Payables FAQ

1. How to Change the Legal Entity Field in the Invoices Workbench (APXINWKB.fmb) at the Invoice Header Level

The intended functionality is as follows, per confirmation from Development in Bug 6355505:

In Oracle Payables the field Legal entity is not updateable. Instead the Invoice workbench has a LOV for Customer Tax Payer id. Here the Customer can choose any tax payer id which can be related to another Legal Entity. As such the legal entity can be selected from that LOV and the same is displayed in the Legal Entity field

See Note 458194.1 for more information.

2. How does the R12 Upgrade Process Create Invoice Tax Distributions

The upgrade script, aplnupgb.pls, creates the tax type invoice distributions based on the data from ap_invoice_distributions_all and ap_chrg_allocations_all of 11i.

See Note 456625.1 for more information.

3. How to Set the Track As Asset Flag in R12

Ensure you are looking at the track as asset flag on the DISTRIBUTIONS form. You will need to use the Folder Show Field > Track As Asset option to see the value of the distribution account.

The field is displayed by default at the line level but that is only for the purpose of defaulting over to the distribution.

See Note 549192.1 for more information.

4. How To Correct Funds Check Hold In R12

To validate invoice with fund check and fund reserve facility, following setups are required:

1. Enable ledger with slam as "Encumbrance Accrual Method".
2. Enable "Budgetary Control Option" at ledger level.
3. Define "Budget" for your respective ledgers.
4. Define "Organization" for your respective ledger.
5. Allocate Amount against your invoice distribution account for invoice GL period.
6. Create invoice for period against which budget has been allocated and click on actions fund check, if fund is available against distribution account then fund check will get passed otherwise invoice will have fund check hold.

Please ensure validation accounting application program done for all event class related to encumbrance accrual are validated.

See Note 552114.1 for more information.

5. How to tell if a Field is Required in R12 Webforms

Required fields in a web form are indicated by a small starlike symbol ("*"). There is no color coding of such fields.

See Note 455303.1 for more information.

6. How to Resolve APP-FND-00828 Error In APXINWKB

Descriptive Flexfield Segments.

Application: Regional Localizations
Title: JG_AP_INVOICES

After RUP4 patch application, the segment checkbox is enabled by default which results in not being able to enter AP invoices. Once the checkbox is disabled, invoices should be able to be entered.

See Note 555335.1 for more information.

7. How to Reverse Distribution Lines in R12 Invoice Workbench

In Release 12 you can not reverse a distribution line once any charge allocated to it. Once the tax is allocated to the ITEM distribution, the system will not allow you to reverse this distribution which is also the case for the TAX distribution if it is Permanent.

In such cases you should discard the ITEM line and not the distribution. This will automatically reverse the ITEM and TAX distributions as well.

After that you can go and create new ITEM line and validate the invoice.

Reference Bug 6200695 ERROR WHILE VALIDATING AN INVOICE WITH A REVERSED LINE WITH TAX CALCLUATED

See Note 453877.1 for more information.

8. How to Setup Document Sequence Category for Retainage Release Type Invoices

Document Sequencing cannot be done directly for the Retainage Release type of invoices. Complete the Document Sequencing setup required for standard invoices and that would be made applicable for the Retainage Release too. Therefore Retainage release type will use Standard Invoice sequence and will not have its own sequence category.

See Note 560323.1 for more information.

9. How to Create a Skeleton Type Distribution Set in R12

In R12 the Type field in the Distribution Sets form is not directly enterable. To create a skeleton type Distribution set, you enter a 0 as the percentage in the first line. The system will set the type as "Skeleton".

See Note 563494.1 for more information.

10. How to Make Payables Holds Resolution Workflow APHLD Functionality Work

In addition to manually releasing holds, Oracle Payables integrates with Oracle Workflow to provide a resolution of user releasable holds through workflow.

Holds resolution workflow is initiated during Invoice Validation when:

• The Initiate Workflow option is selected for the hold type in the Hold and Release Names window.
• The hold is setup to be user releasable

Note: If the Approvals Manager setup does not provide a valid approver, the workflow terminates without further processing.

Prerequisites:

1) Install and set up Oracle Approvals Management (AME) for the transaction type of APHLD.
Define the rules that the system uses to determine who the appropriate approvers are for a hold. Holds resolution requires only one level of approval.

