Accounts Payable Matching Invoices to Purchase Order

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					ACCOUNTS PAYABLE
Oracle version 11.5.10




      Version 1 : March 2009
                 ACCOUNTS PAYABLE
                               Contents
Introduction___________________________________________________________4
Matching Invoices to Purchase Orders __________________________________5
 Basic procedure for matching an Invoice to a Purchase Order _________________ 5
 Changing the VAT code after matching an Invoice to a Purchase Order _______ 12
 Changing the Account code of an Invoice matched to a Purchase Order_______ 14
 Matching an Invoice to Multiple Orders _____________________________________ 15
 Matching a Purchase Order to Multiple Invoices _____________________________ 18
 Final Matching Invoices to Purchase Orders_________________________________ 20
Standard Invoice Entry _______________________________________________23
Expense Claim Input__________________________________________________30
Intra-Departmental Transfers __________________________________________35
Credit Note Entry _____________________________________________________38
 Basic Credit Note Entry ____________________________________________________ 38
 Matching Credit Notes to Existing Invoices __________________________________ 43
Entering VAT only Invoices ___________________________________________47
Allocating Freight & Miscellaneous Charges ___________________________49
Adjusting Invoice and Invoice Distribution Details ______________________53
 Clearing Input Data ________________________________________________________ 53
 Deleting Input Data ________________________________________________________ 53
 Cancelling Invoices________________________________________________________ 53
 Amending VAT Code errors ________________________________________________ 55
 Changing Account Codes and Reversing Distributions_______________________ 56
First Level Invoice Approval___________________________________________58
 Validating (Approving) Individual Invoices __________________________________ 58
 Validating (Approving) Invoice Batches _____________________________________ 59
Releasing Holds ______________________________________________________61
Pre Secondary Level Approval Report _________________________________63
Secondary Level Approval ____________________________________________68
 Standard Oracle Secondary Approval process_______________________________ 68
 UCL Secondary Invoice Approval process __________________________________ 71
Stopping Payment of Invoices_________________________________________74
Invoice Batches Inquiry _______________________________________________76
 Finding Batches___________________________________________________________ 76
 Finding the last batch number used ________________________________________ 77
                                       2
 Printing Batch Headers ____________________________________________________ 79
Invoice Enquiry ______________________________________________________80
 Invoice Overview __________________________________________________________ 80
 Invoice Summary__________________________________________________________ 81
 Invoice Modification Data __________________________________________________ 82
Supplier Enquiry _____________________________________________________83
Payment Inquiry______________________________________________________85
 Single payment Inquiry ____________________________________________________ 85
 Multiple Payment Inquiry___________________________________________________ 86
Reports in Accounts Payable__________________________________________87
Period - End Procedures ______________________________________________92
 Invoice On Hold Report ____________________________________________________ 92
 Invoice Register (Showing Only Unapproved Invoices) _______________________ 93
 Invoice Enquiry : Approved Invoices That Have Not Been Paid________________ 94
 Invoice Enquiry (Showing Unposted Invoices Held After First Level Approval) _ 95
Appendix I – Getting Help _____________________________________________96
Appendix II - The Toolbar _____________________________________________97
Appendix III – Keyboard Shortcuts_____________________________________98
Appendix IV –Summary of Approval Holds Codes ______________________99
Appendix VI - Frequently Asked Questions ____________________________107
Appendix VII – Invoice and Invoice Distributions Adjustments Charts ___114




                                       3
Introduction

This user guide assumes familiarity with navigating within Oracle Financials, either gained
through attendance on the Introduction to FIS course, or through having read the
Introduction to FIS (Navigation) document. In addition, appendices are included at the
end of this guide to provide assistance in getting help and using the toolbar and keyboard
shortcuts.

Familiarity with the Microsoft Windows environment is also assumed, as well as an
understanding of basic Windows’ terminology, such as clicking and double-clicking.




                                            4
             Matching Invoices to Purchase Orders
             Basic procedure for matching an Invoice to a Purchase
             Order
             •   Log into Oracle Financials and click on your AP responsibility.

             •   Under Invoices: Entry, click on Invoice Batches




             •   When you first open the Invoice Batches window, it will look like this:




Click on this
button to open
a customised
folder.




                                                           5
It is possible to customise the layout of this form by selecting Folder > Open from the
menu, or you can choose a pre-customised folder by clicking on the Open Folder icon.




•   Choose the folder you wish to use, ie UCL BATCH HEADER, by double-clicking on it,
    or by selecting and clicking [OK].




The layout of this window has been designed to be easier to use; the main advantage
being that you do not need to scroll across the screen to see the relevant fields.

•   To set this folder to open automatically when you enter the Invoice window, open the
    relevant folder and select Folder > Save As… from the menu.

•   Click in the checkbox to select Open as Default and then click on [OK].




                                            6
                 •   Enter Batch Number – ie Departmental Prefix (in capital letters eg EE or CE)
                     followed by the next batch sequence number.
                     To find out the last number used, click on the Find icon         and enter a date range
                     within the last few working days. This will list the invoices for your department.

                     Select View > Record > Last to go to the last batch number in the sequence.

                 •   The Batch Date will automatically be filled in as the date of entry and you will not be
                     able to change this.

                 •   If all of the invoices you are entering in this batch are of the same type, eg PO
                     Default, select this type from the dropdown list in the Invoice Type field.




                 •   Click on [Invoices].

                 The first time you open this window, it will look like this:




Click on this
button to open
a customised
folder




                 •   To open a customised folder, such as PINV for Standard Invoice Entry or Purchase
                     Order Match, click on the Open Folder button      . These folders have been
                     designed to be easier to use than the standard folder.



                                                                 7
              •   Select the relevant folder by double-clicking on it or by selecting it and clicking on
                  [OK].




The name of
the folder will
be displayed
here – click on
the Open
Folder button
to change it.




              Again, the layout of this window has been designed to be easier to use so that you do not
              need to scroll across the screen to see the relevant fields.

              •   If you would prefer one of these folders to open automatically when you enter the
                  Invoice window, open the relevant folder and select Folder > Save As… from the
                  menu. Click in the checkbox to select Open as Default.




                                                          8
•   Click on [OK].

•   Ensure that the Invoice Type is set to PO Default; if it is not, enter PO Default or
    choose it from the List of Values . Press the tab key or click in the Supplier field.

    A window will appear at the top of your screen to prompt you to type in the Purchase
    Order number:




•   Type in the number of the Purchase Order and click on [OK].

    Notice that the details of the Supplier’s name, number and site will be entered from
    the details of the Purchase Order.

•   Type in the date of the invoice, or open the List of Values    and choose the correct
    date from the Calendar.




                                                                    Use the arrows on
          Use the arrows                                            the right to scroll
          on the left to                                            between the years
          scroll between
          months




    The date of entry will be used if you do not specify a date.

•   Type in the Invoice Number as quoted on the Invoice.

    NB:    This number must be unique to a supplier – you will not be permitted to enter
           the same number for two different invoices. This field is also case-sensitive.
           Use upper case letters as much as possible.

•   If you need to specify payment terms – for instance, if the invoice must be paid
    immediately or must be paid a specific number of days after the invoice date – scroll
    across to the Terms field and select the applicable option from the List of Values .
    Please inform the Accounts Payable section if the required terms are not available.
    The default payment term is Net30 and invoices are paid at least 14 days before the
    due date.

•   Type in the total (gross) Invoice Amount as quoted on the Invoice.

•   Click on the [Match] button towards the bottom right of the window. Make sure that
    the button to the right of the [Match] button reads “Purchase Order”. If not, click on
    this button and select Purchase Order from the drop-down list.
                                              9
•   Confirm that the correct Purchase Order number is entered and click on the [Find]
    button.




•   Select the line(s) to which you wish to match by selecting the Match checkbox(es) to
    the left of the window. Please note that this checkbox is unmarked.

•   Enter the details as they are on the invoice. If the price on the invoice is different from
    the price on the Purchase Order, enter the correct amount in the Unit Price field, and
    if the quantity invoiced is different from the quantity requested in the Purchase Order,
    ensure the correct number is entered.

•   To view the Purchase Order, click on the [View PO] button at the bottom of the
    window.




                                              10
    NB:    Check that the VAT code on the Purchase Order is the same as that on the
           Invoice. If this rate is incorrect you will have only one opportunity to correct it
           in the Invoice Distributions, prior to 1st level approving the invoice. Please see
           the instructions (Correcting the VAT after matching to a Purchase Order)
           below if this is necessary.

•   When all details are entered correctly, click [Match].

•   The window will close and return you to the Invoice header.

•   Click on the Distributions button and check the lines and VAT codes which have
    defaulted in from the Purchase Order.

    To correct the VAT rate, in 11i you can now overwrite the VAT code on the
    distribution line but only BEFORE generating the tax line, using the [Calculate
    Tax] button or Tools > View and Update Tax Summary. Once you have generated
    the tax line, you will need to reverse the distribution lines and manually input new
    ones. Please see the following section: ‘Correcting the tax code after matching to
    a Purchase Order’.

    If the Account Code is incorrect it is not possible simply to overwrite it, please see the
    following section: ‘Correcting an account code after matching to a Purchase
    Order’.

•   Once you have checked/amended the VAT code and are ready to proceed, you
    should generate the VAT lines by clicking on [Calculate Tax] or by selecting Tools >
    View and Update Tax Summary. The VAT lines will now appear.

    Note that the VAT recoverability status set up for each account code determines
    which code will be used in the VAT distribution line. VAT on non-recoverable account
    code transactions will be coded to the same code as the transaction and VAT on
    recoverable account code transactions will be coded to QB62.

•   Check that the distributions total is the same as the invoice total and that all
    distributions codes are correct.

•   If all is correct, close the Distributions window by clicking on the X in the top right-
    hand corner of the window, or by pressing Alt + F4. If the VAT or account code lines
    are incorrect please follow the separate guidance directly below (‘Changing the VAT
    code after matching an invoice to a Purchase Order’, and ‘Correcting the account
    code of an invoice matched to a Purchase Order’).

•   Repeat the above steps with any other Invoices within the batch.

•   Approve the batch/invoice(s) by clicking on the [Validate] button. This can be done
    either at Invoice or Header level (see chapter below).




                                             11
Changing the VAT code after matching an Invoice to a Purchase
Order
•   If the wrong VAT rate has defaulted through from the Purchase Order, 11i now allows
    you to overwrite the VAT rate but only BEFORE you generate the tax line. Over-
    write the tax code and then click on [Calculate Tax].

•   If the wrong VAT rate has defaulted through from the Purchase Order but you have
    generated the tax line before realizing this, if you now try to change the code the
    system will appear initially to accept the over-written tax rate and will allow it to be
    saved. However, when the invoice or batch is approved, the system will ignore the
    overwritten tax rate and replace it with the original PO distribution tax rate.

•   To correct the situation above you will need to reverse both the incorrectly VAT
    coded Item line and (if standard rated) the generated VAT line. You will then need to
    re-enter the line again using the correct VAT rate. The screen below shows the
    correct entries:

•   Stage 1: Reversing the incorrect lines: Hold down the Ctrl key and click on both
    the Net (item line) and the VAT line, then press [Reverse 2]. The number on the
    Reverse button will change according to the number of lines selected for reversing.




                                            12
•   Stage 2: Insert a new line with the correct VAT code (see line 5 below):




•   Check that the Distribution Total equals the Invoice Total as above. You can then
    proceed to approve this invoice as instructed above.



Note: Reversing PO distributions as above reverses the PO match to the invoice -
      it re-opens the PO line(s) and updates the quantity billed. If the PO is no longer
      required you will need to manually close the PO lines using your PO buyer
      responsibility.




                                            13
Changing the Account code of an Invoice matched to a Purchase
Order
1.     If an account code you used in the Purchase Order distribution lines is incorrect
       for some reason you cannot simply overwrite it in Accounts Payable. Using the
       same method as above you must reverse the line and re-enter it with the correct
       account code. You must remember also to reverse any associated VAT line as
       VAT will be generated again on the new line.

