1Invoices

This chapter contains the following:

Receive and Process Invoices

Introducing the Invoices Landing Page

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Watch: This video tutorial shows you how to use the Invoices landing page to manage your daily work. The content of this video is also covered in text topics.

Overview

Use the Invoices landing page to perform various task when processing invoices. You can focus on invoices that require your attention through one of the 6 infolets displayed on the Invoices landing page.

You can view and edit the incomplete invoices, view the ones recently added, view or release holds and approvals, and review prepayments and payments due.

Start by signing in, clicking the Payables icon, and then click on the Invoices icon. This brings you to the Invoices landing page where the following infolets are displayed and described:

  • Scanned: Invoices that have been recorded in the application through scanning and are incomplete.

  • Recent: The number of invoices that have been updated and recently added.

  • Holds: Displays the number of invoices put on hold and categorized by the type of holds that have been applied.

  • Approvals: Invoices are displayed that are going through the various approval stages defined by you.

  • Prepayments: Displayed in aging buckets defined by you are the available prepayments for invoices.

  • Payments: Indicates by currency the total amount due for payment.

Viewing the overall status of the invoices allows you to take the appropriate action to process the invoices. You can perform the following actions for each infolet:

  • Scanned invoices are arranged in aging buckets, when you click on any of the numbers those invoices are displayed in a table. Notice they are assigned to a specialist for processing. If you are the specialist you can process the invoice accordingly. In the event they are assigned to other specialist you can follow-up with them on processing the invoice.

  • Recent invoices that are were updated or created in the last 7 days are displayed. The slice shows the portion of invoices that still need to be validated. Clicking on the number displays those invoices in the subsequent table.

  • The Holds infolet indicates the types of holds placed on the invoice. The invoice data needs to be corrected to resolve the validation holds. Holds are displayed by the type and require review and release, usually by a manager. Clicking the linked type displays those invoices in the subsequent table.

  • The Approvals infolet displays invoices pending, others, and rejected approvals. You may have invoices you can approve, you can track the pending approvals from other, and those that have been rejected. Clicking on the category displays the invoices in the subsequent table.

  • Prepayments categorize available prepayment that can be applied to invoices. Categorizing them is based on aging buckets defined by you, the number of available payments are displayed in each aging bucket. Clicking on the number in the bucket displays the invoices in the subsequent table.

  • The Payments infolet displays the total amount due for invoices in the next 7 days. Clicking the amount displays the invoices due in the subsequent table.

In the application, an invoice has a header, lines, distributions, and installments.

The following figure shows the components and their relationship to one another.

Invoices have a header, lines, installments, and
distributions.

Header

An invoice header defines common information about an invoice, such as:

  • Invoice number

  • Invoice amount

  • Supplier

  • Payment terms

An invoice header can have multiple invoice lines.

Lines

Invoice lines:

  • Record details of the goods and services including tax, freight, and miscellaneous charges

  • Capture details necessary for integration with applications, such as Oracle Fusion Assets, Oracle Fusion Projects, and Oracle Fusion Purchasing

  • Can be generated automatically by matching an invoice to a purchase order, receipt, or consumption advice

  • Can be entered manually

An invoice line can have one or more distributions.

Distributions

Distributions are used to create accounting entries and include information, such as:

  • Accounting date

  • Distribution combinations

  • Projects information

Installments

An invoice can have one or more installments. Installments include information, such as:

  • Due dates

  • Due amounts

  • Discount dates

  • Payment method

The application provides several types of invoices.

The following table describes each invoice type.

Type Description

Standard

An invoice from a supplier for goods or services rendered.

Prepayment

An advance payment to a supplier.

Credit memo

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

Debit memo

A credit from a supplier that doesn't send you a credit memo document.

Withholding tax

An automatically-generated invoice to a tax authority for withholding tax.

Note: You can create withholding tax invoices manually if the Allow manual withholding option on the Manage Tax Reporting and Withholding Tax Options page is enabled.

Interest

An automatically-generated invoice for interest on overdue invoices.

Standard invoice request

An invoice without a purchase order that's submitted through Oracle Fusion Supplier Portal and that's pending approval from the requester.

Credit memo invoice request

A credit memo without a purchase order that's submitted through Supplier Portal and that's pending approval from the requester.

Payment request

A request from Oracle Fusion Expenses or Oracle Fusion Receivables to disburse funds to a payee that's not defined as a supplier in the application.

Creating Recurring Invoices: Worked Example

This example demonstrates how to create invoices for a recurring rent expense.

The following table summarizes key decisions for this scenario.

Decision to Consider In This Example

Does the supplier send an invoice for the rent?

No

How often do you pay rent?

Once a month

Does a Payables calendar exist with a type of General Purpose and a period frequency of monthly?

Yes

What's the monthly rent expense?

12,000 USD

How long does the rental agreement last?

One year

How many lines are on the invoice?

One

What departments are affected by the rent charge?

All of the departments in the distribution set called Rent Expense

Creating Recurring Invoices

  1. From the Invoices landing page, click the Create Recurring Invoices task to open the Create Recurring Invoices spreadsheet.

  2. Click Yes to connect to the application.

  3. Sign in to Oracle Fusion Applications.

  4. Complete the fields, as shown in this table.

    Field Value

    Business Unit

    Select the business unit

    Invoice Number

    RENT

    Invoice Amount

    12,000

    Supplier

    Select the supplier

    Supplier Site

    Select the supplier site

    Invoice Currency

    USD

    Calendar Name

    Monthly

    From Period

    Apr-14

    To Period

    Mar-15

    Distribution Set

    Rent Expense

  5. Click Create Recurring Invoices.

  6. Review the upload results in the Template Row Status column and in the confirmation message.

  7. Validate the invoices from the Manage Invoices page or through the Validate Payables Invoices process.

Creating Invoices Using a Spreadsheet

Video

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Watch: This video tutorial shows you how to download a spreadsheet, enter invoices, and submit the Import Payables Invoices process from the spreadsheet. The content of this video is also covered in text topics.

Overview

You can create invoices through a spreadsheet using the Create Invoice in Spreadsheet task. From the spreadsheet you can also submit the invoice import process.

Creating Invoices in a Spreadsheet

Consider using the spreadsheet to:

  • Expedite high volume invoice entry for simple invoices that don't require extensive validation.

  • Create invoices with similar lines.

  • Maximize the use of spreadsheet features, such as copy and paste, or hide and unhide.

Import Payables Invoices: How Data Is Processed

Use the Import Payables Invoices process to create invoices from invoice records in the Oracle Fusion Payables open interface tables. After the 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. For more information about file-based data import, see the File Based Data Import guide for your cloud services.

To access the template, complete the following steps:

  1. Navigate to the File-Based Data Import for Oracle Financials Cloud guide.

  2. In the Table of Contents, click File-Based Data Imports.

  3. Click Import Payables Invoices.

  4. In the File Links section, click the link to the Excel template (XLSM template: PayablesStatndardInvoiceImportTemplate.xlsm).

Follow these guidelines when preparing your data in the worksheet:

  • Enter the required information for each column. Refer to the tool tips on each column header for detailed instructions.

  • Do not change the order of the columns in the template.

  • You can hide or skip the columns you do not use, but do not delete them.

Settings That Affect Import Payables Invoices

This table describes the parameters for submitting the import invoices process.

Parameter Description

Business unit

Specify the business unit

Ledger

Specify the ledger.

Source

Select the source for the invoices being imported.

Import Set

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

Invoice Group

Specify the name of an invoice group. If you're importing invoice records for the Spreadsheet source, enter the Spreadsheet invoice group name.

Hold

To apply a hold to all imported invoices, specify the hold name.

Hold Reason

Edit or accept the invoice hold reason description.

Accounting Date

Specify an accounting date. The date is assigned to any invoice in the batch that doesn't already have an accounting date at the line or header level. If you don't enter a date here, or at the invoice header or line, then import uses the accounting date basis to assign the date.

Note

The Accounting Date Basis option is set on the Manage Invoice Options page.

Purge

Select whether to delete all successfully imported invoice records that match the business unit, source, and import set, from the interface tables. Successful records are always purged based on business unit, source, and import set. So records that were processed in any earlier run are also purged in the current run if the three parameters match. Records for invoices that haven't been created yet remain in the tables.

Summarize Report

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

Note

If you don't summarize and you're importing a large number of invoice records, the report could be very long.

How Import Payables Invoices Is Calculated

Submit the Import Payables Invoices process from the Manage Scheduled Processes page. Successfully imported invoices have distributions and installments and can be queried, modified, and validated. The import process rejects invoice records with insufficient or invalid data. The process produces a report so you can review the invoices that weren't imported. You can use the Correct Import Errors task to fix the problems that are identified in the report and then resubmit the import process.

Correcting Payables Invoice Import Errors

The Correct Import Errors spreadsheet allows you to correct import errors encountered during the Payables Invoice import process. You can use the Search feature for locating specific invoice records in the Correct Import Errors spreadsheet. The search feature can be accessed using the Search button on the ribbon tool bar. This launches a new window to conduct your search by entering your parameters. A list of parameters is delivered to you but they are not mandatory when you conduct your search. Each of the parameters are optional and can be used to limit the results of your search.. The following table lists the parameters available to you :

Parameter Name Description

Business Unit

Choose the business unit assigned to the invoices.

Invoice Source

Select the source where the invoice originated or was created.

Import Set

Specify the Import Set to limit your search results.

Supplier

Specify a Supplier to limit your search results.

Supplier Site

Specify a Supplier Site to limit your search results.

Create Date Range

Specify a range of invoice creation dates to limit your search results.

Invoice Date

Specify an invoice date to limit your search results.

Invoice Number

Specify an invoice number to limit your search results.

Invoice Line Number

You can enter a range of values such as 1 in the first column and 10 in the second to retrieve the first 10 lines. If you enter only one value in the column such as 2, then the range is considered to be 2-2.

Show Only Invoice Header

If you only want the invoice header information, enable the check box.

Show Only Error Lines

Change the option to Yes to retrieve only the invoice lines with errors.

Number of Invoices

You can choose any of the available values provided to replace the default value of 50. This determines the maximum number of invoices that will be retrieved in your search.

Total Number of Invoice Lines

You can choose any of the available values provided to replace the default value of 1000. This specifies the total number of invoice lines that will be retrieved in your search.

Tips and Considerations

Consider the following when you conduct your search:

  • There are no mandatory parameters.

  • Only 2 parameters have default values: Number of Invoices and Total Number of Invoice Lines.

  • Opening search and submitting it using the default values, results in the number of invoices and invoice lines displayed are that based on the default parameter values.

  • Once the invoices are downloaded onto the spreadsheet, a message is displayed to show you the total number of invoices that are downloaded as a result of your search.

  • If the total number of invoices that require correction exceed the limit specified in the Number of Invoices parameter, then a message is displayed to you informing you that there are additional invoices that require correction.

  • If the total number of invoice lines that require correction exceed the limit specified in the Total Number of Invoice Lines parameter, then a message is displayed to you informing you that there are additional lines for the invoices that require correction.

Overriding System-Generated Default Values

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

  • The column isn't required and has logic to assign default values.

  • You don't want to provide a value for the column and you want to override the system-generated default value.

When a column has a value of #NULL, the system-generated defaults are ignored and the invoices 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

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

One Time Payments: Overview

The One Time Payments feature allows you to import transactions from external systems as payment requests. Use the File Based Data Import (FBDI) template and make payments through Oracle Fusion Cloud. You can import, update, approve, and pay transactions and get the status update for payments. The payees, parties, and bank accounts are created automatically when transactions are imported into the application. The transactions are validated automatically after they are imported. This eliminates the need for manual intervention.

Points to Consider

  1. You can use the new Import Payment Requests FBDI to enter the payment request information and upload into Payables. Only invoices with the type: Payment Request can be entered into this FBDI spreadsheet.

  2. The default liability and expense accounts for payment requests must be configured in the Common Options for Payables and Procurement.

  3. Implementation of One Time Payment feature do not impact the existing functionality for payment request from Oracle Fusion Accounts Receivables and Oracle Fusion Expenses.

  4. You can create a Payment Process Request (PPR) template by selecting a specific source, so that One Time Payments can be processed separately.

  5. You can use ERP Integration web service for importing of transactions to achieve automated processing

Import Payables Payment Requests: How Data is Processed

Use the Import Payables Payment Requests process to create payment requests from data in the Payment Request interface table. After the import is complete, you can search for the payment requests in Payables to pay the invoices.

Note: You can load data to the payment requests interface tables using predefined templates and the Load Interface File for Import scheduled process. Both are part of the External Data Integration Services for Oracle Cloud. For more information about file-based data import, see the File Based Data Import guide for your cloud services.

Create the payment requests by completing the following steps:

  1. Prepare the data using the predefined XLSM template.

  2. Generate the CSV file.

  3. Transfer the data.

  4. Load and import the data.

  5. Reload the corrected data as necessary.

Settings That Affect the Import Payment Requests

This table describes the parameters for submitting the Payables Payment Requests Import process.

Parameter *Required Description

*Ledger

Yes

Enter the name of a ledger.

Business Unit

Optional

Enter the name of the business unit for the payment request.

*Source

Yes

Note: The Source used for importing payment requests must be created in the Payables Lookups and in the Trading Community Architecture. Configuring the source for Payables can be found in the FSM task: Manage Payables Lookup with the lookup type as: SOURCE. Configuring the Source for TCA can be found in the FSM task Manage Trading Community Source Systems.

Enter the source of payment request.

Import Set

Optional

Enter the name of an import set to limit the import to payment request with a particular import set in the Payment Request Interface table. 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 Payment Request process imports data with the source and group combination that you specify.

Invoice Group

Optional

Enter the name of an invoice group.

Accounting Date

Optional

Enter an accounting date. If you do not enter a date, the Accounting Date is assigned based on the Accounting Date Basis option.

Summarize Report

Optional

Enter whether to summarize the audit portion of the Payables Payment Request Interface Import Report. If you do not summarize, and you are importing a large number of payment requests records, the report could be very long.

Purge

Optional

Enter Yes, for Payables to delete records that match the Source and Group ID of this import.

Enter No, to keep all the records except the rejected records

How Import Payment Requests is Processed

Submit the Import Payables Payment Requests process from the Manage Scheduled Processes page. Successfully imported payment requests are in the status validated, have distributions and installments, and can be queried in Manage Invoices page. The import process rejects payment requests records with insufficient or invalid data. The process produces a report so you can review the payment requests that weren't imported. Correct the payment request information and resubmit this template with the corrected data. Only data which was incorrect is required to be submitted again.

Invoices from a Scanned Image

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Watch: This video tutorial shows you how to complete an invoice that was created from a scanned image. The content of this video is also covered in text topics.

The integrated invoice imaging solution for Oracle Cloud provides scanned image import, intelligent character recognition, and automatic invoice creation. In addition, the solution routes invoices with exceptions to accounts payables personnel for review and completion.

This figure shows the integrated invoice imaging flow.

This graphic displays the Integrated Invoice Imaging
Flow for Oracle Cloud.

Here's a summary of the steps in the imaging process followed by details of the processing flow.

  1. To use the integrated invoice imaging solution, you must have a designated e-mail account to send the invoice images. When you sign up for the Oracle Cloud Application Service, you're provided with one.

  2. After you have the e-mail account, prepare the invoices for processing.

    • If your business process is to receive invoice images from your suppliers, communicate to them your imaging requirements. The suppliers can then e-mail the invoice images directly to the designated e-mail account.

    • If you receive paper invoices, prepare images from the invoices and send the images to the e-mail account.

  3. Once the images are sent to the e-mail account, the imaging solution retrieves them for further processing. The solution checks for new images every minute and creates invoices from the images.

  4. If any exceptions occur during automatic invoice creation, the invoices are marked as incomplete and routed to accounts payable personnel for review and completion. The incomplete invoices appear in the Scanned information tile on the Invoices landing page.

  5. After the rest of the invoice processing tasks are finished, such as validation and approval, the invoices are ready for payment.

E-Mail Scanned Images

Based on agreements with your suppliers, you might receive paper invoices at your bill-to locations, or you might receive images by e-mail. You can communicate imaging requirements to your suppliers, such as to send images in the TIFF format with a minimum of 300 dpi.

For images sent by e-mail, imaging specialists can check for quality and proper formatting. For paper invoices, imaging specialists can sort the invoices into different categories based on parameters, such as geography, invoice type, invoice amount, and due date. They can then scan the invoices to convert them to images.

Imaging specialists forward the images to the designated e-mail account. They can optionally specify attributes in the e-mail subject for the purposes of routing and recording.

Import Images

Oracle Document Capture Import Server retrieves the images from the designated e-mail account at scheduled intervals. All of the invoice images in an e-mail are grouped into a batch.

Recognize Images

The imaging solution sends the batches to Oracle Forms Recognition for intelligent data recognition and extraction of the invoice attributes.

Forms Recognition offers cutting-edge intelligent recognition capabilities for extracting the invoice attributes from the scanned images. Unlike other solutions that use supplier-specific templates to extract information, Forms Recognition can intelligently locate data within the invoice. The data can be found regardless of its location on the image and whether Forms Recognition has processed invoices from that supplier before. As suppliers are added, or an existing supplier changes its invoice layout, Forms Recognition can extract the attributes from the new invoice layouts.

Store Images

Oracle WebCenter Imaging stores the invoice images and extracted information. For the rest of the invoice life cycle, any reference to the invoice image points to the imaging repository. This ensures documents are never replicated further during invoice processing.

Process Invoices

The imaging solution uses the extracted attributes from the images to create the invoices. If exceptions occur during processing, the invoices are marked as incomplete and routed to accounts payable personnel using Oracle Business Process Execution Language (BPEL) workflows. A default routing rule routes the incomplete invoices to all users with the Accounts Payable Specialist and Accounts Payable Supervisor job roles.

Incomplete invoices appear in the Scanned information tile on the Invoices landing page. Invoice header attributes and lines requiring attention are highlighted on the Edit Invoice page for quick identification and resolution. With a dual monitor setup, you can review both the invoice and the invoice image at the same time.

WebCenter Imaging provides an image viewer that's embedded within Oracle Fusion Payables. Accounts payable personnel can review and annotate the images using the embedded image viewer.

This figure shows the Scanned information tile on the Invoices landing page.

This graphic displays the Scanned information tile
on the Invoices landing page.
Pay Invoices

After you complete the rest of the invoice processing tasks, such as validating, approving, and accounting, the invoices are ready to be paid. You can schedule a payment process request to select them for payment.

Receiving Invoice Images from Email: Points to Consider

The integrated invoice imaging solution provides for processing invoice images that are received by email.

The email must be sent in a certain format and meet specifications that are acceptable by Oracle Document Capture. Imaging specialists must scan and convert the paper invoices received from suppliers to images. Alternatively, if invoices have been received as email attachments, imaging specialists check for quality and proper formatting.

You can optionally enter attributes in the email subject for recording on the invoice and for routing if the invoices are incomplete. A preconfigured routing rule is provided to route incomplete invoices to all users with Accounts Payables Specialist and Accounts Payable Supervisor job roles.

Consider the following when receiving invoice images through email.

Invoice Images as Email Attachments

Invoice images can be included in email attachments in the following ways:

  • Single page invoice in one attachment.

  • Multiple page invoice in one attachment.

  • Multiple invoices in one attachment.

  • Single and multiple page invoices in multiple attachments.

    Note: A single invoice cannot be represented by multiple attachments.
Tip: Depending on the size of each scanned image, consider grouping the images into a single email to optimize the number of emails sent for processing.
Attribute Information in the Email Subject

You can specify up to four attributes in an email subject. These attributes can be recorded on the invoice or used to route the incomplete invoices to payables personnel for review and completion. Use the underscore sign (_) as a separator to indicate the start of routing attribute information.

Note: You can also use one of these attributes to override the default business unit on an unmatched scanned invoice.

For example, you have a specific business requirement to record categories on the invoice. These categories include invoice priority, supplier category, manufacturing plant number, storage bin number, and processing queue. You can specify values for these categories in the email subject.

This table lists the categories and their possible values.

Category Value

Invoice priority

Regular, Urgent

Supplier category

Regular, Supply chain related

Manufacturing plant number

Plant-1, Plant-2, Plant-3

Storage bin number

Bin#1, Bin#2, Bin#3

Processing queue

Section1, Section2, Section3

A supplier sends an invoice with the email subject of Invoice-1234 attached. The imaging specialist reviews the email and provides additional routing information in the email subject. The revised email subject is Invoice-1234 attached_Urgent_Supply chain related_Plant-1_Bin#1_Section1.

This table shows how the content in the email subject maps to the routing attributes.

Email Subject Content Routing Attribute Mapping

Invoice-1234 attached

Not applicable since the text appears before the first separator character

Urgent

Routing attribute 1

Supply chain related

Routing attribute 2

Plant-1

Routing attribute 3

Bin#1

Routing attribute 4

Section1

Routing attribute 5

Tip: The routing attribute number and the category aren't explicitly linked together. You must enter the value for the category in the same order.