2) Define your release codes in the Invoice Hold and Release Names window (AP) and ensure the "Initiate Workflow" option for the hold type is selected and the workflow options are selected. (timeline on reminder notifications etc).
Once the setup is complete in AME and AP you can then enter an invoice that should get the hold applied at validation time and validate it to apply that hold.

Once the hold is applied you can test the AME setup by getting the HOLD_ID from the Holds window in Invoices form (Help > Diagnostic > Examine) and using this in the AME test screen. Enter HOLD_ID when prompted for Transaction_ID. If the AME rule is setup correctly, the applicable rule will be found and the approver list will be shown.

Once you have verified that the AME setup is correct, you can then enter another invoice and validate it. If that hold is applied, the notification should be sent to the approver.

The approver them logs into their Worklist and actions that notification.

See Note 549538.1 for more information.

11. How to Upload Invoices into iSupplier

With Release 12, there is now the Invoice Open Interface Import program.

According to Oracle Payables Reference Guide which is available on Metalink under Doc ID: Note 412010.1 Oracle Payables Documentation, R12

"The Invoice Open Interface Import program builds Payables invoices based on the invoice records in the Payables Open Interface tables. After the import program builds the invoices, they can be viewed, modified, and validated in the Invoice Workbench.

The invoice data includes EDI and XML invoices from your suppliers, invoice records that you entered in the Quick Invoices window, invoices that you loaded with Oracle SQL*Loader, lease invoices that were transferred from Property Manager, credit card transaction data, and invoices that your suppliers entered and submitted online via Oracle iSupplier Portal."

Please refer to the guide for additional details.

See Note 430344.1 for more information.

Tax Related

1. How to Set Up Taxes in R12 - High Level Overview

The information in Note 562877.1 will describe a high level overview of the regime to rate flow, and the mandatory steps required to set up taxes in R12. All of the setups are done in the Tax Manager responsibility, in the Tax Configuration tab.

Please note that before doing most of the tax setups, the geography must be loaded into TCA. It is also a good practice to run the Geography Name Referencing Program in TCA as well to ensure that the geographies to be used in setting up taxes are linked properly and available during tax setup.

Refer to the Oracle® E-Business Tax User Guide for Release 12 for more information on specific options in each step.

See Note 562877.1 for a high level overview of the regime to rate flow, and the mandatory steps required to set up taxes in R12. All of the setups are done in the Tax Manager responsibility, in the Tax Configuration tab.

2. How to Associate the Tax Line to an Invoice Line

The allocate button on invoice workbench can not be used to allocate Tax on the invoice workbench. Instead it needs to be allocated through Tax Details window.

To allocate the tax through the tax details window, the following options have to be checked for override and manual entry:

1) Allow Entry of manual tax lines at Regime level
2) Allow Override for Calculated Tax Lines - at TAX level
3) Allow Tax Rate Override - at STATUS level
4) Allow Ad Hoc Rate - at TAX RATE level

Also see if the allow override and allow entry of manual tax line option is checked at the Configuration owner option level for the relevant OU / LE.

To allocate the tax line, follow the steps below:

1) Enter invoice header and item lines
2) Go to invoice header (keep the cursor on invoice header)
3) Click on tax details (it will open tax details window in summary line context)
4) Enter a manual tax line
5) Click on allocate button located at the bottom of the tax details window and allocate the tax line to the lines you want to.

See Note 602831.1 for more information.

3. How to Add Line Types Such as Invoice Price Variance, Freight, Non Recoverable Tax, Miscellaneous to the Post Accounting Program Form for APMACR

Please try the following:

1. Payables > Setup > Accounting Setups > Subledger Accounting Setup > Post Accounting Programs.
2. Query Program Name - Mass Additions Create.
3. In the lower section of the form - you will see Oracle Standard enabled. Please disable this.
4. Then select it and choose the Copy Assignment button.
5. Enter a Code and Name such as Custom Mass Additions.
6. Click into Ledger to activate the Done button but you don't need to enter a ledger unless you want one specific to a certain ledger.
7. Enable this definition so there is one active definition for Mass Additions.

Then you can click on Accounting Class Assignments and the Assignment Owner will be 'User'.
You should then be able to add whatever Accounting Classes to the list and save.

See Note 456657.1 for more information.

