Send Pay on Receipt
Use the Send Pay on Receipt scheduled process to automatically create standard, unapproved invoices for payment of goods based on receipt transactions.
Invoices are created using a combination of receipt and purchase order information. You define which supplier sites participate in Pay on Receipt and enforce matching rules to ensure that the proper payments are made to the suppliers.
When to Use
Use this process to automatically create an invoice batch depending on the options set for the supplier and supplier site. The supplier site must be set up as a Pay on Receipt site. Specifically, the Pay on Receipt option must be selected for the supplier site for self-billed invoices so that their invoices can be automatically created using the Pay on Receipt program.
An Evaluated Receipt Settlement invoice is created by Oracle Account Payables. The Send Pay on Receipt process reads the receiving transactions, populates the Accounts Payables interface tables (AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE), and invokes the Import Payables Invoices scheduled process.
Privileges Required
- Pay on Receipt (RCV_SUBMIT_PAY_ON_RECEIPT_AUTO_RECEIPT_PRIV)
Specifications
| Specification | Description |
|---|---|
| Job Type | Scheduled or as needed. |
| Frequency | As required, usually after the receiving transactions are
performed for a pay on receipt enabled purchase order or
supplier site. We recommend that you wait for the correction and return to be complete before running the scheduled process so that when the invoice is created, the corrections and returns are considered, and the invoice is created for the correct quantity. This is important if you perform returns or corrections often. |
| Time of Day | Any time after performing the receiving transactions for a pay on receipt enabled purchase order or supplier site. |
| Duration | The time taken for the process to run depends on the number of transactions to be processed for a single run of the process. |
| Compatibility | There should be only one instance of the process at any one time. The job is incompatible with itself. Please keep this in mind while creating schedules. |
Parameters
| Parameter | Optional or Required | Description | Parameter Values | Special Combinations Required | Notes |
|---|---|---|---|---|---|
| Transaction Source | Optional | We recommend running the process with the Evaluated Receipt Settlement option. | Blank Evaluated Receipt Settlement ASBN |
None | N/A |
| Commit Internal | Required | Number of invoice headers interfaced before commit. This means the system commits each invoice interface to the database before processing the next. | Number | None | Run it with the default value of 1. |
| Receipt Number | Optional | Receipt number created in Oracle Receiving. | Receipt number | None | N/A |
| Aging Period | Optional | Determines how far back the receipt transaction date must be
checked. The default value is 0. This means that the process picks all receipt transactions with a transaction date that is less than or equal to the current date. For example, if you enter 1, the process picks transactions created on or before the current date minus 1. |
Number | None | You may want to allow time for corrections or returns against the receipts before using the Pay on Receipt process to automatically convert the receipts into invoices. The Aging Period for Extended Receipt Settlement profile option enables you to specify this delay period between the receipt date and the invoice creation date. |
Troubleshooting Information
- You can view the status of the process in the Scheduled Processes work area. If the process status is error, select the row and click the log and output attachment on the Process Details tab. Download the log and output file. Share the files with support to log a service request. The scheduled process request log prints the error message that was raised by the program and includes more information that is helpful to Oracle when creating the service request.
- Check that receipts have been created successfully before running this process. You can do this by finding the receipt on the View Transaction History page. Run the Receiving Document Activity report which provides diagnostic information about your application. This report collects information about a receiving document and the receipts and transactions recorded against the document. Look for the Invoice Status Code column (invoice_status_code) in the Receiving Transactions section of the report and check if the value is NULL, PENDING, or INVOICED. The Receiving transaction should have an invoice status code as PENDING, the purchase order should have the Pay on Receipt flag as Y, and the supplier site should have Pay on Receipt selected for the transaction to be considered eligible for the Pay on Receipt process.
- The Send Pay on Receipt process invokes the Import Payables Invoices job. You can find the details about the number of invoices interfaced and invoice batch name from the Send Pay on Receipt request output and log file. Check the Import Payables Invoices job and find reasons for any errors in the log file. Oracle Support can also check the AP_INVOICE_LINES_INTERFACE table, and if the data is interfaced also check with the Account Payables team for further clarification.
- If the Send Pay on Receipt process is completed successfully, but the invoice is not created, the reason could be that the invoice was rejected or failed. You can view the invoice status using the Import Payables Invoices report. This report shows the invoices created, invoices rejected, and the reason for the rejection.
- You can reprocess rejected or failed invoices in Account Payables by using the Invoice Batch Name or Invoice Group ID after making the necessary corrections.