Oracle Accounts Payable Setups

Invoices

Standard Invoice - Non PO

An invoice received from a Supplier is to be entered into the system. If the invoice is not related to a Purchase Order, it is known as a Standard Invoice.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click the Trading Partner button.

2. Enter the Supplier name into the Find field.

3. Click the Find button. or Press [Alt+F].

4. Click the OK button. or Press [Alt+O].

5. Verify that the Supplier Site is correct, amend if required.

6. Click the Invoice Date List of Values button.

7. Select the date required.

8. Click the OK button.

9. Enter the Invoice Number into the Invoice Num field.

10. Click in the Invoice Amount field.

11. Enter the invoice amount into the Invoice Amount field. Amount to be inclusive of GST.

12. Enter the total tax charged in the Tax Control Amount field

13. Click in the Description field and enter the invoice description.

14. Click in the Save icon.

15. Click the Lines tab.

16. Click in the Amount field.

17. Enter the amount of the first line of the invoice into the Amount field excluding GST.

18. Edit the Description field if necessary.

19. Verify that the Tax Classification Code is correct.

20. Click the Default Distribution Account List of Values button.

21. Enter the division number into the Division field.

22. Click into the Department field.

23. Enter the department number into the Department field.

24. Click in the Activity field.

25. Enter the activity number into the Activity field.

26. Click in the Account field.

27. Enter the Account number into the Account field.

28. Click the OK button. or Press [Alt+O].

29. Click the Calculate Tax button. or Press [Alt+U].

30. Click on the Save icon.

Note: Attach a copy of the invoice to this record.

31. Click the Actions... 1 button. or Press [Alt+C].

32. Click the Validate option.

33. Click the OK button. or Press [Alt+K].

End of Procedure.

Modifying Distributions

The modification of the distribution of an invoice applies to manual Standard Invoices that have not been raised against a Purchase Order.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click the Find... button.

2. Click in the Invoice: Number field.

3. Enter the invoice number whose distribution you want to modify.

4. Click the Find button. or Press [Alt+I].

5. Click the Lines tab.

6. Click on the appropriate line that you want to amend.

7. Click the Discard button. or Press [Alt+S].

8. Click in the Amount field.

9. Re-enter the original line value.

10. Click into the Default Distribution Account field.

11. Enter the new distribution account details eg: 1203.120398.000.703080.000.0000.

12. Click the Actions... 1 button. or Press [Alt+C].

13. Click the Validate option.

14. Click the OK button. or Press [Alt+K].

15. Attach all auditory evidence to this transaction.

End of Procedure.

Standard Invoice - Project Related

When an invoice has been received that is associated with a Project, the Project information is to be included.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click in the Operating Unit field.

