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ORACLE UPGRADE 11.5.10 01/01/2007
Oracle Payables Invoice Types....................................................................................... 3 Query Invoice Records.................................................................................................... 4 Create Invoice Batches ................................................................................................... 6 Enter a Direct Pay Invoice............................................................................................... 7 Enter a PO Matched Invoice ......................................................................................... 17 Create Credit Memo ...................................................................................................... 27 Invoice Approval............................................................................................................ 40 Adjusting Invoices ......................................................................................................... 42 Cancel an Invoice.......................................................................................................... 45 Entering a Direct Pay One Time Supplier………………………………………… .........…49
ORACLE PAYABLES INVOICE TYPES
Description An invoice from a supplier representing an amount due for goods or services. A Standard invoice type should only be used for direct payments. An invoice from a supplier representing an amount due for goods or services. A PO Default invoice is matched to an existing purchase order. PO Default requires the user to know the PO number and will provide supplier information, including name, site and PO distribution for that PO. A credit memo from a supplier representing a credit amount toward goods or services for which you have already been invoiced and paid.
Other types listed are not used by the County. Users should not select any invoice type other than those described above.
QUERY INVOICE RECORDS To query invoice records from the Navigation Window navigate to the Find Invoices Form as follows: Invoice Entry Invoices
Enter your query parameters. You can query any field shown in white on the Find Invoices form. For example, to see all invoices for a particular supplier, enter the supplier’s name in the Name field in the Supplier section. To find all invoices paid against a particular purchase order, enter the PO number in the PO Num field in the Supplier section. To find a particular invoice, enter the invoice number in the Number field in the Invoice section. To find invoices created in a particular period or periods, enter the dates in the Dates fields under the Invoice section. Once your parameters have been entered press the Find button.
A list of invoices for the supplier appears. The View Payments tab provides information about a check if one has been issued to the supplier for the invoice selected.
enter following: Batch Name: [required field. number of invoices in the batch] Control Amount: [optional. Existing invoice batches can be found on this form by using the query function (F11 and Control-F11 to execute the query) for the Batch Name. To create an invoice batch. total amount of invoices in the batch] Save the record File Save Press the Invoices button to begin entering data for invoices in the batch. from the Navigation Window navigate to the Invoice Batches form as follows: Invoices Entry Invoice Batches On the Invoice Batches form. 6 .CREATE INVOICE BATCHES Creating an invoice batch is the first step in processing any/all invoices for payment. must be a unique name] Control Count: [optional. You can enter as many individual invoices in an invoice batch as needed.
Enter the information below on the invoice header: Type: Standard Supplier: Select the supplier from the list of values Site: Select a payment site if the field does not automatically populate Invoice Date: Enter the invoice date Invoice #: Enter the invoice number Amount: Enter the amount of the invoice Description: Information that will appear on the check stub Pay Alone: Check this box if you want this invoice to be printed on a check by itself 7 .ENTER A DIRECT PAY INVOICE From the Navigation Window navigate to the Invoice Batches Form to create a new invoice batch or find an existing invoice batch: Invoices Entry Invoice Batches Navigate to the Invoices form by pressing the Invoices button.
Otherwise.Pay Group: Select Handling Required if an attachment needs to accompany the check or if the department wants to pick the check up from Accounting. The Terms can be changed by selecting from the list of values and the entry in the Term field will determine how many days from the invoice date the check will be released. this field should be left blank. If a discount is offered on the invoice. select the appropriate term from the list of values that applies the correct discount percent and releases the check immediately Navigate to the distributions form: (Button) Distributions 8 . Terms: The system default term of IMMEDIATE will populate the Terms field.
Description: The description will default from the invoice header but can be changed for a specific distribution line.Enter information for each line of the invoice as follows: Type: Amount: Account: Enter the type from the pick list. Enter the proper values into the form. 9 . Item will default into this field. Enter the amount for the line Click the list of values button to bring up the Accounting Flexfield form.
10 . Select the Reason from the List of Values. The list of reasons for valid direct payments follows. This is a required field.Reason: You will be prompted to fill in this form with the reason you are using a direct pay invoice. If a payment does not meet one of these reasons then it must be processed using a purchase order. These are the only reasons that a direct pay invoice can be used.
