1. About AP Invoice Wizard

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1 1. About AP Invoice Wizard Welcome to AP Invoice Wizard. We have developed this tool in response to demand from Oracle Payables users for a user friendly and robust spreadsheet tool to load AP Invoices into the Oracle Payables module. AP Invoice Wizard is a VBA program embedded in a Microsoft Excel workbook. It is a close cousin to our other Wizard products and shares the same look and feel. The software interfaces with the standard Oracle Open Interface table for AP invoices. It does NOT modify any other Oracle objects except during the installation, where it adds the More4Apps Batch Source. Features All options are available on a ribbon/toolbar. Double-clicking in the spreadsheet also loads the forms. The forms are optional and you can simply type, import, or paste the values into the spreadsheet. You can upload Invoices one at a time, or your entire worksheet. The program is flexible about the spreadsheet layout. You can move, delete, or hide unwanted columns. You can also have multiple sheets or even sheets in other workbooks. This program is supported on E-Business Suite onwards (i.e , 12.0.*, 12.1.*, 12.2.*). On request we may be able to supply versions of our tools on prior releases of Oracle (i.e. many products are also available for ). If you encounter any problems or have any suggestions, please do not hesitate to contact us at Trial Version The trial version of this program is fully functional and has no time-out. It does however only upload 5 Invoice Distribution Lines at a time before stopping. To continue the upload you must log the program into the database again. The forms and other features are not constrained in the trial version at all.

2 2. Overview Steps to Loading Invoices Once the AP Invoice Wizard has been installed for your instance of Oracle Applications, the following steps outline the basic procedure for loading invoice information using the AP Invoice Wizard. Steps to load Invoice Information: Open the workbook and log in Connect to your Oracle Applications instance. Refer to section: Logging In and Out Refer to section: Security Set up the template (select the relevant sections and fields) Refer to section: Set up the Template Click on the New Sheet button. This can be found on the AP Invoice Wizard ribbon. Create Invoice/s. Refer to section: Enter Invoices Upload the Invoices. Refer to section: Upload Invoices Refer to section: Submit Invoice Interface Concurrent Program Correct errors after uploading the Invoices. This step is only required if there are errors. Refer to section: Error Handling and Validation Run the invoice validation using the Wizard. Refer to Section: Submit Invoice Validation There are also several reference sections in this document for further information: Ribbons Getting Started Descriptive Flexfields Profile Options Toolbars

3 Customize Your List of Values Attachments Trouble Shooting Licence Keys, Named Users & Installation Release Notes

4 3. Logging In and Out This section is common to all of our tools. Click on this link to navigate to Common User Instructions: Logging In and Out

5 4. Security If you do not have access to the highlighted functions below in your selected responsibility, you will be stopped from performing certain operations in AP Invoice Wizard. Without the Quick Invoices function, you will not be allowed to submit a batch for Import. Without the Open Interface Invoices function, you will not be allowed to load into or delete invoices from the interface. Profile Option: More4Apps: PIW Override Function Security Standard functionality of AP Invoice Wizard requires you to have the Open Interface Invoices. If the user does not have access to the Open Interface Invoices and you want them to use AP Invoice Wizard set this option to Yes. Note - Oracle Payables module profile More4Apps: PIW My Batches Only can be set to allow control over users accessing batches they did not load. If the profile is set to Yes users can edit or delete only the batches they have created. Therefore they will not be allowed to submit or delete batches other users have loaded.

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7 5. Set up the Template This section is common to all of our tools. Click on this link to navigate to Common User Instructions: Customize the Template Sheet.

8 6. Enter Invoices The AP Invoice worksheet is separated into Invoice Header and Invoice Distribution sections. To enter an invoice you need a batch source selected and then enter the invoice header and distribution lines in the worksheet before uploading the invoices. When installing the Wizard, Profile Options have been set up which enable you to: Allow a distribution in the worksheet to have no accounting source and still load into Oracle. Prevent the user from matching invoices to closed purchase orders. Override Function Security. Reject Zero values for Invoices. Suppress the matching of total invoice to total distributions. For more detail on how to implement these functions please refer to the Profile Options section of this document. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.1 Methods of Entering Data into the Worksheet There are four ways to populate information in the worksheet: a) Import, type or paste data directly into the cells provided. No validation is performed until you run the upload program or open the header or distribution form. b) Use the Form Invoice Header to enter the data into the invoice header and the Form Invoice Distribution to enter the data into the invoice distribution. Data is validated and lists of values are available. To enter data in this way first position your cursor on the row you wish to contain the invoice data, then double-click in one of the cells or alternatively click on the ribbon button. c) Use the Download Form to download existing invoices. You can then use one of the methods above to create new invoices. d) Use the PO Matching: Download Details to pre-populate Wizard data with information from entered Purchase Orders. Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments

9 Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.2 Batch Source Every transaction loaded into the AP Open Interface MUST have a Batch Source. This Batch Source contains no functionality except to allow you to put a label on transactions entered via the interface. The default is More4Apps AP Invoice Wizard. You may continue to use this, or you can select any other Batch Source you like from the others already in Oracle. Click on the Forms icon and then select Batch Source.

10 Refer to section: Methods of Entering Data into the Worksheet Refer to section: Invoice Header Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.3 Invoice Header To enter data into the Invoice Header position your cursor on the row you wish to enter the invoice data. Then double-click in one of the cells or alternatively click on the Forms icon and select Invoice Header. The Invoice Header section of the worksheet is split into four sub-sections, these are: (a) Main This area records the Invoice Number, Invoice Type, Invoice Date and Invoice Amount. It also records the Payment Terms and Supplier information.

11 Invoice Type The following Invoice Types are available in the Wizard: Standard An invoice from a supplier representing an amount due for goods or services purchased. Standard invoices can be either matched to a purchase order or not matched. Credit Memo A memo from a supplier representing a credit amount towards goods or services. Debit Memo An invoice you enter to record a credit for a supplier who does not send you a credit memo. Expense Report - An invoice representing an amount due to an employee for business-related expenses. Prepayment A type of invoice you enter to create an advance payment for expenses to a supplier or employee. (i) Due to the constraints of the API there can only be one Prepayment line per invoice as it uses the Header interface table and won t recognize multiple line applications. (ii) A Prepayment invoice must exist, be validated, be paid in full and status must be Available in Oracle before application.

12 (iii) The Prepayment Invoice Number needs to be keyed into the worksheet as there are no LOV s available in the form because of the API constraint. (iv) Prepayments are Create only and also a one-time application. Example of Invoice Type Prepayment : Example Worksheet: Once the Prepayment Invoice has been created (e.g. Invoice Number ABC12345) and the user wants to apply this to a new Invoice, enter the details of the Prepayment Invoice into the three columns (as per screenshot below) on the line of the new Invoice and Upload:

13 (b) Currency This area records invoice and payment currency if different from that stored against the supplier record. (c) AWT This area records withholding tax information. (d) Tax (this tab is only available in R12) This area lists the Tax Country values. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Attachments Refer to section: Invoice Distributions

14 Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.4 Attachments AP Invoice Wizard enables the loading of Attachments against Invoice Header s. Note - You can upload multiple attachments for the same invoice. To upload an Attachment for a single Invoice: 1) Either download the invoice into your worksheet, or be on a row where you have already uploaded the invoice into Payables. 2) Click the Forms icon and select Attachments on the AP Invoice Wizard ribbon. This will open the Form where you can select one of three types File, Text or URL. 3) Select the Category from the list of values and enter a Description (optional). 4) Enter other relevant information.

