R12 AP Training Material

Training Material Accounts Payable
CONTENTS
INTRODUCTION TO PAYABLES 2
Information Flow 3
FINANCIALS OPTIONS 4
Accontin! R"!ion #
S$$li"r Prc%a&in! R"!ion '
Pa(a)l" S(&t"m S"t$ *+
In,oic" *-
.atc%in! to Prc%a&" Or/"r& 2#
Cr"/it ."mo an/ D")it ."mo 2-
For"i!n Crr"nc( In,oic" 3*
R"crrin! In,oic" 32
Pr"$a(m"nt In,oic"& 3-
A$$l(in! an/ R"l"a&in! 0ol/& 42
Pa(m"nt& 43
Pa(m"nt .ana!"r 4'
D"finin! S$$li"r& #-
P"rio/ Clo&in! 1#
Accont& Pa(a)l" P"rio/ En/ Clo&" Proc"/r" 12
E3"rci&"& '*
Page 1 of 73

INTRO!CTION TO PA"A#$ES
Oracle payables help in effective management of creditors. Effective
management calls for: -
Correct booking of expenses (capital or revenue) under the right account
head and in the right accounting period.
cheduling the invoices for payment so as to avail maximum credit
period.
!ctivity flo" in Oracle #ayables
Entering $nvoices received from the suppliers
#rocessing the $nvoices
!ccounting for the transaction represented by the invoice
cheduling the invoice
%aking #ayments
&econciliation
#osting
&eports
'asic !ctivities #erformed
(efine uppliers
$nvoices
-Enter
-$dentify the account head and amounts
-chedule for payment
-!pprove
#ayments
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-(efine 'ank accounts
#ay $nvoices
)ransfer to *eneral +edger
#ost $nvoices , payments
&eport *eneration
Infor&ation 'lo(
)he follo"ing is the information flo" of #ayables:
3
#
'
-inancial Option
#ayables Option
upplier
upplier ite
$nvoice .eader
Page 3 of 73

$nvoice +ine
chedule #ayment +ines (istribution +ines
#rimary pre-re/uisites
8
$nvoices 0 can be entered only for suppliers "ho have been defined as
such
uppliers 0 this refers not only to those "ho deliver goods or render
services but also includes "ith in its scope every other person eligible to
receive payment through Oracle payables e.g. Employees 1 tax
authorities
#ayments 0 can be made only against an invoice or invoices ('atch
#ayment) i.e. against recorded liability only.
2ork areas in Oracle #ayable
)he t"o important "ork areas in Oracle #ayable are: -
$nvoice 2orkbench: 2e can enter the invoices of all types in this area.
#ayment 2orkbench: 2e can make payment for approved and validated
nvoices from this "ork area.
'INANCIA$S OPTIONS
E)3#O#)$O4-$4!4C$!+
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3se the -inancials Options "indo" to define the options and defaults that you
use for your Oracle -inancial !pplication(s). Oracle #ayables5 Oracle
#urchasing5 and Oracle !ssets share values you enter in this "indo".
(epending on your application5 you may not be re/uired to enter all fields.
Accounting Region
'uture Perio*s+ #ayable displays the number of future periods you use in your
set of books. #ayables uses this value to limit the number of future periods you
can maintain in the Control #ayables #eriods "indo". 6ou can enter invoices
in future periods.
,$ Accounts
$iability
#ayables assign this account as the default +iability !ccount for all ne"
suppliers you enter. 6ou can override this value during supplier entry. $f you
use !ccrual 'asis accounting5 then the +iability !ccount for an invoice
determines the liability account(s) charged "hen you create accounting entries
for invoices.
Pre-ay&ent
)he #repayment account and description for a supplier site7s invoices. )he
-inancials option value defaults to ne" suppliers5 and the supplier value
defaults to ne" supplier sites.
'uture ate* Pay&ent
$f you use future dated payments5 then enter a value for -uture (ated #ayment
account. )his value defaults to all ne" suppliers and ne" bank accounts. )he
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supplier value defaults to all ne" supplier sites. )he bank account value
defaults to ne" payment documents.
2hen #ayables accounts for future dated payments5 it uses the -uture (ated
#ayment !ccount from either the supplier site or the payment document5
depending on the option you select in the #ayment !ccounting region of the
#ayables Options "indo".
$f you relieve liability payment time5 this should be an asset account. $f you
relieve liability at future dated payment maturity5 then this should be a liability
account.
iscount Ta/en
$f you choose to distribute your discounts to the system (iscount )aken
!ccount5 #ayables uses this account to record the discounts you take on
payments. 3se the #ayables Options "indo" to select your method for
distributing discounts for your invoices.
PO Rate 0ariance ,ain1$oss
#ayable uses these accounts to record the exchange rate variance
gains1losses for your inventory items. )he variance is calculated bet"een the
invoice and either the purchase order or the receipt5 depending on ho" you
matched the invoice. )hese accounts are not used to record variances for your
expense items. !ny exchange rate variance for your expense items is recorded
to the charge account of the purchase order. #ayable calculates these amounts
during #ayables $nvoice 8alidation.
E2-enses Clearing
)his account is re/uired "hen you use the Company #ay payment option of
Oracle $nternet Expenses. #ayables uses this as a temporary account to record
credit card transaction activity. #ayables debits this account "hen you create
an invoice to pay a credit card issuer for credit card transactions. #ayables
credits this account "ith offsets to the original debit entries "hen you submit
Expense &eport $mport for an employee expense report entered in $nternet
Expenses that has credit card transactions on it.
Miscellaneous
3sed only "hen importing invoices submitted via iupplier #ortal or 9%+
*ate"ay. $f you enter a value here then the system uses this account for all
miscellaneous charges on invoices your suppliers enter in iupplier #ortal. $f
you do not enter a value here then the system prorates miscellaneous charges
across $tem lines on iupplier #ortal invoices. )he system also uses this value
for any miscellaneous charges your suppliers send in 9%+ invoices. $f you do
not enter a value here then import prorates miscellaneous charges across $tem
lines for 9%+ invoices.
&etainage - Enter !ccount Code for &etainage
Page 3 of 73

S$$li"r Prc%a&in! R"!ion
R'4 Only Site
(efault value for all ne" suppliers. 6ou cannot create purchase orders in
#urchasing for a supplier site "hich is an &-: Only ite.)he options you define
in this region5 except for $nventory Organi;ation5 are used as default values for
the #urchasing region of the uppliers "indo". )he supplier values default to
ne" supplier sites for the supplier5 "hich default to ne" purchasing documents
for the supplier site
.
Note5 $f you use the %ultiple Organi;ations upport feature5 values you enter in
this "indo" "ill default to both the upplier and upplier ite.
6ou can override defaulted values during entry of the supplier5 supplier site5
and purchasing documents.
S6i-7To 1#ill7To $ocation
)he name of the ship-to1bill-to location for the system default value. $f the name
you "ant does not appear in the list of values5 use the +ocation "indo" to enter
a ne" location.
In8entory Organi9ation
6ou need to choose an inventory organi;ation if you use #urchasing. 6ou can
associate each of your #urchasing operating units "ith one inventory item
master organi;ation. 2hen you associate your #urchasing operating unit "ith
an inventory organi;ation5 items you define in this organi;ation become
available in #urchasing. 6ou can only choose an inventory organi;ation that
uses the same set of books as your #urchasing operating unit. (o not change
the $nventory Organi;ation after you have already assigned one to #urchasing.
S6i- 0ia
-reight carrier you use "ith suppliers. $f the type of freight carrier you "ant
does not appear in the list of values5 use the -reight Carriers "indo" to define
a ne" shipping method. )he value you enter here is the value in the
(escription field of the -reight Carriers "indo" in #urchasing.
'O#
$f the type of -O' you "ant is not in the list of values5 use the Oracle
#urchasing +ookups "indo" to define a ne" -O'.
'reig6t Ter&s
)he freight terms for a supplier identify "hether you or your supplier pays for
freight charges on goods you receive. 6ou can define ne" freight terms in the
Oracle #urchasing +ookups "indo".
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Encu&brance
)o use encumbrance accounting or budgetary control5 you must install
#ayables5 #urchasing5 and *eneral +edger. 3se this region to enable
encumbrance accounting and to specify the default encumbrance types
#ayables assigns to your invoices5 and #urchasing assigns to your re/uisitions
and purchase orders.
$f you enable encumbrance accounting or budgetary control5 #urchasing
creates encumbrances "hen you reserve funds for a re/uisition or purchase
order. $f you use the perpetual accrual method in #urchasing5 #urchasing
reverses purchase order encumbrances "hen you inspect5 accept5 and deliver
the units. $f you are using the periodic accrual method in #urchasing5 #ayables
reverses the purchase order encumbrances "hen you create accounting
entries for invoices.
#ayables creates encumbrances "hen there is a variance bet"een a matched
invoice and the purchase order to "hich it is matched5 and "hen the invoice
encumbrance type is different from the #urchasing encumbrance type.
Oracle -inancials provides t"o predefined encumbrance types that you can use
to identify re/uisition5 purchase order5 and invoice encumbrances: Commitment
and Obligation. 6ou can define additional encumbrance types in Oracle
*eneral +edger in the Encumbrance )ypes "indo".
!se Re:uisition Encu&brance
Enable this option to encumber funds for re/uisitions. $f you enable this option5
#urchasing creates <ournal entries and transfers them to *eneral +edger to
encumber funds for purchase re/uisitions.
Encu&brance Ty-e
$f you enable 3se &e/uisition Encumbrance5 you must select an encumbrance
type by "hich you can identify your re/uisition encumbrance <ournal entries.
#urchasing assigns this encumbrance type to the encumbrance <ournal entries
it creates for purchase re/uisitions.
Reser8e at Co&-letion
$f you enable 3se &e/uisition Encumbrance5 indicate "hether you "ant
re/uisition preparers to have the option to reserve funds. $f you do not enable
this option5 only re/uisition approvers "ill have the option to reserve funds.
!se PO Encu&brance
Enable this option to encumber funds for purchase orders5 purchase order and
receipt matched invoices5 and basic invoices (not matched). $f you enable this
option5 #urchasing encumbers funds for purchase orders and #ayables
encumbers funds for variances during #ayables $nvoice 8alidation for purchase
order and receipt matched invoices. $f you enable this option and enter a non-
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purchase order matched invoice5 #ayables "ill encumber funds for it during
#ayables $nvoice 8alidation. !ll #ayables encumbrances are reversed "hen
you create accounting entries. $f you enable 3se &e/uisition Encumbrance5 you
must also enable this option.
PO Encu&brance Ty-e
$f you enable 3se #urchase Order Encumbrance5 select a purchase order
encumbrance type by "hich you can identify your purchase order encumbrance
<ournal entries. #urchasing assigns this encumbrance type to the encumbrance
<ournal entries it creates for purchase re/uisitions and purchase orders.
In8oice Encu&brance Ty-e
$f you use purchase order encumbrance5 select an invoice encumbrance type
by "hich you can identify your invoice encumbrance <ournal entries. #ayables
assigns this encumbrance type to the encumbrance <ournal entries that it
creates. 2e recommend that you use an encumbrance type different from the
#urchasing encumbrance type so you can identify invoice encumbrances.
<u&an Resources
3se this region to enter the options and defaults for entering employee
information in the Enter #erson "indo"
#usiness ,rou-
Enter the name of the business group that you "ant to associate "ith
#urchasing. $f you use #urchasing <ointly "ith Oracle .uman &esources5 you
must reference the business group that you define in Oracle .uman
&esources. $f you use #urchasing "ithout .uman &esources5 you can use the
default value. )he default for this field is the .uman &esources default of etup
'usiness *roup.
)he business group determines "hich employees you can use in #urchasing.
$n #urchasing5 you can see only the employees in this business group.
E2-ense Rei&burse&ent A**ress
elect the default address you "ant to use on payments for employee expense
reports: .ome or Office. )he system uses this default for each ne" employee
you enter. 6ou can override this default during employee entry or expense
report entry.
!se A--ro8al <ierarc6ies
Enable this option to use positions and position hierarchies to determine
approval paths for your documents "ithin #urchasing. (isable this option of you
"ant approval paths based on the supervisor structure.
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E&-loyee Nu&bering Met6o*
6ou can enter your employee numbers manually or let the system generate
se/uential employee numbers. )he system prevents you from entering a value
in this field if you install Oracle .uman &esources or Oracle #ayroll. 6ou can
change the numbering method at any time.
o Auto&atic+ )he system automatically assigns a uni/ue
se/uential number to each employee "hen you enter a ne"
employee.
o Manual+ 6ou enter the employee number "hen you enter an
employee.
o !se National I*entifier Nu&ber+ )he system automatically
enters the employee7s 4ational $dentifier 4umber as the
employee number. -or example5 a ocial ecurity number for a
3nited tates employee.
Attention
'e careful if you s"itch from manual to automatic entry. )he employee number
must be uni/ue. 2hen you use manual entry5 you can assign any number and
in any order. $f you s"itch to automatic after having entered employee numbers
manually5 the system may try to assign a number that you already assigned. $f
you s"itch from manual to automatic entry5 make sure the next available
number for automatic entry is larger than the largest number you have already
recorded.
Ne2t Auto&atic Nu&ber
$f you select the !utomatic Employee 4umbering method5 enter the starting
value you "ant the system to use for generating uni/ue se/uential employee
numbers. !fter you enter a number and save your changes5 the system
displays the number that it "ill assign to the next ne" employee you enter.
Payable Syste& Setu-
4avigation: etup = Options = #ayable ystem etup
Page 1> of 73