Note that reversing PO distributions reverses the PO match to the invoice - it re-opens
the PO line(s) and updates the quantity billed. If the PO is no longer required you will
need to manually close the PO lines using your PO buyer responsibility.

2.     When all account codes are correct and the line distributions total is the same as
       the invoice total then you can click on [Calculate Tax] and then validate (approve)
       the invoice as normal.




                                            14
Matching an Invoice to Multiple Orders
•   In the Navigator Window, expand Invoices and Entry by double-clicking on them or
    pressing the Return key after selecting them.

•   Open Invoices Batches by double-clicking on it or pressing the Return key.

If the folder displayed is not the pre-customised UCL Batch Header folder, choose this
folder by clicking on the yellow Open folder Button and selecting it from the list.




•   Enter the Batch Number in the Batch Number field.

•   Then press the Return key or click on the [Invoices] button at the bottom right of the
    window.

•   Match the first PO to the invoice by following the basic procedure for ‘Matching
    Invoices to Purchase Orders’ above.



To match further POs to the same Invoice:


•   Open the Invoices window and select the invoice that you wish to match against.
    Please note that the supplier details will have been entered during the first Invoice
    match to PO process :




                                             15
•   Click on the [Match] button at the bottom right of the page. The dropdown list next to
    the Match button should indicate Purchase Order. If not, click on the dropdown
    button and select Purchase Order from the list.




The Find Purchase Orders for Matching window will now appear.

•   Type in the number of the next Purchase Order to be matched.

•   Click on [Find].

•   The PO details will now be displayed in the Match to PO window.




                                            16
Select the line(s) you wish to match to, by selecting the checkbox(es) to the lefthand side
of the form.

•   Confirm the details as they are on the invoice. If the unit price on the invoice is
    different from the price on the purchase order, enter the correct amount in the Unit
    Price Field.

•   If the quantity invoiced is different from the quantity requested on the purchase order,
    ensure the correct number is entered in the Quantity Invoiced field.

The name of the PO buyer, ship-to location, and quantity billed (invoiced) will be
displayed in the Shipment section of the window.

If the quantity ordered is the same as the quantity billed the following warning will appear
on the screen if you attempt to match the PO against further invoice quantities. Please
check before you continue.




To view the Purchase Order, click on the [View PO] button at the bottom of the window.

•   When all details are entered correctly, click the [Match] button at the bottom right of
    the window.

•   The window will now appear to have been disabled - ie all of the buttons will be grey
    and inactive.

•   Close this window.

•   Repeat these steps for all of the POs you wish to match to the invoice.

                                             17
Matching a Purchase Order to Multiple Invoices

Log into Oracle Financials. Match the PO to the first Invoice by following the basic
procedure for matching an invoice to a Purchase Order.

To match the same PO (already matched to an existing invoice) to another invoice:

•   Select a new line on the Invoices window and choose the PO Default type.

•   Press the tab key to activate the PO Number window.




•   Enter the purchase order number that had been previously matched in the PO
    Number field of the PO Number window.

•   Click [OK] and enter additional Invoice details.

•   Click on [Match].




Select the line(s) you wish to match to, by selecting the checkbox(es) on the lefthand side
of the form.

•   On the Match to PO window select the lines, which match the invoice, by clicking the
    checkboxes to the extreme left of the scroll bar.

•   Input the details as they are on the invoice. If the unit price on the invoice is different
    from the price on the purchase order, enter the correct amount in the Unit Price Field.

                                              18
•   With multiple invoices the quantity requested on the purchase order and the quantity
    billed for are often different. Ensure the correct number is entered in the Quantity
    Invoiced field.

•   Notice that additional information is available in the Shipment Quantity section of the
    Match to PO window. The quantity ordered, received and the total invoiced to date
    will be displayed in this section.

•   When all details are entered correctly, click on the [Match] button at the bottom right
    of the window. The window will now appear to be disabled- i.e. all the buttons will be
    grey and inactive.

•   Close the Match to PO window

•   Generate VAT distributions if applicable by pressing the [Calculate Tax] button

•   Click on [Distributions], and ensure that the distributions and VAT codes entered are
    correct. If they are not you must reverse the Item line by selecting it with the mouse
    and clicking on the [Reverse 1] button, then re-entering the item line with the correct
    VAT code

•   Check that the VAT calculated agrees with the invoice. If there is a rounding
    difference please follow the procedure on page 32 (‘How to create VAT rounding
    differences on supplier invoices’)

•   [Approve] the batch/invoices.

•   Repeat these steps for subsequent invoices relating to this Purchase Order. Notice
    that you can match as many invoices as you want to the same PO.

•   When all orders on the shipment have been invoiced for, select the Final Match on
    the relevant shipment lines, and this will finally close the Purchase Order shipment
    line.




                                             19
Final Matching Invoices to Purchase Orders
You can final match an invoice to a Purchase Order when you are sure that no further
invoices will be matched to the PO. A final match is not reversible once the invoice has
been approved. Final matching ensures that the Purchase Order lines are closed and the
outstanding commitments are reversed. Where all PO lines are final matched the system
will close the Purchase Order.

To final match, follow the basic procedure for Matching an Invoice to a Purchase Order.

•   On the Match to PO window, select and update the lines you wish to match and then
    click the Final Match tick box shown below.




•   To close the purchase order completely, please ensure that you have ticked the Final
    Match checkbox for all the purchase order lines. When you click on the [Match]
    button, the system will warn you that you cannot undo a final match and asks you to
    confirm this action. Select [Yes] if you wish to proceed with a Final Match against this
    purchase order.




•   Click on [Match] again; this will take you back to the Invoice Header. Continue
    processing your invoice as usual using the basic invoice match to purchase order
    procedure.

                                             20
Important Points to note about Final Matching

1. Invoices final matched to a Purchase Order cannot be reversed or cancelled after
   invoice approval.

   Please check that you have matched the invoice against the correct PO before
   validating the invoice.

   The final match process can be cancelled before approval using the [Actions…1]
   button and selecting [Cancel] and then clicking on [OK].




2. To correct a final match error after invoice approval but before payment, please
   follow the steps outlined below:

   •   Open the Invoice Distributions window
   •   Manually enter reversal credit amount distributions for all the lines generated by
       the PO to ensure that the distribution total is zero.
   •   Reverse all other distribution lines by using the [Reverse] button on your
       Distributions window.
   •   Close the Distributions window

                                             21
   •   Refresh Invoices window
   •   Change Invoice Amount to zero (£0.00)

   •   Save

   The above will ensure that the invoice is not paid and that the distributions are
   reversed. Please note that if you need to re-enter the invoice and it is for a different
   supplier to the one you have just cancelled, then you cannot use the same invoice
   number. You should enter the replacement invoice number as the original number
   suffixed with ‘REENTRY’, e.g. invoice number 15657 becomes 15657REENTRY.
   Unfortunately, the Purchase Order lines that were final matched will remain closed
   and will not be available for matching against future invoices.

3. Unmatched Purchase Order lines should be final closed using your PO buyer or
   Approver responsibility to ensure that all outstanding commitments are reversed.

4. If an attempt is made to match an invoice against a final matched Purchase Order the
   following message will appear on the Match to Purchase Order window :




   The system will not allow you to continue and you will need to investigate before you
   continue processing your invoice.


5. Please ensure that you run the Invoice on Hold report regularly, ie once a week, to
   ensure that held invoices are identified quickly.




                                             22
             Standard Invoice Entry
             •   In the Navigator Window, expand Invoices and Entry by double-clicking on them or
                 by selecting them and clicking on [Open].




             •   Open Invoice Batches by clicking on it and clicking on [Open] or by double-clicking
                 on it.

             When you first open the Invoice Batches window, it will look like this:




Click on this
button to open
a customised
folder.




             It is possible to customise the layout of this form by using selecting Folder > Open from
             the menu, or you can choose a pre-customised folder by clicking on the Open Folder
             icon.




                                                          23
•   Choose the folder you wish to use, ie UCL BATCH HEADER, by double-clicking on it,
    or by selecting and clicking [OK].




Notice that the layout of this window is slightly different as it has been designed to be
easier to use. The main advantage of using the customised folder is that you can see
more of the relevant fields and do not need to scroll across to find them.

•   If you would prefer one of these folders to open automatically when you enter the
    Invoice window, open the relevant folder and choose Folder > Save As… from the
    menu. Click in the checkbox to select Open as Default.




•   Enter Batch Number – i.e. Department Prefix (in capital letters) followed by batch
    sequence number. To find out the last number used, choose Find All from the Query
                                           24
                    menu. This will list all of the Invoice Batches for your department. The Batch Date
                    will automatically be filled in as the date of entry and you will not be able to change
                    this.

                •   Click on [Invoices] in the bottom right corner (or press Enter/Return on the keyboard).

                The first time you open this window, it will look like this:




Click on this
button to
open a
customised
folder




                •   To open a customised folder, such as PINV for Standard Invoice Entry or IDT for
                    Intra-Departmental Transfers, click on the Open Folder button. These folders have
                    been designed to be easier to use than the standard folder.




                •   Select the relevant folder by double-clicking on it or by selecting it and clicking [OK].




                                                               25
The name of
the folder will
be displayed
here – click on
the Open
Folder button
to change it.




            Notice that the layout of this window is slightly different as it has been designed to be
            easier to use. The main advantage of using the customised folder is that you can see
            more of the relevant fields and do not need to scroll across to find them.

            •     If you would prefer one of these folders to open automatically when you enter the
                  Invoice window, open the relevant folder and choose Folder > Save As… from the
                  menu. Click in the checkbox to select Open as Default.




            •     Click on [OK].

            •     Type in the beginning letters of the Supplier name and press the tab key to open a
                  list of matching supplier names. Choose the required Supplier from the List of Values
                      provided. The Supplier Number will automatically be entered.

            •     Alternatively, type in the beginning of the Supplier Number followed by tab, and
                  choose the correct supplier from the list of possibilities – if there is only one possible
                  choice all of the details will be filled in for you.
            •     If the Supplier has more than one site, open the list of values by pressing        or Ctrl
                  and L, then choose the correct site from the list that matches the invoice payment
                  address. If the supplier only has one possible site, the details will be automatically
                  entered.

                                                           26
•   Type in the date of the invoice, or open the List of Values and choose the correct
    date from the Calendar.




                                                                    Use the arrows on
      Use the arrows on                                             the right to scroll
      the left to scroll                                            between the years
      between months




The date of entry will be used if you do not specify a date.

•   Type in the Invoice Number as quoted on the Invoice. This number must be unique
    per supplier – you will not be permitted to enter the same number for two different
    invoices.

•   If you need to specify payment terms – for instance, if the invoice must be paid
    immediately or must be paid a specific number of days after the invoice date – scroll
    across and select the correct details from the List of Values in the Terms field.

•   Type in the total (gross) Invoice Amount as quoted on the Invoice.

•   Click on the [Distributions] button to complete the distribution details for the invoice.

The first time you open this window, it will look like this:




                                               27
•   To open the pre-customised AP Distribution folder, select Open Folder in the
    Action menu and choose it from the list.




Notice that the layout of this folder is slightly different and is easier to use. Follow the
procedures outlined above in order to make this folder open by default.

The distributions you enter for an invoice allocate the total invoice amount to various
expense or asset accounts. For example, you distribute the goods to a different account
code to the postage and packing. Payables use distributions to create general ledger
journal entries for invoices.

•   Type in a Description of the Goods.

•   If the distributions are chargeable against General Ledger codes, navigate to the
    Account field, type in the Account code and press Tab. This will generate the
    Accounting Flexfield window with the Source, Option, Unit and Company values
    defaulted into the relevant fields. Enter the Analysis code or click on or use Ctrl
    and L to select from the List of Values.




•   Click on the [OK] button, and then tab to the Amount field.
                                            28
•   If the distribution is chargeable to a Grant code, tab over the Account field to the
    Grant field. Enter the Grant/Project code, Task, Award and Type for the
    expenditure, either by typing it in or by selecting it from the List of values .

