AP - Oracle Payables (AP) Setups and Process Training Manual
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Defining Financial & Payables Options Introduction This section is aimed to guide you through the defining of Financial Options. You must define at least one Inventory Organization before defining Financials Options. If you use the Configuration Workbench to configure your basic enterprise structure, then you only need to create locations for the additional organizations you require. Defining Financial Options: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Financials Options window. In Payables: (N) Setup > Options > Financial Options 2. Find Financials Options window appears. Enter your Operating Unit name and click on ‘New’ 3. In the Financial Options window, enter the mandatory account in the Accounting tab page. Following are the mandatory accounts need to define:
Liability : Prepayment: Discount Taken: PO Rate Variance Gain: PO Rate Variance Loss:
4. Enter the mandatory fields in Supplier-Purchasing tab Inventory Organization: < choose an inventory organization> (This is defined in inventory module)
AP - Oracle Payables (AP) Setups and Process Training Manual
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5. Enter the mandatory fields in Human Resource tab defaults for entering employee information in the Enter Person window Expense Reimbursement Address: Next Automatic Number:
Introduction This section is aimed to guide you through the defining of Payables Options. Use this window to set control options and defaults used throughout Payables. You can set defaults in this window that will simplify supplier entry, invoice entry, and automatic payment processing. Although
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
you need to define these options and defaults only once, you can update most of them at any time to change controls and defaults for future transactions. Defining Payables Options: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Payables Options window. In Payables: (N) Setup > Options > Payables Options 2. Find Payables Options window appears. Enter your Operating Unit name and click on ‘New’ 3. Use this region to control accounting information for your Payables system. Enable the required accounting options. Payment Accounting: Account for Gain/Loss : Bills Payable Account Source: Automatic Offset Method : Discount Method: Interest : Prepayment Account :
4. Enter the required information in currency tab. Use Multiple Currencies: < enable this > GL Accounts : 5. Enter the required information in invoice tab. Allow Online Validation : GL Date Basis : < invoice date >
AP - Oracle Payables (AP) Setups and Process Training Manual
6. Enter the information in matching tab. Allow Final Matching : Allow Distribution Level Matching : < enable this> 7. Enter the information in Payment tab. Discount : Single Payment : 8. Enter the required information in withholding tax region Use Withholding Tax : Apply Withholding Tax : Create Withholding Invoice :
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AP - Oracle Payables (AP) Setups and Process Training Manual
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Defining Payables System Setup Introduction This section is aimed to guide you through the defining of Payables System Setup. Use the Payables System Setup window to define supplier control options and defaults. Although you need to define these options and defaults only once, you can update most of them at any time to change controls and defaults for suppliers and future transactions. Defining Payables System Setup: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Payables System Setup window. In Payables: (N) Setup > Options > Payable System Setup 2. Payables System Setup window appears. 3. Select supplier number entry option to enter your supplier numbers manually or let Payables automatically generate. Entry : Type: Next Automatic Number: Term Date Basis: Invoice Match Option:
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
Defining Payment Terms Introduction This section is aimed to guide you through the defining of Payment Terms. In the Payment Terms window, you define payment terms that you can assign to an invoice to automatically create scheduled payments when you submit Payables Invoice Validation for the invoice. You can define payment terms to create multiple scheduled payment lines and multiple levels of discounts. You can create an unlimited number of payment terms. Defining Payment Terms: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Financials Options window. In Payables: (N) Setup > Invoice > Payment Terms 2. Payment Terms window appears. Enter your Payment term name in the respective field. 3. Enter the required for the terms you are defining for Effective Date : Cut-off Day:
4. Enter each Payment Term line. % Due: < enter the %/amount> Day of Month: Calendar: Months Ahead: Payment Terms Window Reference
5. Percentage you enter in discount tab to calculate the discount amount available for a scheduled payment
AP - Oracle Payables (AP) Setups and Process Training Manual % Discount:
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AP - Oracle Payables (AP) Setups and Process Training Manual
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Control Payable Periods Introduction This section is aimed to guide you through the Control Payable Periods. The period statuses available in Payables are Never Opened, Future, Open, Closed, and Permanently Closed. When you first define a period, Payables assigns a status of Never Opened to the period defining of Financial Options. Your accounts payable periods are separate from your general ledger periods. Defining Control Payable Periods: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Financials Options window. In Payables: (N) Accounting > Control Payables Periods 2. Find Payables Periods appears. Enter Legal Entity and Operating Unit names and click on ‘Find’ 3. Control Payables Periods window appears. Period Status :
AP - Oracle Payables (AP) Setups and Process Training Manual
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Defining Suppliers Introduction This section is aimed to guide you through the Defining Supplier. Oracle financial applications use supplier information: Payables, Purchasing, Assets, and Property Manager. If you use more than one of these products, supplier information is shared with the other product(s). Before entering invoices for a supplier, you must enter at least one pay site for the supplier. Defining Suppliers: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Payables Suppliers window. In Payables: (N) Suppliers > Entry 2. Suppliers window appears. Click on create Supplier button and enter the details of the new supplier and click on Apply.
