R12 Oracle Payables Management Fundamentals - Practices

R12 Oracle Payables Management Fundamentals Practices Student Guide

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Technical Contributors and Reviewers Reviewer 1, Reviewer 2, Reviewer 3 This book was published using:

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Table of Contents R12 Oracle Payables Management Fundamentals - Practices ....................................................................1-1 R12 Oracle Payables Management Fundamentals.........................................................................................1-3 Practice - Create a New Employee (Required) ..........................................................................................1-4 Solution - Create a New Employee (Required) .........................................................................................1-6 Practice - Create a New User.....................................................................................................................1-9 Solution - Create a New User ....................................................................................................................1-10 Practice - Set Yourself Up As a Buyer (Required) ....................................................................................1-12 Solution - Set Yourself Up As a Buyer......................................................................................................1-13 Guided Demonstration - Run the Fill Employee Hierarchy Process (Required) .......................................1-15 Practice - Create a Supplier With Two Sites .............................................................................................1-16 Solution - Create a Supplier With Two Sites.............................................................................................1-19 Practice - Create a 1099 Supplier (Optional) .............................................................................................1-34 Solution - Create a 1099 Supplier (Optional) ............................................................................................1-35 Practice - Review and Change Supplier Information.................................................................................1-39 Solution - Review and Change Supplier Information................................................................................1-40 Practice - Submit the Suppliers Report and Merge Suppliers....................................................................1-42 Solution – Submit the Suppliers Report and Merge Suppliers ..................................................................1-43 Practice - Remove the Payment Hold On Your 1099 Supplier..................................................................1-45 Solution - Remove the Payment Hold On Your 1099 Supplier .................................................................1-46 Practice - Set Up a Batch (Optional)..........................................................................................................1-47 Solution – Set Up a Batch..........................................................................................................................1-48 Practice - Create Folder Forms for the Invoice Header and Lines.............................................................1-49 Solution - Create Folder Forms for the Invoice Header and Lines ............................................................1-51 Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments ......................1-53 Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments .....................1-54 Practice - Enter an Invoice for a Fixed Asset.............................................................................................1-57 Solution - Enter an Invoice for a Fixed Asset............................................................................................1-58 Practice - Create Distribution Sets.............................................................................................................1-60 Solution - Create Distribution Sets ............................................................................................................1-62 Practice - Enter an Invoice Using a Distribution Set .................................................................................1-64 Solution - Enter an Invoice Using a Distribution Set.................................................................................1-65 Practice - Create a Freight Distribution .....................................................................................................1-68 Solution - Create a Freight Distribution.....................................................................................................1-70 Practice - Allocate Freight and Miscellaneous Charges ............................................................................1-73 Solution - Allocate Freight and Miscellaneous Charges............................................................................1-75 Practice - Create a Scheduled Payment .....................................................................................................1-78 Solution - Create a Scheduled Payment.....................................................................................................1-80 Practice - Cancel an Invoice ......................................................................................................................1-83 Solution - Cancel an Invoice......................................................................................................................1-84 Practice - Reverse Invoice Distributions....................................................................................................1-86 Solution - Reverse Invoice Distributions...................................................................................................1-87 Practice - Create a Standard Purchase Order .............................................................................................1-92 Solution - Create a Standard Purchase Order.............................................................................................1-94 Practice - Match to Purchase Order ...........................................................................................................1-97 Solution - Match to Purchase Order ..........................................................................................................1-101 Practice - Enter Quick Invoices .................................................................................................................1-108 Solution - Enter Quick Invoices.................................................................................................................1-111 Practice - Enter a Purchase Order for Matching to Quick Invoices ...........................................................1-114 Solution - Enter a Purchase Order for Matching to Quick Invoices ..........................................................1-116 Practice - Match to a PO in Quick Invoices...............................................................................................1-118 Solution - Match to a PO in Quick Invoices ..............................................................................................1-120 Practice - Create a Special Calendar..........................................................................................................1-123 Copyright © Oracle 2008. All rights reserved.

R12 Oracle Payables Management Fundamentals - Practices Table of Contents i

Solution - Create a Special Calendar .........................................................................................................1-124 Practice - Create Recurring Invoices .........................................................................................................1-125 Solution - Create Recurring Invoices.........................................................................................................1-127 Practice - Calculate a Supplier Balance .....................................................................................................1-130 Solution - Calculate a Supplier Balance ....................................................................................................1-131 Practice - Run Hold Reports ......................................................................................................................1-132 Solution – Run Hold Reports.....................................................................................................................1-133 Practice - Place a Hold on an Invoice ........................................................................................................1-134 Solution - Place a Hold on an Invoice .......................................................................................................1-135 Practice - Release Holds ............................................................................................................................1-136 Solution - Release Holds ...........................................................................................................................1-137 Practice - Validate Invoices .......................................................................................................................1-138 Solution - Validate Invoices ......................................................................................................................1-139 Practice - Create an Internal Bank Account...............................................................................................1-141 Solution – Create a Internal Bank Account ...............................................................................................1-146 Practice - Create an External Bank Account..............................................................................................1-152 Solution – Create an External Bank Account ............................................................................................1-154 Practice - Create a Manual Payment..........................................................................................................1-157 Solution - Create a Manual Payment .........................................................................................................1-159 Practice - Create a Quick Payment ............................................................................................................1-162 Solution - Create a Quick Payment............................................................................................................1-164 Practice - Place a Stop on a Payment.........................................................................................................1-166 Solution - Place a Stop on a Payment ........................................................................................................1-167 Practice - Void and Reissue a Payment .....................................................................................................1-169 Solution - Void and Reissue a Payment.....................................................................................................1-171 Practice - Create a Payment Process Request Template ............................................................................1-173 Solution - Create a Payment Process Request Template ...........................................................................1-175 Practice - Run the Cash Requirement Report ............................................................................................1-178 Solution - Run the Cash Requirement Report............................................................................................1-181 Practice - Create a Payment Process Request with Straight-Through Processing for a Payment Method of Check ...................................................................................................................................................................1-184 Solution – Create a Payment Process Request with Straight-Through Processing for a Payment Method of Check.........................................................................................................................................................1-189 Practice - Payment Process Request with Stops ........................................................................................1-198 Solution - Payment Process Request with Stops........................................................................................1-205 Practice - Void a Payment in Payments Manager......................................................................................1-222 Solution - Void a Payment in Payments Manager .....................................................................................1-225 Practice - Stop a Payment in Payments Manager ......................................................................................1-229 Solution - Stop a Payment in Payments Manager......................................................................................1-232 Practice - Enter a Debit Memo and Record a Refund................................................................................1-236 Solution - Enter a Debit Memo and Record a Refund ...............................................................................1-238 Practice - Create a Prepayment..................................................................................................................1-242 Solution - Create a Prepayment .................................................................................................................1-244 Practice - Apply a Prepayment ..................................................................................................................1-250 Solution - Apply a Prepayment..................................................................................................................1-252 Practice - Set up Payment Terms ...............................................................................................................1-257 Solution - Set up Payment Terms ..............................................................................................................1-259 Practice - Create an Expense Report Template..........................................................................................1-263 Solution - Create an Expense Report Template .........................................................................................1-264 Practice - Enter an Expense Report ...........................................................................................................1-266 Solution - Enter an Expense Report...........................................................................................................1-267 Practice - Create an Employee Advance....................................................................................................1-270 Solution - Create an Employee Advance ...................................................................................................1-272 Practice - Apply an Advance .....................................................................................................................1-277 Solution - Apply an Advance ....................................................................................................................1-279 Practice - Create Accounting .....................................................................................................................1-282 Solution – Submit the Create Accounting Process ....................................................................................1-284 Copyright © Oracle 2008. All rights reserved.

R12 Oracle Payables Management Fundamentals - Practices Table of Contents ii

Practice - Set Up US Sales Tax .................................................................................................................1-288 Solution – Set Up US Sales Tax ................................................................................................................1-294 Practice - Enter an Invoice with US Sales Tax Lines ................................................................................1-303 Solution - Enter an Invoice with US Sales Tax Lines................................................................................1-304 Practice - Set Up UK VAT ........................................................................................................................1-306 Solution – Set Up UK VAT.......................................................................................................................1-312 Practice - Enter an Invoice with UK VAT.................................................................................................1-321 Solution - Enter an Invoice with UK VAT ................................................................................................1-322 Practice - Verify Automatic Withholding Tax Setup.................................................................................1-325 Solution - Verify Automatic Withholding Tax Setup................................................................................1-327 Practice - Create Withholding Tax Invoices ..............................................................................................1-332 Solution - Create Withholding Tax Invoices .............................................................................................1-333

Copyright © Oracle 2008. All rights reserved.

R12 Oracle Payables Management Fundamentals - Practices Table of Contents iii

Preface Profile Before You Begin This Course •

Thorough knowledge of

•

Working experience with

Prerequisites •

•

There are no prerequisites for this course.

How This Course Is Organized This is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.


R12 Oracle Payables Management Fundamentals - Practices Table of Contents v

Related Publications Oracle Publications Title

Additional Publications •

System release bulletins

•

Installation and user’s guides

•

Read-me files

•

International Oracle User’s Group (IOUG) articles

•

Oracle Magazine


R12 Oracle Payables Management Fundamentals - Practices Table of Contents vi

Part Number

Typographic Conventions Typographic Conventions in Text Convention Bold italic Caps and lowercase

Courier new, case sensitive (default is lowercase)

Initial cap

Element Glossary term (if there is a glossary) Buttons, check boxes, triggers, windows Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames

Arrow Brackets Commas

Graphics labels (unless the term is a proper noun) Emphasized words and phrases, titles of books and courses, variables Interface elements with long names that have only initial caps; lesson and chapter titles in crossreferences SQL column names, commands, functions, schemas, table names Menu paths Key names Key sequences

Plus signs

Key combinations

Italic

Quotation marks

Uppercase

Example The algorithm inserts the new key. Click the Executable button. Select the Can’t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window. Code output: debug.set (‘I”, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott Customer address (but Oracle Payables)

Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter [email protected], where user_id is the name of the user. Select “Include a reusable module component” and click Finish. This subject is covered in Unit II, Lesson 3, “Working with Objects.”

Use the SELECT command to view information stored in the LAST_NAME column of the EMP table. Select File > Save. Press [Enter]. Press and release keys one at a time: [Alternate], [F], [D] Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]


R12 Oracle Payables Management Fundamentals - Practices Table of Contents vii

Typographic Conventions in Code Convention Caps and lowercase Lowercase

Element Oracle Forms triggers Column names, table names

Example When-Validate-Item

Passwords

DROP USER scott IDENTIFIED BY tiger; OG_ACTIVATE_LAYER (OG_GET_LAYER (‘prod_pie_layer’))

SELECT last_name FROM s_emp;

PL/SQL objects

Lowercase italic Uppercase

CREATE ROLE role

Syntax variables

SQL commands and SELECT userid FROM emp; functions

Typographic Conventions in Oracle Application Navigation Paths This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications. (N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve This simplified path translates to the following:

1.

(N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary.

2.

(M) From the menu, select Query then Find.

3.

(B) Click the Approve button.

Notations: (N) = Navigator (M) = Menu (T) = Tab (B) = Button (I) = Icon (H) = Hyperlink (ST) = Sub Tab Copyright © Oracle 2008. All rights reserved.

R12 Oracle Payables Management Fundamentals - Practices Table of Contents viii

Typographical Conventions in Oracle Application Help System Paths This course uses a “navigation path” convention to represent actions you perform to find pertinent information in the Oracle Applications Help System. The following help navigation path, for example— (Help) General Ledger > Journals > Enter Journals —represents the following sequence of actions: 1.

In the navigation frame of the help system window, expand the General Ledger entry.

2.

Under the General Ledger entry, expand Journals.

3.

Under Journals, select Enter Journals.

4.

Review the Enter Journals topic that appears in the document frame of the help system window.


R12 Oracle Payables Management Fundamentals - Practices Table of Contents ix

R12 Oracle Payables Management Fundamentals Practices Chapter 1

Copyright © Oracle, 2008. All rights reserved.

R12 Oracle Payables Management Fundamentals - Practices Chapter 1 - Page 1



R12 Oracle Payables Management Fundamentals



Practice - Create a New Employee (Required) Responsibility: Human Resources, Vision Enterprises Define an Employee 1.

(N) > People > Enter and Maintain

2.

(B) New

3.

Last = Your last name

4.

First = Your first name

5.

Gender = Choose a gender

6.

Action = Create Employment

7.

Person Type = Employee

8.

Social Security = Enter a 9 digit number (xxx-xx-xxxx) Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number

9.

(T) Personal

10. Birth Date = Enter a birthday (dd-mmm-yyyy) 11. Save Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK. 12. (B) Assignment 13. Organization = Vision Operations 14. (B) Correction Note: Cancel out of the people group flexfield window. 15. Job = MGR500.Manager 16. Position = MM400.Materials Manager 17. (B) Yes to accept the default values 18. Location = M1 - Seattle Copyright © Oracle, 2008. All rights reserved.


19. (T) Supervisor 20. Name = Brown, Ms. Casey 21. (T) Purchase Order Information 22. Set of Books = Vision Operations 23. Default Expense Account = 01-110-7740-0000-000 24. (B) OK to accept the Default Expense Account values. 25. Save. 26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1, to HR. 27. Close windows until you are back at the Navigator.



Solution - Create a New Employee (Required) Responsibility: Human Resources, Vision Enterprises Define an Employee 1.

(N) > People > Enter and Maintain

2.

(B) New

3.

Last = yourlastname

4.

First = yourfirstname

5.

Gender = Choose a gender

6.

Action = Create Employment

7.

Person Type = Employee

8.

Social Security = Enter a 9 digit number (xxx-xx-xxxx) Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number Copyright © Oracle, 2008. All rights reserved.


9.

(T) Personal

10. Birth Date = Enter a birthday (dd-mmm-yyyy) 11. Save Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.

12. (B) Assignment

13. Organization = Vision Operations 14. (B) Correction Note: Cancel out of the people group flexfield window. 15. Job = MGR500.Manager 16. Position = MM400.Materials Manager 17. (B) Yes to accept the default values



18. Location = M1 - Seattle 19. (T) Supervisor 20. Name = Brown, Ms. Casey 21. (T) Purchase Order Information 22. Set of Books = Vision Operations 23. Default Expense Account = 01-110-7740-0000-000 24. (B) OK to accept the Default Expense Account values. 25. Save. 26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1, to HR. 27. Close windows until you are back at the Navigator.



Practice - Create a New User Overview In this practice, you will create a new user.

Assumptions •

Replace XX with your terminal number or initials.

•

You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.

Tasks 1.

Switch to the System Administrator responsibility. − (I) Black Hat (on toolbar) − Responsibility = System Adminstrator

2.

Create a New User − User Name = XXUSER − Password = welcome1 − Person = The employee you created in the first practice Note: You have to tab and enter the Password again.

3.

Enter the responsibilities for this user. Responsibility

4.

Security Group

General Ledger, Vision Operations (USA)

Standard

Payables, Vision Operations (USA)

Standard

Purchasing, Vision Operations (USA)

Standard

Cash Management, Vision Operations (USA)

Standard

US HRMS Manager

Standard

Human Resources, Vision Enterprises

Standard

iExpenses

Standard

System Administrator

Standard

Oracle Payments Payment Administrator

Standard

Sign on as your new user.



Solution - Create a New User Tasks Sign on 1.

Switch to the System Administrator responsibility. − (I) Black Hat (on toolbar) − Responsibility = System Adminstrator

Create a New User 2.

Navigate to the Define User form •

(N) Security : User > Define − User Name = XXUSER, where XX is your terminal ID. − Password = welcome (tab, re-enter to verify) − Person = The employee you created in the first practice

Add Responsibilities 3.

Add the following responsibilities to your new username Responsibility

Security Group

General Ledger, Vision Operations (USA)

Standard

Payables, Vision Operations (USA)

Standard

Purchasing, Vision Operations (USA)

Standard

Cash Management, Vision Operations (USA)

Standard

US HRMS Manager

Standard

Human Resources, Vision Enterprises

Standard

iExpenses

Standard

System Administrator

Standard

Oracle Payments Payment Administrator

Standard



4.

Save and Close Form.

Login as New User 5.

Exit Oracle Applications − (M) File > Exit Oracle Applications − (B) OK

6.

From the Oracle e-Business Suite home page: − (L) Logout

7.

Log back into the system with your newly created User ID and password. − Old Password = welcome1 − New Password = XXuser (Tab, re-enter to verify)

8.

(B) Submit.



Practice - Set Yourself Up As a Buyer (Required) Overview In this exercise, you will set up a buyer.

Assumptions •


•


Tasks 1.

Responsibility = Purchasing, Vision Operations (USA)

2.

Navigate to the Buyer definition window

4.

Add your employee as a Buyer with a Ship-To Location of M1 – Seattle.

6.

Close windows until you are back at the navigator.



Solution - Set Yourself Up As a Buyer Tasks 1.

Responsibility = Purchasing, Vision Operations (USA)

2.

Navigate to the Buyer definition window •

(N) Setup > Personnel > Buyers

•

(B) Add Buyer

3.

(I) Search

4.

Name = your employee name (last name first name)

5.

•

(I) Quick Select your employee

•

Ship-To = M1 – Seattle

(B) Save



6.

Close windows until you are back at the navigator.



Guided Demonstration - Run the Fill Employee Hierarchy Process (Required) Responsibility: Purchasing, Vision Operations (N) Reports > Run Run the Fill Employee Hierarchy process to add people to the position hierarchy. This is necessary for approvals to work correctly when using a position hierarchy. Run the Fill Employee Hierarchy process 1.

(B) OK to submit a single request

2.

Name = Fill Employee Hierarchy

3.

(B) Submit

4.

Do not submit another request

Monitor the Request Until It Completes 5.

(M) View > Requests

6.

(B) Find

7.

(B) Refresh Data until the request completes



Practice - Create a Supplier With Two Sites Overview Your supervisor has notified you that the company will be purchasing materials and services from new suppliers. In this practice, you will create a pay group and a supplier with two sites.

Assumptions •


•


Tasks Responsibility = Purchasing, Vision Operations 1.

Create a new pay group. •

(N) Setup : Purchasing > Lookup Codes

Code XXPAY GROUP

Meaning

Description

XXPay Group

XXPay Group

2.

Switch to the Payables, Vision Operations (USA) responsibility

3.

Create a supplier. •

(N) Suppliers > Entry

•

(B) Create − Supplier Type = Standard supplier − Organization Name = XXIBM Corporation − Type = Manufacturing − Party Risk Profile = No Risk − Allow Tax Applicability = Checked − Create Debit Memo from RTS Transaction = Checked − Receipt Routing = Standard Receipt − Allow Substitute Receipts = Checked − Match Approval Level = 3-Way − Invoice Match Option = Purchase Order − Terms = Immediate − Pay Group = XXPay Group Copyright © Oracle, 2008. All rights reserved.


− Always Take Discount = Checked − Payment Method : Electronic = Checked 4.

Create a pay site. − Address Line 1 = 1 Main St. − City = San Francisco − County = San Francisco − State = CA − Postal Code = 94105 − Address Name = San Francisco − Addressee = San Francisco − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose, Payment option = Checked

5.

Assign the San Francisco address to the Vision Operations operating unit.

6.

Create a purchasing site. − Address Line 1 = 520 Madison Ave. − City = New York − County = New York − State = NY − Postal Code = 10022 − Address Name = New York − Addressee = New York − Phone Area Code = 212 − Phone Number = 555-7703 − Email Address = [email protected] − Address Purpose, Purchasing option = Checked

7.

Assign the New York address to the Vision Operations operating unit.

8.

Create a contact for the pay site. − Navigate to (L) Contact Directory − (B) Create − First Name = John − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 415 − Phone Number = 555-1234 − Phone Extension = 1234 − Create User Account for this Contact = Checked − iSupplier Portal Full Access = Checked

9.

Create a contact for the purchasing site. Copyright © Oracle, 2008. All rights reserved.


− − − − − − − −

(B) Create First Name = Jane Last Name = Doe Email Address = [email protected] Phone Area Code = 212 Phone Number = 555-7703 Create User Account for this Contact = Checked iSupplier Portal Full Access = Checked

10. Set the Tolerance level for the San Francisco and New York supplier sites to Vision Operations – Tolerance.



Solution - Create a Supplier With Two Sites Tasks Responsibility = Purchasing, Vision Operations (USA) Create a New Pay Group We will create a new pay group and assign it to your suppliers. The Pay Group will default to new supplier sites you enter and from your supplier sites to all invoices you enter. When we select invoices for payment during this course, you will use your pay group so you select only YOUR invoices for payment! 1.

Navigate to the Oracle Purchasing lookups •

(N) Setup : Purchasing > Lookup Codes

2.

Query the PAY GROUP lookup code − (F11) − Enter search criteria ‘P%G%’ in the Type field − (Ctrl)+(F11)

3.

Create a new pay group by inserting your cursor in the bottom of the grid, then clicking (I) Add New Row. Use the information below to create the new pay group: Code

XXPAY GROUP

Meaning

Description

XXPay Group

XXPay Group



4.

Save. Close the form to return to the Navigator.

Create a Supplier 5.

Switch to the Payables, Vision Operations (USA) responsibility. − (I) Black Hat (on toolbar) − Responsibility = Payables, Vision Operations (USA)

6.

Navigate to the Suppliers page. − (N) Suppliers > Entry

7.

(B) Create Supplier. − Supplier Type = Standard supplier − Organization Name = XXIBM Corporation



8.

(B) Apply.

9.

Navigate to (L) Organization. − Type = Manufacturing − Party Risk Profile = No Risk

10. (B) Save. Copyright © Oracle, 2008. All rights reserved.


11. Navigate to (L) Tax and Reporting. − Allow Tax Applicability = Checked

12. (B) Save. 13. Navigate to (L) Purchasing. − Create Debit Memo from RTS Transaction = Checked



Note: Enable the Create Debit Memo From RTS Transaction option if you want the system to automatically create a Debit Memo in Payables when you enter a Return to Supplier (RTS) in Purchasing. The value for supplier site defaults from the Purchasing Options window. 14. (B) Save. 15. Navigate to (L) Receiving. − Receipt Routing = Standard Receipt − Note: To find Standard Receipt: − (I) Search − Change the search criteria to Routing Name, not Routing Description. − Receipt Routing = Standard Receipt − Match Approval Level = 3-Way − Allow Substitute Receipts = Checked



16. (B) Save. 17. Navigate to (L) Invoice Management. − Invoice Match Option = Purchase Order − Terms = Immediate − Pay Group = XXPay Group − Always Take Discount = Checked



18. (B) Save. 19. Navigate to (L) Payment Details. − Payment Method : Electronic = Checked

20. (B) Save. Create a Pay Site 21. Navigate to (L) Address Book. 22. (B) Create. Copyright © Oracle, 2008. All rights reserved.


23. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 1 Main St. − City = San Francisco − County = San Francisco − State = CA − Postal Code = 94105 − Address Name = San Francisco − Addressee = San Francisco − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose, Payment = Checked

Note: This address should be complete as this is the address that will appear on any checks cut to this site! 24. (B) Continue. Note: If you get a message about the postal code, click (B) Continue to accept the Zip code. 25. Assign the address to the Vision Operations operating unit, enable the Select check box.



26. (B) Apply. This creates the basic supplier site. 27. To update the supplier site attributes, click Manage Sites.

28. (T) Uses. − Pay = Checked − Primary Pay = Checked



29. (T) Communication. − Supplier Notification Method = Print

30. Apply. Create a Purchasing Site 31. In the Address Book page, click (B) Create. 32. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 520 Madison Ave. − City = New York Copyright © Oracle, 2008. All rights reserved.


− − − − − − − − −

County = New York State = NY Postal Code = 10022 Address Name = New York Addressee = New York Phone Area Code = 212 Phone Number = 555-7703 Email Address = [email protected] Address Purpose, Purchasing option = Checked

Note: This address should be complete as this is the address that will appear on any checks cut to this site! 33. (B) Continue. 34. Assign the address to the Vision Operations operating unit, by enabling the Select check box. 35. (B) Apply. This creates the basic supplier site. 36. To update the New York supplier site attributes, click Manage Sites.



37. (T) Communication. − Supplier Notification Method = Print

Note: When you enter and approve purchase orders for this supplier, the Supplier Notification Method will default. We’ve chosen printed document here. However, if we chose e-Mail and specified an e-mail address, that information would default during purchase order approval so we could send the purchase order using the supplier’s preferred method. Valid options are e-Mail, Fax and Printed Document. Copyright © Oracle, 2008. All rights reserved.


38. Apply. Create a Contact for the Pay Site 39. Navigate to (L) Contact Directory. 40. (B) Create. − First Name = John − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 415 − Phone Number = 555-1234 − Phone Extension = 1234 − Create User Account for this Contact = Checked − iSupplier Portal Full Access = Checked

41. In the Addresses for the Contact Region, click (B) Add Another Row. 42. Type 'San Francisco' in the Address Name Field.



43. (B) Apply. Create a Contact for the Purchasing Site 44. Navigate to (L) Contact Directory. 45. (B) Create. − First Name = Jane − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 212 − Phone Number = 555-7703 − Create User Account for this Contact = Checked − iSupplier Portal Full Access = Checked

46. In the Addresses for the Contact Region, click (B) Add Another Row. Copyright © Oracle, 2008. All rights reserved.


47. Type 'New York' in the Address Name Field. 48. (B) Apply. Set the Supplier Site Tolerance 49. (L) Invoice Management 50. Scroll to the Supplier Sites region. 51. (ST) Invoicing

52. For the New York and San Francisco sites, select Vision Operations – Tolerance from the list of values. − (L) More . . . − Search = Vision Operations – Tolerance − (B) Go − (B) Select 53. (B) Save. 54. Close the form back to the Navigation menu.



Practice - Create a 1099 Supplier (Optional) Overview Your company policy is to place a payment hold on all 1099 suppliers until their tax verification letter is received. In this practice, you will create a 1099 supplier.

Assumptions •


•


Tasks Sign On Responsibility: Payables, Vision Operations (USA) 1.

Navigate to Suppliers page. •


2.

Create a 1099 supplier. − Organization Name = XXComputer Consulting Services − Taxpayer ID = XX1-22-1560

3.

Place this supplier on payment hold.

4.

Create a Supplier Site for Income Tax Reporting



Solution - Create a 1099 Supplier (Optional) Tasks Create a 1099 Supplier 1.

Navigate to the Suppliers page. •


2.

(B) Create Supplier. − Organization Name = XXComputer Consulting Services − Taxpayer ID = XX1-22-1560

3.

(B) Apply.

4.

Navigate to (L) Organization. − Type = Supplier − Party Risk Profile = No Risk



5.

Save.

6.

Navigate to (L) Tax Details − Federal = Checked



7.

Save.

Place this Supplier on Payment Hold 8.

Navigate to (L) Invoice Management. − Hold from Payment, All Invoices = Checked − Payment Hold Reason: Enter any reason − Payment Priority = XX − Terms = 30 Net − Terms Date Basis = Invoice − Pay Group = XXPay Group

9.

Save.

Create a Supplier Site for Income Tax Reporting 10. Navigate to (L) Address Book. 11. (B) Create. 12. Enter the supplier site address information as follows: − Address Line 1 = 1 Main St. − City = Half Moon Bay − County = San Mateo − State = CA Copyright © Oracle, 2008. All rights reserved.


− − − − − − −

Postal Code = 94019 Address Name = Half Moon Bay Addressee = Half Moon Bay Phone Area Code = 650 Phone Number = 555-1234 Email Address = [email protected] Address Purpose, Payment = Checked

Note: This address should be complete as this is the address that will appear on any checks cut to this site! 13. (B) Continue. 14. Assign the address to the Vision Operations operating unit, by enabling the Select check box. 15. (B) Apply. This creates the basic supplier site. 16. Navigate to (L) Tax and Reporting. − Allow Tax Applicability = Checked − For the Supplier Site, Half Moon Bay − Income Tax Reporting Site = Checked

17. Save. 18. Close the form back to the Navigation menu.



Practice - Review and Change Supplier Information Overview You have just created new suppliers and want to review and change some of supplier and supplier site information. In this practice, you will review and change supplier information.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) 1.



2.

Search for XXIBM supplier and inactivate the New York site.

3.

Change the terms for XXIBM supplier.

4.

Add a contact name.

5.

Reactivate the New York site to perform later purchasing practices.



Solution - Review and Change Supplier Information Tasks Search for XXIBM supplier and inactivate the New York site 1.



2.

Search − Supplier Name = XXIBM Corporation

3.

(B) Go.

4.

Navigate to (L) Address Book.

5.

For New York, click (I) Manage Sites

6.

(T) Uses. − Inactive Date = Today’s date

7.

(B) Apply.

Add a Contact Name 8.

Navigate to (L) Contact Directory.

9.

(B) Create.

10. Enter your name and contact information. 11. (B) Apply. Change the Terms for XXIBM Supplier 12. Navigate to (L) Invoice Management. − Terms = 30 Net 13. Save. Reactivate the New York site 14. Navigate to (L) Address Book. 15. For New York, click (I) Manage Sites 16. (T) Uses. Copyright © Oracle, 2008. All rights reserved.


− Inactive Date = blank 17. (B) Apply.



Practice - Submit the Suppliers Report and Merge Suppliers Overview Assume that your supplier GE Plastics is absorbing the following sites from GE Capital: Boston and Danbury. GE Plastics is going use the Supplier Merge program to merge theses sites into their existing supplier sites. GE Plastics already has a Boston supplier site, so it will merge GE Capital Boston into GE Plastics Boston. GE Plastics will copy the Danbury site, as they do not have an existing Danbury site. Before you run the Supplier Merge program, run the Suppliers Report to identify duplicate suppliers.

Assumptions •


•


Tasks Run the Suppliers Report 1.

Submit the Suppliers Report.

Merge Supplier Records 2.

Run the Supplier Merge Program. − GE Captial, Boston -> GE Plastics, Boston − GE Capital, Danbury -> GE Plastics

3.

Review the Supplier Merge Report.



Solution – Submit the Suppliers Report and Merge Suppliers Responsibility = Payables, Vision Operations (USA) Run the Suppliers Report 1.

Navigate to the Submit Requests window. •

(N) Other > Request > Run − Choose Single Request − (B) OK − Name = Suppliers Report

2.

In the Parameters window: − Order By = Supplier Name − Include All/Active Sites = Active − Include Bank Account Information parameter = No − (B) OK

3.

Submit your request. − (B) Submit − (B) No.

4.

Monitor your request until it completes successfully and review the output. •

(M) View > Requests > Find

•

(B) View Output

Note that GE Capital and GE Plastics both have “Boston” supplier sites. Merge Supplier Records 5.

Navigate to the Supplier Merge window. •

6.

(N) Suppliers > Supplier Merge

In the Supplier Merge window, enter the merge details as follows: From Supplier Name

Site

Copy

To Supplier Name

GE Capital

Boston

Blank

GE Plastics

GE Capital

Danbury

Checked

GE Plastics

Site

Boston



7.

(B) Merge Note that the merge process is irreversible.

8.

Navigate to Suppliers > Inquiry to view the updated supplier record for GE Plastics.

9.

Run the Supplier Merge Program. •

(N) Home > Payables, Vision Operations (USA) > Other : Requests > Run

•

Select a single request and (B) OK.

•

(B) OK to accept the Caution.

10. Review the Supplier Merge Report. 11. Close the form back to the Navigation menu.



Practice - Remove the Payment Hold On Your 1099 Supplier Overview Your 1099 supplier has returned a complete 1099 tax verification letter. In this practice, you will remove the payment hold on your 1099 supplier. Complete the details and remove the payment hold.

Assumptions •


•




2.


Remove the 1099 payment hold.



Solution - Remove the Payment Hold On Your 1099 Supplier Tasks Update 1099 Information 1.



2.

Search − Supplier Name = XXComputer Consulting Services

3.

(B) Go.

Remove the 1099 Payment Hold 4.

Navigate to (L) Invoice Management. − Hold from Payment, All Invoices = Unchecked

5.

Save.



Practice - Set Up a Batch (Optional) Overview You have received a number of invoices from XXIBM Corporation, which you will be entering into the Oracle Payables system. Batch all invoices for this supplier in this batch.

Assumptions •


•


Tasks Responsibility: System Administrator 1.

Navigate to the System Profile Window •

2.

(N) Profile > System

Turn on batching at the Payables, Vision Operations (USA) responsibility level

Responsibility: Payables, Vision Operations (USA) 3.

Navigate to the Invoice Batches window. •

(N) Invoices > Entry > Invoice Batches

4.

Enter in the Batch name XXBatch

5.

Save your work.



Solution – Set Up a Batch Tasks Turn on the Profile Option AP: Use Invoice Batch Controls System Administrator Responsibility 1.

Navigate to Find System Profile Values •

(N) Profile > System

•

Uncheck the Site checkbox

•

Check the Responsibility checkbox

•

Enter the Responsibility: Payables Vision Operations (USA)

•

Accept the default for the Profiles with No Values field (usually checked)

•

Enter the search criteria AP%Batch% in the Profile field

2.

Select (B) Find

3.

Change the AP: Use Invoice Batch Controls profile option setting at the Responsibility level to Yes.

4.

Save your work.

5.

Switch Responsibilities to Payables Vision Operations (USA)

Enter a Batch Header for the Transactions 6.

Navigate to the Invoice Batches window. •

7.

(N) Invoices > Entry > Invoice Batches − Batch Name = XXBatch

Save.



Practice - Create Folder Forms for the Invoice Header and Lines Overview In this practice, you will create Folder Forms for the Invoice and Invoice Distribution Windows.

Assumptions •


•



Navigate to the Invoices window. •

(N) Invoices > Entry > Invoices

2. Create an invoice header level folder by adding the following field after the Withheld Amount field. − Liability Account Note: The field you display appears to the right of the field the cursor is in. 3.

Save the folder − (M) Folder > Save As − Name = XXHeaderFolder − Autoquery = Never − Open as Default = Selected

4.

(B) OK

Create an Invoice Lines Level Folder 5.

Enter the following invoice header information: Invoice Type

Standard

Trading Partner XXIBM Corporation

Invoice Num XX-150

6.

(T) Lines

7.

Insert your cursor in the Requester field.

Invoice Amount 150

Terms

Payment Method

30 Net

Electronic



•

8.

9.

(M) Folder > Show Field

Add the following fields: •

Merchant Document Number

•

Merchant Name

Save the folder •

(M) Folder > Save As − Name = XXLinesFolder − Open as Default = Selected − (B) OK.



Solution - Create Folder Forms for the Invoice Header and Lines Tasks Create an Invoice Header Level Folder 1.



2. Create an invoice header level folder

3.

•

Put the cursor in the Withheld Amount field

•


Add the following field. − Liability Account − (B) OK

Note: The field you display appears to the right of the field the cursor is in. 4.

Save the folder − (M) Folder > Save As Copyright © Oracle, 2008. All rights reserved.


− Name = XXHeaderFolder − Autoquery = Never − Open as Default = Selected 5.

(B) OK

Create an Invoice Lines Level Folder 6.

Enter the following invoice header information: Invoice Type

Standard


Invoice Num 11-150

7.

(T) Lines

8.

Insert your cursor in the Requester field. •

9.

Invoice Amount 150

Terms

Payment Method

30 Net

Electronic


Add the following fields: •

Merchant Document Number

•

Merchant Name

10. Save the folder •

(M) Folder > Save As − Name = XXLinesFolder − Open as Default = Selected

11. (B) OK 12. Close the form back to the Navigation menu



Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments Overview You have received invoice XX1000 from XXIBM Corporation, which you will be entering into the Oracle Payables system. The invoice is to be distributed to two departments in your company.

Assumptions •


•



Navigate to the Invoices window.

2.

Enter the following invoice: Trading Partner

XXIBM Corporation

3.

Invoice Num XX1000

Invoice Amount 10000

Description Promotional Giveaway

Enter the invoice lines based on the following table:

Num

Type

Amount

Distribution Account

1

Item

4000

01-402-7110-0000-000

2

Item

6000

01-404-7110-0000-000

4.

Save your work.



Payment terms Immediate

Payment Method Electronic

Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments Tasks Enter Invoice 1.


2.


Enter an invoice using the following information: Trading Partner

XXIBM Corporation

Invoice Num XX1000


Description Promotional Giveaway

Payment terms Immediate


Enter Two Invoice Lines and Distribute Each Line to a Different Department 3.

(T) Lines

4.

Enter the invoice lines according to the following table:

Num

Type

Amount


1

Item

4000

01-402-7110-0000-000

2

Item

6000

01-404-7110-0000-000



5.

Save.

6.

(B) All Distributions. Note that because you entered the Distribution account for each Item line, the distributions are automatically created for these lines.



7.

Close the form back to the Navigation menu.



Practice - Enter an Invoice for a Fixed Asset Overview You have received invoice XX2000 for the purchase of a fixed asset. Enter the invoice into Oracle Payables. In this practice, you will enter an invoice for a fixed asset.

Assumptions •


•




2.

Enter the following invoice: Invoice Type

Trading Partner

Standard

3.

4.

XX2000


Description Computer Server

Enter invoice lines according to the following table:

Num 1

XXIBM Corporation

Invoice Num

Type Item

Amount 40000

Distribution Account 01-000-1570-0000-000

Save your work.



Terms

Payment Method

30 Net

Electronic

Solution - Enter an Invoice for a Fixed Asset Tasks Enter an Invoice for a Fixed Asset 1.


2.


Enter the following invoice: Invoice Type

Trading Partner

Standard

XXIBM Corporation

Invoice Num XX2000


3.

(T) Lines

4.

Enter the invoice line according to the following table:

Num 1

Type Item

Amount 40000

Description Computer Server


Payment Method

30 Net

Electronic

Track As Asset Checked



Terms

5.

6.

Save

7.

Close the form back to the Navigation menu.



Practice - Create Distribution Sets Overview You frequently receive invoices for which the accounting is generally the same. Your controller has asked you to establish a distribution set to enable the accounting entries for some invoices to be automatically generated. In this practice, you will create a full and a skeleton distribution set.

Assumptions •


•



Navigate to the Distributions Sets window. •

(N) Setup > Invoice > Distribution Sets

2.

Create a Full Distribution Set using the following information: − Name = XXUtilities − Description = XXUtilities Distribution Set

3.

Enter full distributions according to the following table:

Num

%

Account

Description

1

25

01-402-7410-0000-000

Utilities-East Region

2

50

01-404-7410-0000-000

Utilities-West Region

3

25

01-410-7410-0000-000

Utilities-Mgmt

4.

Save your work.

5.

Enter a Skeleton Distribution Set, using the following information: − Name = XXSkeleton − Description = XXUtilities Skeleton Distribution Set

6.

Enter skeleton distributions according to the following table:

Num

%

Account

Description

1

0

01-402-7410-0000-000


2

0

01-404-7410-0000-000


3

0

01-410-7410-0000-000

Utilities-Mgmt



7.

Save your work.



Solution - Create Distribution Sets Tasks Create a Full Distribution Set 1.

Navigate to the Distribution Sets window. •

(N) Setup > Invoice > Distribution Sets

2.

Create a full distribution set using the following information: − Name = XXUtilities − Description = XXUtilities Distribution Set

3.

Enter a Full Distribution set, according to the following table:

Num

%

Account

Description

1

25

01-402-7410-0000-000


2

50

01-404-7410-0000-000


3

25

01-410-7410-0000-000

Utilities-Mgmt

Note that when the total = 100%, the Type = Full



4.

Save

Create a Skeleton Distribution Set 5.

In the Distribution Sets window, place the cursor in Name Field and press the down arrow to create a new record.

6.

Create a skeleton distribution set using the following information: − Name = XXSkeleton − Description = XXUtilities Skeleton Distribution Set

7.

Enter skeleton distributions according to the following table.

Num

%

Account

Description

1

0

01-402-7410-0000-000


2

0

01-404-7410-0000-000


3

0

01-410-7410-0000-000

Utilities-Mgmt

Note that when the percentage = 0%, the Type = Skeleton

8.

Save.

9.

Close the form back to the Navigation menu



Practice - Enter an Invoice Using a Distribution Set Overview You have received an invoice. Enter it into the system using your full distribution set. In this practice, you will create enter an invoice using a distribution set.

Assumptions •


•




2.


Enter the following invoice: Type

Standard

3.

Trading Partner

Invoice Num

XXIBM Corporation XX3000

Invoice Amount 2567.59

(T) Lines. Enter the following invoice line: Type

Item

Amount 2567.59

4.

Save your work.

5.

Verify your invoice distributions.



Distribution Set XXUtilities


Solution - Enter an Invoice Using a Distribution Set Tasks Enter an Invoice using a Distribution Set 1.


2.


Enter the following invoice. Type

Standard

Trading Partner

Invoice Num

XXIBM Corporation XX3000




Note: If you have saved the invoice before you entered this field, you will not be able to enter a distribution set in this field! You can delete the invoice and try again. 3.

(T) Lines. Enter the following invoice line. Type

Item

Amount 2567.59



Note: The distribution set defaults into the line based on what you entered in the invoice header. 4.

(B) Save.

Verify Invoice Distributions 5.

With your cursor in the invoice line, click (B) Distributions.

6.

In the Distributions window, verify that the distribution total is equal to the invoice amount.



7.




Practice - Create a Freight Distribution Overview You have received an invoice from your supplier. Enter the invoice and add a single freight distribution using the Prorate Across All Item lines functionality. In this practice, you will create a freight distribution.

Assumptions •


•




2.



Standard

3.

Trading Partner

Invoice Num

XXIBM Corporation

XX16000

Invoice Amount 2535

Terms 2/10 Net 45

(T) Lines. Enter the invoice lines. Type

Amount

Item

2500

Freight

35

Distribution Account 01-110-75300000-000

4.

Save your work.

5.

Verify your distributions.

Description

Prorate Across All Item Lines

1 PC 2500.00, Freight 35.00 Checked

Add another computer to the invoice 6.

Increase the invoice amount to 5035.

7.

(T) Lines. Add another invoice line: Copyright © Oracle, 2008. All rights reserved.



Type Item

Amount 2500


8.

Save your work.

9.

Check your distributions.

Description Personal Computer



Solution - Create a Freight Distribution Tasks Enter an Invoice with Freight 1.

Navigate to the Invoices window •

2.



Standard

3.


XX16000

Invoice Amount 2535

Terms 2/10 Net 45

(T) Lines. Enter the invoice lines. Type

Amount

Item

2500

Freight

35

4.

Invoice Num

Distribution Account 01-110-75300000-000

Description

Prorate Across All Item Lines

1 PC 2500.00, Freight 35.00 Checked

Save your work.

Verify Freight Distribution 5.

(B) All Distributions. Note that the freight distribution has been created.




6.

Close the Distributions window.

Add Another Computer to the Invoice 7.

Increase the invoice amount to 5035.

8.

(T) Lines. Add another invoice line:

Type Item

Amount 2500


Description Personal Computer



9.

Save your work.

10. (B) All Distributions. Check your distributions. Note that a freight distribution was automatically created and that the freight costs have been prorated across both item lines.

11. Close the form back to the Navigation menu.



Practice - Allocate Freight and Miscellaneous Charges Overview You have received an invoice for marketing materials from your supplier. Enter the invoice and allocate the freight and miscellaneous charges. XXIBM Coporation 1 Main St. San Francisco, CA 94105

Invoice No. XX17000

INVOICE Quantity

Description

20000

Misc. Marketing Materials

Unit Price

Total

1.00

20000.00

Subtotal

20000.00

Shipping

500.00

Misc.

100.00

Total

20600.00

Assumptions •


•




2.



Standard


Invoice Num XX17000




Description Marketing materials

3.

(T) Lines. Enter the following invoice lines.

Type

Amount

Description


Item

12000

Flyers

01-110-9704-0000-000

Item

8000

Conference Booth

01-110-9704-0000-000

Freight

500

Shipping

Misc.

100

Printer Setup Fee

4.

Save.

Allocate your Freight and Miscellaneous Charges 5.

Allocate Freight of 500 by prorating the freight charge across all items.

6.

Allocate the entire Miscellaneous charge of 100 to the Flyers.

7.

Review the invoice distributions that have been created.



Solution - Allocate Freight and Miscellaneous Charges Tasks Enter an Invoice 1.


2.


Enter the following invoice header information: Type

Standard

3.

Trading Partner

Invoice Num

XXIBM Corporation

XX17000


Description Marketing materials

(T) Lines. Enter the following invoice lines.

Type

Amount

Description


Item

12000

Flyers

01-110-9704-0000-000

Item

8000

Conference Booth

01-110-9704-0000-000

Freight

500

Shipping

Misc.

100

Printer Setup Fee

4.

Save your work.

Allocate Freight Charges 5.

Select the Freight line.

6.

(B) Allocations.




7.

Ensure that the check box next to each item is enabled.

8.

Verify the allocation details. − Type = Fully Prorate

9.

(B) OK.

Allocate Miscellaneous Charges 10. Select the Miscellaneous line. 11. (B) Allocations.



12. Enter the Allocation details. − Type = Amount Based 13. Enable the check box next to the Flyers item. Disable the check box next to the Conference Booth item. − Allocated Amount = 100.00 14. (B) OK 15. (B) All Distributions. Review the invoice distributions that have been created. Note that the 3 distributions have been created (2 Freight, and 1 Miscellaneous). 16. Close the form back to the Navigation menu.



Practice - Create a Scheduled Payment Overview Use multiple scheduled payments to issue partial payment of an invoice or pay an invoice over multiple dates. One invoice can have multiple scheduled payments. Note that scheduled payments are related to the INVOICE, not the DISTRIBUTIONS. In this practice, you will create a scheduled payment. Charge the invoice to the miscellaneous. expense account for department 110. Pay 600 now and pay the balance in +30 days.