15 5) Notice the Upload Now button on this form is now available. Click the button if you wish to create the attachment against the invoice in Payables now. The form will close and the Attach Status will now read Uploaded. The attachment will now be visible in Payables. 6) If you don t want to create the attachment in Payables now, click the OK button and the form will close and write the information into the cells in the worksheet. These can be uploaded later using the instruction in To upload Attachments for multiple invoices below. To upload Attachments for multiple Invoices: 1) Either download the applicable invoices into your worksheet, or be in a sheet where you have already uploaded the invoices into Payables and not yet uploaded the associated attachments. 2) Add the attachment details for each of the records using the data entry assistance Attachment form or type the information directly into the sheet cells. 3) Click the 'Refresh' icon on the AP Invoice Wizard ribbon. This will establish which of the invoices have been uploaded into Payables and identify those that have attachments awaiting upload. The following message will appear: Click Yes and the attachments will be created against the invoices in Payables. The 'Attach Status' column in your worksheet will read 'Uploaded' and the attachments will now be visible in Payables. Note: If attachment information exists in the sheet when first uploading your invoices, clicking the Refresh icon will also upload the attachments if you click Yes on the same message. Click on this link to navigate to Common User Instructions: Attachments Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.5 Invoice Distribution

16 To enter data into the Invoice Distribution s position your cursor on the row you wish to enter the distribution data, then double-click in one of the cells, or alternatively click on the Forms icon and select Invoice Distribution. The Invoice Distribution s section of the worksheet is split into four sub-sections (Main, Purchase Order, Project Accounting and AWT) in R11 and seven sub-sections (Main, Purchase Order, Project Accounting, AWT, Tax, Asset, Def Acctg) in R12. For each invoice you can choose one way to distribute the invoice in Oracle Payable. This section will cover the standard invoice distribution (allocating to a charge account). Also refer to Matching to a Purchase Order. (a) The Main tab on the Invoice Distributions form allows you to distribute an invoice to a distribution set (allocation to a number of charge accounts, as set up in your Oracle environment) or a single charge account. When recording a charge account you can choose the account segments or an alias (a shortened name for an account combination, as set up in your Oracle environment). To enter a charge account directly, key the number into the cell and tab, the value will be validated. To get a list of values enter %, then click the button and in Charge Account form click the Combinations button. Select from the LOV s for each field. To use an alias, click on the Aliases tab on the Charge Account form. Choose an alias from the pick list and click Ok.

17 (b) The Purchase Order tab on the Invoice Distributions form allows you to match an invoice to a purchase order. The Wizard allows matching down to a release, line, shipment and distribution number level. It allows matching to inventory items including quantities and unit prices.

18 (c) The Project Accounting tab on the Invoice Distributions form allows you to distribute an invoice to a project in Project Accounting. The Wizard allows matching down to the Task Number, Expenditure Type, Organization, Item Date and Quantity.

19 (d) The AWT tab on the Invoice Distributions form allows you to enter withholding tax information. (e) The Tax tab (only available in R12) on the Invoice Distributions form and contains all of the Release 12 taxation fields.

20 (f) The Asset tab (only available in R12) on the Invoice Distributions and contains the Fixed Assets fields.

21 (g) The Def Acctg tab (only available in R12) on the Invoice Distributions form and contains the Deferred Accounting Period Type field.

22 Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.6 Matching to a Purchase Order PO Matching: Match Distributions Using Form The PO Matching form can also be used to download an individual or multiple purchase orders, which have either a receipt or purchase order match type. Invoice header information must be entered into the Wizard first, as the PO Matching form requires the supplier details to enable it to perform its search function. Position the cursor on the row that you wish to enter PO Matching information (below row 9). Click on the PO Matching icon and then select Match Distributions Using Form.

23 The PO Matching form will display: The following table describes the purpose of each field and how to enter the information to search for purchase orders that you wish to match to your invoice. Field Name Supplier Name Supplier Num Current Distributions Selected Amount Total Distributions Description Defaults from the invoice header information. Defaults from the invoice header information. The total of distribution amounts in the worksheet for the selected invoice. The amount in the Selected Matches section of the PO Matching form. The amount in the Selected Matches section and the total of the distribution amounts in the worksheet for the selected invoice.

24 Invoice Amount Include Receipt Number Match Type The amount in the Invoice Total field in the invoice header section of the worksheet. By ticking this box it will include the Receipt Number in the results in the search. This is the only mandatory field in the PO Matching form. Receipt and Purchase Order are the only options available for selection from the LOV. Select either Receipt or Purchase Order. Search button. Click on the This will populate the Available Purchase Orders section. Alternatively refine your search further by selecting the PO Number, Release, Line or Shipment fields or use the PO or Receipt Criteria tabs. PO Num Click on the search icon. This will populate the dropdown list. Use the drop-down list to select the correct PO Number. Release Line Shipment PO Criteria Receipt Criteria Click on the search icon. This will populate the drop-down list. Use the drop-down list to select the correct Release. Click on the search icon. This will populate the drop-down list. Use the drop-down list to select the correct Line number. Click on the search icon. This will populate the drop-down list. Use the drop-down list to select the correct Shipment number. Provide further fields to refine search of Purchase Order with a PO Match type. Provide further fields to refine search of Purchase Order with a Receipt Match type. Once the search criteria has been entered into the relevant field(s), click on the Search button

25 The Purchase Orders that meet the criteria will be listed in the Available Purchase Orders section. Highlight the relevant purchase orders (you can use Ctrl Shift to select multiple) and use the arrow button to move them across to the Selected Matches section.

26 To remove selected purchase orders, highlight and click on the Remove button. To edit the Match Quantity, highlight and click on the Edit button.

27 Click on Download and all records that are in the Selected Matches section will be populated into the worksheet. A Microsoft Excel message will display to acknowledge the number of purchase orders downloaded. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.7 Default Purchase Order Information into the Wizard PO Matching: Download Details For All PO s/download Details for Selected PO(s) This feature is available in releases later than The Wizard will populate Header and Distribution columns with information from the Purchase Order, for example Supplier data, Currency data, available to match distribution data including matching data, quantities and amounts. a) Enter Purchase Order numbers into the P.O. Number Invoice Level column in the Invoice Header section. b) Highlight the desired range of purchase orders and select the download option from the PO Matching icon as per the example below: c) The Purchase Order related information will be downloaded into the appropriate Wizard fields, ready for checking and update as necessary. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header

28 Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.8 Download Open Receipts from Sheet P.O. Matching: Download Open Receipts from Sheet This feature downloads available receipts using the receipt number. a) Enter the Receipt number in Receipt number field. b) Highlight the number in the Wizard and select the Download Open Receipts from Sheet option. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Calculate the Invoice Total Refer to section: Tax Refer to section: Download Invoices 6.9 Calculate the Invoice Total The AP Open Interface requires an Amount for each Distribution and also the Total Amount for each Invoice. There are three options to assist with calculation of the Invoice Total. These are: (a) Manual - Enter the total or use a formula. AP Invoice Wizard calculates the total of the Distributions and errors the Invoice upload if the values do not match. (b) Use Calc button on Invoice Header form - There is a button on the form to populate the Invoice Total.

29 (c) Calc option in Invoice Total column - If CALC is typed instead of the numeric total in the Invoice Total field, AP Invoice Wizard will automatically pass the total of the Distributions into the AP Open Interface. Calc can also be typed into the Invoice Header form instead of the actual total. This total can be a simple addition of the distributions. However if you have the Supplier Site Tax calculation level set to Line or Tax Code, AP will be calculating Tax and adding separate Distributions. AP Invoice Wizard takes this into account and works out the new total based on the Tax rate stored against the Tax Code. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Tax Refer to section: Download Invoices 6.10 Tax AP Invoice Wizard offers a number of methods for loading Tax Distributions. The choice of method is dependent on the setup of the Supplier Site. Some of the settings shown in the form are irrelevant to AP Invoice Wizard. The Allow Calculation Level Override setting is ignored, also the Distribution Amounts Include Tax setting. Calculation Level set to Tax Code or Line In this case Oracle Payables WILL calculate Tax on Distribution Amounts loaded through the AP Invoice Wizard, provided a Tax Code has been selected. Because of this, the ability to load separate Tax Distributions has been disabled.