The supplier sends another invoice with the email subject of Invoice-2345 attached. The revised email subject is Invoice-2345 attached_Regular_Supply chain related_Plant-1_Bin#1_Section1. The routing rule is defined as follows:

  • If routing attribute 1 = Urgent, assign invoice image to accounts payable specialist Harry.

  • If routing attribute 1 = Regular, assign invoice image to accounts payable specialist Nathan.

In this example, invoice 1234 is assigned to Harry and invoice 2345 is assigned to Nathan.

As in the previous example, attributes can include alphanumeric characters. The maximum length for each attribute depends on how many attributes you're using. For example, if you use all five attributes, the maximum length of each attribute is 34 characters. You can modify the maximum length of each attribute to meet your requirements however, the sum of the attribute values should not exceed the limit. This limit is calculated as follows, assuming that all five attributes are used and that the image is stored in the file location C:\OFR\Import\.

  • Total number of characters allowed by Oracle Forms Recognition: 233

  • Number of characters in the file path C:\OFR\Import\: 14

  • Number of characters in the file extension .tif, including the period: 4

  • Number of characters reserved for internal use as a unique reference number: 40

  • Number of separator characters: 5

  • Limit is the total characters minus file path minus file extension minus reserved characters minus separator characters (233-14-4-40-5): 170

Note: The limit changes if you use fewer than five attributes, because fewer separators are needed.

If the attribute in an email subject exceeds the maximum length specified for that attribute, the Document Capture process errors.

An incomplete invoice is an invoice created from an image that has invalid or missing information. Incomplete invoices are automatically routed to users with the Accounts Payable Specialist and Accounts Payables Supervisor job roles for review and completion.

Routing Rule Administration

You can modify the predefined routing rule using the Approval Management extensions of the Oracle SOA Suite and Oracle Human Workflow. The Oracle Business Process Management (BPM) Worklist application provides the interface to administer the rule.

Users with the Financial Application Administrator job role are BPM Worklist administrators and can access the rules in the BPM Worklist application. To navigate to the BPM Worklist application, use the Manage Task Configurations for Financials task. The predefined task that assigns and routes incomplete invoices is called the FinAPIncompleteInvoiceHold task.

Tasks

The following table lists the predefined settings for the FinAPIncompleteInvoiceHold task.

Field Setting

Task Aggregation

Once per stage

On Error Notify

Not applicable

Allow all participants to invite other participants

Not enabled

Allow participants to edit future participants

Not enabled

Allow initiator to add participants

Not enabled

Enable automatic claim

Enabled

Complete task when participant chooses

Not enabled

Enable early completion of parallel subtasks

Not enabled

Complete parent tasks of early completing subtasks

Not enabled

Expiration and Escalation Policy

Never Expire

Reminders

No reminders

Rule Sets and Rules

The FinAPIncompleteInvoiceHold task has a rule set, which is a collection of rules, called IncompleteInvoiceRuleSet. This rule set has a rule called JobRoleAssignmentRule. Rules consist of IF and THEN components. The IF component specifies the conditions that determine when to apply the rule. The THEN component specifies what happens when the conditions are met.

The following table lists the predefined settings for the JobRoleAssignmentRule rule.

Field Value Description

Condition

FinAPHoldApprovalPayloadType.holdName is "Incomplete Invoice"

Activates the rule when the invoice is placed on an incomplete hold. To use other invoice attributes, select from the condition browser window.

List Builder

Resource

Determines the resource to which the invoice is routed.

Response Type

Required

Indicates that the routing notification requires a response.

Participants

Users: null, Groups: "AP_ACCOUNTS_PAYABLE_SPECIALIST_JOB, AP_ACCOUNTS_PAYABLE_SUPERVISOR_JOB", Application Role: null

Identifies the participant to whom the invoice is routed.

Rule Name

"JobRoleAssignmentRule"

Identifies the approval reason to display in the approval history diagram.

Rule Conditions

You can use the available invoice header, line, and distribution attributes in the routing rule condition.

To edit the rule condition:

  1. Start a search in the in the IF section of the rule. The Condition Browser opens.

  2. Select the attribute to use in the condition.

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 invoice amount. You must fully pay a prepayment before you can apply it.

On the Manage Invoice Options page, you can set prepayment options, such as whether to show available prepayments during invoice entry.

Creating a Prepayment

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

The Allow prepayment application option 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, you can apply the prepayment to the invoice to reduce the invoice amount due.

If you disable the Allow prepayment application option, you can't apply the prepayment and the prepayment is classified as permanent. An example of a permanent prepayment is a lease deposit for which you don't 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. A prepayment application line with corresponding distributions is added to the invoice.

Applied prepayments can be either inclusive or exclusive. A supplier might send you an invoice that references a prepayment. If the supplier reduces the invoice amount by the prepayment and associated tax, the prepayment is inclusive. You can designate a prepayment as inclusive by selecting the Included on Invoice option 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.

Note: You can pay a prepayment in a currency that's different from the invoice currency. To apply that prepayment to an invoice, the invoice must have the same invoice currency as the invoice currency of the prepayment.

For example, if you have the following payables documents:

  • Invoice: Invoice currency is USD, payment currency is CAD

  • Prepayment: Invoice currency is USD, payment currency is RUB

You can apply the prepayment to the invoice because both payables documents have an invoice currency of USD.

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.

With corrections you can adjust invoices that were matched to purchase order schedules, distributions, receipts, or consumption advice documents. You can also adjust amounts of invoices that weren't matched. The correction is the difference between the original price, quantity, or amount, and the new price, quantity, or amount. For example, if a supplier decreases the price by 10 USD, the correction invoice is for -10 USD.

You can perform price, quantity, and amount corrections. The purchase order line type determines what type of correction you can make to a matched invoice. The purchase order line type can be amount-based or quantity-based.

Price Corrections

A price correction adjusts the unit price of an invoice that was matched to a purchase order, receipt, or consumption advice. Price corrections don't adjust billed quantities on purchase orders. To correct an invoice for a price decrease, you can create a credit or debit memo. To correct an invoice for a price increase, create a standard invoice.

The following table provides an example of a price correction.

Step Quantity Unit Price Billed Quantity on Purchase Order

Create a purchase order.

5

10 USD

0

Pay the invoice, which results in an invoice price variance of 5*2=10 USD.

5

12 USD

5

Create a credit memo for the price correction, which offsets the invoice price variance.

5

-2 USD

5

Quantity Corrections

A quantity correction adjusts the quantity of an invoice that was matched to purchase order, receipt, or consumption advice. Quantity corrections don't adjust unit prices on purchase orders. To perform a quantity correction, create a credit or debit memo.

Note: You can allocate purchase order distributions for quantity corrections.

The following table provides an example of a quantity correction.

Step Quantity Unit Price Billed Quantity on Purchase Order

Create a purchase order.

200

100 USD

0

Pay the invoice.

200

100 USD

200

Return the defective items and create a debit memo to correct the quantity.

-10

100 USD

150

Amount Corrections

An amount correction adjusts an invoice that was matched to a service-based purchase order or receipt. Amount corrections can also adjust amounts on unmatched invoices. For a negative amount correction, create a credit or debit memo. For a positive amount correction, create a standard invoice.

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

This table describes each invoice line type.

Type Description

Item

Details of goods and services.

Freight

Charges for freight, which can be allocated to Item lines.

Miscellaneous

Charges, such as installation or service, which can be allocated to Item lines.

Prepayment

Lines for prepayment application or unapplication, which are automatically created.

Note: Tax and withholding tax information is included in the Taxes section on the Create and Edit Invoice pages.

Matching is the process of associating an invoice with a purchase order, receipt, or consumption advice. Matching ensures that you pay only for the goods and services that you ordered, received, or consumed.

Matching to Purchase Orders

You can match a single invoice to multiple purchase orders and you can match multiple invoices to a single purchase order.

The matching process:

  • Creates invoice lines using information from purchase order schedules

  • Creates invoice distributions using information from purchase order distributions

  • Updates the billed quantities and amounts on purchase order schedules and distributions

If you match to a purchase order schedule that has multiple distributions, the matched amount is automatically prorated across all the distributions on the schedule. If you match directly to purchase order distributions, amounts are allocated against only those matched distributions.

Tip: During invoice entry, you can specify a purchase order number in the Identifying PO field. Information from that purchase order, such as legal entity and supplier, is then automatically populated on the invoice.
Note: On the Match Invoice Lines page, the purchase orders available for matching have the same legal entity as the invoice.

Matching to Receipts

By matching to receipts, you can avoid invoice holds when paying for partial shipments. Also, conversion rate variances are likely to be smaller. The time between the receipt and invoice is less than the time between the purchase order and invoice.

Tip: If you use periodic costing in Oracle Fusion Cost Management, it's critical that you match to receipts to ensure accurate cost accounting.
Note: On the Match Invoice Lines page, the receipts available for matching belong to purchase orders with the same legal entity as the invoice.

Matching to Receipt Charges

When you match an invoice with freight, tax, or miscellaneous charges to a receipt, the total cost of the goods includes those charges. Cost Management uses this cost information. Matching to receipt charges doesn't affect the billed quantities and amounts on the purchase order schedule.

For example, you purchase a computer from Company A for 1,000 USD. Company B ships you the computer for 50 USD. You can match the freight invoice from Company B to the computer receipt from Company A. The matching process associates the freight charge with the cost of the computer, making the total computer cost 1,050 USD.

Matching to Consumption Advice Documents

You can match to consumption advice documents to pay for consigned items that have been used or whose ownership has transferred from supplier to buyer.

Creating Invoices Using Match in Full: Overview

Match in Full enables you to create invoices. Create your invoices by entering the purchase order number, invoice date, and invoice number. Use the Match in Full feature when the supplier sends an invoice for the full amount of the purchase order. Match in Full cannot be used in the following circumstances:

  • The invoice match option is a receipt.

  • A supplier or the purchase order is setup for self-billing.

  • The purchase order has already been partially matched to an invoice.

Enhanced Invoicing Through the Supplier Portal

You can now update, modify, and save invoices created through the Supplier Portal before submitting them for processing. The following three tables provide information about:

  1. Features for the Supplier users.

  2. Enhanced Supplier user features.

  3. Payables user features.

The table below displays the features and descriptions for Supplier users:

Feature Description

Delete an Invoice

When you delete an invoice, the invoice is removed from the application and you can't query it back.

You can't delete an invoice when:

  • Document Sequence has been generated and applied on the invoice.

  • The invoice is matched to purchase and order the lines are saved.

Cancel an Invoice

When you cancel an invoice, all invoice amounts are set to zero, and the invoice can't be edited or submitted for processing. A canceled invoice can be queried and viewed from the application pages.

Note: You can't update the invoice number on canceled invoices. To reuse the invoice number you can consider modifying it before invoice cancellation.

Cancel an Invoice Line

When you cancel an item line, the line amount is set to zero, and the invoice line can't be edited. Billed quantity on the purchase order is adjusted with the canceled line quantity if the item line is a matched to a purchase order. The changes on the invoice are automatically saved.

New Tax Driver (Tax Classification Code) on Invoice Lines

You can now apply different taxes for every invoice line by providing a Tax Classification Code. The tax driver is available for all invoice line types (Item, Freight and Miscellaneous).

Quantity, Unit Price, and UOM on Invoice Lines

You can now enter Quantity, Unit Price, and UOM details for lines of an unmatched invoice. The fields are applicable only for item lines and not for freight or miscellaneous lines. The application derives the third field when you enter any other two fields.

Recalculate Taxes

You can now calculate tax any number of times until the invoice is submitted. You can modify invoice data such as delete a line, cancel a line, or modify the data and recalculate the taxes. Summary tax lines are displayed with the revised tax details. You can override the calculated tax amount.

Delete an Invoice Line

When you delete an item line, the item line is removed from the application and you can't restore it. You can't delete an invoice line when:

  • Tax is calculated on the invoice.

  • The item line is a saved matched line.

Enhanced Supplier User Features for Supplier Portal Invoices

The enhanced UI has re-arranged fields for better usability and quicker data entry. You can now create the Freight and miscellaneous lines in the same section where you create the item lines.

The features available for a Supplier user are displayed in the table below:

Action Description

Save and Edit Invoices

  • You can save an invoice, created through the Supplier Portal, anytime you are working on it. You can even save and close the invoice and edit it later.

  • Saved invoices are assigned the status of Incomplete and changed to the status of Pending Import upon submission of the invoice.

  • To edit an incomplete invoice, click the invoice number link in View Invoices: Search Results. This opens an Edit Invoice page for an unmatched invoice or matched invoices based on the type of invoice you have queried. Edit the invoice and either save it for further editing or save and submit it for processing.

Saved Invoices in Incomplete Status

  • You can't edit a saved invoice in the Supplier Portal after it's been submitted.

  • You can view a saved Supplier Portal invoice from the Manage Invoices in the Payables workbench. But you can't edit or cancel the invoice unless they have been submitted.

  • Saved Supplier Portal invoices block the period close. You must sweep them and then close the period.

  • Document sequence is assigned to the Supplier Portal invoices when you save them. If you submit the invoice without saving, document sequence is assigned during the submit process.

  • Matched invoices have the billed quantity updated on the purchase order when you perform the Save action. If you submit the invoice without saving, it's updated during the submit process.

  • You can view Invoices that have a status other than Incomplete. In the Invoice Details page, click the invoice number link in the search results.

Override Tax percentage and Tax Rate

  • Along with tax amount, you can now override the tax percentage and tax rate on system calculated tax lines.

  • You can override the tax percentage and tax rate only when you have enabled the tax configuration to overwrite system-calculated taxes.

Edit Invoices Rejected by Users

  • As a Supplier user, you can now edit and resubmit invoices that are rejected from the approval users during the invoice request approval process.

  • You will see the invoice status as rejected and when you access the invoice, it opens in the Edit mode.

  • After making necessary changes, based on the rejection comments from approval users, you can resubmit the modified invoices.

  • You can recognize the invoices eligible for editing with the invoice type as Standard Invoice Request and the status as Rejected.

Payables User Features for Supplier Portal Invoices

The features available for a Payables user are displayed in the table below:

Action Description

Approval Actions for Payables User

When the approval for the Standard Invoice Request (Supplier Portal Invoices) is in progress, as a Payables user, you can now perform actions similar to what you can do during the standard invoice approval process. The actions allowed on Standard Invoice Request are: Withdraw, Resubmit, and Force Approve.

  • Resubmit: This action is only allowed for an invoice request that is withdrawn or rejected. The Resubmit action is allowed only in the online mode.

  • Withdraw: You can withdraw the invoice request workflow on unmatched supplier portal invoices when the approval is still in process. On withdrawal of the approval, the approval status will be stamped as Withdrawn and the supplier will see the invoice status as Pending Import.

  • Force Approve: You're able to Force Approve an invoice request workflow when the approval is still in process, rejected, or is withdrawn. The On Force Approval has the status of In Process and is visible to suppliers. Force Approval is a secured action and you need the security privilege Force Approve Payables Invoice to perform this action.

Cancel Standard Invoice Request

As a Payables user, you can now cancel Supplier Portal invoices when the invoice request approval is in progress. Upon cancellation of the Standard Invoice Request:

  • The invoice status will be updated as Canceled. The invoice amount will be marked as zero and the taxes will be reversed.

  • The Supplier user will see the status as Canceled.

  • The Invoice Request Approval process is automatically withdrawn.

Tips and Considerations

Consider the following:

  • Saved invoices have the status of Incomplete.

  • You can't delete order-matched invoices or the invoices with document sequence assigned.

  • You can't delete order-matched lines. In addition, you can't delete invoice lines after tax calculation is attempted.

  • When the Invoice Request Approval process is rejected, only the Supplier user can edit the invoice from the Supplier Portal and submit the invoice. Payables users will not be able to edit them

  • When application rejects the Invoice Request Approval process, only the Payables users can resubmit them. Supplier users won't be able to edit and resubmit them from the Supplier Portal.

  • You can use the existing delivered duty role of Self-Service Payables Invoice Entry for access. No additional roles are required to work with this feature.

  • You activate this feature by enabling the Opt-in feature: Supplier Portal Invoicing Enhancement. No other setups are required to enable this feature.

Consider the following when working with invoices from the Supplier Portal as a Payables user:

  • You can resubmit rejected invoices by the application only in the online mode. Resubmission through the program Initiate Invoice Approval Workflow is not supported.

  • Force Approval is a secured action and the Payables user must have the security privilege Force Approve Payables Invoice to perform the action.

Track as Asset: Explained

You can create invoices for asset items in Oracle Fusion Payables and send the invoice information to Oracle Fusion Assets. The Track as Asset option on the invoice distribution identifies which invoice to import when you submit the Create Mass Additions process.

Tip: Even if an invoice distribution is enabled for asset tracking, the distribution might not get imported into Assets. The Create Mass Additions process checks that other conditions are also met.

The Track as Asset option applies to invoice distributions with:

  • Asset accounts

  • Expense accounts

Asset Accounts

If you enter an Asset account type on an invoice line, the Track as Asset option is automatically enabled on the generated invoice distribution. The tracking option isn't enabled on the invoice line. If you enter an Asset account type on an invoice distribution, the Track as Asset option on the distribution is automatically enabled.

Note: If you enter a distribution set with Asset accounts on an invoice line, the tracking option is automatically enabled on the Asset account distributions.

Expense Accounts

If you enter an Expense account on an invoice line, to import the information to Assets, enable the tracking option on that line. The generated distributions are automatically enabled for asset tracking.

Note: You can manually enable the tracking 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 about 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 specific projects.

Recording Project Information

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

  • On the invoice line, specify project information to provide default project information to distributions for that line.

  • On the invoice line, specify a distribution set that has project information.

  • On the invoice distribution, specify the project information.

Transferring Project Information

After the invoice is accounted, you can transfer the project information from Oracle Fusion Subledger Accounting to Project Costing. Run the Submit Import and Process Cost Transactions process from the Project Costing work area. When you submit the process, select Payables as the transaction source. Review the results in Project Costing to confirm the invoice lines were transferred.

Transferring Costs to Cost Management: Explained

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

After invoices are accounted, you can transfer cost details to Cost Management by submitting the Transfer Costs to Cost Management program. Payables transfers cost details from invoices that are matched to purchase orders. Cost details include item costs, invoice price variances, item nonrecoverable taxes, and corrections to PO-matched invoices.

Note: Charges, such as freight, miscellaneous, and recoverable taxes aren't transferred.

Invoices for Landed Cost: Overview

Landed cost is the cost incurred to bring an item to its ultimate destination. Examples of landed cost include shipping and handling charges. You can associate invoices for landed cost with trade operations defined in Oracle Fusion Landed Cost Management.

To designate an invoice line as a landed cost, enable the landed cost option in the Invoice lines section on the Create or Edit Invoice pages. You can then enter the charge details on the Charge References dialog box. After the invoice lines are accounted, submit the Transfer Costs to Cost Management process to transfer the invoice distributions to Oracle Fusion Cost Management for further processing.

Invoice distributions provide the accounting information for an invoice line, such as accounting date, amount, and distribution combination. Invoice distributions are used to create invoice accounting entries.

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

Creating Invoice Distributions

Distributions are created:

  • Automatically when you match an invoice to a purchase order, receipt, or consumption advice

  • Automatically through a distribution set

  • Automatically through the allocation of freight and miscellaneous invoice lines

  • Manually on the Manage Distributions page

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

The distribution combination on an invoice line provides the default value for the Manage Distributions page. Changing a distribution combination on the Manage Distributions page doesn't change the distribution combination on the invoice line.

Invoice Routing for Account Coding: Explained

Invoices requiring accounting information can be routed to the users for entering the distribution information. You can configure predefined assignment rules in the Invoice Account Coding workflows to manage the routing of invoices for entry of the distribution information.

When the invoice Account Coding process starts, a workflow builds the list of assignees based on the defined rules. Notifications are sent to the assignees through email and worklist notifications. User can enter the distribution information directly into the worklist notification and complete the assigned task.

Invoice Account Coding Flow

The following table describes the steps in the invoice routing process flow.

Step Description

Enable the Invoice Account Coding workflow

Enable the invoice account coding option on the Manage Invoice Options page for a business unit. You can use the default account coding configuration or you can configure the rules to meet your business requirements. From the Manage Task Configuration for Financials task, navigate to the Account Coding Rules and Controls.

Enter invoices

Create invoices through importing, invoice imaging, spreadsheets, or manual entry.

Submit invoices for validation

Submit the invoice validation process using Batch validation. Invoices that are complete and require accounting information are automatically initiated for the account coding workflow.

Complete the account coding entry

Invoices that are assigned to users for account coding should enter the distribution information and perform the complete action.

