AP Interview Questions. BIN CYCLE

8/13/2019 AP Interview Questions. BIN CYCLE

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Purchasing and Payable

Tell me about P2P (procure to pay) Cycle verbally as well as accounting entries?First you enter the Requisition in PO module. Supplier sends quotation reply of requisitions orRFQ. You can approve the quotation of a supplier after to record all information received fromyour supplier such as terms and conditions, shipment and price breaks.

hen you can !o ahead for Purchase "!reement. Purchase "!reement has t#o types$ first%lanket and &ontract Purchase "!reement. You cans use blanket purchase a!reement tocommunicate to those supplier that are ne!otiatin! pricin! before actually releasin! firmpurchases. " blanket purchase a!reement must have detailed information besides the headerlevel information. " blanket purchase a!reement contains lines for specific terms, quantity,promised date, need'by'date and prices.You can create a contract purchase a!reement #ith a supplier to a!ree on terms and conditions#ithout enterin! into and a!reement for specific items or services. " contract purchasea!reement can support competitive solicitation throu!h the RFQ process and then throu!h thepurchase releases because a contract purchase a!reement has only header level information andno detailed information. (eader level includes terms, currency Supplier and a supplier site. Youcan enter Purchase Order for confirms to purchasin! services or !oods. Purchase order has fourtypes$ Standard, Planned, %lanket and &ontract.)henever you !et !oods or service that time you enter receipts in system. here are five types

of receipts$ manual receipts, e*press receipts, cascade receipts, unordered item receipts andsubstitute item receipts. hat time accountin! entry should be debited to Inventory MaterialValue and credited to Payable Clearing ccount.)henever you !et the invoice in account department, it enters in the system that timeaccountin! entries should be debited Payable Clearing and credited to Payable. hen youmake a payment to supplier that time accountin! entries should be debited Payable liabilityand credited to cash clearing account. "fter reconciliations bet#een cash mana!ement andbank, accountin! should be debited to cash clearing account and credited to ban! orcash account.

ccrual ccounting " Perpetual ccrual (#n $eceipt)

%nter purchase order (&)

)hen you enter a purchase order, accounts are created and stored #ith the purchase order

distribution. he accounts #ill eventually be used as a basis for creatin! accountin! that issent to the !eneral led!er. &reatin! a purchase order in and of itself !enerates no accountin!that is sent to the !eneral led!er.

$eceive (2)

)hen you accrue on receipt, processin! a receivin! transaction automatically sends a receiptaccrual to the !eneral led!er. The $eceiving Inventory ccount is debited ('uantity purchase order line unit price) and the Inventory P ccrual account (uninvoicedreceipts account) is credited the same amount Run the +ournal mport process #ith asource of Purchasin! to create unposted -ournals in the !eneral led!er.

*eliver and cost (+)

"fter deliverin! to the final destination, the Receivin! nventory "ccount is cleared and theaterial account is debited. f you use standard costin!, the aterial account is debited #ith

the standard cost of the item and any difference is char!ed to the Purchase Price /arianceaccount.

Period end accrual (,)

)hen items are accrued on receipt, no period'end accrual is !enerated by the Receipt "ccruals' Period'0nd process. he receipt accrual is automatically !enerated #hen the receipt isprocessed.

Invoice and match (-)

0nterin! an invoice and matchin! creates a debit to the Inventory P ccrual account toclear the liability for the uninvoiced receipt 1you no# have an invoice2. he credit is to the



P .iability account that defaults from the supplier site if the invoice unit price is the sameas the purchase order line unit price. ny di//erence is charged to the Invoice PriceVariance account. For items #ith destination type of nventory, the nvoice Price /arianceaccount #ill be the nvoice Price /ariance account specified #hen you defined nventorynformation for your inventory or!ani3ations in the Other "ccounts tab. he "P 4iabilityaccount is cleared #hen the invoice is paid.

ccounting /or Mass dditions " Periodic ccrual (Period %nd)%nter purchase order (&)

)hen you enter a purchase order, accounts are created and stored #ith the purchase orderdistribution. he accounts #ill eventually be used as a basis for creatin! accountin! that issent to the !eneral led!er. &reatin! a purchase order in and of itself !enerates no accountin!that is sent to the !eneral led!er.

$eceive (2)

For most e*penses and asset purchases 1other than inventory2, receipt accruals are !enerallyprocessed at period end, so no accountin! is transferred to the !eneral led!er at the time thereceipt is processed.

Period end accrual (+)

f no invoice is received and matched to the purchase order at period end, the Receipt "ccruals

' Period 0nd process #ill !enerate an accrual that is transferred to the 54 nterface. Run the+ournal mport process to create unposted -ournals in the !eneral led!er.

$everse accrual (,)

Perpetual accruals 1on receipt accruals2 are reversed #hen the invoice entered in Payables ismatched to the purchase order. Periodic accruals 1period end accruals2 are reversed #hen areversin! -ournal is created and posted in the !eneral led!er.


0nterin! an invoice and matchin! creates a debit to the nventory "P "ccrual account to clearthe liability for the uninvoiced receipt 1you no# have an invoice2. he credit is to the "P4iability account that defaults from the supplier site if the invoice unit price is the same as thepurchase order line unit price. "ny difference is char!ed to the nvoice Price /ariance account.For items #ith destination type of 0*pense, the nvoice Price /ariance account #ill be the same

as the char!e account. n the case of an asset that #ill be capitali3ed and depreciated inassets, the char!e account is an asset clearin! account associated #ith an asset cate!ory in"ssets. he "P 4iability account is cleared #hen a payment is processed.

Post asset to ssets (0)

he Post ass "dditions process places the asset in service. )hen the &reate +ournal 0ntriesprocess is run in "ssets, the char!e account 1the clearin! account on the invoice distribution2 isrelieved and the cost account associated #ith the asset cate!ory is char!ed for the cost of theasset.

%nter invoice (&)

" standard, unmatched invoice entered into Payables #ill !enerate a credit to the "P 4iabilityaccount and a debit to the char!e account specified on the invoice distribution. For e*penses,this #ill be an income statement account6 for assets that #ill be capitali3ed in "ssets and

depreciated, this account #ill be a balance sheet account 1asset clearin! account26 forinventory received, the account #ill be the nventory "P "ccrual account.

Pl describe the P2P process in terms

Procure to Pay Process

*emand

he procurement process !enerates and mana!es requests for the purchase of !oods. hedemand for purchase items may be a one'time event or may recur in either predictable orrandom time intervals.



1ource

he procurement sourcin! process covers the business activities related to the search,qualification, and selection of suitable suppliers for requested !oods and services.

#rder

he procurement orderin! process includes purchase order placement by the buyin!or!ani3ation and purchase order e*ecution by the supplyin! or!ani3ation.

$eceive

he receipt process ackno#led!es that a purchase order has been duly e*ecuted. For orders ofphysical !oods, it #ill typically include the receipt, inspection and delivery of the !oods toinventory or to another desi!nated location. For orders of services, it #ill typically consist of anotification from the requester or the approvin! person that the service has been performed asa!reed.

Invoice

he invoice process includes enterin! supplier and employee invoices.

Pay

he payment process consists of those activities involved in the payment for ordered !oods

and services.

*e/initions o/ Purchasing *ocumentlan!et Purchase greement$ t committed amounts for specific date ran!e for service or!oods.Contract Purchase greement$ t committed amount for certain period of unspecified !oods.Purchase #rder types$1tandard3 t is re!ular purchases order to represents your order to the supplier.Planned$ t is a purchase order before you actually order the !oods and services.lan!et$ t is enterin! to a!ainst of blanket purchase a!reement.Contract$ t is enterin! to a!ainst of contract purchase a!reement.Types o/ receipts$Manual$ t is for inputtin! data manually.

%press$ t is a quicker method'if you have specified PO then requires fe#er keystrokes.Cascade$ t is assists in the distributions of the quantity of a receipt from a sin!le supplier tomultiple shipments and distributions.4nordered$ )hen you are missin! a PO or if you7re not sure to #hich PO the receipt should bematched a!ainst, you can enter this type receipt.1ubstitute Item$ f you do not have any information for the Order nformation alternativere!ion then you enter a receipt for substitute item.Quotation$ t is used for quotes from the supplier re!ardin! prices, terms and conditions ofitems.$56$ t is used for solicitin! quotes from the supplier re!ardin! prices, terms and conditions ofitems.Purchase $elease$ t is used for releases a!ainst other document types, there are t#osubtypes for this$ %lanket and Schedule.

%ntering Invoices #verviewYou can manually enter supplier invoices in either the nvoice )orkbench or the Quick nvoices#indo#. You can match to purchase orders #hen enterin! these invoices.

Invoice 7or!bench

1nvoice %atches #indo#, nvoices #indo#, 8istributions #indo#, and the associated#indo#s2. 9se the nvoice )orkbench to enter any invoice directly into the Payables system.You use this instead of the Quick nvoices #indo# #hen enterin! comple* invoices or invoicesthat require online validation and defaultin!. "lso, use this #indo# #hen enterin! an invoicethat needs immediate action, such as payment.



6uic! Invoices window

9se the Quick nvoices #indo# for hi!h:volume invoice entry for invoices that do not requiree*tensive validation and defaults. "fter enterin! invoices in the Quick nvoices #indo#, importthem into Payables. /alidation and defaultin! occurs durin! import.

Creating Invoices utomatically

$ecurring Invoices

You can set up your system to automatically create periodic invoices, for e*ample, rentinvoices.

$T1 Invoices

f you use Return to Supplier feature in Oracle Purchasin!, the system creates these debitmemos directly in your Payables system.

$etroactive Price d8ustment Invoices.

f Oracle Purchasin! users use the Retroactive Pricin! of Purchase Orders feature, the systemautomatically creates "d-ustment and PO Price "d-ustment invoices.

