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Credit invoice example for Facilities

hello everyone in this video we'll discuss creation of standard invoices both the cases which is non pvo invoice and also the po invoice so typically non-po is also called as unmatched invoices whereas people we call as a matched invoices so we'll see the both matched and unmatched and we'll see the credit memo debit memo manage invoices in order for you to query any invoices how do you manage your invoices validate the invoices how do you validate invoices in bulk and also approval workflow in bulk okay if there is any approvals uh existing in your system rather than you know submitting one-on-one invoice to your approver how can you submit in bulk so there is a brief agenda we'll get to the application now so accounts payable specialist is the one who can create the invoices so for this current user we have assigned accounts payable specialist let us try to create the invoices so for which i need to go to the the dashboard area called variables so for in which i'll select the icon invoices so in the task list okay you have the task list on the right hand side so where we can create the invoice so i'm selecting the task create invoice so let me select the business unit in va telecom view okay so you need to select the supplier so the first thing is we are creating a non-po invoice later on we will create a p1 mods so supply reliance so reliance communication is my software i'm selecting it so if one supplier is having multiple sites you can just drop down on select here in this case we have only one supplier site so i'm just selecting the site invoice group so you can give any invoice group if need be okay so invoice number so vendor would have been provided you with an invoice so you can give invoice number that has been given by the vendor so what is the total amount you can give the description let us say these are consultancy charges so you can give invoice date and also the payment terms expand the lines so once you're done with the header you can get to the lines so where you can get the line amount so here the line amount ideally is exclusive of tax so once you validate the invoice taxes can can be calculated so in this scenario it's uh note access so i'm just selecting the header and line the same amounts and once you are selected you can give the distribution combinations so you can you press tab or else you can expand this and select this blue color icon over here so either the distribution set or the distribution combination either one thing is mandatory not the both either the distribution set or distribution combinations either one of the thing is mandatory so let me set the distribution combination here so i know the defaults value so i'm just giving it so let me select the natural account which is consultancy so i'll give can you search here so typically my expenses are five series so i'm just giving a five series here and then so since this consult is charges i'm selecting the expense related to the consultancy charges so i can select the product if need be i'm just selecting defaults and the company none assuming that this has been anchored only for the same company commonwealth so once you select the discretion combination you can just do okay once you have selected the distribution combination now you can also check uh you know if any taxes has been calculated if you are including any prepayments or applying any payments and you can select the say that you and then total amount and then once you're done you can give validate invoice actions validate the invoice also if you're using chrome you can also give a shortcut ctrl alt in order for you to update the invoice so invoice is validated once invoice is validated so you can initiate for approval if you know invoice is subjected to the approval you can initiate for the approval so invoice actions to initiate an approval invoice actions approval and then initiate so currently there is no approvals for this business and so i'm not doing that stuff so once you also you do the approval and your approver approves it you can post lecture so you can click on post lecture so accounting is done you can just click on be accounting so you can see the accounting entry which is a item expense debit to the liability so expense we are the one who has provided it so in case of a non-payable user shall provide the expense combination and the liability will be picked from the common options in the managed common options for payables and procurement you define the common liability so the liability account will be picked from the common options otherwise if you are given the liability account at the site assignments in your supplier level so that combination will be picked from the supplier site assignment so i shall give done and proceed to the point so now let us create a pivo invoice for which i'll navigate to the task list and then click on create invoice so i need to select the pu in case of point one so i'll select let's say the purchase order number one six three one so yeah so i'll get to the first thing uh all it has against allied manufacturing okay so you need to select the purchase order so the moment you select the purchase order so you'll get the default business unit supplier supplier side and the legal entity and also the currency as against the preview so even the payment terms will be defaulted as against the people only thing is the moment vendor submits you the invoice number invoice okay you can sell the invoice number and if you want let's say so you give the total amount of the invoice let's say 5000 okay and give the description let us say consumables or something like that okay so and then you need to expand the lines and you match the invoice lines with the po okay you select the option matching voiceline and you need to select on this icon go so once you give it go you could see the the receipts uh the purchase orders and the receipts as against the people you can just click ok and you can see the quantity that you will be billing is 200 uh unit price of 25 with a total amount of 5000 so that is what our invoice is also you could see order 200 available 200 available for billing so at this point in time build is zero received is 200 okay so i give up line and then okay okay so my line amount will be getting automatically populated unlike non-view i need not provide any distribution combination the charge account okay will picked if it is expense uh invoice the charge account will be picked from the po if it is a inventory related uh po then your actual account will be getting picked so let us see the distribution combination here so if you click on the distributions okay here you could see this is an accrued receipt so yeah so my ap account is getting debited and create my supplier liability at the time of invoice see here there is an accrued receipt okay you can use save and close yeah so you could see now the tax is calculated for four one two point five so