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    William McLarty
    How do you enable automatic Notification when an invoice is...Answered
    Topic posted May 6, 2019 by William McLartyGold Medal: 3,500+ Points, last edited May 7, 2019, tagged Payables, Public Sector 
    247 Views, 12 Comments
    Title:
    How do you enable automatic Notification when an invoice is saved without a PO receipt
    Summary:
    How do you enable automatic Notification when an invoice is saved without a PO receipt with 3 Way match
    Content:

    We have always believed that a notification would be generated automatically if an invoice is created for a 3 way match PO that has not been received.  Some of the documentation seems to indicate that you need to have the invoice reference the PO Schedule - we are unable to access that when creating an Invoice (is there are setup which would allow that).  Also when we create the Invoice (at the header level only) and save, the Invoice hold does not automatically add QTY REC (another condition for notification)?

    Ideally, we would like a notification sent to the Requester immediately after an Invoice is created/saved against a 3 way match PO that has no (or insufficient) receipt - is this a possibility?  What do we need to do to configure it? 

    Version:
    R13 19A

    Best Comment

    William McLarty

    Hi All,

    Thank you for your assistance - we finally are able to get the notification to flow automatically.  The solution was a mix of several solutions (mostly from Gopalakrishna):

    Setup changes required:

    • Profile - change RCV_SSP_NOTIF_INCLUDE_PAST_DUE_ORDERS value to ‘No’. (default is set to ‘Yes’).
    • Manage Invoice Tolerances (ensure that the tolerances are small enough to pick up any missing receipt - we changed to zero)

    • Manage Invoice Holds and Releases (updated from the delivered)

      • Amount Received (Billed exceeds amount received)  - turned on “Allow Holds resolution Routing” with 0 days before notifying
      • Received Quantity (Billed quantity exceeds received quantity) – turned on “Allow Holds resolution Routing” with 0 days before notifying
      • Maximum Received Amount – If tolerances on – then need to update this
      • Maximum received quantity – If tolerances on – then need to update this
    • ​Changed the Invoice Match Option on the Line to “Order” (from "Receipt") - this allows the invoice to reference the lines (which aren't available in the non-existant receipt)
    • Need to schedule ESS ‘Confirm Receipts’ (we have this running every hour)

    Now when a PO is invoiced without a receipt, the notification is sent immediately after the ESS "Confirm Receipts". 

    The email is sent to the Requester to respond to the notification options:

    1. Did not receive
    2. Receive in Full
    3. Receive up to the invoice amount

    In case of choice 2 or 3 the notification will be completed

    If requester chose 1 (Did not receive),  the notification goes to Buyer.

     

    Comment

     

    • Suman Guha

      Moved to Payables forum.

    • Swami Amajala

      We have same requirement and couldn't find any out of box solution for this. We ended up creating a report in OTBI to run on daily basis, distribute the report to the corresponding PO requestors where the receipt is not complete. We consolidated the POs by requesters, used bursting to distribute to the respective requester to action upon those PO receipts.

      Curious to see if others have better solution for this requirement.

      Thanks,

      Swami Amajala

    • Jim Van Tongerloo

      Hi,

      Can you run the 'Confirm Receipts' ESS job?

      This should trigger a notification with action to receive to the Requester of the PO.

      It will need the invoice to be created and tried to match against the PO, which generates the hold on QTY REC. If not, please validate your Invoice Tolerances (Amount based//Quantity based) in order for it to trigger.

      This proces can also trigger a notification if PO schedule due date is passed. Opt in.

      Find more documentation here: https://docs.oracle.com/en/cloud/saas/supply-chain-management/19b/famli/manage-self-service-receipts.html#FAMLI1153065

      Jim

      • William McLarty

        We did as you mentioned and it does not work - we have zero tolerances (Quantity and Amount), have the Confirm Receipts process running, but the criteria says that it must be tried to match against the schedule.  When we try, it does not allow us to bring up the schedule or the line for that matter.  Also the hold does not get generated automatically.  Even when we manually add the hold codes there is no notification being sent out....

    • William McLarty

      Hi All,

      This is apparently an Enhancement request...ENH 29750877 - Notification to Requester when invoice is marched to a 3-Way PO...


