Enter a Matching Invoice

Enter a Matching Invoice

Updated 10/12/16

Introduction

This quick reference guide provides the steps necessary for entering an invoice matched to an obligation (purchase order) and steps for matching to a Receipt (Purchase receipt) into Oracle.

Steps to Match to a Purchase Order

Steps to Match to a Receipt (R12MNTPROD only)

Steps to Match to a Purchase Order

Navigation

Payables > Invoices > Entry > Invoices

The Invoice Workbench is displayed.

Invoice Workbench

To enter a Matching Invoice, complete the following steps on the Invoice Workbench window:

Step Number / Field Name / Action
1. / Operating Unit / Defaults based on responsibility or Select from list of values (LOV).
2. / Type / Defaults to Standard, but must be changed to Mixed, if the invoice header amount is negative.
3. / Invoice Num / Vendor’s invoice number – See Document Numbering Scheme.
This is the addendum information that goes to the vendor. (comments to print).
Do not use special characters (e.g. “*”) in the invoice number, or enter spaces after the invoice number.Using special characters in the invoice number or adding spaces after the invoice number, can cause the SPS payment file to fail to upload into the SPS computer.
4. / Supplier / Enter the Supplier Name or Select from the LOV.
5. / Supplier Number / Defaults if Supplier entered first or Select from LOV.
6. / Supplier Site / Defaults based on Supplier Name or Supplier Number, otherwise select from LOV.
7. / Invoice Amount / Enter the dollar amount of document total.
8. / Invoice Date / Enter date listed on invoice in MM/DD/YYYY format or Select from calendar view.
9. / Log/Accepted Date / Enter the later of log or delivery/acceptance date in MM/DD/YYYY format.
10. / GL Date / Defaults to the system date.You will need to change if attempting to post in a period other than the current period.The format is MM/DD/YYYY.
11. / Description / Description of the invoice. Can be used to help a customer identify the purpose of the transaction.
Note: This will not display on the payment record sent to the supplier.
12. / Match Action / Defaults to Purchase Order. Select from LOV to change.
13. / Terms / Defaults based on the supplier. If invoice terms are different than the suppliers default terms, you will need to override the default terms as appropriate. Should be IMMEDIATELY for IPAC’s.
14. / Payment Method / Defaults based on the supplier.Verify that it is correct and make changes if necessary.Should be CLEARING for IPAC’s.
15. / Pay Group / Defaults based on the supplier.
16. / Payment Reason / Defaults based on the supplier. Can be updated if needed.
17. / Click the Matchbutton to match to the obligation. This will open the Find Purchase Orders for Matching window.

Find Purchase Orders for Matching Window

Step Number / Field Name / Action
18. / Purchase Order - Num / Select PO number you are matching the invoice against.
19. / Find button / Click the Find button to go to the Match to Purchase Orders window.

Match to Purchase Orders Window

Step Number / Field Name / Action
20. / Match checkbox / Check the Match checkbox on the line of the Purchase Order that you want to match against.
21. / Qty Invoiced / Enter the quantity invoiced.
If the invoice unit price differs from the PO unit price, the user has the following options:

Request the PO be modified to match the invoice
Request a corrected invoice
Calculate the quantity invoiced by dividing the amount invoiced by the PO unit price, and enter the result.Use as many decimal places as necessary to make the match amount equal the invoice amount when applicable
Enter the quantity invoiced and actual invoice unit price.

22. / Unit Price / This is the unit price per item.It will appear grayed out, if the PO shipment being matched to is amount based, such as for Services.
This price defaults based on the Purchase Order, but can be changed. You can enter the actual invoice unit price.
Note:When the invoice unit price differs from the purchase order unit price, Oracle will create an Invoice Price Variance line (IPV) on the invoice. This will be the quantity invoiced x unit price difference.
23. / Match Amount / Tab to this field.Oracle will calculate the match amount by multiplying the quantity billed by the unit price.
24. / Final Match checkbox / Optional, click on the Final Match checkbox to indicate that you want this to be the final match to this PO line. The PO shipment being matched against will be Finally Closed.
*Do not choose final match unless you are completely sure that this is what you want to do. This process cannot be reversed.*
Using the Final Match checkbox is not recommended.

Final Match Validation

If un-validated invoices are tied to the PO you are attempting to final match against, the invoice will be placed on hold with a "Can't Close PO" hold when the invoice is validated, and the PO will not be finally closed.

Step Number / Field Name / Action
25. / Final Match checkbox / Optional, upon clicking the Final Match checkbox a Decision window is received warning a final match cannot be undone. If a final match is desired at the shipment level, check Yes. Otherwise check No.

GL Date Verification

GL date on invoice must be >= the GL date reflected on the purchase order distribution for the shipment being matched against. Otherwise, an error message will be received preventing the match from occurring. The end-user will need to click the OK button.Close the window and return to the Invoice header and correct the GL date and proceed with clicking the Match button.

