To enter data into the ‘Invoice Line’ and associated Sales Credits and Distributions, position your cursor in the ‘Invoice Line’ section of the worksheet, on the row you wish to enter the invoice data. Then double-click in one of the cells or alternatively click on the ‘Forms’ button and select ‘Invoice Line’.
The invoice line section of the worksheet is split into five subsections in a R11 environment and six subsections in a R12 environment, these are:
a) Lines
The ‘Invoice Line’ form allows you to enter the line information for an invoice.
If the Unit Selling Price and/or Quantity are amended, the total will become out of balance and be highlighted red. Clicking the ‘Calc’ button will recalculate the Total Amount based on the new figures entered and put the Total Amount back into balance.
The 'Total Amt' column is important and used for a multitude of data validation checks. If this is left in an out of balance state, the invalid amounts will be written to the sheet when you click 'OK'. Wizard validation will subsequently fail as the Wizard recognizes the calculation error.
Select ‘OK’ to write the data to your worksheet. Select ‘Cancel’ to return to the worksheet without updating the sheet.
b) Tax Exemption
Use the Tax Exemption tab to enter Tax Handling, Exemption Certificate and Exemption Reason at the line level when creating an Invoice. The ‘Ship To’ details are reference fields only and will not be uploaded as the Oracle API currently does not support this data. List of Values for ‘Exemption Certificate’ are populated based on your selection of the Ship To Cust Name/Cust Number.
c) R12 Tax
Update existing or enter new tax lines in the Wizard according to your requirements. All entries and changes apply to a combination of Tax Regime and Tax.
Note - The “R12 Tax” tab is only available in the form in an R12 environment.
The ‘Tax Code’ field is also available for R12 use should your EBS-Tax configuration allow this. This field is in the 'Lines' subsection.
d) Tax Information
Use the Additional Tax Determining Factors window to enter additional R12 tax information for a line as appropriate.
e) Line DFF
Enter your Descriptive Flexfield Line information in this form.
Note - If the 'Context Value' is updated, clicking the 'Change' button will force the Wizard to locate and display the appropriate descriptive flexfield segments. All DFF segments will be displayed, even if the column does not exist in the worksheet. In this case values entered in form fields where the column does not exist, will not be written to the worksheet.
f) Sales Credits
The Sales Credits section of the worksheet is available for organizations that record sales person data against invoices. It allows you to enter sales person information against each invoice line.
Enter information of Sales Credits to be assigned. Start by selecting ‘New’ and continue adding ‘New’ Sales Reps against the invoice line as required. On closing the form these new Sales Credit records will be added in and any lines below pushed down to accommodate.
Sales Credit Batch Source settings are ignored. The API will send what is entered in the Wizard and derive the other figure. I.e. If only Percent is entered, the amount will be calculated based on Line Total Amount and the Sales Credit percent entered. If desired both can be entered.
Any Quota (Revenue) Sales Credits need to total 100% or an error will be returned. This does not apply to Non-Quota (Non-Revenue) Sales Credits, where amounts less than, equal to, or greater than 100% will be accepted.
If ‘Require Salesperson’ is checked in ‘Setup > System > System Options’ and a Sales Credit is entered against the line of type ‘Non-Quota’ an error will be returned as there also needs to be Quota Sales Credits totaling 100% if using this option. This is not enforced when ‘Require Salesperson’ is not checked.
g) Distributions
The ‘Distribution’ section allows you to distribute invoice amounts to accounting segments and account classes.
Enter Accounting Segments to be assigned. Start by selecting ‘New’ and continue adding ‘New’ Accounting Segments against the invoice line as required. On closing the form these new records will be added to the distribution section for the invoice line in the Wizard and any other existing invoice lines will be moved down to accommodate these distributions.
Revenue Account Allocation Batch Source settings are ignored. The API will send what is entered in the Wizard and derive the other figure i.e. If only Percent is entered, the amount will be calculated based on Line Total Amount and the Distribution percent entered. If desired both can be entered.
Select ‘OK’ to write the data to your worksheet. Select ‘Cancel’ to return to the worksheet without updating the sheet
Multiple REV distributions can be entered but only one REC distribution is allowed per transaction.
Note: The REC distribution is not required as the API will automatically derive the code from the instance's Auto Accounting configuration.
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