Supplier Type: Organization Name:
3. Use the Organization information page to document high-level company information such as. Taxpayer ID: Tax Registration Number: 4. You can create sites for use when processing transactions with your suppliers. You can do this by clicking "Address Book." The Address Book page displays all the addresses for the supplier. 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
AP - Oracle Payables (AP) Setups and Process Training Manual − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address =
[email protected] − Address Purpose, Payment option = Checked Assign the San Francisco address to the Vision Operations operating unit. 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 Assign the New York address to the Vision Operations operating unit.
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AP - Oracle Payables (AP) Setups and Process Training Manual
Creation of Invoice Introduction This section is aimed to guide you through the Creation of Basic Invoice. Use this procedure to enter a trade invoice you get from a supplier if the invoice is basic (will not be matched to a purchase order or receipt). Overview Assume that 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. Task Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Invoices window: N> Invoices > Entry > Invoices 2. Enter the following invoice: Trading Partner
Invoice Num
XXIBN XX1000 Corporation
Invoice Amount
Description
Payment Terms
10000
Promotional Immediate Giveaway
Payment Method Check
3. Enter the invoice lines based on the following table: click on Lines tab Number Type Amount Distribution Account 1 Item 4000 01-402-7110-0000-000 2 Item 6000 01-404-7110-0000-000
AP - Oracle Payables (AP) Setups and Process Training Manual
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4. Save your work. 5. (B) All Distributions. Note that because you entered the Distribution account for each Item line, the distributions are automatically created for these lines.
6. Click on Actions button to validate your invoice Actions > Enable the ‘Validate’ check box > click on ‘OK’ Verify the invoice status.
AP - Oracle Payables (AP) Setups and Process Training Manual 7. Click on ‘Actions’ button to create accounting for the created invoice Actions> Enable ‘Create Accounting’ check box Select the any of the option for accounting ‘Draft’ ‘Final’ ‘Final Post’ Click on ‘OK’ Verify the Accounted status.