4. How to Apply Tax Rules During Tax Calculation

1. Make sure the tax used is set up as a recovery tax: set up from the tax regime tab and the tax tab. The set up done at lower levels overrides higher set up steps.
2. Make sure the "Allow tax rate rules" check box is activated: review the taxes controls and defaults section, at tax tab.
3. Make sure the tax recovery rates is set up always as a 100% recoverable and the "IVA Recovery" is set up as a default recovery rate.
4. Expert rules should be set up for different rates.
5. A factor set should be created for each different tax rate for the rule type "Determine tax applicability".
6. About the factor sets, they should be created in the Advanced set up options tab.
7. Conditions sets should be created for each tax rate using the operator "equal to".
8. Make enable all the previous steps.
9. Make tax available for transactions.
10. Query the tax rate and check and/or uncheck the 'Set as Default Rate' checkbox and save.

See Note 452592.1 for more information.

5. How to Enter a 'Tax Only' Invoice

For manual Tax only lines, no automatic distribution is generated and the user is required to give the appropriate distribution account. When you create Manual Tax only Lines, it suggests that you have specific business requirements. Accounting distribution is not defaulted due to the reason that it is not appropriate for the system to default Accounts without considering the nature of the specific business requirement for a particular transaction. It may also be noted that we do not have any associated Item Lines so it is also not appropriate to allocate Recoverable and Non Recoverable part which is an important factor in Tax Accounting.

See Note 553209.1 for more information.

6. How to Avoid Automatic Tax Calculation on Invoice Validation

In E-Business Tax navigate to Defaults and controls> Configuration owner Tax options.

Query for Application name = Payables
Even Class = Invoice.

If there is an already existing set up then query it or if it returns no values then click on create. 
In the page that opens, scroll down to the other field and there on the right side you can see a flag called "Allow Tax Applicability".
Disable it.

Note:- This tax will not get calculated for any of AP transactions.

See Note 747431.1 R12 - How To Avoid Automatic Tax Calculation on Invoice Validation for more information

Matching

1. How to Match a Credit Memo to an Invoice in R12

There are two ways in R12 to perform an Invoice Match. 

The first way is to use the Quick Credit functionality.

1) In the Invoice WorkBench, create a credit memo for the Supplier and Site
2) Enter a Negative amount
3) Navigate through the fields in the folder until you get to the Quick Credit checkbox.
Check this box.
4) In the Next field enter the Invoice Number of the invoice you want to match.
5) Save

Invoice lines and distributions will be created from the original invoice's lines and distributions, regardless of the actual amount on the credit memo.

The second way is more like how it is done in 11i. In Release 12 an invoice match is considered a correction and is done using the Correction button.

1) In the Invoice Workbench, enter a Credit Memo or Debit Memo type invoice. 
See: Entering Credit/Debit Memos, page 3-87.
2) Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions. 
See: Entering Basic Invoices, page 3-10.
3) In the Match Action field (scroll about 1/3 of the way on the invoice header until Match Action drop down appears), select Invoice. 
Click the Correction button.
4) In the Find Documents for Correction window, enter search criteria for the invoice.
5) Choose the Find button. Payables navigates to the Invoice Corrections window.
To see more information about an invoice, select it and choose the Invoice Overview button.
6) Select the invoice and enter a Credit Amount.
To match in further detail, choose the Select Lines button. Select each invoice line you want to match to and enter a Credit Amount.
7) Choose the Correct button to correct the invoice.
To review the new invoice lines, choose the lines tab from the Invoices window.

See Note 453983.1 for more information.

2. How to Change the Invoice Approval Status of PO Matched Invoices to 'Not Required' in R12

The ability to bypass the approval processing for matched invoices is done by configuring AME.

STEPS:

If you have enabled approval process on Payables Options, the initial status on the invoice will reflect that approval is 'Required'.

1. To configure your Approvals Management (AME) rules using the Approvals Management Business Analyst responsibility, first search for the Payables Invoice Approval transaction type. You can use the guided setup or go straight into the rules. Payables have seeded rules of type "Production" which include "Invoice Header Match Check" and "Invoice Line Match Check".

2. Assign these rules so even though the approval process is initiated, AME will consider the transaction already approved - the status of the invoice will be updated to Approved, this can be done by changing the attribute value from 'False' to 'True'.

