The Invoices window is a customizable folder. Note that in the default folder, many of the fields listed below are hidden. You can create custom folders by unhiding, hiding, moving, resizing, and renaming fields in this window. See: Customizing the Presentation of Data in a Folder.
In the Invoices window, all values are displayed in the invoice currency, except for the Amount Paid, which is displayed in both the invoice and payment currency.
Supporting Dispute Resolution
Two new fields, Original Invoice Amount and Dispute Reason, are introduced in the invoice workbench for dispute resolution. These are Display Only fields and are hidden and use Show Fields folder option to display these fields.
Actual Total. If you are entering or reviewing an invoice batch, Payables displays the cumulative total of the invoice amounts in the batch.
Approved Amount, Approval Status, Approval Description. Use these fields for your reference.
For example, you might want to use these fields for future reference when you force approve an invoice that was manually approved for payment outside of the Invoice Approval Workflow, for example, by a hardcopy signature.
These fields are not populated by Payables or used by Payables in any way.
Award Number. If you use Oracle Grants Accounting, enter the award number of the project.
Batch Actual Total. If you are entering or reviewing an invoice batch, Payables displays the cumulative total of the invoice amounts in the batch.
Batch Control Total. If you are entering or reviewing an invoice batch, Payables displays the number you entered in the Control Total field of the Invoice Batches window.
Batch Name. If you entered this invoice in an invoice batch, Payables displays the batch name.
Business Category: A tax driver field used by E-Business Tax to determine and calculate applicable taxes.
Cancelled By / Date / Amount. The name of person who cancelled an invoice, date of cancellation, and original amount of cancelled invoice.
Create Freight Distribution. Check this check box to open the Freight window. Payables automatically creates a freight distribution from information you enter in the Freight window.
Credited Invoice. The invoice being credited, when the Quick Credit check box is enabled.
Date Invoice, Goods Received. Payables enters the Terms Date as default if you have set Invoice Received or Goods Received as the terms date basis for the supplier site. If you change the default, Payables automatically updates the Terms Date and recalculates your scheduled payment.
Description. A description (up to 240 characters) of the goods and services listed on the invoice. Used as the default for distributions. Description appears on the payment document remittance.
Discountable Amount. Invoice amount eligible for discount. The default value for positive and negative amount invoices is the invoice amount, and the default value for invoices on which you have withheld tax is the adjusted invoice amount.
If your supplier discount does not apply to tax, enable the Exclude Tax from Discount Payables option to subtract the tax amount from the invoice amount when calculating the default Discountable Amount. However, Payables will not subtract Offset type taxes.
You can manually change the Discountable Amount field. Note that if you apply a prepayment with a discount to an invoice due a discount, you may need to adjust the Discountable Amount by the prepayment application amount to ensure that the discount taken is not overstated. For example, you are applying a $100 prepayment that has a $10 discount. Before the system creates the scheduled payments, you should subtract $100 from the Discountable Amount. However, we recommend that you do not modify this amount to reduce it by the tax amount if your Exclude Tax From Discount Calculation Payables option is enabled. See also: Discounts.
Distribution Set. Used to automatically create invoice distributions when invoice is not matched to a purchase order or when you do not want to enter invoice distributions manually. Payables enters the supplier site default Distribution Set, if one exists.
If you want to use a Distribution Set, you must enter one before you navigate to the Distributions window.
Distribution Total. Sum of the Item, Freight, and Miscellaneous Invoice distributions in the Distributions window. This total does not include Tax, Withholding Tax, or some Prepayment type distributions. When you enter an invoice that references a prepayment, the distribution total will include Prepayment distributions and any associated tax distributions that have the Prepayment on Invoice check box enabled. If the Distribution Total does not match the Invoice Amount, Payables will apply a hold to your invoice during Invoice Validation.
Document Approval Status. The status of the entire invoice (document) with respect to the Invoice Approval Workflow program. For more information on the approval status, see: Invoice Approval Workflow Overview.
Document Needs Reapproval. Indicates that the invoice needs to be processed by the Invoice Approval Workflow again. Selecting this check box updates the Document Approval Status field to Needs Reapproval.
Document Category Name. Default document category for an invoice. Payables predefines a document category for each invoice type. If you enable the Sequential Numbering profile option, this document category defaults to an invoice during entry. Payables uses the document category to assign a unique voucher number to an invoice if you assign an automatic sequential numbering sequence to the document category. If you do not enable your Sequential Numbering profile option, Payables provides no default for this field and you cannot enter a value.
Document Sequence. Sequence name assigned to an invoice, based on the document category of the invoice. Your system administrator defines the sequential numbering sequences used by Payables and assigns them to a document category,
Exchange Rate, Exchange Date. Foreign currency rate information Payables uses to convert a foreign currency invoice amount to your functional currency. See: Foreign Currency Transactions and Entering Foreign Currency Invoices.
Note that if the Invoice Currency and your functional currency are different associated fixed-rate currencies, such as Euro and an EMU national currency, Payables displays the fixed rate and you cannot update this value.
