Task Details Window
Task Details Screen Purpose
The Task Details screen is used for invoice accounting, and invoice approval. Most of the features associated with standard invoice processing are applied via this screen. The window is divided into several areas. The main menu contains the main actions, for instance Reject and Submit. The invoice information pane contains the Invoice header segment and the invoice totals segment, along with a segment for invoice image, comments, and invoice attachments. The line information pange contains the invoice lines table with details for all invoice lines, including all accounting data. This is where code combinations, purchase order numbers, split invoice receivers etc. are defined.
You access the Task Details for an invoice by double-clicking an accounting task in the Console Worklist.
Available Hotkeys
To facilitate easy action access, some hotkeys are available for common Task Details actions.
Invoice header segment
Invoice Type
Displays the invoice type. Standard debit invoices are Standard type. Click the Information icon to view Contact Person and Organization for the invoice.
Invoice Number
Displays the invoice number.
Supplier
Displays a concatenation of invoice supplier and supplier site. Click the Information icon to view Supplier number, Supplier Name, Supplier Location, Supplier id, and Location Id.
Invoice date
The scanned or otherwise received invoice date.
GL date
This is an editable GL date field. By default, the field shows the invoice accounting date. The GL date field value is imported to Account Payables. If the field is not enabled, the GL date is set automatically by the workflow.
The GL Date field is only available if GL date field is enabled.
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.
Related invoice
View or select a tax related invoice for the current invoice. You can click the search icon to search for a specific related invoice. You search by invoice number and can use % as wild-card. Related invoices must match the invoice type for the current invoice.
Tax Related Invoice is only available for Oracle R12. It is enabled by the configuration parameter Enable related invoice Field in invoice task detail page.
Terms
Displays the payment terms for the invoice. The field is editable, but editing can be disallowed via the config parameter Invoice Terms Field Is Read Only.
The open interface import applies the payment terms from the matched purchase order on the invoice lines, even if the invoice consists of both general expense invoice lines and lines that reference purchase orders.
If the import finds different payment terms associated with the matched purchase orders, the interface rejects the import with the error message Inconsistent terms info. The terms can then be entered or edited in Payables Interface Maintenance.
The displayed terms follow this rank:
- Display the value saved in terms_name in the D4.INVOICE table.
- If 1) is empty, terms from all matched purchase orders or receipts are compared:
- If all terms are the same, display the term.
- If multiple terms are found, display null.
- If 1) is null and there are no matched lines on the invoice then display terms from supplier site.
Description
Displays the description for the invoice. The field is editable, but editing can be disallowed via the configuration parameter Invoice Description Field Is Read Only.
You can configure PROCESSIT to use the description for the invoice line with the highest amount as invoice description via the configuration parameter Override Invoice Header Description.
Exchange Rate Type
If a currency differing from the site currency setting is selected, you must select the Exchange Rate Type. The Exchange Rate Type field is only visible when a different currency is selected. You may have to Save the invoice after selecting the currency.
Exchange Rate
For the exchange rate type User Specified rate, you must specify the exchange rate in this field. The field accepts 18 decimals as precision.
Exchange Date
When supplying an Exchange Rate Type, you must also supply the exchange date, as the rate might depend on the date.
Invoice Amounts
Total amount
Invoice total amount. This is the captured or received invoice amount. It is not editable during standard invoice processing.
Charged Tax
Tax amount total for the invoice. This is the captured or received invoice tax amount.
Invoice Cost amount
Captured and received freight and miscellaneous amounts. This freight and packaging cost is dependent on freight prorating configuration. This amount is subtracted from the amount eligible for coding for invoice balancing purposes.
Net amount
Net amount total. Invoice total amount with the charged tax amount deducted.
Line Amount
The sum of all invoice line amounts.
Line Variance
Displays the amount for this calculation: (Line Amount + Invoice Cost Amount) – Net Amount.
Calculated Tax
Tax amount as calculated by applying tax classification codes on invoices lines.
Tax Variance
Displays the amount for this calculation: Charged Tax Amount - Calculated Tax Amount.
Calculated Tax and Tax variance fields are only used if Enables Tax Calculations And Validation In Invoice Task Detail Screens is enabled.
Currency Code
Displays invoice currency used for all amounts and in all line amount and price fields. The invoice Currency field can be configured to be editable or read only. This settings is controlled by the Configuration Parameter Invoice Currency Field Is Read Only.
Line Information Menu
Auto Suggest
Disable automatic suggestion of valid accounts retrieved from the ERP system to increase performance. Must be disabled for each new browser session.
Amount indicator
Line sum comparison. Checks if the line total sum equals the invoice total.
Invoice Lines Table
Line type
Item type for the invoice line.
Line description
Item description (primary when matching to purchase orders).
Quantity
Item quantity for the line.
Price
Price for the item on the invoice line.
Amount
Amount for the line. This is calculated by multiplying quantity and price.
Distribution Set
Apply a Distribution Set to the invoice line.
Purchase order
Purchase order related to invoice line. A new purchase order can be referenced by entering the purchase order number in this field..
Purchasing Category
Purchasing Category is only available for Oracle E-Business Suite R12+
A column with the field Purchasing Category can be enabled in the invoice lines table. Via this field, users can view, add or edit the Purchasing Category for an invoice line. The available field values are the same fields, codes and descriptions as in Oracle E-Business Suite Payables module. The data is imported to Oracle E-Business Suite.
