Invoice Validate is also one another step to ensure/Validate the Invoice Data by the System user before it submits for the Payment. Invoice Validation also validates the required information that should be mandatory before submitting for the payment.
Invoice Validation is the Required Step & System will not do any payment and accounting of this invoice until unless the invoice is not validated, When validating the Invoice if the system finds any discrepancy in the information’s then if applies the System Hold in that Invoice and put the Hold reason under the Hold Tab of Invoice Workbench.
When an invoice is Validated by selecting validate in action, or by running the Validate Payables Invoice process, the process will do the following:
- Generate invoice distributions based on:
- Line information such as default distributions, distribution sets, and overlay distributions.
- Freight or miscellaneous charge allocations.
- Calculate tax.
- Create tax lines and distributions.
- Calculate withholding.
- Create a withholding invoices.
- Check for variances between ordered, received, consumed, and invoiced quantities or amounts.
- Apply or release holds.
- Validate project information.
- Check conversion rate information.
- Check period status.
- Reserve funds for invoices requiring budgetary control and place holds for insufficient funds and other budgetary control validation error
Once the Invoice is Validated the status will be Stored in the AP_INVOICE_DISTIRBUTIONS_ALL Table(AP_INVOICE_DISTIRBUTIONS_ALL.MATCH_STATUS_FLAG).
Valid Values for these Columns are:
A – Validated
N – Null or Never Validated
T – Tested but not Validated or Needs Revalidation.
S – Stopped.
Validated: If all of the invoice distributions have a MATCH_STATUS_FLAG = ‘A’
Never Validated: If all of the invoice distributions have a MATCH_STATUS_FLAG = null or ‘N’
Needs Revalidation :
- If there are any rows in AP_HOLDS that do not have a release code.
- If any of the invoice distributions have a MATCH_STATUS_FLAG = ‘T’.
- If the invoice distributions have MATCH_STATUS_FLAG values = ‘N’, null, and ‘A’ (mixed).
- If any of the invoice distributions have a MATCH_STATUS_FLAG = ‘S’
API (AP_INVOICES_PKG.GET_APPROVAL_STATUS) is used to derive the validation status from the backend.
