Oracle Application pplications s 11i Accounts Payable
A Presentation Presentation by EAS – Oracle Applications Applications
Accounts Payable Agenda Introduction Overview Wor!low Payables "ycle PO #atc$ing #asters
Accounting
#et$ods #et$ods %
Entries Set&'p Innovative 'ses (ata #odel #aintenance % )eports
Accounts Payable Agenda Introduction Overview Wor!low Payables "ycle PO #atc$ing #asters
Accounting
#et$ods #et$ods %
Entries Set&'p Innovative 'ses (ata #odel #aintenance % )eports
Introduction
Last stage of the SCM w$ere w$ere suppliers are paid !or *erc$andise and services+
,o $elp *anage t$e procure*ent cycle processing $ig$ transaction volu*es and controlling t$e cas$ !low+ -etter *anage supplier relations$ips and price co*parisons+ Saves *oney by en!orcing various pay*ent policies. Paying suppliers on ti*e a!ter availing t$e !ull credit period+ Availing discounts+ Preventing duplicate invoice+ Avoiding -an O(s+ Integrated wit$ ot$er *odules – PO / to pay !or only w$at was ordered and received at t$e uoted price+ A / to account !or ied assets purc$ased+ 4) / to ensure t$at e*ployee epenses are paid e!!iciently+ "# /to enable reconciliation o! pay*ents against a ban state*ent+
Overview
#o*ent a co*pany agrees to purc$ase goods or services !ro* a supplier5 an encu*brance is created+
On availing t$e goods 6 services5 t$e encu*brance is converted to a liability to pay t$e agreed price !or t$e goods and t$e liability re*ains on t$e -alance s$eet until paid o!!+
Payables 7iability is *easured in various ways. On )eceipt o! Invoice5 Invoice (ate5 (ate w$en 8oods are )eceived etc+
Pay*ent ter*s would $ave been agreed upon at t$e purc$ase stage and uoted by t$e supplier w$en t$e invoice !or t$e goods 6 service is sent+ ,$ese ter*s will di!!er supplier& wise or by PO+ ,$e invoice due date is !or operational control and $as no bearing on w$en t$e eventual liability is accounted+
W$en t$e invoice beco*es due5 it is to be paid o!!+ ,$e pay*ent can be *ade by c$ec5 E,5 cas$ etc5+ Once paid5 t$e liability is noced o!!+
Payables needs to be reconciled wit$ 87 by co*paring t$e Payable ,- wit$ t$e liability account line in 87+ ,$is would eplain t$e supplier liability !igures appearing on t$e -alance S$eet+
Wor!low Payables is tightly integrated with other modules of Oracle suite like Purchasing, Cash Management, Assets, Projects and GL.
POs raised in Purc$asing give raise to invoices in Payables t$roug$ PO *atc$ing+ Asset lines in invoices gives raise to asset addition in Assets+
Ependitures can be trans!erred to Pro9ects !or pro9ect accounting5 tracing to billing+
Once invoices are paid o!!5 it will be re!lected as ban state*ent entries in "as$ *anage*ent w$ic$ enables to $andle ueries !ro* suppliers e!!ectively+
All accounting transactions entered in Payables5 are posted to 87+
Integration With Other Oracle Suite
Purchasing
Payables
Projects
Assets
Cash Management
Payables "ycle All pay*ents pass t$roug$ t$e !ollowing !our&step Payables cycle. I+ II+ III+ I:+
Enter Invoices /,$is process *ay or *ay not include PO *atc$ing Approve Invoices !or pay*ent+ Select and Pay approved invoices+ )econcile t$e pay*ents wit$ t$e ban state*ent+
Payables "ycle /"ontd; nter #u$$lier
POs
nter !n"oices
A$$ro"e !n"oices
General Ledger Pay !n"oices
Enter Invoices !n"oice is at the heart of AP $rocessing, allowing to $rocess all ty$es of in"oices while maintaining accuracy and control on the $ayment.
,$e various ways in w$ic$ an invoice can be entered are. Manual. !n"oice &orkbench. Invoices are directly entered in t$e Payables syste*+ 'sually co*ple invoices or invoices w$ic$ reuire online validation or invoices w$ic$ $ave to be paid i**ediately5 are entered t$roug$ t$is *ode !n"oice Gateway. 'sed !or uic5 $ig$ volu*e invoices t$at do not reuire etensive validation and de!aults+ A!ter entry5 t$ese invoices are i*ported into t$e Payables syste*+ :alidation and de!aulting occur during i*port+ Automatic !n"oice Creation. ,$ese are basically recurring invoices w$ic$ are reuired to be generated and paid on a !reuent basis+ !m$orted !n"oices. One can i*port invoices or invoice in!or*ation to create invoices in Payables+ < Oracle !nternet '$enses e'$ense re$orts( Epense reports your e*ployees enter using a Web browser+ < Credit Card in"oices( Invoices !or e*ployee credit card epenses+ ,$e credit card co*pany sends you t$ese invoices as a !lat !ile+ < Oracle Projects e'$ense re$orts. Pro9ect–related epense reports entered in Oracle Pro9ects+ < )! in"oices. Electronic invoices trans!erred !ro* Oracle e–"o**erce 8ateway+ < !n"oices from e'ternal systems. Invoices5 suc$ as invoices !ro* legacy syste*s5 loaded using S =7>7oader+ < Oracle Pro$erty Manager in"oices( 7ease invoices trans!erred !ro* Oracle Property #anager+ < Oracle Assets lease $ayments( 7ease pay*ents trans!erred !ro* Oracle Assets+
Enter Invoices – 4eader
,o Put on 6 )elease a $old on t$e invoice+
,o review pay*ents against an invoice
"lic to #atc$ Against PO5 Invoice /i! "r6(r #e*o or )eceipt
"lic to initiate various Invoice Actions+
,o *ae any ad9ust*ent to an invoice?s sc$eduled pay*ents i! t$e invoice is not !ully paid by adding as *any new pay*ents as reuired5 and by altering unpaid sc$eduled pay*ents+ Also to de!er pay*ent by
"lic to get an Invoice Overview 6 su**ary
,o Enter Invoice (istribution 7ines
Enter Invoices – 4eader /"ontd;
Select6Enter t$e Invoice ,ype5 Supplier @a*e5 Supplier Site5 Invoice (ate&@u*&"urr&A*ount
Select 6 Enter t$e 87 (ate5 Pay*ent "urrency5 (istribution Set5 4eader (escription and Pay*ent #et$od+
Invoice ,ypes ,$ere are various types o! invoices w$ic$ are. #tandard
A regular supplier invoice+
Credit Memo
An invoice received !ro* a supplier representing a credit !or goods or services purc$ased+
)ebit memo
An invoice to noti!y a supplier o! a credit recorded !or goods or services purc$ased+
'$ense %e$ort PO )efault *uick Match Mi'ed
Pre$ayment
or recording business&related epenses !or e*ployees+ An invoice !or w$ic$ t$e *atc$ing PO no is nown+ ,o auto*atically *atc$ to a speci!ied PO and all t$e s$ip*ent lines on t$e PO+ A standard or credit6debit *e*o invoice !or *atc$ing a PO5 anot$er invoice or bot$+ ,o *ae advance pay*ents !or epenses6capital ite*s w$ere t$e goods6services *ay not $ave been actually received+
Enter Invoices & (istribution One can enter distributions in One can enter distributions in t$e !ollowing ways. t$e !ollowing ways. Enter *anually in t$e Enter *anually in t$e distributions window+ distributions window+ 'se a (istribution Set+ 'se a (istribution Set+ #atc$ an invoice to a purc$ase #atc$ an invoice to a purc$as order or receipt+ order or receipt+ "reate t$roug$ Allocation+ "reate t$roug$ Allocation+ "reate ,a distributions t$roug$ "reate ,a distributions Auto*atic ,a "alculation+t$rou Auto*atic ,a "alculation+
Enter t$e Invoice 7ine A*ount5 ,a "ode5 87 (ate5 Account (etails5 ( and 7ine (esc ription+
,o auto*atically create ta5 !reig$t5 or *iscellaneous distributions
,o reverse t$e eisting distribution and enter revised distribution+
-ased on t$e ,a "ode5 AP calculates t$e Sales ,a 6 :A, 6 W,
"reate reig$t (istributions by "reate b using t$ereig$t "reate (istributions reig$t using t$e "reate reig$t (istribution c$ec bo in t$e (istribution c$ec bo in t$e Invoices window+ Invoices window+
Enter Invoices – (istribution /"ontd+++ Select t$e ,ype. #iscellaneous5 ,a or reig$t Select t$e ,a "ode /i! typeB,a and Enter a (escription !or Allocation+
Select w$et$er to Prorate based on t$e (istribution 7ines+ Enter t$e A*ount o ! ,a6 reig$t6 #iscellaneous to be allocated Su* o! t$e a*ounts you are allocating /values in t$e Allocated A*ount !ields+
Select t$e (istribution 7ines against w$ic$ t$e Allocation $as to $appen+
"lic to auto*atically Select6'nselect t$e (istribution 7ines+
A*ount allocated to t$e distribution+ I! Prorate is c$eced t$en leave it blan else enter t$e a*ount to be allocated+
"lic to initiate t$e Allocation+
