1Invoices

This chapter contains the following:

Receive and Process Invoices
Approve Invoices
Record Accounting for Invoices

Receive and Process Invoices

Invoices Landing Page

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're the available prepayments for invoices.
Payments: Indicates by currency the total amount due for payment.

Viewing the overall status of the invoices enables 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're assigned to a specialist for processing. If you're the specialist you can process the invoice accordingly. In the event they're 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.

How Invoice Components Fit Together

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

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

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

Invoice Types

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.

Example of Creating Recurring Invoices

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

From the Invoices landing page, click the Create Recurring Invoices task to open the Create Recurring Invoices spreadsheet.
Click Yes to connect to the application.
Sign in to Oracle Fusion Applications.

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

Click Create Recurring Invoices.
Review the upload results in the Template Row Status column and in the confirmation message.
Validate the invoices from the Manage Invoices page or through the Validate Payables Invoices process.

Creating Invoices Using a Spreadsheet

Considerations for Creating Invoices in a Spreadsheet

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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.

How Invoices Import 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:

Navigate to the File-Based Data Import for Oracle Financials Cloud guide.
In the Table of Contents, click File-Based Data Imports.
Click Import Payables Invoices.
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.

Don't change the order of the columns in the template.

You can hide or skip the columns you don't use, but don't 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 enables 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

Overview of One Time Payments

The One Time Payments feature enables 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're imported. This eliminates the need for manual intervention.

Points to Consider

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.
The default liability and expense accounts for payment requests must be configured in the Common Options for Payables and Procurement.
Implementation of the One Time Payment feature doesn't impact the existing functionality for payment request from Oracle Fusion Accounts Receivables and Oracle Fusion Expenses.
You can create a Payment Process Request (PPR) template by selecting a specific source, so that One Time Payments can be processed separately.
You can use the ERP Integration web service for importing transactions to achieve automated processing.

How Payment Requests Import 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:

Prepare the data using the predefined XLSM template.
Generate the CSV file.
Transfer the data.
Load and import the data.
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 don't 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 don't summarize, and you're 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.

Related Topics

Overview of External Data Integration Services for Oracle Cloud

Invoices from a Scanned Image

Integrated Invoice Imaging

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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.

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.
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.
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.
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.
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 Imaging retrieves the images from the designated e-mail account at scheduled intervals. All of the invoice images in an email are grouped into a batch.

Recognize Images

The imaging solution then sends the batches for intelligent data recognition and extraction of the invoice attributes.

Oracle's Imaging Solution 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, Oracle's Imaging Solution can intelligently locate data within the invoice. The data can be found regardless of its location on the image and whether Imaging has processed invoices from that supplier before. As suppliers are added, or an existing supplier changes its invoice layout, Imaging can extract the attributes from the new invoice layouts.

Store Images

Oracle 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.

Oracle 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.

Related Topics

Considerations for Integrated Invoice Imaging for Oracle Cloud Implementations

Considerations for Receiving Invoice Images from Email

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's Imaging Solution. 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 can't 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. You can have multiple attachments on the same email.

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. This attribute is always Routing Attribute 1.

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

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.

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

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. 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.

Total number of characters allowed by Oracle Forms Recognition: 233
Number of characters in the default file path areC:\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 Oracle Imaging process errors.

Related Topics

Routing Incomplete Invoices

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:

Start a search in the in the IF section of the rule. The Condition Browser opens.
Select the attribute to use in the condition.

Prepayments

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.

Related Topics

Invoice Corrections

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

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 Invoice Lines

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.

Related Topics

Match Approval Level Options

Overview of Creating Invoices Using Match in Full

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 can't 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:

Supplier users features.
Enhanced Supplier user features.
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 rearranged 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.

As a supplier user, you can use these features to do your updates:

Action	Description
Save and Edit Invoices	You can save an invoice, created through the Supplier Portal, anytime you're 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 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

As a Payables user, you can use the features shown 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's 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 is stamped as Withdrawn and the supplier sees the invoice status as Pending Import. Force Approve: You can 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 is updated as Canceled. The invoice amount is marked as zero and the taxes reversed. The Supplier user sees the status as Canceled. The Invoice Request Approval process is automatically withdrawn.

