Invoice Batch Control Process - Oracle Payable

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Invoice Batch Control Process

Batch Control provides help to speed up and control invoice entry in the Invoice Workbench.

User can create Batches as per their requirement whether on daily basis or monthly basis or with their name.

For Contract invoices, Invoice Batch Control can be used. For any contract that has multiple payments batches are used.

For example contract # 12345 with amount is AED 100,000 and amount is to be paid in 5 installments. A Batch named Contract # 12345 (Test case) is to be created and Batch Control user will enter 5 it means five invoices is to be created and control amount enter 100000 the amount of the contract.

Now when the user create the invoices, Batch control window will show the control amount, Actual amount enter and the variance amount. For example user enters the Invoice of AED 30,000. It will show as below:

·         Control Amount = 100000

·         Actual Amount =  30000

·         Variance    =  70000

Same ways it will show the variance in invoices count like user enter 3 invoices in the batch. It will show the result as

·         Control count = 5

·         Actual Invoice count =  3

·         Invoice Count Difference   =  2

Note: After creation of Invoices Batches, User must be careful for searching the batch as “Batch Search” is case sensitive. 

Invoice Batch Control Functions

Following are the functions of Batch Control – Invoices

1.      Hold Invoices: You can hold the batch invoices for payment

·         Hold Name. Hold you want to apply to each invoice.

·         Hold Reason. Payables display the Hold description if you have entered a Hold Name.

2.      Actual Invoice Count. Payables display the number of invoices you have entered in the batch.

3.    Actual Invoice Total. Payables display the cumulative sum of the invoice amounts of the invoices you have entered in the batch.

4.       Batch Name. Name of the invoice batch.

5.      Control Amount. Enter the sum of the invoice amounts in the batch.

6.      Control Count. Enter the number of invoices in the batch.

7.     Currency. The default currency for all invoices in the batch. (After you save an invoice, you cannot change the Currency. You can use the Invoice Actions window to cancel the invoice. You can then reenter the invoice with the correct currency)

8.      Invoice Count Difference. Payables display the Control number minus the Actual number.

9.      Invoice Total Difference. Payables display the Control amount total minus the Actual amount total.

10.  Liability Account. Account for the liability of each invoice. If you do not enter a batch default, Payables uses the supplier site Liability Account as a default for each invoice.

11.  Pay Group. Use Pay Group to group invoices from multiple suppliers in a payment batch.

12. Payment Currency. Payables enter the Invoice Currency as the default. If the Invoice Currency is not a fixed-rate currency, you cannot update the value. If the Invoice Currency is a fixed-rate currency such as Euro or an EMU national currency, you can change the Payment Currency value to an associated fixed-rate currency.

13.  Payment Terms. Payment terms Payables uses to create one or more scheduled payments for an invoice.

Invoice Batch Process

Batch Control provides help to speed up and control invoice entry in the Invoice Workbench.

Navigation: Payables > Invoice Batches

Click on Invoice Batches Tab to open Batches window.

Invoice Batches window 

Batch Name: Enter the Batch Name in Batch Name Field.

Control Count: Control Count is total number of Invoices that can be entered into this Batch.

Control Amount: Control Amount is the amount of batch that can be entered into the batch.

Batch Information: [] these two brackets indicate the descriptive flex field (DFF) in Oracle; this 

field is used for Bach Information at this screen. Click on the field and the new screen will open.

Enter the Batch Number or Press Ok if systematic Batch Number is required to Use.

Click on Invoices Tab to enter the invoices.

Control Count =5, Actual Invoice Count =3, Invoice Count Difference=2

Control Amount =100000, Actual Invoice total =30000, Invoice total Difference=70000

Caution message will appear if the control total and the actual are not equal.

Invoice Window for entering invoices

Batch Control Total: Batch control total, batch amount is showing on the top left side of the window.

Batch Actual Total: Batch Actual total is showing on the top right side of the window.

Batch Control Total = 100000

Batch Control Actual =30000

Batch Control Reports

Two reports are available for Batch Control.

·         Batch Control Report by Batch Name

·         Batch Control Report by Entered By

Batch Control Report by Batch Name:

Batch Control Report by Entered By