Oracle Payables User's Guide. Skip Headers. This chapter covers the following topics: Invoices Overview. An invoice is an itemized list of goods shipped or services rendered, with an account of all costs. Oracle Payables lets you capture all the attributes of the real- life invoice documents you receive from your suppliers. When you enter an invoice in Payables, the invoice information is divided between the invoice header and the invoice lines. Invoice Types. Standard. An invoice from a supplier representing an amount due for goods or services purchased. Satandard invoices can be either mathced to a purchase order or not matched. Credit Memo. A memo from a supplier representing a credit amount toward goods or services Debit Memo. An invoice you enter to record a credit for a supplier who does not send you a credit memo. Mixed An invoice type you enter for matching to both purchase orders and invoices. You can enter either a positive or a negative amount for Mixed invoice type. UN/CEFACT is the United Nations Centre for Trade Facilitation and Electronic Business. It was established as an intergovernmental body of the United Nations Economic. Prepayment. A type of invoice you entr to pay an advance payment for expenses to a supplier or employee. Expense Report. An invoice representing an amount due to an employee for business- related expenses. Withholding Tax. An invoice you enter to remit taxes withheld to the appropriate tax authority. Retainage Release An invoice created for complex work and advance contract financing. Invoice Structure. Invoice Header. The invoice header defines the common information about the invoice: invoice number and date, supplier information, remittance information, and payment terms. Information specified at the invoice header level defaults down to the line level. You can override the header level information for individual lines, as required. Invoice Lines. The invoice lines define the details of the goods and services as well as the tax, freight, and miscellaneous charges invoiced by the supplier. There can be multiple invoice lines for each invoice header. SAP R/3 made an old dream come true: enter your business data once in your computer and trigger all the following activities automatically, send the data to another.The Lines tab of the Invoice Workbench captures all of the details for the invoice line necessary for accounting, as well as for cross- product integration with other Oracle E- Business Suite applications, such as Assets, Grants Accounting, Inventory, Projects, Purchasing, Property Manager, and Receivables. For each invoice, you can manually enter invoice lines, or you can automatically generate lines by matching the invoice to a purchase order shipment, pay item, or receipt. See: Matching to Purchase Orders. Each invoice line can have multiple distributions tied to each line. Each distribution serves as the source for an accounting entry generated from the invoice. See: Distributions. Readbag users suggest that IDoc Interface: EDI Application Scenarios (BC-SRV-EDI) is worth reading. The file contains 234 page(s) and is free to view, download or print. Implementation Guidelines. File format specifications. The Book Trade Order File. For example, if your instrument's anniversary date is in July 2015, you would use the cash sales during the entire month of March for the preceding year through the. If you need to enter a price or quantity correction, you can do so for the specific line. See: Price Corrections. You can set up line- level approvals using the Invoice Lines Approval workflow. Requesters must approve all lines before they can approve the invoice header. See: Invoice Lines Approval Workflow. The following different types of invoice lines are supported: Item Lines. Item lines capture the details of the goods and services billed on your invoice. Freight and Miscellaneous Lines. Freight lines capture the details of your freight charges. Freight charges can be allocated to Item lines as required. Miscellaneous lines capture the details of other charges on your invoices such as installation or service. Like Freight lines, Miscellaneous lines can be allocated to Item lines. Tax lines. Payables integrates with Oracle E- Business Tax to automatically determine and calculate the applicable tax lines for your invoices. E- Business Tax uses your tax setup, plus fields on the invoice header and lines, known as tax drivers, to determine which taxes should be applied to the invoice, to calculate the tax using the appropriate tax rates, and to determine whether or not the tax is recoverable or non- recoverable. E- Business tax creates the necessary tax lines and distributions for the invoice and allocates tax. If your tax setup permits, you can update the tax lines or manually enter tax lines. See: Taxes on Invoices. Invoice Types. Payables provides the following invoice types: Standard. Mixed. PO Price Adjustment. Credit Memo. Debit Memo. Prepayment. Expense Report. You can use these invoice types to enter any type of invoice document you receive from a supplier. For example, you can enter basic invoices that are not matched to purchase orders or more complex invoices that matched to purchase orders at the header, lines, shipping or receipt levels. You can enter invoices in foreign currency or enter invoices for suppliers who are subject to income tax reporting requirements (1. The