2.1.1.1.3 Create Invoice with Document Upload

This topic provides systematic instructions to create invoices online by uploading scanned copies of the physical invoice document.

On uploading the image the data gets extracted and auto populated in the invoice fields. The can be reviewed by the user and correct if any incorrect data is extracted.

The Banks have the option to choose the extraction tool for extracting the data of the uploaded instrument. This option is available in the bank’s admin login. Before uploading the invoice document, make sure the maintenance Invoice/PO Data Extraction Tool is defined in the System Configuration screen, which can either be selected as NLP or Cohere. For more information, refer to Oracle Banking Digital Experience System Configuration manual.

User must have valid corporate login credentials.

To create an invoice through document upload:

1. Perform any of the following actions:
   • From the Dashboard, click the Toggle Menu, then click Receivables/Payables, Receivables/Payables Management, and Create Receivables/Payables.
   • From the Dashboard, click the Toggle Menu, then click Supply Chain Finance, Overview, Quick Links, and Create Invoice.
   The Create Receivable/Payable screen appears.

   Figure 2-10 Create Receivable/Payable

   
   

   
   Description of "Figure 2-10 Create Receivable/Payable"

   
   

   Table 2-7 Field Description

   Field Name	Description
   Party Name & ID	Displays the name and ID of the logged-in corporate party.
   Invoice/Debit Note	Select the Invoice option.
   Online Invoice Creation	Indicates the option to create invoice records by manual entry of invoice details.
   Invoice Creation with Document Upload	Indicates the option to create an invoice record by uploading the actual invoice document image.
   Bulk File Upload Creation	Indicates the option to create bulk invoice records through file upload.

2. In the Create Receivable/Payable screen, select the Invoice option and then click the Invoice Document Upload button. The Create Receivables/Payables screen appears starting with the Upload Invoice step.

   Figure 2-11 Create Receivables/Payables – Upload Invoice

   
   

   
   Description of "Figure 2-11 Create Receivables/Payables – Upload Invoice"

   
   
3. In the Upload Invoice step, either click to browse and select the required file, or, drag and drop the file in the space provided. An entry for the uploaded file appears in the section below.

   Note:

   To preview an uploaded file, click the Preview link beside it. To remove an uploaded file, click .
4. Click Continue to go to the Create Invoice step. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the previous screen.

   Figure 2-12 Create Receivables/Payables - Create Invoice - Basic Details

   
   

   
   Description of "Figure 2-12 Create Receivables/Payables - Create Invoice - Basic Details"

   
   

   Figure 2-13 Create Receivables/Payables - Create Invoice - Additional Details

   
   

   
   Description of "Figure 2-13 Create Receivables/Payables - Create Invoice - Additional Details"

   
   

