When you enter a purchase order matched invoice record, the import process automatically creates invoice distributions for you based on your match. You can match to a purchase order receipt, and you can match to a purchase order at different levels: purchase order header, purchase order line, purchase order shipment, purchase order distribution.
Suggestion: When you are matching to a purchase order, also open the View PO window to have easy access to purchase order information.
Note: During import, the system does not check quantity or unit price tolerances. If the invoice exceeds the tolerances you have set in the Invoice Tolerances window, Payables applies a system hold on the invoice at Invoice Validation time.
Prerequisites
Your purchasing information must be generated in Oracle Purchasing or transferred to Oracle Purchasing tables from an external purchasing system.
A purchase order for the same supplier, supplier site, and currency as the invoice record you are entering must be approved and open.
The purchase order is Standard, has only one line, and all shipments have the same match option (purchase order or receipt).
To enter a purchase order matched invoice record at the header level:
In the Quick Invoices window, enter an invoice record.
Enter a value in the invoice header for PO Number. If you want the purchase order terms to default to the invoice record then leave the Terms field empty.
Enter line information. The only required fields are Type and Amount.
Optionally enter a value for either Quantity Invoiced or PO Unit Price. During import the system provides the other value (Quantity Invoiced x PO Unit Price = Amount).
Save your work. The invoice record is ready for import. After you create invoices from the invoice records, you can view the distributions created by the match in the Distributions window of the Invoice Workbench.
Prerequisite
A purchase order for the same supplier, supplier site, and currency as the invoice record you are entering must be approved and open.
The Match option on the purchase order shipment is set to Purchase Order.
To enter a purchase order matched invoice record at the shipment or distribution level:
In the Quick Invoices window, enter an invoice record.
If you want the payment terms to default from the purchase order enter a PO Number and do not provide a value for Terms. The payment terms will default from the purchase order you identify here in the invoice record header.
In the Invoice Lines region, enter at least one line. Enter Item as the line type and enter the Amount.
Attention: For purchase order matched lines, do not provide distribution information by entering a Distribution Set or Projects information, or the invoice will not import successfully. Also, do not enable the Prorate Across check box on purchase order matched lines.
For each line you want to match, enter the PO Number.
If you are matching to a blanket purchase order, you must also provide values for both Release Number and PO Shipment Number.
Enter values in the relevant fields to match the invoice line to whatever level of detail you want: purchase order line, shipment, or distribution:
PO Shipment. To match to a shipment, enter the PO Line Number and PO Shipment Number. If you are matching to a purchase order line with multiple shipments, you must enter a value here. If you don't know the shipment number, and if the shipment has a unique Ship-To location for the purchase order, then you can match to the shipment by entering the Ship-To location exactly as it appears on the shipment.
Note: If you match to a purchase order with only one line and only one shipment, then only the purchase order number is required. Also, if you enter a PO Line information, and that PO Line has only one shipment, then you are not required to enter shipment information.
PO Distribution. To match to a purchase order distribution, enter the PO Line Number, PO Shipment Number, and PO Distribution Number. If you want the GL Account populated with an Overlay GL Account, then you must specify the purchase order distribution.
Optionally enter a value for either Quantity Invoiced or PO Unit Price. During import the system provides the other value (Quantity Invoiced x Unit Price = Amount).
Save your work. The invoice record is ready for import After you create invoices from the invoice records, you can view and modify the distributions created by the match in the Distributions window of the Invoice Workbench.
You can match to a receipt associated with a purchase order shipment. Specify the purchase order number and the receipt to which you want to match.
Prerequisite
The Match option on the purchase order shipment is set to Receipt.
In the Quick Invoices window, enter an invoice record.
If you want the payment terms to default from a purchase order, enter a PO Number in the header and do not provide a value for Terms. The payment terms will default from the purchase order you identify here in the invoice record header.
In the Invoice Lines region, enter at least one line. Enter Item as the line Type and enter the Amount.
Attention: For receipt matched lines, do not provide distribution information by entering a Distribution Set or Projects information, or the invoice will not import successfully. Also, do not enable Prorate Across check box for purchase order matched lines.
For each line you want to match, enter the PO Number, Line Number, and Shipment Number.
If you enter a PO number of a blanket purchase order, then you must provide values for both Release Number and PO Shipment Number.
If you want the line to have the same account as the purchase order distributions for the receipt, then do not enter a value for Account. If you want to assign a particular account to the new invoice distributions, then enter that account.
Enter a Receipt Number and a Receipt Line Number. You can use the list of values to find out additional information associated with the receipt number, including packing slip and receipt date.
If you want to match further to the associated purchase order distributions, then enter the PO Line Number and PO Shipment Number. If you don't know the shipment number, and if the shipment has a unique Ship-To location for the purchase order, then you can match to the shipment by entering the Ship-To Location exactly as it appears on the shipment. Then enter the PO Distribution Number.
Optionally enter a value for either Quantity Invoiced or PO Unit Price. During import the system provides the other value (Quantity Invoiced x Unit Price = Amount).
Save your work. After you create invoices from the invoice records, you can view and modify the distributions created by the match in the Distributions window of the Invoice Workbench.