This document is intended for users to find Accounts Payable information for a given organization or unit. The suite of reports provides details on the status of payment, payment terms, payment discounts, and invoice documents.

• Go to Oracle’s Reporting Hub menu option to access the Orbit Reporting Hub
• The data available in Orbit will be updated nightly by the source system (i.e. Oracle, Workday, or AURA)
• Many of the reports within this dashboard have hyperlinked information.  When a hyperlink is available, you can select the hyperlink to see additional information including payment details and original invoice.
• To filter details within a Dashboard Table, select the filter icon and input the filter requirements needed for your search.
• To export a Dashboard Table to Excel, select the menu (hamburger) icon, then select Underlying Data.  A popup will appear, you can select the export icon on the top of the popup screen.

Security Access

Information available in this dashboard is based on the security applied to your user access. To see the information in this report, you must have the following system access:

• Inherent Access: All approval roles, All Payables roles, All Central Procurement Roles, Support Center Agents, Organization Financial Manager, and Entity Financial Manager.
• Role Assigned Access: The user must have Organization access as a Payables Dashboard Viewer

If you need access to this dashboard or you are unable to see certain information in this dashboard, work with your unit Role Assignment Owner to get new or additional access granted.

1. Log in to Oracle

2. Select the Reporting Hub menu option
3. Select Orbit Reporting Hub

4. Select the ‘R’ and select Reporting

5. Select Shared with Me
6. Select PI Dashboard

7. Open the report that fits your need

Available Dashboards

AP Transactions – Drill Down

Check Cycle Extract

Invoice Inquiry Summary and Detailed

Invoice on Hold and Closed Invoices

Invoice Workflow

Payable Invoice Aging Report

Payables Payment Register

Payables Payment Register Drill Down

This report provides the payment details of a given invoice.

Filters

• Invoice Number: enter the supplier’s invoice number.
• Invoice Type: enter the type of invoice if you are searching for the status of a specific invoice.

Dashboard Table

This table provides users with the Payment Number, Payment Document, Payment Type, Payment Term name, Payment Date, and Payment Status.

This dashboard is utilized to identify suppliers’ net terms and discounts.

Business Questions Answered

1. Was there a discount applied to UChicago’s invoice? What was the amount of the discount?
2. Did UChicago forfeit any discounts due to late payments? What was the total amount lost?
3. How much money is saved by settling invoices promptly, and how does it compare to the losses incurred from late payments?
4. What was the due date for the invoice payment?
5. Which invoices qualify for discounts?
6. Which invoices were settled within a certain period?
7. What is the Purchase Order linked to this transaction?

Filters

• Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
• Supplier Name: Users can apply this filter if they are looking for details about transactions against a specific Supplier Name(s).
• Discount Taken: Users can apply this filter if they are looking for details about transactions against a specific Discount Taken(s).
• Invoice Payment Discount: Users can apply this filter if they are looking for details about transactions against a specific Invoice Payment Discount(s).
• Invoice Due Date: Users can apply this filter if they are looking for details about transactions against a specific Invoice Due Date(s).
• Discount Date: Users can apply this filter if they are looking for details about transactions against a specific Discount Date(s).
• Payment Date: Users can apply this filter if they are looking for details about transactions against a specific Payment Date(s).
• Payment Status Name: Users can apply this filter if they are looking for details about transactions against a specific Payment Status Name(s).
• Payment Terms Name: Users can apply this filter if they are looking for details about transactions against a specific Payment Terms Name(s).

Key Performance Indicators (KPI)

Discount Lost and Discount Taken by Payment Month, this bar graph provides a visual depiction of the total payment discounts lost versus the total discounts taken.

Percentage of Discounts Taken Versus Discounts Lost, this bar graph provides a visual depiction of the percentage of discounts taken month over month.

Dashboard Tables

Invoices with Discount Date Less than 5 Days from the Current Date

This table provides users:

• Invoice number: the supplier’s invoice number supplied when the invoice was received.
• Discount Amount: total discount applied.
• Discount Amount Available: the applicable discount amount for the invoice if paid according to the discount terms.

