Enter an AP Invoice - Process Help (R12)

Use these instructions to enter an accounts payable (AP) invoice.

Prerequisites

1. The supplier must exist in the business applications.

To Enter an AP Invoice

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Invoices: Entry > Invoices to open the Invoices form.
2. Enter the following fields on the Invoices form:

   Field Name	Required (R) or Optional (O)	Description
   General Tab
   Operating Unit	__	Auto-populated field of operating unit: The Research Foundation for SUNY.
   Type	R	The type of invoice.
   PO Number	O	Enter in PO Number if there is a Purchase Order to tie to.
   Supplier	R	The name of the business or individual providing goods or services. This field can be updated only if the invoice is unpaid and not accounted. You can adjust this field if the invoice is not validated or if the invoice is not matched to a purchase order.
   Supplier Num	R	The number assigned to the supplier.
   Site	R	A unique name identifying the supplier's address or site.
   Invoice Date	R	The date of the invoice. Select from the calendar List of Values.
   Invoice Num	R	A unique, supplier-supplied number on the invoice. Duplicate invoice numbers from the same supplier can't be entered.
   Invoice Amount	R	The full amount on the invoice, including tax, freight and miscellaneous charges. If you're creating a zero clearing invoice, enter a zero amount. For example: 0.00.
   Description	O	The description of the goods and services listed on the invoice. The description appears on the check stub so you should input the purchase order (PO) number in this field for invoices associated with a PO.
   Pay Alone	O	If the invoice needs to be paid with its own payment document, not including other invoices for the supplier, check the box.
   Payment Method	R	Method by which the invoice is paid. Select from the List of Values: BOA, Check, Clearing, Electronic, Foreign Draft or Wire. This field defaults to information from the supplier file but may be changed if necessary. You must enter Clearing when creating zero invoices.
   Pay Group	R	The pay group defines the check batch. Select from a List of Values: BOA Credit Card BOA Vendor ACH Mail from Central Office: Central office (CO) mails the check to the supplier. Return to Campus: CO mails the check to the campus.   This field can't be updated if the invoice is paid.
   Terms	R	The payment terms for the supplier.   For example: Immediate   You should choose Immediate in this field if an overnight check is needed. Also, to comply with federal requirements, Immediate is automatically entered if the award is a letter of credit. Otherwise, this field defaults to information from the supplier file but may be changed if necessary.

3. From there, you must click on the Lines tab. Depending on how you want to pay the invoice, (Lines or Distributions), you can create an invoice one or two ways: using the Lines tab or using the Distributions button. Regardless of which way you use, you will need to enter the Amount at the Line level.

   Using the Lines Tab:

   1. Click the Lines Tab.
   2. Enter the following fields on the Lines Tab:

   NOTE: A warning message will be displayed for suppliers classified as Non-Citizen Individual at the "Supplier" and Supplier Num"

   fields to remind users to enter 1042-S values.

   Field Name	Required (R) or Optional (O)	Description
   Lines Tab
   Type	R	Type of invoice expense for this distribution line. This field defaults to item for goods or services ordered.
   Amount	R	The amount to be charged to the following PTAEO.
   Project	R	The number associated with the project funding for this purchase.
   Task	R	The subdivision of work within the project funding this purchase.
   Award	R	The award number to which the item will be billed.
   Expenditure Type	R	The category of purchase.
   Expenditure Organization	R	The operating location or specific department responsible for the purchase.
   Expenditure Item Date	R	The date of the expenditure's distribution. To backdate an invoice, choose a date within the active dates of the project. This field defaults to today's date but may be changed if necessary.
   Income Tax Type	—	The type of payment made to 1099 suppliers. Select from a List of Values. This field defaults to information from the supplier file but may be changed if necessary.
   Invoice Withholding Tax	—	The withholding tax group assigned to invoices for suppliers. Used to calculate the amount withheld for an invoice for 1042 information. Select from the List of Values. This field can be updated only if the invoice is unpaid and unposted.
   Description	—	This field defaults to the Description entered on the Invoices form but may be changed.
   Distribution Set	R	This field is required if entering to a GL account (CO only).

   Note: A dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.