If you are entering an exchange rate between a National Currency Unit of the European Monetary Union (EMU), and a non-EMU currency, then Payables can calculate the exchange rate if you provide the exchange rate between the non-EMU currency and the euro. See: Entering Exchange Rates for EMU Currencies.
Fiscal Classification. A tax driver used by E-Business Tax to determine and calculate applicable taxes.
Freight Amount. The freight amount you want Payables to exclude when Payables calculates the default discountable amount for an invoice, if your Exclude Freight from Discount option is enabled for the supplier site.
Ledger Currency. Currency of your ledger.
Ledger Curr Amount. If you enter a foreign currency invoice and have provided an exchange rate for the invoice currency, rate type, and rate date, then Payables automatically calculates and displays the functional currency of the invoice. You can enter a value in this field only if the Payables option Calculate User Exchange Rate is enabled, if you use the exchange rate type User, and if the invoice is not yet accounted.
GL Date. The default GL Date for the distributions for this invoice. Must be in an open or future period. The default is the invoice date, system date, or goods received date depending on your GL Date Basis Payables option. If you change the date it will not affect existing distribution GL Dates, but it will default to any new distributions you enter.
Internal Recording Date. The date the invoice was recorded.
Invoice Amount. The invoice amount including tax, freight, and miscellaneous charges. This amount does not include the Prepaid Amount (Prepayment distributions) or Withheld Amount (Withholding Tax distributions).
Invoice Curr. The currency of the invoice. After you save the invoice header, you cannot change the currency. You can use Invoice Actions to cancel the invoice, then re-enter the invoice with the correct currency.
Invoice Date. Date on an invoice. Payables uses the system date as a 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, the Invoice Date must be in an open or future period.
Invoice Num. The invoice number provided by the supplier on the invoice. Payables uses the system date as a default.
Liability Account/Description. Account for the invoice liability. Payables uses the supplier site Liability Account as a default. 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.
If you enable the Automatic Offsets Payables option, Payables automatically allocates the invoice liability across multiple balancing segments, rather than using one liability account. See: Automatic Offsets. Also, if you enable Automatic Offsets but do not use encumbrance accounting, if you update the liability account for an invoice, you must resubmit Invoice Validation before you can pay the invoice. (Payables sets the unaccounted distributions to Needs Revalidation so you need to resubmit Invoice Validation).
Match Action. The match level: Purchase Order, Invoice, Receipt. These fields default from the supplier site you had set up. If the invoice is finally matched to a PO that requires matching to a receipt, then the value is not changed.
Operating Unit. The operating unit for the invoice.
Pay Alone. A Pay Alone invoice is paid with its own payment document without including other invoices for the supplier. You cannot choose this option if the invoice is partially paid, has been selected for payment in a payment batch, or has one or more withholding distributions.
Payment Amount. Invoice amount displayed in payment currency.
Payment Curr. 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, or, if you are using batch control, it defaults from the batch. If you aren't using batch control and 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. Use Pay Group to group invoices from multiple suppliers for a payment in a payment batch.
Payment Method. The payment method by which you pay the supplier site. Payables defaults the Payment Method to all new scheduled payments of the invoice. Payables enters the supplier site default Payment Method, if one exists.
Note that if you change the payment method after Payables has calculated scheduled payments for the invoice, Payables will recalculate the scheduled payments and you will need to re-enter any manual changes you have made to scheduled payments, including scheduled payment holds.
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 Type. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, Payables displays EMU Fixed.
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.
PO Number. The purchase order you are matching the invoice to.
Enter this field when creating or adding lines to an invoice.
Prepaid Amount. The sum of prepayment amounts that have been applied to an invoice. This is the sum of the invoice's Prepayment type distributions.
Prepayment Type.
Temporary. Can apply against invoices.
Permanent. Cannot apply against invoices.
If you are not sure which Type you want, you can change from Permanent to Temporary at any time, and you can change from Temporary to Permanent if you have not applied the prepayment to an invoice.
Prepayment PO Number. Associate a prepayment with an open purchase order for the same supplier. If you later apply the prepayment to an invoice, it must be to an invoice matched to this purchase order. Note: Even if you match a prepayment to a purchase order, you are not restricted to the value you enter in this field. You can leave this field blank or you can enter a different purchase order number.
Project/Task/Expenditure information. If you have Oracle Projects installed, associate an invoice with a project to charge the expenditures on an invoice to a specific project, task, or organization. The system uses the project information you enter to create an account that defaults to the invoice distribution. You can override this project information at the invoice distribution. If you change these values at the invoice header level, then the values will not affect any existing distributions.
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.
Quick Credit. Enable this check box to create a quick credit from this invoice. See: Quick Credit
Rate Type. Type of exchange rate between invoice and functional currency. See: Types of Exchange Rates.
Ready for Approval. Indicates that an invoice is ready to be processed by the Invoice Approval Workflow. The Invoice Approval Workflow will not process an invoice if this check box is unchecked. If you want to delay an invoice from being selected for approval, then uncheck this check box.
