Steps for invoice creation

 Login your oracle fusion account.

 Before create an invoice, ensure we have created a business unit and set the primary
ledger options. We need to assign our user following roles on the specific Business
unit before creating an invoice :
 Accounts Payable Manager
 Accounts Payable Specialist
 Accounts Payable Supervisor
 In order to achieve this, Go to setup and maintenance and select organizational
structures and click on all tasks, now select Manage Business Unit Data Access for
Users. You need to select the business unit here, as this task is BU specific.

Page 1 of 8
 Here, you will see a + sign for create, click on that.

 Enter your username; select the role.

 In security context select Business unit and in Security Context Value enter the name
of your Business unit.
 Click on save and close.

 Since the roles are assigned, now we can go on our next task.
 Following setups have to be done before moving to invoice creation:
 Specify Ledger Options
 Manage Invoice Options
 Manage Payment Options

Page 2 of 8
 Once all these setups are done. Before entering any invoice, we need to ensure our
accounting period is open. For this purpose, navigate to General Accounting on your
home screen. Here, click on Period Close.

 This window will appear. On the bottom right of the screenshot below, you will see
Payables (Open) which means our period is open but if it shows Never Opened here ,
click on that and open your first accounting period.

 The data access set must be the same ledger you are using for invoice creation. If
your ledger is not showing here, go to setup and maintenance and select the task
Manage Data Access Set Data Access for Users in General Ledger. Provide your user
access to the desired ledger.

Page 3 of 8
  Now, we are done with all the necessary setups. Now we will move to the invoice
creation page.
 In payables, invoices are issued to suppliers so make sure you have created a
supplier in the system and linked the supplier to a business unit through a site.
Invoice Creation
 Go to your home screen and navigate to Invoices in Payables.

 This page will appear.

 Here are multiple infotiles available, explained as follows:

 Scanned: These invoices have been recorded in the application
through scanning but are incomplete.
 Recent: This section shows invoices that were created recently.
 Hold: This section displays invoices that are on hold for some reason.
 Approval: Here, invoices that are going through the approval stages
are shown.
 Prepaid: This section includes invoices that have been prepaid,
organized into buckets.

Page 4 of 8
 Click on create button or
You can select task create invoice.

 Click on show more to show all components.

 Each component in this screen is explained below:

 Identifying PO: This option is used when we are creating an invoice from a
purchase order, this section is not mandatory as the invoice can be created
without any purchase order.
 Business Unit: Select the business unit here.

Page 5 of 8
  Supplier: Select the supplier from here. Supplier must be linked to the
business unit above or it will be not shown here. Ensure this step.
 Supplier site: Choose the supplier site from here or default site will be
selected. Supplier Number, Legal Entity, First-party taxpayer ID will also be
selected by default for our supplier.
 Invoice Group: This section is used to create a group to hold multiple invoices
together.
 Number: A unique number is assigned to each invoice. This section is
mandatory.
 Amount and Payment Currency: Invoice amount and Payment currency is
mentioned here.
 Description: Invoice description.
 Type: Invoices are of multiple types – Standard, Prepayment, Credit memo,
Debit memo.
 Standard invoice is default invoice issued to supplier in exchange of
goods.
 Prepayment invoice is payment in advance for services.
 Credit and debit memo invoices are used to lower the invoice amount
for scenarios like defected goods or overpaid.
When creating a prepayment invoice, there is a section for apply after date
which specifies after what date invoice will be applied.
Credit and debit memo are used to lower the invoice amount so amount is
mentioned in negative for these invoices.
 Date: Invoice creation date.
 Payment Terms: Payment terms for due date, installments and discount.
 Goods received date: Date on which goods were received.
 Invoice received date: Date on which invoice was received.
 Terms date: Date from which payment terms start.
 Requestor: Select the person who submitted the request for goods and
services.
 Attachments: Any attachment from which the invoice is created.
Once all this information is submitted, click on save. We are done with the general
information for our invoice header. Next is accounting section in our header.

 Accounting Date: Accounting date in our books, same with invoice creation date in
most cases.
 Liability Distribution: Account for liability distribution, default set is picked for our
business unit if not entered.

Page 6 of 8
  Conversion Rate type and date: This section selects the conversion rate type , date
for conversion and rate for currency conversion.
 Document category: Depends on the type of invoice selected.
 Voucher number: Unique number, automatically assigned if not mentioned
according to our document sequence.
All this info is for invoice header. Once we are done with header now we can move to
invoice lines section. Below header, there is an option for invoice lines , expand it.

Now select the type for invoice line.

Enter the amount, select the distribution combination according to the transaction and
nature of account, and provide appropriate description.
The sum of amounts in lines must be equal to the amount mentioned in header.
Save the invoice , now we will validate it and correct errors if any.

Click on the invoice action and select validate.

Page 7 of 8
Once validated, this invoice will be available under recent invoices infotiles in invoice section
in Payables.

Page 8 of 8