Coding

GE invoices are routed for coding and approval. Accounting is performed in the Task details window.

Coding accounts for a GE invoice is done on line level. Lines can be either GL- or Project accounted. You can either type the account code combination directly in the line account (or project account) field or open a pop-up via the accounting icons. Code the invoice on line level and click Submit to complete the accounting task. The sequence below describes the procedure in details.

1. Click on an invoice line to select it
2. Navigate to the Account field
3. Alternatively, you can click the Account (GL) or Project Accounting icon to open an account coding pop-up. When you have supplied the code combinations in the pop up, click Save data and then click Return.
4. Supply account code information. This can be done by supplying the information, using accounting aliases or applying a Distribution Set.
5. Click Save data to apply the supplied data to the invoice and update the window.
6. Supply code combination for all invoice lines.
7. Check that the amount indicator is a green checkmark. This means the coded amount is equal to the invoice amount eligible for coding.
8. Click Save to save your changes.
9. Click Submit to submit the invoice for approval.

Applying comments

You can add a comment to the document if necessary.

1. Click the Comments tab.
2. Supply your notes and comments in the Add comment field
3. Click Add or Save to add the comment

Account status

The Validation column shows if the supplied account is valid. If the account exists, the a green checkmark is shown for the corresponding line. If the account does not exist or the code combination is invalid, there is no indicator. You can save accounting whether or not the supplied accounts are valid. You can submit invalid accounts for further accounting by another user.

Account Code Combination Aliases

You can define and use Account Aliases to easily apply commonly used code combinations to invoice lines. The aliases are defined in the Maintain Account Aliases window and are applied in the Accounting or Project Accounting pop-up.

Distribution Sets

You can apply Distribution Sets during coding to utilize Distribution Sets configured in the ERP system. Distribution Sets are applied for each invoice line in the Distribution Set fields in the Invoice Line segment.

Multiple line accounting

You can apply a code combination or an accounting code combination alias to multiple lines by using the multi-accounting feature available in the accounting and project accounting pop-up.

Balance requirement

Account segments are validated against Oracle E-Business Suite value sets and cross validation rules on the flexfield structure. Users can add or delete lines as needed but the invoice must remain in balance for the user to be able to submit it. If Freight Costs are prorated, the amount will be subtracted from the amount eligible for accounting.

Splitting invoices

Invoice lines can be forwarded to separate users. See invoice splitting for details.

Send to

You can use this field to determine the user which receives the invoice upon submit. If the field behavior is set to required, a user must be selected prior to submitting the invoice. The field is controlled by the configuration parameter Next Approver at the Header Level.

Save accounting

Supplied information can be saved at all times by clicking Save. You can supply parts of an account, save the invoice and submit it for further account coding. Some information changes might not be shown before they are saved and the page is updated.

Submit accounting

When the invoice has been accounted and is ready for approval, click Submit to route the invoice according to the workflow hierarchy and forwarding rules.

A variety of configuration options allow special approval checks and circumstances. See approval for details on additional approval check options.

Check if next approver is found

You can configure PROCESSIT to check if an approver is found when an invoice is submitted. The feature is enabled via the configuration parameter Allow To Submit Invoice If Next Approver Not Found.

When a user submits an invoice that is routed for approval, PROCESSIT checks that the invoice approver, which is the next person in the approval hierarchy, can be identified. If the next user can not be identified, the invoice is not submitted. A message warns the submitting user that Next user not found.

The submitting user can then supply comments to the invoice, and either Reject or Reassign the invoice.

If the feature is disabled, the standard procedure for the submitted invoice is invoked, and the unapproved invoice is routed to the Workflow Administrator for the organization.

Reject invoice

Click Reject to reject the invoice. The invoice is sent for error handling to be handled by a workflow administrator.

To reject an invoice, comments must be applied.

Attach a file

You can attach a file to the invoice being accounted.

1. In the invoice task details window, click Attach File
2. Supply the full path for the file in the Select File popup or click Browse to browse for the file.
3. Once the file is selected, it is attached to the record.

Document attachments can be managed in the Attachments tab. From here, you can download or delete any attachment.

All attachments are imported to the ERP system as attachments to the document record.

Hotkeys

You can use hotkeys to perform basic operations for accounting an invoice. This way, you an supply account codes and submit an invoice only using the keyboard.