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AP - Oracle Payables (AP) Setups and Process Training Manual
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Create Distribution Sets and invoice using the distribution set Introduction This section is aimed to guide you through the Creation of 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. Create Distribution Set: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Distributions Sets window. (N) Setup > Invoice > Distribution Sets 2. Create a Full Distribution Set using the following information: o Type = Full o Name = XXUtilities o Description = XXUtilities Distribution Set 3. Enter full distributions according to the following table: Number 1
% 25
Account 01-402-7410-0000-000
2
50
01-404-7410-0000-000
3
25
01-410-7410-0000-000
Note that when the total = 100%, the Type = Full
Description Utilities-East Region Utilities-West Region Utilities-Mgmt
AP - Oracle Payables (AP) Setups and Process Training Manual
4. Save your work. 5. In the Distribution Sets window, place the cursor in Name Field and press the down arrow to create a new record. 5. Enter a Skeleton Distribution Set, using the following information: o Type = Skeleton o Name = XXSkeleton o Description = XXUtilities Skeleton Distribution Set 6. Enter skeleton distributions according to the following table: Number % Account Description 1 0 01-402-7410-0000-000 Utilities-East Region 2 0 01-404-7410-0000-000 Utilities-West Region 3 0 01-410-7410-0000-000 Utilities-Mgmt Note that when the percentage = 0%, the Type = Skeleton
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AP - Oracle Payables (AP) Setups and Process Training Manual
7. Save your work. Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Invoices window. • (N) Invoices > Entry > Invoices 2. Enter the following invoice: Trading Partner
Invoice Num
XXIBN XX1000 Corporation
Invoice Amount
Description
Payment Terms
10000
Promotional Immediate Giveaway
Payment Method Check
3. Enter the invoice lines based on the following table: click on Lines tab Number Type Amount Distribution Set
AP - Oracle Payables (AP) Setups and Process Training Manual 1 2
Item Item
4000 6000
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99Skeleton 99Skeleton
4. Save your work. 5. (B) All Distributions. Note that because you entered the Distribution account for each Item line, the distributions are automatically created for these lines. 6. Click on Actions button to validate your invoice Actions > Enable the ‘Validate’ check box > click on ‘OK’ Verify the invoice status. 7. Click on ‘Actions’ button to create accounting for the created invoice Actions> Enable ‘Create Accounting’ check box Select the any of the option for accounting ‘Draft’ ‘Final’ ‘Final Post’ Click on ‘OK’ Verify the Accounted status.
Enter Quick Invoice Introduction This section is aimed to guide you through how to create Quick invoice. Overview
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AP - Oracle Payables (AP) Setups and Process Training Manual
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. Enter Quick Invoice: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Quick Invoices window. Invoices > Entry > Quick Invoices o Source = Quick Invoices o Batch = XXQuick 3. (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 Site Invoice Invoice Payment Number Amount Method XXIBM SAN 2007 15000 Check Corporation FRANCISCO
5. Enter the first invoice lines based on the following table: Type Amount Account Unit of Quality Measure Invoiced Item 15000 01-000-1570-0000-000 Each 5
Unit Price 3000
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AP - Oracle Payables (AP) Setups and Process Training Manual
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 Site Invoice Invoice Payment Number Amount Method XXIBM SAN 2008 2500 Check Corporation FRANCISCO 8. Enter the second invoice line based on the following table: Type Amount Account Unit of Quality Measure Invoiced Item 2500 01-000-1570-0000-000 Each 2
Unit Price 1250
9. (B) Save and Next 10. Enter the third invoice header using the information provided below. Supplier Site Invoice Invoice Payment Number Amount Method XXIBM SAN 2009 7000 Check
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AP - Oracle Payables (AP) Setups and Process Training Manual Corporation
FRANCISCO
11. Enter the third invoice line based on the following table: Type Amount Account Unit of Quality Measure Invoiced Item 7000 01-000-1570-0000-000 Each 2 Create Invoices from Quick Invoices 13. (B) Create Invoices 14. Verify that: o Source = Quick Invoices o Quick Invoice Batch = XXQuick
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: (N) Invoices > Entry > Invoices
Unit Price 3500
AP - Oracle Payables (AP) Setups and Process Training Manual
19. Query the invoices to ensure the system created them. (M) View > Find Trading Partner = XXIBM Corporation (B) Find
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AP - Oracle Payables (AP) Setups and Process Training Manual
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Create Expenses Report Template & Submitting Expenses Report Introduction This section is aimed to guide you through the defining Payment Terms 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. Create Expenses Report Template: Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Expense Report Templates window (N) Setup>Invoices>Expense Report Templates o Name = XXTravel o Description = Travel Expense Template o Enable for Internet Expenses = Checked 2. Enter template lines according to the following table: Expenses Item Expenses 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
AP - Oracle Payables (AP) Setups and Process Training Manual
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3. Save your work. 4. Close the form back to the Navigation menu 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. Responsibility: Payables, Vision Operations (USA) 1. 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, 01-MAY-2008). Amount = 2185.00 Inv Description = Travel Expenses Template = XXTravel
AP - Oracle Payables (AP) Setups and Process Training Manual
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
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AP - Oracle Payables (AP) Setups and Process Training Manual
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4. Click on ‘All Verified ‘button one you entered the data. 5. Save your work. 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 8. Select (B) OK and Submit. 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.
