Disabling the Prepayments Functionality in the Invoice Work Bench
Posted: 28 September 2006 09:23 PM
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Hi,

One client we are supporting on an Oracle Financials and PSB implementation wants the AP Prepayment functionality disabled, as its causing them severe problems. Users are abusing the functionality since budgeting control is not set for prepayments, and for that matter funds checks are not performed on prepayment invoices. Any body has an idea how this can be achieved out of the standard AP functionality without going in for a customization? Any work around suggestion would also be highly appreciated.

Thanks

 

Timothy

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Posted: 04 October 2006 05:55 PM   [ # 1 ]
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In regard to the above query I posted recently, I discovered through metalink and other consultations, a simple yet efficient work around, that saves us the expense and hustles of going in for a customization, and its related support and upgrade complexities.

First and foremost, to answer my question; NO, this requirement cannot be met in the standard Oracle AP functionality (We are running 11.5.8). The prepayment “Look-Up” is a system look up and cannot be changed or altered. How ever, the closest the application can do towards meeting this requirement, is that the option of applying/unapplying a prepayment to a standard invoice can be disabled, such that when one goes to the actions button, it’s greyed out.

The navigation path below can enable you to do this;

Security -> Responsibility -> Define;

Then, query the name of your responsibility. On the Menu Exclusions tab at the bottom, choose a type of Function and a Name of Invoice Apply Prepayments and save.

The above should disable the Apply/Unapply prepayment to a standard invoice; functionality. However, this is only half way the journey, as users still have the option of choosing a prepayment invoice type.

The work around to this is to go and edit the name of the ‘invoice type’, prepayment, to a shouting and screaming ” NOT APPLICABLE, or DO NOT USE, or ANY OTHER NAME YOU’DE LIKE TO CALL IT’, that will definitely freeze users in their tracks from selecting it. This can be reinforced by management as in our case, where any invoice type with any of the above names is not to be processed at all. The navigation path to achieve is given below;

A. Go to AP Payables Super User

1. SetUp> Lookups>Payables

2. Query for INVOICE TYPE and pick up under the code type PREPAYMENT, edit the meaning to something like ” DO NOT USE, or NOT APPLICABLE or WHATEVER” and the same thing for the description.

3. Then pick up the INVOICE DISTRIBUTION TYPE code PREPAY. Edit the meaning and description to what you had named it in the Invoice Type above.

In the invoice form, when the user chooses the type of invoice, then it will clearly tell them not to use it. Also for any invoice with the type, ” Not applicable, or whatever name you call it”, the person in the approval hierarchy should not approve it, more so, no payment can be made to such an invoice. This work round can also be applicable to implementations where prepayments are not done.


BR

Timothy.

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