Oracle R12 - Accounts Payables Setup 1. Define Responsibilities: Responsibilities: Security > Responsibility > Define (System Administration) Description: Use the Define Responsibility Responsibility window to define responsibilities for each operating operating unit by application. When signing on to Oracle Applications, the responsibility chosen determines determines the data, forms, menus, reports, and concurrent programs that can be accessed. accessed. Consider using naming conventions conventions for the responsibility names in a Multiple Organization environment. environment. It is a good idea to use abbreviations of the business function and the organization name to uniquely identify the purpose of the responsibility.
2. Define Chart of Accounts: Setup > Flex fields > Key > Segments Description: Use Accounting Flex fields to design the structure of General Ledger accounts. By providing flexible account structures, Accounting Accounting Flex fields enable to take advantage of General Ledger flexible tools for recording and reporting accounting information. Note: This
setup step is normally completed during Oracle General Ledger setup.
3. Define Functional and Additional Currencies: Setup > Currency > Define Description: Use the Currencies window to define define non-ISO (International (International Standards Organization) currencies, currencies, and to enable/disable currencies. Oracle Oracle Applications has predefined predefined all currencies specified in ISO standard #4217. To use a currency other than U.S. Dollars (USD), that currency currency must be enabled. U.S. Dollars (USD) is the only currency that is enabled initially. Note: This
setup step is normally completed during Oracle General Ledger setup.
4. Enter Daily Rates: Setup > Currency > Rates > Daily Description: Enter the daily daily rates needed. needed. Typically, you will enter enter rates to convert foreign currency journal journal entries into the functional functional and reporting currencies. If you do not want to predefine daily daily rates, you can use the conversion rate type User to enter daily rates at the time you enter journals. Enter period rates for running foreign currency revaluation revaluation or translation. Enter weighted weighted– –average rates, or let General Ledger calculate them. General Ledger translates account balances using rates for those accounts you assigned the rate type.
5. Define the Accounting Calendar: Setup > Calendar > Accounting > Periods Description: Create a calendar to define an accounting accounting year and the periods it contains. You should set up one year at a time, specifying the types of accounting periods to include in each year. Defining one year at a time helps in being more accurate and reduces the amount of period maintenance you must do at the start of each accounting period. You should define your calendar at least one year before your current fiscal year. Note: This
setup step is normally completed during Oracle General Ledger setup.
6. Define Ledger: Setup > Financials> Accounting Setup Manager>Accounting Setup Description: At least one Ledger needs to be defined before implementing and using Oracle Payables. A Ledger includes an accounting calendar, a functional currency, Sub Ledger Accounting method, and an account structure. The accounts define the structure of general ledger accounts. If accounts have not been defined while setting up a Ledger; the chart of accounts structure needs to be setup to provide valid values for expense, cash, and accounts payable liability accounts. If the Ledger was previously defined while setting up a different Oracle Financials product, proceed to the next step. Oracle Payables can be used with multiple Ledger within a single installation. Note: This
setup step is normally completed during Oracle General Ledger setup.
7. Set System Profile Values: Profile > System (System Administration) Description: Profile options specify how Oracle Payables controls access to and processes data. In general, profile options can be set at one or more of the following levels: site, application, responsibility, and user. Oracle Payables users use the Personal Profile Values window to set profile options only at the user level. System administrators use the Update System Profile Options window to set profile options at the site, application, responsibility, and user levels. You can set or view the following profile options in Oracle Payables. The table also includes profile options from other applications that are used by Oracle Payables.