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's 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 is stamped as Withdrawn and the supplier sees the invoice status as Pending Import.
Force Approve: You can 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 is updated as Canceled. The invoice amount is marked as zero and the taxes reversed.
The Supplier user sees 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 can't edit them
When application rejects the Invoice Request Approval process, only the Payables users can resubmit them. Supplier users can't 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 isn't 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

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.

Related Topics

Recording and Transferring Projects Information

If you're 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

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.

Overview of Invoices for Landed Cost

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

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.

Related Topics

Distribution Sets

Invoice Routing for Account Coding

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:

Returned
Withdrawn
Need Review
Complete or Manually Completed and the validation status is Needs to Revalidate.

Taxes on Invoices

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.

Related Topics

Define Payables Setup for Withholding Tax

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:

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.
Create each tax authority as a supplier with a supplier type of Tax Authority.
Create withholding tax codes.
Create withholding tax classifications.
Specify withholding tax details for suppliers.
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

Related Topics

Freight and Miscellaneous Charge Allocations

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

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.

Related Topics

Invoice Installments

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.

How Invoice Installments Are Recalculated

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

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

How Invoices Are 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.

Related Topics

Guidelines For Invoice Options

Invoice Tolerances

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.

How Invoice Price Corrections and Tolerances 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.

Types of Holds

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.

Invoice Holds and Releases

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

How Routing Invoices with Manually-Releasable Holds Are Processed

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.

Overview of Consolidating Workflow Hold Notification for Similar Matched Holds

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

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.

One is to prorate based on the number of periods
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 don't 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're 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 can't be changed to a date that's earlier than the last recognition journal date.

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

Any changes to the multiperiod accrual account don't 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.

Example of Deferred Expenses Using Multiperiod Accounting

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:

Create an invoice. Enter the values for the multiperiod start and end dates and the multiperiod accrual account.
Validate the invoice.
Submit the accounting of the invoice in Payables or through the batch accounting program.
At the end of each accounting period submit the Multiperiod Accounting Program to recognize the expenditure for the relevant accounting program.
View the basic accounting and multiperiod recognition entries.

Analysis

The following example displays three accounting entries:

Basic accounting; The accounting entry based on a single period.
Multiperiod accounting: The accounting entries based on deferring the expense over three periods.
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

Accounting Date

Debit or Credit

Journal

Accounted Debit

Accounted Credit

Jan. 10

Debit

Prepaid Expense

12000

Jan. 10

Credit

Liability

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 aren't 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

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.

Related Topics

Example of Enforcing Chronological Order on Invoice Voucher Numbers

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

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

Considerations for Approval Actions

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

How Electronic Invoices Are Processed

Oracle Fusion Payables provides an inbound flow for receiving invoices from suppliers electronically in industry standard XML. Oracle Fusion Collaboration Messaging Framework (CMK) is used to set up business to business (B2B) messaging between customer and suppliers.

Collaboration Messaging Framework

Oracle Fusion Collaboration Messaging Framework (CMK) provides a simplified way to set up B2B communication within the procure-to-pay business flow. CMK supports messaging with trading partners directly using web services, or through Service Providers such as Oracle Business Network.

After receiving the electronic invoice from suppliers, CMK transforms the payload from the external document format to the Payables invoice format. The transformed payload is inserted into the Payables Invoices Interface tables. The Import Payables Invoices process imports the invoices into the base tables.

How Electronic Invoices Are Processed

This figure shows the data flow for the electronic 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 Business Network and uploads the invoice payload, that contains one or more invoices in XML format.
OBN	Passes the invoice payload to CMK.
CMK	Transforms the XML 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 don't 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 isn't available, then no email is sent to the supplier. The invoices must be corrected using the 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:
- Invoice with header and item lines
- Charges at header or line level
- Taxes at header or line level

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.