If you wish to filter for a specific invoice number, you may use the filter icon to complete a detailed search.

Check Cycle Extract Details

This table allows a user to see the details of an individual invoice.  These details include invoice date, invoice due date, invoice amount, PO Number, Payment Status, and Net Terms.

Provides users with invoice information.  This report has the ability to drill down into transaction-level details.  To find information that will help users see invoice payment status.

Business Questions Answered

• What is the status of an invoice?
• What is the count of unpaid invoices for an organization?
• What are the specifics of the payment for the invoice?
• What is the count of invoices for each Smart Form ID?
• What is the Purchase Order linked with the invoice?
• What invoices were generated by my organization or entity this month?
• What are the details of my project for each invoice?
• Has the payment for my invoice been made?
• What is the associated purchase order or requisition for this invoice?
• What is the amount of each invoice transaction?
• What is the COA string associated with each transaction?
• What is the amount of each invoice related to each transaction?

Filters

At a minimum, a user must apply the Entity filter to the dashboard. Users can apply additional filters including:

• Chart of Account Segments: The COA filters allow users to search for information to help provide line level details that utilized the search criteria specified. These filters help users specify the Chart of Accounts segments associated to the transaction. The more COA segments applied, the more defined your search.
  • Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
  • Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
  • Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s).
  • Fund: Users can apply this filter if they are looking for details about transactions against a specific Fund(s).
• Invoice Details:  the dashboard allows users to see various invoice details associated to the invoice including the following columns:
  • Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
  • Supplier Name: Users can apply this filter if they are looking for details about transactions against a specific Supplier Name(s).
  • Purchase Order Number: Users can apply this filter if they are looking for details about transactions against a specific Purchase Order Number(s).
  • Invoice Creation Date: Users can apply this filter if they are looking for details about transactions against a specific Invoice Creation Date(s).
  • Approval Status: Users can apply this filter if they are looking for details about transactions against a specific Approval Status(s).
  • Invoice Date: Users can apply this filter if they are looking for details about transactions against a specific Invoice Date(s).
  • Invoice Payment Status: Users can apply this filter if they are looking for details about transactions against a specific Invoice Payment Status(s).
  • Invoice Amount: Users can apply this filter if they are looking for details about transactions against a specific Invoice Amount(s).
  • Line Type: Users can apply this filter if they are looking for details about transactions against a specific Line Type(s).
  • Invoice Source: Users can apply this filter if they are looking for details about transactions against a specific Invoice Source(s).
  • Accounting Date: Users can apply this filter if they are looking for details about transactions against a specific Accounting Date(s).
  • Smart Form Name: Users can apply this filter if they are looking for details about transactions against a specific Smart Form Name(s).
  • Invoice Type: Users can apply this filter if they are looking for details about transactions against a specific Invoice Type(s).
  • Due Date: Users can apply this filter if they are looking for details about transactions against a specific Due Date(s).
  • Invoice Accounting Status: Users can apply this filter if they are looking for details about transactions against a specific Invoice Accounting Status(es).
• Project Cost Segments (POETAF): The POETAF Filters allow users to search for information to help provide line-level details that utilize the search criteria specified.
  • Award Number: Users can apply this filter if they are looking for details about transactions against a specific Award Number(s).
  • Award Name: Users can apply this filter if they are looking for details about transactions against a specific Award Name(s).
  • Project Number: Users can apply this filter if they are looking for details about transactions against a specific Project Number(s).
  • Project Name: Users can apply this filter if they are looking for details about transactions against a specific Project Name(s).
  • Expenditure Type: Users can apply this filter if they are looking for details about transactions against a specific Expenditure Type(s).
  • Project Organization: Users can apply this filter if they are looking for details about transactions against a specific Project Organization(s).

Key Performance Indicators (KPI)

# of Invoices provides the total number of invoices available based on the security applied to your user access.

Invoice Distribution Amount provides the total dollar amount that will be distributed to the invoices available based on the security applied to your user access.

