EE Payables Support Guide

Hudson’s Bay Company Oracle AMS
Payables
Support Guide
Oracle ERP
HBC Oracle Payables Support Guide
…
Audience for This Guide
Oracle Applications Practitioner starting work on Oracle AMS engagement having Oracle Payable
implemented
Payables Functional consultant seeking information about Payables processes and navigations
Payables Technical consultant seeking information about Payables processes and navigations
How to Use This Guide
This guide contains information you need to understand and use Oracle Payables
This guide gives conceptual understanding on Retail Industry payables processes and interfaces for
Vendor inputs.
Customizations around Invoice import, payment processes, and electronic payments are available in this
guide
Refer table of contents to navigate to necessary page.

Refer screen shots for more details
Job names, directory paths, Interface codes like AP0xx are customer specific.
Those may be ignored
This guide can be considered as reference to build similar one for another customer for AMS
engagements
Page 2 of 104
…
Table of Contents
..................................................................................................................................................................................................
TABLE OF CONTENTS...............................................................................................................................................................3
INTRODUCTION..........................................................................................................................................................................6
VENDOR MAINTENANCE.........................................................................................................................................................7
VENDOR DEFINITION FIELDS...............................................................................................................................................................7
Pay Group (Pay_Group_lookup_code)..................................................................................................................................7
Payment Priority (Payment_Priority)....................................................................................................................................8
Page 3 of 104
…
Vendor Type (Vendor_type_lookup_code (at vendor level ))................................................................................................8

Always Take Discount (Always_take_disc_flag)..................................................................................................................10
Pay Date Basis (Pay_date_basis_lookup_code)..................................................................................................................10
Payment Method (Payment_method_lookup_code).............................................................................................................10
Terms Date Basis (Terms_date_basis).................................................................................................................................10
Allow Calculation Lever Override (Auto_tax_calc_flag)....................................................................................................10
Freight Terms (Freight_terms_lookup_code (at site level))................................................................................................10
Terms (Terms_id).................................................................................................................................................................10
Invoice Currency (Invoice_currency_code).........................................................................................................................11
Payment Currency (Payment_currency_code)....................................................................................................................11
Attributes..............................................................................................................................................................................11
Invoice Match Option (Match_option).................................................................................................................................16
Use Offset Taxes (Offset_tax_flag).......................................................................................................................................16
FOB (FOB_LOOKUP_CODE)............................................................................................................................................17
EMPLOYEE VENDOR SETUP.............................................................................................................................................................18
MERCHANDISE VENDOR SETUP........................................................................................................................................................19
PAYABLES PAYMENT PROCESS..........................................................................................................................................20
PAYMENT SETUP.............................................................................................................................................................................20
PAYMENT PROCESS SUMMARY...........................................................................................................................................................22
EVERGREEN CHECK PRINTING...........................................................................................................................................................23
PAYABLES QUICK CHECK PROCESS..................................................................................................................................................23
PAYMENT BATCHES........................................................................................................................................................................26
REPRINTING CHECKS.......................................................................................................................................................................33
VOIDING CHECKS...........................................................................................................................................................................34
INVOICING..................................................................................................................................................................................35
INVOICE BATCHES..........................................................................................................................................................................35
Invoice Batches field definitions from AP user guide..........................................................................................................35
INVOICE HEADERS..........................................................................................................................................................................37
Invoice Types........................................................................................................................................................................38
Invoice level Flexfields.........................................................................................................................................................39
Invoice Distribution level Flexfields....................................................................................................................................42
Invoice Holds........................................................................................................................................................................43
Invoice Payments..................................................................................................................................................................46
Invoice Field definitions from AP User manual...................................................................................................................49
ELECTRONIC PAYMENTS (EFT)..........................................................................................................................................56
BANK SETUP.................................................................................................................................................................................56
PAYMENT FORMAT SETUP...............................................................................................................................................................59
VENDOR (SUPPLIER) SETUP........................................................................................................................................................60
VENDOR (SITE) SETUP..................................................................................................................................................................62
INVOICE SETUP..............................................................................................................................................................................67
Invoice Distributions............................................................................................................................................................70
PAYMENT BATCHES AND PAYMENTS.................................................................................................................................................71
EXTERNAL INTERFACES.......................................................................................................................................................72
AP INBOUND (INVOICES)................................................................................................................................................................72
MANUAL ENTRY PROCESS...............................................................................................................................................................73
AP INBOUND (NON-INVOICE)..........................................................................................................................................................74
AP OUTBOUND.............................................................................................................................................................................74
COMMON INTERFACE UTILITY (CIU)...............................................................................................................................81
CIU ERROR MESSAGES..................................................................................................................................................................82
CIU AP STANDARD FILE FORMAT (FOR FEEDS INBOUND TO ORACLE AP)............................................................................................84
Page 4 of 104
…
AP AUDIT.....................................................................................................................................................................................89
CONNOLLY AUDIT..........................................................................................................................................................................89
GOVERNMENT AUDIT – CCRA.......................................................................................................................................................90
USER CONTACT LIST..............................................................................................................................................................92
ORACLE APPLICATION RESPONSIBILITIES...................................................................................................................92
JOB SCHEDULING....................................................................................................................................................................92
APPENDIX...................................................................................................................................................................................93
PAYMENT TERMS ..........................................................................................................................................................................93
Due or Discount Date Region..............................................................................................................................................96
To define payment terms.......................................................................................................................................................97
TROUBLESHOOTING.......................................................................................................................................................................102
Page 5 of 104
…
Introduction
Generally there is a hierarchy of attributes carried through the system. The Vendor is setup with certain
attributes and as an invoice comes is, it can override these vendor attributes. Then as the payment process
is run it can override invoice attributes.
VENDOR  INVOICE  Payment Schedules
Page 6 of 104
…
Vendor Maintenance
All HBC suppliers which need to be paid are in the Oracle database. Non-payable vendors are suppliers
that are paid outside of the Oracle system (manual checks, etc). HBC employees are setup as non-payable
vendors.
It is HBC policy that a vendor must have an MMVA contract to be a payable vendor. This is a business
process required before a vendor is created.
HBC vendor data is kept in Oracle AND Retek databases. As vendors are updated in Oracle, they are
interfaced to Retek (AP020 Daily every 2 hours 8am-6pm). Note that there is no Retek to Oracle
interface, so if a change is made in Retek, it is not reflected in Oracle. This causes potential problems.
Each supplier has one supplier ID and possibly multiple vendor sites. At HBC the vendor site is referred
to as vendor number.
Details on Supplier setup are in AP User guide Pages 41-51
Vendor definition fields
Pay Group (Pay_Group_lookup_code)
Used to select invoices for payment in a Payment Batch.
The following are defined at HBC:
Page 7 of 104
…
EXPENSE – Expense for non-payables vendor

EMPLOYEE – HBC Employee / EES (EFT)
NET MDSE – Merchandise vendor (Check)
Payment Priority (Payment_Priority)

Priority level associated with group.
Numeric, Not NULL
Vendor Type (Vendor_type_lookup_code (at vendor level ))

Used to group suppliers for reporting purposes. The Type code is also interfaced to Retek.
Page 8 of 104
…
Classification Tab
Field Names and
Definitions
NOTE: Any field not being utilized by HBC, will not be

included in the field and definition section below:
Page 9 of 104
…
Always Take Discount (Always_take_disc_flag)