Predefined Rules

The Invoice Account Coding workflow has the following predefine rule:

Assign all invoices having the AP_ACCOUNTS_ PAYABLE_ SUPERVISOR_JOB role.

Account Coding Actions

The following account coding actions are from the Manage Invoice and Edit Invoice pages.

  • Initiate: This starts the Account Coding workflow and routes the invoice to the assigned user. The Account Coding status on the invoice changes from Required to Initiate.

  • Withdraw: This cancels all pending workflow processes and open notifications. The Account Coding status on the invoice changes from Initiated to Withdrawn.

  • Force Complete: This can be used when you have to force the completion of an invoice. For example, if an invoice requires to be approved immediately use this to complete the process manually. This changes the Account Coding status to Manually Completed.

  • Resubmit: You can resubmit invoices for account coding when the status is one of the following:

  1. Returned

  2. Withdrawn

  3. Need Review

  4. Complete or Manually Completed and the validation status is Needs to Revalidate.

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

  • Withholding taxes

  • Exemptions

  • Exceptions

Payables provides the tax support for US 1099 income taxes.

You may be required to withhold tax from your supplier invoices 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 Calculation Point option. If you apply withholding tax at invoice validation, then the withheld amount is based on the invoice amount. However, 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 Apply Withholding option and set the other withholding tax options in the Withholding Tax Options section 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 classifications.

  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 classification to an invoice line. You can accept the default withholding tax classification or select another classification. When applying withholding tax, Oracle Fusion Tax 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, Oracle Fusion Tax 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.

Caution:
  • Automatic withholding tax is calculated only once.

  • Automatic withholding tax isn't calculated:

    • For a specific tax after you enter a manual withholding line for that tax.

    • If you pay an invoice with a manual payment or a refund, and the option to apply withholding is at payment time.

Creating Withholding Invoices

After you deduct withholding tax from an invoice, you can optionally create invoices to remit the withheld tax to a tax authority. Oracle Fusion Tax can automatically create withholding tax invoices, or you can perform this task manually. To create withholding tax invoices automatically, set the Tax Invoice Creation Point option to specify whether to create withholding invoices at invoice validation or payment.

Reporting on Withheld Tax

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

  • Withholding Tax Reports by Invoice, Payment, and Supplier

  • Payables Withholding Tax by Tax Authority Report

  • Payables Withholding Tax Letter

Freight and Miscellaneous Charge Allocations: Explained

Allocations associate a freight or miscellaneous charge on an invoice with the cost of the items on the invoice. When you allocate freight or miscellaneous charges, 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 periodic costing 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, tax is automatically calculated when you select an allocation action.

Allocating All Lines

To allocate a freight or miscellaneous charge line to all invoice item lines, select the Allocate All Lines action from the invoice lines action menu. With this action, the charge amount, less inclusive tax, is automatically allocated across the item lines.

For example, an invoice for 110 USD has two item lines, one for 75 USD and one for 25 USD. The freight charge is 10 USD. You allocate the freight to all lines and two distributions are automatically created, one for 7.50 USD and one for 2.50 USD.

Allocating Specific Lines

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

  • Select specific item lines and allocate the charge across the selected lines.

  • Specify a charge amount for each item line.

  • Specify a percentage of the charge amount to allocate to each item line.

Note: You can modify the saved allocations provided the distributions aren't generated yet.

Payment terms are used to automatically create invoice installments. You can define payment terms to create multiple installments and multiple levels of discounts.

Payment terms consist of one or more lines, each of which creates one invoice installment. When you define a payment term, you can specify either percentages or fixed amounts. A payment term line can have up to three discounts. Each line and corresponding installment have a due date and up to three discount dates. Each line and corresponding installment also have due or discount amounts. You can assign a payment term to one or more sets to share that payment term across business units.

This figure shows the components of a payment term.

This graphic displays the Payment term components.

Tip: If you change the payment terms on an invoice, the installments are automatically recalculated and you must reenter any manual adjustments made previously.

Payment Terms Due Dates and Discount Dates

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

  • Fixed Date: A specific day, month, and year that an installment is due for payment.

  • Days: A number of days added to the invoice terms date.

  • Calendar: A Payables calendar that's divided into periods. You can assign a due date to the period that includes the invoice terms date. You can assign due dates to avoid weekends, holidays, and so on. You can't assign calendar-based terms to an invoice if a period isn't defined for the terms date.

  • Day of Month: A type of payment term with the following attributes:

    • Day of Month: A specific day of the month when an installment is due for payment. For example, enter 15 to schedule payment on the fifteenth day of the month. Enter 31 to schedule payment for the last day of the month, including months with less than 31 days.

    • Cutoff Day: The day of the month after which the installment due and discount dates advance to a future month. If you don't specify a cutoff day, the current accounting month is used to determine due and discount dates.

    • Months Ahead: The number that's used to determine the month the installment is due. If you enter 0 and the terms date is the same as, or later than, the cutoff day, the installment is due the following month.

      For example, a payment term has a Cutoff Day of 11, the Day of Month is 15, and Months Ahead is 0. If you enter an invoice with a terms date of January 12, the installment is due February 15. If you enter an invoice with a terms date of January 10, the installment is due January 15. If the terms date is January 12 and Months Ahead is set to 1, the installment is due March 15.

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 for the invoice. If you don't enter an Identifying PO, the supplier site provides the default payment terms. If the supplier site doesn't have payment terms, the payment terms from the Manage Invoice Options page are used. You can override the default payment terms on any invoice.

This figure shows how payment terms flow to the invoice.

This graphic displays the Payment terms flow for
an invoice.

Invoice Installments: Explained

An installment is the part of the 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.

Splitting an Installment

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. 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.

Caution: You can't split an installment that's paid, partially paid, on hold, or selected in a payment process request.

Placing or Releasing a Hold on an Installment

You can place and release holds on installments. Installments with holds can't be paid.

Caution: You can't place a hold on an installment that's paid, already on hold, or selected in a payment process request.

During invoice entry, installments are automatically created using payment terms and terms date information. You can configure your setup to recalculate installments during the invoice validation process.

Settings That Affect Installment Recalculation

Select the Recalculate invoice installments option on the Manage Invoice Options page to recalculate the installments.

Note: Installments are recalculated, regardless of how the recalculate option is set, when both of the following conditions occur:
  • You enable the Exclude tax from calculation option on the Manage Invoice Options page.

  • You manually change a tax amount.

How Invoice Installments Are Recalculated

Installment recalculation uses the most recent applicable start date and the more favorable payment terms. To determine which is more favorable, the ranks on the payment terms are compared.

Caution: Installments aren't recalculated if you manually edit or split any of the installments.

The following table shows which start dates and payment terms are used for recalculating installments for matched and unmatched invoices.

Matched to a Purchase Order Start Date Payment Terms

No

Most recent of the following:

  • Invoice date

  • Terms date

  • Goods received date plus number of receipt acceptance days

Invoice payment terms

Yes

Most recent of the following:

  • Invoice date

  • Terms date

  • Goods received date plus number of receipt acceptance days

More favorable of the following:

  • Invoice payment terms

  • Purchase order payment terms

Invoices: How They're Validated

Before you can pay or create accounting entries for any invoice, you must validate the invoice. You can use the Validate invoice action or you can submit the Validate Payables Invoice process. The validation process performs actions, such as calculating tax, checking that matching variances fall within specified tolerance limits, and placing holds for exception conditions.

Settings That Affect Invoice Validation

The following table describes the settings that affect the invoice validation process:

Setting Description

Calculation point

If set to Invoice on the Manage Tax Reporting and Withholding Tax Options page, the validation process calculates withholding.

Tax invoice creation point

If set to Invoice on the Manage Tax Reporting and Withholding Tax Options page, the validation process creates withholding invoices.

Invoice tolerances

If a supplier has quantity and amount tolerance templates, the validation process checks for matching variances. If a supplier doesn't have tolerance templates, the validation process uses the tolerance templates on the Manage Invoice Options page.

Option parameter

When you validate invoices as part of a batch, you can use the Option parameter to identify which invoices to process.

  • All: Submits validation for all invoices that don't have a status of Validated. The validation process reviews all invoice distributions that weren't yet reviewed and also reviews invoices with unreleased holds.

  • New: Processes only invoice distributions that were entered or imported since the last validation. The validation process selects only invoice distributions that weren't yet reviewed. The validation process doesn't review invoice distributions already on hold.

Budgetary control

If enabled for the ledger, invoice business unit, invoicing business function, and type of transaction, the validation process reserves funds.

How Invoices Are Validated

Whether you validate an invoice by selecting the Validate invoice action, or by running the Validate Payables Invoice process, the validation process:

  • Generates invoice distributions based on:

    • Line information such as default distributions, distribution sets, and overlay distributions

    • Freight or miscellaneous charge allocations

  • Calculates tax

  • Creates tax lines and distributions

  • Calculates withholding

  • Creates withholding invoices

  • Checks for variances between ordered, received, consumed, and invoiced quantities or amounts

  • Applies or releases holds

  • Validates project information

  • Checks conversion rate information

  • Checks period status

  • Reserves funds for invoices requiring budgetary control and places holds for insufficient funds and other budgetary control validation errors

The following examples illustrate how you can resolve holds placed on an invoice by the Validate Payables Invoice process. You can release some invoice holds manually without submitting the validation process. 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. You can also review and adjust tolerance limits, if needed.

Example 1: Billed Quantity Exceeds Received Quantity

An invoice has a matching hold because the billed quantity exceeds the received quantity. For example, the billed quantity is 6 and the received quantity is 5. The receiving department receives the remaining goods and records the receipt. The quantity on the 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 has a 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 tolerances determine whether matching holds are placed on invoices for variances between invoices and the documents you match them to, such as purchase orders. When you run the invoice validation process for a matched invoice, the process checks that matching occurs within the defined tolerances. For example, if the billed amount of an item exceeds a tolerance, a hold is placed on the invoice. You can't pay the invoice until the hold is released.

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

Note: If you specify a percentage tolerance of zero, variance isn't allowed. If you want a low tolerance, specify a small percentage. If an active tolerance doesn't have a value, then infinite variance is allowed.

Quantity-Based Tolerances

Quantity-based tolerances apply to invoices with a match basis of Quantity.

This table describes each quantity-based tolerance.

Tolerance Description

Ordered Percentage

The percentage difference more than the ordered quantity on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed quantity against the ordered quantity without considering price.

Maximum Ordered

The quantity difference more than the ordered quantity on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed quantity against the ordered quantity without considering price. You can use this tolerance if most of your purchase orders have the same relative value.

Received Percentage

The percentage difference more than the received quantity on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed quantity against the received quantity without considering price.

Maximum Received

The quantity difference more than the received quantity on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed quantity against the received quantity without considering price. You can use this tolerance if most of your purchase orders have the same relative value.

Price Percentage

The percentage difference more than the unit price on a purchase order schedule line that you allow suppliers to invoice.

Conversion Rate Amount

The variance that you allow between an invoice amount and the amount of a purchase order schedule. Validation compares the ledger currency amounts, using the invoice and purchase order conversion rates, respectively. You can use this tolerance if you create foreign currency invoices.

Schedule Amount

The variance that you allow between all invoice amounts in the entered currency and the purchase order schedule amount.

Total Amount

The total variance that you allow for both the Conversion Rate Amount and Schedule Amount tolerances combined. You can use this tolerance if you create foreign currency invoices.

Consumed Percentage

The percentage difference more than the consumed quantity on a consumption advice that you allow suppliers to invoice. Validation checks the billed quantity against the consumed quantity without considering price.

Maximum Consumed

The quantity difference more than the consumed quantity on a consumption advice that you allow suppliers to invoice. Validation checks the billed quantity against the consumed quantity without considering price.

Amount-Based Tolerances

Amount-based tolerances apply to invoices that have a match basis of Amount.

This table describes each amount-based tolerance.

Tolerance Description

Ordered Percentage

The percentage difference more than the ordered amount on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed amount against the ordered amount.

Maximum Ordered

The amount difference more than the ordered amount on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed amount against the ordered amount.

Received Percentage

The percentage difference more than the received amount on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed amount against the received amount.

Maximum Received

The amount difference more than the received amount on a purchase order schedule line that you allow suppliers to invoice. Validation checks the billed amount against the received amount.

Conversion Rate Amount

The variance that you allow between the invoice amount and the amount on a purchase order schedule. Validation compares the ledger currency amounts, using the invoice and purchase order conversion rates, respectively. You can use this tolerance if you create foreign currency invoices.

Total Amount

The total variance that you allow for both the Conversion Rate Amount and Schedule Amount tolerances combined. You can use this tolerance if you create foreign currency invoices.

Price Corrections and Tolerances: How Invoice Prices Are Calculated

For invoices with price corrections, the invoice validation process uses a weighted average unit price to check whether invoice prices are within allowed tolerances. The basis for the weighted average unit price is the invoice being corrected and the price corrections for that invoice.

How the Weighted Average Unit Price Is Calculated

The calculation of the weighted average unit price follows this formula: ((quantity * unit price) + (quantity * unit price)) ... / invoiced quantity of the invoice being corrected.

For example, this table shows quantities and amounts for an invoice matched to a purchase order and a price correction for that invoice.

Transaction Quantity Unit Price Quantity * Unit Price

Base Matched Invoice

2

350.00 USD

700.00 USD

Price Correction

2

5.00 USD

10.00 USD

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

Holds can prevent invoice payment, and in some cases, creation of accounting entries.

Holds can be applied automatically and manually. You can release some holds manually. Other holds require that you fix the exception condition before the hold can be released. You can use the predefined holds resolution workflow to route invoices with manually-releasable holds.

The different types of holds are as follows:

  • Invoice holds

  • Installment holds

  • Supplier site holds

  • System holds

Invoice Holds

You can define invoice holds on the Manage Holds and Release page or you can use predefined holds. If you place a manual hold on an invoice, you must release that hold manually.

Installment Holds

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

Note: You can review installment holds on the Manage Installments page.

Supplier Site Holds

You can set supplier holds on the Invoicing tab on the Create and Edit Site pages.

This table describes each supplier site hold.

Hold Description Manually Releasable?

Invoice amount limit

If an invoice amount exceeds the specified limit, the invoice validation process places an Amount hold on the invoice.

Yes

All invoices

You can't select the supplier site for payment in a payment process request or in a Quick payment.

Note: You can view suppliers with this hold in the Supplier Sites on Payment Hold section on the Payments landing page.

No

Unmatched invoices

If an invoice isn't matched to a purchase order, receipt, or consumption advice, the invoice validation process places a Matching required hold on the invoice.

Yes

Unvalidated invoices

The invoice validation process places a Supplier hold on invoices that are created after you enable this option. You can still pay invoices that were previously created and validated.

Yes

System Holds

The invoice validation process automatically applies system holds for exception conditions. For example, if the sum of the invoice distributions doesn't equal the invoice line amount, validation applies a distribution variance hold to the invoice.

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

Note: You can manually release system holds for matching exceptions.

Use the Manage Invoice Holds and Releases page to define holds and releases for invoices. You can assign the holds that you define to invoices, and the invoices can't be paid until you release the holds.

Note: The invoice validation process uses the predefined holds and releases, which you can query on the Manage Invoice Holds and Releases page.

For each hold that you define, you can indicate whether accounting entries can be created. For example, if you assign a hold that doesn't allow accounting to an invoice, you must remove the hold before accounting entries can be created. You can also indicate whether to use the holds and releases in the holds resolution workflow process. The holds resolution workflow routes invoices with manually-releasable holds.

When you define a hold or release, you must associate it with a hold or release type.

Hold Types

This table lists the predefined invoice hold types and indicates whether you can define holds for them.

Hold Type Allows User-Defined Holds?

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

Release Types

This table lists the predefined invoice release types and indicates whether you can define releases for them.

Release Type Allows User-Defined Releases?

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

Routing Invoices with Manually-Releasable Holds: How It Works

You can configure a predefined workflow to notify a user when an invoice has a manually-releasable hold. The default configuration routes PO-matched invoices to the buyer on the PO and routes unmatched invoices to the requester on the invoice. The hold can be released from the notification.

Settings That Affect Routing

To route invoices with manually-releasable holds, you must enable routing for the applicable hold. Select the Allow Holds Resolution Routing option on the Create or Edit Invoice Hold or Release pages.

Tip: Once a hold is enabled for routing, invoices with that hold must proceed through the workflow.

How Manually-Releasable Holds Are Placed

Some holds are placed on invoices automatically by the invoice validation process. Here are some of the other ways in which manually-releasable holds can be placed.

  • You manually place a hold on the Create or Edit Invoice pages.

  • You select the Place hold on invoice action when voiding a payment.

  • You submit the Import Payables Invoices process and specify to place a hold on all imported invoices.

Consolidating Workflow Hold Notification for Similar Matched Holds: Overview

You can now generate a consolidated hold notification for similar matched holds, such as Ordered Amount and Maximum Ordered Amount. Previously the Invoice hold resolution workflow generated a separate hold notification for each hold placed on the invoice. You can also perform Acknowledge or Release actions on multiple holds from the same notification.

Predefined List of Holds

A predetermined list of holds considered for grouping and generating consolidated hold notification is provided for you.

The application generates a consolidated hold notification by grouping the holds together and a consolidated notification is generated for each group.

The following table lists the predetermined holds that are considered for grouping and generating the consolidated hold notification:

Group Tolerance Type Tolerance Name Hold Name

Amount Ordered Holds

Amount

Ordered Percentage

Maximum Ordered

Amount Ordered

Maximum Ordered Amount

Amount Received Holds

Amount

Received Percentage

Maximum Received

Amount Received

Maximum Received Amount

Ordered Quantity Holds

Quantity

Ordered Percentage

Maximum Ordered

Ordered Quantity

Maximum Ordered Quantity

Received Quantity Holds

Quantity

Received Percentage

Maximum Received

Received Quantity

Maximum Received Quantity

Consumed Quantity Holds

Quantity

Consumed Percentage

Maximum Consumed

Consumed Quantity

Maximum Consumed Quantity

For example, an invoice is matched to a receipt and placed on the Ordered Quantity, Maximum Ordered Quantity, Received Quantity, Maximum Received Quantity, Consumed Quantity, and Maximum Consumed Quantity holds. In this case, the holds belong to three different hold groups and hence, three hold notifications are generated.

Deferred Expenses: Explained

Deferred Expenses enables you to defer recognition of expenses incurred across multiple General Ledger periods that you want to accrue. Use multiperiod accounting to create entries across more than one accounting period for a single accounting event.

Multiperiod Accounting

Set Up and Considerations:

Payables automatically considers an invoice for multiperiod accounting if the multiperiod start and end date are provided on either the invoice line or invoice distributions.

The only setup that you might want to edit is the proration formula used in the predefined accounting rule to recognize the expenses. Two proration formulas are predefined by Oracle.

  1. One is to prorate based on the number of periods

  2. The other one is to prorate expenses based on the number of days.

Tips and Considerations

  • The predefined multiperiod accounting rules use the proration formula based on the number of periods.

  • You must configure the rules if you do not want to use the proration based on periods.

  • Multiperiod accounting entries are only generated when the invoice has been accounted.

Note: The predefined accounting rules use proration based on the number of periods.

Deferring Expenses

When you create a transaction with multiperiod accounting, you must enter the following:

  • Start Date: The date when multiperiod accounting begins.

  • End Date: The date when multiperiod ends.

  • Accrual Account: The account where the expenses are assigned until they are recognized.

Note: These columns are available for the column group multiperiod accounting and are hidden by default. The attributes are available on both the invoice line and invoice distributions. The values assigned at the invoice line level automatically default on the invoice distributions, excluding recoverable tax distributions, that you can override.

Considerations

The end date cannot be changed to a date that is earlier than the last recognition journal date.

The multiperiod accounting start date and end date cannot be edited after the expenses are completely recognized.

Any changes to the multiperiod accrual account do not impact the invoice after it has been accounted.

The cancellation of an invoice line or invoice distribution is always accounted on the first day of next open period after the last multiperiod accounting recognition journal date. This is applicable despite the last multiperiod accounting date is in an open or closed period.

Deferred Expenses Using Multiperiod Accounting: Example

A multiperiod invoice has two accounts on the lines and distributions. The existing expense account or distribution set continues to be used to capture the account that the expenses have to be booked. While another account is used to assign the expenses in the interim account until the entire expenditure is recognized. This account is called the multiperiod accrual account. When the invoice is accounted, the expenses are debited to the multiperiod accrual account. Later when the multiperiod accounting process is submitted, a portion of the total expenses is recognized. It is then moved from the accrual account to the actual expense account. The amount recognized depends on the number of accounting periods for which recognition has to be done and the recognition formula used in the accounting rules.

This example demonstrates how the accounting entries are created across more than one accounting period for a single accounting event.

