Oracle Accounts Payable
Match an Invoice to a Purchase Order Enter a Standard Invoice Enter a Credit Note Invoice Enquiry Enquire on Supplier 6. Payment Enquiry
1. Match an Invoice to a Purchase Order
Invoices will be matched to a receipted purchase order created in iProcurement. Select: INVOICES -> ENTRY -> INVOICES If the Invoice relates to a single Purchase Order and the Order number is known then select “PO Default” in the Type box
Enter the Purchase Order number in the small window– this will default certain details in from the order e.g. Supplier Name / Site
select the “MATCH” button. A “Find” form will be displayed with the Supplier name. Select the Find button to see the Purchase Order details.Ensure this box is set to Receipt Once the relevant fields have been entered.
. site and order number populated from the invoice.
Warning – ensure changes do not result in less than whole numbers in the quantity field.This box must be ticked to match this invoice to the relevant purchase order
The most commonly used fields will be – Field Match Quantity Invoiced Unit Price Match Amount Description Tick this box to match the invoice to this purchase order. The invoice can now have additional distribution items added. Amend the quantity and price if required. Amend the quantity and price if required. The quantity and unit price for the order line will default in. The system will calculate the third item. and Match Amount.
You only need to enter two of the three items – Quantity Invoiced. Unit Price. The match amount will default in. Amend if required. The quantity and unit price for the order line will default in. and return to the initial screen. then SAVE: The Matched Invoice
Once all the lines have been entered the “MATCH” button can be used to complete the matching.
Open the order details by clicking on the order number in iProcurement
. When an order that has been matched to an invoice is viewed in iProcurement the overall status is “Closed”.The invoice can now be validated and approved as outlined in the standard invoice entry notes in Section 2.
<TAB> will default in the system date.
. You will therefore need to request the supplier to be set up by contacting the External Payments section in the Resources and Housing Department before you can request goods in Oracle. Select: INVOICES -> ENTRY -> INVOICES The most commonly used fields will be – Field Type Supplier Description This will be “Standard”. If there is only one payment site for the supplier then this should default in. You do not need to enter “/” if you type in the date. Enter the invoice number. Enter a Standard Invoice
To enter a standard Accounts Payable invoice without “matching” [linking] to a requisition. This will default to “GBP” Enter the total value of the invoice including VAT. Instructions on how to do this will be given at a later date. Enter the supplier name or … Use the search facility (See note below) This will default from the supplier name This is the site that payment should be made to. This must be entered exactly as on the invoice to facilitate later searches.
Number Supplier Site
Invoice Number Currency Invoice Amount
Note .Supplier search You will be able to select the supplier by using the wildcard search facility [see Oracle User Basics Manual] If you cannot find the supplier it may mean they are not set up in Oracle.2. Select the post code of the payment address on the invoice from the available selection. Enter the invoice date.
Click OK if the invoice is within the supplier terms. Mandatory field are yellow in colour and must always be completed. Use the scroll bars to move the screen to the left. Save by clicking on the icon in the menu bar
.Use the TAB key to move from field to field [left to right]. If you only wish to log the invoice onto the system you can save at this point and come back to complete the details later. DO NOT use the enter key. Descriptive flex field [DFF]
The box shown above will pop up [when you tab into the DFF] to allow you to enter the reason when the invoice is to be paid late. [It is very important that you complete the reason code where appropriate as corporately run reports require this information] The fields you have entered so far are classed as the invoice “header”. You will see other fields that have default values completed for you.
This may be updated if required. This should default from the header
. This is a description of the invoice item. Non Recoverable = 0). This is the tax code against this line. This will be a unique sequence number automatically defaulted. Enter the net amount.e. This is the GL code to be charged.
The most commonly used fields will be – Field Num Type Amount Tax Code Recovery Rate Account Description GL Date Description Item Number. This value will default based on the Tax Rate (i.Enter Invoice Distributions Once the above fields have been entered. click the “DISTRIBUTIONS” button to enter details of the general ledger [accountancy] codes. This will normally be “ITEM” for the goods value and “TAX” for the “TAX” value. This is the value of the goods. This should be entered even for “TAX” lines.
TIP Get used to checking the status of the invoice as you continue through the process as this indicates the steps you still need to complete. Click the “OK” button
. Select the Validate box.
The accountancy code is selected from a drop down list. Validate Transactions Click the “ACTION” button. SAVE the transaction and return to the top screen. It will now be possible to validate the transaction. This will display a new form. See appendix  Once the above fields have been entered.
The status of the invoice will now have been updated
Please note Approval is now required.
Initiate Invoice Approval To start the approval process. In the invoices window select the Actions button again. A notification will be sent to the nominated Approver to approve the invoice.Approval is required here because the invoice you have entered did not have a related requisition and the budget holder did not approve the expenditure at an earlier stage in the process. then Click the Initiate Approval box Click the Create Accounting box Click the OK button The Approval status of the invoice will change to Initiated and Yes will appear in the Accounted box.