This check box is enabled by default for all invoices, even if you don't use the Invoice Approval Workflow feature. See: Invoice Approval Workflow Overview.
Related Invoice. The invoice that is associated with the selected invoice. For example, a prepayment that is applied to a standard invoice.
Release Amount Net of Tax.
Remit To Bank Account Name. The supplier site's remit-to bank account for the invoice currency. If there is no primary bank account for the supplier site, Payables defaults the primary bank account for the supplier.
Remit To Bank Account Number. The supplier site's remit-to bank account for the invoice currency. If there is no primary bank account for the supplier site, Payables defaults the primary bank account for the supplier.
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.
Self Assessed Tax Amount. Tax that was not charged by a supplier but that you are liable for paying to your tax authority. See: Taxes on Invoices.
Settlement Date. The date after which you can apply a temporary prepayment. Payables adds your Settlement Days Payables option to the system date for employees, and uses the system date for all other suppliers.
Site. The supplier site address to which you want to remit payment. If you print checks, Payables prints this address on the check.
If you designate a primary pay site for a supplier then that pay site defaults to this field for all invoice types during invoice entry.
Supplier. Name of the supplier to which you want to remit payment.
Supplier Num. Identification number for a supplier in your system.
Supplier Tax Invoice Date.The date on the which the supplier charged tax, as shown on the purchase order.
Supplier Tax Invoice Exchange Rate.
Customs Location Code.. Displays the Custom location code.
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.
Taxation Country. The country where tax is applicable
Tax Amount. Amount of tax on an invoice.
Tax Control Amount. The total amount of tax for the invoice, if you are manually entering tax lines. Enter a tax control amount if you are manually entering tax lines. The total amount of tax lines must equal the Tax Control Amount or the invoice is placed on hold.
Terms. Payment Terms that Payables uses to create one or more scheduled payments for an invoice. You define terms in the Payment Terms window. See also: Payment Terms.
If you want to ensure that the payment terms default from the purchase order, then enter a PO Number.
You can change the invoice payment terms in the Invoices window. Payables uses the invoice payment terms to schedule invoice payment unless the Recalculate Scheduled Payment option is enabled in the Payables Options window. If that option is enabled, Payables uses the more favorable payment terms between the purchase order and the invoice.
Terms Date. Beginning date from which Payment Terms start when Payables calculates the scheduled payment(s) for an invoice. Can be the invoice date, invoice received date, goods received date, or invoice entry date depending on the Terms Date Basis for the supplier site. If the Terms Date Basis is invoice or goods received date, Payables prompts you to enter that date here and copies the value to the field of the same name.
Trading Partner. Name of the supplier or payee to whom you want to remit payment.
Transaction Code. Codes that your bank uses to identify different types of transactions on its statements. You can define these values in Oracle Cash Management.
Type. The type of invoice you select determines which processing options Payables makes available to you.
Adjustment. A system-generated invoice that nets out price corrections and retroactive price adjustment invoices. For more information, see Retroactive Price Update on Purchasing Documents.
Credit Memo. A negative amount invoice you receive from a supplier representing a credit for goods or services purchased.
Debit Memo. A negative amount invoice you send to notify a supplier of a credit you recorded for goods or services purchased.
Interest. An invoice that Payables automatically creates to pay interest for overdue invoices if you enable automatic interest calculation for a supplier, and if you pay an overdue invoice for the supplier in a payment batch or with a Quick payment. See: Interest Invoices.
Expense Report. An invoice you enter to record business-related employee expenses.
Mixed. A Standard or credit/debit memo invoice for which you can enter both positive and negative amounts and perform both positive and negative matching. See: Mixed Invoices.
PO Price Adjustment. A system-generated positive, negative, or zero amount invoice that allows Payables to account for the original invoice transaction as if it had been entered at the final purchase order price. For more information, see Retroactive Price Update on Purchasing Documents.
Prepayment. An advance payment you make to a supplier or employee. If you enter Temporary for the Prepayment Type field, then you can later apply prepayment to an invoice. See: Prepayments.
Retainage Release. An invoice used to record the release of retained amounts for complex service contracts. See: Retainage Release
Standard. A trade invoice you receive from a supplier.
Standard Invoice Request. A self service invoice that was entered in Oracle iSupplier Portal and is not matched to a purchase order. Standard Invoice Request invoices must be approved before they can be modified in the Invoice Workbench. See: Self Service Invoices
Withholding Tax. An invoice automatically generated by the system to pay a tax authority amounts withheld from supplier invoices. See: Creating Withholding Tax Invoices.
Voucher Number. Assign a manual voucher number to an invoice for internal tracking purposes. Payables assigns a unique, sequential number during invoice entry. You cannot update a voucher number assigned by Payables.
Withheld Amount. Payables displays the amount withheld from the invoice based on automatic withholding tax calculations.
