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Sending and approving multiple invoices

Get tips for sending and approving multiple invoices from site experts Nord Samuelson and Carol Francum.

Site experts Carol Francum and Nord Samuelson recently answered your questions on working with Oracle Payables...

and Receivables invoices. One explains how to consolidate and send several invoices at one time, while the other identifies how to approve multiple invoices at one time.

Question: In Oracle Accounts Receivable, if I created several invoices in one week and I want to send only one consolidated invoice to the client, is it possible to do a consolidated invoice even if I capture individual invoices?

Carol Francum: Yes, assuming you are using the invoice interface, and not using a combination of manual and imported invoices. Also, consolidated billing requires the use of a single bill-to site.

In order to create consolidated invoices, you will need to enable them. You will probably want to setup a customer profile class, with the CONSOLIDATED BILLING INVOICE enabled. If the customer has multiple bill-to sites, you can set up consolidated billing at the customer level (i.e., for each bill-to site).

The detailed setup is as follows: ("Accounts Receivable user's manual (Chapter 5): Transactions, consolidated billing," P. 375)

    1. Select the Show Billing Number system option check box to display the consiolidated billing invoice number in Receivables windows and reports.
    2. Define Payment Terms. The cutoff dates are used for consolidating invoices. You may want to use the LAST DAY OF MONTH check box.
    3. Define or update Customer Profile.
      a. Check the Enable Consolidated Billing check box.
      b. Choose a consolidated billing format.
      c. Assign a proxima payment term and uncheck the Override Payment terms box.

Question: In an Oracle Accounts Payable process, how can I approve multiple invoices at the same time?

Nord Samuelson: AP professionals often find that "clicking" to approve each invoice is time consuming. Oracle does provide the ability to perform "batch approvals" on the invoices. This allows for the approval to take place via a concurrent program and does not require the approval to occur interactively. This means that when an invoice is ready for payment then the AP user does not need to go into Payables and click to approve. The approval program can be submitted via the Oracle Applications concurrent manager, and can be automatically scheduled to run periodically throughout the day to ensure timely processing.

For More Information

Tip: Invoice entry strategies in Oracle Payables

Expert response: Using DECODE to display invoice balances by due date

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This was last published in April 2004

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