If an invoice is matched to a Purchase Order, the ITEM CATEGORY on the purchase order automatically populates the Purchasing Category. If Purchasing Category is enabled, it is also populated from the purchase order during Automatic matching.
Showing the Purchasing Category column in the invoice lines table is enabled or disabled by the configuration parameter Enable Purchasing Category Entry.
GL Accounting field
Supply general ledger account code combination. If autosuggest is enabled, segments are proposed based on input.
Project accounting field
Supply project account code combination. This field can be disabled for via the configuration parameter Enable/Disable Project accounting.
Validation
An indicator shows if the line account or project account string is valid, which means if it exists in Oracle E-Business Suite.
Tax code
Supply tax code for the invoice line. Only available for Oracle E-Business Suite 11i.
Location code
Optional - Lets coders supply supplier location code for the invoice line.
Split To
Optional - Split the invoice by sending the invoice line to the defined person. Invoice lines can be sent to different approvers and/or for further handling. This field is for splitting invoices only. Reassigning invoice tasks should be done in the reassign field.
Last Coder
Shows the person who last edited and saved the account code combination for the invoice.
Statistical Quantity
Only available if Statistical Quantity is enabled. - Edtiable field showing the invoice line statistical quantity.
Line Number
The line number for this invoice line.
Asset Tracking Flag
Expenditure item date
Current User
The user who currently owns the task for the invoice line.
Purchase Order Line
Purchase order line number associated with the invoice line.
Purchase order Shipment
Purchase order shipment number associated with the invoice line.
Purchase Order Distribution
Purchase order distribution number associated with the invoice line.
Withholding Tax Group
Tax group for the invoice line.
Invoice Image
You can view the invoice image in the Task Details screen, or you can download it by clicking the Image button.
You can also click the image to show it in the original size. When you do so, you can drag the image within the container. Double-click the resized image to fit the image to the container.
Please note that your browser must be set to show images. In case images are enabled and the image still does not load, this could be a wrong setting in the client host settings. Please consult a system administrator.
Other Options
Reassign
Forward the task to another user. The field auto-suggests users based on the typed data.
Restrict list of valid users in invoice task details screens
You can restrict the user list in the Reassign user selection field in task details and manual match screens, and for the Split to field for splitting invoice lines. To restrict the list, use the configuration parameter Restrict list of valid users in invoice task details screens. If you set this to Yes, the restiction applies and only the users matching these criteria are shown:
- User is active and assigned to an active employee.
- Employee's position in primary assignment exists in the active position hierarchy.
- The active position hierarchy is the version of the Default Hierarchy which is active on sysdate.
- The Default Hierarchy is the hierarchy which is assigned to the document type used for invoice approval in PROCESSIT in the relevant operating unit.
- The relevant operating unit is the organization in which the invoice is entered.
The restriction does not apply to any other user selection fields. If the configuration parameter is set to No, no restriction is enforced and by standard all users are available for selection.
AP Responsibility
This field is only available if Enable GL Security Rules are enabled. When enabled, users who are accounting or approving and invoice must select the correct AP Responsibility for accounting the invoice, before they submit it for further processing.
Upload Lines
You can upload a spreadsheet containing invoice lines to import these line to the invoice. The spreadsheet must be Microsoft Excel .xls format and match the line information headers and language.
In order to upload lines via Excel, you must have the correct permissions configured in User Maintenance Role Configuration.
Access to Manual Matching
You can access the Manual Match screen to match an invoice to a purchase order via the PO Match button. You can only enter the Manual Match screen if one or more invoice lines are referencing a purchase order.
Automatic Match
You can choose to send an invoice for automatic matching by clicking the Automatic match button. The invoice then follows the standard configured procedure for matching invoices to purchase orders using the information and data supplied in task details. The invoice lines should have references to purchase orders for this feature to work the best. If discrepancies occur during automatic matching, the invoice is sent for manual matching. This feature is only available if the configuration parameter Enable return to automatch action in task detail is enabled.
Buttons
BackReturns you to the Console Worklist
ImageDownload the image related to the task.
PO matchLets you match the invoice to a purchase order via Manual Match
Attach fileAttach a file to the document record. The attached file is available as an attachment in the ERP system after import.
Return to coderAssigns the invoice back to the user that has performed the account coding. This is only available during approval.
Revert splitReturns all invoice lines to the original dispatcher who split the invoice. This button is only available to the dispatcher.
Save dataSaves an validate the current information.
SubmitSubmits invoice for approval or import with current information. It is forwarded due to the hierarchy in use.
RejectRejects the invoice and sends a notification to a workflow administrator.
Save and validateAvailable in Accounting pop-up. Validate if current supplied account codes exist and save data.
PrepaymentShows prepayment pop-up. If prepayments have been applied, this icon indicates it.
FlexfieldsShows Descriptive Flexfields (DFF) for either header or line.
Create lineCreate a new invoice line.
Delete lineDelete the selected invoice line.
Copy lineCopy the selected invoice line.
InformationShows additional content depending on context.
Accounting pop-upOpens the Accounting Pop up for account or project account code details.
Automatic MatchSend the invoice for automatic matching following the standard automatic matching procedure.