Profile Name
Value
AP PAYMENT: Company details printed AP: Notification Recipient E-mail AP: Show Finally Closed Pos AP: Use Invoice Batch Controls Audit Trail: Activate Budgetary Control Group
Optional
Default Address Style Default Country Folders: Allow Customization
Site
Application Responsibility User
No
No
Optional Optional Optional Optional Optional
Standard
Optional
Default Address Style Country
Optional Optional
Profile Name
Value
Site
Journals: Display Inverse Rate MO: Operating Unit MO: Security Profile Printer Sequential Numbering GL: Ledger Name HR: business Group
Optional
No
Required Required
XXXX XXXX
Optional Optional
noprint Always Used Ledger
Required Required
Application Responsibility User
XXXX XXXX
Ledger XXXX
8. Define Payables Lookups: Setup > Lookups > Purchasing Description: A lookup is any predefined value that was not defined in a setup window. Use the Oracle Payables Lookups window to review and maintain sets of values, or lookups that are used in Payables. In some fields, you must select a value from a predefined list of values. Sometimes the values on the list are items defined in a setup window, such as supplier names, payment terms, or tax codes. Other predefined sets of values are lookups, which can be viewed, and in some cases, updated, in the Oracle Payables Lookups window. A lookup category is called alookup type, and the allowable values for the lookup type are called lookup names. For example, names of invoice types, such as Standard, Prepayment, Debit Memo, and so on, are lookup names for the lookup type of Invoice Type. You can add lookup names to some lookup types. For lookup types that you can modify, you can define up to 250 lookup names. For example, you can define additional values for Source, which you specify when you import invoices. You cannot change lookup name values after you save them. To remove an obsolete lookup you can disable the code, enter an end date, or change the meaning and description to match a replacement code.
9. Define Employee Lookups: Setup > Lookups > Employee Description: A lookup is any predefined value that was not defined in a setup window. Use theApplication Utilities Lookups window to review and maintain sets of values, or lookups. For lookup types that you can modify, you can define up to 250 lookup names. You cannot change lookup name values after you save them. To remove an obsolete lookup you can disable the code, enter an end date, or change the meaning and description to match a replacement code.
10. Define Distribution Sets: Setup > Invoice > Distribution Sets Description: A Distribution Set can be used to automatically enter distributions for an invoice when not matched to a purchase order. For example, you can create for an advertising supplier a Distribution Set that allocates advertising expense on an invoice to four advertising departments. You can assign a default Distribution Set to a supplier site so Payables will use it for every invoice you enter for that supplier site. If you do not assign a default Distribution Set to a supplier site, you can always assign a Distribution Set to an invoice when you enter it. Use Full Distribution Sets to create
distributions with set percentage amounts, or use Skeleton Distribution Sets to create distributions with no set distribution amounts. For example, a Full Distribution Set for a rent invoice assigns 70% of the invoice amount to the Sales facility expense account and 30% to the Administration facility expense account. A Skeleton Distribution Set for the same invoice would create one distribution for the Sales facility expense account and one distribution for the Administration facility expense account, leaving the amounts zero. You could then enter amounts during invoice entry depending on variables such as that month’s headcount for each group. If you enable and use a descriptive flex field with your distribution set lines, the data in the flex f ield will be copied to the invoice distributions created by the Distribution Set.
11. Define Locations: Employees > Locations Description: Define names and addresses for the locations used within an organization as well as the location used for the organization itself. , Oracle Purchasing, Oracle Payables and other Oracle Applications products use locations for requisitions, receiving, shipping, billing, employee assignments and approval groups. If Oracle Human Resources is fully installed, location data must be defined using an Oracle Human Resources login responsibility; you cannot use the windows provided with Oracle Payables. Prior to accessing this form, you must set the System Profile option HR: User Type to HR User. This value should be assigned at the Responsibility level. Note:
12. Define Employees: Employees > Enter Employees Description: Enter the names, addresses, and other personal details of organization employees. Oracle Payables uses this information for employee expense reports related transactions. Attention: If Oracle Human Resources is installed, you cannot use Oracle Payables to define employee information.
13. Define Organizations: Setup > Organizations Description: Organizations describe distinct entities in the business and may include HR Organizations, separate manufacturing facilities, warehouses, distribution centers, and branch offices. After identifying and defining the business group, you need to specify all the organizations within the business group. Attention: In Oracle Purchasing or Oracle I nventory is installed, you must have at least one I nventory Organization.