Sum of Invoice Amount By Invoice Type provides a bar graph to depict the types of invoices and their amounts based on the security applied to your user access.

Dashboard Tables

Invoice Inquiry Summary

This table provides a quick snapshot of the invoices based on the security applied to your user access.  Information in this table includes Invoice Number, Invoice Status, Approval Status, Supplier Name, and total of days until the Due Date.

Invoice Inquiry Detailed

This table provides similar information as the Invoice Inquire Summary and also includes additional information such as Invoice Source, Invoice Type, Line Description, PO Number, Project Values, and Invoice Payment Amount.

The invoice on Hold and Closed Invoices dashboard allows users to find invoices that are in a hold status or are in a closed status. This dashboard is split into two areas Invoices on Hold and Closed Invoices.

Invoices on Hold

The Invoices on Hold dashboard provides users an understanding of invoices currently on hold.

Business Questions Answered

• What invoices are awaiting approval?
• What invoices are holding up supplier payments?
• How many invoices are currently on hold?
• How much money is being held due to invoice holds?
• Who needs to take action on the on hold invoice?

Filters

• Chart of Account Segments: The COA filters allow users to search for information to help provide line level details that utilized the search criteria specified. These filters help users specify the Chart of Accounts segments associated to the transaction. The more COA segments applied, the more defined your search.
  • Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
  • Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
  • Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s).
• Invoice Details:  the dashboard allows users to see various invoice details associated to the invoice including the following columns:
  • Supplier Name: Users can apply this filter if they are looking for details about transactions against a specific Supplier Name(s).
  • Accounting Date: Users can apply this filter if they are looking for details about transactions against a specific Accounting Date range.
  • Period Name: Users can apply this filter if they are looking for details about transactions against a specific Period Name(s). An example search format is a three-letter month and two-digit date (example Jan-25).
  • Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
  • Legacy Supplier Number
  • Purchase Order Number: Users can apply this filter if they are looking for details about transactions against a specific Purchase Order Number(s).
  • Hold Reason: Users can apply this filter if they are looking for details about transactions against a specific Hold Reason(s).
  • Hold Creation Date: Users can apply this filter if they are looking for details about transactions against a specific Hold Creation Date range.
  • Hold Release Date: Users can apply this filter if they are looking for details about transactions against a specific Hold Release Date range.
  • Organization Supplier: Users can apply this filter if they are looking for details about transactions against a specific UChicago Organization Supplier(s).
  • Validation Status: Users can apply this filter if they are looking for details about transactions against a specific Validation Status(s).
  • Invoice Source: Users can apply this filter if they are looking for details about transactions against a specific Invoice Source(s).

Key Performance Indicators (KPI)

Invoice on Hold Status provides the average hold time, total number of invoices that have been put on hold, the total of invoices currently on hold, total amount of invoices on hold.

Current Invoice Hold Amount by Supplier provides a bar graph depiction of the suppliers who have invoices on hold and the total hold amount for that supplier.

Total # of Hold Invoices Created by Month provides a line graph depiction of how many invoices are put on hold each month.

Total Hold Invoice Amount by Month provides a line graph depiction of the total value of invoice holds per month.

Count of invoices Currently on Hold by Hold Name provides a bar graph depiction of how many invoices are in each invoice status.

Dashboard Tables

Invoices On Hold Details

This reporting table allows users to see rows of invoices associated with the filters applied to this report. Users can use the table-specific filters to help further define their search. Columns that users will find useful in this reporting table are:

• Invoice Name: the invoice name or number supplied by the supplier on the invoice.
• Invoice Source: the location of invoice creation.
• Approval Status: where in the workflow process is the invoice
• Supplier Name: the supplier who provided goods/services associated with the invoice.
• Identifying PO Number: the PO number associated to the invoice when the supplier sent the invoice for payment.
• Held By: the person who needs to take action.
• Hold Name: The reason the invoice was put on hold.
• Hold Description: The description of the hold.

Closed Invoices

The Closed Invoices dashboard provides users an understanding of closed invoices.

