Approving, Releasing, and Printing Draft Invoices

After an invoice has been reviewed, it can be approved, released, and printed.

Approving Draft Invoices

After you review invoices and make any necessary adjustments, you need to approve them before you can release them for interfacing to Oracle Receivables. There are two ways to approve invoices:

Automatic invoice approval

  1. The Automatic Invoice Approve/Release Extension allows you to approve invoices automatically as part of the Generate Draft Invoice process.

Manual invoice approval

  1. Usually your project administrator or project manager approves invoices. Oracle Projects records the invoice approval information of the person who approved the invoice and the date it was approved.

To approve an invoice manually

  1. Navigate to the Find Invoices window.

  2. Find the invoice or invoices you want to approve.

  3. In the Invoice window or Invoice Summary window, choose the Approve button.

    Note: In the Invoice Summary window you can approve multiple invoices at one time. Highlight multiple invoices and then choose the Approve button. See: Selecting Multiple Records, Oracle E-Business Suite User's Guide.

  4. Save your work.

Releasing Draft Invoices

After you approve invoices, you need to release them for interface to Oracle Receivables.

There are two ways to release invoices:

Automatic invoice release

  1. The Automatic Invoice Approve/Release Extension allows you to release invoices automatically as part of the Generate Draft Invoice process.

    Attention: Once you release an invoice in Oracle Projects, you cannot change or delete it. You can adjust a released invoice. Oracle Projects processes adjustments to released invoices by creating crediting invoice transactions.

    After you release an invoice, you need to interface the invoice with Oracle Receivables using Oracle Projects processes. These processes interface draft invoices, create invoices, and tie back invoices. See: Integrating with Oracle Receivables.

Manual invoice release

  1. Usually your accounting department releases invoices. Oracle Projects records the invoice release information of the person who released the invoice and the date it was released.

    Before you release an invoice, you determine if the invoice has tax information. See: Applying Tax to Project Invoices, Oracle Projects Implementation Guide.

To release an invoice manually

  1. Navigate to the Find Invoices window.

  2. Find the invoice you want to release.

  3. In the Invoice window or Invoice Summary window, choose the Release button.

    Note: You cannot release multiple invoices at one time. They must be released individually, because you must provide the invoice date and invoice number. (If you have elected to use automatic invoice numbering, you only need to enter the invoice date.)

    If you have set the profile option PA: Allow Invoice Release in Any Order to Yes, you can release invoices in any order except the ones that are associated with adjusted transactions and credit memos. For adjusted transactions and credit memos, the invoices are released only when the original invoice or the credit memo associated with it is released.

  4. Review the invoice date before you release the invoice to confirm that it falls in an open GL and PA period. If the invoice date falls in a closed period, you can change it to a date that falls in an open period.

  5. Select a credit memo reason if the invoice class is Canceling Invoice, Credit Memo, or Write-Off. You must select a credit memo reason if Require Credit Memo Reason is enabled in the Billing tab of the Implementation Options window. See Implementing Oracle Projects Foundation, Oracle Projects Implementation Guide.

    Note: The values available in the Credit Memo field are defined in Oracle Receivables.

  6. Save your work.

Printing Draft Invoices

You can print invoices either from Oracle Projects, or from Oracle Receivables, depending on how your company implements your invoice printing method.

Attention: If you print your invoices from Oracle Projects, you do not need to interface invoices before printing them.

To print an invoice from Oracle Projects

  1. Find the invoice you want to print in the Invoice Summary window and choose Print.

    You can also print from the Invoice window by selecting Print Draft.

    Oracle Projects will print the MGT: Invoice Review report. See: Invoice Review.

See also: