AP Invoice Upload creates new Oracle Payables invoices – headers and lines, with optional distributions, tax, descriptive flexfields and attachments – from Excel. It stages the invoices into the Payables interface and runs the standard Payables Open Interface Import, and can validate each invoice immediately afterwards. It creates new invoices only; it does not update or delete existing ones.
When to use it
- Mass-load new supplier invoices (header and lines) instead of keying them in the Invoice Workbench.
- Load PO-matched invoices by referencing the PO line, shipment or receipt.
- Load non-PO invoices coded to a distribution account or distribution set.
- Create project-related or asset-tracked invoices.
- Enter invoices with manual tax lines, or load invoices with an attached document.
- Load and immediately validate invoices in one step.
Before you start
- Blitz Report is installed and you are signed in to a Payables responsibility with access to the operating unit.
- The supplier, an active pay site, and the invoice source already exist.
- The Payables period for your invoice and GL dates is open.
- For PO-matched lines, the purchase order or receipt exists and is valid for matching.
Choose a template
Pick the template that matches what you are loading:
| Template | Use it for |
|---|---|
| Default (default) | Standard invoices – header, lines, distributions and descriptive flexfields. |
| Default (with attachment) | The standard columns plus columns to attach a document to each invoice. |
| Manual Tax Lines Template | Adds the tax columns (regime, tax, status, jurisdiction, rate) for entering tax as explicit lines instead of letting the system calculate it. |
Step 1 – Choose a template, set the parameters and download
In Blitz Report, open AP Invoice Upload, choose your template, and set the parameters:
| Parameter | Purpose |
|---|---|
| Operating Unit | The operating unit the invoices belong to (limited to those you can access). |
| Invoice Source | The source the invoices are imported under. |
| Batch Name | The batch name used for the import. |
| GL Date | The GL date used when a line has none. |
| Submit Invoice Validation | Yes validates each invoice immediately after import. Default Yes. |
Run the upload to download and open the Excel file.
Step 2 – Enter the invoice header
The sheet has one row per invoice line; the header repeats on each line of the same invoice. Lines are grouped into one invoice by Operating Unit, Supplier, Supplier Site and Invoice Number – keep the header values identical on every line of that invoice. Enter the Invoice Type, Invoice Date, Invoice Amount, Invoice Currency and the supplier details; payment terms, exchange rate and the liability account are optional.
Step 3 – Enter the invoice lines
- Line Number, Line Type (Item, Tax, Freight, and so on) and Line Amount on each line.
- Code the line to a Distribution Account or Distribution Set, or match it to a PO (line, shipment, distribution or receipt).
- Optional details: quantity and unit price, projects, asset tracking, 1099 income tax, and tax drivers.
Step 4 – Validate and Save
Click Validate and Save. This checks for missing required values and runs any extra validation the upload defines, then saves the file. Correct anything it flags before continuing.
Step 5 – Upload and view the result
Back in Blitz Report, click Upload and select your saved file. This submits the Blitz Upload request, which stages the invoices and runs the Payables Open Interface Import for each operating unit – and validates each invoice if you chose that option. When it finishes, a result report opens showing each row as success or error.
What’s produced
- New Payables invoices with their lines (and distributions, tax, flexfields and attachments as entered), optionally validated.
- A result report listing every row with a status and a message; any rejections from the import are reported so you can correct and re-load.
Common questions
Can I update or delete existing invoices with this upload?
No. It only creates new invoices; any row that is not a create is rejected, and there is no delete.
How do I load a multi-line invoice?
Put each line on its own row and repeat the same header values (Operating Unit, Supplier, Supplier Site, Invoice Number and the other header fields) on every line. The header must match across the invoice.
What stops a duplicate invoice?
The upload rejects a row when an invoice with the same Operating Unit, Supplier, Supplier Site and Invoice Number already exists.
Does it validate the invoice after import?
Only if Submit Invoice Validation is Yes (the default), or automatically when you supplied invoice-distribution flexfield values. Otherwise invoices are created but left unvalidated.
Do I have to enter tax manually?
No – tax can be calculated on import. Use the Manual Tax Lines Template only when you need to enter tax lines explicitly.
Troubleshooting
| Message | Cause | What to do |
|---|---|---|
| This upload does not support an Update Action | A row is marked as an update; the upload is create-only. | Use it only to create new invoices; remove update rows. |
| Invoice Number already exists for this Operating Unit, Supplier, and Supplier Site | A matching invoice already exists in Payables. | Change the invoice number, or do not re-load it. |
| Operating Unit is invalid or not accessible to this Responsibility | The operating unit is not granted to your responsibility. | Run under a responsibility with access to that operating unit. |
| Invoice Header Data differs from the first row for this Invoice | Two lines of the same invoice carry different header values. | Make all header fields identical on every line of the invoice. |
| One or more lines in the invoice have errors | At least one line failed; the whole invoice is held back. | Fix the failing line(s); the entire invoice is processed as a unit. |