Enter Invoices & Actions +alidate. to c$ec t$e *atc$ing5 ta5 period +alidate . to c$ec t$eand *atc$ing5 ta5 period status5 ec$ange rate5 distribution status5 ec$ange rate5 and distribution in!or*ation and auto*atically apply $olds to in!or*ation and auto*atically apply $olds to eception invoices+ eception invoices+ Cancel !n"oices. to cancel unpaid 6 Cancel !n"oices unpaidinvoice 6 unapproved invoice. to or cancel an approved unapproved invoice an approved invoice t$at does not $ave anyore!!ective pay*ents or t$at does $olds+ not $ave any e!!ective pay*ents or accounting Invoice a*ount and all accounting $olds+ Invoice sc$eduled pay*ents are seta*ount to Ceroand all all sc$eduled pay*ents set*atc$es to Ceroto all invoice distributions andare any invoice distributions and any to purc$ase order s$ip*ents and *atc$es distributions purc$ase order s$ip*ents andW,5 distributions are reversed I! t$e invoice $as are reversed I! t$e invoice $asanW,5 Payables auto*atically creates invoice Payables auto*atically creates an invoice !or t$e ta aut$ority supplier to o!!set t$e !or t$e o! tat$e aut$ority supplier o!!set t$e a*ount wit$$olding ta to invoice+ a*ount o! t$e wit$$olding ta invoice+ A$$ly -n a$$ly Pre$ayment. t$e A$$ly -n a$$ly Pre$ayment . t$e opens Apply6'n&apply Prepay*ents window Apply6'n&apply Prepay*ents opens displaying all prepay*ents t$at window $ave been displaying all prepay*ents t$at $ave been applied to t$e invoice5 and all available applied to t$e invoice5 and available Prepay*ent distributions t$atallcan be Prepay*ent distributions t$at can be applied+ applied+ Pay in ull. to Pay t$e Invoice in !ull directly Payt$is in ull . to Pay t$e Invoice in !ull directly !ro* window+ !ro* t$is window+ Create Accounting. to create and t$en view Create Accounting . toAP+ create and t$en view t$e accounting 7ines in t$e accounting 7ines in AP+ orce A$$ro"al. to orce Approval i! to be orce A$$ro"al . to orce Approval i! to be approved wit$out using t$e Wor!low approved wit$out using t$e Wor!low initiation+ initiation+ !nitiate A$$ro"al. to initiate approval via !nitiate A$$ro"al. to initiate approval via Wor!low+ Wor!low+ %elease /olds. to )elease a 4old giving t$e %elease /olds . to)eason )elease a 4old giving t$e )elease @a*e and )elease @a*e and )eason Print 0otice. to Print an invoice notice to be Printto0otice . to Print notice to be given t$e supplier !oran $isinvoice con!ir*ation+ given to t$e supplier !or $is con!ir*ation+
Enter Invoices & 4olds
Enter t$e 4old @a*e and Save t$e Invoice to put it on 4old
)e!lects t$e PO and )eceipt (etails against t$e Invoice Also re!lects t$e status o! t$e $old6release+
"lic and t$en Enter t$e )elease @a*e+ "lic on O to )elease t$e 4 on t$e Invoice+ "lic to 4old or *odi!y a Sc$eduled Pay*ent+
Enter Invoices – Sc$edule Pay*ents Invoice a*ount *inus t$e gross a*ounts o! t$e re*aining pay*ents
Payables calculates t$e date t$e invoice is due based on t$e invoice ,er*s (ate and invoice Pay*ent ,er*s+
Enter Invoices – -atc$ #ode Only one !n"oice workbench Only one !n"oice workbench o$tion can be used at a time+ o$tion can be used at a time+
Eit$er -atc$ option or Invoices Eit$er -atc$ option or Invoices Option5 but not bot$+ or t$is t$e Option5 but not bot$+ or t$is t$e Syste* Pro!ile option. AP( -se Syste* Pro!ile option. AP( -se !n"oice 1atch Controls *ust be !n"oice 1atch Controls *ust be set accordingly+ set accordingly+ -atc$es can be appended wit$ -atc$es can be appended wit$ additional Invoices at any ti*e+ additional Invoices at any ti*e+ -atc$es reduce t$e no o! Invoice -atc$es reduce t$e no o! Invoice Actions to be per!or*ed+ -ut t$ese Actions to be per!or*ed+ -ut t$ese can be done at t$e invoice level can be done at t$e invoice level also+ also+
Enter an Invoice -atc$ @a*e5 -atc$ (ate5 "ontrol "$ecs+
Enter t$e Invoice "urrency5 Invoice ,ype5 Pay 8roup and 87 (ate+ /all t$ese can be de!aulted at t$e invoice level+ "lic to enter Invoices in t$e -atc$+ ,o create and view accounting lines !or all t$e invoices under t$is batc$+
"lic to validate all t$e Invoices under t$e -atc$+
Invoices – 8ateway Enter t$e invoice $eader in!or*ation+ ,$e !ollowing $eader !ields are reuired. Supplier or Supplier @u*5 Site5 Invoice A*ount+ ,$e ot$er ields to be entered are. Invoice (ate5 "urrency5 87 date5 A*ount5 (iscount5 4ea der (escription5 Pay grou p5 Pay*ent #et$od5 (ate Inv received5 (oc "ategory5 ,er*s5 Pay alone5 E )ate type 5 E )ate5 Pay*ent (ate5 W, group5 Prepay*ent (etails and Wor !low details+
Payables uses in!or*ation Payables uses in!or*ation entered in t$e Invoice 8ateway entered t$e Invoice 8ateway window toincreate invoices in window to create$eader invoices in Payables+ Invoice and Payables+ Invoice $eader ,$is and line in!or*ation is entered+ line in!or*ation is entered+ in!or*ation is stored in t$e ,$is in!or*ation is stored in t$e Payables Open Inter!ace tables+ Payables Open Inter!ace tables+ Sub*it a custo*iCed wor!low Sub*it to a custo*iCed wor!low progra* auto*ate t$e progra* to processes !orauto*ate *anagingt$e processes !or *anaging invoices+ invoices+
Enter at least one invoice line+ ,$e !ollowing !ields are reuired !or eac$ invoice line. 7ine ,ype5 A*ount+ ,$e ot$er !ields to be entered are. 87 Account5 87 (ate5 7ine (escription5 "$ecs on Asset ,rac&Price "orrection&Include ,a etc+
"lic to view re9ections on
,$en sub*it t$e Payables Open ,$en sub*it Payables Inter!ace I*portt$e Progra* to Open Inter!ace I*port Progra* to validate t$e values you entered5 validate t$ede!ault valuesvalues5 you entered5 provide any and provide any de!aultwit$ values5 and t$en create invoices t$en createand invoices wit$ distributions sc$eduled distributions and sc$eduled pay*ents in t$e regular pay*ents in t$e regular Payables tables+ Payables tables+ =uery t$e re9ected invoice =uery in t$e re9ected records t$e Invoiceinvoice 8ateway recordscorrect in t$e Invoice 8ateway window5 t$e*5 and t$en window5 correct t$e*5 resub*it t$e* !or i*port+and t$en resub*it t$e* !or i*port+ Payables creates regular Payables invoices t$atcreates can beregular viewed5 invoices t$at can be viewed5 *odi!ied5 and validated in t$e *odi!ied5 and validated in t$e Invoice Worbenc$+ Invoice Worbenc$+
"lic to launc$ t$e process o! creation o! invoices+ ,$e "reate Invoices window opens+ Enter t$e 8ateway Source5 8ateway
Epense )eport
'se t$e Epense )eports window in Payables to enter Payables epense reports !or t$e e*ployees and to review6*odi!y any o! t$e !ollowing epense reports. epense reports entered in t$e Payables Epense )eports window or sub*itted by t$e enterprise?s e*ployees using Oracle Internet Epenses or entered in Oracle Pro9ects and t$en trans!erred !ro* Pro9ects to Payables+
I! advance $as been paid to an e*ployee use t$is window to apply advances to epense reports to reduce t$e a*ount to be paid+ One can also apply $old to an epense report to prevent pay*ent+ ,$is can be !ro* any source+
-e!ore one can pay epense reports5 sub*it t$e Epense )eport I*port progra* w$ic$ auto*atically creates invoices !ro* t$e epense reports+ One can t$en use Payables to validate5 pay5 and account !or t$e invoices+
,$e !ollowing are t$e steps to be !ollow to *anage epense reports.
1+ Enter e*ployees and t$eir locations5 epense addresses5 Supervisors5 and de!ault epense accounts+ 2+ Enter 4u*an )esources inancials options and Epense )eport Payables options+ 3+ (e!ine t$e e*ployee as a supplier+ D+ or epense reports entered in Payables and Oracle Internet Epenses5 de!ine epense report te*plates t$at *odel t$e di!!erent epense report !or*ats your e*ployees use+ + Enter epense reports in any o! t$e !ollowing products. Payables5 Oracle Internet Epenses and Oracle Pro9ects+ F+ In t$e Payables Epense )eports window optionally apply $olds and6or apply advances to t$e epense reports+ Optionally *odi!y or review Payables or Pro9ects epense reports+ )eview5 audit5 and approve epense reports entered in Oracle Internet Epenses+ G+ Sub*it Epense )eport I*port to create invoices and invoice distributions !or t$e epense reports+ )eview t$e Epense )eport I*port+ I! t$ere are eceptions5 correct any epense reports t$at caused eceptions and resub*it Epense )eport I*port+ H+ Sub*it t$e E*ployee 'pdate Progra* to update e*ployee&type supplier records wit$ up&to&date na*e and address in!or*ation !ro* t$e e*ployee record+ + Pay t$e invoices as any ot$er invoices are paid o!!+
Epense )eport /"ontd; Enter t$e @a*e and @o o! t$e E*ployee 87 account o! t$e E*ployee+ Invoice @u*ber5 "urrency5 (ate5 A*ount5 (escription5 W , group and 4old i! any+ 7ines ,otal is su* o! all Individual line a*ounts % B to Invoice A*ount+
A$$ly Ad"ances. Enable t$is c$ec bo to apply e*ployee advances /prepay*ents to an epense report+ Payables applies t$e advances you speci!y w$en Epense )eport I*ports sub*itted !or an epense report+ Enter t$e Invoice nu*ber o! a speci!ic prepay*ent (istribution nu*ber t$e *ai*u* currency a*ount o! t$e prepay*ents GL )ate. Accounting date !or t$e application o! t$e advance+
Enter t$e unctional "urrency5 E )ate ,ype5 (ate and E )ate+
@a*e o! an epense ite*5 a*ount o! an epense ite*5 default GL Account displayed by AP !or t$e epense ite*5 2a' Code, !ncludes 2a', &2 Grou$. 2his GL account is o"errides the m$loyees GL on generation.
Epense report te*plate !or entering t$e epense report W$ic$ deter*ines
)ecurring Invoices One can enter invoices !or periodic epenses !or w$ic$ invoices *ay not be received5 suc$ as rent+ ,o enter recurring invoices5 !irst de!ine a recurring invoice te*plate5 t$en create invoices based on t$e te*plate+ or creating a te*plate a Special )ecurring "alendar and a (istribution Set /o! ,ype ull is reuired+ Wit$ a recurring invoice te*plate5 one can do t$e !ollowing.
Speci!y t$e intervals in w$ic$ invoices based on t$e recurring invoice te*plate will be created+
"reate up to two special one&ti*e invoice a*ounts o! a non&standard a*ount5 suc$ as a deposit or balloon pay*ent+
(e!ine recurring invoices to increase or decrease by a !ied percentage !ro* period to period+
W$en Payables creates recurring invoices5 t$e invoice date is t$e !irst date o! t$e period in w$ic$ t$e recurring invoice is created+ ,$e ,er*s (ate depends on t$e ,er*s (ate -asis setting at t$e supplier site5 but is calculated di!!erently t$an !or regular invoices.