30 You may choose to load amounts that Includes Tax, or Excludes Tax. Enter this in the Includes Tax column on the spreadsheet. The checkbox on the bottom of the form above is for Invoices entered via the Oracle form only. The spreadsheet setting overrides this value. Or Calculation Level set to Header or None In this case Oracle Payables WILL NOT calculate Tax on Distribution Amounts you load with AP Invoice Wizard, whether or not you have selected a Tax Code. Because of this, the Includes Tax column has been disabled. You must load Tax Distributions explicitly. There are two options to achieve this: (a) Separate TAX Distributions on their own row on the spreadsheet.

31 (b) Include Tax on the same Row as the ITEM Distribution Invoices with Multiple Tax Codes Release 12 To load invoices with multiple tax codes you must enter your data in one of the following formats: (a) Separate TAX Distributions on their own rows on the spreadsheet, manually entered Line Group Number values. Oracle Payables uses a combination of the Prorate Flag and Line Group Number to determine which item lines have the associated tax component. (b) Separate TAX Distributions on their own rows on the spreadsheet, no entered Line Group Number values. If you omit the Line Group Number, as per the image above, the Wizard will automatically calculate the appropriate Line Group Number and populate the interface with this value, along with the Prorate Flag before the import into Oracle Payables is run.

32 (c) Include Tax on the same Row as the ITEM Distribution, no Line Group Number values. The Wizard will automatically calculate the appropriate Line Group Number and populate the interface with this value, along with the Prorate Flag, before the import into Oracle Payables is run. Any tax value entered in the Tax Amount field will override the value calculated by the E-Business Tax engine if the Header level Calculate Tax During Import field is No. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Download Invoices

33 7. Download Invoices Invoice Download Form Use the Invoice Download form to extract existing Invoices from Oracle Payables. Position the cursor on the row where you would like the download to start. Ensure you leave enough free rows below the cursor for all of the records that you are downloading, otherwise data may be overwritten. Click on the Download button. The following form will appear: You can search for invoices using one or more of the fields displayed: Invoice Number, Supplier Name and Transaction Date From/To etc. Once the search criteria has been entered into the relevant field(s) using % as the wildcard if required, click on the Search button.

34 The Invoices that meet the criteria will be listed in the Available Invoices section. Highlight the relevant Invoices and use the arrow button to move them across to the Selected Invoices section. To remove any selected invoice, highlight it and click on the Remove button. Once the invoices have been selected, click on Download, you will see the invoices listed in the worksheet. Note: When using R12, invoices created from the Wizard will only download distributions after the invoice/s have been validated. Existing invoices cannot be updated as there is no API provided for this purpose. Refer to section: Methods of Entering Data into the Worksheet Refer to section: Batch Source Refer to section: Invoice Header Refer to section: Attachments Refer to section: Invoice Distributions Refer to section: Matching to a Purchase Order

35 Refer to section: Default Purchase Order Information into the Wizard Refer to section: Download Open Receipts from Sheet Refer to section: Calculate the Invoice Total Refer to section: Tax

36 8. Upload Invoices There are two steps that need to be completed before data is available in Oracle Payables: Step One Upload the invoices into the AP Invoice Interface Table. Step Two Import the data from the AP Invoice Interface Table into Oracle Payables. Once this step is completed successfully then you are able to view the invoice/s in Oracle Payables. The steps in this section are to upload the invoice/s into the AP Invoice Interface Table. Refer to section: Upload a Single Invoice Refer to section: Upload a Range of Invoices Refer to section: Upload All Invoices Refer to section: Error Handling and Validation Refer to section: Submit Invoice Interface Concurrent Program 8.1 Upload a Single Invoice Place your cursor anywhere on a row containing the invoice you wish to upload. To only validate an invoice select Validate only, otherwise choose Validate and Upload from the Wizard ribbon. Choose the Upload icon and select Upload Selected on the ribbon. Refer to section: Upload a Range of Invoices Refer to section: Upload All Invoices Refer to section: Error Handling and Validation Refer to section: Submit Invoice Interface Concurrent Program 8.2 Upload a Range of Invoices Use the cursor to select your range of invoices to upload, making sure you have included the first line of each Invoice to be uploaded. AP Invoice Wizard looks through the spreadsheet only between the top and bottom of the range you have indicated. If you have selected a range and only included the first line of the last Invoice to be uploaded, AP Invoice Wizard will continue past the end of the selected range if necessary to complete the last Invoice. The columns selected are NOT important.

37 To only validate invoices select Validate only, otherwise choose Validate and Upload from the Wizard ribbon. Click the Upload icon and then select the Upload Selected on the ribbon. Refer to section: Upload a Single Invoice Refer to section: Upload All Invoices Refer to section: Error Handling and Validation Refer to section: Submit Invoice Interface Concurrent Program 8.3 Upload All Invoices To only validate invoices, select Validate only, otherwise choose Validate and Upload from the Wizard ribbon. Choose the Upload icon, and then select Upload All on the ribbon. This upload option ignores the cursor location and goes straight to row 10 to begin uploading. It ignores Processed data. Refer to section: Upload a Single Invoice Refer to section: Upload a Range of Invoices Refer to section: Error Handling and Validation Refer to section: Submit Invoice Interface Concurrent Program

38 9. Error Handling and Validation There are two levels of validation: Spreadsheet Validation - The Invoice Header and Invoice Distributions Forms validate the data using lists of values, date formats, field lengths and some other field level validation. Upload Validation - The upload process will perform the spreadsheet validation above as well as the validation within the API. Data keyed directly into the worksheet (not via the Invoice Header and Invoice Distributions Forms) will be validated when it is uploaded. If you wish to check anything before it is uploaded, simply open the form. Refer to section: Status and Message Columns Refer to section: Correcting Errors and Reloading Refer to section: Submit Invoice Interface Concurrent Program 9.1 Status and Message Columns Every worksheet will be created with Invoice Status, Validation Status and Line Status columns. The Invoice Status is used to record the overall status for each invoice. The Invoice Status may be: Blank Prior to running the validate/upload process. Validated All the information for this journal line has been successfully validated. Pending All the information for this invoice is uploaded to the AP interface table ready for importing into Oracle Payables. Processed All the information for this invoice has been successfully loaded into Oracle Payables. Rejected - All the information for this invoice has not been successfully loaded into Oracle Payable. Deleted All the information for this invoice has been deleted from the interface table. The Validation Status column is used to record any warning or error messages resulting from the validate/upload process e.g. Insufficient Receipt Information. Please note that when an invoice is uploaded into payables the Validation Status may say 'Never Validated'. This means it has been validated by the upload process but the invoice needs to be validated in Oracle Payables via a concurrent program. The Line Status column is used to record the progress of the individual record for each distribution line of the invoice. The status may be:

39 Blank Prior to running the validate/upload process. Validated All the information for this journal line has been successfully validated. Pending The information for this invoice distribution uploaded to the AP interface table ready for uploading to Oracle Payables. Processed The information for this invoice distribution has been successfully loaded into Oracle Payables. Rejected - The information for this invoice distribution has not been successfully loaded into Oracle Payable. Deleted The information for this invoice distribution has been deleted from the interface table. In the following example, one Invoice was rejected with the message There is no Accounting for this Distribution. All other Invoices were successfully processed. Refer to section: Correcting Errors and Reloading Refer to section: Submit Invoice Interface Concurrent Program 9.2 Correcting Errors and Reloading Correcting Rejected Data If you have a Rejected status in any of the status columns, you need to read the message in the Invoice Error and/or Line Error column/s and investigate the data. The error messages relate to data on the same row in the relevant section. To correct the information either key directly into the worksheet, or open the Invoice Header or Invoice Distributions Form. Once the data has been corrected you can choose to either upload one row, selected range of rows or the entire worksheet. Refer to section: Upload Invoices Invoices that already have an Upload Status of Processed will not be processed again.

