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 : <enter the account combination for liability >

 Prepayment: <enter the account combination for prepayment >  Discount Taken: <enter the account combination for discount taken>

 PO Rate Variance Gain: <enter the account combination for PO Rate Var. gain>  PO Rate Variance Loss: <enter the account combination for PO Rate Var. loss>

4. Enter the mandatory fields in Supplier-Purchasing tab

 Inventory Organization: < choose an inventory organization> (This is defined in inventory module)

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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: <select Office/Home>  Next Automatic Number: <enter starting number you want>

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

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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: <enable ‘when payment issued’ & ‘when payment clears’ >

 Account for Gain/Loss : <enable ‘when payment issued’ & ‘when payment clears’>  Bills Payable Account Source: <from payment document>

 Automatic Offset Method : <enable none>  Discount Method: <enable system account>  Interest : <enable system account>

 Prepayment Account : <from supplier site>

4. Enter the required information in currency tab.  Use Multiple Currencies: < enable this >

 GL Accounts : <enter Realized Gain, Loss and Rounding Accounts> 5. Enter the required information in invoice tab.

 Allow Online Validation : <enable this >  GL Date Basis : < invoice date >

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6. Enter the information in matching tab.  Allow Final Matching : <enable this>

 Allow Distribution Level Matching : < enable this> 7. Enter the information in Payment tab.

 Discount : <exclude tax form discount>  Single Payment : <Allow Pre-Date>

8. Enter the required information in withholding tax region  Use Withholding Tax : <enable this>

 Apply Withholding Tax : <enable at invoice validation time>  Create Withholding Invoice : <enable At invoice validation time>

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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 : <select as Automatic >  Type: <Alphanumeric>

 Next Automatic Number: <enter required number you want>  Term Date Basis: <select as invoice>

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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:

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 : <enter from date>  Cut-off Day: <enter cut-off day> 4. Enter each Payment Term line.

 % Due: < enter the %/amount>  Day of Month: <enter the due date>  Calendar: <enter the special calendar>  Months Ahead: <enter no. months a head> Payment Terms Window Reference

5. Percentage you enter in discount tab to calculate the discount amount available for a scheduled payment

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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:

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.

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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: <enter the supplier type>

 Organization Name: <enter the organization name>

3. Use the Organization information page to document high-level company information such as.  Taxpayer ID: <enter the tax payer ID>

 Tax Registration Number: <Enter 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

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− Phone Area Code = 415 − Phone Number = 555-1234

− Email Address = sanfrancisco@xxibm.com − 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 = newyork@xxibm.com

− Address Purpose, Purchasing option = Checked

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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 Invoice Amount Description Payment Terms Payment Method XXIBN Corporation XX1000 10000 Promotional Giveaway Immediate 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

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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.

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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’

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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 % 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

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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

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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 Invoice Amount Description Payment Terms Payment Method XXIBN Corporation XX1000 10000 Promotional Giveaway Immediate Check

3. Enter the invoice lines based on the following table: click on Lines tab

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1 Item 4000 99Skeleton

2 Item 6000 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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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 Number Invoice Amount Payment Method XXIBM Corporation SAN FRANCISCO 2007 15000 Check

5. Enter the first invoice lines based on the following table:

Type Amount Account Unit of Measure Quality Invoiced Unit Price Item 15000 01-000-1570-0000-000 Each 5 3000

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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 Number Invoice Amount Payment Method XXIBM Corporation SAN FRANCISCO 2008 2500 Check

8. Enter the second invoice line based on the following table:

Type Amount Account Unit of Measure Quality Invoiced Unit Price Item 2500 01-000-1570-0000-000 Each 2 1250

9. (B) Save and Next

10. Enter the third invoice header using the information provided below.

Supplier Site Invoice Number

Invoice Amount

Payment Method

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Corporation FRANCISCO

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

Type Amount Account Unit of Measure Quality Invoiced Unit Price Item 7000 01-000-1570-0000-000 Each 2 3500

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

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19. Query the invoices to ensure the system created them. (M) View > Find

Trading Partner = XXIBM Corporation (B) Find

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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

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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

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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

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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.

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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)

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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

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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: <First Date of Current Year>/<Last Date of Current Year> 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

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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.

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

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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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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 Allow Withholding Tax = Checked ο Withholding Tax Group = AWT-XXEDU 14. Save.

Enter an Invoice for a Withholding Tax Supplier and Supplier Site 15. Navigate to the Invoices window.

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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.

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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

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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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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 Promised Date

1 M1 M1-Seattle 18 Today + 5 days

6. (T) More. Enter Match Approval Level information for line 2 and 3 according to the following table: Num Receipt Close Tolerance (%) Receipt 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 Destination

Type

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1 Expense 18 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: Num Destination

Type

Quantity Charge Account

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: 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.

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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 Trading partner Invoice Number Amount Payment Method Standard Advantage Corp XX5000 2600 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

Invoiced

Unit Price Match Amount

Checked 18 100 1800

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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

Type Trading partner Invoice Number Amount Payment Method Standard Advantage Corp XX6000 500 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

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 Quantity

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:

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Invoiced

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 Quantity

Invoiced

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

Type Trading partner Invoice Number Amount Payment Method PO Number Standard Advantage Corp

XX6000 500 Electronic 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.

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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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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

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− Trading Partner = XXIBM Corporation 12. Verify the invoices.

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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

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Releasing a hold on the Invoice

Assumptions

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

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

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Creating an Internal Bank Account

Assumptions

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:

4. (B) Save and Next.

5. In the Create Bank: Bank Address page, (B) Create. 6. Enter the following data:

Field Name Value

Country United States

Address Line 1 1 Main Street

City San Francisco

County San Francisco

State CA

Pin Code 94501

Status 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.

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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:

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.

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:

Branch Name XXAP Branch

Branch Type ABA

Bank Name XXAPBANK

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Account Name XXAP Disbursement

Account Number XX-1234-5678

Currency USD

Use Multiple Currencies Checked Account Type Description Checking

Description Cash Disbursement Account

24. Enter the following information in the General Controls section of the Account Controls page:

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:

Multiple Currency Payments Checked

Allow Zero Payments Not Checked

Pooled account Not Checked

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.

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32. (B) Create Contact.

33. Enter the Contact information. First Name = Your name Last Name = Your name Email = you@email.com

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

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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.

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Create a Quick Payment

Assumptions

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

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.

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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.

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Create Payment Process Request Template

Assumptions

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.

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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.

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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

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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

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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: <Number> 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.

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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.

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(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.