ACCOUNTS PAYABLE

Oracle version 11.5.10

Version 1 : March 2009

ACCOUNTS PAYABLE Contents

Introduction___________________________________________________________4 Matching Invoices to Purchase Orders __________________________________5
Basic procedure for matching an Invoice to a Purchase Order _________________ 5 Changing the VAT code after matching an Invoice to a Purchase Order _______ 12 Changing the Account code of an Invoice matched to a Purchase Order_______ 14 Matching an Invoice to Multiple Orders _____________________________________ 15 Matching a Purchase Order to Multiple Invoices _____________________________ 18 Final Matching Invoices to Purchase Orders_________________________________ 20

Standard Invoice Entry _______________________________________________23 Expense Claim Input__________________________________________________30 Intra-Departmental Transfers __________________________________________35 Credit Note Entry _____________________________________________________38
Basic Credit Note Entry ____________________________________________________ 38 Matching Credit Notes to Existing Invoices __________________________________ 43

Entering VAT only Invoices ___________________________________________47 Allocating Freight & Miscellaneous Charges ___________________________49 Adjusting Invoice and Invoice Distribution Details ______________________53
Clearing Input Data ________________________________________________________ 53 Deleting Input Data ________________________________________________________ 53 Cancelling Invoices________________________________________________________ 53 Amending VAT Code errors ________________________________________________ 55 Changing Account Codes and Reversing Distributions_______________________ 56

First Level Invoice Approval___________________________________________58

Validating (Approving) Individual Invoices __________________________________ 58 Validating (Approving) Invoice Batches _____________________________________ 59

Releasing Holds ______________________________________________________61 Pre Secondary Level Approval Report _________________________________63 Secondary Level Approval ____________________________________________68
Standard Oracle Secondary Approval process_______________________________ 68 UCL Secondary Invoice Approval process __________________________________ 71

Stopping Payment of Invoices_________________________________________74 Invoice Batches Inquiry _______________________________________________76

Finding Batches___________________________________________________________ 76 Finding the last batch number used ________________________________________ 77 2

Printing Batch Headers ____________________________________________________ 79

Invoice Enquiry ______________________________________________________80

Invoice Overview __________________________________________________________ 80 Invoice Summary__________________________________________________________ 81 Invoice Modification Data __________________________________________________ 82

Supplier Enquiry _____________________________________________________83 Payment Inquiry______________________________________________________85

Single payment Inquiry ____________________________________________________ 85 Multiple Payment Inquiry___________________________________________________ 86

Reports in Accounts Payable__________________________________________87 Period - End Procedures ______________________________________________92

Invoice On Hold Report ____________________________________________________ 92 Invoice Register (Showing Only Unapproved Invoices) _______________________ 93 Invoice Enquiry : Approved Invoices That Have Not Been Paid________________ 94 Invoice Enquiry (Showing Unposted Invoices Held After First Level Approval) _ 95

Appendix I Getting Help _____________________________________________96 Appendix II - The Toolbar _____________________________________________97 Appendix III Keyboard Shortcuts_____________________________________98 Appendix IV Summary of Approval Holds Codes ______________________99 Appendix VI - Frequently Asked Questions ____________________________107 Appendix VII Invoice and Invoice Distributions Adjustments Charts ___114

Introduction
This user guide assumes familiarity with navigating within Oracle Financials, either gained through attendance on the Introduction to FIS course, or through having read the Introduction to FIS (Navigation) document. In addition, appendices are included at the end of this guide to provide assistance in getting help and using the toolbar and keyboard shortcuts. Familiarity with the Microsoft Windows environment is also assumed, as well as an understanding of basic Windows terminology, such as clicking and double-clicking.

Matching Invoices to Purchase Orders

Basic procedure for matching an Invoice to a Purchase Order
Log into Oracle Financials and click on your AP responsibility. Under Invoices: Entry, click on Invoice Batches

When you first open the Invoice Batches window, it will look like this:

Click on this button to open a customised folder.

It is possible to customise the layout of this form by selecting Folder > Open from the menu, or you can choose a pre-customised folder by clicking on the Open Folder icon.

Choose the folder you wish to use, ie UCL BATCH HEADER, by double-clicking on it, or by selecting and clicking [OK].

The layout of this window has been designed to be easier to use; the main advantage being that you do not need to scroll across the screen to see the relevant fields. To set this folder to open automatically when you enter the Invoice window, open the relevant folder and select Folder > Save As from the menu. Click in the checkbox to select Open as Default and then click on [OK].

Enter Batch Number ie Departmental Prefix (in capital letters eg EE or CE) followed by the next batch sequence number. To find out the last number used, click on the Find icon and enter a date range within the last few working days. This will list the invoices for your department. Select View > Record > Last to go to the last batch number in the sequence.

The Batch Date will automatically be filled in as the date of entry and you will not be able to change this. If all of the invoices you are entering in this batch are of the same type, eg PO Default, select this type from the dropdown list in the Invoice Type field.

Click on [Invoices].

The first time you open this window, it will look like this:

Click on this button to open a customised folder

To open a customised folder, such as PINV for Standard Invoice Entry or Purchase Order Match, click on the Open Folder button . These folders have been designed to be easier to use than the standard folder.

Select the relevant folder by double-clicking on it or by selecting it and clicking on [OK].

The name of the folder will be displayed here click on the Open Folder button to change it.

Again, the layout of this window has been designed to be easier to use so that you do not need to scroll across the screen to see the relevant fields. If you would prefer one of these folders to open automatically when you enter the Invoice window, open the relevant folder and select Folder > Save As from the menu. Click in the checkbox to select Open as Default.

Click on [OK]. Ensure that the Invoice Type is set to PO Default; if it is not, enter PO Default or choose it from the List of Values . Press the tab key or click in the Supplier field. A window will appear at the top of your screen to prompt you to type in the Purchase Order number:

Type in the number of the Purchase Order and click on [OK]. Notice that the details of the Suppliers name, number and site will be entered from the details of the Purchase Order.

Type in the date of the invoice, or open the List of Values date from the Calendar.

and choose the correct

Use the arrows on the left to scroll between months

Use the arrows on the right to scroll between the years

The date of entry will be used if you do not specify a date. Type in the Invoice Number as quoted on the Invoice. NB: This number must be unique to a supplier you will not be permitted to enter the same number for two different invoices. This field is also case-sensitive. Use upper case letters as much as possible.

If you need to specify payment terms for instance, if the invoice must be paid immediately or must be paid a specific number of days after the invoice date scroll across to the Terms field and select the applicable option from the List of Values . Please inform the Accounts Payable section if the required terms are not available. The default payment term is Net30 and invoices are paid at least 14 days before the due date. Type in the total (gross) Invoice Amount as quoted on the Invoice. Click on the [Match] button towards the bottom right of the window. Make sure that the button to the right of the [Match] button reads Purchase Order. If not, click on this button and select Purchase Order from the drop-down list. 9

Confirm that the correct Purchase Order number is entered and click on the [Find] button.

Select the line(s) to which you wish to match by selecting the Match checkbox(es) to the left of the window. Please note that this checkbox is unmarked. Enter the details as they are on the invoice. If the price on the invoice is different from the price on the Purchase Order, enter the correct amount in the Unit Price field, and if the quantity invoiced is different from the quantity requested in the Purchase Order, ensure the correct number is entered. To view the Purchase Order, click on the [View PO] button at the bottom of the window.

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NB:

Check that the VAT code on the Purchase Order is the same as that on the Invoice. If this rate is incorrect you will have only one opportunity to correct it in the Invoice Distributions, prior to 1st level approving the invoice. Please see the instructions (Correcting the VAT after matching to a Purchase Order) below if this is necessary.

When all details are entered correctly, click [Match]. The window will close and return you to the Invoice header. Click on the Distributions button and check the lines and VAT codes which have defaulted in from the Purchase Order. To correct the VAT rate, in 11i you can now overwrite the VAT code on the distribution line but only BEFORE generating the tax line, using the [Calculate Tax] button or Tools > View and Update Tax Summary. Once you have generated the tax line, you will need to reverse the distribution lines and manually input new ones. Please see the following section: Correcting the tax code after matching to a Purchase Order. If the Account Code is incorrect it is not possible simply to overwrite it, please see the following section: Correcting an account code after matching to a Purchase Order.

Once you have checked/amended the VAT code and are ready to proceed, you should generate the VAT lines by clicking on [Calculate Tax] or by selecting Tools > View and Update Tax Summary. The VAT lines will now appear. Note that the VAT recoverability status set up for each account code determines which code will be used in the VAT distribution line. VAT on non-recoverable account code transactions will be coded to the same code as the transaction and VAT on recoverable account code transactions will be coded to QB62.

Check that the distributions total is the same as the invoice total and that all distributions codes are correct. If all is correct, close the Distributions window by clicking on the X in the top righthand corner of the window, or by pressing Alt + F4. If the VAT or account code lines are incorrect please follow the separate guidance directly below (Changing the VAT code after matching an invoice to a Purchase Order, and Correcting the account code of an invoice matched to a Purchase Order). Repeat the above steps with any other Invoices within the batch. Approve the batch/invoice(s) by clicking on the [Validate] button. This can be done either at Invoice or Header level (see chapter below).

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Changing the VAT code after matching an Invoice to a Purchase Order

If the wrong VAT rate has defaulted through from the Purchase Order, 11i now allows you to overwrite the VAT rate but only BEFORE you generate the tax line. Overwrite the tax code and then click on [Calculate Tax]. If the wrong VAT rate has defaulted through from the Purchase Order but you have generated the tax line before realizing this, if you now try to change the code the system will appear initially to accept the over-written tax rate and will allow it to be saved. However, when the invoice or batch is approved, the system will ignore the overwritten tax rate and replace it with the original PO distribution tax rate. To correct the situation above you will need to reverse both the incorrectly VAT coded Item line and (if standard rated) the generated VAT line. You will then need to re-enter the line again using the correct VAT rate. The screen below shows the correct entries: Stage 1: Reversing the incorrect lines: Hold down the Ctrl key and click on both the Net (item line) and the VAT line, then press [Reverse 2]. The number on the Reverse button will change according to the number of lines selected for reversing.

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Stage 2: Insert a new line with the correct VAT code (see line 5 below):

Check that the Distribution Total equals the Invoice Total as above. You can then proceed to approve this invoice as instructed above.

Note: Reversing PO distributions as above reverses the PO match to the invoice it re-opens the PO line(s) and updates the quantity billed. If the PO is no longer required you will need to manually close the PO lines using your PO buyer responsibility.