8. View the invoice that was created. (N) Invoices>Entry>Invoices Enter invoice Number. (B) Find.
AP - Oracle Payables (AP) Setups and Process Training Manual 9. Close the form back to the Navigation menu
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AP - Oracle Payables (AP) Setups and Process Training Manual
Defining Withholding Tax Setups Responsibility: Payables, Vision Operations (USA) 1. Navigate to the Withholding Tax Payables Option and verify the setup. (N) Setup> Options> Payables Options 2. (T) Withholding Tax
3. Review the following withholding tax options: Use Withholding Tax = Checked 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.
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AP - Oracle Payables (AP) Setups and Process Training Manual
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(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. 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 Withholding Tax Details form (N) Setup > Tax > Withholding > Codes 10. Create a new withholding tax code. Enter the following information:
AP - Oracle Payables (AP) Setups and Process Training Manual
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Operating Unit = Vision Operations o Tax code = AWT-XXEDU o Description = AWT-XXEDU o GL Account = 01-000-2225-0000-000 o Tax Authority = Internal Revenue Services o Site = Washington o Rate Structure = Flat Rate o Create Withholding Tax Group = Checked o Tax Rates Region o Type = Standard o Effective Dates From/To: / o 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
AP - Oracle Payables (AP) Setups and Process Training Manual
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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.
AP - Oracle Payables (AP) Setups and Process Training Manual
19. Note the Type = Tax Authority. 20. Close the page.
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AP - Oracle Payables (AP) Setups and Process Training Manual
Create Withholding Tax Invoices Introduction This section is aimed to guide you through entering Withholding Invoice Creating Withholding Tax Invoice: Responsibility: Payables Vision Operations (USA) Create a Supplier 1. Navigate to the Supplier window. (N) Suppliers > Entry 2. (B) Create Supplier. 3. In the Create Suppliers window, enter the following: o Supplier Type = Standard supplier o 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: o Enter address, city, county, state and zip o Address Name = You choose o Address Purpose: Purchasing and Payment = Checked 8. (B) Continue. 9. Assign an operating unit to the supplier location. o Operating Unit = Vision Operations 10. (B) Apply. Enable Withholding Tax for the Supplier 11. (L) Tax Details.
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AP - Oracle Payables (AP) Setups and Process Training Manual
o Allow Withholding Tax = Checked o Tax Group = AWT-XXEDU 12. Save. Enable Withholding Tax for the Supplier Site 13. Navigate to the Supplier Sites region.
ο ο
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
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AP - Oracle Payables (AP) Setups and Process Training Manual
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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.
AP - Oracle Payables (AP) Setups and Process Training Manual
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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:
AP - Oracle Payables (AP) Setups and Process Training Manual
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(N) Invoices > Inquiry > Invoices o Trading Partner = Internal Revenue Service o Type = Withholding Tax o 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.
