Oracle Payables Alerts
Using Oracle Alert for Exception Reporting
Several Oracle Applications products, including Payables, use Oracle Alert functionality to provide online exception reporting capability. You can integrate Oracle Alert with your electronic mail system.
Oracle Alert is a completely customizable exception control application that can:
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Notify you automatically when a user performs a specific transaction
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Monitor critical activity in your Payables database
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Take action automatically according to your specifications
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Provide key information to you on a periodic basis
Payables supplies you with several pre-coded alerts that you can use with or without customizing. These alerts help you:
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Identify and resolve invoice price holds
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Identify and resolve invoice receipt holds
If you install Oracle Alert, you can also create your own alerts to notify the appropriate people when a user takes a specific action, or when specific exceptions arise in your Payables database. You can also create alerts that send messages about key indicators, according to a delivery schedule you define.
Related Topics
Overview of Oracle Alert, Oracle Alert User's Guide
Using Predefined Alerts, Oracle Alert User's Guide
Invoices on Price Hold
This alert queries your database for invoices currently on Price hold and notifies the originating purchase agent for each held invoice. When a single purchasing agent has two or more invoices with Price holds, Oracle Alert sends only one message describing each held invoice.
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Alert Type: Periodic
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Periodicity: Weekly
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Inputs: None
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Distribution: Purchasing Agent for this invoice
This graphic shows the text contained in a sample notice. The notice contains the following information: To: Kesavan Subramanian; From: Oracle Alert; Subject: Invoices on Price Hold; Notice Information: The following invoices are on Price hold. You are the purchasing agent responsible for these items. Please examine the purchase orders, invoices, and receipts to resolve these issues. If the supplier has overbilled us, please contact the supplier and the accounts payable department.
Additional notice information is shown in the following table:
| Supplier Name | Invoice Number | Purchase Order Number/Line/Shipment | Item Description | Price TPO/Invoice |
|---|---|---|---|---|
| Schaeff | F8994 | 9011/1/Rome | Table | 74.00/96.00 |
| Schaeff | F9002 | 9024/1/Paris | Bookcase | 86.00/99.50 |
Invoices on Quantity Received Hold
This alert looks for invoices on Quantity Received hold and notifies the originating Purchasing Agent for each held invoice. Oracle Alert sends to each responsible purchasing agent a summary message that describes each held invoice and asks the agent to resolve the hold.
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Alert Type: Periodic
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Periodicity: Weekly
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Inputs: None
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Distribution: Purchasing Agent for this invoice
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Implementation Suggestion: To send an alert message to a specific purchasing agent, you must define a descriptive flexfield on the HR_EMPLOYEES table to store an electronic mail name for each employee. Then, revise the alert's Select statement to refer to the appropriate descriptive flexfield segment.
This graphic shows the text contained in a sample notice. The notice contains the following information: To: Kesavan Subramanian; From: Oracle Alert; Subject: Invoices on Quantity Received Hold; Notice Information: The following invoices are on Quantity Received hold. You are the purchasing agent responsible for these items. Please examine the purchase orders, invoices, and receipts to resolve these holds. If we have not received an item, please contact the supplier for prompt delivery.
Additional notice information is shown in the following table:
| Supplier Name | Invoice Number | Purchase Order Number/Line/Shipment | Item Description | Quantity Ordered/ Received/Billed |
|---|---|---|---|---|
| Schaeff | F8994 | 9011/1/Rome | Table | 2/1/3 |
| Schaeff | F9002 | 9024/1/Paris | Bookcase | 1/0/2 |
Invoices on Quantity Ordered Hold
This alert looks for invoices on Quantity Ordered hold. If any exceptions occur, Oracle Alert sends a summary message to each responsible purchasing agent to resolve invoice holds caused by a difference between quantity billed and quantity ordered.
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Alert Type: Periodic
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Periodicity: Weekly
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Input Variables: None
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Distribution List: Purchasing Agent
This graphic shows the text contained in a sample notice. The notice contains the following information: To: Kesavan Subramanian; From: Oracle Alert; Subject: Invoices on Quantity Ordered Hold; Notice Information: The following invoices are on Quantity Ordered hold. You are the purchasing agent responsible for these items. Please examine the purchase orders, invoices, and receipts to resolve these holds. If the supplier has overbilled us, please contact the supplier and the accounts payable department.
Additional notice information is shown in the following table:
| Supplier Name | Invoice Number | Purchase Order Number/Line/Shipment | Item Description | Quantity Ordered/ Received/Billed |
|---|---|---|---|---|
| Schaeff | F8994 | 9011/1/Rome | Table | 2/1/3 |
| Schaeff | F9002 | 9024/1/Paris | Bookcase | 1/0/2 |
Receipt Holds
This alert looks for overdue items that you have not received. If any exceptions occur, Oracle Alert sends a detail message to the original requestor asking for verification of receipt. If the requestor has received the item, the requestor can ask a designated receiver to enter receipt of the item into Purchasing. You may want to adjust the suppress duplicates option of the distribution list to limit repeat messages.
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Alert Type: Periodic
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Periodicity: Weekly
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Input Variables: None
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Implementation Suggestion: To send an alert message to a specific purchasing agent, you must define a descriptive flexfield on the HR_EMPLOYEES table to store an electronic mail name for each employee. Then adjust the alert SQL statement to reference the appropriate descriptive flexfield segment (attribute column) for &AGENT_ID.
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Distribution List: Item Requestor
This graphic shows the text contained in a sample notice. The notice contains the following information: To: Lynne Snider; From: Oracle Alert; Subject: Receipt Verification; Notice Information: You recently ordered goods or services detailed below. The supplier has invoiced us, but we cannot pay the invoice until you acknowledge receipt of the item. Please forward this message to ACLARK, and either specify the quantity of goods or services you have received but not yet acknowledged, or state that you have not received the goods or services.
The following information is also provided: Purchasing Agent: Alan Clark; Supplier Name: Megabyte Memory Corporation; PO Number/Line: 3056/2; Requisition Number: 9421; Invoice Number: 7-988; Invoice Description: Inventory Order; Invoice Line Amount: $6,425.30; Unit of Measure: Each; Quantity Ordered: 3; Quantity Billed: 3; Quantity Received-to-Date: 1; Quantity NOT Acknowledged: 2.
