Project Details Capture on Purchase Order Matched Invoices

Enter project information during invoice recording, rather than at purchase order creation. Buyers may not always have complete knowledge of all projects that will utilize procured items at the time of order creation. This feature allows buyers to release purchase orders without immediately filling out project details, capturing them instead during supplier invoice recording. This enables users to accelerate the procurement process by eliminating delays associated with awaiting project details.

You can add project information on the invoice if the following conditions are met:

The invoice must be matched to a purchase order line that does not currently hold any project information.
The associated purchase order line must not have 'Accrue on Receipt' enabled.
The invoice must not be accounted. If the invoice uses funds reservation, the specific line or distribution you are updating must not be reserved.

How to Add Project Details:

Project information can be provided using either of these two methods:

Manual Entry/Update: Use the Invoice Creation page when recording a new invoice or update the details on any existing invoice matched to a PO.
Import Invoices: Project information included in your invoice import file will be automatically honored and applied during the invoice import, provided the values are valid.

Supported Project Attributes

This feature supports updates to the following project attributes. Note that the ID related attributes are available for update through FBDI only.

Project Number
Task Number
Expenditure Item Date
Expenditure Type
Expenditure Organization
Contract Number
Funding Source Number
Project Name
Task Name
Work Type
Contract Name
Funding Source Name
Project ID
Task ID
Expenditure Type ID
Expenditure Organization ID
Funding Source ID (Reserved Attribute 1)
PJC User Defined Attribute 1
PJC User Defined Attribute 2
PJC User Defined Attribute 3
PJC User Defined Attribute 4
PJC User Defined Attribute 5
PJC User Defined Attribute 6
PJC User Defined Attribute 7
PJC User Defined Attribute 8
PJC User Defined Attribute 9
PJC User Defined Attribute 10

Business benefits include:

Decoupling from Purchasing: The purchase order no longer needs to have the project information, which significantly simplifies the procurement process. Buyers can focus on price and delivery without needing to confirm the final project/task details, which might not be fully known until the goods/services are received and invoiced.
Reduced PO Maintenance: It eliminates the need to constantly update or correct the project details on the purchase order itself, saving time and reducing the risk of errors from synchronizing data across multiple documents.
The Accounts Payable team gains the flexibility to add the correct project information on the invoice, even if the purchase order had none, up until the point of final accounting.

Steps to Enable and Configure

You don't need to do anything to enable this feature.

Tips And Considerations

This feature applies only to invoices that are matched to a Purchase Order (PO).
Project information cannot be updated on canceled invoices or cancelled invoice lines.
Each invoice line can have unique project information, even if all lines are matched to the same PO.
If an invoice is already accounted, you must cancel the existing invoice line and create a new one to apply or update project information.
Distribution of sponsored project costs with active funding patterns is not supported. When an invoice matched to a purchase order is updated with a sponsored project that has active funding patterns, it is recommended to manually allocate and review the costs against the designated contract (award) and funding source.
Ensure the feature opt-in is enabled before use.

Key Resources

Based on Idea 592433 from the Payables, Payments and Cash Management Idea lab on Oracle Cloud Customer Connect.

Access Requirements

The following standard Payables job privileges can access the feature

Create Payables Invoice
Edit Payables Invoice