•    The Org. and Exp Date fields will default in once the other fields are complete. You
    may change the expenditure item date to a date on or before the completion date of
    the grant if the invoice is being entered on the system after the completion date of the
    grant.

Details of the Account you have selected will appear in the Account Description field in
the lower section of the Distributions window.

•   In the Amount field, enter the NET amount of the goods.

•   In the VAT field, type in the correct VAT Code, or choose it from the List of Values .
    If unsure which code is applicable, check the VAT rate on the Invoice and determine
    the correct code from that. If you do not specify a VAT code, it will automatically
    assume it is Standard Rated. Please ensure that the VAT Code matches the VAT
    charged by the Supplier on the invoice.

•   Repeat this process for all of the distribution lines for the invoice.

•   Save the record by clicking on the       button on the Toolbar (or pressing Ctrl and S).

•   To check that the tax that will be generated by the system is correct, select View &
    Update Tax Summary before you proceed. This will show you the tax amount that
    will be calculated by the system and the rate at which this calculation has been made.
    If this is correct, click on [OK].

•   The system will automatically calculate the VAT amount, using the VAT code entered
    for each distribution line. The account code charged is based on the VAT status of the
    expense account code combination. Recoverable VAT will be charged to QB62 2VA
    and non-recoverable VAT will be charged to the distribution expense account. Please
    ensure that VAT is generated automatically. Please do not attempt to enter the VAT
    distribution manually or change the VAT code of the automatically generated
    distribution.

•   Check that the VAT calculated agrees with the invoice. If the VAT amount calculated
    by the system is different from the invoiced VAT amount by plus or minus £0.01 this is
    because the supplier has used a different VAT rounding formula.

•   Close the Distributions window by clicking on the X in the top right-hand corner of
    the window, or by pressing Alt and F4 together.

•   Repeat the above steps with any other Invoices within the batch, ensuring that the
    distribution details are completed for each individual invoice.

•   Validate (approve) the batch/invoice(s) (see chapter below).




                                               29
Expense Claim Input
•   In the Navigator Window, expand Invoices and Entry by double-clicking on them or
    by selecting them and clicking on [Open].

•   Open Invoice Batches by clicking on it and then on [Open] or by double-clicking on
    it.

•   If the folder displayed is not the pre-customised UCL Batch Header folder, choose
    this folder by clicking on the Open Folder button and selecting it from the list.

•   Enter the Batch Name.

•   The batch will use the default invoice type ‘Standard’. Please do not change this
    (Users should note that the ‘Expense Report’ invoice type should not be used in FIS
    as it does not function correctly).




                                                                                  Leave
                                                                                  ‘Standard’
                                                                                  as the
                                                                                  default. Do
                                                                                  not change.




•   Click on [Invoices].

•   Select the PPAN folder instead of PINV. You will notice that the folder is laid out
    slightly differently and some of the column headings are different.




                                          30
•   Type in the document number (Doc. No.) as displayed on the Expense Claim Form.

•   Ensure that the Type for each claim form is set to ‘Standard’. If you are creating an
    expense claim in a batch of other transactions please make sure that you change the
    transaction type to ‘Standard’ for all expense claims. Please DO NOT use ‘Expense
    Report’ as the transaction type as it does not work.

•   Enter the claimant’s name in the Payee Name field, or select their name from the List
    of Values . The Employee Number and Site will automatically be generated.
    Note: if the employee is based at more than one site, a List of Values will
    automatically appear to prompt you to choose the correct site.

•   Enter the Invoice Date field or press the tab key to enter the date of entry.

•   Enter the Invoice Amount total as per the Expense Claim Form.

•   If the claim is for one item, or several items of the same type, it is possible to enter the
    details in the Description field and this field will then be automatically entered in the
    Distributions section. If there are various items on the claim form, leave this field
    blank and enter the details in the Distributions window.

•   Click on the Distributions button or press Enter/Return on the keyboard.




                                              31
•   If the folder displayed is not the pre-customised AP Distributions folder, choose this
    folder by clicking on the Open Folder button and selecting it from the list.

•   The Description field will be filled in if it has been specified in the Invoices form
    above; if not, enter a description.

•   If the distribution is chargeable to a General Ledger code, navigate to the Account
    field.

•   If the distributions are chargeable against General Ledger codes, navigate to the
    Account field, type in the Account code and press Tab. This will generate the
    Accounting Flexfield window with the Source, Option, Unit and Company values
    defaulted into the relevant fields. Enter the Analysis code, or click on or use Ctrl
    and L to select from the List of Values.




•   Click on the [OK] button, and then tab to the Amount field.

•   Enter the Amount excluding VAT in the Amount field.

•   If you do not know the Account code, click into the Account field and open the List of
    Values by clicking on ; the description is given as well as the Account code.
    Choose the correct Account from the list either by double-clicking on it or by selecting

                                            32
    it and pressing on the [OK] button. The Source, Optional, Unit and Company fields
    will automatically be filled in.




    List of
    Values
    button




•   Enter the correct Analysis code and click on the [OK] button.

•   Tab to the Amount field, enter the amount excluding VAT and click [OK].


•   If the distribution is chargeable to a Grant code, tab over the Account field to the
    Grant field. Enter the Grant/Project code, Task, Award and Type for the
    expenditure, either by typing it in or by selecting it from the List of Values . The Org
    and Exp Date fields will default in once the other fields are complete.

•   All PPAN expenses will default with VAT code N for non-identifiable VAT. This may
    be changed if other VAT codes are applicable by selecting from the List of Values .

•   Repeat this for all of the distribution lines for this claim.

•   Save your work by clicking on the           button on the Toolbar or by pressing Ctrl and
    S.

•   If there are distributions with identifiable VAT costs, then VAT should be generated.

•   The system will automatically calculate the VAT amount, using the VAT code entered
    for each distribution line. The account code charged is based on the VAT status of the
    expense account code combination. Recoverable VAT will be charged to a QB62 2VA
    account and non-recoverable VAT will be charged to the distribution expense
    account.

•   Click on the [Calculate Tax] button the system will create a VAT line.



                                                33
•   Check that the VAT calculated agrees with the invoice. If there is a VAT rounding
    difference of £0.01 please follow the procedure on page 31.

•   Close the Distributions window by clicking on the X in the top right-hand corner of
    the window, or by pressing Alt and F4 together.

•   Follow the procedures detailed later for First Level Invoice Approval in order to
    validate (approve) the Expense Claim.




                                          34
Intra-Departmental Transfers
•   In the Navigator Window, expand Invoices and Entry by double-clicking on them or
    by selecting them and clicking on [Open].

•   Open Invoice Batches by clicking on it and clicking on [Open] or by double-clicking
    on it.

•   If the folder displayed is not the pre-customised UCL Batch Header folder, choose
    this folder by clicking on the Open Folder icon and selecting it from the list.

•   Enter the Batch Number.

•   If all of the invoices you are entering in this batch are Intra-Departmental Transfers,
    select Mixed from the dropdown list in the Invoice Type field.




•   Click on the [Invoices] button.

•   Select the IDT folder instead of PINV. You will notice that the folder is laid out slightly
    differently and some of the column headings are different.




                                              35
•   Enter the Document No.

•   If the Type is not set as Mixed, either type it in or select it from the List of Values .
•   Type in UCL in either the Supplier Number or Supplier Name fields and press the
    Tab key. Choose the correct department from the list that appears.

•   The Site field will automatically be filled in unless there is more than one possible site.
    If this is the case, choose the correct site from the list that will appear.

•   Enter the Date of the Transfer.

•   In the Invoice Amount field, enter zero (0.00).

•   If the claim is for one item, or several items of the same type, it is possible to enter the
    details in the Description field and this field will then be automatically entered in the
    Distributions section. If there are various different items on the IDT, leave this field
    blank and enter the details in the Distributions window.

•   Click on the [Distributions] button or press Enter/Return on the keyboard.




•   If the folder displayed is not the pre-customised AP Distributions folder, choose this
    folder by clicking on the Open Folder button and selecting it from the list.

•   The Description field will be filled in if it has been specified in the Invoices form
    above; if not, enter a description.

•   If the distribution is chargeable to a General Ledger code, navigate to the Account
    field.

•   Enter the Account code in the Account field and select Tab. The Source, Optional,
    Unit and Company fields will be filled in automatically. Enter the correct Analysis
    code in the Analysis field, or select from the List of Values .

                                              36
•   If you do not know the Account code, click into the Account field and open the List of
    Values ; description is given as well as the Account code. Choose the correct
    Account from the list either by double-clicking on it or by selecting it and pressing on
    the [OK] button. The Source field will automatically be filled in.

•   Click in the Analysis field and enter the Analysis code, or choose the correct Analysis
    code from the List of Values .




List of
Values
button




•   Click on the [OK] button, and then tab to the amount field.

•   If the distribution is chargeable to a Grant code, tab over the Account field to the
    Grant field. Enter the Grant code, Task, Award and Type for the expenditure, either
    by typing it in or by selecting it from the List of Values . The Org. and Exp Date
    fields will default in once the other fields are complete.

•   Enter the Amount to be debited.

•   Fill in the next line with the Description and the Account which is to be credited. This
    figure must be preceded by a minus (-) sign.

•   Ensure that the applicable VAT code is N. This may be changed if other VAT codes
    are applicable by selecting from the list of Values .

•   When all of the lines have been completed, save your work by clicking on the       icon
    on the Toolbar or by pressing Ctrl and S.

•   Follow the procedures detailed below under First Level Invoice Approval in order to
    validate (approve) the IDT.




                                            37
Credit Note Entry
Basic Credit Note Entry
•   In the Navigator Window, expand Invoices and Entry by double-clicking on them or
    by selecting them and clicking on [Open].

•   Open Invoice Batches by clicking on it and clicking on [Open], or by double-clicking
    on it.

•   If the folder displayed is not the pre-customised UCL Batch Header folder, choose
    this folder by clicking on the Open Folder button and selecting it from the list.

•   Enter the Batch Number.

•   If all of the invoices you are entering in this batch are Credit Notes, select Credit
    Memo from the dropdown list in the Invoice Type field.




    You will receive a Note warning you that Payables defaults the payment terms from
    the supplier site to the invoice, and that you may wish to change the payment terms to
    be set at immediate payment.




•   Click on [OK].




                                            38
•   Select the PCRN folder for Credit Note Entries. You will notice that this folder is laid
    out slightly differently to the standard folder and some of the column headings are
    different.




•   If the Type is not set as Credit Memo, either type it in or select it from the List of
    Values . Please note that it is the first credit memo type in the list and not one of the
    others:




•   Enter the Supplier Name or Supplier Number (the other will be generated
    automatically), by typing in the beginning of the supplier name/number, press the tab
    key and choose the required Supplier from the List of Values provided.




                                             39
•   Click on [OK]

Note: The error message above informs you that the system will default the payment
      terms held for the supplier. Change the payment terms (Terms) to Net0 – this
      will ensure that the credit is deducted from any outstanding amounts
      awaiting payment to that supplier.


•   If the Supplier has more than one site, choose the correct site from the list that will
    appear.

•   Enter the date of the credit note in the Invoice Date field or press tab to enter today’s
    date, and then enter the Credit Note Number in the Invoice Number field.

•   Type in the Amount of the credit note – this figure must be preceded by a minus sign;
    an error message will appear if the minus sign is forgotten.

•   Click on the [Distributions] button.

•   If the folder displayed is not the pre-customised AP Distributions folder, choose this
    folder by clicking on the Open Folder button and selecting it from the list.

•   The Description field will be filled in if it has been specified in the invoice form above.
    If not, enter a description.




                                              40
•   If the distribution is chargeable to a General Ledger code, navigate to the Account
    field, enter the Account code (if known) and press the Tab key. This will generate the
    Accounting Flexfield window; the Source, Optional, Unit and Company fields will
    be filled in automatically.

•   If you do not know the Account code, open the List of Values      in the Account field.
    Choose the correct Account from the list either by double-clicking on it or by selecting
    it and clicking [OK]. the Source, Optional, Unit and Company fields will be filled in
    automatically.