Once you have completed entering all of your invoices. If you have additional invoices for the batch. hit the Arrow Down key and enter the next invoice.RISK MEDICAL SERVICES -MHMR MEMBERSHIP DUES NON-CONTRACT PAYMENTS <= $2000 PETTY CASH POLICE INVESTIGATIONS POSTAGE PUBLICATIONS / SUBSCRIPTIONS REAL PROPERTY REFUNDS RESPITE RETAINAGE PAYMENTS RETIREMENT CONTRIBUTIONS SCHOLARSHIP PAYMENTS SETTLEMENT TAXES TRAVEL TUITION UNEMPLOYMENT COMPENSATION UTILITY PAYMENTS VOTING MACHINES & SUPPLIES To enter additional distribution lines for the invoice hit the Arrow Down key. Once you have entered all distribution lines for the invoice save the record. 11 . Follow the same procedures outlined above. return to the Invoices form.Direct Pay Reasons: ACCREDITATION PAYMENTS ADVANCED REGISTRATION FEES ADVERTISING ANNUAL APPROPRIATIONS CASH ADVANCE CONFERENCE REGISTRATION CONFERENCE/ADVANCED REG CONTRIBUTIONS COURT ORDERED PAYMENTS DEBT SERVICE DEFERRED COMP EDUCATION/RECERTIFICATION EMPLOYEE REIMBURSEMENTS FEES FREIGHT GOVERNMENT GRANTS HONORARIUMS INSURANCE INTERPRETIVE SERVICES JURY FEES LEGAL FEES MEDICAL SERVICES . File Save or Close the form. You will return to the Invoices form.
You must now validate the invoices you have entered. Press the Actions Button to get to the Invoice Actions form. (Button) Actions 12 .
Validate [checkbox]: select (Button) OK After the Invoice Actions form closes you will return to the Invoices form.Select the checkbox to validate the invoice. 13 . After selecting the checkbox press OK.
The General tab on the Invoices screen should show the invoice status as Needs Revalidation. 14 .
The only hold you should see is Awaiting Secondary Approval. From the Invoices screen. If any other holds are shown. press the Overview button. This is where you will determine whether the invoice has been place on hold for insufficient funds. they must be corrected before the invoice can move to Secondary Approval.Finally. 15 . review the holds by selecting the Holds tab. Secondary Approval is required by someone authorized as an approver in your department and is required before the invoice can be submitted to Accounting for payment.
Payment for an invoice will not be released by Accounting until the Invoice Overview screen has been received.Print the Invoice Overview screen and submit it with the invoice and any other required documentation to Accounting. 16 .
the Invoices form will appear. Select PO Default and press OK.ENTER A PO MATCHED INVOICE After creating your invoice batch. 17 .
A Pop-Up Screen will appear. You may change the terms to another discount period or to immediate. Enter the amount of the invoice. Use supplier default terms. Enter the PO number and press OK. Enter the invoice number. 18 . The description will appear on the check stub. Note that terms are subject to agreement with the supplier. Enter the following into the Invoices form: Invoice Date: Invoice #: Amount: Description: Terms: Enter the date of the invoice. This number will appear on the check stub.
After completing the Invoices form. (Button) Match The Find Purchase Orders for Matching form will appear. make sure the match option is Purchase Order and press the match button. 19 .
This is your opportunity to be sure you have the correct PO. 20 .Supplier information from the purchase order will display. Press the Find button.
Verify the invoice amount equals the match amount. Do not press the Distributions button. (Button) Match 21 . Distributions are automatically filled in based on the distributions setup with the PO. Once all lines have been matched to the invoice.Select the lines and quantities to match for each PO line. After you have verified the line is correct select the Match checkbox for the line. press the match button. Make any corrections that are necessary. (Checkbox) Match: select Repeat this procedure for each line. Verify the quantity invoiced matches the quantity received. Verify the goods have been received. Changing a distribution is not allowed on this screen.
(Button) Actions The Invoice Actions screen will appear. To validate the invoice press the Actions button. 22 . Invoices must be validated before they can be approved.Verify that the Invoice Amount is the same as the Distribution Total.
(Checkbox) Validate: select (Button) OK 23 .Select the Validate Checkbox and press OK.
The General tab on the Invoices screen should show the invoice status as Needs Revalidation. 24 .
The only hold you should see is Awaiting Secondary Approval.Finally. This is where you will determine whether the invoice has been place on hold for insufficient funds. From the Invoices screen. Secondary Approval is required by someone authorized as an approver in your department and is required before the invoice can be submitted to Accounting for payment. they must be corrected before the invoice can move to Secondary Approval. review the holds by selecting the Holds tab. press the Overview button. 25 . If any other holds are shown.