   Table 2-8 Field Description

   Field Name	Description
   Party Name & ID	Displays the name and ID of the logged-in corporate party.
   Create Invoice step	The values that have been extracted from the invoice image (except for commodity details) are automatically populated in the respective fields. You can edit these values, if required.
   Customer Invoice No	Indicates the customer’s own reference number of the invoice.
   Associated Party	Indicates the associated party with whom the invoice is to be linked. A list of all on-boarded associated parties is available for selection. On selecting an associated party, the role of the party as Buyer or Supplier, appears below this field.
   Program Name	Indicates the program to which the invoice needs to be linked. Programs linked to the selected associated party are listed. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
   Auto Accept	Displays whether the invoice will be auto accepted or not. It is populated based on the auto acceptance setting in the program definition and is non-editable. For more information, refer the Create Program section in User Manual Oracle Banking Digital Experience Corporate Supply Chain Finance.
   Auto Finance	Displays whether the invoice will be auto financed or not. It is populated based on the auto finance setting in the program definition and is non-editable. For more information, refer the Create Program section in User Manual Oracle Banking Digital Experience Corporate Supply Chain Finance.
   Pre-acceptance	This toggle is set to ‘No’ and is disabled if the logged-in party is the supplier. It is set to ‘Yes’ and is disabled if the logged-in party is the buyer.
   Invoice Date	Indicates the date of creation of the invoice. The Invoice Date should be greater than the Purchase OrderDate.
   Invoice Value Date	Click the calendar icon and select the invoice value date. This date can be earlier than the Invoice Date.
   Invoice Due Date	Indicates the date on which the invoice payment is due. The Invoice Due Date should be greater than or equal to the Invoice Date.
   Shipment Date	Indicates the date when the shipment is expected to take place. The Shipment Date should be greater than the Purchase Order Date and greater than or equal to the Invoice Date.
   Funding Request Date	Enter the date when the invoice should be funded. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
   Payment Terms	Indicates the terms agreed for the payment of the invoice.
   Invoice Amount	Indicates the total invoice amount of all commodities being purchased, along with the currency.
   Additional Details	Click Additional Details tab to add additional details such as payment account, shipment, miscellaneous, and filler details.
   Virtual Account	Switch this toggle ON, if the account is a virtual account.
   Repayment Account Number	Specify the account number to send the repayment amount to.
   Bank	Specify the bank name of the repayment account number
   Branch	Specify the branch name of the repayment account number
   BIC Routing Code	Specify the BIC or SWIFT code of the financial institution, to send the payment amount to.
   Shipment Details	This section displays Shipment details.
   Shipment Number	Specify the shipment number.
   Shipment Address 1 - 3	Specify the shipment address in the fields provided.
   Shipment City	Specify the city to ship the goods to.
   Shipment Country	Select the country to ship the goods to.
   Zip Code	Specify the zip code to ship the goods to.
   Phone Number	Specify the contact number of the person who will receive the shipment.
   Tax Id	Specify the unique tax ID if the shipment charge includes tax amount.
   Reason for Export	Specify the relevant reason of export.
   Terms of Sale	Specify the applicable 3-digit Incoterms code. The available values are: EXW | Ex Works FAS | Free Alongside Ship FCA | Free Carrier FOB | Free On Board CPT | Carriage Paid To CFR | Cost and Freight CIP | Carriage and Insurance Paid To CIF | Cost Insurance and Freight DAP | Delivered at Place DPU | Delivered at Place Unloaded DDP | Delivered Duty Paid
   Country of Origin	Specify the country from where the shipment will originate.
   Miscellaneous Details	This section displays the Miscellaneous details.
   Discount Days 1	Specify the primary discount days.
   Discount Percentage 1	Specify the primary discount percentage.
   Discount Days 2	Specify the secondary discount days.
   Discount Percentage 2	Specify the secondary discount percentage.
   Filler Details	This section displays the Filler details.
   Filler Fields 1 to 4	This section displays the Filler Label Fields. The bank can configure these fields on Day 0, based on their requirement.

5. Click the Add button to link the purchase orders to invoice.
   The Link Purchase Orders overlay screen appears.

Link Purchase Orders Overlay

This overlay window appears when you click the Add button in the Link Purchase Orders section.

Note:

You can now link purchase orders of a different currency to an invoice. If multiple purchase orders are linked to an invoice, then the purchase orders should be of same currency.

Figure 2-14 Link Purchase Orders Overlay

Description of "Figure 2-14 Link Purchase Orders Overlay "

Table 2-9 Field Description

Field Name	Description
Purchase Order Reference Number	Enter the reference number of the purchase order to be searched.
Status	Select the status of the purchase order to be searched.
Purchase Order Date From	Indicates an option to search for purchase orders created within a specific date range. Click the calendar icon and select the From and To dates.
Purchase Order Date To	Indicates an option to search for purchase orders created within a specific date range. Click the calendar icon and select the From and To dates.
Purchase Order Amount From	Indicates an option to search for purchase orders based on an amount range. Enter the From and To amounts.
Purchase Order Amount To	Indicates an option to search for purchase orders based on an amount range. Enter the From and To amounts.
Search	Purchase Orders list displays for the logged-in party and selected associated party combination for buyer and supplier.
Search Results - List of Purchase Order	This section displays the Search Results.
Check Box	To select all the purchase orders in the list, select the main check box. To select purchase orders, select the check boxes beside those purchase orders.
Purchase Order Reference Number Status	Displays the unique reference number of the purchase order with respect to the Supply Chain Finance application. Also displays the status of the purchase order.
Date	Displays the date on which the purchase order has been created.
Purchase Order Amount	Displays the purchase order amount.
Purchase Order Amount Available for Allocation	Displays the purchase order amount available for allocation in purchase order currency.
Allocation Amount in Invoice CurrencyExchange Rate	Displays the purchase order amount available for allocation in invoice currency. It also displays the exchange rate between invoice currency and purchase order currency.