Assumptions •


•


Tasks Enter Invoice Information XXIBM Coporation 1 Main St. San Francisco, CA 94105

Invoice No.

XX8000

INVOICE Quantity

Description

20

Items

Unit Price 50.00

1000.00

Subtotal

1000.00

Shipping

0.00

Misc.

0.00

Total

1000.00

Responsibility: Payables, Vision Operations (USA) 1.


Total

(N) Invoices > Entry > Invoices Copyright © Oracle, 2008. All rights reserved.


2.


Standard

3.

Trading Partner

Invoice Num

XXIBM Corporation

XX8000

Amount 1000

Description 20 items @ $50 each


(T) Lines. Enter the following invoice lines. Type

Item

Amount

Quantity Invoiced

1000

20

Unit Price 50.00


Note: The Unit Price field is automatically populated and does not need to be entered. 4.

Save.

Create Scheduled Payments 5.

(T) Scheduled Payments.

6.

Update the Gross Amount to 600.

7.

(B) Split Schedule.

8.

Update the Due Date on the new line item: Due Date

Gross Amount

Default date

600

Default + 30 days

400

9.

Save your work.

10. Close the form back to the Navigation menu



Solution - Create a Scheduled Payment Tasks Enter Invoice Information 1.


2.



Standard

3.

XXIBM Corporation

Invoice Num XX8000

Amount 1000

Description 20 items @ $50 each


(T) Lines. Enter the following invoice lines. Type

Item

4.

Trading Partner

Amount 1000

Quantity 20

Unit Price 50.00

Save.




Create Scheduled Payments 5.

(T) Scheduled Payments.

6.

Update the Gross Amount to 600.

7.

(B) Split Schedule.

8.

Update the Due Date on the new line item. Due Date

Gross Amount

Defaults

600

Default + 30 days

400



9.

Save

10. Close the form back to the Navigation menu



Practice - Cancel an Invoice Overview Invoices may be cancelled unless they are paid. Cancelling an invoice sends reversing invoice distributions to the general ledger. To cancel a paid invoice, the payment must first be voided. Assume your supplier just called you to let you know that invoice XX8000 was issued in error. Cancel invoice XX8000. In this practice, you will cancel an invoice.

Assumptions •


•





2.

Find invoice XX8000: − Trading Partner = XXIBM Corporation − Invoice Number = XX8000

3.

Cancel the invoice.

4.

Notice the status changes to Cancelled.



Solution - Cancel an Invoice Find an Invoice to Cancel 1.


2.


Find invoice 8000 •

(M) View > Find. − Trading Partner = XXIBM Corporation − Invoice Number = XX8000

3.

(B) Find

4.

Cancel the invoice •

(B) Actions − Cancel invoices = Checked

5.

(B) OK

6.

(B) OK. To accept the cancel.

7.

In the General tab, notice the status changes to Cancelled. Copyright © Oracle, 2008. All rights reserved.


Note: Canceling an invoice is final. There is no “Un-Cancel” option! 8.




Practice - Reverse Invoice Distributions Overview You have discovered that Invoice XX1000 was entered with incorrect accounting information. The $4,000 should have been charged to Department 420 instead of 402. Adjust the accounting distribution on this invoice. In this practice, you will reverse invoice distributions. Hint: You can change lines before they have been transferred to the general ledger. After they have been transferred, you will have to reverse them.

Assumptions •


•



Find Invoice XX1000.

2.

Create Final Accounting for the invoice.

3.

Select the invoice line.

4.

Reverse the distribution for account 402.

5.

Enter the correct distribution for account 420.

6.

Save your work.



Solution - Reverse Invoice Distributions Tasks Query invoice 1000 1.

Navigate to the Find Invoices window. •


2.

Find invoice XX1000. − Trading Partner = XXIBM Corporation − Invoice Number = XX1000

3.

(B) Find

Create Accounting NOTE: You will learn more about validation and accounting later in this class. 4.

(B) Actions − Validate = Checked

5.

(B) OK.

6.

(B) Actions − Create Accounting = Checked − Final = Checked

7.

OK.



8.

(B) OK. To accept the confirmation message.

Reverse the distribution. 9.

(T) Lines

10. Select the invoice line with the distribution coded to department 402. 11. (B) Distributions 12. (B) Reverse…1.



13. (B) OK to accept the message. Note that a reversal entry has been created.

14. Use the down arrow key to insert a new distribution line, and enter the correct distribution line.



Type

Amount

Item

4,000

Account 01-420-7110-0000-000

15. Save your work. 16. Note that on the General tab of the Invoices window, Status = Needs Revalidation, Accounted = Partial.





Practice - Create a Standard Purchase Order Overview Your supervisor has asked you to create a purchase order for XXIBM Corporation in New York. Your company is planning to purchase 50 units of item f10000 for $100.00 each. The supplier will be authorized to deliver on three separate dates. Two different departments have ordered the units for the third shipment line. In this practice, you will create a standard purchase order.

Assumptions •


•


Tasks Sign On = Operations/Welcome Responsibility = Purchasing, Vision Operations (USA) 1.

Navigate to the Enter Purchase Orders window. •

(N) Purchase Orders > Purchase Orders

2.

Create a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3.

Enter the following PO line: − Item = f10000 − Quantity = 50 − Price = 100

4.

(B) Shipments.

5.

Enter shipment lines according to the following table:

Num

Organization

Ship-To

Quantity

Promised Date

1

M1

M1-Seattle

18

Today + 5 days

2

M1

M1-Seattle

12

Today + 10 days

3

M1

M1-Seattle

20

Today + 15 days



6.

(T) More. Enter Match Approval Level information for line 2 and 3 according to the following table:

Num

Receipt Close Tolerance (%)

Invoice Close Tolerance (%)

Match Approval Level

Invoice Match Option

2

5

5

2-way

PO

3

5

5

2-way

PO

7.

With the cursor on shipment line 1, choose (B) Distributions.

8.

Enter the distribution lines according to the following table:

Num 1

Destination Type Expense

9.

Quantity 18

Charge Account 01-110-7050-0000-000

Save your work. Close the Distributions window and return to the Shipments window.

10. With the cursor on shipment line 2, choose (B) Distributions. 11. Enter the distribution lines according to the following table: Num 1


Quantity 12

Charge Account 01-110-7050-0000-000

12. Save your work. Close the Distributions window and return to the Shipments window. 13. With the cursor on shipment line 3, choose (B) Distributions. 14. Enter the distribution lines according to the following table: Num

Destination Type

Quantity

Charge Account

1

Expense

12

01-110-7050-0000-000

2

Expense

8

01-120-5341-0000-000

15. Save your work. Close the Distributions and Shipments windows to return to the Purchase Order window. 16. Select (B) Approve and submit the purchase order for approval, deselect all other options. 17. Record your purchase order number _____________________



Solution - Create a Standard Purchase Order Tasks Create a Standard Purchase Order Sign On = Operations/Welcome Responsibility = Purchasing, Vision Operations 1.

Navigate to the Enter Purchase Orders window. •

(N) Purchase Orders > Purchase Orders

2.

Create a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3.

Enter the following PO line: − Item = f10000 − Quantity = 50



Enter Purchase Order Shipments 4.

(B) Shipments

5.

Enter shipment lines according to the following table:

Num

Organization

Ship-To

Quantity

Promised Date

1

M1

M1-Seattle

18

Today + 5 days

2

M1

M1-Seattle

12

Today + 10 days

3

M1

M1-Seattle

20

Today + 15 days

Enter More Information 6.

(T) More

7.

Enter Match Approval Level information for line 2 and 3 according to the following table:

Num

Receipt Close Tolerance (%)

Invoice Close Tolerance (%)

Match Approval Level

Invoice Match Option

2

5

5

2-way

PO

3

5

5

2-way

PO

Enter Purchase Order Distributions 8.

With the cursor on shipment line 1, choose (B) Distributions.

9.

Enter the distribution lines according to the following table:

Num 1


Quantity 18

Charge Account 01-110-7050-0000-000

10. Save your work. Close the Distributions window and return to the Shipments window. 11. With the cursor on shipment line 2, choose (B) Distributions. 12. Enter the distribution lines according to the following table: Num 1


Quantity 12

Charge Account 01-110-7050-0000-000

13. Save your work. Close the Distributions window and return to the Shipments window. 14. With the cursor on shipment line 3, choose (B) Distributions. 15. Enter the distribution lines according to the following table:



Num

Destination Type

Quantity

Charge Account

1

Expense

12

01-110-7050-0000-000

2

Expense

8

01-120-5341-0000-000

17. Save your work and close the windows until the Purchase Order Header is displayed. Approve the Purchase Order 18. (B) Approve 19. Select Submit for Approval, deselect all other options. 20. (B) OK 21. Record your purchase order number _____________________



Practice - Match to Purchase Order Overview In this practice you will enter invoices and match them to a standard purchase order in the following ways: •

Match to PO Shipment Lines – Your supplier shipped 26 units of the item and billed you for them. The shipments were for the first and second shipment lines. The rest of the purchase order will be shipped and billed at a later date. Use Invoice XX5000 to match to PO for this method.

•

Match to PO Distributions - Your supplier has shipped 5 more units of the item you ordered and therefore has billed you for them. The shipments were for the second and third shipment lines. The remainder of the purchase order is on back order and will be shipped and billed at a later date. Use Invoice XX6000 to match to PO for this method.

•

Quick Match – Your supplier has finally shipped the remaining units and therefore has billed you for them. The shipment was for the balance of the second and third shipment lines. Use Invoice XX7000 to match to PO for this method.

Assumptions •


•


Tasks Sign On = XXUser/Welcome Responsibility: Payables, Vision Operations (USA) Match to PO Shipment Lines 1.


2.



Standard

3.


Invoice Num XX5000

Amount 2600

(B) Match. Copyright © Oracle, 2008. All rights reserved.



− Supplier Name = XXIBM Corporation − Purchase Order Num = your standard PO number 4.

(B) Find.

5.

Enter match details according to the following table: Match

Qty Invoiced

Unit Price

Match Amount

Checked

18

100

1800

Checked

8

100

800

6.

(B) Match.

7.

In the Invoices window, click (B) All Distributions.

8.

In the Invoices window, verify that the distribution total equals the invoice amount.

Match to PO Distributions 9.



10. Enter the following invoice: Type

Trading Partner

Standard

XXIBM Corporation

Invoice Num XX6000

Amount 500

11. (B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your standard invoice number 12. (B) Find. 13. Enter match details for line 2, according to the following table: Match

Qty Invoiced

Unit Price

Match Amount

100 Checked

2

100

200

Note: Leave line 1 blank. 14. Decide whether or not to accept the warning note. 15. With your cursor on line 2, select (B) Distribute. Copyright © Oracle, 2008. All rights reserved.



16. Use the following information for your distribution: Match Checked

Qty Invoiced 2

Unit Price 100

Match Amount 200

17. (B) Match. 18. Close the Distributions window and return to the Matching window. 19. Enter match details for line 3, according to the following table: Match

Qty Invoiced

Unit Price

Match Amount

100 100 Checked

3

100

300

Note: Leave lines 1 and 2 blank. 20. With your cursor on line 3, select (B) Distribute. 21. Use the following information for your distribution: Match

Qty Invoiced

Unit Price

Match Amount

Checked

2

100

200

Checked

1

100

100

22. (B) Match. 23. Close the matching windows. 24. In the Invoices window, verify that the distribution total equals the invoice amount. Quick Match 25. Navigate to the Invoices window •


26. Enter the following invoice: Type Standard


Invoice Num XX7000

Amount 2600




PO Number Your purchase order

number

27. (B) QuickMatch. Note that the invoice lines are automatically populated based on the remaining purchase order shipment lines. 28. (B) All Distributions. 29. In the Invoices window, verify that the distribution total equals the invoice amount.



Solution - Match to Purchase Order Sign On = XXUser/Welcome Responsibility: Payables, Vision Operations (USA) Match to PO Shipment Lines 1.


2.



Trading Partner

Standard

XXIBM Corporation

Invoice Num XX5000

Amount 2600

3.

(B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your standard invoice number

4.

(B) Find.

5.

Enter match details according to the following table: Match

Qty Invoiced

Unit Price

Match Amount

Checked

18

100

1800

Checked

8

100

800




6.

(B) Match.

7.

In the Invoices window, click (B) All Distributions.

8.

In the Invoices window, verify that the distribution total equals the invoice amount. Copyright © Oracle, 2008. All rights reserved.


Match to PO Distributions 9.



10. Enter the following invoice: Type

Trading Partner

Standard

XXIBM Corporation

Invoice Num XX6000

Amount 500

11. (B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your standard invoice number 12. (B) Find. 13. Enter match details for line 2, according to the following table: Match

Qty Invoiced

Unit Price

Match Amount

100 Checked

2

100

200

Note: Leave line 1 blank.




14. Decide whether or not to accept the warning note. 15. With your cursor on line 2, select (B) Distribute. 16. Use the following information for your distribution: Match Checked

Qty Invoiced 2

Unit Price 100

Match Amount 200

17. (B) Match. 18. Close the Distributions window and return to the Matching window. 19. Enter match details for line 3, according to the following table: Match

Qty Invoiced

Unit Price

Match Amount

100 100 Checked

3

100

300

Note: Leave lines 1 and 2 blank. 20. With your cursor on line 3, select (B) Distribute. 21. Use the following information for your distribution: Copyright © Oracle, 2008. All rights reserved.


Match

Qty Invoiced

Unit Price

Match Amount

Checked

2

100

200

Checked

1

100

100

22. (B) Match. 23. Close the windows to return to the Invoices window. 24. In the Invoices window, verify that the distribution total equals the invoice amount.



Quick Match 25. Navigate to the Invoices window •


26. Enter the following invoice: Type Standard


Invoice Num XX7000

Amount 2600

27. (B) QuickMatch.




PO Number Your purchase order number

Note that the invoice lines are automatically populated based on the remaining purchase order shipment lines. 28. (B) All Distributions. 29. In the Invoices window, verify that the distribution total equals the invoice amount.



Practice - Enter Quick Invoices Overview The Quick Invoices window supports “heads-down” data entry for invoices that do not require much research. In this practice, you will enter standard invoices in using the Quick Invoices window.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Challenge: Try to do this lab without touching the mouse. 1.

Use the following keystrokes when possible: Action

Keyboard Shortcut

Switch to bottom region

[Shift+PgDown]

Switch to top region

[Shift+PgUp]

Add a new invoice (from top region)

[Ctrl+Down]

2.

Navigate to the Quick Invoices window. •

Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick

3.

(B) Enter

3.

Enter the first invoice using the information provided on the invoice below. Note: Quick Invoices supports one invoice per form. Use the Save and Next button to create a new invoice.



XXIBM Corporation 1 Main St. San Francisco, CA

Invoice No. XX1001

Quantity

Description

5

XXIBM Thinkpad

Unit Price 3000.00 Subtotal Shipping Tax Total

Total 15000.00 15000.00 0.00 0.00 15000.00

Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000 4.

Save your work.

5.

Enter the second invoice using the information provided on the invoice below. XXIBM Corporation 1 Main St. San Francisco, CA

Invoice No. XX1002

Quantity

Description

2

Dell Desktops

Unit Price 1250.00 Subtotal Shipping Tax Total

Total 2500.00 2500.00 0.00 0.00 2500.00


Save your work.



7.

Enter the third invoice using the information provided on the invoice below. XXIBM Corporation 1 Main St. San Francisco, CA

Invoice No. XX1003

Quantity

Description

2

Dye sublimation printers

Unit Price 3500.00

Subtotal Shipping Tax Total

Total 7000.00

7000.00 0.00 0.00 7000.00


Create the invoices from Quick Invoices.

10. Verify that: − Source = Quick Invoices − Quick Invoice Batch = XXQuick 11. Submit your invoices. 12. Review the output once the request completes. 13. View your newly created invoices. 14. Navigate to the Invoice Workbench. 15. Query your invoices and ensure the system created all of your invoices.



Solution - Enter Quick Invoices Tasks Responsibility: Payables, Vision Operations (USA) Challenge: Try to do this lab without touching the mouse. 1.

Use the following keystrokes when possible: Action

Keyboard Shortcut

Switch to bottom region

[Shift+PgDown]

Switch to top region

[Shift+PgUp]

Add a new invoice (from top region)

[Ctrl+Down]

Enter Invoices 2.

Navigate to the Quick Invoices window. •

3.

Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick

(B) Enter Note: The fields that are not shown as required will default information during the creation process. Note: Account must be entered or the creation process will fail. Note that the Track as Asset field is not checked, but will be checked once the invoices are created on the Invoice Workbench.

4.

Enter the first invoice header using the information provided below. Supplier

XXIBM Corporation

5.

Invoice Num

SAN XX1001 FRANCISCO

Invoice Amount

Payment Method

15000

Electronic

Enter the first invoice lines based on the following table:

Type Item

Site

Amount 15000

Account 01-000-1570-0000000

Unit of Measure Each

Quantity Invoiced 5



Unit Price 3000

Note that you must specify a Unit of Measure if you are entering data in the Quantity Invoiced and Unit Price fields. 6.

(B) Save and Next

7.

Enter the second invoice header using the information provided below. Supplier

XXIBM Corporation

8.

Site

Invoice Num


Invoice Amount

Payment Method

2500

Electronic

Enter the second invoice line based on the following table:

Type Item

9.

Amount 2500

Account 01-000-1570-0000000


Quantity Invoiced 2

Unit Price 1250

(B) Save and Next

10. Enter the third invoice header using the information provided below. Supplier XXIBM Corporation

Site

Invoice Num


Invoice Amount

Payment Method

7000

Electronic

11. Enter the third invoice line based on the following table: Type Item

Amount 7000

Account 01-000-1570-0000000


Quantity Invoiced 2

Create Invoices from Quick Invoices 13. (B) Create Invoices 14. Verify that: − Source = Quick Invoices − Quick Invoice Batch = XXQuick



Unit Price 3500

15. (B) OK to submit 16. (B) OK to accept the note. 17. Review the output once the request completes. − (M) View > Requests − All my requests = Checked − (B) Find − Select your request once it completes. − (B) View Output. View Newly Created Invoices 18. Navigate to the Invoice Workbench: •


19. Query the invoices to ensure the system created them. •

(M) View > Find − Trading Partner = XXIBM Corporation

•

(B) Find



Practice - Enter a Purchase Order for Matching to Quick Invoices Overview In this practice, you will enter a Purchase Order (PO) for matching to quick invoices.

Assumptions •


•


Tasks Sign On = Operations/Welcome Responsibility = Purchasing, Vision Operations (USA) 1.

Navigate to the Purchase Order window. •

(N) Purchase Orders > Purchase Orders > (B) Enter

2.

Enter a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3.

Enter purchase order line: − Item = AS18947 − Quantity = 4 − Need by Date = Tomorrow’s date

4.

(B) Shipments.

5.

Enter shipments according to the following table:

Num

Ship-To

Quantity

Promised Date

1

M1-Seattle

2

Today + 5 Days

2

M1-Seattle

2

Today + 10 Days

6.

Save your work.

7.

Close the Shipments window.



8.

Approve the purchase order. − Submit for Approval = Selected − All other options = De-selected

9.

Write down your PO number _____________.



Solution - Enter a Purchase Order for Matching to Quick Invoices Tasks Enter a Purchase Order Sign On = Operations/Welcome Responsibility = Purchasing, Vision Operations 1.

Navigate to the Purchase Order window. •

(N) Purchase Orders > Purchase Orders > (B) Enter

2.

Enter a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3.

Enter purchase order line: − Item = AS18947 − Quantity = 4 − Need by Date = Tomorrow’s date

4.

(B) Shipments Copyright © Oracle, 2008. All rights reserved.


5.

Enter shipments according to the following table:

Num

Ship-To

Quantity

Promised Date

1

M1-Seattle

2

Today + 5 Days

2

M1-Seattle

2

Today + 10 Days

6.

Save

7.

Close the Shipments window.

8.

Approve the purchase order. •

9.

(B) Approve − Submit for Approval = Selected − All other options = De-selected

(B) OK

10. Write down your PO number _____________.



Practice - Match to a PO in Quick Invoices Overview In this practice, you will match to a PO in Quick Invoices.

Assumptions •


•


Tasks Sign On: XXUser/Welcome Responsibility: Payables, Vision Operations (USA) 1.

Navigate to the Quick Invoices window •

2.

(N) Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick-2 − (B) Enter

Enter invoice header information according to the following table:

Invoice Num XX2007

3.

Supplier

Site

XXIBM Corporation

Invoice Amount

SAN FRANCISCO

4831.44

Description AS18947

Enter line information according to the following table:

Type

Amount

PO Number

PO Line #

PO Ship #

PO Dist #

Quantity Invoiced

Item

2415.72

Your PO #

1

1

1

2

Item

2415.72

Your PO #

1

2

1

2

4.

Create your invoice using the Quick Invoices window.

5.

Verify that the Source = Quick Invoices and the Quick Invoices Batch is the one you just entered.

6.

Submit the request



7.

View the output once it completes.

8.

Navigate to the Invoice Workbench:

9.

Query your invoice.

10. Verify that the system created your invoice.



Solution - Match to a PO in Quick Invoices Tasks Sign On: XXUser/Welcome Responsibility: Payables, Vision Operations (USA) Enter an Invoice 1.

Navigate to the Quick Invoices window •

(N) Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick-2

2.

(B) Enter

3.

Enter invoice header information according to the following table:

Invoice Num XX2007

Supplier XXIBM Corporation

Site SAN FRANCISCO




Description AS18947

Pay Me

Electro

4.

Enter line information according to the following table:

Type

Amount

PO Number

PO Line #

PO Ship #

PO Dist #

Quantity Invoiced

Item

2415.72

Your PO #

1

1

1

2

Item

2415.72

Your PO #

1

2

1

2

5.

Save your work.

Create Invoices using the Quick Invoices window 6.

(B) Create Invoices

7.

Verify that the Source is Quick Invoices and the Quick Invoices Batch is the one you just entered.

8.

(B) OK. To submit the request.

9.

(B) OK to accept the note box.

10. View the output once it completes. − (M) View > Requests Copyright © Oracle, 2008. All rights reserved.


− All my requests = Checked − (B) Find − Select your request once it completes. − (B) View Output. View Newly Created Invoices 11. Navigate to the Invoice Workbench: •


12. Query your invoice − (M) View > Find − Trading Partner = XXIBM Corporation − Invoice Num = XX2007 − (B) Find 13. Verify that the system created your invoice. Note that if you click (T) Lines, each line has the PO Number, PO Line, and PO Shipment number that the line is matched to.



Practice - Create a Special Calendar Overview In this practice, you will create a special calendar.

Assumptions •


•



Navigate to the Special Calendar definition window. •

(N) Setup > Calendar > Special Calendar − Name = XXMonthly − Periods Per Year = 12 − Type of Calendar = Recurring Invoice

2.

Enter calendar periods beginning with the current month and 6 more.

3.

Save your work.



Solution - Create a Special Calendar Tasks Responsibility: Payables, Vision Operations (USA) Create a Special Calendar 1.