Withholding Tax Group. Withholding tax group that Payables will use to calculate the Amount Withheld for an invoice. Payables enters the supplier site default Withholding Tax Group, if one exists. If you change this value at the invoice header level, then the change will not affect any existing distributions.
Actions. Opens the Invoice Actions window for a selected invoice(s) which you can use to perform actions such as validating, approving, cancelling, or printing.
Distributions. Opens the Distributions window for a selected invoice.
Match. Allows you to start one of the following matches, based on the transaction you select. Select the transaction you want to match to from the poplist, then choose the Match button. If you enter a positive amount invoice, then Payables defaults either Purchase Order or Receipt, based on the Invoice Match option of the supplier site.
Purchase Order. Match a selected invoice to a purchase order
Receipt. Match a selected invoice to a purchase order receipt.
Credit Memo. Match a selected credit/debit memo to an invoice.
Quick Match. Automatically matches invoice to open, unbilled purchase order lines for the specified supplier.
Tax Details. Opens the Tax Lines Summary window, which displays the tax lines on the invoice. See: Taxes on Invoices.
Accounted. Payables displays Yes, No, or Partial to indicate if the accounting entry for the invoice has been successfully created. If the status is Partial, then you have created accounting entries for some but not all of the invoice distributions.
Amount Paid. Amount you have paid on the invoice. This amount includes applied prepayments and related tax distributions that do not have the Prepayment on Invoice check box enabled. If the invoice has a payment currency, then it is displayed with the invoice currency above and payment currency below. To see detailed information on the invoice payment(s), select the invoice and choose the Payments tab.
Approval. The derived status of an invoice with respect to the Invoice Approval Workflow program. The approval status is derived from the approval status of the document and the approval status of the invoice lines. For more information on the approval status, see: Invoice Approval Workflow Overview If you want to review the status of an invoice in the Invoice Approval Workflow or want to see the approval history then see: Invoice Approval History Window Reference, and Invoice Approval Status Report.
Not Required. Invoice does not require approval. Possible reasons include the following:
The Use Invoice Approval Workflow feature is not enabled.
The invoice was created by Expense Report Export from an expense report.
The invoice is a recurring invoice and the Approval Workflow Required option was not enabled for the template when the invoice was created.
Invoice Approval Workflow processed the invoice and determined that no individuals need to review and approve the invoice.
The invoice existed before you enabled the Invoice Approval Workflow feature.
Required. Invoice requires approval and has never been included in the approval process.
Initiated. Invoice is currently in the approval process.
Workflow Approved. Invoice was approved by all required approvers.
Manually Approved. An accounts payable processor manually approved this invoice by using the Force Approval feature.
Rejected. Invoice was rejected by an approver. Workflow also sets invoices to this status when an approver and the approver's manager both fail to respond to requests for approval within the specified timeout period.
Needs Reapproval. Invoice will be resubmitted to the approval process.
Invoice Cancelled. An accounts payable processor cancelled the invoice approval process. The invoice cannot be resubmitted to the approval process.
Stopped. An accounts payables processor stopped the approval process for the invoice.
Description. Payables displays the invoice description.
Distribution Total. Sum of the Item, Freight, and Miscellaneous Invoice distributions in the Distributions window. This total does not include Tax, Withholding Tax, or some Prepayment type distributions. When you enter an invoice that references a prepayment, the distribution total will include Prepayment distributions and any associated tax distributions that have the Prepayment on Invoice check box enabled. If the Distribution Total does not match the Invoice Amount, Payables will apply a hold to your invoice during Invoice Validation.
Freight. The amount of freight lines on the invoice.
Holds. If the invoice has an invoice hold, Payables displays the number of invoice holds. Payables does not include the Hold All Payments or scheduled payment holds in this field. To see detailed invoice hold information, choose the Holds tab. To see detailed information on all hold types, submit the Invoice on Hold report. See also: Applying Holds.
Items. The total amount of Item lines on the invoice.
Miscellaneous. The total amount of Miscellaneous lines on the invoice.
Pending Approver. Displays the name of the person to whom workflow notification has been sent but has not yet responded.
Prepayments Applied. The amount of prepayment applied to the invoice.
Retainage. The amount retained for advances and contract financing.
Scheduled Payment Holds. Number of holds on schedule payments.
Subtotal. The total of the Item lines, Retainage, Prepayments, and Withholding Tax on the invoice.
Status. Status of an invoice.
Validated. The Invoice Validation program has tested and validated the invoice and it is available for payment and accounting.
Available. Temporary prepayment that has an amount available to be applied to an invoice.
Cancelled. You have cancelled the invoice.
Fully Applied. Temporary prepayment that has been fully applied to one or more invoices.
Needs Revalidation. Validation has tested the invoice and has applied one or more holds to the invoice. Before you can pay the invoice, you must manually release the holds or resolve the problems causing the holds, then resubmit Validation.
Never Validated. Validation has never tested the invoice.
Permanent. Permanent prepayment that has been fully paid.
Unpaid. Prepayment that is not yet paid.