Enable this option to have Payables always take an available discount for a supplier, regardless of when
you pay the invoice.
Pay Date Basis (Pay_date_basis_lookup_code)

The Pay Date Basis for a supplier determines the pay date for a supplier's invoices, eg. due or discount.
Payment Method (Payment_method_lookup_code)

Method of payment or means of funds disbursement (eg. Check, wire, Electronic).
Terms Date Basis (Terms_date_basis)

Date from which Payables calculates a scheduled payment for a supplier.
System. When invoices are entered, Payables defaults the system date as the terms date.
Goods Received. When invoices are entered, Payables prompts the user to enter the date that the goods
were received which populates the terms date.
Invoice. When invoices are entered, Payables defaults the invoice date as the terms date.
Invoice Received. When invoices are entered, Payables prompts the user to enter the date the invoice was
received as the terms date.
Allow Calculation Lever Override (Auto_tax_calc_flag)

Allows for changes to the calculation level. Usually set to ‘T’.
Freight Terms (Freight_terms_lookup_code (at site level))

Determines whether the supplier or HBC pays for freight charges. HBC outlines policies in the Routing
Guide. Used by RETEK to calculate freight dollar amounts.
E.g. cc.
Terms (Terms_id)
Payment Terms specify the date(s) payments are due to the supplier and include any applicable
percentage discounts if paid on the stipulated date. Note the payment terms are defined outside of this
screen. See Payment Terms section for details on this setup.
Page 10 of 104
…
Invoice Currency (Invoice_currency_code)

Currency in which the HBC will be invoiced.
CAD or USD
Payment Currency (Payment_currency_code)

Currency in which the supplier will be paid.
CAD or USD
Attributes
Most of the flex fields are used for Retek system interfaces. These are the descriptive flex fields for the
site level
Page 11 of 104
…
Page 12 of 104
…
These Function codes are set up for the Retek System, they are an explanation of what type of a function
does this vendor provide. It does not mean much to finance.
Page 13 of 104
…
Retek indicator is a categorization of payables and non payable vendors by banner.
Page 14 of 104
…
This is rule for how the check will be delivered to vendor.
Page 15 of 104
…
Invoice Match Option (Match_option)

Determines whether invoices will be matched to Oracle Purchase Orders vs. receipts.
Purchase Order – there is a purchase order for this invoice to be paid (2-way matching)
Receipt – there is a receipt, invoice and a purchase order for the invoice to be paid (3-way matching)
Use Offset Taxes (Offset_tax_flag)

The user can use offset taxes to record taxes on invoices while offsetting the tax liability. Usually set to
NULL. This indicates that offset account will be used as liability account is used. Usually Tax code is
passed at the invoice level, if you want to add tax lines automatically to the site, use this field to set the
default tax calculation.
E.g., We set the site code to Bay-GST and created an invoice, so the tax line gets created automatically
like this:
Page 16 of 104
…
FOB (FOB_LOOKUP_CODE)
Free On Board indicates where HBC takes ownership of the goods. Used by Retek. Tells if vendor or
HBC pays for the freight fees.
Page 17 of 104
…
Employee Vendor Setup

All HBC employees are setup in Oracle to allow EES payments. Employees are loaded by the employee
loader of EES process. The following are the criteria for such a record:
VENDOR_TYPE_LOOKUP_CODE = EMPLOYEE
PAYMENT_METHOD_LOOKUP_CODE = EFT
VENDOR_SITE_CODE = OFFICE
SELECT *
FROM po_vendors v, po_vendor_sites_all vsa
WHERE v.vendor_id = vsa.vendor_id AND v.vendor_name LIKE '%LUSANNE%'
Page 18 of 104
…
Merchandise Vendor Setup

These are vendors that supply merchandise that HBC sells at stores.
Note the Inactive_date must be null for the site to be active. (Retek does not currently receive the change
to this field and this causes problems).
Bank accounts and EDI info do not have to be setup at supplier level, they are on site level.
SELECT *
FROM po_vendors v, po_vendor_sites_all vsa
WHERE v.vendor_id = vsa.vendor_id AND v.vendor_name LIKE '%Pepsi-Cola Canada
Beverages%'
Page 19 of 104
…
Payables Payment Process

HBC uses Oracle Payables to create payment to the vendors that they deal with. COFI and non-COFI
vendors are processed via payables. Each vendor can be payable or non-payable. This process includes
creation of a check based on invoices and their payment terms. The payment process is a business
functionality that the user schedules based on when they need a payment group processed.
Each payment needs to have an invoice. If an invoice is paid, it is paid in full. A payment can be for
multiple invoices. For a payment to be valid, the vendor must be defined in the system as a payable
vendor. All accounting entries are generated by invoicing NOT the payment.
As a payment is made the invoice distribution line is updated with the paid amount.
E.g.
SELECT *
FROM ap_checks_all c, ap_invoice_payments_all ip, ap_bank_accounts_all ba
WHERE c.check_number = '0135851' AND ip.check_id = c.check_id AND c.bank_account_id = ba.bank_account_id
Payment setup
Set up Document Number ????????????, Bank and Format type. (see Electronic payment section for
sample)
Page 20 of 104
…
Page 21 of 104
…
Payment process summary
1. enter payable supplier (vendor)

2. enter invoice for supplier
3. approve invoice
4. pay invoice (quick check or batch payment)
5. check can be reprinted or voided if required
Page 22 of 104
…
Evergreen check printing

All checks go through Evergreen process to format the checks before they are printed. The payment
process calls a custom program to create the Evergreen interface. The program will create a file on the
Evergreen server. Evergreen process will format the checks and put them on our print queue that point to
the check printers.
Payables Quick Check Process

Quick check is a method of producing an instant check based on some form of urgency by the
vendor/business. Quick checks are the same format as regular (batch) checks. Sysunix created a test print
queue to run Quick Check print tests in CDV.
Follow A.P. user guide (page 154) to create a quick check. You need to create an invoice first before you
can pay it.
Page 23 of 104
…
New printer is created for testing of checks.
Page 24 of 104
…
New printer is for queue newchq. lp9 printer is production check printer…. Careful!!!
For testing the check will then go into the queue. Ask Waqar (networking) to printing the test check that
was created by Evergreen.
CM job is submitted to print the check.
Page 25 of 104
…
Output is the check… see document Format Payments (Evergreen, La_060508