Unit Price Verification

Unit Price under the Match to Purchase Orders window cannot be changed to an amount different than the unit price on the Purchase Order Line for the shipment being matched against.If user attempts to change the unit price, an error message will be received. Click OK and change the unit price back to resolve the error.

Step Number / Field Name / Action
26. / Match button / Click the additional Match button on this window.
Note that the matched PO Number will be displayed in the PO Number field of the Lines tab/region of the Invoice Workbench window (not the PO Number field in the header).
27. / If you are matching to a PO Shipment that has multiple distributions, a Decision box will open. Click the Match to Shipment button.
This document has multiple distributions available for matching. Unless you match to specific distributions, Payables will prorate your match across all available distribution lines. Chose the Match to Shipment button to proceed with the proration. Chose Cancel to cancel the proration, so that you can manually match to specific distributions.

PO Lines with Multiple Distributions

Currently, Oracle is set to allow matching at the shipment level only. Oracle will automatically prorate the match against each distribution associated with the line matched against.

Step Number / Field Name / Action
28. / If you wish to enter additional lines on the invoice, either repeat the matching process to match to additional Purchase Orders or click the Lines tab to manually enter lines that do not match (non-referencing) to an obligation.
Note: Do not use the Shift F6 function to copy invoice lines that are matched to a purchase order.
You may also click the Distributions button and:
·Update the Descriptive Flexfields when applicable (see below).
·Update the Description field to add dates of service when applicable.
·Review the lines previously matched.

Invoice Distribution – Descriptive Flexfield (DFF)

Invoice Actions Window

Step Number / Field Name / Action
29. / Click the Actions button. The Invoice Actions window is displayed.
30. / Validate checkbox / Click the Validate checkbox to validate the document.
31. / OK button / Click the OK button.The status of the invoice should change to validated.
32. / Global Descriptive Flexfield – GDF
( ) / Click All Distributions. Review the GDF ( ) values for BETC which populates from the matched Purchase Order. Update or change if necessary. If the values did not populate from the matched purchase order they must be entered and the changes saved.
Note: For Federal Suppliers Only, populate the Trading Partner TAS and Trading Partner BETC. For all suppliers BETC is required.

Holds

If the AFF value (accounting string) transferred from the PO to the invoice distribution, after matching the invoice to a PO shipment, has been disabled or end-dated, a "Dist Acct Invalid" hold will be placed on the invoice when it is validated.To release the hold, the Oracle Support Team will have to be contacted to enable the AFF value.Once the AFF has been enabled, the invoice can be validated again.The hold will be automatically released.

If the invoice was matched to a PO that requires a 3 or 4 way match, and the quantity billed on the invoice is less than the quantity received or quantity accepted, then a “Qty Rec” or “Quality” hold will be placed on the invoice, and the status of the invoice will be changed to “Needs Revalidation”.

To release the “Qty Rec” hold, a receipt will have to be entered for the difference between the quantity billed and received.The invoice can then be queried and validated again. The “Qty Rec” hold will be released automatically, and the status of the invoice changed to “Validated”.

To release the “Quality” hold, the inspection will need to be recorded for the difference between the quantity billed and accepted. The invoice can then be queried and validated again. The “Quality” hold will be released automatically, and the status of the invoice changed to “Validated”.

Step Number / Field Name / Action
32. / Click the Scheduled Payments tab.

33. / Due Date / Review due date of the payment and confirm that it is correct.In some instances, the Due Date Calculation Process (run each morning) will need to be completed before the Due Date is correct – this is because of the prompt pay discount and invoice return rules. Additionally, the system is set to take the most advantageous of the terms, if the terms on the purchase order and the invoice are different.
34. / Navigation can be made through the various tabs to exit the Schedule Payments data. Click on the Generaltab to return to the original tab.
35. / Status / Make sure the status of the document is “Validated”. If the status is “Needs Revalidation”, click on the Holdstab

to identify and correct the problem.If the invoice is over $2,500, take the invoice to someone with “ACCOUNTANT” or “LEAD ACCT” responsibility to release the hold.
36. / To exit the document, select the “X” in the top right corner of the active screen.

Past Due Invoice or Invoice with a Lost Discount

If the invoice you are creating will result in a missed discount or be past due, please refer to the Assigning Interest and Discount Lost Reason Codes Quick Reference Guide. Reason codes must be entered into Oracle.

Steps to Match to a Receipt (R12MNTPROD only)

Navigation

Payables > Invoices > Entry > Invoices

The Invoice Workbench is displayed.