Unvalidated Prepayment. Prepayment has not been validated.
Selected for Payment. Invoice is selected for payment.
Total. The invoice total including tax.
Withholding. The amount of tax withheld.
Use the Lines tab to enter item line information to enable you to perform the following tasks:
calculate tax for item lines
tie distributions to each line
match an invoice line to a purchase order shipment pay item or receipt
approve invoices at the line-level
match invoice lines to a purchase order
capture and transfer information to and from Oracle Projects and Oracle Assets
If a field defaults to the line from the header region, the definitions for these fields are provided in the Header Region.
Account Segment. One of up to 30 different sections of your Accounting Flexfield, which together make up your general ledger account combination.
Specify an account segment if you want to overlay a specific account segment in place of the segment derived from the template, matching or default accounts. The segment is ignored if the invoice line:
Includes Project information and the Project Account Override is turned off;
Is purchase order or receipt matched and the system is accruing on receipt or the allow account override (system option) is turned off;
Is for a price or quantity correction and the system is accruing on receipt or allow account override (system option) is turned off.
The segment is validated against list of possible values for Account Segment in GL for the appropriate Chart of Accounts. It cannot be updated if the line cannot add any more distributions, or if the line has GENERATE DISTRIBUTIONS set to N (No) or D (Done).
See: Automatic Offsets
Amount. Line amount. The line amount is the Quantity Invoiced * Unit Price.
Approval Status. Line amount. The approval status of an invoice line within the Invoice Approval Workflow process. For more information on the approval status, see: Invoice Approval Workflow Overview.
Assessable Value. The deemed price at which a product is valued, by a tax authority, for tax calculation purposes. The same product can have more than one assessable value, as given by different tax authorities.
Asset Book. This field is used to default to the distributions if the Track as Asset check box is enabled. The default Asset Book is the ledger, if only one ledger exists.
Asset Category. This field is used to default to the distributions if the Track as Asset check box is enabled. Defaults in based on the Inventory Item.
Award Number. If you use Oracle Grants Accounting, enter the Award number of the project. If you have a default value in this field, it is from either the invoice header or Distribution Set.
Balancing Segment. An Accounting Flexfield segment that you define so that General Ledger automatically balances all journal entries for each value of this segment.
Specify a balancing segment if you want to overlay a specific balancing segment in place of the segment derived from the template, matching or default accounts. This segment is ignored if the invoice line:
Includes Project information and the Project Account Override is turned off;
Is purchase order or receipt matched and the system is accruing on receipt or the allow account override (system option) is turned off;
Is for a price or quantity correction and the system is accruing on receipt or allow account override (system option) is turned off.
The balancing segment is validated against list of possible values for Balancing Segment in GL for the appropriate Chart of Accounts. It cannot be updated if the line cannot add any more distributions, or if the line has GENERATE DISTRIBUTIONS set to N (No) or D (Done).
See: Automatic Offsets
Business Category. The business category is a tax driver used by E-Business Tax to determine and calculate the applicable taxes.
Cancelled. Invoice cancelled by Oracle Payables.
Control Amount. A feature used to specify the total amount available for payment of a recurring payment. When you generate invoices for a recurring payment, Oracle Payables uses the control amount and the total number of payments to determine the invoice amount.
Corrected Invoice. Corrected invoice number.
Corrected Invoice Line Number. If the invoice line is a correction, the invoice number the line is correcting.
Correction. Possible Correction types are: Price Correction, Amount Correction (Quantity), or null. This field is populated if the line represents a correction. Price Corrections are only available for Standard, Mixed, Credit Memo, or Debit Memos. Price and Amount Corrections are only available for Item lines. Invoice Line Corrections can be entered for Item, Freight, and Miscellaneous lines, but not for Tax lines.
Cost Center SegmentAn Accounting Flexfield segment that you define so that General Ledger automatically balances all journal entries for each value of this segment.
Specify a cost center segment if you want to overlay a specific cost center segment for the distributions in place of the segment derived from the template, matching or default accounts. The cost center segment is ignored if the invoice line:
Includes Project information and the Project Account Override is turned off;
Is purchase order or receipt matched and the system is accruing on receipt or the allow account override (system option) is turned off;
Is for a price or quantity correction and the system is accruing on receipt or allow account override (system option) is turned off.
The cost center segment is validated against list of possible values for Cost Center Segment in GL for the appropriate Chart of Accounts. It cannot be updated if the line cannot add any more distributions, or if the line has GENERATE DISTRIBUTIONS set to N (No) or D (Done).
See: Automatic Offsets
Default Account DescriptionThe default account for distributions generated for the line in the absence of a specific account, specified by a Distribution Set.
Deferred End Date, Number of Periods, Deferred Option, Period Type, Start Date. Used to generate deferred accounting entries.
Description. Item description.
Discarded. Invoice line discarded by Oracle Payables.
Distribution SetUsed to generate distributions for the line. The distribution set is automatically validated to ensure that all accounts specified in the set are valid. If a distribution is specified at the header level, then the value defaults into this field for the line. You can update the distribution set for the line as necessary.