40 Continuing the previous example, after correcting the data and re-running the Validate and Upload process and submitting them to Oracle, on Refresh it will show all records are successfully transferred into Oracle Payables. Update Invoices and Distributions in the Interface Table If for any reason you want to update an invoice or a distributions line in the Interface Table, there is functionality provided to do so. An update facility is not available for the interface table, rather a delete and insert facility is provided. You can delete an Invoice or a Distribution line or even an entire Invoice Batch from the interface table. The items are deleted from the Interface tables only. This includes Invoice Header, Distribution, and Error records. The data can then be changed and uploaded if required. Delete and Update a Single Distribution Place the cursor on any column on the Distribution Line. This includes the Line ID, Line Status, and Line Error columns. Click on the Delete selected invoices from Interface tables icon. You can now change the data for that record and reload the invoice distribution. AP Invoice Wizard will ignore the Invoice Header and any other lines already marked Processed. Only your changed distribution will be uploaded, with a new ID. Delete an Invoice and all its Distribution Lines Place the cursor on any column in the Invoice Header section. This includes the Invoice ID, Invoice Status, and Invoice Error columns. Click on the Delete selected invoices from Interface tables button. You will be prompted to confirm. You can now change the data for that invoice, so long as you have not altered the Invoice ID and Line ID columns, AP Invoice Wizard can remove the Invoice and all its Distributions. Reload the invoice and all its distributions.

41 AP Invoice Wizard will ignore any other lines already marked Processed. Only your changed invoice will be uploaded, with a new ID. Delete an entire Invoice Batch On the form for Submit Invoice Import there is a button allowing you to delete an entire Invoice Batch. This will work for both un-imported batches and imported batches that have not been purged. Refer to section: Status and Message Columns Refer to section: Submit Invoice Interface Concurrent Program

42 10. Submit Invoice Interface Concurrent Program Once you have loaded your data into the interface table successfully, you are ready to import the invoices into Oracle Payables. Click the Submit Payables Import button and the following form will appear: Click on the Gateway Batch and choose the batch you wish to import. The naming convention of the Gateway Batch is the Worksheet name and today s date. At this time you may also enter a GL Date and Invoice Hold Name information. An Invoice Batch name can be entered if you have enabled this option for your AP responsibility. If it is enabled, it is compulsory. Once you have completed your selection click on Start Import. This will run the Standard Payables Invoice Import program. It will advise you of the concurrent program request number. Check the status of your concurrent program by clicking on the View Concurrent Requests button on the ribbon. A view of the Oracle Concurrent Request screen will display:

43 Once the import has run the status of the import can be checked by clicking the Refresh button. This will show the successfully processed records as Green and Rejected as Red with the line error message as appropriate. Restricting the Import into Oracle The Wizard is able to restrict the use of the GL Date and Gateway Batch fields using profile options in Oracle. Refer to the Profile Options section of this document for more details. Purge after Import Option If you have chosen to purge after import then successfully interfaced records will be deleted from the interface table. This makes it harder for AP Invoice Wizard to verify the import was in fact successful. If AP Invoice Wizard cannot find the records in the interface table it probably means they were imported. However we give you the option whether or not to make this assumption and the following screen will display: If you say No do not make that assumption, AP Invoice Wizard will find the supplier ID (from Supplier ID, Supplier Name or Supplier Number). At this point there must be a

44 Supplier ID found, otherwise the status will be marked?. Having found the Supplier ID, AP Invoice Wizard can now query the AP Invoices tables to see if the invoice exists. The reason Supplier ID is needed is that the Invoice Number/Supplier combination is unique - searching for the Invoice Number alone is not adequate verification. Either way, when the invoice is verified as imported, the status on the spreadsheet is marked as Processed. If the records were purged, the Invoice and Line IDs will be deleted. If not purged, they will remain on the spreadsheet. This means you can now use AP Invoice Wizard to delete them from the interface tables if you choose. Refer to section: Enter Invoices Refer to section: Upload Invoices Refer to section: Error Handling and Validation

45 11. Submit Invoice Validation Once you have loaded your data Oracle Payables successfully, we have provided the ability to validate your invoices using the Wizard. Click the Submit Invoice Validation icon on the Wizard ribbon (shown above) and the following form will appear: Enter the appropriate values as required: List My Batches Only: When this option is selected only the batches you have created will be listed in the following fields: Operating Unit: Select the operating unit. Option: Currently inactive, to be implemented in a future release. Invoice Batch Name: Select from the list of values provided. From Invoice date: Currently inactive, to be implemented in a future release. To Invoice Date: Currently inactive, to be implemented in a future release. Supplier Name: Currently inactive, to be implemented in a future release. Pay Group: Currently inactive, to be implemented in a future release. Invoice Number: Currently inactive, to be implemented in a future release.

46 Entered By: This value will default to your user name if the List my Batches Only is selected. Otherwise select from the values of users provided. Set Of Books: Currently inactive, to be implemented in a future release. Trace Option: Currently inactive, to be implemented in a future release. Commit Size: Currently inactive, to be implemented in a future release. Num of Invoices: Currently active but has not been implemented. implemented in a future release. Will be Debug Switch: This option is provided to enable More4Apps to investigate any issues experienced. This should default to No and should only be changed if instructed by More4Apps. Once you have completed your selection click on the Submit button. This will run the Invoice Validation Child Worker Process program. It will advise you of the concurrent program request number. Check the status of your concurrent program by clicking on the View Concurrent Requests button on the ribbon. A view of the Oracle Concurrent Request screen will display: Once the import has run close the Concurrent Request form and refresh your worksheet by selecting the Refresh icon on the Wizard ribbon.

47 The Validation Status column in your worksheet will be updated as per the result in Oracle. Note - An invoice will not validate if it has system holds assigned so you will need to check Oracle. If the Validation status is not Validated you will need to log into Oracle to determine the cause.

48 12. Extension Package Purpose of the Extension Package AP Invoice Wizard includes an extension package (M4APS_PIW_EXTENSION), that you can modify to meet your unique requirements. Modifying the extension package is optional. By default the CALLOUT procedure in the package does nothing. The extension package can be used to perform additional validation or override values in the interface table(s) at both the Header and Distribution Lines level, or perform any other desired operation. Returning status = E and a message will cause the Invoice or Distribution to be rejected. The error message will be written to the spreadsheet. A rejected invoice header will cause all the related Distributions to be ignored. Modify the Extension Package Modifying the extension package will require technical knowledge of PL/SQL (i.e. a developer or DBA resource) as well as functional knowledge to determine the logic. Included in the piw_install.zip file are the files (M4APS_PIW_EXTENSION.pkb and M4APS_PIW_EXTENSION.pks). Make the necessary changes to the CALLOUT procedure. Compile the package into a test database and test thoroughly before compiling it into production. If a status of E is returned, the insert into the relevant interface table (for this record) will be rolled back and the error message will be returned to the worksheet. Use the Extension Package The AP Invoice Wizard always calls the extension package in during the upload process after an Invoice or Distribution record has been inserted into the relevant interface table (but before it has been committed).

49 13. Holds/Release/Update Functionality The following functionality is provided by AP Invoice Wizard as direct inserts into the Oracle tables and therefore is not supported by Oracle. Your acceptance of this requires that the appropriate Profile Option is set for each of these functions: Place your Invoice on hold. Release existing hold reasons against Invoices. Cancel existing Invoices. Update fields in Oracle for existing Invoices. Note This functionality is version dependent. Some Wizards will not have this functionality while others will have some if not all, as this has been a progress implementation. Please refer to the appropriate section in this document for detailed instructions on how to use this functionality. Refer to section: Holds Functionality Refer to section: Release Functionality Refer to section: Cancel Invoices Refer to section: Update Invoices Refer to section: Extras Functionality 13.1 Holds Functionality The AP Invoice Wizard has the ability to place your invoices on hold after they have been created in Oracle. Note This functionality is not supported by Oracle. Required The following is required to enable this functionality to operate: Profile Option More4Apps: PIW Enable Hold columns should be enabled. You must be on version or later of the AP Invoice Wizard. The Invoice Holds columns are on your worksheet. (a) Existing Invoices The invoices must already exist in Oracle either by: (i) Having already uploaded the record using AP Invoice Wizard.