Destination

PO_NUMBER

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:

Primary pay site for supplier if the supplier has site assignments for the invoice ORG_ID column
Single existing pay site for supplier if the supplier has site assignments for the invoice ORG_ID column
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:

Primary pay site for the supplier if the supplier has site assignments for the invoice ORG_ID column
Single existing pay site for the supplier if the supplier has site assignments for the invoice ORG_ID column
Purchase order number matched at the header level

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:

Invoice header record TERMS_ID or TERMS_NAME
Terms for the purchase order number in the invoice header
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.
Supplier site
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:

Invoice header record TERMS_ID or TERMS_NAME
Terms for the purchase order number in the invoice header
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.
Supplier site
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:

Supplier site default value
Tax reporting and withholding tax options

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.

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.

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.

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:

Invoice line record
Invoice header record
Accounting Date parameter from the import process submission
Accounting Date Basis setting on the Manage Invoice Options page

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.

Destination

UNIT_PRICE

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

Validation

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.

Validation

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.

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:

Lookup Type: ADD_DUPLICATE_INV_CHECK
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.

What's the difference between performing a price correction and matching to a purchase order?

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 didn't my invoices get picked up for validation?

Invoices with the account coding status of Initiated aren't 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're not the last user in the workflow. If you're the last user, then you're 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 /

How can I use social networking to get approval for an early payment of an invoice to receive a discount?

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:

Click Social to open Oracle Social Network. Click the Share button, or click Join if collaboration has already been initiated.
Create a new related conversation.
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

Related Topics

What does social networking have to do with my job

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:

Create a prepayment for 100 USD.
Validate the prepayment to consume the budget and reduce available funds for the prepayment account.
Pay the prepayment.
Create an invoice for 300 USD.
Validate the invoice to consume the budget and reduce available funds from expense accounts used in the invoice.
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 aren't 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

How Invoices Are Approved

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.

Related Topics

Overview of Approval Management

Create Workflow Rules Using a Spreadsheet

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.

Sign in and navigate to the Manage Workflow Rules in Spreadsheet task.
Download the rule template from the Rule Templates section of the Manage Workflow Rules in Spreadsheet page.
Define the workflow rules in the spreadsheet.
Generate the rule file.
Upload the rule file to create rules.
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.

Manage Workflow Rules Using a Spreadsheet

Before creating and managing workflow rules, perform these steps:

Sign in to the application as a Financial Application Administrator.
Verify if the Approval Routing Administration feature is enabled at Offerings > Financials > Opt In Features. Click the Edit icon for Financials. If the feature isn't enabled, and select its check box.
In the Setup and Maintenance work area, go to Financials > Application Extensions > Manage Workflow Rules in Spreadsheet task.

Download the Rules Template

Download the rule template by performing these steps:

In the Rule Templates section of the Manage Workflow Rules in Spreadsheet page, select the required workflow.
Click Download. The Download Templates dialog box appears.
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. Here's a list of sheets you can see in the rule template spreadsheet:

Instructions: This sheet contains details of the help topics present on Oracle Help Center for this feature and the Generate Rule File button. You can also update your rule template version from the Instructions sheet.
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.
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 about 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 these 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 aren't matched to a purchase order must be approved at two levels of the supervisory hierarchy. This hierarchy starts from the manager of the user who creates 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.

Use the Workflow Rules sheet to define approval rules. Enter these details:

Rule Description

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

Approvers

In this section, designate approvers and specify approval routing. The template supports a variety of approval routing options. This table provides you 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 is required to take an 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 isn't 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.

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:

Open the list of values associated with the last column in the Approval Conditions section.
Select the required attribute category.

To add an attribute:

Open the list of values associated with the attribute category.
Select the required attribute.

For example, in the Invoice Approval template for Payables, you can select Business Unit and Invoice Amount attributes for the 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. This table lists the supported operators.

Condition	Value Type	Format	Example
Attribute is a specific value	Text, number, or date	value Note: No specific format applies here.	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/aug/2018 and 31/aug/2019 OR 01/aug/2018 to 31/aug/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/oct/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/oct/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/oct/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/oct/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 aren't case-sensitive. However, you must enter the date in the DD/MMM/YYYY or DD-MMM-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 isn't 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. You can define a business rule and all aspects of the business rule in these rows. 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:

Select a row.
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:

Select a row and right-click.
From the menu, select Insert.