Payment for an invoice will not be released by Accounting until the Invoice Overview screen has been received.Print the Invoice Overview screen and submit it with the invoice and any other required documentation to Accounting. 26 .
the Invoices form will appear. A Credit Memo Invoice is created using the same forms that are used to create an invoice. If there is only one site it will automatically populate the field Invoice Date: Date of the Credit Memo Invoice Number: [Enter Invoice Number]-CR (Invoice Numbers cannot be duplicated for a supplier) Invoice Amount: -negative amount Pay Alone Box: Leave unchecked 27 .CREATE CREDIT MEMO A credit memo can be created for PO Matched or Direct Pay invoices. Invoices → Entry → Invoice Batches (Button) Invoices After creating your invoice batch. Enter an invoice record: Type: Select Credit Memo Supplier Name/Number: Enter either the supplier name or number Site: Select the site. Setup your invoice batch.
28 .If the credit memo is being created at the same time as the invoice it was issued against. then the Pay Group must be the same for both.
set the match type on the Invoices screen to Invoice. In either case.A credit memo can be matched against a specific invoice or can be setup without matching to a specific invoice. To match the credit memo to the invoice. press the Match button. the credit memo is setup against the vendor for deduction against a future unpaid invoice. If the credit memo is being matched against a specific invoice. 29 .
Press the Find button once you have entered your matching criteria. 30 .Find the invoice number by using any of the fields on the Find Invoices for Matching form.
The amount should be a negative number. Press the Match button.Check the Match checkbox and enter the amount of the credit in the Credit Amount Field. 31 .
32 .Select Match to Invoice to allocate the distribution over all lines on the invoice.
Press OK then press the Distribute button.If the distributions for the invoice were created from a PO match. you will receive the error message above. 33 .
Allocate the credit quantities or credit amounts to the appropriate lines. Press the Match button and you will return to the Invoices screen. 34 . Enter negative amounts or dollars.
Credit memos must be validated before they can be approved. To validate the credit memo press the Actions button. 35 . (Button) Actions The Invoice Actions screen will appear.
After selecting the checkbox press OK. Validate [checkbox]: select (Button) OK After the Invoice Actions form closes you will return to the Invoices form. 36 .Select the checkbox to validate the invoice.
File Save The Credit memo will be forwarded to the Departmental Approver. Finally. save your work. Once processed in Accounts Payable. to Accounts Payable to be processed. Press the Overview button to display the Invoice Overview screen. Print the Invoice Overview screen and submit it with the invoice and any other required documentation to Accounting.Verify that there are no holds other than Awaiting Secondary Approval. and once approved. 37 . the credit will be deducted from the next payment made to that supplier.
(Button) Distributions 38 . Enter an invoice record and enter the Invoice Distribution screen by pressing the Distributions button.A credit memo can be setup without matching to a specific invoice.
39 . and once approved. Verify that there are no holds other than Awaiting Secondary Approval. to Accounts Payable to be processed. save your entry and close the Distributions screen. File Save The Credit memo will be forwarded to the Departmental Approver. Finally. Press the Overview button to display the Invoice Overview screen. Once processed in Accounts Payable.After completing the invoice distribution lines. the credit will be deducted from the next payment made to that supplier. Validate the credit memo and check your holds. Print the Invoice Overview screen and submit it with the invoice and any other required documentation to Accounting. save your work.
Authorized invoices will automatically be forwarded to Accounts Payable for payment processing. invoices will automatically be forwarded to the Approver’s screen. Only validated The invoice can be approved from this screen by checking the Authorize checkbox and saving the record. open. To review the invoice distribution for an invoice. From here you can view the Overview screen or Distributions screen. Each authorized invoice will disappear from the list. select the line for the invoice and press the Distributions button. 40 . The Invoices screen will appear in an inquiry mode. Close this screen to go back to the Invoice Approval screen.Invoice Approval Choose Approval from the Navigation Window. You can drilldown to the invoice by placing the cursor in a field on the invoice line on the Invoice Approvals screen and double clicking. The Invoice Approvals window will Double click in any of these fields to drilldown to the Invoices form Select invoices to be approved under the View Invoice Holds tab. leaving only invoices needing approval or other actions by the department on the list.
The Approve Invoice Distributions screen will appear. Authorized invoices will automatically be forwarded to Accounts Payable for payment processing. The invoice can be approved from this screen or from the Invoice Approvals screen by checking the Authorize checkbox and saving the record. 41 . leaving only invoices needing approval or other actions by the department on the list. Each authorized invoice will disappear from the list.