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Changing the Account code of an Invoice matched to a Purchase Order

1. If an account code you used in the Purchase Order distribution lines is incorrect for some reason you cannot simply overwrite it in Accounts Payable. Using the same method as above you must reverse the line and re-enter it with the correct account code. You must remember also to reverse any associated VAT line as VAT will be generated again on the new line.

Note that reversing PO distributions reverses the PO match to the invoice - it re-opens the PO line(s) and updates the quantity billed. If the PO is no longer required you will need to manually close the PO lines using your PO buyer responsibility. 2. When all account codes are correct and the line distributions total is the same as the invoice total then you can click on [Calculate Tax] and then validate (approve) the invoice as normal.

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Matching an Invoice to Multiple Orders

In the Navigator Window, expand Invoices and Entry by double-clicking on them or pressing the Return key after selecting them. Open Invoices Batches by double-clicking on it or pressing the Return key.

If the folder displayed is not the pre-customised UCL Batch Header folder, choose this folder by clicking on the yellow Open folder Button and selecting it from the list.

Enter the Batch Number in the Batch Number field. Then press the Return key or click on the [Invoices] button at the bottom right of the window. Match the first PO to the invoice by following the basic procedure for Matching Invoices to Purchase Orders above.

To match further POs to the same Invoice: Open the Invoices window and select the invoice that you wish to match against. Please note that the supplier details will have been entered during the first Invoice match to PO process :

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Click on the [Match] button at the bottom right of the page. The dropdown list next to the Match button should indicate Purchase Order. If not, click on the dropdown button and select Purchase Order from the list.

The Find Purchase Orders for Matching window will now appear. Type in the number of the next Purchase Order to be matched. Click on [Find]. The PO details will now be displayed in the Match to PO window.

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Select the line(s) you wish to match to, by selecting the checkbox(es) to the lefthand side of the form. Confirm the details as they are on the invoice. If the unit price on the invoice is different from the price on the purchase order, enter the correct amount in the Unit Price Field. If the quantity invoiced is different from the quantity requested on the purchase order, ensure the correct number is entered in the Quantity Invoiced field.

The name of the PO buyer, ship-to location, and quantity billed (invoiced) will be displayed in the Shipment section of the window. If the quantity ordered is the same as the quantity billed the following warning will appear on the screen if you attempt to match the PO against further invoice quantities. Please check before you continue.

To view the Purchase Order, click on the [View PO] button at the bottom of the window. When all details are entered correctly, click the [Match] button at the bottom right of the window. The window will now appear to have been disabled - ie all of the buttons will be grey and inactive. Close this window. Repeat these steps for all of the POs you wish to match to the invoice. 17

Matching a Purchase Order to Multiple Invoices

Log into Oracle Financials. Match the PO to the first Invoice by following the basic procedure for matching an invoice to a Purchase Order. To match the same PO (already matched to an existing invoice) to another invoice: Select a new line on the Invoices window and choose the PO Default type. Press the tab key to activate the PO Number window.

Enter the purchase order number that had been previously matched in the PO Number field of the PO Number window. Click [OK] and enter additional Invoice details. Click on [Match].

Select the line(s) you wish to match to, by selecting the checkbox(es) on the lefthand side of the form. On the Match to PO window select the lines, which match the invoice, by clicking the checkboxes to the extreme left of the scroll bar. Input the details as they are on the invoice. If the unit price on the invoice is different from the price on the purchase order, enter the correct amount in the Unit Price Field. 18

With multiple invoices the quantity requested on the purchase order and the quantity billed for are often different. Ensure the correct number is entered in the Quantity Invoiced field. Notice that additional information is available in the Shipment Quantity section of the Match to PO window. The quantity ordered, received and the total invoiced to date will be displayed in this section. When all details are entered correctly, click on the [Match] button at the bottom right of the window. The window will now appear to be disabled- i.e. all the buttons will be grey and inactive. Close the Match to PO window Generate VAT distributions if applicable by pressing the [Calculate Tax] button Click on [Distributions], and ensure that the distributions and VAT codes entered are correct. If they are not you must reverse the Item line by selecting it with the mouse and clicking on the [Reverse 1] button, then re-entering the item line with the correct VAT code Check that the VAT calculated agrees with the invoice. If there is a rounding difference please follow the procedure on page 32 (How to create VAT rounding differences on supplier invoices) [Approve] the batch/invoices. Repeat these steps for subsequent invoices relating to this Purchase Order. Notice that you can match as many invoices as you want to the same PO. When all orders on the shipment have been invoiced for, select the Final Match on the relevant shipment lines, and this will finally close the Purchase Order shipment line.

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Final Matching Invoices to Purchase Orders

You can final match an invoice to a Purchase Order when you are sure that no further invoices will be matched to the PO. A final match is not reversible once the invoice has been approved. Final matching ensures that the Purchase Order lines are closed and the outstanding commitments are reversed. Where all PO lines are final matched the system will close the Purchase Order. To final match, follow the basic procedure for Matching an Invoice to a Purchase Order. On the Match to PO window, select and update the lines you wish to match and then click the Final Match tick box shown below.

To close the purchase order completely, please ensure that you have ticked the Final Match checkbox for all the purchase order lines. When you click on the [Match] button, the system will warn you that you cannot undo a final match and asks you to confirm this action. Select [Yes] if you wish to proceed with a Final Match against this purchase order.

Click on [Match] again; this will take you back to the Invoice Header. Continue processing your invoice as usual using the basic invoice match to purchase order procedure. 20

Important Points to note about Final Matching

1. Invoices final matched to a Purchase Order cannot be reversed or cancelled after invoice approval. Please check that you have matched the invoice against the correct PO before validating the invoice. The final match process can be cancelled before approval using the [Actions1] button and selecting [Cancel] and then clicking on [OK].

2. To correct a final match error after invoice approval but before payment, please follow the steps outlined below: Open the Invoice Distributions window Manually enter reversal credit amount distributions for all the lines generated by the PO to ensure that the distribution total is zero. Reverse all other distribution lines by using the [Reverse] button on your Distributions window. Close the Distributions window 21

Refresh Invoices window Change Invoice Amount to zero (0.00) Save

The above will ensure that the invoice is not paid and that the distributions are reversed. Please note that if you need to re-enter the invoice and it is for a different supplier to the one you have just cancelled, then you cannot use the same invoice number. You should enter the replacement invoice number as the original number suffixed with REENTRY, e.g. invoice number 15657 becomes 15657REENTRY. Unfortunately, the Purchase Order lines that were final matched will remain closed and will not be available for matching against future invoices. 3. Unmatched Purchase Order lines should be final closed using your PO buyer or Approver responsibility to ensure that all outstanding commitments are reversed. 4. If an attempt is made to match an invoice against a final matched Purchase Order the following message will appear on the Match to Purchase Order window :

The system will not allow you to continue and you will need to investigate before you continue processing your invoice. 5. Please ensure that you run the Invoice on Hold report regularly, ie once a week, to ensure that held invoices are identified quickly.

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Standard Invoice Entry

In the Navigator Window, expand Invoices and Entry by double-clicking on them or by selecting them and clicking on [Open].

Open Invoice Batches by clicking on it and clicking on [Open] or by double-clicking on it.

When you first open the Invoice Batches window, it will look like this:

Click on this button to open a customised folder.

It is possible to customise the layout of this form by using selecting Folder > Open from the menu, or you can choose a pre-customised folder by clicking on the Open Folder icon.

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Choose the folder you wish to use, ie UCL BATCH HEADER, by double-clicking on it, or by selecting and clicking [OK].

Notice that the layout of this window is slightly different as it has been designed to be easier to use. The main advantage of using the customised folder is that you can see more of the relevant fields and do not need to scroll across to find them. If you would prefer one of these folders to open automatically when you enter the Invoice window, open the relevant folder and choose Folder > Save As from the menu. Click in the checkbox to select Open as Default.

Enter Batch Number i.e. Department Prefix (in capital letters) followed by batch sequence number. To find out the last number used, choose Find All from the Query 24

menu. This will list all of the Invoice Batches for your department. The Batch Date will automatically be filled in as the date of entry and you will not be able to change this. Click on [Invoices] in the bottom right corner (or press Enter/Return on the keyboard).

The first time you open this window, it will look like this:

Click on this button to open a customised folder

To open a customised folder, such as PINV for Standard Invoice Entry or IDT for Intra-Departmental Transfers, click on the Open Folder button. These folders have been designed to be easier to use than the standard folder.

Select the relevant folder by double-clicking on it or by selecting it and clicking [OK].

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The name of the folder will be displayed here click on the Open Folder button to change it.

Notice that the layout of this window is slightly different as it has been designed to be easier to use. The main advantage of using the customised folder is that you can see more of the relevant fields and do not need to scroll across to find them. If you would prefer one of these folders to open automatically when you enter the Invoice window, open the relevant folder and choose Folder > Save As from the menu. Click in the checkbox to select Open as Default.

Click on [OK]. Type in the beginning letters of the Supplier name and press the tab key to open a list of matching supplier names. Choose the required Supplier from the List of Values provided. The Supplier Number will automatically be entered. Alternatively, type in the beginning of the Supplier Number followed by tab, and choose the correct supplier from the list of possibilities if there is only one possible choice all of the details will be filled in for you. If the Supplier has more than one site, open the list of values by pressing or Ctrl and L, then choose the correct site from the list that matches the invoice payment address. If the supplier only has one possible site, the details will be automatically entered. 26

Type in the date of the invoice, or open the List of Values and choose the correct date from the Calendar.

Use the arrows on the left to scroll between months

Use the arrows on the right to scroll between the years

The date of entry will be used if you do not specify a date. Type in the Invoice Number as quoted on the Invoice. This number must be unique per supplier you will not be permitted to enter the same number for two different invoices. If you need to specify payment terms for instance, if the invoice must be paid immediately or must be paid a specific number of days after the invoice date scroll across and select the correct details from the List of Values in the Terms field. Type in the total (gross) Invoice Amount as quoted on the Invoice. Click on the [Distributions] button to complete the distribution details for the invoice.

The first time you open this window, it will look like this:

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To open the pre-customised AP Distribution folder, select Open Folder in the Action menu and choose it from the list.

Notice that the layout of this folder is slightly different and is easier to use. Follow the procedures outlined above in order to make this folder open by default. The distributions you enter for an invoice allocate the total invoice amount to various expense or asset accounts. For example, you distribute the goods to a different account code to the postage and packing. Payables use distributions to create general ledger journal entries for invoices. Type in a Description of the Goods. If the distributions are chargeable against General Ledger codes, navigate to the Account field, type in the Account code and press Tab. This will generate the Accounting Flexfield window with the Source, Option, Unit and Company values defaulted into the relevant fields. Enter the Analysis code or click on or use Ctrl and L to select from the List of Values.