I! t$e ,er*s (ate -asis is set to Syste* (ate5 t$en t$e ,er*s (ate is t$e sa*e date t$at t$e recurring invoice was created+
I! t$e ,er*s (ate -asis is set to anyt$ing else5 t$en t$e ,er*s (ate is t$e invoice date5 w$ic$ is t$e !irst day o! t$e period in w$ic$ t$e recurring invoice is created+
)ecurring Invoices – Special "alendar Enter a "alendar @a*e5 (escription and t$e @o o! Periods p er Jear+
Select t$e ,ype as )ecurring Invoice+
Enter a Period @a*e5 Jear5 Se /"alendar Se5 ro* (ate % ,o (ate+ ,$e Syste* @a*e is auto*atically assigned /Pre!i #ont$ % Su!!i JJ !ro* Jear+ Enter as *any lines in a Jear as t$e no o! periods per year de!ined above+
)ecurring Invoices – (istribution Sets Enter a Set @a*e and (escription+ ,$e ,ype is assigned on Saving+ It $as to be ull !or )ecurring Invoices5 w$ic$ indicates t$at t$e (istribution is !ully allocated in K a*ounts
'se a (istribution Set to 'se a (istribution auto*atically enter Set to auto*atically distributions !or enter an invoice distributions !or an itinvoice w$en not *atc$ing to a w$en not *atc$ing it to a purc$ase order+ purc$ase order+ Jou can assign a de!ault Jou can assign (istribution Set toaade!ault supplier (istribution Set to +a supplier site or to an invoice site or to an invoice +
Enter t$e 7ine @o5 Allocation in K5 "$ec i! pro9ect related and t$e 87 account+ Enter t$e Inco*e ,a ,ype and ,a "ode /i! applicable
Enter t$e Pro9ect (escription i! Pro9ect )elated+
'se ull (istribution Sets to 'se ull (istribution create distributions wit$Sets set to create distributions wit$ set percentage a*ounts5 or use percentage a*ounts5 or use Seleton (istribution Sets to Seleton (istribution create distributions wit$Sets no to create distributions wit$ no set distribution a*ounts set distribution a*ounts
)ecurring Invoices – "reate Enter t$e Supplier (etails5 t$e Pay 8roup and Pay*ent #et$od+ Enter t$e )ecurring "alendar5 t$e @o o! Periods !or w$ic$ )ecurring Invoices are to be generated in a year /can be LB to t$e "alendar period+ Select t$e irst Period !or w$ic$ )ecurring Invoice is to be generated+ ,$e net and )e*aining are auto*atically updated as and w$en Invoices are generated+
Enter t$e 4eader (escription5 Epiry (ate5 W, group and W$et$er Approval wor!low reuired+
Enter t$e Invoice @u*ber+ ,$e syste* auto*atically assigns t$e Period @a*e to t$e @u*ber given+ Enter t$e Invoice "urrency5 87 (ate5 ,er*s5 4old (etails5 Pay Alone+
Select (istribution Origin as Set and t$e Set @a*e else enter as PO and t$e PO nu*ber+
)ecurring Invoices – "reate /"ontd;
I! invoice a*ounts are to increase or decrease by a set percentage !ro* period to period5 enter t$e percentage in t$e "$ange !ield5 and Payables will recalculate t$e "ontrol A*ount+
I! total su* o! t$e recurring invoices to be created is nown5 enter t$e "ontrol A*ount and Payables will calculate and enter t$e irst A*ount+
,$ese statuses are updated as and w$en invoices are generated+
I! t$e periodic recurring invoice a*ount is nown5 enter t$e a*ount o! !irst invoice in t$e irst A*ount !ield+ Payables will calculate and enter t$e "ontrol A*ount !ield+ Enter t$e no o! invoices to be generated+
"lic to launc$ a progra* !or creating )ecurring Invoices+
I! a special invoice a*ount is to be created !or recording a deposit or balloon pay*ent5 enter one or two Special Invoice A*ounts and t$e Periods+ ,$e syste* will recalculate t$e "ontrol A*ount+
Pay*ent Once t$e invoice $as been entered and approved5 it *ust be paid in a ti*ely *anner to tae advantage o! available discounts+ One can initiate pay*ent runs on a regular basis at a de!ined !reuency+ ,$e pay run will select all invoices t$at are to paid5 according to t$e criteria and generate t$e appropriate pay*ent docu*ents+ Eit$er a single pay*ent can be *ade !or t$e unpaid invoices o! a supplier or eac$ o! t$e* can be paid separately+ Payment Methods . Check. A *anual c$ec5 a =uic pay*ent5 or a c$ec in a pay*ent batc$+ lectronic . An electronic !unds trans!er !ile is generated and delivered to ban to create pay*ents5 or
an e&"o**erce 8ateway pay*ent+ 'sed to *anually record a wire trans!er o! !unds between organiCationsM ban and supplier?s &ire. ban+ Clearing . 'sed !or recording invoice pay*ents to internal suppliers wit$in organiCation+ Payment 2y$es . Manual. 'sed to record a pay*ent *ade outside o! Payables+ or ea*ple5 a typed c$ec or wire
trans!er+ *uick. =uic pay*ent5 w$ic$ is a single co*puter&generated c$ec+ %efund. A pay*ent received !ro* a supplier or e*ployee to return !unds !or an invoice pay*ent *ade+ )e!und pay*ents pay a debit balance5 and are always entered as negative a*ount pay*ents+ 1atch. A pay*ent created by pay*ent batc$ processing+
Pay*ent – #anual6=uic6)e!und Select t$e Pay*ent ,ype5 -an Account5 (ocu*ent /na*e 5 Pay*ent (ate5 Pay*ent A*ount5 Pay*ent "urrency+ E )ate ,ype5 E )ate5 unctional "urrency % A*ount5 W$et$e r uture dated pay*ent5 #aturity details5 (ocu*ent @u* and :ouc$er @o are assigned by t$e syste*+
Select t$e Pay*ent #et$od and Supplier+ Status represents t$e !ollowing Pay*ent Statuses. Cleared, Cleared 1ut -naccounted, !ssued, 0egotiable, O"erflow, %econciled, #et -$, #$oiled, #to$ !nitiated, -nconfirmed #et -$, +oided, %econciled 1ut -naccounted.
"lic to per!or* various Pay*ent Actions+ ,o see t$e Pay*ent
"lic to view t$e Invoice
"lic to Enter 6 Ad9ust Invoices to be paid !or t$e selected
Pay*ent – #anual6=uic6)e!und /"ontd;
Enter t$e Invoice or open t$e (rop -o to Select t$e Invoice
Select t$e Invoices !ro* t$is drop bo one by one+
Pay*ent – #anual6=uic6)e!und /"ontd;
ormat. Enter t$e or*at ormatand . Enter t$e or*at Progra* Initiate or*at Progra* and Initiate !or getting t$e "$ecs or*at !or getting "$ecs Printed in t$et$e prescribed Printed in t$e prescribed !or*at+ !or*at+ Print 0ow. Select to print t$e Print 0ow. Select to print t$e c$ec+ c$ec+ Create Accounting. ,o Create Accounting create and view t$e . ,o create andlines viewi nt$e accounting AP+ accounting lines in AP+ Print %emittance Ad"ise. Printt$e %emittance Ad"ise Select Progra* ,o print . Select t$e!or Progra* t$e advise giving it,o to print t$e advise !or giving it to Supplier+ Supplier+ %eissue. ,o reissue a c$ec %eissue . ,o reissue a c$ec w$ic$ is not voided+ w$ic$ is not voided+ !nitiate%elease #to$. to !nitiate%elease #to$ to initiate Stop 6 )elease a.Stop Stop 6 )elease a Stop oninitiate a c$ec and t$us $olding a c$ec and t$us $olding itson encas$*ent+ its encas$*ent+ +oid. ,o :oid a c$ec+ Enter +oid . ,o :oid87 a c$ec+ Enter t$e :oid (ate5 (ate and t$e :oid (ate5 87 (ate Select t$e Invoice Actions+and Select t$e Invoice Actions+
Pay*ent – -atc$ Eac$ Pay*ent -atc$ run involves t$e !ollowing steps. #elect 3 1uild . All outstanding Invoices w$ic$ !all due on be!ore t$e speci!ied Npay by date and w$ic$ *eet t$e ot$er criteria lie pay group5 currency5 pay*ent *et$od etc+ are selected+ ,$is process selects t$e invoices and invoice install*ents !or pay*ent5 calculates $ow *any docu*ents are needed and allocates docu*ent nos to eac$ selected invoice Modify. At any ti*e be!ore !or*atting5 one can optionally prevent pay*ent to a supplier or o! a particular invoice or c$ange t$e invoice a*ount or add an invoice t$at AP did not o riginally select+ ,$e Standard build progra* is resub*itted to reallocate t$e docu*ent nos+ Print Preliminary %egister . Print t$is register to identi!y t$e !irst and last docu*ent /instru*ent nu*bers assigned+ ormat 3 Print . ,$e selected invoices are !or*atted eit$er as c$ecs5 in w$ic$ case AP produces a print !ile containing
re*ittance advise in!or*ation and t$e !or*atted c$ ec in!or*ation5 or as an electronic pay*ent !ile5 in w$ic$ case a data !ile containing t$e pay*ent in!or*ation is !or*atted according to a particular ban or E(I !or*at+ "$ecs are printed on pre& printed stationary or on blan c$ec stoc wit$ I*age printing or a ban !ile is trans*itted to t$e ban over a *ode* lin+ Confirm . ,$is is t$e last step and a very i*portant one because it generates docu*ent and invoice pay*ent records
updating t$e pay*ent $istory o! invoices paid in a pay*ent batc$+ A pay*ent needs to be con!ir*ed based on t$e !ollowing status. Printed. ,$e docu*ent $as been properly printed6pay !ile generated+ ,$e invoice is *ared as paid and t$e docu*ent status is @egotiable+ #$oiled. ,$e docu*ent $as been spoiled w$ile printing6pay !ile generation+ ,$e invoice re*ains unpaid and t$e docu*ent status is spoiled+ #et4 u$. ,$e docu*ent $as been speci!ically identi!ied as a non&negotiable only !or aligning and test printing purposes+ ,$e Invoice re*ains unpaid and t$e docu*ent status is Set&up+ #ki$$ed. ,$e docu*ent got sipped w$ile printing or pay !ile generation+ ,$is docu*ent can be reissued !or !uture pay*ents+ "on!ir*ation step releases a concurrent process and records eac$ status as *entioned above+ A batc$ can be cancelled at any stage upto "O@I)#E(+ Eac$ step launc$es a concurrent * anager Pay*ent Process #anagerM and t$e corresponding reuests+ )eli"er . "$ecs are posted to t$e Supplier or a ban !ile is generated+
Pay*ent – -atc$ /"ontd; Enter a 'niue -atc$ @a*e5 Pay*ent (ate5 Pay 8roup5 -an Account5 (ocu*ent @a*e and (ocu*ent Sort order+ ,$e Status re!lects t$e latest Step per!or*ed on t$e -atc$
"lic to initiate various Pay*ent -atc$ Actions
,o select6unselect t$e Suppliers or Invoices under a Supplier w$ic$ $ave been selected by t$e -atc$5 a!ter t$e -uilt Action+ Save to re&build t$e batc$+
)euery -atc$ to 'pdate t$e current Status+ ,o copy a Pay*ent -atc$ details !ro* one -atc$ to anot$er to copy t$e -atc$
,o view t$e individual pay*ents in a -atc$ a!ter t$e Status is "on!ir*ed+