Su--lier Nu&ber Entry
6ou can enter your supplier numbers manually or let #ayables automatically
generate se/uential supplier numbers for you. 6ou can change the number
entry method at any time.
o Auto&atic+ )he system automatically assigns a uni/ue
se/uential number to each supplier "hen you enter a ne"
supplier.
o Manual+ 6ou enter the supplier number "hen you enter a
supplier.
Attention5 'e careful if you s"itch from manual to automatic entry. Each
supplier number must be uni/ue. 2hen you use manual entry5 you can assign
any number and in any order. $f you s"itch to automatic after entering supplier
numbers manually5 the system may try to assign a number that you already
assigned. $f you s"itch from manual to automatic entry5 make sure the next
available number for automatic entry is larger than the largest number you have
already recorded.
Su--lier Nu&ber Ty-e
)ype of supplier number you "ant #ayables to use for supplier number entry.
o Al-6anu&eric+ 4umbers5 characters5 or a combination.
o Nu&eric+ 4umbers only.
!fter you begin entering suppliers5 you can change your 4umber )ype from
numeric to alphanumeric at any time> ho"ever5 you can change your 4umber
)ype from alphanumeric to numeric only if all your current supplier numbers are
numeric.
Ne2t Auto&atic Nu&ber
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$f you select the !utomatic upplier 4umber Entry method5 enter the starting
value you "ant the system to use for generating uni/ue se/uential supplier
numbers. !fter you enter a number and save your changes5 the system
displays the number that it "ill assign to the next ne" supplier you enter.
Control
)he options you define in this region are used to control supplier entry and
purchase order matching.
<ol* !n&atc6e* In8oices
$f you enable this option for a supplier site5 #ayables applies a %atching
&e/uired hold to an invoice if it has $tem type distributions that are not matched
to either a purchase order or receipt. #ayables applies the hold during
#ayables $nvoice 8alidation. 6ou cannot pay the invoice until you release the
hold. 6ou can release this hold by matching the invoice to either a purchase
order or receipt5 and resubmitting #ayables $nvoice 8alidation5 or you can
manually release the hold in the .olds "indo" of the $nvoice 2orkbench.
#ayables "ill not apply a hold if the sum of the invoice distributions by
accounting code combination is ;ero.
In8oice Matc6 O-tion
$ndicate ho" you "ant to match most invoices. (efaulting is in the follo"ing
order but can be overridden at any level: -inancials options = supplier =
supplier site = purchase order shipment. )he value at the purchase order
shipment controls to "hich purchasing document type you can match an
invoice.
o Purc6ase Or*er+ %atch invoices to purchase orders.
o Recei-ts+ %atch invoices to purchase order receipts.
Pay&ent
Pay&ent Ter&s
#ayables uses payment terms to automatically calculate due dates5 discount
dates5 and discount amounts for each invoice you enter. $f the terms you "ant
to use are not on the list of values5 you can define additional terms in the
#ayment )erms "indo".
Al(ays Ta/e iscount
Enable this option to have #ayables al"ays take an available discount for a
supplier5 regardless of "hen you pay the invoice.
Pay ,rou-
)he #ay *roup you "ant to assign to any ne" suppliers you enter. 6ou can
choose any #ay *roup you have defined in the Oracle #urchasing +ookups
"indo".
Page 1% of 73

In8oice Currency
)he currency that you use as a default for each ne" supplier you enter.
Ter&s ate #asis
)he date that #ayables uses as the payment terms start date "hen #ayables
calculates the due and discount date for invoice scheduled payments
o Syste&+ Current date of your #ayables system+
o ,oo*s Recei8e*+ )he date you receive goods for invoices you
match to purchase orders.
o In8oice+ $nvoice date.
o In8oice Recei8e*+ (ate you receive an invoice.
Pay ate #asis
)he #ay (ate 'asis default for each ne" supplier you enter. )he #ay (ate
'asis for a supplier defaults to the ne" supplier sites you enter for the supplier.
6ou can override the default for each supplier and supplier site.
o iscount+ #ayables selects invoices for payment based on the
scheduled payment discount date.
o ue+ #ayables selects invoices for payment based on the
scheduled payment due date5 regardless of any available
discounts.
Payable O-tion
4avigation: etup = Options = #ayable Option
Page 13 of 73

3se this "indo" to set control options and defaults used throughout #ayables.
6ou can set defaults in this "indo" that "ill simplify supplier entry5 invoice
entry5 and automatic payment processing. !lthough you need to define these
options and defaults only once5 you can update most of them at any time to
change controls and defaults for future transactions.
Accounting Met6o*s
Auto&atic Offset Met6o*
Enable !utomatic Offsets by selecting 'alancing or !ccount as your Offset
%ethod if you "ant #ayables to automatically create balancing accounting
entries for your invoice and payment transactions.
Attention5 Carefully consider this option before setting it. Changing your
automatic offset setting after creating accounting entries can result in slo"er
#ayables !ccounting #rocess performance. !lso5 under certain circumstances5
changing this setting can result in accounting irregularities.
o None+ (o not use !utomatic Offsets. -or your invoice
transactions5 #ayables creates one liability accounting entry5 and
for your payment transactions5 #ayables creates one cash type
accounting entry.
o #alancing+ #ayables uses the supplier site7s default liability
account and over"rites the balancing segment (usually the
company code) "ith the balancing segment from the expense
distribution *+ !ccount.
o Account+ 2hen creating the offsetting liability account5 #ayables
uses the expense *+ !ccount from the invoice distribution and
over"rites the account segment "ith the default liability account
from the supplier site.
Pre8ent Pre-ay&ent A--lication Across #alancing Seg&ents+ $f you use
!utomatic Offsets5 you can enable this option to prevent the application of a
prepayment amount to an invoice or expense report amount that is charged to
a different balancing segment.
Pay&ent Accounting
Account 'or Pay&ent5 Choose "hen you "ant to create payment accounting
entries. 6ou can select one or both options.
#ayables creates the follo"ing accounting entries5 depending on ho" the
!ccount for #ayment option is set. )his accounting assumes you use accrual
basis accounting. 6ou specify the *+ accounts "hen you define the payment
document. !ny accounting entries for gain and loss are controlled by the
!ccount for *ain1+oss #ayables option5 so they are not included here.
Page 1) of 73