Click on the [OK] button, and then tab to the Amount field. 28

If the distribution is chargeable to a Grant code, tab over the Account field to the Grant field. Enter the Grant/Project code, Task, Award and Type for the expenditure, either by typing it in or by selecting it from the List of values . The Org. and Exp Date fields will default in once the other fields are complete. You may change the expenditure item date to a date on or before the completion date of the grant if the invoice is being entered on the system after the completion date of the grant.

Details of the Account you have selected will appear in the Account Description field in the lower section of the Distributions window. In the Amount field, enter the NET amount of the goods. In the VAT field, type in the correct VAT Code, or choose it from the List of Values . If unsure which code is applicable, check the VAT rate on the Invoice and determine the correct code from that. If you do not specify a VAT code, it will automatically assume it is Standard Rated. Please ensure that the VAT Code matches the VAT charged by the Supplier on the invoice. Repeat this process for all of the distribution lines for the invoice. Save the record by clicking on the button on the Toolbar (or pressing Ctrl and S).

To check that the tax that will be generated by the system is correct, select View & Update Tax Summary before you proceed. This will show you the tax amount that will be calculated by the system and the rate at which this calculation has been made. If this is correct, click on [OK]. The system will automatically calculate the VAT amount, using the VAT code entered for each distribution line. The account code charged is based on the VAT status of the expense account code combination. Recoverable VAT will be charged to QB62 2VA and non-recoverable VAT will be charged to the distribution expense account. Please ensure that VAT is generated automatically. Please do not attempt to enter the VAT distribution manually or change the VAT code of the automatically generated distribution. Check that the VAT calculated agrees with the invoice. If the VAT amount calculated by the system is different from the invoiced VAT amount by plus or minus 0.01 this is because the supplier has used a different VAT rounding formula. Close the Distributions window by clicking on the X in the top right-hand corner of the window, or by pressing Alt and F4 together. Repeat the above steps with any other Invoices within the batch, ensuring that the distribution details are completed for each individual invoice. Validate (approve) the batch/invoice(s) (see chapter below).

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Expense Claim Input

In the Navigator Window, expand Invoices and Entry by double-clicking on them or by selecting them and clicking on [Open]. Open Invoice Batches by clicking on it and then on [Open] or by double-clicking on it. If the folder displayed is not the pre-customised UCL Batch Header folder, choose this folder by clicking on the Open Folder button and selecting it from the list. Enter the Batch Name. The batch will use the default invoice type Standard. Please do not change this (Users should note that the Expense Report invoice type should not be used in FIS as it does not function correctly).

Leave Standard as the default. Do not change.

Click on [Invoices]. Select the PPAN folder instead of PINV. You will notice that the folder is laid out slightly differently and some of the column headings are different.

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Type in the document number (Doc. No.) as displayed on the Expense Claim Form. Ensure that the Type for each claim form is set to Standard. If you are creating an expense claim in a batch of other transactions please make sure that you change the transaction type to Standard for all expense claims. Please DO NOT use Expense Report as the transaction type as it does not work. Enter the claimants name in the Payee Name field, or select their name from the List of Values . The Employee Number and Site will automatically be generated. Note: if the employee is based at more than one site, a List of Values will automatically appear to prompt you to choose the correct site. Enter the Invoice Date field or press the tab key to enter the date of entry. Enter the Invoice Amount total as per the Expense Claim Form. If the claim is for one item, or several items of the same type, it is possible to enter the details in the Description field and this field will then be automatically entered in the Distributions section. If there are various items on the claim form, leave this field blank and enter the details in the Distributions window. Click on the Distributions button or press Enter/Return on the keyboard.

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If the folder displayed is not the pre-customised AP Distributions folder, choose this folder by clicking on the Open Folder button and selecting it from the list. The Description field will be filled in if it has been specified in the Invoices form above; if not, enter a description. If the distribution is chargeable to a General Ledger code, navigate to the Account field. If the distributions are chargeable against General Ledger codes, navigate to the Account field, type in the Account code and press Tab. This will generate the Accounting Flexfield window with the Source, Option, Unit and Company values defaulted into the relevant fields. Enter the Analysis code, or click on or use Ctrl and L to select from the List of Values.

Click on the [OK] button, and then tab to the Amount field. Enter the Amount excluding VAT in the Amount field. If you do not know the Account code, click into the Account field and open the List of Values by clicking on ; the description is given as well as the Account code. Choose the correct Account from the list either by double-clicking on it or by selecting 32

it and pressing on the [OK] button. The Source, Optional, Unit and Company fields will automatically be filled in.

List of Values button

Enter the correct Analysis code and click on the [OK] button. Tab to the Amount field, enter the amount excluding VAT and click [OK]. If the distribution is chargeable to a Grant code, tab over the Account field to the Grant field. Enter the Grant/Project code, Task, Award and Type for the expenditure, either by typing it in or by selecting it from the List of Values . The Org and Exp Date fields will default in once the other fields are complete. All PPAN expenses will default with VAT code N for non-identifiable VAT. This may be changed if other VAT codes are applicable by selecting from the List of Values . Repeat this for all of the distribution lines for this claim. Save your work by clicking on the S. button on the Toolbar or by pressing Ctrl and

If there are distributions with identifiable VAT costs, then VAT should be generated. The system will automatically calculate the VAT amount, using the VAT code entered for each distribution line. The account code charged is based on the VAT status of the expense account code combination. Recoverable VAT will be charged to a QB62 2VA account and non-recoverable VAT will be charged to the distribution expense account. Click on the [Calculate Tax] button the system will create a VAT line.

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Check that the VAT calculated agrees with the invoice. If there is a VAT rounding difference of 0.01 please follow the procedure on page 31. Close the Distributions window by clicking on the X in the top right-hand corner of the window, or by pressing Alt and F4 together. Follow the procedures detailed later for First Level Invoice Approval in order to validate (approve) the Expense Claim.

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Intra-Departmental Transfers
In the Navigator Window, expand Invoices and Entry by double-clicking on them or by selecting them and clicking on [Open]. Open Invoice Batches by clicking on it and clicking on [Open] or by double-clicking on it. If the folder displayed is not the pre-customised UCL Batch Header folder, choose this folder by clicking on the Open Folder icon and selecting it from the list. Enter the Batch Number. If all of the invoices you are entering in this batch are Intra-Departmental Transfers, select Mixed from the dropdown list in the Invoice Type field.

Click on the [Invoices] button. Select the IDT folder instead of PINV. You will notice that the folder is laid out slightly differently and some of the column headings are different.

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Enter the Document No. If the Type is not set as Mixed, either type it in or select it from the List of Values . Type in UCL in either the Supplier Number or Supplier Name fields and press the Tab key. Choose the correct department from the list that appears. The Site field will automatically be filled in unless there is more than one possible site. If this is the case, choose the correct site from the list that will appear. Enter the Date of the Transfer. In the Invoice Amount field, enter zero (0.00). If the claim is for one item, or several items of the same type, it is possible to enter the details in the Description field and this field will then be automatically entered in the Distributions section. If there are various different items on the IDT, leave this field blank and enter the details in the Distributions window. Click on the [Distributions] button or press Enter/Return on the keyboard.

If the folder displayed is not the pre-customised AP Distributions folder, choose this folder by clicking on the Open Folder button and selecting it from the list. The Description field will be filled in if it has been specified in the Invoices form above; if not, enter a description. If the distribution is chargeable to a General Ledger code, navigate to the Account field. Enter the Account code in the Account field and select Tab. The Source, Optional, Unit and Company fields will be filled in automatically. Enter the correct Analysis code in the Analysis field, or select from the List of Values . 36

If you do not know the Account code, click into the Account field and open the List of Values ; description is given as well as the Account code. Choose the correct Account from the list either by double-clicking on it or by selecting it and pressing on the [OK] button. The Source field will automatically be filled in. Click in the Analysis field and enter the Analysis code, or choose the correct Analysis code from the List of Values .

List of Values button

Click on the [OK] button, and then tab to the amount field. If the distribution is chargeable to a Grant code, tab over the Account field to the Grant field. Enter the Grant code, Task, Award and Type for the expenditure, either by typing it in or by selecting it from the List of Values . The Org. and Exp Date fields will default in once the other fields are complete. Enter the Amount to be debited. Fill in the next line with the Description and the Account which is to be credited. This figure must be preceded by a minus (-) sign. Ensure that the applicable VAT code is N. This may be changed if other VAT codes are applicable by selecting from the list of Values . When all of the lines have been completed, save your work by clicking on the on the Toolbar or by pressing Ctrl and S. icon

Follow the procedures detailed below under First Level Invoice Approval in order to validate (approve) the IDT.

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Credit Note Entry

Basic Credit Note Entry
In the Navigator Window, expand Invoices and Entry by double-clicking on them or by selecting them and clicking on [Open]. Open Invoice Batches by clicking on it and clicking on [Open], or by double-clicking on it. If the folder displayed is not the pre-customised UCL Batch Header folder, choose this folder by clicking on the Open Folder button and selecting it from the list. Enter the Batch Number. If all of the invoices you are entering in this batch are Credit Notes, select Credit Memo from the dropdown list in the Invoice Type field.

You will receive a Note warning you that Payables defaults the payment terms from the supplier site to the invoice, and that you may wish to change the payment terms to be set at immediate payment.

Click on [OK].

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Select the PCRN folder for Credit Note Entries. You will notice that this folder is laid out slightly differently to the standard folder and some of the column headings are different.

If the Type is not set as Credit Memo, either type it in or select it from the List of Values . Please note that it is the first credit memo type in the list and not one of the others:

Enter the Supplier Name or Supplier Number (the other will be generated automatically), by typing in the beginning of the supplier name/number, press the tab key and choose the required Supplier from the List of Values provided.

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Click on [OK]

Note: The error message above informs you that the system will default the payment terms held for the supplier. Change the payment terms (Terms) to Net0 this will ensure that the credit is deducted from any outstanding amounts awaiting payment to that supplier.

If the Supplier has more than one site, choose the correct site from the list that will appear. Enter the date of the credit note in the Invoice Date field or press tab to enter todays date, and then enter the Credit Note Number in the Invoice Number field. Type in the Amount of the credit note this figure must be preceded by a minus sign; an error message will appear if the minus sign is forgotten. Click on the [Distributions] button. If the folder displayed is not the pre-customised AP Distributions folder, choose this folder by clicking on the Open Folder button and selecting it from the list. The Description field will be filled in if it has been specified in the invoice form above. If not, enter a description.