Scenario

An invoice for a 3-month lease is entered on Jan. 10th. The total expense is 12000 USD and covers the rental period from Jan. 1 to Mar. 31. Assuming the rental expenses are split evenly over the 3 months and the monthly accounting calendar is used. The following example displays the accounting for a single period and for multiple periods.

Multiperiod Accounting

Steps for multiperiod accounting:

  1. Create an invoice. Enter the values for the multiperiod start and end dates and the multiperiod accrual account.

  2. Validate the invoice.

  3. Submit the accounting of the invoice in Payables or through the batch accounting program.

  4. At the end of each accounting period submit the Multiperiod Accounting Program to recognize the expenditure for the relevant accounting program.

  5. View the basic accounting and multiperiod recognition entries.

Analysis

The following example displays three accounting entries:

  1. Basic accounting; The accounting entry based on a single period.

  2. Multiperiod accounting: The accounting entries based on deferring the expense over three periods.

  3. Changes to the multiperiod accounting related attributes: The accounting entries when expanding the deferred expense to a fourth period.

Deferred Accounting Example

Basic Accounting

The following table displays the accounting for a prepaid expense for a single accounting period.

Accounting Date Debit or Credit Journal Accounted Debit Accounted Credit

Jan. 10

Debit

Prepaid Expense

12000

0

Jan. 10

Credit

Liability

0

12000

Multiperiod Accounting

The following table displays the accounting for deferring the prepaid expense for multiple periods, using multiperiod accounting.

Accounting Date Debit or Credit Journal Accounted Debit Accounted Credit

Jan. 31

Debit

Rental Expense

4000

0

Jan. 31

Credit

Prepaid Expense

0

4000

Feb. 28

Debit

Rental Expense

4000

0

Feb. 28

Credit

Prepaid Expense

0

4000

Mar. 31

Debit

Rental Expense

4000

0

Mar. 31

Credit

Prepaid Expense

0

4000

Multiperiod Accounting-Related Attributes

All three multiperiod accounting attributes can be changed on the invoice at any time until the expenses are completely recognized. However, not all changes take effect immediately. If the transaction data or the accounting method has been changed after the first recognition entry is accounted in final status, the accounting is impacted by the changes. They are reflected in future entries only and the accounted journal entries are not affected.

For example, if the multiperiod end date has been expanded from Mar 31 to Apr. 30, after the entry for January has been accounted, the difference is reflected in February and the future accounting entries are adjusted:

Accounting Date Debit or Credit Journal Accounted Debit Accounted Credit

Feb. 28

Debit

Rental Expense

2000

0

Feb. 28

Credit

Prepaid Expense

0

2000

Mar. 31

Debit

Rental Expense

3000

0

Mar. 31

Credit

Prepaid Expense

0

3000

Apr. 30

Debit

Rental Expense

3000

0

Credit

Prepaid Expense

0

3000

Document Sequencing in Payables: Explained

Document sequences are unique numbers that are automatically or manually assigned to a created and saved document. You can sequence invoices and payments by assigning them voucher numbers.

To set up sequencing for invoices and payments, perform the following tasks:

  • Specify Ledger Options

  • Manage Payables Document Sequences

  • (Optional) Manage Invoice Options

  • (Optional) Manage Payment Options

Note: The Create Chart of Accounts, Ledger, Legal Entities, and Business Units in Spreadsheet task is an alternative method for creating document sequences.

You can configure the spreadsheet to automatically create a document sequence for invoices and payments. The spreadsheet upload process assigns the invoice document sequence to predefined document sequence categories, such as Standard Invoices and Credit Memo Invoices.

Specifying Ledger Options

You can set the following ledger options:

  • Sequencing By: Enables document sequencing for the ledger or legal entities associated with that ledger.

  • Enforce Document Sequencing: When set to Payables, indicates that invoices and payments require voucher numbers.

  • Enforce Chronological Order on Document Date: Checks the accounting date on the invoice header when you save an invoice. The date must be the same as, or later than, the latest accounting date of an existing invoice with the same legal entity and sequence.

    Note: The Enforce Chronological Order on Document Date option applies only when you sequence by legal entity.

This table describes how the combination of ledger option settings affects the assignment of voucher numbers to invoices and payments.

Sequencing By Enforce Document Sequencing for Payables? Enforce Chronological Order on Document Date? Voucher Number Assignment on Invoices and Payments

Ledger

No

No

Optional

Ledger

Yes

No

Required

Legal entity

No

No

Optional

Legal entity

Yes

No

Required

Legal entity

No

Yes

Required

Legal entity

Yes

Yes

Required

No sequencing

Not applicable

Not applicable

Optional for imported invoices only

Note: The invoice import process rejects invoices if the Enforce Document Sequencing for Payables option is set to Yes and you manually provide a voucher number. If you require manual voucher numbering during import, set the Sequencing By option to No sequencing.

Managing Payables Document Sequences

With the Manage Payables Document Sequences task you can:

  • Create a document sequence for the applicable determinant type: ledger or legal entity.

  • Assign the sequence to one or more document sequence categories.

  • Specify the ledgers or legal entities that the assignment applies to.

  • Optionally enable the Audit option to store audit information in the AP_DOC_SEQUENCE_AUDIT table.

    Note: You can view audit information by running the Payment Audit by Voucher Number Report and the Payables Invoice Audit by Voucher Number Listing.

Managing Invoice Options

You can set the Allow document category override option to allow changes to the default document category on an invoice.

Managing Payment Options

You can set the Allow document category override option to allow changes to the default document category on a payment.

Enforcing Chronological Order on Invoice Voucher Numbers: Example

You can enforce, for a specific legal entity and document sequence, a chronological order of voucher number assignment based on the invoice header accounting date.

Scenario

The following example illustrates chronological voucher number assignment for two legal entities belonging to the same ledger and using different document sequences.

The Ledger options are set as follows:

  • Sequencing By is set to Legal entity.

  • Enforce Chronological Order on Document Date is enabled.

The ledger has the following setup:

  • Legal entity LE1

  • Legal entity LE2

  • Business unit BU1

You define two document sequences called Sequence 1 and Sequence 2 and assign:

  • Both to document sequence categoryStandard Invoices

  • Sequence 1 to LE1

  • Sequence 2 to LE2

This table shows how voucher numbers are assigned to the invoices.

Business Unit Legal Entity Invoice Accounting Date Voucher Number

BU1

LE1

INV-1

April 7, 2014

100

BU1

LE1

INV-2

April 10, 2014

101

BU1

LE2

INV-3

April 14, 2014

100

BU1

LE2

INV-4

April 16, 2014

101

The maximum accounting date for:

  • LE1 and Sequence 1 is April 10, 2014.

  • LE2 and Sequence 2 is April 16, 2014.

This table shows how voucher numbers are assigned to the next two invoices.

Business Unit Legal Entity Invoice Accounting Date Voucher Number

BU1

LE1

INV-5

April 9, 2014

None. You can't save the invoice.

BU1

LE2

INV-6

April 16, 2014

102

You can't save invoice INV-5 because the accounting date of April 9, 2014 is earlier than the maximum accounting date of April 10, 2014 for LE1 and Sequence 1.

You can save INV-6 because the accounting date of April 16, 2014 is the same as or later than the maximum accounting date of April 16, 2014 for LE2 and Sequence 2.

Variance Accounts: Explained

The accounts that record invoice distributions and related variance distributions depend on the accrual method and item type.

Accrual Method

If you accrue at receipt, also known as perpetual accrual, the accrual is recorded when you receive the item. When you create accounting for the invoice, the accrual is reversed and the accounts payable liability is recorded.

If you accrue at period end, run the Create Period End Accruals process to create accrual journal entries for all uninvoiced receipts. The entries are automatically reversed in the next period. When you create accounting for the invoice, the expense and accounts payable liability is recorded.

Item Type

You must use the receipt accrual method for inventory items. For expense items, set the Accrue Expense Items option on the Manage Common Options for Payables and Procurement page to receipt or period end. If the option is set to receipt accrual, you can change it to period end on the purchase order (PO) schedule.

Variance Accounts for Expense Items

Variance distributions are created at invoice validation time.

This table lists the variance accounts for expense items by accrual method.

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 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

Approval Actions: Points to Consider

If you're using the invoice approval workflow, you can start the approval process and handle approval exceptions on the Edit Invoice and Manage Invoices pages. You can select from the following actions:

  • Initiate

  • Withdraw

  • Hold

  • Force approve

  • Resubmit

Initiate

This action starts the approval workflow and routes the invoice to the applicable approvers. The approval status on the invoice changes from Required to Initiated.

Withdraw

This action cancels all pending workflow processes and open notifications. The approval status on the invoice changes from Initiated to Withdrawn.

Hold

The Hold action delays the invoice approval. The approval status on the invoice changes from Required to Held from Approval. The invoice still requires approval before it can be paid, and you must initiate approval at a later time.

Force Approve

You may have to force approve an invoice, for example, if an invoice must be paid immediately. Before you can select this action, you must have the appropriate privileges and enable the Allow force approval option on the Manage Invoice Options page. The approval status on the invoice changes to Manually approved.

Note: The Accounts Payable Manager job role can force approve invoices.

Resubmit

You can resubmit an invoice for approval when:

  • The approval status on the invoice is:

    • Rejected

    • Withdrawn

    • Held from approval

    • Resubmit for approval

  • The approval status on the invoice is Workflow approved or Manually approved and at least one of the following invoice attributes has changed:

    • Invoice amount

    • Line amount

    • Distribution combination

    • Distribution set

    • Tax amount

    • Line added

    • Line canceled

B2B XML Invoices: How They're Processed

Oracle Fusion Payables provides an inbound Oracle B2B flow for receiving supplier invoices in XML format. Using Oracle Fusion Collaboration Messaging Framework is the simplest and recommended way to set up B2B messaging between customer and supplier.

Collaboration Messaging Framework

Oracle Fusion Collaboration Messaging Framework (CMK) provides a simplified way to set up business to business (B2B) communication within the procure-to-pay business flow. CMK supports messaging with trading partners using Service Providers such as Oracle Supplier Network. In this model, the service provider acts as an intermediary between the trading partners and the Oracle Fusion Applications customers. Once a trading partner is on-boarded to a service provider network, the partner can exchange messages with any Oracle Fusion Applications client.

Setting up B2B messaging between Oracle Fusion Applications and Oracle Supplier Network involves the following steps:

  • Set up the buyer and supplier accounts in Oracle Supplier Network.

  • Set up the Collaboration Messaging Framework in Oracle Fusion.

  • Set up the service provider Delivery Channel in B2B.

  • Supplier site set up for which B2B messaging is to be enabled.

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 to receive electronic communications from the supplier and assigns a Site Code to the supplier site that's sending the B2B invoices. In the invoice header of the invoice payload, the supplier has to provide the B2B Site Code. The B2B Site Code is populated in the <PARTNER><PARTNRIDX> element, where <PARTNER><PARTNRTYPE> = Supplier. The 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 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.

This diagram displays the steps for importing invoices.

This table describes the process flow in more detail.

Performed By Description

Supplier

Signs in to Oracle Supplier Network and uploads the invoice payload, that contains one or more invoices in OAG format.

OSN

Passes the invoice payload to CMK.

CMK

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

Submits the Import Payables Invoices process 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 process and identifies import rejections. updates the interface table data using the Correct Import Errors spreadsheet and resubmits the import process.

Rejections that occur due to supplier errors are automatically sent to the supplier by email for correction. The supplier has to resend the invoice payload after they have been corrected. Therefore, the invoices do not appear in the Correct Import Errors spreadsheet. The following is a list of rejections that the supplier is automatically notified when they occur:

  • Billed quantity is less than 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

  • Invalid PO line number

  • No PO schedule number

Note:

If the supplier email is not available, then these rejections are treated as nonsupplier rejections. They are available for correction in Correct Import Errors spreadsheet.

Payables supervisor

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

The XML invoice process has the following limitations:

  • All invoices in one XML message must be from the same supplier and supplier site.

  • Tax only invoices aren't supported.

  • The order of the invoice lines within an invoice in the invoice payload might not be preserved. For invoices created from the payload, item lines appear first, followed by charge lines, and then tax lines.

  • The following invoices structures are supported:

    <PROCESS_INVOICE>

    INVHEADER (Invoice header)

    INVLINE (Item line)

    INVCHARGE (Freight or miscellaneous charge line)

    INVTAX within INVLINE (This tax line has the same LINE_GROUP_NUMBER as the Item line.)

    INVTAX (This tax line doesn't have a LINE_GROUP_NUMBER because it's prorated across all taxable Item lines in the invoice.)

    </PROCESS_INVOICE>

  • The following invoice structures aren't supported:

    • INVTAX and INVCHARGE within INVHEADER

    • INVCHARGE within INVLINE

The following table shows the fields in the OAG 7.2.1 XML payload that are used by Oracle Fusion Payables to process the invoice payload.

Field OAG Tag Invoice Attribute

INVHEADER

DOCUMENTID

Invoice Number

DATETIME (Qualifier = DOCUMENT)

Invoice Date

AMOUNT.VALUE

Invoice Amount

AMOUNT.CURRENCY

Invoice Currency

DESCRIPTN

Invoice Description

USERAREA.HEADERDFF.ATTRIBUTECATEGORY

Header DFF Attribute Category

USERAREA.HEADERDFF.ATTRIBUTE1

Header DFF Attributes

INVLINE

AMOUNT.VALUE (Qualifier = EXTENDED)

Item Line Amount

DESCRIPTN

Line Description

OPERAMT.VALUE (Qualifier = UNIT)

Unit Price

QUANTITY (Qualifier = ITEM)

Quantity

UNIT

Unit Price

DOCUMENTREF.DOCTYPE

Purchase Order

DOCUMENTREF.DOCUMENTID

PO Number

DOCUMENTLINENUM

PO Line Number

DOCUMENTREF.SCHLINENUM

PO Schedule Number

INVCHARGE

AMOUNT.VALUE (Qualifier = EXTENDED)

Charge Line Amount

CHARGETYPE

Invoice Line Type: Should be FREIGHT or MISCELLANEOUS

DESCRIPTN

Line Description

INVTAX

AMOUNT (Qualifier = TAX)

Tax Line Amount

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

Destination

INVOICE_NUM

Enter the invoice number. If you don't 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 instead of accepting the default value. The import process rejects invoices with duplicate invoice numbers.

Validation

Destination

INVOICE_TYPE_LOOKUP_CODE

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

Validation

Destination

INVOICE_DATE

Date of the invoice. If you don't enter a value, the date that you submit the import process is used as the invoice date. Also if the Enable Legal Entity Time Zone profile is enabled, the invoice date is the date of the legal entity time zone.

The import process might use the invoice date as the terms date and the accounting date, 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

Destination

PO_NUMBER

Number of the purchase order to which you are matching the invoice. If you enter a value, the import process uses the purchase order information to create distributions and populate various columns in the AP_INVOICE_DISTRIBUTIONS_ALL table. If you don't create invoices from a spreadsheet, the import process uses the PO_NUMBER value to derive the AP_INVOICES_ALL.VENDOR_ID table column. The import process uses the PO_NUMBER to derive the AP_INVOICES_ALL.VENDOR_ID table column if you don't specify a supplier. Also, if you don't specify the supplier site, the PO_NUMBER could be used to derive the AP_INVOICES_ALL.VENDOR_SITE_ID table column.

Note: To match to a purchase order, you don't have to enter a value here if you enter a value in the AP_INVOICE_LINES_INTERFACE.PO_NUMBER table column.

Validation

Destination

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.

Validation

Destination

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.

Validation

Destination

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.

Validation

Destination

VENDOR_SITE_ID

Internal identifier for the supplier site. If you don't provide a valid value in the VENDOR_SITE_CODE or VENDOR_SITE_ID columns, the import process searches for the site in the following order:

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

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

  3. Purchase order number matched at the header level

The import process rejects the invoice if it can't identify a valid supplier site.

Validation

Destination

VENDOR_SITE_CODE

Name of the supplier site. If you don't provide a valid value in the VENDOR_SITE_CODE or VENDOR_SITE_ID columns, the import process searches for the site in the following order:

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

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

  3. Purchase order number matched at the header level

The import process rejects the invoice if it can't identify a valid supplier site.

Validation

Destination

INVOICE_AMOUNT

Amount of the invoice. Don't exceed the precision of the currency for the invoice. For example, if you're entering an amount in US dollars, don't enter more than two numbers after the decimal point.

Validation

Destination

INVOICE_CURRENCY_CODE

Currency for the invoice. If you don't enter a value, the supplier site provides the default currency during import.

Validation

Destination

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 to derive the conversion rate. If the EXCHANGE_RATE_TYPE column is User, you must provide a value for the EXCHANGE_RATE column.

If you didn't enter the invoice in a spreadsheet and the EXCHANGE_RATE_TYPE is Spot or Corporate, the import process supplies the conversion rate value. If the entered currency has a fixed rate to your ledger currency, the import process overwrites any value you enter with the fixed rate. You can review the import process log file for conversion rate overwrites.

Validation

Destination

EXCHANGE_RATE_TYPE

Type of rate for converting the entered currency to the ledger currency. If the value in the INVOICE_CURRENCY_CODE column is a foreign currency, enter a conversion rate type. You can enter a predefined or user-defined conversion rate type.

If the invoice has a foreign currency and you don't enter a value, the import process uses the rate type from the common options page. If the entered currency and the ledger currency are associated fixed-rate currencies, such as EUR and another EMU currency, enter EMU Fixed.

Validation

Destination

EXCHANGE_DATE

Enter a value if you enter a foreign currency in the CURRENCY_CODE column. The date that 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 import process uses the invoice accounting date.

Validation

Destination

TERMS_ID

Internal identifier for the payment terms. 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. Terms for the purchase order number in the invoice header

  3. Terms for the purchase orders that one or more lines are matched directly or indirectly through a receipt. This applies only when one set of terms is represented.

  4. Supplier site

  5. Payment terms that are specified on Manage Invoice Options page

If none of these sources has a value for payment terms, the import process rejects the invoice. For calendar-based payment terms, if a period isn't defined for the terms date, the import process uses the terms date as the installment due date.

Validation

Destination

TERMS_NAME

Payment terms used to create invoice installments. 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. Terms for the purchase order number in the invoice header

  3. Terms for the purchase orders that one or more lines are matched directly or indirectly through a receipt. This applies only when one set of terms is represented.

  4. Supplier site

  5. Payment terms that are specified on the Manage Invoice Options page

If none of the sources has a value for payment terms, the import process rejects the invoice. For calendar-based payment terms, if a period isn't defined for the terms date, the import process uses the terms date as the installment due date.

Validation

Destination

DESCRIPTION

Enter the description for the invoice. If you're matching to a purchase order and don't enter a value, the import process uses the item description from the purchase order line.

Validation

Destination

AWT_GROUP_ID

Internal identifier for the withholding tax group. The import process assigns the tax group to the invoice line unless you specified a withholding tax group in any of the following table columns: AP_INVOICE_LINES_INTERFACE.AWT_GROUP_ID, AP_INVOICE_LINES_INTERFACE.AWT_GROUP_NAME.

If you don't provide a value and withholding tax is enabled, 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

Validation

Destination

AWT_GROUP_NAME

Name of the withholding tax group. The import process assigns the tax group to the invoice line unless you specified a withholding tax group in any of the following table columns: AP_INVOICE_LINES_INTERFACE.AWT_GROUP_ID, AP_INVOICE_LINES_INTERFACE.AWT_GROUP_NAME.

Validation

Destination

LAST_UPDATE_DATE

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

Validation

Destination

LAST_UPDATED_BY

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

Validation

Destination

LAST_UPDATE_LOGIN

Who column indicating the user who last updated the row.

Validation

Destination

CREATION_DATE

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

Validation

Destination

CREATED_BY

Who column that indicates the user who created the row.

Validation

Destination

ATTRIBUTE_CATEGORY

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

Validation

Destination

ATTRIBUTE1-15

Enter descriptive flexfield information. The structure of the information, such as data types and value sets, must match the structure of the global descriptive flexfield segments that you defined. If the structure doesn't match, you may encounter validation problems on invoice pages.

Validation

Destination

GLOBAL_ATTRIBUTE_CATEGORY

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

Validation

Destination

GLOBAL_ATTRIBUTE1-20

Enter descriptive flexfield information. The structure of the information, such as data types and value sets, must match the structure of the global descriptive flexfield segments that you defined. If the structure doesn't match, you may encounter validation problems on invoice pages.

Validation

Destination

STATUS

Status of the data in or after the import process. Don't enter a value in this column. This column is for internal use only.

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Destination

SOURCE

Source of the invoice data. You can define additional sources on the Manage Payables Lookups page. If you defined additional sources, use a unique source name for each type of source. The source name also determines which records the import process selects. You specify a source name when you submit the import process.

Validation

Destination

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 enables you to concurrently import or purge records for the same source. You might want to assign a group ID if you're processing a large number of records.