Pay*ent – -atc$ /"ontd;
Enter t$e Pay*ent #et$od5 Pay t$roug$ date+ "$ec /i! applicable w$et$er it is a uture (ated Pay*ent5 to allow Cero invoices and to include only (ue invoices++ ,$e @et Step re!lects t$e net stage o! t$e Pay*ent -atc$ to be per!or*ed+
Enter t$e account currency5 Pay*ent "urrency5 E )ate ,ype5 E )ate+ ,$e ot$er !ields are displa y !ields w$ic$ s$ow. irst % 7ast (ocu*ent @o5 -atc$ Pay*ent ,otal5 @o o! Invoices and @o o! instru*ents+
Pay*ent – -atc$ /"ontd; #elect !n"oices. ,o select all t$e unpaid #elect based !n"oices ,o select all t$ede!ined unpaid in Invoices on. t$e para*eters Invoices on t$e para*eters de!ined in t$e -atc$+ based 7aunc$es a concurrent progra* t$e -atc$+ 7aunc$es a concurrent progra* Auto Select Invoices+ Auto Select Invoices+ 1uild Payments. ,o build all t$e selected 1uild Payments build all t$e selected invoices+ 7aunc$es. ,o a concurrent progra* invoices+ 7aunc$es a concurrent progra* -uild Pay*ents+ -uild Pay*ents+ Modify Payment 1atch. ,o prevent Modify to Payment 1atch prevent pay*ent a supplier or o!. ,o a particular pay*ent to a supplier or o! a particular invoice or add an invoice t$at AP did not invoice or add an invoice t$at AP did not originally select+ originally select+ Print Preliminary %egister . to identi!y t$e Print %egister . to identi!y t$e !irst andPreliminary last docu*ent nu*bers assigned+ !irst and last docu*ent nu*bers assigned+ ormat Payments. Enter t$e or*at ormatand Payments Enter t$e Progra* Initiate .or*at !or or*at getting t$e Progra* and Initiate or*at !or !or*at+ getting t$e "$ecs Printed in t$e prescribed "$ecs Printed in t$e prescribed !or*at+ Print 0ow. Select t$e printer to print t$e Print 0ow. Select t$e printer to print t$e c$ec+ c$ec+ Confirm Payment 1atch. to be con!ir*ed Confirm Payment 1atch . to be con!ir*ed based on t$e !ollowing status. based on t$e !ollowing status. Printed, #$oiled, #et4 u$, #ki$$ed Printed, #$oiled, #et4 u$, #ki$$ed Create Accounting. ,o create and view t$e Create Accounting . ,o create and view t$e accounting lines in AP+ accounting lines i n AP+ Create Positi"e Pay ile. to generate a pay Create Positi"e Pay . to generate a pay !ile !or trans*itting to a ile ban /E, !ile !or trans*itting to a ban /E, Print inal %egister . ,o print t$e !inal Print inal . ,o print t$e !inal register used %egister !or records and audit register used !or records and audit purposes+ purposes+ Print %emittance Ad"ise. Select t$e Print %emittance Select t$ei t to Progra* ,o print t$eAd"ise advise .!or giving Progra* ,o print t$e advise !or giving it to Supplier+ Supplier+ Cancel Payment 1atch. to cancel an Cancel Payment 1atch . toacancel an uncon!ir*ed batc$ and start !res$ -atc$+ uncon!ir*ed batc$ and start a !res$ -atc$+
Pay*ent – -atc$ /"ontd; Supplier wise Invoice wise details are s$own $ere+
,o select6unselect t$e Suppliers or ,o select6unselect t$e Suppliers or Invoices under a Supplier w$ic$ $ave Invoices under a Supplier w$ic$ $ave been selected by t$e -atc$5 a!ter t$e been selected by t$e -atc$5 a!ter t$e -uilt Action+ "lic on -uild to rebuild -uilt Action+ "lic on -uild to rebuild t$e batc$+ t$e batc$+
I! not to be paid5 enter t$e reason+
,$is re!lects t$e ,otal Pay*ent A*ount o! t$e Supplier
Select Jes6@o to Pay or @ot to Pay t$e Supplier itsel!+
Select Jes6@o to Pay or @ot to Pay an Invoice under a Supplier+
"lic to view t$e invoice su**ary+
Enter an A*ount i! Partial Pay*ent is to be done+
PO #atc$ing AP provides etensive PO *atc$ing !eatures to ensure t$at only goods 6 services w$ic$ are ordered5 received and accepted are paid !or+ I! a discrepancy appears5 t$e invoice $as to be put on $old and not paid till t$e di!!erence is clari!ied wit$ t$e supplier+ At t$e ti*e o! invoice entry5 one $as to select w$et$er to *atc$ to t$e PO s$ip*ent or speci!ic PO distributions+ ,$en5 c$oose t$e s$ip*ent or distribution to be *atc$ed along wit$ t$e uantity and price+ AP per!or*s t$e !ollowing updations in t$e PO tables on *atc$ing. 'pdates =uantityQ-illed and A*ountQ-illed in POQ(istributions+ 'pdates =uantityQ-illed in POQ7ineQ7ocations+ "reates one or *ore APQInvoiceQ(istributions in addition to t$e eisting distribution+ #atc$ing can be two&5 t$ree& and !our&way #atc$ing to ensure t$at t$e pay*ent is *ade !or only goods 6 services t$at $ave been ordered5 ordered and received or5 ordered5 received and accepted+ Purc$ase invoices *ust be *atc$ed to PO and optionally5 receipts and inspections be!ore t$ey can be approved !or pay*ent+
Enter Invoices & #atc$ Enter t$e relevant Para*eters to !ind t$e PO6)eceipts6Invoice+ "$ec Price "orrection to record a price correction wit$out a!!ecting t$e uantity+
Select t$e PO6)eceipt6Invoice to be *atc$ed+ Enter t$e =ty Invoiced or6and unit Price to arrive at t$e #atc$ A*ount+ )est all details de!ault !ro* t$e source docu*ent+
"lic #atc$ to initiate #atc$+ ,$e Invoice (istributions de!aults t$e PO6)eceipt6Invoice distribution lines+
(isplays all t$e
,o *atc$ in !urt$er detail wit$ PO distributions. Enter a
"lic to view t$e
#asters ,$ere are a lot o! #asters to be *aintained in AP+ ,$ese include t$e Supplier #aster5 E*ployee #aster5 AP Accounting "alendar #aster and ,a #aster+ #u$$lier Master .
,$e Supplier #aster is used to enter and *aintain t$e S upplier 4eader and t$e :arious Site level in!or*ation+ ,$e in!or*ation captured in t$e *aster5 de!aults at t$e ti*e o! transaction entry5 w$ic$ can be overridden+ ,$e in!or*ation includes address5 ban in!or*ation5 pay*ent ter*s etc+ A site is basically an address !ro* w$ic$ t$e supplier conducts t$e business+ Sites could be Purc$asing sites5 )= only sites and Pay sites+ Eac$ Supplier is assigned a :endor @u*ber w$ic$ is separately !or 4eader and Site+ Eac$ Supplier is t$e database $as an account+ An account is a record o! all transactions t$at a!!ect t$at supplier+ #u$$lier account balance 5 !n"oices 6 )r Memo 6 Cr Memo4Pre$ayments4Payments+ ,$is balance can be viewed in various supplier reports+ m$loyee Master .
,$is is used to enter and *aintain t$e E*ployee details+ ,$e in!or*ation captured $ere de!aults to t$e transaction but can be overridden+ (etails lie address5 (OR5 (O-5 Payroll @o5 87 account5 etc are captured+ ,$is *aster is pri*arily *aintained !ro* Oracle 4)#S i! it is being used+ Credit Card Master . AP Accounting Calendar Master . 2a' Master .
Supplier #aster Enter a 'niue Suppler @a*e+ Enter an alternate na*e i! t$e Payee is di!!erent+ Also enter t$e ,apayer I( an d ,a )egn @o+ Once saved5 a record canMt be deleted5 but can be inactivated by entering t$e Inactive On date+ Supplier @u*ber is generated based on t$e options in t$e setup+
,$e no supplier uses to identi!y t$e co*pany or organiCation+ ,$is nu*ber appears on t$e PO+
@a*e o! supplierMs parent organiCation i! supplier is a !ranc$ise or subsidiary+ ,$e parent organiCation *ust also be de!ined as a supplier in t$e syste*+
"lic to Enter t$e
Supplier #aster /"ontd; Enter a #u$$lier 2y$e /"lassi!ication !or reports E*ployee @a*e @o i! t$e Supplier is an E*ployee w$et$er t$is is a One 2ime #u$$lier to designate a supplier wit$ w$o* repeat business is not epected Enter a Standard Industry "ode /#!C ,$e *inority group i! t$e supplier is a minority7owned business+ also w$et$er it is a #mall 1usiness and 6 or &omen Owned !or reporting Purposes+
Enter t$e Amount Limit $er !n"oice !n"oice Match O$tion – PO or
)eceipts en!orce /old restrictions – All or 'n*atc$ed or 'nvalidated Enter a reason !or Pay*ent 4old+
Supplier #aster /"ontd; Payment 2erms. Pay*ent ter*s used to sc$edule pay*ents !or an invoice+ ,$e syste* uses pay*ent ter*s to auto*atically calculate due dates5 discount dates5 and discount a*ounts !or eac$ invoice you enter+ Pay Grou$. 'sed !or 8rouping Invoices in Pay*ent -atc$es to !acilitate uicer pay*ent processing o! a select category+ Payment Priority. ro* 1 to to prioritiCe pay*ent processing Currency. ,$e Invoice and Pay*ent "urrency+ -ot$ could be di!!erent+ 2erms )ate 1asis. Date from which Payables calculates a scheduled payment for a supplier.• System (Date), Goods Received, Invoice (Date) & Invoice Received.
Pay )ate 1asis. The Pay Date Basis for a supplier determines the pay date for a supplier’s invoices. Due or Discount Payment Method. The method used most frequently to pay this supplier’s invoices: Check , Electronic, Wire, • Clearin !l"ays #ake Discount: to always take an available discount for a supplier, reardless of when the invoice is paid. E$clude %reiht %rom Discount : to automatically subtract the freiht amount from the invoice amount when calculatin the invoice amount sub!ect to discount.
ame of the Bank "#c and the 'ank !c o that this supplier uses. rimary: $nable this check bo% to use this bank account as a default when the supplier is paid electronically.
!nterest !n"oices. to calculate interest for the supplier’s overdue invoices and create correspondin interest invoices when the overdue invoices are paid. Pay Alone. to create a separate payment for each invoice.
Supplier #aster /"ontd; ayment +ethod. &ow the electronic payment will be made. ayment %ormat. 'ndicates type of information bein transmitted with the funds if the Payment (ethod is ")&. Remittance +ethod. Party responsible for sendin the remittance advice to the payee. Remittance Instruction. Te%t of specific wire or other electronic p ayment instructions for an intermediary or recipient financial institution *optional+. #ransaction andlin. tandard $D' transaction co de *"-' ") /0+ desinatin the action to be taken by all parties. C Payment "ccompanies 1emittance "dvice. D. (ake Payment 2nly. I. 1emittance 'nformation 2nly.