Navigate to the Special Calendar definition window •

(N) Setup > Calendar > Special Calendar − Name = XXMonthly − Periods Per Year = 12 − Type of Calendar = Recurring Invoice

2.

Enter calendar periods beginning with the current month and 6 more.

3.

Save Note: The combination of the Period Name and Year will be used as the System Name. The System Name and the Recurring Invoice Template Name will become the Invoice Number for the generated recurring invoices.



Practice - Create Recurring Invoices Overview You have signed a six-month lease for a total of $12,000 for the entire period with XXIBM Corporation in San Francisco. You are required to pay the same amount each month but do not receive an invoice for the rent. Define a recurring invoice to handle the creation of all the invoices for $2,000 for this supplier starting with the first of the next month. In this practice, you will create recurring invoices.

Assumptions •


•



Navigate to the Recurring Invoices window. •

(N) Invoices > Entry > Recurring Invoices − Name = XXIBM Corporation − Site = SAN FRANCISCO

2.

Enter the following calendar information: − Name = XXMonthly − Number of Periods = 6 − First = This Month

3.

Enter the Template Definition: − Number = XXRent − Description = Monthly Rent

4.

(T) Line Definition. In the Distribution Origin section, select Distribution Set and select your full Distribution set: XXUtilities.

5.

(T) Amounts. Enter the following amounts: − First amount = 2000 Note: Number of Regular Invoices = 6.

6.

(T) Payment. Ensure the Payment Method = Electronic.

7.

Accept the default values for the remainder of the fields. Copyright © Oracle, 2008. All rights reserved.


8.

In the Number of Invoices field, enter 6. Note: The Number of Invoices field is at the bottom of the window.

9.

(B) Create Recurring Invoices.

10. Complete the invoice generation process. (B) OK. 11. Query your invoice in the Invoices window. •


•


12. Verify the invoices. Note: The invoices will have the following name structure: XXRent-MONTH



Solution - Create Recurring Invoices Tasks Enter a Recurring Invoice Template 1.

Navigate to the Recurring Invoices window •

(N) Invoices > Entry > Recurring Invoices − Name = XXIBM Corporation − Site = SAN FRANCISCO

2.

Enter the following calendar information: − Name = XXMonthly − Number of Periods = 6 − First = This Month

3.

(T) Invoice Definition. − Number = XXRent − Description = Monthly Rent

4.

(T) Line Definition.

5.

In the Origin section, select Distribution Set. In the Name field, enter the Distribution set you created earlier: XXUtilities.



6.

(T) Amounts − First amount = 2000 − Accept the default values for the remainder of the fields.

7.

(T) Payment. − Payment Method = Electronic − Accept the default values for the remaining fields.

Generate Invoices 8.

In the Number of Invoices field, enter 6. Note: It is not necessary to generate all 6 invoices at one time. The template could be used to generate a few at a time so fewer periods in advance would need to be set to Open or Future.

9.

(B) Create Recurring Invoices

10. Complete the invoice generation process. (B) OK. 11. Query your invoice in the Invoices window. Copyright © Oracle, 2008. All rights reserved.


•


•


12. Verify the invoices. Note: The invoices will have the following name structure: XXRent-MONTH



Practice - Calculate a Supplier Balance Overview Calculate the balance due to your supplier. In this practice, you will calculate a supplier balance.

Assumptions •


•



Query XXIBM Coporation in the Find Invoices window. •

Invoices > Entry > Invoices − (M) View > Find − Trading Partner = XXIBM Corporation

2.

Calculate the balance owed.

3.

View the amount owed.



Solution - Calculate a Supplier Balance Tasks Calculate the Balance Owed to a Supplier 1.

Open the Find Invoices window. •

Invoices > Entry > Invoices − (M) View > Find − Trading Partner = XXIBM Corporation.

2.

(B) Calculate Balance Owed − Operating Unit = Vision Operations − Take Discount = Selected − Include Future Dated Payments = Selected

3.

(B) Calculate.

4.

View amount owed.



Practice - Run Hold Reports Overview In this practice, you will run Hold reports.

Assumptions •


•


Tasks Responsibility = Purchasing, Vision Operations (USA) 1.

Submit the Matching Hold Detail Report

2.

Submit the Invoice on Hold Report

3.

Monitor the requests until they complete successfully and review the output.



Solution – Run Hold Reports Tasks Responsibility = Purchasing, Vision Operations (USA) Submit the Matching Hold Detail Report The Matching Hold Detail report shows invoices that were held or released due to matching issues. 1.

Navigate to the Standard Request Submission window, •

Other > Requests > Run

2.

Submit the Matching Hold Detail report: − Supplier Name = XXIBM Corporation

3.

(B) OK

4.

(B) Submit

5.

Monitor the request until it completes successfully and review the output.

Submit the Invoice on Hold Report The Invoice on Hold report shows invoices on hold due to matching or non-matching issues. 1.

Navigate to the Standard Request Submission window, •

Other > Requests > Run

2.

Submit the Invoice on Hold report: − Trading Partner = XXIBM Corporation

3.

(B) OK

4.

(B) Submit

5.

Monitor the request until it completes successfully and review the output.



Practice - Place a Hold on an Invoice Overview There are several types of holds including Supplier Site Holds, Invoice Holds and Scheduled Payment Holds. Some holds can be manually released and others may not. If an invoice is on a hold that cannot be manually released (like a distribution variance hold), the problem must be fixed. In this practice, you will place a hold on an invoice.

Assumptions •


•




2.


Query invoice number XX2000 •

(M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX2000

3.

Place an amount hold on your invoice.

4.

Save your work.



Solution - Place a Hold on an Invoice Tasks Responsibility: Payables, Vision Operations (USA) Query an Invoice 1.


2.

Query invoice number XX2000 •

3.



(B) Find

Place a Hold on an Invoice 5.

(T) Holds − Hold Name = Amount

6.

Save

7.

(T) General Note that Holds = 1.



Practice - Release Holds Overview You have received formal approval from the management to release invoice number 2000. When you have completed this practice, please find and approve all the invoices you have entered. If any of your invoices are on hold, please release the hold(s). Remember you may need to correct the reason the invoice is on hold prior to being able to approve it. In this practice, you will release holds.

Assumptions •


•



Navigate to the Invoices window and query your invoice. •


3.

Release the hold on your invoice.

4.

Save your work.



Solution - Release Holds Tasks Responsibility: Payables, Vision Operations (USA) Query an Invoice 1.


2.

(N) Invoices > Entry > Invoices − (M) View > Find − Trading Partner = XXIBM Corporation. − Invoice Number = XX2000

(B) Find.

Release the Hold 3.

Use any Release Name to release your invoice on hold.

4.

(T) Holds − Release Name = your choice from LOV

5.

Save

6.

(T) General Note that Holds = 0

7.




Practice - Validate Invoices Overview Your system is set up to allow the validation of invoices at entry time. The Validation process checks to see if holds should be placed on an invoice or released. Validate invoice number XX1000. Then, generate accounting so it may be viewed online in T-Account format. In this practice, you will validate invoices online.

Assumptions •


•



Navigate to the Invoices window and query invoice XX1000.

2.

Validate the invoice.

3.

Verify the invoice status.

4.

Validate all the other invoices you created.



Solution - Validate Invoices Tasks Responsibility: Payables, Vision Operations (USA) Validate an Invoice Online 1.

Navigate to the Invoices window and query invoice XX1000. •


•


2.

(B) Find

3.

(B) Actions

4.

Validate the invoice. − Validate = Checked

5.

Verify the invoice status is Validated

Validate All of Your Invoices 6.

Ensure all of your invoices are validated, using one of the methods in the table below: Method

Navigation

Online Validation

Query the invoice, (B) Actions > Validate

Invoice Validation

(N) Other > Requests > Run, Invoice Validation

− Option = All − Supplier Name = XXIBM Corporation You should have entered the following invoices: Practice

Invoice Number

Enter an Invoice for a Fixed Asset

XX2000

Enter an Invoice with Distribution Set

XX3000

Enter an Invoice with Freight Distribution

XX16000

Allocate Freight and Misc Charges

XX17000

Create a Schedule Payment

XX8000



Enter Quick Invoices

XX1001, XX1002, XX1003

Match PO to Quick Invoice

XX2007

Match to PO Distributions

XX5000, XX6000, XX7000

Recurring Invoices

XXRent-MONTH

Note: Invoice XX150 was entered during the Create Folder Forms practice, but it is not a full invoice, so don’t validate it. Invoice XX1000 is validated earlier in this practice.



Practice - Create an Internal Bank Account Overview In this practice, you will create a bank account.

Assumptions •


•


Tasks Responsibility: Cash Management, Vision Operations (USA) Create a Bank 1.

Navigate to Manage Banks and Branches. •

(N) Setup > Banks: Banks

2.

(B) Create.

3.

Select Create a New Bank and enter the following data: Field Name

Value

Country

United States

Bank Name

XXAP Bank

4.

(B) Save and Next.

5.

In the Create Bank: Bank Address page, (B) Create.

6.

Enter the following data: Field Name Country

Value United States

Address Line 1 1 Main Street City

San Francisco

County

San Francisco

State

CA

Postal Code

94105

Status

Active Copyright © Oracle, 2008. All rights reserved.


7.

(B) Apply. Note: Click Apply again if you get an error message for the Postal Code.

8.

(B) Finish.

Create a Bank Branch 9.

(T) Bank Branches.

10. (B) Create. 11. Enter the following Bank Branch Information: − Country = United States − Bank Name = XXAP Bank 12. (B) Continue. 13. Enable the Create New Branch option. 14. Enter the following bank branch data: Field Name

Value

Branch Name XXAP Branch Branch Type

ABA

15. (B) Finish. Create Bank Account 16. Navigate to the Home page, and then navigate to the Manage Bank Accounts window. •

(L) Home

•

(N) Setup > Banks: Bank Accounts

17. (B) Create. 18. Enter the following data. Field Name

Value

Country

United States

Bank Name

XXAP Bank

Bank Branch XXAP Branch

19. (B) Continue. 20. Define the Account Owner and Use information. Copyright © Oracle, 2008. All rights reserved.


− Bank Account Owner = Vision Operations − Account Use − Payables = Checked − Receivables = Checked 21. (B) Next. 22. Enter the following information in the Account Information page: Field Name Account Name

Value XXAP Disbursement

Account Number XX-1234-5678 Currency

USD

Use Multiple Currencies

Checked

Account Type

Checking

Description

Cash Disbursement Account

23. (B) Save and Next. 24. Enter the following information in the General Controls section of the Account Controls page: Field Name

Value

Cash

01-000-1110-0000-000

Bank Charges

01-720-7870-0000-000

Foreign Exchange Charges 01-000-2580-0000-000 Netting Account

No

Cash Clearing

01-000-1110-0000-000

Bank Errors

01-720-7870-0000-000

Agency Location Code

Blank

25. Enter the following information in the Payables Controls section of the Account Controls page: Field Name

Value

Multiple Currency Payments Checked Allow Zero Payments

Not Checked

Pooled Account

Not Checked

Maximum Outlay

1,000,000.00

Minimum Payment

5.00

Maximum Payment

200,000.00 Copyright © Oracle, 2008. All rights reserved.


26. (B) Save and Next. 27. (B) Add Organization Access. − Account Use − Payables = Checked − Receivables = Checked − Organization = Vision Operations 28. (B) Continue. 29. Review the GL Accounts for Payables 30. (B) Apply. 31. (B) Save and Next. 32. (B) Create Contact. 33. Enter the Contact information. − First Name = Your name − Last Name = Your name − Email = [email protected] 34. (B) Apply. 35. (B) Finish. Create Payment Documents 36. In the Manage Bank Accounts window, query the bank account you created. − (N) Setup > Banks : Bank Accounts − Account Name = XXAP Disbursement − (B) Go. 37. Select the bank account and click (B) Manage Payment Documents. 38. (B) Create. 39. Create a Check stock using the following information. − Name = XXAP Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format − First Document Number = 1000 − Last Document Number = 1100 40. (B) Apply. 41. (B) Create. Copyright © Oracle, 2008. All rights reserved.


42. Create an Employee Check stock using the following information. − Name = XXAP Employee Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format − First Document Number = 1000 − Last Document Number = 9900 43. (B) Apply. Review Bank Accounts 44. Navigate to the Home page, and switch to Payables, Vision Operations (USA) responsibility. 45. Navigate to the Standard Request Submission window. •

(N) Other > Requests > Run

46. Run the Bank Account Listing Report − Name = Bank Account Listing − Sort Accounts By = Banks, Branch, Account Name − Include Active/Inactive Accounts = Both − Effective Date = Today’s Date 47. Select OK and Submit. 48. View the report output. •

(M) View > Requests − All my requests = Checked − (B) Find.



Solution – Create a Internal Bank Account Create a Bank Responsibility = Cash Management, Vision Operations (USA) 1.

Navigate to Manage Banks and Branches. •

(N) Setup > Banks: Banks

3.

(B) Create.

4.

Select Create a New Bank and enter the following data: Field Name

Value

Country

United States

Bank Name

XXAP Bank

5.

(B) Save and Next.

6.

In the Create Bank: Bank Address page, (B) Create.

7.

Enter the following data: Field Name Country

Value United States

Address Line 1 1 Main Street



8.

City

San Francisco

County

San Francisco

State

CA

Postal Code

94105

Status

Active

(B) Apply. Note: Click Apply again if you get an error message for the Postal Code.

9.

(B) Finish.

Create a Bank Branch 11. (T) Bank Branches. 12. (B) Create. 11. Enter the following Bank Branch Information: − Country = United States − Bank Name = XXAP Bank 14. (B) Continue. 15. Enable the Create New Branch option. 16. Enter the following bank branch data: Copyright © Oracle, 2008. All rights reserved.


Field Name

Value

Branch Name XXAP Branch Branch Type

ABA

17. (B) Finish. Create Bank Account 18. Navigate to the Home page and then navigate to the Manage Bank Accounts window. •

(L) Home

•

(N) Setup > Banks: Bank Accounts

20. (B) Create. 21. Enter the following data. Field Name

Value

Country

United States

Bank Name

XXAP Bank

Bank Branch XXAP Branch

22. (B) Continue. 23. Define the Account Owner and Use information. − Bank Account Owner = Vision Operations Copyright © Oracle, 2008. All rights reserved.


− Account Use − Payables = Checked − Receivables = Checked 24. (B) Next. 25. Enter the following information in the Account Information page: Field Name Account Name

Value XXAP Disbursement

Account Number XX-1234-5678 Currency

USD

Use Multiple Currencies

Checked

Account Type

Checking

Description

Cash Disbursement Account

26. (B) Save and Next. 27. Enter the following information in the General Controls section of the Account Controls page: Field Name

Value

Cash

01-000-1110-0000-000

Bank Charges

01-720-7870-0000-000

Foreign Exchange Charges 01-000-2580-0000-000 Netting Account

No

Cash Clearing

01-000-1110-0000-000

Bank Errors

01-720-7870-0000-000

Agency Location Code

Blank

28. Enter the following information in the Payables Controls section of the Account Controls page: Field Name

Value

Multiple Currency Payments Checked Allow Zero Payments

Not Checked

Pooled Account

Not Checked

Maximum Outlay

1,000,000.00

Minimum Payment

5.00

Maximum Payment

200,000.00



29. (B) Save and Next. 30. (B) Add Organization Access. − Account Use − Payables = Checked − Receivables = Checked − Organization = Vision Operations 31. (B) Continue. 32. Review the GL Accounts for Payables 33. (B) Apply. 34. (B) Save and Next. 35. (B) Create Contact. 36. Enter the Contact information. − First Name = Your name − Last Name = Your name − Email = [email protected] 37. (B) Apply. 38. (B) Finish. Create Payment Documents 39. In the Manage Bank Accounts window, query the bank account you created. − (N) Setup > Banks : Bank Accounts − Account Name = XXAP Disbursement − (B) Go. 40. Select the XXAP Disbursement bank account and click (B) Manage Payment Documents. 41. (B) Create. 42. Create a Check stock using the following information. − Name = XXAP Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format Copyright © Oracle, 2008. All rights reserved.


− First Document Number = 1000 − Last Document Number = 1100 43. (B) Apply. 44. (B) Create. 45. Create an Employee Check stock using the following information. − Name = XXAP Employee Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format − First Document Number = 1000 − Last Document Number = 9900 46. (B) Apply. Review Bank Accounts 47. Navigate to the Home page and switch to Payables, Vision Operations (USA) responsibility. 48. Navigate to the Standard Request Submission window. •


49. Run the Bank Account Listing Report − Name = Bank Account Listing − Sort Accounts By = Banks, Branch, Account Name − Include Active/Inactive Accounts = Both − Effective Date = Today’s Date 50. Select OK and Submit. 51. View the report output. •

(M) View > Requests − All my requests = Checked − (B) Find.



Practice - Create an External Bank Account Overview In this practice, you will create an external bank account for your supplier XXIBM Corporation. Then you will assign the bank account to the supplier site: San Francisco.

Assumptions •


•


Tasks Responsibility = Payables, Vision Operations (USA) Create External Bank Account 1.

Navigate to the Suppliers window. •


2.

Query the XXIBM Corporation supplier. − Supplier = XXIBM Corporation − (B) Go

3.

(I) Update

4.

Create a New Bank Account for the supplier. This bank account is held at the same bank and bank branch that you set up previously for your internal bank account.

5.

(L) Banking Details

6.

(B) Create

7.

Enter the following account details. Field Name

Value

Country

United States

Bank Name

(B) Select Existing Bank

− XXAP Bank Branch Name

(B) Select Existing Branch

− XXAP Branch Account Number XX-9876-54321 Copyright © Oracle, 2008. All rights reserved.


8.

Account Name

Supplier Remit To Account

Currency

US dollar

(B) Apply.

Assign the bank account to the supplier site: SAN FRANCISCO 9.

Select the account assignment level: − Select Account Assignment Level = Site. − Vision Operations- SAN FRANCISCO

10. Click (B) Go. 11. Click (B) Add. 12. Query the supplier account. 13. Enable the check box for the Supplier Remit To Account that you created earlier. 14. Click (B) Select. 15. Click (B) Save.



Solution – Create an External Bank Account Responsibility = Payables, Vision Operations (USA) 1.

Navigate to the Suppliers window. •


2.

Query the XXIBM Corporation supplier. − Supplier = XXIBM Corporation − (B) Go

3.

(I) Update

4.

Create a New Bank Account for the supplier. This bank account is held at the same bank and bank branch that you set up previously for your internal bank account.

5.

(L) Banking Details

6.

(B) Create

7.

Enter the following account details. Field Name

Value

Country

United States

Bank Name

(B) Select Existing Bank

− XXAP Bank Branch Name

(B) Select Existing Branch

− XXAP Branch Account Number XX-9876-54321 Account Name

Supplier Remit To Account

Currency

US dollar



8.

(B) Apply.

9.

Assign the bank account to the supplier site: SAN FRANCISCO, by selecting the account assignment level: − Site. − Vision Operations- SAN FRANCISCO

10. Click (B) Go. 11. Click (B) Add. 12. Query the supplier account. Copyright © Oracle, 2008. All rights reserved.


13. Enable the check box for the Supplier Remit To Account that you created earlier.

14. Click (B) Select. 15. Click (B) Save.



Practice - Create a Manual Payment Overview It has been brought to your attention that your supplier requires immediate payment of invoice number XX3000 for 2567.59. Since you have typed a check for the amount due, record this manual payment in the system as payment of the supplier’s invoice In this practice, you will create a manual payment.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Change Payment Method to Check 1.

Navigate to the Invoices window: •

2.


Find invoice XX3000. •


3.

(B) Find.

4.

Update the payment method to check − Payment Method = Check

5.

Save.

Enter Payment Information 4.

Navigate to the Payments window. •

5.

(N) Payments > Entry > Payments

Enter data in the following fields: Copyright © Oracle, 2008. All rights reserved.


− − − − − − − −

Type = Manual Operating Unit = Vision Operations Trading Partner = XXIBM Corporation Supplier Site = SAN FRANCISCO Payment Date = Today’s date (For example, 24-APR_2007) Bank Account = XXAP Disbursement Payment Method = Check Payment Process Profile = Long Check Format – XXAP Check Stock

Select Invoice to Pay 6.

(B) Enter/Adjust Invoices.

7.

Select invoice XX3000.

8.

Save your work.

9.

Close the Select Invoices window.

10. Return to the Payments window.



Solution - Create a Manual Payment Prerequisite Before you can create a manual payment, you must validate the invoice created in the practice entitled Enter an Invoice Using a Distribution Set. Note: For these practices, invoice approval is not required. Approval is indicated in the Approval field of the General tab within the Invoice Workbench window. Change Payment Method to Check 1.


2.




3.

(B) Find.

4.


5.

Save.

Enter Payment Information 6.

Navigate to the Payments window. •

7.


Enter data in the following fields: − Type = Manual − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (For example, 24-APR_2007) − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format - XXAP Check Stock



Select Invoice to Pay 8.

(B) Enter/Adjust Invoices.

9.

Select invoices XX3000 from the Invoice Number LOV.



The Select Invoices window displays all invoices that: − have been entered in Payables − have been approved, if necessary − have been validated − are ready to be paid Note: If you do not see your invoice in the list of values for the Invoice Number field, return to the Invoice Workbench to ensure the invoice has been validated. 10. Save by clicking the Save icon in the toolbar. 11. Close the Select Invoices window. 12. Return to the Payments window. The invoice you selected in the Select Invoices window, Invoice Number XX3000, now appears in the lower region of the Payments window. You have now successfully recorded the payment that was manually prepared outside the system.

Note: Because this is a Manual type of payment, no payment format is used and therefore no output, such as check or EFT is produced. We are simply recording the fact that a check was written outside of the Payables system.



Practice - Create a Quick Payment Overview Your Facilities Manager just realized that he did not pay the utility charges for a remote storage facility. In this practice, you will change the invoice payment method to check, and create a quick payment for invoice XX5000.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Change Payment Method to Check 1.


2.




3.

(B) Find.

4.


5.

Save.

Make the Quick Payment 6.

Navigate to the Payment Workbench window. •

7.


Enter data in the following fields: − Type = Quick − Trading Partner = XXIBM Corporation Copyright © Oracle, 2008. All rights reserved.


− − − − − −

Supplier Site = SAN FRANCISCO Payment Date = Today’s date (for example, 30-APR-2007) Payment Amount = 2,600.00 Bank Account = XXAP Disbursement Payment Method = Check Payment Process Profile = select one of the XXAP Check Stock options from the LOV − Remit-to-Account = XXXXXX4321 Select Invoice to be Paid 8.

(B) Enter/Adjust Invoices. The Select Invoices window displays all invoices that are validated and ready to be paid. Note: If you do not see your invoice in the Invoice Number list of values, return to the Invoice Workbench to ensure it is validated.

9.

Select Invoice XX5000.

10. Save by clicking the Save icon in the tool bar. 11. Return to the Payment s window. The invoice you selected in the Select Invoices window, XX5000, now appears in the lower region of the Payments window.



Solution - Create a Quick Payment Enter an Invoice Responsibility: Payables, Vision Operations (USA) Change Payment Method to Check 1.


