Processing invoices with the Oracle Financials Cloud integration

When you process invoices using the Oracle Financial Cloud integration, you follow the normal procedures for verifying, coding and approval, with these additional features:

  • Support for split deliveries.
  • Specifying distribution combinations.
  • Support for supplier sites.
  • Specifying line types (Freight, Item, Miscellaneous)

Split deliveries

Sometimes the goods from a purchase order are delivered in separate shipments. For example, you may promptly receive some of the goods from a purchase order, whereas other goods from the same purchase order do not arrive until weeks later. This is referred to as a "split delivery" because the fulfilment of the purchase order is split into multiple deliveries. Split deliveries are often scheduled in advance according to a delivery schedule. You can specify which delivery a line item belongs to using the line-item field, Purchase Order Schedule Line Number field.

To specify which delivery a line item belongs to, simply specify the delivery schedule number in the Purchase Order Schedule Line Number field for the line you want to specify. It is not necessary to specify a value if the purchase order delivery is not split.

Specifying distribution combinations (account coding)

When you perform account coding (known as distribution combinations in Oracle Financials Cloud), ReadSoft Online uses master data from Oracle Financials Cloud to provide automatic coding suggestions. Note the following:

  • The Oracle Financials Cloud integration cannot export line items and coding data simultaneously. If an invoice contains line-items and account-coding data, the line-item data is excluded, so only the coding data is sent to Oracle Financial Cloud.

  • The Oracle Financials Cloud integration cannot export coding data for purchase order invoices. To process a purchase order invoice that contains coding data, you must choose one of the following options:

    • Prioritize account coding by removing the purchase order header field and all line items, so you can code the invoice.

    • Prioritize the purchase order information by removing all coding lines.

Supplier sites

When ReadSoft Online imports suppliers from Oracle Financials Cloud, each supplier site is treated as a separate supplier. For example, assume you have a supplier, ACME Inc, which has three sites: New York, Chicago and Tokyo. During verification in ReadSoft Online Office, each supplier site would appear as a separate supplier in the Supplier box. The suppliers in this example would be listed as "ACME Inc - New York", "ACME Inc - Chicago" and "ACME Inc - Tokyo". The names are created by combining the Name and Location fields of the supplier master data in ReadSoft Online.

Creating suppliers in this manner does not affect Oracle Financials Cloud in any way. When ReadSoft Online sends processed invoices to Oracle Financials Cloud, the integration posts the data to the correct supplier sites.

Specifying line types

In Oracle Financials Cloud, line items have a type such as "freight", "item", or "miscellaneous". If an administrator has added a custom line-item field (LIT_LineType) as described here, you can specify the type of a line item during line-item verification. You specify a line-item type by selecting the appropriate type from the line type field. Note that there can only be one line-item field of type "freight".

If the custom line-item field (LIT_LineType) is not defined in your setup, all line items have the type "item" when sent to Oracle Financials Cloud.

Mark an invoice as credit or debit

When verifying invoices, you can change invoices from debit to credit (credit note/credit memo) and vice versa. To change whether an invoice is debit or credit, simply locate the credit/debit field and make the appropriate selection in the drop-down box. When you process a credit memo, the integration makes sure the invoice amount is negative when the credit memo is sent to Oracle Financials Cloud.

Specifying payment methods

Payment method information is required for incoming invoices in Oracle Financials Cloud. If an administrator has added a payment method field as described here, you can specify the payment method during verification. You specify a payment method by selecting the appropriate method from the payment method field.