Invoice #a$ Code. Ta% code or ta% roup that represents the ta% chares enerally received on invoices from a supplier. -se **set #a$es. to record ta%es on invoices while offsettin the ta% liability Calculation /evel. elect the level at which you want Payables to automatically calculate ta% for this supplier or supplier site: eader, /ine, #a$ Code, one. !llo" Calculation /evel verride. defaults to the correspondin fields in certain fields Roundin Rule. to use to round the automatically3calculated ta%
Supplier #aster /"ontd; !llo" Withholdin #a$. $nable to allow 5T for the supplier and supplier site. Withholdin #a$ Grou0. " default withholdin ta% roup to assin to all invoices for the supplier site.
%ederal. 1eportable to the 4 '1 for /677 reportable supplier payments. Income #a$ #y0e. 'ncome ta% type for a 4 /677 reportable supplier. Re0ortin ame. Ta% reportin name for a supplier sub!ect to 4 '1D income ta% reportin requirements. Re0ortin Site. This reportin supplier site’s address is printed on the /677 form. 2eri*ication Date. Date when ta % verification was received from the supplier. ame Control. The first four characters of the last name of the /677 supplier. rani3ation #y0e. Type of orani8ation for this supplier. The 4 '1 requires this information if manetic media is used to file /677 ta% information: Cor0oration, Government !ency, Individual, artnershi0, %orein
Supplier #aster /"ontd; Shi04#o /ocation. 9ocation where a supplier sends shipments for oods#services. 'ill4#o /ocation. 9ocation to which a supplier sends the invoice for oods or services. Shi0 2ia. reiht carrier used with a supplier. %'. ree3on3Board *2B+ code for a supplier. %reiht #erms. % reiht terms are neotiated with a supplier to determine whether the co or the supplier pays for freiht chares on oods you order from a supplier. Create De1it +emo %rom R#S #ransaction. to automatically create a Debit (emo in Payables when a 1eturn To upplier *1T+ is entered in Purchasin. urchase rder old. 2ne can create a P2 for the supplier, but cannot approve the same urchasin old Reason. 1eason for preventin approval of P2 for a supplier.
En*orce Shi04to /ocation. The value entered in this field determines whether the receivin location must be the same as the ship3to location: one, Re5ect, Warnin. Recei0t Routin. Default receipt routin assined to oods: Direct Delivery, 'nspection 1equired, or tandard 1eceipt. +atch !00roval /evel. To perform online matchin of invoices and oriinal P2 or P2 receipts. 64Way, 74Way, 84 Way. 9uantity Received #olerance. (a% acceptable over3receipt tolerance percentae. 9uantity Received E$ce0tion. &ow Purchasin handles receipts that e%ceed the ;uantity 1eceived Tolerance: one, Re5ect, Warnin. Days Early/ate Recei0t !llo"ed. (a% acceptable no of days early#late for receipts. Recei0t Date E$ce0tion. &ow Purchasin handles receipts that are earlier or later than the allowed number of days selected
Supplier #aster & Site
$nter the 4nique ite -ame< "ddress details< 9anuae spoken at the site. This value controls the lanuae in which Payables prints certain reports.
ay. upplier site to which payment is sent invoice.
Shi00in et"ork /ocation. Physical location of the supplier site. Purchasin and 5'P uses this information when it receives outside processin items.
R%9 nly. Disallow enterin P2 for a supplier site. "n 1; 2nly site is a site from which quotations are received.
Su00lier oti*ication +ethod. Primary way to send P2 to the supplier. $3mail, Printed Document, a%.
urchasin. upplier site from which oods or services are ordered. rocurement Card. upplier site that accepts
)ommunication Details of the upplier.
Supplier #aster&Site /"ontd; Distri1ution Set. Default Distribution et for all invoices entered for the supplier site.
)ontact Details of the upplier
/ia1ility. The 9iability "ccount and description for a supplier site’s invoices. The supplier default is the inancials option for the 9iability "ccount. 5hen you create the default 9iability "ccount, Payables defaults this 9iability "ccount to each supplier you enter and in the invoice which can be overridden. re0ayment. Payables uses this as the default =9 account and account description for 'tem lines that Payables automatically creates for prepayments. The supplier default is the inancials option for the Prepayment "ccount. %uture Dated ayment. The inancials option value defaults to new suppliers, and the supplier value defaults to new supplier sites which can be overridden. 5hen Payables creates a future dated payment, it uses the future dated payment account from either the supplier site or the payment document, dependin on the option selected in the Payment "ccountin reion of the Payables 2ptions window.
Supplier #aster&Site /"ontd;
#a$ Reistration um1er: e$ a supplier’s value3added ta% *>"T+ reistration number.
EDI /ocation. for this supplier site. This field appears only at the supplier site. EDI ID um1er. This field is used only by 2racle $nery, if you have installed it, and it appears only at the supplier site. ayment +ethod. &ow the electronic payment will be made. ayment %ormat. 'ndicates type of information bein transmitted with the funds if the Payment (ethod is ")&. Remittance +ethod. Party responsible for sendin the remittance advice to the payee. Remittance Instruction. Te%t of specific wire or other electronic payment instructions for an intermediary or recipient financial institution *optional+. #ransaction andlin. tandard $D' transaction code *"-' ") ") /0+ desinatin the action to be taken by all parties. C. Payment "ccompanies
Supplier #aster&Site /"ontd; ay n. E nter a value for the Pay 2n field only if the supplier site is a purchasin site. Recei0t. to use the Pay on 1eceipt "uto 'nvoice Proram to automatically create invoices based on receipts entered for this supplier site. 'lank. 'f you do not want to use the Pay on 1eceipt "uto 'nvoice Proram, leave this field blank. !lternate ay Site. Pay site to be used as the supplier site when the system creates invoices from this supplier sit e’s receipts. Invoice Summary /evel. $nter the level at which one wants to consolidate invoices for this supplier site when the Pay on 1eceipt "uto 'nvoice Proram is submitted :
Supplier #erge
elect whether to (ere "ll 'nvoices or 4npaid 'nvoices or -one. elect whether to mere the P2s as well. $nter the supplier name and site from which to mere information. $nter the supplier name and site to which to mere information. 'f the source supplier has multiple sites, then enter a row for each supplier and site combination. 1..'f supplier sites for the same supplier are mered, then enter the sam e supplier for both the rom and To upplier upplier -ames. 2.
'f one wants the mere to automatically create an e%istin site belonin to the old
)lick to 9aunch the (ere Proram. 1eview the upplier (ere 1eport after the request completes.
The upplier (ere The upplier (ere Proram is a utility which Proram is a utility which can be used to maintain can be used to maintain the supplier records. 2ne the supplier records. 2ne can mere duplicate can mere duplicate suppliers into a sinle, suppliers into a sinle, consolidated supplier or consolidated consolidat ed supplier or mere transactions within mere transactions within the same supplier from the same supplier from one supplier site to a one supplier site to a different supplier different supplier ite or mere all ite or mere all transactions for a supplier transactionss for a supplier transaction into a new supplier, or into a new supplier, or mere unpaid invoices. mere unpaid invoices. 5hen one chooses to 5hen one chooses to mere all invoices, mere all invoices, payments payments are mered mered as payments paymen ts are mered mered as well. Payables makes well. Payables makes inactive any supplier inactive any supplier sites and # or the upplier sites and # or the upplier dependin on the options dependin on the options
"redit "ards
$nter the )redit )ard Proram, The )ard Profile, The )ard &olders -ame as it appears on the )redit )ard, The )redit )ard -o, $mployee -ame, )ard $%piration Date, Department # $nterprise -ame as appearin on the card and 2ther Personal Details.
+a$imum !mount er #ransaction. to override the card holder?s authori8ed amount per transaction
$nter the upplier details *(erchant $stablishments+ with which this card card scheme is tied up.
+a$imum !mount er eriod. to override the card holder?s authori8ed credit limit per billin period, hysical Card Issued. )heck this option if a physical card has been issued to the employee. a0er Statement Wanted. )heck this option if the card holder wants to receive a paper statement from the
Procure*ent "ards $nter the Card um1er of the credit card that incurred the transaction., #ransaction Date, Transaction Re*erence um1er, Currency, !mount, Card roram, Transaction Card Code, Em0loyee ame, +erchant ame.
,o review and update c redit card ,o review distributions+ and update credit card transaction transaction distributions+ (uring Payables Open Inter!ace (uringPayables Payablesconverts Open Inter!ace I*port5 I*port5 Payables converts transaction distributions into transaction distributions invoices wit$ distributions+into One invoices wit$ distributions+ One a can also use t$is window to split can also use t$is window to transaction distribution into split a transaction distribution intocan *ultiple distributions w$ic$ *ultiple distributions w$ic$ t$en be processed separately+can ,$e t$en be processed separately+ ,$e total a*ount o! t$e transaction total a*ount o! t$e transaction distributions *ust eual t$e distributions *ust eual t$e transaction a*ount+ transaction a*ount+
)lick to enter the distributions.
Procure*ent "ards & (istribution
Status. )urrent status of the transaction. !00roved. "ll approvals are complete and the transaction is ready for import. Dis0uted. " card holder or manaer assins this status to a distribution to indicate that there is a dispute over the transaction. old. " card holder assins this status to a distribution to indicate that there is a problem with the transaction. ersonal. " card holder uses this status to indicate that a transaction was personal. Re5ected. 5orkflow assins this status to a transaction if the manaer denies approval for the transaction. 2alidated. The Procurement )ard Transaction >alidation 1eport assins this status to a transaction if it was successfully validated. 2eri*ied. $ither in the )redit )ard Transaction >erification pae or by usin workflow, the card holder has verified the transaction. !mount. "mount of the transaction distribution.