2.




3.

(B) Find.

4.


5.

Save.

Make the Quick Payment 6.

Navigate to the Payment Workbench window: •




7.

Enter data in the following fields: − Type = Quick − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (for example, 30-APR-2007) − Payment Amount = 2600 − Bank Account = XXAP Disbursement − Payment Method = Electronic − Payment Process Profile = select one of the XXAP Check Stock options from the LOV − Remit-to-Account = XXXXXX4321

Select Invoice to be Paid 8.

(B) Enter/Adjust Invoices. The Select Invoices window displays all invoices that are validated and ready to be paid. − Invoice Number = XX5000

9.

Save by clicking the Save icon in the tool bar.

10. Return to the Payments window.



Practice - Place a Stop on a Payment Overview Your supplier has notified you that they have not received payment for invoice number XX5000 for 2600. In this practice, you will place a stop on a payment.

Assumptions •


•




2.


Find the payment for invoice XX5000. •

(M) View > Find − Amounts = 2600.00 − Payee Name = XXIBM Corporation

3.

(B) Find.

4.

Stop the payment using the Actions button.

5.

View the Stopped Payment.



Solution - Place a Stop on a Payment Tasks Stop Payment 1.


2.


Find the payment for invoice XX5000. •

(M) View > Find − Amounts = 2600.00 − Payee Name = XXIBM Corporation

3.

(B) Find.

4.

(B) Actions: − Initiate Stop = Checked



5.

Select OK.

6.

Select OK to accept the Caution message.

7.

(B) Payment Overview. Note that Status = Stop Initiated.



Practice - Void and Reissue a Payment Overview You issue a manual payment for invoice XX3000. However, your bank has confirmed that the payment has not cleared. You have decided to Void and Reissue the payment. In this practice, you will void and reissue a payment.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Pay Invoice XX3000 1.


2.


3.



(B) Find.

Void and Reissue Payment 4.

Reissue payment. − (B) Actions − Reissue = Checked − Note the New Paper Document Num _____________. When you reissue a payment, the original payment is automatically voided and the new payment is created when you click OK.

5.

View the Voided Payment in the Payment Overview window − (B) Payment Overview.

6.

View the Reissued Payment Copyright © Oracle, 2008. All rights reserved.


−

(M) View > Find − Numbers = your new check number − Payee Name = XXIBM Corporation − (B) Find

7.

Close the windows and return to the Navigator.



Solution - Void and Reissue a Payment Tasks Pay Invoice XX3000 1.


2.


3.



(B) Find.

Void and Reissue Payment 4.

Reissue payment. − (B) Actions − Reissue = Checked − Note the New Paper Document Num _____________.



When you reissue a payment, the original payment is automatically voided and the new payment is created when you click OK. 5.

View the Voided Payment in the Payment Overview window − (B) Payment Overview.

6.

View the Reissued Payment − (M) View > Find − Numbers = your new check number − Payee Name = XXIBM Corporation − (B) Find

7.

Close the windows and return to the Navigator. Copyright © Oracle, 2008. All rights reserved.


Practice - Create a Payment Process Request Template Overview A payment process request template is a blueprint that simplifies and expedites pay runs by preselecting pertinent payment data, such as general header information, payment selection criteria, payment attributes, processing instructions, and how validation failures are handled. Payment process request templates enable you to: •

Minimize data entry by saving you from re-keying frequently used values, which simplifies and expedites pay runs

•

Use a template as a starting point for submitting scheduled pay runs

In this practice, you will create a payment process request template.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Navigation 1.

Navigate to the Payments Manager. •

2.

(N) Payments > Entry > Payments Manager

Navigate to the Create Payment Process Request Template page. •

(T) Templates > (B) Create

Specify Template Header Information 3.

Enter header information in the following fields: − Name = XXTemplate − Description = XXTemplate Description

Specify Payment Selection Criteria 4.

(T) Scheduled Payment Selection Criteria.



5.

Enter data in the following fields. − Number of Pay From Days = leave blank − Additional Pay through Days = 0 − Payee = XXIBM Corporation − Payment Method = Check

6.

Under the Pay Groups region, select the Specify radio button.

7.

(B) Add.

8.

Select XXPay Group.

Specify Payment Attributes 10. (ST) Payment Attributes. 11. Enter data in the following fields. − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate Specify Degree of Payment Process Request Automation 12. (ST) Process Automation. 13. Select the check box for Stop Process for Review After Scheduled Payment Selection. 14. Select the check box for Stop Process for Review After Creation of Proposed Payments. 15. In the Create Payment Instructions drop-down list, select the Initiate When Payment Process Request is Complete option. 16. (B) Apply.



Solution - Create a Payment Process Request Template Responsibility: Payables, Vision Operations (USA) Navigation 1.


2.


Navigate to the Create Payment Process Request Template page. •

(T) Templates > (B) Create

Specify Template Header Information 3.

Enter header information in the following fields: − Name = XXTemplate − Description = XXTemplate Description

Specify Payment Selection Criteria 4.


5.

Enter data in the following fields. − Number of Pay From Days = leave blank − Additional Pay through Days = 0 Copyright © Oracle, 2008. All rights reserved.


− Payee = XXIBM Corporation − Payment Method = Check 6.

Under the Pay Groups region, select the Specify radio button.

7.

(B) Add.

8.

Select XXPay Group. Note: The fields used to limit invoices selected for a pay run will vary, depending on your business process.

Specify Payment Attributes 10. (ST) Payment Attributes.

11. Enter data in the following fields. − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate Specify Degree of Payment Process Request Automation 12. (ST) Process Automation.



13. Select the check box for Stop Process for Review After Scheduled Payment Selection. 14. Select the check box for Stop Process for Review After Creation of Proposed Payments. 15. In the Create Payment Instructions drop-down list, select the Initiate When Payment Process Request is Complete option. 16. (B) Apply. The confirmation message displays, indicating that you have successfully created the payment process request template.



Practice - Run the Cash Requirement Report Overview The Cash Requirement Report is used to forecast immediate cash needs for invoice payments. Your company submits this report before every pay run to determine cash requirements for the batch. In this practice, you will run the Cash Requirement Report and include the three quick invoices you created in a previous practice: Invoice Number XX1001, XX1002, and XX1003.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Note: After creating the payment process request template, you can immediately run the Cash Requirement Report from the Payment Process Request Templates page by (I) Run Cash Requirement Report or you can perform the following steps. Prerequisites To run the Cash Requirement Report, you will use the following three (3) invoices that you created previously: •

XX1001

•

XX1002

•

XX1003

Note: Before you can start the practice, you must: •

Change the terms on the preceding invoices from 30 Net to Immediate.

•

Change the payment methods on the preceding invoices from Electronic to Check.

•

Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold Copyright © Oracle, 2008. All rights reserved.


Change Invoice Payment Terms and Payment Method 1.


2.


Find invoice XX1001, XX1002, and XX1003. •

(M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX1001, XX1002, and XX1003

3.

(B) Find.

4.

Update the invoice − Terms = Immediate − Payment Method = Check

5.

Save.

Navigation 1.

Navigate to the Standard Request Submission window. •


2.

Select the Single Request radio button and click (B) OK.

3.

In the Submit Request window, select the following: − Name = Cash Requirement Report − Operating Unit – Vision Operations defaults in.

4.

Enter the following data in the Parameters popup: − Include Unvalidated Invoices, = Yes − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date or the last Invoice Date of the following three invoices: XX1001, XX1002, and XX1003. − Payment Date = Today’s date or the last Invoice Date of the following three invoices: XX1001, XX1002, and XX1003. − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

5.

(B) OK.

6.

(B) Submit. Note the Request ID.

7.

(B) No. Copyright © Oracle, 2008. All rights reserved.


Monitor the Process 8.

(M) View > Requests

9.

(B) Find.

10. (B) Refresh Data until your Request ID number completes. 11. Select your Request ID. 12. (B) View Output to see the Cash Requirement Report.



Solution - Run the Cash Requirement Report Note: After creating the payment process request template, you can immediately run the Cash Requirement Report from the Payment Process Request Templates page by (I) Run Cash Requirement Report or you can perform the following steps. Prerequisites To run the Cash Requirement Report, you will use the following three (3) invoices that you created previously: •

XX1001

•

XX1002

•

XX1003

Note: Before you can start the practice, you must: •

Change the terms on the preceding invoices from 30 Net to Immediate.

•

Change the payment methods on the preceding invoices from Electronic to Check.

Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold Navigation 1.

Navigate to the Standard Request Submission window. •


2.

Select the Single Request radio button and click (B) OK.

3.

In the Submit Request window, select the following: − Name = Cash Requirement Report − Operating Unit – Vision Operations defaults in.

4.

Enter the following data in the Parameters popup: − Include Unvalidated Invoices, = Yes − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date or the last Invoice Date of the following three invoices: XX1001, XX1002, and XX1003. − Payment Date = Today’s date or the last Invoice Date of the following three invoices: XX1001, XX1002, and XX1003. Copyright © Oracle, 2008. All rights reserved.


− Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

Note: The Include Unvalidated Invoices = Yes parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation. 5.

(B) OK.

6.

(B) Submit. Note the Request ID.

7.

(B) No to the question, “Submit another request?”

Monitor the Process 8.

(M) View > Requests

9.

(B) Find.

10. (B) Refresh Data until your Request ID number completes. 11. Select your Request ID. 12. (B) View Output to see the Cash Requirement Report.





Practice - Create a Payment Process Request with StraightThrough Processing for a Payment Method of Check



Practice - Create a Payment Process Request with StraightThrough Processing for a Payment Method of Check Overview In this practice, you will enter invoices, then create a payment process request with straightthrough processing for a payment method of check. With straight-through processing, the system does not wait for a scheduled Create Payment Instruction program.

Assumptions •


•

To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Tasks Prerequisites To create a payment process request with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report: •

XX1001

•

XX1002

•

XX1003



2.


Navigate to the Submit Payment Process Request page. •

(T) Payment Process Requests

•

(B) Submit Single Request

Enter Header Information 3.

Enter data in the following fields: − Payment Process Request Name = XX Single Payment Process Request Copyright © Oracle, 2008. All rights reserved.


− Use Template = XXTemplate Enter Selection Criteria 4.


5.

Data defaults from the template into the following fields: − Pay From Date = Today’s date or the earliest invoice date of the following invoices: XX1001, XX1002, or XX1003. − Pay Through Date = Today’s date or the latest invoice date of the following invoices: XX1001, XX1002, or XX1003. − Payee = XXIBM Corporation − Payment Method = Check − Pay Group = XXPay Group

Enter Payment Attributes 6.

(ST) Payment Attributes.

7.

In the Payment Date field, enter today’s date.

8.

Data defaults from the template into the following fields: − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate

Specify the Degree of Automation for Payment Processing 9.

(ST) Processing.

10. Override the template by changing data in the following fields: − Stop Process for Review After Scheduled Payment Selection = Uncheck because you do not want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Uncheck because you do not want the process to stop for this payrun. − Create Payment Instructions = Automatically Initiate When Payment Process Request is Complete Because neither of the stop check boxes has been selected in the Processing subtab and automatic initiation of the payment instructions has been specified, the XX Single Payment Process Request will run without human intervention. 11. (B) Submit



Find the Newly Created Payment Process Request 12. (T) Payment Process Requests. 13. In the Payment Process Request field (XX Single Payment Process Request), search on your payment process request and (B) Go. The newly created payment process request displays. 14. (L) Show, which changes to Hide, to view the payment instruction. 15. (B) Refresh Status to view the most recent status of the payment process request. Print Payment Instructions 16. To print the payment instruction, which in this case, means to print onto a check, (I) Take Action. 17. In the Printer field, select noprint from the list of values. 18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001, invoice XX1002, and invoice XX1003. Note: Because you specified noprint in the Printer field, you will not actually print the check or take any further action. View Payment Process Request Details 19. To view the details of the newly created payment process request, click the payment process request name (XX Single Payment Process Request) in the Payment Process Requests page to navigate to the Payment Process Request: page. View Payment Details 20. To view details of the payment, (L) Amount. Note: To view the three invoices you created, click the + (plus sign) to the left of the Documents region. Record Print Status of Prenumbered Payment Documents Note: Depending upon your business practice, you may be interested in using a similar dashboard, which is designed to support a payment factory model, where payment processing is centralized. For added experience, you will switch to the Funds Disbursement Process Home, which is an alternate dashboard. Note that the process can be continued from either dashboard. Since check printing occurs outside of Oracle Applications and has several potential failure points, the system does not know the outcome of printing or reprinting payment documents. Consequently, you need to provide that information to the system through the Record Print Copyright © Oracle, 2008. All rights reserved.


Status page. This page enables you to update the print statuses by marking payment documents Printed, Spoiled, or Skipped. Note: You can only select a print status of Skipped for payment documents that use a paper stock type of Prenumbered. 21. Switch to Responsibility: Oracle Payments Payment Administrator. 22. (L) Funds Disbursement Process Home . 23. Under the Pending Actions region, note that the Payment Instruction has a status of Submitted for Printing. Note that the Payment Instruction has a status of Submitted for Printing. 24. To view details of the payment instruction you created, click the Take Action icon. 25. (B) Record Print Status to record the print status of the printed check. 26. Check your printer and note that the check printed successfully so there is no spoiled or skipped check to record in the Record Spoiled Payment Documents or Record Skipped Payment Documents regions. Note: By default, all payment documents are initially displayed as Printed. The exception is payment documents that have been marked spoiled during the reprinting process are displayed as Spoiled in the Record Print Status page. 27. Select the Submit Positive Pay Program Immediately check box. If the applicable setup enables positive pay, selecting the check box results in submission of the Positive Pay program immediately after you finish recording the print status. The program creates a positive pay file, formats it, and transmits it electronically to your bank. This prevents check fraud by informing the bank which payment documents are issued and for what amount. 28. (B) Continue. A warning displays regarding confirmation of the print status. 29. (B) Apply if you are sure that all documents with the status of Printed were, in fact, successfully printed. A confirmation print status displays for your payment instruction.



Solution – Create a Payment Process Request with StraightThrough Processing for a Payment Method of Check Prerequisites To create a payment process request with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report: •

XX1001

•

XX1002

•

XX1003

Navigation Responsibility: Payables, Vision Operations (USA) 1.


2.


Navigate to the Submit Payment Process Request page. •


•


Enter Header Information 3.

Enter data in the following fields: − Payment Process Request Name = XX Single Payment Process Request − Use Template = XXTemplate Data from the template defaults onto the payment process request. You can now change data in any subtab of the payment process request if desirable.

Enter Selection Criteria 4.


5.

Data defaults from the template into the following fields: − Pay From Date = Today’s date or the earliest invoice date of the following invoices: XX1001, XX1002, or XX1003. − Pay Through Date = Today’s date or the latest invoice date of the following invoices: XX1001, XX1002, or XX1003. − Payee = XXIBM Corporation Copyright © Oracle, 2008. All rights reserved.


− Payment Method = Check − Pay Group = XXPay Group

Enter Payment Attributes 6.


7.

In the Payment Date field, enter today’s date.

8.

Data defaults from the template into the following fields: − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate



Specify the Degree of Automation for Payment Processing 9.

(ST) Processing.

10. Override the template by changing data in the following fields: − Stop Process for Review After Scheduled Payment Selection = Uncheck because you do not want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Uncheck because you do not want the process to stop for this payrun. − Create Payment Instructions = Automatically Initiate When Payment Process Request is Complete Because neither of the stop check boxes has been selected in the Processing subtab and automatic initiation of the payment instructions has been specified, the XX Single Payment Process Request will run without human intervention. 11. (B) Submit The confirmation window displays. Find the Newly Created Payment Process Request 12. (T) Payment Process Requests.



13. In the Payment Process Request field, search on your payment process request (XX Single Payment Process Request) and (B) Go. The newly created payment process request displays.

14. (L) Show, which changes to Hide, to view the payment instruction. 15. (B) Refresh Status to view the most recent status of the payment process request.



Note that the newly created payment process request shows a payment instructions Reference Assigned by Administrator of XX Single Payment Process Request, with a Reference number. Make a note of the Reference number __________. The Payment Process Request page also displays the following statuses: •

Payment process request status = Formatting

•

Payment instructions status = Formatted – Ready for Printing.

Note: The Reference nmber represents the printed payment instruction that was automatically created because the option selected for the Create Payment Instructions field in the Processing subtab was Automatically Initiate When Payment Process Request is Complete. Note: You can also query the newly created payment process request as follows: − (T) Payment Instructions, enter the payment instruction Reference number in the Reference field, and (B) Go. − (T) Payments tab, enter the payment process request number in the Payment Reference Number field, and (B) Go. Note: If for some reason your pay run pulls invoices other than invoices XX1001, XX1002, and XX1003, cancel the extra invoices or place them on hold so they are not included in the pay run. Print Payment Instructions 16. To print the payment instruction, which in this case, means to print onto a check, (I) Take Action. The Print Payment Documents: Payment Instruction page displays. 17. In the Printer field, select noprint from the list of values. 18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001, invoice XX1002, and invoice XX1003. Note: Because you specified noprint in the Printer field, you will not actually print the check or take any further action. View Payment Process Request Details 19. To view the details of the newly created payment process request, click the payment process request name (XX Single Payment Process Request) in the Payment Process Requests page to navigate to the Payment Process Request: page. Note that the newly created payment process request displays pertinent information in the Payment and Document Summary region and in the Payments region.



View Payment Details 20. To view details of the payment, (L) Amount.

Note: To view the three invoices you created, click the + (plus sign) to the left of the Documents region.



The Payment: page shows the three invoices you created in the Documents region, which confirms the following: •

The payment process request (XX Single Payment Process Request) contains the Payment, which includes three invoices.

Record Print Status of Prenumbered Payment Documents Note: Depending upon your business practice, you may be interested in using a similar dashboard, which is designed to support a payment factory model, where payment processing is centralized. For added experience, you will switch to the Funds Disbursement Process Home, which is an alternate dashboard. Note that the process can be continued from either dashboard. Since check printing occurs outside of Oracle Applications and has several potential failure points, the system does not know the outcome of printing or reprinting payment documents. Consequently, you need to provide that information to the system through the Record Print Status page. This page enables you to: •

Update the print statuses by marking payment documents Printed, Spoiled, or Skipped. Note: You can only select a print status of Skipped for payment documents that use a paper stock type of Prenumbered.

21. Log in to the following responsibility: Oracle Payments Payment Administrator. 22. (L) Funds Disbursement Process Home.



23. Under the Pending Actions region, note that the Payment Instruction has a status of Submitted for Printing. 24. To view details of the payment instruction you created, (I) Take Action.

25. (B) Record Print Status to record the print status of the printed check. The Record Print Status: Payment Instruction page displays. 26. You check your printer and note that the check printed successfully so there is no spoiled or skipped check to record in the Record Spoiled Payment Documents or Record Skipped Payment Documents regions. Note: By default, all payment documents are initially displayed as Printed. The exception is payment documents that have been marked spoiled during the reprinting process are displayed as Spoiled in the Record Print Status page. 27. Select the Submit Positive Pay Program Immediately check box. If the applicable setup enables positive pay, selecting the check box results in submission of the Positive Pay program immediately after you finish recording the print status. The program creates a positive pay file, formats it, and transmits it electronically to your bank. This prevents check fraud by informing the bank which payment documents are issued and for what amount. 28. (B) Continue. A warning displays regarding confirmation of the print status. Copyright © Oracle, 2008. All rights reserved.


29. (B) Apply if you are sure that all documents with the status of Printed were, in fact, successfully printed.



Practice - Payment Process Request with Stops Overview In this practice, you will create a payment process request with three stops for review for a payment method of electronic.

Assumptions •


•

To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Prerequisites To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously: •

XX1000

•

XX2000

•

XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate. Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold

Tasks Responsibility: Payables, Vision Operations (USA) Change Check Template to Electronic Template 1.


2.


Navigate to the Payment Process Request Templates page. •

(T) Templates Copyright © Oracle, 2008. All rights reserved.


3.

In the Template Name field, enter XXTemplate.

4.

(B) Go. The template displays in the search results section.

5.

To update the check template to use for an electronic payment process request, (I) Update.

6.

(ST) Scheduled Payment Criteria Selection.

7.

In the Payment Method field, select Electronic from the list of values.

8.


9.

Change data in the following fields: − Payment Document = leave empty − Payment Process Profile = US NACHA Generic

10. (ST) Process Automation. 11. Select the following: − Stop Process for Review After Scheduled Payment Selection = Checked − Stop Process for Review after Creation of Proposed Payments = Checked − Create Payment Instructions = Wait for Standard Request Submission 12. (B) Apply. Navigation 13. Navigate to the Submit Payment Process Request page: •


•


Enter Header Information 14. Enter data in the following fields: − Payment Process Request Name = XX Payment Process Request − Use Template = XXTemplate Data from the template defaults onto the payment process request. You can now change data in any subtab of the payment process request if desirable. Enter Selection Criteria 15. (ST) Scheduled Payment Selection Criteria. 16. Data defaults from the template into the following fields: Copyright © Oracle, 2008. All rights reserved.


− Pay From Date = Today’s date or the earliest invoice date of the following invoices: XX1000, XX2000, or XX16000. − Pay Through Date = Today’s date or the latest invoice date of the following invoices: XX1000, XX2000, or XX16000. − Payee = XXIBM Corporation − Payment Method = Electronic − Pay Group = XXPay Group Enter Payment Attributes 17. (ST) Payment Attributes. 18. Data defaults from the template into the following fields: − Payment Date = Today’s date − Disbursement Bank Account = XXAP Disbursement − Payment Process Profile = US NACHA Generic − Payment Exchange Rate Type = Corporate Specify the Degree of Automation for Payment Processing 19. (ST) Processing. 20. Data defaults from the template into the following fields: − Stop Process for Review After Scheduled Payment Selection = Check because you want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Check because you want the process to stop for this payrun. − Create Payment Instructions = Wait for Standard Request Submission 21. (B) Submit. Because both of the stop check boxes have been selected in the Processing subtab and manual submission of the payment instructions has been specified, the payment process request will stop at the following points: •

after scheduled invoices have been selected

•

after documents payable have been built into payments

•

when the payment process request is ready to build payments into payment instructions

Stop 1: The payment process request stops in the Views region of the Payment Process Requests page. Note that the status of the payment process request is Invoices Pending Review.



Review Selected Invoices 22. To review the invoices selected by your payment process request (XX Payment Process Request), navigate to the (B) Views window, select All of Today’s, and (B) Go. The payment process requests for today display. 23. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review. 24. (I) Start Action of your payment process request (XX Payment Process Request). The Payment Process Request: Selected Scheduled Payments page displays. Remove a Selected Invoice from the Payment Process Request 25. To remove invoice XX2000 from the payment process request, select the check box in the Select column of the applicable row and (B) Remove from Request. 26. (B) Yes when the system asks you if you want to remove this invoice from the payment process request. The Search Selected Scheduled Payments region now shows two invoices instead of three. Change the Amount of a Selected Invoice 27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for invoice XX1000. To change the amount of invoice XX1000, change the amount directly in the Payment Amount field from 10,000 to 1,000. 28. (B) Submit. Stop 2: The payment process request stops in the Views region of the Payment Process Requests page. The status of the payment process request changes from Invoices Pending Review to Assembling Payments and then stops with the status of Pending Proposed Payment Review. Review the Proposed Payment 29. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request). 30. To view the invoices selected to be paid within the Vision Operations payment, (L) Amount. The Payment: page displays. 31. To view the invoices included in the Vision Operations payment, expand the Documents region.