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If the distribution is chargeable to a General Ledger code, navigate to the Account field, enter the Account code (if known) and press the Tab key. This will generate the Accounting Flexfield window; the Source, Optional, Unit and Company fields will be filled in automatically. If you do not know the Account code, open the List of Values in the Account field. Choose the correct Account from the list either by double-clicking on it or by selecting it and clicking [OK]. the Source, Optional, Unit and Company fields will be filled in automatically.

List of Values button

In the Analysis field enter or choose the correct Analysis Code from the List of Values . Click [OK]. If the distribution is chargeable to a Grant code, tab over the Account field to the Grant field. Enter the Grant code, Task, Award and Type for the expenditure, either by typing it in or by selecting it from the List of Values . The Org. and Exp Date fields will default in once the other fields are complete. 41

Tab to the Amount field, and enter the net amount to be credited. This figure must be preceded by a minus (-) sign. Enter the VAT code in the VAT field. If you are unsure which code to input then choose from the List of Values . When all lines have been completed, save work by clicking on the toolbar or by pressing Ctrl and S. Generate VAT if applicable. The system will automatically calculate the VAT amount, using the VAT code entered for each distribution line. The account code charged is based on the VAT status of the expense account code combination. Recoverable VAT will be charged to a QB62 2VA account and non-recoverable VAT will be charged to the distribution expense account. Press the [Calculate Tax] button to generate the VAT line. Check that the VAT calculated agrees with the invoice. If there is a rounding difference of 0.01 between the system calculated amount and the supplier credit memo VAT please follow the procedure on page 31 to correct it. Close the Distributions window by clicking on the the window, or by pressing Alt and F4 together. in the top right-hand corner of icon on the

Repeat the above steps with any other credit notes in the batch. Validate (approve) the Batch/Invoice(s).

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Matching Credit Notes to Existing Invoices

Usually the credit note will relate to a previously submitted invoice. If this is the case you can match it to the existing invoice and copy the invoice distributions from the original invoice, to the credit note. Enter the credit note details on the Invoices window as described in the section on Basic Credit Note Entry. Click on the [Match] button and the Find Invoices to Match window will appear. Type in the existing Invoice Number.

Click on [Find]. The Match to Invoice window will now appear.

Select the invoice by clicking the unmarked checkbox at the far left of the window. If you wish to view more information about the original invoice, then click on [Invoice Overview]. There are two ways by which you can match the existing invoice distributions to the Credit Note. You can either prorate the credit amount across all the original invoice distributions or match the credit amount against specific distributions.

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Prorate Credit Amount to All Invoice Distributions

The prorate method will credit all the accounts of the original invoice including the VAT distributions, based on the invoice distribution amounts of the original invoice. To prorate credit amount against the original invoice, enter the credit amount including VAT in the Credit Amount field of the Match to Invoice Distribution window. This figure must be preceded by a minus sign; an error message will appear if the minus sign is forgotten. Click on the [Match] button. A note will appear to tell you that it is about to start to match to the invoice:

Click on the [Match to Invoice] button.

Click on [OK]. Close the Match to Invoices window to return to the Invoices window. Click on [Distributions] to ensure details have been correctly filled in.

Match to Specific Invoice Line(s)

On the Match to Invoice distribution window, enter the amount of the credit excluding VAT in the Credit Amount field. This figure must be preceded by a minus sign: an error message will appear if the minus sign is forgotten. However if you choose to enter the credit amount inclusive of VAT then you must distribute the credit against VAT lines.

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To match the Credit Note to specific invoice distributions, click on the button to the right of the [Match] button and select Invoice from the dropdown list.

Click on the [Match] button. The Find Invoices for Matching window will appear. Enter the Invoice Number and click on [Find].

The Match to Invoices window will now appear. Select the invoice by checking the Match box and enter the total amount to be credited in the Credit Amount field.

To display the invoice distributions of the original invoice, click on the [Distribute] button. The Match to Invoice Distributions window will now appear.

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Select the lines to match by clicking the unmarked checkbox at the far left of the window for each of the lines required. Enter the credit amount for each line. If the Invoice Credit amount includes VAT then the VAT amount should be entered against the respective VAT distributions from the original invoice. [Notice that the Account description for the selected line is displayed at the bottom of the window]. Once the match has been processed, you will be returned to the Invoice header. If the credit note relates to more than one invoice, click on [Match] again and repeat the steps above for each invoice you wish to match. When you have completed all the matches, click on [Distributions] to ensure details have been matched correctly. Save work by clicking on the icon on the toolbar or by pressing Ctrl and S.

If necessary generate VAT distributions by pressing the [Calculate Tax] button. The system will automatically calculate the VAT amount, using the VAT code entered for each distribution line. The account code charged is based on the VAT status of the expense account code combination. Recoverable VAT will be charged to a QB62 2VA account and non-recoverable VAT will be charged to the distribution expense account. If there is a VAT rounding difference of 0.01 between the system calculated Vat and the supplier credit note VAT please follow the procedure on pages 31 (How to correct VAT rounding differences on invoices). Close the Distributions window by clicking on the X in the top right-hand corner of the window, or by pressing Alt and F4 together Follow the procedures for First and Secondary Level Approval.

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Entering VAT only Invoices

Log into Oracle Financials. Follow the procedure for Standard Invoice Entry. On the Distributions window enter the appropriate Description which should include the main invoice number that the VAT relates to.

The account code to enter will depend on whether VAT is reclaimable or not. Where VAT is reclaimable enter the Input VAT control account code: QB62 and analysis code 2VA. Where VAT is not reclaimable then enter the expense account code combination or enter the grant details if grant related. Enter the VAT amount and the applicable VAT code = N Scroll to the left of your window and click on the column titled 'Type'. This is located two columns away from the Track as Asset column. Place your cursor on the 'Type' field and click on the pick list button.

The system will bring up the above List of Values. Select the Tax option. Once you have completed the form, Save your work and close the Distributions window. Validate (approve) the invoice. The system will automatically place a 'Tax Amount Range' hold on the invoice. To release the hold manually click on the [Holds] button and the following window will automatically open.

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Click on the Release name field and press Ctrl and L together to open the List of Values. Select the Approved option and Click [OK]. The Holds window will then look like this:

Save your work. The invoice is now ready for approval by an Authorised Signatory.

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Allocating Freight & Miscellaneous Charges

You can use the allocate feature to automatically distribute freight, tax or other miscellaneous charges to invoice distributions. Enter the Invoice and Distribution details either by matching to a PO or by manual entry using standard invoice entry procedures. Navigate to the invoice Distributions window.

Click on any distribution line and then on the [Allocate] button. This will open up the Charge Allocations Screen in which you can prorate tax, freight and other miscellaneous costs across one or more of the distribution lines. The Miscellaneous option will normally be selected for Insurance and other costs.

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button or Ctrl and L to bring up the list of values. In the Type field, use either the Select the type that best describes the charges you wish to prorate and click on [OK].

Enter the appropriate Tax Code for the charge to be prorated. To obtain a list of the Tax Codes available, hold down the Control (Ctrl) key and press L. A List of Values will be displayed. Click on the option required or scroll down the list using your arrow keys and press the Return key when the required option is highlighted or click on [OK]. Enter a Description if required, eg Created by Proration.

You can either ask the system to prorate across a number of distribution lines, or you can allocate different amounts to the individual lines.

Prorating Charges across Distribution Lines

Click in the Prorate check box on the top right of the form. Type in the net Amount you wish to be prorated across the distribution lines. Select the lines against which this amount will be prorated, by checking the boxes to the left of the relevant distribution lines.

Click [OK]. 50

The prorated Distributions will be automatically created and entered on the invoice distribution window. The Charge Allocations window will also be automatically closed. The invoice Distributions window will now look like this:

Notice the description of the prorated lines. You will also observe that the amount prorated is arithmetically weighted based on the original item value.

Allocating Charges to Distribution Lines

Carry out as if prorating charges as above, but instead of checking the Prorate box enter the Amount, select the appropriate distribution lines, and type in the Allocated Amounts.

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When you click [OK], the prorated Distributions will be automatically created and entered on the invoice distribution window. The Charge Allocations window will also be automatically closed.

Complete the invoice: Generate VAT if applicable by pressing the [Calculate Tax] button. Validate (approve) the batch/invoice.

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Adjusting Invoice and Invoice Distribution Details

Clearing Input Data
You can use the clear function F6 or Clear tool on your toolbar to clear unsaved Invoice Batches, Invoices and Distributions data from your screen. If data has been saved the clear tool will only remove the record from the screen but not from the database. Clear button Delete button

If you query the window the record will re-appear on your screen. Please note that Distributions generated from Purchase Orders are already saved hence cannot be removed from the database.

Deleting Input Data

Saved information in error can be deleted by clicking on the red X on the toolbar shown above before carrying out the first level approval. Invoice Batches can only be deleted if there are no invoices in the batch. If an Invoice batch is to be deleted then delete the invoices first before attempting to delete the batch. Invoices can be deleted before running the First level approval. Purchase Order matched invoices can only be deleted after reversing the PO generated distributions. Invoice Distributions can be deleted before first level approval. However PO generated distributions and reversed distributions cannot be deleted.

Cancelling Invoices
Invoices once first level approved can only be cancelled. You should generally only cancel an invoice if you do not intend to re-enter it. You should amend rather than cancel and re-input an invoice because of input error. However in the cases below there is no alternative but to cancel and re-enter and the procedure below should be followed. a) where you have inadvertently selected the wrong supplier or supplier site and have first level approved the invoice; b) where you have final matched an invoice to the wrong Purchase Order or matched an invoice to an already final matched Purchase Order and have a Final Match hold on the invoice. Please follow the procedure laid out in In the above situations there is no alternative but to cancel and re-enter the invoice. Please note, however, that the invoice number can not be used again for the same supplier (even if you are using a different site) unless you correct it the same day as you entered it (ie before it is posted). If you re-enter the same invoice for the same supplier you must use a modified invoice number for the re-entered transaction. In this case you 53

should use the original invoice number plus the suffix REENTER. For example if the original invoice number was 1234 you should input the replacement as 1234REENTER. The basic procedure for cancelling non-matched invoices is: Select invoice to be cancelled Click on the [Actions1] button

The Invoice Actions window will be displayed.

Click on the Cancel Invoices checkbox followed by the [OK] button. 54

A note will appear to ask you to confirm that you wish to cancel the invoice. Click [OK] if you wish to continue.