Accounting #et$ods W$ile setting up AP5 a pri*ary and an optional secondary accounting *et$od is reuired+ ,$e accounting *et$od deter*ines t$e nu*ber and nature o! t$e 9ournal entries Payables creates w$en t$e transactions are trans!erred to 87+ ,$ere are t$ree accounting *et$ods w$ic$ are as under. Cash. W$en an ite* is purc$ased5 t$e epense or t$e increase in asset value o! an A ite*5 is recogniCed w$en t$e ite* $as been paid !or+ Only pay*ents are posted to 87 and not t$e liability+ ,$e pay*ent distributions typically debit t$e epense or asset a6c and credit t$e cas$6ban6cas$ clearing a6c+ Accrual. W$en an ite* is purc$ased5 t$e epense or t$e increase in asset value o! an A ite*5 is recogniCed w$en t$e invoice is received !ro* t$e Supplier+ At t$at point a liability is recorded to pay t$e invoice+ -ot$ invoice and pay*ents are posted to 87 ,$e invoice distributions typically debit t$e epense or asset a6c and credit a liability a6c+ Combined . One can *aintain one set o! boos !or cas$ accounting and anot$er !or accrual accounting+ ,$e pri*ary and secondary set o! boos are to be deter*ined+ Invoice distributions are entered in t$e accr ual set o! boos
Accounting Entries Accounting entries are based on accounting events+ ,$e various accounting events are. Invoice entry5 issuing pay*ents5 ad9usting invoices5 creating epense reports and processing prepay*ents+ !n"oices . An invoice increases t$e supplierMs account balance by t$e invoice a*ount+ ,$e epense /or asset and ta accounts are to be entered in t$e invoice distribution lines+ ,$e nature o! t$e ac counting transactions !or an invoice depends on w$et$er liability $as been posted !or goods received and w$et$er Oracle Purc$asing is used to initiate t$e invoice+ Pre$ayments . Prepay*ent is pay*ent be!ore t$e receipt o! invoice !ro* a supplier+ A prepay*ent could be sent wit$ PO as deposit !or goods 6 services+ On applying a prepay*ent to an invoice5 t$e a*ount due on t$e invoice is reduced+ Cr. and )r. Memos . A *e*o increases t$e supplier balance by t$e *e*o a*ount+ -ot$ "r+ And (r+ *e*o reduce t$e a*ount t$at is owed to a Supplier+ ,$ey are used to record a credit against an invoice !or goods6services purc$ased+ ,$ey are netted o!! against t$e original invoice at pay*ent ti*e5 resulting in a pay*ent being issued !or t$e reduced a*ount+ Cr. Memo. @egative a*ount invoice created by a supplier and sent to t$e co*pany to noti!y a credit )r. Memo. @egative a*ount invoice created by t$e co*pany and sent to t$e supplier to noti!y t$e supplier o! a credit t$e co*pany is recording+ Payments. A pay*ent decreases t$e SupplierMs a6c balance by t$e pay*ent a*ount+ Pay*ents do not give
Accounting Entries /"ontd; Accounting "ent
Account /ead
Entering Invoices
Epense 6 Asset A6c
#aing Pay*ents
)ebit
100T
,a A6c /say 10K
10T
Supplier 7iability A6c
0T
Supplier 7iability A6c
0T
"as$6-an6"as$ "learing A6c
"r+ Or (r+ #e*os
Credit
Supplier 7iability A6c Epense 6 Asset A6c
0T
0T DT
Accounting Entries /"ontd; Accounting "ent
Entering Prepay*ents
Ad9usting Prepay*ents
Account /ead
)ebit
Advance A6c
Credit
100T ,a A6c /say 10K
10T
Supplier 7iability A6c
0T
Epense 6 Asset A6c
200T
Advance A6c
100T
,a A6c /say 10K
10T
Supplier 7iability A6c
0T
GL 2ransfer .
A progra* $as to be run !ro* AP !or trans!erring t$e accounting entries o! all transactions in a batc$ *ode to t$e inter!ace table t$at is ready to be i*ported to t$e 87 as a 9ournal+ ,$ese 9ournals are identi!ied based on t$e -atc$ na*e5 9ournal na*e and sources+ One can c$oose to trans!er invoice5 pay*ent or
AP Set&'p #te$s in AP #etu$ . !n"oice .
In Invoice set up5 Invoice pay*ent ter*s5 distribution sets5 tolerance li*its5 4old % )elease na*es and Epense report te*plates are de!ined+ Payment. In Pay*ent set up5 t$e pay*ent progra*5 pay*ent !or*at5 ban setup5 interest rates and ban c$arges are de!ined+ Calendar . ,$is is used !or opening6closing AP Accounting periods+ 2a'. 4ere5 ,a codes5 regions5 reporting entities5 Wit$$olding certi!icates and groups5 )ecovery rules etc are de!ined+ O$tions. All t$e inancial /accounting rules and Payables options are de!ined+ Looku$s. ,$ere are lot o! values used in various AP !or*s+ ,$ese are called looup values and de!ined $ere+ Credit Card. (e!ine t$e credit card progra* $ere+
Invoice Setup. Pay*ent ,er*s $nter a 4nique -ame and Description, a cut@off day if Day of (onth terms are used, a unique value in the 1ank field if "utomatic 'nterest is enabled.
$nter each payment terms line. $nter one of the followin to determine the portion of an invoice due on the scheduled payment: A Due or "mount $nter one of the followin to determine the due date on the scheduled payment line: )alendar, i%ed Date, Days, Day of (onth, and (onths "head
(e!ine pay*ent ter*s to (e!inetopay*ent ter*s assign an invoice to to assign to ancreate invoicesc$eduled to auto*atically auto*atically create sc$eduled pay*ents w$ile sub*itting pay*ents w$ile :alidation sub*itting!or Payables Invoice Payables :alidation t$e invoice+ Invoice One can create !or t$e invoice+ One can create *ultiple sc$eduled pay*ent *ultiple sc$eduled pay*ent lines and *ultiple levels o! lines and Pay*ent *ultiple levels discounts+ ter*so! discounts+ Pay*ent ter*s $ave one or *ore payment $avelines one5or *ore eac$ o! payment w$ic$ terms 5 eac$ o! w$ic$ terms lines creates one sc$eduled creates one pay*ent+ Eac$sc$eduled pay*ent ter*s pay*ent+ Eac$ t$e pay*ent line also de!ines due orter*s line alsoa*ount de!ineson t$e discount a due or discount a*ount onOne a $as sc$eduled pay*ent+ pay*ent+ One $as tosc$eduled speci!y pay*ent a*ounts to speci!y pay*ent a*ounts eit$er by percentages or by eit$er by percentages or by !ied a*ounts+ !ied a*ounts+
'f discount terms are bein used, define payment terms lines in the irst, econd, and Third Discount tabbed reions. Define the discounts so that the first discount has an earlier discount date than the second and so on. $nter one of the followin to determine the portion of the invoice to discount on the scheduled payment: A Discount 2r "mount $nter one of the followin to determine the due date on the
Invoice Setup. ,olerances etup A tolerance limits for ;uantity 2rdered, ;uantity 1eceived, Price, and Ta%. "lso set up "mount based tolerance limits for $% 1ate, hipment and Total "mount
Invoice Setup. ,olerances $nter an 'nvoice &old#1elease -ame and Description. elect the type as whether it is for &old or 1elease. )heck for allowin "ccountin and $nablin "llow (anual 1elease.
Invoice Setup. Ep )eport ,e*plate $nter a Template name and Description. )heck whether to enable for payment thru internet.
$nter an $%pense 'tem -ame *"irfare, )ar rental etc,+ the 'tem Type *reiht, (isc, Ta% or 'tem+, )ard $%pense Type *"ir, )ar etc+< check whether to include Ta% and enter the Ta% )ode.
$nter the =9 "ccount for each $%p item and the Pro!ect $%penditure Type *if applicable+ for reportin purposes.
'f 'nternet $%penses has been installed, use the 'nternet $%penses "ttributes reion to define additional attributes for e%pense types rom0t. a name other than the e%pense item name to appear in 'nternet $%penses 2ie"a1le %rom !ll #em0lates. e%pense item to appear as an e%pense type on every 'nternet $%penses enabled template. Re
Pay*ent Setup. Progra*s and or*ats $nter the Proram -ame, Proram Type *Build or ormat Payments or 1emittance "dvice+ and the *ys admin+ 1eistered -ame
$nter a 4nique Payment ormat -ame, Payment (ethod, )heck whether to allow ero Payments only, =roup payments by due date.
$ither enable the format for multiple currency payments, or select a sinle currency.
elect where the remittance advise should appear: Before )heck, "fter )heck or -one if advise is to be printed separately. $nter the ma%imum no of invoices to appear on an advise. )hoose a Build Payments Proram. E a ormat Payments Proram.
Pay*ent Setup. Interest % -an "$arges $nter the 'nterest 1ates and The $ffective dates of the same. These rates are used to calculate and pay interest on overdue invoices.
2ne can define chares: from a sinle bank to a sinle bank from a sinle bank to all banks *i.e., to all banks includin the transferrin bank+ from a sinle bank to all other banks *i.e., to all banks e%cept the transferrin bank+ from all banks to a sinle bank from all banks to all banks 5hen one specifies a sinle bank, one had the choice of selectin a particular branch of that bank or all branches.
4se the Bank )hares 4se the Bank )hares window to specify chares window to specify chares associated with transferrin associated with transferrin money between banks. 'f money between banks. 'f you use Payables you you use Payables you specify chares between specify chares between your remittance banks and your remittance banks and your suppliers? banks. your suppliers? banks.
AP Accounting Periods % Aging Periods This calendar defaults from the =9 calendar associated with the et of books. 2ne would have to open and close a period as a maintenance process. " period cannot be closed without all transactions bein accounted and transferred to =9. 2ne can force close by usin sweep which transfers the unaccounted ones to the followin month.
The ain period is used for 'nvoice "in 1eport. $nter a -ame and Description. $nter each ain period: $nter the rane of days for the period. $nter the irst and econd lines of the )olumn &eadin as required on the report. $nter the column order. The period with )olumn 2rder / will be the first
AP Setup. inancials Options %uture eriods. "P displays the no of future periods used in the set of books and limits the no of future periods one can maintain in the )ontrol Payables Periods window. 2ne can enter invoices in future periods, but cannot validate or account th em. G/ !ccounts /ia1ility. "P assins this account as the default 9iability "#c for all new suppliers which can be overridden. re0ayment. The Prepayment account for supplier site?s invoices.
To control supplier entry and purchase order matchin. R%9 nly Site. ne cannot create P2 in Purchasin for 1; only supplier site. old -nmatched Invoices. "P applies a (atchin 1equired hold to an invoice if it has 'tem type distributions that are not matched to either a purchase order or receipt. Invoice +atch 0tion. To indicate how to match most invoices. or Recei0ts. Su00lier um1er Entry. 2ne can enter supplier numbers manually or let "P automatic ally enerate sequential supplier numbers. Su00lier um1er #y0e. Type of supplier number you want Payables to use for supplier number entry. !l0hanumeric or umeric. e$t !utomatic um1er. 'f the "utomatic
%uture Dated ayment. 'f future dated payments is used, then enter a value for uture Dated Payment account. This value defaults to all new supp liers and new bank accounts. Discount #aken. 'f to distribute discounts to the system Discount Taken "ccount is chosen, "P uses this account to record the discounts taken on payments. Rate 2ariance Gain/oss. "P uses these accounts to record the e%chane rate variance ains#losses for the inventory items. E$0enses Clearin. required when e )ompany Pay payment option of 2racle 'nternet $%penses is used. +iscellaneous. 4sed only when importin invoices submitted via 2racle 'nternet upplier Portal for all (iscellaneous chares on invoices the suppliers enter in 'nternet upplier Portal.
