Verify Match-Pay Process and Voucher

Creation

Copyright © 2006, Oracle. All rights reserved.

 Configure OTM, Build, Tender, & Settle a Multi-
stop Shipment
Multi-stop
Business Modeling Order Management Transport Planning Shipment Execution
Locations Order Bases Bulk Plan Tendering
Calendars OTM Status Settlement

Contact

Items

Equipment

Service Providers

Contact Notification

Automation Agents

Financial Rules

Truckload Rates

LTL Rates
Itineraries

1-2 Copyright © 2006, Oracle. All rights reserved.

 Objectives

At the conclusion of this lesson, you should be able to:

• Explain the reconciliation process if a payment invoice
is not matched to a buy shipment
• Explain the reconciliation process if a payment invoice
and buy shipment are out of tolerance
• Explain how to modify a payment invoice

1-3 Copyright © 2006, Oracle. All rights reserved.

 What if an Invoice Does Not Auto Match?

If an invoice fails to auto match, you need to:

• Determine where the discrepancy has occurred.
• Update the invoice or shipment data.
• Run a manual or automatic matching action when you
want to try again.

Shipment Invoice

Match

Approve

1-4 Copyright © 2006, Oracle. All rights reserved.

 What if an Invoice Does Not Auto Approve?

If an invoice fails to auto approve, you need to:

• Determine where the discrepancy has occurred.
• Update the invoice or shipment data.
• Run an approve action when you want to try again.

Shipment Invoice

Match

Approve

1-5 Copyright © 2006, Oracle. All rights reserved.

 Modifying an Invoice

• If the buy shipment is correct but the payment invoice

is incorrect, you can modify the payment invoice.
• You can change the invoice:
– In the external system where it was created and resend it
into OTM
– In OTM where you change costs on the Line Item tab and
weights on the Summary tab

1-6 Copyright © 2006, Oracle. All rights reserved.

 Adjusting a Shipment

If the costs on an invoice are correct but the costs or

weights on the matching buy shipment are incorrect, you
can edit the buy shipment.
You want to make sure that OTM recalculates the costs of
the shipment and copies any modifications to the payment
invoice matched to the shipment.
• Edit the shipment
• Run buy shipment actions
– Assign Rate
– Invoice Adjusted Cost

1-7 Copyright © 2006, Oracle. All rights reserved.

 Demo Overview:
Adjusting a Shipment

This demonstration covers the following topics:

• Adding costs to a shipment
• Recalculating costs on the shipment
• Adding costs on shipment to invoice

1-8 Copyright © 2006, Oracle. All rights reserved.

 What are Vouchers?

A voucher documents the authorization to pay all or part of

a payment invoice.

OTM

Buy Payment Voucher Payment to

A/P
Shipment Invoice Service
System
Providers

When a payment invoice is approved for payment, OTM

creates a voucher for that invoice. OTM sends the voucher
to an external system for payment to a service provider.

1-9 Copyright © 2006, Oracle. All rights reserved.

 Sending a Voucher to an External System

• In most instances, you send the voucher to an

accounts payable system.
• The accounts payable system is responsible for
making payment to the service provider.
• OTM can send the voucher by these methods:
– Using Actions in the Payment Invoice Action menu or
Voucher Action menu
– Using an Automation Agent
– Using Process Manager

1 - 10 Copyright © 2006, Oracle. All rights reserved.

 Sending a Voucher to an External System

• Each time you send a voucher to an external system,

OTM generates a voucher number. This number is in
addition to the voucher ID and is the number used by
the external system.
• When a voucher has been sent to an external system,
OTM sets the following status values:
Business Object Status Type Status Value
Buy Shipment PAYMENT PAYMENT_VOUCHERED

Voucher ISSUED ISSUED_NOT_ISSUED

• You need to create an Automation Agent to set the

voucher status to ISSUED_ISSUED.

1 - 11 Copyright © 2006, Oracle. All rights reserved.

 Practice 1 Overview:
Creating an Invoice

This practice covers how to create an invoice in the

Payment Invoice Manager.

1 - 12 Copyright © 2006, Oracle. All rights reserved.

 Practice 2 Overview:
Verifying Invoice Status, Voucher, and Allocation

This practice covers the following topics:

• Verifying that you have a voucher
• Allocating vouchered costs back to your orders
• Verifying that you have allocated costs

1 - 13 Copyright © 2006, Oracle. All rights reserved.

 Summary

In this lesson, you should have learned how to:

• Explain the reconciliation process if a payment invoice
is not matched to a buy shipment
• Explain the reconciliation process if a payment invoice
and buy shipment are out of tolerance
• Explain how to modify a payment invoice

1 - 14 Copyright © 2006, Oracle. All rights reserved.