You can enter invoices in either the Quick Invoices window or the Invoice Workbench. The Quick Invoices window is the quickest way to enter most invoices. Use this window to enter a large volume of invoices that do not require extensive online validation or extensive online defaulting of values.
Note: Speed up invoice record entry by customizing Quick Invoices folders. You can resize, rename, move, and hide fields to meet your needs. See: Customizing the Presentation of Data in a Folder.
This section includes the following topics:
Entering Purchase Order Matched Invoices in the Quick Invoices
Creating Invoices From Quick Invoices Invoice Records Import
Enter the invoice header information in this region. The following information is required: Supplier Site, Invoice Amount, and either Supplier Number or Supplier Name.
Date Invoice Received. The date you receive an invoice.
If your Terms Date Basis Payables option is set to Invoice Received, and you provide a value, Payables will use this value as the Terms Date. If you don't provide a value here, then the invoice will be rejected.
Description. Description of goods and services listed on the invoice. During import, this value is the default for invoice header description. The description appears on the payment document remittance, and you can include it when you transfer journal entries to your general ledger.
Discountable Amount. Invoice amount applicable to discount. If you don't enter a value, during import Payables defaults the Invoice Amount as the Discountable Amount value.
Document Category. (LOV) Payables uses the document category to assign a unique voucher number to an invoice. Enter a document category only if all of the following conditions are true. If one or more of the following conditions are not true, then the invoice record will be rejected during import.
You use automatic sequential voucher numbering (your Sequential Numbering profile option is set to either "Partial" or "Always").
Your Document Category Override Payables option is enabled.
The document category you enter has a valid sequence assigned to it.
If you enter a value for Document Category, then Payables will ignore any value you enter for Voucher Number in this window.
Payables predefines a document category for each invoice type. The predefined document category will default to the invoice during import if you use automatic sequential voucher numbering, you do not enter a value in this Document Category field, and the Sequential Numbering profile option is set to Always. If you do not use voucher numbering (your Sequential Numbering profile option is set to "Not Used"), then do not enter a value, or import will reject the invoice.
Exchange Date/ Exchange Rate. Foreign currency rate information that Payables uses to convert a foreign currency invoice amount to your functional currency. If a rate is available based on the Exchange Rate Type and Exchange Date that you enter, then the Quick Invoices window will display it. Do not overwrite any value that the system provides in this window or the invoice record will be rejected during import. If you have enabled the Require Exchange Rate Entry option in the Financials Options window and the exchange rate type is User then you must enter a value for Exchange Rate or the invoice record will be rejected. See: Foreign Currency Transactions and Entering Foreign Currency Invoices.
Exchange Rate Type. (LOV) Type of exchange rate between the invoice and your functional currency. If you have entered a foreign currency invoice record and do not enter a value for Exchange Rate Type, then during import Payables defaults the exchange rate type from the Exchange Rate Type field in the Payables Options window.
User. An exchange rate entered by you manually during invoice entry or payment time. If you have enabled the Require Exchange Rate Entry option in the Payables Options window and the exchange rate type is User, then you must enter a value for Exchange Rate or the invoice record will be rejected.
Spot. A daily exchange rate that is a quoted market rate. When you specify a Spot rate type, Payables automatically enters the invoice Exchange Rate from the GL Daily Rates table.
Corporate. A standard market rate determined by senior management for use throughout your organization. When you specify a Corporate rate type, Payables automatically enters the invoice Exchange Rate from the GL Daily Rates table.
User-defined. An exchange rate type you define in the Define Daily Conversion Rate Types window. You can define as many exchange rate types as you need. When you specify a user-defined rate type, Payables automatically enters the invoice exchange rate for you from the GL Daily Rates table.
GL Date. The default GL Date for the distributions for this invoice. Must be in an open or future period. During import, Payables looks for a GL Date value to assign to the invoice distribution. Payables assigns a value from the first source it finds, and it searches the following sources in the following order: 1) GL Date field in invoice record line, 2) GL Date field in invoice record header, 3) GL Date parameter from import submission, 4) GL Date Basis Payables option. If the system searches at the GL Date Basis level, the following occurs: If the GL Date Basis option is set to Goods Received/Invoice Date, then Payables uses the Goods Received Date, if it is populated. If not, then Payables uses the Invoice Date. If the GL Date Basis option is set to Goods Received/System Date, then Payables uses the Goods Received Date, if it is populated. If it is not, then Payables uses the system date at time of import.
