Managing Supplier Expense Invoice Upload

Managing Supplier Invoice Upload

This activity enables recording bulk invoices from supplier.

Select the “Manage Supplier Invoice Upload” link under the “Accounts Payable Hub” business component.

The “Manage Supplier Invoice Upload” page appears.

Enter the following fields in the “Batch Information” header section

Upload Batch #

The number identifying the Upload Batch. Mandatory.

Help facility available.

Batch # will be automatically generated based on the numbering type. On entering an existing upload batch #, system displays the batch details.

Batch Date

The date on which the upload batch was created.

The system defaults the current date on screen launch.

The system displays the following field:

Status

The status of the Upload Batch.

The various statuses of the upload batch are 'Fresh', 'Initiated', 'In-Progress' and 'Processed'.

Enter the following fields:

Doc. Type

Use the drop-down list box to select

Expense Invoice
Order Invoice

By default the system displays “Expense Invoice” in this field.

Doc. Status

Use the drop-down list box to select the status of the invoices.

The system displays the following values for Doc. Type "Expense Invoice".

Fresh
Matched

Defaulted with the set option set in Set Finance Process Parameters for Expense Invoice as Doc. Type will be defaulted with Expense Invoice on screen launch.

The system displays the following values for Doc. Type "Order Invoice".

Authorized
Matched

On selection of the Doc. Type as Order Invoice, the combo loads the respective status for Order Invoice and defaults with the option set in Set Finance Process Parameters for Order Invoice.

Note: The user will however have the privilege to change the status before batch generation irrespective of the set option.

Numbering Type

Use the drop-down list box to select the numbering type of the Upload Batch. If ‘Order Invoice’ is specified as the Doc. Type, then the system lists all the valid numbering types defined for the transaction Type “Bulk Supplier Order Invoice” in the “Create Numbering Type” activity of the “Document Numbering Class” business component.

However if ‘Expense Invoice’ is specified as the Doc. Type, the system lists all the valid numbering types defined for the transaction type ‘Bulk Supplier Expense Invoice” in the “Create Numbering Type” activity of the “Document Numbering Class” business component.

The system displays the following fields in the “Batch Information” section:

Invoice Count	The count of distinct invoices generated under the respective Batch #.
Control Total	The total supplier invoice amount of all the invoices generated (irrespective of currency), which acts as a control check for verification.

Enter the following fields in the “Doc. Details” multiline:

H?	Use the drop-down list box that loads with options ‘Y’ and ‘N’. For a single Supplier Invoice with multiple lines/orders, option ‘Y’ has to be selected only for the line which contains header details relating to Supplier. 'N' has to be selected for the remaining multiline belonging to the same supplier invoice, for which the header details need not be repeated.
Supplier Invoice #	The unique number identifying the invoice that has been issued by the supplier. Mandatory.
Supplier #	The code identifying the supplier. Ensure the following: The code specified here is in “Active” status. The code specified here is mapped to an active “Account Group” in the ARD business component. The supplier number should be mapped with bill to supplier or pay to supplier, if pay to supplier or ordering supplier differs. Help facility available.
Invoice Date	The date on which the invoice is created. Mandatory. The Invoice date must be same as or later than the reference date (Goods Receipt) but not later than the system date. The system date is displayed by default.
Supp. Invoice Date	The date on which the supplier invoice was raised. The supplier invoice date must be the same as or earlier than the invoice date, when the anchor date is the same as the invoice date. (Date Format). Mandatory.
Supplier Invoice Amt.	The amount for which the Supplier Invoice has been raised.
Pay To Supplier #	The code identifying the supplier to whom the payment must be made. Use the drop-down list box to specify the code identifying the supplier to whom the payment can be made. The system lists all the ‘Active’ suppliers who have been designated as “Pay to Supplier”. On enter of the Supplier #, the default pay to supplier gets displayed.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice must be created. The system lists all the currencies that have been mapped to the “Payables Accounts” in the “Account Rule Definition” business component.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice posting is to be made. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order if postings can be made in the finance books. If postings must be made in a single finance book, the book that has been set as default will be displayed.
Company Address Id	The address ID of the company that is applicable for the invoice. On screen launch, this field displays the preferred address ID based for the finance book of the company. Help facility available.
Num Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Expense Invoice” transaction type. The numbering types must have already been defined in the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.
Comments	Any observations or remarks regarding the expense invoice.
Pay Processing	Use the drop-down list box to select the code identifying the organization unit in which the payment for the invoice must be released. The system lists all the organization units from where a “Supplier Payment” business component has been mapped. The system displays the organization unit that has been set as “Default Payment Processing Point” in the “Set Functions Default” activity by default on launch of the page.
Pay Mode	Use the drop-down list box to select the mode in which the payment has to be made to the supplier. You can select from the various values such as Cash, Check, Demand Draft or Direct Debit or EFT pay modes that have been defined.
Pay Ref. Id	Use the drop-down list box to select the reference ID of the payment made to the supplier.
Pay Ref Details	The comments recorded for the specified payment reference ID in the Supplier Bank Information.
Payment Instructions	Any guidelines for invoice payment relevant to the payment reference.
Pay Term	The code identifying the pay term applicable to the Supplier. System retrieves the default Pay Term applicable to the Supplier on enter of the Supplier #. Help facility available.
Anchor Date	The date from which the payment schedule of the invoice would be calculated.
Auto Adjust	Use the drop-down list box to set whether the invoice must be automatically adjusted. The system lists the options “Yes” and “No”. The system displays “No’ by default on launch of the page.
Hold Pay	Use the drop-down list box to set whether the payment for the particular invoice has to be kept on Hold. The system lists the options “Yes” and “No”. The system displays “No’ by default on launch of the page.