Encumbrance Status. The status of the invoice line in the Encumbrance process.
Expenditure Item Date. This date defaults in based on the site-level "PA: Default Expenditure Item Date for Supplier Cost" profile option.
Final Match. Enter Yes only if this is the last invoice line you want to match to the purchase order and you are sure you want to final match. See: Final Matching Purchase Orders.
Yes. This is the last invoice you want to match to the purchase order. You can enter Yes only if the distribution is matched to a purchase order, the Allow Final Matching Payables option is enabled, and the invoice is not yet validated.
No or Null. The distribution is not purchase order matched, or you do not want to final match to the purchase order.
Done. When the distribution successfully final matches during Invoice Validation, Payables changes the status to Done and you cannot update it.
Attention: Enter Yes only if you are certain this is a final match against the related purchase order. Once you validate a final matched invoice distribution, you cannot update the Final Match field for the distribution.
Fiscal Classification. A classification used by a tax authority, which is further divided into: party fiscal classification, party site fiscal classification, product fiscal classification, transaction fiscal classification, and document fiscal classification.
Included Tax Amount. The amount of tax, both recoverable and non recoverable, included in the line total. This field is for reference only.
Income Tax Region. The region or state you assign to paid invoice distribution lines for a 1099 supplier.
Income Tax Type. A type of payment you make to 1099 suppliers. You can assign an income tax type to each paid invoice distribution line for a supplier. The Internal Revenue Service (IRS) requires that you report, by income tax type, payments made to 1099 suppliers. For purchase order matched invoices, this value always defaults from the purchase order, (even if the purchase order value is null and the supplier has a value). If this happens and you want to use the supplier value, you can enter it here manually or use the Update Tax Details Utility.
You can update this field even after you have posted a distribution. You can use the Update Income Tax Details Utility to make adjustments to many distributions.
Inventory Item. Inventory item identifier. This field is only available for Item lines that are matched to purchase orders or receipts.
Invoice Includes Prepayment. If this check box is enabled, the prepayment is referenced on the supplier invoice and the invoice amount includes the amount of the prepayment and any associated tax. Distributions with the Prepayment on Invoice check box enabled are included in the Distributions Total and are not included in the Amount Paid for the invoice.
Item Description. Item description. This description defaults from the PO or Receipt if the invoice is matched. For PO matched invoices, this is the PO Shipment; for Receipt matched invoices, this is the receipt line.
Line Source. Source of the invoice line. For example, Open Interface or Manual lines.
Manufacturer. Name of the manufacturer of the item. This field is only available for Item lines.
Match Basis. Basis on which invoices are matched to purchase orders. Options include: Price Correction, Quantity Correction, Invoice Line Correction, Invoice Line Matched to Purchase Order, Invoice Line Matched to Receipt, Other Charge Invoice Line Matched to Receipt, or Not Matched. You can also define custom match types in the Invoice Line Match Type lookup.
Model. Model number of the item. This field is only available for Item lines.
Nonrecoverable Tax Amount. The part of the tax amount, that is included in the line amount, that cannot be recovered.
Num. Line number of the invoice line.
Overlay Account. Allows null values for some segments so not all account segments need to be provided.
PO Distribution Number. Purchase order distribution line number, if the invoice is matched to a purchase order.
PO Line Number. Purchase order line number, if the invoice is matched to a purchase order.
PO Number. Purchase order number, if the invoice is matched to a purchase order.
PO Release Number. Purchase order release number, if the invoice is matched to a purchase order.
PO Shipment Number. Purchase order shipment number, if the invoice is matched to a purchase order.
Prepayment Invoice Number, Line Number, PO Number. Populated when you apply or unapply a prepayment to the invoice.
Primary Intended Use. A tax driver used by E-Business Tax to determine and calculate the applicable taxes for the line.
Product Category. A type of product fiscal classification that is non-Inventory based.
Product Fiscal Classification. A tax classification used by a tax authority to categorize a product.
Product Type. A tax driver used by E-Business Tax to determine and calculate the applicable taxes for the line.
Project, Task, Expenditure Information. If you have Oracle Projects installed, the project to charge the expenditures on an invoice to a specific project, task, or organization. The system uses the project information you enter to create an account that defaults to the invoice distribution. You can override this project information at the invoice distribution. If you change these values at the invoice header level, then the values will not affect any existing distributions.
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.
Project Quantity. Project Quantity defaults in based on the quantity invoiced.
Prorate across All Item Lines. Available only for Freight and Miscellaneous lines. Enable this check box if you want to prorate the Freight or Miscellaneous line across all Item lines. Tax is always prorated across all Item lines. You cannot update this check box if the line has allocation rules associated with it, is already distributed, or if the line is matched by Receipt.
Receipt Line Number. The receipt and receipt line information, if the invoice line is matched to receipt.
Quantity Invoiced. Quantity of items for matched invoice lines, price corrections, quantity corrections, or non-matched invoice lines.