List of
Values
button




•   In the Analysis field enter or choose the correct Analysis Code from the List of
    Values .

•   Click [OK].

•   If the distribution is chargeable to a Grant code, tab over the Account field to the
    Grant field. Enter the Grant code, Task, Award and Type for the expenditure, either
    by typing it in or by selecting it from the List of Values . The Org. and Exp Date
    fields will default in once the other fields are complete.

                                            41
•   Tab to the Amount field, and enter the net amount to be credited. This figure must
    be preceded by a minus (-) sign.

•   Enter the VAT code in the VAT field. If you are unsure which code to input then
    choose from the List of Values .

•   When all lines have been completed, save work by clicking on the          icon on the
    toolbar or by pressing Ctrl and S.

•   Generate VAT if applicable.

•   The system will automatically calculate the VAT amount, using the VAT code entered
    for each distribution line. The account code charged is based on the VAT status of the
    expense account code combination. Recoverable VAT will be charged to a QB62 2VA
    account and non-recoverable VAT will be charged to the distribution expense
    account.

•   Press the [Calculate Tax] button to generate the VAT line.

•   Check that the VAT calculated agrees with the invoice. If there is a rounding
    difference of £0.01 between the system calculated amount and the supplier credit
    memo VAT please follow the procedure on page 31 to correct it.

•   Close the Distributions window by clicking on the      in the top right-hand corner of
    the window, or by pressing Alt and F4 together.

•   Repeat the above steps with any other credit notes in the batch.

•   Validate (approve) the Batch/Invoice(s).




                                               42
Matching Credit Notes to Existing Invoices
Usually the credit note will relate to a previously submitted invoice. If this is the case you
can match it to the existing invoice and copy the invoice distributions from the original
invoice, to the credit note.

•   Enter the credit note details on the Invoices window as described in the section on
    Basic Credit Note Entry.

•   Click on the [Match] button and the Find Invoices to Match window will appear.

•   Type in the existing Invoice Number.




•   Click on [Find].

    The Match to Invoice window will now appear.




•   Select the invoice by clicking the unmarked checkbox at the far left of the window.

    If you wish to view more information about the original invoice, then click on [Invoice
    Overview].

    There are two ways by which you can match the existing invoice distributions to the
    Credit Note. You can either prorate the credit amount across all the original invoice
    distributions or match the credit amount against specific distributions.




                                             43
Prorate Credit Amount to All Invoice Distributions
The prorate method will credit all the accounts of the original invoice including the VAT
distributions, based on the invoice distribution amounts of the original invoice.

To prorate credit amount against the original invoice, enter the credit amount including
VAT in the Credit Amount field of the Match to Invoice Distribution window. This figure
must be preceded by a minus sign; an error message will appear if the minus sign is
forgotten.

•   Click on the [Match] button. A note will appear to tell you that it is about to start to
    match to the invoice:




•   Click on the [Match to Invoice] button.




•   Click on [OK]. Close the Match to Invoices window to return to the Invoices window.

•   Click on [Distributions] to ensure details have been correctly filled in.




Match to Specific Invoice Line(s)

•   On the Match to Invoice distribution window, enter the amount of the credit excluding
    VAT in the Credit Amount field. This figure must be preceded by a minus sign: an
    error message will appear if the minus sign is forgotten. However if you choose to
    enter the credit amount inclusive of VAT then you must distribute the credit against
    VAT lines.




                                              44
•   To match the Credit Note to specific invoice distributions, click on the button to the
    right of the [Match] button and select Invoice from the dropdown list.




•   Click on the [Match] button. The Find Invoices for Matching window will appear.
    Enter the Invoice Number and click on [Find].




•   The Match to Invoices window will now appear. Select the invoice by checking the
    Match box and enter the total amount to be credited in the Credit Amount field.




•   To display the invoice distributions of the original invoice, click on the [Distribute…]
    button. The Match to Invoice Distributions window will now appear.




                                            45
•   Select the lines to match by clicking the unmarked checkbox at the far left of the
    window for each of the lines required. Enter the credit amount for each line.
•   If the Invoice Credit amount includes VAT then the VAT amount should be entered
    against the respective VAT distributions from the original invoice. [Notice that the
    Account description for the selected line is displayed at the bottom of the window].

•   Once the match has been processed, you will be returned to the Invoice header.

•   If the credit note relates to more than one invoice, click on [Match] again and repeat
    the steps above for each invoice you wish to match.

•   When you have completed all the matches, click on [Distributions] to ensure details
    have been matched correctly.

•   Save work by clicking on the     icon on the toolbar or by pressing Ctrl and S.

•   If necessary generate VAT distributions by pressing the [Calculate Tax] button. The
    system will automatically calculate the VAT amount, using the VAT code entered for
    each distribution line. The account code charged is based on the VAT status of the
    expense account code combination. Recoverable VAT will be charged to a QB62 2VA
    account and non-recoverable VAT will be charged to the distribution expense
    account. If there is a VAT rounding difference of £0.01 between the system calculated
    Vat and the supplier credit note VAT please follow the procedure on pages 31 (‘How
    to correct VAT rounding differences on invoices’).

•   Close the Distributions window by clicking on the X in the top right-hand corner of
    the window, or by pressing Alt and F4 together

•   Follow the procedures for First and Secondary Level Approval.




                                            46
Entering VAT only Invoices
Log into Oracle Financials. Follow the procedure for Standard Invoice Entry.

•   On the Distributions window enter the appropriate Description which should include
    the main invoice number that the VAT relates to.

The account code to enter will depend on whether VAT is reclaimable or not.

•   Where VAT is reclaimable enter the Input VAT control account code: QB62 and
    analysis code 2VA.

•   Where VAT is not reclaimable then enter the expense account code combination or
    enter the grant details if grant related.

•   Enter the VAT amount and the applicable VAT code = N

•   Scroll to the left of your window and click on the column titled 'Type'. This is located
    two columns away from the Track as Asset column. Place your cursor on the 'Type'
    field and click on the pick list button.




•   The system will bring up the above List of Values. Select the Tax option.

•   Once you have completed the form, Save your work and close the Distributions
    window.

•   Validate (approve) the invoice. The system will automatically place a 'Tax Amount
    Range' hold on the invoice.

•   To release the hold manually click on the [Holds] button and the following window
     will automatically open.




                                              47
•   Click on the Release name field and press Ctrl and L together to open the List of
    Values. Select the Approved option and Click [OK]. The Holds window will then
    look like this:




•   Save your work. The invoice is now ready for approval by an Authorised Signatory.




                                           48
Allocating Freight & Miscellaneous Charges
You can use the allocate feature to automatically distribute freight, tax or other
miscellaneous charges to invoice distributions.

•   Enter the Invoice and Distribution details either by matching to a PO or by manual
    entry using standard invoice entry procedures.

•   Navigate to the invoice Distributions window.




•   Click on any distribution line and then on the [Allocate] button. This will open up the
    Charge Allocations Screen in which you can prorate tax, freight and other
    miscellaneous costs across one or more of the distribution lines. The Miscellaneous
    option will normally be selected for Insurance and other costs.




                                             49
•   In the Type field, use either the    button or Ctrl and L to bring up the list of values.
    Select the type that best describes the charges you wish to prorate and click on [OK].




•   Enter the appropriate Tax Code for the charge to be prorated. To obtain a list of the
    Tax Codes available, hold down the Control (Ctrl) key and press L. A List of Values
    will be displayed. Click on the option required or scroll down the list using your arrow
    keys and press the Return key when the required option is highlighted or click on
    [OK].

•   Enter a Description if required, eg “Created by Proration”.

You can either ask the system to prorate across a number of distribution lines, or you can
allocate different amounts to the individual lines.


Prorating Charges across Distribution Lines
•   Click in the Prorate check box on the top right of the form.

•   Type in the net Amount you wish to be prorated across the distribution lines.

•   Select the lines against which this amount will be prorated, by checking the boxes to
    the left of the relevant distribution lines.




•   Click [OK].

                                             50
The prorated Distributions will be automatically created and entered on the invoice
distribution window. The Charge Allocations window will also be automatically closed.
The invoice Distributions window will now look like this:




Notice the description of the prorated lines. You will also observe that the amount
prorated is arithmetically weighted based on the original item value.


Allocating Charges to Distribution Lines
•   Carry out as if prorating charges as above, but instead of checking the Prorate box
    enter the Amount, select the appropriate distribution lines, and type in the Allocated
    Amounts.




                                            51
•   When you click [OK], the prorated Distributions will be automatically created and
    entered on the invoice distribution window. The Charge Allocations window will also
    be automatically closed.



Complete the invoice:

•   Generate VAT if applicable by pressing the [Calculate Tax] button.

•   Validate (approve) the batch/invoice.




                                            52
Adjusting Invoice and Invoice Distribution
Details
Clearing Input Data
You can use the clear function F6 or Clear tool on your toolbar to clear unsaved Invoice
Batches, Invoices and Distributions data from your screen. If data has been saved the
clear tool will only remove the record from the screen but not from the database.
                                    Clear button             Delete button




If you query the window the record will re-appear on your screen. Please note that
Distributions generated from Purchase Orders are already saved hence cannot be
removed from the database.

Deleting Input Data
Saved information in error can be deleted by clicking on the red X on the toolbar shown
above before carrying out the first level approval.

Invoice Batches can only be deleted if there are no invoices in the batch. If an Invoice
batch is to be deleted then delete the invoices first before attempting to delete the batch.

Invoices can be deleted before running the First level approval. Purchase Order matched
invoices can only be deleted after reversing the PO generated distributions.

Invoice Distributions can be deleted before first level approval. However PO generated
distributions and reversed distributions cannot be deleted.

Cancelling Invoices
Invoices once first level approved can only be cancelled. You should generally only
cancel an invoice if you do not intend to re-enter it. You should amend rather than cancel
and re-input an invoice because of input error. However in the cases below there is no
alternative but to cancel and re-enter and the procedure below should be followed.

   a) where you have inadvertently selected the wrong supplier or supplier site and
      have first level approved the invoice;
   b) where you have final matched an invoice to the wrong Purchase Order or
      matched an invoice to an already final matched Purchase Order and have a Final
      Match hold on the invoice. Please follow the procedure laid out in

In the above situations there is no alternative but to cancel and re-enter the invoice.
Please note, however, that the invoice number can not be used again for the same
supplier (even if you are using a different site) unless you correct it the same day as you
entered it (ie before it is posted). If you re-enter the same invoice for the same supplier
you must use a modified invoice number for the re-entered transaction. In this case you

                                            53
should use the original invoice number plus the suffix ‘REENTER’. For example if the
original invoice number was ‘1234 you should input the replacement as 1234REENTER.

The basic procedure for cancelling non-matched invoices is:

•   Select invoice to be cancelled

•   Click on the [Actions…1] button




•   The Invoice Actions window will be displayed.




•   Click on the Cancel Invoices checkbox followed by the [OK] button.

                                           54
A note will appear to ask you to confirm that you wish to cancel the invoice. Click [OK] if
you wish to continue.




The distributions will now be automatically reversed, Invoice amount changed to Zero
and the Invoice status updated to Cancelled.




Amending VAT Code errors
•   Check that VAT and other details agree with the supplier Invoice.

•   If the VAT code defaulting from a matched Purchase Order line is incorrect or entered
    incorrectly, you have only one opportunity to correct it in the Invoice Distributions,
    prior to 1st level approving the invoice. Once you have 1st level approved the invoice
    you will be forced to reverse the net transaction line with the incorrect VAT code
    against it and also reverse any VAT distributions created by the ‘Generate VAT’
    process. You should then re-enter the net line with the correct VAT code and press
    the ‘Calculate Tax’ button again. This procedure is described in detail on page 13.

•   If the generated VAT amount is different from that on a supplier invoice/credit note by
    £0.01 (a VAT rounding error) you can simply overwrite the calculated VAT amount to
    make them equal before first level approving the invoice. This procedure is
    described in detail on page 31.


                                            55
Changing Account Codes and Reversing Distributions
Matched Invoices:

Where Invoices are matched to Purchase Orders, the distributions for the matched lines
default from the Purchase Order.

