Online Invoice Creation (manual entry)

2.1.1.1.1 Online Invoice Creation (manual entry)

This topic provides systematic instructions to create the Online Invoice manually.

A corporate user, based on their role, can create one or more invoices in one single transaction.

To create invoice(s):

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.

In the Create Receivable/Payable screen, select the Invoice option and then click the Create New Invoice button, to create invoice records manually.

The Create Receivables/Payables screen appears starting with the New Invoice tab.

Figure 2-2 Create Receivables/Payables - New Invoice

Description of "Figure 2-2 Create Receivables/Payables - New Invoice"

Table 2-2 Field Description

Field Name	Description
Party Name & ID	Displays the name and ID of the logged-in corporate party.
New Invoice	This section displays New Invoice details.
Facing difficulty in entering data for multiple invoices? Use Bulk Upload	Click the Bulk Upload link to navigate to the File Upload screen for creating invoices in bulk.
Customer Invoice No	Specify the customer’s own reference number of the invoice.
Associated Party	Select the associated party to link the invoice from all on-boarded associated parties. The list of on-boarded associated party is categorized by: Anchor Buyer Anchor Supplier Counter Party Buyer Counter Party Supplier On selecting an associated party, the role of the party as Buyer or Supplier, appears below this field.
Invoice Amount	Specify the gross invoice amount. This amount is before tax and discount. It should be the gross amount of the commodities.
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.
Name of Program	Select the program to which the invoice should 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. If the invoice will be auto-accepted, then the number of days post creation to auto-acceptance, is displayed. This field appears on selecting a program. It is populated based on the auto acceptance setting in the program definition. For more information on programs, refer the Create Program section in Oracle Banking Digital Experience Corporate Supply Chain Finance User Manual.
Auto Finance	Displays whether the invoice will be auto financed or not. This field appears on selecting a program. It is populated based on the auto finance setting in the program definition. For more information on programs, refer the Create Program section in Oracle Banking Digital Experience Corporate Supply Chain Finance User Manual.
Invoice Date	Click the calendar icon and select the date of creation of the invoice. The Invoice Date should be greater than the Purchase OrderDate. You cannot enter a future date.
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	Click the calendar icon and select 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	Click the calendar icon and select 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.
Payment Terms	Specify the terms agreed for the payment of the invoice.
Funding Request Date	Specify the date when the invoice should be funded or financed. This date should be greater than the current business date. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
Show Additional Details	Click Show Additional Details link to add additional details such as payment account, shipment, miscellaneous, and filler details.
Payment Account	User can provide the account details to receive the invoice payment. These details should be belonging to the Supplier corporate.
Payment Mode	Select the payment mode to create new invoice. The options are: Within Bank Domestic Cross Border
Within Bank	If the Payment Mode is selected as Within Bank. The Account Number drop-down will be displayed. The drop-down will list all the accounts belonging to the logged in corporate or the corporate selected in the party drop-down. The accounts will be listed and displayed if they have access for OBDX.
Domestic	If the Payment Mode is selected as Domestic. Here user can enter the account details with any other bank to receive the invoice payment. The following details are required to be entered. Account Number Account Name Bank Name Branch Bank Code Note: These details will be displayed only when the new account switch is OFF.
Cross Border	If the Payment Mode is selected as Cross Border. User needs to enter the Account Number or and Account Name with a bank in different country where the invoice payment is expected to receive. The bank details also required to be provided. Select the SWIFT Code or enter the Bank Address.
Transfer Via Intermediary Bank	Switch this toggle ON, if the transfer is via intermediary bank. Intermediary Bank details can be provided by giving the SWIFT Code of the bank or by entering the Bank Name and Address. To provide the SWIFT Code, click on the Lookup Link. SWIFT Code can be searched using BIC Code or Bank Name. Note: Intermediary Bank is applicable only for cross border payment mode.
Virtual Account	Switch this toggle ON, if the account is a virtual account.
Disbursement Credit Account	User can provide the account details to receive the disbursement proceeds in case the invoice is financed. These details should be belonging to the Supplier corporate.
Payment Mode	Select the payment mode to receive the finance proceeds for the invoice. The options are: Within Bank Domestic Cross Border
Within Bank	If the Payment Mode is selected as Within Bank. The Account Number drop-down will be displayed. The drop-down will list all the accounts as fetched from the internal account mapping maintenance of host system. These accounts are maintained to credit the finance proceeds. The accounts fetched and will be listed in the drop-down only if they have been mapped to OBDX. The following details will display. Account Name Branch Currency Note: These details will be displayed only when the New Account switch is Off.
Domestic	If the Payment Mode is selected as Domestic. The drop-down will list the accounts from external account mapping maintenance of the host system. The account details belong to some other bank maintained in some other bank in the country and maintained in the host system to receive the finance proceeds when the invoice is financed. The following details will display. Bank Name Branch Account Number Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
Cross Border	If the Payment Mode is selected as Cross Border. The drop-down will list all the corporate accounts as fetched from the external account mapping maintenance of the host system. The account details belong to the bank in another country and mapped in the host system to receive the finance proceeds when the invoice is financed. The following details will display. Account Number Bank Name Branch Account Name Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
New Account	Switch this toggle On, if corporates are required to receive the finance disbursement funds into a new account which is not maintained with host SCF system. Note: If the Payment Mode is selected as Within Bank and New Account toggle is On, then the drop-down will list all the accounts present in the Bank. This list will not be restricted to accounts maintained in SCF host only. Note: If the Payment Mode is selected as Domestic and New Account toggle is On, the following details will display, and these are required to be entered. Account Number Account Name Bank Name Branch Bank Code Note: If the Payment Mode is selected as Cross Border and New Account toggle is On, user needs to enter the Account Number or IBAN as applicable as per within bank, domestic or cross border and Account Name. And select the Bank Details as SWIFT Code or Bank Address to enter the details.
Transfer Via Intermediary Bank	Switch this toggle ON, if the transfer is via intermediary bank. Intermediary Bank details can be provided by giving the SWIFT Code of the bank or by entering the Bank Name and Address. To provide the SWIFT Code, click on the Lookup Link. SWIFT Code can be searched using BIC Code or Bank Name. Note: Intermediary Bank is applicable only for cross border payment mode.
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 Info terms 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.
Link Purchase Orders to Invoice	Switch the toggle ON to link the purchase orders to invoice. The Link Purchase Orders overlay screen appears.

