Invoice EntryINVOICE BATCHES

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Presented By- Sourabh Vijayvargeeya

Invoice Batch

In an effort to save the time wasted while switching from one task to another,

Organization batch the various processes, lumping together the similar processes to

do all at once. In batching customer invoices, Organization process several

customer invoices all at the same time. Similarly, when it comes time to pay bills,

Organization might batch all of the invoices that organization received from

suppliers together and pay all the invoices at once.

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We can use Invoice Batch to -

Maximize accuracy by tracking variances between control invoice

count and actual invoice count and total resulting from your invoice

entry.

Easily locate a batch on-line and review the name of person who

created the batch and date it was created.

Enter Invoice Defaults at batch level that overrides system or supplier

site defaults for all invoice in the batch.

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Prerequisites

Enable the Use Batch Control Payable Option.

Group un-entered Invoice into Batch .

Establish a systematic naming convention for future reference and convenience.

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How to enable the Invoice Batches? 6

Navigation – System Administrator – Profile –System- Payable Responsibility-Profile( AP: Use Invoice Batch Controls )

Entering Invoice Batches 7

Payable display the differencebetween Control count andactual count of invoice.

Invoice Batch window Reference - http://docs.oracle.com/cd/A60725_05/html/comnls/us/ap/ibatfref.htm#index-Invoice-Batches-window-window-reference--0

Invoice Entry 8

Here also we can monitor the batchcontrol total and actual total.

Can we do Accounting by Batch?

No There is no way to create accounting by batch. Because this option

was available on a file version lower to to APXINWKB.fmb

120.601.12010000.132.

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So how can we do Accounting for Batch?

We can do accounting for batch by running the “Create

accounting program”.

Can we do Accounting for a single invoice when

Invoice batch Control amount is not equal to Invoice

actual amount?

10.1

Can we do Accounting for a single invoice when

Invoice batch Control amount is not equal to Invoice

actual amount?

10.2

Conclusion – we can do accounting for a single invoice or more than one invoice in batch

even if total control count or total control amount is not equal to total actual count or total

actual amount. It is just for tracking purpose where we can keep track of our invoice

whether these are in limit or not.

Does Batch parameter overrides the site

parameter and setup parameter?11.1

Su

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site

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Inv

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Here we can observe that

system defaulting the Currency

and term date from Batch’s

parameter.

When we enter the supplier

site we’ll get this pop

message.

Document ID - http://docs.oracle.com/cd/A60725_05/html/comnls/us/ap/entinv04.htm#t_inv_batch

11.2

Can we change default parameter on Invoice batch

screen after recording some invoices, If yes then

what will be the implication of the same?

Yes. Some field can be changed for e.g. we can’t change the

Currency type, Invoice type but we can change the payment term

on invoice page.

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Can we change the parameter on invoice if Batch

Parameter are different ?

Yes. We can change the Default parameter for invoice on Batch

screen after recording some invoice, after changes system will take

new defaults for invoice as per changes made.

After Changes

Before Changes

Impact on Invoice

Document ID : http://docs.oracle.com/cd/A60725_05/html/comnls/us/ap/invadj08.htm#indexadjustinginvoicebatches0

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Can we delete Invoice Batch?

We cannot delete an invoice batch that

contains invoices. If we want to delete an

invoice batch, we must delete the invoices in

the batch.

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Why are Payable invoice viewable across all

operating unit?15

The operating unit is not mandatory in the Invoice workbench. As a result , the ORG_ID is null

in the table AP_BATCHES_ALL, and we can view all the invoice batches in Invoice Batches

form.

Can we enter an invoice in a batch that

was created with another operating unit?

Yes.

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Recommendation- We should name our batch in a manner that give a clear indication to user

that for which purpose it was created. So that they Don’t use the different batch in different

operating unit.

Seeded Report for Invoice Batch

17.1Batch Control Report by Batch Name. Lists invoice batches in order of batch name and

batch date. Also sorts by entry name.

Seeded Report for Invoice Batch

17.2•Batch Control Report by Batch Entered By. Lists invoice batches in order of entry

person. Also sorts by batch name.

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Thank you

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