Note: The system displays the following columns when “Order Invoice” is specified as the “Doc. Type” in the “Batch Information” header section.

Order #	The number identifying the order, which can be Purchase Order, Exchange PO, Repair Order or Release Slip. Help facility available.
Part #	The code identifying the part. Help facility available.
Part Desc.	Any brief comments about the part.
Inv. Qty.	The quantity of parts invoiced.
Inv. Rate	The unit rate of the part.
Inv. Amt	The total amount invoiced for the part.
Invoice Category	Use the drop-down list box to specify the category to which the invoice belongs.. The system lists the following options based on the existence of CIM interaction with the respective components: Purchase Order Exchange PO Repair Order Release Slip The system displays blank by default.
Bank Account #	The Bank Account # of the Supplier to which the payment has to be made based on which the Pay Ref Id would be defaulted.
Entity	Use the drop-down list box select the entity. The system lists the values ‘Additional Cost’, ‘BER Cost’, ‘Exchange Cost’, ‘Repair Cost’ and ‘Salvage Value’.
Accounting Usage	Use the drop-down list box to select the Accounting Usage. The system lists the entire active account usages defined for the purchase order event.
Decision Pending with Buyer	Use the drop-down list box to indicate whether the decision is pending with the buyer for authorizing the invoice for payment. It could be “Yes” or “No”. Ensure that if this field is set as “Yes”, the Invoice must be in ‘Auto Match Failed’ status only. The system leaves the field blank, by default.
Draft	Use the drop-down list box to select whether draft ‘Yes’ or ‘No’. If the option is selected as ‘Yes’, the invoice will be generated in Draft Status and cannot be authorized in this status.

Note: The system displays the following columns when “Expense Invoice” is specified as the “Doc. Type” in the “Batch Information” header section.

The system displays the following fields:

Expense	A description of the expense incurred.
Usage Id	The code identifying the usage that has been mapped to the account code. Help facility available.
UOM #	The unit of measurement of the expense. Help facility available.
Quantity	The number of units of the item that is invoiced.
Rate	The price of one unit of the item.
Rate per	The number of items, for which the rate is applicable.
Amt.	The amount invoiced for the item.
Auto Inheritance	Use the drop-down list box to specify the auto inheritance. The system lists the values ‘Y’ and ‘N’. The system displays the value ‘N’ by default. Selecting ‘Y’ will enable inheriting the taxes as defined under Purchase Tax Rules which is applicable for Expense Invoice.
Expense Category	Use the drop-down list box to specify the expense category for which the expense invoice is raised. The system lists all the ‘Active’ quick codes that are of type “Expense Category” as defined in the “Maintain Quick Codes” activity of the current business component.
Codification Status	Use the drop-down list box to specify the applicability of codification status. The system lists the following options if the parameter 'Applicability of Codification process for Supplier Expense Invoice' in the 'Set Finance Process Parameter's activity of the 'OU Parameter Setup' component is set as ‘Applicable’. This field loads only when the parameter 'Applicability of Codification process for Supplier Expense Invoice' in the 'Set Finance Process Parameters' activity of the 'OU Parameter Setup' component is set as ‘Applicable’ and when Codification Status option is also set. Codified - Indicates that the user is aware of the Codification and has to provide the name of the Codifier in the corresponding fields. Not Applicable - Indicates that Codification is not applicable for Expense Invoice. Pending - Indicates that Expense Invoice is pending for Codification and corresponding Codifier Name has to be provided.
Codifier Name	The name of the codifier.
Cost Center	The Cost Center to which the Expense has to be posted. If the account code to which the usage Id is mapped has a Cost Center mapping, then Cost Center has to be mandatorily provided for that line. Help facility available.
Analysis #	The analysis code to which the “Supplier Payable Account” is mapped in the “Account Based Budgeting” business component. Help facility available.
Sub Analysis #	The sub analysis code to which the analysis code is mapped in the “Account Based Budgeting” business component.
Remarks	Any observations or comments regarding the expense available in the line.
Exp. Classification	The classification of the expense incurred by the invoice. Quick codes defined under Finance Setup for the entity Expense Classification will be loaded. Help facility available.
Destination FB	Use the drop-down list box to specify the finance book to which expenses defined in multiple finance books will be posted.
Destination Usage ID	The usage ID to which expenses defined in multiple usage IDs will be posted. Help facility available.
Maint. Obj. Type	The type to which the maintenance object for which you wish to record expenses belong. Help facility available.
Maint Obj #	The number identifying the maintenance object corresponding to the Maintenance object Type selected for which you wish to record expenses. Help facility available.
Cust Order #	The number identifying the customer order associated with the specified AME # / SWO #. Help facility available.
AME #	The number identifying the execution reference document to which you wish to record expenses. Help facility available.
SWO #	The number identifying the shop work order to which you wish to record expenses. Help facility available.
Task #	The task against which you wish to record expenses associated with the AME # / SWO #.
Task Seq #	The sequence number of the task against which you wish to record expenses associated with the AME # / SWO #
Expense Type	Use the drop-down list box to specify if capitalization of expense is required.
Tax Key	The tax key pertaining to any TCD Code.

