Creating Oracle Payables Recurring Invoices

Recurring Invoice Calendar

Step 1: Create recurring calendar according to your need.

Navigation: Payables  > Setup > Calendar > Special Calendar

1. On the right side of the form there are radio box options select Recurring Invoice
2. Enter the Name of the calendar. Example Daily
3. Enter the Description of the recurring calendar. (Optional)
4. Enter the Number of Period for recurring invoice calendar

• If you want Monthly recurrence then enter 12 (Every month for the whole year)
• If you want Half Yearly recurrence then enter 2 (Twice a year)
• If you want Half Monthly recurrence then enter 24 (Twice a month for the whole year)

Now enter the calendar. Lets take the example of 15 periods recurring.

1. Enter the Period Name like Feb25 (Every day)
2. Enter the current Fiscal Year
3. The period Sequence will be  automatically populated when you press TAB button on the keyboard
4. The From Date will also be automatically generated on pressing the TAB button
5. Enter the To Date as 25-Feb-2016 (The year 2016 is for this scenario)
6. Due Date will be blank, System Name will be automatically generated
7. Enter the Period Name for second period as Feb262
8. To Date will be automatically generated
9. Repeat the steps for the whole calendar

select

period_type

,period_name

,start_date

,end_date

from ap_other_periods_v

where 1=1

and period_type = 'Daily'

STEP 2: Create the Recurring Invoice 

Navigation: AP >Invoices > Entry > Recurring Invoices

1. On the form, Enter Supplier Name for whom the recurring invoices needs to generated.
2. Supplier Number will populate automatically,
3. Select the Site for which the invoices needs to be generated
4. Select the Recurring Calendar you created for recurrence
5. Enter the Number of Periods, should be same as defined in recurring calendar
6. Select the First Period of the calendar

 

STEP 3: Create the Invoice definition 

 Enter the Invoice Number (Alphanumeric)

1. Select WHT if applicable
2. Enter Invoice Description
3.  Select the Liability Account Code Combination
4. Leave the GL Date blank because if you enter the date say for example 25-Feb-2016, then all the invoices created will have the same GL date but if you keep the field blank then the invoices will have the “From Date” of the calendar for each period.

STEP 4: Create the Line definition 

1. Either select Distribution Set or PO (Either is mandatory)
2. Give Item Description, Manufacturer and Model Number if applicable

STEP 5: Create the Amount 

1. Enter the First Amount invoice should have, for example, Rs.100
2. Enter Change in Percentage (if required). If you enter 1 then the system will calculate the 1% of First Amount and Adds it to the first amount. Following is the sample table
3. Special amount 1 & 2 - In between the period if we want the certain is paid instead of template amount enter the amount in the fields.

First Amount = 100
Change = 1%
100
101
102.01
103.0301
104.060401
105.101005
106.1520151
107.2135352
108.2856706
109.3685273
110.4622125
111.5668347
112.6825029
113.8093280
114.9474212
TOTAL=1609.689554

After all is done you can generate the invoices.

Click on Create Recurring Invoices to generated the invoices in Invoice Workbench

The Next on the form means that next invoice will be generated from Feb 25 - 16 till Mar 10 - 16

When you click Create Recurring Invoices a form will open showing the invoice number with the period name and the GL date as given in the recurring invoice form

Number of Invoice is the quantity of invoices you want to generate, for example you have created the recurring calendar with 15 periods and you give the Number of Period in the recurring form as 15, and you give 15 as the Number of Invoices.

Take the following example of the above scenario

select * from AP_RECURRING_PAYMENTS_V

where 1=1

and rec_pay_period_type = 'Daily'

Go to invoice Workbench and search with invoice number

RECURRING INVOICE RESTRICTIONS

SEQUENTIAL NUMBERING- You must use automatic sequential numbering for recurring invoice voucher numbers.

NO REMAINING PERIODS :  If the template has no remaining periods, you cannot create any invoices.

CHANGING TEMPLATE FIELDS AFTER CREATING AN INVOICE: You cannot update the following fields in the recurring invoice template after you have created an invoice: Supplier Name, Number, Site, First and Next Periods, Template Number, Currency, GL Date, First Amount, Change, Number of Regular Invoices, Release Total, Amount Remaining, and Next Amount.