Attention5 Carefully consider these settings at implementation time. !fter you
set them and save this record5 the only change you can make is to also account
for the payment "hen the payment clears.
o #ot6 ?@6en Pay&ent is Issue*A an* @6en Pay&ent ClearsB5
#ayables accounts for each payment you issue t"ice--once as an
unreconciled payment and once again as a cleared payment. $f
you select both options you have the same functionality as the
!llo" &econciliation !ccounting option provided in previous
releases.
#ayables creates the follo"ing accounting entries after payment issue:
unreconcile* -ay&ent: debit the !# +iability account and
credit the Cash Clearing account
-or future dated payments5 debit the !# +iability account and credit the -uture
(ated #ayment !ccount. )hen5 at payment maturity5 debit the -uture (ated
payment !ccount and credit the Cash Clearing account.
#ayables then creates the follo"ing accounting entries after payment
reconciliation or clearing in Cash %anagement:
reconcile* -ay&ent: debit the Cash Clearing account and
credit the Cash account
ban/ c6arges: debit the 'ank Charges account and credit
the Cash account
ban/ errors: account in Cash account and 'ank Errors
account. (ebits and credits depend "hether the bank error
"as a positive or negative amount
o @6en Pay&ent is Issue*5 #ayables accounts for each payment
once5 after payment issue. !fter you issue the payment5 #ayables
creates the follo"ing accounting entries.
unreconcile* -ay&ent: debit the !# +iability account and
credit the Cash account.
-or future dated payments5 debit the !# +iability account and credit the -uture
(ated #ayment !ccount. )hen5 at payment maturity5 debit the -uture (ated
payment !ccount and credit the Cash account.
!lthough you can reconcile the payment in Cash %anagement5 #ayables does
not create accounting entries for payment reconciliation5 bank charges5 or bank
errors5 or gain and loss at reconciliation.
o @6en Pay&ent Clears+ $f you select only this option5 #ayables
accounts for each payment once5 after clearing. !fter you clear
the payment in Oracle Cash %anagement5 #ayables creates the
follo"ing accounting entries.
reconcile* -ay&ent: debit the !# +iability account and
credit the Cash (asset) account.
ban/ c6arges: debit the 'ank Charges account and credit
the Cash account.
Page 1. of 73

ban/ errors: account in Cash account and 'ank Errors
account. (ebits and credits depend "hether the bank error
"as a positive or negative amount.
Account 'or ,ain1$oss
elect the time at "hich you "ill record currency gains or losses for foreign
currency payments. $f you selected !ccount -or #ayment 2hen #ayment
Clears above5 then the system enables the 2hen #ayment Clears option here
and you cannot update it.
Attention5 Carefully consider these settings at implementation time. !fter you
set them and save this record5 the only change you can make is to also account
for the gain1loss "hen the payment clears.
)he combination of #ayables options you select and your accounting method
control "hich gain and loss accounting entries #ayables creates. )he follo"ing
table sho"s bet"een "hich transactions #ayables calculates gains and losses5
depending on your system setup:
Currency
!se Multi-le Currencies+ Enable this option if you "ant to enter and pay
invoices in a currency different from your functional currency. #ayables also
allo"s you to define a multiple currency payment format and bank account if
you enable this option.
$f you update this #ayables option from enabled to disabled5 #ayables
checks and "arns you if you have any multiple currency bank accounts that
are using multiple currency payment formats. 6ou must inactivate the
payment documents that use multiple currency payment formats and change
the %ultiple Currency field value on multiple currency bank accounts to
disabled before you can change this #ayables option from enabled to
disabled.
Re:uire E2c6ange Rate Entry. Enable this option to re/uire entry of an
exchange rate "henever you enter an invoice or a payment in a currency
other than your functional currency or an associated fixed rate currency. $f
you maintain daily rates in the (aily &ates "indo"5 #ayables defaults the
rate automatically5 based on the date and the &ate type you enter. $f the
exchange rate type is 3ser5 then #ayables al"ays re/uires an exchange
rate5 either entered by the user or calculated by the system.
6ou cannot create accounting entries for or pay foreign currency invoices
"ithout exchange rates. !fter you have entered invoices or created
payments5 you can enter exchange rates5 either manually5 or by using the
!uto&ate program.
Page 13 of 73

2hen you create future dated payments5 you are re/uired to enter the
%aturity &ate5 %aturity &ate )ype5 and %aturity &ate (ate.
Calculate !ser E2c6ange Rate+ $f you already kno" the functional currency
amounts of any foreign currency invoices you are entering5 then you can
enable this option so #ayables can calculate and enter effective invoice
exchange rates for those invoices.
)his functionality applies to invoices you enter in the $nvoices "indo" and
invoices you import from the #ayables Open $nterface. $f this option is
enabled5 then "hen you enter a foreign currency invoice5 if you select the
exchange rate type of 3ser and you provide the functional currency amount5
then #ayables calculates and enters the exchange rate.
#ayables allo"s you to enter a value for functional currency amount in the
$nvoices "indo" only if this option is enabled.
$f this option is enabled then "hen you enter a foreign currency invoice5 you
still have the option of entering a foreign currency invoice amount and
exchange rate so #ayables "ill calculate and enter the functional currency
amount.
E2c6ange Rate Ty-e+ #ayables uses this as the default exchange rate type
"hen you enter invoices or create payments.
Reali9e* ,ain1$oss+ #ayables uses these accounts as the default reali;ed
gain and loss accounts for payments from each of your bank accounts. $f the
exchange rate changes bet"een invoice entry and payment5 #ayables
automatically calculates the reali;ed gain or loss and records it in this
account. #ayables records gains and losses only if you use accrual basis
accounting. )he !ccount for *ain1+oss #ayables option controls "hen
#ayables accounts for gains and losses.
Roun*ing+ #ayables uses this account for currency rounding at the follo"ing
times:
o 6ou use multiple currencies and the payment currency does
not round "ithin the payment currency precision. -or example5
if a payment rounds to ?@@.@@? *'#5 the payment "ill be for
?@@.@@ *'#5 and the rounding error of .@@? "ill be recorded in
this account.
o )he functional currency amounts of payments do not e/ual the
amount recorded as the liability. )he system charges the
Page 17 of 73

remaining amount to the rounding account to fully relieve
liability. )his happens "hen you make the final payment of an
invoice that is already partially paid.
o 6ou have enabled automatic offsets and the cash account is
pooled5 and you have rounding errors. )he system charges the
remaining amount to the rounding account to fully relieve the
cash clearing account. )his happens "hen you make the final
payment of an invoice that is already partially paid.
In8oice
Overvie"
8endor submits his invoices to the user department (finance) for the supply of
goods and services. %ost of the invoices "ill relate to a purchase order raised
by the user department (purchase) and in fe" cases there may be invoices
"ithout purchase orders also.
4ormally user "ill be entering the invoices and it "ill be verified and validated
for its accuracy and correctness of accounting by comparing the #urchase
order by another user.
Once the invoice is validated by the respective user it needs to be approved for
payment by the respective users. !ll the validated invoices "ould be eligible for
payments.
$nvoice Entry - .eader
Na8igation5 In8oices C Entry C In8oices
Page 1; of 73

!s a general principle all yello" fields are %andatory and re/uired to be
entered by the user.
Operating 3nit elect the Operating 3nit for "hich you are going enter the
$nvoice
)ype (&e/uired): !ccept the default invoice type of standard.
)rading #artner (&e/uired): elect the upplier 4ame either by selecting
from the +ist of 8alues (+O8) or by manually entering. )he supplier number "ill
default.
ite (&e/uired): Enter the pay site by choosing from +O8
$nvoice (ate (&e/uired): Enter the invoice date5 if you leave it blank it "ill
accept the system date as default
$nvoice 4umber (&e/uired) Enter the invoice number as mentioned in the
supplier invoice. #ayables "ill not allo" you to enter
duplicate invoice numbers for the same supplier
site.
$nvoice !mount (&e/uired) Enter the full invoice amount
(escription (Optional) )ab across to the description field and enter
a description of your choice.
Page 1= of 73

)erms (ate (&e/uired) the terms date defaults based on system setups. $t
could be changed if re/uired.
All ot6er rele8ant fiel*s *efault+
$nvoice +ines
)he invoice lines define the details of the goods and services as "ell as the tax5
freight5 and miscellaneous charges invoiced by the supplier. )here can be
multiple invoice lines fr each invoice header. )he +ines tab of the $nvoice
2orkbench captures all of the details for the invoice line necessary for
accounting5 as "ell as for cross-product integration "ith other Oracle E-
'usiness uite applications5 such as !ssets5 *rants !ccounting5 $nventory5
#ro<ects5 #urchasing5 #roperty %anager5 and &eceivables.
-or each invoice5 you can manually enter invoice lines5 or you can
automatically generate lines by matching the invoice to a purchase order
shipment5 pay item5 or receipt.
Each invoice line can have multiple distributions tied to each line. Each
distribution serves as the source for an accounting entry generated from the
invoice.
Clic/ on t6e $ine Tab5
4umber: Enter the number
*+ (ate: pecify the *+ date to "hich date you "ant to post this <ournal
entry to *+.
!mount: pecify the amount of distribution
!ccount: elect the account code combination from the +O8
(istribution et: elect (istribution et for the !ccounts
4ote: 6ou can enter Charge account either at !ccount field or at (istribution
et field.
(6ou can add amount for various account in the distribution line)
ave you 2ork
Entering istributions in t6e In8oice @or/benc6
)he distributions you enter for an invoice allocate the total invoice amount to
various expense or asset accounts. -or example5 you can distribute expenses
from one office supply invoice to expense accounts for several departments.
#ayables use distributions to create accounting entries for invoices.
6ou can create distributions:
A !utomatically using a (istribution et.
A !utomatically by matching an invoice to a purchase order or receipt.
A %anually in the (istributions "indo".
A %anually by allocating charges.
Page %> of 73

$n general5 )ax distributions are automatically created by E-'usiness )ax.
.o"ever5 if your tax setup permits5 you can enter tax distributions manually.
$nvoice Entry 0 8alidation
Click on the !ctions button. )he follo"ing screen "ill appear. Click on the
8alidate option and press OB
Page %1 of 73

6ou "ould find that the invoice "ill have the status as 8alidated.
Page %% of 73

$nvoice Entry 0 !ccounting
6ou can create accounting entries for #ayables accounting events in t"o "ays:
ubmit the #ayables !ccounting #rocess.
Create accounting entries for a single transaction or batch.
Click on the !ctions button. )he follo"ing screen "ill appear. Click on the
Create !ccounting option
)he above screen create accounting from the transaction "indo" (raft: elect
"hen you "ant to save the Cournal Entries in the #ayables
#ost: Create the Cournal Entries to the *eneral +edger
-inal #ost: Create Cournal Entries "ith the tatus #osted in *eneral +edger
8ie" the accounting by selecting D8ie" !ccounting eventE from )ools menu.
$t "ill open a "eb page and u can see the !ccounting Event details
Page %3 of 73

Click on 8ie" Cournal Entries
6ou can vie" the detailed <ournal entries that are posted to *eneral +edger.
$nvoice Entry 0 #O %atching
6ou can match #ayables $nvoices to #urchase Orders to ensure that you pay
only for goods that you have ordered.
$f at the time of entering the invoice the user kno"s about the #O details he
could select the #urchase Order from the $nvoice5 so that #ayables "ill
automatically bring the #O details for creating the invoice.
Page %) of 73

Matc6ing to Purc6ase Or*ers
$n the $nvoice 2orkbench5 enter the invoice header information.
Enter a #O 4umber. )he payment terms "ill default in based on the #O
selected.
Page %. of 73