If the Use PO Encumbrance option is enabled in the Financials Options window, then the date must be in the current encumbrance year.
Date Goods Received. The date you receive goods for invoice records.
If your Terms Date Basis Payables option is set to Goods Received, then if you provide a value, Payables will use this value as the Terms Date, and if you don't provide a value here, Payables will reject the invoice.
Invoice Amount. Total amount of the invoice. If you enter a Credit invoice, the amount must be a negative number. If you enter a Standard invoice, the amount must be zero or greater.
Invoice Curr. (LOV) The currency of the invoice. The Quick Invoices window defaults the supplier site currency. You can override this value. After you import your invoice, you cannot change the currency. You can use the Invoice Actions window to cancel the invoice, then re-enter the invoice with the correct currency.
If you enter a currency other than your functional currency, then you must provide exchange rate information.
Invoice Date. Date on the invoice. If you do not enter a value, then import uses the system date at the time of import as the default. Payables may use the Invoice Date as the Terms Date and GL Date for an invoice, depending on your system setup. If your GL Date Basis is Invoice Date, then the Invoice Date must be in an open or future period.
Invoice Num. The invoice number provided by the supplier on the invoice. You can record supplier invoices for an operating unit with same invoice numbers for invoices provided they originate from different supplier party sites . If you do not enter a value, then during import, Payables uses the system date at the time of import as a default.
Invoice Type. (LOV) The type of invoice. Standard and Credit are the only invoice types you can enter in this window. If you do not enter a value for this field then a value will be assigned during import based on the amount of the invoice.
Standard. A trade invoice you receive from a supplier. The amount of a Standard invoice must be zero or greater.
Credit. Credit Memo. A negative amount invoice you receive from a supplier representing a credit for goods or services purchased. Note that in the Quick Invoices you can match a credit memo to a purchase order to perform a price correction, but you cannot match a credit memo to an invoice. If you want to match to an invoice, then use the Invoice Workbench.
Liability Account. (LOV) Account for the invoice liability. Payables uses this account when you create accounting entries for your invoices if you use accrual basis accounting. Payables credits an amount equal to the sum of your invoice distributions. You cannot enter more than one Liability account for an invoice. The Quick Invoices window provides the supplier site Liability account as a default. You can override this value. Payables defaults this value to invoice distributions during import.
Pay Alone. A Pay Alone invoice is paid with its own payment document without including other invoices for the supplier. The Quick Invoices window defaults to each record the Pay Alone value for the supplier site. You can override this value.
Payment Curr. (LOV) If the Invoice Currency is not a fixed-rate currency, then the Payment Currency will be the same as the Invoice Currency and you cannot enter a value in this field.
If the payment currency is a fixed-rate currency, such as euro or another EMU currency, you can change it to an associated currency. For fixed-rate currencies, the payment currency value defaults from the supplier site. If the supplier site has no default payment currency, the value defaults from the Invoice Currency. If you change the Invoice Currency then the value for Payment Currency will change to the value for Invoice Currency.
Pay Group. (LOV) Use Pay Group to group in a payment batch invoices from multiple suppliers. The Quick Invoices window defaults the supplier site's Pay Group. You can override this value.
Payment Method. (LOV) The payment method you use to pay the supplier site. The Quick Invoices window defaults the supplier site's Payment Method to this field. You can override this value. During import Payables defaults this Payment Method to all scheduled payments of the invoice.
Payment Rate. If you are making a payment in a different currency than the invoice, and both currencies are associated fixed-rate currencies, Payables displays the fixed cross rate. You cannot update this value in this window.
Payment Rate Date. The date the Payment Rate is effective. If the payment currency and invoice currency are associated fixed-rate currencies, then when you enter the Invoice Date, Payables enters the invoice date value as the payment rate date.
Payment Rate Type. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, Payables displays EMU Fixed.
PO Number. (LOV) If you are matching the entire invoice record to a purchase order, then enter the number of a valid, open purchase order that has not been final matched. The purchase order must be for the supplier site you entered. The list of values displays all available purchase orders for the supplier site you specified. If you match to a purchase order, then during import Payables uses purchase order information to create invoice distributions. If you want to override the account default that the purchase order provides, then see: Account Overlay in Payables Interface Import, Oracle Payables Reference Guide.
