Simplifying Operations with Fusion Invoice for Operations

Fusion invoice for Operations

hello all welcome to our trainings.com in this session we'll discuss about the ap invoice in oracle cloud erp okay so we'll just try to understand how do we create from ui and also just try to understand the important tables which are involved in the ap invoice so like what is the ap invoice actually in which part of the process it is involved so here if you observe ap invoice generally it is part of p2p cycle and it is it is very you know we have highlighted here generally like when in the procurement cycle so it starts with the requisition then quotation purchase order then the pvo recept then you know like you will create an ap invoice based on the purchase order like a set of details from like a when you're when you're dealing with a purchase or what we do we just mention which supplier and what are the items you want to buy so that set of information will be available in the ap invoice and based on the ap invoice information generally you pay the in mount pay the invoice amount to the supplier and then after that you'll be transferring to generator and here it's not that like always ap invoice has to depend up has to be dependent depend on the purchase order you can also create indiv like independent app invoice also in our case we just simply try to understand how do we create a ap noise and also like how do we post the invoice to general ledger and uh some information about the tables and the excel linkage subledger accounting linkage okay so let's start and what is the navigation to create invoice you just need to navigation to the payables application and you just need to click on the invoice page and then you'll be navigated to the invoice landing page okay so let's see that so just go here to the instance now click on payables application click on invoices and so it shows the main set of you know like infolets like you'll have the set of invoices which are scanned and the recent in transaction recent invoice which we created within 24 hours and set of invoices based on the holds approval and all those information okay now just click on this task list and the first one in the invoice section click on create invoice so will you navigate to the invoice page and here let's start with entering the mandatory parameters generally we start with a business unit so by default based on the access which you have for your user the business unit will be updated or you can change it then enter the supplier information let's say let's try to enter dell and i just mentioned supplier information it will populate the supplied site as well as legal entity based on the supplier side and you can mention the invoice number let's say i'll mention ap invoice x api invoice 002 then mention amount okay so here we have different types of invoice types okay so we'll just go with the default one standard invoice okay and of payment terms and the invoice creation date it's all stuff you can mention and then as we discussed just now like we can create invoice based on a people let us say if you have the people information you can mention the people if you don't have any people information let us say you want to create an individual invoice you can simply don't mention the invoice pivo information just enter the invoice header and then you can just click on this particular click on this particular line i mean this icon and let's see what happens now so it is saying like whether you want to search any invoice search any people we don't want to search anything right so just cancel that okay so automatically it will populate a blank file lines okay so let us say even if you don't want to enter file lines for a given invoice so what happens is once you just enter the enter the required set of lines information then click on save the nullified lines will get removed okay so by default it just populates five blank lines based on our requirement we can enter the file lines or you can just enter one line and you can just leave it like that i'll just mention the amount okay and then mention the distribution set like how you want to distribute this particular amount and that's it nothing to enter as of now tax will be calculated okay so now when i clicked on say what is happening it says not validated okay so tax is not calculated by default what you do click on invoice action and click on calculate tax now calculate tax and then we'll understand what will happen now can you see now the tax was calculated and it says i can have warning information because we entered only 1500 at the invoice header level but the amount we have to enter is 1642.50 so just mention that 1642.50 and then click on save okay now again try retry calculate tags now it has to be validated right now it shows a green color icon okay click on save again okay now then the next thing what you can do is you can just simply click on post to lecture okay now what is happening what are the data which we entered it is available only at the invoice level nothing but the ap tables ap table itself now let us say we have created invoice now we want to post this information to the gl general ledger okay so then what we have to do just click on invoice action and click on post ledger okay it gets posted to the ledger okay it says you must validate the invoice before it can be accounted so again yeah i think we have not valid we just mentioned only calculated tax we have not validated it okay so you have to click on validate and this validated has to be set to validated then only composed to ledger now the status is validated right now then try again click on post tool lecture it may take a while to post into lecture okay it says accounting is complete means probably it is supposed to ledger okay and now we can just click on view accounting and you can click on view t accounts it shows how the amount is distributed and what are the general lines it may not have the information totally about the general like your general header kind of thing but it just tells