and approve invoice batches:
| Type of Application | Additional Information |
|---|---|
| Base EnterpriseOne application | Use the Work With Batches program (P0011) in the JD Edwards EnterpriseOne system to review and approve invoice batches. |
| Tablet application | Invoice Batch Approvals (M03B03)
To download the application to your tablet, search on the following text in the application store:
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| Smartphone application | Invoice Batch Approvals (M03B04)
To download the application to your smartphone, search on the following text in the application store:
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Before using the Invoice Batch Approvals tablet or smartphone application, you must perform the following setup tasks:
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Activate batch security, and set up secured users and approvers.
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Set up the processing options for the mobile applications.
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Verify the processing options for the base EnterpriseOne application.
26.1.1 Differences and Limitations: Invoice Batch Approvals
Mobile applications are intended to be a simplified version of the applications that are available in the base software. In most cases, these applications provide a subset functionality available in the base software.
The Invoice Batch Approvals mobile applications are set up to process and display only those invoice batches that are in pending status. However, in the base EnterpriseOne application, you can review batches of any status.
Revising Batch Information and Batch Status
Using the Invoice Batch Approvals mobile applications, you can review batches of invoice entries and the transaction details in each invoice. You cannot revise existing invoice details or add invoices to a batch. However, in the base EnterpriseOne system, you can review and revise invoice details, and also add invoices to an invoice batch.
The Invoice Batch Approvals mobile applications do not provide the option of reverting the status of a batch from approved to pending. However, in the base EnterpriseOne application, you can revert the status of a batch from approved to pending if a batch needs further analysis.
Text and Image Attachment Functionality
Using the Invoice Batch Approvals mobile applications, you can review text and image attachments associated with invoice entries. You cannot revise existing attachments or add new attachments. However, in the base EnterpriseOne system, you can review and revise existing attachments, and also add new attachments.
26.2 Setting Up the Invoice Batch Approvals Mobile Applications
Before you use the Invoice Batch Approvals mobile applications (M03B03 and M03B04), you must complete the following setup:
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Activate batch security and set up secured users and approved users.
Secured users can only review batch information and are restricted from approving batches. Approved users can review and approve batches for secured users.
See "Setting Up Approved and Secured Users" in the JD Edwards EnterpriseOne Applications Financial Management Fundamentals Implementation Guide
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Set up the processing options for the Invoice Batch Approvals mobile applications (M03B03 and M03B04) in the JD Edwards EnterpriseOne system.
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Verify that the version of P0011 that you specify in the processing options of the tablet and smartphone applications is set up with the appropriate value in the Batch Type processing options. The P0011 program must include the invoice batch type for these mobile applications to function properly.
See "Setting Processing Options for Batches (P0011)" in the JD Edwards EnterpriseOne Applications Financial Management Fundamentals Implementation Guide
26.2.1 Setting Processing Options for the Invoice Batch Approvals Tablet Application (M03B03)
You use processing options to specify default processing information for a program.
26.2.1.1 Versions
- 1. Work With Batches (P0011) Version
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Use this processing option to specify which version of the Work With Batches program (P0011) the system uses to display and process invoice batches. The version that you specify here must have the invoice batch type in the Batch Type processing option. If you leave this processing option blank, the system uses ZJDE0005.
- 2. Invoice Journal Review (P03B11A) Version
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Use this processing option to specify which version of the Invoice Journal Review program (P03B11A) the system uses to display invoice entries in a batch. If you leave this processing option blank, the system uses version ZJDE0001.
- 3. Standard Invoice Entry (P03B11) Version
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Use this processing option to specify which version of the Standard Invoice Entry program (P03B11) the system uses to display transaction details associated with a standard invoice entry. If you leave this processing option blank, the system uses ZJDE0001.
26.2.2 Setting Processing Options for the Invoice Batch Approvals Smartphone Application (M03B04)
You use processing options to specify default processing information for a program.
26.2.2.1 Versions
- 1. Work With Batches (P0011) Version
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Use this processing option to specify which version of the Work With Batches program (P0011) the system uses to display and process invoice batches. The version that you specify here must have the invoice batch type in the Batch Type processing option. If you leave this processing option blank, the system uses ZJDE0005.
- 2. Invoice Journal Review (P03B11A) Version
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Use this processing option to specify which version of the Invoice Journal Review program (P03B11A) the system uses to display invoice entries in a batch. If you leave this processing option blank, the system uses version ZJDE0001.
- 3. Standard Invoice Entry (P03B11) Version
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Use this processing option to specify which version of the Standard Invoice Entry program (P03B11) the system uses to display transaction details associated with a standard invoice entry. If you leave this processing option blank, the system uses ZJDE0001.
26.3 Using the Invoice Batch Approvals Mobile Tablet Application (M03B03)
The Invoice Batch Approvals tablet application enables you to review invoice batches that are pending approval, and approve them from your mobile device.
Before you can use the application, you must download and install the application from the application store onto your device.