EVENGREEN CHECK OUTPUT from Printing job.txt for an example.
This sends the check to the print queue. Waqar can release it to the test printer.
Payment Batches
Create a payment batch when you want to print a number of checks. Most time it is based on an Invoice
batch. Each payment batch can only have one currency. This applies even if the Invoice batch is mixed
currency. Thus, to pay such an invoice batch, you need to create multiple payment batches (one for each
currency). Payments are made on invoice payment terms.
Page 26 of 104
…
Note the currency is selected for the invoices to be paid.
Page 27 of 104
…
Select Actions ->
Page 28 of 104
…
Click OK. This submits a CM request.
Once the CM request is done the Status becomes Built
Page 29 of 104
…
Check that there are invoices in the batch that were selected.
Page 30 of 104
…
Select Actions ->
Page 31 of 104
…
Note the Print Preliminary Register option creates a report of checks printed (if you need it).
Go to CM and see the job.
Page 32 of 104
…
Reprinting checks
Page 33 of 104
…
Voiding Checks
Void checks that are not needed (if a user created a check with a mistake on it). Do this:
Page 34 of 104
…
Invoicing
Invoices are created for payment to vendors, employees and expense suppliers. Invoices usually come in
invoice batches. A batch is a collection of invoices. Batches can contain multiple vendors’ invoices.
Various validations occur in a batch to ensure the batch is processed.
Vendor invoices are entered via batches (CIU) or manually (in application or via Excel spreadsheet with
AP upload process). Most invoices come through Retek (AP001) and qLogitek (AP008 and AP009).
Invoice Batches
An invoice batch contains a summary of all its invoices (total invoice count and total dollar amount). To
create an invoice, you need an invoice batch. CIU will automatically create a batch. If you are creating
manual invoices, a batch must be created first and then the invoices are added to it. Automatic batches
usually follow the naming convention of: SYSTEM INTEFACE DD-MMM-YY ## (e.g. RETEK
ZELLERS 01-MAR-08 01)
Invoice Batch date has to be in an Opened AP period.
Invoice Batches field definitions from AP user guide
Invoice Batch
Window Field Names
Definitions

Field Name Definition

Date The Date the Invoice Batch was entered
into Oracle.
Batch Name Name that was assigned to the Invoice
Batch.
Invoice Type The type of invoice will determine which
processing options Payables makes
available.
Standard. An invoice or adjustment for
amounts owing to a supplier for goods or
services.
Page 35 of 104
…
Credit Memo. A credit note for amount

owing from a supplier.
Debit Memo. A charge to the supplier for
amounts owing from the supplier.
Expense Report. A document detailing
expenses incurred by an employee. (N/A)
Pmt Terms Payments Terms specify the date(s)

(Debit/Credit payments are due to the supplier and
Memos) include any applicable percentage
discounts if paid on the stipulated date.
At the Batch level, the Payment Terms

field is only to be used for Debit and
Credit Memos. The term of IMMEDIATE
is always applicable. The field is to be left
blank for Standard Invoices.
Count Difference The difference between the Control Count
and Actual Count
Amt Difference The difference between the Control
Amount and Actual Amount
Control Count The number of Invoices within the batch.
Control Amount The sum of the invoice amounts in the
batch
Actual Count Displays the number of invoices entered in
the batch.
Actual Amount Displays the sum of the invoice amounts
entered into the batch.
Page 36 of 104
…
Invoice Headers
An invoice contains header and distribution lines. Each invoice contains a payment to one vendor, but
can contain multiple distribution lines. Invoice number has to be unique. Currency is CAD or USD.
Tax calculation is set to ‘Tax Code’ to allow a tax distribution line to be automatically created.
GL Date on the invoice has to be in the current Opened GL and AP periods.
Page 37 of 104
…
Invoice Types
Standard
– HBC owes Vendor
– Vendor payment terms are NULL and will be populated from the vendor terms setup for the site
(unless an override is required)
– Can be negative or positive (as long as the total is positive)
– Most invoices are this type
Debit Memo
– Vendor owes HBC
– Payment terms are Immediate
– Seldom used at HBC
Credit Memo
– HBC owes Vendor, but since the amount is negative, the Vendor Owes HBC the amount
– E.g. RTV batch
Page 38 of 104
…
– Payment terms are Immediate

– Generally batch total amount is negative
– Gets deducted from vendor’s payments
Invoice level Flexfields
Page 39 of 104
…
Definition of the flexfields:
Page 40 of 104
…
Transaction codes
Categorization of interface invoice types. E.g. 401 = Retek, 401 = nZoom, 101 = Adjustments
PO Number
Legacy PO number from Retek interface
Import Invoice / CSA Indicator

Populated by Retek. Import Invoice (not 0 or NULL) is import Invoice number that tells you that the
merchandise is off-shore (Import). CSA Indicator if it is ‘Y’ then this invoice is an off-shore invoice
where the truck dies not have to stop at the border for inspection. (So the vendor is self-assessed). If the
CSA is NULL then the truck does have to be inspected at the border.
Note: this is important for import vendors. Some are self-assessed some are not. If questions arise, check
these flags on the invoice.
Page 41 of 104
…
Invoice Distribution level Flexfields
All of these values come from Retek for 401 type invoices. For adjustments they are typed in and sent
back to Retek.
Retail Value is important to Retek for adjustment invoices (type 101). If an adjustment is made it is sent
to Retek in AP039 interface.
IIN number is sometimes populated for Import type invoices.
Page 42 of 104
…
Invoice Holds
Certain Invoice errors make the invoice go on Hold, and thus Not Approved/Paid until the Hold is
cleared. For hold types refer to document Summary of Invoice Hold Names.doc.
E.g. Total of invoice distributions does not equal invoice amount so the invoice is on HOLD.
Click HOLDS to see the details
Page 43 of 104
…
Total of invoice distributions does not equal invoice amount. Fix the hold as required. Then revalidate.
Page 44 of 104
…
Page 45 of 104
…
Invoice Payments
You can see payment history for a given invoice.
To see payments for invoices Click Payments
Page 46 of 104
…
Click Payment Overview
Page 47 of 104
…
Page 48 of 104
…
Invoice Field definitions from AP User manual
Invoices Window The Invoices window will appear with the Invoices listed based on
Field Names and the criteria entered in the Find Invoices window. The buttons on
Definitions the bottom of the window may or may not appear depending on
the user access.

Type The type of invoice will determine which

processing options Payables makes
available.
Standard
Credit Memo.
Debit Memo
Expense Report
See page 117 for descriptions on the
different types.
Supplier The Supplier is the person or business that
supplied us with goods or/and services.
Supplier Num The Oracle number that is assigned to the
supplier.
Site The Supplier Site number is the Retek
Vendor number. The Site in Oracle
contains many of the attributes for the
Supplier and all payments are made at the
site level.
Page 49 of 104
…
Voucher Number A value assigned to an invoice for internal

tracking purposes.
Invoice Date The date on the invoice.
Invoice Num A value the supplier assigns to an invoice.
This invoice number must be unique for
the supplier.
Invoice Amount The dollar value of the invoice.
Terms Payments Terms specify the date(s)
payments are due to the supplier and
include any applicable percentage
discounts if paid on the stipulated date.
At the Batch level, the Payment Terms

field is only to be used for Debit and
Credit Memos. The term of IMMEDIATE
is always applicable. The field is to be left
blank for Standard Invoices.
Description A description of the goods and services
listed on the invoice. The description
appears on the Payment document
remittance.
Date Invoice The date the invoice was received from the
Received supplier
Pay Alone If checked, the invoice is paid with its own
payment document without including other
invoices for the supplier.
Pay Group Used to select invoices for payment in a
Payment Batch.
Terms Date The date from which Payables calculates
an invoice scheduled payment
GL Date The date the invoice gets posted to the
General Ledger.
Payment Method Method of payment or means of funds
disbursement. E.g. Cheque
Batch Name The name of the batch in which the invoice
was processed.
[Click] on the invoice to see the details of the invoice.
NOTE: If you are unable to [click] on the invoice, refresh the

window or press the <DOWN ARROW> or <UP ARROW> key
to move to the Invoice.
[Click] on to see an overview of the

invoice.
Page 50 of 104
…
[Click] on the button. The Invoice Holds window

will appear. If an invoice has been placed on hold this window
will contain the details concerning the hold(s). Holds can be
applied manually or by the system.
Invoice Holds
Window Field Names
and Definitions