Choose the %atch button. $f you entered a #O 4umber5 the #O 4umber "ill
default into the -ind #urchase Orders for %atching "indo".
:uery the purchase order shipment lines you "ant to match to. )he %atch to
#urchase Orders "indo" appears.
)o match to a shipment5 check the %atch check box next to each shipment line
that you "ant to match to. Enter a /uantity invoiced. #ayables automatically
calculate the %atch !mount.
#ayables automatically creates invoice lines by matching lines on the supplier7s
invoice to shipments on the purchase order.
)o match to a distribution5 select the shipment line5 enter a /uantity matches5
then click (istribute.
! single shipment line can have multiple distribution lines.
Check the %atch check box next to each distribution line that you "ant to
match to and enter a :uantity $nvoiced.
Click %atch.
elect the +ines tab to see the information that defaulted from the %atch to
#urchase Orders "indo". !ccept the defaulted information or update the
follo"ing fields: :ty $nvoiced5 3nit #rice5 and %atch !mount. 8erify that the
$nvoice !mount and *ross )otal for the lines match or the invoice "ill not pass
validation.
Click (iscard to discard any lines that you do not "ant to include on the invoice.
Click (istributions to vie" the distributions that "ere defaulted in from the
purchase order for each line.
Matc6ing to Purc6ase Or*ers in t6e In8oice @or/benc6 $ines Tab
1+ $n the $nvoice 2orkbench5 enter the invoice header information.
%+ $n the +ines tab5 enter the line )ype and !mount.
3+ Enter the #O 4umber that you "ant to match to. $f you specified a #O
4umber in the invoice header5 that #O 4umber "ill default to the line> ho"ever5
you can match to any purchase order5 so modify the #O 4umber field as
necessary.
Page %3 of 73

)+ )o match the invoice line to a shipment or distribution5 complete the
necessary fields.
)o match to:
A PO S6i-&ent+ Enter the #O +ine 4umber and #O hipment 4umber. $f you
are matching to a purchase order line "ith multiple shipments5 you must enter a
value here. $f you don7t kno" the shipment number5 you can select it from a list
of values. )he list of values defaults based on the #O 4umber specified.
Note5 $f you match to a purchase order "ith only one line and only one
shipment5 then only the purchase order number is re/uired. !lso5 if you enter a
#O +ine information5 and that #O +ine has only one shipment5 then you are not
re/uired to enter shipment information.
A PO istribution5 )o match to a purchase order distribution5 enter the #O +ine
4umber5 #O hipment 4umber5 and #O (istribution 4umber. $f you "ant the
*+ !ccount populated "ith an Overlay *+ !ccount5 then you must specify the
purchase order distribution.
3+ ave your "ork.
7+ Click (istribute to vie" the distributions that defaulted in from the matched
shipments and distributions.
Matc6ing to Purc6ase Or*ers !sing 4uic/ Matc6
1+ $n the $nvoice 2orkbench5 enter the invoice header information.
%+ Click :uick %atch. #ayables automatically create invoice lines based on the
open5 unbilled shipments for the supplier.
3+ elect the +ines tab to see the information that defaulted from the :uick
%atch.
!ccept the defaulted information or update the follo"ing fields: :ty $nvoiced5
3nit #rice5 and %atch !mount. 8erify that the $nvoice !mount and *ross )otal
for the lines match or the invoice "ill not pass validation.
)+ Click (iscard to discard any lines that you do not "ant to include on the
invoice.
.+ Click (istributions to vie" the distributions that "ere defaulted in from the
purchase order for each line.
$nvoice Entry 0 &eceipt %atching
Page %7 of 73

)he process for matching to receipts is the same as matching to purchase
orders>
.o"ever5 to match to receipt5 ensure the follo"ing prere/uisites are complete:
A $nvoice %atch Option for the purchase order shipment is set to &eceipt.
A ! purchase order for the same supplier and currency as the invoice you are
entering is approved and open5 and has at least one receipt entered against it.
$f the $nvoice %atch option for the supplier site is set to receipt then the match
button "ill default to &eceipt and you can use the %atch to &eceipt "indo" to
match receipts to invoices.
6ou can also match to purchase orders in the +ines tab of the $nvoice
2orkbench. Enter a #O 4umber and a &eceipt number to match to a receipt
line. #ayable automatically creates distributions for the matched to receipt lines.
Cre*it Me&o an* ebit Me&o
Overvie"
Page %; of 73

Credit %emo refers to the negative invoice. $f for some reason "e need to
reduce the invoice amount of the vendor5 "e "ill raise the credit memo. -or
example if the agreed discount or rate has not been considered in the invoice5
"e may at our discretion reduce the e/uivalent amount using the credit memo.
(ebit %emo is also similar to the credit memo except that it "ill be based on
the Dcredit memoE given by the supplier. .ere vendor submits his credit memo
for "hich "e are recording the debit in our books.
4ormally user "ill be entering the credit memo or debit memo and it "ill be
verified and validated for its accuracy and correctness of accounting by
comparing the #urchase order or suppliers credit memo by another user.
Once the credit memo or debit memo is validated it "ould be eligible for making
ad<ustments against the invoices.
Credit 1 (ebit %emo - .eader
!s a general principle all yello" fields are %andatory and re/uired to be
entered by the user.
)ype (&e/uired): elect the type as Credit %emo 1 (ebit %emo
upplier (&e/uired): elect the upplier 4ame either by selecting from
the +ist of 8alues (+O8) or by manually entering. )he supplier number "ill
default.
ite (&e/uired): Enter the pay site by choosing from +O8
$nvoice (ate (&e/uired): Enter the invoice date5 if you leave it blank it
"ill accept the system date as default
$nvoice 4umber (&e/uired) Enter the invoice number as mentioned in the
supplier invoice. #ayables "ill not allo" you to enter duplicate invoice numbers
for the same supplier site.
$nvoice !mount (&e/uired) Enter the Credit 1 (ebit memo amount. )he system
"ill accept only 4egative amount.
(escription (Optional) )ab across to the description field and enter
a description of your choice.
)erms (ate (&e/uired) the terms date defaults based on system
setups. $t could be changed if re/uired.
!ll other relevant fields default. ave your "ork.
Credit 1 (ebit %emo 0 %atch to $nvoice
Page %= of 73

elect the %atch !ction as
Matc6ing Cre*it1ebit Me&os to In8oices
6ou can match credit and debit memos to invoices only in the $nvoice
2orkbench5 not in :uick $nvoices.
To &atc6 a cre*it1*ebit &e&o to an in8oice or in8oice *istribution5
$n the $nvoice 2orkbench5 enter a Credit %emo or (ebit %emo type invoice.
Enter a negative invoice amount and all basic invoice information but do not
manually enter the distributions.
3+ $n the %atch !ction field5 select $nvoice. Click the %atch button.
) $n the -ind $nvoices to match "indo"5 enter search criteria for the invoice. $f
you "ant to apply the credit1debit memo to a purchase order matched invoice5
you can enter that purchase order number to see all invoices matched to that
purchase order.
. Choose the -ind button. #ayable navigates to the %atch to $nvoice "indo".
)o see more information about an invoice5 select it and choose the $nvoice
Overvie" button.
3 Create invoice distributions by matching to one or more invoices. elect the
invoice by selecting the left check box5 and enter a Credit !mount. )o match in
further detail5 continue the match at the invoice distribution: Choose the
(istribute button. elect each invoice distribution you "ant to match to and
enter a Credit !mount.
7 Choose the %atch button to create invoice distributions for the credit1debit
memo based on the matches you made. )o revie" the ne" invoice
distributions5 choose the (istributions button from the $nvoices "indo".
Page 3> of 73

'oreign Currency In8oice
4avigation $nvoice = Entry = $nvoices
Manual E2c6ange Rate Entry
Prere:uisites
A Enable the 3se %ultiple Currencies #ayables option.
A Enable the currencies you need in the Currencies "indo".
To enter a foreign currency in8oice (it6 a &anually entere* e2c6ange
rate5
1+ $n the $nvoice 2orkbench5 enter all basic invoice information5 including the
$nvoice
Currency5 and the $nvoice !mount expressed in the foreign currency. 'efore
entering distributions or matching the invoice5 proceed "ith the next step:
%+ $n the &ate )ype field5 enter 3ser5 and enter the Exchange &ate you "ant to
use to convert the invoice into your functional currency. Or elect pot or
Corporate Exchange &ate )ype #ayables automatically enters the Exchange
&ate from the *+ (aily &ates table.
3+ Enter the invoice distributions.
Page 31 of 73

Recurring In8oice
6ou can enter invoices for periodic expenses for "hich you may not receive
invoices5 such as rent. )o enter recurring invoices5 define a recurring invoice
template5 then create invoices based on that template. 2ith a recurring invoice
template5 you can do the follo"ing:
A pecify the intervals in "hich recurring invoices "ill be created.
A Create up to t"o special one-time invoice amounts of a non-standard amount5
such as a deposit or balloon payment.
A (efine recurring invoices to increase or decrease by a fixed percentage from
period to period.
&ecurring $nvoices can also be used to create debit memos.
Na8igation In8oice C Entry C Recurring In8oices
Page 3% of 73

:uery the $nvoice in the $nvoice 2ork 'ench "ith $nvoice 4umber.
Page 33 of 73

Enter t6e *etails in t6e Recurring In8oices Te&-late
O-erating !nit )he operating unit for "hich the template is defined.
Nu&ber of In8oices Enter in this field the number of invoices you "ant
to create5 then choose the Create $nvoices button to create the invoices.
Su--lier Region
Site5 )he supplier pay site for "hich a template is defined. )his field is entered
automatically if only one pay site exists for a supplier.
Calen*ar Region
Na&e5 Calendar name representing fre/uency of invoice creation (e.g.
%onthly).
)o enter a calendar name5 you must first define the calendar as a &ecurring
$nvoice type calendar in the pecial Calendar "indo".
Nu&ber of Perio*s)otal number of invoices to be made over the life of a
template. $f you change the number of periods5 then this value must be less
than the original number of periods.
'irst5 )he first period for "hich a recurring invoice "ill be created. )he period
cannot be Closed or #ermanently Closed.
Page 3) of 73