If you do not enter a value for PO Number at the header, then you can still enter a PO Number for any line. However, if you want the invoice to use terms from a purchase order, you must enter the purchase order here. Payables uses terms from the purchase order you identify in this field if you match to a purchase order and do not enter a value for terms on the invoice record.
Prepay Apply Amt. If you are applying prepayments, the maximum currency amount of the prepayments you want to apply to an invoice. If you specify a prepayment number and leave this field blank, then Payables enters the unapplied prepayment amount up to the amount of the invoice. Payables ensures that the prepayment amount does not exceed the invoice amount.
Note: The prepayment is not actually applied until the import process. Therefore, to prevent overapplication of an prepayment, you cannot select a prepayment number that has been applied to another invoice record that has not yet been imported.
Prepayment Distribution. (LOV) Distribution number of a specific Item distribution on the specified prepayment that you want to apply. Leave this field blank to apply all available prepayment Item distributions, starting with the lowest distribution number first, up to the amount of the invoice. This field is enabled after you enter a valid value for the Prepayment Number field.
Prepayment GL Date. Accounting date for the application of the prepayment. This will be the GL date on the new Prepayment type distribution on the imported invoice.
Prepayment on Invoice. (check box). Enable this check box if you are entering an invoice that references a prepayment that the supplier received, and the invoice amount is reduced by the amount of the prepayment and any associated tax. See: Entering Invoices that Reference Prepayments.
Prepayment Number. (LOV) Invoice number of a specific prepayment you want to apply. Leave this field blank if you do not want prepayments applied to the invoice.
Requester. Person who requested the goods or services on the invoice. If you use Invoice Approval Workflow, you can define rules that use this value to generate a hierarchical list of approvers for the invoice.
Site. (LOV) The supplier site address to which you want to remit payment. This site must be a pay site. If you print checks, Payables prints this address on the check. The Quick Invoices window defaults this value if you enter a supplier with only one active pay site.
Supplier. (LOV) Supplier Name. You must specify a valid supplier in either the Supplier field or the Supplier Number field.
Supplier Num. (LOV) Supplier number. You must specify a valid supplier in either the Supplier field or the Supplier Number field.
Remit to Supplier Name. Enter or accept the Remit to Supplier Name if you want to pay to the Third Party. This field is mandatory and enable you to record the Third Party supplier to whom the payments are to be made.
Remit to Supplier Site. Enter or accept the Remit to Supplier Site if you want to pay to the Third Party. This field is mandatory and enable you to record the Third Party supplier to whom the payments are to be made. The Remit To Supplier Site list of values displays only those supplier sites that are attached to the selected Remit To Supplier Name for which the relationship is defined and is active as on Invoice date.
Terms. (LOV) Payment terms. This value defaults from the supplier site. You can overwrite that value.
If you're matching to a purchase order and want to use the purchase order's terms, then make sure this field is blank.
The import process uses the invoice amount, payment terms, and terms date to create one or more scheduled payments for each invoice record. You define terms in the Payment Terms window. See also: Payment Terms.
Transaction Code. USSGL Transaction Code. The import program imports any USSGL information that you enter in this field.
Voucher Num. Manual voucher number assigned to the invoice for internal tracking purposes. This value will be validated for uniqueness. If you use automatic sequential numbering (your Sequential Numbering profile option is set to "Partial" or "Always"), then during import, Payables ignores any value you enter here. Do not enter a value with more than 9 digits or Payables will have problems processing the invoice.
Withholding Tax Group. (LOV) Enter a value if you want to apply multiple withholding taxes to this invoice. This value defaults from the supplier site.
You can also enter a value for Withholding Tax Group at the invoice line level. Any value you enter in the Withholding Tax Group field for an invoice line will override any value you enter here in the header.
Workflow Status. If you use Oracle Open Interface Workflow, this field shows you the workflow status of the invoice record.
Processing. Workflow is currently processing invoice record.
Processed. Workflow has processed the invoice record and it is ready for import.
Not Applicable. All invoices are saved with this status. You can customize workflow to select invoice records with this status. Invoice records with this status can be imported before workflow processing.