Hold Name The name assigned to a Hold
Hold Reason The reason associated with the hold.
Release Name The name assigned to a Hold Release.
Release Reason The release reason associated with the

Release Name.
Current Record Hold Date: The date the hold was applied.
Held By: Who applied the hold, either
system or user.
Release Date: The date the hold was
released.
Released By: Who released the hold,
system or user.
[Click] on the Close (X) button to close the Invoice Holds window
and return to the Invoices window.
From the Invoices window or the Invoices Hold window, [click]

Page 51 of 104
…
on the button. The Scheduled

Payments window will appear.
Scheduled Payments
Window Field Names
and Definitions

Due Date Payables calculates the date the invoice is

due based on the invoice Terms Date and
invoice Payment Terms.
Gross Amount Gross amount due for the scheduled
payment.
Payment Priority A value assigned to an invoice that
determines how Payables selects invoices
for payment in a Payment Batch.
Payment Method Method of payment or means of funds
disbursement.
Cheque: Quick payment or a cheque from
a Payment Batch
Electronic: Electronic funds transfer file
that is transmitted to the bank for payment
Wire: Used to manually record a wire
transfer of funds between the bank and the
supplier.
Clearing: Not Applicable
Discount Date The date at which an invoice must be paid
to be eligible for a discount.
Discount The discount amount relating to the unpaid
Amount balance for a selected invoice.
Page 52 of 104
…
Amount The unpaid amount of a selected scheduled

Remaining payment amount.
Discount The first discount amount available on the
Amount unpaid amount of a selected payment line.
Remaining
NOTE: From the Scheduled Payments window the user may

also access the and buttons.
[Click] on the Close (X) button to close the Scheduled Payments

window and return to the Invoices window.
From the Invoices window, [click] on the button.

The Payments window will appear.
Payments Window
Field Names and
Definitions

Payment Method How the payment is being made.

Cheque: A manual cheque, a Quick
payment, or a cheque in a payment batch.
Electronic: An electronic funds transfer
file that is generate and delivered to the
bank for payment.
Wire: Used to manually record a wire
transfer of funds between the bank and the
supplier.
Clearing: Used for recording invoice
payments to internal suppliers within the
Page 53 of 104
…
organization.
Document Payment document number, for example,

Number cheque number.
Payment Date The date of payment (e.g. cheque date).
GL Date The date which determines the correct

accounting period
Void If the check box is checked, the payment
has been voided.
Payment The amount of the payment.
Amount
Discount Taken The amount of discount deducted when
payment was made.
NOTE: Within the Payments window, the user may [click] on
the button to access the Scheduled
Payments window.
[Click] on the Close (X) button to close the Payments window and
return to the Invoices window.
From the Invoices window, [click] on the

button. The Distributions window will appear.
Distributions Window
Field Names and
Definitions

Num Unique number for the distribution.

Type Defines the charges on an invoice:
Page 54 of 104
…
Item: Standard item such as goods or

services.
Freight: N/A
Tax: Distribution for a tax amount.
Miscellaneous: N/A
Withholding: N/A
Prepayment: N/A
Account Account charged for the distribution
amount.
Tax Code Defines the taxes that are associated with
the distribution.
[ ] FlexField The retail value applied to the distribution.
GL Date The date which determines the correct

accounting period.
Include Taxes Checked when the distribution amount
entered included tax.
Status
Accounted Payables displays Yes or No to indicate if
accounting entries have been created for
the distributions.
PO Number Purchase order to which the distribution is
matched.
Account The description associated with the

Description Distribution line.
The button is not in use.
[Click] on the Close (X) button to close the Distributions window

and return to the Invoices window.
[Click] on the Close (X) button to close the Invoices window and
return to the Navigator window.
Page 55 of 104
…
Electronic Payments (EFT)

Bank Setup
Usually EES Administrator does this for new employees.
Page 56 of 104
…
Page 57 of 104
…
Page 58 of 104
…
Payment Format Setup
Page 59 of 104
…
Vendor (SUPPLIER) setup
Page 60 of 104
…
Page 61 of 104
…
Vendor (SITE) setup
Note Site Name = ‘OFFICE’
Page 62 of 104
…
Page 63 of 104
…
Page 64 of 104
…
Page 65 of 104
…
Notice the flexfields are setup not to go to Retek.
Page 66 of 104
…
Invoice Setup
Question – How are EES records turned into Invoices for payment?
Expenses are entered into EES by employees. EES Administrator may use Expense Reports window to
modify and correct the employee expenses. In addition, you can apply advances (prepayments) to expense
reports in this window. Expense Report Import program then converts the employee expense reports into
invoices that can be paid.
Page 67 of 104
…
Sample of Employee Invoice Batch:
<<scroll right to see the important fields...>>
Page 68 of 104
…
Page 69 of 104
…
Invoice Distributions
Page 70 of 104
…
Payment Batches and Payments
Page 71 of 104
…
External Interfaces
AP Inbound (Invoices)
The following interfaces are entered into Oracle AP through custom interface utility (CIU). See CIU
section for details on the interfaces.
AP001 – Retek Merchandise Invoice Interface

AP002 – Retek Return to Vendor (RTV)
AP003 – Retek Merchandise debit notes (New store discounts)
AP004 – VATS Volume Rebate (OC/IC)
AP005 – Import Freight Invoices (Import)
AP006 – Facility Maintenance invoices (Non-Merchandise procurement)
AP007 – NPSI – Non-Merchandise Procurement & Supply Invoices (Non-Merchandise procurement)
AP008 – Various non-Retek Vendor Invoices (various vendors)
AP009 – qLogitek Invoices from Various Vendors
QLogitek processes manually generated adjustments and Non merchandise invoices. QLogitek
will provide the necessary supplier-facing technology and services required to automate the Zoom
vendor community for invoice processing. All Invoices from the Zoom vendor community will be
translated by QLogitek into a predetermined Oracle flat file in CIU format and delivered to Hbc’s
FTP site. QLogitek will leverage existing QLogitek- Client network infrastructure for this
purpose. While QLogitek may use a variety of means to assist our vendors, the three primary
methods of Invoice document interface and transport offered to the vendor community will be the
following:
1. ANSI x.12 VICS 4010 EDI 810 to VAN Interconnect or to L’eBIZ VPN (secure
FTP)
2. Oracle standard Invoice flat file to L’eBIZ VPN (secure FTP)
3. Web interface (L’eBIZ LITE)
• Note: the reason why there are multiple qLogitek files is that CIU has a limitation on
the number of different vendors that can be on the interface. So, we created multiple
interfaces to handle this.
• QLogitek places the files on our server (ccextftp01) qLogitek directory. Our script will
then move the files to our standard inbound directory for processing.
AP012 – CTC Transportation Invoices (Transportation)