50 The Hold details can either be in your worksheet at this time or not. The Wizard will ignore these details in the same way it ignores attachments until the invoice is created in Oracle. (ii) Downloading the appropriate invoices into your worksheet. Note that the download will only bring back current hold records. Any previous holds which have been releases will not be downloaded. (b) Enter Hold Reasons For each invoice (as appropriate) enter the appropriate Hold reason. To do this you can either enter the details directly into the worksheet or use the Wizard form to select the appropriate values. To use the Wizard form double-click on any one of the Invoice Holds columns for a particular invoice and the following form will display: Invoice Hold Name - Select from the list of values provided which will be the same as those provided using the Oracle form and will exclude any System reasons. Hold Reason This value will default from the value held against the Hold Name when entered. If however you have already entered a Hold Reason before the Hold Name has been entered then this value will be overridden. A Null value is valid for the interface and Oracle form. (c) Upload the Hold details into Oracle There are a number of ways you can upload the Hold and Release details into Oracle. Option 1 Upload the Hold details when the Invoice(s) are loaded. If you have already entered the Hold details into your worksheet you can upload the Hold details after the invoices have been loaded and your worksheet is refreshed. Follow the instructions for Upload Invoices and submitting the concurrent request. After the Refresh icon is selected the following message will display. Note that if you have attachments included in your worksheet they will be loaded first and then this message will be received:

51 Click Yes to upload the invoices with Hold details entered on your worksheet. The following refresh message will be received: Option 2 Upload the Hold details using the Invoice Holds & Releases form. Again this must be done after the invoice has been created. Open the Invoice Holds & Releases form by double-clicking on the Holds section, enter the appropriate details and then select the Upload Hold button. This will only load the hold details for the selected invoice. Note Only the hold in relation to the details entered on the form will be uploaded. If multiple holds are required to be uploaded us the Extras icon (Option 4). Option 3 Upload when running concurrent request for entire batch. Refer Submit Invoice Interface Concurrent Program section of AP Invoice User documentation for more details.

52 Option 4 Upload using the Extras icon. Refer to the Extras section for details instructions of how to upload using this option. Refer to section: Holds/Release/Update Functionality Refer to section: Release Functionality Refer to section: Cancel Invoices Refer to section: Update Invoices Refer to section: Extras Functionality 13.2 Release Functionality The AP Invoice Wizard has the ability to release existing hold reasons against invoices. Note This functionality is not supported by Oracle. Required The following is required to enable this functionality to operate: Profile Option More4Apps: PIW Enable Hold Release functionality should be enabled. You must be on version or later of the AP Invoice Wizard. Ensure the Invoice Holds columns are on your worksheet. Process 1. Download the appropriate invoices into your worksheet. Note The download will only bring back current hold records. Any previous holds which have been released will not be downloaded. 2. Enter the Release Details Entering the Release details for the hold reasons as appropriate.

53 To do this you can either enter the details directly into the worksheet or use the Wizard form to select the appropriate values. To use the Wizard form double-click on any one of the Invoice Holds columns for a particular invoice and the following form will display: Release Hold Name Enter the Release Hold Name per the dropdown list provided. Note that you cannot process a Release Hold Name if not Hold has been created. Note The Release Reason is not able to be entered as the tables in Oracle do not allow us to populate this, therefore the value will default based on the value held in Oracle against the applied Release Name. 3. Upload using the Extras icon Refer to the Extras section for detailed instructions on how to upload using this option. Refer to section: Holds Functionality Refer to section: Cancel Invoices Refer to section: Update Invoices Refer to section: Extras Functionality 13.3 Cancel Invoices The AP Invoice Wizard has the ability to cancel existing Invoices. Note This functionality is not supported by Oracle. Required The following is required to enable this functionality to operate: Profile Option More4Apps: PIW Enable Invoice Cancellation functionality should be enabled. You must be on Oracle Release or later to use this functionality and on version or later of the AP Invoice Wizard. Process 1. Ensure the Supplier Number and Invoice Number are in your worksheet. 2. Download the invoices you wish to cancel into your worksheet.

54 3. Upload using the Extras icon Refer to the Extras section for detailed instructions of how to upload using this option. Refer to section: Holds Functionality Refer to section: Release Functionality Refer to section: Update Invoices Refer to section: Extras Functionality 13.4 Update Invoices The AP Invoice Wizard has the ability to update the following fields in Oracle for existing invoices. Note This functionality is version dependent. Some Wizards will not have this function while others will have some if not all, as this has been a progressive implementation. Header Level Pay Group Descriptive Flexfields Header and Payment Schedule Payment Method (Header and subsequently updates Scheduled Payment Level) Remit to Bank Account (Header level only, Schedule payment level will not be updated) Note Payment Method of Electronic will default Remit to Bank Account based on supplier bank account priority (this is the same as form behaviour) if this is not included in update Remittance Message 1 (Schedule Payment Level) Payment Schedule Level only Payment Due date Discount Due date Discount Amount Payment Priority (Update Only) Remit to Supplier (Payment option: Allow Remit-To Supplier Override is set to Yes for this function to work and the relationships at the Supplier level must exist) Remit to Site Note This functionality is not supported by Oracle. Required The following is required to enable this functionality to operate: Profile Option More4Apps: PIW Enable Invoice Update functionality should be enabled. You must be on Oracle Release or later to use this functionality and on version or later of the AP Invoice Wizard. Process 1. Ensure the Supplier Number, Invoice Number and Supplier Site are in your worksheet along with the other columns required to be updated.

55 2. Download the invoices you wish to update into your worksheet. 3. Upload using the Extras icon Refer to the Extras section for detailed instructions on how to upload using this option. Refer to section: Holds Functionality Refer to section: Release Functionality Refer to section: Cancel Invoices Refer to section: Extras Functionality 13.5 Extras Functionality The Extras functionality provides you with the ability to complete the following after the invoice has been created. Note This functionality is version dependent. Some Wizards will not have this function while others will have some if not all, as this has been a progressive implementation. Place invoices on hold Refer to section: Holds Functionality Release Holds Refer to section: Release Functionality Cancel Invoices Refer to section: Cancel Invoices Update the following data: Header Level Pay Group Descriptive Flexfields Header and Payment Schedule Payment Method (Header and subsequently updates Scheduled Payment Level) Remit to Bank Account (Header level only, Schedule payment level will not be updated) Note Payment Method of Electronic will default Remit to Bank account based on supplier bank account priority (this is the same as form behaviour) if this is not included in update. Remittance Message 1 (Schedule Payment Level) Payment Schedule Level only Payment Due date Discount Due date Discount Amount Payment Priority (Update Only) Remit to Supplier (Payables profile option - More4Apps: Allow Remit-To Supplier Override is set to Yes for this function to work and the relationships at the Supplier level must exist) Remit to Site Refer to section: Update Invoices Required The following is required to enable this functionality to operate: The appropriate data must already be entered into your worksheet.

56 Profile Option More4Apps: PIW Enable Hold columns should be enabled. You must be on Oracle Release or later to use this functionality and on version or later of the AP Invoice Wizard. Select the Extras icon on the AP Invoice Wizard ribbon The following form will display: Select Invoices to be Loaded Selected Invoices Select this if you want to upload only selected invoices. Prior to opening the form use Excel functionality to select the invoices you wish to upload. Entire Sheet Select this if you want to upload all of the invoices on your worksheet. Note If no hold reasons have been selected on some invoices then no date will be uploaded for these invoices.

