You can use the Invoice Workbench to enter basic invoices. A basic invoice is a trade invoice you receive from a supplier that will not be matched to a purchase order or receipt.

Prerequisite

• Enter the supplier and at least one pay site in the Suppliers window. See: Entering Supplier Information.

To enter an unmatched (basic) invoice:

1. Navigate to the Invoice Workbench.

2. Enter or accept the default for Operating Unit.

3. Select Standard or Mixed for the invoice Type.

   Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines.

4. Enter or accept defaults for the basic invoice header information such as the Trading Partner, Supplier Number, Supplier Site, Invoice Date, Invoice Number, Invoice Currency, and Invoice Amount.

   Payables prints the address for the Supplier Site on the payment.

   Payables may use the invoice date you enter as the Terms Date and GL Date default for an invoice, depending on how your Payables Options and Defaults are set up.

5. Review and update the Payment Terms, Payment Terms Date, Pay Group, Payment Method, as necessary.

6. Payables automatically schedules payment of the invoice using the following header fields: Invoice Amount, Terms, and Terms Date. Enter or review the defaults for these fields.

7. Optionally, enter a Distribution Set. The distribution set does not populate the distribution account on the invoice lines window. It only creates distribution lines, not invoice lines.

8. Enter other invoice header information as required.

9. To enter invoice lines, select the Lines tab. Enter an invoice line for each line that appears on a supplier's invoice.

   Note: The Gross Total for the invoice lines must be the same as the Invoice Amount for the invoice header, or the invoice will not pass validation.

10. Enter the line Type. Possible types are: Item, Freight, Miscellaneous, or Tax. You can only enter tax lines if your tax setup permits. See: Taxes on Invoices.

11. Optionally, enter the Quantity Invoiced, UOM, and Unit Price of the item you are invoicing.

12. Enter the total Amount of the invoice line as shown on the supplier's invoice.

13. Optionally enter a Description of the item you are invoicing.

14. Optionally, enter a Requestor if you are using the Invoice Approval Workflow. See: Invoice Approval Workflow.

15. Accept the default GL Date or change as necessary.

16. If you are entering a Freight or Miscellaneous line and you want to allocate the charge equally across all item lines, check the Prorate Across All Item Lines check box. You can allocate Freight or Miscellaneous lines to specific Item lines, or allocate a specific amount or percent by clicking the Allocate button. See: Allocation.

    Tax lines are automatically allocated. See: Taxes on Invoices.

17. Enter Remit to Supplier Name and Remit to Supplier Site if you want to pay to the Third Party. These fields are mandatory and enable you to record the Third Party supplier to whom the payments are to be made. After you select the Trading Partner (Invoicing Supplier), Supplier Site and enter the Invoice Date in the invoice header and tab out, the values in the Remit to Supplier Name and Remit to Supplier Site fields are defaulted on the invoice header based on the relationship defined for the Trading Partner (Invoicing Supplier) at the supplier site level.

18. Enter distribution information for the line. You can enter distributions in the following ways:

    • Automatically using a Distribution Set. Review the Distribution Set for the line. If the Distribution Set defaulted from the invoice header, you can change the distribution set as required.

    • Automatically by Matching to Purchase Order or Receipt. If the invoice is matched to a purchase order, the distributions default into the invoice from the purchase order or receipt . Review the distributions in the Distributions window.

    • Manually. Enter the distribution account information directly in the Distribution Account field, or enter them in the Distributions window. See Entering Invoice Distributions.

      The Distribution Account is used only for defaulting. Once it has been defaulted onto the distributions and if the account on the distributions is overridden, it is not corrected or reflected on to the lines.

    • Manually by allocating charges. If you are entering a Freight or Miscellaneous line, you can create distributions by allocation. See:Creating Distributions by Allocation.

19. If you want to overlay the default distribution information for the line, complete any of the following fields as necessary:

    • Distribution Account

    • Default Account Description

    • Overlay Account

    • Balancing Segment

    • Cost Center Segment

    • Account Segment

    The values you enter in these fields (for example, balancing segment, cost center, and account), will overlay the defaulted account information. When you overlay account information, use the account flexfield structure of your organization.

    For example, assume that the default distribution account for a line is: 01.002.2200.003. The first segment represents the balancing segment, the second segment is the cost center, the third segment is the account, and the last segment is the sub-account. If you enter a different cost center (034) in the Cost Center Segment field, then the system will overlay the Cost Center Segment on top of the default distribution account, resulting in the following account: 01.034.2200.003.

    The overlay information may be ignored in favor of the defaulted account information if:

    • project information is provided and the Project Account Override option is turned off;

    • the invoice is matched to a purchase order or receipt and the system is accruing on receipt or the Allow Account Override option is turned off;

    • the line is for a price or quantity correction and the system is accruing on receipt or the Allow Account Override option is turned off.

    For more information on the Account Overlay feature, see: Account Overlay in Payables Open Interface Import, Oracle Payables Reference Guide.

    For a detailed description of these fields, see: Invoices Window Reference.

20. Enter other invoice line information as required.

21. Enter tax lines for the invoice. You can enter tax lines:

    • Automatically. Click Calculate Tax and E-Business Tax determines the applicable taxes based on the invoice header and line information and calculates the appropriate tax lines and distributions. See: Taxes on Invoices.

    • Manually. If your tax setup permits, you can enter tax lines. See: Taxes on Invoices.

22. Save your work.

23. To view distributions for the line, click Distributions.