Oracle Payables - How To Enter A Standard Invoice

How To Enter A Standard Invoice

1.         Payables Responsibility > Invoices >Entry > Invoices



 2.      Enter Invoice Header Information


     Enter the information below on the invoice header:

Type: Standard
Supplier: Enter supplier name from invoice
Site: Select a payment site if the field does not automatically populate
Invoice Date: Enter the invoice date
Invoice Number: Enter the invoice number
Amount: Enter the amount of the invoice (this is the gross amount - it includes the net amount and tax amount)

Save.

 Every invoice entered will be saved in the invoice tables on the databases

SQL Query

 SELECT DISTINCT vi.invoice_id,
vi.invoice_type_lookup_code, 
v.vendor_name as Trading_Partner,
v.segment1 as Supplier_Number,
vs.Vendor_site_code as Supplier_Site_Code,
vi.invoice_num,vi.invoice_date, 
vi.invoice_amount,vi.tax_amount
    FROM AP_SUPPLIERS v
        , AP_SUPPLIER_SITES_ALL vs
        , AP_CHECKS_ALL ac
        ,ap_invoices_all vi
    WHERE v.vendor_id = '11'
      and vs.vendor_site_id = '2332'
      and vi.invoice_num = 'IA_TEST01';




3.      Enter Invoice Lines


 Fill in the Amount of the invoice (the Amount should be the Net amount on the invoice (this amount excludes the tax amount.)

Sample Invoice



4.      Enter Tax information by selecting the rate used on the invoice which will be available to select on the system.



 5.      Click on the Distributions button to enter Account Code Combinations.

 Please note account code combinations must be made available as part of the invoice approval process. I will be discussing invoice approval process shortly.


 Save.

 6.      Calculate Tax using the “Calculate Tax” button



SQL Query

 SELECT invoice_id, line_number, line_type_lookup_code, amount, 
tax_classification_code, match_type
FROM ap_invoice_lines_all
WHERE invoice_id = '322289';



 7.       Once tax is calculated, we can see the invoice status and amount on the general tab as shown below.



 8.      To completely process an invoice for payments, it has to be validated and free from any holds. I will be discussing type of holds shortly



 9.      Click the Action button to see all the available invoice actions



Invoice Actions
Purpose
Validate
To validate invoice.
Validate Related Invoices
To Validate all related invoices to the one selected for validation
Cancel Invoices
To cancel invoice (s)
Apply/Unapply Prepayment
To apply and unapply prepayments
Pay in Full
To pay the invoice
Create Accounting
To account for the invoice for financial reporting purposes
Initiate Approval
To send the invoice for approval.
Stop Approval
To stop/cancel any approval process on the invoice
Release Holds
To release any hold placed on the invoice
Print Notice
To print notice for invoice/payments

 10.   Check   “Validate to validate the invoice



 11.    Once Validated , the invoice status will change to “Validated”


SQL Query

 SELECT invoice_id, invoice_line_number, line_type_lookup_code, accounting_date,
amount, posted_flag, gcc.concatenated_segments DIST_ACCOUNT
FROM ap_invoice_distributions_all AID , gl_code_combinations_kfv gcc
WHERE Invoice_id = '322289' 
AND gcc.code_combination_id = aid.DIST_CODE_COMBINATION_ID



12.       Accounting For Invoices

You can create accounting entries for invoice and payment transactions in Oracle Payables using the Oracle Subledger Accounting architecture.


Subledger Accounting is a rule-based accounting engine, toolset, and repository that centralizes accounting across the E-Business Suite. Acting as an intermediate step between each of the subledger applications and Oracle General Ledger, Subledger Accounting creates the final accounting for subledger journal entries and transfers the accounting to General Ledger.


Accounting can be created in 3 different modes.

1.       In Draft – This option created the accounting entries for review purposes and can be re-created.

2.      Final – This creates the final accounting entries. These entries are final and cannot be re-created.

3.      Final Post – This option creates the final accounting and posts the entries into General Ledger – I will explain the reason for posting to General Ledger at a later date.


After Payables creates accounting entries, you can view the accounting entries in the following windows in Payables:




The View Accounting screen displays the accounting created for the invoice.  The screen displays 3 sections;

1.       Header – This shows the Ledger, Journal Entry Status ( Draft, Final or Final Post) and GL Date, Journal category, Completion Date, Journal Entry Type and Journal Description

2.      Transaction Information – Shows details of the Supplier (Supplier Name and Supplier Site Name) and Invoice Details.

3.      Lines – Shows the accounting entries for the transaction. This is where you need your accounting double entry knowledge. (Debuts and Credits)

13. Payables Accounting Events

An accounting event is a Payables transaction that has accounting impact. Not all accounting events have accounting impact; you can modify the accounting setup to create accounting for some events and not for others

Accounting events are categorized into event types. Event types are grouped into event classes that in turn are grouped into event entities. The overall grouping of these components is called an event model.

AP Invoice Events For A Standard Invoice

Event Class
Event Types
Standard Invoices
Standard Invoice Cancelled
Standard Invoice Created
Standard Invoice Distributed
Standard Invoice Frozen
Standard Invoice Reversed
Standard Invoice Tax Holds Released
Standard Invoice Tax Distributions Overridden
Standard Invoice Tax Overridden
Standard Invoice Redistributed
Standard Invoice Unfrozen
Standard Invoice Updated
Standard Invoice Validated


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