Invoice Workbench

To enter a Matching Invoice to a Receipt, complete the following steps on the Invoice Workbench window:

Step Number / Field Name / Action
1. / Operating Unit / Defaults based on responsibility or Select from list of values (LOV).
2. / Invoice Num / Vendor’s invoice number – See Document Numbering Scheme.
This is the addendum information that goes to the vendor. (comments to print).
Do not use special characters (e.g. “*”) in the invoice number, or enter spaces after the invoice number.Using special characters in the invoice number or adding spaces after the invoice number, can cause the SPS payment file to fail to upload into the SPS computer.
3. / Supplier / Enter the Supplier Name or Select from the LOV.
4. / Supplier Number / Defaults if Supplier entered first or Select from LOV.
5. / Supplier Site / Defaults based on Supplier Name or Supplier Number, otherwise select from LOV.
6. / Invoice Amount / Enter the dollar amount of document total.
7. / Invoice Date / Enter date listed on invoice in MM/DD/YYYY format or Select from calendar view.
8. / Type / Defaults to Standard, but must be changed to Mixed, if the invoice header amount is negative.
9. / GL Date / Defaults to the system date.You will need to change if attempting to post in a period other than the current period.The format is MM/DD/YYYY.
10. / Description / Description of the invoice. Can be used to help a customer identify the purpose of the transaction.
Note: This will not display on the payment record sent to the supplier.
11. / Match Action / Defaults to Purchase Order. Select from LOV to change to Receipt.

12. / Terms Date / Enter (usually the date that the invoice is received). Note that this date is saved but the payment due date can be recalculated by the Oracle Federal Due Date Calculation process.
13. / Terms / Defaults based on the supplier. If invoice terms are different than the suppliers default terms, you will need to override the default terms as appropriate. Should be IMMEDIATELY for IPAC’s.
14. / Payment Method / Defaults based on the supplier.Verify that it is correct and make changes if necessary.Should be CLEARING for IPAC’s.
15. / Pay Group / Defaults based on the supplier.
16. / Payment Reason / Defaults based on the supplier. Can be updated if needed.
17. / Click the Matchbutton to match to the Receipt. This will open the Find Receipts for Matching window.

Find Purchase Orders for Matching Window

Step Number / Field Name / Action
18. / Receipt Num / Enter the Receipt number you want to match to.
Note: You can enter the Purchase Order number in the Purchase Order Num field.
19. / Find button / Click the Find button to go to the Match to Purchase Orders window.

Find Receipts for Matching window

Match to Purchase Orders Window

Step Number / Field Name / Action
20. / Match checkbox / Check the Match checkbox on the line of the Receipt that you want to match against.
21. / Qty Invoiced / Enter the quantity invoiced.
If the invoice unit price differs from the PO unit price, request the PO be modified to match the invoice, request a corrected invoice, or calculate the quantity invoiced by dividing the amount invoiced by the PO unit price, and enter the result.Use as many decimal places as necessary to make the match amount equal the invoice amount when applicable.
22. / Unit Price / This is the unit price per item. Do not update this field. This price is determined by the Purchase Order. It will appear grayed out, if the PO shipment being matched to is amount based, such as for Services.
23. / Match Amount / Tab to this field.Oracle will calculate the match amount by multiplying the quantity billed by the unit price.
24. / Final Match checkbox / Optional, click on the Final Match checkbox to indicate that you want this to be the final match to this PO line. The PO shipment being matched against will be Finally Closed.
*Do not choose final match unless you are completely sure that this is what you want to do. This process cannot be reversed.*
Using the Final Match checkbox is not recommended.

Final Match Validation

GL Date Verification

Unit Price Verification

Unit Price under the Match to Receipts window cannot be changed to an amount different than the unit price on the Purchase Order Line for the shipment being matched against.If user attempts to change the unit price, an error message will be received. Click OK and change the unit price back to resolve the error.

Note: If you receive the below Error message after clicking Match you will need to check the Invoice Match option setting on the purchase order. If the purchase order is set to the incorrect match level, i.e. Purchase order when it should be Receipt the Purchase order will need modified.

PO Lines with Multiple Distributions

Currently, Oracle is set to allow matching at the shipment level only. Oracle will automatically prorate the match against each distribution associated with the line matched against.

Step Number / Field Name / Action
27. / If you wish to enter additional lines on the invoice, either repeat the matching process to match to additional Purchase Orders or click the Lines tab to manually enter lines that do not match (non-referencing) to an obligation.
Each time you do a match you must go to the Match Action on the Header and set the field to the applicable choice, i.e. Receipt.
Note: Do not use the Shift F6 function to copy invoice lines that are matched to a purchase order.
You may also click the Distributions button and:
·Update the Descriptive Flexfields when applicable (see below).
·Update the Description field to add dates of service when applicable.
·Review the lines previously matched.

Invoice Distribution – Descriptive Flexfield (DFF)