let me try to modify the header amount to that extent 541 to 0.5 so on then let me validate this invoice so my invoice is validated so i am done with the poi inverse creation so po invoice we need to select the identifying view i need to match with the invoice lines that's all now let us proceed to create a credit memo and debit memo so i'll just show the credit memo so debit number is a similar step so we'll create a credit memo first so select your own business unit okay so let's say nv telecom bu for my okay and then select the supplier so let us say tata supplier so tata still is my supplier i'm selecting the trustee okay so you can give the invoice number let us say it's credit note one one nine zero one so i'm giving the credit note so i can give the amount inr and then select let us say in case of a great memo you need to give the negative amount let us say it's minus 900 and also the invoice type invoice type you need to change to credit memo in case of a great memo we need to change the type to create memo so if it is a standard okay the pure non-people invoices you know by default it will be standard okay you can continue to continue with the type standard whereas the credit memory decide the type credit memo okay let's say it's a service is not rendered okay or maybe the goods written whatever it is you can give that way and expand the lines and then also the amount can be in negative amount all should be in negative amount and then you can select the distribution combination so i can also give a blank search here or the time of distribution combination so and i select these the consultancy charges which i pretty much know so i can select it so i'm reducing my expenses to some extent okay so let us see the accounting entry for this let me validate and then let me post a lecture okay just give me a content so my liability is getting debited and then my expense is getting created anyway my expense is getting reduced by by the passage of uh credit memo okay so the same thing applies to the debit memo only thing is you need to select the type as debit memo so typically debate memo is self-generated rather than supplier providing you you debit the supplier of course in oracle fusion both access same way a trade memo or debit memory reduces your supplier liability however you know in case of a goods written we have an option where you can auto generate the debit uh memo so if you're using that functionality you know the system will automatically generate the debit memo or else instead of you waiting for vendor to submit the credit you are generating uh on your own by debating your vendor debit so use the type as debit number however the functionality for credit payment on debit memo or more or less the same okay only thing for debit money you decide the type as debit memo as simple as served so make sure that for creating or debit promo you give the amounts in negative header and line make sure that it's in negative yeah now let's proceed to the invoice validation in bulk and also how can you initiate the approvals in bulk instead of validating at each and every invoice level how can you do it in bulk so for which if you want to do a validation involved you can go to the task list again so you have an option validate invoices okay you can evaluate the invoice you can click on validate invoices then you select the business unit for which you want to validate okay so let me select nvidia telecom view so i'll select the business center for which i want to validate it and also i can select the the moment to select the view the literature will default so if you want you have it several criteria here to violate the invoices you can validate through invoice group we can validate from let's say 25th of feb to 28th february or else you want valid against a specific supplier payroll invoice number or entered by uk let's say if because it's the one who is entering the invoice you want to validate only the invoice that needs to be validated by specific user we can give the user name also and then you can just submit it also if you provide default so all the invoices will validate at once so this is nothing but validate payables invoices in bulk so that's why i think the moment you submit this process all the invoices that are spending for validation will validate automatically so let's get to the final step initiate workflow approval so you know i whenever you want you want to initiate the approval invoice in one on one basis you can go to the invoice and you can go to the invoice actions and you can initiate what the workflow approval however if you want to initiate in bulk you can go to the task list and click on initiate approval workflow so you can just click on initiate or clock rule you can select your business unit so let us say in my telecom bu okay you can select your business name and also just like validation in approvals also you have different parameters where you can select from invoice state to to invoice date or specific invoice number or specific source maybe manual or spreadsheet you know you can select the source and if you want you can also select the approval status you know what what what are the invoices in which approval status you want to get it approved if you want to submit as against a supplier or party you can give it as a specific parameter okay to filter the invoices that is getting approved once you select that you can just give submit so that's with regard to the up rule approval workflow initiation and the final step is if you want to query the invoices we can go to the task list and click on manage invoices you have several parameters in the manage invoices you can query by the invoice numbers or the business trainer ui state let us say if i want to query based on brilliance communications okay i can use the subplot and give a search okay so you have the period criteria so let us say 180 plus days or else within specific days okay if you want to create a square for last 30 days you can create also you can do the maximum yeah now i could see there are a couple of invoices where i could also see the unpaid amount as against this invoices invoice type validation status approval status approval is not required yeah you can see all this information by manage invoices where i can query the invoices and also see the details of it i can also click on the hyperlink to navigate to that invoice yeah so if you want to do any attachments also you can do an attachments at the invoice level you can also do an attachment let's say if you want to attach any supplier in voice copy you can do a attachment also at the time of creation it's invoice creation itself yeah so let's try a quickly recap what we have discussed in this video so we have seen creation of non-po invoice we have seen creation of po invoice we have seen the credit memo we have seen a similar debit memo valid invoice in bulk initiate approval workflow and finally we have seen also the manage invoices in order for you to query it thank you everyone