Validation

Destination

REQUEST_ID

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

Validation

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PAYMENT_CURRENCY_CODE

Currency for the payment.

Validation

Destination

DOC_CATEGORY_CODE

If you're using automatic sequential numbering, the import process uses this column to assign a document category to the invoice. If you enable the Allow Document Category Override option, you can enter a document category other than STANDARD or CREDIT. If you don't enter a value, the import process uses STANDARD if the invoice is zero or positive, and CREDIT if the invoice is negative.

Validation

Destination

VOUCHER_NUM

If you use manual sequential numbering, enter a unique value for the voucher number you want to assign to the invoice. The number should not exceed nine digits or processing problems could occur.

Validation

Destination

PAY_GROUP_LOOKUP_CODE

Pay group that the invoice is assigned to. Used to group a category of suppliers or invoices into a single pay run. If you don't enter a value, the supplier site provides the default value. If the supplier site doesn't have a pay group, the supplier provides the default value. If neither the supplier nor supplier site has a value, the import process uses the default pay group from the Manage Invoice Options page.

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Destination

GOODS_RECEIVED_DATE

This value is used as the terms date if the TERMS_DATE column is blank and the Terms Date Basis invoice option is Goods received date.

Validation

Destination

INVOICE_RECEIVED_DATE

Date when you received the invoice. This value is used as the terms date if the TERMS_DATE column is blank and the Terms Date Basis invoice option is Invoice received date.

Validation

Destination

ORG_ID

Identifier of the business unit associated with the invoice. Spreadsheet invoices are assigned the ID that's associated with the user's job role. If the column has no value, the import process uses the business unit that's associated with the job role that submitted the import.

Validation

Destination

GL_DATE

The accounting date for the invoice. If the invoice is matched to a purchase order, invoice distributions are created immediately. The import process searches the following sources in the order listed, for an accounting date to assign to the invoice distributions:

  • Invoice line record

  • Invoice header record

  • Accounting date parameter from the import submission

  • Accounting date basis invoice option

Note: For the accounting date basis search:
  • If the basis is Goods received or invoice date, the goods received date is used unless it doesn't exist. In that case, the invoice date is used as the accounting date.

  • If the basis is Goods received or system date, the goods received date is used unless it doesn't exist. In that case, the system date at import time is used as the accounting date.

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

Validation

Destination

ACCTS_PAY_CODE_COMBINATION_ID

Value for the accounts payable liability account. If you don't provide a value, the import process uses the account from the supplier site.

Validation

Destination

EXCLUSIVE_PAYMENT_FLAG

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

Validation

Destination

OPERATING_UNIT

Name of the business unit that processes invoices for purchase orders raised by one or more requisitioning business units.

Validation

Destination

SETTLEMENT_PRIORITY

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

BANK_CHARGE_BEARER

The bearer of the bank charge cost.

PAYMENT_REASON_CODE

Code that provides the payment system or bank with additional details about the reason 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.

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Destination

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.

Validation

Destination

AMOUNT_APPLICABLE_TO_DISCOUNT

Invoice amount applicable to discount.

Validation

Destination

PREPAY_NUM

Invoice number of an existing, fully paid prepayment with the same supplier site as the invoice the prepayment is being applied to. Leave blank to apply all available prepayments in chronological order, starting with the oldest prepayment, up to the prepayment amount.

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

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Destination

PREPAY_APPLY_AMOUNT

Amount of prepayment to apply to the invoice.

Validation

Destination

PREPAY_GL_DATE

Accounting date for the application of the prepayment. The import process uses this date as the accounting date on the prepayment type distribution of the imported invoice. If you don't enter a value, the import process uses the system date as the prepayment accounting date.

Validation

Destination

INVOICE_INCLUDES_PREPAY_FLAG

A value of Y indicates that the invoice amount was reduced by a prepayment. The import process doesn't reduce the paid amount by the prepayment that's applied to it.

Validation

Destination

VENDOR_EMAIL_ADDRESS

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

Validation

Destination

TERMS_DATE

The payment terms start date. If null, the import process derives the value based on the Terms Date Basis invoice option if you provided a value for the column.

Validation

Destination

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

Destination

EXTERNAL_DOC_REF

Identifier that your supplier assigns to the invoice record.

Validation

Destination

REMIT_TO_SUPPLIER_NAME

Supplier that receives payment on behalf of the supplier on the invoice.

Validation

Destination

REMIT_TO_SUPPLIER_ID

Identifier for the supplier that receives payment on behalf of the supplier on the invoice.

Validation

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REMIT_TO_ADDRESS_NAME

Address belonging to the supplier or party that receives payment.

Validation

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REMIT_TO_ADDRESS_ID

Identifier for the address belonging to the supplier or party that receives payment.

Validation

Destination

RELATIONSHIP_ID

Identifier for a third-party payment relationship.

Validation

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REMIT_TO_SUPPLIER_NUM

Unique number to identify a supplier.

Validation

Destination

BUDGET_DATE

Budget date for invoices that require budgetary control. If populated, the BUDGET_DATE column in the AP_INVOICE_LINES_INTERFACE table takes precedence over this column. If neither table has a budget date, the import process uses the Budget Date Basis invoice option to determine the budget date for the invoice.

Destination

FIRST_PARTY_REGISTRATION_ID

The first-party registration unique identifier.

Validation

Destination

THIRD_PARTY_REGISTRATION_ID

The third-party registration unique identifier.

Validation

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FIRST_PARTY_REGISTRATION_NUM

The tax registration number of the first party.

Validation

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THIRD_PARTY_REGISTRATION_NUM

The tax registration number of the supplier.

Validation

Destination

Invoice Open Interface Table AP_INVOICE_LINES_INTERFACE

This table stores invoice lines information for import into Oracle Fusion Payables base tables using the Import Payables Invoices process.

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 and prorate it across three item lines, the import process creates three tax invoice distributions.

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.

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Destination

INVOICE_LINE_ID

Specify a unique number for each invoice line. If you don't specify a value, this column is populated by the AP_INVOICE_LINES_INTERFACE_S sequence.

Validation

Destination

LINE_NUMBER

Enter a unique number to identify the line.

Validation

Destination

LINE_TYPE_LOOKUP_CODE

Type of invoice line. Enter the lookup code for the type of invoice line to create from this record.

Validation

Destination

LINE_GROUP_NUMBER

To prorate a charge to a group of lines, enter the same number on each item line to which you want to prorate that charge. For example, to prorate tax across two Item lines, enter the same line group number for the two Item lines and the Tax line.

Validation

Destination

AMOUNT

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

Validation

Destination

ACCOUNTING_DATE

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

  1. Invoice line record

  2. Invoice header record

  3. Accounting Date parameter from the import process submission

  4. Accounting Date Basis setting on the Manage Invoice Options page

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, the application uses the goods received date. The application uses the invoice date if the invoice doesn't have a received date for the goods. If the Accounting Date Basis option is set to Goods received or system date, the application uses the goods received date. The application uses the system date at time of import if the invoice doesn't have a received date for the goods.

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

Validation

Destination

DESCRIPTION

Enter a description to assign to the invoice line. If blank and you match to a purchase order, import uses the item description on the purchase order line for the AP_INVOICE_LINES_ALL.DESCRIPTION table column.

Validation

Destination

PRORATE_ACROSS_FLAG

If set to Y on a non-Item type line, the import process prorates the charge to item lines with the same LINE_GROUP_NUMBER column value. If no LINE_GROUP_NUMBER is specified, the import process prorates the charge to all Item lines. If this column is set to N, import doesn't 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 that you prorate the charge to. The expense account of the Item line is assigned to the new invoice distribution.

Validation

Destination

TAX_CODE_ID

Identifier for the tax code to be used.

Validation

Destination

FINAL_MATCH_FLAG

If you're certain that this is a final match against the purchase order, enter Y. If the invoice is matched to a receipt, the import process ignores any value in this column.

Validation

Destination

PO_HEADER_ID

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

Validation

Destination

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 supplier information in another column that's different from this purchase order, the application uses the supplier on the purchase order. The import process ignores any other supplier information that you entered.

Validation

Destination

PO_LINE_ID

Internal identifier for the purchase order line number. If you're matching to a purchase order line, you can specify a value for either the PO_LINE_ID or the PO_LINE_NUMBER column.

Validation

Destination

PO_LINE_NUMBER

To match to a purchase order line, enter a value for either the PO_LINE_NUMBER or PO_LINE_ID column. Alternatively, you can identify a purchase order line number by entering only an ITEM_ID or an ITEM_DESCRIPTION value. 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.

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Destination

PO_LINE_LOCATION_ID

Internal identifier for purchase order schedule.

Validation

Destination

PO_SHIPMENT_NUM

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

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

Validation

Destination

PO_DISTRIBUTION_ID

Internal identifier for purchase order distribution number. If you're matching to a purchase order distribution, you can enter a value for either the PO_DISTRIBUTION_ID or the PO_DISTRIBUTION_NUM column.

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Destination

PO_DISTRIBUTION_NUM

Purchase order distribution number. If you're matching to a distribution, you must enter a value for either the PO_DISTRIBUTION_NUM or PO_DISTRIBUTION_ID column.

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Destination

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 and the import process attempts to match to a purchase order line. For example, a supplier has one purchase order for personal computers that includes a single line for monitors. To match to the line with monitors if you don't know the purchase order number, enter the proper INVENTORY_ITEM_ID value for the monitors. The import process matches to the correct purchase order line for the monitors.

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Destination

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 and the import process attempts to match to a purchase order line. For example, a purchase order has one line for books and one line for software and you don't know which line is for which item. You can enter the exact description for the books item and the import process matches to the correct purchase order line.

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Destination

QUANTITY_INVOICED

Number of units invoiced. For example if there are five chairs on the invoice, enter 5. If you enter a value for the UNIT_PRICE column and leave this column blank, the import process calculates the invoiced quantity. The process divides the AMOUNT column value by the UNIT_PRICE column value.

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 updates the newest unbilled quantity with the excess.

Validation

Destination

SHIP_TO_LOCATION_CODE

To match to a purchase order schedule when either the PO_SHIPMENT_NUM or PO_LINE_LOCATION_ID columns are blank, you can enter a value for this column. One schedule on the purchase order must have the SHIP_TO_LOCATION_CODE value that 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.

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Destination

UNIT_PRICE

Unit price for purchase order matched invoice items. Must be positive for standard invoices and negative for credit memos.

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Destination

DISTRIBUTION_SET_ID

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

Don't enter a value here if you're matching this line to a purchase order, prorating, or entering an account.

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Destination

DISTRIBUTION_SET_NAME

Name of the distribution set. During import, distributions are created only for matched lines. The DISTRIBUTION_SET_NAME or DISTRIBUTION_SET_ID column is populated for unmatched invoices and distributions for these invoices aren't automatically created through import. If you enter a value here, you don't have to enter the corresponding value for DISTRIBUTION_SET_ID.

Don't enter a value in this column if you're matching to a purchase order, prorating, or entering an account.

Validation

Destination

DIST_CODE_CONCATENATED

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

Validation

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DIST_CODE_COMBINATION_ID

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

Validation

Destination

AWT_GROUP_ID

Internal identifier associated with the withholding tax group name. To assign a withholding tax group to the line, you don't have to enter a value if you enter a value for the AWT_GROUP_NAME column.

Validation

Destination

AWT_GROUP_NAME

Withholding tax group name. When you enter a withholding tax group for a line, all of the withholding taxes in the group are applied to the line. If you don't enter a value for this column, the import process uses the value you entered for the AP_INVOICES_INTERFACE.AWT_GROUP_NAME table column. If you didn't enter a value, the import process uses the supplier site value if there is one.

Validation

Destination

LAST_UPDATED_BY

Enter the ID of the person who last updated this record, usually the same value as the CREATED_BY column. If you don't enter a value, the import process uses the user ID of the person who submitted the import process.

Validation

Destination

LAST_UPDATE_DATE

Enter the last update date for this record, usually the same date as the CREATION_DATE column. The date is used for reference and audit purposes only.

Validation

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LAST_UPDATE_LOGIN

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

Validation

Destination

CREATED_BY

Enter the user name of the person or organization who loads this record into the table. If you don't enter a value, the import process uses the user name of the person who submits the import process.

Validation

Destination

CREATION_DATE

Enter the date on which you load this record into the table. This date is used for reference and audit purposes.

Validation

Destination

ATTRIBUTE_CATEGORY

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

Validation

Destination

ATTRIBUTE1-15

Enter descriptive flexfield information. The structure of the information, such as data types and value sets, must match the structure of the global descriptive flexfield segments that you defined. If the structure doesn't match, you may encounter validation problems on invoice pages.

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

The Transfer PO distribution additional information option on the Manage Invoice Options page affects these columns. If the option is enabled, the import process 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, the import process ignores the purchase order flexfield values.

Validation

Destination

GLOBAL_ATTRIBUTE_CATEGORY

Enter the global descriptive flexfield category for the descriptive flexfield information to import for the line.

Validation

Destination

GLOBAL_ATTRIBUTE1-20

Enter global descriptive flexfield information. The structure of the information, such as data types and value sets, must match the structure of the global descriptive flexfield segments that you defined. If the structure doesn't match, you may encounter validation problems on invoice pages.

Validation

Destination

PO_RELEASE_ID

Internal identifier for a purchase order release number. 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

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RELEASE_NUM

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

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ACCOUNT_SEGMENT

To override the account segment in the account for this line, enter a value. The import process overrides the account segment with this value.

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BALANCING_SEGMENT

To override the balancing segment in the account, enter a value. The import process overrides the balancing segment with this value.

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COST_CENTER_SEGMENT

To override the cost center in the account, enter a value. The import process overrides the cost center with this value.

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Projects Columns

Enter Projects information in the following columns to associate the invoice distribution created from this record with a project in Projects. If you're using Projects, the expense account is built based on this information.

If the invoice is matched to a purchase order with projects-related information, the import process populates the projects-related columns in the AP_INVOICES and AP_INVOICE_LINES_ALL tables.

  • PROJECT_ID

  • TASK_ID

  • EXPENDITURE_TYPE

  • EXPENDITURE_ITEM_DATE

  • EXPENDITURE_ORGANIZATION_ID

  • PA_ADDITION_FLAG

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

  • PA_QUANTITY

  • PA_CC_AR_INVOICE_ID

  • PA_CC_AR_INVOICE_LINE_NUM

  • REFERENCE_1

  • REFERENCE_2

  • PA_CC_PROCESSED_CODE

Validation

Destination

STAT_AMOUNT

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

Validation

Destination

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 null and you match to a purchase order, the purchase order provides the default value, even if it's null.

For unmatched invoices, if you don't use a distribution set, the import process uses the income tax type for the supplier as the default value. If you use a distribution set, the import process 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

Destination

INCOME_TAX_REGION

If the supplier is a US 1099 supplier, enter the reporting region for the supplier. If you don't enter a value, and you enabled the Use supplier tax region option, the import process uses the supplier site income tax region. If you don't enter a value and the Income Tax Region option has a value, the import process uses the option value.

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Destination

ASSETS_TRACKING_FLAG

Enter Y if the invoice distribution should be imported into Oracle Fusion Assets using the Create Mass Additions process. If you don't enter a value, and the line has an Asset type account, this column is automatically set to Y during the import process.

Validation

Destination

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 on an invoice already matched to a purchase order. For a price correction, enter the invoice or credit memo, set this indicator to Y, and specify the base matched invoice in the PRICE_CORRECT_INV_NUM column.

The import process records and updates the invoiced unit price of previously-matched purchase orders without adjusting billed quantities so you can track price variances. The billed amount on the originally matched purchase order distributions is also updated.

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Destination

ORG_ID

Identifier for business unit.

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Destination

RECEIPT_NUMBER

If you're matching to a purchase order receipt, enter the receipt number.

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RECEIPT_LINE_NUMBER

If you're matching to a purchase order receipt, you can specify the receipt line that you're matching to.

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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, the import process uses the value on the purchase order schedule.

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RCV_TRANSACTION_ID

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

Validation

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PA_CC_AR_INVOICE_ID

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

Validation

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PA_CC_AR_INVOICE_LINE_NUM

Line number of the corresponding receivable intercompany invoice in Receivables.

Validation

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REFERENCE_1-2

These columns reference records in another application.

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PA_CC_PROCESSED_CODE

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

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TAX_CODE_ID

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

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CREDIT_CARD_TRX_ID

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

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VENDOR_ITEM_NUM

Supplier item on the purchase order. Used during purchase order matching. If you have limited purchase order information, you can enter a supplier item and the import process attempts to match to a purchase order line.

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TAXABLE_FLAG

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

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PRICE_CORRECT_INV_NUM

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

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PRICE_CORRECT_INV_LINE_NUM

The invoice line that's subject to the price correction.

Validation

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EXTERNAL_DOC_LINE_REF

An internal document reference number from Receivables.

Validation

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SERIAL_NUMBER

The serial number for an item.

Validation

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MANUFACTURER

The name of the manufacturer.

Validation

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MODEL_NUMBER

The model information.

Validation

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WARRANTY_NUMBER

The warranty number.

Validation

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UNIT_OF_MEAS_LOOKUP_CODE

The unit of measure for the invoiced quantity.

Validation

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ASSET_BOOK_TYPE_CODE

Default asset book for transfers to Assets.

Validation

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ASSET_CATEGORY_ID

Default asset category for transfers to Assets.

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Destination

REQUESTER_ID

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

Validation

Destination

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 the invoice approval workflow, you can define rules using the requester ID to generate a hierarchical list of approvers for the line.

Validation

Destination

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 the invoice approval workflow, you can define rules using the requester ID to generate a hierarchical list of approvers for the line.

Validation

Destination

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 the invoice approval workflow, you can define rules using the requester ID to generate a hierarchical list of approvers for the line.

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APPLICATION_ID

The application identifier.

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PRODUCT_TABLE

The product source table name.

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REFERENCE_KEY1-5

Primary keys that uniquely identify a record in other product views.

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PURCHASING_CATEGORY

Item category concatenated segments for deriving purchasing category information.

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PURCHASING_CATEGORY_ID

The item category unique identifier.

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COST_FACTOR_ID

The identifier of the cost component class. Cost component classes identify the individual buckets or component costs that make up the total cost of an item. Examples include direct material costs, freight, labor, and production or conversion costs.

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COST_FACTOR_NAME

The cost component class name. Cost component classes identify the individual buckets or component costs that make up the total cost of an item. Examples include direct material costs, freight, labor, and production or conversion costs.

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CONTROL_AMOUNT

An optional value entered by a user to ensure that the calculated tax is the same as the tax on the physical document.

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ASSESSABLE_VALUE

The taxable basis entered by a user.

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DEFAULT_DIST_CCID

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

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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

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SHIP_TO_LOCATION_ID

Ship-to location identifier for tax calculations. Used only if the invoice line isn't matched to a purchase order.

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SHIP_FROM_LOCATION_ID

Ship-from location unique identifier for tax calculations.

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SHIP_FROM_LOCATION_CODE

A tax driver. The supplier location or site from where the goods are shipped.

Validation

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FINAL_DISCHARGE_LOCATION_ID

Location of final discharge unique identifier for tax calculations.

Validation

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FINAL_DISCHARGE_LOCATION_CODE

A tax driver. The final destination location for purchases made by the customer.

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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.

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PRODUCT_CATEGORY

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

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PRODUCT_FISC_CLASSIFICATION

A tax driver. A product fiscal classification.

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USER_DEFINED_FISC_CLASS

A tax driver. A fiscal classification.

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TRX_BUSINESS_CATEGORY

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

Validation

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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.

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TAX

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

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TAX_JURISDICTION_CODE

The internal identifier of the tax jurisdiction.

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TAX_STATUS_CODE

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

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TAX_RATE_ID

The internal identifier for the tax rate that's in effect on the invoice date.

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TAX_RATE_CODE

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

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TAX_RATE

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

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INCL_IN_TAXABLE_LINE_FLAG

The indicator for whether the amount in the tax line is included in the taxable line.

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SOURCE_APPLICATION_ID

The source document application identifier.

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SOURCE_ENTITY_CODE

The source document entity code.

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SOURCE_EVENT_CLASS_CODE

The source document event class code.

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SOURCE_TRX_ID

The source document transaction identifier.

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SOURCE_LINE_ID

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

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SOURCE_TRX_LEVEL_TYPE

The source document transaction level type.

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TAX_CLASSIFICATION_CODE

The tax classification code.

Validation

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Consumption Advice Number

Number of the consumption advice.

Validation

Consumption Advice Line Number

Number of the consumption advice line.

Validation

Consumption Advice Header ID

Identifier for the consumption advice.

Validation

Consumption Advice Line ID

Identifier for the line of the consumption advice.

