Purchasing and Accounts Payable Invoice Adjustments …imss-website.s3.amazonaws.com/Training...

Purchasing and Accounts Payable Invoice Adjustments

February 22, 2011

Invoice AdjustmentsTax OverrideTax AdjustmentsCost Transfer HoldsE-Type AdjustmentDebit/Credit MemosPO Matched InvoicesSplitsCancel InvoiceDelete Invoice

System DemoNext StepsQ&A

IMSS - Information Management System and Services

One-way OverrideAllowed from taxable to non-taxable only

When to OverrideRefer to the new guidelines set by Tax Department and Procurement Department if there is a request to override default taxability determined by eBTax Rules.

Invoice Override: Select Non Taxable from the LOV in the Tax Override column

Penny DifferencesUpdate the tax details to adjust by a penny

Rate DifferencesAccrue Use tax <do not use a PTA>Add an item line <with Non Taxable Override>Select Use Tax Code <where the item was shipped> from the Distribution Set columnEnter a line description to read ‘Accrue use tax to 9.25%’ to document reason for the adjustment

Penny Differences: make tax adjustment at the City level

Tax Rate Differences : add item line and do not use a PTA

Tax Rate Differences : Override tax and use the Use Tax Distribution Set

Tax Rate Differences: view all distributions

Transfer in Grants

AP Invoice Import

Zero Dollar Invoice(s)

Resolve Holds

Nightly Processes

Transfer Reporting

Auto number Zero-Dollar Invoices, EX:ORIGINAL Invoice #: 1929C/T Zero Dollar Invoice #: 1929-XFR1C/T Zero Dollar Invoice #: 1929-XFR2

Process Transfer: Find Invoice in AP using the original invoice number and %

Process Transfer: Review Invoice(s) to correct holds if any

Cost transferred 11i Invoices will not be on Line Variance hold per design of Caltech custom program.Holds only apply to transfers created against R12 invoices

Transfer from taxable non-taxable PTAsTransfer from non-taxable taxable PTAs

Transfer from taxable non-taxable PTAWrite-off: enter an item line with a new PTA to write off (pending procedure from Tax department)Enter Line DescriptionOverride Tax on the new item line

Correct Hold: Identify line variance from the general summary tab

Correct Hold: R12 Hold name will be called ‘Line Variance’ new in R12

Correct Hold: Requester shall provide PTA for taxes already paid

Correct Hold: Use tax override to ensure tax not calculated again and enter description

Transfer from non-taxable taxable PTAAccrue Use TaxUpdate the To-PTA item line with the Use Tax CodeRecalculate TaxVerify negative and positive tax line

Correct Hold: : Identify line variance from the general summary tab

Correct Hold: Update the To-PTA line to accrue Use Tax

Correct Hold: Select the Use Tax code and recalculate the tax

Correct Hold: Verify invoice summary is zero and validate the invoice

Original invoice line is reversed and new invoice lines are created with corrected expenditure type.E-Type adjustments will be done manually to the original invoice as in 11i.Two lines will be entered

One negative line to reverse the original Expenditure type One positive line with the correct expenditure type

E-Type Adjustment : Enter a negative amount and reverse the original line

E-Type Adjustment : Enter the line above and change PTA for the new line

All Distributions button show the adjustment. Can be exported to MS Excel if needed

R12 Steps :In the Match Action field, select Invoice. Click the Corrections button. Enter search criteria to find the invoice. Select the invoice and enter a Credit Amount.

To match in further detail, choose the Select Lines button. Select each invoice line you want to match to and enter a Credit Amount.

Choose the Correct button to correct the invoice. To review the new invoice lines, choose the lines tab from the Invoices window.

In R12, Oracle introduced the Discard functionality to make corrections to a matched line on a Purchase OrderThe Discard functionality reverses the matched line and makes the PO line available to be matched againUse the Discard function only when:

The invoice was matched incorrectly to the purchase order (wrong line items/quantity/pricing); orThe invoice was matched to the incorrect PO #

Discard invoice line : new in R12

Splits are done when the original invoice line needs to be split into two or more amounts or PTA’s and new invoice lines are created to split the original invoice line amount.In R12, CIT will perform splits by:

Entering a negative line amount to remove the line amount from the original PTACreate new invoice lines to split the amount to the different PTAs.

Split invoice: Same as in R11i

An invoice can only be cancelled if :It does not have a payment processed against it. In order to cancel a paid invoice, the payment must be voided.

Cancelling an invoice is an accounting eventAccounting entries will be created to reverse the original invoice accounting.

Cancel Invoice: Same as in R11i

As in R11i, Invoices can only be deleted if they have not been validated and accounted. Otherwise, you must cancel the invoice to reverse the invoice accounting.

Delete Invoice: Same as in R11i

Tax OverrideFrom Taxable to Non Taxable

Cost TransferCorrect Hold

PO Matched Invoice AdjustmentsDiscard Functionality

E-Type AdjustmentsUpdate Existing Invoice

SplitsUpdate Existing Invoice

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