Supplier requirements

PROCESSIT Supplier Workbench is an add on module for collaboration between suppliers and buyers. Suppliers can view their invoices in the buyer's ERP system and submit invoices directly to the workflow process.

No configuration is necessary from a supplier perspective. Suppliers can access the Supplier Workbench with these browsers:

Login for suppliers

Suppliers can log in to the PROCESSIT Supplier Workbench via this URL address:

The supplier must supply a supplier number and password defined by the supplier. If a supplier has more than one pay site, the supplier must select which organization pay site to use. The login information supplied is validated by the buyers Oracle E-Business Suite.

Invoice tab

The default page after login is the Invoices tab, which lists all invoices currently available in the buyer’s Oracle E-Business Suite for the current supplier. This includes all invoices that have been handled by PROCESSIT and all invoices that are present within Oracle Account Payable for the named supplier and for the chosen pay site.

The invoices are shown in a table based on invoice data and status. It is possible to filter, rearrange and search each of the columns. By selecting an invoice the specific details for that invoice, including invoice lines, are shown in the invoice details segment.

The supplier can check the current status for each invoice by number (for instance paid and accounting), related buyer purchase orders, amounts, currencies, invoice dates, received dates, paid dates and corresponding invoice lines.

You can search for specific invoices by using the table filtering functionality.

Purchase order tab

The Purchase Orders tab shows the buyer’s purchase orders related to the current supplier. The purchase orders are shown in a table listing all relevant purchase orders. It is possible to filter, rearrange and search on each of the columns. When selecting a purchase order the corresponding purchase order lines are shown in the purchase order line segment.

You can search for specific purchase orders by using the table filtering functionality.

Create invoice

To create a new invoice and supply it to the buyer you must fill in the required data in the Create Invoice window which is entered via the Enter new invoice button in the Invoices tab.

  1. Click Enter new invoice.
  2. Supply invoice infomation.
  3. Upload invoice image.
  4. Click Submit invoice.

In the Create Invoice window you key in all invoice header information, add lines to the invoice, and upload an image for the supplier invoice. When you click Submit invoice the invoice is created and automatically transferred directly to the buyer’s PROCESSIT supplier handing workflow, including the uploaded invoice image.

Mandatory fields

All invoice header fields marked with an asterisk (*) are mandatory fields (the remaining fields are optional). These fields must be filled out by before you can supply the invoice. If any mandatory fields are not filled out when the invoice is submitted, an error message lists the missing mandatory fields.

You can add references purchase orders in the buyer's system.

Adding comments

The remarks field lets you to add a comment to the invoice. The comment is received by the buyer’s contact person.

Immediate Validation

A lot of the defined header fields have online validation by the buyer’s Oracle E-Business Suite data, including Currency, Contact, Date and PO number.

Uploading an invoice image

To upload an invoice image, click the Browse button by the Invoice image field and select the image to use. When an image is selected, the field states the image name and file type. Click Update to change the selected image. Valid file types for invoice images are:

Creating invoice line

You create invoice lines for the invoice by clicking Create invoice line.

You can add purchase order number on line level, together with a description, quantity invoiced, unit price and amount (subtotal on line level). As many invoice lines as required can be added. You can delete a line by selecting the line and clicking Delete invoice line.

If no invoice lines are added, the workflow automatically generates a single invoice line with a prefix description and a total amount.

Create XML Invoice

To create a new xml invoice and supply it to the buyer you must upload an xml file via the Create Invoice window accessed from clicking the Create Invoice button found on the Invoices tab in the Supplier Workbench. The same functionality associated with creating manual invoices still applies to XML Invoices.

  1. Click Create Invoice.
  2. Click Upload XML found in the left most panel's tool bar.
  3. Navigate to the xml file being uploaded.
  4. (Initial setup only) Map XML Data.
  5. Upload image if not mapped and available.
  6. Review Invoice.
  7. Click Submit invoice.

Creating Invoice Header Mappings

Once XML has been uploaded, the parent node of the xml will appear in the left-most panel next to the invoice data fields. The parent node can be expanded to view the xml data. To create a mapping, simply select the XML data by clicking on the left mouse button and drag the data to the corresponding field. The data from the XML will appear in the field, and the mapping for this document type is retained for future uploads. Once the mapping of the data has been performed, invoice can be uploaded, reviewed, and submitted to the buyer.