6. Specify the required details, and click Search.
   The purchase order records of the select buyer supplier combination appear based on the search criteria.
7. Select the check box beside the purchase order records to be linked to the invoice.
8. Click Apply to add the list of purchase orders to link to the invoice.

   Once you link the purchase orders to the invoice, you can optionally add the commodity details.

9. To add a commodity, click Add in the Commodity Details section.
   The Commodity Details overlay window appears.

   Figure 2-15 Commodity Details

   
   

   
   Description of "Figure 2-15 Commodity Details"

   
   

   Table 2-10 Field Description

   Field Name	Description
   Name	Specify the name of the commodity.
   Code	Select the code of the commodity. This value should be selected from the commodity code list. Note: This drop-down field displays the list of commodity code(s) maintained for the selected supplier party.
   Quantity	Specify the quantity of the commodity being purchased.
   Cost/Unit	Specify the cost per unit of the commodity.
   Gross Amount	Specify the gross commodity amount. It also gets auto calculated if quantity and cost per unit are entered. It is the product of the entered quantity and cost per unit. Gross Amount = Cost/Unit * Quantity
   Discount	Specify any discount being offered on the commodity. You can either enter the percentage of discount (in the first field) or the actual discount amount (in the second field). When you enter any one of these values, the other value is automatically calculated and displayed. Note: This field is auto populated if a discount percentage is maintained for the selected commodity code. Click to reset the values.
   Tax	Specify any tax being charged on the commodity. You can either enter the percentage of tax (in the first field) or the actual tax amount (in the second field). When you enter any one of these values, the other value is automatically calculated and displayed. Note: This field is auto populated if a tax percentage is maintained for the selected commodity code. Click to reset the values.
   Net Amount	Displays the net commodity amount. This is automatically calculated as follows: Net Amount = Gross Amount – Discount + Tax
   Create Copy	Select this check box to create a copy of the commodity details entered. On clicking the Add button, a commodity record is created in the Commodity Details section.

10. Check all the extracted details and add or modify any value, if required.

    Figure 2-16 Create Receivables/Payables – Link Purchase Orders to Invoice and Commodity Details

    
    

    
    Description of "Figure 2-16 Create Receivables/Payables – Link Purchase Orders to Invoice and Commodity Details"

    
    