14. Define Payment Terms: Setup > Invoice > Payment Terms Description: In the Payment Terms window, define payment terms that can be assigned to an invoice to automatically create scheduled payments when you submit Payables Invoice Validation for the invoice. Payment terms can be defined to create multiple scheduled payment lines and multiple levels of discounts. Payment terms have one or more payment terms lines, each of which creates one scheduled payment. Each payment terms line and each corresponding scheduled payment have a due date or a discount date.
15. AME Setup for Invoice Approval:
Prerequisites:a. Check the Invoice Approval Workflow at the Payables Option(Payables Responsibility). b. Check the Validation before Approval if the invoice needs to be validated before it is sent for Approval ( Payables Responsibility c. The Profile option “AME installed” should be set to “Yes” at the Application level for the Payables application ( System Administrator responsibility). d. Define Users (System Administrator) e. Login as SYSADMIN Navigation: User Management> Users Select your User Name, click on Update, Click on Assign roles User Name
XXXX
Click on go and say Update Click on Assign roles. Search By Approvals Management Business Analyst Roles and Responsibilities Functional Administrator Roles and Responsibilities Approvals Management Administrator Roles and Responsibilities
Enter Justification for each Responsibility. 6.
Login as your user (XXXX). Navigation: Functional Administrator
Create Grants for your AME Transaction Type. Note:- It is one time setup only. 7.
Switch Responsibility to “Approvals Management Administrator”. Select your Transaction type to create Invoice Approval. Filter Payables Invoice Approval Transaction Type Update this .
Note:- One time setup. 8.
Switch Responsibility to “Approvals Management Business Analyst”.
Select your Transaction type “Payables Invoice Approval” . Click on Attributes, Attribute Category
Item Class
Data Type
All
Name
All
SUPPLIER_INVOICE_AMOUNT
All Select your Attribute called “SUPPLIER_INVOICE_AMOUNT”.
Click on “Conditions (Tab on top of the window)”. Click on Create and create required condition.
Condition Type
Attribute
Ordinary
SUPPLIER_INVOICE_AMOUNT
Details Currency Code
SUPPLIER_INVOICE_AMOUNT
RON
is greater than or equal to
0
and less than or equal to
9999999999
Click on Apply. Click on Action Types (On the top of the window) Select your action type “approval-group chain of authority”, and say apply. Click on Approver Groups, Name
Description
XXXX Approval
XXXX Approval
Order Number 1
Voting Method Serial
Usage type Static
Approver type HR People
Select your approver group which has created all r eady for this action type. Click on “Return to Dashboard”. Click on Rules (Define the Approval Rules) Click on Create rule.
Approver
HR People: Person Name
Name
Rule Type
Item Class
Start Date
End Date
XXXX Invoice Approval
List Creation
Header
It should be current or future date.
31-Dec-4712(system defaults)
Say Next, Select your condition which has created on the above setup.
Say Next, Select your “Action type “ and “Action”. Say Next, and say Finish.
16. Define Financials Options: Setup > Options > Financials Description: Use the Financials Options window to define the options and defaults used for Oracle Financial Application(s). Values entered in this window are shared by Oracle Payables, Oracle Purchasing, and Oracle Assets. Defaults can be defined in this window to simplify supplier entry, requisition entry, purchase order entry, invoice entry, and automatic payments. Depending on the application, you may not be required to enter all fields. Although you only need to define these options and defaults once, you can update them at any time. If you change an option and it is used as a default value elsewhere in the system, it will only be used as a default for subsequent transactions. For example, if you change the Payment Terms from Immediate to Net 30, Net 30 will be used as a default for any new suppliers you enter, but the change will not affect the Payment Terms of existing suppliers.
17. Define Payables System Setup: These options are defaulted on supplier form. Most of the fields are optional but it is for ease of entering the supplier data. All the fields are changeable on Supplier form or Invoice workbench. You configure the following in this form:
XXXX OU Entry Type Next Automatic Number
utomatic
Numeric 1000 Payment
Invoice Currency
RON
Pay Group Terms Date Basis
Invoice
Pay Date Basis
Due
Payment Terms Always Take Discount
No
Create Interest Invoices
No
Control Invoice Match option
Purchase Order
Hold Unmatched Invoices
18. Define Payables Options: Setup > Options > Payables Description: Use this window to set control options and defaults used throughout Payables. Defaults in this window will simplify supplier entry, invoice entry, and automatic payment processing. Although you need to define these options and defaults only once, you can update most of them at any time to change controls and defaults for future transactions.
