Standard invoice import

PROCESSIT imports invoices to Oracle Accounts Payables using parameters from the general configuration. The parameters are set per operating unit and specify the user and responsibility used to import the invoices and the name of the hold applied to the invoice during the import.

The workflow proceeds to validate the invoices in Accounts Payables, see Standard Oracle invoice validation.

The scanned invoice image and the comments from the front-end handling are imported directly to Accounts Payable prior to the workflow. They are updated during the workflow.

Import Configuration

Invoices are imported by an import job. You can schedule how often the import job should run. This is done in the configuration parameter Please enter time to wait between checking Payable job.

The waiting time is defined in format PT1M, which means to wait one minute before timing out. In this timeout setting: S (seconds), M (minutes), H (hours), D (days), Y (years).

If you experience import errors similar to APXIIMPT Job timed out - Invoice record was present with Time out error from Payable Open Interface job while submitting, you should increase the poll time between import jobs.

For instance, if a setting of PT1M (polling every minute) results in error, you could change the job to poll every three minutes PT3M or every tenth minute PT10M to allow the job not to time out.

PROCESSIT Hold

You can configure PROCESSIT to post a PROCESSIT hold on all invoices being imported. This is done via the configuration parameters Use PROCESSIT Block Posting Hold and PROCESSIT hold name.

Posting GE after account coding

You can configure PROCESSIT to post GE invoices to the ERP system Accounts Payable immediately after account coding. Invoices are then imported after coding has been applied and the invoice has been submitted. Invoices are still routed for approval, but the approver cannot change invoice data.

Note that if Import after Coding is enabled, the invoice splitting procedure is affected.

Enabling import after coding

To enable GE invoice import to Accounts Payable after coding, you must set the configuration parameter Import invoice after Coding to Yes. This parameter is organization level parameter.

When import after coding is enabled

  1. When all GE invoice lines are coded the invoice is imported to Accounts Payable.
  2. After import, the invoice is validated. No hold management process is done after validation.
  3. After validation, the invoice continues the standard workflow and runs through approval (if necessary), following usual PROCESSIT processes.
  4. After import, an approval task is sent to an approver. The approver is not able to change invoice data and all input fields are disabled.
  5. If the invoice is approved, PROCESSIT validates the invoice again, this time using the standard holds process.
  6. If the invoice is rejected, the accounting super user receives a rejection task: The super user can only select to stop the process and all input fields are disabled. A warning message is shown stating that the invoice is already imported to Account Payables.

Combining import after coding and invoice splitting

If both Invoice import after coding and invoice splitting is enabled, invoices are not imported unless the dispatcher coded all lines before splitting the invoice to multiple approvers or coders. An example of this procedure:

  1. Dispatcher receives an invoice with two lines.
  2. The dispatcher accounts both invoice lines and selects different users for approval.
  3. Invoice data is imported to Accounts Payable.
  4. Approval notification are sent to the two different users for approval (invoice is split).

Tax import

The import process calculates and inserts tax lines according to Oracle E-tax engine.