57 The following functions can be undertaken by this form: Invoice Holds Prerequisite that you worksheet has the Hold Name and Hold Reason columns in your worksheet and these have been completed with the appropriate details. Refer to section: Holds Functionality After selecting the invoices to be loaded, select the Invoice Holds. Invoice Hold Releases Prerequisite that your worksheet has the Release Status and Release Name columns in your worksheet and these have been completed with the appropriate details. Refer to section: Release Functionality Cancel Invoices Prerequisite that your worksheet has the invoices downloaded which will be cancelled. Refer to section: Cancel Invoices Update Prerequisite that Supplier Number, Invoice Number and Supplier Site are in your worksheet along with the other columns required to be updated. Refer to section: Update Invoices

58 14. Ribbons There are two ribbons for the AP Invoice Wizard.: AP Invoice Wizard - Setup Ribbon is used to help set up the Wizard. AP Invoice Wizard Ribbon is used to carry out functions when working in your workbook. The menus are also available using the right mouse click functionality within Excel. If you press the right mouse button you will see the AP Invoice Wizard ribbon options. Refer to section: AP Invoice Wizard - Setup Ribbon Refer to section: AP Invoice Wizard Ribbon

59 14.1 AP Invoice Wizard - Setup Ribbon The following table provides a quick reference to the AP Invoice Wizard Setup Ribbon and its functions. Excel 2007 or Later Icon Description/Functionality Setup Visibility Once your set-up is done you may not want your Users to change the set-up so you can hide the setup ribbon. There are three options: Show at Start-up The setup menu always appears. Hide at Start-up The setup menu is hidden but can be found using: View -> Macros -> Show_PIW_Toolbars and then click Run Hide Permanently The setup menu is hidden and cannot be displayed. Revert back to a copy of the original workbook to display the menu. Login Method Choose one of three methods for logging in: Standard Login This will use single sign-on where available. Alternative Login This will use application level sign-on. Standard Login (SSO Bypass) This will use single-sign-on Bypass. This login method is available from Oracle EBS onwards and can be used if you have SSO installed but want to bypass the SSO mechanism. The user will be authenticated to the internal FND_USERS table rather than the external SSO. Debug Upload For the 4x Debug Upload options mentioned below, the user will be under instruction from More4Apps Support (used for Support purposes only). The default value is Debug off unless instructed by More4Apps to change:

60 Debug Mode Turns on the More4Apps debug facility to generate debug messages to assist with product troubleshooting. DB Trace Mode Generates a database trace for database Version 9i. End to End Trace Database trace generated for performance analysis and product troubleshooting. Debug Off Disables any of the above options that are enabled. Default Tax Codes Applies to 11i only - Choose one of two methods of Default Tax Codes: Use Default Tax Codes As setup in your Oracle environment Ignore Default Tax Codes As setup in your Oracle environment For R12 instances: If you wish to use the Default Tax Code form the Supplier Site, leave the Wizard Tax Code column blank. If you wish to override the Default Tax Code from the Supplier Site, enter a Tax Code in the Wizard Tax Code column. Duplicate Headers Choose one of two methods of handling a Duplicate Header: Include all Headers To count a duplicate header as a new invoice. Ignore Duplicate Header To not count a duplicate header as a new invoice. Global DFF s This option is provided to disable the global DFF s which will save time caching and therefore improve the performance of the Wizard. After changing this option please log out and log back into the Wizard to set this option. Edit Template Show or Hide Template worksheet. If you modify the template worksheet, subsequent worksheets created using the New Sheet icon will be based on this template

61 Customize LOVs This icon will allow you to customize your list of values. Mandatory Fields This icon will allow you to select columns to be mandatory when entered on the worksheet. Number Format Record the format of current cell to use numeric values for the Amount/Quantity columns in the Wizard. You need to save the spreadsheet to keep the setting. Store Password You can protect your worksheet after data-entry to prevent further changes. However, you must store the password in order to use the upload/validate functions. Click on this icon and store the password that you have used to protect the worksheet. For further information refer to Common User Instructions: Worksheet Protection Export URL Export Login Configuration Settings to New Sheet. The login configuration allows you to store links to multiple instances of Oracle Applications. Create a new blank sheet (insert worksheet) and click on this icon. The current login configuration will be copied into cell A1. This can then be copied into another workbook (into cell A1) and imported using the option below. Import URL Import Login Configuration Setting from Current Setting. The login configuration that has been copied into cell A1 of the current sheet will be used to set up the list of instances available in this workbook.

62 Refer to section: AP Invoice Wizard Ribbon

63 14.2 AP Invoice Wizard Ribbon The following table provides a quick reference to the AP Invoice Wizard Ribbon and its functions. Excel 2007 or Later Icon Log out Description/Functionality This will log you out of the Session (terminate your Oracle database connection). About Displays version and licencing information. You need to click on this icon to load a new licence key or modify the list of named users. Show/Hide Login Info This button toggles the display of the Login Info information in the ribbon. New Sheet A new worksheet will be created based on the master template sheet. If you have not modified the master template (using the Show/Hide Template icon above) all columns available will be displayed. If you have modified the master template, your new worksheets will include these changes. Batch Source Form A batch source can be selected here. The batch source is used when loading Invoices. It is stored in the Invoice Header record. Therefore changing this value after you have uploaded invoices has no effect on data already loaded. When you submit the Invoice Interface Concurrent Program, only batches using the selected source will be listed in the form. More4Apps AP Invoice Wizard is the default batch source.

64 Invoice Header Form A form to enter the invoice header information will display. You do not have to use this form, you can copy and paste or key directly into the cells of the worksheet if you prefer. If you do use this form, you can make use of the Lists of Values and other validation as you are entering data. Double clicking in the worksheet in the Invoice Header section will give same result. Attachments Form A form will open to enable an attachment to be entered against the current record. Invoice Distribution Form A form to enter the invoice distribution lines information will display. You do not have to use this form, you can copy and paste or key directly into the cells if you prefer. If you do use this form, you can make use of the Lists of Values and other validation as you are entering data. Invoice Header data including Invoice Total will have to populate for this form to display. Invoice DFF A form will open to enable the Invoice Header Descriptive Flexfield information to be entered. You do not have to use this form, you can copy and paste or key directly into the fields if you prefer. Global Header DFF A form will open to enable the Global Header Flexfield information to be entered against the header fields. You do not have to use this form, you can copy and paste or key directly into the fields if you prefer.

65 Line DFF A form will open to enable the Line Descriptive Flexfield information to be entered. You do not have to use this form, you can copy and paste or key directly into the fields if you prefer. Distribution DFF A form will open to enable the Descriptive Flexfield information to be entered against the distribution fields. Global Distribution DFF A form will open to enable the Global Distribution Flexfield information to be entered against the header fields. You do not have to use this form, you can copy and paste or key directly into the fields if you prefer. Delete This icon will enable you to delete selected invoices from the interface table. Remove Duplicate Headers This button will remove any duplicate header information leaving one header and its associated multiple lines. Data imported to your sheet from an external source often contains duplicate headers. Validate Option Choose whether to Validate and Upload or Validate only when uploading lines into the interface table. This selection is used in conjunction with the Upload Selected rows icon and the Upload All rows icon (below).

66 Upload Selected The selected rows (as indicated by the cursor) will be validated/loaded into the interface table. Upload All All rows in the worksheet (that have not already been processed) will be validated/loaded into the interface table. Validation Messages This button is designed to allow uploads to be executed without popping up additional error message window/s. Instead the error will only show on the row of the worksheet with the error. When the icon is highlighted pop-up messages will be displayed. When the icon background is grey pop-up messages will be suppressed. To turn messages on or off just press this icon. It will automatically toggle the button off when the upload is completed if previously toggled on. Extras The Invoice Updates form will open and gives you many options to update certain columns for existing invoices: Selected Invoices This will update invoices you have selected on your sheet with whatever option you have chosen from the list below. Entire Sheet This will update all available invoices on your sheet with whatever option you have chosen from the list below. Refer to section: Holds/Release/Update Functionality Invoice Holds Invoice Holds - Can create invoice holds, using LOVs and apply them to invoices. Invoice Hold Releases Can release invoice holds, using LOVs and apply them to invoices.