   1. To split distributions across awards, projects, expenditure types and organizations, click in the next blank line item and fill in the information identified in Step 2 above for each distribution.

   Note: An error message will be displayed if the 1042-S information is not completed on a supplier who is classified as a Non-Citizen Individual.

   1. Click the Oracle descriptive flexfield (DFF) [ ] to open the Invoice lines DFF form.
   2. Enter the following fields on the Invoice Lines DFF form:

      Field Name	Required (R) or Optional (O)	Description
      1042-S Tax Type	O	Indication of the type of entity. Note: This field will be required if the supplier classification is coded as Non-Citizen - Individual.
      1042-S Tax Rule	O	Rule associated with payment. Note: This field will be required if the supplier classification is coded as Non-Citizen - Individual.

   Note: If the sum of the distributions doesn't equal the invoice total, the invoice will be put on hold during invoice validation.

   Using the Distribution button:

   1. Click the Lines Tab.
   2. Enter the following fields on the Lines Tab:

      Field Name	Required (R) or Optional (O)	Description
      Amount	R	The amount to be charged to the following PTAEO.

   3. Click on the Distributions button.
   4. Enter the following fields on the Distributions form:

      Field Name	Required (R) or Optional (O)	Description
      Type	R	Type of invoice expense for this distribution line. This field defaults to item for goods or services ordered.
      Amount	R	The amount to be charged to the following PTAEO.
      Project	R	The number associated with the project funding for this purchase.
      Task	R	The subdivision of work within the project funding this purchase.
      Award	R	The award number to which the item will be billed.
      Expenditure Type	R	The category of purchase.
      Expenditure Organization	R	The operating location or specific department responsible for the purchase.
      Expenditure Item Date	R	The date of the expenditure's distribution. To backdate an invoice, choose a date within the active dates of the project.   This field defaults to today's date but may be changed if necessary.
      Income Tax Type	—	The type of payment made to 1099 suppliers. Select from a List of Values. This field defaults to information from the supplier file but may be changed if necessary.
      Invoice Withholding Tax	—	The withholding tax group assigned to invoices for suppliers. Used to calculate the amount withheld for an invoice for 1042 information. Select from the List of Values. This field can be updated only if the invoice is unpaid and unposted.
      Account	R	This field is required if entering to a GL account.
      Description	—	This field defaults to the Description entered on the Invoices form but may be changed.

      Note: A dash (---) in the table above indicates a field that is automatically populated by the system or that is not needed.

      Note: An error message will be displayed if the 1042-S information is not completed on a supplier who is classified as a Non-Citizen Individual. This information must be entered at the Line level. See Step 4 above for how to enter 1042-S information.

   5. To split distributions across awards, projects, expenditure types and organizations, click in the next blank line item distribution and fill in the information identified in Step 9 above for each distribution.
   6. Select File > Save and Proceed to enter another invoice and include them all in a mass validation process. Otherwise, select File > Save to save your distributions and then select File > Close Form to exit form.
   7. Click the Actions...1 button.
   8. Check the Validate check box and click OK.
   9. Look at the invoice status to be sure it says Validated. If it says needs Revalidation, click on the Holds tab to see the hold reason (See Process Help - How to Release an Invoice on Hold)
   10. If you need to schedule a payment, click the Scheduled Payments tab to schedule partial payments, review or adjust dates and amounts of all payments for an invoice.
   11. Enter the following fields:

       Field Name	Required (R) or Optional (O)	Description
       Hold	O	Checking this box places a payment hold on the selected payment line.
       Due Date	R	The date of payment.
       Gross Amount	R	The payment amount before discounts.
       Currency	—	This field defaults to USD.
       Priority	—	This field defaults to 99.
       Payment Method	R	The way in which supplier will be reimbursed. Select from List of Values: For example: BOA, Check, Clearing, Electronic, Foreign Draft, or Wire.   This field defaults to information entered in the Invoices form.

       Note: A dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.

   1. To adjust dates and amounts of all payments, including discount schedules, click in the next blank line and fill in the information identified in Step 11 above for each scheduled invoice payment.
   2. Select Action>Save and Proceed to save the payment schedule and return to the Invoices form.