Convert invoice type

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 1 minute to read

    • You can convert invoice type of PO, Non-PO, Credit memo invoice to any invoice type (except debit memo) and vice versa based on interaction between buyers and suppliers of business services.

    Before you begin

    Role required: Account Payable Specialist

    Procedure

    1. Navigate to All > Accounts Payable Operations > Source-to-Pay Workspace.
    2. Select the list icon (List icon).
    3. Navigate to Lists > My work> My open invoice processing cases and open an invoice processing case.
      An alternate way is by navigating to Lists>Primary Data>Invoices > Open invoice.
      Note:
      Type conversion is supported only for invoices from Draft state to No exceptions found state. You can’t convert the invoice type once it’s submitted for approval.
    4. Choose the Type drop-down to convert an invoice.
      • When you choose to convert an invoice from PO or Credit memo to Non-PO invoice, the Purchase order and Original invoice field is hidden.
      • When you choose to convert an invoice from Non-PO or Credit memo to PO invoice, the Purchase order field is displayed and you must populate the purchase order field only.
      • When you choose to convert an invoice from any to PO type (excluding debit memo) to Credit memo invoice, you must enter atleast one of the following fields:
        • Original invoice number
        • Purchase order
        • Original invoice
      • For a Credit memo, populate the original invoice reference is populated:
        • If the invoice reference is found to be of type PO invoice, then the Purchase order field is auto-populated or else you must populate it manually
        • If the invoice reference is found to be of type Non-PO invoice, then the Purchase order field is left empty.
      A message appears asking for your confirmation.
    5. Select Continue.
    6. Select Save.
      The changes are saved and all open exceptions are closed. If the type selected is Non-PO, then the application removes all the purchase order and purchase order line mappings from invoice and invoice lines respectively. The State field is set to Received for an intermittent time period, and then changes to the respective state depending on the invoice processing.

      The application displays the following notification:

      Invoice is currently being processed.

      For more information on checking exceptions, refer Check for invoice exceptions on a single invoice.