3. If you logged into the AME Business Analyst Responsibility, but when you searched for the "Payables Invoice Approval" transaction type, or "%Invoice%" transaction type, and no values were found so in this case most probably that you are not granted the permission set "AME Calling Applications" on the object "AME Transaction Types".

AME restricts access to "AME Transaction Types" using Data Security. To access the transaction types, the user needs to be granted the permission set "AME Calling Applications" on the object "AME Transaction Types". Please grant the permission set to the user to provide access to the transaction types.

See Note 455015.1 for more information.

3. How to Reverse PO Matched, Invoice Distributions

In R12, you cannot reverse PO matched distributions. Instead, you need to discard the PO matched, invoice line, which will automatically reverse the distributions.

See Note 729985.1 for more information.

4. How to Match to PO / Receipts in R12

On the invoice workbench, the match option is always defaulted from the Supplier Site.

The user guide states the following:

"Invoice Match Option. For purchase order shipments, indicate whether you want to match invoices to purchase orders or to purchase order receipts. This option defaults in the following order and can be overridden at any level: Payables System Setup ->Supplier -> Supplier Site -> Purchase Order Shipment."

This means that the value the user sets up in the Suppliers page will be used to default the value for Purchase Order Shipments while creating Purchase Orders i.e. Purchasing Responsibility -> Purchase Orders -> Shipments -> More tab -> Invoice Match Option field's value is defaulted based on this value.

See Note 728119.1 for more information

Bank

1. How to Assign a Bank Account to an Employee Type Supplier to the Site Level During Import

It is not possible to assign a bank account to a supplier site during supplier site import. This is because the bank account import process requires a valid party_site_id for supplier site import and a site for an employee type supplier has no party site. There is no real reason to assign the bank account at the supplier site level for an Employee type supplier. Unlike 11i, R12 is capable of using the Supplier level bank account as a default if there is no bank defined for the Supplier site. There can ever only be two Supplier sites for an Employee in R12: HOME or OFFICE. It is unlikely that an employee will want to use a different bank account depending on the site.

See Note 579610.1 for more information.

2. How to Query the Bank Account at the Supplier Site Level in SQL

In R12 a Supplier Site is stored, in TCA, as a Party_Site. The Party Site has the Party ID of the Party that represents the Supplier record.

There was no user interface that allowed searching Payee Bank Account Assignments. The user has to query each supplier and Payee to find out the bank accounts attached.

The following Enhancement Request was logged and has been implemented:

Bug 9374551 - NEW UI FOR SEARCHING SUPPLIER BANK ACCOUNT ASSIGNMENTS

Apply the following patch to obtain this new user interface:

For R12.0.x-
Patch 9374551:R12.IBY.A - NEW UI FOR SEARCHING SUPPLIER BANK ACCOUNT ASSIGNMENTS
For R12.1.x-
Patch 9374551:R12:IBY.B - NEW UI FOR SEARCHING SUPPLIER BANK ACCOUNT ASSIGNMENTS

See Note 1186574.1 for more information.

Mass Additions

1. White Paper on Mass Additions Create Process in R12

The paper available via Note 567690.1 covers the functional and technical side of the Mass Additions Create process. It will describe the setup steps to interface data between FA and AP and discuss changes in the architecture between R11i and R12.

See Note 567690.1 for more information.

2. How To Include Nonrecoverable Tax In Mass Addition In R12

In Release 11i, profile option FA: Include Nonrecoverable Tax in Mass Addition was allowing when set to Yes, to get Nonrecoverable Tax amounts included as part of the asset after running the Mass Additions Create Program.
In Release 12, this profile option is obsoleted therefore, default behavior is the same as without this profile option set: Nonrecoverable Tax lines are not included as part of the asset.

Candidate invoices are now controlled via the following setups:

Setup > Financials > Subledger Accounting > Post-Accounting Programs
Query for 'MASS ADDITIONS CREATE' program.

It has following seeded Assignment definition:

Assignment code = ORACLE STANDARD
Assignment Name = Oracle Standard Transfer
Owner = Oracle
Accounting Class Events doesn’t include ‘Non-Recoverable Tax’

Therefore, default behavior is not to transfer Non-Recoverable Tax line merged with the Item line but as separate Mass Addition lines.

If you want to Create Mass Additions to transfer Nonrecoverable Tax line merged with Item line, then you should create a new accounting class assignment for this program including event ‘Non-Recoverable Tax’

See Note 559980.1 for more information.