oracle+match+invoice+to+po4

8/6/2019 Oracle+Match+Invoice+to+Po4

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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

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1. Match an Invoice to a Purchase Order

Invoices will be matched to a receipted purchase order created iniProcurement.

Select: INVOICES -> ENTRY -> INVOICES

If the Invoice relates to a single Purchase Order and the Order number isknown then select

PO Default in the Type box

Enter the Purchase Order number in the small window this will defaultcertain details in from the order e.g. Supplier Name / Site

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Ensure this box is set to Receipt

Once the relevant fields have been entered, select the MATCH button.

A Find form will be displayed with the Supplier name, site and order numberpopulated from the invoice. Select the Find button to see the Purchase Orderdetails.

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This box must be ticked to match this invoice to the relevant purchase order

The most commonly used fields will be

Field Description

Match Tick this box to match the invoiceto this purchase order.

Quantity Invoiced The quantity and unit price for theorder line will default in. Amendthe quantity and price if required.

Unit Price The quantity and unit price for theorder line will default in. Amendthe quantity and price if required.

Match Amount The match amount will default in.Amend if required.

You only need to enter two of the three items Quantity Invoiced, Unit

Price, and Match Amount. The system will calculate the third item.Warning ensure changes do not result in less than whole numbers inthe quantity field.

Once all the lines have been entered the MATCH button can be used tocomplete the matching, and return to the initial screen.

The invoice can now have additional distribution items added, then

SAVE: The Matched Invoice

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The invoice can now be validated and approved as outlined in the standardinvoice entrynotes in Section 2.

When an order that has been matched to an invoice is viewed iniProcurement the overall status is Closed.

Open the order details by clicking on the order number in iProcurement

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2. Enter a Standard Invoice

To enter a standard Accounts Payable invoice without matching [linking]to a requisition.



Field Description

Type This will be Standard.

Supplier Enter the supplier name or

Use the search facility

(See note below)

Number This will default from the supplier

nameSupplier Site This is the site that payment

should be made to. Select the postcode of the payment address onthe invoice from the availableselection.If there is only one payment sitefor the supplier then this shoulddefault in.

Invoice Date Enter the invoice date. will default in the system

date. You do not need to enter /if you type in the date.

Invoice Number Enter the invoice number. Thismust be entered exactly as on theinvoice to facilitate later searches.

Currency This will default to GBP

Invoice Amount Enter the total value of the invoiceincluding VAT.

Note - Supplier searchYou will be able to select the supplier by using the wildcard search facility [seeOracle User Basics Manual]If you cannot find the supplier it may mean they are not set up in Oracle.You will therefore need to request the supplier to be set up by contacting theExternal Payments section in the Resources and Housing Department beforeyou can request goods in Oracle. Instructions on how to do this will be givenat a later date.

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Use the TAB key to move from field to field [left to right], DO NOT use theenter key.

Descriptive flex field [DFF]

The box shown above will pop up [when you tab into the DFF] to allow you toenter the reason when the invoice is to be paid late. Click OK if the invoice iswithin the supplier terms.[It is very important that you complete the reason code where appropriate ascorporately run reports require this information]

The fields you have entered so far are classed as the invoice header. Usethe scroll bars to move the screen to the left. You will see other fields thathave default values completed for you.

Mandatory field are yellow in colour and must always be completed.

If you only wish to log the invoice onto the system you can save at this pointand come back to complete the details later.

Save by clicking on the icon in the menu bar

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Enter Invoice Distributions

Once the above fields have been entered, click the DISTRIBUTIONS buttonto enter details of the general ledger [accountancy] codes.


Field Description

Num Item Number. This will be a uniquesequence number automaticallydefaulted.

Type This will normally be ITEM for thegoods value and TAX for the TAXvalue.

Amount This is the value of the goods. Enter thenet amount.

Tax Code This is the tax code against this line.This should be entered even for TAXlines.

Recovery Rate This value will default based on the TaxRate (i.e. Non Recoverable = 0). Thismay be updated if required.

Account This is the GL code to be charged.

Description This is a description of the invoice item.

GL Date This should default from the header

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TIP Get used to checking the status of the invoice as you continue throughthe process as this indicates the steps you still need to complete.

The accountancy code is selected from a drop down list.

See appendix [1]

Once the above fields have been entered, SAVE the transaction and return tothe top screen.

It will now be possible to validate the transaction.

Validate Transactions

Click the ACTION button. This will display a new form.

Select the Validate box.

Click the OK button

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The status of the invoice will now have been updated

Please note Approval is now required.

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Approval is required here because the invoice you have entered did not havea related requisition and the budget holder did not approve the expenditure atan earlier stage in the process.

