Prepayment Setup

Prepayments are disabled as default. Your strategy for prepayments is enabled and setup in the Configuration Manager.

Prepayments are controlled by five configuration parameters.

Prepayment Handling

1. Do nothing - Prepayments handling are not enabled in PROCESSIT.
2. Place hold after import - If a vendor has available prepayments, a prepayment hold is applied to the invoice immediately after invoice import. The hold is configured in Hold Configuration.
3. Handle in PROCESSIT - Prepayments are enabled and handled in PROCESSIT.

Prepayment Hold name

Defines the hold name for the prepayment hold that can be applied to invoices. The value must be equal to the value for the hold in Oracle Payable setup: (R) Payable > (M) Setup > (M) Invoice > (M) Hold and Release Names > (F) Name. If the hold name is not specified to this exact value, PROCESSIT does not apply the hold on the invoice.

The prepayment hold task subject can be customized using the Translation Workbench.

Prepayment hold reason

Describe the prepayment hold. The value is free text. If this parameter is empty, the description is taken from the standard hold description.

Applying Prepayments

If Prepayment Handling in PROCESSIT is enabled and an invoice vendor has available prepayments defined in Oracle E-Business Suite:

• Prepayment distribution line and amount can be applied to GE invoices and PO invoices via the prepayments pop-up in the invoice Task Details window.
• Automatically matched PO invoices for which prepayments are applicable causes a notification to the superuser with a subject line Prepayments available to apply on invoice: Invoice Number – Supplier Name – Operating unit. The invoice workflow does not proceed until the defined workflow adminstrator for the organization acts on this notification.

To apply a prepayment, select a prepayment distribution line, enter the appropriate amount and click the Plus icon on the selected line.

You can apply a single prepayment distribution line and amount to an invoice. The applied amount cannot exceed the available prepayment amount.

To revert a selected prepayment, click the Revert icon on the appropriate line.

To see who has applied a prepayment, let your cursor hover the checkmark icon for the applied prepayment line.

PROCESSIT does not support multiple Oracle Prepayments, which means you cannot apply separate prepayments to separate invoice lines.

Prepayment Holds

You can apply a Prepayment Hold to an invoice manually by checking the Apply Hold checkbox. If the checkbox is enabled, a Prepayment Hold is placed on the invoice after invoice import and validation. This hold is applied whether or not any prepayments were actually applied to the invoice.

If the configuration parameter Prepayment Handling is set to Place hold after import, a prepayment hold is applied to all invoices eligible for prepayment after invoice import and validation.

When a prepayment hold is applied to an invoice, a notification with the subject taken from the configuration parameter Prepayment hold human task subject is sent to superuser. The superuser has these options for handling a Prepayment Hold in PROCESSIT. The hold is handled in the Hold task window.

1. Keep hold - The hold is not released and remains on the invoice.
2. Release hold - The hold is released.
3. The workflow administrator (or any other user with the required permissions depending on hold setup in Oracle) can release the hold in Oracle payables. The workflow continues automatically after the time defined in Time to wait until next prepayment hold check is performed.

Prepayments and Auditor

You can inspect whether or not a prepayment hold has been applied to an invoice in PROCESSIT Auditor.