Setup an Invoice Batch

Advantages of Invoices Batches

1. Enter invoice defaults at the batch level that override system or supplier site defaults for all invoices in the batch.

2. Maximize accuracy by tracking variances between the control invoice count and total and the actual invoice count and total resulting from your invoice entry.

3. Easily locate a batch online and review the name of the person who created the batch and the date it was created.

Responsibility: Payables, Vision Operations (USA)
Navigation: Invoices > Entry > Invoice Batches

APP-SQLAP-10199: You cannot navigate to the Invoice Batches window because batch control is not enabled for your system.

If you want to enable invoice batch control for your system, then ask your system administrator to enable the profile option AP: Use Invoice Batch Controls in the System Profile Options window.

Profile Option

AP: Use Invoice Batch Controls

YES -> Create the Invoice with batch
NO  -> Create the Invoice without batch.

To enter an Invoice Batch

1. In the Invoice Batches window enter a unique value in the Invoice Batch Name field. This name will appear on your reports and will help you locate the batch online.

2. Enter the number of invoices in the batch in the Control Count field.

Enter the sum of invoice amounts in the batch in the Control Total field. Payables tracks variances between the Control Count and Total and the Actual Count and Total as you enter invoices.

Note: If there is a discrepancy between the invoice amount and batch amount, Payables warns you when you exit a batch but it does not prevent Invoice Validation and payment of the individual invoices within a batch. You can make a correction immediately, or you can adjust the invoice batch later.

3. Enter any Invoice Defaults you want for the invoices. Defaults include: Currency, Type, Document Category, Hold Name, Liability Account, Payment Terms, Pay Group, GL Date, and Hold Reason.

These values you enter for defaults override any system and supplier site defaults for the invoices. For example, if you want the purchase order to provide the default value for Payment Terms on the invoice, then leave the Payment Terms field here blank. When you enter individual invoices you can override any values that default from the batch.

4. Choose the Invoices button and enter the invoices.

 
Responsibility: Payables, Vision Operations (USA)
Navigation: Invoices > Entry > Invoice Batches
 
Batch Name: ABC Batch

Invoice Batch Created Successfully.

Create a 1099 Supplier

Responsibility: Purchasing, Vision Operations (USA)
Navigation: Supply Base > Suppliers > Entry > Create Supplier

Type : Standard Supplier
Organization Name : Computer Consulting Services
Taxpayer ID : 555-22-1560

[APPLY]

Navigate to Organization

Type : Supplier

[SAVE]

Navigate to Tax Details

Reportable : Federal [CHECK]

[SAVE]

Navigate to Invoice Management

Invoice Currency : US dollar
Hold from Payment : All Invoices [CHECK]
Payment Hold Reason : Enter any valid Hold Reason [1099 Supplier]
Payment Currency : US dollar
Terms : 30 Net
Terms Date Basis : Invoice
Pay Group : ABC PAY (Which you created on earlier session)

Create a Supplier Site (for Income Tax Reporting)

Navigate to Address Book

[CREATE]

Address Line 1 : 1st Main Road
City : Half Moon Bay
County : San Mateo
State : CA
Postal Code : 94019
Address Name : Half Moon Bay
Phone Area Code : 650
Phone Number : 555-1234
Address Purpose : Payment [CHECK]

[CONTINUE]

Created Supplier site successfully.

Navigate to Tax and Reporting

Main Information

Allow Tax Applicability [CHECK]

Income Tax Reporting Site [CHECK]

[SAVE]

Remove the Payment Hold for 1099 Supplier

Remove the Payment Hold for 1099 supplier while the 1099 supplier has returned a complete 1099 tax verification letter.

Responsibility: Payables, Vision Operations (USA)
Navigation: Suppliers > Entry > Search: Supplier Name = Computer Consulting Services

Navigate to Invoice Management

Hold from Payment, All Invoices [UNCHECK]

[SAVE]

A 1099 Supplier created successfully.

