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Create Invoices in iSupplier Portal Overview

An Oracle White Paper November 2002

Create Invoices in iSupplier Portal


INTRODUCTION

In an endeavor to provide new functionalities and features with every upgrade of Oracle Applications, Procurement Family Pack H (11i.PRC_PF.H -2320032) also brings some new features and functions. "Create Invoices' is one such feature, which is coming as an addition in Procurement Family Pack H (11i.PRC_PF.H -2320032). This feature will allow suppliers to now submit invoices online using iSupplier Portal.

ABSTRACT

Suppliers are now able to select approved PO shipments for invoicing in iSupplier Portal. They can enter the quantity to be invoiced, freight charges, tax charges and miscellaneous charges. When submitted, the invoice will be processed by the invoice import program and then created in Accounts Payable. A new sub tab called Create Invoices has been added under the Account tab.

SCOPE

1. High Level Diagram. 2. Major Features. 3. Setup Steps 4. User Procedure- Creating Invoices 5. Trouble Shooting.

HIGH LEVEL DIAGRAM

Core Apps

AP_Invoices_interface

ISP

Create Invoices

Payables Open Interface Import

AP_Invoices_all

MAJOR FEATURES

The Purchase Order that is selected can be split on Quantity across Invoices. The PO can be searched by the following: o o o
o

Purchase Order Number Purchase Order Date Buyer Organization

Combine different Purchase Order's into same invoice "Quick Invoice" option is also available to select the details of a Single Po onto a Invoice Tax, Freight and Miscellaneous Charges can be entered for each Invoice. You can have Multiple Freight and Miscellaneous Charges for Each Invoice and also add the Description for each of them.

Calculate Button to give instantaneous Computation for Invoice Total on the Include Lines on Invoice page. The Invoice can be submitted instantaneously when it is created or can be saved for later use. The same invoice then can be chosen subsequently for submission at a later time. After the invoice has been processed, you can query its status by using the Account tab.

SETUP STEPS

In order to use this feature, AP Minipack J (2375849) and a one-off patch (2234922), which delivers the UI components, must be installed. The Create Invoices menu is excluded by default for the seeded responsibility (iSupplier Portal Full Access). After the above patches are installed this menu should be deleted from the exclude list for the specific responsibility.
USER PROCEDURE

1) Enter a PO from PO Super User-->Purchase Order and approve it. 2) Log in to the i-Supplier Portal using the Supplier Log in. Make Sure that the securing attributes are set up correctly and the PO can be viewed. 3) Navigate to the Account Tab-Create Invoices. 4) Click on Create Invoices. 5) Choose the PO Number that you had entered in step 1. 6) Select the PO and Add it to the Invoice List by clicking "Add Items to Invoice List". You can also remove the PO from the Invoice List by using the "Remove Items from Invoice List"

7) Once the Invoice List is prepared, click on "Next" to go to the "Include Lines on Invoice". 8)On "Include Lines on Invoice" page, add the Tax, Freight, Miscellaneous Charges and description as desired.

9) Press on the "Next" button to go to the "Enter General Invoice Information". 10) In the "Enter General Invoice Information Enter the Invoice Number, Invoice Date and Invoice Description.

10) Change the Remit to if desired to some other Supplier Site, which is a Pay Site. 11) Press on the "Next" button to go to the "Review the Invoice" page. 12) After Reviewing the Invoice, please "Submit" the invoice. It is also possible to Save the invoice for later use by clicking on "Save for later". 13) On selecting Submit, a Warning will be Displayed--"Are you sure you want to submit this invoice? Click on "OK " to submit the invoice. 14) This will insert records into the "AP_INVOICES_INTERFACE" table. Please use the script as given under Scripts Number (1) to verify the same. 15) Run the Concurrent Program "Payables Open Interface Import" to import the records that are there in the AP_INVOICES_INTERFACE to the AP_INVOICES_ALL table. Make sure that the Source in the Parameters form for this concurrent request is "Internet Supplier Portal".

16) Verify that the import is successful by querying up the invoice in the "Invoice Workbench" from the Payables Super User Responsibility. Also you can use the Script as mentioned in script (2) under Scripts.

17) In case of any problems while importing the Invoice through the "Payables Open Interface Import" program please refer to Note 107628.1- Payables Open Interface Invoice Import Troubleshooting on Metalink.

SCRIPTS

1)select INVOICE_ID, INVOICE_NUM, status from AP_INVOICES_INTERFACE where po_number ='&ponum'; 2)select INVOICE_ID, INVOICE_NUM from AP_INVOICES_ALL where invoice_num='&InvoiceNum';

TROUBLE SHOOTING

1) In case the Po is not available for entering the invoice please check the securing Attributes for the Responsibility and the User. 2) When the Tax Code is Selected "(refer step 8 above) the PO should have the Tax Code mentioned else the Import will fail in the AP_INVOICES_INTERFACE 3) In the Enter General Information Page (Step 10 above) in case the following error message is displayed: "Value && is invalid for the flexfield segment &SEGMENT" then please check the field ADDRESS_STYLE for the Supplier Site. If the DFF Site Address is not set up for the context of Address_style then the above error is experienced.
CONCLUSION

Procurement Family Pack H (11i.PRC_PF.H 2320032) allows the Supplier to enter Invoices onto the iSupplier Portal online, thus facilitating convenient, secure selfservice Business transactions between buyers and suppliers via the Internet.
REFERENCES

1. Oracle. iSupplier Portal Release Notes Family Pack H - August 2002 2. Oracle Payables- Technical Reference Manual - Release 11i 3. Oracle Purchasing Users Guide - Release 11i 4. Oracle Payables Users Guide - Release 11i

Create Invoices in iSupplier Portal Overview November 2002 Author: Senthil Indiran Contributing Authors: Copyright Oracle Corporation 2002 All Rights Reserved Printed in the U.S.A. This document is provided for informational purposes only and the information herein is subject to change without notice. Please report any errors herein to Oracle Corporation. Oracle Corporation does not provide any warranties covering and specifically disclaims any liability in connection with this document. Oracle is a registered trademark and Enabling the Information Age. Oracle Applications are trademarks of Oracle Corporation.

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