Ne2t5 #ayables displays the next recurring invoice period for "hich an invoice
can be created "ith a template. )he -irst period is used as the default for the
4ext period until the first invoice is created.
Perio*s Re&aining5 #ayables displays the number of periods remaining
for "hich you have not yet created invoices. $f you change the 4umber of
#eriods value5 then the system reduces the value in the #eriods &emaining
field by the same amount.
In8oice efinition Tab
Nu&ber5 )emplate 4umber5 "hich must be uni/ue for a supplier. 2hen you
create invoices based on a template5 #ayables creates the invoice number for
each invoice by appending the name of the recurring invoice period to the
template 4umber.
Currency5 Currency for invoices created from a template. (efault is the
functional currency unless the supplier site has a different default.
escri-tion5 )emplate description used as the distribution descriptions if no
purchase order or (istribution et description is available.
@it66ol*ing Ta2 ,rou-5 )he "ithholding tax group that "ill be used as a
basis for "ithholding from invoices created from a template. )his defaults from
the supplier site.
Accounting Region
$iability Account5 !ccount "here invoice liability "ill be recorded. )his "ill be
defaulted to all invoices created from a template.
,$ ate5 (ate to recogni;e the invoice liability. )he *+ (ate is used as a
default accounting date for each invoice. $f you do not enter a *+ (ate5 the
beginning date of each invoice7s period "ill be each invoice7s default *+ (ate.
$ine efinition Tab
Origin Region
elect either et or #O to choose "hether invoice distributions are created by a
(istribution et or a purchase order. )hen enter the specific source:
Na&e5 $f you choose et5 enter the name of a -ull (istribution et.
Nu&5 #urchase order number.
Page 3. of 73

$ine5 #urchase order line.
S6i-&ent5 #urchase order shipment. $f you select a purchase order
shipment5 during invoice creation #ayables automatically matches the invoices
created to the purchase order shipment. $t prorates across all purchase order
distributions to create the invoice distributions. -or example5 you have a blanket
purchase order for car leases. 6ou enter the purchase order number5 line5 and
shipment on a template to create lease invoices5 and #ayables "ill match each
invoice created by the template to the purchase order shipment.
A&ounts Tab
'irst A&ount5 !mount of first invoice created by a template5 excluding
any special payment such as a deposit. 3sed "ith the Change percentage to
calculate incremental invoice amounts. 3sed "ith the 4umber of &egular
$nvoices to calculate the Control )otal.
Ne2t A&ount5 !mount of the next scheduled recurring invoice.
C6ange5 #ercent change to increase or decrease the amount per period. -or
example5 if you pay rent once per month and your rent increases ?F per
month5 enter ? here.
Nu&ber of Regular In8oices5 )otal number of periods defined for a
template.
S-ecial In8oice A&ount1 1 A&ount%5 One time special payment such as a
deposit or balloon payment including the regular periodic payment. $t is the only
amount paid in that period.
Perio*5 #eriod in "hich you "ant to pay the pecial $nvoice.
Control Total5 )otal amount available for creation of invoices. #ayable
enters this number for you if you enter the -irst !mount and the 4umber of
&egular $nvoices.
!fter you create a recurring invoice5 you can change the value in the Control
)otal field.
$f you change the value in this field5 then the system automatically updates the
values in the &eleased )otal and !mount &emaining fields.
Release* Total5 um of the invoice amounts that have been created using the
template.
A&ount Re&aining5 -unds available for invoice creation using a
template. #ayable displays the Control )otal minus the &eleased )otal.
Page 33 of 73

<ol*5 .old name to automatically prevent the creation of invoices using a
template.
&elease the hold by clearing this field.
E2-iration ate5 +ast day you can create invoices using a template. 'efore
this date you can create invoices "ith invoice dates after the Expiration (ate.
Pay&ent Tab
Ter&s5 )erms you "ant to use to create a scheduled payment for each invoice
you create from a template.
Pay ,rou-5 #ay *roup name associated "ith a template. (efault #ay *roup
name for all invoices created "ith a template.
Pay&ent Met6o*5 #ayment method for invoices created from a template.
Pay Alone5 #ay alone invoices are paid on separate payment documents.
Re&it7To #an/ Account Region
#an/ Account Na&e1Nu&ber5 $f you are paying your supplier electronically5
then enter the supplier bank account name and number to "hich you "ill remit
payment. #ayables defaults the supplier site7s primary account5 if there is one
for the payment currency. $f none exists at the site level5 #ayables defaults the
primary bank account from the supplier level5 if one exists. 6ou can change the
account by choosing from the list of values another account "ith the same
currency.
$f the value in the #ayment %ethod field of the )emplate (efinition region is
Electronic5 then #ayables displays the bank and branch associated "ith the
supplier bank account that you selected.
Re&it7To #an/ Region
#an/1#ranc6 Na&e1Nu&ber5 #ayables displays the 'ank and 'ranch
associated "ith the supplier bank account you select.
#uttons
Create Recurring In8oices+ !fter you have created a template and entered in
the number of invoices that you "ant to create5 click this button. )his button
opens the Create $nvoices "indo" "here you can revie" invoice information
before confirming that you "ant to create the invoices
Page 37 of 73

Pre-ay&ent In8oices
Overvie"
! prepayment is a type of invoice that you enter to make an advance to a
supplier or employee. +ater5 the prepayment can be applied against the invoice
that the supplier sends you. 2hen a prepayment is applied5 #ayables creates a
negative amount #repayment type distribution on the invoice and also reduces
the amount available on the prepayment. )his section deals "ith the process of
creating5 applying and ad<usting advances.
#repayment $nvoice - Entry
Choose prepayment from the invoice type.
Enter the supplier and invoice information <ust as for any other type of invoice.
Click on +ine and enter the amount. )he account defaults from the supplier site.
Page 3; of 73

ave your "ork. On validation of the prepayment5 the status changes to
3npaid.
#repayment $nvoice 0 #ayment
#ayment needs to be made similar to any other invoice. .o"ever5 a
prepayment has to be fully paid and a partial payment is not possible. 6ou must
fully pay a prepayment invoice before you can apply the prepayment to the
invoice. #ayment process is covered separately.
!pplying #re-payment $nvoice
!pply a prepayment to an invoice to offset the amount paid on the invoice. -or
application5 the prepayment should be of type )emporary5 fully paid5 approved5
not cancelled5 should have no holds and should not have been fully applied.
Once the payment is made the $nvoice status "ould become !vailable.
Page 3= of 73

4ormally the actual invoice "ould be entered on a later date than the
prepayment $nvoice. 2henever there is a prepayment exists and if the user is
entering a regular invoice5 the system "ill give an alert as follo"s>
$f the invoice not applied at the time of entry then5 :uery the #repayment
invoice that you "ant to apply against the invoices.
Choose the !ctions button and select the !pply13n apply #repayment
checkbox.
Page )> of 73

Choose OB. )he !pply13n-apply #repayment "indo" opens. Click on the
!pply checkbox against the invoice to "hich you "ant to apply. )he amount to
apply and the *+ date default.
Click on the !pply13n apply 'utton to complete the transaction.
)he status of the tandard invoice changes to Gneeds re-validationH and it needs
to be validated again.
)he status of the #repayment "ill become D-ully applied Das sho"n belo".
Page )1 of 73

3n-applying #re-payment $nvoice
$f you mistakenly apply a prepayment to an invoice5 you can un-apply it. $t is
then available for application against another invoice. $f you un apply a
prepayment5 you must un apply the full prepaid amount. #ayables increase the
amount available for the prepayment by the unapplied amount.
:uery the invoice in the invoice "orkbench.
Choose !ctions5 !pply13n apply prepayment checkbox.
Choose !pply13n apply 'utton to un-apply the prepayment amount and save
your "ork.
Canceling #re-payment $nvoice
6ou can cancel a prepayment if it has not been paid or applied to an invoice.
)o cancel an applied prepayment5 you must first un-apply the prepayment (as
mentioned earlier) and void the payment document that paid the prepayment.
#ayment process is covered separately
)o cancel an unapplied prepayment:
:uery the prepayment in the $nvoice 2orkbench.
Choose the !ctions 'utton and select Cancel $nvoices.
Choose OB to save your "ork. )hen the $nvoice status "ould become
cancelled.
A--lying an* Releasing <ol*s
!pplying .olds
.olds that are manually applied in #ayables prevent payment and creation of
accounting entries for *eneral +edger. 6ou can release holds that you apply
and manually release certain holds that #ayables applies during validation.
.olds are "idely used to prevent payments to disputed suppliers.
#ayables automatically apply certain holds to exception invoices during
validation. 6ou cannot manually release these system holds. -or example5 if
the sum of an invoiceHs distribution amounts does not e/ual the $nvoice amount5
#ayables "ill apply a (istribution 8ariance hold to the invoice during !pproval.
o user has to rectify the reason for the hold.
-ind the invoice you "ant to hold by /uerying the record.
elect the invoice and choose the .olds button to navigate to the $nvoice holds
"indo". !pply a hold by selecting from the +O8.
)he follo"ing screen "ill be displayed.
Page )% of 73

&eleasing .olds
&elease holds from invoices to allo" payment and accounting entry creation.
$dentify invoices on hold "ith the $nvoices on .old report and %atching .old
(etail report.
-ind the invoice you "ant to release by /uerying the record.
Choose the .olds button to navigate to the .olds "indo".
&elease the hold by selecting the &elease name and save your "ork
Pay&ents
Overvie"
#ayments can be made only against $nvoices. o the prere/uisite of making
payment is to have an invoice to pay. )he $nvoices to be paid should be
approved> un-cancelled5 "ithout holds and must have the same currency as the
payment.
#ayments can be classified into %anual #ayments and :uick #ayments.
Manual Pay&ents5 $t must be used "hen the payment is made outside the
system5 like "ire transfer or E-). )he bank account must have at least one
payment document that uses the &ecorded disbursement type
4uic/ Pay&ents: $t is used to generate the payment documents through the
application.
#aying $nvoices from #ayment 2orkbench
4avigation: #ayment = Entry = #ayments
Page )3 of 73

elect the %anual )ype.
Enter the 'ank !ccount you used for the payment.
Enter a payment (ocument 4ame5 I)his is normally a Che/ue "hich "e use to
make the paymentJ
)he document 4umber is given by the system based on the erial 4umbers
defined. )his can be over"ritten if the serial number maintained is different.
Enter the #ayment document date.
Enter the #ayment !mount and Currency
Enter either the upplier 4ame or 4umber5 and enter the upplier ite.
8oucher numbers are generated using e/uential 4umbering5 "hich is the
control for internal purposes.
$f the payment currency "as different from your functional currency5 enter
exchange rate information.
Choose DEnter1!d<ust $nvoicesE to navigate to the elect $nvoices "indo".
elect the invoices you "ish to pay. (ebit %emos can also be chosen in this
screen for ad<ustment. )he sum of the invoices must e/ual the payment
!mount you entered.
Optionally choose $nvoice Overvie" to see detailed information about an
invoice.
Page )) of 73