4se the inancials 2ptions 4se the inancials 2ptions to define the options and to define the options and defaults to be used for defaults to be used for 2racle inancial
AP Setup. inancials Options /"ontd; These values are used as default values *e%cept 1eceipt "cceptance days+ for the Payment reion of the uppliers window which can be overridden ayment #erms. #o automatically calculate due dates, discount dates, and discount amounts for each invoice. ayment +ethod. The invoice payment method used most frequently. Recei0t !cce0tance Days. 'f interest invoices for late payment are used, enter the no of days in receipt acceptance period. !l"ays #ake Discount. to always take an available discount for a supplier, reardless of when the invoice is paid. ay !lone. To create a separate payment for each invoice else the invoice will be paid with other invoices for the same supplier site on a sinle payment.
To be used as default values *e%cept 'nventory 2r+ for the Purchasin reion of the uppliers window. Shi0>#o 'ill>#o /ocation. The name of the ship@to#bill@to location for the system default value. Inventory rani3ation. To choose an inventory orani8ation if Purchasin is used and to associate each of Purchasin operatin units with one inventory item master orani8ation. Shi0 2ia. reiht carrier used with suppliers. This value is the value in the Description field of the reiht )arriers window in Purchasin. %'. 2B terms %reiht #erm The freiht terms for a supplier identify whether the
AP Setup. inancials Options /"ontd; To enable encumbrance accountin and to specify the default encumbrance types Payables assins to invoices, and Purchasin assins to requisitions and purchase orders. Purchasin creates encumbrances when one reserves funds for a requisition or P2 based on the accrual method selected. "P creates encumbrances when there is a variance between a matched invoice and the P2 to which it is matched, and when the invoice encumbrance type is different from the Purchasin encumbrance type.
Roundin Rule. to use to round the ta% amount when it calculates ta% in Payables and Purchasin. -0, Do"n or earest. recision. To indicate to which decimal place one wants to round automatically@calculated ta% amounts in Payables and Purchasin. +in !ccounta1le -nit. 'ndicate the smallest monetary unit to which one wants to round the ta% amount.. De*ault #a$ Code. Ta% code default value for the 'nvoice Ta% )ode option in the uppliers window. +em1er State. The location of the company or orani8ation to determine if the company or orani8ation is located in a member state of the $uropean 4nion *$4+. 2!# Reistration um1er. The >alue@"dded Ta% *>"T+ reistration number of the orani8ation. Ena1le Recovera 1le #a$. To fla ta% type distributions as recoverable for reportin purposes or To split ta%es into separate recoverable an d
-se Re
AP Setup. inancials Options /"ontd;
To enter the options and defaults for enterin employee information . 'usiness Grou0. $nter the name of the business roup to be associated with Purchasin to determine which employees can use Purchasin. E$0ense Reim1ursement !ddress. elect the default address to be used on payments for employee e%pense reports: &ome or 2ffice. -se !00roval ierarchies. to use positions and position hierarchies to determine approval paths for documents within Purchasin. Em0loyee um1erin +ethod. $mployee no can be entered manually or automatically: !utomatic, +anual or -se atio nal Identi*ier um1er.
AP Setup. Payables Options To control accountin information for "P. !ccountin +ethods. To create accountin entries for transactions in accordance with cash basis, accrual basis, or both *combined basis+ accountin methods. rimary !ccountin +ethod. for primary set of books< Secondary !ccountin +ethod. to use combined basis accountin, choose "ccrual or )ash for secondary set of books else choose none. Set o* 'ooks *Primary#econdary+ @ "ssin accordinly !utomatic **set +ethod. $nable "utomatic 2ffsets by selectin Balancin or "ccount as 2ffset (ethod if "P is to automatically create balancin accounti n entries for invoice and payment transactions. one. Do not use "utomatic 2ffsets. 'alancin. Payables uses the supplier site?s default liability account and overwrites the balancin sement with the balancin sement from the e%pense distribution =9 "ccount. !ccount. 5hen creatin the offsettin liability account, Payables uses the e%pense =9 "ccount from the invoice distribution and overwrites the account sement with the default liability account from the supplier site.
To set defaults for submission of the Pa yables Transfer to =9 Process. #rans*er to G/ Inter*ace. elect the level at which one wants to summari8e accountin entries while submittin the Payables Transfer to =eneral 9eder proram. In Detail, Summari3e 1y !ccountin Date, or Summari3e 1y !ccountin eriod.
To set control options and To set control options and defaults used throuhout defaults used throuhout Payables that will simplify Payables that will simplify
AP Setup. Payables Options /"ontd; !ccount %or ayment: )hoose when to create payment accountin entries. When ayment is Issued or When ayment Clears or 'oth *)ash clearin a#c is used as the routin a#c+ !ccount %or Gain/oss: elect the time at which currency ains or losses for forein currency payments are to be recorded. When ayment is Issued. 1ecord currency ains and losses between invoice time and payment issue. When ayment Clears. 1ecord currency ains and losses between payment time and payment clearin time ?.Cash 'asis : 1ecords ains and losses between payment issue and payment clearin. 6.!ccrual 'asis: 1ecord ains and losses between invoice time and payment clearin. 'oth. ?. Cash 'asis : 1ecord currency ains and losses between payment time and payment clearin time. 6. !ccrual 'asis : 1ecord currency ains and losses between invoice time and payment issue time. Calculate Gain/oss. elect the transaction level at which one wants to calculate forein currency ains %or Each Invoice or %or #otal and losses: ayment. -se %uture Dated ayment !ccount. To control which a#c "P will use to create accountin entries for future dated payments. %rom ayment Document or %rom Su00lier Site -se +ulti0le Currencies. To enter and pay invoices in a currency different from functional currency. Re
AP Setup. Payables Options /"ontd; To enter defaults for the uppliers, upplier ite, and invoice which can be overridden ay Grou0. The Pay =roup to be assined to any new suppliers Invoice Currency. Default currency for each new supplier entered.
$nter the #erms Date 'asis and the ay Date 'asis. 'ank Chare 'earer. 'ndicate whether the company or supplier will pay for any bank cha res associated with payments to suppliers. Internal, Su00liereotiated or Su00lierStandard. Com1ined %ilin roram. $nable this option if /677 )ombined ilin Proram reportin is used. -se ay Site #a$ Reion. To use a /677 supp lier?s ta% reion as the default ta% reion. Income #a$ Reion. $nter the ta% reion to use as the default for the invoice distributions of /677 suppliers.
!llo" %inal +atchin. To allow final matchin of P2 matched invoices. !llo" Distri1ution /evel +atchin. To allow matchin to P2 distributions. !llo" +atchin !ccount verride. To allow override of the account for an invoice distribution created from matchin to a purchase order.
AP Setup. Payables Options /"ontd; -se Invoice !00roval Work*lo". To use the 'nvoice "pproval 5orkflow feature to automa te invoice approval process. !llo" %orce !00roval. To allow "P processors to override the workflow and manually approve invoices by usin the orce "pproval option Realidated.. !llo" !d5ustments to aid Invoices. $nable this option if you want to allow users to update the distributions of a paid invoice. Recalculate Scheduled ayment. Payables calculates scheduled payments usin a start date and payment terms. Payables automatically recalculates scheduled payments of invoices durin 'nvoice >alidation, unless one has manually updated any of the scheduled payments or used the plit chedule functionality.
G/ Date 'asis . The date to use as the default accountin date for invoices durin invoice entry:. Invoice Date, System Date, Goods ReceivedInvoice Date, Goods ReceivedSystem Date. re0ayment ayment #erms. Payment terms to use for all prepayments#.. re0ayment Settlement Days. -o of days to add to the system date to calculate a default
!utomatically Create %reiht Distri1ution. "P checks the )reate reiht Distribution check bo% in the 'nvoices window and automatically creates a sinle freiht distribution usin the reiht "mount and reiht "ccount you enter for an invoice. %reiht !ccount. "P uses this account as the default freiht account for an invoice. Con*irm Date as Invoice um1er. To accept the invoice date as the default for invoice number durin invoice entry. !llo" nline 2alidation. To allow users to select 'nvoice >alidation from the 'nvoice "ctions
AP Setup. Payables Options /"ontd;
De*ault #em0late. The default e%pense report template that "P $%pense 1eports window uses.
$nter the ayment #erms, ay Grou0 and ayment riority to be assined to any suppliers that are created from employees durin $%pense 1eport 'mport. !00ly !dvances. To apply advances to employee e%pense reports if the employee has any outstandin, available advances. !utomatically Create Em0loyee as Su00lier. 5hile importin Payables e%pense reports, "P automatically creates a supplier for an y e%pense report where an employee does not already e%ist as a supplier.
To enable "utomatic 'nterest )alculation and then enter defaults. !llo" Interest Invoices. To calculate interest for overdue invoices and create interest invoices for selected suppliers. rorate !cross verdue Invoice. "P prorates the interest amount across the item distributions on the overdue invoice and then builds the account for each interest invoice distribution. E$0ense !ccount. 'f the Prorate "cross 2verdue 'nvoice option is disabled then when Payables creates an interest invoice it creates a sinle distribution with this account. /ia1ility !ccount. $nter a liability account which "P uses as the liability account when it creates accountin entries for interest invoices. +inimum Interest !mount. $nter a value in this field that represents the minimum interest amount Payables will pay.
AP Setup. Payables Options /"ontd;
E$clude #a$ %rom Discount Calculation. 5hen one enters an invoice, and uses &eader level ta% calculation, "P subtracts the ta% amount from the invoice amount when it enters the invoice amount applicable to discount in the 'nvoices window. Discount +ethod. The method to use for distributin the discounts to be taken when makin payments: rorate E$0ense, rora te #a$ or System !ccount.
'ank !ccount. The internal bank account you use to disburse funds. ayment 'atch /imit . The default ma%imum outlay amount "P will pay for each payment batch *only a warnin messae+. E%# -ser um1er. The number which identifies the company as a user of $T services to the bank or clearin orani8ation. !dditional ay #hrouh Days. -o of days between reular payment batches to determine the default Pay Throuh Date when a payment batch is initiated. !llo" Document Cateory verride. To allow users to override the default document cateory assined to a payment document by Payables.
!llo" rint. To create ;uick payments. !llo" re>Date. To create payments with a payment date before the system date for any payment e%cept a manual payment. !llo" 2oid and Reissue. To reissue a ;uick payment. 5hen you reissue a check, Payables voids the old check and creates a replacement check.
!llo" Remit>to !ccount verride. To allow users to chane the default primary supplier site bank account durin ;uick payment and payment batch creation. -se 'ank Chares. To use the Bank chare feature. $nter a value for the Bank )hare bearer field in the upplier reion of the Payables
AP Setup. Payables Options /"ontd; Re
-se Withholdin #a$. To enable "utomatic 5ithholdin Ta%. !llo" +anual Withholdin. To allow manual creation and ad!ustments of 5ithholdin Ta% type distributions for invoices. #a$ Grou0. The name of the withholdin ta% roup to be used as the default withholdin ta% roup for the new su ppliers. !00ly Withholdin #a$. elect the time at which "P should apply withholdin ta%es to supplier?s invoices: ever, !t Invoice 2alidation #ime , !t ayment #ime.