Receipt Required. Indicates whether the invoice line is receipt matched and if a receipt is required (3-way match).
Receipt Verified. Indicates whether the invoice line receipt was verified (4-way match).
Recoverable Tax Amount. The part of the tax amount, that is included in the line amount, that can be recovered.
Requester. (Optional) Person who initiated the purchase of the line item. This may be the person who is responsible for approving the invoice line if you are using the Invoice Approval Workflow.
Serial Number. Serial number of the item. This field is only available for Item lines.
Ship to. A tax driver used by E-Business Tax to determine and calculate the applicable taxes for the line.
Tax, Classification Code, Jurisdiction, Rate, Rate Name, Regime, Status. Tax drivers used by E-Business Tax to determine and calculate the applicable taxes for the line.
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 and you cannot adjust it. If the account is an expense account, Payables does not enable the check box, but you can enable it at any time before the invoice accounting entries are transferred to general ledger.
Type. Type of invoice line. Possible types are: Item, Freight, Miscellaneous, Prepayments, Tax, or Withholding Tax. Prepayment lines are automatically generated when you apply or unapply a prepayment. You can only enter Tax lines if your tax setup permits. You can only enter a Withholding Tax if your withholding tax setup permits.
Unit Price. Unit price of the item.
UOM. Unit of measure for quantity invoiced.
Warranty Number. Warranty number of the item. This field is only available for Item lines.
Withholding Tax Group. You can assign one or more Withholding Tax type tax names to a withholding tax group. Assign a withholding tax group to an invoice or distribution line and use Oracle Payables to automatically withhold tax for expense reports and supplier invoices.
Use the Invoice Holds tab to apply manual holds to an invoice and to remove holds from an invoice. You can release a single hold by entering a Release Name in the Release Name field, or you can release multiple holds at once by using the Release button. For more information, see: Applying Holds, and Releasing Holds.
Held By. Displays who placed the hold.
Hold Date. Displays the date on which the hold was placed.
Hold Name. If you or the system has placed a hold, Payables displays the name of the hold. If you want to manually apply a hold, enter the hold name here.
Hold Reason. The hold reason associated with the hold.
Release Name. If this is a manually releasable hold, enter the release name to release the hold. You can select from all invoice hold names defined with the type Invoice Invoice Release Reason. If this is not a manually releasable hold, Payables will notify you if you try to enter a value in this field.
Release Reason. The release reason associated with the Release Name.
Purchase Order Number, Reason, Line, Ship To. If the invoice is purchase order matched, Payables displays the purchase order information for this invoice. You can choose the View PO button to view purchase order details.
Receipt Number, Line, Date. If the invoice is receipt matched, Payables displays the receipt information for this invoice.
Release By. Displays who released the hold.
Release Date. Displays the date on which the hold was released.
WF Status. The status of the hold in the workflow.
View PO (button). Navigates to the View PO window. You can select this only if the invoice is purchase order matched.
Release..(button). To release multiple holds at once, select the holds you want to release. Choose the Release button and select a Release Name. You can select from all invoice hold release names defined with the type Invoice Quick Release Reason. When you save your work, Payables automatically assigns the release name to all releasable holds. Choose OK.
[] (Descriptive Flexfield). Payables displays any values from the Payment's descriptive flexfield. If you use a local version of Payables, consult your county-specific documentation for more information on this flexfield.
Discount Taken. If you realized a discount when you created the payment, Payables displays the amount of the discount.
Document Number. Payment document number, for example, check number.
GL Date. Payment GL Date.
Payment Amount. Amount of the payment.
Payment Date. The GL Date for the payment lines and the date on the payment document. The date must be in an open accounting period.
Payment Method.
Check. A manual check, a Quick payment, or a check in a payment batch.
Electronic. An electronic funds transfer file you generate and deliver to your bank to create payments.
Wire. Wire transfer of funds between your bank and your supplier's bank.
Clearing. Used for recording invoice payments to internal suppliers within your enterprise.
Payment Overview. Navigates to the Payment Overview window which displays additional payment information. From this window you can navigate to the Payments Workbench, the Banks window, or the Suppliers window.
Void. Payables enables this check box if you have voided the payment.
All amounts in the Scheduled Payments tab are displayed in the payment currency, except for the Gross Amount, which is displayed in the invoice currency.
Amount Paid. Invoice amount minus the gross amounts of the remaining payments. The Amount Paid does not reflect discounts you realize on payments. It shows the actual amount disbursed. For example, for a 100 invoice, if you paid 90 and realized a 10 discount, then Payables displays 90 in the Amount Paid field.
If you check the Prepayment on Invoice check box when applying prepayments, then your Prepayment and associated Tax distributions will not be included in the Amount Paid calculation.
