Purchase Order Status Checks

You can enable a Purchase Order Status Check for all incoming invoices. The feature is enabled via the configuration parameter PO Status Checks. Enabling purchase order status checks allows you to configure purchase order requirements and automatic rejection rules based on purchase order status.

When enabled, these status checks are performed for all referenced purchase orders.

• PO Pre-approved - The Oracle E-Business status for the Purchase Order number supplied with the invoice is PRE-APPROVED
• PO In proces - The Oracle E-Business status for the Purchase Order number supplied with the invoice is IN PROCESS
• PO Requires reapproval - The Oracle E-Business status for the Purchase Order number supplied with the invoice is REQUIRES REAPPROVAL
• PO Incomplete - The Oracle E-Business status for the Purchase Order number supplied with the invoice is INCOMPLETE
• PO Rejected - The Oracle E-Business status for the Purchase Order number supplied with the invoice is REJECTED
• PO Incorrect Supplier - Purchase Order Number on the invoice is not associated with the Supplier listed in the invoice.
• PO Incorrect Site - The Supplier Site for Purchase Order referenced by the invoice is not associated with the Supplier Site listed on the invoice.
• *PO Required - A Purchase Order is required for all invoice lines.
• *PO Incorrect - The Purchase Order number supplied with the invoice is not associated with the Organization.
• *PO Cancelled - The Oracle E-Business Status for the Purchase Order number supplied with the invoice is Cancelled.
• *PO Finally Closed - The Oracle E-Business Status for the Purchase Order number supplied with the invoice is Finally Closed.
• *PO Fully Used - The shipment lines for each Purchase Order line in Oracle E-Business have a status of Closed For Invoice.

You can enable automatic rejection for invoices matching purchase orders with a status marked with an asterisk.

Purchase Order Requirements

You can configure PROCESSIT to require a Purchase Order reference for incoming invoices, based on Organization, Supplier, and/or supplier site.

Purchase Order requirements are configured and enabled in the PO Required category setting in Configuration Manager.

When Purchase Order Status Check is enabled, invoices without a Purchase Order reference Number that meet the supplier criteria defined in the PO Required settings are flagged for Manual Match, unless you specify that they should be rejected automatically. The invoices must meet an exact combination of Organization, Supplier, and Supplier Site defined in the PO Required list.

• Add - Create a new entry for a supplier or site that require purchase orders.
  • Select the supplier via the Supplier Search popup. Only suppliers and sites that are not already configured can be selected
  • Check the fields PO required.
  • Optionally, determine the Contact Person and Contact Email for the entry.
• Edit - Allows you to edit values in the PO Required list.
• Delete - Delete the currently selected line.
• Delete All - Delete all PO required setup for the selected organization. The Synchronize button now will only look for sites in EBS with hold_unmatched_invoice_flag = Ythat are NOT already in our table.

PO Requirements Synchronization

To assist pre-population and ensure that PROCESSIT is synchronized with Oracle E-Business Suite data, use the Sync button. The synchronization holdUnmatchedInvoicesFlag method is supported. Click Synchronize to populate the PO Required list with synchronized information.

Manually Added PO Required configuration rows are not affected by any synchronization process, whether manually or automatically initiated.

Synchronization actions save all changes made in he PO Required configuration screen and starts the synchronization process. This process deletes all existing configuration, except manually added rows, and rewrites it with the actual data from Oracle E-Business Suite.

Automatic synchronization

You can also schedule an job to automatically synchronize the settings according to a defined interval. This is done in the Auto Sync Schedule tab. To create a new schedule:

1. Navigate to the Auto Sync Schedule tab form.
2. Select whether the schedule is enabled or disabled.
3. Set the interval for the job to run.
4. Set start and end dates for the job.
5. Click Apply.

holdUnmatchedInvoicesFlag Synchronization

For any entry in the po_vendor_sites_all table in Oracle E-Business Suite, a corresponding setting is created in the PO Required list in PROCESSIT, including Supplier, Supplier Site, Contact person and Contact Email. The PO Required flag is set to Y for all entries created this way that have hold_unmatched_invoices_flag set to Y in Oracle E-Business Suite.

If duplicates are found during synchronization, the contact email values synchronized from Oracle E-Business Suite overrides the contact email values existing in the PROCESSIT PO Required list.

If you have a supplier/supplier site listed in the PO Required list and the po flag is removed in Oracle, you will have to either delete the record in PROCESSIT or manually remove the check in the po required box.

Synchronizing the PO Requirements list means you can adapt the settings already setup in Oracle E-Business Suite. The synchronization only works from Oracle E-Business Suite to PROCESSIT - settings made in PROCESSIT are not imported to Oracle when synching.

Automatic Rejection

You can enable Automatic Rejection for PO invoices referencing a purchase order with a certain status. The purchase order statusses available to trigger automatic invoice rejections are marked with an asterisk in the purchase order status check list. Automatic Rejection is enabled via configuration parameters in the PO Required category. Each parameter correspond to the purchase order status for which invoices should be automatically rejected.

If Purchase Order Status Check is enabled, PO invoices referencing purchase orders with a status corresponding to the enabled configuration parameters are automatically rejected.

• Automatic Reject: PO Required - Automatically Reject invoices where PO required and not supplied.
• Automatic Reject: PO Incorrect - Automatically Reject invoices where PO is not valid.
• Automatic Reject: PO Cancelled - Automatically Reject invoices where PO is cancelled.
• Automatic Reject: PO Finally Closed - Automatically Reject invoices where PO is finally closed.
• Automatic Reject: PO Fully Used - Automatically Reject invoices where PO is fully used.

If the PO Number is invalid or for the incorrect organization, the invoice is automatically rejected if should Auto Rejectif PO_INCORRECT auto reject is enabled.

Notifications about automatic rejection

An email regarding the rejected invoice is sent to workflow administrator for the organization that the invoice belongs to, indicating the reason for the rejection. If an email is not configured for the workflow administrator, an Action History message is available to them instead.

The email contains information regarding invoice number, supplier name, etc.. It also contains the Supplier Contact Name and Supplier Contact Email defined for the PO required entry for the supplier in question, if these have been defined. If not, those values are not shown.

A System Notification is sent to the located buyer. The system notificaiton can be viewed in the user Action History. Invoices that have been rejected automatically can be viewed in Search and Auditor, and have the status AUTO REJECTED

Automatic Rejection terminates the invoice workflow. No more actions can be performed.

Save Settings

Click Save to save and validate the settings supplied for the parameters and in the PO Required Table.