3pon Clicking DEnter 1 !d<ust $nvoicesE the follo"ing screen "ould be displayed5
user has to select the relevant invoices to be paid. 2hile doing so he could also
select the Credit 1 (ebit memo related to the invoice and pay the net amount.
3ser can select the $nvoices and they "ill be displayed as belo".
)he payment "indo" "ill give you the information of the invoices paid also.
Page ). of 73

#aying $nvoices from $nvoice 2orkbench
$n the $nvoice 2orkbench5 "e can initiate payment of one or more invoices or
one or more scheduled payments. 2hen you pay this "ay "e can generate a
%anual payment or a :uick payment.
#ayables automatically enter most of the payment information for you5 and you
skip the invoice selection step you "ould perform5 if you "ere to create the
payment in the #ayment 2orkbench.
Prere:uisites
)he invoice(s) must be validated5 not cancelled5 and "ithout holds. $f you select
more than one invoice5 the invoices must have the same supplier site5 and
currency.
#ress !ctions button and click #ay in full and press Ok.
3pon pressing DOBE it "ill take us to the follo"ing screen (payment "orkbench)
"ith many details entered.
Enter the (ocument and save.
Page )3 of 73

!fter saving it "ill sho" the details
$f the payment currency is different from you functional currency5 enter
exchange rate information in the #ayment &ate
$f you are creating a manual payment5 have your "ork here. ave your "ork.
#ayables5 records the payment and updates the invoice(s) as paid.
$f you are making a /uick payment choose !ctions and proceed further.
)o format and print5 first verify the che/ue is in your printer5 then select #rint
4o"5 optionally change the printer name5 and choose OB.
)o format only and print the check later5 select -ormat and choose OB. 2hen
you are ready to print5 /uery the formatted payment in the #ayments "indo"5
choose the !ctions button5
elect #rint 4o"5 and choose OB.
8oiding #ayments
)here could be situations "here there is a necessity to cancel the payments
(che/ue) for several reasons.
:uery the payment "hich needs to be voided.
elect !ctions and select the void option. (ecide on the date on "hich the
reversal should be recorded in the *eneral +edger and press OB.
On pressing OB5 the system "ill give alert. #ress OB.
Pay&ent Manager
Page )7 of 73

)o %ake 'atch #ayment of the $nvoices5 #ayment %anager creen is used5
you can specify the criteria on "hich the invoices are to be selected and
payment is made
4avigation: #ayments = Entry = #ayments %anager
Pay&ent Process Re:uests
Once the payment process re/uest is submitted to Oracle #ayments5 the 'uild
#ayments program validates the documents payable5 groups the documents
payable into payments according to document attributes and payment process
profile grouping rules5 and then validates the payments. !ll documents payable
"ithin a particular payment have the same payment process profile5 payment
method5 and payment format.
Pay&ent Process Profiles
! payment process profile is a payment attribute assigned to documents
payable5 "hich specifies handling of the documents payable5 payments5 and
payment instructions by Oracle #ayments. #ayment process profiles include
several types of information5 including specifications for payment instruction
formatting and transmission.
)he selection of valid payment process profiles is determined by the payment
process profile7s usage rules5 "hich are created in Oracle #ayments setup.
3sage rules for payment process profiles can be based on payment method5
payment currency5 first party organi;ation5 or internal bank account.
Page ); of 73

#ayments are built from documents payable that have the same payment
process profile5 among other attributes. #ayment instructions are built from
payments that have the same payment process profile5 among other attributes.
2hen you create a payment process profile5 you must specify "hether the
profile governs payment processing for printed or electronic payments.
!ccordingly5 the payment process profile allo"s you to assign appropriate
payment document printing values or payment system communication
configurations.
pecify the Criteria to build the $nvoice
upplier 4ame5
$nvoice 'atch
#ay *roup
upplier )ype
Page )= of 73

Ste-s to Create Pay&ent #atc6
4avigate to payment manger
elect the )ab #ayment #rocess &e/uest
Click on ubmit ingle &e/uest )ab
pecify the Criteria on "hich you "ant to build the invoice
$nvoice 'atch 4ame
#ayee (upplier 4ame) etc.5
*o to #ayment !ttribute )ab under the #ayment &e/uest process )ab
elect the #ayment #rofile 4ame
Page .> of 73

elect #ayment Exchange &ate
Once the mandatory fields are filled Click ubmit #ayment 'atch "ill start
process
Click &efresh to vie" the Change in 8arious tatus in 'atch #ayment
T6e 'ollo(ing gi8es t6e 'iel* *etails of t6e Pay&ent Manger
Pay&ent Process Re:uests Tab
A&ount Re&aining5 !mount remaining for the scheduled payment. )his
amount cannot be updated after invoice selection.
ocu&ent Nu&ber5 $nvoice number.
Inclu*e Only ue5 Overrides the pay date basis for the supplier site and only
pays invoices "ith due dates on or before the #ay through (ate you enter.
3seful "hen you need to preserve cash and do not "ant to pay invoices based
on their discount dates.
Inclu*e Dero A&ounts5 )he payment process re/uest pulls invoices for the
cheduled #ayment election &eport that has amounts of ;ero.
In8oice #atc6 Na&e5 +ist of values sho"s invoice batches "here the
user7s responsibility7s security profile has access to at least one invoice in the
invoice batch.
In8oice E2c6ange Rate Ty-e5 )ype of exchange rate bet"een the invoice
and your functional currency. Oracle #ayables enters the exchange rate from
the *eneral +edger
(aily &ates table if you have selected a pot5 Corporate5 or 3ser-defined rate
type. $f you selected the 3ser rate type5 enter your o"n exchange rate.
O8erri*e #an/ C6arge #earer5 )his value overrides any bank charge bearer
values on the invoices.
O8erri*e Settle&ent Priority5 )his list of values overrides the invoice value for
Oracle
#ayments7 bank charges feature. !ny value here "ill be over"ritten to the
invoice record during the invoice selection process.
Pay Curr5 #ayment currency on the scheduled payment process re/uest.
Pay 'ro& ate5 !ll validated and unpaid invoices that are selected5 "hich
have a due date on or after the #ay -rom (ate. 6ou cannot update this field
after invoice selection for a payment batch.
Page .1 of 73

Pay T6roug6 ate5 !ll validated and unpaid invoices that are selected5 "hich
have a due date on or before the #ay through (ate. 6ou cannot update this
field after invoice selection for multiple payments.
Pay&ent ate5 (ate specified as the payment date on a payment process
re/uest.
Pay&ent E2c6ange Rate Ty-e5 )ype of exchange rate bet"een the payment
and your functional currency. Oracle #ayables enters the exchange rate from
the *eneral +edger (aily &ates table if you have selected a pot5 Corporate5 or
3ser-defined rate type. $f you selected the 3ser rate type5 enter your o"n
exchange rate. )he system assigns payment exchange rate types to the
selected scheduled payments.
Pay&ent Priority <ig65 )he maximum in a range bet"een ? (high) and KK
(lo") of payment priorities for the invoices in the payment process re/uest.
Oracle #ayables only selects invoices "ith a priority in the range you specify.
6ou assign payment priorities to invoices "hen you enter them.
Pay&ent Priority $o(5 )he minimum in a range bet"een ? (high) and KK (lo")
of payment priorities for the invoices in the payment process re/uest.
Pay&ent Process Re:uest5 !ll existing payment process re/uests sho"n on
a list values for pay runs5 excluding those for :uick payments. #ayment
process re/uests are ordered on the list of values "ith the most recent payment
dates first. )hey are then ordered alphabetically.
Rate5 3ser-defined payment exchange rate.
Starting 0ouc6er Nu&ber5 ! starting voucher number that the system uses to
incrementally number the resulting payments. $f you enter ?5 then ? is used as a
starting number each time this template is used.
Total A&ounts Payable5 um of the total payment amounts of all invoices5
minus the "ithheld amount plus current interest due.
Transfer Priority5 -or bank charge users only: $ndicates the priority for transfer
of the electronic payment. 8alues are !ny5 Express5 or 4ormal.
upplier %anagement
Overvie"
!n invoice in #ayables can be entered only for persons or companies "ho have
already been defined as suppliers. #ayables facilitate creation and
Page .% of 73

management f supplier information. !part from #ayables5 other modules5
namely purchasing and fixed assets also share the supplier information.
$n addition to supplier name and address variety of additional information about
them can be maintained in many optional fields.
$n #ayables payments can be made only to GsuppliersH. $t means that
employees to "hom business related expenses have to be reimbursed also
have to be defined as suppliers. )hus the tem supplier refers not only to those
"ho supply goods and services but to everyone to "hom you "ant to make
payment.
Setu- #an/ Account Maintenance Security an* Account Access Security
#an/ Account Maintenance Security
'ank !ccount %aintenance ecurity5 "hich secures the creation and update of
bank accounts5 grants user the access to one or more legal entities. 3sers can
create and update the bank accounts "hose o"ner legal entity is registered in
the 'ank !ccount %aintenance ecurity.
3sers can create 'ank accounts for "hich the list of legal entities in 'ank
!ccount O"ner +O8 "ill be restricted by this security. 3sers can /uery and
update only those bank accounts "hose o"ner is registered in this security.
)he security setup is done in a "i;ard called D'ank !ccount ecurity
%anagementE. -or more detail5 see Detup "i;ard: 'ank !ccount ecurity
%anagementE section belo".
#an/ Account Access security rule is composed of L parts:
)he combination of 'ank !ccount !ccess etup:
?. 'ank !ccount !ccess etup M= 'ank !ccount !ccess setup defines
organi;ations that can use existing bank account
L. Cash %anagement ecurity #rofiles M= Cash %anagement ecurity #rofiles
provide a list of organi;ations "here an user has access to.
)he user can access the list of bank accounts based on the combination of t"o
components above.
-or example:
'ank account number is NNNN and has account access setup "ith operating
unit @@?. $f user O#E&!)$O4 has access to operating unit @@? in the profile
then user is allo"ed to vie" and use bank account NNNN. #lease note5 'ank
Page .3 of 73