The distributions will now be automatically reversed, Invoice amount changed to Zero and the Invoice status updated to Cancelled.

Amending VAT Code errors

Check that VAT and other details agree with the supplier Invoice. If the VAT code defaulting from a matched Purchase Order line is incorrect or entered incorrectly, you have only one opportunity to correct it in the Invoice Distributions, prior to 1st level approving the invoice. Once you have 1st level approved the invoice you will be forced to reverse the net transaction line with the incorrect VAT code against it and also reverse any VAT distributions created by the Generate VAT process. You should then re-enter the net line with the correct VAT code and press the Calculate Tax button again. This procedure is described in detail on page 13. If the generated VAT amount is different from that on a supplier invoice/credit note by 0.01 (a VAT rounding error) you can simply overwrite the calculated VAT amount to make them equal before first level approving the invoice. This procedure is described in detail on page 31.

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Changing Account Codes and Reversing Distributions

Matched Invoices:
Where Invoices are matched to Purchase Orders, the distributions for the matched lines default from the Purchase Order. Prior to calculating the tax on these lines, the Tax Code can be changed. However, once the tax lines have been generated, the Item lines will need to be reversed and re-entered as below:

Unmatched invoices
If the account codes chosen in the distribution lines of an unmatched invoice need to be changed they can only be overwritten before the transaction has been posted by the system overnight. If it has already posted then you will have to follow the same procedure as for matched invoices and reverse the incorrect line(s) before re-entering the correct ones. To Reverse distributions, highlight the Item lines you wish to reverse by holding down the Ctrl key and clicking on the lines you wish to reverse. The highlighted lines will be shaded turquoise.

You will notice that the Reverse button at the bottom of your window will change to reflect the number of lines highlighted. Click on [Reverse] or hold down the Alt key and press the underlined letter R.

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The above window will appear. Confirm the reversal, by clicking on [OK]. You will notice that the distributions are reversed.

Click on [Calculate Tax]. This will reverse the associated tax lines. (See Standard Invoice Entry for more

Manually enter the correct distributions. information).

Note that reversing PO generated distributions reverses the PO match to the invoice i.e. the PO lines are re-opened and the quantity billed is updated. If the PO is no longer required you will need to manually close it using your PO buyer responsibility. Save changes and continue processing the batch.

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First Level Invoice Approval

Once you have entered the details of the Invoices, you must complete the first level approval process. It is possible to approve them individually or as a batch. Follow the same procedure for approving invoices, expense claims or Intra-Departmental transfers.

Validating (Approving) Individual Invoices

To validate (approve) an individual invoice, click on [Actions1] on the Invoice Header window and select the option to Validate by clicking in the checkbox. Click [OK] or press Enter/Return on the keyboard.

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Validating (Approving) Invoice Batches

Follow the same procedure for approving invoices, expense claims or intra-departmental transfers.

To approve a batch, click on [Validate 1] on the Batch Header window. You will be asked to confirm that you wish to approve the batch.

A note will appear to let you know the request number, and explain that you can check on the status of the request in the Concurrent Requests window.

If you want to confirm that the invoices in the batch have all been approved then check that the status of your concurrent request is 'Completed'. Reopen the Invoices window of the batch you want to review and then select the Query menu and Run option. This refreshes the Invoices window. You may now check each individual invoice to confirm that the Holds window says 'Awaiting Secondary Approval'. Any other holds need to be investigated and cleared.

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If there is a problem with an individual invoice, a hold will be placed on this invoice, but will not delay the whole batch. You can then sort out the problem with this invoice and approve it separately. Note: if there are not very many invoices/expense claims/intra-departmental transfers in a batch, it can sometimes be quicker to approve them individually rather than as a batch.

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Releasing Holds
If an invoice cannot be processed, Oracle Financials will place a Hold on it. The Status field in the Invoice Form will say that the invoice Needs Revalidation. To find out the reason for the Hold and therefore resolve the problem, click on the [Holds] button.

All the holds that have been applied will be listed, along with the reason for the hold and the release name if applicable. This list should enable you to solve the problem and process the invoice. These Holds apply to all types of Invoices, including Expense Claims, Intra-Departmental Transfers and Credit Notes. For more information about the different types of holds and how to release them, see Appendix IV. The main Holds that may be placed are as follows: Dist Variance : Check Invoice Amount and Distributions. Amend as necessary Tax Amount Range : Check VAT amount and manually release. Final Matching: PO is closed. Check that the invoice is not a duplicate. Reverse distributions and rematch or enter as standard invoice Awaiting Secondary Approval: Forward to a Departmental Authorised Signatory Awaiting Payment Approval : Forward batch to DP section for approval. Cannot Close PO: You can manually release this hold. Please follow the procedure below: Cannot Try PO Close: Re-approve the invoice and the hold will clear.

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Manually releasing holds

The Tax Amount range hold can be manually released. Open the Holds window.

Click on the Release name field and press Ctrl and L together to open the List of Values. Select Validate option and click [OK]. The Holds window will then look like this:

Save your work. The invoice is now ready for approval by an Authorised Signatory.

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Pre Secondary Level Approval Report

It is now possible to run a report to list invoices that are awaiting secondary approval, which details Grant Codes to which the invoices have been posted, as well as the General Ledger Codes. Additionally, where relevant, the report lists the Purchase Order Number to which the invoice has been matched. Since this report lists both General Ledger Codes and Grant Codes, a printout of the report would provide sufficient details to act as the IDT Form which can be attached to the Batch Header for all Intra-Departmental Transfers, thus removing the necessity to manually fill in any additional paper forms. Migrated departments would be expected to be able to produce source documents or demonstrate how the original IDT input was obtained, should this be necessary for audit purposes at a later stage. The report must be run prior to Secondary Approval.

Running the Report

In order to run reports on the system, you must be logged in with the responsibility of AP Payables Admin, Entry or Approval. In the Navigator window, expand Other and Request by double-clicking on them or by selecting them and pressing Enter/Return on the keyboard.

Open Run by double-clicking on it or by selecting it and pressing Enter/Return on the keyboard.

A window will appear to ask whether you want to run a single request or a pre-defined set of requests. 63

Click on [OK].

In the Request Name field, type in UCL and press your tab key or open the List of Values to display the possible reports. Choose the report called UCL Secondary Approval by double-clicking on it or by selecting it and pressing Enter/Return on the keyboard. Please note that there are two versions of this report. The Payables Entry version will report on Invoices you have entered that are waiting for approval and the Payables Approval version will report on Invoices that are waiting for you to approve. A Parameters window will appear to prompt you to enter the Batch number.

Type in the Batch number, or select it from the List of Values. The List of Values will show all invoice batches within your approval group, which are awaiting secondary approval. 64

Click on [OK]. This will return you to the Submit Request window. Click on the Completion Options button to specify the number of copies to be printed, and/or change the printer to which the report will be sent.

Enter the number of copies you wish to print. Note that the default is set to zero and this must be deleted, as it will not be automatically overwritten when you type, and you may end up with ten times the number of copies you require! Enter the name of your local printer in the Printer field, or select it from the List of Values. Enter the Style or choose it from the List of Values. Because of the way the reports have been formatted, it is recommended that you use the Landscape style. Click on [OK] when all of the options have been set. Click on the [Submit Request] button to display the Requests window.

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If the report is still Pending or Running, the Phase and Status fields will be highlighted in green. This page will not automatically update itself while it is on your screen. Click [Refresh Data] to update it. It is not recommended that you continuously press this button since this can put an unnecessary load onto the Oracle Server.

Please note that you can continue to work whilst the report is running, you do not have to wait until it has finished. You can even close Oracle Financials without the running of the report being affected. To retrieve the report, or check its status after closing this window, choose View My Requests from the Help menu of any of the standard Oracle Financials windows. Once the Status of the report is Completed, it is possible to view the report by clicking on the [View Output] button. This will launch a web browser window with the outcome of the report.

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It is not recommended that you print the file from your web browser as it has been pre-formatted for American paper/printers. The recommended way to print the report is to return to your Requests window, either by closing this browser window or by choosing View My Requests from the View menu. Find the request you wish to print and ensure that the cursor is within the relevant line of that report. Choose Reprint from the Tools menu.

Enter the number of copies you wish to print. Note that the default is set to zero and this must be deleted, as it will not be automatically overwritten when you type, and you may end up with ten times the number of copies you require! Enter the name of your local printer in the Printer field, or select it from the List of Values. Enter the Style or choose it from the List of Values. Because of the way the reports have been formatted, it is recommended that you use the Landscape style.

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Secondary Level Approval

Standard Oracle Secondary Approval process
All Purchase Invoices entered on the system must be approved by an Authorised Signatory. The person who enters the invoice details onto the system and matches them with purchase orders, cannot also approve the batches for payment, even if that person is a UCL Authorised Signatory. In order to validate (approve) invoices, you must choose the responsibility of AP Payables Approval.

Click on the AP Payables Approval responsibility to select it.

In the Navigator Window, open [Approval].

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You can view only the invoice lines relating to the Invoice Batch you are about to validate (approve) by clicking on the Query menu at the top of your screen and selecting the Enter option. The screen will now appear blank. Enter the batch number in the Batch Name field and press Ctrl and F11 together. The Invoice batch details will now be displayed on your screen. To view details of the invoice distributions, including the Account Code, ensure that the required invoice is selected by clicking with the mouse in any of the fields on the line, and click on the [Distributions] button.

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After checking the invoice distributions, close the Distributions window to return to the View and Authorise Secondary Approvals window, and click in the Authorise checkbox to the right of the invoice line. Once you have selected the checkbox for all of the invoices you wish to approve, save your changes by clicking on the icon on the toolbar. A Note will appear to tell you that Secondary Level Approval Holds have been released from the invoices, and that they are now awaiting payment approval in the DP section.

Click on [OK]. A message will appear confirming completion of the approval process.

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UCL Secondary Invoice Approval process

A new function called UCL Secondary Invoice Approval has now been created. This function was designed to streamline the secondary Approval process and to provide online Grant/Project details for invoice distributions charged to Grant/Project codes. On the Navigator window of the AP Payables Approval responsibility, choose the UCL Secondary Invoice Approval option and double-click or press the Return key.

A Find Invoices window will now appear. You may enter the batch number or range of batches that you intend to validate (approve) in the Batches field or enter a specific invoice number or range of invoice numbers that you wish to validate (approve) in the Invoices field and click the Find button.

If you wish to view all batches/invoices that are waiting for approval then you may leave the Batches and Invoices fields blank and simply click on the Find button.