Pl describes the setup o/ P?Setup steps unique to "P$ 4ed!er Selection, Payment erms, nvoices olerances, nvoice"pproval &odes, 8istributions Sets, 0*pense Report emplates, Re!ions, 8efine %anks,"utomatic Payments, Special &alendars, Payable System Options, Payable Options, FinancialsOptions, Profile Options and Open "ccountin! periods.here are many sets up that are unique to Oracle Payables7 implementation. he primary 4ed!erselection specifies the accountin! structure, the functional currency, and the accountin! calendarused by Payables. Payment terms define payment schedules and correspondin! discounts.nvoice tolerances definitions control the amount of variance allo#ed bet#een invoices, purchaseorders, and receipts #hen matchin! is performed. /arious codes are defined in Payables.%ecause invoice approval codes are used to apply or release invoice holds, they should bedescriptive and meanin!ful. any setups facilitate and speed up data entry, and distribution setsare predefined allocation structures that can be used to populate invoices #ith preassi!neddistributions. 0*pense report templates can be defined and created #ith commonly used e*penseitems to populate e*pense report lines. &ertain setups relate to ta* reportin! functionality.n the financial options setup, you select a 4ed!er and an inventory or!ani3ation. You also define

accountin!, bud!etary control, encumbrance, payment, personnel, purchasin!, /" re!istration,and vendor options. o support payment processin!, payment format and banks must bedefined, and reportin! formats can be defined to provide e*pense reports and a!in! reports thatbetter meet the user7s business requirements. Special calendars can be created to furthercustomi3e the recurrin! invoices, automatic #ithholdin! ta*, and key indicators reports. naddition, users can define descriptive fle*fields to capture additional data that #as not previouslycaptured in Oracle Payables.Payables options control and set defaults for Payables functions. t should be noted that if the"utomatic Offset feature in the "ccountin! re!ion is enabled, the user cannot allo# reconciliationaccountin!, enable #ithholdin! ta*, or allo# ad-ustments to paid invoices. n addition, the

-ournal entries creation mode determines #hether audit entries #ill be created for the liability,!ain or loss, roundin!, discount taken, and cash clearin! -ournals. "s in Purchasin!, defaultvalues can be specified in these options re!ions. &ertain default values #ill default based on a

hierarchy. For e*ample, the ta* name #ill default by a user'defined hierarchical order.

9ow many types o/ Invoices?here are %leven types of invoices$ Standard, 8ebit emo, &redit emo, 0*pense Report, PO8efault, Prepayment 1emporary and Permanent2, Quick'atch, i*ed, )ith'(oldin!, nterest,Retaina!e Release, ransportation nvoices and Three Special ype of invoices #hich !eneratedautomatically$ Recurrin!, RS, Retroactive Price "d-ustment.

1tandard



"n invoice from a supplier representin! an amount due for !oods or services purchased.Standard invoices can be either matched to a purchase order or not matched.

Credit Memo

" memo from a supplier representin! a credit amount to#ard !oods or services.

*ebit Memo

"n invoice you enter to record a credit for a supplier #ho does not send you a credit memo.Mied

"n invoice type you enter for matchin! to both purchase orders and invoices. You can entereither a positive or a ne!ative amount for a i*ed invoice type.

Prepayment

" type of invoice you enter to pay an advance payment for e*penses to a supplier oremployee.

%pense $eport

"n invoice representin! an amount due to an employee for business'related e*penses.

7ithholding Ta

"n invoice you enter to remit ta*es #ithheld to the appropriate ta* authority.

Interestf you allo# interest invoices, payables #ill automatically calculate interest for overdue invoicesand create interest invoices for selected suppliers.6uic!Match his invoice provides you #ith an alternative #ay to match an invoice to all PO shipments. operform a Quickatch, you must enter the PO number. he PO number defaults the supplier,the supplier number, the supplier site, and the currency. 6uic!Match matches an invoice to allPO shipments, #hile a P# de/ault match allo#s you to pick and choose.

$etainage $elease

nvoices created for comple* #ork and advance contract financin!.

Transportation Invoices

nvoices from frei!ht payment.

Creating Invoices utomatically$ecurring Invoices

You can set up your system to automatically create periodic invoices, for e*ample, rentinvoices.

$T1 Invoices

f you use Return to Supplier feature in Oracle Purchasin!, the system creates these debitmemos directly in your Payables system.

$etroactive Price d8ustment Invoices.

f Oracle Purchasin! users use the Retroactive Pricin! of Purchase Orders feature, the systemautomatically creates "d-ustment and PO Price "d-ustment invoices.

Tell me about Prepayment : epense $eport?%pense $eport is used for invoices that reimburse the employee7s e*penses.Prepayment used for to pay prepayment to suppliers, employees and 5overnment "uthorities.here are t#o types of prepayment$ temporary for suppliers and employees, permanent for topay deposit #ith !overnment authorities.Temporary prepayments can be applied to invoices or e*pense reports you receive. For e*ample,you use a emporary prepayment to pay a hotel a caterin! deposit. )hen the hotel7s invoicearrives, apply the prepayment to the invoice to reduce the invoice amount you pay. Permanent



prepayments cannot be applied to invoices. For e*ample, you use a Permanent prepayment topay a lease deposit for #hich you do not e*pect to be invoiced.

Match pproval .evel #ptions

he match approval level defaults to purchase order shipment lines #hen the purchase order isentered. You can override the default on the purchase order shipment. f you find that you

are frequently overridin! this value, chan!e the default at the supplier site level.f an item is used on the PO, the match approval level #ill default from the item and #illoverride the supplier site. f the tem match approval level for the tem ; Receipt required,then it results in a <'#ay match. f the tem match approval level for the tem ; nspectionrequired, then it results in a ='#ay match.

)hen quantities and prices e*ceed specific tolerances you define, the Payables /alidationprocess #ill place a matchin! hold on the invoice. You can confi!ure matchin! holds so manualoverride is not possible in the nvoice (olds and Release >ames #indo#.

2"7ay (Invoice to Purchase #rder)

?@ Quantity billed vs. quantity ordered on shipment line

?A nvoice unit price vs. purchase order line unit price

+"7ay (Invoice to Purchase #rder and $eceipt)

?B B')ay match criteria ">8

?< Quantity billed vs. quantity received

?= tem ; Receipt Required

,"7ay (Invoice to Purchase #rder and $eceipt and Inspection)

?C <')ay match criteria ">8

?D Quantity billed vs. quantity accepted

;ote3 Quantity accepted ; 1Quantity received ' quantity re-ected2

?E tem ; nspection Required9ow many scenarios o/ matching invoices in P?)hen an invoice for the PO arrives in the payables department, the supplier invoice is enteredinto the system and PO shipmentsdistribution can then be matched to the supplier7s invoice. he

matchin! method ensures you pay suppliers only for the items that you have a!reed to purchaseand at the price stated on the purchase order #ithin the set tolerances.atchin! invoices to purchase orders by enforce t#o'#ay, three'#ay, and four'#ay matchin!. "tthe simplest levelGkno#n as t#o'#ay matchin!Gmatchin! compares invoice amount andquantity #ith the amount and quantity of the matched purchase order. he invoice can only beapproved if the amount and quantity match to the purchase order #ithin a predefined tolerance.n addition to requirin! t#o'#ay matchin!, users can also enforce matchin! of the invoiceamount and quantity to that received 1three'#ay matchin!2, and to that inspected 1four'#aymatchin!2.Quickatch provides you #ith an alternative #ay to match an invoice to all PO shipments. operform a Quickatch, you must enter the PO number. he PO number defaults the supplier, thesupplier number, the supplier site, and the currency. Quickatch matches an invoice to all POshipments, #hile a PO default match allo#s you to pick and choose.

Purchase order shipment match

%ased on the quantity invoiced, Payables prorates the match amount across all non'fully billedpurchase order distributions associated #ith the purchase order shipments you match to.

$eceipt match

Reasons to use match to receipt$

?@ atchin! to receipts allo#s you to pay only for !oods you receive.



?A "ny e*chan!e rate variance that results from matchin! is likely to be smaller because thetime bet#een the receipt and invoice #ill probably be less than the time bet#een thepurchase order and invoice.

?B atchin! an invoice for frei!ht or miscellaneous char!es to a material receipt is requiredfor accurate costin! data if you use periodic costin!.

>ote that you can also only pay for #hat you receive by usin! atch to PO and lettin! the

invoice !o on hold if the receipt is not in.Purchase order distribution match

f you are billed for only a portion of a shipment, you may #ant to match at the distributionlevel to ensure you char!e the correct account. f you choose not to match to thedistributions, Payables prorates the match amount across the available distributions for thatshipment.

Price correction

You may #ant to record a price correction for a purchase order shipment if you receive aninvoice from the supplier that is an ad-ustment to the unit price of an invoice you previouslymatched to that purchase order shipment. Price corrections ad-ust the unit price #ithoutad-ustin! the quantity billed on the purchase order.

Reasons to use price correction$

?< You use a price correction #hen a supplier sends an invoice for a chan!e in unit price foran invoice you have already matched to a purchase order. f you simply enter an invoicefor a unit price increase or a creditdebit memo for a unit price decrease #ithout usin!price correction, invoice price variances #ill not be accurate.

?= You can enter and match an invoice to record a price increase, or you can enter andmatch a credit memo or debit memo to record a price decrease.

?C 9se a price correction to ad-ust the invoiced unit price of previously matched purchaseorder shipments, distributions, or receipts #ithout ad-ustin! the quantity billed.

>ote$ Price corrections are very different from overridin! the unit price #hen matchin! aninvoice to a purchase order. )hen you are enterin! an invoice and matchin! to a purchaseorder, you can override the unit price that defaults from the purchase order so it is the sameas the unit price on your invoice. You use price corrections only after the initial match.

Matching to *istributions /or ssets

he char!e account on the purchase order for an item that #ill be capitali3ed and depreciatedis a balance sheet account and #ill be a clearin! account associated #ith an asset cate!ory1like &OP90R'P&2 in "ssets. "fter matchin!, the asset clearin! account #ill be on thedistribution for the invoice. )hen the asset is prepared and posted to "ssets, the clearin!account is cleared and the asset cost account associated #ith the asset cate!ory is char!ed forthe cost of the asset. Payables #ill transfer the asset clearin! account to the !eneral led!erand "ssets #ill transfer the clearin! account clearin! entry and the asset cost entry.

Matching to *istributions /or %penses

he char!e account on the purchase order for an item that #ill be e*pensed 1for e*ample,office supplies2 is an income statement account. "fter matchin!, the e*pense account istransferred to the invoice distribution if you are accruin! at period end. )hen accountin! is

transferred to the !eneral led!er, the amount char!ed to the e*pense account can be reportedon the income statement.