Business Questions Answered

• Which invoices that were on hold and were released and closed?

Key Performance Indicators (KPI)

Closed Invoices provides users with the details of the average invoice hold time, the number of invoices that were released from hold, the number of cancelled invoices, the on-hold dollar amount, and released invoices on hold dollar amount.

Released Hold Amount By Supplier total amount of invoices released by supplier.

# Of Held Invoice Released Lines By Month the number of invoices where the hold was released by month.

Released Held Invoices Amount By Month the total amount of invoice holds released by month.

Count of Released invoices on hold by hold name the count of how many invoices were on hold by category.

Dashboard Table(s)

Released Invoices On Hold Details

This reporting table allows users to see rows of invoices associated with the filters applied to this report. Users can use the table-specific filters to help further define their search. Columns that users will find useful in this reporting table are:

• Invoice Name: the invoice name or number supplied by the supplier on the invoice.
• Invoice Source: the location of invoice creation.
• Approval Status: where in the workflow process is the invoice
• Supplier Name: the supplier who provided goods/services associated with the invoice.
• Identifying PO Number: the PO number associated to the invoice when the supplier sent the invoice for payment.
• Hold Name: The reason the invoice was put on hold.
• Hold Description: The description of the hold.

Invoice Workflow

The Invoice Workflow dashboard allows campus users to track invoice status as they go through the workflow cycle.

Business Questions Answered

• How many open invoices exist?
• How long did an invoice take to be approved?
• What invoices have been approved by a specific user?
• I have a PO number, where is my invoice?

Filters

• Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
• Supplier Name: Users can apply this filter if they are looking for details about transactions against a specific Supplier Name(s).
• PO Number: Users can apply this filter if they are looking for details about transactions against a specific PO Number(s).
• Approval Status: Users can apply this filter if they are looking for details about transactions against a specific Approval Status(s).
• Approval Action: Users can apply this filter if they are looking for details about transactions against a specific Approval Action(s).
• Approver: Users can apply this filter if they are looking for details about transactions against a specific Approver(s).
• Invoice Creation Date: Users can apply this filter if they are looking for details about transactions against a specific Invoice Creation Date(s).
• Approval Action Date: Users can apply this filter if they are looking for details about transactions against a specific Approval Action Date(s).
• Invoice Status: Users can apply this filter if they are looking for details about transactions against a specific Invoice Status(es).
• Rule Name: Users can apply this filter if they are looking for details about transactions against a specific Rule Name(s).

Key Performance Indicators

Invoice Workflow Dashboard provides users the total number of invoices available, the number of invoices that have been approved, and the number of rejected invoices.

Dashboard tables

Average Approval Time Per User In Days

This table allows users to see rows of Approver IDs who was assigned to approve an invoice.  The columns of this table invoice Approver ID (user’s UChicago ID) and the average time it takes for that user to approve and invoice.

Invoices Workflow Details

This table allows users to see rows of invoices to help identify the status of each invoice.  Users can use table-specific filters to help further define their search.  Columns that users will find useful in this reporting table are:

• Invoice Name: the invoice name or number supplied by the supplier on the invoice.
• Invoice Source: the location of invoice creation.
• Supplier Name: the supplier who provided goods/services associated with the invoice.
• Approval Status: where in the workflow process is the invoice
• Payment Status: this will indicate if payment was sent on the invoice.
  • Paid: A payment that was processed and issued without error
  • Unpaid: A payment that was processed but was incomplete or had errors
  • Void: A payment that was marked as void but is eligible for reissue

Payable Invoice Aging Report

The Payables Invoice Aging Report allows users to see outstanding invoices and how long they have been unpaid.

Questions Answered

• How long has an invoice gone without payment?
• Why is the invoice still unpaid?
• What is the status of the invoice?