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AP - Oracle Payables (AP) Setups and Process Training Manual
Create a Standard Purchase Order Introduction This section is aimed to guide you through entering Purchase Order Creating Purchase Order: 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 = Advantage Corp 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 1 M1 M1-Seattle 18 2 M1 M1-Seattle 12 3 M1 M1-Seattle 20
Promised Date Today + 5 days Today + 10 days Today + 15 days
6. (T) More. Enter Match Approval Level information for line 2 and 3 according to the following table: Receipt Receipt Num Match Invoice Close Close Approval Match Tolerance Tolerance Level 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: Destination Quantity Num Charge Account Type
AP - Oracle Payables (AP) Setups and Process Training Manual 1
Expense
18
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01-110-7050-0000-000
9. 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: Destination Quantity Num Charge Account Type 1 Expense 12 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: Destination Quantity Num Charge Account Type 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 _____________________
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AP - Oracle Payables (AP) Setups and Process Training Manual
Match to Purchase Order Introduction In this Section 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. Responsibility: Payables Vision Operations (USA) Match to PO Shipment Lines 1. Navigate to the Invoices window (N) Invoices > Entry > Invoices 2. Enter the following invoice: Type Standard
Trading partner Advantage Corp
Invoice Number XX5000
Amount 2600
Payment Method Electronic
3. (B) Match. Supplier Name = Advantage Corp Purchase Order Num = your standard PO number 4. (B) Find. 5. Enter match details according to the following table: Match Quantity Unit Price Match Amount Invoiced Checked 18 100 1800 Checked 8 100 800
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AP - Oracle Payables (AP) Setups and Process Training Manual 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. Navigate to the Invoices window (N) Invoices > Entry > Invoices 10. Enter the following invoice: Type Trading Invoice partner Number Standard Advantage XX6000 Corp
Amount 500
Payment Method Electronic
12. (B) Match. Supplier Name = Advantage Corp Purchase Order Num = your standard PO number 12. (B) Find. 13. Enter match details for line 2, according to the following table: Match Quantity Unit Price Match Amount Invoiced 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 Quantity Unit Price Match Amount Invoiced Checked 2 100 200 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 Quantity Unit Price Match Amount
AP - Oracle Payables (AP) Setups and Process Training Manual
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Invoiced
Checked
3
100 100 100
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 Quantity Unit Price Match Amount Invoiced Checked 2 100 200 Checked 2 100 200 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 (N) Invoices > Entry > Invoices 26. Enter the following invoice: Type Trading Invoice partner Number Standard Advantage XX6000 Corp
Amount 500
Payment Method Electronic
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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Create a Special Calendar Introduction This section is aimed to guide you through creating a special Calendar Creating Special Calendar: Responsibility: Payables Vision Operations (USA) 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 your work.
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AP - Oracle Payables (AP) Setups and Process Training Manual
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Create Recurring Invoices Introduction This section is aimed to guide you through creating a recurring invoice for a total of $12,000 for the entire period with Advantage Corp. It is 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. Creating Recurring Invoice: Responsibility: Payables Vision Operations (USA) 1. Navigate to the Recurring Invoices window. (N) Invoices > Entry > Recurring Invoices Name = Advantage Corp 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. 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. (N) Invoices > Entry > Invoices (M) View > Find
AP - Oracle Payables (AP) Setups and Process Training Manual
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− Trading Partner = XXIBM Corporation 12. Verify the invoices. Note: The invoices will have the following name structure: XXRent-MONTH
AP - Oracle Payables (AP) Setups and Process Training Manual
Place a hold on the Invoice Assumptions Replace XX with your terminal number or initials. Placing a Hold on an Invoice: Responsibility: Payables Vision Operations (USA) 1. Navigate to the Invoices window. (N) Invoices > Entry > Invoices 2. Query invoice number XX6000 (M) View > Find Trading Partner = Advantage Corp Invoice Number = XX6000 3. (B) Find Place a Hold on an Invoice 5. (T) Holds Hold Name = Amount 6. Save 7. (T) General Note that Holds = 1.
Raju Chinthapatla
AP - Oracle Payables (AP) Setups and Process Training Manual
Releasing a hold on the Invoice Assumptions Replace XX with your terminal number or initials. Releasing a Hold on an Invoice: Responsibility: Payables Vision Operations (USA) Query an Invoice 1. Navigate to the Invoices window. (N) Invoices > Entry > Invoices (M) View > Find Trading Partner = Advantage Corp Invoice Number = XX6000 2. (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. Close the form back to the Navigation menu
Raju Chinthapatla
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
Creating an Internal Bank Account Assumptions Replace XX with your terminal number or initials. Creating an Internal Bank Account 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 Country Bank Name
Value United States XXAPBANK
4. (B) Save and Next. 5. In the Create Bank: Bank Address page, (B) Create. 6. Enter the following data: Field Name Country Address Line 1 City County State Pin Code Status
Value United States 1 Main Street San Francisco San Francisco CA 94501 Active
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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
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 Branch Name Branch Type
Value XXAP Branch 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 Country Bank Name Branch Name
Value United States XXAPBANK XXAP Branch
19. (B) Continue. 20. Define the Account Owner and Use information. 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 Value
AP - Oracle Payables (AP) Setups and Process Training Manual Account Name Account Number Currency Use Multiple Currencies Account Type Description Description
Raju Chinthapatla
XXAP Disbursement XX-1234-5678 USD Checked Checking 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 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 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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
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. 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
AP - Oracle Payables (AP) Setups and Process Training Manual 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.