To delete a rule block:

Select all the rows in a rule block.
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 lets you 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 must 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 these steps:

Open the Data Set sheet of the rule template.
In the Set Name column, enter a unique name.
Enter the value in the Approval Group/Supervisory Level/Job Level Range/User/Role column. This value depends on the approval routing of the rule for which you're using the data set.

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.
If your starting approver for rules using Supervisory or Job Level Hierarchy approval routing varies based on transaction attributes, then click the Add Start Approver to add the Start Approver column in the dataset. You can select any of the values from the list of values or directly enter a user name as the start approver.

Note: If you're specifying start approver in the dataset, then you must select a value of Use Dataset in the Start Approver column of the Approvers section in the Invoice Approval Rules or Invoice Request Approval Rules sheet as applicable. This ensures that the Start Approvers are picked up from the dataset for such rules.
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.
Enter values for each varying attribute. You can also use the supported operators with the values.
Click Add New Column to create additional columns for varying attributes.
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. Prefix the data set name with $ to create a reference. For example, to reference a data set named Supervisory, enter the value as $Supervisory Set in the Workflow Rules sheet.

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, enter data set references in these columns:

Job Level Range
Approval Level
Group/User/Role Name

Generate Rule File

After entering the data in the Workflow Rules sheet, click the Generate Rule File button located in the Instructions sheet 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:

Navigate to the Manage Workflow Rules in Spreadsheet page.
In the Rule Templates section, select the required workflow.
Click Upload. The Upload File dialog box appears.
In the File field, click Choose File.
From your local directory, select the compressed rule file that was generated from the workflow rules template.
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.
Click OK.
Check the status of the upload in the Upload History section.

Update the Rule Template Version

While uploading your rule template, if you're asked to update the file version, perform the following steps:

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.
In the Instructions sheet of the rule template, click Update Spreadsheet.
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.
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.

Related Topics

Modify Workflow Rules Using a Spreadsheet

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:

Navigate to the Manage Rules in Spreadsheet page.
In the Rule templates section, select the required workflow.
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.
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.
On the Manage Rules in Spreadsheet page, select the required workflow in the Rule Templates section.
Click Upload. The Upload File dialog box appears.
In the File field, click Choose File.
From your local directory, select the compressed rule file to be uploaded for the rule creation that was generated from the workflow rules template.
Click Submit. A confirmation message stating the process ID appears.
Click OK.
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.

How You Create Invoice Approval Rules Using a Spreadsheet

You can create approval rules using a spreadsheet. Here are a few things to keep in mind:

Each spreadsheet or template contains sample data that you can refer to when creating your approval rules.
The templates provide examples of use cases that you can use to modify or create your own approval rules.
For more information see the topics listed in the Related Links section of this topic.

You have four spreadsheets or templates shown in this list, that you can either modify or use to define your 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:

Instructions
Invoice Request Approval Rules
Invoice Approval Rules
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 you can refer to the Related Links section in this topic.

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 wanted 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 you can use to create your own data sets. A data set enables 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

The sample rule in this template is based on 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:

Each template has sample rules already defined for you to reference when creating or modifying your approval rules.

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 aren't matched to a purchase order require supervisory approval. Any unmatched invoice that doesn't have requester details should automatically be rejected. Invoices that are matched to a purchase order don't 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 must 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 require approval from a job-based hierarchy. The range of job levels that must approve the invoice vary based on the invoice amount. Any invoice that doesn't have the specified distribution account segment values should be automatically approved.
Business Rule2: All invoices that have project information about them require approval by the project manager. Any invoice that doesn't 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 pay group 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 show and explain the components of the sample rule data.

Invoice Approval Sample template 1

Here's how you download the template to your local drive:

Navigate to the Manage Workflow Rules in Spreadsheet page.
Select the Invoice Approval workflow.
Click the Download icon. A dialog box containing a list of available templates opens. Each template has some sample rules for your reference.

Note: The short description associated with the sample template gives you an idea of the scenario for the sample rules within the template.
From the list of available templates, select Invoice Approval Sample template1.
Save the selected template to your local drive.

You now have a working copy to create your approval rules. The saved template has the following four worksheets:

Instructions: Provides you with links to the help content on how to use the rule template. It also has the Generate Rule File button.

Invoice Request Approval Rules: Define rules for the approval of Payables invoice requests.

Invoice Approval Rules: Define rules for Payables invoices.

Data Sets: Allows you 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

For the scenario in this template, these are the business requirements:

All invoices that aren't matched to a purchase order require supervisory approval. Any unmatched invoice that doesn't have requester details should be automatically rejected. Invoices that are matched to a purchase order don't require approval under this rule.
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 must 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.

The tables shows how you can convert the business requirements into rules in the spreadsheet:

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 must 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.

Overview of Financials Configurable Workflow Notifications

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.

In addition to getting notifications in email, users can also view in-app notifications, for example, by:

Clicking the Notifications icon in the global header and opening a notification
Going to the Worklist: Notifications and Approvals work area and opening a notification
Clicking the In-App Notification link at the end of an email notification

Oracle Business Intelligence (BI) Publisher reports are used for some flows to generate the notification 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.

This table shows the products that have configurable notifications, along with their associated features, and workflow task names. You can configure only the email notifications for these tasks.

Product	Feature Name	Report or Notification Name	Workflow Task Name
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

Product

Feature Name

Report or Notification Name

Workflow Task Name

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

This table shows the products that have configurable notifications, along with their associated features, and workflow task names. You can configure both the email and in-app notifications for these workflow tasks.

Product	Feature Name	Report or Notification Name	Workflow Task Name
Advanced Collections	Configurable Collections Bankruptcy Workflow Notification	Bankruptcy Notification	BankruptcyApproval
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 FinExmReimToEmpByCheckFyiFin ExmReimToEmpByDepositFyi
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
General Ledger	Journal Approval Notifications	Journal Approval Report	FinGlJournalApproval
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
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
Receivables	Manual Credit Memo Request Notification	Manual Credit Memo Request Notification	FinArTrxnsCreditMemosCreationPostProcessing

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.

BI Publisher objects, including data model, subtemplate,
style template, layout template, and report, working together to generate
HTML output for workflow 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 Notification: Has the HTML output embedded in the email body
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

After you enable configurable workflow notifications, the predefined reports and related objects in the BI catalog work by default. 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. If you need to modify the 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:

Find a predefined report for expense approval in the BI catalog.
Use the Customize option to create a copy, or copy the report and paste it within the Custom folder.
Edit the copied report layout template.

Before modifying configurable notifications, it's recommended that you familiarize yourself with BI Publisher in general. This improves your ability to format your notifications to meet your business requirements.

With BI Publisher-based 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: For more information, see Configurable Workflow Notifications: Implementation Considerations (2215570.1) on My Oracle Support at https://support.oracle.com.

Steps to Enable

In the Offerings work area, enable the configurable notifications feature as follows:

Offering: Financials
Functional Area: Budgetary Control, Expenses, Intercompany, General Ledger, or Payables
Feature: Configurable Workflow Notifications
Choices: The specific notifications you want to enable
Click Done.

For configurable email notifications, make sure that the email domain setup is correct in BI Publisher so that the emails get sent.

Related Topics

Configuring Payables Workflow Notifications

Payables has configurable workflow notifications for both email and in-app that can meet your business needs and requirements. For example, approvers for Payables invoice approval receive a standardized workflow notification when the invoice requires their approval. This standardized workflow notification has a list of attributes shown in a specific format. However, you have your own requirements regarding what information is in the approval workflow notifications and in the format you want displayed. The ability to configure workflow 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 workflow approval notification, you have the ability to add other invoice related attributes that you want to display in those workflow notifications.

Payables Workflow Notifications

The current Payables workflow notifications are listed in the following table:

Notification Name	Workflow Task Name	Description
Invoice Approval	FinApInvoiceApproval	Workflow notifications sent for approving invoices.
Hold Resolution	FinApHoldApproval	Workflow notifications sent for resolving invoices on hold.
Payment Approval	PaymentApproval	Workflow notifications sent for payment approval of invoices.
Invoice Account Coding	FinApInvoiceAccountCoding	Workflow notifications sent for account coding of invoices.

