Payables & Cash Management

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Topic

    Sivaraj Shanmugham
    Payables Invoice Imaging
    Topic posted June 3, 2019 by Sivaraj ShanmughamSilver Medal: 2,000+ Points, tagged Financials, Invoice Imaging, Payables 
    272 Views, 10 Comments
    Title:
    Payables Invoice Imaging
    Summary:
    Reconcile Invoice emails sent to Oracle imaging server with Invoices created in AP
    Content:

    AP team noticed that one of the invoices in Dec- 2018 was sent to the imaging server but the Invoice wasn't created in Oracle. After the issue was reported in Apr 2019, we reviewed the imaging server link and found that the invoice record is available but somehow the invoice record wasn't transferred to Oracle. 

    Questions:

    If I see an Invoice record on the imaging server, is there any trace to confirm that the invoice was transferred to oracle payables?

    Is it possible for user to reconcile end of the day - compare the supplier emails forwarded to the Oracle email address - against the Invoices successfully transferred/created in Oracle 

    Please share your experiences on how you make sure every single invoice attachment was processed successfully. 

    Many thanks,

    Siva

     

    Comment

     

    • Karthikeyan Sukumar

      Hi Siva-You can run Imaging Report to identified those details which has been interface or not

      Thanks!

      Karthik

    • Tracy Davies

      Hi Siva,

      I agree with Karthik.  We use this report frequently within our AP team to monitor invoices.  This report includes payment status, who sent the email, invoice status, when the email was received, name of the attachment, and a few other fields.  We have it scheduled to run once a month and sent directly to the users. 

      The steps to enable the report are in the Doc ID.  

      How to enable Imaging Audit Report (Doc ID 2210741.1)

      Good luck!! 

      -Tracy

    • Becky Alvarez

      You can also see if you can inquire on the invoice in Manage Invoices but the Audit Report is your best bet.

    • Leaman Crews

      As mentioned by others, the Imaging Auditability Report is important. It should be run at least once a week to identify any invoices that have the status of “Email Received” only instead of “Imported.”

      in addition to what Becky said about querying the invoice in Manage Invoices, I would also look up the log for the Import Payables Invoices process that ran after the email was received, and look for any errors related to this particular invoice.

      Regards,

      Leaman

    • Sivaraj Shanmugham

      Thanks for all your responses! I have asked business to review the report. 

      The issue with the standard report is that the output format shows many merged cells and that makes it unusable. I had to do some clean up. Anyways, we will build a custom layout but it will be helpful if Oracle can deliver a layout that's a simple row by column format. This will allow users to run the report, download and start their analysis. Hoping to hear Becky's comments on this. 

      Siva. 

      • Becky Alvarez

        I have never had any complaints on the report formatting.  This is the first I have head of anyone having to do any "clean up" or complain about the report layout before.  Your report does not look like the attached report?  If not you may need to work with support to make sue you implemented it correctly.

        • Neville Garner-Jones

          Hi Becky - this is really useful

          We are really new to Oracle but learning fast....what is this report called and is it in Reports and Analytics

          We get invoices not scanning, and we are getting invoices not picking up a PO number despite picking up a PO number on an identical invoice.

           

           

          • Leaman Crews

            Hi Neville,

            The report needs to be downloaded from the Oracle support portal. Take a look at the Doc ID that Tracy posted earlier in the thread here to get the download and the instructions.

            Regards,

            Leaman

      • Greg Marquardt

        I agree with Sivaraj. The report is absolutely terrible with all of the merged columns. But that seems to be a common thing with Oracle exports/reports.

    • Becky Alvarez

      For more help and information on Automated Invoice Processing refer to the Integrated Imaging Troubleshooting Guide for Cloud Customers (Doc ID 2022320.1) and the Imaging Guide (Doc ID1966280.1) that can be found on My Oracle Support.