This process creates invoices from expenditure items and events, including accrued labor cost transactions if you enable them for billing in your project. In addition to regular invoice generation, this process deletes unreleased draft invoices, and creates invoice write-offs, credit memos, and invoice cancellations.
An automatic event created by billing extensions after an adjustment must include the number of the original event. Without this information, Oracle Receivables cannot autoinvoice the automatic event. If Oracle Projects does not find this value during the invoice generation process, it will display the following message in the log file: "Cannot find a proper inv line credited for this adjusted event."
If your project uses the cost-to-cost invoice generation method, you must include burdened costs in your cost budget and revenue amounts in your revenue budget. Without these amounts, Oracle Projects cannot successfully generate invoices for your project.
The Date-Effective Funds Consumption option can affect invoice generation. See: Project and Task Attributes, Revenue and Billing Information.
To submit the process for all projects, submit the PRC: Generate Draft Invoices for a Range of Projects process from the Submit Request window.
To submit the process for one project, submit the PRC: Generate Draft Invoices for a Single Project process from the Submit Request window.
See Submitting Requests.
Note: If you submit this process with the Customer Merge process in Oracle Receivables, the process that you submit first runs. The other process runs after the first one completes.
Bill Through Date. The Generate Draft Invoices process creates invoices using expenditure items and events dated on or before the date you enter here. If you leave this parameter blank, the process uses the current date as the bill through date.
Project Number. Enter the number of the project for which you want to submit the process.
From Project Number / To Project Number: Enter the range of project numbers that you want to include. You can leave either or both parameters blank. See: Entering a Project Number Range Parameter .
Invoice Date: The Generate Invoices process uses the invoice date to convert the billing amounts in the billing transaction currency to billing amounts in the project functional currency, project, and funding currency if the Rate Date Type conversion attribute is defined as PA/Invoice Date. If you leave this field blank, the process uses the through date as the invoice date.
The Invoice Date parameter is used as the AR Invoice Date for all the invoices generated. When you release an invoice manually, you can change the AR Invoice Date. However, Oracle Projects does not recalculate the invoice using the new conversion rate based on the new AR Invoice Date.
Invoice Generation Option: The Generate Draft Invoices process uses the Invoice Generation Options to generate retention invoices to bill previously withheld retention amounts. Choose one of the following options for this parameter:
Include Retention Invoices: The process generates both project and retention invoices. This is the default setting for this parameter.
Exclude Retention Invoices: The process excludes retention invoices.
Retention Invoices Only: The process generates only retention invoices.
Project Type: Enter the project type for which you want to submit the process. The process generates invoices for all projects that belong to the specified project type.
Project Organization: Enter the project owning organization for which you want to submit the process. The process generates invoices for all projects associated with the project owning organization.
Customer Name: Enter the name of the customer for which you want to submit the process. The process generates invoices for all projects that have the specified customer. For multi-customer projects, invoices are generated for all customers even if you select a specific customer.
Agreement Number: Enter the agreement number for which you want to submit the process. The process generates invoices for all projects which are funded by the specified agreement number. For multi-agreement projects, processing is done for all agreements even if you select a specific agreement number.
Note: The selected customer restricts the agreement number list. For example, if you select Customer A as a parameter, the agreement number list is restricted to only those agreements with Customer A.
Multi Currency Projects Only: The default value is No. If you set the value to Yes, the process generates invoices for multi-currency projects only.
Exclude New Transactions: The default value is No. If you set the value to Yes, new transactions are excluded when you regenerate invoices and only expenditure items and events on the existing invoices subject to regeneration are processed.
Delete Only Unapproved Invoices: If you set the value to No, all unreleased invoices are deleted. If you set the value to Yes, the process deletes only unapproved invoices with a draft invoice number greater than the last approved invoice.
Note: For PRC: Generate Draft Invoices for a Range of Projects, Delete Only Unapproved Invoice is not applicable if you choose the Exclude New Transactions parameter as No.
Delete Linked Pay When Paid Invoices: When running this program for a range of projects with this parameter set to the default value of No, the program does not consider for deletion projects with linked pay when paid invoices. When running this program for a single project with this parameter set to No, the program does not consider this project for deletion of invoices linked to pay when paid invoices.
Set this option to Yes to delete linked invoices for a single project or a range of projects. Deleting an eligible draft invoice deletes the links to supplier invoices. If you manually linked supplier invoices to draft invoices, you can manually link supplier invoices to the new draft invoice.
Bill Group: Specify the bill group to generate invoices of that bill group.
Rescheduling parameters allow you to configure the process to run automatically, according to a defined schedule. You can specify rescheduling parameters when you submit this process for a range of projects from the Request window.
The following reports show you the results of the Generate Draft Invoices process: The last three reports print only when you submit the process for a single project.
The Draft Invoice Generation Report. Prints each draft invoice that is successfully created by the process. For each draft invoice, this report displays the project for which the invoice was created, its draft invoice number, the number of the draft invoice, if any, that it credits, the customer number, name, and agreement that funds it, the bill through date through used to create the invoice, and the total amount of the invoice. This report also tells you the next action to take in the invoicing flow process for each draft invoice.
The Draft Invoice Generation Exception Report. Lists any of the project draft invoices that the process was unable to successfully create during its processing. For each rejected draft invoice, the Draft Invoice Generation Exception Report displays the rejection reason.
The Draft Invoice Generation Eligibility Report. This report displays information about the project for which the process was submitted. This information includes the project's revenue accrual and invoice method, the project start date, and the date of its last invoice generation. If the Generate Draft Invoices process cannot create a new draft invoice, the reason for the generation failure appears under the Rejection Reason column heading.
The Draft Invoice Generation Eligibility Report (Unprocessed Expenditure Items Detail). This report displays all expenditure items that the process could not invoice for the specified project and also shows information for each expenditure item to help you identify why the expenditure item was not invoiced. Use this information to check if the expenditure item date is on or before the bill through date, if the item is revenue distributed, if the item is on billing hold, or if the item is included on a draft revenue that has a generation error.
The Draft Invoice Generation Eligibility (Unprocessed Events Detail) report. Created only when the process is run for one project, this report displays any of the billing events that the process could not invoice for the specified project and shows information for each event to help identify why the event was not invoiced. Use this information to check if the completion date is on or before the bill through date, if the event is on billing hold, or if the write on event is revenue distributed.