Oracle Business Intelligence Publisher

Use Oracle Business Intelligence Publisher (BIP) for configuring the Payables workflow notifications.

The notifications are optimized for mobile devices and are ready to use as delivered.
The notifications are generated based on BI Publisher templates that 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.
Any changes made to the BIP template impacts both the email and the in-app notifications.

Predefined BIP reports generate workflow 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 can't be modified.

Note: The same template is used for both email and in-app notifications. Any changes made to the BIP template for email has an impact on the in-app notification as well.

Best Practices

The following are recommended best practices:

Never edit delivered 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.

Apply Changes to Workflow Notifications Soon After Upload

Configurable workflow notifications are refreshed every 24 hours so that they perform better for your users. But when you're making changes to reports, subtemplates, or data models, you can apply your changes sooner so they're available for testing. Create profile options to control when notifications reflect your changes after you upload them to the BI catalog. When you're done configuring notifications, use the same profile options to turn the refresh back to every 24 hours, to optimize performance. But even if you don't, the refresh automatically resets to 24 hours when it's been more than eight hours since you set the profile options.

Note: The refresh applies only to changes uploaded to the BI catalog and the actual notifications that are then sent out with your changes. You can always preview changes to layout templates while you're editing in Microsoft Word or view the report in BI Publisher.

Create Profile Options to Control the Refresh

Your profile options can apply to all workflow tasks, a product family, or a product. Based on the scope you want, your profile option must have a profile option code that follows a certain format.

Scope	Profile Option Code	Examples
Global	BIP_CLIENT_REFRESH_TIME	BIP_CLIENT_REFRESH_TIME
Product Family	BIP_CLIENT_REFRESH_TIME_<FAMILY>	BIP_CLIENT_REFRESH_TIME_FIN BIP_CLIENT_REFRESH_TIME_HCM BIP_CLIENT_REFRESH_TIME_PRC BIP_CLIENT_REFRESH_TIME_PRJ BIP_CLIENT_REFRESH_TIME_SCM
Product	BIP_CLIENT_REFRESH_TIME_<FAMILY>_<PRODUCT>	BIP_CLIENT_REFRESH_TIME_FIN_AP BIP_CLIENT_REFRESH_TIME_HCM_PER BIP_CLIENT_REFRESH_TIME_PRC_PON BIP_CLIENT_REFRESH_TIME_PRJ_PJE BIP_CLIENT_REFRESH_TIME_SCM_EGO

The profile options with a smaller scope take precedence. For example, you have profile option A with a global scope and profile option B with a product scope. If you're currently configuring notifications for a particular product, use profile option B to adjust the refresh time just for that product. But based on profile option A, the refresh is still at 24 hours for all other configurable notifications in all other products. Profile option B takes precedence over profile option A only for that one product.

Tip: To find the product family or product code, go to the Setup and Maintenance work area. Use the Manage Taxonomy Hierarchy task in the Application Extensions functional area for any offering. In the hierarchy, expand the root node and then the Oracle Fusion node. Find the row for the family or product and look in the Module Key column for the code.

Now you're ready to create your profile options!

In the Setup and Maintenance work area, go to the Manage Applications Core Profile Options task in the Application Extensions functional area for your offering.
On the Manage Applications Core Profile Options page, click the New icon.
On the Create Profile Option page, enter the profile option code in the format that corresponds to the scope you want.
Enter a display name that you can easily remember to help you find the profile option later.
From the Application list, select Oracle Middleware Extensions for Applications.
From the Module list, select Application Core.
Specify a start date.
Click Save and Close.
On the Manage Applications Core Profile Options page, make sure your new profile option is selected in the Search Results: Profile Options subsection.
In the <Profile Option>: Profile Option Levels subsection, select the Enabled and Updatable check boxes for the Site level.
Save your work.

Set the Refresh Interval

In the Setup and Maintenance work area, go to the Manage Applications Core Administrator Profile Values task in the Application Extensions functional area. Set your profile option at the Site level and enter 15 or higher for the refresh interval in minutes. For example, if you enter 15, then your changes are applied to notifications 15 minutes after you upload to the BI catalog.

Caution: Make sure to enter a whole number.