Prior to calculating the tax on these lines, the Tax Code can be changed. However, once
the tax lines have been generated, the Item lines will need to be reversed and re-entered
as below:

Unmatched invoices

If the account codes chosen in the distribution lines of an unmatched invoice need to be
changed they can only be overwritten before the transaction has been posted by the
system overnight.

If it has already posted then you will have to follow the same procedure as for matched
invoices and reverse the incorrect line(s) before re-entering the correct ones.

•   To Reverse distributions, highlight the Item lines you wish to reverse by holding down
    the Ctrl key and clicking on the lines you wish to reverse. The highlighted lines will be
    shaded turquoise.




    You will notice that the Reverse button at the bottom of your window will change to
    reflect the number of lines highlighted.

•   Click on [Reverse] or hold down the Alt key and press the underlined letter R.




                                             56
•   The above window will appear. Confirm the reversal, by clicking on [OK].

    You will notice that the distributions are reversed.

•   Click on [Calculate Tax]. This will reverse the associated tax lines.

Manually enter the correct distributions.          (See ‘Standard Invoice Entry’ for more
information).

Note that reversing PO generated distributions reverses the PO match to the invoice i.e.
the PO lines are re-opened and the quantity billed is updated. If the PO is no longer
required you will need to manually close it using your PO buyer responsibility.

•   Save changes and continue processing the batch.




                                              57
First Level Invoice Approval
Once you have entered the details of the Invoices, you must complete the first level
approval process. It is possible to approve them individually or as a batch. Follow the
same procedure for approving invoices, expense claims or Intra-Departmental transfers.

Validating (Approving) Individual Invoices
•   To validate (approve) an individual invoice, click on [Actions…1] on the Invoice
    Header window and select the option to Validate by clicking in the checkbox. Click
    [OK] or press Enter/Return on the keyboard.




                                          58
Validating (Approving) Invoice Batches
Follow the same procedure for approving invoices, expense claims or intra-departmental
transfers.




•   To approve a batch, click on [Validate 1] on the Batch Header window. You will be
    asked to confirm that you wish to approve the batch.




A note will appear to let you know the request number, and explain that you can check on
the status of the request in the Concurrent Requests window.




If you want to confirm that the invoices in the batch have all been approved then check
that the status of your concurrent request is 'Completed'. Reopen the Invoices window of
the batch you want to review and then select the Query menu and Run option. This
refreshes the Invoices window. You may now check each individual invoice to confirm
that the Holds window says 'Awaiting Secondary Approval'. Any other holds need to be
investigated and cleared.


                                           59
If there is a problem with an individual invoice, a hold will be placed on this invoice, but
will not delay the whole batch. You can then sort out the problem with this invoice and
approve it separately.

Note: if there are not very many invoices/expense claims/intra-departmental transfers in a
batch, it can sometimes be quicker to approve them individually rather than as a batch.




                                            60
Releasing Holds
If an invoice cannot be processed, Oracle Financials will place a Hold on it. The Status
field in the Invoice Form will say that the invoice Needs Revalidation.

•   To find out the reason for the Hold and therefore resolve the problem, click on the
    [Holds] button.




All the holds that have been applied will be listed, along with the reason for the hold and
the release name if applicable. This list should enable you to solve the problem and
process the invoice.

These Holds apply to all types of Invoices, including Expense Claims, Intra-Departmental
Transfers and Credit Notes.

For more information about the different types of holds and how to release them, see
Appendix IV.

The main Holds that may be placed are as follows:

Dist Variance : Check Invoice Amount and Distributions. Amend as necessary

Tax Amount Range : Check VAT amount and manually release.

Final Matching: PO is closed. Check that the invoice is not a duplicate. Reverse
distributions and rematch or enter as standard invoice

Awaiting Secondary Approval: Forward to a Departmental Authorised Signatory

Awaiting Payment Approval : Forward batch to DP section for approval.

Cannot Close PO: You can manually release this hold. Please follow the procedure
below:

Cannot Try PO Close: Re-approve the invoice and the hold will clear.


                                            61
Manually releasing holds
The Tax Amount range hold can be manually released.

•   Open the Holds window.




•   Click on the Release name field and press Ctrl and L together to open the List of
    Values. Select Validate option and click [OK]. The Holds window will then look like
    this:




•   Save your work. The invoice is now ready for approval by an Authorised Signatory.




                                           62
Pre Secondary Level Approval Report
It is now possible to run a report to list invoices that are awaiting secondary approval,
which details Grant Codes to which the invoices have been posted, as well as the
General Ledger Codes. Additionally, where relevant, the report lists the Purchase Order
Number to which the invoice has been matched.

Since this report lists both General Ledger Codes and Grant Codes, a printout of the
report would provide sufficient details to act as the IDT Form which can be attached to the
Batch Header for all Intra-Departmental Transfers, thus removing the necessity to
manually fill in any additional paper forms. Migrated departments would be expected to
be able to produce source documents or demonstrate how the original IDT input was
obtained, should this be necessary for audit purposes at a later stage.

The report must be run prior to Secondary Approval.


Running the Report
In order to run reports on the system, you must be logged in with the responsibility of AP
Payables Admin, Entry or Approval.

•   In the Navigator window, expand Other and Request by double-clicking on them or
    by selecting them and pressing Enter/Return on the keyboard.




•   Open Run by double-clicking on it or by selecting it and pressing Enter/Return on the
    keyboard.

A window will appear to ask whether you want to run a single request or a pre-defined set
of requests.

                                            63
•   Click on [OK].




•   In the Request Name field, type in UCL and press your tab key or open the List of
    Values to display the possible reports.

•   Choose the report called UCL Secondary Approval by double-clicking on it or by
    selecting it and pressing Enter/Return on the keyboard.

•   Please note that there are two versions of this report. The Payables Entry
    version will report on Invoices you have entered that are waiting for approval
    and the Payables Approval version will report on Invoices that are waiting for
    you to approve.

•   A Parameters window will appear to prompt you to enter the Batch number.




•   Type in the Batch number, or select it from the List of Values. The List of Values will
    show all invoice batches within your approval group, which are awaiting secondary
    approval.

                                            64
•   Click on [OK]. This will return you to the Submit Request window.

•   Click on the Completion Options button to specify the number of copies to be
    printed, and/or change the printer to which the report will be sent.




•   Enter the number of copies you wish to print. Note that the default is set to zero and
    this must be deleted, as it will not be automatically overwritten when you type, and
    you may end up with ten times the number of copies you require!

•   Enter the name of your local printer in the Printer field, or select it from the List of
    Values.

•   Enter the Style or choose it from the List of Values. Because of the way the reports
    have been formatted, it is recommended that you use the Landscape style.

•   Click on [OK] when all of the options have been set.

•   Click on the [Submit Request] button to display the Requests window.




                                            65
•   If the report is still Pending or Running, the Phase and Status fields will be
    highlighted in green. This page will not automatically update itself while it is on your
    screen. Click [Refresh Data] to update it. It is not recommended that you
    continuously press this button since this can put an unnecessary load onto the Oracle
    Server.

Please note that you can continue to work whilst the report is running, you do not have to
wait until it has finished. You can even close Oracle Financials without the running of the
report being affected. To retrieve the report, or check its status after closing this window,
choose View My Requests from the Help menu of any of the standard Oracle Financials
windows.

•   Once the Status of the report is Completed, it is possible to view the report by
    clicking on the [View Output] button. This will launch a web browser window with the
    outcome of the report.




                                             66
•   It is not recommended that you print the file from your web browser as it has been
    pre-formatted for American paper/printers. The recommended way to print the report
    is to return to your Requests window, either by closing this browser window or by
    choosing View My Requests from the View menu. Find the request you wish to print
    and ensure that the cursor is within the relevant line of that report.

•   Choose Reprint… from the Tools menu.




•   Enter the number of copies you wish to print. Note that the default is set to zero and
    this must be deleted, as it will not be automatically overwritten when you type, and
    you may end up with ten times the number of copies you require!

•   Enter the name of your local printer in the Printer field, or select it from the List of
    Values.

•   Enter the Style or choose it from the List of Values. Because of the way the reports
    have been formatted, it is recommended that you use the Landscape style.




                                            67
Secondary Level Approval
Standard Oracle Secondary Approval process

All Purchase Invoices entered on the system must be approved by an Authorised
Signatory. The person who enters the invoice details onto the system and matches them
with purchase orders, cannot also approve the batches for payment, even if that person is
a UCL Authorised Signatory.

In order to validate (approve) invoices, you must choose the responsibility of AP
Payables Approval.




•   Click on the AP Payables Approval responsibility to select it.




•   In the Navigator Window, open [Approval].




                                            68
•   You can view only the invoice lines relating to the Invoice Batch you are about to
    validate (approve) by clicking on the Query menu at the top of your screen and
    selecting the Enter option. The screen will now appear blank. Enter the batch
    number in the Batch Name field and press Ctrl and F11 together. The Invoice batch
    details will now be displayed on your screen.

•   To view details of the invoice distributions, including the Account Code, ensure that
    the required invoice is selected by clicking with the mouse in any of the fields on the
    line, and click on the [Distributions] button.




                                            69
•   After checking the invoice distributions, close the Distributions window to return to
    the View and Authorise Secondary Approvals window, and click in the Authorise
    checkbox to the right of the invoice line.

•   Once you have selected the checkbox for all of the invoices you wish to approve,
    save your changes by clicking on the icon on the toolbar.

•   A Note will appear to tell you that Secondary Level Approval Holds have been
    released from the invoices, and that they are now awaiting payment approval in the
    DP section.




•   Click on [OK]. A message will appear confirming completion of the approval process.




                                           70
UCL Secondary Invoice Approval process
A new function called UCL Secondary Invoice Approval has now been created. This
function was designed to streamline the secondary Approval process and to provide on-
line Grant/Project details for invoice distributions charged to Grant/Project codes.

On the Navigator window of the AP Payables Approval responsibility, choose the UCL
Secondary Invoice Approval option and double-click or press the Return key.




A Find Invoices window will now appear. You may enter the batch number or range of
batches that you intend to validate (approve) in the Batches field or enter a specific
invoice number or range of invoice numbers that you wish to validate (approve) in the
Invoices field and click the Find button.




If you wish to view all batches/invoices that are waiting for approval then you may leave
the Batches and Invoices fields blank and simply click on the Find button.




                                            71
•   The View and Authorise Invoices window will now display and the View
    Secondardy Holds tab will show you any invoices that match the criteria that you
    entered on the Find Invoices window.

•   To view details of the invoice distributions, including the Account Code and
    Grant/Project details, ensure that the required invoice is selected by clicking with the
    mouse in any of the fields on the line, and click on the [Distributions] button.




You will notice that the Invoice distributions window will now show the Grant /Project
codes, Award, Task, Expenditure type, Expenditure item dates and PO number where PO
matched.

•   After checking the invoice distributions, close the Distributions window to return to
    the View and Authorise Secondary Approvals window, and click in the Authorise
    checkbox to the right of the invoice line to validate (approve) the invoice.


                                             72
•   Once you have selected the checkbox for all of the invoices you wish to approve,
    save your changes by clicking on the on the toolbar.

•   A Note will appear to tell you that Secondary Level Approval Holds have been
    released from the invoices, and that they are now awaiting payment approval in the
    DP section.




                                          73
Stopping Payment of Invoices
•   From the Navigator Window, expand Invoices and Entry and open Invoice
    Batches.

•   Select the invoice and click on the [Scheduled Payments] tab.




•   Apply a Payment Hold by clicking in the checkbox underneath the heading Hold, to
    the left of the Due Date field.

•   Click on the    icon on the Toolbar to save your changes.

•   To view details of this Hold, click on the [Overview] button in the Invoices window.




                                            74
If the checkbox underneath the heading Held is selected, payment of this invoice has
been stopped.

To view information about who created this invoice, when it was last updated, and by
whom, choose Record History from the Help menu.




                                        75
Invoice Batches Inquiry
Finding Batches
In the Navigator window, expand Invoices and Inquiry and open Invoice Batches.




•    Press the F11 key on your keyboard to clear the window.

•    Type in the batch number you wish to retrieve in the Batch Number field.

•    Next press Ctrl and F11. Please ensure that the departmental prefixes are entered in
     uppercase letters. The required batch details will now be displayed on your screen.

•    Alternatively you can retrieve a batch(es) by clicking on the Query menu option then
     Find. The following box will appear :




•    In the Names field enter the batch number you wish to query,

•    Click on [Find]. The batch details will now be displayed.

You may also retrieve a range of batches by entering the lowest number in the first of the
Name fields and the highest number in the second field.

•    Click on the [Find] button.

OR

Enter a date range on the Dates fields.

•    To view invoices in the batch, press the Return key or click on the [Invoices] button.
     This will bring up the Invoices Window.

•    You may also view the invoice distributions of a selected invoice by clicking on the
     [Distributions] button or pressing the Return key after selecting the required invoice.
                                              76
Finding the last batch number used

•   Navigate to the Invoice Batches window.

•   Click on the View menu and Find as shown below.




    The following Screen will now appear:




•   In the Names field, enter the departmental prefix that you wish to query on followed
    by the percentage sign %. You may leave the name fields blank if you have access
    to only one departmental prefix. Ensure that the same information is copied in the
    opposite field, you may need to add % sign.

•   Tab to the Dates field.

•   In the Dates fields, enter a date range as close as possible to the date of query. In the
    first Dates field enter a date which you are sure a batch has been created on.

•   Tab to the next date field and enter Today’s date.




                                             77
•   Click on [Find].

    A list of all the batches created on or after the earliest date in the range will now be
    displayed.

    If no records are retrieved, the implication is that no batches were created during the
    period specified.

•   Repeat the process using an earlier start date.




You will observe that the batches are displayed in numeric order; the last record on your
screen should be the highest and last number used.

To go directly to the last record, i.e. last batch number used, select View > Record >
Last.


In the above example, the highest number is CE4427; therefore, the next number to use
will be CE4428.




                                              78
Printing Batch Headers
Batch headers may be printed directly from the system after all the invoices and
distribution details have been completely entered. It is no longer necessary to manually
fill out batch header forms.

•   Once the invoices and Distributions are completely entered, save your work and close
    the Distributions window.

•   Click on the Invoice Batches window. Your screen should look like this.
    Please ensure that the folder selected is the UCL Batch Header.




•   Check that you have only the required batch details on display. If you have more than
    one batch or the wrong batch number then re-query the form to retrieve the right
    batch as follows;

•   In the Query Menu select Find. The following screen will appear.




•   Enter the batch number that you wish to print in the Names fields.

•    Click on the Find button, to find the batch. You can now view the batch header
    information on the screen.

•   In the Actions menu select Print. A copy of the batch header will be printed on your
    printer.



                                            79
Invoice Enquiry
Invoice Overview
•   In the Navigator Window, expand Invoices and Enquiry and open Invoice
    Overview.




•   Enter the supplier’s name in the Name field of the Supplier section and the invoice
    number, if known, in the Num field of the Invoice section, and click the [Find] button.




    This window shows details about the status of the invoice, any holds which have been
    placed on it, payments which have been made, etc. To view other invoices that match
    your criteria, click on the Invoice Num field and use the keyboard arrow keys to view
    the next record.



                                            80
Invoice Summary
For a list of specific invoices, use the Invoice Summary option.

•   In the Navigator Window, expand Invoices and Enquiry and open Invoices.




•   Enter the criteria by which you wish to search and click [Find]. It is possible to specify
    search criteria for as many of the fields displayed as you wish, or leave all of the fields
    blank to list all invoices.




                                              81
Invoice Modification Data
Whatever Enquiry method you are using, it is possible to view information about who
created an invoice, when it was last updated, and by whom, choose Record History from
the Help menu.




                                         82
Supplier Enquiry
•   Open Suppliers from the Navigator Window.




•   Enter the criteria by which you wish to search and click on the Find button. It is
    possible to specify search criteria for as many of the fields displayed as you wish, or
    leave all of the fields blank to list all suppliers.




•   If the details requireds are not listed on the summary screen, select the appropriate
    supplier and click on the Open button to display further details.

                                            83
•   Click on the Open button to display further details. That supplier’s window will now
    be displayed.

•   Ensure the supplier is active by looking in the inactive date box. If there is no date
    then the supplier is an active one.

•   Click on the various tabs to choose alternative details to display – for instance, click
    on the Classification tab and then on the [Sites] button for details of the supplier’s
    sites and payment terms.




                                            84
         Payment Inquiry
         Usually an Invoice Inquiry will show whether an invoice has been paid or not. Where
         payment has been made, the invoice inquiry will show the cheque number and the date
         that the cheque was raised.

         A payment inquiry will only be required if you need more information about the actual
         payment made to a Supplier.

         Single payment Inquiry
         You can carry out a single payment Inquiry by using your Payment Enquiry responsibility
         or by selecting the Payment Overview function from your Navigator window if you are
         using a Payables Admin responsibility.

         •   Double-click on Payments if using Payments Inquiry responsibility or Payment
             Overview if using Payables Admin responsibility.

         The Find Payments window will now appear.




Enter
cheque
number
here




         •   Enter the cheque number and click on [Find].

         •   The payment details will be displayed as shown below.




                                                    85
Date
cheque
was
cashed at
bank




       Please note that the address the cheque was sent to is shown in the Supplier section.
       The Clear Date and Amount also shows the date the cheque was cleared from our bank
       account.

       At the bottom of the window you will find a list of Invoices included in the payment. The
       system will only display the invoices entered in your department. Other invoice details can
       only be viewed by users with Central finance access.



       Multiple Payment Inquiry
       You can view a selection of payments by modifying your search criteria on the Find
       Payments window. You may enter a range of dates on the Dates fields or enter a
       Supplier Name. Enter Supplier name and site to query a specific site only. You may vary
       the criteria to view a range of payments for a specific Supplier.




                                                   86
Reports in Accounts Payable
There are several thousand pre-defined reports provided with Oracle Financials, so,
instead of offering everybody the entire list, the reports are separated by Responsibilities.
For instance, you will only be able to run reports relating to your current responsibility and
will not have access to other reports. If you cannot find the report you wish to run, check
that you have chosen the correct responsibility and change it if required.

Please note that Oracle Financials generally refers to Reports as Requests.

•   In the Navigator Window, expand Other and Requests and open Run.

A window will appear to ask whether you want to run a single request or a pre-defined set
of requests.




•   Click on OK.




                                             87
•   In the Request Name field, open the List of Values   to display the possible reports.




•   Select the name of the report you wish to run, for instance, Invoice on Hold Report,
    and click on [OK].

A Parameters window will open with criteria fields relevant to the report you have
selected.




•   Enter as much or as little criteria as required remembering that the more information
    you enter, the narrower and more specific your search will be.

•   Click on [OK].




                                           88
The Submit Request window will then re-appear.




•   To specify that this report is to be run at particular times, click on the Schedule
    button.

•   By default, the report will be set to run As Soon as Possible. This will be applied if
    no other option is selected.

•   To specify a date on which the report is to be run, select the Once radio button and
    enter the date required, or choose it from the Calendar (generated by opening the List
    of Values by clicking on the button).

•   To set it to run daily or weekly, select the Periodically radio button and specify how
    frequently the report is to be re-run.




                                            89
•   To set it to be run on more than one specific date, select the On Specific Days radio
    button and select the days or options required from the calendar displayed by clicking
    on them.




•   Click on [OK] when complete.

•   Click on the [Options] button to request that a notification is sent to a specific person,
    specify the number of copies to be printed, and/or change the printer to which the
    report will be sent.




•   Click on [OK] when all of the options have been set.

•   Click on the Submit Request button to display the Request window.

                                             90
•   If the report is still Pending or Running, the Phase and Status fields will be
    highlighted in green. This page will not automatically update itself while it is on your
    screen. Click on the [Refresh Data] button to update it.

•   To view the report, click on the [View Output] button. This will launch a web browser
    window with the outcome of the report.




•   If an error occurs during the running of the report, click on the [View Log…] button.
    Again, this will launch a web browser to display details about the error.




                                            91
Period - End Procedures
Please find below a list of inquiries and reports that should be run prior to the end of the
financial year and the actions to be taken to clear any outstanding items. The procedure
for running reports and carrying out inquiries can be found in the Reports in Accounts
Payable and Invoice Enquiry sections of this manual.


Invoice On Hold Report
This report should show all invoices and IDTs held by the system after first level approval.
The held invoices will be listed in the Hold name order. Please find below the action to be
taken for each type of hold.

Action Required

1) DIST VARIANCE i.e. Invoice amount is not equal to total of distributions

   •   Check invoice amount on the Invoices window and adjust if wrong
   •   Check invoice distributions on the Distributions window and enter additional lines
       if necessary and /or reverse any wrong distributions.
   •   Generate VAT if distributions are vatable.
   •   Validate (approve) invoice again

2) PAYMENT APPROVAL ie invoices and IDTs that are waiting to be approved in the
   DP section.

   •   Confirm that the supporting documents have been sent to the DP section.
   •   Contact DP section if
       - Supplier invoices and Expense claims were sent more than 7 days before the
          date of report.
       - IDTs were sent more than 2 weeks before the date of the report.

3) SECONDARY APPROVAL i.e. invoices awaiting secondary approval by an
   authorised signatory.

   •   Please forward appropriate batch documents to an authorised signatory for
       approval if the invoices are ready to be paid.
   •   Invoices in dispute should be held until a decision is made to pay them.

4) OTHERS

   •   Please contact DP section.




                                             92
Invoice Register (Showing Only Unapproved Invoices)
Run the Invoice Register report. On the Report Parameter window enter yes in the field
against line 9 to select Unvalidated Invoices Only, as in fig. 1 below:




                                          figure 1


Invoices may remain unapproved for the following reasons:

    •   Invoice headers and distributions not completely entered
    •   Invoice not first level approved
    •   Invoice requires re-approval after modifying invoice details

Action Required

•   Confirm the reason why the invoice is unapproved and carry out any necessary input
    action.
•   Run batch or invoice approval
•   Please note that the system will not post unapproved invoices to your accounts.




                                             93
Invoice Enquiry : Approved Invoices That Have Not Been
Paid
•   Follow the Invoice Enquiry procedure.
•   On the Find Invoices window,
-   select Standard in the Type field of the Invoice section,
-   In the Invoice Status section, select Unpaid in the Paid field and Approved in the
    Status field.
•   Click [Find] to run the enquiry (see fig.2 below).
•    Repeat the above procedures using Expense Report, and Mixed invoice types




                                        figure 2

Action Required
Review all invoices on the list and carry out the following:
• If invoice is less than a month old, do not take any action.
• If invoice is more than a month old then click on the Holds button and check the date
   that Payment Approval was released.
• If the Payment Approval release date is more than 2 weeks from the date of inquiry,
   then please contact DP section.




                                           94
Invoice Enquiry (Showing Unposted Invoices Held After
First Level Approval)
Follow the Invoice Enquiry procedure and select the options shown below :




The system will produce a list of invoices that meet these criteria. You may export the
data to a spreadsheet for further analysis if necessary. Please find the procedures for
exporting data from Oracle Financials (Newfis) to Excel Spreadsheets on the FIS website
at: http://www.ucl.ac.uk/finance/newfis/training/docs/Exporting/index.htm

However you will notice that the outstanding items are already on your Invoices on Hold
report. If you want the invoices to be posted to your accounts before the books are
closed for the year then you need to take the appropriate action as outlined in the Invoice
on Hold report section.




                                            95
                 Appendix I – Getting Help
                 At any point during your work, it is possible to access Help pages related to the work you
                 are doing. Click on the Help menu and select Window Help. Your web browser will open
                 and display the Help pages that are related to the Window, which was open. If this page
                 does not answer the queries you have, try clicking on the Contents or Index links at the
                 top of the screen.




Click on the
links to take
you to the
relevant page.