Create a Supplier

a) Create a New Pay Group

Pay Group: A feature you use to select invoices for payment in a payment batch.

When you create a payment batch, you can choose a Pay Group to pay a category of suppliers or invoices at the same time. You define Pay Groups for suppliers and supplier sites in the Payables QuickCodes window. Examples of Pay Groups you may define are employees, merchandise, non-merchandise, government, domestic, and international.

Responsibility: Purchasing, Vision Operations (USA)
Navigation: Setup > Purchasing > Lookup Codes

Query the pay group lookup code "PAY GROUP"

Enter the new pay group code

Code : ABC PAY
Meaning : ABC PAY
Description : ABC Paygroup

b) Create a Supplier

Responsibility: Payables, Vision Operations (USA)
Navigation: Suppliers > Entry

Create a Supplier

Organization Name: ABC Corporation

[APPLY]

Navigate to Company Profile > Organization

Type : Manufacturing

[SAVE]

Navigate to Terms and Control > Tax and Reporting

Allow Tax Applicability : Check

[SAVE]

Navigate to Purchasing

Create Debit Memo from RTS Transaction : Check

NOTE: Enable the Create Debit Memo From RTS Transaction option if you want the system to automatically create a Debit Memo in Payables when you enter a Return to Supplier (RTS) in Purchasing. The value for supplier site defaults from the purchasing options window.

[SAVE]

Navigate to Receiving

Receipt Routing : Standard Receipt (Requires: Standard receipt, Deliver)
Match Approval Level : 3-Way
Allow Substitute Receipts : Check

[SAVE]

Navigate to Invoice Management

Invoice Currency : USD (US dollar)
Invoice Match Option : Purchase Order

Payment Currency : USD (US dollar)
Terms : Immediate
Pay Group : ABC PAY (Which you created on earlier)
Always Take Discount : Check

[SAVE]

Navigate to Payment Details

Payment Method: Electronic : Check

[SAVE]

This creates the basic supplier.

c) Create a Supplier Sites

Navigate to Address Book

Enter the valid Address details.

Address Line1 : 1st Main Road
City : SAN FRANCISCO
County : SAN FRANCISCO
State : CA
Postal Code : 94109
Address Name : SAN FRAN
Addressee : SAN FRAN
Phone Area Code : 415
Phone Number : 555-1234
Address Purpose : [Check] Payment

[CONTINUE]

[APPLY]

This creates the basic supplier site.

To UPDATE the supplier site attributes to click "MANAGE SITES"

[Check] Pay, Primary Pay

[COMMNICATION] Tab Page

Notification Method : Print

[APPLY]

PAY SITE Successfully created.

Create a Purchasing Site

Navigate to Address Book [Click to Create]

Address Line1 : 520 Madison Avenue
City : NEW YORK
County : NEW YORK
State : NY
Postal Code : 10022
Address Name : NEW YORK
Addressee : NEW YORK
Phone Area Code : 212
Phone Number : 555-7703
Address Purpose : [Check] Purchasing

[CONTINUE]

[APPLY]

Address and Site Creation - Unable to create address and sites because of the following error when trying to create the site in operating unit [Vision Operations]: [ORA-01403: no data found in Package AP_VENDOR_PUB_PKG Procedure Validate_Vendor_Site]. Either resolve this issue and try again or deselect the operating unit with the error and continue. Note: any new address requires at least one site in order to be created.

Cause: Addressee

Dealing with "Addressee"

Addressee field is potentially used to assist with the interface with iStore.A ddressee is used when an order is made by a customer and is shipped somewhere else. It is just like you purchase a book and have it shipped to your friend . Your friend becomes the addressee at the address that the book is sent to. Therefore you can use ADDRESSEE column to store an alternative displayed name which can be used in place of the party name on mailing labels or other external documents.

The usage of this column may vary in different applications within Oracle EBS.

Oacle Shipping

Oracle Shipping will display the column on mailing label for ship to customer when the customer account owning party is a party of party type PERSON.