[] (Descriptive Flexfield). You use descriptive flexfields to record custom data. The flexfield you use in this window will provide values to the invoice descriptive flexfield in Payables. Therefore, the structure of the information you enter in these columns (datatypes, value sets) must match the structure of the descriptive flexfield segments you have defined in the Invoices window or you will experience validation problems when you try to access this information in the Invoice Workbench.
[ ] (Localization Descriptive Flexfield). If you are using a localization, you must enter appropriate values in this flexfield or the invoice will be rejected. For more information see your localization guide.
Invoice Total. Payables displays the value you entered for Invoice Amount so you can compare it to the line total.
Lines Total. The sum of the amounts in the Lines region for this invoice record. The sum of the invoice lines does not need to equal the Invoice Total when you submit import. For example, you may have a $10 tax line with a VAT tax that has an offsetting tax. The tax amount will be zero after the invoice record is imported and validated, but the lines will not equal the invoice total when you save the record in the Quick Invoices.
Source. Source identifier used by Payables Open Interface Import. The value should be either Quick Invoices, or a source name you defined in the Oracle Payables Lookups window.
Quick Invoices Batch. Name of the Quick Invoices Batch that you assigned in the Quick Invoices Identification window.
Request ID. If you have submitted Payables Open Interface Import for this record, then the system displays the concurrent request ID. In the Requests window, you can use the request ID to query the status and results of the import process.
Status. The Payables Open Interface Import status of the invoice record.
Null. The invoice record has not been processed by import.
Processed. The invoice record has been successfully imported into Payables. You can query and modify the invoice in the Invoice Workbench. The invoice is ready for validation.
Rejected. The import process has rejected the invoice. Read the Payables Open Interface Import Report or choose the Rejections button to see the reason for the rejection. Correct the invoice in the Quick Invoices window and resubmit import.
Use this region to enter line information for an invoice. Enter at least one invoice line per invoice. The following fields are required in this region: Line Type and Amount.
When Payables imports the invoice record it creates one or more distributions for the invoice based on the information you enter in this region. Payables uses distributions to create accounting entries for invoices. An invoice can have an unlimited number of distributions.
You can create distributions by entering lines, or you can create them automatically by using Distribution Sets, proration of charges, or purchase order matching.
Suggestion: Customize your Quick Invoices folder window to hide fields for features you don't use. This will prevent you from entering values that could cause rejection of the invoice during import.
1099 Type. Income tax type, for 1099 reporting purposes. If you do not use a Distribution Set to create invoice distributions, then Payables uses the supplier site's income tax type as the default value. If you use a Distribution Set to create invoice distributions, then Payables uses the default income tax type from the Distribution Set as the default value. You can enter or adjust this field regardless of whether the supplier is defined as a 1099 supplier. Payables uses this information when you submit the 1099 Payments Report and the 1099 Form Reports. See also: 1099 Reporting Overview.
You can update this field of the imported invoice in the Distributions window even after you have posted a distribution. You can use the Update Income Tax Details Utility to make adjustments to many distributions at once. See: Update Income Tax Details Utility and Report.
Account. (LOV) This value is the complete account (including balancing segment, cost center, and account) to charge when you create accounting entries for this distribution. Usually an expense or asset account. Do not enter a value for account if you provide account information by using any of the following: Distribution Set, proration, matching to a purchase order, or providing Projects information.
If you have defined a Distribution Set at the supplier site level and you do not enter account information here, then the Distribution Set account information from the supplier site will default to the invoice during import.
If you have Oracle Projects installed and you enter Projects information, do not enter a value here. The Quick Invoices window will build the account for you after you save the invoice record.
Note that if you enter values for any of the following, during import they will override one or more segments of this account field: Overlay GL Account, Account Segment, Cost Center Segment, Balancing Segment. See: Account Overlay in Payables Open Interface Import, Oracle Payables Reference Guide.
Account Segment. If you want import to override the account segment of the account for this line, then enter the overriding value. See: Account Overlay in Payables Open Interface Import, Oracle Payables Reference Guide.
Import will reject the invoice record if you use a Skeleton Distribution Set and use the Prorate feature for the same line.
Amount. Amount to charge to the general ledger account. If this is a foreign currency invoice, enter the amount in foreign currency and enter exchange rate information. Since this window does not format your amounts according to currency, be sure not to exceed the precision of your currency. For example, if you are entering US dollars, do not enter more than 2 numbers after the decimal. Payables does not support Extended Precision when calculating amounts.
