When you enter invoice records in the Quick Invoices window, you group the invoice records by assigning the same batch name to each invoice. When you enter a value for Quick Invoices Batch in the Quick Invoices Identification window, the system assigns that Quick Invoices Batch name to each invoice record you enter. You can use the Quick Invoices Batch name to query the group of invoice records in the Quick Invoices window, and to identify a group of invoice records that you want to import together.

Note that if you use invoice batch control and you want to maintain the grouping of invoices after import, then when you submit import for the Quick Invoices batch, you can assign an Invoice Batch name to the group of invoices that Payables creates. You can then use the Invoice Batch name to query the same group of invoices in the Invoice Workbench.

Entering a Basic Invoice Record in the Quick Invoices

Prerequisites

• Define suppliers with at least one pay site. See: Entering Supplier Information.

• If you don't want to use Quick Invoices as the source for all Quick Invoices batches, define additional values for the import Source in the Oracle Payables Lookups window (optional). See: Lookups.

• Customize your Quick Invoices folder forms to hide fields you don't use. See: Customizing the Presentation of Data in a Folder.

To enter a basic invoice record in the Quick Invoices window:

1. Navigate to the Quick Invoices. The Quick Invoices Identification window opens. Enter a unique value for the batch. For the Source, enter Quick Invoices, or a source you defined in the Oracle Payables Lookups window. The Quick Invoices Batch and Source values in the Quick Invoices Identification window will default to all invoice records you enter.

2. In the Quick Invoices window, enter the invoice header information. The following header fields are required:

   • Supplier or Supplier Num

   • Site

   • Invoice Amount

   Enter at least one invoice line. The following fields are required for each invoice line:

   • Line Type

   • Amount

   For descriptions of the other fields, see: Quick Invoices Window Reference.

3. To add a new record in the Quick Invoices batch, use the [down arrow] key or select the New Record icon from the toolbar. Perform step 2 for each invoice record.

4. If you want to import your invoice records now, choose the Create Invoices button and see: Creating Invoices From Quick Invoices Invoice Records (Invoice). Or, you can import the batch later. See: Submitting the Payables Open Interface Import Program.

5. Save your work.