2. Enter the desired information into the Operating Unit field.

3. Click in the Trading Partner field.

4. Enter the Supplier name into the Trading Partner field.

5. Click in the Invoice Date field.

6. Enter the invoice date into the Invoice Date field.

7. Click in the Invoice Number field.

8. Enter the desired information into the Invoice Num field.

9. Click in the Invoice Amount field.

10. Enter the total invoice amount into the Invoice Amount field.

11. Click into the Tax Control Amount field.

12. Enter the total tax value.

13. Locate the Project fields.

14. Click the Project button.

15. Enter the search criteria into the Find field.

16. Click the Find button. or Press [Alt+F].

17. Double-click the required Project Number option.

18. Click the Task button.

19. Enter the search criteria into the Task field.

20. Click the Find button. or Press [Alt+F].

21. Select the required Task Number. or Press [Alt+O].

22. Click the OK button. or Press [Alt+O].

23. Click into the Expenditure Item Date field.

24. Enter the date of the expenditure.

25. Click the Expenditure Type List of Values button.

26. Enter the search criteria into the Expenditure Type field.

27. Select the required Expenditure Type. or Press [Alt+O].

28. Click the OK button. or Press [Alt+O].

29. Click into the Expenditure Organization field.

30. Enter the desired information into the Expenditure Organization field.

31. Locate the Payment Method field and confirm that is populated correctly.

32. The line details of the invoice are to be entered.

33. Click the Lines tab.

34. Click in the Amount field.

35. Enter the line amount into the Amount field.

36. Click the Description field.

37. Amend the description if required.

38. Check that the Tax code is correct.

39. Click the Default Distribution Account List of Values button.

40. Click in the Department field.

41. Enter the desired information into the Department field.

42. Click in the Account field.

43. Enter the desired information into the Account field.

44. Click the OK button. or Press [Alt+O].

45. Click the Calculate Tax button. or Press [Alt+C].

46. Click the Save button. or Press [Alt+C].

47. Click the Actions... 1 button. or Press [Alt+C].

48. Click the Validate option.

49. Click the OK button. or Press [Alt+K].

50. Attach a scanned copy of the invoice to this record.

End of Procedure.

3 Way Matched Invoice

A matched invoice, is an invoice that has been associated and matched with an open

Purchase Order.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Clear the Operating Unit field.

2. Click in the PO Number field.

3. Enter the Purchase Order Number into the PO Number field.

4. Click in the Invoice Date field.

5. Enter the desired information into the Invoice Date field.

6. Click in the Invoice Num field.

7. Enter the Invoice Number into the Invoice Num field.

8. Click in the Invoice Amount field.

9. Enter the invoice amount into the Invoice Amount field.

10. Click into the Tax Control Amount field.

11. Enter the Tax total.

12. Click the Match button. or Press [Alt+M].

13. Click the Find button. or Press [Alt+I].

14. The Match to Purchase Orders Form is displayed. Each line of the Purchase Order to be invoiced is displayed for matching purposes.

15. To match a line, click the Match checkbox.

16. Modify the Qty Invoiced and / or the Unit Price to match the invoice.

17. Click the Match button. or Press [Alt+M].

18. Click the Calculate Tax button. or Press [Alt+U].

19. Click the Save button. or Press [Alt+U].

20. Click the Actions... 1 button. or Press [Alt+C].

21. Click the Validate option.

22. Click the OK button. or Press [Alt+K].

23. Attach the scanned copy of the invoice to this record.

End of Procedure.

3 Way Matched Invoice - On System Hold

A matched invoice may be placed on a system hold.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Press [Backspace] to clear the default Operating Unit.

2. Click in the PO Number field.

3. Enter the Purchase Order Number into the PO Number field.

4. Click in the Invoice Date field.

5. Enter the invoice date into the Invoice Date field.

6. Click in the Invoice Num field.

7. Enter the invoice number into the Invoice Num field.

8. Click in the Invoice Amount field.

9. Enter the invoice amount into the Invoice Amount field.

10. Click the Match button. or Press [Alt+M].

11. Click the Find button. or Press [Alt+I].

12. The Match to Purchase Orders form is displayed.

13. To match, click the Match option of the corresponding lines.

14. Click the Match button or Press [Alt+M].

15. Click the Calculate Tax button. or Press [Alt+U].

16. Click the Actions... 1 button. or Press [Alt+C].

17. Click the Validate option.

18. Click the OK button. or Press [Alt+K].

19. Notice that the Invoice has been placed on hold.

20. To view the Hold details, click the Holds tab.

End of Procedure.

Cancelling An Invoice

An invoice can be cancelled as long as it has not been paid.

Note: Once an invoice has been cancelled, the cancellation cannot be reversed.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click the Find... button.

2. Click in the Invoice: Number field.

3. Enter the search criteria into the Invoice: Number field.

4. Click the Find button. or Press [Alt+I].

5. Confirm that this is the correct invoice to cancel.

6. Click in the Description field.

7. Enter the reason for this cancellation into the Description field.

8. Click the Actions... 1 button. or Press [Alt+C].

9. Click the Cancel Invoices option.

10. Click the OK button. or Press [Alt+K].

11. Click the OK button. or Press [Alt+O].

12. The invoice will remain on the system but will not be able to be processed. A cancellation cannot be reversed.

End of Procedure.

Credit Memo for Standard Invoice

A Credit memo can be processed as follows:

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click the Type button.

