Enhanced Invoicing Through the Supplier Portal

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

1. Supplier users features.

2. Enhanced Supplier user features.

3. Payables user features.

This table 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 this table:

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.
Supplier Portal Invoice Approvals	Notifications for matched and unmatched invoices are the following: For PO matched invoices there's no approval notification sent when a supplier enters the invoice in the Supplier Portal. Note: If the approvals have been set up for invoices and they have defined approval rules, notifications are automatically generated when the invoice is initiated. For invoices not matched to a PO and entered in the Supplier Portal, notifications for approval will be sent. Note: Those are not listed in the Invoice Landing page.
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.