Note the following: •

For invoice XX1000, the Document Amount is 10,000, but the Amount Paid is 1,000.

32. The status in the header indicates Instruction Created.. Review Documents within the Payment 33. To review the details of the documents (invoices) within the payment, (L) XX1000 and (L) XX16000 34. After reviewing the invoices, if you are satisfied with the documents to be included within the proposed payment, return to the Payment Process Request window to select the Run Payment Process option from the Actions drop-down list. 35. (B) Go. 36. (B) Refresh Status to refresh the status for the request. This action runs the payment process request and you are now ready to create payment instructions. The payment process request stops in the Views region of the Payment Process Request page. Create Electronic Payment Instructions 37. (T) Home to manually create electronic payment instructions. 38. Click the Create Electronic Payment Instructions link. 39. In the Request Name field, enter XX Electronic Payment Instructions. 40. (B) Next. 41. Enter the following data: − Payment Process Profile = US NACHA Generic − Payment Currency = USD − Internal Bank Account = XXAP Disbursement − Select Payments from Source Product = Payables − Select Payments from Payment Process Request = XX Payment Process Request − Select Payments from Payment From Date = Today’s date or the earliest invoice date of the following invoices: XX1000, XX2000, or XX16000. − Select Payments from Payment To Date = Today’s date or the latest invoice date of the following invoices: XX1000, XX2000, or XX16000. − Transmit Now = No 42. (B) Next.



43. Retain the following defaults: − Start Date = As soon as possible − Recurrence = Never repeat 44. (B) Next. 45. (B) Next. 46. In the Print Style field, retain the A4 option. 47. In the Printer field, select noprint from the list of values. 48. In the Copies field, enter 0 (zero). 49. Select the Save Output Files check box. 50. (B) Next. 51. Review the information entered for the Create Electronic Payment Instructions concurrent program. 52. (B) Submit. 53. (B) OK. View Request to Submit Electronic Payment Instructions 54. (T) Home. 55. To view your request to submit electronic payment instructions, click the Monitor Requests link under the Concurrent Requests region. 56. Select the Completed option from the View drop-down list. 57. (B) Go. 58. (B) Refresh until you see your completed request. Query Electronic Payment Instructions 59. In Payments Manager, navigate to the Payment Process Request page. •


60. In the Payment Process Request field of the Search region, select XX Payment Process Request from the list of values. 61. (B) Go.



62. Click the Show link in the Details column to display the payment instructions reference number associated with your payment process request. Make a note of the reference number ___________. View Electronic Payment Instructions Details 63. To view details of the newly created payment instructions, click the reference number link. 64. Return to the Payment Process Requests page and click the XX Payment Process Request link. In the header above, you can see the following: − Related Payment Instructions = 1, which indicates that payment instructions have been created for XX Payment Process Request. − Status of XX Payment Process Request = Payments Initiated 65. To view the newly created payment instructions, click on the 1 link. 66. To view the payment instructions details, click the payment instructions reference number link. Transmission of Electronic Payment Instructions You are now ready do one of the following, depending upon the setup of your payment process profile: •

immediately transmit the payment instructions electronically to a bank or third party processor

•

send the payment instructions output to your server for subsequent transmission



Solution - Payment Process Request with Stops Responsibility: Payables, Vision Operations (USA) Prerequisites To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously: •

XX1000

•

XX2000

•

XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate. Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold Change Check Template to Electronic Template 1.


2.


Navigate to the Payment Process Request Templates page. •

(T) Templates

3.

In the Template Name field, enter XXTemplate.

4.

(B) Go. The template displays in the search results section.



5.

To update the check template to use for an electronic payment process request, (I) Update. The Update Payment Process Request Template: XXTemplate page displays.

6.

(ST) Scheduled Payment Selection Criteria.

7.

In the Payment Method field, select Electronic from the list of values.

8.




9.

Change data in the following fields: − Payment Document = leave empty − Payment Process Profile = US NACHA Generic

10. (ST) Process Automation.

11. Select the following: − Stop Process for Review After Scheduled Payment Selection = Checked − Stop Process for Review after Creation of Proposed Payments = Checked − Create Payment Instructions = Wait for Standard Request Submission 12. (B) Apply. Copyright © Oracle, 2008. All rights reserved.


The page confirms that the template has been updated. Navigation 13. Navigate to the Submit Payment Process Request page: •


•


The Submit Payment Process Request page displays.



Enter Header Information 14. Enter data in the following fields: − Payment Process Request Name = XX Payment Process Request − Use Template = XXTemplate Data from the template defaults onto the payment process request. You can now change data in any subtab of the payment process request if desirable. Enter Selection Criteria 15. (ST) Scheduled Payment Selection Criteria. 16. Data defaults from the template into the following fields: − Pay From Date = Today’s date or the earliest invoice date of the following invoices: XX1000, XX2000, or XX16000. − Pay Through Date = Today’s date or the latest invoice date of the following invoices: XX1000, XX2000, or XX16000. − Payee = XXIBM Corporation − Payment Method = Electronic − Pay Group = XXPay Group Enter Payment Attributes 17. (ST) Payment Attributes.

18. Data defaults from the template into the following fields: − Payment Date = Today’s date − Disbursement Bank Account = XXAP Disbursement − Payment Process Profile = US NACHA Generic − Payment Exchange Rate Type = Corporate Copyright © Oracle, 2008. All rights reserved.


Specify the Degree of Automation for Payment Processing 19. (ST) Processing.

20. Data defaults from the template into the following fields: − Stop Process for Review After Scheduled Payment Selection = Check because you want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Check because you want the process to stop for this payrun. − Create Payment Instructions = Wait for Standard Request Submission 21. (B) Submit. Because both of the stop check boxes have been selected in the Processing subtab and manual submission of the payment instructions has been specified, the XX Payment Process Request will stop at the following points: •

after scheduled invoices have been selected

•

after documents payable have been built into payments

•

when the payment process request is ready to build payments into payment instructions

Stop 1: The payment process request stops in the Views region of the Payment Process Requests page. Note that the status of XX Payment Process Request is Invoices Pending Review.



Review Selected Invoices 22. To review the invoices selected by your payment process request (XX Payment Process Request), navigate to the (B) Views window, select All of Today’s, and (B) Go. The payment process requests for today display. 23. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review. 24. (I) Start Action of your payment process request (XX Payment Process Request). The Payment Process Request: Selected Scheduled Payments page displays. Remove a Selected Invoice from the Payment Process Request 25. To remove invoice XX2000 from XX Payment Process Request, select the check box in the Select column of the applicable row and (B) Remove from Request.



26. (B) Yes when the system asks you if you want to remove this invoice from the payment process request. The Search Selected Scheduled Payments region now shows two invoices instead of three. Change the Amount of a Selected Invoice 27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for XX1000. To change the amount of invoice XX1000, change the amount directly in the Payment Amount field from 10,000 to 1,000.

28. (B) Save 29. (B) Submit. Stop 2: The payment process request stops in the Views region of the Payment Process Requests page. 30. (B) Refresh Status. The status of XX Payment Process Request changes from Invoices Pending Review to Assembling Payments and then stops with the status of Pending Proposed Payment Review.



Review the Proposed Payment 31. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request). The Review Proposed Payments: Payment Process Request page displays, which shows a proposed payment to Vision Operations totaling 6,035.

32. To view the invoices selected to be paid within the Vision Operations payment, (L) Amount. The Payment: page displays.



33. To view the invoices included in the Vision Operations payment, expand the Documents region. Note the following: •

For invoice XX1000, the Document Amount is 10,000, but the Amount Paid is 1,000.

•

The status in the header indicates Pending Instruction Created.

Review Documents within the Payment 34. To review the details of the documents (invoices) within the payment, (L) XX1000 and (L) XX16000.



35. After reviewing the invoices, if you are satisfied with the documents to be included within the proposed payment, return to the Payment Process Request window and select the Run Payment Process option from the Actions drop-down list. 36. (B) Go. 37. (B) Refresh Status to refresh the status for the request. This action runs the payment process request and you are now ready to create payment instructions. The payment process request stops in the Views region of the Payment Process Request page. Note: The status of XX Payment Process Request shows as Assembled Payments. Create Electronic Payment Instructions 38. (T) Home to manually create electronic payment instructions.



39. Click the Create Electronic Payment Instructions link. The Schedule Request: Name page displays. 40. In the Request Name field, enter XX Electronic Payment Instructions. 41. (B) Next. The Schedule Request: Parameters page displays.

42. Enter the following data: − Payment Process Profile = US NACHA Generic − Payment Currency = USD Copyright © Oracle, 2008. All rights reserved.


− − − −

Internal Bank Account = XXAP Disbursement Select Payments from Source Product = Payables Select Payments from Payment Process Request = XX Payment Process Request Select Payments from Payment From Date = Today’s date or the earliest invoice date of the following invoices: XX1000, XX2000, or XX16000. − Select Payments from Payment To Date = Today’s date or the latest invoice date of the following invoices: XX1000, XX2000, or XX16000 − Transmit Now = No 43. (B) Next. The Schedule Request: Schedule page displays. 44. Retain the following defaults: − Start Date = As soon as possible − Recurrence = Never repeat 45. (B) Next. The Schedule Request: Notifications page displays. 46. (B) Next. The Schedule Request: Printing page displays. 47. In the Print Style field, retain the A4 option. 48. In the Printer field, select noprint from the list of values. 49. In the Copies field, enter 0 (zero). 50. Select the Save Output Files check box. 51. (B) Next. 52. Review the information entered for the Create Electronic Payment Instructions concurrent program. 53. (B) Submit. The following page displays. 54. (B) OK. View Request to Submit Electronic Payment Instructions 55. (T) Home.



56. To view your request to submit electronic payment instructions, click the Monitor Requests link under the Concurrent Requests region. The Requests page displays. 57. Select the Completed option from the View drop-down list. 58. (B) Go. 59. (B) Refresh until you see your completed request. Query Electronic Payment Instructions 60. In Payments Manager, navigate to the Payment Process Request page. •


61. In the Payment Process Request field of the Search region, select XX Payment Process Request from the list of values. 62. (B) Go. The search results display. 63. (L) Show in the Details column to display the payment instructions Reference number associated with your payment process request. Make a note of the R eference number _________.

View Electronic Payment Instructions Details 64. To view details of the newly created payment instructions, (L) Reference number.



65. Return to the Payment Process Requests page and click the XX Payment Process Request (XX Payment Process Request) link. The Payment Process Requests: XX Payment Process Request page displays.

In the header above, you can see the following: − Related Payment Instructions = 1, which indicates that payment instructions have been created for XX Payment Process Request. − Status of XX Payment Process Request = Payments Initiated



66. To view the newly created payment instructions, click on the 1 link.

67. To view the payment instructions details, (L) Reference number.

Note that the header indicates the following: − Payment instruction reference number = Reference number − Processing Type = Electronic − Status of payment instructions = Created Transmission of Electronic Payment Instructions You are now ready do one of the following, depending upon the setup of your payment process profile: •

immediately transmit the payment instructions electronically to a bank or third party processor

•

send the payment instructions output to your server for subsequent transmission



Note: The payment process profile contains all the rules about how payments are created and disbursed. If the payment process profile contains transmission configuration information, the payment instructions are transmitted immediately. If the payment process profile does not contain transmission configuration information, the output file is sent to your server for subsequent transmission.



Practice - Void a Payment in Payments Manager Overview You create, validate and pay invoice XX2070. The supplier subsequently loses the check. You can simply void the payment. In this practice, you will void a payment in Payments Manager.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Create, Validate, and Pay an invoice. Create an invoice in the Invoice Workbench: •

(N) Invoices > Entry > Invoices − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX2070 − Invoice Currency = USD − Invoice Amount = 2500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Curr = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

3.

(T) Lines.

4.

Enter the following line data: − Num = 1 Copyright © Oracle, 2008. All rights reserved.


− Type = Item − Amount = 2500 − Distribution Set = XXUtilities 5.

(B) Actions, select the Validate check box, and click (B) OK.

6.

(B) Actions, select the Pay in Full check box, and click (B) OK.

7.

In the Payments window, enter or confirm the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 2500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XX Employee Check Stock − Document Num = Check number defaults in − Payment Process Profile = Long Check Format − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321 Make a note of the check number ___________.

8.

Click the Save icon in the toolbar. Data defaults into the bottom region of the Payments page.

Find the Payment 9.

Navigate to the Payments page in Payments Manager. •


•

(T) Payments

10. In the Simple Search region, enter search criteria for the payment in the following fields: − Payee = XXIBM Corporation − Payment Document Number = your payment number 11. (B) Go. The search results display. 12. Verify that the retrieved information is related to your supplier and the payment. Copyright © Oracle, 2008. All rights reserved.


13. To view payment details, which ensures that you found the correct payment to void, click the number in the Amount field (2,500.00). 14. Return to the Payments page. Void the Payment 15. Locate the payment you want to void in the search results region and click the Void icon in the applicable row. 16. Retain the default date in the Date field. 17. Optionally, enter a reason for the voided check. 18. (B) Apply. A warning displays, informing you that you cannot undo a voided payment. 19. To accept the warning and continue with the void action, click the Yes button. Monitor the Void Process 20. (T) Home. 21. To monitor the void process, click the Monitor Requests link under the Concurrent Requests region. 22. Select the Completed option from the View drop-down list. 23. (B) Go. 24. (B) Refresh until you see your completed request.



Solution - Void a Payment in Payments Manager Responsibility: Payables, Vision Operations (USA) Create, Validate, and Pay an invoice. 1.

Create an invoice in the Invoice Workbench: •

(N) Invoices > Entry > Invoices − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX2070 − Invoice Currency = USD − Invoice Amount = 2500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Curr = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

2.

(T) Lines

3.

Enter the following line data: − Num = 1 − Type = Item − Amount = 2500 − Distribution Set = XXUtilities

4.


5.


6.

In the Payments window, enter or confirm the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 2500 Copyright © Oracle, 2008. All rights reserved.


− − − − − − − − −

Bank Account = XXAP Disbursement Account Currency = USD Payment Currency = USD Payment Method = Check Payment Document = XX Employee Check Stock Document Num = Check number defaults in Payment Process Profile = Long Check Format Remit-To Bank Account Name = Supplier Remit To Account Remit-To Bank Account Number = XXXXXX4321

Make a note of the check number ___________. 7.


Find the Payment 8.

9.



•

(T) Payments

In the Simple Search region, enter search criteria for the payment in the following fields: − Payee = XXIBM Corporation − Payment Document Number = your payment number

10. (B) Go. The search results display. 11. Verify that the retrieved information is related to your supplier and the payment. Copyright © Oracle, 2008. All rights reserved.


12. To view payment details, which ensures that you found the correct payment to void, click the number in the Amount field (2,500.00). The Payment: page displays.

13. Return to the Payments page. Void the Payment 14. Locate the payment you want to void in the search results region and click the Void icon in the applicable row. The Void Payment: page displays.



15. Retain the default date in the Date field. 16. Optionally, enter a reason for the voided check. 17. (B) Apply. A warning displays, informing you that you cannot undo a voided payment.

18. To accept the warning and continue with the void action, click the Yes button. Monitor the Void Process 19. (T) Home. 20. To monitor the void process, click the Monitor Requests link under the Concurrent Requests region. 21. Select the Completed option from the View drop-down list. 22. (B) Go. 23. (B) Refresh until you see your completed request.



Practice - Stop a Payment in Payments Manager Overview You enter invoice XX1009 and pay it. Your supplier has notified you that he has not received payment for invoice number XX1009. You record in the system that you intend to place a stop payment on the check. You call the bank and ask whether the check has cleared. The bank indicates that the check has not cleared and you request a stop payment. You will now confirm the stop payment in the system. In this practice, you will: •

Record a stop payment request.

•

Confirm the stop payment.

Assumptions •


•

You must have access to an Oracle Application Vision database or comparable training or test instance at your site to complete this practice.

Tasks Responsibility: Payables, Vision Operations (USA) Create, Validate and Pay an invoice. 1.

Create an invoice in the Invoice Workbench •

(N) Invoices > Entry > Invoices. − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = X1009 − Invoice Currency = USD − Invoice Amount = 3500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Currency = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date Copyright © Oracle, 2008. All rights reserved.


− Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321 2.

(T) Lines.

3.


4.


5.


6.

In the Payments window, enter the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 3500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XXAP Check Stock − Document Num = Check number defaults in − Payment Process Profile = Short Check Format − Remit-To Bank Account = Supplier Remit To Account − Remit-To Bank Account = XXXXXX4321

7.


Find the Payment 8.

9.



•

(T) Payments.

In the Simple Search region, enter search criteria for the payment for which you want to record a stop payment: − Payee = XXIBM Corporation Copyright © Oracle, 2008. All rights reserved.


− Payment Date = Today’s date 10. (B) Go. 11. Verify that the retrieved information is related to your supplier and the payment. 12. In the applicable payment row, click the Stop Actions icon. Record a Stop Payment Request on the Check 13. In the Date field, enter the date for which you are recording the stop payment request (today’s date). 14. In the Reason field, optionally enter a reason for the stop payment request. 15. In the Reference field, enter the reference identifier provided by the bank when you called. 16. (B) Apply. The system navigates back to the Payments page. 17. In the applicable payment row, click the Stop Actions icon. The Resolve Stop Payment Request: Payment page displays. Resolve a Stop Payment Request on the Check 18. From the Action drop-down list, select Confirm. 19. In the Date field, select today’s date. 20. In the Reason field, optionally indicate the reason you are confirming a stop payment on the check. 21. In the Reference field, enter the reference identifier supplied by the bank. 22. (B) Apply. 23. (B) Yes to accept the warning note.



Solution - Stop a Payment in Payments Manager Responsibility: Payables, Vision Operations (USA) Create, Validate and Pay an Invoice Create an invoice in the Invoice Workbench: •

(N) Invoices > Entry > Invoices − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX1009 − Invoice Currency = USD − Invoice Amount = 3500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Currency = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

2.

(T) Lines.

3.


4.


5.

(B) Actions, select the Pay in Full check box, and click (B) OK. The Payments page displays.

6.

In the Payments window, enter the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date Copyright © Oracle, 2008. All rights reserved.


− − − − − − − − − − 7.

Payment Amount = 3500 Bank Account = XXAP Disbursement Account Currency = USD Payment Currency = USD Payment Method = Check Payment Document = XXAP Check Stock Document Num = Check number defaults in Payment Process Profile = Short Check Format Remit-To Bank Account = Supplier Remit To Account Remit-To Bank Account = XXXXXX4321


Find the Payment 8.

9.



•

(T) Payments

In the Simple Search region, enter search criteria for the payment for which you want to record a stop payment: − Payee = XXIBM Corporation − Payment Date = Today’s date

10. (B) Go. The search results display.

11. Verify that the retrieved information is related to your supplier and the payment. Copyright © Oracle, 2008. All rights reserved.


12. In the applicable payment row, click the Stop Actions icon. The Record Stop Payment Request: Payment page displays.

Record a Stop Payment Request on the Check 13. In the Date field, enter the date for which you are recording the stop payment request (today’s date). 14. In the Reason field, optionally enter a reason for the stop payment request. 15. In the Reference field, enter the reference identifier provided by the bank when you called. 16. (B) Apply. The system navigates back to the Payments page. 17. In the applicable payment row, click the Stop Actions icon. The Resolve Stop Payment Request: Payment page displays. Resolve a Stop Payment Request on the Check 18. From the Action drop-down list, select Confirm. 19. In the Date field, select today’s date. 20. In the Reason field, optionally indicate the reason you are confirming a stop payment on the check. 21. In the Reference field, enter the reference identifier supplied by the bank. 22. (B) Apply. 23. (B) Yes to accept the warning note.



23. (B) Yes to accept the warning note.



Practice - Enter a Debit Memo and Record a Refund Overview In this practice, you will enter a debit memo and record a refund.

Assumptions •


•



Navigate to the Invoices window − (N) Invoices > Entry > Invoices

2.

Enter a Debit Memo with the following details: − Invoice Type = Debit Memo Note: Click OK to accept the Note payment terms defaulting from the supplier site to the invoice. − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = XXDM300 − Amount = -1500 − Terms = Immediate − Payment Method = Check Note: Click OK to accept the Note payment terms defaulting from the supplier site to the invoice.

3.

Enter the Debit Memo lines with the following details: − Type = Item − Amount = -1500 − Distribution Account = 01-110-7110-0000-000

4.

Validate the Debit Memo.

Enter and Apply a Refund to a Debit Memo. 5.

Go to Actions: − Pay in Full = Checked Copyright © Oracle, 2008. All rights reserved.


6.

Select OK.

7.

In the Payments window, review and update where necessary: − Type = Refund − Payment Date = Today’s Date − Bank Account = XXAP Disbursement − Document Number = 46269

8.

Save your work.

9.

Review the Refund.



Solution - Enter a Debit Memo and Record a Refund Tasks Enter a Debit Memo 1.


2.

Enter a Debit Memo with the following details: − Invoice Type = Debit Memo Note: Click OK to accept the Note payment terms defaulting from the supplier site to the invoice. − − − − − −

3.

Trading Partner = XXIBM Corporation Site = SAN FRANCISCO Invoice Num = XXDM300 Amount = -1500 Terms = Immediate Payment Method = Check

Enter the Debit Memo lines with the following details: − Type = Item Copyright © Oracle, 2008. All rights reserved.


− Amount = -1500 − Distribution Account = 01-110-7110-0000-000 4.

Validate the Debit Memo − (B) Actions − Validate = Checked − (B) OK.

Enter and Apply a Refund to a Debit Memo 5.

Apply the refund. − (B) Actions: − Pay in Full = Checked − (B) OK.



6.

In the Payments window, review and update where necessary: − Type = Refund − Payment Date = Today’s Date − Bank Account = XXAP Disbursement − Document Number = 46269

7.

Save your work. Note: We are simulating a negative balance here. All you need to use a refund is a NET negative balance. That means that you can use a refund to pay multiple invoices at the same time, including standard invoices. As long as the total is negative, all can be recorded as “Paid”.

Review the Refund 8.

In the Payments window, the refund details show that the refund has been applied to the debit memo.





Practice - Create a Prepayment Overview You are required to pay $2,500, in advance, for a banquet your company is planning. Your supplier has sent an invoice for the deposit. Enter a prepayment type invoice to pay the deposit to your supplier.

Assumptions •


•




2.

Enter your Prepayment invoice: − Type = Prepayment − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = PP11000 − Invoice Amount = 2500 − Description = Deposit for Sales/Customer Banquet − Prepayment Type = Temporary − Settlement Date = Today’s Date − Payment Method = Electronic

3.