Filters

• Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
• Supplier Name: Users can apply this filter if they are looking for details about transactions against a specific Supplier Name(s).
• Due Date: Users can apply this filter if they are looking for details about transactions against a specific Due Date(s).
• Days Overdue: Users can apply this filter if they are looking for details about transactions against a specific Days Overdue.
• Remaining Amount: Users can apply this filter if they are looking for details about transactions against a specific remaining amount.
• Invoice Approval Status: Users can apply this filter if they are looking for details about transactions against a specific Invoice Approval Status(es).
• Legacy Supplier Number: Users can apply this filter if they are looking for details about transactions against a specific Legacy Supplier Number(s).
• Organization Supplier: Users can apply this filter if they are looking for details about transactions against a specific Organization Supplier(s).
• Invoice Date: Users can apply this filter if they are looking for details about transactions against a specific Invoice Date(s).

Key Performance Indicators

Invoice Aging Dashboard provides users with the total pending amounts for invoices aged 0-30 days, 31-60 days, 61-90 days, and over 90 days.

Dashboard Tables

Invoice Aging Details

This table allows users to see rows of invoices to help identify the age of each invoice.  Users can use table-specific filters to help further define their search.  Columns that users will find useful in this reporting table are:

• Invoice Name: the invoice name or number supplied by the supplier on the invoice.
• Invoice Source: the location of invoice creation.
• Supplier Name: the supplier who provided goods/services associated with the invoice.
• Installment Hold Reason: provides a reason an approved invoice remains unpaid.
• Approval Status: where in the workflow process is the invoice.

Payables Payment Register

The Payables Payment Register allows users to see payment information of a paid invoice.

Business Questions Answered

• What type of payment was sent to the supplier?
• When was the payment sent to the supplier?
• Where was the payment sent?

Filters

• Payment Number: Users can apply this filter if they are looking for details about transactions against a specific Payment Number(s).
• Payment Date: Users can apply this filter if they are looking for details about transactions against a specific Payment Date range.
• Payment Amount: Users can apply this filter if they are looking for details about transactions against a specific Payment Amount range.
• Payment Method Name: Users can apply this filter if they are looking for details about transactions against a specific Payment Method Name(s).
• Payment Status: Users can apply this filter if they are looking for details about transactions against a specific Payment Status(es).
• Supplier: Users can apply this filter if they are looking for details about transactions against a specific Supplier(s).
• Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
• PO Number: Users can apply this filter if they are looking for details about transactions against a specific Purchase Order Number(s).
• Supplier City: Users can apply this filter if they are looking for details about transactions against a specific Supplier City.
• Supplier Zip: Users can apply this filter if they are looking for details about transactions against a specific Supplier Zip Code.

Key Performance Indicators

Dynamic Visualization - Payment Amount by Supplier, Payment Method and Type is a bar graph depiction to show the total amount of payments that went out per payment method.

Dynamic Visualization - Payment Count by Supplier, Payment Method and Type is a circle graph that shows the payment type percentage.

Dashboard Tables

Payment Count and Amount By Payment Method and Supplier Name

This table allows users to see rows of suppliers to show how many different payment types the supplier received.  Users can use table-specific filters to help further define their search. 

Payables Payment Register

This table allows users to see rows of invoices and their payment details.  Users can use table-specific filters to help further define their search.  Columns that users will find useful in this reporting table are:

• Supplier: the individual/entity who supplied the invoice.
• Payment Method: the type of payment sent to the supplier.
• Payment Status: describes whether the payment was sent and if the payment cleared the bank.
• Payment Amount: the total amount sent for this invoice.
• Payment Date: the date the payment was sent.
• Invoice Number: the invoice associated with the payment.

Payables Payment Register Drill Down

The Payables Payment Register Drill Down allows users to see the payment information of a paid invoice.

Business Questions Answered

• How much did we send for the invoice payment?
• Was tax applied to the payment?
• What line number was paid based on the payment sent?

Filters

• Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
• Supplier Name: Users can apply this filter if they are looking for details about transactions against a specific Supplier Name(s).
• Invoice ID: Users can apply this filter if they are looking for details about transactions against a specific Invoice ID number(s).

Dashboard Tables

Payables Payment Register Drill Down Dashboard

This table allows users to see rows of invoices and their payment details.  Users can use table-specific filters to help further define their search.