Matching to *istributions /or Inventory

he char!e account on the purchase order for an item that #ill be capitali3ed as inventory is abalance sheet account and #ill be a material clearin! account associated #ith an inventoryor!ani3ation in nventory. "fter matchin!, the nventory "P "ccrual "ccount #ill be on thedistribution for the invoice. )hen the receipt is processed the "P "ccrual "ccount 1uninvoicedreceipts account2 is credited. )hen bookin! the invoice and matchin!, the receipt is no#invoiced and the balance in the "P "ccrual "ccount must be cleared. "t receipt, Purchasin! #ill



transfer the accrual to the "P "ccrual "ccount 1a credit2 and after matchin!, Payables #illtransfer the clearin! entry to the "P "ccrual "ccount as part of the ransfer +ournals to 54process.

Multiple #rgani<ation ccess Control

Oracle Payables levera!es Oracle "pplicationsH ultiple Or!ani3ation "ccess &ontrol feature.

ultiple Or!ani3ation "ccess &ontrol 1O"&2 lets you define multiple or!ani3ations and therelationships amon! them in a sin!le installation of Oracle "pplications. hese or!ani3ationscan be led!ers, business !roups, le!al entities, operatin! units, or inventory or!ani3ations.

Implement Multiple #rgani<ation ccess Control

?@ f you implement O"&, you can enter invoices for multiple operatin! units #ithouts#itchin! responsibilities. o enter an invoice for an operatin! unit, enter a value in theOperatin! 9nit field of the nvoices #indo# 1part of the nvoice )orkbench2. 0ach invoicemust be for a sin!le O9, but you can enter multiple invoices for different O9s, #ithoutchan!in! responsibilities.

?A Pay invoices for multiple operatin! units in a sin!le pay run.

1et 4p Multiple #rgani<ation ccess Control

o set up O"&, define the follo#in! profile options$

?B M# 1ecurity Pro/ile his option controls the list of operatin! units that a responsibilityor user can access. So you #ould assi!n the Security Profile that you -ust created to thisprofile option. f you set the this option at the responsibility level, then all users usin!that responsibility #ill have access to only the operatin! units available in the securityprofile. f you set this option at the user level, then the user #ill have access to onlythose operatin! units, irrespective of the applications responsibility that they lo! into.

?< M#3 *e/ault #perating 4nit his option allo#s you to specify a default operatin! unitthat #ill be the default #hen you open different subled!er applications 1Payables,Receivables, and so on2 pa!es. %ecause users can access multiple operatin! units, youmay #ant to set up a default one instead of forcin! users to constantly have to chooseone. )ith 9ser Preferences, you can also specify a default operatin! unit at the userlevel. his profile option is optional.

?= M#3 #perating 4nit his option provides back#ards compatibility and supportsproducts that do not use O"&. f you specify a security profile for the O$ SecurityProfile, then those products that use O"& #ill i!nore this option.

;ew Payment Terminology in $&2

Iey concepts that are ne# to Payables in RAB include the follo#in!$

*ocument Payable " document to be paid by the deployin! company 1Payer2 and it mayrepresent, for e*ample, a Payables invoice or scheduled payment.

Pay $un:Payment Process $e'uest " pay run is a broad term, #hich describes the processby #hich a !roup of invoices is selected and processed for payment. t is rou!hly equivalent tothe Release AAi concept of a payment batch. he term Pay Run is often used interchan!eably#ith the term Payment Process Request. " payment process request is technically a requestcreated by a source product for Oracle Payments payment services. he payment processrequest, #hich ori!inates in the source product durin! the invoice selection process, containsone or more documents payable to be paid. 8urin! the payment process, the documentspayable in the payment process request are built into payments.

Payee he person or or!ani3ation that is bein! paid, for e*ample, the supplier, employee, orcustomer to #hom the payment is made.

Payment Instruction " payment instruction is a collection of payments, alon! #itha!!re!ate payment information, that is formatted. 8ependin! on the setup, a paymentinstruction may be converted into a file to be printed onto checks or into a payment file that istransmitted to a payment system for further processin! and disbursement.



Payment Process Pro/ile " payment process profile is a payment attribute assi!ned todocuments payable, #hich specifies handlin! of the documents payable, payments, andpayment instructions. Payment process profiles includin! specifications for payment instructionformattin! and transmission.

Payment process profiles contain the follo#in! information$

?@ payment instruction formattin! information

?A transmission information

?B payment !roupin!

?< payment limits

?= payment sortin! details

Payment Process $e'uest Template " blueprint that simplifies and e*pedites pay runs bypreselectin! pertinent payment data, such as !eneral header information, payment selectioncriteria, payment attributes, processin! instructions, and ho# validation failures are handled.

Payment 5ormat " set of rules that determine ho# a payment instruction or settlementbatch is converted into a payment file, readable by a payment system. Payment formats arere!istered and maintained in Oracle J4 Publisher.

Payment Method " payment attribute on a document payable. he payment method

indicates the medium by #hich the deployin! company 1first party payer2 makes a payment toa supplier 1third party payee2. 0*amples of payment methods are checks printed in'house bythe payer, checks outsourced to the bank for printin!, and #ires.

#pen Inter/aces

9se the follo#in! open interfaces to import data into Payables from other applications or third'party solutions$

?@ Payables Open nterface

?A Payables 0*pense Report Open nterface

?B Payables P&ard Open nterface

?< Payables &redit &ard Open nterface

?= Payables atchin! Open nterface

?C Payables Supplier Open nterface

=0 Payables Invoice #pen Inter/ace

9se the Payables nvoice Open nterface to load invoices from a variety of sources includin!invoices !enerated from the Pay on Receipt "utoinvoice process, 08 invoices !enerated by thee'&ommerce 5ate#ay, invoices from credit card and procurement card transactions andinvoices from e*ternal systems. You can load standard invoices as #ell as credit memos usin!the Payables nvoice Open nterface. Once invoices are loaded, use the Payables Opennterface mport process to validate them and load them into Payables.

Payables %pense $eport #pen Inter/ace

"ccounts Payable teams can key paper invoices usin! the e*pense reports form or employeescan submit their o#n e*pense reports usin! i0*penses. Run the Payables nvoice mportprocess to validate e*pense report data and create e*pense reports in Payables.

Payables PCard #pen Inter/aceYou can streamline your procure'to'pay process by implementin! a procurement cardpro!ram. 0mployees purchase items directly from suppliers usin! a credit card and then thecredit card issuer sends transaction files directly to your company. You can import credit cardtransaction files from your card issuer directly into Payables helpin! you reduce transactioncosts and eliminate lo# dollar value invoices.

Payables Credit Card #pen Inter/ace

9se SQ4?4oader scripts to load credit card transactions for corporate credit 1travel2 cards intothe open interface if you are usin! a credit card pro!ram. &orporate credit 1travel2 cards are



similar to procurement cards but are !enerally used for travel e*penses. "fter transactions arevalidated, you include them in e*pense reports you enter throu!h the Self Service )eb"pplications.

he follo#in! predefined SQ4?4oader control files come delivered #ith Oracle "pplications$

?@ "merican 0*press

?A 8iner7s &lub

?B 50 &apital aster&ard

?< 9S %ank /isa

=, Payables Matching #pen Inter/ace

?C 9se SQ4?4oader to load the required information into the purchasin! interface tables.You #ill need to create a SQ4?4oader control file to format the information you #ant to load.he file you #rite #ill vary !reatly dependin! on the nature and format of the flat file you use.You match invoices to purchase order shipments durin! invoice entry.

=0 Payables 1upplier #pen Inter/ace

?E 9se the Payables Supplier Open nterface to load supplier data from e*ternal systems.You can load suppliers, supplier sites, and supplier contacts usin! the Payables Supplier Opennterfaces. Once supplier data is loaded, use the Payables Supplier Open nterface mport

process to validate them and load them into Payables.1upplier " ccounting

9se the Supplier $ "ccountin! pa!e to define the default accountin! information for yoursuppliers and supplier sites.

.iability

he 4iability "ccount and description for a supplier site7s invoices. f you use the ultipleOr!ani3ation Support feature, you can enter a value in this field only at the supplier site level.

Prepayment

he supplier default for this field is the Financials option for the Prepayment account. f youuse the ultiple Or!ani3ation Support feature, you can enter a value in this field only at thesupplier site level.

ills Payable

f you use bills payable 1future dated payments2, enter the account you #ant to use. heFinancials option value defaults to ne# suppliers, and the supplier value defaults to ne#supplier sites. You can override these defaults. )hen Payables creates a future dated payment,it uses the future dated payment account from either the supplier site or the paymentdocument, dependin! on #hich option you select in the Payment "ccountin! re!ion of thePayables Options #indo#.

f you relieve liability for future dated payments #hen the payment is issued, then use an assetaccount. f you relieve liability at clearin! time, then use a liability account.

f you use the ultiple Or!ani3ation Support feature, you can enter a value in this field only atthe supplier site level.

*istribution 1et

he default 8istribution Set for all invoices entered for the supplier site. 8istribution Sets are

used to e*pedite entry of distribution lines on invoices.

?@ Full distribution sets #ill automatically create distribution lines #ith both accountnumbers and currency amounts.

?A Skeleton distribution sets #ill automatically create distribution lines #ith only accountnumbers and you must provide the currency amounts.

8efine additional 8istribution Sets for the list of values in the 8istribution Set #indo#. f youuse the ultiple Or!ani3ation Support feature, you can enter a value in this field only at thesupplier site level.



Invoice 7or!bench

he nvoice )orkbench is a !roup of #indo#s that you can use to enter comple* invoices orinvoices that require online validation and defaultin!. "lso, use the nvoice )orkbench #henenterin! an invoice that needs immediate action, such as payment.

he primary #indo# in the nvoice )orkbench is the nvoices #indo#. he nvoices #indo# isdivided into the follo#in! re!ions$

?D nvoice (eader

?E 5eneral

?K 4ines

?L (olds

?A@ /ie# Payments

?AA Scheduled Payments

?AB /ie# Prepayment "pplications

hese re!ions are described in detail in this presentation.

From the nvoices #indo# you can also access the other invoice'related features and #indo#sthat comprise the nvoice )orkbench$

?A< ctions Opens the nvoice "ctions #indo# for a selected invoice1s2 #hich youcan use to perform actions such as validatin!, approvin!, cancellin!, or printin!.

?A= Calculate Ta "utomatically !enerates the ta* lines for the invoice based on the0'%usiness a* setup.