Validation

BUDGET_DATE

Budget date for invoices requiring budgetary control. If populated, this column takes precedence over the BUDGET_DATE column in the AP_INVOICES_INTERFACE table. If neither table has a budget date, the import process uses the Budget Date Basis option to determine the budget date for the invoice.

Destination

FAQs for Receive and Process Invoices

What's a self-service invoice?

A self-service invoice is an invoice that a supplier enters through Oracle Fusion Supplier Portal. Whether the supplier matches the invoice to a purchase order or consumption advice determines the resulting invoice type in Oracle Fusion Payables.

A matched invoice becomes a standard invoice or credit memo.

An unmatched invoice becomes an invoice request, which must be approved using the Invoice Approval workflow. Once approved, the invoice request then becomes a standard invoice or credit memo.

What's a self-billed invoice?

A self-billed invoice can be one of the following:

  • An invoice that the Pay on Receipt process creates

  • A debit memo that a return to supplier transaction creates

  • An invoice that the Create Consumption Advice process creates from a consignment agreement that has the Pay on Use option enabled

What's an incomplete invoice?

An incomplete invoice is an invoice created from an invoice image that has invalid or missing data.

What's an invoice group?

An invoice group is a collection of invoices that the application uses as:

  • A parameter for the Validate Payables Invoice process

  • A parameter for some payables reports

  • One of the selection criteria for a payment process request

Note: If you enable the Require invoice grouping option on the Manage Invoice Options page, you must associate each invoice with an invoice group.

Why can't I find a specific receipt to match to an invoice?

The list of values in the Receipt field on the Match Invoice Lines page depends on the purchase order. You must first enter the purchase order number to see the list of receipts.

Why can't I find a specific consumption advice to match to an invoice?

The list of values in the Consumption Advice field on the Match Invoice Lines page depends on the purchase order. You must first enter the purchase order number to see the list of consumption advice documents.

How can I find duplicate invoices without considering the invoice number as the only check?

When the duplicate invoice check feature is enabled, it performs checks based on the combination of the supplier, invoice type, amount, currency, and date. This check includes all the invoices received and processed from a supplier. To use this feature you must create and enable the following:

  1. Lookup Type: ADD_DUPLICATE_INV_CHECK

  2. Lookup Code: DUPLICATE_INVOICE_CHECK

Why can't I cancel an invoice?

The invoice is:

  • Fully or partially paid

  • On hold

  • Selected for payment

  • Matched to a purchase order with a status of Finally closed

  • Already canceled

  • Corrected by a credit or debit memo

Additional reasons that you can't cancel an invoice are as follows:

  • You applied a prepayment to the invoice.

  • Canceling the invoice reduces the billed quantity on the purchase order less than zero.

What happens if I cancel an invoice?

Canceling an invoice sets invoice and installment amounts to zero, reverses invoice distributions, and reverses matches to purchase order schedules and distributions.

For invoices requiring budgetary control, canceling an invoice also reverses the expenditure funds consumed, and for matched invoices, restores the previously obligated funds for the purchase order.

Why can't I delete an invoice?

The invoice is:

  • Validated

  • Matched to a purchase order or receipt

  • Updated with a tax calculation

  • Undergoing approval and doesn't have an approval status of Required or Not required

What happens if I create recurring invoices for a Payables period with a status of Never Opened?

The process that creates the recurring invoices automatically places the invoices on a closed period hold. After you open the Oracle Fusion Payables period, run the validation process to release the hold.

What happens if I force approve an invoice?

The outcome depends on whether the invoice approval status is Initiated.

If the status is Initiated, force approving an invoice:

  • Ends existing approval processes

  • Cancels pending notifications

  • Updates the approval status to Manually approved

  • Records this information in the invoice approval history

If the status is other than Initiated, force approving an invoice:

  • Updates the approval status to Manually approved

  • Records this information in the invoice approval history

What happens to an invoice when I merge a supplier?

When you perform the Merge Suppliers task, you have the option of transferring all invoices or only unpaid invoices.

Tip: Before you merge, review invoices for both the old and new supplier to find and resolve duplicate invoices. The merge process doesn't transfer invoices if the merge results in a duplicate invoice for the new supplier.
  • All invoices: In addition to transferring all invoices, this option also transfers associated payments.

  • Unpaid invoices: This option excludes partially paid invoices and partially applied prepayments. If you have such invoices and prepayments, you must transfer all invoices. As an alternative, you can complete the payments and apply the prepayments before merging.

Note: Once the merge has completed, it can't be undone.

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

An invoice or credit memo match to a purchase order updates the billed quantity on the purchase order without offsetting the invoice price variance for the amount previously billed.

Note: The calculation of the invoice price variance follow this formula: (invoice unit price - purchase order line unit price) * invoiced quantity.

Can I match a prepayment to a purchase order?

Yes, and the invoice that you apply the prepayment to must have at least one line matched to the same purchase order as the prepayment.

What's a price correction?

A price correction is a supplier invoice that adjusts the unit price of an invoice that's matched to a purchase order, receipt, or consumption advice.

For a price increase correction, create a standard invoice. For a price decrease correction, create a credit or debit memo.

Note: A price correction doesn't adjust the billed quantity on a purchase order or consumption advice.

What's a quantity correction?

A quantity correction is a supplier invoice that adjusts the quantity of an invoice that's matched to a purchase order, receipt, or consumption advice. Create a credit or debit memo for a quantity correction.

Note:
  • A quantity correction doesn't adjust the unit price on a purchase order or consumption advice.

  • You can allocate purchase order distributions for quantity corrections.

What's an amount correction?

An amount correction is a supplier invoice that adjusts the amount of either an unmatched invoice, or an invoice that's matched to a services-based purchase order or receipt.

For a negative amount correction, create a credit or debit memo. For a positive amount correction, create a standard invoice.

How can I initiate invoices for the Invoice Account Coding workflow in bulk mode ?

You can initiate invoices for the account coding workflow in bulk mode by submitting the Initiate Invoice Account Coding workflow Job. This job by default processes all invoices requiring accounting information. You can also initiate the invoices for the Invoice Account Coding workflow based on a specific account coding status.

Why did my invoices not get picked up for validation?

Invoices with the account coding status of Initiated are not picked for invoice validation due to them being in the process of entering accounting information.

When do invoices get automatically initiated for the invoice account coding workflow?

Only invoices that have gone through the Invoice Validation process are initiated automatically for the invoice account coding workflow. Additionally, the invoice are initiated only if the invoice has a distribution variance hold and does not have the following holds: Line variance, Duplicate invoice matching required, Invoice cancel, Inactive distribution set, Cannot generate distributions, Invalid default distribution combination, Invalid PO, PO not approved, Final matching, or Incomplete invoice.

How can I restrict invoices with user defined holds for Automatic initiation to the Invoice Account Coding workflow?

The user defined holds must be added as a lookup code to the lookup type: ORA_AP_ACCOUNT_CODING_HOLDS. Adding the name of your used defined hold to the existing list of lookup codes restricts the inclusion of invoices into the automatic initiation of the invoice account coding workflow.

Can I complete the assigned task in the Account Coding workflow notification if the sum total of the distribution amount is less than the line amount?

Yes, if the sum total of the distribution amount is less than the sum of the invoice, provided you are not the last user in the workflow. If you are the last user, then you are expected to provide the missing distribution amount to complete the task. Alternatively, you can assign this task to another user by using the Reassign action or you can return the invoice back to the initiator by using the Return action.

Why can't I create a manual distribution?

The invoice is:

  • Canceled

  • Partially or fully paid, and the Allow adjustments to paid invoices option isn't enabled

  • Selected for payment

  • An interest invoice

  • A prepayment that's partially or fully applied

  • In the process of getting approved

The invoice line is:

  • Canceled

  • A prepayment application or unapplication

  • An automatic withholding line

  • A manual withholding line

  • Matched to a purchase order or receipt

  • A corrected line

  • A tax line

  • A Freight or Miscellaneous line that's allocated to other item lines

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

No. Invoice distributions are generated automatically for:

  • Purchase order or receipt-matched lines

  • Prepayment application or unapplication lines

  • Manual withholding tax lines

  • Tax lines and withholding tax lines generated by Oracle Fusion Tax

  • Correction-related lines

  • Interest invoices generated during payment

Why can't I reverse an invoice distribution?

The invoice distribution is:

  • Already reversed

  • A variance distribution, such as invoice price variance or conversion rate variance

  • A withholding tax type distribution

The invoice line is:

  • Matched to a purchase order or receipt

  • A corrected or correcting line

  • A tax line

  • An item line that has tax calculated

  • An item line that has charge allocations

The invoice is:

  • Canceled

  • Partially or fully paid, and the Allow adjustments to paid invoices option isn't enabled

  • Selected for payment

  • An interest invoice

  • A prepayment that's partially or fully applied

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

Once you override the discount, the application no longer validates the entered amount.

Where does the invoice number for an automatic withholding tax invoice come from?

The invoice number for the tax authority invoice is a concatenation of the following values separated by hyphens:

  • Withholding Tax

  • Internal identifier of the supplier invoice number

  • Invoice line number

  • Count of withholding invoices for the invoice line

The invoice description is a concatenation of the following values separated by hyphens and followed by a slash:

  • Withholding Tax

  • Supplier name

  • Supplier invoice number

Here's an example:

  • Invoice Number: Withholding Tax -10239 - 3 - 1

  • Invoice Description: Withholding Tax - Allied Manufacturing - 123456 /

Use the Social link on the Edit Invoice page to invite others to a conversation to get approval to pay an invoice.

For example, a supplier needs urgent payment on a large invoice and offered a discount of two percent if the invoice is paid within the next ten days. You need approval from your manager to change the payment terms on this invoice.

From the Edit Invoice page:

  1. Click Social to open Oracle Social Network. Click the Share button, or click Join if collaboration has already been initiated.

  2. Create a new related conversation.

  3. Invite your manager to join the conversation.

The details of your exchange are recorded within the context of this particular invoice. The manager can view the invoice details on the invoice's wall. After a few exchanges, your manager approves the early payment and you can pay the supplier immediately. The conversation details provide the reasons behind deciding on the early payment of this invoice.

Depending on your job role and permissions, you can access social networking features for the following Oracle Fusion Payables business activities:

  • Invoice

  • Payment process request

  • Payment

Why can't I see third-party payment information on an invoice or payment?

For an invoice, one of the following applies:

  • A third-party payment relationship isn't defined for the invoice date.

  • A default third-party payment relationship isn't defined and the Allow remit-to supplier override for third-party payments option on the Manage Invoice Options page isn't enabled.

For a payment, one of the following applies:

  • A third-party payment relationship isn't defined for the payment date.

  • A default third-party payment relationship isn't defined and the Allow payee override for third-party payments option on the Manage Payment Options page isn't enabled.

What happens to invoice validation and other processes when I create an invoice with third-party payment information?

The following invoice and payment processes continue to use the supplier on the invoice:

  • Validating invoices

  • Accounting for invoices or payments

  • Calculating withholding taxes

  • Selecting invoices for payment

  • Reporting United States 1099 information

What happens when I select the invoice action to check funds?

The check funds action:

  • Compares the invoice distributions against available funds, with consideration to tolerances and overrides, and provides the results of the comparison.

  • Saves any pending changes to invoice lines and distributions.

  • Doesn't consume funds from the budget.

  • Doesn't affect available funds.

Note:
  • If the check fails for any invoice distribution, the funds status of the corresponding invoice line, as well as the invoice, is failed.

  • You can validate an invoice that failed a funds check.

What's the difference between funds checking and funds reservation?

Funds checking:

  • Is run from the invoice actions menu.

  • Compares a transaction amount on a document, such as a purchase order or invoice, against available funds, with consideration to tolerances and overrides, and provides the results of the comparison.

Funds reservation:

  • Runs during invoice validation, along with other budgetary control validations.

  • Performs the same comparison as funds checking, but then:

    • Consumes funds from the budget.

    • Reduces available funds.

What happens when I request a budgetary control override for an invoice?

When funds are insufficient or a budget period is closed, you may be able to override a budgetary control failure. You must first enter a justification for the override. The next steps depend on who has the authority to override the budgetary control failure.

This table describes what happens when you select the override action for different override authorities.

Who can override? What does the override do?

You

Consumes funds from the budget and validates the invoice

Other users

Sends a notification to the users who can override

No one

Sends a notification to the budget manager

How can I release the funds hold on an invoice?

First perform one of the following steps:

  • Contact the budget manager to review and make the necessary budget adjustments, such as changing the amount, budget date, or distribution account.

  • Override the budgetary control failure.

To complete the process:

  • Optionally run a funds check to ensure enough funds are now available.

  • Revalidate the invoice to release the hold.

    Note: The person with the override authority has to revalidate the invoice.

What does it mean when an invoice has a funds status of partially reserved?

A funds status of partially reserved indicates that some, but not all, invoice distributions for an invoice pass budgetary control validation.

For example, if an invoice has a line with multiple distributions and only one invoice distribution fails the validation, the funds status on the invoice line is Reserved-partial.

A funds status of partially reserved can occur at an invoice header level and an invoice line level.

What happens when I validate a credit memo that requires budgetary control?

A credit memo reverses the charges for an invoice, so when you create a credit memo against a standard invoice, the impact of the invoice is reversed. Validating a credit memo increases the available funds.

What happens to the available funds when I apply a prepayment that requires budgetary control?

Applying a prepayment to an invoice increases the available funds.

For example:

  1. Create a prepayment for 100 USD.

  2. Validate the prepayment to consume the budget and reduce available funds for the prepayment account.

  3. Pay the prepayment.

  4. Create an invoice for 300 USD.

  5. Validate the invoice to consume the budget and reduce available funds from expense accounts used in the invoice.

  6. Apply the prepayment to the invoice and revalidate, which releases funds of 100 USD from the prepayment account.

In summary, the prepayment application releases funds of 100 USD and the invoice consumes funds of 300 USD, with a net decrease to available funds of 200 USD.

What happens to the available funds when I perform a final match on a purchase order that requires budgetary control?

The purchase order is finally closed, which releases funds for the quantities that aren't received or invoiced.

For example, if a purchase order for 1,000 USD has only one invoice for 600 USD, the final closing of the purchase order releases the 400 USD from the purchase order and adds it to the available funds.

When does the encumbrance on a purchase order get reversed??

If the purchase order requires budgetary control, and you accrue at period end, the encumbrance reverses when you account for the matched invoice.

Why does this invoice have budgetary control actions?

An invoice requires budgetary control if:

  • You match the invoice to a purchase order and budgetary control is enabled for the:

    • Requisitioning business unit associated with the purchase order.

    • Payables Invoicing business function.

    • Transaction type of Matched Invoice.

  • You don't match the invoice to a purchase order and budgetary control is enabled for the:

    • Invoice business unit.

    • Payables Invoicing business function.

    • Transaction type of Unmatched Invoice.

What happens to the budgetary control obligation on a PO when I match the PO to an invoice?

If you accrue at period end, when you validate the invoice:

  • The funds move from the obligation bucket to the expenditure bucket, so overall funds availability isn't impacted.

  • The matched amount and any additional variances on the invoice are reserved as an expenditure and reduce the available funds.

  • The PO funds status is updated to Liquidated or Partially Liquidated.

Why does this invoice have a funds hold?

The invoice validation process places a funds hold on an invoice when:

  • The funds available are less than the funds requested for the invoice.

  • The budget date on the invoice is not in an open period.

What are the funds statuses and what do they mean?

Funds statuses indicate the funds check or reservation status for invoices requiring budgetary control.

This table describes each funds status and whether the status applies to an invoice header, line, or distribution.

Funds Status Description Applies to Header? Applies to Line? Applies to Distribution?

Not attempted

Funds check or reservation hasn't been attempted.

Yes

Yes

Yes

Not reserved - no control budget

Funds check or reservation was performed. No control budget was assigned.

No

No

Yes

Not reserved - not applicable

Funds check or reservation was performed. Funds validation wasn't required.

Yes

Yes

Yes

Not reserved - partial funds

Funds check or reservation has failed for some lines or distributions.

Yes

Yes

No

Not reserved - passed

Funds check or reservation has passed.

Yes

Yes

Yes

Not reserved - warning

Funds check or reservation has warnings.

Yes

Yes

Yes

Failed

Funds check or reservation was attempted, but failed.

Yes

Yes

Yes

Reserved

Funds were reserved for all lines and distributions.

Yes

Yes

Yes

Reserved - no control budget

Funds reservation was performed. No control budget was assigned.

No

No

Yes

Reserved - partial

Funds were reserved for some lines or distributions.

Yes

Yes

No

Reserved - warning

Funds were reserved with warnings.

Yes

Yes

Yes

Not applicable

Funds reservation was performed. Funds validation wasn't required.

Yes

Yes

Yes

Why do I get a permissions error when I click on a payment number link from the Manage Invoices page?

The business unit for the payment is different from the business unit for the invoice and you don't have access to that payment business unit. You can view general payment information on the Payments tab, but you can't drill down to view the payment details.

How can I enable the One Time Payment feature?

In the Functional Set Up Manager you must enable the feature by selecting Opt In.

How can I process One Time Payments separately?

Use Source as a selection criteria in the Payment Process Request and the Payment Process Request Template so that you can schedule them separately for the payment requests from other sources.

How do defaulting expense and liability accounts work for One Time Payments?

One-Time Payments is now added in the Manage Common Options for Payables and Procurement. The section displays two fields to optionally enter the liability and expense accounts. These specified accounts are the defaults for the payment request created for One-Time Payments. If no accounts are provided in the interface these accounts default into the application. If the liability or expense accounts are provided in the interface they override the default accounts.

How can I enable approvals for One Time Payments?

If approvals are enabled for Standard Invoices, it also applies to payment requests from external sources. No further step is required to enable approvals for One Time Payments. Approval are not enabled for payment requests from internal applications such as Oracle Fusion Receivables and Oracle Fusion Expenses.

How can I activate the Consolidated Workflow Notification for Similar Matched Holds feature?

You navigate to the Offerings work area to enable the feature. Select the following: Offering; Financials, Functional Area: Payables Feature: Consolidated Workflow Notification for Similar Matched Holds; enable the check box and click the Done button to return to the New Features page.

How can I create bank and branch data while importing payment requests?

When you enter data in a spreadsheet to import bulk payment requests, you can provide the payee's bank account data, along with bank and branch. These details are stored in the Payments iby_external_bank_accounts table rather than in the TCA (Trading Community Architecture) hz_parties table. This facilitates fetching data from a single table instead of multiple tables.

Approve Invoices

Approving Invoices: Explained

You can configure predefined workflows to manage invoice approvals.

When the invoice approval process starts, a workflow builds the list of approvers based on the defined rules. Approval notifications are sent to the first set of approvers on the list. When the approvers respond, notifications are sent to the next set of approvers. This process repeats until all approvals are complete.

Note: Approvers can respond from the e-mail notification, the Worklist notifications page, the Invoices landing page, or the Edit Invoice page.

Invoice Header Approval

The Approval workflow can be configured at the invoice header level. When the header level approval is setup, approval notifications are sent containing the invoice. The approvers can either approve or reject the entire invoice.

Approval Flow

This table describes the steps in the approval flow.

Step Description

Enable invoice approval

Enable the Invoice Approval option on the Manage Invoice Options page to enable approvals for a business unit. You can use the default approval configuration or you can configure the rules to meet your requirements. Use the Manage Task Configuration for Financials task to navigate to the routing rules and controls.

Enter invoices

Create invoices through import, invoice imaging, spreadsheets, or manual entry.

Submit invoice approval

Initiate the approval invoice action or schedule the Initiate Invoice Approval Workflow process to run on a regular basis.

Approve invoice document

Respond to the approval notification for the invoice.

Predefined Rules

The invoice approval workflow includes the following predefined rules:

  • Invoices having amounts greater than or equal to 1000 require approval by the immediate supervisor of the requester on the invoice.

  • Invoices having amounts less than 1000 are automatically approved.

The Simplified Workflow Rules Configuration feature is a spreadsheet based alternative to creating rules in Oracle Business Process Management (BPM). You can use spreadsheet templates available on the Manage Workflow Rules in Spreadsheet page to manage rules for Financials application workflows.

Note: Currently, only Payables Invoice Approval and General Ledger Journal Approval workflows use this feature.

To create workflow rules in a spreadsheet, perform the following steps:

Steps to create workflow rules using a spreadsheet.
  1. Sign in and navigate to the Manage Workflow Rules in Spreadsheet task.

  2. Download the rule template from the Rule Templates section of the Manage Workflow Rules in Spreadsheet page.

  3. Define the workflow rules in the spreadsheet.

  4. Generate the rule file.

  5. Upload the rule file to create rules.

  6. Verify the spreadsheet upload.

Caution: You must use MS Excel version 2016 to create workflow rules. Also, every successful rule upload using a spreadsheet template overrides the existing rules for the workflow.
Tip: Once you create rules using the rule templates, we recommend you use the spreadsheet method only for any future maintenance of rules.

