1. Using Project Revenue and Billing
  2. Manage Contract Invoices

Manage Contract Invoices

This example demonstrates how to create an invoice and send it to a customer for contract that is based on time and materials.

During invoice review, you discover two hotel charges that should not be on the invoice. Adjust the invoice by changing the transactions to nonbillable and update the invoice amount.

The following table summarizes key decisions for this scenario.

Critical Choices

In this Example

Contract type

External

Invoice method classification

Rate based

Invoice frequency

Monthly

Managing Contract Invoices

Invoice management involves:

  • Submitting the Generate Invoice process to create invoices automatically.

  • Reviewing and correcting any billing exceptions.

  • Opening and reviewing the invoice.

  • Adjusting or removing transactions from the invoice as necessary.

  • Changing the hold status of transactions.

  • Changing the billable status of transactions.

  • Changing billing transactions and unbilled transactions to invoice distributions.

  • Reordering invoice lines and invoice distributions.

  • Recalculating billing extensions as necessary.

  • Recalculating the invoice.

  • Previewing the invoice to confirm the format is correct

  • Submitting the invoice for approval.

  • Approving and releasing the invoice so it can be transferred to Oracle Fusion Receivables.

Prerequisites

This example is based on the assumption that the following prerequisite conditions are met:

  1. A contract for external billing is defined. The dates for the contract should be between 01-Jul-2013 and 21-Jul-2013. The contract status must be active, expired, or in the amendment cycle with a previously active or expired version.

  2. The projects and project plans associated with the contract are defined.

  3. Costs are captured for the associated projects.

Generate an Invoice

  1. Open the Overview page in the Contract Invoices work area, and select Generate Invoices from the Tasks pane.

  2. Enter the information listed in the following table.

    Field

    Value

    Business Unit

    Vision Operations

    Billing Type

    External

    Create Billing Transactions

    Yes

    Create Invoice

    Yes

    From Contract Number

    Select the contract you created in the prerequisite step.

    To Contract Number

    Select the contract you created in the prerequisite step.

    Leave all other parameter fields blank.

  3. Click Submit.

  4. Click the F5 key to refresh your browser.

Open the Invoice

  1. Open the Overview page in the Contract Invoices work area, and search for your invoice.

  2. Enter the information listed in the following table.

    Field

    Value

    Business Unit

    All

    Billing Type

    External

    From Date

    01-Jul-2013

    To Date

    31-Jul-2013

  3. Click Search.

  4. Click Exceptions, and verify there are no invoices present on this tab.

  5. Click Draft Invoices.

  6. Select the Invoice Number for your contract to open the invoice.

Change the Billable Status of a Transaction

  1. On the Edit Invoice page, expand the Invoice Lines region if the details are not visible.

  2. Select a row for an invoice line that contains hotel charges.

  3. In the Expenditure Items tab within the Line Details region, select a row with the transaction for the Hotel expenditure type.

  4. From the Actions menu, select Remove Transactions > Set as Nonbillable. This action moved the expenditure item from Line Details to Unbilled Transactions.

  5. Select Unbilled Transactions to review the expenditure item.

Preview the Invoice

  1. In the Invoice Header region, click Preview.

  2. Select Default Template, and click Next. This opens a preview of the invoice as it will be printed using the format defined in the bill plan's invoice template.

  3. Review the invoice, and click OK.

  4. Click Save and Close.

Submit the Invoice for Approval

  1. On the Overview page, click the Draft Invoices tab, and select the row that contains your invoice.

  2. Click Actions > Submit. The invoice status is changed to Submitted and it is now visible on the Submitted Invoices tab.

  3. Select Submitted Invoices and locate the previously submitted invoice.

  4. Select the row that contains your invoice.

  5. Click Actions > Approve.

  6. Click Release.

  7. Override the invoice date and enter the receivables invoice number, if required.

  8. Enter a credit memo reason if the invoice is a credit memo.

  9. Click Submit.

  10. Click the Released Invoices tab. Verify that your invoice is present in the list of invoices.