Invoice Import
You use the Oracle Payables Invoice Import program to automatically create invoices and invoice distribution lines from Oracle Projects expense report information that you load into Oracle Payables interface tables. Oracle Payables imports expense report interface data into Oracle Payables invoice tables.
Note: AP Invoice Import does not call Workflow. If you manually populate the invoice import tables, you need to supply the accounting flexfield information.
You can submit the Payables Invoice Import program from Oracle Payables, or by using one of the Oracle Projects streamline options. If you submit Invoice Import from Oracle Payables, you must specify a source of Oracle Projects. Leave the batch name and GL date blank.
Oracle Payables identifies invoices you create from Oracle Projects expense reports with a source of Oracle Projects so that you can easily determine the source of your project invoices.
Prerequisites:
- Enter expense reports in Oracle Projects.
- Run Oracle Projects PRC: Distribute Expense Report Costs process to calculate the amount and generate accounts.
- Submit Oracle Projects PRC: Interface Expense Reports to Payables process to transfer expense reports to the Payables Invoice Interface Tables.
- If the Oracle Payables Create Employee As Supplier option is not enabled, manually enter the employee as a supplier in the Supplier window.
To Submit Invoice Import for Expense Reports Entered in Oracle Projects:
1. In the Submit Request window, choose the Request Type, and select Payables Invoice Import.
2. Enter the report parameters. Do not enter a batch name. Select Oracle Projects for the source. Leave the GL date field empty.
If you want to purge expense reports from the Invoice Import Interface Tables, enter the date criteria you want Payables to use. Payables will delete all Oracle Projects expense reports that were entered before this date and have already been imported and tied back to the original expense report in Oracle Projects.
3. Choose OK to submit Invoice Import for all Oracle Projects expense reports in the system that have not yet been imported. Payables creates invoices with the following attributes:
- Supplier name is Employee Name.
- Invoice date is Week Ending Date.
- Invoice number is the expenditure batch name from Oracle Projects appended to a unique identifier for the expense report.
- Invoice distributions based on cost distribution of expense report items. Also, each invoice distribution in Oracle Payables includes expenditure item information, such as project information, amount, and account coding.
- Invoice liability account based on AutoAccounting rules in Oracle Projects.
- Scheduled payments based on payment terms defined in the Payables Options window.
- Payment method from the Financials Options window.
- If the supplier is a U.S. federally reportable 1099 supplier, Oracle Payables enters the income tax type for each invoice distribution.
- When the program is complete, you can query the new invoices in the Invoice Workbench. The new invoices are ready for approval and payment.
4. In Oracle Projects, be sure to run the PRC: Tieback Expense Reports from Payables process.
Output Reports
Each time you run Invoice Import, Oracle Payables prints output reports which allow you to track each expense report created by Invoice Import, as well as exceptions that Invoice Import encounters during the import process.
For detailed information concerning the exceptions that Invoice Import may encounter for Oracle Projects expense reports, please refer to the Oracle Payables User's Guide.