Before creating and managing workflow rules, perform the following steps:

  1. Sign in to the application as a Financial Application Administrator.

  2. Verify if the Approval Routing Administration feature is enabled. If it is not enabled, navigate to the Offerings work area and enable the Approval Routing Administration feature as follows:

    Offering: Financials

    Functional Area: Financials

    Feature: Approval Routing Administration

  3. In the Setup and Maintenance work area, use the following:

    Offering: Financials

    Functional Area: Application Extensions

    Task: Manage Workflow Rules in Spreadsheet

Download the Rules Template

To download the rule template, perform the following steps:

  1. In the Rule Templates section of the Manage Workflow Rules in Spreadsheet page, select the required workflow.

  2. Click Download. The Download Templates dialog box appears.

  3. From the dialog box, select the required template. Save the template to your local computer.

Caution: You must use MS Excel version 2016 to create workflow rules.
Note: Each rule template contains an example of an approval business case to demonstrate how to manage workflow rules using the rule template.

Define the Rules in the Spreadsheet

After downloading the rule template, you must define the workflow rules using the sheets provided in the rule template. The rule template spreadsheet has the following sheets:

  1. Instructions: Provides details of the help topics present on Oracle Help Center for this feature. You can also update your rule template version from the Instructions sheet.

  2. Workflow Rules: Provides a template for configuring transaction approval rules.

    Note: The name of this sheet varies for each product. For example, for Payables, the sheet is labeled as Invoice Approval Rules.
  3. Data Set: This sheet provides a template to map the varying attributes to the data.

    Note: Currently, data sets are only available for Payables workflows. For more information on data sets, refer to the Data Sets section.

A business rule is an approval requirement within your approval policy. Before defining rules in the rule template, you must analyze approval policy. Consider the following points before defining a business rule:

  • Which transactions require approval?

  • Who approves transactions in your organization?

  • Do the approvers vary based on the transaction attributes? If so, use a data set.

  • What are approval conditions?

  • How do you want to route the approval notifications?

  • Which approvals require FYI notifications?

  • Which transactions are exempted from the approval rule?

For example, for Payables, if your organization's approval policy mandates that:

  • All invoices that are not matched to a purchase order must be approved by two levels of the supervisory hierarchy starting from the manager of the user who is creating the invoice.

  • All invoices that have an invoice amount of more than 5000 USD must be approved by a group of personnel from the Finance department.

For this example, you need two business rules.

To define approval rules, use the Workflow Rules sheet. Enter the details in the following sections:

  1. Rule Description

    Enter the description for each approval business rule that you define.

  2. Approvers

    In this section, designate approvers and specify approval routing. The template supports a variety of approval routing options. The following table provides details on approval routing and how it works.

    Approval Routing How Approval Routing Works

    Supervisory Hierarchy

    Members of the supervisory hierarchy beginning from the first applicable approver receive approval notifications.

    Group in Parallel

    Members of an approval group receive approval notifications. All members receive notifications at the same time. All members must take an action on the approval notification.

    Group in Serial

    Members of an approval group receive approval notifications. Only when a member takes an action on the approval notification does the next member of the series receive the approval notification.

    Group First Responder

    Members of an approval group receive approval notifications. All members receive notifications at the same time. Only one member needs to take action on the approval notification.

    Job Level Hierarchy

    Members of the job hierarchy beginning from the first applicable approver receive approval notifications.

    User

    The specified application user receives the approval notification.

    Role

    The users with the specified application role receive the approval notification.

    Auto Approve

    Transactions that are automatically approved. No notifications are sent.

    Auto Reject

    Transactions that are automatically rejected. No notifications are sent.

    FYI

    Information only notifications. No action is required from the approver.

    Skip Approval

    Transactions for which the rule is not applicable. No notifications are sent.

    Note: You can only use an approval group that exists in the BPM.

    For detailed instructions on the other columns in the Approvers section, refer to the tool tip on each column header.

  3. Approval Conditions

    In the Approval Conditions section you can select the attributes based on which the transaction should be evaluated for the workflow rules. You can also add attribute categories.

    To add an attribute category:

    1. Open the list of values associated with the last column in the Approval Conditions section.

    2. Select the required attribute category.

    To add an attribute:

    1. Open the list of values associated with the attribute category.

    2. Select the required attribute.

    For example, for Payables, in the Invoice Approval template, you can select attributes such as Business Unit and Invoice Amount from the list of values associated with attribute category Invoice Header. Similarly, you can select attributes for categories, such as Invoice Line, Invoice Distributions, and more.

    While defining approval conditions, you can use a variety of operators. The following table lists the supported operators.

    Condition Value Type Format Example

    Attribute is a specific value

    Text, number, or date

    value

    Note: There is no specific format. You can just enter the value as it is.

    If the Invoice Type is Standard, then enter the value as:

    Standard

    Attribute value is one of multiple specific values

    Text or number

    in (value 1, value 2, ...)

    If the BU name is Vision Operations, Vision Services, or Vision Foods then enter the value as:

    In (Vision Operations, Vision Services, Vision Foods

    Attribute value should be within a range of values

    Number or date

    between value 1 and value 2

    OR

    value 1 to value 2

    If the Invoice Date is between 01 August 2018 to 01 August 2019, then enter the value as:

    Between 01/08/2018 and 31/08/2019

    OR

    01/08/2018 to 31/08/2018

    Attribute value starts with a specific value

    Text

    Starts with value

    If the BU name starts with Vision then enter the value as:

    Starts with Vision

    Attribute value ends with a specific value

    Text

    Ends with value

    If the BU name ends with Operations then enter the value as:

    Ends with Operations

    Attribute value contains a specific value

    Text

    Contains value

    If the Pay Group contains Standard then enter the value as:

    Contains Standard

    Attribute value matches a specific value

    Text

    Matches value

    If the Description matches manual invoice then enter the value as:

    Matches manual\\s(.*) invoice

    In this example, the Matches operator begins with Manual and ends with Invoice. Between the two words, there can be one space and any character.

    Other options that can be used with the Matches operator are:

    (.*) - Denotes zero or more characters.

    (.+) - Denotes one or more characters.

    \\s - Denotes space.

    \\d - Denotes numbers from 0-9.

    ? - Makes a character optional. For example: \\d?

    [ ] - Specifies range such as A-Z, 0-9

    Attribute value is more than or equal to a specific number

    Number

    More than equal to number

    OR

    >= number

    If the Invoice amount is more than or equal to 500, then enter the value as:

    More than equal to 500

    OR

    >= 500

    Attribute value is less than or equal to a specific number

    Number

    Less than equal to number

    OR

    <= number

    If the Invoice amount is less than or equal to 500, then enter the value as:

    Less than equal to 500

    OR

    <= 500

    Attribute value is more than a specific number

    Number

    More than number

    OR

    >number

    If the Invoice amount is more than 500, then enter the value as:

    More than 500

    OR

    >500

    Attribute value is less than a specific number

    Number

    Less than number

    OR

    <number

    If the Invoice amount is less than 500, then enter the value as:

    Less than 500

    OR

    <500

    Attribute value is on or before a specific date

    Date

    On or before date

    If the Invoice date is on or before 01/10/2018, then enter the value as:

    On or before 01/10/2018

    Attribute value is on or after a specific date

    Date

    On or after date

    If the Invoice date is on or after 01/10/2018, then enter the value as:

    On or after 01/10/2018

    Attribute value is before a specific date

    Date

    Before date

    If the Invoice date is before 01/10/2018, then enter the value as:

    Before 01/10/2018

    Attribute value is after a specific date

    Date

    After date

    If the Invoice date is after 01/10/2018, then enter the value as:

    After 01/10/2018

    Attribute value is a specific value and the condition must be evaluated as case insensitive

    Text

    Equals ignore case value

    If the Invoice Source is equal to Manual, then enter the value as:

    Equals ignore case manual

    Note: The operators are not case sensitive. However, you must enter the date in the DD/MM/YYYY format only.

    If you have a negative approval condition, add Not as a prefix to any of the supported operators. For example, your approval condition states that BU name is not Vision Operations, Vision Services, or Vision Foods then enter the value as: Not In (Vision Operations, Vision Services, Vision Foods).

    If you have two distinct rule conditions that require the same approval routing, then you must enter the rule conditions in two separate rows. Ensure that the information in the Approvers section is identical for both the rows.

Rule Blocks

A rule block is a group of rows in the workflow rules spreadsheet where you define a business rule and all aspects of the business rule. Use a separate block for each business rule.

While all rule aspects defined within a rule block are processed simultaneously, rule blocks are processed in sequence. Therefore, before defining the rules, you must consider the sequence in which the rules should be processed.

You can create additional rows in a block and additional blocks in a sheet as needed.

To insert more blocks in a rule block:

  1. Select a row.

  2. Right-click and select Add Block.

To add a rule block after the existing rule blocks, click Add Block in the sheet.

To insert more rows in a rule block:

  1. Select a row and right-click.

  2. From the menu, select Insert.

To delete a rule block:

  1. Select all the rows in a rule block.

  2. Right-click and select Delete Block.

Data Sets

In your approval policy, if the approver of a transaction varies based on the transaction attributes, then you should use a data set. A data set allows you to define a mapping between your data and the variation in approvers based on such data.

For example, a transaction with an amount greater than 5000 USD needs to be approved by an approval group. However, the approval group varies depending on the cost center. In this case, you can use a data set to define a mapping between the cost center and the approval group.

Note: Currently, data sets are only available for templates for Payables Invoice Approval Workflow.

To define a data set, perform the following steps:

  1. Open the Data Set sheet of the rule template.

  2. In the Set Name column, enter a unique name.

  3. Depending on the approval routing of the rule for which you are using the data set, enter the value in the Approval Group/Supervisory Level/Job Level Range/User/Role

    For the given example, specify the approval group name in the Approval Group/Supervisory Level/Job Level Range/User/Role column.

    Note: You can only use an approval group that already exists in the BPM.
  4. In the Varying Attribute section, select the attributes based on which the approver varies for the transaction.

    For the given example, select Distribution Cost Center Segment from the list of values and specify the cost center values for each approval group.

  5. Enter values for each varying attribute. You can also use the supported operators with the values.

  6. Click Add New Column to create additional columns for varying attributes.

  7. Click Add Data Set to create additional data sets.

After you create a data set, you must enter a data set reference in your rule in the Workflow Rules sheet by prefixing the data set name with $. For example, if you want to reference a data set named Supervisory, then in the workflow Rules sheet, enter the value as $Supervisory Set.

You can enter the data set references in the Approvers section of the Workflow Rules sheet. Based on the approval routing used for the rule, you can enter data set references in the following columns:

  • Job Level Range

  • Approval Level

  • Group/User/Role Name

Generate Rule File

After entering the data in the Workflow Rules sheet, click Generate Rule File to generate the rule file. A compressed file is generated. Save the file in your local computer.

Upload the Rule File

To upload the rule file, perform the following steps:

  1. Navigate to the Manage Workflow Rules in Spreadsheet page.

  2. In the Rule Templates section, select the required workflow.

  3. Click Upload. The Upload File dialog box appears.

  4. In the File field, click Choose File.

  5. From your local directory, select the compressed rule file that was generated from the workflow rules template.

  6. Click Submit. A confirmation message stating the process ID appears.

    Caution: Every successful rule upload using a spreadsheet template overrides the existing rules for the workflow.
  7. Click OK.

  8. Check the status of the upload in the Upload History section.

Update the Rule Template Version

While uploading your rule template, if you are asked to update the file version, perform the following steps:

  1. Download the latest version of the rule template from the Manage Workflow Rules in Spreadsheet page. You can select any of the available templates for the workflow.

  2. In the Instructions sheet of the rule template, click Update Spreadsheet.

  3. Select the older version of the rule template and click OK.

    This copies rules from the older version of your rule template to the latest version.

  4. Review the copied rules and proceed as usual to create rules using the latest version of the rule template.

Verify the Spreadsheet Upload

The Upload History section displays details of the spreadsheet uploads such as the date, user, rule template used, and the status.

If the rule upload process fails, the status is displayed as Error. Click Error to download the Error CSV file. Review the error details, resolve the errors in the spreadsheet, and generate the rule file again.

After creating the rules using a spreadsheet template, you can modify them using a spreadsheet.

Note: Each time you make modifications, a new set of rules are created. The new rules overwrite the existing rules.

To modify workflow rules using a spreadsheet, perform the following steps:

  1. Navigate to the Manage Rules in Spreadsheet page.

  2. In the Rule templates section, select the required workflow.

  3. For the workflow, select the link in the Last Successful Upload column. Save the copy of the last successfully uploaded rule template to your local computer.

  4. Make the necessary changes in the spreadsheet and click Generate Rule File. A compressed file is generated. Save the generated rule file in your local directory.

  5. On the Manage Rules in Spreadsheet page, select the required workflow in the Rule Templates section.

  6. Click Upload. The Upload File dialog box appears.

  7. In the File field, click Choose File.

  8. From your local directory, select the compressed rule file to be uploaded for the rule creation that was generated from the workflow rules template.

  9. Click Submit. A confirmation message stating the process ID appears.

  10. Click OK.

  11. Check the status of the upload in the Upload History section.

    Note: If the upload fails, the status is displayed as Error. Click Error to download the Error CSV file. Review the error details, resolve the errors, and generate the rule file again.

Creating Invoice Approval Rules Using a Spreadsheet

The Simplified Workflow Rules Configuration feature enables you to create approval rules in a spreadsheet. Each sample template contains use cases that you can refer to and define rules using any of the templates. For more information refer to the section: Define the Rules in the Spreadsheet in the topic: Manage Workflow Rules Using a Spreadsheet: Overview.

The following is a list of available templates that contain sample rules for you to either modify or define you own rules:

  • Invoice Approval Basic template

  • Invoice Approval Sample template 1

  • Invoice Approval Sample template 2

  • Invoice Approval Sample template 3

You can access the templates from the Manage Workflow Rules in Spreadsheet page and navigate to the Payables Invoice Approval workflow. Each spreadsheet template contains the following four worksheets:

  1. Instructions

  2. Invoice Request Approval Rules

  3. Invoice Approval Rules

  4. Data Sets

Invoice Approval Templates

You can use the templates to create approval rules in accordance with your approval policy. Each sample template contains use cases that you can refer to and you can define rules using any of the templates. For more information refer to the section: Define the Rules in the Spreadsheet in the topic: Manage Workflow Rules Using a Spreadsheet: Overview.

Attributes

In the Invoice Approval Rules worksheet, you can select the attributes based on Invoice Header, Invoice Line, Invoice Distribution and other attribute categories in the Approval Conditions section. By opening the drop down list associated with the attribute category, you can view the available attributes. To add an attribute category, open the drop down list and select a category. You can choose any of the attributes for the attribute category by selecting the desired attribute from the drop down list.

Rule Evaluation Currency Attribute

To create workflow rules that should be evaluated in a specific currency, enter the currency using the attribute Rule Evaluation Currency. The attribute is available for these attribute categories:

  • Invoice Header

  • Invoice Line

  • Invoice Distribution

Specify the currency value following the ISO 4217 standard. The resulting rules that are created apply Corporate as the rate type and the Invoice Date as the rate date for evaluating transactions that satisfy rule conditions.

Data Sets

In the Data Sets worksheet, the list of values for the Varying Attributes column contains a selected list of attributes that can be used to create your data sets. A data set allows you to define a mapping between your data and the variation in approvers based on such data.

Each template has sample rules for the use cases given below:

Invoice Approval Basic template

This sample rules in this template demonstrate the following use case:

Invoice Request Approval:

Business Rule: All Invoice requests require approval by the Invoice header level requester.

Invoice Approval

  • Any invoice with an invoice amount greater than or equal to 1000 requires approval by the supervisor of the user creating the invoice.

  • Any invoice with an invoice amount less than 1000 should be automatically approved.

Note:

The rules in these templates are the ones delivered and seeded by default for invoice approval.

Invoice Approval Sample template 1

This template contains sample rules required to enforce the following approval policy. Each business rule from the approval policy is represented in one block in the template.

Invoice Request Approval:

Business Rule: All Invoice requests require approval by the Invoice header level requester.

Invoice Approval

  • Business Rule 1: All invoices that are not matched to a purchase order require supervisory approval. Any unmatched invoice that does not have requester details should automatically be rejected. Invoices that are matched to a purchase order do not require approval under this rule.

  • Business Rule 2: All invoices with an invoice amount greater than or equal to USD 5000 require approval by the Finance approval group. The Finance approval group that needs to approve the invoice, varies based on the invoice distribution cost center and the business unit on the invoice. Any invoice with an invoice amount less than USD 5000 should be automatically approved.

Invoice Approval Sample template 2

This template contains sample rules required to enforce the following approval policy: Each business rule from the approval policy is represented in one block in the template.

Invoice Request Approval:

Business Rule: All Invoice requests require approval by the Invoice header level requester.

Invoice Approval

  • Business Rule1: All invoices for a particular business unit and with specific distribution account segment values requires approval from a job based hierarchy. The range of job levels that need to approve the invoice vary based on the invoice amount. Any invoice that does not have the specified distribution account segment values should be automatically approved.

  • Business Rule2: All invoices that have project information on them require approval by the project manager. Any invoice that does not refer to a project should be auto approved.

Invoice Approval Sample template 3

This template contains sample rules required to enforce the following approval policy: Each business rule from the approval policy is represented in one block in the template.

Invoice Request Approval:

Business Rule: All Invoice requests require approval by the Invoice header level requester.

Invoice Approval

  • Business Rule1: All invoices for specific invoice sources require approval by a supervisory hierarchy. The paygroup and invoice amount determine the required number of levels of supervisory approval.

    • Invoices from certain invoice sources require approval by a specific approval group.

  • Business Rule2: All invoices for asset purchases for specific cost centers with invoice amount more than a specific amount, require approval by the cost center manager.

    • Invoices for the same specific cost center for asset purchases less than the specific amount require autoapproval.

    • Invoices for asset purchases by any cost center other than the specified cost centers require auto-rejection.

Points to Consider

Consider the following:

  • When you generate the rule file for the template, the rules for both Invoice Request Approvals and Invoice Approvals are included.

  • You must define rules in at one or both worksheets, the Invoice Request Approval or Invoice approval to successfully generate the rule file. Otherwise, the file isn't generated without rules.

  • Each new successful rule file uploaded overwrites all the existing rules for the workflow.

  • This feature is only available for the Payables Invoice Approval Workflow for Payables.

  • You must use Oracle Business Process Management (BPM) to define rules for the other Payables workflows.

  • The Invoice Request Approval Rules can only be used to define approval rules for Supplier Portal invoices. You must use the Invoice Approval Rules worksheet for all other invoice types such as Standard invoices, Debit memos, Credit memos, and Prepayments.

Simplified Rule Configuration Example for Invoice Approval

This example uses the Invoice Approval Sample template 1 to describe and explain the components of the sample rule data.

Invoice Approval Sample template 1

The table below provides the steps to download the template to your local drive.

Step Task Action Comment

1.

Navigate to the Manage Workflow Rules in Spreadsheet page.

Select the Invoice Approval workflow.

There are other spreadsheets to download but this example is specific to Payables.

2.

Download the desired template.

Select the Invoice Approval Sample template1 and click the Download icon.

The dialog box displays the available templates.

3.

Save a copy of the template.

Save the template to a location on your local drive.

You now have a working copy to create your approval rules.

4.

Review the spreadsheet.

Open the spreadsheet from your saved location.

The following four worksheets are displayed.

  1. Instructions: Provides links to the help content on how to use the rule template.

  2. Invoice Request Approval Rules

  3. Invoice Approval Rules

  4. Data Sets: This worksheet provides a template to map the varying attributes to the data.

Use Case, Business Rules, and Descriptions

This template contains sample rules required to enforce the following approval policy. Each business rule from the approval policy is represented in one block in the template.

  • Invoice Request Approval

  • All Invoice requests require approval by the Invoice header level requester.

  • Invoice Approval

  1. Business Rule 1: All invoices that are not matched to a purchase order require supervisory approval. Any unmatched invoice that does not have requester details should be automatically rejected. Invoices that are matched to a purchase order do not require approval under this rule.

  2. Business Rule 2: All invoices with an invoice amount greater than or equal to USD 5000 require approval by the Finance approval group. The Finance approval group that needs to approve the invoice varies based on the invoice distribution cost center and the business unit on the invoice. Any invoice with an invoice amount less than USD 5000 is automatically approved.

This template contains sample rules required to enforce the following approval policy. Each business rule from the approval policy is represented in one block in the template.

