to open the Select Contact dialog box. This is a required field if you are using the workflow-based approval process.
Use this dialog box to record bills that have been received or issued for a contract or purchase order. Click Spelling to spell check the document. Click Version Document to create a new version of an invoice. Click Edit to edit an existing invoice.
Note: Version Document does not display when the invoice is in the Edit mode.
General Tab:
This area contains the individual invoice documents for a contract or purchase order. For instance, a contract that was billed in three installments would have an invoice to record the receipt of each installment.
Number
A unique number assigned to this item.
Contract Management automatically assigns a unique number to identify the item. You can change this number only when you create a new document.
Date
The date on which the item was created or issued.
Contract Management automatically supplies the system date.
Title
Enter a descriptive title that specifies the purpose of the invoice. By default, Contract Management copies the text in the contract's Document For field to this field.
Amount Billed
The amount billed.
By default, Contract Management enters the value from the contract/purchase order's Balance field.
Amount Paid
The actual amount paid, which may include discounts or interest.
Payment Date
The date the payment was made.
Check Number
The check number from the sent or received payment.
Activity ID
If you are using the P6 EPPM you can use this field to reference and update the Start/Completion dates of the change with the schedule activity's early/actual start and finish dates. Link Contract Management to a P6 EPPM project from the Schedule tab of the Project Settings dialog box.
To record scheduling information, click Select to open the Select Activity dialog box to choose the P6 EPPM activity.
Review Status Tab - When not using the workflow-based approval process:
If you do not want to use the flexible, workflow-based approval process, you can use the standard approval fields described in this section to add a new invoice. Once you save, you will not be able to switch to the workflow-based approval process for this document.
Use Approval Process
Select this option to use the workflow-based approval process. Leave this option clear if you do not want to use the workflow-based approval process.
Selecting this option will display the fields for the workflow-based approval process. Clearing this option will display the fields associated with the standard approval process.
This option is only available before you save the document. If you select this option and then save the document, you will not be able to access the standard document approval fields. After you save the document, this option will not be visible and you will not be able to change your original selection.
Document Owner
The contact responsible for administering the new approval process.
The contact you choose must be one who is already linked to a user account. To choose a document owner, click browse to open the Select Contact dialog box. This is a required field if you are using the workflow-based approval process.
Ball in Court
The person responsible for this item. By default, Contract Management enters the contract/purchase order's Bill To Contact.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Certified?
Indicates whether the invoice is certified.
Click Certify and Save to certify the invoice. Before you can certify an invoice, you must fill in the certification information
Contractor: Application
Enter information about the contractor's invoice.
Company
The company from which the invoice originated.
Click Select Contact to open the Select Contact Dialog Box
Contact
Select the contact making the invoice. Required to certify the invoice.
Click Select Contact to open the Select Contact Dialog Box.
Application Date
Click the calendar icon to enter the invoice's application date. Required to certify the invoice.
Note: If the invoice was approved prior to upgrading to Contract Management version 14 R2, this field is blank by default.
Certification
Enter certification information.
Company
Select the invoice approver's company.
Contact
The contact who approved the invoice.
Click Select Contact to open the Select Contact Dialog Box. This field is required to certify the invoice.
Certification Date
Click the calendar 
to enter the date the invoice was certified.
Note: If the invoice was approved before Contract Management was upgraded to version 14 R2, this field is blank by default.
Review Status Tab - When using the workflow-based approval process:
This section describes the fields for the flexible, workflow-based invoice approval process available for invoices Contract Management.
Use Approval Process
Select this option to use the workflow-based approval process. Leave this option clear if you do not want to use the workflow-based approval process.
Selecting this option will display the fields for the workflow-based approval process. Clearing this option will display the fields associated with not using the workflow-based approval process.
This option is only available before you save the document. If you select this option, and save the document, you will not be able to access the standard document approval fields. After you save the document, this option will not be visible and you will not be able to change your original selection.
Note: If you have reports that were built against approval data using the approval fields available in Contract Management versions 11.1 and prior, use the approval fields that were available in Contract Management 11.1 and prior to set up the approval structure. If you use the workflow-based approval process, the reports that you built against the approval data may not work.
Document Owner
The contact responsible for administering the new approval process.
The contact you choose must be one who is already linked to a user account when adding a contact or when editing an existing contact. To choose a document owner, click browse to open the Select Contact dialog box. This is a required field if you are using the workflow-based approval process.
Ball in Court
The person responsible for this item.
Status
The item's status.
Priority
The priority level for this item, which will appear in the Ball in Court’s Action List.
Workflow
Use the drop-down list to choose the method of approval. This can be one of the following:
Required Start
The date the review or approval process must begin.
Required Finish
The date by which the review or approval process must end.
Add Reviewers
Click this to create the list of reviewers. This displays the Select Contact dialog box that you use to choose the reviewers. You must already have added the contacts and linked them to a user account. You add contacts when you add companies.
Initiate
After setting up all the information and creating the list of reviewers, click this to start the approval process.
Only one of the following can initiate a contract: project owner, document owner, or Contract Management administrator.
Contract Details Tab:
To
The company and contact to whom the invoice is being sent.
From
The company and contact issuing the invoice.
Number
The contract number against which the invoice is issued.
Date
The date on which the invoice is issued.
Spec Section
The spec section of the contract to which the invoice applies.
Costing Tab:
Add
Click to open the Select Cost Code Dialog Box to add a new cost code to distribute invoice costs to.
Add Multiple Cost Codes
Click to open the Add Multiple Cost Codes dialog box to add multiple cost codes at once.
Remove Zero Values
Click to remove rows that have a distributed value of zero.
Cost Code
The cost code category.
Title
The name of the item.
Distributed
The amount distributed to the cost code.
Issues tab:
Link
Click this to open the Select Issue Dialog Box to link an issue to this item.
Issue Title and Name
The names and titles of issues linked to this item. Click to open the Issue Document Window.
Attachments tab:
Attach File
Click this to open the Attach File Dialog Box to add an attachment to this invoice.
Attach from Repository
Click to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Attach URL
Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.
Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.
Attachment
The name of the attachment associated with this item. Click to open the attachment.
Subject
A brief description of the item.
Location
The location to which the file is uploaded.
Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.
Path
The full path to the file.
File Size
The size of the attached file.
Date Attached
The date the file or link was attached.
Attached By
The user who attached the file or link.
Versions Tab:
Note: The Version tab does not display when the invoice is opened in Edit mode or if the Version feature has not been configured.
On the Versions tab, you can view and access previous versions of the current invoice, identify who created the versions and when the versions were created. The Versions tab displays only when the invoice is in the view mode. To create a new version of the current invoice, click Version Document on the Invoice dialog box.
Version
Lists different versions of the current document in reverse chronological order.
Click view 
to open each version. Each version shows the information available in the document when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
Displays the date and time when the version was created.
How to access this dialog box:
.Note: The Invoices tab does not display if a payment requisition was created for the contract or purchase order.
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Oracle and/or its affiliates. All rights reserved.
Last Published Wednesday, June 17, 2015