?AC Ta *etails Opens the a* 4ines Summary #indo#, #hich displays the ta* lineson the invoice.

?AD Corrections Opens the &orrections #indo#, #hich allo#s you to enter a price,quantity, or amount correction.

?AE 6uic! Match "utomatically matches the selected invoice to open, unbilledpurchase order lines for the specified supplier.

?AK Match "llo#s you to start one of the follo#in! matches, based on the invoice youselect. Select the invoice you #ant to match to from the poplist, then choose the atchbutton. f you enter a positive amount invoice, then Payables defaults either PurchaseOrder or Receipt, based on the nvoice atch option of the supplier site.

- Purchase #rder atch a selected invoice to a purchase order.

- $eceipt atch a selected invoice to a purchase order receipt.

- Credit Memo atch a selected creditdebit memo to an invoice.

?AL ll *istributions Opens the 8istributions #indo# to vie# all distributions for aselected invoice.

=2> *istribution 1ets

?BA You can assi!n a default 8istribution Set to a supplier site so Payables #ill use it forevery invoice you enter for that supplier site. f you do not assi!n a default 8istribution Set toa supplier site, you can al#ays assi!n a 8istribution Set to an invoice #hen you enter it.

?BB For e*ample, you can create a 8istribution Set for an advertisin! supplier that allocatesadvertisin! e*pense on an invoice to four advertisin! departments.

=2+ 5ull *istribution 1ets

?B= 9se Full 8istribution Sets to create distributions #ith set percenta!e amounts, or useSkeleton 8istribution Sets to create distributions #ith no set distribution amounts. Fore*ample, a Full 8istribution Set for a rent invoice assi!ns E@M of the invoice amount to theSales facility e*pense account and <@M to the "dministration facility e*pense account.

=2- 1!eleton *istribution 1ets



?BD " Skeleton 8istribution Set for the same invoice #ould create one distribution for theSales facility e*pense account and one distribution for the "dministration facility e*penseaccount, leavin! the amounts 3ero. You could then enter amounts durin! invoice entrydependin! on variables such as that month7s headcount for each !roup.

?BE f you enable and use a descriptive fle*field #ith your distribution set lines, the data inthe fle*field #ill be copied to the invoice distributions created by the 8istribution Set.

=2 Importing Invoices with *istribution 1ets?BL f you are importin! invoices, enter a 8istribution Set before you import the invoicerecord.

?<@ You can provide account information from only one of the follo#in! sources or the invoice#ill be re-ected durin! import$ 8istribution Set, purchase order, "ccount field, allocation of anon:tem type line, or Pro-ects information. mport #ill re-ect the invoice record if you use aSkeleton 8istribution Set and use the "llocate feature for the same line.

=+& Invoice *istribution Types

=+2 Type

?<< Select a distribution ype. 0ach invoice distribution #ill have one and only onedistribution type. f you are usin! periodic costin! and need to include the cost of frei!ht andmiscellaneous char!es #ith a receipt, you must use the "llocation #indo# to allocate those

distributions to a distribution line created by the matchin! process.

?<= n addition to the tem, Frei!ht, iscellaneous, and a* types, described previously, youcan also have the follo#in! distribution types.

=+- 7ithholding

?<D Records the amount of ta*es #ithheld from an invoice.

=+@ Prepayment

?<K Records the amount of a prepayment applied to an invoice.

=+A mount

?=@ he amount of the distribution.

d8ustment and P# Price d8ustment Invoices

he t#o types of ad-ustment invoices are$

P# Price d8ustment Invoice

his invoice is for the difference in price bet#een the ori!inal invoice and the ne# purchaseorder price. PO price ad-ustment invoices can be matched to both purchase orders andinvoices.

d8ustment Invoice

his invoice effectively reverses any outstandin! re!ular Payables price corrections and POPrice "d-ustment invoices. his is so the PO Price "d-ustment document can be for only theprice difference bet#een the ori!inal invoice and the ne# PO price.

hese ad-ustment invoices can be positive, ne!ative, or 3ero amount. )hen the ori!inal invoice

and its related ad-ustment documents are paid, the net effect is as if the ori!inal invoice hadal#ays had the ne# price. he supplier is paid the appropriate amount, and the accountin! isad-usted accordin!ly.

You cannot manually enter these types of invoices, nor can you ad-ust or cancel them. You canvie#, report on, validate, account for, and pay them.

Invoice Import

#racle Internet %penses epense reports

0*pense reports your employees enter usin! a )eb bro#ser.

Payables epense reports



0*pense reports entered in the Payables 0*pense reports #indo# by the Payables department.

Credit Card invoices

nvoices for employee credit card e*penses. he credit card company sends you these invoicesas a flat file.

%*I Invoices

0lectronic invoices transferred from Oracle e:&ommerce 5ate#ay.BM. Invoices

0lectronic invoices transferred from the Oracle J4 5ate#ay. See$ J4 nvoices, Oracle

Payables Implementation Guide.

Invoices /rom eternal systems

nvoices, such as invoices from le!acy systems, loaded usin! SQ4?4oader.

#racle Property Manager invoices

4ease invoices transferred from Oracle Property ana!er.

#racle ssets lease payments

4ease payments transferred from Oracle "ssets.

Invoice 7or!bench

he nvoice )orkbench is a !roup of #indo#s that you can use to enter comple* invoices orinvoices that require online validation and defaultin!. "lso, use the nvoice )orkbench #henenterin! an invoice that needs immediate action, such as payment.

he primary #indo# in the nvoice )orkbench is the nvoices #indo#. he nvoices #indo# isdivided into the follo#in! re!ions$

?@ nvoice (eader

?A 5eneral

?B 4ines

?< (olds

?= /ie# Payments

?C Scheduled Payments

?D /ie# Prepayment "pplicationshese re!ions are described in detail in this presentation.

From the nvoices #indo# you can also access the other invoice'related features and #indo#sthat comprise the nvoice )orkbench$

?E ctions Opens the nvoice "ctions #indo# for a selected invoice1s2 #hich you can useto perform actions such as validatin!, approvin!, cancellin!, or printin!.

?K Calculate Ta "utomatically !enerates the ta* lines for the invoice based on the 0'%usiness a* setup.

?L Ta *etails Opens the a* 4ines Summary #indo#, #hich displays the ta* lines on theinvoice.

?A@ Corrections Opens the &orrections #indo#, #hich allo#s you to enter a price,quantity, or amount correction.

?AA 6uic! Match "utomatically matches the selected invoice to open, unbilledpurchase order lines for the specified supplier.

?AB Match "llo#s you to start one of the follo#in! matches, based on the invoice youselect. Select the invoice you #ant to match to from the poplist, then choose the atchbutton. f you enter a positive amount invoice, then Payables defaults either PurchaseOrder or Receipt, based on the nvoice atch option of the supplier site.

- Purchase #rder atch a selected invoice to a purchase order.

- $eceipt atch a selected invoice to a purchase order receipt.



- Credit Memo atch a selected creditdebit memo to an invoice.

?A< ll *istributions Opens the 8istributions #indo# to vie# all distributions for aselected invoice.

Match pproval .evel #ptions

he match approval level defaults to purchase order shipment lines #hen the purchase order isentered. You can override the default on the purchase order shipment. f you find that youare frequently overridin! this value, chan!e the default at the supplier site level.

f an item is used on the PO, the match approval level #ill default from the item and #illoverride the supplier site. f the tem match approval level for the tem ; Receipt required,then it results in a <'#ay match. f the tem match approval level for the tem ; nspectionrequired, then it results in a ='#ay match.

)hen quantities and prices e*ceed specific tolerances you define, the Payables /alidationprocess #ill place a matchin! hold on the invoice. You can confi!ure matchin! holds so manualoverride is not possible in the nvoice (olds and Release >ames #indo#.

2"7ay (Invoice to Purchase #rder)

?@ Quantity billed vs. quantity ordered on shipment line

?A nvoice unit price vs. purchase order line unit price

+"7ay (Invoice to Purchase #rder and $eceipt)?B B')ay match criteria ">8

?< Quantity billed vs. quantity received

?= tem ; Receipt Required

,"7ay (Invoice to Purchase #rder and $eceipt and Inspection)

?C <')ay match criteria ">8

?D Quantity billed vs. quantity accepted

;ote3 Quantity accepted ; 1Quantity received ' quantity re-ected2

?E tem ; nspection Required

= Tell me about 6uic! Invoices

?L You use the Quick nvoices #indo# for your everyday entry of invoice records. You usethis #indo# for rapid, hi!h:volume entry of Standard and &redit emo invoices that are notcomple* and do not require e*tensive online validation or defaultin! of values durin! entry.You can use this #indo# for purchase order matchin! and for applyin! prepayments to theinvoice you are enterin!.

?A@ he information entered in the Quick nvoices #indo# is stored in the Payables Opennterface tables. %ecause the system performs limited validation and defaultin! of invoicevalues #hile you are enterin! invoices, you can enter invoices more quickly in the Quicknvoices #indo# than you can in the nvoice )orkbench.

?AA You can use the Quick nvoices #indo# if you #ant to use the Open nterface )orkflo#.You can customi3e the Open nterface )orkflo# to process your invoice records before youimport them. For e*ample, you can perform custom validation of cost center information before

you submit import.?AB ;ote3 Speed up invoice record entry by customi3in! Quick nvoices folders. You canresi3e, rename, move, and hide fields to meet your needs.

=&+ 6uic! Invoice Process

?A= )hen you enter invoice records in the Quick nvoices #indo#, you can submit acustomi3ed #orkflo# pro!ram to automate your processes for mana!in! invoices. For e*ample,you can customi3e the #orkflo# pro!ram to validate the cost center on all invoices before youimport them.



?AC he invoice records you enter in the Quick nvoices #indo# are stored in interface tables$"PN>/O&0SN>0RF"&0 and "PN>/O&0N4>0SN>0RF"&0.

?AD hese tables store invoice header and line information.

?AE mport invoice records by usin! the &reate nvoices #indo#, or by submittin! thePayables Open nterface mport Pro!ram from the Submit Request #indo#.

?AK Payables validates the invoice records durin! import and creates invoices #ith

distributions and scheduled payments.

?AL "fter import, Payables provides a report that lists invoice records that #ere successfullyimported and any that could not be imported because they had invalid or missin! information.You can query the re-ected invoice records in the Quick nvoices #indo#, correct them, andthen resubmit them for import.