AP013 - CHRIS-BRC payment requisitions (CHRIS System)
AP022 – Food Services invoices (RIA system)
AP027 – Compliance invoices (Compliance)
AP029 – Media Services invoices (Media Services)
AP052 – Licensee invoices (Licensee)
Page 72 of 104
…
Manual Entry
(MANUALLY ENTERED in Excel spreadsheet and run into CIU as part of AP008)
Manual Entry Process
Manual softcopy Invoices are entered in a standard spreadsheet and a program would convert these to an
Oracle invoice format (CIU). This interface will map softcopy invoices to Oracle Payables Standard
Inbound interface file layout. This file would then be sent to Oracle AP by FTP Jobs.
Frequency: Daily
The first step converts a Spreadsheet into a .csv file. CM job XXHBC MANUAL ENTRY INVOICES
will be run by AP office as required. This process creates an AP008_99 file in the standard UNIX
inbound directory. The standard inbound process will run as per normal on a daily basis creating the
Oracle Batches with the interface identifier ap008 and the source being ‘ManualEntry’.
The spreadsheet will reside on server CCFTP01 in a folder Manual Entry. These files are on a directory
by SSF staff that will have created access on this folder. When the create file button is entered a .csv file
will be created on the LAN drive with this naming convention. ME200471615283.csv
(MEYYYYMVVVV.CSV)
The second step is to FTP these files to the UNIX standard AP inbound directory.
The third step is to execute an interface concurrent program to format the data to the AP Standard
Inbound Layout. Some of the fields are moved directly, some others are transformed depending on which
supplier the original file comes from and finally some fields required by Oracle Payables, which are not
provided, will be derived.
For the layout of the spreadsheet refer to ‘bstfs/utest/finsys support/Project
Library/Manual entry/Manualentry.xls’
Page 73 of 104
…
Manual XXHBC MANUAL

ENTRY INVOICES
Excel Entry creates the valid file on
spreadsheet Validation the standard inbound
UNIX directory
Batch.
Oracle as Manual entry
AP008 will load file to
process with the parm
Standard inbound
Business will validate

and approve invoices
AP Inbound (non-Invoice)
AP021 – Cheque clearing transactions (cashed cheques) (RBC Bank)
- CM AP021 - LOAD ROYAL BANK FILE INTO CASH MANAGEMENT
- Every few hours daily
- Automated process
- Melissa may ask for a month-end ‘report’ from the bank file. Just send her the AP021 file for the
date she asks for.
AP Outbound
QLogitek Outbound – There is an outbound script AOL@1902 that creates a file on the ccextftp01 server
than is a confirmation of the files that HBC processed from qLogitek.
AP020 Vendor updates to Retek

- CM - XXHBCAP020
- Goes to Retek
- Vendor details
Page 74 of 104
…
AP030 Issued/Void cheque information

- CM AP030 HBC Positive Pay Report
- Goes to RBC bank on a daily basis
- Payment Details
AP031 Vendor Payment information

- CM AP031 - Vendor Payment Information
- Goes to Steps
- Payment details
AP034 Cheque Remittance details

- CM AP034 - Cheque Remittance Detail Interface
- Goes to RETEK
- Cheque details (Payment)
AP036 Vendor Balance

- CM AP036 - Vendor Balances AP to STEPS
- Goes to STEPS
- Payment Balance details
AP038 Volume of Business

- CM (AP Standard Outbound Interface)
- Goes to VOB/Vats (Gordon Woo)
AP039 Zellers ZOOM Receivers

- Goes to Retek
- All non-Retek invoices (based on Invoice transaction codes)
Page 75 of 104
…
Page 76 of 104
…
Page 77 of 104
…
AP040 Licensed Pharmacy interface

- Goes to License Pharmacy system (Gordon Woo)
AP041 DRC Outbound extract

- CM request XXHBC DRC IMAGING
- Drc Invoice Interface will supply the external Imaging Company with the AP details that it needs
for imaging purposes. Drc Invoice Interface provides the Business with the ability to run a
schedule that will automatically create a standard file on a daily basis. The FTP script puts the
file on the Hbc server for Drc to pick up.
- Sometimes some invoices are missed on the extract. If this occurs, rerun the missing day’s extract
manually and send the file. They are OK with duplicates.
AP051 – Vendor Terms to Retek

- CM request HBC Export of Payment Terms to Retek
- Goes to RETEK
AP055 Retek Clearing Account Reconciliation Outbound Process

- CM XXHBC Retek Clearing
Page 78 of 104
…
- The Outbound Retek Clearing Account Interface will provide the Retek System with all the
transactions that have been accounted for and charged to the Retek Clearing Account (21027) in
the Financial Erp System.
- Business needs a system to reconcile the debits that are provided by Financial Erp Systems
and credits that are provided by Retek subsystem on a Monthly and Yearly basis.
- Enables the business to match the AP invoice distributions with the charges that have gone
to the GP system thru Retek.
- Interface runs weekly (Sunday) with an extra run Monday of new period to catch any
invoices that were missed in the last run.
Page 79 of 104
…
AP065 – CCAT Financial Allocations Zellers

- CM - XXHBC CCAT Financial Allocations - Zellers
- Goes to Financial allocations system
Page 80 of 104
…
Common Interface Utility (CIU)

This custom utility is used to import AP invoices into Oracle. It uses a standard format for input files,
loads them into Oracle custom tables, puts the invoices into Open interface tables and Imports them into
the application.
XXHBC_AP_STD_IN_SET – Request Set
STAGE 1 HBC Run Interface XXHBC_AP_STD_CTL

Loading to Staging (xxhbcciu_run.interface – Stored (XXHBC_AP_STD_CTL – Host
Tables PL/SQL) script)
STAGE 2 HBC AP Standard Inbound

HBC AP Submit Import
Loading to Open Interface (xxhbcciu_ap_interface.submit_im
(xxhbcciu_ap_interface.validate_invoic port – Stored PL/SQL)
Interface e – Stored PL/SQL)
Payables Open Interface

Import
(APXIIMPT– Oracle report
[ceded])
HBC Interface Errors

STAGE 3 Report Invoice Validation
Run Error Report (XXHBCCIU_LST_INT_ERR - (APPRVL– Spawned [ceded])
SQLPlus)
Page 81 of 104
…
CIU Error Messages