Balancing Segment. If you want to override the balancing segment of the account for this line during import, then enter the overriding value. See: Account Overlay in Payables Open Interface Import, Oracle Payables Reference Guide.
Cost Center Segment. If you want to override the cost center of the accounting segment of the account for this line during import, then enter the value. See: Account Overlay in Payables Open Interface Import, Oracle Payables Reference Guide.
Description. Description of the distribution. If you do not enter a value and you match to a purchase order, then during import, Payables assigns to the invoice the description from the purchase order line.
Distribution Set. (LOV) Used to create invoice distributions automatically when invoice is not matched to a purchase order or when you do not want to enter invoice distribution information manually. If you want to use a Distribution Set, you must enter one before you import the invoice record.
You can provide account information from only one of the following sources or the invoice will be rejected during import: Distribution Set, purchase order, Account field, allocation of a non-Item type line, Projects information.
Import will reject the invoice record if you use a Skeleton Distribution Set and use the Allocate feature for the same line.
See: Account Overlay in Payables Open Interface Import, Oracle Payables Reference Guide
Final Match. You can enable this option only if the line is matched to a purchase order, and the Allow Final Matching Payables option is enabled. For detailed information, see: Final Matching Purchase Orders.
Attention: Enable only if you are certain this is a final match to the purchase order. Once you validate a final matched invoice distribution, you cannot update the Final Match check box in the Distributions window.
GL Date. Payables uses the GL Date as the accounting date for the invoice. The date must be in an open or future period.
During import, Payables looks for a GL Date value to assign to the invoice distribution. Payables assigns a value from the first source it finds, and it searches the following sources in the following order: 1) GL Date on invoice record line, 2) GL Date on invoice record header, 3) GL Date parameter from import submission, 4) GL Date Basis Payables option. The following occurs if the system searches at the GL Date Basis level: If the GL Date Basis option is set to Goods Received/Invoice Date, then Payables uses the Goods Received Date, if it is populated. If not, then Payables uses the Invoice Date. If the GL Date Basis option is set to Goods Received/System Date, then Payables uses the Goods Received Date, if it is populated. If it is not, then Payables uses the system date at time of import.
If the Use PO Encumbrance Financials option is enabled, then the date must be in the current encumbrance year.
Includes Tax. If the supplier site uses Line or Tax Code level automatic tax calculation, and you are not matching to a purchase order, then you can check this check box to indicate if a distribution amount includes a non-Use type tax (Sales, user-defined, etc.) If you check this check box, then during Invoice Validation of the imported invoice, Payables will use the line amount and Tax Code value to create tax distributions with the appropriate tax codes and tax amounts. Payables then subtracts the calculated tax from the distribution amount. For detailed information on automatic tax calculation, see: Taxes on Invoices.
Income Tax Region. (LOV) Income tax region for the distribution. Do not enter a value here unless you also enter a value for 1099 Type, or import will reject the record. Payables orders distributions by income tax region on the 1099 Form reports. If you enable the Combined Filing Program Payables option, when you submit the 1099 Electronic Media Report, Payables will produce K records for all tax regions participating in the Combined Filing Program that have qualifying payments.
If you enable the Use Pay Site Tax Region option in the Payables Options window, the default for this field during import is the supplier site's state. If you choose instead to enter a tax region in the Income Tax Region field in the Payables Options window, the default for this field during import is the tax region you entered. See also: 1099 Reporting Overview.
Line Number. Unique line number for the invoice. If no value is entered, then import will assign numbers during import.
Match Option. This option indicates whether you are matching to a purchase order or a receipt. Note that the match option on the purchase order shipment controls whether you can match to receipts or purchase order.
Oracle Projects Project (LOV) /Task (LOV) /Expenditure Organization (LOV)/ Expenditure Type (LOV). If Oracle Projects is installed, enter values in these fields to associate an invoice with a project.
Note: The values that you enter for Project, Task, and Expenditure Organization correspond to internal IDs in the Payables Open Interface tables. For example, the Project value that you select from the list of values corresponds to the Project ID in the AP_INVOICE_LINES_INTERFACE table.
The information you enter creates an account that defaults to the invoice distribution. You can override this project information in the Distributions window, after you import the invoice.