                 If you wish to read all of the pages for a particular subject, use the Next and Previous
                 links to navigate through the topic.

                 If you are confused by any of the jargon used by Oracle, either on the Help pages or in
                 the Oracle Financials application itself, try looking for the word in the Glossary. Note: this
                 Glossary does not provide details of the differences between American and English
                 Accountancy terms, and is not a fully comprehensive list




                                                              96
Appendix II - The Toolbar




Toolbar Icon Definitions

•   New - create a new record.                   •    Edit Field... - open the Editor window
                                                      for the current field.
•   Find... - open Query Find window to
    select records.                              •    Zoom - invoke a custom-defined
                                                      Zoom.
•   Show Navigator - open the Navigator
    window.                                      •    Attachments... - open the
                                                      Attachments window to update or
•   Save - save any pending changes in                view the current attachment or add a
    the current form.                                 new attachment.
                                                 or
    File > Save and Proceed - saves any
    pending changes and prepares the             •    No Attachments - open the
    form for the entry of the next record.            Attachments window to create a new
                                                      attachment.
•   Switch Responsibility... --display the
    Responsibilities window – only               •    Folder Tools - open the Folder tool
    displayed when the Navigator window               palette.
    is active.
                                                 •    Window Help--open help for the
•   Print... - print the current screen or in         current window.
    special cases, display a list of reports
    to print.                                    Other

•   Close Form – closes the form that is         •    Status Bar – provides information
    open. Prompts for changes to be                   about your actions and brief error
    saved.                                            messages. Is located at the bottom
                                                      left hand corner of the window.
•   Clear Record - clear the current
    record from the window.

•   Delete - delete the current record from
    the database.                                •    List of Values - show the list of
•                                                     values for the current field.




                                                97
Appendix III – Keyboard Shortcuts
To get a list of Keyboard Shortcuts while using Oracle Applications, click on the Help
menu and choose Keyboard Help…

•   Block Menu      Ctrl & B            •   Function 5             Shift & Ctrl & F5

•   Clear Block     F7                  •   Function 6             Shift & Ctrl & F6

•   Clear Field     F5                  •   Function 7             Shift & Ctrl & F7

•   Clear Form      F8                  •   Function 8             Shift & Ctrl & F8

•   Clear Record    F6                  •   Function 9             Shift & Ctrl & F9

•   Commit          Ctrl & S            •   Insert Record          Ctrl & Down

•   Copy            Ctrl & C            •   List of Values (Pick   Ctrl & L
                                            List)

•   Count Query     F12                 •   Next Block             Shift & PageDown

•   Cut             Ctrl & X            •   Next Field             Tab

•   Delete Record   Ctrl & Up           •   Next Primary Key       Shift & F7

•   Display Error   Shift & Ctrl & E    •   Next record            Down ↓

•   Down            Down ↓              •   Next Set of Records    Shift & F8

•   Duplicate       Shift & F5          •   Paste                  Ctrl & V
    Field

•   Duplicate       Shift & F6          •   Previous Block         Shift & PageUp
    Record

•   Edit            Ctrl & E            •   Previous Field         Shift & Tab

•   Enter Query     F11                 •   Previous Record        Up ↑

•   Execute         Ctrl & F11          •   Print                  Ctrl & P
    Query

•   Exit            F4                  •   Return                 Return

•   Function 0      Shift & Ctrl &      •   Scroll Down            PageDown
                    F10

•   Function 1      Shift & Ctrl & F1   •   Scroll Up              PageUp

•   Function 2      Shift & Ctrl & F2   •   Show Keyboard          Ctrl & K
                                            Shortcuts

•   Function 3      Shift & Ctrl & F3   •   Up                     Up ↑

•   Function 4      Shift & Ctrl & F4   •   Update Record          Ctrl & U


                                            98
   Appendix IV –Summary of Approval Holds
   Codes
   Summary of Approval Hold Codes
   The following tables are from the Oracle manual, and provide summary information about
   each type of approval hold name that Payables provides and the approval names that
   Payables predefines for each type. You can review these hold names in the Invoice
   Approvals window. The last column of each table describes one or more methods you
   can use to release the hold. You manually release holds using the Invoice Holds window.

   Please note that because these tables are from the Oracle manual, not all of the Holds
   mentioned will be applicable, and some of the release methods will be different.




   Account Holds
   The following table lists all the predefined Hold names with the Account Hold Reason
   type.




                                                              Manual
                                                     Postin   Releas
Hold        Hold Reason              Hold            g        e        Hold Removed
Name                                 Placement       Allowe   Allowe
                                                     d        d

DIST        Invoice Distribution     Approval        No       No       Correct account and
ACCT        distributed to invalid                                     resubmit Approval
INVALID     account


ERV         Payables created         Approval        No       No       Correct account and
ACCT        invalid Exchange                                           resubmit Approval
INVALID     Rate Variance
            account for invoice
            distribution. Used
            only if you enable
            Automatic Offsets


LIAB        Payables created         Approval        No       No       Correct account and
ACCT        invalid Liability                                          resubmit Approval
INVALID     account for invoice
            distribution. Used
            only if you enable
            Automatic Offsets




                                                99
   Funds Holds
   The following table lists all the predefined Hold names with the Funds Hold Reason type.
   Payables applies these holds only if you use budgetary control.




                                                              Manual
                                                     Postin   Releas
Hold        Hold Reason             Hold             g        e         Hold Removed
Name                                Placement        Allowe   Allowe
                                                     d        d

CAN’T       No budget exists for    Approval         No       No        Create a budget in
FUNDS       the account in the                                          General Ledger and
CHECK       accounting period on                                        resubmit Approval
            the invoice
                                                                        Enter a different account
            Invoice account ≠                                           for invoice distribution
            purchase order                                              and resubmit Approval
            account

                                                                        Assign detail account to
            Detail account not                                          parent account and
            assigned to a parent                                        resubmit Approval
            account


IN-         Invoice distribution    Approval         No       No        Enter different account
SUFFICIE    amount >                                                    for invoice distribution
NT FUNDS    funds available                                             and resubmit Approval

                                                                        Transfer funds to
                                                                        account budget and
                                                                        resubmit Approval

                                                                        In General Ledger,
                                                                        enable a user to override
                                                                        funds control and user
                                                                        resubmit Approval

                                                                        Manually release in the
                                                                        Invoice Holds window




                                               100
   Invoice Holds
   The following table lists all the predefined Hold names with the Invoice Hold Reason type.

                                                          Manual
Hold        Hold Reason         Hold           Postin     Releas       Hold Removed
Name                            Placement      g          e
                                               Allowe     Allowe
                                               d          d

AMOUNT      Invoice amount      Invoice        Yes        Yes       Adjust invoice amount and
            >                   Entry                               resubmit Approval
            Invoice amount
            limit you specify                                       Manually release in the
            for a supplier                                          Invoice Holds window


WITH-       Payables            Approval       No         No        Correct error that caused
HOLDING     cannot perform                                          the automatic withholding of
TAX         automatic                                               tax to fail
            withholding of
            tax

SUPPLIER    You enabled         Invoice        Yes        Yes       Manually release in the
            the Hold option     Entry                               Invoice Holds window
            for a supplier
            site in the                                             (To prevent future Supplier
            Suppliers’ Site                                         holds, disable the Hold
            window                                                  Future Invoices supplier site
                                                                    option)


INVALID     You matched         Approval       Yes        Yes       Reverse matched
PO          an invoice to an                                        distributions and match to
            unapproved or                                           valid PO
            invalid purchase
            order                                                   Correct invalid PO
                                                                    Manually release in the
                                                                    Invoice Holds window


NATURAL     You assigned a      Approval       Yes        Yes       Change the tax name to the
ACCOUNT     tax Name to an                                          correct tax name
TAX         expense or                                              Disable the Enforce Tax
            asset account in                                        From Account Payables
            the Tax Options                                         option
            window, and
            you enabled the                                         In the Tax Options window
            Enforce Tax                                             in General Ledger, change
            From Account                                            the tax name association or
            Payables option                                         enable the ‘Allow Tax
            and the tax                                             Override’ checkbox
            name does not
            match the
            account

                                              101
   Matching Holds
   The following table lists all the predefined Hold names with the Matching Hold Reason
   type.


                                     Hold                       Manual
Hold Name     Hold Reason            Placement        Posting   Release   Hold Removed
                                                      Allowed   Allowed


CAN’T         Online receipt         Approval         Yes       Yes       Resolve purchase order
CLOSE PO      accrual enabled in                                          delivery information in
              Purchasing and                                              Purchasing and resubmit
              Purchase order                                              Approval
              quantity delivered ≠
              quantity received


CAN’T TRY     Invoice (final         Approval         No        No        Release hold that caused
PO CLOSE      matched to                                                  invoice to be placed on
              purchase order)                                             hold and resubmit
              placed on hold                                              Approval
              during Approval


CURRENCY      Invoice currency ≠     Approval         Yes       Yes       Correct PO or invoice
DIFFERENT     purchase order                                              and resubmit Approval
              currency
                                                                          Manually release in the
                                                                          Invoice Holds window


FINAL         Invoice matched to     Approval         No        No        Reverse invoice matched
MATCHING      permanently closed                                          to closed purchase order
              purchase order                                              and resubmit Approval


MATCHING      Invoice not            Approval         Yes       Yes       Match invoice to
REQUIRED      matched to                                                  purchase order and
              purchase order                                              resubmit Approval

                                                                          Manually release in
                                                                          Invoice Holds window


MAX QTY       Quantity billed >      Approval         Yes       Yes       Correct PO or invoice
ORD           (quantity ordered +                                         and resubmit Approval
              tolerance amount)
                                                                          Adjust tolerance and
                                                                          resubmit Approval

                                                                          Manually release in the
                                                                          Invoice Holds window



                                                102
MAX QTY     Quantity billed >      Approval         Yes   Yes   Correct invoice or receipt
REC         (quantity orde4red                                  and resubmit Approval
            +
            tolerance amount)                                   Adjust tolerance and
                                                                resubmit Approval

                                                                Manually release in the
                                                                Invoice Holds window


MAX RATE    Exchange rate          Approval         Yes   Yes   Correct PO or invoice
AMOUNT      variance exceeds                                    and resubmit Approval
            amount tolerance
            limit                                               Adjust tolerance and
                                                                resubmit Approval

                                                                Manually release in the
                                                                Invoice Holds window


MAX SHIP    Variance between       Approval         Yes   Yes   Correct PO or invoice
AMOUNT      invoice and                                         and resubmit Approval
            shipment amount
            exceeds amount                                      Adjust tolerance and
            tolerance limit                                     resubmit Approval

                                                                Manually release in the
                                                                Invoice Holds window



MAX TOTAL   Approval               Approval         Yes   Yes   Correct PO or invoice
AMOUNT                                                          and resubmit Approval

                                                                Adjust tolerance and
                                                                resubmit Approval

                                                                Manually release in the
                                                                Invoice Holds window



PO NOT      Matched purchase       Approval         Yes   Yes   Approve PO or invoice
APPROVED    order not approved                                  and resubmit Approval


PRICE       Invoice unit price >   Approval         Yes   Yes   Correct PO or invoice
            [purchase order                                     and resubmit Approval
            unit price
            x (1 + % tolerance)]                                Adjust tolerance and
                                                                resubmit Approval

                                                                Manually release in the
                                                                Invoice Holds window


                                              103
QTY ORD     Quantity billed >      Approval         Yes   Yes   Correct PO or invoice
            [quantity ordered                                   and resubmit Approval
            x (1 + % tolerance)]
                                                                Adjust tolerance and
                                                                resubmit Approval

                                                                Manually release in the
                                                                Invoice Holds window



QTY REC     Quantity billed >      Approval         Yes   Yes   Enter receipt in
            [quantity received                                  Purchasing and resubmit
            x (1 + % tolerance)]                                Approval



QUALITY     Quantity billed >      Approval         Yes   Yes   Enter acceptance in
            quantity accepted                                   Purchasing and resubmit
                                                                Approval