To open the application, tap the Invoice Appr icon and log in.
26.3.1 Reviewing Invoice Batches Awaiting Approval Using a Mobile Tablet Application
To review batches of invoice entries using a tablet:
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Open the application by tapping the Invoice Appr icon on your device, and then log in.
See Chapter 3, "Logging Into Mobile Enterprise Applications"
On the Invoice Batch Approval home screen, you can view the list of batches that are currently awaiting approval.
Figure 26-1 Invoice Batch Approval Home Screen: Tablet
Description of ''Figure 26-1 Invoice Batch Approval Home Screen: Tablet''
The batches are categorized by users and are graphically displayed in the Invoice Batches to Approve by User section. Each colored portion of the pie chart depicts the percentage of the batches that are awaiting approval for each user.
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To refine the list of batches displayed, tap the Filter button at the top of the left pane. You can filter the batches by:
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Batch Date
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User
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Batch Number
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Batch Type
By default, the system populates this filter field with the batch type specified in the Batch Type processing option of the version of the Work With Batches program (P0011) that you use for the mobile application.
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In the Filters pane, to continue the search using the specified filter values, tap the Apply button. When you tap the Apply button, the system:
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Takes you to the list of batches that are displayed based on your filter values
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Saves the filter values that you entered
The system displays the saved filter values the next time you open the filter screen.
To discontinue the use of filter values in your search, tap the Cancel button. When you tap the Cancel button, the system:
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Takes you to the list of batches associated with the last saved filter values, if applicable
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Ignores the filter values that you entered, and restores the last saved filter values to the filter fields
To delete all the filter values that you specified, and to enter new filter values, tap the Clear button.
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To review the details of a batch, tap the batch from the list of batches.
Figure 26-2 Invoice Journal Review - Invoice Details Screen: Tablet
Description of ''Figure 26-2 Invoice Journal Review - Invoice Details Screen: Tablet''
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The system displays the Invoice Journal Review screen. The left pane has a list of invoices associated with the batch.
For an invoice that involves foreign amounts, the foreign amount and the foreign currency is displayed in the list.
In the right pane, the system displays the header and the line-level details of the first invoice in two tabs: Invoice Details and G/L Distribution. The Invoice Details tab is displayed by default.
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To refine the list of invoices displayed, tap the Filter button at the top of the left pane. You can filter invoices by:
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Invoice Number
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G/L Date
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Invoice Type
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Invoice Company
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Customer Name
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In the Filters pane, to continue the search using the specified filter values, tap the Apply button. When you tap the Apply button, the system displays invoices based on your filter values.
To discontinue the use of filter values, and to close the filter screen, tap the Cancel button.
To delete all the filter values that you specified, and to enter new filter values, tap the Clear button.
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To review details of a different invoice, tap the invoice in the left pane. The selected invoice is highlighted in the invoice list. In the Invoice Details tab on the right pane, you can:
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Review the invoice header information, such as customer name and number, company name and number, invoice date, G/L date, payment terms, and exchange rate (if the invoice is for a foreign transaction).
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Review line-level details of the invoice, such as the business unit, due date, discount due date, gross amount, open amount, discount available, payment status, and remark.
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Review text and photo attachments associated with an invoice entry. Tap the first button on the left of the line to open the text attachments. The system retrieves the text attachment from the base EnterpriseOne system and displays the texts in a different screen. To view photos attached to an invoice entry, tap the button below the text attachment button. The system displays the photos in a different screen with a list of photos in the left pane, and the first photo in the list, on the right pane.
When there are no image and text attachments associated with the invoice, the buttons are disabled.
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To review general ledger distribution information, tap the G/L Distribution tab. You can review header information, such as the customer name and number, amount to distribute, explanation, exchange rate, and G/L date.
Below the header information, you can review line-level details of how the invoice amount is distributed to multiple accounts. You can tap on the text and image buttons to view text and image attachments.
Figure 26-3 Invoice Journal Review - G/L Distribution Screen: Tablet
Description of ''Figure 26-3 Invoice Journal Review - G/L Distribution Screen: Tablet''
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To return to the list of batches, tap the Batches button at the top left of the screen.
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To log out of the application, tap the Menu button at the bottom left of the screen, and then tap Logout.
26.3.2 Approving Invoice Batches Using a Mobile Tablet Application
To approve invoice batches:
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Open the application by tapping the Invoice Appr icon on your device, and then log in.
See Chapter 3, "Logging Into Mobile Enterprise Applications"
On the Invoice Batch Approval home screen, you can view the list of invoice batches that are currently awaiting approval.
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Tap the batch that you want to approve. The system displays the Invoice Journal Review screen.
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Tap the Approve button at the top of the screen.
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On the Confirm Approval screen, tap the Approve button to approve the batch. Note that you can also click Cancel if you do not want to proceed.
Note:
If you are not authorized to approve batches, the system displays an error message when you tap the Approve button.After approving a batch, the system returns you to the home screen. Notice that the batch you approved is no longer displayed in the list.