67 Invoice Header Cancel Invoices Can cancel invoices in Oracle, they are still in Oracle but updates the status to Cancelled. Update Pay Group Can update the Pay Group. Update Descriptive Flexfields Can update the DFFs. Payment Schedule & Invoice Header Update Payment Method Can update the Payment Method Update Remit to Bank Account Can update the Bank Account to remit a payment to. Update Remittance Message 1 Can update the Remittance Message. Payment Schedule Only A user can update the following: Update Payment Due Date Update Discount Due Date Update Discount Amount Update Payment Priority Update Remit to Supplier Update Remit to Site PO Matching Match Distributions Using Form A form will open that will enable matching distributions to a purchase order. Using list of values you can choose purchase order and receipt data to match to the invoice. PO Matching Download Details for All PO s Use this option to populate the Wizard header and distribution information with all applicable data sourced from the purchase order numbers entered in the P.O. Number - Invoice Level fields. This will assist with data entry accuracy and effort. PO Matching Download Details for Selected PO(s) Use this option to populate the Wizard header and distribution information with all applicable data sourced from the selected purchase order numbers entered in the P.O. Number - Invoice Level fields. This will assist with data entry accuracy and effort.

68 PO Matching Download Open Receipts from Sheet Use this option to download open available receipts and populate the associated invoice information Download A form will open that will enable you to download AP invoice information into the worksheet. Submit Payables Import Submits a concurrent program. This is used to import transactions from the interface table into the Payables application tables. Once this action is performed data can then be viewed in Oracle Payables. View Concurrent Requests This will enable you to view your concurrent requests on the Oracle Concurrent Manager. Refresh This will refresh the line status of the records in the spreadsheet. It will show error or warning messages as applicable. This is particularly useful when a concurrent process is run to import transactions from an interface table. When the concurrent process has completed you should refresh the worksheet to see the results. Submit Invoice Validation Submits the Invoice Validation concurrent program. This is used to validate available invoices in New status. Once this action is performed, invoices are approved and available for payment in Oracle Payables. Refer to section: AP Invoice Wizard - Setup Ribbon

69 15. Getting Started This section provides a new user with tips on how to get started using AP Invoice Wizard. 1. Enable Macros The worksheet requires the macros to be enabled. Microsoft 2007 or Later When the worksheet is first opened on the menu bar the following will appear. Click on the Options button, click Enable this content then Ok. Microsoft 2003 When the worksheet is first opened the following message will appear. Click Enable Macros. 2. Unable to see Wizard Ribbons/Toolbars - If this occurs then your security settings are too high. AP Invoice Wizard is written in VBA, and you must allow macros to run before you can run the program. Close the worksheet, then from the Excel menu, navigate to the following based on your version of Microsoft: Microsoft 2007 or Later - Navigate to the Developer tab, in the Code group, click Macro Security. In Macro Settings, select the Disable all macros with notification. Re-open the worksheet and you should receive the message shown above. Note - If the Developer tab did not display, click the Microsoft Office button, then click Excel Options button. In the Popular category, select Show Developer tab in the Ribbon. You should now be able to go back to the Developer Tab to make the security changes. Microsoft 2003 Navigate to Tools> Macro> Security> Security Level and set to Medium level. Re-open the worksheet and you should receive the message shown above. Refer to section: Enable Macros/Cannot Access Wizard Ribbons 3. Wizard Ribbons/Toolbars Please see the note below for details on the ribbons/toolbars provided by the Wizard. Refer to section: Ribbons

70 Refer to section: Toolbars 4. Trial Version - If you are using the trial version it will log you out after 5 records have been uploaded. You will need to log in again to continue. There are no other constraints in the trial version. 5. Row 9 - The column names are stored in row 9. These are fixed and cannot be changed. Do NOT insert or delete rows before row 10. The case of the column names is not important but spelling is. If you change the column name in row 9, you have in effect deleted the column as far as the program is concerned. You can move the columns anywhere you like, hide, or even delete them if they are not required. 6. Populate the Worksheet - There are a number of options available to populate the worksheet: You can type or paste the relevant values directly into the worksheet (No validation is performed until you run the upload program). You can use the data entry forms provided to enter and validate the values. You can download existing data and use this as the starting point to create new records. Note - If you are downloading an existing record to create a new one you need to remove the IDs of the existing records. Refer to section: Enter Invoices 7. Descriptive Flexfields (DFF s) - In this Wizard only a couple of attribute flexfield columns are displayed in order to reduce unnecessary clutter. For help on using DFF s please refer to the online documentation. Refer to section: Descriptive Flexfields 8. Trouble Shooting - If you are having any problems using the Wizard, click on this link to search our online solutions repository If you encounter any problems or have any suggestions, please do not hesitate to contact us at

71 16. Customize Your List of Values This section is common to all of our tools. Click on this link to navigate to Common User Instructions: Customize your List of Values

72 17. Descriptive Flexfields AP Invoice Wizard allows you to upload Descriptive Flexfields for the Invoice Header, Lines and Distributions. Profile Options are available to control Line and Distribution DFFs in R12. Refer to section: Profile Options. R12 Line and Distribution DFF Attribute fields in AP Invoice Wizard post version Prior to EBS R12, the 'Payables Invoice Workbench' comprised of 2 levels, Invoice Headers and Distributions. The additional level, Lines, was added in Release 12. As many EBS instances upgraded from versions prior to R12, Invoice Distribution Level DFF s are still in use and very important in their R12 environments. However, Oracle didn t provide a new interface table for the lines level, or a new set of attribute fields for the line level DFF s. Now, when DFF data is populated into the interface, it updates the new AP Invoice Lines table. To populate the DFF s down to the distribution level Oracle introduced this profile option to 'Copy' the information down during invoice validation or when first viewing distribution information in the Invoice Workbench: AP: Copy Invoice Lines Flexfield to Distributions during Import There are a few potential drawbacks with this option: After the copy the same DFF values will exist in the attribute fields in the ap_invoice_lines and ap_invoice_distributions tables. The lines data is not removed after the copy. The copy does not respect your DFF configuration validation, it simply copies the data directly into the same attribute fields. AP Invoice Wizard now has better control of this functionality to allow users to ultimately have two different sets of DFF attribute information at the Invoice Line and Distribution level. If your current invoice template is based on AP Invoice Wizard or earlier you may need to change the titles of your DFF columns, or add new DFF columns to your layout. In version and later new 'Line DFF' columns now exist which map to the Invoice Line Level and the previous 'Dist DFF' columns now map directly to the Invoice Distributions level.

73 Each of the sections below describes how to configure EBS, the Wizard, and the process required for your business needs in this regard. Refer to section: How to Upload Descriptive Flexfield (DFF) data to AP Invoice Lines Only Refer to section: How to Upload Descriptive Flexfield (DFF) data to AP Invoice Lines and copy these to Distributions Refer to section: How to Upload Descriptive Flexfield (DFF) data to AP Invoice Distributions Only Refer to section: How to Upload different Descriptive Flexfield (DFF) data to AP Invoice Lines and Distributions 17.1 How to Upload Descriptive Flexfield (DFF) data to AP Invoice Lines Only Set the following EBS profile values at the Site level: Profile AP: Copy Invoice Lines Flexfield to Distributions during Import More4Apps: PIW Use Distribution Level DFF configuration More4Apps: PIW Enable separate Line and Dist DFF functionality Value No (or blank) No (or blank) No (or blank) Configure the 'Invoice Lines' Descriptive Flexfield Segments

74 Populate the AP Invoice Wizard 'Line DFF ' columns IMPORTANT In version and later new 'Line DFF' columns now exist and must be added to your layout before continuing. If you use the layout sheet without these columns and populate the 'Distribution Descriptive Flexfields' they will not upload as expected. Note the Wizard will validate against the Payables 'Invoice Lines' DFF Segment configuration. Use the AP Invoice Wizard controls to Upload and Import the Invoices