REC         Purchase order         Manually in      Yes   Yes   Resolve purchase order
EXCEPTION   receipt indicates      Purchasing                   receipt exception in
            exception                                           Purchasing and resubmit
                                                                Approval

                                                                Manually release in the
                                                                Invoice Holds window


TAX         Invoice tax name ≠     Approval         Yes   Yes   Correct PO or invoice
DIFFERENC   Purchase order tax                                  and resubmit Approval
E           name
                                                                Manually release in the
            Invoice tax name =                                  Invoice Holds window
            purchase order tax
            name, but taxable
            flag set to No for
            PO shipments




                                              104
   Variance Holds
   The following table lists all the predefined Hold names with the Variance Hold Reason
   type.


                                                               Manual
                                                     Postin    Releas
Hold Name     Hold Reason               Hold         g         e         Hold Removed
                                        Placement    Allowe    Allowe
                                                     d         d

DIST          Invoice amount ≠          Approval     No        No        Adjust invoice
VARIANCE      sum of invoice                                             distributions or invoice
              distribution amounts                                       amount and resubmit
                                                                         Approval


TAX           Tax amount < [(tax        Approval     Yes       Yes       Adjust tax rate for tax
AMOUNT        rate x taxable dist                                        name and resubmit
RANGE         line total) – tolerance                                    Approval
              amount]
                                                                         Change tax name on
              or                                                         invoice distributions and
                                                                         resubmit Approval
              Tax amount > [(tax
              rate x taxable dist                                        Adjust tax tolerance and
              line total) + tolerance                                    resubmit Approval
              amount]
                                                                         Manually release in the
                                                                         Invoice Holds window


TAX           Tax amount < [(tax        Approval     Yes       Yes       Adjust tax rate for tax
VARIANCE      rate x taxable dist                                        name and resubmit
              line total) x (1 - %                                       Approval
              tolerance)]
                                                                         Change tax name on
              or                                                         invoice distributions and
                                                                         resubmit Approval
              Tax amount > [(tax
              rate x taxable dist                                        Adjust tax tolerance and
              line total) x (1 + %                                       resubmit Approval
              tolerance)]
                                                                         Manually release in the
                                                                         Invoice Holds window




                                               105
   Miscellaneous Holds
   The following table lists miscellaneous predefined Hold names that Payables use to apply
   holds to invoices.



                                                             Manual
                                                    Postin   Releas
Hold        Hold Reason            Hold             g        e         Hold Removed
Name                               Placement        Allowe   Allowe
                                                    d        d

FUTURE      One or more invoice    Approval         No       No        Change period status
PERIOD      distributions have a                                       (Control Period Statuses
            GL date in an                                              form) and resubmit
            accounting period                                          Approval
            with a status of
            Future


NO RATE     No exchange rate for   Approval         No       No        Enter exchange rate and
            foreign currency                                           re-submit Approval
            invoice


[All        You enabled the Hold   No hold          Yes      N/A       Disable the Hold All
Payments]   All Payments option    placed on                           Payments option in the
            for the invoice’s      invoice, but                        Supplier Sites window
            supplier site          the enabled                         and Payables allows you
                                   option                              to select the supplier
                                   prevents                            site’s approved invoices
                                   payment of                          for payment
                                   a supplier
                                   site’s                              Create a manual
                                   invoices                            payment for any of the
                                                                       held invoices




                                              106
Appendix VI - Frequently Asked Questions

1.     Suppliers
1.i     There is more than one account for the same supplier, which one do I
        choose?

       Check the supplier site addresses and choose the supplier whose site address
       matches your invoice address. If none of them match your invoice then ask DP
       section to create a new site. If all the supplier accounts have the same site
       addresses then choose the Supplier with the lowest number. We are in the
       process of merging all the multiple accounts into single accounts.

1.ii    I cannot find a supplier or an employee on the database

       Please send details of the supplier or employee to Accounts Payable section
       (newsuppliers@ucl.ac.uk). Minimum details required are as follows:
       • Name and full address
       • If an individual please confirm if the person is an employee or not
       • Standard forms for full supplier set-up can be obtained from DP section.

2.     Batch Headers
2.i     How to print batch headers

       •   Select the batch header you want to print by clicking on Query, and Find.
           Then enter the batch number you require and click on the Find button
           The system brings up the batch details
       •   Confirm that you have the right folder open i.e. UCL BATCH HEADER
       •   Click on the Action menu and then click Print
       •   A copy of the batch header would be printed on your printer

2.ii    Can I adjust or delete batch header details?

       •   You can add invoices to a batch at any time
       •   You can change the invoice type on the batch header after entering
           invoices against a batch and the new invoice type will default onto new
           invoices entered after the change. Changing the batch header does not
           affect invoices entered before the change
       •   You can delete an invoice from a batch at any time before the invoice has
           been approved. See 5.i
       •   You cannot delete an invoice batch that contains invoices. If you want to
           delete an invoice batch, you must delete the invoices in the batch first.
           See 5.i

3.     Grant related Invoice Distributions
3.i     I am unable to post an expense claim to a grant

       Please check that you have used the standard invoice type and not expense
       report type. If you have used the wrong invoice type then you would have to
       delete the invoice and re-enter the invoice. See 5.i

                                        107
3.ii        I am unable to enter a grant distribution against a 6P … expenditure
            type because the system is requesting for a valid quantity

        Please enter the expenditure amount in the quantity field.

3.iii       I wish to enter a distribution against a grant code but the system is
            requesting for an expenditure Item date

        In this case you are trying to enter an expense against a completed grant.
        Please confirm the completion date of the grant and enter a date on or before
        the grant completion date. You can confirm the date as follows:
        • Select the grant field
        • Click on the picklist button on the toolbar or press Ctrl and F11
        • Enter the grant code and click the Find button
            The system would then bring up brief details about the grant.
        • Scroll to the right to view the grant completion date.

3.iv        I have entered my distributions against grant codes and the system
            generated account codes are different from the grant codes that I
            entered?

        The grants were set-up to map to control accounts in the general ledger. The
        account codes for these control accounts are different from the grant codes
        that you have entered. See further details on COA Philosophy document on
        the NewFIS website


4.      VAT Distributions
4.i         How do I confirm that the VAT amount is correct before the first level
            approval process is run?

        After entering and saving all your distribution lines,

        •     Select View and Update Tax Summary form from the Tools menu. Click
              on Cancel to exit the form or OK to bring up the VAT line and update the
              distribution total.
        •     Alternatively, press the [Calculate Tax] button and wait for the system to
              complete the process by bringing up the VAT lines and updating the
              distribution total.
        •     Check that your Invoice total agrees with the distribution total, if not then
              make the necessary changes as described in section 4.ii below.

4.ii        System calculated VAT amount does not agree with the invoice VAT
            amount due to rounding differences or insignificant arithmetical errors
            on Supplier invoices

        •    Select the View and Update Tax Summary form from the Tools menu
             and manually change the VAT amount so that it agrees with the invoice
             VAT amount.
        •    Click on OK to enter the amended VAT line.
        •    If you have already pressed the [Calculate Tax] button, you can update
             the VAT amount by overtyping it.

                                             108
•   Please note however that you can only change the VAT prior to saving the
    record.
    See reference 4.iii if you still have a variation after doing this.




                                 109
4.iii     Invoice still has a VAT rounding Problem

          Insert a new line immediately after the net amount line and give it a value of
          +/-£0.01 (depending whether you need to adjust up or down). The added line
          type must be Item and the tax code must be 0. You can copy all other details
          from the line above.

4.iv      Most of our expenses are VAT recoverable, and I am not sure of the
          VAT codes to use
          Recoverability is now defined at the account code level. The code to enter is
          the one that corresponds with the VAT rate on your invoice. Please find
          further details on the VAT overview document on the Newfis website.


5.       Adjusting and deleting invoices and invoice
         distributions
5.i       How do I delete an invoice if I have made an error?

5.i.i        If invoice is unapproved (first level approval has not been done)

         •   Ensure that you are on the invoices window and the cursor is on the
             invoice line that you wish to delete
         •   Click on the      button on your toolbar
         •   Click OK on the delete message box.
         •   Once the deletion is completed save your work    .

5.i.ii       If invoice is approved ie after 1st or secondary level approval

         An approved Invoice cannot be deleted because funds have already been
         committed against the invoice during the approval process. However, the
         system would allow you to cancel the invoice.

5.ii      How do I cancel an invoice that has been approved?

         •   Navigate to the invoices window
         •   Select the invoice to be cancelled. On your Invoices screen, click on the
             [Actions..1] button and this brings up the Actions window.
         •   On the Actions window click on the Cancel Invoice checkbox
         •   Click OK and then click OK again to any messages that come up during
             the cancellation process.
         •   Once the process have been completed save your work           .
         •   If you need to re-enter the invoice and it is for the same supplier you
             cannot re-use the original invoice number. Instead use the original
             number with the suffix REENTER- e.g. ‘0111 becomes 0111REENTER.


5.iii     I have entered an expense claim with the wrong invoice type, how do I
          correct this error

         Delete the invoice and re-enter it with the standard invoice type.



                                            110
5.iv       I How can I amend input errors on my distribution window

       •      Before approval

           Purchase order matched distributions cannot be adjusted but can be
           reversed and the correcting entries entered on a new distribution line.

           Distribution details that are not generated from purchase orders can be
           changed or deleted before the first level approval stage. Follow the
           procedure for adjusting invoices and remember to save your work       .

       •      After first Level Approval

       Distributions cannot be amended or deleted once they have been approved.
       The system would only allow you to reverse the entries by clicking on the
       [Reverse…1] button.

5.v        Please see the invoice adjustment chart at the end of this document.




6.     Invoice Approval
6.i        After running the batch approval process, how do I confirm that all the
           invoices in the batch have been approved?

       •     The batch approval process normally takes a few minutes to run. The time
             taken is dependant upon the number of entries in the batch and how busy
             the system is. Please wait a few minutes before checking that all the
             invoices in your batch have been approved.

       •     After waiting for a few minutes you may open the Invoices window of the
             batch and click on Query, then Run. This refreshes the screen and you
             may then check that your invoices have been approved by reviewing the
             Holds placed on them.

       •     Another alternative is to view your requests by carrying out the following:
               i. Click on the help menu and select View My Request and the Find
                  request window comes up.
              ii. Click on the Find button and this takes you to the Requests window.
             iii. On the Requests window click on the refresh data button and the
                  system would bring up all your outstanding requests and show the
                  status of your requests i.e. whether it is pending, running or
                  completed. If not completed click refresh again after a few minutes
                  and click again until completed.

       •     If you process large volumes of batches then it is advisable to print the
             Invoice on Hold report once or twice a day instead of checking batches
             individually. See page 45 of your AP training documentation for guidance
             on how to print reports.

6.ii       I have approved my invoices but don't know where they have gone for
           secondary approval?


                                            111
        Invoices are automatically available for all authorised signatories in your
        Department once the First Level approval is carried out. You do not need to
        send them to anyone for approval.

6.iii    An invoice was not approved in my batch of 10 invoices. Does this stop
         the rest from being processed further?

        No



7.      General advice
7.i      It is advisable that you print out or review the Invoice on Hold Report at the
         end of every day to ensure that all your invoices were successfully entered.

7.ii      You may validate (approve) more than one batch at a time. To do this
         • Navigate to the Invoice batches window
         • Press the SHIFT key and then click on the invoice batches that you wish
             to approve. The batches would become highlighted in blue and the
             Validate button would indicate the number of batches that you have
             highlighted
        • Lift your finger off the shift key and then click on the Validate button
            The system would ask you to confirm the number of batches to be
            approved.
        • Click OK

7.iii    The on screen 'help' is very useful and provides the following information:
        • Window help: topics relating to the window you are working on
        • Keyboard help : A list of keyboard shortcuts
        • View My Request : Confirm the status of your requests
        • About this Record: Details of who created a record and when it was
           created




                                           112
113
Appendix VII – Invoice and Invoice
Distributions Adjustments Charts




                  114

				
DOCUMENT INFO
Description: Accounts Payable Matching Invoices to Purchase Order document sample