       

    • Gopalakrishna Bulasala

      Hi,

      For 3 way match invoices, hold is getting applied for us and also regarding notification to Requester or Buyer we are able to achieve as below,

      Setup changes required:

      • Need to change RCV_SSP_NOTIF_INCLUDE_PAST_DUE_ORDERS value to ‘No’. (default set to ‘Yes’).
      • Need to schedule ESS ‘Confirm Receipts’

      If profile value is ‘Yes’ it will trigger notifications to past due POs

                                      If ‘No’ Notification trigger to below scenario

      a) There is an invoice corresponding to the PO schedule
      b) The invoice is placed on hold
      c) The hold code should be QTY_REC or AMT_REC.

      Basic notification flow:

      • ESS Job ‘ Confirm Receipts’ trigger notification to Requester on eligible POs (Criteria as mentioned above with profile value 'No')
      •  
      • Requester to respond to notification with receipt status ( Did not receive, Receive in Full or Receive up to the invoice amount)
      • In case of choice 2 or 3, notification will be close.
      • If requester choose 1 (Did not receive), notification goes to Buyer.
      • Buyer again can notify requester to confirm back on status. (step 1 to 4 repeats again)

      Notification to requester contains matched invoice details with billed qty/amount and qty/amount to be received.

      • William McLarty

        We \have done all of that - the problem seems to be that when we create the invoice we cannot reference the Line or schedule.  The invoice simply references the PO (no lines or schedules - we have tried to get them in there but nothing seems to work)…  I assume this is why the hold code is not automatically being created.  Is there a set up or a trick to getting the invoice to reference the line/schedule?

        • Gopalakrishna Bulasala

          Hi,

          When you create invoice by matching PO ( not just header but also at invoice line level, you can match at invoice line level either by Lines (Action) > Match Invoice Lines or manually enter PO/Line/Schedule details) system refer them automatically if you match using Lines (Actions)> Match Invoice Lines or will mandate you to enter PO/line/schedule (if you match manually).

          Share the screenshot of the invoice with header and lines (Purchase Order section) to review.

           

           

    • William McLarty

      I have 5 clients - past and present who would love this feature.  I'm surprised that it is not currently available.  The logic is simple - an invoice is created or imaged in, if there is no receipt to allow for a 3 way match, then simply send a notification to the requester asking them to receive (if appropriate)...

      • Jim Van Tongerloo

        Hi William,

        What you describe is possible. But your setup must be correct.

        Make your tolerances so that upon validation of an invoice which is matched to a PO, the correct hold codes are generated (The hold code should be QTY_REC or AMT_REC.).
        Change the Receiving profile option (mentioned above) if you don't want the notification running simply for PO's with past due dates.

        If you then schedule the ESS Job, the Confirm Receipt notification should be triggered.

        If this is not working, I'd suggest that you make a document with all of your setup and post it here for review.

        (Tolerances, BPM of Confirm Receipt approval, Profile Option, PO and Invoice transaction, hold information,...)

        Jim

    • Minna Muikku

      In our set up an automatic hold notification is sent to requester when an invoice is matched to a PO and hold qty rec or amount rec is applied. The notifcation includes an invoice image. Unfortunately I don't have more detailed information about the set up itself.

      We don't have Confirm Receipts ESS Job in use.

    • William McLarty

      Hi All,

      Thank you for your assistance - we finally are able to get the notification to flow automatically.  The solution was a mix of several solutions (mostly from Gopalakrishna):

      Setup changes required:

      • Profile - change RCV_SSP_NOTIF_INCLUDE_PAST_DUE_ORDERS value to ‘No’. (default is set to ‘Yes’).
      • Manage Invoice Tolerances (ensure that the tolerances are small enough to pick up any missing receipt - we changed to zero)

      • Manage Invoice Holds and Releases (updated from the delivered)

        • Amount Received (Billed exceeds amount received)  - turned on “Allow Holds resolution Routing” with 0 days before notifying
        • Received Quantity (Billed quantity exceeds received quantity) – turned on “Allow Holds resolution Routing” with 0 days before notifying
        • Maximum Received Amount – If tolerances on – then need to update this
        • Maximum received quantity – If tolerances on – then need to update this
      • ​Changed the Invoice Match Option on the Line to “Order” (from "Receipt") - this allows the invoice to reference the lines (which aren't available in the non-existant receipt)
      • Need to schedule ESS ‘Confirm Receipts’ (we have this running every hour)

      Now when a PO is invoiced without a receipt, the notification is sent immediately after the ESS "Confirm Receipts". 

      The email is sent to the Requester to respond to the notification options:

      1. Did not receive
      2. Receive in Full
      3. Receive up to the invoice amount

      In case of choice 2 or 3 the notification will be completed

      If requester chose 1 (Did not receive),  the notification goes to Buyer.