?B@ )hen you import invoice records successfully, Payables creates re!ular invoices that youcan vie#, modify, and validate in the nvoice )orkbench.

?BA "fter you successfully create invoices based on data in the invoice records, you can pur!ethe invoice records from the Open nterface tables.

=22 6uic! Invoice atches

?B< You can use the Quick nvoices %atch name to query the !roup of invoice records in theQuick nvoices #indo#, and to identify a !roup of invoice records that you #ant to importto!ether.

?B= >ote that if you use invoice batch control and you #ant to maintain the !roupin! ofinvoices after import, then #hen you submit import for the Quick nvoices batch, you canassi!n an nvoice %atch name to the !roup of invoices that Payables creates.

?BC You can then use the nvoice %atch name to query the same !roup of invoices in thenvoice )orkbench.

%ntering $ecurring Invoices

$ecurring Invoice Template

)ith a recurrin! invoice template, you can do the follo#in!$

?@ Specify the intervals in #hich invoices based on the recurrin! invoice template #ill be

created.?A &reate up to t#o special one:time invoice amounts of a non:standard amount, such as a

deposit or balloon payment.

?B 8efine recurrin! invoices to increase or decrease by a fi*ed percenta!e from period toperiod.

)hen Payables creates recurrin! invoices, the invoice date is the first date of the period in#hich the recurrin! invoice is created. he erms 8ate depends on the erms 8ate %asissettin! at the supplier site, but is calculated differently than for re!ular invoices$

?< f the erms 8ate %asis is set to System 8ate, then the erms 8ate is the same date thatthe recurrin! invoice #as created.

?= f the erms 8ate %asis is set to anythin! else, then the erms 8ate is the invoice date,#hich is the first day of the period in #hich the recurrin! invoice is created.

1pecial Calendar

You use the Special &alendar #indo# to define periods that Payables uses for automatic#ithholdin! ta*, recurrin! invoices, payment terms, and for the Iey ndicators Report. Fore*ample, if you monitor staff productivity #eekly, use this #indo# to define #eekly periods forthe Iey ndicators calendar type.

he Report Run display:only check bo* indicates that a Iey ndicators Report has been run forthis period. he check bo* is not applicable to Payment erms, )ithholdin! a*, or Recurrin!nvoices calendar types.



required for the approver to approve. he self'service lo!in that an approver uses to vie# thenotifications is sufficient to revie# the invoice information.

he system does not initiate document level approval until all lines have been approved. f anapprover re-ects one line, the remainin! line level approvals continue to !o throu!h approval.his allo#s the continuation of the line level approval process #hile the re-ected line is bein!resolved. (o#ever, the system does not continue to document level approvals unless all lines

are approved.

Tell me about Invoice pproval 7or!/low

he #orkflo# then sequentially asks each approver in the approval list to approve invoicesonline. For e*ample, you can define a rule so invoices over A@@,@@@ require &FO approval andthen &0O approval.

f you use nvoice "pproval )orkflo#, then every invoice that requires approval must beapproved before you can pay it. Payables indicates that an invoice requires approval by settin!the value in the "pproval status field in the nvoices #indo# to Required.

)hen you use this feature, all invoices require approval, #ith the follo#in! e*ceptions.Payables sets the "pproval status of the follo#in! invoices to >ot Required$

?@ e*pense reports imported throu!h the 0*pense Report 0*port pro!ram 1because these

e*pense reports have already been throu!h an approval process2

?A recurrin! invoices if the recurrin! invoice template did not have the "pproval )orkflo#Required option enabled 1because recurrin! invoices are often approved in advance2

?B invoices that e*isted before you enabled the feature

?< invoices that completed the nvoice "pproval )orkflo# process and the nvoice "pproval)orkflo# process determined that accordin! to the rules set up in Oracle "pprovalsana!ement that no one needs to approve the invoice

You can submit the nvoice "pproval )orkflo# for an invoice either from the nvoice "ctions#indo#, or from the Submit Requests #indo#.

1ystem 1etup

;oti/ication /rom pprovers

"pprovers can approve or re-ect the invoice.?@ f an approver approves the invoice, then the invoice !oes to the ne*t person in the

approver list until all required people approve the invoice.

?A f an approver re-ects the invoice, then the #orkflo# pro!ram ends.

?B f an approver does not respond #ithin the time you specify, then )orkflo# #ill requestapproval from that person7s mana!er.

f an approver re-ects an invoice, then you can perform one of the follo#in! actions from thenvoice "ctions #indo#$

?< 9se the Force "pproval option to manually approve the invoice

?= 9se the nitiate "pproval option to resubmit the invoice to the nvoice "pproval )orkflo#after correctin! any issue that caused the approver to re-ect the invoice

?C 9se the &ancel nvoice option to cancel the invoice

1uggestion3 )e recommend that you schedule the nvoice "pproval Status Report to runni!htly so you can closely monitor your re-ected invoices.

You can revie# the approval status of an invoice that has started the nvoice "pproval)orkflo# in the follo#in! #ays$

?D nvoice "pproval (istory #indo#

?E nvoice "pproval Status Report

Invoice pproval 7or!/low Program



)hen you start this pro!ram, it updates the approval status of the invoice to nitiated. heinvoice is then placed in the )FN80F0RR08 queue.

he ne*t time the )orkflo# "!ent 4istener runs, the system initiates nvoice "pproval)orkflo# for the invoice.

Prere'uisites3

?@ 8efine all your invoice approval rules in Oracle "pprovals ana!ement 1O"2.

?A Set up, and optionally customi3e, the nvoice "pproval )orkflo#.

?B 0nable the 9se nvoice "pproval )orkflo# Payables option.

?< 0ach invoice meets all selection criteria.

?= n the Submit Requests #indo# your system administrator should schedule the )orkflo#"!ent 4istener to run re!ularly.

Invoice pproval 9istory

1>2 nvoices nquiry 12 Reports /ie# nvoice "pproval (istory

his #indo# sho#s you all the approvers for an invoice in the order that the #orkflo# requestsapproval from them. You can see #ho has revie#ed the invoice, #hether the approverapproved or re-ected it, the response date, #hat the invoice amount #as #hen the approverrevie#ed it, and any comments the approver entered. You also see #ho the pendin! approver

is and #ho the planned approvers are. f an invoice is force approved, then you see theusername of the person #ho approved the invoice.

nvoice "pproval (istory )indo# Reference

?A= ction *ate 8ate that the approval action occurred. For e*ample, the date anapprover re-ected the invoice.

?AC ction he #indo# sho#s the action associated #ith each approver.

- pproved he invoice #as approved by this approver.

- $e8ected he invoice #as re-ected by this approver.

- Pending he invoice is in this approver7s queue.

- 5uture he invoice is not yet in the approval queue of the approver.

- Manually pproved "n accounts payable processor manually approved theinvoice by usin! the Force "pproval feature.

?AD pprover >ame of the approver #ho is assi!ned to perform an action inresponse to a request for approval notification or escalation notification. You set upapprovers in Oracle "pprovals ana!ement 1O"2. f an invoice #as force approved, thisfield sho#s the username of the accounts payable processor #ho force approved theinvoice.

?AE mount pproved nvoice total at the time of approval or re-ection. his fieldserves as an audit trail because the invoice amount can chan!e bet#een approvers.

?AK Comments "s an invoice !oes throu!h the nvoice "pproval )orkflo# process,the approver can enter comments about the approved or re-ected invoice. f the invoiceis force approved then this field is blank.

=&A Tell me about the $eports in P

=2> atch Control $eport by atch ;ame

?BA 4ists invoice batches in order of batch name and batch date. "lso sorts by entry name.

=22 atch Control $eport by %ntered y

?B< 4ists invoice batches in order of entry person. "lso sorts by batch name.

=2, Credit Memo Matching $eport



?BC his report lists credit memos and debit memos that match the supplier and dateparameters you specify. he report also lists the total of the distribution line amounts of eachcredit memo in your entered currency and your functional currency.

=20 Invoice ging $eport

?BE 9se this report to vie# your unpaid invoices. his report provides information aboutinvoice payments due #ithin four time periods you specify in the "!in! Periods #indo#. his

report does not included cancelled invoices.=2 Invoice udit .isting by Voucher ;umber

?BL 9se this report to revie# your invoices #ith assi!ned sequential voucher numbers. 0itheryou or Payables can assi!n a unique, sequential number to an invoice durin! invoice entry, ifyou enable the Sequential >umberin! profile option.

=+> Invoice udit .isting

?<A 9se the nvoice "udit 4istin! to audit invoices for duplicates. You should audit invoicesperiodically to ensure control of invoice payments. You can sort this listin! in si* different#ays. You can also use this report to obtain a listin! of your invoices by invoice type.

=+2 Invoice udit $eport

?<< 9se the nvoice "udit Report to audit invoices for duplicates. he report lists invoices thatappear as potential duplicates accordin! to several criteria. One criterion you specify is thenumber of characters in the invoice number #hich t#o or more invoices have in common. hereport lists invoices that meet this criterion and have the same invoice amount, the sameinvoice date, and the same supplier. You can limit the search by checkin! for duplicateinvoices #ithin a time period you specify. Payables sorts the report alphabetically by suppliername, and lists possible duplicates to!ether on consecutive lines.

=+, Invoice 9istory $eport

?<C he nvoice (istory Report is needed to -ustify the balance for a !iven ran!e of invoices.t helps you to quickly identify and revie# a detailed list of all activities pertainin! to a specificinvoice includin! all payments, !ainloss, creditdebit memos, and discounts. he balance ofthe invoices is then summed for each supplier site, for each supplier, and for the entire report.

=+0 Invoice on 9old $eport

?<E 9se the nvoice on (old Report to revie# detailed information about invoices on hold. You

can submit the nvoice /alidation process before submittin! this report to obtain the most up'to'date hold information. o obtain additional detail for invoices on matchin! hold, you cansubmit the atchin! (old 8etail Report.

=+ Invoice $egister

?<L 9se the nvoice Re!ister to revie# detailed information about invoices. You can also usethis report to vie# the offsettin! liability accounts that Payables creates for each invoicedistribution #hen you validate an invoice. Payables orders the report by invoice currency and,if you use batch control, the invoice batch name then by supplier name and invoice number.