Enter the Prepayment invoice line: − Type = Item − Amount = 2500 Note that the distribution line is automatically generated to the Prepayment account.

4.

Validate the Prepayment.

5.

Pay the Prepayment.

6.

In the Payments window, enter the payment information. − Type = Quick Copyright © Oracle, 2008. All rights reserved.


− − − − −

Bank Account = XXAP Disbursement Payment Date = Today’s Date Document = Electronic Payment Process Profile = US NACHA Generic Remit To Account = your Supplier Remit To Account

7.

Save your Work.

8.


9.

Find the Prepayment Invoice.



Solution - Create a Prepayment Enter a Prepayment Responsibility: Payables, Vision Operations (USA) 1.


2.

Enter your Prepayment invoice: − Type = Prepayment − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = PP11000 − Invoice Amount = 2500 − Description = Deposit for Sales/Customer Banquet − Prepayment Type = Temporary − Settlement Date = Today’s Date − Payment Method = Electronic

3.

Enter the Prepayment invoice line: − Type = Item − Amount = 2500 Copyright © Oracle, 2008. All rights reserved.


Note that the distribution line is automatically generated to the Prepayment account. 4.

Validate the Prepayment. − (B) Actions − Validate = Checked − (B) OK Note that the status of your invoice is Unpaid.

5.

Pay the Prepayment. − (B) Actions: − Pay in Full = Checked − (B)OK.



6.

In the Payments window, enter the payment information. − Type = Quick − Bank Account = XXAP Disbursement − Payment Date = Today’s Date − Document = Electronic − Payment Process Profile = US NACHA Generic − Remit To Account = your Supplier Remit To Account



7.

Save your Work.

8.




9.

Find the Prepayment Invoice. − (M) View > Find − Supplier Name = XXIBM Corporation − Invoice Type = Prepayment − (B) Find.

Note that Invoice Status = Available





Practice - Apply a Prepayment Overview You have received the final invoice for the banquet that you had planned. Enter the invoice and apply a prepayment. In this practice, you will apply a prepayment.

Assumptions •


•




2.

Enter an invoice with the following details − Type = Standard − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = PP12000 − Invoice Amount = 6001.59 − Payment Method = Electronic Note: Oracle Payables reminds you that there is a prepayment available for your supplier. Click (B) OK to accept this note.

3.

Enter the invoice lines: − Type = Item − Amount = 6001.59 − Distribution Account = 01-402-7695-0000-000.

4.

Validate the invoice. − (B) Actions − Validate = Checked − (B) OK. Note: if you are using automatic withholding tax, you’ll want to apply the prepayment prior to validating the invoice.

5.

Apply the Prepayment. Copyright © Oracle, 2008. All rights reserved.


− (B) Actions: − Apply/Unapply Prepayment = Checked − (B) OK 6.

In the the Apply/Unapply Prepayments window, apply the prepayment. − Apply = Checked − Amount to Apply = 2500

7.

(B) Apply/Unapply.

8.

Close the Apply/Unapply window.

9.

Validate the invoice.

10. View the Distributions and note the prepayment distribution.



Solution - Apply a Prepayment Tasks Responsibility: Payables, Vision Operations (USA) 1.


2.

Enter an invoice with the following details − Type = Standard − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = PP12000 − Invoice Amount = 6001.59 − Payment Method = Electronic Note: Oracle Payables reminds you that there is a prepayment available for your supplier. Click (B) OK to accept this note.

3.

Enter the invoice lines: − Type = Item − Amount = 6001.59 − Distribution Account = 01-402-7695-0000-000.

4.

Validate the invoice. − (B) Actions − Validate = Checked − (B) OK.



Note: if you are using automatic withholding tax, you’ll want to apply the prepayment prior to validating the invoice. 5.

Apply the Prepayment. − (B) Actions: − Apply/Unapply Prepayment = Checked − (B) OK



Oracle Payables displays the Apply/Unapply Prepayments window. 6.

In the Apply/Unapply Prepayments window, apply the prepayment. − Apply = Checked − Amount to Apply = 2500

7.

(B) Apply/Unapply.

8.

Close the Apply/Unapply window. Note that in the General Tab that Prepayments Applied = 2500 and Status = Never Validated.



9.

Validate the invoice. − (B) Actions − Validate = Checked − (B) OK.

10. View the Distributions. − (B) All Distributions Note the prepayment distribution.





Practice - Set up Payment Terms Overview Your supplier has just notified you that they are going to offer 5% discount if you pay their invoices in 45 days. The entire invoice amount will be due in 60 days. In this practice, you will set up payment terms.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Navigate to the Payment Terms window. •

Setup>Invoices>Payment Terms − Name = XX5/45 Net 60. − Description = 5/45 Net 60

2.

(T) Due: − % Due = 100 − Days = 60

3.

(T) First Discount: − % Discount field = 5 − Days = 45

4.

Save your work.

5.


6.

Enter an invoice using the new Payment Terms: − Type = Standard − Supplier = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = XX15000 − Invoice Amount = 15000 − Terms = XX5/45 Net 60 Copyright © Oracle, 2008. All rights reserved.


− Payment Method = Electronic 7.

(T) Lines. Enter the invoice line: − Type = Item − Amount = 15000 − Distribution Set = XXUtilities

8.

(T) Scheduled Payment.

9.

Review the schedule payment information.



Solution - Set up Payment Terms Tasks Create a New Payment Term Navigate to the Payment Terms window. •

(N) Setup > Invoice > Payment Terms − Name = XX5/45 Net 60. − Description = 5/45 Net 60

2.

(T) Due: − % Due = 100 − Days = 60

3.

(T) First Discount: − % Discount field = 5 − Days = 45



4.

Save your work.

Enter an Invoice Using the New Payment Terms 5.


6.

Enter an invoice: − Type = Standard − Supplier = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = XX15000 − Invoice Amount = 15000 − Terms = XX5/45 Net 60 − Payment Method = Electronic



7.

(T) Lines. Enter the invoice line: − Type = Item − Amount = 15000 − Distribution Set = XXUtilities

8.

(T) Scheduled Payment.

9.

Review the schedule payment information. Note that in the Discount Amount Remaining field, in the Payment Schedule region, within the specified Terms, you will receive $750 discount on this invoice.





Practice - Create an Expense Report Template Overview In this practice, you will create an Expense Report template. For this template you will only enter the natural account segment for each item. The remaining segments will default from the employee’s GL account when you enter an expense report for that employee.

Assumptions •


•



Navigate to the Expense Report Templates window •

2.

(N) Setup>Invoices>Expense Report Templates − Name = XXTravel − Description = Travel Expense Template − Enable for Internet Expenses = Checked

Enter template lines according to the following table: Expense Item

3.

Expense Category

GL Account

Airfare

Airfare

7640

Taxi

Miscellaneous

7680

Hotel

Accommodations

7670

Meals

Meals

7690

Car Rental

Car Rental

7650

Phone

Miscellaneous

7450

Misc

Miscellaneous

7699

Save your work.



Solution - Create an Expense Report Template Tasks Create an Expense Report Template 1.

Navigate to the Expense Report Templates window •

2.

(N) Setup > Invoice > Expense Report Templates − Name = XXTravel − Description = Travel Expense Template − Enable for Internet Expenses = Checked

Enter template lines according to the following table: − Choose the appropriate expense category from the drop down list. − Click on List of Values and fill in the Account segment field only. Be sure all other segment fields are blank. Expense Item

Expense Category

GL Account

Airfare

Airfare

7640

Taxi

Miscellaneous

7680

Hotel

Accommodations

7670

Meals

Meals

7690

Car Rental

Car Rental

7650

Phone

Miscellaneous

7450

Misc

Miscellaneous

7699



3.

Save.

4.




Practice - Enter an Expense Report Overview Enter the expense report in the accounts payable system using your expense report template. In this practice, you will enter an expense report.

Assumptions •


•



Navigate to the Expense Report window.

2.

Enter the following information: − Employee = Your name − Date = Today’s date − Invoice Num = XX-Today’s Date (for example, 99-01-JAN-2007). − Amount = 2185.00 − Inv Description = Travel Expenses − Template = XXTravel

3.

Enter expense report lines according to the following table: Item

Amount

GL Account

Airfare

1805.78

Accept the default

Meals

194.22

Accept the default

Car Rental

185.00

Accept the default

4.

Navigate to the Standard Request Submission form.

5.

Enter the following information: − Name = Expense Report Export − Source = Payables Expense Reports − Organization Name = Vision Operations

6.

Select OK and Submit.

7.

Use the Invoices window to view the invoices that were created after the process completes. Copyright © Oracle, 2008. All rights reserved.


Solution - Enter an Expense Report Tasks Enter an Expense Report 1.

Navigate to the Expense Report window. •

(N) Invoices > Entry > Expense Reports − Employee = Your name − Date = Today’s date − Invoice Num = XX-Today’s Date (i.e 13-01-JAN-2007). − Amount = 2185.00 − Inv Description = Travel Expenses − Template = XXTravel

2.

(T) Accounting

3.

Enter expense report lines according to the following table: Item

Amount

GL Account

Airfare

1805.78

Accept the default

Meals

194.22

Accept the default

Car Rental

185.00

Accept the default



4.

Save.

Run the Expense Report Export program 5.

Navigate to the Standard Request Submission form •

(N) Other > Requests > Run − Choose Single Request − (B) OK − Name = Expense Report Export − Source = Payables Expense Reports − Organization Name = Vision Operations

6.

(B) OK

7.

(B) Submit Note: When the request completes, expense reports can be viewed by querying your expense report in the Invoices window. Once submitted, this program will process all unprocessed expense reports. If you don’t see your expense report, it was probably processed by a request submitted by another student. Copyright © Oracle, 2008. All rights reserved.


8.

View the invoice that was created. − (N) Invoices>Entry>Invoices − Enter invoice Number. − (B) Find.

9.




Practice - Create an Employee Advance Overview Jamie Frost, one of your employees, has requested a travel advance for his upcoming business trip to the semiannual Oracle Applications User Group (OAUG) in Orlando, Florida. Jamie has requested the advance to be $1500.00. In this practice, you will create an employee advance.

Assumptions •


•




2.

Enter the prepayment invoice details: − Type = Prepayment − Trading Partner = Jamie Frost − Site = Office − Invoice Date = Today’s date − Invoice Num = XX1000 − Invoice Amount = 1500 − Description = Travel Advance for OAUG Meeting − Prepayment Type = Temporary − Settlement Date = Today’s date

3.

(T) Lines. Enter the invoice line: − Type = Item − Amount = 1500

4.

Validate the prepayment.

5.

Pay the Prepayment using the Pay in Full option.

6.

Enter the payment details: − Type = Quick − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format Copyright © Oracle, 2008. All rights reserved.


− Payment Document = XXEmployee Check Stock 7.

Save your work.

8.

Requery your Prepayment invoice. − (M) View > Find − Trading Partner = Jamie Frost − Invoice Number = XX1000 − (B) Find



Solution - Create an Employee Advance Tasks Responsibility: Payables, Vision Operations (USA) Enter Invoice 1.


2.

Enter the prepayment invoice details: − Type = Prepayment − Trading Partner = Jamie Frost − Site = Office − Invoice Date = Today’s date − Invoice Num = XX1000 − Invoice Amount = 1500 − Description = Travel Advance for OAUG Meeting − Prepayment Type = Temporary − Settlement Date = Today’s date

3.

(T) Lines. Enter the invoice line: − Type = Item − Amount = 1500 Copyright © Oracle, 2008. All rights reserved.


Note how the distribution line is automatically generated to the Prepayment account: 01000-1340-0000-000. 4.

Validate the prepayment. − (B) Actions − Validate = Checked − (B) OK. Note that Status = Unpaid.

Pay Prepayment 5.

Pay the Prepayment using the Pay in Full option. − (B) Actions: − Pay In Full = Checked − (B) OK



Oracle Payables displays the Payments window 6.

Enter the payment details: − Type = Quick − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Payment Document = XXEmployee Check Stock

7.

Save your work.



8.

Requery your Prepayment invoice. − (M) View > Find − Trading Partner = Jamie Frost − Invoice Number = XX1000 − (B) Find



Note that the Status = Available



Practice - Apply an Advance Overview Jamie Frost has returned from a business trip and has forwarded his expense report to you. Enter the expense report and apply the prepayment from the earlier practice. In this practice, you will apply an advance.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) Enter an Expense Report 1.

Navigate to the Expense Report window. − (N) Invoices > Entry > Expense Report − Name = Frost, Mr. Jamie − Date = Today’s date − Invoice Num = XX-Today’s Date − Amount = 1650 − Inv Description = Expenses from OAUG Meeting Oracle Payables alerts you this employee has a Prepayment available. Click OK to accept this message.

2.

Note that the Apply Advances box is checked. − Number= your prepayment

3.

Select the Expense Report Template you created earlier. − Template = XXTravel

4.

Go to Accounting. Enter expense report lines according to the following table. Note that the GL Accounts will default in from the selected template: Item

Amount

GL Account

Airfare

1000

Accept the default

Meals

100

Accept the default

Hotel

300

Accept the default Copyright © Oracle, 2008. All rights reserved.


Misc

200

Accept the default

Phone

50

Accept the default

5.

Save your work.

6.

Run the Payables Invoice Export Program. − (N) Other > Requests > Run − Name = Expense Report Export − Batch Name = XXExpense Reports − Source = Payables Expense Reports

7.

Select (B) OK, then (B) Submit. Once submitted, this program will process all unprocessed expense reports. If you don’t see your expense report, it was probably processed by a request submitted by another student. When the request completes, the Expense Report Import Report can be displayed. (B) View Output. This report will detail Total Invoices Created as well as any Exceptions.

8.


9.

Find your Invoice and verify the prepayment has been applied. − (M) View > Find.



Solution - Apply an Advance Tasks Responsibility: Payables, Vision Operations (USA) Enter an Expense Report 1.

Navigate to the Expense Report window. − (N) Invoices > Entry > Expense Report − Name = Frost, Mr. Jamie − Date = Today’s date − Invoice Num = XX-Today’s Date − Amount = 1650 − Inv Description = Expenses from OAUG Meeting Oracle Payables alerts you this employee has a Prepayment available. Click OK to accept this message.

2.

Note that the Apply Advances box is checked. − Number= your prepayment

3.

Select the Expense Report Template you created earlier. − Template = XXTravel

4.

Go to Accounting. Enter expense report lines according to the following table. Note that the GL Accounts will default in from the selected template: Item

Amount

GL Account

Airfare

1000

Accept the default

Meals

100

Accept the default Copyright © Oracle, 2008. All rights reserved.


Hotel

300

Accept the default

Misc

200

Accept the default

Phone

50

Accept the default

5.

Save your work.

6.

Run the Payables Invoice Export Program. − (N) Other > Requests > Run − Name = Expense Report Export − Batch Name = XXExpense Reports − Source = Payables Expense Reports

7.

Select OK, then Submit. Once submitted, this program will process all unprocessed expense reports. If you don’t see your expense report, it was probably processed by a request submitted by another student.



When the request completes, the Expense Report Import Report can be displayed. (B) View Output. This report will detail Total Invoices Created as well as any Exceptions. 8.


9.

Find your Invoice and verify the prepayment has been applied. − (M) View > Find.

Note that for the invoice − Trading Partner = Jamie Frost − Invoice Number = XX-Today’s Date Also note that after the prepayment is applied, the expense report Total = 150.



Practice - Create Accounting Overview In this practice, you will submit the create accounting process in two ways: online for a single transaction, and using the Concurrent Requests window.

Assumptions •


•

These practices build on the other practices in this curriculum. Please ensure you have completed the previous practices before attempting this practice.

•


Tasks Query an Invoice 1.


2.

Query invoice XX3000 •

3.


(M) View > Find − Supplier = XXIBM Coporation − Invoice Number = XX3000

(B) Find

Submit the Create Accounting Process Online 4.

Go to Actions: − Create Accounting = Checked − Final = Checked

5.

Select OK.

6.

Go to View Accounting.

7.

Go to T-Accounts.

8.

View the accounting in T-Account format.



9.

Exit back to the Navigator window.

Submit the Create Accounting Process using Concurrent Request Window 10. Navigate to the Submit Requests window. − Select a single request and click (B) OK. − (N) Other > Request > Run − Name = Create Accounting 11. In the Parameters window: − Ledger = Vision Operations − End Date = Today’s Date (DD-MMM-YYYY) − Mode = Final − Errors Only = No − Report = Detail − Transfer to General Ledger = Yes − Post in General Ledger = No − Include User Transaction Identifiers = No 12. Submit your request. 13. Monitor your request until it completes successfully and review the output.



Solution – Submit the Create Accounting Process Tasks Query an Invoice 1.


2.

Query your invoice − (M) View > Find − Supplier = XXIBM Coporation − Invoice Number = XX3000

3.

(B) Find

Create Accounting for the Invoice 4.

(B) Actions − Create Accounting = Checked − Final = Checked



5.

(B) OK

View Accounting 6.

(M) Reports > View Accounting



7.

(B) View Journal Entries

8.

(B) View T-Accounts

9.

Exit back to the Navigator window.

Submit the Create Accounting Process using Concurrent Request Window 10. Navigate to the Submit Requests window. − Select a single request and click (B) OK. Copyright © Oracle, 2008. All rights reserved.


− (N) Other > Request > Run − Name = Create Accounting 11. In the Parameters window: − Ledger = Vision Operations − End Date = Today’s Date (DD-MMM-YYYY) − Mode = Final − Errors Only = No − Report = Detail − Transfer to General Ledger = Yes − Post in General Ledger = No − Include User Transaction Identifiers = No 12. (B) Submit to Submit your request. 13. Monitor your request until it completes successfully and review the output. Note that all validated invoices are accounted for.



Practice - Set Up US Sales Tax Overview In this practice, you will create a US Sales Tax in E-Business Tax using the regime to rate flow.

Assumptions •

Replace XX with your terminal number.

•


Tasks Sign On: − Username: sscnewall − Password: welcome Responsibility: Payables, SSC US OU 01 Creating a Tax Regime 1.

Navigate to the E-Business Tax Home Page − (N) Setup > Tax > E-Business Tax Home > Tax Configuration (Expand)

2.

Navigate to the Create Tax Regime page. − (N) Create Tax Regime: Go To Task

3.

Enter a new tax regime based on the following information: − (B) Create Field

4.

US Sales and Use Tax

Tax Regime Code and Name

XXAP US SALES

Regime Level

Country

Country Name

United States

Effective From

01-JAN-YYYY • YYYY = Current year

Effective To

Blank

Enter tax regime controls: Field Allow Tax Recovery

US Sales and Use Tax No



5.

Allow Override and Entry of Inclusive Tax Lines

No

Allow Tax Exemptions

No

Allow Tax Exceptions

No

Enter tax regime defaults: Field


Tax Currency

USD

Minimum Accountable Unit

0.01

Rounding Rule

Nearest

Tax Precision

2

6.

(B) Continue.

7.

Enter tax regime configuration options: Field


Party Name

SSC US 01

Configuration for Taxes and Rules

Common Configuration

Effective From


Creating a Tax 8.

Navigate to the Create Taxes page. − (N) Create Tax: Go To Task

9.

Create a new tax based on the following information: − (B) Create Field


Tax Regime Code

XXAP US SALES

Configuration Owner

Global Configuration Owner

Tax and Tax Name

XXAP US SALES

Tax Type

SALES

Effective From


Effective To

Blank

Geography Type and Parent

Country Copyright © Oracle, 2008. All rights reserved.


Geography Type Parent Geography Name

United States

Exchange Rate Type

Corporate

10. (B) Apply. Creating a Tax Status 11. Navigate to the Create Tax Status page. − (N) Create Tax Status: Go To Task 12. Create a new tax status based on the following information: − (B) Create Field


Tax Regime Code

XXAP US SALES

Configuration Owner


Tax

XXAP US SALES

Tax Status Code and Name

XXAP US SALES

Effective From


Effective To

Blank

Set as Default Tax Status

Yes

Default Status Effective From


Default Status Effective To

Blank

13. (B) Apply. Creating a Tax Rate 14. Navigate to the Create Tax Rate page. − (N) Create Tax Rate: Go To Task 15. Create a new tax rate based on the following information: − (B) Create Field


Tax Regime Code

XXAP US SALES

Configuration Owner

Global Configuration Owner Copyright © Oracle, 2008. All rights reserved.


Tax

XXAP US SALES

Tax Status Code

XXAP US SALES

Tax Rate Code

XXAP US SALES

Rate

7%

Effective From


Effective To

Blank

16. Enter tax rate details: − (I) Rate Details Field


Tax Rate Name

XXAP US SALES

Set as Default Rate

Yes

Default Effective From


Default Effective To

Blank

17. (B) Apply. Creating a Tax Jurisdiction 18. Navigate to the Create Tax Jurisdiction page. − (N) Create Tax Jurisdiction: Go To Task 19. Create a new tax jurisdiction based on the following information: − (B) Create Field


Tax Jurisdiction Code and Name

XXAP US SALES

Tax Regime Code and Tax

XXAP US SALES

Geography Type

Country

Effective From


Effective To

Blank

Geography Name

United States

Set as Default Tax Jurisdiction

Yes


01-JAN-YYYY



• Default Effective To

YYYY = Current year

Blank

20. (B) Apply. Set Tax Status as Default Status 21. Navigate to the Tax Status window. − (N) Create Tax Status: Go To Task 22. Select the Tax Status you defined earlier. − (B) Update − Set as Default Tax Status = Checked − Default Status Effective From = 01-JAN-YYYY. Note that YYYY=current year. 23. (B) Apply. Ensure Tax Rate is Set as Default Rate 24. Navigate to the Tax Rate window − (N) Create Tax Rate: Go To Task 25. Select the Tax Rate you defined earlier − (B) Update − Set as Default Rate= Checked − Default Status Effective From = 01-JAN-YYYY. Note that YYYY=current year. 26. (B) Apply. Define Tax Rules 27. Navigate to the Tax Rules window − (N) Create Tax Rules: Go To Task 28. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime Code = XXAP US SALES TAX − Tax = XXAP US SALES 29. (B) Find. 30. Set the Tax Rules as Follows: Determine Place of Supply − (I) Set Default Copyright © Oracle, 2008. All rights reserved.


− Rule Type Default: Ship From − (B) Apply Determine Tax Applicability: − (I) Set Default − Rule Type Default: Applicable − (B) Apply Determine Tax Registration − (I) Set Default − Rule Type Default: Bill From Party − (B) Apply Note: The Determine Tax Status and Determine Tax Rate do not allow update, both default to XXAP US Sales Determine Taxable Basis: − (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply Calculate Tax Amounts: − (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply Enable Tax for Transactions 31. Navigate to the Tax window − (N) Create Tax: Go To Task 32. Find the Tax you created earlier. − Country = United States − Tax Regime = XXAP US SALES TAX − Tax = XXAP US SALES 33. (B) Find. 34. Select the tax and click (I) Update. 35. Ensure the tax is available for transactions. − Make Tax Available for Transactions = Checked 36. (B) Apply.



