Oracle Cloud allows select users to access invoice details directly through the Payables Invoice application. User can search for an Invoice Number or Purchase Number to see the supporting details of searched information.

Security Access

The actions in this document can be completed by the Oracle Procurement and Payables Viewer, and some key Central Finance Users.  All others would need to use the Payables Management Dashboard in Orbit.

• Invoices must complete the import process from Nimbello before it is visible in Oracle
• If searching by a PO number a list of all associated Purchase Order will appear

Searching for Invoices

1. Log in to Oracle
2. Select Payables
3. Select Invoices

4. Select the Task Bar
5. Select Manage Invoices

6. Change the Saved Search option to Purchase Orders
7. Enter the Invoice Number or Purchase Order Number
8. Select Search

The Search results will appear and provide you high level information about an invoice associated to your search.

If you would like to view more information about the invoice, select the Invoice hyperlink

Once you select the invoice hyperlink, you will be directed to the invoice page.  The header level information will provide you the basic details about the invoice and allows the users to download the original invoice .pdf.

Lines Section

The Lines Section allows users to view the link level information associated to the invoice.  If there is more than one line associated to the invoice the table will provide multiple lines.  Additionally, you can see the PO Number associated to the invoice and it will break down Shipping and Handling and Tax totals all in one view.

Holds and Approvals

This section allows users to see the invoice approval workflow and will help users identify where in the approval workflow the document is held up.

Example Hold Reasons:

• Allocation generates an invalid account.
• Line does not have enough information to generate distributions.
• One or more distribution lines fall into a closed period.
• The project cost attributes failed business rule and transaction control validations. Review the hold details for more information.
• This distribution combination on the invoice is not valid. You must either enter a valid distribution combination or reenable the distribution combination.
• Total of invoice distributions does not equal invoice amount.
• Total of invoice lines does not equal invoice amount.

Payments

This section will include all the payments setup for this invoice.  This information will only be available if the invoice is no longer in a hold status.

Additionally, you will be able to see whether the payment was cashed or not.

Payment status:

• Cleared – Payment was cashed, or the ACH reached the remit-to bank account
• Issued – Payment was created issued and not matured to negotiable status
• Negotiable – Payment was created and not cashed by the supplier
• Voided – A payment was voided and no longer valid for payment
• Stop Initiated – A stop payment request was initiated but the payment was not voided

Users can select the Payment Number hyperlink to find more details about the payment.

Installments

This section allows users to see the details of the how the payments were installed on this invoice.  If we were to send out partial invoice payment, you will see multiple installments listed.

If you see an installment hold, reach out to the Knowledge and Support Center by calling 773-702-5800 option 6 or opening a ticket.

Example Installment Holds:

• Invoice amount limit – The invoice validation process places an Amount hold on the invoice. This happens if an invoice amount exceeds the specified limit
• All invoices - You can't select the supplier site for payment in a payment process request or in a Quick payment
• Unmatched invoices – The invoice validation process places a Matching required hold on the invoice. This happens if an invoice isn't matched to a purchase order, receipt, or consumption advice    
• Unvalidated invoices – The invoice validation process places a Supplier hold on invoices that are created after you enable this option. You can still pay invoices that were previously created and validated