For example, you receive a 500 invoice that references a 100 prepayment. Your invoice looks like this:
| Description | Amount |
|---|---|
| Services | 500 |
| (less Prepayment received) | (100) |
| Total Amount Due | 400 |
When you enter this invoice, you check the Prepayment on Invoice check box to apply the 100 prepayment that is referenced on the invoice. You make a 300 payment and Payables displays 300 in Amount Paid. You still owe the supplier 100, so you apply an additional 100 prepayment distribution. You do not check the Prepayment on Invoice check box when applying the 100 prepayment distribution because this prepayment is not referenced on the invoice. In this case, the 100 prepayment application is included in the Amount Paid field so Payables now displays a total of 400 in Amount Paid. See: Entering Invoices that Reference Prepayments.
Amount Remaining. Payables displays the unpaid amount of a selected scheduled payment line.
Remit to Supplier Name. Displays the Remit to Supplier Name to pay to the Third Party.
Remit to Supplier Site. Displays the Remit to Supplier Site to pay to the Third Party.
Bank Account Name. Name of the account from which a scheduled payment will be made.
Bank Account Number. Number of the account from which a scheduled payment will be made.
Discount Amount Remaining. Payables displays the first discount amount available on the unpaid amount of a scheduled payment line. Payables displays the discount amount you would realize if you paid the scheduled payment today.
Discount, Second Discount, Third Discount Date, Amount. Payables displays the discount amount you are eligible to subtract from the gross amount if you pay the invoice before the corresponding discount date. For example, you enter a $100 invoice with a payment terms date of January 1, 2002, and your payment terms allow you to take either a 10% discount if you pay within 10 days, or a 5% discount if you pay within 20 days. When you select Discount, the date is January 10, 2002, and the amount is $10.00. You select Second Discount, and the date is January 10, 2002, and the amount is $5.00. If you make the payment on or before eligible discount dates, you choose between paying the gross amount of the invoice or taking the most favorable discount option.
Due Date. Payables calculates the date the invoice is due based on the invoice Terms Date and invoice Payment Terms. For example, if the terms date is January 1, 2002, and the invoice payment terms are Net 30, the Due Date is January 30, 2002.
If you enable the Recalculate Scheduled Payment Payables option, then during Invoice Validation the system recalculates the due date based on your most favorable available payment terms and start dates, unless you have manually entered or updated any scheduled payments.
Payables does not default Due Dates for scheduled payments you add manually.
Gross Amount Total. Sum of the scheduled payment Gross Amounts. This must equal the Invoice Amount.
Gross Amount. Gross amount due for the scheduled payment, displayed in the invoice currency. Payables subtracts the discount amount, automatic withholding amount, and prepayment amount from the gross amount to calculate the payment amount.
Hold. Enable this check box if you want to apply a payment hold on the scheduled payment line. If a scheduled payment has a payment hold, Payables will not create a payment for that scheduled payment until you disable the check box. See: Applying a Hold to a Scheduled Payment.
You cannot enable this hold if the scheduled payment line has already been paid.
Invoice Amount. Amount of the invoice, displayed in the payment currency. If this is a prepayment, Payables displays the amount of the prepayment that remains unapplied.
Pay..(button). Opens the Payments window so you can pay selected scheduled payments. See: Paying Invoices From the Invoice Workbench.
Payment Method. Payables defaults the payment method from the invoice (Check, Electronic, Wire, or Clearing).
Payment Priority. A number, between 1 (high) and 99 (low), that represents the priority of payment. The value for this field defaults from the invoice batch if you specified one in the Invoice Batches window. Otherwise it defaults from the supplier site. You can enter a payment priority range as a criteria for selecting invoices for a payment batch.
Split Schedule. If you want to automatically create an additional scheduled payment, select a scheduled payment and update the amount. Choose Split Schedule to have Payables create an additional scheduled payment with the net amount due. For example, select a $100 scheduled payment and change the gross amount to $40. Choose Split Schedule to have Payables create a new $60 scheduled payment.
If you use the Split Schedule button to update default scheduled payments then no payment schedule recalculation will be performed during Invoice Validation, even if the Recalculate Scheduled Payments Payables option is enabled.
System Hold Reason. The reason the payment is on hold, as determined by the system based on specified tolerances.
The View Prepayment Applications tab displays the prepayments applied to the invoice.
Amount Applied. Amount of prepayment applied to the invoice.
PO Num, Receipt Num. Payables populates these fields for prepayments related to a purchase order.
INVOICE DATE NOT IN OPEN PERIOD. If you enter a date in a future period, Payables displays a warning message. When you submit Invoice Validation, Payables applies a Future Period hold to the invoice. This hold prevents payment and creation of accounting entries for the invoice. You need to open the period and resubmit Invoice Validation to pay or create accounting entries for the invoice.
If you enter a date that is more than one year old, Payables displays a warning message. This warning message helps you detect data entry errors.
LIABILITY ACCOUNT. If you use encumbrance accounting and Automatic Offsets, and an invoice is fully validated, you cannot update the Liability Account for the invoice. If you use encumbrance accounting and Automatic Offsets, and there is at least one unvalidated invoice distribution, then you can update the Liability Account.