XXXX OU Payment Accounting When Payment is Yes Issued When Payment Yes Clears Account for Gain/Loss When Payment Yes Issued When Payment Yes Clears Bills Payable Account Source From Payment Yes Document From Supplier No Site
None
Automatic Offset Method Yes
Balancing Account Discount Method System Account Yes Prorate Expense Prorate Tax Interest System Account Yes Prorate Across Invoices Prepayment Account From Supplier Yes Site From Purchase Order
19. Define Special Calendars: Setup > Calendar > Special Calendar
Description: Use the Special Calendar window to define periods that Payables uses for automatic withholding tax, recurring invoices, payment terms, and for the Key Indicators Report.
The periods defined in the Special Calendar window are completely separate from the periods defined in the Accounting Calendar window for AP Accounting Periods. Note:
Special calendar will be defined the same as GL Calendar.
20. Define Suppliers: Suppliers > Entry Description: Four Oracle applications use the Suppliers window: Payables, Purchasing, Assets, and Property Manager. If more than one of these products is used, supplier information is shared with the other product(s). In addition to the supplier name and address, Payables and Purchasing require you to enter additional information about the supplier. Oracle Assets and Property Manager require no additional information. However, for any product, you can record a variety of other supplier information in the many o ptional fields.
21. Define Invoice Hold and Release Names: Setup > Invoice > Hold and Release Names Description: Use the Invoice Hold and Release Names window to define the names used to manually hold or release invoices. Hold names can be defined and assigned to an invoice during entry to place the invoice on hold. For example, “Needs Manager Approval” You can also define release names that you use in the Invoice Holds window or Invoice Actions window to remove the holds you apply to invoices. For example,”Manager Approved” You cannot pay an invoice that has a hold applied to it. You can also determine whether to allow accounting entry creation for the hold names defined. If you assign to an invoice a hold name that does not allow accounting, then you cannot create accounting entries for the invoice until you remove the hold.
22. Define Payment Formats: Setup > Payments > Payment Administrator > Payment Administrator
23. Define Payment Setup:
Setup>Payments>Payment Administrator>Payment Methods Define payment methods, rules for their use on documents to be paid, and validations for documents. A funds disbursement payment method is a medium by which the first party payer, or deploying company, makes a payment to a third party payee, such as a supplier. You can use a payment method to pay one or more suppliers.
Setup>Payments>Payment Administrator>Payment Method defaulting rules Defaulting rules determine when payment methods should be defaulted on documents. The Payment Method will default when all values are met across conditions and any values are met within a condition.
24. Define and Assign Document Sequence(Switch Responsibility to System Administrator):
Application> Sequential Numbering > Define Description: Create a document sequence to uniquely number each document generated by an Oracle application. In General Ledger, you can use document sequences to number journal entries, enabling you to account for every journal entry. Attention: Once you define a document sequence, you can change the Effective to date and message notification as long as the document sequence is not assigned. You cannot change a document sequence that is assigned.
25. Define Aging Periods: Setup > Calendar> Aging periods Description: Use the Aging Periods window to define time periods for the Invoice Aging Report. The Invoice Aging Report provides information about invoice payments due during four periods you specify. Payables displays the invoice information in four columns. Each column corresponds to one period. When you submit the Invoice Aging Report, you select the type of
aging periods to use for the report.
26. Open AP Accounting Periods:
Accounting > Control Payables Periods Description: You enter and account for transactions in open accounting periods. The period statuses available in Payables are Never Opened, Future, Open, Closed, and Permanently Closed. When you first define a period, Payables assigns a status of Never Opened to the period. Payable does not allow transaction processing in a period that has never been opened. After you change the status to Future or Open you cannot change it back to Never Opened. Your accounts payable periods are separate from your general ledger periods. For example, you can close your JAN period in Payables before you close your JAN period in General Ledger.