AP Setup. Payables Options /"ontd; Relieve %uture Dated ayment /ia1ility. This option controls whether the "P Trial Balance report includes a s liabilities invoices that one has paid with future dated payments. •When ayment is Issued.
The "P Trial Balance report will not include as liabilities any invoices paid with future dated payments. •When ayment +atures.
To set a hierarchy for "P to use when it provides default values for Ta% )ode fields.
The "P Trial Balance report will include as liabilities all invoices paid with future dated payments, and they will remain on the report until payment maturity. •When
En*orce #a$ %rom !ccount . To enforce the relationship between the ta% code and the e%pense or asset account for distributions. En*orce #a$ *rom urchase rder. To verify that the Ta% )ode value assined to an invoice matches the Ta% )ode value on the P2 document to which one matched.
ayment Clears. The "P Trial Balance report will include as liabilities all invoices paid with future dated payments, and they will remain on the report until payment reconciliation. Re0ort Sortin: Sort 1y !lternate %ields. ou can enter alternate names for suppliers, supplier sites, and bank accounts and thu s sort reports by alternate name
#a$ Code De*aults. *or +atched Invoices. 'f the P2 is ta%a ble, "P defaults the Ta% )ode value from the P2 shipment. Su00lier Site Su00lie r. 'nvoice Ta% )ode value entered in the 'nvoice Ta% reion of the upplier ites # upplier. !ccount. Ta% )ode value assined to the e%pense or asset account in th e Ta% 2ptions in =9. %inancials 0tions. >alue entered for Ta% )ode in th e inancials 2ptions.
AP Setup. "redit "ard Progra* % Procure*ent "ard 87 A6c Sets
$nter a =9 "ccount et -ame and Description. elect the =9 accounts to form part of the set 'n the Description field, enter the account name that credit card holders will see when they use elf@ervice 5eb "pplications to chane the account for a transaction, for e%ample, 2ffice upplies. . $nter the )redit )ard Proram -ame and Description, )ard Brands *"me% etc+, )ard Type *Procurement or Travel+, )ard 'ssuer -ame and ite, a )ard )ode et that includes card codes the card issuer uses to record restrictions on cards, $mployee -ame of the "dministrator for the proram, )urrency in which the card issuer invoice is created, $%posure 9imit, $%ception )learin "ccount to which "P will chare e%ceptions if the Procurement )ard Transaction >alidation 1eport tries to create a transaction distribution for an invalid =9 account Do not ay I* Status Is. 'f the )redit )ard 'nvoice 'nterface ummary is to e%clude any transaction accountin distributions with the followin statuses, check each check bo% status you want to e%clude from invoice creation. 4nverified, 4napproved,
AP Setup. Procure*ent "ard "ode Sets $nter a )ard )ode et -ame and Description. 'lockin Grou0. $nable this if the card code value is a blockin roup value. 2alue. )ard code value defined and used by credit card issuer to identify suppliers and roups of suppliers. Descri0tion. )ard code description. !ccount. 'f one wants to associate an account with a card code, enter the account here.
,o de!ine sets o! credit card ,o de!ine setsbe o! used credittocard codes t$at can codesde!ault t$at can be used to create accounting create de!ault distributions !or accounting transactions distributions !or !ro* transactions t$at are i*ported credit t$atissuer+ are i*ported !ro* credit card ,$e card issuer card issuer+ cardtoissuer *aintains card,$e codes *aintains card codes to identi!y suppliers and supplier identi!y suppliers and supplier types !or t$e transactions t$at types !or t$e transactions t$e e*ployees incur w$en t$at t$e e*ployees incurcard+ w$en using a procure*ent using procure*ent card+ One cana assign a de!ault One can assign a de!ault account to a card code so t$at account to a card !or code so t$at w$en a transaction t$at w$en a transaction !or t$at card code is i*ported5 one can card code is i*ported5 one can create a de!ault accounting create a de!ault accounting distribution !or t$e transaction
AP Setup. Procure*ent "ard Pro!iles +anaer oti*ications. To select the level of (anaer notification or approval that the 5orkflow should enforce for transact ions to which this profile has been assined.: o oti*ications, oti*ications nly, !00roval Re
$nter a credit card ro*ile ame and Descri0tion, Card roram ame, roram Currency and !dministrator. $nter the !cct Set ame *=9 account set to be assined to the credit card profile+ De*ault !cct #em0late. To default account sements to the transactions imported for this card proram E$ce0tion Clearin !ccount. !llo" Status @ersonal@. To allow employees to chane the status of thei r transactions to FPersonalF durin verification. !llo" Direct !ccount Entry. To allow elf@ervice 5eb "pplications users to enter account no directly in the "ccount field durin transaction verification. 'uild !cct %rom Code. To use the account associated with the card code to overlay the account values from the default employee e%pense =9 account and the profile Default "ccount Template.
,o de!ine pro!iles !or t$e various types and levels o! ,o de!ineallowed pro!iles!or !orcredit t$e various types and o! spending card $olders+ Onelevels assigns creditcard cardt$at $olders+ Onetoassigns a spending credit cardallowed pro!ile !or to eac$ is assign a a credit card pro!ile card t$at is assign to a card $older+ ,$e levelto o!eac$ e*ployee veri!ication and card $older+ ,$e level o! e*ployee veri!ication and *anager approval reuired !or e*ployee credit cards approval reuired !or e*ployee Additionally5 credit cards to*anager w$ic$ a pro!ile is assigned is speci!ied+ to w$ic$ a pro!ile is assigned speci!ied+ Additionally5 one can de!ine t$e 87 accountsist$at are displayed one can de!ine t$e 87 accounts t$at are displayed
AP (ata #odel Oracle Payables *aintains data in a large nu*ber o! tables w$ic$ can be eit$er re!erence or transaction data+ 2ransaction data re!ers to invoices5 "r+ 6 (r+ *e*os5 ad9ust*ents5 pay*ents etc+5 w$ic$ go on to *ae t$e supplier a6c+ %eference data re!ers to supplier in!o5 loo up codes and static in!o+ ,$e ,ransaction tables !alls into two groups. !n"oice Grou$ 5 w$ic$ stores all t$e data entered t$roug$ t$e Invoice Worbenc$ and Payment Grou$5 w$ic$ corresponds to pay*ents raised eit$er t$roug$ t$e Pay*ent worbenc$ or by an auto*atic pay*ent run+ ,$e table details are as under.
,able @a*e
)e*ars
AP81A2C/#
Eac$ Invoice is part o! an Invoice -atc$ and t$e -A,"4QI( is stored in APQI@:OI"ES+
AP8!0+O!C#
Stores Invoice $eader in!or*ation $aving one row per eac$ transaction type and carries t$e :E@(O)QI( and invoice A#O'@,+
AP8!0+O!C8)!#2%!1-2!O0#
It carries t$e invoice line co*prising distribution a*ount5 ""I(5 ta lines etc+
AP8PA9M028#C/)-L#
4olds one row per invoice and in case o! install*ents $olds one row per install*ent $aving a due date and an a*ount+
AP8C/C:#
It $olds pay*ent docu*ents per eac$ row stores t$e supplier in!o w$o received t$e pay*ent lie :E@(O)QI(5 :E@(O)Q@A#E etc and t$e in!o o! t$e ban account used to *ae t$e pay*ent lie -A@UQA""O'@,QI(5 A#O'@, A@( "4E"UQ(A,E+
AP8!0+O!C8PA9M02#
4olds a per*anent record o! all pay*ent docu*ents issued to pay invoices and invoice install*ents+
/ow AP 2ables Are Affected; APQ-A,"4ES
APQ"4E"US
APQI@:OI"ES
APQI@:OI"ESQ (IS,)I-',IO@S
APQPAJ#E@,Q S"4E('7ES
APQI@:OI"EQPAJ#E@,S
Innovative 'ses &eb4nabled Commerce .
,$is is a sel!&service application w$ic$ allows users access to data directly using a Web browser wit$ appropriate security clearance+ E*ployees can enter t$eir own epense reports+ #obile e*ployees can use t$e Epense spreads$eet to trac epenses o!!line in disconnected *ode5 t$en upload t$eir epense records into t$e Sel!&Service Epenses application to sub*it !or approval+ ,$en Oracle Wor!low routes t$e report !or approval and auto*atically en!orces co*pany policies and business rules+ AP t$en processes t$e epense report and issues a p ay*ent to t$e e*ployee+
lectronic )ata !nterchange <)!= .
E(I is a process !or using electronic *essaging to co**unicate wit$ trading partners+ Oracle E(I 8ateway is used to send various paper docu*ents to t$e trading partners+ ,$is 8ateway etracts data !ro* apps and delivers it in a co**on !or*at to an E(I translator+ ,$e translator t$en converts t$e co**on !or*at to t$e standard !or*ats+ ,$e data can be sent via *ode* lins across p$one lines or across t$e net or a !loppy+
"aluated %ecei$t #ettlement <%#= .
Instead paper invoice being sent to t$e AP dept+ !or pay*ent5 an E)S enables a user to auto*atically create standard5 unapproved invoices !or pay*ent+ ,$e invoices are based on t$e receipt transactions process t$roug$ Purc$asing+ ,$e invoice *ay be triggered by an Advance S$ip*ent @otice !ro* t$e Supplier or a t$ird&party receiving process+ Invoices are created using a co*bination o! receipt and PO in!o+ E)S reduces supplierMs epense o! generating invoices and t$e buyerMs epense on *atc$ing invoice to receipts and processing pay*ents+
Procurement Card !ntegration .
"o*panies issue corporate card to t$eir e*ployees !or si*pli!ying ad*in o! e*ployee epenses+ Wit$ procure*ent card integration t$e transaction detail !ro* t$e state*ent !iled provided by t$e card issuer can be i*ported+ E*ployees are auto*atically noti!ied o! t$e transactions appearing on t$eir card+
#aintenance and )eports Maintenance.
AP "ontrol Payables Periods & open 6 close+ Supplier5 E*ployee5 -an and ,a #asters+ ,rans!er to 87 and reconciling AP "ontrol accounts wit$ 87+ %e$orts. Invoice )egister5 'naccounted Invoices5 "reditors 7edger5 Supplier Paid 4istory5 Wit$$olding ,a )eports5 AP ,rial -alance5 -an Account 7isting5 E*ployee 7isting5 E*ployee 'pdate Progra*5 Epense )eport I*port5 inal Pay*ent )egister5 Invoice Aging )eport5 Invoice Approval Status5 Invoice 4istory )eport5 Audit )eports5 Invoice :alidation5 Invoice on 4old )eport5 Accounting )eports5 Open Inter!ace )eports5 ,rans!er to 87 )eport5 Posted )eports5 Supplier )eports5
