Invoices in Payables - an 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 real-life invoice documents you receive from your supplier.


Invoice Types:


1.  Standard:  An invoice from a supplier representing an amount due for goods or services purchased. Standard invoices can be either matched to a purchased order (PO) or not matched.


2.  Credit Memo:  A memo from a supplier representing a credit amount toward goods or services.


3.  Debit Memo:  An invoice you enter to record a credit for a supplier who does not send you a credit memo.


4.  Mixed:  An invoice type you enter for matching to both purchase order (PO) and invoices. You can enter either a positive or a negative amount for a Mixed invoice type.


5.  Prepayment:  A type of invoice you enter to pay an advanced payment for expenses to a supplier or employee.


6.  Expense Report:  An invoice representing an amount due to an employee for business-related expenses.


7.  Withholding Tax:  An invoice you enter to remit taxes withheld to the appropriate tax authority.


8.  Interest:  If you allow interest invoices, payables will automatically calculate interest for overdue invoices and create interest invoices for selected purposes.


9.  Retainage Release:  Invoices created for complex work and advance contract financing. 


10. Transportation Invoices:  Invoices from freight payment.


Entering Invoices:


1.  Invoice Import
2.  Invoice Workbench
3.  Quick Invoices windows
4.  Creating Invoices Automatically


1.  Invoice Import:  


a.  From external systems: Invoices can be imported from external sources  (Third Party tools or other Oracle applications).


b.  Payables or Oracle iExpenses expense reports: Expenses reports that your employee enter in Payables or  using a Web browser (iExpenses) are converted into invoices.


c.  From EDI Invoices: Electric invoices transferred from Oracle e-Commerce Gateway or Third Party EDI tool.


d.  XML Invoices:  Electronic invoices transferred from the Oracle XML Gateway. 


e.  Oracle Property Manager invoices:  Lease invoices transferred from Oracle Property Manager.


f.  Oracle Assets lease payments:  The payments transferred from Oracle Assets. 


2.  Invoice Workbench:  


The Invoice Workbench is used to enter any invoice directly into the Payables system. You use this window instead of the Quick Invoices window when entering complex invoices or invoices that require online validation and defaulting. Also, use this window when entering an invoice that needs immediate action, such as payment.


3.  Quick Invoices Window:  The Quick Invoices Window is used for high-volume invoice entry for invoices that do not require extensive validation and defaults. After entering invoices in the Quick Invoices window, import them into Payables. Validation and defaulting occurs during import.


4.  Creating Invoices Automatically:  


a.  Recurring Invoices: You can set up your system to automatically create invoices, for example, rent invoices.