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To log out of the application, tap the Menu button at the bottom left of the screen, and then tap Logout.
26.4 Using the Invoice Batch Approvals Mobile Smartphone Application (M03B04)
The Invoice Batch Approvals smartphone application enables you to review invoice entries that are pending approval, and approve them from your mobile device.
Before you can use the application, you must download and install the application from the application store onto your device.
To open the application, tap the Invoice Appr icon and log in.
26.4.1 Reviewing Invoice Batches Awaiting Approval Using a Mobile Smartphone Application
To review batches of invoice entries using a smartphone:
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Open the application by tapping the Invoice Appr icon on your device, and then log in.
See Chapter 3, "Logging Into Mobile Enterprise Applications"
On the Invoice Batch Approval home screen, you can view the list of invoice batches that are currently awaiting approval.
Figure 26-4 Invoice Batch Approval Home Screen - Smartphone
Description of ''Figure 26-4 Invoice Batch Approval Home Screen - Smartphone''
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To filter the list of batches displayed, tap the Filter button at the top of the pane. You can refine the batches by:
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Batch Date
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User
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Batch Number
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Batch Type
By default, the system populates this filter field with the batch type specified in the Batch Type processing option of the version of the Work With Batches program (P0011) that you use for the mobile application.
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In the Filters pane, to continue the search using the specified filter values, tap the Apply button. When you tap the Apply button, the system:
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Takes you to the list of batches that are displayed based on your filter values
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Saves the filter values that you entered
The next time you open the filter screen, the system displays the saved filter values.
To discontinue the use of filter values in your search, tap the Cancel button. When you tap the Cancel button, the system:
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Takes you to the list of batches associated with the last saved filter values, if applicable
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Ignores the filter values that you entered, and restores the last saved filter values to the filter fields
To delete all filter values you specified, and to enter new filter values, tap the Clear button.
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To review a batch, tap the batch from the list of batches.
Figure 26-5 List of Invoices: Smartphone
Description of ''Figure 26-5 List of Invoices: Smartphone''
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The system displays a list of invoices associated with the selected batch. For an invoice that involves foreign amounts, the foreign amount and the foreign currency are displayed in the list.
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To filter invoices from the list, tap the Filter button at the top of the pane. You can refines invoices by:
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Invoice Number
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G/L Date
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Invoice Type
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Invoice Company
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Customer Name
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In the Filters pane, to continue the search using the specified filter values, tap the Apply button. When you tap the Apply button, the system displays invoices based on your filter values.
To discontinue the use of filter values, and to close the filter screen, tap the Cancel button.
To delete all the filter values that you specified, and to enter new filter values, tap the Clear button.
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To review line-level details of an invoice, tap the invoice. The system displays the Invoice Details screen.
Figure 26-6 Invoice Details Screen: Smartphone
Description of ''Figure 26-6 Invoice Details Screen: Smartphone''
On the Invoice Details screen, you can:
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Review the header information, such as customer name and number, company name and number, invoice date, and exchange rate.
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Review line-level details of the invoice, such as the gross amount, open amount, discount available, due date, discount due date, and business unit.
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Review text and photo attachments associated with an invoice entry. Tap the first button on the left of the line to open the text attachments. The system retrieves the text attachment from the base EnterpriseOne system and displays the texts in a different screen. To view photos attached to an invoice entry, tap the button below the text attachment button. The system displays the photos in a different screen with a list of photos in the left pane, and the first photo in the list, on the right pane.
When there are no image and text attachments associated with the invoice, the buttons are disabled.
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To review G/L distribution information, tap the G/L Distribution tab. You can review header information, such as the customer name and number, amount to distribute, explanation, exchange rate, and G/L date.
Figure 26-7 G/L Distribution Screen: Smartphone
Description of ''Figure 26-7 G/L Distribution Screen: Smartphone''
Below the header information, you can review line-level details of how the invoice amount is distributed to multiple accounts. You can tap on the text and image buttons to view text and image attachments.
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To return to the list of invoices in the batch, tap the Invoices button at the top of the screen.
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To log out of the application, tap the Menu button at the bottom left of the screen, and then tap Logout.
26.4.2 Approving Invoice Batches Using a Mobile Smartphone Application
To approve invoice batches:
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Open the application by tapping the Invoice Appr icon on your device, and then log in.
See Chapter 3, "Logging Into Mobile Enterprise Applications"
On the Invoice Batch Approval home screen, you can view the list of invoice batches that are currently awaiting approval.
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Tap the batch that you want to approve. The system displays the batch details.
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Tap the Approve button at the top of the screen.
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On the Confirm Approval screen, tap the Approve button to approve the batch. Note that you can also click Cancel if you do not want to proceed.
Note:
If you are not authorized to approve batches, the system displays an error message when you tap the Approve button.After approving a batch, the system returns you to the home screen. Notice that the batch you approved is no longer displayed in the list.
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To log out of the application, tap the Menu button at the bottom left of the screen, and then tap Logout.