Creating Invoice Line Mappings

Click Create Invoice Line to expose the invoice line fields, and select the line information from the XML data and drag the information to the appropriate line field. For multiple line XML invoices which have never been mapped before, it is only necessary to map one line. After mapping the one line, click the Update Lines button to populate the entire invoice prior to submitting it to the buyer. Again, this is only for invoice which have not been mapped or no changes to the mapping have taken place.

Invoice Images for XML upload

In addition to manually uploading invoice images, image data can be mapped like the other fields on the invoice provided the XML data contains the raw image data. The image must be embedded in the XML data in order to map the image. It should also be noted if an image is not uploaded or mapped via the xml, a generic image will be generated based on the supplied invoice information.

Mapped Fields

Once XML has been uploaded, the parent node of the xml will appear in the left-most panel next to the invoice data fields. The parent node can be expanded to view the xml data. If this document type (parent node) has already been mapped, the invoice will automatically be populated with the supplied xml data. All the mapped fields from the supplied XML are highlighted with a gray background to indicate they have been mapped to the xml data.

Removing Individual Mapped Fields

All mapped fields are indicated with a gray background. To remove a mapping after uploading the XML, click on the field and drag the field to the Clear Mapping trash can in the header panel toolbar. This will remove the mapping from being automatically populated for future XML invoice uploads.

Clearing All Mapped Fields

All mapped fields are indicated with a gray background. To remove all mappings after uploading the XML, click on the Clear All Mapped Values. This will remove all the mapping associated with the loaded XML document type for all future XML invoice uploads.

Deleting Document Types

Document type may be deleted by select the parent node in the left-most panel and clicking the Delete button in this panel. This will remove all XML definitions and mappings .

Clear or Resetting an Invoice

The clear button found in the invoice header panel will clear and reset the invoice in order to with a clean invoice if necessary.

Creating PO invoice based on purchase order flip

You can create a PO invoice via PO flip. This way, the supplier invoice is based directly on data from a buyer's purchase order.

The invoice based on PO flip can be made as a one to one conversion where the purchase order including all purchase order lines automatically generates a corresponding supplier invoice where all the purchases order lines become supplier invoice line details.

It can also be done using only some purchase order lines. You must correct this during invoice creation.

  1. Select the purchase order to use as a base for the supplier invoice.
  2. Click Create invoice from selected PO.
  3. Fill in additional data in the Create Invoice window.
  4. Upload an invoice image.
  5. Click Submit.

Some mandatory fields are automatically populated with information from the purchase order. The remaining mandatory fields, including invoice number and amount, must be filled out manually. Remember to upload an invoice image. If the invoice created by the PO flip should only contain some purchase order information or lines, you can correct it here by changing the header and/or line fields.

You can also add additional information, exactly as when creating a standard invoice.

Upload invoice

If the buyer is using ReadSoft COLLECTOR, you can also upload invoices as documents or images and submit them via email. To upload and send an invoice:

  1. Navigate to the Invoices tab
  2. Click Upload Invoice
  3. Browse for the invoice document (PDF, TIF, JPG or PNG are valid formats)
  4. Click OK

The document is sent to the buyer and forwarded to the standard invoice workflow by ReadSoft COLLECTOR.

Invoices submitted to buyer

Purchase order related invoices

PO invoices created via PO flip or by adding purchase order references are submitted directly to PROCESSIT, avoiding the standard capture part of the solution. The PROCESSIT automatic match workflow handles the invoice and if discrepancies occur, the workflow follows the standard procedure for manual match or error handling.

General Expense invoices

GE invoices created in the Supplier Workbench are submitted directly to PROCESSIT, avoiding the standard capture part of the solution. The contact person added in the Suppler Workbench receives a task notification for an accounting task. The invoice follows the standard procedure for approval workflows.

Buttons

Invoices tab

Enter new invoiceCreate a new invoice in the Create Invoice window.

Upload InvoiceUpload an invoice and submit it to the buyers workflow.

Refresh pageReload the invoice table to include any new information.

Purchase orders tab

Create invoice from selected POCreate a new invoice with pre-filled information based on the selected purchase order.

Create Invoice window

BackCancel all changes and return to the Supplier Workbench.

Submit invoiceSubmits the invoice to the buyer's invoice handling workflow process.