Oracle Application

Procure to Pay Cycle

August 2008
External Document
VERSION 1.0

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Table of Contents
Maintain Supplier....................................................................................................1
Sourcing Rules........................................................................................................4
Purchase Requisition..............................................................................................7
Purchase Order.....................................................................................................12
Receiving Goods....................................................................................................19
Creating Invoice....................................................................................................24
Creating & Applying Prepayment..........................................................................31
Accounts Updating................................................................................................38

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Maintain Supplier
Select the responsibility Purchasing Super User
Go to Supplier Base Suppliers

Enter the required information under various Tabs and click on sites
Enter the site information under various Tabs and save it.

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It will create supplier and supplier number

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Approve Supplier
Go to Supplier BaseApproved Supplier List

Select the item for which the supplier is to be approved. Enter the details and save it.

Sourcing Rules
Defining A new Sourcing Rule
Go to Supplier Base Sourcing Rules

Enter the details to define a new sourcing rule and save it

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Assigning Sourcing Rule

Go to Supplier BaseAssign Sourcing Rules

Give a assignment set name

Enter the organization, item and sourcing rule information and save it

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Purchase Requisition
Go to Requisitions Requisitions

Fill up the details and save it.

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After you save it, it will generate a Requisition number. Click on Approve Tab

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Mark the check box Submit for approval and press OK

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Go to RequisitionsRequisitions Summary

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Enter the Requisition number and press find

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Status will appear as Approved

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Purchase Order
Go to AutoCreate

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Enter requisition number and press find

Auto create Documents appears, Choose Create in Action Field and press Automatic Tab
R

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Enter the details and press Create

It will create a Purchase Order and displays the PO details. Press Approve

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Mark the check box Submit for Approval in Approval Field and press OK

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Go to Purchase Orders Purchase Order Summary

Enter the PO number and press Find Status should appear as Approved

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Receiving Goods
Go to ReceivingReceipts

Enter PO number and press Find

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Enter the Quantity Received and other details and mark the check box at the left side of
Quantity Field. Then save it

Go to Receiving Receiving Transactions

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Enter the Purchase Order number and press Find

Enter the Sub-inventory, Locator and other details

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Mark the check box and save it

Go to Receiving Receiving Transactions Summary, Select the warehouse number and

Check for the transaction details

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Creating Invoice
Change the Responsibility to Payable Manager
Go to Invoices EntryInvoices Batches

Enter a Batch Name and press Invoices

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Enter the details and press Match

Enter the Purchase Order number and press Find

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Enter the Details and Mark the check box and press Match

In Invoices form press Actions

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Mark the check box Validate and press OK

In Invoices form again press Actions and in Invoices Actions form mark the check boxes
Pay in Full and Create Accounting and press OK

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To see the Invoice Overview press Invoices Overview

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Creating & Applying Prepayment

Go to Payables Invoices Entry Invoices

Enter the invoice type as Prepayment and provide the other details as in a normal invoice.

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Select the prepayment type as Temporary to apply this prepayment to future invoices and
save the invoice.

Enter the invoice amount distributions in the under the item type and specify the account
number and save the information.
Click on Actions tab and select validate and press ok to validate the invoice.

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Click on Actions tab again and select Pay in Full and Create accounting. Press ok.

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The payments window will be opened.

Select the document and save the information.

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If you query the invoice, the status can be seen as available.

In procure to pay cycle, when the invoice has been created for the particular supplier, a note
will be shown.

Press ok and continue. Create a regular invoice and validate it.

If the prepayment is to be applied to this invoice then the payment terms for this invoice
should be the same as the prepayment invoice.
And also the GL date should be after the GL date of prepayment of invoice.

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Click on Actions tab and select Apply/Unapply Prepayment and press ok.

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In this form, select Apply. Give the GL date and amount against the prepayment. Click on
Apply/Unapply.

The payment has been made against the prepayment. Create accounting for the invoice and
continue with the cycle.

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Accounts Updating
Go to requests and Submit a new request Payable Transfer to General Ledger

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Select the request and press View Output

Go to Requests and Submit a new request Accounts Payable Trial Balance

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Select the request and press View Output

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Change the responsibility to GL Super User

Submit a new request Program-Automatic Posting

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Submit a new request Trial Balance-Detail

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