Oracle Payables integrates with Oracle iSupplier Portal to enable suppliers to create, submit, and view self service invoices. Suppliers with an iSupplier Portal account can create invoices for:
Open, approved, standard, or blanket purchase orders that are not fully billed
Items from multiple purchase orders
Items for which there is no purchase order
Suppliers can also use iSupplier Portal to enter credit memos against a fully billed purchase order. See: Submitting Invoices.
Depending on the supplier setup, suppliers can use iSupplier Portal to view self service invoices, including any retainage and recoupment information for Contract Financing Invoices. See: Viewing Invoice Information.
In addition, iSupplier Portal also allows suppliers to request advances. Suppliers can only request advances if the advances were pre-approved on the purchase order.
Even if you don't implement Oracle iSupplier Portal, you can also allow internal users to enter self service invoices using the Invoice Actions page.
To enter a self service invoice that is matched to a purchase order, enter the following information:
In the Invoice Actions page, select With a PO.
The supplier's information, including Taxpayer ID, is defaulted from the supplier setup.
Select a Remit To address for payment.
Enter the Customer Tax Payer ID.
You can specify any quantity to bill as long as it doesn't cause the quantity billed to be below zero. Also, the currency must be the same as the purchase order currency.
If necessary, add attachments to the invoice. These attachments use the From Supplier category. After the invoice is submitted, these attachments can be viewed in the Invoices and Invoice Overview windows. See: Attachments in Payables.
If your supplier tax setup permits, update tax lines. See: Taxes on Invoices.
Review the invoice and submit it now, or save the invoice and update and submit it later.
After you submit the invoice, it is considered a liability and can be updated and validated in Payables.
For complete instructions on how to enter self service invoices, see: Submitting Invoices
The process for entering self service invoices that are matched to receipt is the same as entering self service invoices that are matched to purchase orders; however, if the Invoice Match Option for the shipment is Receipt, then you will only be able to enter an invoice for the shipments that have been received.
For example, if you ordered 50 items, but have received only 35 items, then you will only be able to create an invoice for the 35 items you have received.
If you are entering a self service invoice that is not matched to a purchase order, that invoice must be approved using the Invoice Approval Workflow.
When you enter self service invoices that are not matched to a purchase order, follow the same steps for entering an invoice that is matched to a purchase order, but, optionally, enter a Requestor. The Requestor is the person who may be responsible for approving the invoice in Payables.
Once you submit the invoice, it is entered in Payables as a "Standard Invoice Request". Payables automatically initiates the Invoice Approvals Workflow even if you set the Require Validation Before Approval Payables Option to No.
During the workflow, the requestor and other approvers can enter in accounts and distribution amounts. The requestor and approvers can approve or reject the invoice, or they can request that the supplier enter into negotiation. See: Invoice Approval Workflow Overview.
Self service invoices that are not matched to a purchase order not considered a liability and cannot be updated in Payables until they are approved. Once the invoice is approved, the invoice type changes from Standard Invoice Request to Standard Invoice and you can update the invoice in Payables.
To grant internal users access to the Invoice Actions page to enter self service invoices, grant the user the Payables Request responsibility. You do not need to implement iSupplier Portal to grant this responsibility to users. Users with the Payables Request responsibility can only create invoices in the Invoice Actions page. In addition, the internal user will only have access to the suppliers that are part of the Organization that the internal user belongs to. For example, if the user is in the North American organization, he will only have access to suppliers assigned to that organization, and not to suppliers assigned to other organizations such as Europe or Africa.
Your system administrator can set up descriptive flexfields to capture any additional information your enterprise needs for invoice processing.
Prerequisites
Setting Up iSupplier Portal, Oracle iSupplier Portal Implementation Guide
This prerequisite is not required if you only want to allow internal users to enter self service invoices.
Setting Up Invoice Approval Workflow
This step is only required if you are entering invoices that are not matched to a purchase order.
To set up self service invoices:
For each Supplier Contact, define the following:
Ensure that the Supplier Contact has a user account. If the contact does not have a user account, enable the Create User Account for this Contact check box.
Assign the appropriate iSupplier Portal responsibilities to the contact. For access to all iSupplier Portal user features, assign the iSupplier Portal Full Access responsibility.
If you create custom responsibilities for iSupplier Portal, ensure that the following Securing Attributes are included in the responsibility definition. These attributes allow you to set the appropriate user access restrictions for the supplier contact:
ICX_SUPPLIER_ORG_ID - Restricts user to a supplier.
ICX_SUPPLIER_SITE_ID - Restricts user to a supplier site.
ICX_SUPPLIER_CONTACT_ID -Restricts user to a contact.
Define the user access restrictions for the contact. You can restrict users to specific suppliers, supplier sites, or contacts.
See: Defining Contacts.
If you are allowing internal users to enter self service invoices, then assign the Payables Request responsibility to the internal user. See: Defining a Responsibility.
Set the following profile options at the site level:
POS: Limit Invoice to Single PO - Set this option to Yes if you only want suppliers to enter one invoice for each purchase order.
POS: Invoice Unit Price Change for Quantity Based Matches - Set this option to one of the following options to determine if suppliers to be able to enter a different unit price than what appears on the purchase order:
Not Allowed
Price Increase or Decrease
Price Increase
Price Decrease
POS: Allow Invoice Backdating - Set this option to Yes if you want to allow suppliers to enter an invoice for a date in the past.
(Optional) In the Payables Options window, enter a Freight account if you want to use a specific account for Freight charges. If you leave this value blank, then Freight amounts are prorated across the Item lines and charged to the Item line accounts.
(Optional) In the Financials Options window, enter a Miscellaneous account if you want to use a specific account for miscellaneous charges. If you leave this value blank, then Miscellaneous amounts are prorated across the Item lines and charged to the Item line accounts.
When your system is set up, contact your selected suppliers with their account information and your URL.
Suppliers cannot access cancelled shipments for invoicing.
If a shipment has multiple distributions and the shipment is partially billed then the system prorates the quantity billed across the distributions.
You can adjust the distributions in Payables after the invoice is submitted.