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The View and Authorise Invoices window will now display and the View Secondardy Holds tab will show you any invoices that match the criteria that you entered on the Find Invoices window. To view details of the invoice distributions, including the Account Code and Grant/Project details, ensure that the required invoice is selected by clicking with the mouse in any of the fields on the line, and click on the [Distributions] button.

You will notice that the Invoice distributions window will now show the Grant /Project codes, Award, Task, Expenditure type, Expenditure item dates and PO number where PO matched. After checking the invoice distributions, close the Distributions window to return to the View and Authorise Secondary Approvals window, and click in the Authorise checkbox to the right of the invoice line to validate (approve) the invoice.

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Once you have selected the checkbox for all of the invoices you wish to approve, save your changes by clicking on the on the toolbar. A Note will appear to tell you that Secondary Level Approval Holds have been released from the invoices, and that they are now awaiting payment approval in the DP section.

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Stopping Payment of Invoices

From the Navigator Window, expand Invoices and Entry and open Invoice Batches. Select the invoice and click on the [Scheduled Payments] tab.

Apply a Payment Hold by clicking in the checkbox underneath the heading Hold, to the left of the Due Date field. Click on the icon on the Toolbar to save your changes.

To view details of this Hold, click on the [Overview] button in the Invoices window.

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If the checkbox underneath the heading Held is selected, payment of this invoice has been stopped. To view information about who created this invoice, when it was last updated, and by whom, choose Record History from the Help menu.

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Invoice Batches Inquiry

Finding Batches
In the Navigator window, expand Invoices and Inquiry and open Invoice Batches.

Press the F11 key on your keyboard to clear the window. Type in the batch number you wish to retrieve in the Batch Number field. Next press Ctrl and F11. Please ensure that the departmental prefixes are entered in uppercase letters. The required batch details will now be displayed on your screen. Alternatively you can retrieve a batch(es) by clicking on the Query menu option then Find. The following box will appear :

In the Names field enter the batch number you wish to query, Click on [Find]. The batch details will now be displayed.

You may also retrieve a range of batches by entering the lowest number in the first of the Name fields and the highest number in the second field.

Click on the [Find] button.

OR Enter a date range on the Dates fields. To view invoices in the batch, press the Return key or click on the [Invoices] button. This will bring up the Invoices Window. You may also view the invoice distributions of a selected invoice by clicking on the [Distributions] button or pressing the Return key after selecting the required invoice. 76

Finding the last batch number used

Navigate to the Invoice Batches window. Click on the View menu and Find as shown below.

The following Screen will now appear:

In the Names field, enter the departmental prefix that you wish to query on followed by the percentage sign %. You may leave the name fields blank if you have access to only one departmental prefix. Ensure that the same information is copied in the opposite field, you may need to add % sign. Tab to the Dates field. In the Dates fields, enter a date range as close as possible to the date of query. In the first Dates field enter a date which you are sure a batch has been created on. Tab to the next date field and enter Todays date.

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Click on [Find]. A list of all the batches created on or after the earliest date in the range will now be displayed. If no records are retrieved, the implication is that no batches were created during the period specified.

Repeat the process using an earlier start date.

You will observe that the batches are displayed in numeric order; the last record on your screen should be the highest and last number used. To go directly to the last record, i.e. last batch number used, select View > Record > Last. In the above example, the highest number is CE4427; therefore, the next number to use will be CE4428.

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Printing Batch Headers

Batch headers may be printed directly from the system after all the invoices and distribution details have been completely entered. It is no longer necessary to manually fill out batch header forms. Once the invoices and Distributions are completely entered, save your work and close the Distributions window. Click on the Invoice Batches window. Your screen should look like this. Please ensure that the folder selected is the UCL Batch Header.

Check that you have only the required batch details on display. If you have more than one batch or the wrong batch number then re-query the form to retrieve the right batch as follows; In the Query Menu select Find. The following screen will appear.

Enter the batch number that you wish to print in the Names fields. Click on the Find button, to find the batch. You can now view the batch header information on the screen. In the Actions menu select Print. A copy of the batch header will be printed on your printer.

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Invoice Enquiry
Invoice Overview
In the Navigator Window, expand Invoices and Enquiry and open Invoice Overview.

Enter the suppliers name in the Name field of the Supplier section and the invoice number, if known, in the Num field of the Invoice section, and click the [Find] button.

This window shows details about the status of the invoice, any holds which have been placed on it, payments which have been made, etc. To view other invoices that match your criteria, click on the Invoice Num field and use the keyboard arrow keys to view the next record.

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Invoice Summary
For a list of specific invoices, use the Invoice Summary option. In the Navigator Window, expand Invoices and Enquiry and open Invoices.

Enter the criteria by which you wish to search and click [Find]. It is possible to specify search criteria for as many of the fields displayed as you wish, or leave all of the fields blank to list all invoices.

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Invoice Modification Data

Whatever Enquiry method you are using, it is possible to view information about who created an invoice, when it was last updated, and by whom, choose Record History from the Help menu.

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Supplier Enquiry
Open Suppliers from the Navigator Window.

Enter the criteria by which you wish to search and click on the Find button. It is possible to specify search criteria for as many of the fields displayed as you wish, or leave all of the fields blank to list all suppliers.

If the details requireds are not listed on the summary screen, select the appropriate supplier and click on the Open button to display further details. 83

Click on the Open button to display further details. That suppliers window will now be displayed. Ensure the supplier is active by looking in the inactive date box. If there is no date then the supplier is an active one. Click on the various tabs to choose alternative details to display for instance, click on the Classification tab and then on the [Sites] button for details of the suppliers sites and payment terms.

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Payment Inquiry
Usually an Invoice Inquiry will show whether an invoice has been paid or not. Where payment has been made, the invoice inquiry will show the cheque number and the date that the cheque was raised. A payment inquiry will only be required if you need more information about the actual payment made to a Supplier.

Single payment Inquiry

You can carry out a single payment Inquiry by using your Payment Enquiry responsibility or by selecting the Payment Overview function from your Navigator window if you are using a Payables Admin responsibility. Double-click on Payments if using Payments Inquiry responsibility or Payment Overview if using Payables Admin responsibility.

The Find Payments window will now appear.

Enter cheque number here

Enter the cheque number and click on [Find]. The payment details will be displayed as shown below.

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Date cheque was cashed at bank

Please note that the address the cheque was sent to is shown in the Supplier section. The Clear Date and Amount also shows the date the cheque was cleared from our bank account. At the bottom of the window you will find a list of Invoices included in the payment. The system will only display the invoices entered in your department. Other invoice details can only be viewed by users with Central finance access.

Multiple Payment Inquiry

You can view a selection of payments by modifying your search criteria on the Find Payments window. You may enter a range of dates on the Dates fields or enter a Supplier Name. Enter Supplier name and site to query a specific site only. You may vary the criteria to view a range of payments for a specific Supplier.

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Reports in Accounts Payable

There are several thousand pre-defined reports provided with Oracle Financials, so, instead of offering everybody the entire list, the reports are separated by Responsibilities. For instance, you will only be able to run reports relating to your current responsibility and will not have access to other reports. If you cannot find the report you wish to run, check that you have chosen the correct responsibility and change it if required. Please note that Oracle Financials generally refers to Reports as Requests. In the Navigator Window, expand Other and Requests and open Run.

A window will appear to ask whether you want to run a single request or a pre-defined set of requests.

Click on OK.

87

In the Request Name field, open the List of Values

to display the possible reports.

Select the name of the report you wish to run, for instance, Invoice on Hold Report, and click on [OK].

A Parameters window will open with criteria fields relevant to the report you have selected.

Enter as much or as little criteria as required remembering that the more information you enter, the narrower and more specific your search will be. Click on [OK].

88

The Submit Request window will then re-appear.

To specify that this report is to be run at particular times, click on the Schedule button. By default, the report will be set to run As Soon as Possible. This will be applied if no other option is selected. To specify a date on which the report is to be run, select the Once radio button and enter the date required, or choose it from the Calendar (generated by opening the List of Values by clicking on the button). To set it to run daily or weekly, select the Periodically radio button and specify how frequently the report is to be re-run.

89

To set it to be run on more than one specific date, select the On Specific Days radio button and select the days or options required from the calendar displayed by clicking on them.

Click on [OK] when complete. Click on the [Options] button to request that a notification is sent to a specific person, specify the number of copies to be printed, and/or change the printer to which the report will be sent.

Click on [OK] when all of the options have been set. Click on the Submit Request button to display the Request window. 90

If the report is still Pending or Running, the Phase and Status fields will be highlighted in green. This page will not automatically update itself while it is on your screen. Click on the [Refresh Data] button to update it. To view the report, click on the [View Output] button. This will launch a web browser window with the outcome of the report.

If an error occurs during the running of the report, click on the [View Log] button. Again, this will launch a web browser to display details about the error.

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Period - End Procedures

Please find below a list of inquiries and reports that should be run prior to the end of the financial year and the actions to be taken to clear any outstanding items. The procedure for running reports and carrying out inquiries can be found in the Reports in Accounts Payable and Invoice Enquiry sections of this manual.

Invoice On Hold Report

This report should show all invoices and IDTs held by the system after first level approval. The held invoices will be listed in the Hold name order. Please find below the action to be taken for each type of hold. Action Required 1) DIST VARIANCE i.e. Invoice amount is not equal to total of distributions Check invoice amount on the Invoices window and adjust if wrong Check invoice distributions on the Distributions window and enter additional lines if necessary and /or reverse any wrong distributions. Generate VAT if distributions are vatable. Validate (approve) invoice again

2) PAYMENT APPROVAL ie invoices and IDTs that are waiting to be approved in the DP section. Confirm that the supporting documents have been sent to the DP section. Contact DP section if - Supplier invoices and Expense claims were sent more than 7 days before the date of report. - IDTs were sent more than 2 weeks before the date of the report.

3) SECONDARY APPROVAL i.e. invoices awaiting secondary approval by an authorised signatory. Please forward appropriate batch documents to an authorised signatory for approval if the invoices are ready to be paid. Invoices in dispute should be held until a decision is made to pay them.

4) OTHERS Please contact DP section.

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Invoice Register (Showing Only Unapproved Invoices)

Run the Invoice Register report. On the Report Parameter window enter yes in the field against line 9 to select Unvalidated Invoices Only, as in fig. 1 below:

figure 1 Invoices may remain unapproved for the following reasons: Invoice headers and distributions not completely entered Invoice not first level approved Invoice requires re-approval after modifying invoice details

Action Required
Confirm the reason why the invoice is unapproved and carry out any necessary input action. Run batch or invoice approval Please note that the system will not post unapproved invoices to your accounts.