Link Purchase Orders Overlay This overlay window appears when you switch the Link Purchase Orders to Invoice toggle ON.

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 2-3 Link Purchase Orders Overlay

Description of "Figure 2-3 Link Purchase Orders Overlay "

Table 2-3 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.

Specify the required details, and click Search.
The purchase order records of the select buyer supplier combination appear based on the search criteria.
Select the check box beside the purchase order records to be linked to the invoice.
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.

To add a commodity, click Add in the Commodity Details section.

The Add Commodity Details overlay window appears.

Note:

If you link the purchase orders that has the commodity details already added to the invoice, Add field for commodity details will not get displayed. Commodity details section displays the commodities applicable for the linked purchase orders. If there are no commodities added to any of the linked purchase orders, then the Add field is enabled to add the details.
If Commodity details section displays the commodities applicable for the linked purchase orders.

Figure 2-4 Add Commodity Details

Description of "Figure 2-4 Add Commodity Details"

Table 2-4 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.

You can further add commodities by clicking Add, and filling out the required details.

Figure 2-5 Create Receivables/Payables – Link Purchase Orders to Invoice and Commodity Details Section Updated

Description of "Figure 2-5 Create Receivables/Payables – Link Purchase Orders to Invoice and Commodity Details Section Updated"

Table 2-5 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.
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	Specify 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.
Purchase Order Reference Number	Displays the reference number of the purchase order against the commodity 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.
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. Following fields are present below the Commodity Details section, and are applicable at the invoice-level.
Gross Invoice Amount	Displays the total gross amount of all the added commodities if Link Purchase Orders to Invoice toggle switch is Off. Displays the gross purchase order amount if the Link Purchase Orders to Invoice toggle switch is On.
Discount	Displays the total discount amount of all the commodities added. The average discount percentage of all added commodities is also displayed. Click to reset the values. Total Discount % = (Total discount amount / Total invoice amount) *100 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 to reset the values. Total Tax % = (Total tax amount / Total invoice amount) *100 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 tax 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 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
	Indicates an option to reset the fields. This icon is present on the top right corner of the screen.
Duplicate Invoice	Indicates an option to add another invoice with the same details.
Add Invoice	Indicates an option to add another blank invoice. You can create multiple invoices using this link.

Modify the amount in the Invoice Amount field above the Commodity Details section, to match the Gross Invoice Amount of all commodities.
Click Save to save the invoice. Or, do one of the following:
- Click Save and Copy to save the invoice details and create a copy.
- To clear the fields, click the icon in the top right side of the screen.

Note:

On clicking the Save button, the invoice being created appears in a panel with in the top right corner. Click this icon to edit the invoice.

To create another new invoice in the transaction, click the Add Invoice link.
1. Add required details as mentioned in the steps above.
Click Submit to submit the transaction, once all required invoices have been added. 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 2-6 Create Receivables/Payables - Review Screen

Description of "Figure 2-6 Create Receivables/Payables - Review Screen"
In the Review screen, verify the details and click Confirm.
A confirmation message of request initiation for the invoice(s) creation appears along with the reference number.
Perform any of the following actions:
- Click Back to navigate back to the previous screen.
- Click Cancel to cancel the transaction.
Figure 2-7 Create Receivables/Payables - Confirmation

Description of "Figure 2-7 Create Receivables/Payables - Confirmation"
Click the Save as Template link to save the details of the created invoice as a template. Or, do one of the following:
- Click the View Receivables/Payables link to view the details of existing invoices. The View Invoice screen appears.
- Click the Home link to go to the main dashboard.

The invoice is created and submitted for authorization.

Parent topic: Create Online Invoice