Submit Invoice Interface Concurrent Program
Once you have loaded your data into the interface table successfully, you are ready to import the invoices into Oracle Payables.
Click the ‘Submit Payables Import’ button:
The following form will appear:
Click on the ‘Gateway Batch’ and choose the batch you wish to import. The naming convention of the Gateway Batch is the Worksheet name and today’s date. At this time you may also enter a GL Date and Invoice Hold Name information. An Invoice Batch name can be entered if you have enabled this option for your AP responsibility. If it is enabled, it is compulsory.
Note – If the user has Invoice Batching turned on, they can tick ‘Default Invoice Batch’ to default ‘Invoice Batch’ field, otherwise it can be unticked and the user can enter their own ‘Invoice Batch’ name.
Once you have completed your selection click on ‘Start Import’. This will run the Standard Payables Invoice Import program. It will advise you of the concurrent program request number. Check the status of your concurrent program by clicking on the ‘View Concurrent Requests’ button on the ribbon.
A view of the Oracle Concurrent Request screen will display:
Once the import has run the status of the import can be checked by clicking the ‘Refresh’ button. This will show the successfully processed records as Green and Rejected as Red with the line error message as appropriate.
Restricting the Import into Oracle
The Wizard is able to restrict the use of the ‘GL Date’ and ‘Gateway Batch’ fields using profile options in Oracle.
Purge after Import Option
Purge after import will remove the uploaded batch from the Gateway Batch LOV.
If you have chosen to purge after import then successfully interfaced records will be deleted from the interface table. This makes it harder for AP Invoice Wizard to verify the import was in fact successful.
If AP Invoice Wizard cannot find the records in the interface table it probably means they were imported. However we give you the option whether or not to make this assumption and the following screen will display:
If you say ‘No’ do not make that assumption, AP Invoice Wizard will find the supplier ID (from Supplier ID, Supplier Name or Supplier Number). At this point there must be a Supplier ID found, otherwise the status will be marked ‘?’. Having found the Supplier ID, AP Invoice Wizard can now query the AP Invoices tables to see if the invoice exists. The reason Supplier ID is needed is that the Invoice Number/Supplier combination is unique - searching for the Invoice Number alone is not adequate verification.
Either way, when the invoice is verified as imported, the status on the spreadsheet is marked as Processed. If the records were purged, the Invoice and Line IDs will be deleted.
If not purged, they will remain on the spreadsheet. This means you can now use AP Invoice Wizard to delete them from the interface tables if you choose.
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