75 Wizard Button Validate and Upload Submit View Concurrent Requests Refresh Description To pre-validate Invoice data and populate the Payables Interface tables. To submit the Payables Open Interface Import concurrent request to create the invoices in the Invoice Workbench. To monitor the status of the Payables Open Interface Import concurrent request. To update AP Invoice Wizard with import statuses, messages and Id's and to load attachments if applicable. The Invoice will now have DFF's loaded at the Invoice Line Level IMPORTANT As the 'More4Apps: PIW Enable separate Line and Dist DFF functionality' profile is not set, any information entered in the 'Dist DFF ' columns in the sheet will NOT be uploaded to the Interface. If you attempt to open the data entry assistance form with this profile setting it will display as follows: 17.2 How to Upload Descriptive Flexfield (DFF) data to AP Invoice Lines and copy these to Distributions Option 1 - Where DFF Segment definition at the Invoice Line Level Set the following profile values at the Site level: Profile AP: Copy Invoice Lines Flexfield to Distributions during Import More4Apps: PIW Use Distribution Level DFF configuration More4Apps: PIW Enable separate Line and Dist DFF functionality Value Yes No (or blank) No (or blank)

76 Configure the Descriptive Flexfield Segments Populate the AP Invoice Wizard 'Line DFF ' Descriptive Flexfield columns

77 IMPORTANT In version and later new 'Line DFF' columns now exist and must be added to your layout before continuing. If you use the old layout sheet and populate the 'Distribution Descriptive Flexfields' they will not upload as expected. Note the Wizard will use the Invoice Lines DFF configuration during form presentation and data validation. Use the AP Invoice Wizard controls to Upload and Import the Invoices Wizard Button Validate and Upload Submit View Concurrent Requests Refresh Description To pre-validate Invoice data and populate the Payables Interface tables. To submit the Payables Open Interface Import concurrent request to create the invoices in the Invoice Workbench. To monitor the status of the Payables Open Interface Import concurrent request. To update AP Invoice Wizard with import statuses, messages and Id's and to load attachments if applicable. The Invoice will have DFF's loaded at the Invoice Distribution Level once the invoice has been validated in Oracle Payables, or the 'Distributions' button in the Invoice Workbench has been clicked, as Oracle will 'copy' the line DFF values down to the distribution level IMPORTANT As the 'More4Apps: PIW Enable separate Line and Dist DFF functionality' profile is not set, any information entered in the 'Dist DFF ' columns in the sheet will NOT be uploaded to the Interface. If you attempt to open the data entry assistance form with this profile setting it will display as follows:

78 Option 2 - Where DFF Segment definition at the Invoice Distribution Level Set the following profile values at the Site level: Profile AP: Copy Invoice Lines Flexfield to Distributions during Import More4Apps: PIW Use Distribution Level DFF configuration More4Apps: PIW Enable separate Line and Dist DFF functionality Value Yes Yes No (or blank) Configure the Descriptive Flexfield Segments

79 Populate the AP Invoice Wizard 'Line DFF ' Descriptive Flexfield columns IMPORTANT In version and later new 'Line DFF' columns now exist and must be added to your layout before continuing. If you use the old layout sheet and populate the 'Distribution Descriptive Flexfields' they will not upload as expected.

80 Note the Wizard will use the Invoice Distribution DFF configuration during form presentation and data validation. Use the AP Invoice Wizard controls to Upload and Import the Invoices Wizard Button Validate and Upload Submit View Concurrent Requests Refresh Description To pre-validate Invoice data and populate the Payables Interface tables. To submit the Payables Open Interface Import concurrent request to create the invoices in the Invoice Workbench. To monitor the status of the Payables Open Interface Import concurrent request. To update AP Invoice Wizard with import statuses, messages and Id's and to load attachments if applicable. The Invoice will have DFF's loaded at the Invoice Distribution Level once the invoice has been validated in Oracle Payables, or the 'Distributions' button in the Invoice Workbench has been clicked, as Oracle will 'copy' the line DFF values down to the distribution level. IMPORTANT As the 'More4Apps: PIW Enable separate Line and Dist DFF functionality' profile is not set, any information entered in the 'Dist DFF ' columns in the sheet will NOT be uploaded to the Interface. If you attempt to open the data entry assistance form with this profile setting it will display as follows:

81 17.3 How to Upload Descriptive Flexfield (DFF) data to AP Invoice Distributions Only Set the following profile values at the Site level: Profile AP: Copy Invoice Lines Flexfield to Distributions during Import More4Apps: PIW Use Distribution Level DFF configuration More4Apps: PIW Enable separate Line and Dist DFF functionality Value No (or blank) Yes Yes Configure the 'Invoice Distribution' Descriptive Flexfield Segments

82 Populate the AP Invoice Wizard 'Dist DFF ' Descriptive Flexfield columns

83 Use the AP Invoice Wizard controls to Upload and Import the Invoices Wizard Button Validate and Upload Submit View Concurrent Requests Invoice Validation Refresh IMPORTANT Description To pre-validate Invoice data and populate the Payables Interface tables. To submit the Payables Open Interface Import concurrent request to create the invoices in the Invoice Workbench. To monitor the status of the Payables Open Interface Import concurrent request. Submit the Oracle Payables 'Invoice Validation' concurrent request to generate the invoice distributions in the workbench. This concurrent request must be completed before the 'Refresh' step below is commenced. The Refresh button in this DFF scenario will first update AP Invoice Wizard with import statuses, messages and Id's and then load the Invoice Distribution DFF values and attachments if the applicable 'Yes' response to the message below is received: NOTE If 'Refresh' is not clicked, the Distribution DFF values

84 will not be in the Payables Invoice Workbench. The Invoice will have DFF's loaded at the Distribution Level, after the Payables Invoice validation and Wizard 'Refresh' processes have been completed 17.4 How to Upload different Descriptive Flexfield (DFF) data to AP Invoice Lines and Distributions Set the following profile values at the Site level: Profile AP: Copy Invoice Lines Flexfield to Distributions during Import More4Apps: PIW Use Distribution Level DFF configuration More4Apps: PIW Enable separate Line and Dist DFF functionality Value No (or blank) No (or blank) Yes Configure the 'Invoice Lines' Descriptive Flexfield Segments

85 Configure the 'Invoice Distribution' Descriptive Flexfield Segments

86 Populate the AP Invoice Wizard 'Line DFF ' and 'Dist DFF ' Descriptive Flexfield columns IMPORTANT In version and later new 'Line DFF' columns now exist and must be added to your layout before continuing.

87 Use the AP Invoice Wizard controls to Upload and Import the Invoices Wizard Button Validate and Upload Submit View Concurrent Requests Invoice Validation Refresh IMPORTANT Description To pre-validate Invoice data and populate the Payables Interface tables. To submit the Payables Open Interface Import concurrent request to create the invoices in the Invoice Workbench. To monitor the status of the Payables Open Interface Import concurrent request. Submit the Oracle Payables 'Invoice Validation' concurrent request to generate the invoice distributions in the workbench. This concurrent request must be completed before the 'Refresh' step below is commenced. The Refresh button in this DFF scenario will first update AP Invoice Wizard with import statuses, messages and Id's and then load the Invoice Distribution DFF values and attachments if the applicable 'Yes' response to the message below is received: NOTE If 'Refresh' is not clicked, the Distribution DFF values will not be in the Payables Invoice Workbench.

88 The Invoice will have DFF's loaded at the Invoice Lines during the initial import and at the Distribution Level, after the Payables Invoice validation and Wizard 'Refresh' processes have been completed. This functionality is common to all of our tools. Click on this link to navigate to Common User Instructions: Descriptive Flexfields

89 18. Profile Options Profile Options are common to all of our tools. To find the profile options applicable for this Wizard, navigate to System Profile and enter More%PIW% as shown in the screenshot below and select the Find button. The profile option applicable for this Wizard will show on the System Profile Values form as shown below: Many profile options can be set at the Site, Application, Responsibility or User level. Modify your search in the Find System Profile Options form to set options at the appropriate level. Profile Options are installed when you log into an instance (from the Wizard) for the first time. If a profile option is not available then you will need to reinstall your profile options.