Business Rule Rule Name Approval Routing Approval Condition Attribute Approval Condition Data Set Name Data Set Varying Condition

Business Rule 1

Unmatched Invoices

Supervisory Hierarchy

PO Matched

Requester Name

No

Not Null

N/A

N/A

Business Rule 1

Skip rule for matched invoices

Skip Approval

PO Matched

Yes

N/A

N/A

Business Rule 1

Reject Unmatched invoices without requester

Auto Reject

PO Matched

Requester Name

No

Null

N/A

N/A

Business Rule 2*

Invoices more than USD 5000

Group in Serial

Invoice Amount

>=5000

FINAPPROVALGROUPS

Distribution Cost Center Segment, Business Unit

Business Rule 2

Autoapprove invoices less than USD 5000

Auto Approve

Invoice Amount

Rule Evaluation Currency

<5000

USD

N/A

N/A

Note: *For Business Rule 2, the approval group that needs to approve the transaction varies based on the combination of the Business Unit and Distribution Cost Center Segment values. Such variation in approvers is recorded in a data set, and the data set is referenced in the Group/User/Role Name column for the rule: Invoices more than USD 5000.

Financials Configurable Workflow Notifications: Overview

The Financial applications, as part of certain business flows, automatically send notifications for review or approval. For example, when a user submits an expense report, the approvers receive an email containing the approval request. Oracle Business Intelligence (BI) Publisher reports are used for some flows to generate the content and format. You can enable BI Publisher-based notifications, which are ready to use as delivered. The notification templates can be easily configured to meet other specific requirements. If required, you can change the delivered template layouts and content, to add images, change colors and styling, add or remove attributes or modify text.

The following table shows the financial products that use configurable notifications, along with their associated features, and workflow task names:

Product Feature Name Report or Notification Name Workflow Task Name

General Ledger

Journal Approval Notifications

Journal Approval Report

FinGlJournalApproval

Payables

Invoice Approval Notifications

Invoice Approval Report

FinApInvoiceApproval

Payables

Hold Resolution Notifications

Hold Resolution Notification

FinApHoldApproval

Payables

Payment Approval Notifications

Payment Approval Notification

PaymentApproval

Payables

Invoice Account Coding Notifications

Invoice Account Coding Email Notification

FinApInvoiceAccountCoding

Expenses

Expense Report Approval Notifications

Expense Report Approval Notification

FinExmWorkflowExpenseApproval

Expenses

Expense Reimbursement Notifications

Reimbursement Paid to Card Issuer Notification

Reimbursement Paid by Check Notification

Reimbursement Paid by Direct Deposit Notification

FinExmReimToCardIssuerFyi

FinExmReimToEmpByCheckFyi

FinExmReimToEmpByDepositFyi

Expenses

Expense Audit and Receipt Management Notifications

Expense Report Adjusted by Auditor Notification

Expense Report Rejected by Auditor Notification

Pending Payment with Warnings Notification

Expense Report Returned by Auditor Notification

Short-Paid Report with Receipt Issue Notification

Short-Paid Report with Noncompliance Notification

FinExmExpenseAuditFyi

FinExmExpenseAuditFyi

FinExmExpenseAuditFyi

FinExmReceiptManagementFyi

FinExmReportShortpaidReceiptIssue

FinExmReportShortpaidPolicyIssue

Expenses

Cash Advance Notifications

Cash Advances Approval Notification

FinExmWorkflowCashAdvanceApproval

Expenses

Expense Audit and Receipt Management Notifications

Payment is Held Notification

FinExmReceiptManagementFyi

Expenses

Expense Audit and Receipt Management Notifications

Payment is Released Notification

FinExmReceiptManagementFyi

Expenses

Expense Reimbursement Notifications

Reimbursement Has Been Paid to Employer Notification

FinExmReimToEmpByCheckFyi

Expenses

Expense Audit and Receipt Management Notifications

Mileage Adjustment Notification

ExpenseAuditMileageAdjustmentFyi

Expenses

Expense Audit and Receipt Management Notifications

Missing Receipt Declaration is Required Notification

FinExmReceiptManagementFyi

Expenses

Cash Advances Notifications

Overdue Cash Advance Notification

FinExmWorkflowOverdueNotification

Expenses

Cash Advances Notifications

Cash Advances Automatically Applied Notification

FinExmWorkflowCashAdvanceAutoAppliedFyi

Expenses

Expense Audit and Receipt Management Notifications

Inactive Employee's Outstanding Transactions Notification

FinExmInactiveEmployeeSubmitExpenseFyi

Expenses

Expense Audit and Receipt Management Notifications

Inactive Employee-Accept Responsibility Notification

FinExmInactiveEmployeeAcceptResp

Intercompany

Intercompany Email Notifications

Intercompany Transaction Approval Notification

Intercompany Enter Receiver Distribution Notification

FinFunTransactionApproval for Intercompany Transaction Approval Notification

FinFunEnterDistRequestForAction for Intercompany Enter Receiver Distribution Notification

Bill Management

User Registrations Notifications

Registration Confirmation.

New Account Registration Confirmation.

Account Access Revocation Notification.

Access Revocation Notification.

N/A

Budgetary Control

Budgetary Control Override Email Notifications

Budget Override Request Notification Budget

OverrideNotificationFyi

Budgetary Control

Budgetary Control Override Email Notifications

Override Taken Notification

OverrideNotificationFyi

Receivables

Manual Credit Memo Request Notification

Manual Credit Memo Request Notification

Note: The in-app notification is also configurable.

FinArTrxnsCreditMemosCreationPostProcessing

Note: When you receive a workflow email notification, you can alternatively find the same notification by clicking the Notifications icon in the global header or opening the Worklist: Notifications and Approvals work area.Your report edits don't affect the other notification methods.

Process Overview

Generating configurable notifications through BI Publisher involves various types of objects in the BI catalog, including data models, subtemplates, style templates, and reports. Reports pull data from data models and generate notifications in an HTML format. The report layout templates use common table and paragraph styles and refer to a central subtemplate that contains reusable notification components. This figure shows how these BI objects work together to generate the notification content.

This figure shows how these objects work together
to generate the output used for email notifications.
  • Data Sources: Store the attributes and attribute values for business objects and transactions in the application (example of data sources being transaction tables)

  • Data Model: Determines which attributes from data sources are available to be included in the notification and how that data is retrieved

  • Subtemplate: Provides common components, such as a branding logo and buttons, that can be reused in multiple reports.

  • Style Template: Provides styles such as the type of lines and fonts to use in tables, or the font type, size, and color to use for headings

  • Report: Contains a layout template that determines:

    • Which attributes appear in the notification, from the data model used for the report

    • What the notification looks like, leveraging components from the subtemplate and styles from the style template used for the report

  • HTML: Format of the output generated by the report

  • Email: What the notification looks like, leveraging components from the subtemplate and styles from the style template used for the report

  • In-App Notification: Has the HTML output embedded in the application UI

Each workflow task with configurable notifications has a corresponding predefined report in the BI catalog.. For example, the Invoice Approval report contains the Invoice Approval Notifications report layout template and uses the Invoice Approval Data Model.

Notification Modifications

When you enable configurable email notifications, the predefined reports and related objects in the BI catalog will be used to generate the email notifications. The report-based notifications provide the same information as the standard notifications. In addition, the format of report-based notifications is optimized for mobile devices. To modify the email notifications, you can edit copies of the predefined reports, data models, and subtemplate. However, you can't change the style template. You proceed as you would to edit any report, data model, or subtemplate in the catalog, for example:

  1. Find a predefined report for expense approval in the BI catalog.

  2. Use the Customize option to create a copy, or copy the report and paste it within the Custom folder.

  3. Edit the copied report layout template.

Before modifying workflow email notifications, it's recommended that you familiarize yourself with BI Publisher in general. This will improve your ability to change your notifications by formatting emails to meet your business requirements.

With BI Publisher-based email notifications you:

  • Use only the Template Builder for Word add-in to edit the .rtf template in Microsoft Word, rather than the layout editor or other tools available for creating and editing report layout.

  • Edit a copy of predefined layout templates, rather than creating reports or layout templates.

    Note: Review the My Oracle Support (MOS) note: Configurable Workflow Notifications: Implementation Considerations (Doc ID 2215570.1).

Steps to Enable

In the Offerings work area, enable the Configurable Email Notifications feature as follows:

  1. Offering: Financials

  2. Functional Area: Budgetary Control, Expenses, Intercompany, General Ledger, or Payables

  3. Feature: Configurable Email Notifications

  4. Choices: The specific notifications you want to enable

  5. Click Done.

Configuring Payables Email Notifications: Explained

Payables has configurable email notifications that can meet your business needs and requirements. For example, approvers for Payables invoice approval receive a standardized email notification when the invoice requires their approval. This standardized email notification has a list of attributes shown in a specific format. However, you have your own requirements regarding what information is in the approval email notifications and in the format you want displayed. The ability to configure email notifications to meet your specific business needs and requirements is now available. The capability to configure the notifications supports changing the format, content, and display of the notifications. In the invoice email approval notification, you have the ability to add other invoices and related attributes that you or your customers want to display in those email notifications.

Payables Email Notifications

The current Payables email notifications are listed in the following table:

Notification Name Workflow Task Name Description

Invoice Approval

FinApInvoiceApproval

Email notifications sent for approving invoices.

Hold Resolution

FinApHoldApproval

Email notifications sent for resolving invoices on hold.

Payment Approval

PaymentApproval

Email notifications sent for payment approval of invoices.

Invoice Account Coding

FinApInvoiceAccountCoding

Email notifications sent for account coding of invoices.

Oracle Business Intelligence Publisher

Use Oracle Business Intelligence Publisher (BIP) for configuring the Payables email notifications.

  • The notifications are optimized for mobile devices and are ready to use as delivered.

  • The templates are ready to use as delivered. The templates can be easily configured to meet your business requirements. If required, you can change the delivered template layouts and content, to add images, change colors and styling, add or remove attributes or modify text.

    Predefined BIP reports generate workflow email notifications pulling content from the standard data models. The report layouts use common table and paragraph styling. In addition, a common sub template is used for reusable notification components, including: a custom logo in the notification header, action buttons, and task history.

    Note: The history component is currently not based on a BIP data model and cannot be modified.

Best Practices

The following are recommended best practices:

  • Never edit seeded notifications.

  • Use the Customize feature for reports and subtemplates.

  • Copy the data models, paste into the Custom folder, and edit the copies.

  • Do not rename the standard BI components, the reports or sub templates. Preview your changes before publishing. Revert customizations in case of issues.

  • Do not modify any hyperlinks in the subtemplate file. Before saving a local copy, disable the Update links on the save option in Microsoft Word.

Modifying Invoice Approval Email Notifications Using Oracle Business Intelligence (BI) Publisher: Worked Example

This example shows how to modify email notifications for the invoice approval workflow using BI Publisher reports.

The following table summarizes the key decisions for this scenario:

Decisions to Consider In This example

What text changes are needed in the header section of the notifications?

Add custom text to the notification to give instructions to the approvers.

What additional fields should the header section of the notification contain?

Add an additional attribute for displaying Payment Terms for the invoice.

Prerequisites

Download and install the Template Builder for Word, which is an extension to Microsoft Word.

  1. In the Reports and Analytics work area, click the Browse Catalog button.

  2. Click the Home link.

  3. In the Get Started section, click the Download BI Desktop Tools link.

  4. Select Template Builder for Word from the list.

  5. Save the file and run the installer.

Modifying Invoice Approval Email Notification

To add the custom instructions text to the header section of the notification, we need to modify the common subtemplate used for the notifications.

To edit a copy of the predefined subtemplate that contains the shared components:

  1. Click on Navigator > Reports and Analytics.

  2. Click the Browse Catalog icon.

  3. In the BI catalog (the Folders pane), expand Shared Folders> Common Content>Templates.

  4. For Workflow Notification Subtemplate, click More and select Customize.

    If you're not using the Customize option:

    1. Click Copy in the toolbar with Workflow Notification Subtemplate selected.

    2. In the BI catalog, expand Shared FoldersCustomCommon Content Templates. Create a Templates folder in this location if it doesn't exist.

    3. Click Paste in the toolbar.

    4. Click the Edit link for the copied subtemplate.

    Note: All reports using the predefined subtemplate are automatically redirected to point to your subtemplate in the Custom folder. This applies:
    • To all reports, predefined or not.

    • No matter if you copy and paste the subtemplate or use the Customize option.

    • Only if your subtemplate has the same name and relative file path in Custom as the predefined subtemplate

  5. In the Templates section, click the link in the Locale column.

  6. Save the subtemplate .rtf file to your computer.

  7. Open the .rtf file with Microsoft Word.

    • To add custom instructions text, add a new section with the following details:

      • <template:InstructionText?>

        All invoices must be approved within 2 working days. In case of any queries, kindly write to approval.support@vision.com.

        • <?end template?>

        Note: To ensure that your layout templates reflect these changes without additional rework, don't edit any other text in the subtemplate .rtf file.

  8. Update Word options to ensure that existing links remain intact in the subtemplate

    • Click File > Options > Advanced.

    • In the Word Options dialog box, click Web Options in the General section.

    • In the Web Options dialog box, open the Files tab.

    • Deselect the Update links on save check box.

    Note: The exact steps can vary depending on your version of Microsoft Word.

  9. Save your changes in Word.

Uploading the Modified Subtemplate

To upload your subtemplate to the BI catalog after previewing the changes:
  1. In the BI catalog, expand Shared FoldersCustomCommon Content Templates..

  2. Click Edit for Workflow Notification Subtemplate.

  3. In the Templates section, click the Upload icon.

  4. Select your modified .rtf subtemplate and a locale, and click OK to overwrite the original subtemplate.

    Next we will make changes to the Invoice Approval Email Notification report layout to reflect the updates in the shared component, as well as add the new attribute to the report layout. To do this, we need to modify the Invoice Approval Email Notification report layout.

Downloading the Report Layout Template
The report layout template contains the structure of the email notification. To download a copy of the report layout template to your local drive for modification:
  1. Sign in to the BI server (for example, http://hostname.com:7001/xmlpserver) as an Application Implementation Consultant to open the Oracle Business Intelligence home page.

  2. Click the Catalog link to open the Catalog page.

  3. In the Folders pane, expand the Shared Folders>Financials>Workflow Notifications> Payables folder.

  4. Click the Invoices folder to display the Data Models subfolder and the Invoice Approval Report.

  5. Click the More link for the Invoice Approval Report, and then select Customize from the menu. The Invoice Approval Email Notification report layout template is automatically copied to the Custom folder. The Invoice Approval Report page opens from within the Custom folder.

  6. Click the Edit link on the copy of the Invoice Approval Email Notification report layout.

  7. Save the copy of the .rtf file to your local drive and change the file name to distinguish it from the predefined report layout template. For example, save the file as UpdatedInvoiceApprovalNotificationReport.rtf.

    Note: Be sure to change the name of the .rtf file, otherwise you could overwrite the predefined report layout template.

Exporting the Data Model

To add attributes to the report layout template, you must first export the data model for the report.
  1. Navigate back to the Oracle Business Intelligence home page, and click the Catalog link.

  2. On the Catalog page, in the Folders section, expand Shared Folders>Financials>Workflow Notifications>Payables> Invoices.

  3. Click the Data Models folder to display the Invoice Approval Data Model.

  4. Click the Edit link for the Invoice Approval Data Model. The Invoice Approval Data Model page opens on the Diagram tab.

  5. Click the Data tab. To export the full data model, you must first enter valid values for Business Unit, Supplier and Invoice Number attributes from an existing Invoice.

  6. Click in each of these fields and enter valid values from an existing Invoice approval notification:

  7. To include empty attributes in the data model export, click the Properties link in the Data Model section.

  8. On the Properties page, select the Include Empty Tags for Null Elements option.

  9. In the Data Model section, click the Data Sets link to return to the Data tab.

  10. Click the View button to view the data model.

  11. Click the Export button and save the Invoice Approval Data Model_.xml file to your local drive.

Modifying the Invoice Approval Email Notification Report Layout

To add a reference to the update in the subtemplate for the Instruction text that we want to add to the Invoice Approval Email Notification:
  1. Open your local copy of the report layout template using Microsoft Word.

  2. Replace the path with the location of the modified subtemplate file on your computer. For example, change <?import:xdoxsl:///CommonContent/Templates/Workflow Notification Subtemplate.xsb?> to <?import:file:C:///Template_Directory/Updated Workflow Notification Subtemplate.ret?..

  3. Place your cursor at the end of the default header text for Invoice Approval.

  4. Add a space and enter the following: <?call-template:InstructionText?>. By doing this, the custom instruction text will be retrieved from the updated subtemplate and displayed in the email notification.

  5. Save the file..

  6. From the BI Publisher tab in the Ribbon, click HTML in the Preview group. If the preview reflects your subtemplate changes as expected, then change the subtemplate path back to the location in the Custom folder, for example: <?import:xdoxsl:///Custom/Templates/Workflow Notifications Subtemplate.xbs?>.

  7. If you're not adding attributes to the report layout, close the file and skip to the Uploading the Modified Report Layout task.

    To add an attribute for Payment Terms in the header section of the report layout:

    1. In your local copy of the report layout, select the BI Publisher tab.

    2. In the Load Data section on the BI Publisher ribbon, click Sample XML.

    3. On the XML data selection dialog box, select the .xml file that you saved in step 11 of 'Exporting the data model' and click Open.

    4. Click OK on the message that appears indicating that the data was successfully loaded.

    5. Place your cursor in the Details section of the notification. Add an additional row after the Description attribute.

    6. In the Attribute column, enter a label for the new attribute. In this case, enter Payment Terms.

    7. Then place the cursor in the Value column and go to the BI publisher add-in. Navigate to Insert > Field and search for Payment Terms in the search field.

    8. Select the Payment Terms attribute and click Insert.

    9. Save and close your copy of the report layout.

Uploading the Modified Report Layout Template

To use the modified report layout template for future Invoice approval email notifications:
  1. Navigate back to the Oracle Business Intelligence home page and click the Catalog link.

  2. On the Catalog page, in the Folders section, expand Shared FoldersCustomFinancials Workflow NotificationsPayables.

  3. Select the Invoices folder to display the Data Models folder and the Invoice approval report.

  4. Click the Edit link for the Invoice Approval Report to open the Invoice Approval Report page.

  5. Click the View a list link to open the Layout page.

    Note: The Layout page displays the copy of the report layout template that was automatically created in step 5 of the Downloading the Report Layout Template task. Leave this report layout template as is. If the modified email notifications don't work, you can revert back to using this report layout template, which is a copy of the predefined report layout template.

  6. Click the Create icon. A page opens with a Create Layout section and an Upload or Generate Layout section

  7. In the Upload or Generate Layout section, click the Upload icon. The Upload Template File dialog box opens.

    Complete with the following information:

    Field Value

    Layout Name

    Enter a name for your modified report layout template. For example, enter Modified Invoice Approval Template.

    Template File

    Click Browse. Locate and select the modified report layout template that's on your local drive. Click Open to return to the Upload Template File dialog box.

    Type

    RTF Template

    Locale

    English

  8. Click Upload. The Invoice Approval Report page returns to the thumbnail view of the report layout templates.

  9. Click the View a list link to return to the Layout page with the list of the report layout templates

  10. Select the row with the report layout template that you just uploaded and click the View Report button.

  11. Review the modified report layout template.

  12. To view the report layout template with sample data, enter values from an existing notification into the fields and click Apply.

  13. Repeat steps 1 through 5 to navigate back to the list of report layout templates. In the row for the report layout template that you just uploaded, click the Default Layout option. This step enables the modified report layout template for future Invoice approval email notifications.

  14. Click the Save icon.

Record Accounting for Invoices

Accounting for Invoices and Payments: Explained

You can create accounting entries for invoice and payment transactions using Oracle Fusion Subledger Accounting. Subledger Accounting creates the final accounting for subledger journal entries and transfers the accounting to Oracle Fusion General Ledger. Subledger Accounting uses a set of predefined account rules to create accounting, but you can define your own detailed accounting rules.

Payables Event Classes and Types

Subledger Accounting uses predefined accounting event classes and accounting event types. You can modify your accounting setup to create accounting for some events and not for others.

This table lists the predefined payables event classes and types.

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're 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 the invoice validation process applies a No rate hold, which prevents invoice accounting and payment.

Settings That Affect Applying Missing Conversion Rates

Run the Apply Missing Conversion Rates process when the Require conversion rate entry option on the Manage Common Options for Payables and Procurement page is disabled.

How Missing Conversion Rates Are Applied to Invoices

The Apply Missing Conversion Rates process uses conversion rate information from the Manage Daily Rates page to apply the 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, the receiving transaction automatically creates a receipt accrual journal entry that debits the receipt inventory and credits uninvoiced receipts. After the received material is delivered to its final destination, the receipt inventory account is cleared and the material account is debited.

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

Note: Period end accrual applies only to expense items because inventory items are always accrued on receipt.

For perpetual accrual accounting, you don't have to run the Create Uninvoiced Receipts Accruals process.

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

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

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