=,> Matching *etail $eport

?=A 9se this report to see the detail of ho# an invoice, purchase order, or receipt #asmatched. his report is especially helpful #hen an invoice is on hold and you are tryin!

determine #hy the hold #as placed.

=,2 Matching 9old *etail $eport

?=< 9se the atchin! (old 8etail Report to revie# detailed accounts payable and purchasin!information for invoices #ith matchin! holds and matchin! hold releases. You can print thisreport before initiatin! a payment batch to determine #hether to manually release any invoicesfor payment.



?== 9se this report to revie# recurrin! invoice templates you defined durin! a specific timeperiod. You can revie# this report to determine the amount you have authori3ed for a recurrin!invoice template, ho# much you have released, and the ne*t amount you have scheduled.

=,- Matching 9old gent ;otice

?=D 9se the atchin! (old "!ent >otice to print a notice informin! a purchasin! a!ent of anymatchin! holds due to a variance bet#een an invoice and the a!ent7s purchase order. )hen

you submit this report, Payables prints a notice to each purchasin! a!ent #ho has issued apurchase order that has a variance #ith its matched invoice.

=,@ Print Invoice ;otice

?=K 5enerate a standard invoice notice to send to a supplier to inform them about one ormore invoices you have entered. For creditdebit memos, the notice informs the supplier ofoutstandin! credit or debit memos that you #ill apply to future invoices. You can !enerate thisreport from either the nvoices #indo# or the Submit Requests #indo#. You can use Reportsto chan!e the boilerplate te*t.

=,A 1upplier Paid Invoice 9istory

?C@ You can submit the Supplier Paid nvoice (istory Report by supplier or supplier type torevie# payment history, discounts taken, and frequency of partial payments.

=-& Matching 9olds by uyer

?CB /ie# matchin! holds placed on invoices by buyer associated #ith the purchase order.

=-+ $eports

=-, $eceiving 9old $e'uestor ;otice

?CC 9se the Receivin! (old Requestor >otice to print a notice informin! a requestor of aninvoice hold because the requestor has not ackno#led!ed the receipt of invoiced items.

=-0 *istribution 1et .isting

?CE 9se the 8istribution Set 4istin! to revie# a complete list of all the 8istribution Sets youhave defined. 8istribution Sets simplify and speed invoice entry by automatically !eneratin!invoice distributions for invoices that have assi!ned 8istribution Sets.

Pl *escribe the new terms in $&2 Payables

Iey concepts that are ne# to Payables in RAB include the follo#in!$

*ocument Payable " document to be paid by the deployin! company 1Payer2. t mayrepresent, for e*ample, a Payables invoice or scheduled payment.

Pay $un:Payment Process $e'uest " pay run is a broad term, #hich describes the processby #hich a !roup of invoices is selected and processed for payment. t is rou!hly equivalent tothe Release AAi concept of a payment batch. he term Pay Run is often used interchan!eably#ith the term Payment Process Request. " payment process request is technically a requestcreated by a source product for Oracle Payments payment services. he payment processrequest, #hich ori!inates in the source product durin! the invoice selection process, containsone or more documents payable to be paid. 8urin! the payment process, the documentspayable in the payment process request are built into payments.

Payee he person or or!ani3ation that is bein! paid. For e*ample, the supplier, employee, or

customer to #hom the payment is made.Payment Instruction " payment instruction is a collection of payments, alon! #itha!!re!ate payment information, that is formatted. 8ependin! on the setup, a paymentinstruction may be converted into a file to be printed onto checks or into a payment file that istransmitted to a payment system for further processin! and disbursement.

Payment Process Pro/ile " payment process profile is a payment attribute assi!ned todocuments payable, #hich specifies handlin! of the documents payable, payments, andpayment instructions. Payment process profiles includin! specifications for payment instructionformattin! and transmission.



Payment process profiles contain the follo#in! information$

?@ payment instruction formattin! information

?A transmission information

?B payment !roupin!

?< payment limits

?= payment sortin! detailsPayment Process $e'uest Template " blueprint that simplifies and e*pedites pay runs bypreselectin! pertinent payment data, such as !eneral header information, payment selectioncriteria, payment attributes, processin! instructions, and ho# validation failures are handled.

Payment 5ormat " set of rules that determine ho# a payment instruction or settlementbatch is converted into a payment file, readable by a payment system. Payment formats arere!istered and maintained in Oracle J4 Publisher.

Payment Method " payment attribute on a document payable. he payment methodindicates the medium by #hich the deployin! company 1first party payer2 makes a payment toa supplier 1third party payee2. 0*amples of payment methods are checks printed in'house bythe payer, checks outsourced to the bank for printin!, and #ires.

4sing the Payments Manager

9sin! the Payments ana!er, you can complete a pay run from start to finish. " pay run is theprocess by #hich a !roup of invoices is selected and processed for payment.

;ote3 " pay run is rou!hly equivalent to the Release AAi concept of a payment batch.

he Payments ana!er enables you to perform the follo#in! payment actions$

?@ &reate payment process request templates by specifyin! invoice selection criteria.

?A 9se templates to automatically select invoices to pay that meet the criteria for payment.

?B Schedule pay runs.

?< odify invoice selection and payment amounts.

?= "utomatically submit invoices for processin! and payment by schedulin! paymentprocess requests.

?C nitiate payment instructions.

?D /ie# the status of payments.?E /oid or record stop payments.

1eeded Payment Methods

hese payment methods are seeded, but deployin! companies can create their o#n paymentmethods.

Chec! " paper check is printed and used as$

?@ one payment in a !roup of multiple payments

?A a Quick payment

?B a anual payment

#utsourced chec! his payment method is used to transmit payment information to ane*ternal party, such as your bank, that #ill print checks on your behalf.

%lectronic You use the 0lectronic payment method to create instructions for your bank tomake payment to a supplier bank account. ypically, this communication is an electronic filethat instructs your disbursement bank to pay your suppliers, and is in the specific format thatyour bank requires. /alidations ensure that you have recorded supplier bank accountinformation #hen you use the 0lectronic payment method.

7ire You can use the )ire payment method to manually record payment #hen you have useda process outside of your Oracle Payables system to instruct your disbursement bank to pay asupplier.



Payables does not require supplier bank account information #hen you use the )ire paymentmethod. )hen you define payment documents for these payments, Oracle recommends youuse the Recorded disbursement type because you are simply recordin! a payment madeoutside of the system. ;ote3 t is recommended that you record the transaction #ith a anualpayment.

he system allo#s you to use any disbursement type. For e*ample, some users #ho re!ularly

record )ire payments for multiple suppliers use payment documents #ith the &omputer5enerated disbursement type, create an electronic pay run, and then delete the resultin!electronic file.

an! ccount Model

Payables levera!es Oracle radin! &ommunity "rchitecture and Oracle &ash ana!ement toset up the bank accounts that you use to do business 1internal bank accounts2. %anks and%ank %ranches are created as parties in radin! &ommunity "rchitecture via the user interfacein Oracle &ash ana!ement. %ank "ccounts are defined in Oracle &ash ana!ement. 0achbank can have multiple branches and each branch can have multiple accounts.

)hen you enable a bank account for use #ith Payables, you can associate the account #ithmultiple payment documents.

)hen you set up your suppliers in Oracle iSupplier, you can also set up supplier bank accounts

1e*ternal bank accounts2.Multiple Currency Payments f you have enabled the 9se ultiple &urrencies Payablesoption and you #ant to use this bank account to pay invoices entered in multiple currencies,enable this option.

Pooled ccount f you use "utomatic Offsets and you #ant to associate multiple companies#ith this bank account, then enable this option. )hen you enable the "utomatic OffsetsPayables option, Payables creates one offsettin! liability distribution for each invoicedistribution. f you pay an invoice from a pooled bank account, then #hen Payables accountsfor the invoice payment, Payables creates one correspondin! cash accountin! entry for eachliability distribution.

?@ n addition, Payables builds the cash account based on the &ash "ccount defined for thebank account and the account se!ments of the liability lines.

?A f you do not use a pooled account, then #hen the payment is accounted, a sin!leaccountin! entry is created for the &ash account, usin! the &ash "ccount that is definedfor the bank account #ithout modifyin! any account se!ments.

=2 *e/ining Payment *ocuments

?< o define payments documents$

?= A. Query the bank account.

?C B. &lick the ana!e Payment 8ocuments button.

?D <. &lick &reate.

?E =. n the >ame field, enter a name for the payment documents.

?K C. n the Paper Stock ype field, select %lank Stock for non'numbered check stock orPrenumbered Stock from the drop'do#n list.

?L D. f your check stock has an attached remittance stub, select the "ttached

Remittance Stub check bo*.

?A@ E. f your check stock has an attached remittance stub, specify the numberof lines per remittance stub in the >umber of 4ines per Remittance Stub field.

?AA K. n the >umber of Setup 8ocuments field, specify the number of checksyou #ant to allo# for testin! check stock setup.

?AB L. n the Format field, select a check format from the list of values.

?A< A@. n the Payment 8ocument &ate!ory field, select the type of paymentdocument from the list of values.



?A= AA. f your check stock is prenumbered, enter the f irst and last documentnumbers in the fields under the 8ocument >umbers re!ion.

?AC AB. f your or!ani3ation uses a company checkbook, enter the appropriateinformation in the &heckbooks re!ion.

Manual Payment #verview

)hen you create a payment outside of Payables, such as a typed check or #ire transfer, you

can record the payment #ithin Payables and update the invoice or invoices that you paid.

)ith a anual payment, you can override some payment controls of Payables. You can recorda sin!le anual payment for multiple Pay "lone invoices. You can record payment for invoicesthat are associated #ith any payment method e*cept 0lectronic. You can also pay an invoicefor a supplier that has the (old "ll Payments option enabled.

Prerequisites for processin! anual payments in Payables are$

?@ &reate the payment outside of Payables.

?A 0ach invoice you paid must be validated, uncanceled, #ithout holds and must have thesame currency as the payment.

Creating Manual Payments

?B )hen you create a payment outside of Payables by typin! a check or performin! a #ire

transfer, you can record the payment #ithin Payables and update the invoices that you paid.You can also use this method to pay invoices #ith the &learin! payment method.

?< ;ote3 " anual payment is typically used to record a #ire transfer. (o#ever, you canalso use pay runs and Quick payments.

