Managing suppliers' invoices

Once a supplier’s invoice has been received, an automated matching process takes place within My Oracle.

To process a payment, My Oracle compares the order, receipt and invoice values and if they match, the invoice will be processed for payment in line with our payment terms.

If they do not match, the supplier’s invoice will not be paid.

What happens if suppliers are not paid on time

Suppliers can charge additional late payment charges if the invoice is not paid on time.

Under payment legislation, the council is required to publish details of late payment charges and the liability for late payment charges if they were not actually levied by the supplier.

If there is an invoice mismatch

Where My Oracle identifies a mismatch between the values, the system will prevent the invoice from being paid and will send an email notification to the person who raised the requisition for the goods or service.

Depending on the scenario, the email notification will identify the necessary action to take.

You must take action to resolve the holds as soon as possible to prevent late payment of the invoice.

Receipt hold notification

A receipt hold notification will be sent where there is insufficient receipting on value or quantity (Qty) to cover the invoice, dependent upon the type of requisition raised.

The required action is to review your requisition and if you have satisfactorily received the goods or service, create a receipt.

If you have not received the goods or service, please contact your supplier. If they have arrived faulty, follow the information on returning goods.

​​Price/qty hold notification

A price/qty hold notification will be received when the invoice value is greater than the value of the original purchase order and receipt.

If you will not pay the higher priced invoice

If it is not appropriate to pay the higher priced invoice, speak to your supplier to dispute the invoice and request a credit note, either in full or for the difference.

If the higher priced invoice can be paid

If you are happy to pay the higher price due to provision of extra goods or services, you must now edit or amend your original requisition to increase the price or quantity to match that of the invoice.

Instructions on how to do this can be found in the amend a purchase order guidance in the My Oracle Hub.

An edit to your order must go for re-approval to the relevant budget holder in My Oracle. Once approved, you will also need to increase the receipt to allow for the additional goods or services.

Once the new order and receipt value match that of the higher priced invoice, My Oracle will automatically re-match the invoice and approve it for payment in line with our payment terms.

More than one hold on an invoice

There may be circumstances where an invoice will have more than one hold reason and all need to be resolved before it can be paid.

Personalising your requisition

To assist with manging your invoices in My Oracle we encourage you to personalise your requisition view. By adding additional columns of information, you can see greater details with which to compare your order, receipted and invoice totals.

To do this, go into your requisition, click on the purchase order (PO number), select ‘Schedules’ then select ‘View’ and add the 4 columns called:

• Received Amount
• Invoiced Amount
• Received Quantity
• Invoiced Quantity

Sensitive and Personal Data

All council employees can search and view orders in My Oracle. This means they should not contain sensitive or personal data.

Make sure your suppliers follow best practice when creating requisitions and considers whether their descriptions and attachments are appropriate.

Find out more about working with personal data.