Raju Chinthapatla
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
Create a Quick Payment Assumptions Replace XX with your terminal number or initials. Creating a Quick Payment Responsibility: Payables Vision Operations (USA) Change Payment Method to Check 1. Navigate to the Invoices window: (N) Invoices > Entry > Invoices 2. Find invoice XX5000. (M) View > Find Trading Partner = Advantage Corp Invoice Number = XX5000 3. (B) Find. 4. Update the payment method to check Payment Method = Check 5. Save. Make the Quick Payment 6. Navigate to the Payment Workbench window. (N) Payments > Entry > Payments 7. Enter data in the following fields: Type = Quick Trading Partner = Advantage Corp 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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
Create Payment Process Request Template Assumptions Replace XX with your terminal number or initials. Create a Payment Process Request Template Responsibility: Payables Vision Operations (USA) Navigation 1. Navigate to the Payments Manager. (N) Payments > Entry > Payments Manager 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. (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 = Advantage Corp 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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
Payment Process Request with Stops Assumptions Replace XX with your terminal number or initials. Pre-requisites Create 3 invoices on today’s date with payment method Check and payment Terms as Immediate Create a Payment Process Request with stops Responsibility: Payables Vision Operations (USA) 1. Navigate to the Payments Manager. (N) Payments > Entry > Payments Manager Navigation 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 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. (ST) Scheduled Payment Selection Criteria. 5. Data defaults from the template into the following fields: Pay From Date = Today’s date Pay Through Date = Today’s date Payee = Advantage Corp Payment Method = Check Pay Group = XXPay Group Enter Payment Attributes 6. (ST) Payment Attributes. 7. Data defaults from the template into the following fields: Payment Date = Today’s date Disbursement Bank Account = XXAP Disbursement Payment Process Profile = Long Check Format Payment Exchange Rate Type = Corporate Specify the Degree of Automation for Payment Processing
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
8. (ST) Processing. 9. 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 10. (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 11. 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. 12. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review. 13. (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 14. To remove one of the three invoices from the payment process request, select the check box in the Select column of the applicable row and (B) Remove from Request. 15. (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
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
16. You decide that you only want to pay Advantage Corp part of one of the invoices. To change the amount of invoice, change the amount directly in the Payment Amount field. 17. (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 18. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request). 19. To view the invoices selected to be paid within the Vision Operations payment, (L) Amount. The Payment: page displays. 20. To view the invoices included in the Vision Operations payment, expand the Documents region. 21. The status in the header indicates Instruction Created.. Review Documents within the Payment 22. To review the details of the documents (invoices) within the payment, (L) XX1000 and (L) XX16000 23. 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. 24. (B) Go. 25. (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.
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
Create and Apply a Prepayment Introduction This section is aimed to guide you through entering Prepayments and its application Creating Prepayment Invoice: Responsibility: Payables Vision Operations (USA) 1. Navigate to the Invoices window (N) Invoices > Entry > Invoices 2. Enter your Prepayment invoice: Type = Prepayment Trading Partner = Advantage Corp 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 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. Navigate to the Invoices window (N) Invoices > Entry > Invoices 9. Find the Prepayment Invoice. 10. Navigate to the Invoices window
AP - Oracle Payables (AP) Setups and Process Training Manual
Raju Chinthapatla
(N) Invoices > Entry > Invoices 11. 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. 12. Enter the invoice lines: Type = Item Amount = 6001.59 Distribution Account = 01-402-7695-0000-000. 13. 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. 14. Apply the Prepayment. (B) Actions: Apply/Unapply Prepayment = Checked (B) OK 15. In the Apply/Unapply Prepayments window, apply the prepayment. Apply = Checked Amount to Apply = 2500 16. (B) Apply/Unapply. 17. Close the Apply/Unapply window. 18. Validate the invoice. 19. View the Distributions and note the prepayment distribution.