When you're done making and testing your changes, set the profile option back to 1440, which is 24 hours in minutes. If you forget and leave your profile option as is for longer than eight hours, don't worry! At that point, the profile option resets itself back to 1440 minutes.

Related Topics

Example of Modifying Invoice Approval Workflow Notifications Using Oracle Business Intelligence (BI) Publisher

This example shows how to modify workflow notifications for the invoice approval workflow using BI Publisher reports. Any modifications you make apply to both email and in-app notifications.

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.

In the Reports and Analytics work area, click the Browse Catalog button.
Click the Home link.
In the Get Started section, click the Download BI Desktop Tools link.
Select Template Builder for Word from the list.
Save the file and run the installer.

Modifying Invoice Approval Workflow 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:

Click on Navigator > Reports and Analytics.
Click the Browse Catalog icon.
In the BI catalog (the Folders pane), expand Shared Folders> Common Content>Templates.
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
In the Templates section, click the link in the Locale column.
Save the subtemplate .rtf file to your computer.
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.
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.
Save your changes in Word.

Uploading the Modified Subtemplate

To upload your subtemplate to the BI catalog after previewing the changes:

In the BI catalog, expand Shared FoldersCustomCommon Content Templates..
Click Edit for Workflow Notification Subtemplate.
In the Templates section, click the Upload icon.
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 Workflow 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 Workflow Notification report layout.

Downloading the Report Layout Template

The report layout template contains the structure of the workflow notification. To download a copy of the report layout template to your local drive for modification:

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.
Click the Catalog link to open the Catalog page.
In the Folders pane, expand the Shared Folders>Financials>Workflow Notifications> Payables folder.
Click the Invoices folder to display the Data Models subfolder and the Invoice Approval Report.
Click the More link for the Invoice Approval Report, and then select Customize from the menu. The Invoice Approval workflow Notification report layout template is automatically copied to the Custom folder. The Invoice Approval Report page opens from within the Custom folder.
Click the Edit link on the copy of the Invoice Approval workflow Notification report layout.
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.

Navigate back to the Oracle Business Intelligence home page, and click the Catalog link.
On the Catalog page, in the Folders section, expand Shared Folders>Financials>Workflow Notifications>Payables> Invoices.
Click the Data Models folder to display the Invoice Approval Data Model.
Click the Edit link for the Invoice Approval Data Model. The Invoice Approval Data Model page opens on the Diagram tab.
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.
Click in each of these fields and enter valid values from an existing Invoice approval notification:
To include empty attributes in the data model export, click the Properties link in the Data Model section.
On the Properties page, select the Include Empty Tags for Null Elements option.
In the Data Model section, click the Data Sets link to return to the Data tab.
Click the View button to view the data model.
Click the Export button and save the Invoice Approval Data Model_.xml file to your local drive.

Modifying the Invoice Approval Workflow 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 Workflow Notification:

Open your local copy of the report layout template using Microsoft Word.
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?..
Place your cursor at the end of the default header text for Invoice Approval.
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 workflow notification.
Save the file..
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?>.
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 Workflow Notifications:

Navigate back to the Oracle Business Intelligence home page and click the Catalog link.
On the Catalog page, in the Folders section, expand Shared FoldersCustomFinancials Workflow NotificationsPayables.
Select the Invoices folder to display the Data Models folder and the Invoice approval report.
Click the Edit link for the Invoice Approval Report to open the Invoice Approval Report page.
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 workflow notifications don't work, you can revert back to using this report layout template, which is a copy of the predefined report layout template.
Click the Create icon. A page opens with a Create Layout section and an Upload or Generate Layout section

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

Click Upload. The Invoice Approval Report page returns to the thumbnail view of the report layout templates.
Click the View a list link to return to the Layout page with the list of the report layout templates
Select the row with the report layout template that you just uploaded and click the View Report button.
Review the modified report layout template.
To view the report layout template with sample data, enter values from an existing notification into the fields and click Apply.
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 workflow notifications.
Click the Save icon.

Record Accounting for Invoices

How Invoices and Payments Are Accounted

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

Related Topics

Account Rules

How Missing Conversion Rates Are 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.

Related Topics

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.