Advances and Prepayments
You can create prepayments and apply them against Oracle Projects expense reports using Oracle Payables after an expense report is loaded into Oracle Payables. An advance, or prepayment, refers to funds advanced to an employee for travel or other expenses. When an employee incurs an expense and submits an expense report, you reduce the amount of the reimbursement by applying outstanding prepayments to it.
You can apply prepayments to an expense report when the expense report is in the Oracle Payables interface tables or when the expense report is loaded in Oracle Payables as an invoice.
To Apply Prepayments to Expense Reports before they are loaded in Oracle Payables as an invoice:
1. Use Oracle Payables to enter a prepayment, approve it, and pay it (see below).
2. Enter and approve the expense report in Oracle Projects; release the expense report batch.
3. Distribute expense reports and interface them to Oracle Payables using Oracle Projects processes. You can use the DTE Distribute and Interface Expense Report Costs to AP interface streamline option.
4. Apply the prepayment to an expense report using the Oracle Payables Expense Report window (see below).
5. Run the Oracle Payables Invoice Import program and tie back invoices from Oracle Payables to Oracle Projects. You can use either of the following Oracle Projects interface streamline options:
- ITES: AP Invoice Import and Tieback Expense Reports
- ITEU: AP Invoice Import (Unsummarized Report) and Tieback Expense Reports.
6. Review invoices and payments in Oracle Payables.
When you enter a prepayment, Oracle Payables automatically creates invoice distributions and a scheduled payment. After you pay a prepayment, you can apply the paid amount to an expense report or invoice to reduce the amount you owe. Oracle Payables automatically creates reversing distribution and payment schedule lines and updates the remaining amount of the prepayment.
You use the Invoices window in Oracle Payables to create and approve prepayments. You must approve and pay a prepayment before you can apply it to an invoice. You can use the Payments window in Oracle Payables to pay a prepayment.
You can use the Expense Report window in Oracle Payables to apply a prepayment or enter a hold against an expense report. You can apply prepayments and holds to expense reports after you interface expense reports into Oracle Payables, but before you run Payables Invoice Import and create invoices from the expense reports. You cannot change any information for an Oracle Projects expense report in the Expense Reports window; you can only apply prepayments or holds.
You can also apply prepayments and holds to expense reports after you run Payables Invoice Import when the expense reports are invoices in Oracle Payables.
See Also
Prepayments