Solution – Set Up US Sales Tax Tasks Sign On: − Username: sscnewall − Password: welcome Responsibility: Payables, SSC US OU 01 Creating a Tax Regime 1.

Navigate to the E-Business Tax Home Page − (N) Setup > Tax > E-Business Tax Home > Tax Configuration (Expand)

2.

Navigate to the Create Tax Regime page. − (N) Create Tax Regime: Go To Task

3.




XXAP US SALES

Regime Level

Country

Country Name

United States

Effective From


Effective To

Blank



4.

(L) Show Controls and Defaults. Enter tax regime controls: Field

5.


Allow Tax Recovery

No


No


No


No



Tax Currency

USD


0.01

Rounding Rule

Nearest

Tax Precision

2

6.

(B) Continue.

7.



Party Name

SSC US 01



Effective From

01-JAN-YYYY • YYYY = Current Copyright © Oracle, 2008. All rights reserved.


year

8.

(B) Finish

Creating a Tax 9.

Navigate to the Create Taxes page. − (N) Create Taxes: Go To Task

10. Create a new tax based on the following information: − (B) Create Field


Tax Regime Code

XXAP US SALES

Configuration Owner


Tax and Tax Name

XXAP US SALES

Tax Type

SALES

Effective From


Effective To

Blank

Geography Type and Parent Geography Type

Country

Parent Geography Name

United States

Exchange Rate Type

Corporate



11. (B) Apply Creating a Tax Status 12. Navigate to the Create Tax Status page. − (N) Create Tax Status: Go To Task 13. Create a new tax status based on the following information: − (B) Create Field


Tax Regime Code

XXAP US SALES

Configuration Owner


Tax

XXAP US SALES


XXAP US SALES

Effective From


Effective To

Blank


Yes

Default Status Effective From


Default Status Effective To

Blank



14. (B) Apply Creating a Tax Rate 15. Navigate to the Create Tax Rate page. − (N) Tax Rate: Go To Task 16. Create a new tax rate based on the following information: − (B) Create Field


Tax Regime Code

XXAP US SALES

Configuration Owner


Tax

XXAP US SALES

Tax Status Code

XXAP US SALES

Tax Rate Code

XXAP US SALES

Rate

7%

Effective From


Effective To

Blank

17. Enter tax rate details: − (I) Rate Details Field


Tax Rate Name

XXAP US SALES

Set as Default Rate

Yes





Effective To

Blank

18. (B) Apply 19. (B) Apply Creating a Tax Jurisdiction 20. Navigate to the Create Tax Jurisdiction page. − (N) Create Tax Jurisdiction: Go To Task 21. Create a new tax jurisdiction based on the following information: − (B) Create Field



XXAP US SALES


XXAP US SALES

Geography Type

Country

Effective From


Effective To

Blank

Geography Name

United States


Yes

Effective From


Effective To

Blank



22. (B) Apply. Set Tax Status as Default Status 23. Navigate to the Tax Status window − (N) Create Tax Status: Go To Task 24. Select the Tax Status you defined earlier. − (B) Update − Set as Default Tax Status = Checked − Default Status Effective From = 01-JAN-YYYY. Note that YYYY=current year.

25. (B) Apply. Ensure Tax Rate is Set as Default Rate 26. Navigate to the Tax Rate window − (N) Create Tax Rate: Go To Task 27. Select the Tax Rate you defined earlier and ensure the following fields are set: − (B) Update − Set as Default Tax Rate = Checked − Default Status Effective From = 01-JAN-YYYY. Note that YYYY=current year. 28. (B) Apply. Define Tax Rules 29. Navigate to the Tax Rules window − (N) Create Tax Rules: Go To Task 30. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime Code = XXAP US SALES TAX Copyright © Oracle, 2008. All rights reserved.


− Tax = XXAP US SALES 31. (B) Find.

32. Set the Tax Rules as Follows: Determine Place of Supply − (I) Set Default − Rule Type Default: Ship From − (B) Apply Determine Tax Applicability: − (I) Set Default − Rule Type Default: Applicable − (B) Apply Determine Tax Registration − (I) Set Default − Rule Type Default: Bill From Party − (B) Apply Note: The Determine Tax Status and Determine Tax Rate do not allow update, both default to XXAP US Sales Determine Taxable Basis: − (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply Calculate Tax Amounts: Copyright © Oracle, 2008. All rights reserved.


− (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply Enable Tax for Transactions 33. Navigate to the Tax window − (N) Create Tax : Go To Task 34. Find the Tax you created earlier. − Country = United States − Tax Regime = XXAP US SALES TAX − Tax = XXAP US SALES 35. (B) Find. 36. Select the tax and click (I) Update. 37. Ensure the tax is available for transactions. − Make Tax Available for Transactions = Checked

38. (B) Apply.



Practice - Enter an Invoice with US Sales Tax Lines Overview You have received an invoice. Enter it into the system using your full distribution set. In this practice, you will create enter an invoice using a distribution set.

Assumptions •


•


Tasks Sign On: − Username: sscnewall − Password: welcome Responsibility: Payables, SSC US OU 01 1.


2.


Standard

3.

Trading Partner

Supplier Site

Advantage Corp

US Check

Invoice Num XX3000


Enter the following invoice line Type

Item

Amount 10000

Distribution Account 001.100.11200.0000.000.000.000

4.

Calculate Tax.

5.

View the Tax Lines in the Lines tab of the Invoices window.

6.

View the Tax Details in the Detailed Tax Lines window.



Solution - Enter an Invoice with US Sales Tax Lines Tasks Enter an Invoice using a Distribution Set 1.


2.



Standard

3.

Trading Partner

Supplier Site

Advantage Corp

US Check

Invoice Num

Invoice Amount

XX3000

10000

Enter the following invoice line − (T) Lines Type

Item

Amount 10000


4.

(B) Calculate Tax.

5.

In the lines tab, review the calculated tax lines.



Note that the tax that you defined in the previous practice is applied to the invoice. 6.

To view the details for the tax lines, click (B) Tax Details.



Practice - Set Up UK VAT Overview In this practice, you will create a UK VAT tax in E-Business Tax using the regime to rate flow.

Assumptions •

Replace XX with your terminal number.

•


Tasks Sign On: − Username: UK − Password: welcome Responsibility: Tax Managers Vision UK Creating a Tax Regime 1.

Navigate to the Create Tax Regime page. − (N) Tax Configuration > Tax Regimes

2.


3.

UK VAT


XXAP UK VAT

Regime Level

Country

Country Name

United Kingdom

Effective From Date


Effective To Date

Blank

Enter tax regime controls: − (H) Show Controls and Defaults Field

UK VAT

Allow Tax Recovery

No


No



4.


Yes


Yes


UK VAT

Tax Currency

GBP


0.01

Rounding Rule

Nearest

Tax Precision

2

5.

(B) Continue.

6.


7.

UK VAT

Party Name

Vision Industries Note. Select both the First Party Legal Entity and the Operating Unit owning Tax Content party types.



Effective From Date


(B) Finish

Creating a Tax 8.

Navigate to the Create Taxes page. − (L) Taxes

9.

Create a new tax based on the following information: − (B) Create Field

UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax and Tax Name

XXAP UK VAT

Tax Type

VAT

Effective From Date

01-JAN-YYYY • YYYY = Current Copyright © Oracle, 2008. All rights reserved.


year Effective To Date

Blank


Country


United Kingdom

Exchange Rate Type

Corporate

10. (L) Controls and Defaults. Define the tax recovery controls: Allow Tax Exemptions

Yes


Yes

11. (B) Apply. Creating a Tax Status 12. Navigate to the Create Tax Status page. − (L) Tax Statuses 13. Create a new tax status based on the following information: − (B) Create Field

UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax

XXAP UK VAT


XXAP UK VAT

Effective From Date


Effective To Date

Blank


Yes

Effective From Date


Effective To Date

Blank

14. (B) Apply. Creating a Tax Rate 15. Navigate to the Create Tax Rate page. − (L) Tax Rates Copyright © Oracle, 2008. All rights reserved.


16. Create a new tax rate based on the following information: − (B) Create Field

UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax

XXAP UK VAT

Tax Status Code

XXAP UK VAT

Tax Rate Code

XXAP UK VAT

Percentage Rate

10%

Rate Type

Percentage

Effective From Date


Effective To Date

Blank

17. Enter tax rate details, (I) Rate Details: Field

UK VAT

Tax Rate Name

XXAP UK VAT

Set as Default Rate

Yes

Default Effective From Date


Effective To Date

Blank

18. (B) Apply. 19. (B) Apply. Creating a Tax Jurisdiction 20. Navigate to the Create Tax Jurisdiction page. − (L) Tax Jurisdictions 21. Create a new tax jurisdiction based on the following information: − (B) Create Field

UK VAT


XXAP UK VAT


XXAP UK VAT

Geography Type

Country Copyright © Oracle, 2008. All rights reserved.


Effective From Date


Effective To Date

Blank

Geography Name

United Kingdom

Precedence Level

XX Replace XX with your student number


Yes

Effective From Date


Effective To Date

Blank

22. (B) Apply. Define Tax Rules 23. Navigate to the Tax Rules window − (L) Tax Rules 24. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT 25. (B) Go. 26. Set the Tax Rules as Follows: Determine Place of Supply − (I) Set Default − Rule Type Default: Ship From − (B) Apply Determine Applicable Taxes: − (I) Set Default − Rule Type Default: Applicable − (B) Apply Determine Tax Registration − (I) Set Default − Rule Type Default: Bill From Party − (B) Apply Copyright © Oracle, 2008. All rights reserved.


Note: The Tax Status and Tax Rate fields are automatically populated based on the default status and rate you set up earlier in this practice. Determine Taxable Basis: − (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply Calculate Tax Amounts: − (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply Enable Tax for Transactions 27. Navigate to the Tax window − (L) Taxes 28. Find the Tax you created earlier. − Country Name = United States − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT 29. (B) Go. 30. Select the tax and click (B) Update. 31. Ensure the tax is available for transactions. − Make Tax Available for Transactions = Checked 32. (B) Apply.



Solution – Set Up UK VAT Tasks Sign On: − Username: UK − Password: welcome Responsibility: Tax Managers Vision UK Creating a Tax Regime 1.

Navigate to the Create Tax Regime page. − (N) Tax Configuration > Tax Regimes

2.


3.

UK VAT


XXAP UK VAT

Regime Level

Country

Country Name

United Kingdom

Effective From Date


Effective To Date

Blank

Enter tax regime controls: − (H) Show Controls and Defaults Field

UK VAT Copyright © Oracle, 2008. All rights reserved.


4.

Allow Tax Recovery

No


No


Yes


Yes


UK VAT

Tax Currency

GBP


0.01

Rounding Rule

Nearest

Tax Precision

2

5.

(B) Continue.

6.


7.

UK VAT

Party Name

Vision Industries First Party Legal Entity



Effective From Date



8.

UK VAT

Party Name

Vision Industries Operating Unit owning Tax Content



Effective From Date


(B) Finish

Creating a Tax 9.

Navigate to the Create Taxes page. − (L) Taxes



10. Create a new tax based on the following information: − (B) Create Field

UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax and Tax Name

XXAP UK VAT

Tax Type

VAT

Effective From Date


Effective To Date

Blank


Country


United Kingdom

Exchange Rate Type

Corporate

11. (L) Controls and Defaults. Define the tax recovery controls: Allow Tax Exemptions

Yes


Yes

12. (B) Apply. Creating a Tax Status 13. Navigate to the Create Tax Status page. − (L) Tax Statuses 14. Create a new tax status based on the following information: Copyright © Oracle, 2008. All rights reserved.


− (B) Create Field

UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax

XXAP UK VAT


XXAP UK VAT

Effective From Date


Effective To Date

Blank


Yes

Effective From Date


Effective To Date

Blank

15. (B) Apply. Creating a Tax Rate 16. Navigate to the Create Tax Rate page. − (L) Tax Rates 17. Create a new tax rate based on the following information: − (B) Create Field Tax Regime Code

UK VAT XXAP UK VAT Copyright © Oracle, 2008. All rights reserved.


Configuration Owner


Tax

XXAP UK VAT

Tax Status Code

XXAP UK VAT

Tax Rate Code

XXAP UK VAT

Rate Type

Percentage

Percentage Rate

10%

Effective From Date


Effective To Date

Blank

18. Enter tax rate details, (I) Rate Details: Field

UK VAT

Tax Rate Name

XXAP UK VAT

Set as Default Rate

Yes

Default Effective From Date


Effective To Date

Blank

Recovery Rate

XXAP UK VAT Rec

Default Recovery Settlement

Deferred



19. (B) Apply. 20. (B) Apply. Creating a Tax Jurisdiction 21. Navigate to the Create Tax Jurisdiction page. − (L) Tax Jurisdictions 22. Create a new tax jurisdiction based on the following information: − (B) Create Field

UK VAT


XXAP UK VAT


XXAP UK VAT

Geography Type

Country

Effective From Date


Effective To Date

Blank

Geography Name

United Kingdom


Yes

Effective From Date


Effective To Date

Blank



23. (B) Apply. Define Tax Rules 24. Navigate to the Tax Rules window − (L) Tax Rules 25. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT 26. (B) Go. 27. Set the Tax Rules as Follows:



Determine Place of Supply − (I) Set Default − Rule Type Default: Ship From − (B) Apply Determine Applicable Taxes: − (I) Set Default − Rule Type Default: Applicable − (B) Apply Determine Tax Registration − (I) Set Default − Rule Type Default: Bill From Party − (B) Apply Note: The Tax Status and Tax Rate fields are automatically populated based on the default status and rate you set up earlier in this practice. Determine Taxable Basis: − (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply Calculate Tax Amounts: − (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply Copyright © Oracle, 2008. All rights reserved.


Enable Tax for Transactions 28. Navigate to the Tax window − (N) Create Tax: Go To Task 29. Find the Tax you created earlier. − Country Name = United States − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT 30. (B) Go. 31. Select the tax and click (B) Update. 32. Ensure the tax is available for transactions. − Make Tax Available for Transactions = Checked 33. (B) Apply.



Practice - Enter an Invoice with UK VAT Overview You have received an invoice. Enter it into the system using your full distribution set. In this practice, you will create enter an invoice using a distribution set.

Assumptions •


•


Tasks Sign On: − Username: UK − Password: welcome Responsibility: Payables, Vision UK 1.

Navigate to the Invoices window. − Invoices > Entry > Invoices

2.


Standard

3.

Trading Partner

Supplier Site

Invoice Date

Advantage Corp

LONDON Today’s Date

Invoice Num XX1000


(T) Lines. Enter the following invoice line Type

Item

Amount 10000


03-110-7640-000-000

4.

Calculate Tax.

5.

View the Tax Lines in the Lines tab of the Invoices window.

6.

View the Tax Details in the Detailed Tax Lines window.



Solution - Enter an Invoice with UK VAT Tasks Enter an Invoice using a Distribution Set 1.


2.



Standard

3.

Trading Partner

Supplier Site

Advantage Corp

US Check

Invoice Num

Invoice Amount

XX3000

11000

(T) Lines. Enter the following invoice line Type

Item

Amount 10000


4.

(B) Calculate Tax.

5.

In the lines tab, review the calculated tax lines.



Note that the tax that you defined in the previous practice is applied to the invoice. Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal 13,750.00 6.

To view the details for the tax lines, click (B) Tax Details.





Practice - Verify Automatic Withholding Tax Setup



Practice - Verify Automatic Withholding Tax Setup Sign On − User name = XXUser − Password = welcome Responsibility: Payables, Vision Operations (USA) 1.

Navigate to the Withholding Tax Payables Option and verify the setup.

2.

Navigate to the Special Calendar definition window, and review the Monthly Withholding calendar. This step is optional.

3.

Navigate to the Withholding Tax Details window, and create a new tax code: AWT– XXEDU. Ensure the new tax code has a Flat Rate of 10%. − Operating Unit = Vision Operations − Tax code = AWT-XXEDU − Description = AWT-XXEDU − GL Account = 01-000-2225-0000-000 − Tax Authority = Internal Revenue Services − Site = Washington − Rate Structure = Flat Rate − Create Withholding Tax Group = Checked Tax Rates Region − Type = Standard − Effective Dates From/To: / − Rate = 10

5.

Navigate to the Withholding Tax Groups window, and search for the AWT–XXEDU group.

6.

Navigate to the Suppliers window and review the Type for the Internal Revenue Service supplier organization.



Solution - Verify Automatic Withholding Tax Setup Responsibility: Payables, Vision Operations (USA) Sign On − User name = XXUser − Password = welcome Review Withholding Tax Payables Options 1.

Navigate to the Withholding Tax Payables Option window. •

(N) Setup > Options > Payables Options

2.

(T) Withholding Tax

3.

Review the following withholding tax options: •

Use Withholding Tax = Checked Copyright © Oracle, 2008. All rights reserved.


•

Apply Withholding Tax = At Invoice Validation Time If the option is set to At Invoice Validation Time, the Withholding Tax lines and distributions are created when you validate the invoice.

•

Create Withholding Invoice = At Invoice Validation Time If the option is set to At Invoice Validation Time, a Withholding Tax invoice is automatically created when you validate the invoice.

4.

Close the form and return to the Navigator window.

Verify the Special Calendar is Set Up (Optional) 5.

Navigate to the Special Calendar definition window. •

(N) Setup > Calendar > Special Calendar

6.

Search for the Monthly Withholding calendar.

7.

Verify that the calendar has periods set up. Note that you can set up a special calendar if you want to define periods that Payables uses for automatic withholding tax. The periods you define in the Special Calendar window are completely separate from the periods you define in the Accounting Calendar window for your AP Accounting Periods. See: Defining Calendars, Oracle General Ledger User's Guide.



To use this calendar for withholding tax, ensure that there are three open periods: one for the current time period, and two for future periods. 8.

Close the form and return to the Navigator window.

Create a New Withholding Tax Code 9.

Navigate to the Withhholding Tax Details form •

(N) Setup > Tax > Withholding > Codes

10. Create a new withholding tax code. Enter the following information:

− − − − − − − −

Operating Unit = Vision Operations Tax code = AWT-XXEDU Description = AWT-XXEDU GL Account = 01-000-2225-0000-000 Tax Authority = Internal Revenue Services Site = Washington Rate Structure = Flat Rate Create Withholding Tax Group = Checked

Tax Rates Region − Type = Standard



−

Effective Dates From/To: / − Rate = 10

Note that in the Tax Code and Description fields, that the XX should be replaced with their student number. 11. Save. 12. Close the form and return to the Navigator window. Verify the Withholding Tax Group Setup 13. Navigate to the Withholding Tax Groups window •

(N) Setup > Tax > Withholding > Groups

14. Search for the AWT-XXEDU group.

Notice that one tax code is associated with this group. There can be multiple withholding tax codes with multiple tax authorities assigned to a group. Notice that the tax authority is Internal Revenue Service. 15. Close the form and return to the Navigator window. Verify a Tax Reporting Authority exists 16. Navigate to the Suppliers window.



•

(N) Suppliers > Enter

17. Search for Supplier = Internal Revenue Service. 18. (L) Organization.

19. Note the Type = Tax Authority. 20. Close the page.



Practice - Create Withholding Tax Invoices Responsibility: Payables, Vision Operations (USA) 1.

Create a supplier. − Supplier Type = Standard supplier − Organization Name = XXAWT Supplier

2.

Create a supplier site. − Enter address, city, county, state, zip − Address Name = You choose − Address Purpose: Purchasing and Payment = Checked − Operating Unit = Vision Operations

3.

Enable Withholding Tax for the supplier. − Allow Withholding Tax = Checked − Tax Group = AWT-XXEDU Note: Replace XX with your student number

4.

Enable Withholding Tax for the supplier site. − Allow Withholding Tax = Checked − Tax Group = AWT-XXEDU

5.

Enter an invoice for the Withholding Tax supplier and supplier site: − Type = Standard − Supplier = XXAWT Supplier − Invoice Num = XX-12000 − Invoice Amount = 1000

6.

Enter a line on the invoice: − Type: Item − Amount = 1000 − Distribution Account = 01-110-7650-0000-000

7.

Validate the Invoice. − (B) Actions − Validate = Checked − (B) OK

8.

Query the invoice and review the Withholding Tax lines and distributions that were generated for the invoice.

9.

Review the Withholding Tax invoice that was generated for the invoice. − Supplier = Internal Revenue Service − Type = Withholding Tax Copyright © Oracle, 2008. All rights reserved.


Solution - Create Withholding Tax Invoices Responsibility: Payables Vision Operations (USA) Create a Supplier 1.

Navigate to the Supplier window. •


2.

(B) Create Supplier.

3.

In the Create Suppliers window, enter the following: − Supplier Type = Standard supplier − Organization Name = XXAWT Supplier Note: Replace XX with your student number.

4.

(B) Apply.

Create a Supplier Site 5.

(L) Address Book.

6.

(B) Create.

7.

In the Address Book page, enter the following: − Enter address, city, county, state and zip − Address Name = You choose − Address Purpose: Purchasing and Payment = Checked

8.

(B) Continue.

9.

Assign an operating unit to the supplier location. − Operating Unit = Vision Operations

10. (B) Apply. Enable Withholding Tax for the Supplier 11. (L) Tax Details.



− Allow Withholding Tax = Checked − Tax Group = AWT-XXEDU 12. Save. Enable Withholding Tax for the Supplier Site 13. Navigate to the Supplier Sites region.

− Allow Withholding Tax = Checked − Withholding Tax Group = AWT-XXEDU 14. Save. Enter an Invoice for a Withholding Tax Supplier and Supplier Site 15. Navigate to the Invoices window. − (N) Invoices > Entry > Invoices



16. Enter an invoice. − Type = Standard − Trading Partner = XXAWT Supplier − Invoice Num = XX-12000 − Invoice Amount = 1000 − Payment Method = Check Enter a Line on the Invoice 17. (T) Lines. − (T) Lines − Type = Item − Amount = 1000 − Distribution Account = 01-110-7650-0000-000 Note that the Withholding Tax Group defaults in from the supplier/supplier site. 18. Save. Validate the Invoice 19. (B) Actions: − Validate = Checked 20. (B) OK.



View Withheld Amounts 21. (T) General.

22. Review the Withholding Tax field and the Total field. Note that the Withholding Tax amount is removed from the invoice amount. 23. (T) Lines.



Note that a withholding tax line has been added to the invoice. View the Withholding Tax Invoice 24. Query the Withholding Tax Invoice: •

(N) Invoices > Inquiry > Invoices − Trading Partner = Internal Revenue Service − Type = Withholding Tax − Date = Today's date

25. (B) Find. 26. View the invoice.



27. Note that the Description field contains the information on the Withholding Tax invoice, including the invoice that the withholding tax invoice is associated with. 28. Close windows until you are back at the Navigator. Note: You can assign a special pay group to your tax authority so you can do a payment batch specifically for your withholding tax invoices.



R12 Oracle Payables Management Fundamentals - Practices

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