Modify an Invoice - Process Help (R12)

Use these instructions to modify an invoice.

Prerequisites

1. The invoice must not be canceled.

To Modify an 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. Select View > Find or click the flashlight on the toolbar to open the Find Invoices form.
3. Enter the following fields on the Find Invoices form:

   Field Name	Required (R) or Optional (O)	Description
   Supplier Region
   Name	O	The name of the business or person providing goods or services. Select from the List of Values.
   Number	O	The number assigned to the supplier. Select from the List of Values.
   Site	O	The unique campus location number assigned to a supplier used by that site.
   PO Num	O	The purchase order number.
   Invoice Region
   Number	O	A unique, supplier-supplied number on the invoice.
   Type	O	This indicates the type of invoice. Select from the List of Values.
   Amounts	O	Enter the amount or a range of amounts from the invoice document.
   Dates	O	Enter the date or a range of dates from the invoice document.
   Invoice Status Region
   Status	O	The condition of the invoice.

4. Click Find to return to the Invoices form.

1. Note: Click anywhere on the invoice line to select the individual invoice to modify.

1. Review the following fields on the Invoices form:

   Field Name	Required (R) or Optional (O)	Description
   General Tab
   Amount Paid	O	The amount from the Invoice Amount field that was paid to the supplier. To see detailed information on the invoice payment, select the invoice line and click the View Payments tab.
   Invoice Status Region
   Status	O	The current status of invoice authorization.
   Accounted	O	Accounted replaced the term posted and indicates whether or not an invoice posted to the general ledger.

2. As required, change any of the following fields on the Invoices form:

1. Note: The ability to modify an invoice is dependent on the information displayed in the fields listed in step 5. Note the restrictions for updating the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Operating Unit	R	The Research Foundation for SUNY.
   Type	R	Indicates the type of invoices. Select from List of Values.
   PO Number	O	The purchase order number.
   Supplier	O	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	O	The number assigned to the supplier. e number assigned to the supplier. e number assigned to the supplier. e number assigned to the supplier. e number assigned to the supplier. e number assigned to the supplier. e number assigned to the supplier. e number assigned to the supplier. e number assigned to the supplier. Select from a List of Values. 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 Site	O	A unique name identifying the supplier's address or site. Select from a List of Values. 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.
   Invoice Date	O	The date of the invoice. Select from the calendar List of Values. This field can be updated only if the invoice is unpaid and not accounted.
   Invoice Num	O	A unique, supplier-supplied number on the invoice. This field can be updated if the invoice is unpaid.
   Invoice Amount	O	The full credited amount on the invoice, including tax, freight and miscellaneous charges. This field can be updated if the invoice is unpaid and not accounted, unpaid and accounted, or not fully paid and not accounted. When you change this field, scheduled payments are automatically recalculated.
   Description	O	The description of the goods and services listed on the invoice. This field can be updated at any time.
   Pay Alone	O	Check this box if the invoice is paid with its own payment document, not including other invoices for the supplier. This field can be updated if the invoice is unpaid . You must not select this field if the invoice type is a credit or debit memo.
   Payment Method	O	The payment method assigned to a supplier. This field can change at scheduled payment. It can be updated if the invoice is unpaid. When you change this field, scheduled payments are automatically recalculated.
   Pay Group	O	The pay group defines the location that will mail the check to the supplier. Select from a List of Values: BOA Credit Card BOA Vendor ACH Mail from Central Office: Central Office mails the check to the supplier. Return to Campus: Central Office mails the check to the campus and the campus location mails the check to the supplier. This field can be updated if the invoice is unpaid.
   Terms	O	The terms of payment. Select from the List of Values. This field can be updated if the invoice is unpaid and unposted or unpaid and posted. This field can't be updated if the invoice is paid. When you change this field, scheduled payments are automatically recalculated.

1. Select File > Save

Modify an Invoice using the Lines tab

Note: Lines should be used to modify an invoice when it was how the invoice was originally entered. You can tell if it was entered this way by noticing if the PTAEO floods in at the line level of the invoice.

1. Select the line in which you want to modify and place cursor on it.
2. Select Discard Line button. Note: The amount line will change to $0.00.
3. As required, change any of the following fields on the Invoices form:

   Field Name	Required (R) or Optional	Description
   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 Number	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	O	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.
   Description	O	This field defaults to the Description entered on the Invoices form but may be changed.

   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. When the Supplier Type is Non Citizen-Individual you must enter the DFF at the Invoice Lines Level before proceeding to Distributions or Actions.

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

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

6. Select File > Save to save the changes.
7. Click Actions...1 button.
8. Click 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).

Modify an Invoice using the Lines tab

Note: Distribution button should be used to modify an invoice when it was how the invoice was originally entered. You can tell if it was entered this way by ensuring that the PTAEO did not flood in at the line level of the invoice.

1. Click Distributions to open Distributions form.
2. To reverse distributions or rematch to purchase orders:
   1. Confirm that the invoice status is validated or the invoice is matched to a purchase order.
   2. Click on the distribution line you want to modify.
   3. Click Reverse 1.
   4. Click Ok on the caution message to return to the Distributions form.

   Note: to rematch to a purchase order stop here; see Process-Enter an Invoice Matched to a PO.

   1. Click on the next blank Num field to add a new distribution line.
   2. Complete the following fields on the Distributions form.

   Note: You will need to use the horizontal scroll bar to view all the fields.

