Invoice Routing for Account Coding
Invoices requiring accounting information can be routed to the users for entering the distribution information. You can configure predefined assignment rules in the Invoice Account Coding workflows to manage the routing of invoices for entry of the distribution information.
When the invoice Account Coding process starts, a workflow builds the list of assignees based on the defined rules. Notifications are sent to the assignees through email and worklist notifications. User can enter the distribution information directly into the worklist notification and complete the assigned task.
Invoice Account Coding Flow
The following table describes the steps in the invoice routing process flow.
| Step | Description |
|---|---|
| Enable the Invoice Account Coding workflow | Enable the invoice account coding option on the Manage Invoice Options page for a business unit. You can use the default account coding configuration or you can configure the rules to meet your business requirements. From the Manage Task Configuration for Financials task, navigate to the Account Coding Rules and Controls. |
| Enter invoices | Create invoices through importing, invoice imaging, spreadsheets, or manual entry. |
| Submit invoices for validation | Submit the invoice validation process using Batch validation. Account
coding workflow is automatically started for invoices that are complete and
require accounting information. Note: Invoice validation automatically starts the account coding process.
You don't need to schedule it or run manually with the status as
Required or null. If
this schedule runs before invoice validation process, then it picks up
completed account coding status invoices and retsarts the account
coding workflow. |
| Complete the account coding entry | Invoices that are assigned to users for account coding should enter the distribution information and perform the complete action. |
Predefined Rules
The Invoice Account Coding workflow has the following preconfigured rule:
- Assign all invoices having the AP_ACCOUNTS_ PAYABLE_ SUPERVISOR_JOB role.
Account Coding Actions
The following account coding actions are from the Manage Invoice and Edit Invoice pages.
| Action | Description |
|---|---|
| Initiate |
|
| Withdraw | This action withdraws the invoice from workflow process and cancels all pending workflow processes and open notifications. The Account Coding status on the invoice changes from Initiated to Withdrawn. |
| Force Complete: | This action can be used when you must force the completion of an invoice by entering distribution details manually. For example, if an invoice requires immediate approval but it's status is still Initiated, you can can withdraw it and manually enter distribution details. This changes the Account Coding status to Manually Completed. |
| Resubmit | You can resubmit invoices for account coding when the status is one of
the following:
|
On receiving the account coding workflow notification, you can take these actions.
| Action | Description |
|---|---|
| Complete | Perform this action after providing the required information on the Edit Distributions page. Accounting information for the invoice is automatically updated it's ready for the next level of processing. The account coding status on the invoice changes from Initiated to Completed. |
| Request additional information | You can request more information from any other user. The account coding status on the invoice will remain as Initiated status as invoice is still in workflow process. |
| Reassign to other users | You can reassign the task to any other user. The account coding status on the invoice will remain as Initiated status as invoice is still in workflow process |
| Return | You can return the assignment back to the Payables users, if the
assignment has an incorrect assignee or key information is missing in the
invoice. The account coding status on the invoice changes from Initiated to
returned. Note: This action should be taken before
providing the accounting information |