Note: If you enter project information, you must enter a value for Task unless you have matched to a purchase order with project information with a null task ID. A purchase order can have a null task ID only if its destination is Inventory or Shop Floor. If the destination is Inventory or Shop Floor, the project information is used by Project Manufacturing.
Overlay GL Account. Enter a value if you want to replace any or all segments of the complete account (for example, balancing segment, cost center, and account) for this line. If you enter a value here, it will replace any account created from a Distribution Set, purchase order matching, prorating non-Item type lines, or entering Projects information. You must use the account flexfield structure of your organization. See: Account Overlay in Payables Open Interface Import, Oracle Payables Reference Guide.
If you match to a purchase order distribution (or a purchase order shipment with one distinct account), then after you save the record, the Quick Invoices will display the purchase order distribution account in this field. You can overwrite that value and perform the match with the new value you enter.
If you are matching, the Payables option Allow Matching Account Override must be enabled.
PO Item Description. (LOV) To match to a purchase order line with a unique item description, enter the item description exactly as it appears on the purchase order. If the purchase order has more than one line with the same item description, then the invoice record will be rejected.
PO Distribution Number. (LOV) If you want to match an Item type invoice line to a purchase order distribution, then enter the purchase order distribution number.
PO Line Number. (LOV) If you want to match an Item type invoice line to a purchase order line, then enter the purchase order line number.
PO Number. (LOV) To match an Item type invoice line to a purchase order for the same supplier site, enter the purchase order number. You must specify the PO Number if you want to match in greater detail to a purchase order shipment, line, or distribution. If you are matching to a receipt, you can enter a value here to limit the list of values for the receipt. If you enter both PO Number and Receipt Number, then the match will be to the receipt only. Note that the match option on the purchase order shipment controls whether you can match to receipts or purchase order.
PO Shipment Num. (LOV) If you want to match an Item type invoice line to a purchase order shipment, then enter the purchase order shipment number.
PO Unit of Measure. (LOV) If you are matching an Item type invoice line to a purchase order item, you can specify the item by entering a unit of measure. For example, each, square feet, or months. This value is not required, but may be helpful during purchase order matching.
PO Unit Price. If you are matching an Item type invoice line to a purchase order distribution, then enter a value for either PO Unit Price or Quantity Invoiced. If you are performing a price correction, enter the incremental amount of the price correction in this field. During import, Payables calculates the value you do not enter (Quantity Invoiced x Unit Price = Match Amount).
Price Correction. You use a price correction when a supplier sends you an invoice for a change in unit price. You can record a price correction when you match a Credit or Standard invoice to a purchase order. Adjust the invoiced unit price of a previously matched purchase order shipment by matching a price correction to it.
To record a price increase, match a Standard invoice record to a purchase order shipment or distribution. To record a price decrease, match a Credit invoice record to a purchase order shipment or distribution. Check the price correction check box, and enter the Unit Price for the incremental amount of the price correction. Enter either Quantity Invoiced or Match Amount. Payables will calculate the remaining field (Quantity Invoiced x Unit Price = Match Amount).
The purchase order matched negative billing Invoice created through Quick Invoice are not reflected in further quantity correction. The Quick Invoice window can only be used for Price correction and not the Quantity correction.
Suggestion: We strongly recommend that you use the Invoice Workbench, rather than the Quick Invoices window to enter price corrections in this version of Payables. Entering in the Invoice Workbench allows you to specify more detailed information, so Invoice Validation can properly validate that the price is within the appropriate tolerance.
Projects Quantity. Enter a value if you have installed Oracle Projects and you want to record a project quantity for the distributions that import creates from this line.
Prorate Across. Enable this check box to prorate tax, freight, or miscellaneous charges across lines with the same Prorate Group. Or, if you do not assign a Prorate Group, then Payables will prorate the cost to all lines during import. Payables prorates only Tax, Freight, or Miscellaneous lines. Do not enable this check box if the line is purchase order matched or if you are automatically calculating tax.
For other line in the prorate group, import creates a charge distribution and records the allocation. The new charge distribution has the same GL account as the line to which you allocate it. After Payables creates the distribution you can update the account any time before the invoice is accounted.