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Invoice Enquiry : Approved Invoices That Have Not Been Paid

Follow the Invoice Enquiry procedure. On the Find Invoices window, select Standard in the Type field of the Invoice section, In the Invoice Status section, select Unpaid in the Paid field and Approved in the Status field. Click [Find] to run the enquiry (see fig.2 below). Repeat the above procedures using Expense Report, and Mixed invoice types

figure 2

Action Required
Review all invoices on the list and carry out the following: If invoice is less than a month old, do not take any action. If invoice is more than a month old then click on the Holds button and check the date that Payment Approval was released. If the Payment Approval release date is more than 2 weeks from the date of inquiry, then please contact DP section.

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Invoice Enquiry (Showing Unposted Invoices Held After First Level Approval)
Follow the Invoice Enquiry procedure and select the options shown below :

The system will produce a list of invoices that meet these criteria. You may export the data to a spreadsheet for further analysis if necessary. Please find the procedures for exporting data from Oracle Financials (Newfis) to Excel Spreadsheets on the FIS website at: http://www.ucl.ac.uk/finance/newfis/training/docs/Exporting/index.htm However you will notice that the outstanding items are already on your Invoices on Hold report. If you want the invoices to be posted to your accounts before the books are closed for the year then you need to take the appropriate action as outlined in the Invoice on Hold report section.

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Appendix I Getting Help

At any point during your work, it is possible to access Help pages related to the work you are doing. Click on the Help menu and select Window Help. Your web browser will open and display the Help pages that are related to the Window, which was open. If this page does not answer the queries you have, try clicking on the Contents or Index links at the top of the screen.

Click on the links to take you to the relevant page.

If you wish to read all of the pages for a particular subject, use the Next and Previous links to navigate through the topic. If you are confused by any of the jargon used by Oracle, either on the Help pages or in the Oracle Financials application itself, try looking for the word in the Glossary. Note: this Glossary does not provide details of the differences between American and English Accountancy terms, and is not a fully comprehensive list

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Appendix II - The Toolbar

Toolbar Icon Definitions New - create a new record. Find... - open Query Find window to select records. Show Navigator - open the Navigator window. Save - save any pending changes in the current form. File > Save and Proceed - saves any pending changes and prepares the form for the entry of the next record. Switch Responsibility... --display the Responsibilities window only displayed when the Navigator window is active. Print... - print the current screen or in special cases, display a list of reports to print. Close Form closes the form that is open. Prompts for changes to be saved. Clear Record - clear the current record from the window. Delete - delete the current record from the database. or No Attachments - open the Attachments window to create a new attachment. Folder Tools - open the Folder tool palette. Window Help--open help for the current window. Edit Field... - open the Editor window for the current field. Zoom - invoke a custom-defined Zoom. Attachments... - open the Attachments window to update or view the current attachment or add a new attachment.

Other Status Bar provides information about your actions and brief error messages. Is located at the bottom left hand corner of the window.

List of Values - show the list of values for the current field.

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Appendix III Keyboard Shortcuts

To get a list of Keyboard Shortcuts while using Oracle Applications, click on the Help menu and choose Keyboard Help Block Menu Clear Block Clear Field Clear Form Clear Record Commit Copy Count Query Cut Delete Record Display Error Down Duplicate Field Duplicate Record Edit Enter Query Execute Query Exit Function 0 Function 1 Function 2 Function 3 Function 4 Ctrl & B F7 F5 F8 F6 Ctrl & S Ctrl & C F12 Ctrl & X Ctrl & Up Shift & Ctrl & E Down Shift & F5 Shift & F6 Ctrl & E F11 Ctrl & F11 F4 Shift & Ctrl & F10 Shift & Ctrl & F1 Shift & Ctrl & F2 Shift & Ctrl & F3 Shift & Ctrl & F4 Function 5 Function 6 Function 7 Function 8 Function 9 Insert Record List of Values (Pick List) Next Block Next Field Next Primary Key Next record Next Set of Records Paste Previous Block Previous Field Previous Record Print Return Scroll Down Scroll Up Show Keyboard Shortcuts Up Update Record Shift & Ctrl & F5 Shift & Ctrl & F6 Shift & Ctrl & F7 Shift & Ctrl & F8 Shift & Ctrl & F9 Ctrl & Down Ctrl & L Shift & PageDown Tab Shift & F7 Down Shift & F8 Ctrl & V Shift & PageUp Shift & Tab Up Ctrl & P Return PageDown PageUp Ctrl & K Up Ctrl & U

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Appendix IV Summary of Approval Holds Codes

Summary of Approval Hold Codes
The following tables are from the Oracle manual, and provide summary information about each type of approval hold name that Payables provides and the approval names that Payables predefines for each type. You can review these hold names in the Invoice Approvals window. The last column of each table describes one or more methods you can use to release the hold. You manually release holds using the Invoice Holds window. Please note that because these tables are from the Oracle manual, not all of the Holds mentioned will be applicable, and some of the release methods will be different.

Account Holds
The following table lists all the predefined Hold names with the Account Hold Reason type.

Hold Name DIST ACCT INVALID ERV ACCT INVALID

Hold Reason

Hold Placement Approval

Postin g Allowe d No

Manual Releas e Allowe d No

Hold Removed

Invoice Distribution distributed to invalid account Payables created invalid Exchange Rate Variance account for invoice distribution. Used only if you enable Automatic Offsets Payables created invalid Liability account for invoice distribution. Used only if you enable Automatic Offsets

Correct account and resubmit Approval

Approval

No

No

Correct account and resubmit Approval

LIAB ACCT INVALID

Approval

No

No

Correct account and resubmit Approval

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Funds Holds
The following table lists all the predefined Hold names with the Funds Hold Reason type. Payables applies these holds only if you use budgetary control.

Hold Name CANT FUNDS CHECK

Hold Reason

Hold Placement Approval

Postin g Allowe d No

Manual Releas e Allowe d No

Hold Removed

No budget exists for the account in the accounting period on the invoice Invoice account purchase order account Detail account not assigned to a parent account

Create a budget in General Ledger and resubmit Approval Enter a different account for invoice distribution and resubmit Approval Assign detail account to parent account and resubmit Approval

INSUFFICIE NT FUNDS

Invoice distribution amount > funds available

Approval

No

No

Enter different account for invoice distribution and resubmit Approval Transfer funds to account budget and resubmit Approval In General Ledger, enable a user to override funds control and user resubmit Approval Manually release in the Invoice Holds window

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Invoice Holds
The following table lists all the predefined Hold names with the Invoice Hold Reason type. Manual Releas e Allowe d Yes

Hold Name

Hold Reason

Hold Placement

Postin g Allowe d Yes

Hold Removed

AMOUNT

Invoice amount > Invoice amount limit you specify for a supplier Payables cannot perform automatic withholding of tax You enabled the Hold option for a supplier site in the Suppliers Site window

Invoice Entry

Adjust invoice amount and resubmit Approval Manually release in the Invoice Holds window

WITHHOLDING TAX

Approval

No

No

Correct error that caused the automatic withholding of tax to fail

SUPPLIER

Invoice Entry

Yes

Yes

Manually release in the Invoice Holds window (To prevent future Supplier holds, disable the Hold Future Invoices supplier site option)

INVALID PO

You matched an invoice to an unapproved or invalid purchase order

Approval

Yes

Yes

Reverse matched distributions and match to valid PO Correct invalid PO Manually release in the Invoice Holds window

NATURAL ACCOUNT TAX

You assigned a tax Name to an expense or asset account in the Tax Options window, and you enabled the Enforce Tax From Account Payables option and the tax name does not match the account

Approval

Yes

Yes

Change the tax name to the correct tax name Disable the Enforce Tax From Account Payables option In the Tax Options window in General Ledger, change the tax name association or enable the Allow Tax Override checkbox

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Matching Holds
The following table lists all the predefined Hold names with the Matching Hold Reason type.

Hold Name CANT CLOSE PO

Hold Reason Online receipt accrual enabled in Purchasing and Purchase order quantity delivered quantity received Invoice (final matched to purchase order) placed on hold during Approval Invoice currency purchase order currency

Hold Placement Approval

Posting Allowed

Manual Release Allowed

Hold Removed Resolve purchase order delivery information in Purchasing and resubmit Approval

Yes

Yes

CANT TRY PO CLOSE

Approval

No

No

Release hold that caused invoice to be placed on hold and resubmit Approval

CURRENCY DIFFERENT

Approval

Yes

Yes

Correct PO or invoice and resubmit Approval Manually release in the Invoice Holds window

FINAL MATCHING

Invoice matched to permanently closed purchase order Invoice not matched to purchase order

Approval

No

No

Reverse invoice matched to closed purchase order and resubmit Approval Match invoice to purchase order and resubmit Approval Manually release in Invoice Holds window

MATCHING REQUIRED

Approval

Yes

Yes

MAX QTY ORD

Quantity billed > (quantity ordered + tolerance amount)

Approval

Yes

Yes

Correct PO or invoice and resubmit Approval Adjust tolerance and resubmit Approval Manually release in the Invoice Holds window

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MAX QTY REC

Quantity billed > (quantity orde4red + tolerance amount)

Approval

Yes

Yes

Correct invoice or receipt and resubmit Approval Adjust tolerance and resubmit Approval Manually release in the Invoice Holds window

MAX RATE AMOUNT

Exchange rate variance exceeds amount tolerance limit

Approval

Yes

Yes

Correct PO or invoice and resubmit Approval Adjust tolerance and resubmit Approval Manually release in the Invoice Holds window

MAX SHIP AMOUNT

Variance between invoice and shipment amount exceeds amount tolerance limit

Approval

Yes

Yes

Correct PO or invoice and resubmit Approval Adjust tolerance and resubmit Approval Manually release in the Invoice Holds window

MAX TOTAL AMOUNT

Approval

Approval

Yes

Yes

Correct PO or invoice and resubmit Approval Adjust tolerance and resubmit Approval Manually release in the Invoice Holds window

PO NOT APPROVED PRICE

Matched purchase order not approved Invoice unit price > [purchase order unit price x (1 + % tolerance)]

Approval

Yes

Yes

Approve PO or invoice and resubmit Approval Correct PO or invoice and resubmit Approval Adjust tolerance and resubmit Approval Manually release in the Invoice Holds window

Approval

Yes

Yes

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QTY ORD

Quantity billed > [quantity ordered x (1 + % tolerance)]

Approval

Yes

Yes

Correct PO or invoice and resubmit Approval Adjust tolerance and resubmit Approval Manually release in the Invoice Holds window

QTY REC

Quantity billed > [quantity received x (1 + % tolerance)]

Approval

Yes

Yes

Enter receipt in Purchasing and resubmit Approval

QUALITY

Quantity billed > quantity accepted

Approval

Yes

Yes

Enter acceptance in Purchasing and resubmit Approval Resolve purchase order receipt exception in Purchasing and resubmit Approval Manually release in the Invoice Holds window

REC EXCEPTION

Purchase order receipt indicates exception

Manually in Purchasing

Yes

Yes

TAX DIFFERENC E

Invoice tax name Purchase order tax name Invoice tax name = purchase order tax name, but taxable flag set to No for PO shipments

Approval

Yes

Yes

Correct PO or invoice and resubmit Approval Manually release in the Invoice Holds window

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Variance Holds
The following table lists all the predefined Hold names with the Variance Hold Reason type.