    Table 2-11 Field Description

    Field Name	Description
    Link Purchase Order	This section displays the list of purchase orders to be linked to the invoice once you add them.
    Purchase Order Reference Number Status	Displays the unique reference number of the purchase order. Also displays the status of the purchase order below the reference number.
    Date	Displays the date on which the purchase order has been created.
    Gross Purchase Order Amount	Displays the gross purchase order amount.
    Net Purchase Order Amount	Displays the total purchase order amount, after deducting the discount and then applying the tax. Note: The Net Purchase Order Amount gets automatically calculated as follows: Net Purchase Order Amount = Gross Purchase Order Amount - Discount Value + Tax Amount
    Amount Available for Allocation	Displays the purchase order amount available for allocation to Invoice.
    Percentage (%) Allocated for Invoice	Enter the percentage of available purchase order amount to be allocated for invoice. This value is automatically calculated and displayed if you enter the amount allocated for invoice.
    Allocation Amount in Purchase Order Currency	Displays the purchase order amount allocated for invoice in purchase order currency. This value is automatically calculated and displayed if you enter the percentage allocated for invoice.
    Allocation Amount in Invoice Currency	Displays the purchase order amount allocated for invoice in invoice currency. This value is automatically calculated and displayed if you enter the percentage allocated for invoice.
    Purchase Order Total	Displays the total amount allocated from purchase order to the invoice in invoice currency. This value is automatically calculated and displayed.
    Commodity Details	This section displays the commodity detail records once you add them. Multiple commodities can be added.
    Name	Displays the name of the commodity.
    Code	Displays the code of the commodity.
    Quantity	Displays the quantity of the commodity being purchased.
    Cost/Unit	Displays the cost per unit of the commodity in the invoice currency.
    Gross Amount	Displays the total gross amount of the commodity being purchased. It is the product of the entered quantity and cost per unit. Gross Amount = Cost per unit * Quantity
    Discount Exchange Rate	Displays the discount amount and percentage being offered on the commodity. The exchange rate between invoice currency and purchase order currency is displayed if a purchase order is linked to an invoice.
    Tax Exchange Rate	Displays the tax amount and percentage being charged on the commodity. The exchange rate between invoice currency and purchase order currency is displayed if a purchase order is linked to an invoice.
    Net Amount	Displays the net amount of the commodity being purchased. It is automatically calculated as follows: Net Amount = Gross Amount – Discount + Tax
    Actions	Indicates the actions that can be performed on the commodity record. Click to edit the record. Click to remove the record.
    Gross Invoice Amount	Displays the total gross amount of all the added commodities.
    Discount	Displays the total discount amount of all the commodities added. The average discount percentage of all added commodities is also displayed. Click refresh to reset the values. Total Discount % = (Total discount amount / Total invoice amount) *100 Note: When commodity records are not added, the discount value of the purchase orders is populated here. Note: When commodity records are added, the discount value of each commodity is aggregated and populated here. This value cannot then be modified. However, if commodity records are not added, then this field is editable, and the discount value or percentage can be entered here.
    Tax	Displays the total tax amount of all the commodities added. The average tax percentage of all added commodities is also displayed. Click refresh to reset the values. Note: When commodity records are not added, the tax value of the purchase orders is populated here. Note: When commodity records are added, the tax value of each commodity is aggregated and populated here. This value cannot then be modified. However, if commodity records are not added, then this field is editable, and the discount value or percentage can be entered here.
    Miscellaneous Charges	Add the name and amount of any other miscellaneous charge applicable. Use to add another charge. A maximum of 2 miscellaneous charges can be added. Click refresh to reset the values. Note: If a purchase order is linked to an invoice, the miscellaneous charge amount is inherited from the purchase orders.
    Net Invoice Amount	Displays the total invoice amount that the buyer must pay, after deducting the discount and then applying the tax. Note: The Net Invoice Amount gets automatically calculated as follows: Net Invoice Amount = Gross Invoice Amount - Discount Value + Tax Amount + Miscellaneous Charges

11. Click Submit to submit the transaction. The Review screen appears. Or, do one of the following:
    • Click Cancel to cancel the transaction.
    • Click Back to navigate back to the previous screen.

    Figure 2-17 Create Receivables Payables – Link Purchase Orders to Invoice and Commodity Details - Review

    
    

    
    Description of "Figure 2-17 Create Receivables Payables – Link Purchase Orders to Invoice and Commodity Details - Review"

    
    
12. In the Review screen, verify the details, and click Confirm. A confirmation message appears with the reference number and status of the transaction.
    • Click Cancel to cancel the transaction.
    • Click Back to navigate back to the previous screen.

    Figure 2-18 Create Receivables Payables – Link Purchase Orders to Invoice and Commodity Details - Confirmation

    
    

    
    Description of "Figure 2-18 Create Receivables Payables – Link Purchase Orders to Invoice and Commodity Details - Confirmation"

    
    
13. Click View Invoice link to view a list of existing invoices. Or, click the Supply Chain Overview link to go to the supply chain dashboard.

The invoice is created and submitted for authorization.