Num Error Message Reject The Regenerate The Comments
Invoice Batch on the
Feeder System
1 Invoice Number missing Y Do not report more than 50 times the
same error
2 Duplicate Invoice Number < > for Y Do not report more than 50 times the
Vendor Site Code < > same error
3 Invoice Date missing or invalid Y Do not report more than 50 times the
same error
4 Invoice Amount missing or invalid Y Do not report more than 50 times the
same error
5 Vendor Site Code missing Y Do not report more than 50 times the
same error
6 Vendor Site Code does not exist in Y
Oracle
7 Retek Payment Terms ID < > does Y
not exist in Oracle
8 Voucher Number missing Y Do not report more than 50 times the
same error
9 Invoice Received Date mandatory for Y (see Y (see comments) If over 50 invoices are rejected, reject the
Source = ‘VENDOR FTP ZELLERS’ comments) whole batch but do not report more than
missing or invalid 50 times, otherwise reject the invoice
10 Goods Received Date mandatory for Y (see Y (see comments) If over 50 invoices are rejected, reject the
Source = ‘RETEK ZELLERS’ (or comments) whole batch but do not report more than
‘RETEK BAY’) missing or invalid 50 times, otherwise reject the invoice
11 Provided GL Date <DDMMYYY> Y Do not report more than 50 times the
Invalid or not in an Open period same error
12 Date provided in Batch Number does Y Do not report more than once
not correspond to an open GL period
13 Attribute 4 – Legacy transaction code Y (see Y (see comments) If over 50 invoices are rejected, reject the
missing comments) whole batch but do not report more than
50 times, otherwise reject the invoice
14 Sum of invoice distributions does not Y
match to the header amount
15 Invoice Line Amount missing Y Do not report more than 50 times the
same error
16 Both Accounting Code Combination Y
and Tax Identifier provided
17 Neither Accounting Code Combination Y
nor Tax Identifier provided
18 Provide Company Code is a new one Y Do not report more than 50 times the
< > same error
19 Tax Code <CO TAX> not a valid Tax Y
Code in Oracle
20 Retail Value (mandatory for Y
transaction code 405) missing
21 Retail Value (mandatory for Y Do not report more than 50 times the
transaction code 405) invalid same error
22 Transaction Code <> does not exist in Y
Oracle
For ‘Reject The Invoice’ Type errors the business will go to Oracle Open interface screen to fix the
errors as required. They will then try to re-import the batch. Input file still goes to archive directory on
UNIX.
Page 82 of 104
…
For ‘Regenerate The Batch on the Feeder System’ ask business to contact the interfacing system to fix
the batch and resend the file. The input file will go to bad directory on UNIX for audit trail.
Page 83 of 104
…
CIU AP Standard File Format (for feeds inbound to Oracle AP)
# Record Oracle Legacy Mandatory STA E Datatype/ Description Comments

Type Table.Field Name Column RT N Format
(See Abbreviations below) Name d
FILE
HEADER
1 MCR N/A N/A Y 1 3 A(3) MCR “MCR”
2 MCR N/A N/A Y 4 33 A(30) Batch Format is “APNNNYYYYMMDDhhmmss’
Number To be generated by the legacy system,
Where NNN is the interface number, for direct
vendor FTP invoices NNN = 008,
Date/Time stamp format is
YYYYMMDDhhmmss where hh is in 24 Hour
format
3 MCR N/A N/A Y 34 48 N(15) Record Total number of Header lines (HDR)
4 MCR N/A N/A Y 49 63 N(15) Count1
Record Total number of Detail lines (DDR)
Count2
5 MCR N/A N/A Y 64 65 N(2) Invoice Default to 7

Amount This is the field position of the Invoice Amount
Position in the Invoice Header record
6 MCR N/A N/A Y 66 66 A Total ‘+’ or ‘-‘. Blank = ‘+’
Amount
Sign
7 MCR N/A N/A Y 67 77 N(11) Total Total of the INVOICE AMOUNT column in the
Includes 2 Amount HEADER records
decimals
8 MCR N/A N/A Y 78 107 A(30) Source For direct vendor FTP invoices, Source is
‘VENDOR FTP ZELLERS’
9 MCR N/A N/A Y 108 240 A(133) Filler Blank
Record
Header
10 HDR N/A N/A 1 3 A(3) HDR “HDR”
11 HDR AP_HDR. Y 4 9 N(6) Vendor
VENDOR_SITE_CODE Number
12 HDR AP_HDR.INVOICE_NUM Y 10 34 A(25) Invoice Left justified
Number
Page 84 of 104
…

13 HDR AP_HDR.VOUCHER_NUM Y 35 64 A(30) Voucher “XXnnnnn_AP008_YYYYMMDD” where XX is a
Number unique code assigned to each vendor (contact
HBC AP department for unique code) and
YYYYMMDD is the file creation date.
14 HDR AP_HDR.INVOICE_DATE Y 65 72 DDMMYYYY Invoice Date Mandatory
15 HDR N/A 73 73 A Invoice Standard Invoices = no sign or “+”
Amount Credit Memos = “-“
Sign
16 HDR AP_HDR. Y 74 84 N(11) Invoice Includes total of all “Item” lines and all “Tax” lines
INVOICE_AMOUNT Includes 2 Amount
decimals
17 HDR AP_HDR.ATTRIBUTE4 Y 85 87 A(3) Legacy E.g., 148, 200 (“Claims”), etc.
Transaction Merchandise invoice use 400 or 405 (distribution
Code has cost and retail).
Non-merchandise invoice use 500.
18 HDR AP_HDR.ATTRIBUTE5 88 102 A(15) RETEK PO Leave blank (For RETEK only)
Number
19 HDR AP_HDR. 103 105 A(3) Currency Leave blank unless required (system will default to
INVOICE_CURRENCY_ Code currency code on vendor record)
CODE
20 HDR AP_HDR.TERMS_NAME 106 135 A(30) Payment Leave blank.
Terms
21 HDR AP_HDR.INVOICE_RECEIV Y 136 143 DDMMYYYY Invoiced Invoice transmission date. Mandatory for Source =
ED_DATE Received ’VENDOR FTP ZELLERS’
Date
22 HDR AP_HDR.GL_DATE 144 151 DDMMYYYY GL_DATE Leave blank. This date will be used to define the
accounting period to which the GL transactions
from the invoice will be send to
23 HDR AP_HDR.DESCRIPTION 152 201 A(50) Invoice For direct vendor FTP merchandise invoice,
Description format is “CAT=cccc,STR=ssss,PO=xxxxxxxxxx”
where cccc is the category number, ssss is the
store number and xxxxxxxxxx is the PO number.
24 HDR N/A 202 203 A(2) Retek Leave Blank (Mandatory for RETEK only)
Payment
Terms ID
25 HDR AP_HDR.GOODS_RECEIVE 204 211 DDMMYYYY Goods Invoice transmission date. Mandatory for Source
D_DATE Received = ‘VENDOR FTP ZELLERS’
Date
Page 85 of 104
…

26 HDR N/A 212 240 A(29) Filler Blank
Record
Detail
27 DDR N/A N/A 1 3 A(3) DDR “DDR”
28 DDR AP_LINES. Y 4 9 N(6) Vendor Same as HDR Vendor Number
VENDOR_SITE_CODE Number
29 DDR AP_LINES.INVOICE_NUM Y 10 34 A(25) Invoice Same as HDR Invoice Number
Number
30 DDR N/A 35 35 A Invoice Can be “+” or “-“ irrespective to whether Invoice
Distribution Amount Sign is “+” or “-“.
Line Amount Space = “+”
Sign
31 DDR AP_LINES.AMOUNT Y 36 46 N(11) Invoice A separate line must be provided for each “TAX”
Includes 2 Distribution line or for each “ITEM” line, which has a different
decimals Line Amount accounting distribution.
32 DDR N/A Y 47 48 A(2) Segment 1. Company (Operating Unit).
33 DDR N/A Y 49 53 A(5) Segment 2 Location.
If GST/QST
identifier not
provided
34 DDR N/A Y 54 57 A(4) Segment 3. Cost Centre.
If GST/QST
identifier not
provided
35 DDR N/A Y 58 62 A(5) Segment 4 Account.
If GST/QST
identifier not
provided
36 DDR N/A Y 63 67 A(5) Segment 5 Product
If GST/QST (Merchandise Category).
identifier not
provided
37 DDR N/A Y 68 73 A(6) Segment 6. Project.
If GST/QST
identifier not
provided
Page 86 of 104
…