characteristics of each invoice type are described below. Standard Invoices. Standard Invoice are invoices from a supplier representing an amount due for goods or services purchased. Standard invoices can be either matched to a purchase order or not matched. Standard invoices must be positive amounts. Mixed Invoices. Mixed Invoices can be matched to both purchase orders and invoices. Mixed invoices can have either positive or negative amounts. PO Price Adjustment Invoices. PO Price Adjustment Invoices are for recording the difference in price between the original invoice and the new purchase order price. PO price adjustment invoices can be matched to both purchase orders and invoices. Credit Memo. Credit Memos are memos from a supplier representing a credit amount toward goods or services. Credit memos are always negative amounts. Debit Memo. Debit Memos are invoices you enter to record a credit for a supplier who does not send you a credit memo. Prepayment. Prepayments are invoices you enter to record an advance payment for expenses to a supplier or employee. Expense Reports. Expense Reports are invoices representing an amount due to an employee for business- related expenses. Scheduled Payments. Scheduled payments are created based on payment terms when the invoice header is saved. An invoice header can have one or more scheduled payments. Distributions Distribution details include invoice accounting details, the GL date, charge accounts, and project information. An invoice line can have one or more invoice distributions. Entering Invoices Overview. You can enter and import invoices into Payables in many ways: Manual Invoice Entry. You usually enter supplier invoices in either the Invoice Workbench or the Quick Invoices window. You can match to purchase orders when entering these invoices. For information on the differences between these windows, see the following section, Differences Between Entering Invoices in the Quick Invoices Window and the Invoice Workbench. Invoice Workbench: (Invoice Batches window, Invoices window, Distributions window, and the associated windows). If you use Return to Supplier feature in Oracle Purchasing, the system creates these debit memos directly in Payables. Retroactive Price Adjustment Invoices. If Oracle Purchasing users use the Retroactive Pricing of Purchase Orders feature, the system automatically creates Adjustment and PO Price Adjustment invoices. Invoices Import. You can import invoices or invoice information to create invoices in Payables. Invoices, such as invoices from legacy systems, loaded using SQL*Loader. It is the final step in completing the business transaction. In the Procure to Pay cycle, suppliers send invoices to customers after delivering goods or rendering services. Once the invoices are received, the accounts payables department of the customer validates the invoices and approves them for payments. The payments made to the suppliers during the settlement process are generally dependent on the agreement entered into between the customers and suppliers for carrying on the business transactions. Payments are generally made to the original supplier providing the goods or services, however there can be specific arrangements made wherein the suppliers can specify a different party to be paid on their behalf. The payments made to other parties on behalf of the suppliers are termed as Third Party payments. Third Party payments help parties involved in business to set off their liabilities without directly paying them. This reduces the direct funds movements and transactions are settled easily. When customers make payments from their Payables system, there might be instructions from the supplier to make the payment to a different party, that is the Third Party. In that case, the remittance of the payment goes to the Third Party. For all legal purpose including 1. The Payables department maintains the Supplier information. Establishing Third Party Payment relationship is part of the supplier maintenance activity. The Payables clerk may also have information of the Third Party at the time of entering the invoices. The Payables clerk can have the right to override the Third Party defaulted at the time of invoice entry. The Payments clerk processes the payment for the invoices that are due for payment. Generally the payments clerk is aware of the Third Party suppliers to whom the payments can be released on behalf of the supplier. The Payment's department have the right to override the actual party to whom the payment can be made at the time of making payments. This functionality lets you do the following: Establish Third Party relationship Default Third Party supplier information when creating invoice and processing payments. Override Third Party supplier information on the Invoice and Payments windows. Default Remit To Bank Account for the Third Party supplier on Invoice and Payment windows. While processing payments to Third Party Supplier: Uses the address of the Third Party supplier, when the Payment Process Type is Printed. Uses the Bank and Bank Account information of the Third Party supplier, when the Payment Process Type is Electronic to transfer funds. Related Topics. Entering Foreign Currency Invoices. Mixed Invoices. Prorating Freight and Miscellaneous Charges. Entering Freight on Invoices. Taxes on Invoices.
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