Prorate Group. If you want to prorate a charge to a group of lines, enter the same value to identify the Item lines in the group and the non-Item line you are allocating. For example, if you want to allocate tax to two Item lines, then enter the same line group number for the two Item lines and the Tax line. If you do not assign Prorate Groups, and you use the Prorate Across check box for a non-Item line, then Payables will allocate the cost to all lines during import. This functionality works only when it is used along with Prorate Across.check box is selected.
Quantity Invoiced. Quantity Billed value you enter during a purchase order match. If you are matching an Item type line to a purchase order distribution, then enter a value for either Quantity Invoiced or Unit Price. During import, Payables calculates the value you do not enter (Quantity Invoiced x PO Unit Price = Amount). If the distribution is not matched to a purchase order distribution, Payables leaves the field blank. If this is a price correction, this value will be zero.
Receipt Num. (LOV) If you want to match the line to a receipt, then enter the receipt number. The list of values for this field can be limited by values you enter in other fields such as PO Number. The list of values for this field gives additional information, such as the packing slip number to help you select the correct line. Note that the Quantity in the list of values is the original quantity on the receipt, not the adjusted quantity.
Receipt Line Number. If you want to match the line to a receipt, then enter a Receipt Number and receipt line number. To ensure that you are matching to the correct receipt, you should also enter: PO Number, PO Line Number, and PO Shipment Number.
Recoverable. This check box indicates that the amount of a tax line is recoverable.
Recovery Rate. If you record recoverable tax, this is the rate at which tax is recoverable for this line.
Ship-To Location. If you want to match an Item type invoice line to a purchase order shipment, enter a value if exactly one shipment on the purchase order has the Ship-To location you specify. Or you can match to a purchase order shipment by entering a value for PO Shipment Num.
Statistical Quantity. Statistical quantity based on the unit of measure. For example, if your unit of measure is barrels, you can enter the number of barrels here.
Track as Asset. If you enable this check box, Payables transfers this distribution to Oracle Assets when you submit the Create Mass Additions for Oracle Assets Program. You can then create assets in Oracle Assets from the imported distribution information. If the distribution has an asset account, Payables enables this option during import and you cannot adjust it. If the account is an expense account, Payables does not enable the check box, but you can enable it in at anytime before the invoice accounting entries are transferred to general ledger. For more information see: Assets Integration.
Transaction Code. USSGL Transaction Code. Payables Open Interface Import imports any USSGL information that you load into the interface tables and assigns the information to the invoices it creates.
Type. (LOV) Line Type is a required field. Valid line type values in this window are: Item, Tax, Freight, or Miscellaneous. Payables uses Type to differentiate between item, tax, freight, and miscellaneous charges. You can include purchase order information for a line only if the type is Item.
During import, Payables may create more than one distribution for each line and the distribution types may not match the line type you enter here. For example, if you enter a tax inclusive item line, during import, Payables will create an Item and a Tax distribution.
Item. Standard item such as goods or services.
Freight. Freight amount. For detailed information see: Entering Freight on Invoices.
Tax. Tax amount. For detailed information on entering tax Type distributions, see:Taxes on Invoices.
Miscellaneous.
Withholding Tax Group. (LOV) Withholding Tax Group for the line. Enter a value if you want to apply multiple withholding taxes to this invoice line. If you do not enter a value, then during import, Payables will default the invoice header withholding tax group, if you entered one. For more information, see: Withholding Tax Groups.
[ ] (Descriptive Flexfield). You use descriptive flexfields to record custom data. The flexfield you use in this window will provide values to the invoice descriptive flexfield in Payables. Therefore, the structure of the information you enter in these columns (datatypes, value sets) must match the structure of the Descriptive Flexfield segments you have defined in the Invoices window or you will experience validation problems when you try to access this information in the Invoice Workbench.
[ ] (Localization Descriptive Flexfield). If you are using a localization, you must enter appropriate values in this flexfield or the invoice will be rejected. For more information see your localization guide.
Rejections. Choose this button to navigate to the Quick Invoices Rejections window. This window displays for the current record the reason that the record was rejected during its last submission to Payables Open Interface Import. This is the same rejection that appears on the Payables Open Interface Import Report. For more information on the rejection, see: Payables Open Interface Import Report.
Create Invoices. Choose this button to open the Create Invoices window. You can use this window to submit import which will validate your invoice records and create invoices from them. For more information see: Creating Invoices from Quick Invoices Invoice Records.
Save and Next. Save the data and move to the next invoice.