$ecording a Manual Payment

Payables Responsibility

1>2 Payments 0ntry Payments

A. n the Payments #indo#, select anual in the ype field.

B. 0nter a radin! Partner. he Supplier >umber is automatically displayed. f there aremultiple Supplier Sites, select the appropriate site from the list.

<. 0nter the Payment 8ate. he date must be in an open or future period. You can only predatea computer !enerated payment if the "llo# Pre'8ate option is enabled in the Sin!le Payment

re!ion of the Payment tab #ithin the Payables Options #indo#.

=. 0nter the %ank "ccount from #hich you #ant to make the payment.

C. Select a Payment ethod.

D. f Printed is selected as the Payment Process Profile, select the type of Payment 8ocument.

E. Select a Payment Process Profile.

K. f you enabled the "llo# Remit'to "ccount Override option in the nvoice tab of the PayablesOptions #indo#, then you can select a different, active Remit'o account. he list of valuesincludes bank accounts assi!ned to the supplier that have the same payment currency.

L. f the %ills Payable payment method is selected, enter a aturity 8ate.

A@. Select a Rate ype.

AA. f necessary, enter or ad-ust other information$

?@ f you created the payment for an address different from the supplier site and the "llo#"ddress &han!e option is enabled in the Sin!le Payment re!ion #ithin the Payment tab ofthe Payables Options #indo#, ad-ust the address. For e*ample, you may need to send ane*pense check to a consultant #orkin! at a site a#ay from home.

?A f you record voucher numbers either manually or usin! Sequential >umberin!, enter orrevie# voucher information.

?B f the payment currency #as different from your functional currency, enter e*chan!e rateinformation.



AB. &hoose 0nter"d-ust nvoices to navi!ate to the Select nvoices #indo#. Select theinvoices you paid. he sum of the invoices must equal the payment "mount you entered.Optionally click the nvoice Overvie# button to see detailed information about an invoice.

A<. Save your #ork. Payables records your payment and updates the invoices as paid. f youhave selected the #ron! invoice, you can select the invoice, and then click the ReversePayment button. his automatically creates a reversal, #hich disassociates the invoice from the

anual payment. You can no# select the correct nvoice.Initiating Manual Payments /rom the Invoice 7or!bench

n the nvoice )orkbench, you can initiate anual payment of one or more invoices or one ormore scheduled payments. You do this by selectin! the invoices you #ant to pay manually,clickin! the "ctions button and selectin! the Pay in Full option to navi!ate to the Payments#indo#. You then select anual as the Payment ype. Payables automatically enters most ofthe payment information for you 1such as payment amount and suppliersite name2, and youskip the invoice selection step you #ould perform if you #ere to initiate the anual paymentfrom the Payment )orkbench 1Payments #indo#2.

#verriding Payment Controls

)ith a anual payment, you can override some payment controls. You can$

?< record a sin!le payment for multiple Pay "lone invoices

?= record payment for invoices that are associated #ith any Payment ethod type, e*cept0lectronic

?C pay an invoice for a supplier that has the (old "ll Payments option enabled

5uture *ated Manual Payments

For future dated anual payments, if the Payables option 9se Future 8ated Payment "ccountis set to Supplier Site, then you can select invoices for payment only if the supplier site Future8ated Payment "ccount is the same as that of the supplier site in the payment header.

7ithholding Taes

f you #ithhold ta*es at payment time, Payables does not automatically #ithhold ta*es if youpay #ith a anual payment.

Prere'uisites

?D &reate the payment outside of Oracle Payables.?E 0ach invoice you #ant to pay must be validated, uncanceled, and #ithout holds.

?K f you use nvoice "pproval )orkflo#, then each invoice that requires approval must beapproved before you can pay it.

?L 0ach invoice must have either the same currency as the payment or use an associatedfi*ed'rate currency.

?A@ he bank account must have at least one payment document.

?AA he payment method is not electronic.

?AB For future dated payments, if the Payables option 9se Future 8ated Payment"ccount is set to Supplier Site, then you can select invoices for payment only if thesupplier site Future 8ated Payment "ccount is the same as that of the supplier site in thepayment header

Creating 6uic! Payments

You can create and print a computer !enerated payment to pay a supplier for one or moreinvoices. You can also create a check, save it, then print it later.

)hen you create a quick payment, you can select an invoice re!ardless of the payments7 termsand due date. For e*ample, you can create a Quick payment for an invoice that is not yet due.

Prere'uisites

?@ nvoices must be validated, uncanceled, and #ithout holds.



?A f you are creatin! an electronic payment, you must assi!n supplier banks to yoursupplier.

Creating a 6uic! Payment

Payables Responsibility

1>2 Payments 0ntry Payments

A. n the Payments #indo#, if you have access to more than one Operatin! 9nit, select theappropriate operatin! unit, other#ise the default operatin! unit is automatically entered.

B. 0nter a radin! Partner. he Supplier >umber is automatically displayed. f there aremultiple Supplier Sites, select the appropriate site from the list.

<. 0nter the Payment document 8ate. he date must be in an open or future period. Youcan only predate a computer !enerated payment if the "llo# Pre'8ate option is enabledin the Sin!le Payment re!ion of the Payment tab #ithin the Payables Options #indo#.

=. 0nter the %ank "ccount from #hich you #ant to make the payment.

C. Select a Payment ethod.

D. f Printed is selected as the Payment Process Profile, select the type of Payment8ocument.

E. Select a Payment Process Profile.

K. f you have enabled the "llo# Remit'o "ccount Override option in the nvoice tab of thePayables Options #indo#, then you can select a different, active Remit'o account. helist of values includes bank accounts assi!ned to the supplier that have the samepayment currency.

Important3 he system ensures that Quick payments cannot be created for payment toinactive bank accounts.

L. 0nter a aturity 8ate if the %ills Payable payment method is selected.

A@. Select a Rate ype.

AA. &lick the 0nter"d-ust nvoices button to navi!ate to the Select nvoices #indo#. Selectthe invoices you #ant to pay.

AB. Optionally click the nvoice Overvie# button to revie# more information about an invoice.

A<. Save your #ork. f any invoices are sub-ect to #ithholdin! ta*, a messa!e is displayed.You can choose to proceed, chan!e your selection, or cancel the process. f applicable,any +apanese bank char!es are then calculated.

5ormatting and optionally printing the Chec!

?B o format and print, first verify the payment document is in your printer, then select Print>o#, optionally chan!e the printer name, and choose OI.

?< o format only and print the check later, select Format and choose OI. )hen you areready to print, print from the Submit Requests #indo#. You can use the Print >o# optionin the "ctions #indo# to print only if you print immediately after formattin!.

6uic! Payment $estrictions

?= >9%0R OF >/O&0S. You can only pay as many invoices as you defined for theremittance advice of the payment document.

?C S"0 S9PP40R S0. You can only select invoices that have the same supplier site asthe payment supplier site you enter. You can, ho#ever, chan!e the payment mailin!address if the "llo# "ddress &han!e option is enabled in the Sin!le Payment re!ion ofthe Payment tab of the Payables Options #indo#.

?D P"Y "4O>0 >/O&0S. he system ad-usts the list of values to ensure that you donHt paya Pay "lone invoice #hen you pay multiple invoices. f you have selected an invoice forpayment and then select more invoices for payment, then Payables does not include Pay"lone invoices on this list of values. f you select a Pay "lone invoice for Payment, youcannot select more invoices.



?E P"Y>5 > " FOR05> &9RR0>&Y. You must pay in the same currency as the invoice.You can enter and pay a forei!n currency invoice only if the 9se ultiple &urrenciesoption is enabled in the &urrency tab of the Payables Options #indo#, and you havedefined a multi'currency or forei!n currency denominated bank account.

?K &">>O SOP FOR"08 Q9&I P"Y0>S. You cannot stop a Quick Payment beforeit has been formatted.

Processing 1top Payments /or 1ingle Payments in the Payment 7or!bench1>2 Payments 0ntry Payments Payments #indo#

"fter you call your bank to initiate a stop payment on a payment document, you can record thestop payment status. You can void the payment to reverse the accountin! and paymentrecords 1assumin! the bank has confirmed that the payment has not cleared2, or you canrelease the stop payment to reset the payment status to ne!otiable 1assumin! the bank hasnotified you that the payment has cleared or the supplier has contacted you that they locatedthe payment document2.

You can revie# all current stop payments in the Stop Payments Report. You can query allpayments #ith a status of Stop nitiated by selectin! that status in the Find Payments #indo#and then selectin! the Find button.

1topping a Payment

?@ &ontact bank and request stop payment.

?A Find the payment online. n the Payments #indo#, select the payment and choose the"ctions button.

?B n the Payment "ctions #indo#, select nitiate Stop.

?< &hoose the OI button to update the payment status to Stop nitiated.

$eleasing a 1top on a Payment

?= Find the payment online. n the Payments #indo#, select the payment and choose the"ctions button.

?C n the Payment "ctions #indo#, select Release Stop.

?D &hoose the OI button to release the stop on the payment and reset the status to>e!otiable.

1top Payment $estrictions?E PR0P"Y0>S. You cannot initiate a stop payment on a payment document that pays a

prepayment that you have applied to an invoice. You must first unapply anyprepayments, and then you can stop payment.

?K Q9&I P"Y0>S. You cannot initiate a stop payment on a Quick Payment that has beenformatted.

Voiding 1ingle Payments in the Payment 7or!bench

1>2 Payments 0ntry Payments Payments #indo#

)hen you void a payment, Payables automatically reverses the accountin! associated #ith thepayment. he status of the paid invoices is also reset to 9npaid or &ancelled dependin! on thenvoice "ction you select #hen you void the payment. Payable also reverses any reali3ed!ains or losses on forei!n currency invoices recorded as paid by the payment.

)hen you void a payment, you can select the action you #ant Payables to take on the invoicespaid by the void payment. You can choose to$

?@ place the invoices on hold

?A cancel the invoices

?B do nothin! #ith the invoices, thereby leavin! them available for payment

;ote3 Since you cannot reverse a void on a void payment, you should have the payment you#ant to void in your possession or proof that it has not cleared the bank or has been destroyedbefore you record it as voided. You may also #ant to revie# the invoices paid by that payment



before you void it, to ensure that you are voidin! the correct payment. You can revie# theseinvoices in the nvoice )orkbench.

Prere'uisites

?< &all your bank to initiate a stop payment if the payment has been sent to an employee orsupplier.

