Creating Invoice and Making Payments in Oracle Apps

Creating and Making payments for an Invoice in Oracle Apps

Entering the Supplier Invoice

This is the first step in creating an Invoice. You can manually enter the details in the Invoice or you can generate Invoices from P.O Receipts (you need to run a Concurrent Request named ‘Pay on Receipt AutoInvoice Program’ from Purchasing Module)

Navigate to Payables>> Invoices>> Entry>> Invoices

Select your Operating unit

Type: Standard

Enter P.O number and press tab. Supplier details should be populated automatically. Enter the Invoice date, Invoice number and Amount.

Invoice Workbench

Matching the Invoice to either a Purchase Order or a Receipt

If your Invoice has a Purchase Order associated with it, then you can match the invoice quantity and price to that Purchase Order.  If your Purchase Order is setup as a 2 –way match, then you match the Invoice to the Purchase Order lines.  If your Purchase Order is setup as a 3-way match, then you match the Invoice to the Receipts.

Click on Match button to match the Invoice to the Purchase Order.

Matching Purchase order

Click Find

Select the lines you want to match and click Match

Match to Purchase order

Validating the Invoice

Once the invoice is entered into the system, you will need to run the Invoice Validation Process to validate the Invoice. This can be done by clickingActions button or running an ‘Invoice Validation Process’.

The validation process performs a couple of processes.  First, it checks to see if should apply any matching holds.  Then it will calculate and apply taxes, verify the GL period status, verify exchange rates, and verify distribution information is valid.

Go to Actions, select Validate and click Ok.

Invoice Actions

The status should be Validated or Needs Revalidation.

Here my status shows as Needs Revalidation

The reason it says Needs Revaluation because after Validating the Invoice, the tax has been calculated and the price is updated which included the calculated price. So we need to update the price at the top and dovalidation again.

Invoice Workbench

Now the status should be validated.

Invoice Workbench

Now the Invoice has been Validated, it’s time to make payment to the Supplier.

Click Actions, Pay in Full and OK.

Enter the Payment date, Bank Account, Payment Method, Payment Process Profile, payment Document and Document Number and save your work.

Click Invoice Overview to view the Invoice details.

Invoice Overview

Click Invoice Workbench and click Actions button and select Create Accounting and select Final Post and click OK.

The status of Accounted should be Yes.  This step should transfer the details into the General Ledger

Go to Tools and click View accounting Events to see the result.

Go to View>> Request>> Find to see the Concurrent Programs that are generated.

Invoice Tables

AP_INVOICES_ALL

AP_INVOICE_DISTRIBUTION_ALL

Account Entries Table

AP_ACCOUNTING_EVENTS_ALL

AP_AE_HEADERS_ALL

AP_AE_LINES_ALL

Payment Tables:

AP_INVOICE_PAYMENTS_ALL

AP_PAYMENT_SCHEDULES_ALL

AP_CHECKS_ALL

AP_CHECK_FORMATS

AP_BANK_ACCOUNTS_ALL

AP_BANK_BRANCHES

AP_TERMS

Transfer to General Ledger:

Navigation:

Payables Responsibility > View Requests

Run the concurrent program “Payables Transfer to General Ledger” with the required parameters.