AP Invoice Wizard Ribbon

 
The following table provides a quick reference to the AP Invoice Wizard Ribbon and its functions.
 
 
 
Button
Description/Functionality
 
Log In/Log Out
 
 
 
This will either log you into or out of EBS depending on your status (terminate or reinstate your Oracle database connection).
 
The button will change depending on your current status.  If you are currently logged in then the button will show as ‘Log Out’.  If you are not logged in the button will show as ‘Log In’.
 
 
About
 
 
 
Displays product and package version information along with licencing and usage data. 
 
You need to click on this button to load a new Licence Key, Modify/add a user of the Wizard or ‘View Usage’.
 
Refer to the Common User Topics documentation for more information.
 
 
Show/Hide Login Info
 
 
 
This button toggles the display of the ‘Login Info’ information in the ribbon.
 
 
New Sheet
 
 
 
A new worksheet will be created based on the master template sheet.
 
If you have not modified the master template (using the ‘Show/Hide Template’ button above) all columns available will be displayed.  If you have modified the master template, your new worksheets will include these changes.
 
 
Batch Source Form
 
 
 
A batch source can be selected here.  The batch source is used when loading Invoices.  It is stored in the Invoice Header record.  Therefore changing this value after you have uploaded invoices has no effect on data already loaded.  When you submit the ‘Invoice Interface Concurrent Program’, only batches using the selected source will be listed in the form.  More4apps AP Invoice Wizard is the default batch source.
 
 
Invoice Header
Form
 
 
 
A form to enter the invoice header information will display.  You do not have to use this form, you can copy and paste or key directly into the cells of the worksheet if you prefer.
 
If you do use this form, you can make use of the ‘Lists of Values’ and other validation as you are entering data.
 
Double clicking in the worksheet in the Invoice Header section will give same result.
 
 
Attachments Form
 
 
 
A form will open to enable an attachment to be entered against the current record. 
 
 
Invoice Holds Form
 
 
 
A form will open to enter the Invoice Holds and Releases for a particular invoice.
 
Invoice Distribution Form
 
 
 
A form to enter the invoice distribution lines information will display.  You do not have to use this form, you can copy and paste or key directly into the cells if you prefer.
 
If you do use this form, you can make use of the ‘Lists of Values’ and other validation as you are entering data.
 
Invoice Header data including Invoice Total will have to populate for this form to display.
 
 
Invoice DFF
 
 
 
A form will open to enable the Invoice Header Descriptive Flexfield information to be entered.
 
You do not have to use this form, you can copy and paste or key directly into the fields if you prefer.
 
 
Global Header DFF
 
 
 
A form will open to enable the Global Header Flexfield information to be entered against the header fields. 
 
You do not have to use this form, you can copy and paste or key directly into the fields if you prefer.
 
 
Line DFF
 
 
 
A form will open to enable the Line Descriptive Flexfield information to be entered.
 
You do not have to use this form, you can copy and paste or key directly into the fields if you prefer.
 
Distribution DFF
 
 
 
A form will open to enable the Descriptive Flexfield information to be entered against the distribution fields. 
 
 
Global Distribution DFF
 
 
 
A form will open to enable the Global Distribution Flexfield information to be entered against the header fields. 
 
You do not have to use this form, you can copy and paste or key directly into the fields if you prefer.
 
 
Delete
 
 
 
This button will enable you to delete selected invoices from the interface table.
 
 
Remove Duplicate Headers
 
 
 
This button will remove any duplicate header information leaving one header and its associated multiple lines.
 
Data imported to your sheet from an external source often contains duplicate headers.
 
 
Clear Status Columns
 
 
 
 
This button enables you to remove status column information from the worksheet.
 
This is helpful if you have downloaded an existing record and would like to clear the ID’s to enable you to use this as a template to create a new record.
 
 
Validate Option
 
 
 
Choose whether to ‘Validate and Upload’ or ‘Validate only’ when uploading lines into the interface table.
 
This selection is used in conjunction with the ‘Upload Selected’ rows button and the ‘Upload All’ rows button (below).
 
 
Upload Selected
 
 
 
The selected rows (as indicated by the cursor) will be validated/loaded into the interface table. 
 
 
Upload All
 
 
 
All rows in the worksheet (that have not already been processed) will be validated/loaded into the interface table.
 