Initiate Invoice Approval

To start the approval process.

In the invoices window select the Actions button again, 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 andYes will appearin the Accounted box. A notification will be sent to the nominated Approver toapprove the invoice.

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You can view the status of invoices that are in the approval process byclicking

TOOLS > View Invoice Approval History

Invoice Approval

Users authorised to approve invoices will receive notifications of all theapprovals they need to action.To access the list of items waiting to be approved click the DCC Notificationsresponsibility in the responsibility list.It is very important that Approvers check their notifications regularly to ensurethat the approval process is not held up.

Invoice Register

A request can be submitted to produce details of invoices you have entered inthe system.

The request output can be printed or saved to your PC as a file to provide arecord of invoices entered in the system during a specific period of time.

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Click View > Requests

Click Submit a new request

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Click OK

Select from drop down list in Name

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Enter > User name and date[s] >Click OK

Click Submit

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When request completes View Output

Click >Tools > Copy File

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Window opens with print options, save options etc.

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3. Enter a Credit Note


Remember to enter a negative amount on credit memos [precede value

with minus sign -]


Field Description

Type Select Credit Memo.The system will warn you that youmay wish to change the paymentterms.

Supplier Enter the supplier name or

Use the search facility

Number This should default from thesupplier name

Supplier Site This is the site that payment wouldbe made to. Select the post codeof the payment address.If there is only one payment sitefor the supplier then this shoulddefault in.

Invoice Number Enter the credit note number or a

meaningful unique reference.

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Invoice Amount Enter the total value of the creditnote.This will be a negative value

When the following screen appears

scroll to the payment terms field and change to Immediate

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Set the match box to Invoice and click match

Please note if there is more than one line on the invoice you are matching tothe system will apportion the credit across all lines proportionately.

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To allocate to individual lines

> Click Distributions

This is the same procedure as used when creating a standard invoice, exceptthat the transaction values are negative.

To complete the procedure you must go to Actions and tick bothValidate and Initiate Approval.

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If you need to correct the original distributions [e.g. change the general ledgercode] 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 thewindow and go to Actions and Revalidate the transaction.

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4. Invoice Enquiry

To review details on an invoice

A. Search for the invoice in query mode.


To enter query mode press the Function Key F11

The fields available to query on become highlighted in blue.

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,payments made and payments due.

Click on individual tabs as illustrated below

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Holds

Note that you can manually apply a hold if required. Select the Holds button

on an invoice. When the holds form appears select a Hold Name and Save

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It will not be possible to release holds that have been put in place by thesystem where values do not balance, e.g. if the sum of the distributionsscreen does not equal the invoice value.

To release multiple holds choose the RELEASE button and select anapproval reason.After releasing the hold Save the recordOnce the hold is released you will be able to proceed with invoice validationas appropriate.From the screen below you will be able to see any payments that have beenmade.

Payments due to be made can be seen on the Scheduled Payments screen.Note. Check means cheque.

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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.Relevant invoices will be displayed.

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5. Enquire on a Supplier

Select: INVOICES>INQUIRY>INVOICES

Enter the name of the Supplier in the Supplier Name and press the CalculateBalance Owed button and then the Calculate button to update the balanceon the supplier.

Click on Invoices to see the list of invoices making up the balance.

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6. Payment Enquiry

Select: PAYMENT> INQUIRY> PAYMENTS > OPEN

A payment can be searched for in different ways from this screenTo search for a payment by payment reference (or a range of payment references)

To search fora payment bysupplier

To search ontotal paymentamount

To searchby Paymentdate

Click find

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General Ledger Codes

A new Chart of Accounts [coding structure] will be used in Oracle. You willreceive information about the full conversion of CODAS codes to Oraclecodes at the appropriate time.

For the purposes of training basic information follows

Example of accountancy code

A01-1000611-B1001-00000000-000000.

There are 5 elements orsegments that make up the full code they areseparated by -.

The first segment is the company. This allows the system to hold accountsfor more than one organisation.

e.g. A01 = Derby City CouncilD01 = Derby Homes

All school codes will begin with A01. [In most fields you will only need toselect the cost centre and subjective (detail) code].

The second segment is the cost centre. Cost centres are now 7 digits.

e.g. 1000611

The third segment is the subjective or detail code and reflects the standardCIPFA classification of income and expenditure.

e.g. B1001

The fourth segment is the analysis code and must be unique in every case

e.g. 00000000 The default is 8 zeros

The fifth segment is spare

e.g. 000000 The default is 6 zeros

When typing a code in an Oracle field you must enter - between segments.In most cases you will be able to select the code from a list and some of thesegments will normally be defaulted in for you.

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