Purpose
This reference guide is intended for AP Invoice Processors to create and manage recurring invoices, create manual invoices, and create and apply credit memos.
Actions
· Create Recurring Invoices Manually
· Create and Apply Credit Memos Manually
Terminology
· Invoice: A document generated by the supplier itemizing a list of goods shipped and/or services rendered for which the University owes payment.
· Recurring Invoices: Invoices that need to be created and paid regularly for a static dollar amount
· Credit Memo: Negative invoice submitted by a supplier due to credit needing to be issued.
Create an Invoice Manually
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select the Payables module.
3. Select Invoices.
4. Select the Taskbar.
5. Select Create Invoice under Invoices.
6. Enter the PO from the supplier's invoice. The Business Unit, Supplier, and Supplier Site will automatically populate. Add Invoice Number and Amount. The Invoice Type will default. Enter a Description.
Note: If an invoice is not being matched to a PO, Business Unit must be selected before selecting the supplier.
7. Select the > icon next to Match Invoice Lines.
8. Select the checkbox under Match.
9. Select Apply and then select OK. If this is a Services Invoice, enter the amount.
10. Select Save and Close.
You have now completed the process of Creating an Invoice Manually.
Create Recurring Invoices Manually
Note: If you are creating Recurring Invoices for the first time, you MUST take the following actions before continuing onto any steps in Oracle. If you experience issues, cross check your settings
· Ensure that you have Admin Privileges on your computer.
· Restart your computer.
· Enable Macros in MS Excel For ADVDI.
· Open MS Excel and go to Excel Options Trust Center.
· In the Trust Center, select Trust Center Settings then select Macro Settings.
· Select Enable all macros (last checkbox) and Trust access to the VBA project object model.
· Save all the changes and close MS Excel.
1. Log into Oracle using the Company Single Sign-On.
2. Select the Navigator.
3. Select Tools.
4. Select Download Desktop Integration Installer.
a. ADFDI Excel Add-in (adfdi-excel-addin-installer.exe) must be installed.
b. If you have not done so already, install AFDI Excel Add-In. You will see a pop up with step-by-step guidance for installation.
5. Navigate and select the Payables module.
6. Select Invoices.
7. Select the Taskbar.
8. Select Create Recurring Invoices. The recurring invoices template will be downloaded. Open the recurring invoices template.
9. The system will ask if you want to connect. Select Yes and sign in.
10. Select University General as the Business Unit. Enter the Invoice Number, Invoice Amount (this is the amount of a single invoice, not the total for the duration), Supplier, and Supplier Site. Enter the Currency.
11. Search and select Calendar Name by double clicking in the cell. Select the monthly or quarterly calendar in the From Period and To Period. Enter the beginning month and ending month.
12. Enter the Distribution Amount. This should coincide with the Invoice Amount unless you are allocating. Select the Distribution Combination. If these recurring invoices relate to a project, move to the CQ column and select the appropriate POET(AF) information.
Note: If you are adding a POET(AF) combination, you need to include "Project/Grant Related" in the Distribution Set.
13. To add multiple lines, select Business Unit from the dropdown. A ^ icon will populate in the Changed column of the Template Row Line 2 (and any additional lines).
14. Populate required line level fields for Template Row Line 2 (and any additional lines).
Note: Total of Line Amounts that were added in column BD must equal Invoice Amount in column H.
15. Select the Create Invoices tab.
16. Select Generate.
17. Leave 'On failure, continue to upload subsequent row' options checked on the prompt and select OK.
18. Select OK in the confirmation window and close the Excel file.
You have now completed the process of Creating Recurring Invoices Manually.
Mange Recurring Invoices
1. If you want to review the invoices that you created, log into Oracle using the Company Single Sign-On.
2. Navigate and select the Payables module.
3. Select Invoices.
4. Select the Taskbar.
5. Select Manage Invoices.
6. Search by the Supplier that was entered into the spreadsheet.
7. Select Search. The Invoice Number for the recurring invoices that were generated will contain the prefix entered in the spreadsheet followed by "_1", "_2" and so on, according to the parameters set by Calendar and Period.
8. Select the Invoice Number to open the invoice.
9. Update details as necessary and select Save and Close.
You have now completed the process of Managing Recurring Invoices.
Create and Apply Credit Memos Manually
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select the Payables module.
3. Select Invoices.
4. Select the Taskbar.
5. Select Create Invoice under Invoices.
6. Enter Identifying PO number if credit memo is being applied to a PO Invoice. The Business Unit, Supplier, and Supplier Site will automatically populate. Add Invoice Number and Amount. Select Invoice Type as Credit Memo. Enter a Description.
Note: Original invoices must be Validated before applying the credit memo manually.
7. Select the > icon next to Lines.
8. Additionally, "Correct Matched Invoices" is used when the original invoice was successfully validated whereas "Correct Unmatched Invoices" is used when the original invoice wasn't successfully validated. Then select the small grey arrow to the right of the dropdown.
9. Select the Checkbox under the Correct field. Choose Amount Correction as Correction Type and enter the same negative Amount as the header level.
10. Select Apply then select OK.
11. Navigate to the Totals section and verify Total and Due amounts match.
12. Select Save.
13. Select the Invoice Action dropdown.
14. Select Validate.
15. Select Save and Close.
You have now completed the process of Creating and Applying a Credit Memo Manually.
Manage Invoice Holds
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select the Payables module.
3. Select Invoices.
4. Select the Search.
5. Search by Invoice Number.
6. Select Needs revalidation status hyperlink for the Invoice Summary pop out window.
7. Select hyperlinked number of System Holds to view hold.
8. Manage Holds pop out window includes Hold Name and Hold Reason. AP Invoice Processor updates invoice as necessary, and releases the Hold.
9. AP Invoice Processor Validates invoice and Initiates Approval to resume approval workflow of the invoice.
You have now completed the process of Managing Invoice Holds.
Manage Invoice Import Exceptions
Note: If exceptions are identified during Import Payables Invoices process, Invoice Import Exceptions Report is automatically generated.