Hold Name

Hold Reason

Hold Placement Approval

Postin g Allowe d No

Manual Releas e Allowe d No

Hold Removed

DIST VARIANCE

Invoice amount sum of invoice distribution amounts

Adjust invoice distributions or invoice amount and resubmit Approval Adjust tax rate for tax name and resubmit Approval Change tax name on invoice distributions and resubmit Approval Adjust tax tolerance and resubmit Approval Manually release in the Invoice Holds window

TAX AMOUNT RANGE

Tax amount < [(tax rate x taxable dist line total) tolerance amount] or Tax amount > [(tax rate x taxable dist line total) + tolerance amount]

Approval

Yes

Yes

TAX VARIANCE

Tax amount < [(tax rate x taxable dist line total) x (1 - % tolerance)] or Tax amount > [(tax rate x taxable dist line total) x (1 + % tolerance)]

Approval

Yes

Yes

Adjust tax rate for tax name and resubmit Approval Change tax name on invoice distributions and resubmit Approval Adjust tax tolerance and resubmit Approval Manually release in the Invoice Holds window

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Miscellaneous Holds
The following table lists miscellaneous predefined Hold names that Payables use to apply holds to invoices.

Hold Name FUTURE PERIOD

Hold Reason

Hold Placement Approval

Postin g Allowe d No

Manual Releas e Allowe d No

Hold Removed

One or more invoice distributions have a GL date in an accounting period with a status of Future No exchange rate for foreign currency invoice You enabled the Hold All Payments option for the invoices supplier site

Change period status (Control Period Statuses form) and resubmit Approval

NO RATE

Approval

No

No

Enter exchange rate and re-submit Approval

[All Payments]

No hold placed on invoice, but the enabled option prevents payment of a supplier sites invoices

Yes

N/A

Disable the Hold All Payments option in the Supplier Sites window and Payables allows you to select the supplier sites approved invoices for payment Create a manual payment for any of the held invoices

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Appendix VI - Frequently Asked Questions

1.
1.i

Suppliers
There is more than one account for the same supplier, which one do I choose? Check the supplier site addresses and choose the supplier whose site address matches your invoice address. If none of them match your invoice then ask DP section to create a new site. If all the supplier accounts have the same site addresses then choose the Supplier with the lowest number. We are in the process of merging all the multiple accounts into single accounts.

1.ii

I cannot find a supplier or an employee on the database Please send details of the supplier or employee to Accounts Payable section (newsuppliers@ucl.ac.uk). Minimum details required are as follows: Name and full address If an individual please confirm if the person is an employee or not Standard forms for full supplier set-up can be obtained from DP section.

2.
2.i

Batch Headers
How to print batch headers Select the batch header you want to print by clicking on Query, and Find. Then enter the batch number you require and click on the Find button The system brings up the batch details Confirm that you have the right folder open i.e. UCL BATCH HEADER Click on the Action menu and then click Print A copy of the batch header would be printed on your printer

2.ii

Can I adjust or delete batch header details? You can add invoices to a batch at any time You can change the invoice type on the batch header after entering invoices against a batch and the new invoice type will default onto new invoices entered after the change. Changing the batch header does not affect invoices entered before the change You can delete an invoice from a batch at any time before the invoice has been approved. See 5.i You cannot delete an invoice batch that contains invoices. If you want to delete an invoice batch, you must delete the invoices in the batch first. See 5.i

3.
3.i

Grant related Invoice Distributions

I am unable to post an expense claim to a grant Please check that you have used the standard invoice type and not expense report type. If you have used the wrong invoice type then you would have to delete the invoice and re-enter the invoice. See 5.i 107

3.ii

I am unable to enter a grant distribution against a 6P expenditure type because the system is requesting for a valid quantity Please enter the expenditure amount in the quantity field.

3.iii

I wish to enter a distribution against a grant code but the system is requesting for an expenditure Item date In this case you are trying to enter an expense against a completed grant. Please confirm the completion date of the grant and enter a date on or before the grant completion date. You can confirm the date as follows: Select the grant field Click on the picklist button on the toolbar or press Ctrl and F11 Enter the grant code and click the Find button The system would then bring up brief details about the grant. Scroll to the right to view the grant completion date.

3.iv

I have entered my distributions against grant codes and the system generated account codes are different from the grant codes that I entered? The grants were set-up to map to control accounts in the general ledger. The account codes for these control accounts are different from the grant codes that you have entered. See further details on COA Philosophy document on the NewFIS website

4.
4.i

VAT Distributions
How do I confirm that the VAT amount is correct before the first level approval process is run? After entering and saving all your distribution lines, Select View and Update Tax Summary form from the Tools menu. Click on Cancel to exit the form or OK to bring up the VAT line and update the distribution total. Alternatively, press the [Calculate Tax] button and wait for the system to complete the process by bringing up the VAT lines and updating the distribution total. Check that your Invoice total agrees with the distribution total, if not then make the necessary changes as described in section 4.ii below. System calculated VAT amount does not agree with the invoice VAT amount due to rounding differences or insignificant arithmetical errors on Supplier invoices Select the View and Update Tax Summary form from the Tools menu and manually change the VAT amount so that it agrees with the invoice VAT amount. Click on OK to enter the amended VAT line. If you have already pressed the [Calculate Tax] button, you can update the VAT amount by overtyping it. 108

4.ii

Please note however that you can only change the VAT prior to saving the record. See reference 4.iii if you still have a variation after doing this.

109

4.iii

Invoice still has a VAT rounding Problem Insert a new line immediately after the net amount line and give it a value of +/-0.01 (depending whether you need to adjust up or down). The added line type must be Item and the tax code must be 0. You can copy all other details from the line above.

4.iv

Most of our expenses are VAT recoverable, and I am not sure of the VAT codes to use Recoverability is now defined at the account code level. The code to enter is the one that corresponds with the VAT rate on your invoice. Please find further details on the VAT overview document on the Newfis website.

5.
5.i 5.i.i

Adjusting and deleting invoices and invoice distributions

How do I delete an invoice if I have made an error? If invoice is unapproved (first level approval has not been done) Ensure that you are on the invoices window and the cursor is on the invoice line that you wish to delete Click on the button on your toolbar Click OK on the delete message box. Once the deletion is completed save your work . If invoice is approved ie after 1st or secondary level approval An approved Invoice cannot be deleted because funds have already been committed against the invoice during the approval process. However, the system would allow you to cancel the invoice.

5.i.ii

5.ii

How do I cancel an invoice that has been approved? Navigate to the invoices window Select the invoice to be cancelled. On your Invoices screen, click on the [Actions..1] button and this brings up the Actions window. On the Actions window click on the Cancel Invoice checkbox Click OK and then click OK again to any messages that come up during the cancellation process. Once the process have been completed save your work . If you need to re-enter the invoice and it is for the same supplier you cannot re-use the original invoice number. Instead use the original number with the suffix REENTER- e.g. 0111 becomes 0111REENTER.

5.iii

I have entered an expense claim with the wrong invoice type, how do I correct this error Delete the invoice and re-enter it with the standard invoice type.

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5.iv

I How can I amend input errors on my distribution window Before approval

Purchase order matched distributions cannot be adjusted but can be reversed and the correcting entries entered on a new distribution line. Distribution details that are not generated from purchase orders can be changed or deleted before the first level approval stage. Follow the procedure for adjusting invoices and remember to save your work . After first Level Approval

Distributions cannot be amended or deleted once they have been approved. The system would only allow you to reverse the entries by clicking on the [Reverse1] button. 5.v Please see the invoice adjustment chart at the end of this document.

6.
6.i

Invoice Approval
After running the batch approval process, how do I confirm that all the invoices in the batch have been approved? The batch approval process normally takes a few minutes to run. The time taken is dependant upon the number of entries in the batch and how busy the system is. Please wait a few minutes before checking that all the invoices in your batch have been approved. After waiting for a few minutes you may open the Invoices window of the batch and click on Query, then Run. This refreshes the screen and you may then check that your invoices have been approved by reviewing the Holds placed on them. Another alternative is to view your requests by carrying out the following: i. Click on the help menu and select View My Request and the Find request window comes up. ii. Click on the Find button and this takes you to the Requests window. iii. On the Requests window click on the refresh data button and the system would bring up all your outstanding requests and show the status of your requests i.e. whether it is pending, running or completed. If not completed click refresh again after a few minutes and click again until completed. If you process large volumes of batches then it is advisable to print the Invoice on Hold report once or twice a day instead of checking batches individually. See page 45 of your AP training documentation for guidance on how to print reports. I have approved my invoices but don't know where they have gone for secondary approval?

6.ii

111

Invoices are automatically available for all authorised signatories in your Department once the First Level approval is carried out. You do not need to send them to anyone for approval. 6.iii An invoice was not approved in my batch of 10 invoices. Does this stop the rest from being processed further? No

7. 7.i 7.ii

General advice
It is advisable that you print out or review the Invoice on Hold Report at the end of every day to ensure that all your invoices were successfully entered. You may validate (approve) more than one batch at a time. To do this Navigate to the Invoice batches window Press the SHIFT key and then click on the invoice batches that you wish to approve. The batches would become highlighted in blue and the Validate button would indicate the number of batches that you have highlighted Lift your finger off the shift key and then click on the Validate button The system would ask you to confirm the number of batches to be approved. Click OK The on screen 'help' is very useful and provides the following information: Window help: topics relating to the window you are working on Keyboard help : A list of keyboard shortcuts View My Request : Confirm the status of your requests About this Record: Details of who created a record and when it was created

7.iii

112

113

Appendix VII Invoice and Invoice Distributions Adjustments Charts

114