38 DDR N/A Y 74 78 A(5) GST Value = GST, HST or QST
If (HST)/QST Either this value and Segment1 value must be
Segment2…. Identifier provided or Account Distribution
Segment6 (Segment1…..Segment6) values, but not both.
values not PST will be derived from Account Distribution.
provided
39 DDR AP_LINES.ATTRIBUTE1 Y 79 89 N(11) Retail Mandatory if Legacy Transaction code = 405
(see Includes 2 Amount.
Comments) decimals
40 DDR AP_LINES.ATTRIBUTE2 Y 90 100 N(11) Gross Cost For RETEK and NPOMS invoices
(see Includes 2 before
Comments) decimals allowances
41 DDR AP_LINES.ATTRIBUTE3 Y 101 115 A(15) Vendor For RETEK and NPOMS invoices (Left Justify)
(see Contract
Comments) Number
42 DDR N/A 116 240 A(125) Filler Blank
FILE
TRAILER
43 Trailer N/A 1 3 A(3) EOF A value of “EOF” identifies this record as the end-
Record of-file marker – the last record in the file.
44 Trailer N/A 4 240 A(237) Filler Blank
Record
Page 87 of 104
…
NOTE 1:
- Alphanumeric fields must be left justified and space filled
- Numeric fields must be right justified and zero filled.
- No decimal points or commas need to be inserted for Amount fields. They will be divided by hundred
while being uploaded to Oracle Payables
- All non mandatory fields (alphanumeric, numeric and date) must be initialised by spaces
Page 88 of 104
…
AP Audit
There are two types of audit Government and Connolly. These are extracts of data from the Oracle
system.
*** all this should be automated ***
Connolly Audit
Connolly Extract is automated now. ESP jobs are AOL@101A to AOL@115F. These jobs take care of
extraction, encryption and file transfer. Scheduled to run on First Monday of fiscal month
Extract of Payables, GL and Vendor data for audit of over/under payment of taxes. This assists the
business to get reimbursement or make payment to government. Run on a quarterly basis.
1. Request for audit comes from business

2. DBA runs extract script for production tables into files. (Scripts are supported by
DBAs). The following tables are extracted:
Ap Batches
* Ap Checks
* Ap Invoice Distribution
* Ap Invoice Payments
* Ap Invoices
* Ap Terms
* Ap Terms Lines
* Gl Code Combinations
* Po Headers
* Po Distribution
* Po Lines
3. DBA puts the files on UNIX server

4. DBA creates a directory and moves files to UNIX server.
EG:
orahprd@ccfinp03 [/stage/stan_shelina_exp]
$ ls -l *.dmp
-rw-r--r-- 1 orahprd dba 26939392 Jul 26 12:49 exp_ap_batches_all.dmp
-rw-r--r-- 1 orahprd dba 316461056 Jul 26 12:52 exp_ap_checks_all.dmp
-rw-r--r-- 1 orahprd dba 13751689216 Jul 26 13:35 exp_ap_invoice_distributions_all.dmp
-rw-r--r-- 1 orahprd dba 4082466816 Jul 26 12:59 exp_ap_invoice_payments_all.dmp
-rw-r--r-- 1 orahprd dba 81920 Jul 26 12:47 exp_ap_terms_lines.dmp
-rw-r--r-- 1 orahprd dba 192512 Jul 26 11:01 exp_ap_terms_tl.dmp
-rw-r--r-- 1 orahprd dba 38477824 Jul 26 00:26 exp_po_vendor_sites_all.dmp
-rw-r--r-- 1 orahprd dba 28012544 Jul 26 00:13 exp_po_vendors.dmp
orahprd@ccfinp03 [/stage/stan_shelina_exp]
4. These files are moved to the lan R:\BSTFS\UTEST\Finsys Support

5. IT person logs on to Connolly site and puts the files on the site.
Here are the FTP site specifics:
Page 89 of 104
…
Government Audit – CCRA

This is a government required audit. Extract of Payables, GL and Vendor data for audit of over/under
payment of taxes. This assists the business to get reimbursement or make payment to government. Run
on a quarterly basis.
1. Request for audit comes from business

2. IT person runs the scripts for the defined period (change required period in the SQL)
3. Person from the government will pick the extracts up.
4. R:\BSTFS\UTEST\Finsys Support\ccra audit\ap audit files examples are in the directory
Page 90 of 104
…
Page 91 of 104
…
User Contact List