The system displays the following fields:

Tax Key Desc.	The textual description of the tax key.
Ln. #	The number identifying the line in an invoice. In case of an invoice with multiple lines, the line # would be sequentially numbered.
Inter FB JV #	The Finance book JV created for multiple finance book postings.
Proposal No	The number identifying the capital proposal of the capital work order associated with the specified AME # / SWO #.

Enter the following fields:

TCD Applied On	Use the drop-down list box to specify the level in which the TCD is applied. The system lists the values ‘Document’, ‘Line’ and ‘Blank’. The system displays “Blank” by default on launch of the page.
TCD Type	Use the drop-down list box to specify the type of TCD. The TCD can be of type “Tax”, “Charge” or “Discount”.
TCD #	The code identifying the tax, charge or discount. Help facility available.
Variant #	The code identifying the variant of the tax, charge or discount.

The system displays the following fields:

TCD Desc.	The description of the TCD # selected.
TCD Rate	The rate at which the TCD would be computed.
Original Tax Amt.	The Original Taxable Amount on which TCD computation would have happened if the taxable amount was not modified.

Enter the following fields:

Taxable Amt.	The amount for which the tax, charge or discount must be calculated for the invoice or the line.
TCD Amt.	The amount of tax, charge or discount computed based on the TCD Rate.
TCD Curr.	Use the drop-down list box to select the code identifying the currency in which the taxes, charges or discount details have to be calculated.
Cost Center	The code identifying the cost center to which the tax, charge or discount has to be posted. Note: Ensure that the cost center specified here is mapped to the account code defined for the TCD-Variant #.
Analysis #	The analysis code to which the relevant tax/charge/discount account is mapped in the “Account Based Budgeting” business component. Help facility available. Note: Ensure that the analysis code specified here is mapped to the account code defined for the TCD-Variant #.

The system displays the following field:

Sub Analysis #

The sub analysis code that is associated with the analysis code.

Note: Provision to add upto 5 sets of TCD is available in the multiline. The same TCD code should not be repeated with the same line.

Enter the following field:

Upload File #

Enter the file # that has to be attached with the invoice that is getting generated.

Note: Ensure that the file # provided has been already attached to the AP Hub Business Component in Upload Documents screen of Object Attachment component.

The system displays the following fields:

E	The system displays ‘Y’ in case there is error in the respective line.
Errors	The detailed error message for each of the errors will be displayed in this column. When there are multiple errors for the same line, pipe symbol will be used to separate one error message from the other.

Click the “Get” pushbutton to retrieve the details of the supplier in the multiline based on Supplier # provided.
Click the “Save” pushbutton to save the entered details in the multiline.

On save, the Upload Batch # gets generated in 'Fresh' status.

Errors, if any, will be listed in the Errors column and the same can be corrected and saved again.

Click the “Process” pushbutton to process the batch.

On click of process, the Batch Status will get updated as Initiated.

Once the scheduler is run, batch status will get updated as Processed and Invoice # would be generated for error free lines in the batch.

The system displays the following fields in the “Record Statistics” group box:

Created by	The login ID of the user who created the invoice.
Created date	The date on which the invoice was created.
Last Modified by	The login ID of the user who last modified the invoice.
Last Modified date	The date on which the invoice was last modified