   Field Name	Required (R) or Optional	Description
   Amount	R	The amount to be distributed on this line.
   Project	R	The project number to which the item will be billed.
   Task	R	The subdivision of work within the project funding this purchase.
   Award Number	R	The Award Number to which the item will be billed.
   Expenditure Type	R	The category of the purchase. This is the account that is being charged.
   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.
   Income Tax Type	O	The type payment made to 1099 suppliers. Select from a List of Values. This field defaults to information from supplier file but may be changed if necessary.
   Withholding Tax Group	O	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 if the invoice is unvalidated.
   Description	O	This field defaults to the description entered on the invoices form but may be changed

   1. Enter the following fields on the Invoice Distributions DFF form:

      Field Name	Required (R) or Optional	Description
      Campus Defied	O	Miscellaneous field for campus use.
      PCS Reconciled	O	Field to verify if the payment has been reconciled with the PCS system.
      Name	O	For campus use.
      Type of Allowance	O	This field will be required when the expenditure type is OTR Expatriat Allowances.

   2. Select File > Save to save the distribution changes.

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

   Note: You'll see a message at the bottom of the screen stating that your transaction is complete and your records were applied and saved. If you changed the distribution amount, added distributions, reversed distributions, or changed the tax name, you must submit the invoice for validation before it can be paid. Validation will recalculate your scheduled payments.

   1. Select File > Close Window to return to the invoices form.

   Note: If using scheduled payments and you add or reverse invoice distributions, you must also change the scheduled payment amounts to match the new invoice total.

   1. Enter the following fields on the Invoices form.

   Note: An invoice must be submitted for validation after it was modified. A hold will be placed during validation if you have added or reversed invoice distributions without changing the scheduled payment amounts to match the new invoice total.

   Field Name	Required (R) or Optional	Description
   Scheduled Payments Tab
   Hold	O	Check this box to apply a payment hold on the scheduled payment line.
   Due Date	O	The date of payment.
   Gross Amount	O	The payment amount before discounts.
   Payment Method	O	The method by which the invoice is paid. Select from a List of Values.

   1. Repeat step J for each scheduled payment line that needs to be modified.

   Note: After you modify an invoice, you must submit it for validation approval before it can be paid.

3. To adjust the distributions:
   1. Confirm that the invoice is not validated or matched to a purchase order and that the distribution is not accounted.
   2. Click on the distribution line you want to modify.
   3. Change any of the following fields on the Distributions form.

   Note: You will need to use the horizontal scroll bar to view all the fields.

   Field Name	Required (R) or Optional	Description
   Amount	R	The amount to be distributed on this line.
   Project	R	The project number to which the item will be billed.
   Task	R	The subdivision of work within the project funding this purchase.
   Award Number	R	The Award Number to which the item will be billed.
   Expenditure Type	R	The category of the purchase. This is the account that is being charged.
   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.
   Income Tax Type	O	The type payment made to 1099 suppliers. Select from a List of Values. This field defaults to information from supplier file but may be changed if necessary.
   Withholding Tax Group	O	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 if the invoice is unvalidated.

   1. Select File > Save to save the distribution changes.

   Note: You'll see a message at the bottom of the screen stating that your transaction is complete and your records were applied and saved. If you changed the distribution amount, added distributions, reversed distributions, or changed the tax name, you must submit the invoice for validation before it can be paid. Validation will recalculate your scheduled payments.

   1. Select File > Close Window to return to the Invoices form.

   Note: If using Scheduled payments and you add or reverse invoice distributions, you must also change the scheduled payment amounts to match the new invoice total.

   1. Enter the following fields on the Invoices form.

      Field Name	Required (R) or Optional	Description
      Scheduled Payments Tab
      Hold	O	Check this box to apply a payment hold on the scheduled payment line.
      Due Date	O	The date of payment.
      Gross Amount	O	The payment amount before discounts.
      Payment Method	O	The method by which the invoice is paid. Select from a List of Values.

   2. Repeat step F for each scheduled payment line that needs to be modified.

   Note: You will need to use the horizontal scroll bar to view all the fields.

4. To add distributions:
   1. Confirm that the invoice wasn't canceled and is not paid or partially paid.
   2. Click on the next blank Num field to add a new distribution line.
   3. Add the following fields on the Distributions form.

   Note: You will need to use the horizontal scroll bar to view all the fields.

   Field Name	Required (R) or Optional	Description
   Amount	R	The amount to be distributed on this line.
   Project	R	The project number to which the item will be billed.
   Task	R	The subdivision of work within the project funding this purchase.
   Award Number	R	The Award Number to which the item will be billed.
   Expenditure Type	R	The category of the purchase. This is the account that is being charged.
   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.
   Income Tax Type	O	The type payment made to 1099 suppliers. Select from a List of Values. This field defaults to information from supplier file but may be changed if necessary.
   Withholding Tax Group	O	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 if the invoice is unvalidated.

   1. Select File > Save to save the new distributions.

   Note: You'll see a message at the bottom of the screen stating that your transaction is complete and your records were applied and saved. If you changed the distribution amount, added distributions, reversed distributions, or changed the tax name, you must submit the invoice for validation before it can be paid. Validation will recalculate your scheduled payments.

   1. Select File > Close Window to return to the Invoices Form.

   Note: If using Scheduled payments and you add or reverse invoice distributions, you must also change the scheduled payment amounts to match the new invoice total.

   1. Enter the following fields on the Invoices form.

      Field Name	Required (R) or Optional	Description
      Scheduled Payments Tab
      Hold	O	Check this box to apply a payment hold on the scheduled payment line.
      Due Date	O	The date of payment.
      Gross Amount	O	The payment amount before discounts.
      Payment Method	O	The method by which the invoice is paid. Select from a List of Values.

5. Repeat step F for each scheduled payment line that needs to be modified.

   Note: After you modify an invoice, you must submit it for validation approval before it can be paid.