N/A
Oracle Application Responsibilities

Payables Manager
Job Scheduling
o See Visio Diagrams for all schedules
Page 92 of 104
…
Appendix
Payment Terms
Note that the payment terms can be overwritten at payment time using the follwing screen:
Page 93 of 104
…
In the Payment Terms window (See below section), you define payment terms that you can assign to an
invoice to automatically create scheduled payments when you submit Payables Invoice Validation for the
invoice.
You can define payment terms to create multiple scheduled payment lines and multiple levels of
discounts. You can create an unlimited number of payment terms.
Payment terms have one or more payment terms lines, each of which creates one scheduled
payment. Each payment terms line and each corresponding scheduled payment has a due date
or a discount date based on one of the following:
o a specific day of a month, such as the 15th of the month
o a specific date, for example, March 15, 2002.
o a number of days added to your terms date, such as 14 days after the terms date
Page 94 of 104
…
o a special calendar that specifies a due date for the period that includes the invoice
terms date. Only due dates can be based on a special calendar. Discount dates
cannot be based on a special calendar.
Each payment terms line also defines the due or discount amount on a scheduled payment.
When you define payment terms you specify payment amounts either by percentages or by
fixed amounts.
After you define your payment terms, in the Payables Options window you can select default
payment terms that Payables automatically assigns to the suppliers and supplier sites you enter.
The payment terms for a supplier site default to the invoices you enter for the site.
Attention: If you update the payment terms on an invoice, Payables immediately recalculates
the scheduled payment for the invoice. Thus, you must re-enter any manual adjustments you
made to the previous scheduled payment. For example, if you update the payment priority on a
particular scheduled payment and then change the payment terms, Payables will immediately
recalculate the scheduled payment using the same payment priority defaults as before and you
will need to update the payment priority again.
Name. Payment term name. Use names that make it easy to identify the usage of payment
terms. For example, use 1/10 Net 30 to refer to a payment term which indicates you get a 1%
discount if you pay within 10 days and the invoice is due in 30 days. This name will appear on a
list of values with the description whenever you select a payment term.
Description. Description of payment term.
Cutoff Day. For Day of Month type terms only, the day of month after which the due and
discount dates of the scheduled payment will be in a future month. The exact month depends on
the value you enter for Months Ahead. Payables compares the invoice terms date to the Cutoff
Day. If you leave this field blank, Payables always uses the current accounting month to
determine the due and discount dates. For example, your Cutoff Day is 11, your Months ahead
is zero, and your Day Of Month due date is 15. If you enter an invoice with a terms date of
January 12, Payables will set the due date for February 15.
If you use Due Days or Fixed Date type terms, do not enter a cutoff day.
Rank. If you enable Recalculate Scheduled Payment, enter a unique value to rank your invoice
terms. 1 is the highest rank. Payables uses ranks to choose the most favorable payment terms
from the invoice and purchase order. During Payables Invoice Validation, Payables recalculates
the scheduled payment using the most favorable terms only if the Recalculate Scheduled
Payment Payables option is enabled.
% Due. The portion of an invoice due. The total of your scheduled payment lines must equal
100%. You cannot combine percentages due and amounts due for one set of payment terms..
Page 95 of 104
…
Amount. For amount due terms only, enter the amount due. Typically amount due terms have
more than one payment terms line since you must specify zero as the amount on your last
payment terms line. Payables uses the zero amount payment line to determine the remaining
amount due on the last scheduled payment.
Due or Discount Date Region
Calendar. If you enter a value in the Calendar field, Payables determines due dates for
scheduled payments by using a special calendar. A special calendar is divided into periods, and
each period has a due date assigned to it. When you assign due dates to the periods of a
payment terms calendar, you can avoid weekends, holidays, and so on. You can define special
calendars for payment terms in the Special Calendar window.
Note: If you use calendar-based terms, be sure to use calendars with periods defined for any
invoice terms date that you will use. You cannot assign calendar-based terms in the Invoices
window if there is not a period defined for the terms date. If you do so in the Invoice Gateway,
then the system will use the terms date as the due date. If you do so for an expense report, you
cannot import it.
Fixed Date. Specific month, day, and year on which payment terms are due.
% Discount. Payables uses the percentage you enter here to calculate the discount amount
available for a scheduled payment. Payables multiplies this percentage with the amount due on
the scheduled payment line to determine the discount amount available on the scheduled
payment line. In the Second and Third Discount regions, you can enter second and third
discount percentages for discounts available if you miss the first discount date. Do not enter a
value in this field if there is no discount available.
Days. Payables adds this number of days to the invoice terms date to determine the due or
discount date on your scheduled payment line. You cannot enter values in the Day of Month and
Months Ahead fields for a payment terms line if you enter a value in this field.
Day of Month/Months Ahead.
Day of Month. Payables uses the value you enter here to calculate a due or
discount date for a scheduled payment. For example, enter 15 to have Payables
schedule payment for the 15th day of the month. Enter 31 if you want to have
Payables schedule payment for the final day of the month, including months with
less than 31 days.
Months Ahead. For Day of Month type terms only. Payables uses the value you
enter here in conjunction with the Cutoff Day you enter to calculate the due or
discount date of a scheduled payment line. If you enter zero in this field and the
terms date of an invoice is the same as or later than the Cutoff Day, then Payables
uses the day in the Day of Month field for the next month as the due date of an
invoice payment line. If you enter 1 in this field, Payables uses one month beyond
the next month as the due date.
Page 96 of 104
…
You cannot enter a value in this field if you enter a value in the Due Days field.
To define payment terms
Page 97 of 104
…
1. In the Payment Terms window, enter a unique payment term name and a description.
These will appear on a list of values whenever you select payment terms.
2. If you are entering Day of Month terms, enter a Cutoff Day.
3. If you enable Automatic Interest, enter a unique value in the Rank field.
4. If you want to make this payment term invalid on and after a certain date, enter that
date in the [Effective Dates] To field.
5. Enter each payment terms line.
Enter one of the following to determine the portion of an invoice due on the scheduled
payment:
o % Due
o Amount
In the Due tabbed region, enter one of the following to determine the due date on the
scheduled payment line:
o Calendar
Page 98 of 104
…
o Fixed Date
o Days
o Day of Month, and Months Ahead
6. If you are using discount terms, define payment terms lines in the First, Second, and
Third Discount tabbed regions. Define your discounts so that the first discount has an
earlier discount date than the second and so on. You can realize only one discount on a
payment terms line.
Note: You cannot use a special calendar to define discount terms.
Enter one of the following to determine the portion of the invoice to discount on the
scheduled payment:
o % Discount
o Amount
In the Discount region, enter the discount percent.

Enter one of the following to determine the due date on the scheduled payment line:
o Due Days
o Day of Month, and Months Ahead
7. Save your work.
----------------------------------------------------
Note the terms can also be overridden in the invoice screen
Page 99 of 104
…
Page 100 of 104

…
Page 101 of 104

…
Troubleshooting
Problem: Checks not printing

Solution:
1. printer is not setup (lp9 for production)
2. program is not setup (check evergreen md120)
Problem: Need to preprint check(s)

Solution:
Problem: AP Oracle CIU error
Solution: See CIU section of this document for resolution.
Page 102 of 104

…
Problem: When this error occurs you have to either complete the cheque run or cancel the payment batch
that would free up the document in question.
Solution:
This means this payment document (CAD_Cheque) is being used by another payment batch. I.e. there is
another payment run using this payment document and is incomplete.
Find the incomplete batch (formatted, etc?) and cancel it. Then retry.
Page 103 of 104

…
Page 104 of 104

EE Payables Support Guide

Загружено:

Сведения о документе

Исходное описание:

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

EE Payables Support Guide

Загружено:

Авторское право:

Доступные форматы

Hudson’s Bay Company Oracle AMS

Audience for This Guide

How to Use This Guide

Refer table of contents to navigate to necessary page.

Vendor Type (Vendor_type_lookup_code (at vendor level ))................................................................................................8

VENDOR  INVOICE  Payment Schedules

Details on Supplier setup are in AP User guide Pages 41-51

Vendor definition fields

Pay Group (Pay_Group_lookup_code)

Used to select invoices for payment in a Payment Batch.

The following are defined at HBC:

EXPENSE – Expense for non-payables vendor

Payment Priority (Payment_Priority)

Numeric, Not NULL

Vendor Type (Vendor_type_lookup_code (at vendor level ))

NOTE: Any field not being utilized by HBC, will not be

Always Take Discount (Always_take_disc_flag)

Pay Date Basis (Pay_date_basis_lookup_code)

Payment Method (Payment_method_lookup_code)

Terms Date Basis (Terms_date_basis)

Allow Calculation Lever Override (Auto_tax_calc_flag)

Freight Terms (Freight_terms_lookup_code (at site level))

Invoice Currency (Invoice_currency_code)

Payment Currency (Payment_currency_code)

Retek indicator is a categorization of payables and non payable vendors by banner.

This is rule for how the check will be delivered to vendor.

Invoice Match Option (Match_option)

Use Offset Taxes (Offset_tax_flag)

Employee Vendor Setup

Merchandise Vendor Setup

Payables Payment Process

Payment process summary

1. enter payable supplier (vendor)

Evergreen check printing

Payables Quick Check Process

New printer is created for testing of checks.

CM job is submitted to print the check.

Output is the check… see document Format Payments (Evergreen, La_060508

Note the currency is selected for the invoices to be paid.

Select Actions ->

Click OK. This submits a CM request.

Once the CM request is done the Status becomes Built

Select Actions ->

Go to CM and see the job.

Invoice Batch date has to be in an Opened AP period.

Invoice Batches field definitions from AP user guide

NOTE: Any field not being utilized by HBC, will not be

Field Name Definition

Credit Memo. A credit note for amount

Pmt Terms Payments Terms specify the date(s)

At the Batch level, the Payment Terms

GL Date on the invoice has to be in the current Opened GL and AP periods.

– Payment terms are Immediate

Invoice level Flexfields

Definition of the flexfields:

Import Invoice / CSA Indicator

Invoice Distribution level Flexfields

IIN number is sometimes populated for Import type invoices.

Click HOLDS to see the details

You can see payment history for a given invoice.

To see payments for invoices Click Payments

Click Payment Overview

Invoice Field definitions from AP User manual