tatement &econciliation5 Cash -orecasting5 Cash #ositioning5 and Cash flo"
features use this security to restrict the bank account access.
#an/ Account Access setu-5
4avigation : etup1'anks1'ank !ccount-= %anage 'ank !ccounts 0= )ab
!ccount !ccess
'ank !ccount !ccess setup is a part of bank account definition and defines the
bank accounts use and organi;ation that has access for each use. One or more
operating units can be assigned to #ayables or &eceivables use but only one
legal entities can be assigned for )reasury use. -inally you can assign one or
more business groups for #ayroll use.
Checkboxes for #ayables5 &eceivables and #ayroll uses "ill be al"ays
available. .o"ever5 checkbox for )reasury use "ill be displayed only if the
bank branch is linked to a )reasury company in Oracle )reasury application.
Organi;ation access is defined in 'ank !ccount !ccess page. -or #ayables or
&eceivables use5 organi;ation +O8 "ill list operating units based on %O!C
security. -or )reasury use5 the organi;ation +O8 "ill list +egal Entities
restricted by )reasury company security. -or #ayroll use5 the +O8 "ill display
all available business groups in .& system.
Cas6 Manage&ent Security Profile5
Cash %anagement ecurity #rofiles provides the list of organi;ations
(O31+E1'*) that a given user has access to based on follo"ing four different
securities: 'ank !ccount 3se security5 )reasury security5 %O!C security and
#ayroll security.
#an/ Account !se security grants user the access to one or more legal
entities. 3ser can vie" and use only the bank accounts "hose o"ner legal
entity is registered in this security. 3ser doesnHt need to setup this security if
any of the other three securities belo" provides access to the "anted bank
accounts.
)he bank !ccount 3se security is implemented using 3%9 data security model.
! setup "i;ard called D'ank !ccount ecurity %anagementE "ill be provided to
facilitate the user setup procedure. -or more detail5 see Detup "i;ard: 'ank
!ccount ecurity %anagementE.
3sing 'ank !ccount ecurity %anagement "i;ard5 administrator can grant a
role legal entity accesses to define follo"ing three securities.
O 'ank !ccount %aintenance security 0 control bank account creation and
update
Page .) of 73

O 'ank !ccount 3se security 0 control bank account access
O 'ank !ccount -und )ransfers security 0 control bank account transfers
!ser Proce*ure to launc6 t6e (i9ar*5
)he "i;ard "ill be launched from DCreate13pdate &oleE page under D3ser
%anagementE responsibility. )he current 3$ for the DCreate13pdate &oleE "ill
include a button to launch ecurity 2i;ards. Clicking the button "ould launch a
page that lists security "i;ards available to the logged in user. 3ser could
launch the 'ank !ccount ecurity %anagement "i;ard by clicking against it
name and then after the "i;ard is complete5 "ill return to the Create13pdate
role 3$.
MOAC security provides the list of operating units that a given user has
access to.
4avigation:
-ecurity : !ssign ecurity #rofiles
-ecurity : *lobal #rofile
Create your %ulti-Org ecurity #rofiles by using Oracle .&%. 6ou can use
O8er8ie( of #an/ Accounts
2hen you access the bank setup5 the first page sho"s you all the banks5 bank
branches and accounts that have already been created. 6ou can navigate the
hierarchy at the country5 bank5 branch and bank account level.
)he first step in the bank account creation is the bank definition. )his page
allo"s you to search for existing banks5 vie" and update them or create ne"
banks.
Create #an/5 #an/ Infor&ation
1+ 4avigate to the %anage 'anks and 'ranches "indo"5 select the 'anks tab5
and select the Create button.
%+ elect one of the t"o radio buttons in the 'ank Options region. 2hen
creating a ne" bank5 you can either create a ne" bank or add bank details to
an existing party defined in your )rading Community.
3+ Enter a country name or select a country from the list of values. )his is a
mandatory field.
)+ Enter the 'ank 4ame.
Page .. of 73

.+ (Optional) Enter an !lternative 'ank name5 hort 'ank 4ame5 'ank
4umber5 (escription5 )axpayer $(5 )ax &egistration 4umber5 $nactive (ate.
3+ elect -inish to save your bank or select ave and 4ext to enter 'ank
!ddress information.
Create #an/5 #an/ A**ress
6ou can maintain several addresses for the bank in case5 for example5 "hen
the bank has different mailing and physical locations. One of the addresses has
to be marked as a primary or identifying.
1+ 4avigate to the Create 'ank !ddress "indo" and select the Create button.
%+ Enter a country5 or select one from the list of values.
3+ Enter the remaining country specific address details.
)+ elect !pply to save the address.
.+ elect -inish completing the bank creation or select ave and 4ext to
entering 'ank
Contact $nformation.
Create #an/5 Contact Infor&ation
imilar to multiple addresses5 you can maintain multiple contacts at the bank.
1+ 4avigate to the Create 'ank Contact "indo" and select the Create button.
%+ Enter Contact $nformation. 6ou need only enter a first or last (-amily) name5
a
&egistry $(5 and tart (ate.
3+ Optionally enter Email5 #hone5 and !ddress information for the contact.
)+ elect !pply to save the contact.
.+ elect -inish completing the bank creation.
efine #an/ #ranc6es
4avigate to the %anage 'anks and 'ranches "indo"5 and then select the
'ank 'ranches tab. 'ank branch creation is the next step after the bank
creation. )his page allo"s you to search for existing bank branches5 vie" and
update them or create ne" bank branches. 6ou may conduct a imple earch
Page .3 of 73

by filling in information in one of the follo"ing fields5 and then clicking the
search icon: 'ranch 4ame5 'ranch 4umber5 E($ +ocation5 !lternate 'ranch
4ame5 Country5 or 'ank 4ame.
Create #an/ #ranc65 #an/ #ranc6 Infor&ation
imilar to the bank creation process5 you enter information on "hether to create
a ne" branch or select an existing party and add branch details.
1+ 4avigate to the %anage 'anks and 'ranches "indo"> select the 'ank
'ranches tab5 then 'ranch $nformation.
%+ elect your option.
3+ Enter the 'ranch 4ame (re/uired).
)+ (Optional) Enter an !lternate 'ranch 4ame5 'ranch 4umber5 '$C5 'ank
Code.
.+ elect a 'ranch )ype from the pull do"n menu.
3+ Enter an E($ +ocation.
Entering 'ranch !ddress (etails and supplying Contact $nformation are the
same processes as described "hen entering this information for banks.
#an/ an* Account A*&inistration5 efine #an/ Accounts
Once you are done "ith the bank branch creation5 you can proceed to the bank
account setup. )his page allo"s you to search for existing bank accounts5 vie"
and update them or create ne" bank account.
elect the bank branch to "hich your bank account belongs and proceed to the
bank account setup. $n the first step you "ill have to select the o"ner of the
bank account 0 the legal entity that opened this account at the bank. $n the
follo"ing steps you "ill be able to define "hich organi;ations "ithin your
company "ill be able to use this bank account.
1+ 4avigate to %anage 'ank !ccounts and select !ccount O"ner and 3se tab.
%+ elect the types of functions that this bank account is going to be used for:
#ayables5
#ayroll5 &eceivables5 and1or )reasury. $f the )reasury option is disabled5 you
have not linked this bank branch to the counterparty in )reasury.
3+ elect !ccount $nformation tab5 or click the next button5 then enter
information the fields.
Page .7 of 73

)+ elect the !ccount Controls tab. Enter information the *eneral Controls
region and the !ccount Controls region.
.+ (Optional) elect the %ultiple Currency &eceipts in the &eceivables Controls
region.
3+ 4ote: &econciliation Controls. )he reconciliation parameters have been
moved from the system level to the bank account level. 4o" you can have
uni/ue reconciliation parameters for each bank account.
7+ elect the !ccount !ccess tab. $n this step you "ill define in "hich functional
areas
0 #ayables5 #ayroll5 &eceivables5 and1or )reasury 0 this bank account can be
used and by "hich organi;ations. -or example5 you can let Operating 3nit P?
use this bank account in #ayables and &eceivables5 but limit Operating 3nit PL
to use this bank account only in #ayables. $f you choose a particular functional
area for you bank account5 you "ill be taken to the page "here you may be
re/uired to enter certain bank account attributes that are uni/ue for this
particular functional area. $t is also important to note that if you grant Operating
3nit P? access to this bank account in #ayables and &eceivables5 then all
users "ho have been granted access to Operating 3nit P? "ill be able to use
this bank account in #ayables and &eceivables (provided that the functional
access has been granted to these uses as "ell).
;+ elect !ccount Contact tab. Only a first or last name is re/uired.
=+ elect !ccount .older tab. Enter information in the t"o fields and select
ave and
4ext5 or -inish.
efining Su--liers
Na8igation5 Su--liers C Entry
Page .; of 73

Clic/ on Create Su--lier #utton
Organi;ation 4ame (&) Enter uni/ue supplier name.
Country of Origin (&) it "ill be generated automatically "ith the
defined se/uence.
Other -ields are (O) "e can enter the information relevant for our
business.
Click !pply
upplier is created
Page .= of 73

)o Create upplier ite
Click !ddress 'ook link on the left side of the "eb page to create the supplier
!ddress. )hat "ill open another "eb page to feed address information.
Page 3> of 73

elect the operating unit for "hich this supplier site "ill be active.
#an/ Accounts
$f you "ish to maintain the bank account details of the supplier5 then they could
be entered here. )he list of the supplier banks defined in the banks "indo" "ill
get displayed in the +O8 and the user has to select the relevant bank and save
the "ork.
Page 31 of 73

Purc6asing
)he values you specify in this region are used by purchasing module and not
by payables. -rom the supplier level the values default to the sites and from the
sites the values default to the purchase orders and re/uisitions. !t the lo"er
levels the defaulting values can be over"ritten.
Recei8ing
Page 3% of 73

)he values you specify in this region are used by purchasing module and not
by #ayables. -rom the supplier level the values default to the sites and from the
sites the value default to the purchase orders.
Recei-t Routing
! method of simplifying transaction entry by specifying routing steps for
receipts.
irect eli8ery5 )o receive items directly to the final destinations the
re/uestor.
Others like $nspection re/uired and tandard &eceipt are not applicable to
C-2 as $nventory modules are not installed.
Matc6 A--ro8al $e8el5
)o validate the invoice details entered in #ayables5 they can be matched "ith
original purchase orders provided the #urchase module is online. )his ensures
that no overpayment is made to the supplier. $n case the invoice details and the
purchase order details donHt match payable applies a hold on the invoice and
highlights the difference for further corrective action by you. #ayable offers
three basis kinds of matching5 "hich are as follo"s.
%7@ay Matc6ing5 #ayables validates the follo"ing t"o conditions
?. $nvoice #rice QM Ordered #rice
L. $nvoice :uantity QM Ordered :uantity
37@ay Matc6ing5 #ayables validates the follo"ing three conditions
?. $nvoice #rice QM Ordered #rice
L. $nvoice :uantity QM Ordered :uantity
R. $nvoice :uantity QM &eceived :uantity
Contacts
$n this region you can maintain the names of the persons5 "hom you might be
interacting "ith tin future and other relevant details about hem like their contact
Page 33 of 73

number5 title etc.5 the information you maintain here is for reference purpose
only and not used by any of the payables programs.
Accounting
!s "e have enabled the multiple organi;ation support feature5 values has to be
entered only at the site level.
+iability !ccount pecify the suppliers +iability !ccount. )he value
defined at the financial options level defaults to the supplier level. 4ormally the
same liability account "ill be used for all supplier sites.
#repayment !ccount pecify the suppliers #repayment !ccount.
)he value defined at the financial options level defaults to the supplier level.
4ormally the same liability account "ill be used for all supplier sites.
Page 3) of 73