Invoice is awaiting payment approval: Fields cannot be changed.ADJUSTING INVOICES When invoice adjustments are allowed: • • • • Invoice is not validated: All fields can be changed including required information. Invoice is validated: Some fields cannot be changed. Invoice has been paid: Cannot change or cancel the invoice. Invoices Entry Invoices 42 . Find the invoice you need to adjust from the navigation screen. Distributions cannot be changed but can be reversed or you can cancel the invoice and re-enter it. You can reverse a distribution or can cancel the invoice and re-enter it.
43 . enter the dates in the Dates fields under the Invoice section. enter the supplier’s name in the Name field in the Supplier section. For example. enter the invoice number in the Number field in the Invoice section. enter the PO number in the PO Num field in the Supplier section.Enter your query parameters. To find a particular invoice. To find all invoices paid against a particular purchase order. You can query any field shown in white on the Find Invoices form. to see all invoices for a particular supplier. Once your parameters have been entered press the Find button. To find invoices created in a particular period or periods.
Invoice distribution lines must add up to equal the invoice amount for the invoice to pass the approval process Once all changes have been made to an invoice. Make changes to any accessible field (fields in yellow) on the Distributions screen and save the record. you can change the accounting distribution information. it needs to be revalidated. 44 . and press OK.From the Invoices screen. Verify that there are no holds other than Awaiting Secondary Approval. If the invoice has not been validated. the cause must be corrected before the invoice can move to approval. Press the Overview button to display the Invoice Overview screen. Make changes to any accessible field (fields in yellow) and save the record. Press the Actions Button. select the invoice you want to adjust. If the invoice does not show validated. (Checkbox) Validate: select (Button) OK The Invoices screen should now show the invoice status as validated. select the Validate Checkbox. Select the invoice to change and press the Distributions button.
If it has not been selected in a payment batch If it has been validated. To cancel an invoice.CANCEL AN INVOICE When you can cancel an invoice: • • • • • • If it has not been paid If it has not been approved by the Secondary Departmental Approver If it has been approved but no payments have been made against it If it has no holds that would prevent it from posting. (Button) Find 45 . from the navigator screen: Invoices Entry Invoices Query the unpaid invoice you want to cancel. It cannot be cancelled. An invoice that has not been validated can only be deleted. Enter parameters to search for the invoice. Holds must be corrected and released before an invoice can be cancelled.
select the invoice you want to cancel then click the Actions button. (Button) Actions On the Invoice Actions screen select the Cancel Invoices checkbox and press the OK button. (Checkbox) Cancel Invoices: select (Button) OK 46 .In the Invoices window.
Select OK.A Caution will alert you that you are trying to Cancel 1 Invoice(s). 47 .
The invoice status should now be changed to Cancelled and the Invoice Batch Header has been reduced by the amount of the canceled invoice. Save the record File Save 48 .
ENTERING A DIRECT PAY ONE TIME SUPPLIER A Direct Pay One Time Supplier is allowed for the following types of payments. A Direct Pay One Time Supplier cannot be used for any other types of payments. X01 Accreditation Payments X01 Advertising X01 CATC Client Assistance X01 Court Ordered Payments X01 Employee Reimbursement X01 Government Grants X01 Insurance Premiums Claims X01 Interpretive Services X01 Juror Fees X01 Legal Fees X01 Medical Services MH MR X01 Medical Services Risk Mgmt X01 Membership Dues X01 Police Investigation Fees X01 Publications Subscriptions X01 Real Property X01 Refunds X01 Respite Clients MH/MR X01 Retainage Payments X01 Scholarship Payments X01 Social Services Client X01 Travel Accommodations 49 .
To enter a new Direct Pay One Time Supplier. from the Navigation screen select One Time Supplier Entry. 50 .
query the Supplier Name by pressing F11. If a permanent supplier exists. and press Control F11 to execute the query. 51 . and do not create a new One Time Supplier. type in the name of the supplier in the Supplier Name field preceded and followed by a % sign (%VIRGINIA%POWER%). use the permanent supplier number.Prior to entering a new One Time Supplier.
press the submit button. 52 .If no permanent supplier exists. The yellow fields on the form are required. enter the supplier information. Once all information is entered.
Write this number down for future reference. the Direct Pay One Time Supplier Screen is assigned a Supplier Number which begins with X.After pressing submit. 53 . You can now create an invoice using this Direct Pay Supplier.
When entering the invoice. use the X (number) in the Supplier Number field on the Invoices form. 54 .
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