 
Validation Messages
 
 
 
This button is designed to allow uploads to be executed without popping up additional error message window/s.  Instead the error will only show on the row of the worksheet with the error.
 
When the button is highlighted pop-up messages will be displayed.  When the button background is grey pop-up messages will be suppressed.
 
To turn messages on or off just press this button.  It will automatically toggle the button off when the upload is completed if previously toggled on.
 
 
Extras
 
 
 
 
The ‘Invoice Updates’ form will open and gives you many options to update certain columns for existing invoices:
 
Selected Invoices – This will update invoices you have selected on your sheet with whatever option you have chosen from the list below.
Entire Sheet – This will update all available invoices on your sheet with whatever option you have chosen from the list below.
Refer to section:  Holds/Release/Update Functionality
 
Invoice Holds
Invoice Holds - Can create invoice holds, using LOVs and apply them to invoices.
Invoice Hold Releases – Can release invoice holds, using LOVs and apply them to invoices.
 
Invoice Header
Cancel Invoices – Can cancel invoices in Oracle, they are still in Oracle but updates the status to Cancelled.
Update Pay Group – Can update the Pay Group.
Update Descriptive Flexfields – Can update the DFFs.
 
Payment Schedule & Invoice Header
Update Payment Method – Can update the Payment Method
Update Remit to Bank Account – Can update the Bank Account to remit a payment to.
Update Remittance Message 1 – Can update the Remittance Message.
 
Payment Schedule Only
A user can update the following:
Update Payment Due Date
Update Discount Due Date
Update Discount Amount
Update Payment Priority
Update Remit to Supplier
Update Remit to Site
 
 
PO Matching – Match Distributions Using Form
 
 
 
A form will open that will enable matching distributions to a purchase order.  Using list of values you can choose purchase order and receipt data to match to the invoice.
 
PO Matching – Download PO details by sheet
 
 
 
Use this option to populate the Wizard header and distribution information with all applicable data sourced from the selected purchase order number/s entered in the ‘P.O. Number - Invoice Level’ fields.
 
This will assist with data entry accuracy and effort.
 
 
PO Matching – Download Receipt details by sheet
 
 
 
Use this option to download open available receipts and populate the associated invoice information based on the current selection.
 
Match All Unmatched Invoice Lines
 
 
 
Use this form to modify all invoice lines for the selected Invoice.
 
Match Selected Invoice Line
 
 
 
Use this form to modify the selected Invoice.
 
Download Form
 
 
 
A form will open that will enable you to download AP invoice information into the worksheet.  The form will let you enter various selection criteria so you can download the records you need to update.
Refer to section:  Download Form
 
 
Download using sheet data
 
 
 
After entering data or information into the worksheet, use the cursor to highlight the details and then use this button to download all details which are associated with these values.
Refer to section:  Download using Sheet Data
 
Submit Payables Import
 
 
 
Submits a concurrent program.  This is used to import transactions from the interface table into the Payables application tables.
Once this action is performed data can then be viewed in Oracle Payables.
 
View Concurrent Requests
 
 
 
This will enable you to view your concurrent requests on the Oracle Concurrent Manager.
 
 
 
Refresh
 
 
This will refresh the line status of the records in the spreadsheet.  It will show error or warning messages as applicable.  This is particularly useful when a concurrent process is run to import transactions from an interface table.  When the concurrent process has completed you should refresh the worksheet to see the results.
 
 
Submit Invoice Validation
 
 
 
Submits the Invoice Validation concurrent program.  This is used to validate available invoices in ‘New’ status.
Once this action is performed, invoices are approved and available for payment in Oracle Payables.
 
 
Logging
 
 
 
Click the ‘Logging’ button before upload and a new worksheet will record all actions taken by the Wizard.  This new worksheet will be labelled ‘M4A – Query Log’ and will hold all upload information. 
 
This is helpful for support to ensure that More4apps has all the information required to resolve your issue.
 
 
Help
 
 
 
Click this button for help on any of the functionality of this Wizard.  The three options are:
 
User Instructions – Link to the More4apps Webpage to find detailed explanation on the Wizard.
 
Release Notes – Link to the latest releases for the Wizard.
 
Product Support – Link to the ‘Contact Us’ page.
 
 
Refer to section:  
AP Invoice Wizard - Setup Ribbon
Custom Query Ribbon