you the general information like how it got posted based on the distribution which we mentioned okay so just ignore this one now so before proceeding about the sla details let us understand some of the basic tables of the ap invoice okay so now so to start with the first one is header information which will be stored in the ap underscore invoices all and then the next one is the line information right so whatever the information which we enter the invoice editor it clearly tells you the invoice sector this information will be available in the ap invoices all okay and of course like the business unit will be available in the fun business units table supplier will be available in the pvoz supplier table okay this one he was at suppliers supplied sites and the business unit will be available if you and all business units be and then coming to the like of course the payment terms will be ap terms table okay then they're coming to the lines table and lines will be available in the ap invoice invoice lines and tax information also will be available in the ap invoice lines table itself then coming to the next one distributions will be available in the ap invoice distribution salt table okay this one and when you deal with the payments like let us say you have an invoice and like uh you have a payment schedule like a based on the payment terms nothing but let us say whether you have to repay the invoice amount within one month or six months right so you'll have the appropriate scheduling of the payments and based on the amount you pay the supplier then what will happen like it will have the appropriate check generated if it will be at all if you are banking into integration or if you are paying a manually it all depends upon how you are paying it and then you have the data of that payment information in the ap invoice payments all as well as the ap payment schedules all table okay and then this tax profile will be the tax profile of your supplier and then once you have once you do the payment like if you have bank integration what will happen is they can generate a bank transaction report and like uh you have to link to ca bank accounts table as well as ib iby payments payments all table which will have the banking information and the other one like when you are posting to general ledger these are very important two tables like xli events as well as xlae headers and these two table will provide a linkage between your ap invoices as well as general ledger okay we'll see that now okay so now what we want to do is i'll just try to end like i show you one particular this one so this is one of my existing one but it will try to enter the one which we created just now i think yeah this is ap xsap and voice underscore two i just mentioned my invoice number copy this and i'll just go to my vip so just reload we just want to find out what is our gl batch name or header name okay [Music] once we that once we have that information what we want to do is we just want to check the entry of the generators like what lines it created what is the amount of it right so the batch name is just copy the batch name okay now what you do go to the general region i'll try to navigate from home screen again to just show you like how do we navigate to gl you just need to click on general accounting again let me check here yeah general accounting click on generals and now click on the task list click on many journals and now mention the batch name general batch and you can just remove the period name if at all if it could be a different period click on search okay yeah so this is our like uh you know like uh we created our particular journal in the primary related year's primary ledger right so just click on the first one right okay and it is unposted and can you see the amount 1642 and what was the amount we had in our ap universe 1642 and this information like maybe if you just see the distribution distribution entry so it just says the distribution set it will not actually give you the total distribution information right so and to get the total distribution information the only from where like uh how the amount which we mentioned at the invoice level inverse lines level how it got distributed to different accounts this is where it will get distributed but how like how this distribution happens because based on the sla configuration the accounting set uh ledger accounting subledger accounting configuration which you have i mean which was done on that particular uh ledger i mean yeah ledger based on that it will it will get distributed distributed to this bit of accounts okay so this is how we create a invoice and you know like uh this is how the data gets transferred from transferred from ap invoice to legend of course we have not discussed about the paying an invoice but what we have discussed is just how do we create and how do we create invoice and how do we transfer to gl general okay and also the set of table details and what is the linkage between xla table and ap invoice table is very simple so here if you observe in the ap invoice distribution law the major linkage between ap invoice table as well as accounting event stabilized accounting event id okay accounting even id this one excel events so based on the accounting event id and that is linked to the distributions once you have the distribution linkage you can create a linkage between two ap invoices as well as ap invoice i mean headers as well as lines and also what is the linkage between the general headers and general lines is just observe this one so based on this particular so here if you observe this is general lines and yeah import references so this one accounting event lines table will have the input references which will have the gl like import reference gl subledger link table information and based on this one you get the jet right once you get the jehovah id you can get all the batch information general header as well as line information okay so this is all about ap invoices and some of the table information of the api invoice thank you