2. Double-click the Invoice Type option.

3. Click in the Trading Partner field.

4. Click the OK button. or Press [Alt+O].

5. Enter the Suppliers' name into the Trading Partner field.

6. Click in the Invoice Date field.

7. Enter the date of the credit into the Invoice Date field.

8. Click in the Invoice Num field.

9. Enter the credit memo number into the Invoice Num field.

10. Click in the Invoice Amount field.

11. Enter the credit amount into the Invoice Amount field as a negative value.

12. Click in the Description field.

13. Enter the appropriate description.

14. Click the Match Action list.

15. Click the Invoice list item.

16. Locate the Payment Method field.

17. Ensure payment method field is populated. If not, select "Electronic".

18. Click the Corrections button. or Press [Alt+O].

19. Enter the invoice number that you want to credit into the Invoice Number field.

20. Click the Find button. or Press [Alt+I].

21. The Invoice Correction Form is opened with the details listed.

22. Click the Select option.

23. Click in the Credit Amount field.

24. Enter the credit amount into the Credit Amount field as a negative value.

25. Click the Correct button. or Press [Alt+C].

26. Click the OK button. or Press [Alt+O].

27. Click the OK button. or Press [Alt+O].

28. Click the Actions... 1 button. or Press [Alt+C].

29. Click the Validate option.

30. Click the OK button. or Press [Alt+K].

31. Attach the scanned copy of this credit memo to this record.

End of Procedure.

Credit Memo for Purchase Order Invoice

A Credit memo can be processed for an invoice that has previously been matched to

a Purchase Order.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click the Type button.

2. Double-click the Credit Memo option.

3. Click in the Trading Partner field.

4. Enter the desired information into the OK field.

5. Click the OK button. or Press [Alt+O].

6. Enter the Suppliers' name into the Trading Partner field.

7. Click into th eInvoice Date field.

8. Enter the credit memo date into the Invoice Date field.

9. Click in the Invoice Num field.

10. Enter the credit memo number into the Invoice Num field.

11. Click in the Invoice Amount field.

12. Enter the credit memo value into the Invoice Amount field as a negative value.

13. Locate the Payment Method field.

14. Ensure payment method field is populated - if not set as "ELECT".

15. Click the Corrections button. or Press [Alt+O].

16. The Find Documents for Correction Form is displayed.

17. Click the Matching: Type list.

18. Click the Quantity Correction list item.

19. Click in the Matching: Invoice Number field.

20. Enter the invoice number that you are crediting into the Matching: Invoice Number field.

21. Click the Find button. or Press [Alt+I].

22. The Quantity Corrections Form is displayed with the details of the originating Purchase Order.

23. To credit, click the Select option.

24. Click the Correct button. or Press [Alt+C].

25. Click the Actions... 1 button. or Press [Alt+C].

26. Click the Validate option.

27. Click the OK button. or Press [Alt+K].

28. Attach the scanned copy of this Credit Memo to this record.

End of Procedure.

Placing A Manual Hold

If required, an Invoice can be placed on hold so that payment is not processed.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click the Find... button.

2. Click in the Invoice: Number field.

3. Enter the invoice number you want to place on hold.

4. Click the Find button. or Press [Alt+I].

5. Confirm that this is the correct invoice.

6. Click the Holds tab.

7. Click the Hold Name button.

8. Click in the Find field.

9. Enter the search criteria into the Find field.

10. Click the Find button. or Press [Alt+F].

11. Double-click the Hold Name option.

12. Click the Save button.

13. The invoice has now been placed on hold.

14. Click the General tab.

15. The invoice will not be paid until the hold is removed.

End of Procedure.

Releasing A Manual Hold

In order for an Invoice to be paid, it must not be on hold. An invoice can be removed

from hold manually.

Responsibility: Accounts Payable User / Accounts Payable Manager

Navigational Path: Invoices -> Entry -> Invoices

Form: Invoice Workbench

Step Action

1. Click the Find... button.

2. Click in the Invoice: Number field.

3. Enter the invoice number of the invoice on hold you want to release.

4. Click the Find button. or Press [Alt+I].

5. Confirm that this is the correct invoice.

6. Click the Holds tab.

7. Click the Release... 1 button. or Press [Alt+R].

8. The Release Form is displayed.

9. Click the Release Name List of Values button.

10. Enter a brief description of why this invoice is being released into the Release Reason field.

11. Click the OK button. or Press [Alt+O].

12. The hold has been released.

End of Procedure.