A request can be submitted to produce details of invoices you have entered in the system.
. To access the list of items waiting to be approved click the “DCC Notifications” responsibility in the responsibility list. It is very important that Approvers check their notifications regularly to ensure that the approval process is not held up. The request output can be printed or saved to your PC as a file to provide a record of invoices entered in the system during a specific period of time.You can view the status of invoices that are in the approval process by clicking TOOLS > View Invoice Approval History
Users authorised to approve invoices will receive notifications of all the approvals they need to action.
Click View > Requests
Click Submit a new request
Select from drop down list in “Name”
Enter > User name and date[s]
When request completes View Output
Click >Tools > Copy File
save options etc.Window opens with print options.
Enter the credit note number or a meaningful unique reference. Enter a Credit Note
Select: INVOICES -> ENTRY -> INVOICES Remember to enter a negative amount on credit memos [precede value with minus sign “-“]
The most commonly used fields will be – Field Type Description Select “Credit Memo”.
Supplier Number Supplier Site
. If there is only one payment site for the supplier then this should default in. Select the post code of the payment address. Enter the supplier name or … Use the search facility This should default from the supplier name This is the site that payment would be made to.3. The system will warn you that you may wish to change the payment terms.
This will be a negative value
When the following screen appears
scroll to the payment terms field and change to Immediate
Enter the total value of the credit note.
.Set the match box to Invoice and click match
Please note if there is more than one line on the invoice you are matching to the system will apportion the credit across all lines proportionately.
To complete the procedure you must go to Actions and tick both Validate and Initiate Approval. except that the transaction values are negative.
.To allocate to individual lines > Click Distributions This is the same procedure as used when creating a standard invoice.
g.If you need to correct the original distributions [e. change the general ledger code] click on the Distributions button and select the line you wish to correct. Click on the Reverse 1 button and then enter the correct details.
. Close the window and go to Actions and Revalidate the transaction.
Enter the invoice number in the appropriate field Press CTRL F11 to return the invoice details to your screen Accessing other invoice details The main invoice entry screen gives access to information about holds. Search for the invoice in query mode. Invoice Enquiry
To review details on an invoice A. Click on individual tabs as illustrated below
. Select: INVOICES -> ENTRY -> INVOICES To enter query mode press the Function Key F11 The fields available to query on become highlighted in blue. payments made and payments due.4.
Select the Holds button on an invoice. When the holds form appears select a Hold Name and Save
.Holds Note that you can manually apply a hold if required.
It will not be possible to release holds that have been put in place by the system where values do not balance.
Payments due to be made can be seen on the Scheduled Payments screen. Note. To release multiple holds choose the “RELEASE” button and select an approval reason. if the sum of the distributions screen does not equal the invoice value. From the screen below you will be able to see any payments that have been made. e.g.
. After releasing the hold Save the record Once the hold is released you will be able to proceed with invoice validation as appropriate. Check means “cheque”.
Relevant invoices will be displayed.B.
. Search from the menu options Select: INVOICES>INQUIRY>INVOICES Enter search criteria in one or more of the fields and press the Find button.
Click on Invoices to see the list of invoices making up the balance.
.5. Enquire on a Supplier
Select: INVOICES>INQUIRY>INVOICES Enter the name of the Supplier in the Supplier Name and press the Calculate Balance Owed button and then the Calculate button to update the balance on the supplier.
Select: PAYMENT> INQUIRY> PAYMENTS > OPEN
A payment can be searched for in different ways from this screen To search for a payment by payment reference (or a range of payment references)
To search for a payment by supplier
To search by Payment date
To search on total payment amount
Cost centres are now 7 digits. This allows the system to hold accounts for more than one organisation.g. A01 = Derby City Council D01 = Derby Homes
All school codes will begin with A01.g. [In most fields you will only need to select the cost centre and subjective (detail) code]. e. The second segment is the cost centre. There are 5 elements or segments that make up the full code they are separated by “-“. You will receive information about the full conversion of CODAS codes to Oracle codes at the appropriate time. e. In most cases you will be able to select the code from a list and some of the segments will normally be defaulted in for you.General Ledger Codes
A new Chart of Accounts [coding structure] will be used in Oracle.g.
The fourth segment is the analysis code and must be unique in every case e. 1000611
The third segment is the subjective or detail code and reflects the standard CIPFA classification of income and expenditure. 000000 The default is 6 zero’s
When typing a code in an Oracle field you must enter “-“ between segments. The first segment is the “company”. e. For the purposes of training basic information follows – Example of accountancy code A01-1000611-B1001-00000000-000000. 00000000 The default is 8 zero’s
The fifth segment is spare e.g.g.