Perio* Closing
Overvie"
$n Oracle transaction are recorded for periods defined in the Calendar. Once
you ensure all the transactions are entered into the system for a particular
period5 then that period can be closed for transactions.
)here are three statuses for the #ayables control #eriod.
a. 4ever Opened it refers to the period that had never been opened so far.
)ransactions cannot be entered and reports cannot be taken for this period.
Page 3. of 73

b. Open it refers to the period that had been opened for
transactions. )ransactions can be entered and reports can be taken for this
period.
c. Closed it refers to the period that had been closed for transactions.
)ransactions cannot be entered and reports can be taken for this period.
Re-orts
Re-orts relating to Perio* Close
1+ Accounts Payable Trial #alance
3se the !ccounts #ayable )rial 'alance &eport to verify that total accounts
payable liabilities in #ayables e/ual those in the general ledger. )o reconcile
Page 33 of 73

these balances you can compare the cumulative total liability provided by this
report "ith the total liability provided by your general ledger.
Click on 8ie" Output 'utton to 8ie" the &eport
%+ Poste* In8oice Register
3se the #osted $nvoice &egister to revie" accounting lines5 summari;ed by
invoice5 that have been transferred to general ledger. 'ecause it presents
amounts that have been charged to liability accounts5 this report is valid only for
an accrual set of books. )he #osted $nvoice &egister is primarily a
reconciliation tool. 3se this report along "ith the #osted #ayment &egister and
the !ccounts #ayables )rial 'alance &eport to reconcile balances bet"een
Page 37 of 73

#ayables and your general ledger. )o make their output easier to read5 each of
these reports can be generated for a single liability account.
3+ Poste* Pay&ent Register
3se the #osted #ayment &egister to revie" accounting lines5 summari;ed by
payments that have been transferred to general ledger. 'ecause it presents
amounts that have been charged to liability accounts5 this report is valid only for
an accrual set of books. 6ou can submit the #osted #ayment &egister for one
payment <ournal entry batch or all payment <ournal entry batches+
upplier &eports
Page 3; of 73

Su--lier Pay&ent <istory Re-ort
3se the upplier #ayment .istory &eport to revie" the payment history for a
supplier5 or a group of suppliers "ith the same supplier type. 6ou can submit
this report by supplier or supplier type to revie" the payments you made during
a time range you specify.
Once the &e/uest is completed5 verify the output. $t "ill generate an output
Accounts Payable Perio* En* Close Proce*ure
?. (etermine "hether any checks are unaccounted for.
&un the %issing (ocuments &eport.
If c6ec/s are &issingA
L. +ocate the missing checks.
R. 8oid the missing checks.
tamp 8O$( on each check and destroy.
S. 4otify the !ccounts #ayable upervisor that all checks are accounted for.
T. 8erify that all re/uests for payment have been entered.
U. 8erify that all manual checks have been recorded.
V. 8erify that documents have been processed.
&evie" the referral suspense file.
Ensure that all documents that should have been processed have been
processed.
N. &eport invoices on hold.
&un the $nvoices on .old report.
&evie" the report.
&esolve problems.
Page 3= of 73

K. #rohibit entry of payables transactions for the fiscal period.
$nform employees that data entry is suspended until further notice.
?@. +ist all of the general ledger account entries made during the period..
elect Expense (istribution (etail &eport.
??. (etermine "hether general ledger account distribution errors exist.
&evie" the Expense (etail (istribution report to identify any account
distribution errors.
If *istribution errors e2istA
?L. $dentify the errors on the Expense (etail (istribution report.
!nnotate the report "ith the corrections.
?R. (eliver the annotated report to an !ccounts #ayable Clerk.
?S. Correct the account distribution errors.
?T. $nform the !ccounts #ayable upervisor that account distribution errors
have been corrected.
?U. #rint a listing of aged accounts payable balances and a listing of all checks
"ritten during the period.
&un the !ccounts #ayable )rial 'alance &eport.
&un the #ayment &egister.
?V. 8erify the current accounts payable aging.
Complete an !ccounts #ayable &econciliation.
Compare the total of the ne" aging "ith the prior aging after adding vouchers
and subtracting payments.
If t6e aging is correctA
?N. Correct the source of the differences.
?K. 8erify that the corrections have been made.
&e-run the !# )rial 'alance &eport.
&e-run the #ayment &egister.
L@. &eprint the general ledger account entries made during the period.
ubmit the $nvoice !ccounting (etails report.
L?. )ransfer !# transactions to *+.
ubmit the #ayables )ransfer to *eneral +edger program.
&evie" the !ccounts #ayable Cournal Entry Exception report.
3nless there are no exceptions5 Oracle #ayables automatically prints this report
after you initiate posting in Oracle #ayables.
&esolve any items that do not transfer.
LL. Close accounts payable transactions.
LR. #rint the close reports.
#osted $nvoice &egister.
#osted #ayment &egister.
LS. $nform employees that data entry may resume.
LT. Complete a Cournal Entry form.
LU. !ttach the #osted #ayment and $nvoice &egister to the Cournal Entry form.
LV. (eliver the Cournal Entry form to the Controller.
LN. 8erify that the <ournal entry is correct.
Page 7> of 73

)he <ournal entry should conform to *enerally !ccepted !ccounting #ractices
(*!!#) as they affect the Company7s fiscal policy.
8erify that the appropriate accounts are affected.
8erify that the magnitude of the accounts payable distribution to each
department is reasonable.
8erify that all transactions associated "ith accounts payable are recorded in
the database.
(iscuss any problems "ith the !ccounts #ayable upervisor.
)his may involve updating the <ournal entry "ithout returning it to the !ccounts
#ayable upervisor.
If an a*Eust&ent is re:uire*+
LK. 4ote the problem on the Cournal Entry form.
R@. &eturn the Cournal Entry form to the !ccounts #ayable upervisor.
R?. !pprove the <ournal entry.
ign the Cournal Entry form.
RL. &eturn the Cournal Entry form to the !ccounts #ayable upervisor.
RR. Complete a Cournal Entry form for the re/uired ad<ustment.
-ill out a Cournal Entry form including the correcting amounts and the
appropriate accounts.
!ttach supporting documents.
)his is a nonstandard <ournal entry. 4umbering is assigned by the *eneral
!ccounting %anager.
RS. !pprove the <ournal entry(s).
ign the Cournal Entry form(s)
RT. (eliver the Cournal Entry form(s) to the *eneral !ccounting %anager.
RU. #urge the accounts payable database of detail more than t"o years old.
RV. 4otify the Cost !ccounting %anager that accounts payable transactions are
completed for the fiscal period
?Note5 T6e abo8e &entione* ste-s regar*ing Perio* Close are t6e
suggeste* -roce*ure t6at co&-anies follo( for Perio* Closing (it6in AP+
P$$ s6oul* (rite u- t6eir o(n -roce*ure to close a -erio* (it6in APB
E2ercises
Ex-@? Create %anual $nvoice
$nvoice )ype 0 tandard
upplier - Office upplier $nc
(istribution et: -&)
8alidate5 Create !ccounting and 8ie" Cournal Entries
Ex@L %atch #O 1 $nvoice "ith $nvoice
Create One %anual $nvoice and )ry to %atch "ith #O
Page 71 of 73

(4ote: #O should be created and !pproved in #urchasing5 and the %atch
Option should be set to L 2ay)
Create One %anual $nvoice and %atch "ith the &eceipt Option
(4ote : #O hould be created5 !pproved and &eceived the $tem in the
#urchasing %odule and the %atch Option of the #O should set at R 2ay)Ex-@R
(ebit %emo 1 Credit %emo
Create (ebit %emo $nvoice
$nvoice )ype 0 (ebit %emo
upplier 0 Office upplier $nc
!mount - QR@@=
%atch this (ebit %emo to an $nvoice.
Ex-@S -oreign Currency $nvoice
Create %anual $nvoice "ith the Currency as !3(5 8alidate and Create
!ccounting.
(4ote: the &ate )ype and Exchange &ate for the )ype you Entered)
E9-@T &ecurring $nvoice
Create &ecurring $nvoice )emplate for R %onths and generate the $nvoice on
!dvertisement Expenses during the period Oct-@V5 4ov-@V and (ec-@V.
Ex-@U #repayment $nvoice
Create #repayment $nvoice5 8alidate5 Create !ccounting and make payment
through :uick pay.
%atch that #repayment invoice "ith the tandard invoice.
#ractice apply and unapply the #repayment $nvoice against the tandard
$nvoice
Ex-@V #ayments
%ake payment of the Created $nvoice in the -ollo"ing 2ays
%ake #ayment from the $nvoice 2ork 'ench (:uick #ay)
%ake #ayment from the #ayment 2ork 'ench (ingle #ayment)
%ake #ayment from the #ayment %anager
2eb #age ('atch #ayment)
Ex-@N upplier
Create A#C Su--lier (it6 t6e follo(ing etails
!ddress
'ank !1C
#urchasing
Page 7% of 73

&eceiving
Contacts
!ccounting
K. Create #ayment )erms ($mmediate5 -ixed days5 -ixed (ate5 $nstallment5
Calendar and #roxima).
?@. Create a -ull (istribution and a keleton (istribution.
??. Create a &ecurring $nvoice.
?L. Create an Expense &eport $nvoice.
?R. !pply .olds and &eleases to an $nvoice or $nvoices.
?S. Create a :uick $nvoice.
?T. Create a %anual #ayment5 a :uick #ayment and a &efund.
?U. Create a #repayment $nvoice5 pay it and apply it to an $nvoice.
?V. Create a -oreign Currency $nvoice and make a foreign currency payment.
?N. %ake a future dated payment.
?K. Create an !ging 'ucket Calendar and run the $nvoice !ging &eport.
L@. %ake a top #ayment
L?. 8oid a #ayment
Page 73 of 73

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