Oracle OM

Order Management may display the column in a sales order along with the customer name (from party name), ship to org name (from customer site use simplifying the process of creating the on-time ship to address.

Oracle CRM Product

CRM iStore will use the column to display the person name in a personal address book since CRM consider that it is a huge overhead to create a party record for each person in a personal address book.

Technical Reference

TCA table HZ_PARTY_SITES parking the column data in ADDRESSEE field.

[BACK]

Remove Addressee / Enter Valid one.

[CONTINUE]

[APPLY]

Successfully created a Supplier with Sites. (Purchasing & Pay)

Employee Hierarchy Process

Run the Fill Employee Hierarchy process to add people to the position hierarchy. This is necessary for approvals to work correctly when using a position hierarchy.

Responsibility: Purchasing, Vision Operations
Navigation: Requests > Submit a single request

Name: Fill Employee Hierarchy

Check the LOG file (If any error occurs.)

Buyer Setup

Responsibility: Purchasing, Vision Operations (USA)
Navigation: Setup > Personner > Buyer

Add Buyer

SEARCH

Quick select your employee (Which you have created on earlier)
Ship To : M1 - Seattle

[SAVE]

Buyer setup successfully done.

Create a New User

Responsibility: System Administrator
Navigation: Security > User > Define

Enter user name, password (2 times), person (Which you have created on earlier)

Add responsibilities ...

1. Application Developer
2. System Administrator

and etc ...

A New user created successfully.

Create a New Employee

Responsibility : Human Resources, Vision Enterprises
Navigation : People > Enter and Maintain

[NEW]

Enter the Last, First Names, Title, Gender.
Choose the Action : Create Employment
Social Security Number : [XXX-XX-XXXX]

If you get "This social security number already exists. Continue?"
Click OK or enter other SSN.

Date of Birth : DD-MON-YYYY

[SAVE]

If you get this, Choose No Match

Assignments

Click "Assignment" Button

Organization : Vision Operations

If POP-UP window appears choose the CORRECTION 

People Group : Finance.
Job : MGR500.Manager
Position : MM400.Materials Manager

[YES] accept the Default Values

Location : M1 - Seattle

[SUPERVISOR] Tab Page

Name : Brown, Ms. Casey

[Purchase Order Information] Tab Page

Ledger : Vision Operations (USA)
A/C Alias : Employee Expanse
Default Exp A/c : 01-110-6100-0000-000
(Or) Accept the Default Expense Account Values

[SAVE]

If the below note appears. Just CANCEL it, otherwise the location will change M1 -> HR

A new EMPLOYEE created successfully.

R12 Oracle Payables Management Fundamentals

1. Create a New Employee
(Create the new employee and assigning the assignment, etc.)
more @ http://startapps.blogspot.com/2010/09/create-new-employee.html

2. Create a New User
(Create the new application user and link with employee, buyer info, assing responsibnility, etc.)
more @ http://startapps.blogspot.com/2010/09/create-new-user.html

3. Buyer Setup
(Set yourself as a buyer)
more @ http://startapps.blogspot.com/2010/09/buyer-setup.html

4. Employee Hierarchy Process
(Run the Fill Employee Hierarchy process to add people to the position hierarchy. This is necessary for approvals to work correctly when using a position hierarchy.)
more @ http://startapps.blogspot.com/2010/09/employee-hierarchy-process.html

5. Create a Supplier
(Create a Pay Group, Supplier, Supplier Sites, Site Contacts, etc)
more @ http://startapps.blogspot.com/2010/09/create-supplier.html

6. Create a 1099 Supplier
(Create a 1099 Supplier, etc)
more @ http://startapps.blogspot.com/2010/09/create-1099-supplier.html

7. Setup an Invoice Batch
(Batch all invoices for this Supplier in this batch)
more @ http://startapps.blogspot.com/2010/09/setup-invoice-batch.html