?= )ait until you !et confirmation of the stop payment before you void the payment

1optional but recommended2.

Voiding a Payment

Find the payment online, and from the Payments #indo#, select the payment and choose the"ctions button. n the Payment "ctions #indo#, select /oid. Revie# and optionally chan!e thevoid 8ate and the 54 8ate you #ant Payables to use for the accountin! distributions.

?C f you #ant to chan!e the status of the related invoices to 9npaid, select >one for thenvoice "ction. he invoices #ill be available for payment on a ne# payment.

?D f you #ant to apply a hold to the related invoices, select (old for the nvoice "ction andselect a (old >ame in the (old #indo#. Payables voids the payment, resets the status ofthe related invoices to 9npaid, and applies the hold you selected to the related invoices.

?E f you #ant to cancel all related invoices and reset their "mounts to 3ero, select &ancelfor the nvoice "ction. Payables voids the payment and cancels the related invoices.

Voiding and $eissuing 6uic! Payments

You can$

?K void a Quick payment and automatically reissue payment for the same invoices

?L void the ori!inal payment and reissue a ne# Quick payment

Prere'uisites

0nable the "llo# /oid and Reissue option in the Sin!le Payment re!ion of the Payment tab#ithin the Payables Options #indo#. o void and reissue a Quick payment$

?A@ 4oad and properly ali!n your payment document in the printer.

?AA Find the Quick payment online, and from the Payments #indo# select thepayment and choose the "ctions button.

?AB n the Payment "ctions #indo#, select Reissue. 0nter the Payment 8ate andconfirm the >e# &heck >umber. Payables automatically selects /oid for you. Revie# andoptionally update the void dates. Payables voids the selected Quick payment and createsa ne# Quick payment to pay the invoices.

$estrictions

>/O&0S P"8 %Y ">O(0R P"Y0>. )hen you void a payment, you cannot cancel arelated invoice if it #as partially paid by a second payment. nstead, #hen you choose &ancelnvoice, the system applies an nvoice &ancel hold to the invoice for your reference. You canrelease the hold manually in the nvoice (olds #indo#.

&">&044>5 "SSO&"08 >/O&0S. f you attempt to cancel an invoice that has beenpartially paid by another payment by usin! the &ancel nvoice "ction, instead of cancellin! theinvoice, Payables applies an nvoice &ancel hold to the invoice. his hold is manuallyreleasable.

&40"R08 P"Y0>S. You cannot void a payment that the bank has already cleared.

PR0P"Y0>S. You cannot void payment on a payment document that pays a prepayment thatyou have applied to an invoice. You must first unapply any prepayments, and then you canvoid the payment.

1etting 4p ills Payable

he follo#in! setups must be done to use bills payable in Payables.

5unds *isbursement Payment Method 1etup

Oracle Payments Payment "dministrator responsibility



1>2 Oracle Payments Setup Funds 8isbursement Setup &lick 5o o ask icon for Paymentethods Payment ethods pa!e

A. &lick the &reate button. he &reate Payment ethod$ 5eneral pa!e appears.

B. n the %ills Payable re!ion, select the 9se Payment ethod to ssue %ills Payable checkbo*. )hen you enable this check bo*, the payment method is used only for creatin! billspayable.

<. n the aturity 8ate Override field, specify the number of days to add to the paymentdate to determine the maturity date.

;ote3 Payments created #ith a bills payable payment method #ill have a maturity date that isbased on the earliest available discount or due date #hen the payment is created. You canoptionally override this calculation by enterin! a value for the number of days in the aturity8ate Override field. he maturity date is then calculated by addin! that number of days to thepayment date.

Payment Process Pro/ile 1etup

Oracle Payments Payment "dministrator responsibility

1>2 Oracle Payments Setup Funds 8isbursement Setup &lick 5o o ask icon for PaymentProcess Profile Payment Process Profiles pa!e

o ensure that a payment instruction contains only bills payable$

A. &lick the &reate button. he &reate Payment Process Profile pa!e appears.

B. n the Payment 5roupin! re!ion, select the %ills Payable check bo* so only bills payable#ill be !rouped into a sin!le payment instruction.

Prepayments #verview

" supplier mi!ht send an invoice that references a prepayment. f a supplier reduces theinvoice amount by the amount of the prepayment and associated ta*, you can use thePrepayment on nvoice feature to enter the invoice.

You can enter t#o types of prepayments$ emporary and Permanent.

Temporary Prepayments

emporary prepayments can be applied to invoices or e*pense reports you receive. Fore*ample, you use a emporary prepayment to pay a hotel a caterin! deposit. )hen the hotel7s

invoice arrives, apply the prepayment to the invoice to reduce the invoice amount you pay.Permanent Prepayments

Permanent prepayments cannot be applied to invoices. For e*ample, you use a Permanentprepayment to pay a lease deposit for #hich you do not e*pect to be invoiced.

pplying Prepayments to Invoices and %pense $eports

Pay a prepayment -ust as you #ould any other invoice. (o#ever, you cannot partially pay aprepayment6 you must fully pay it. You must fully pay a prepayment before you can apply theprepayment to an invoice.

f you entered the prepayment as a Permanent type and #ant to apply it, you can query theprepayment in the nvoices #indo# and chan!e the Prepayment ype to emporary.

f you use "utomatic Offsets then your settin! for the Prevent Prepayment "pplication "cross%alancin! Se!ments Payables option controls #hether you can apply a prepayment to an

invoice or e*pense report #ith a different balancin! se!ment.

$econciling Payments with Cash Management

f you enable the "ccount for Payment )hen Payment &lears option in the Payables Options#indo#, "ccountin! Option tab, the follo#in! accountin! events !enerate reconciliationaccountin! entries #hen you submit the &reate "ccountin! process$

?@ the delay in the bank clearin! of payments from the time of issuance to the time ofreconciliation



?A differences bet#een the ori!inal payment amount and the cleared payment amount dueto e*chan!e rate fluctuations, bank char!es, or bank errors

?B reconciled payments

?< unreconciled payments

Important3 You can reconcile forei!n currency payments that have no e*chan!e rates.(o#ever, Oracle Subled!er "ccountin! #ill not create reconciliation accountin! entries. f you

enter the e*chan!e rate in the 54 8aily Rates table and then submit the "utoRate pro!ram,the reconciliation accountin! entries are created for payments that #ere reconciled #ithoute*chan!e rates.

$eports

an! ccount .isting

9se this report to revie# information for each internal bank account you use. Payables providesdetail information about each bank, bank branch, bank account, and payment document thatyou have defined.

Cash $e'uirement $eport

9se the &ash Requirement Report to forecast your immediate cash needs for invoice payments.You can submit this report before every pay run to determine your cash requirements for therun. You can also submit this report for the ne*t t#o or three pay runs to forecast your cashrequirements for the future and improve your cash mana!ement.

*iscounts vailable $eport

9se the 8iscounts "vailable Report to identify payments #here you can take advanta!eousdiscounts. f you find that you are losin! discounts, you can chan!e your system and supplierdefaults and modify your pay run selection criteria to make sure that you take all validdiscounts.

*iscounts Ta!en and .ost $eport

9se the 8iscounts aken and 4ost report to identify payments for #hich you could have taken adiscount, but did not. f you find that you are losin! discounts, you can chan!e your systemand supplier defaults and modify your pay run selection criteria to make sure that you take allvalid discounts.

5inal Payment $egister

9se the Final Payment Re!ister to list each payment that #as included in a pay run. he reportlists each payment in a pay run, includin! setup, overflo#, and subsequently voided paymentdocuments, in ascendin! order by payment number.

Payment udit by Voucher ;umber $eport

9se the Payment "udit by /oucher >umber Report to revie# payments #ith assi!nedsequential voucher numbers. f you enable the Sequential >umberin! profile option, either youor Payables can assi!n a unique, sequential number to each payment you create. You can alsouse this report to revie# assi!ned and available voucher numbers for the sequence name youspecify, as #ell as sequential numbers that have been deleted.

Payment %ceptions $eport

9se this report to revie# e*ception payments in Payables. his report provides you #ith astate'of'the'system listin! of the e*ception payments in Payables at any time. 0*ceptionpayments are payments that your bank has$ >ot yet cleared, &leared for an amount differentfrom the payment amount, &leared before the payment date, &leared, but the payment is voidin Payables.

Payment ain D .oss $eport

For each payment that has both a !ain and a loss, Payables lists each currency e*chan!e rate!ain and loss included in the payment. 9se this report if you need to kno# the e*act !ain orloss for an invoice in a payment, or ho# the total !ain and loss of the payment is distributedacross a payment7s invoices.



?= a specific day of a month, such as the ACth of the month

?C a specific date, such as "u!ust AC, B@@E

?D the number of days added to your terms date, such as A= days after the terms date

?E a special calendar that specifies a due date for the period that includes the invoice termsdate. Only due dates can be based on a special calendar. 8iscount dates cannot be basedon a special calendar.

0ach payment term line also defines the due or discount amount on a scheduled payment.)hen you define payment terms, you specify payment amounts by percenta!es or by fi*edamounts. "fter you define payment terms, you can select default payment terms that Payablesautomatically assi!ns to the suppliers and supplier sites you enter. he payment terms for asupplier site default to the invoices you enter for the site.

*e/ining Payment Terms

;ame 0nter a unique payment term name and a description. 9se names that make it easy toidentify the usa!e of payment terms. For e*ample, use AA@ >et <@ to refer to a payment term#hich indicates you receive a AM discount if you pay #ithin A@ days and the invoice is due in<@ days. his name #ill appear on a list of values #ith the description #henever you select apayment term.

*escription 8escription of payment term.

Cut"o// *ay For 8ay of onth terms only, the day of the month, after #hich the due anddiscount dates of the scheduled payment #ill be in a future month. he e*act month dependson the value you enter for the onths "head field. Payables compares the invoice terms dateto the &ut'off 8ay. f you leave this field blank, Payables al#ays uses the current accountin!month to determine the due and discount dates.

For e*ample, suppose your &ut'off 8ay is AA, your onths "head is @ 13ero2, and your 8ay Ofonth due date is AC. f you enter an invoice #ith a payment term date of +anuary AB,Payables #ill set the due date for February AC.

;ote3 f you use due 8ays or Fi*ed 8ate terms, do not enter a cut'off day.

$an! f you enable Recalculate Scheduled Payment, enter a unique value to rank your invoiceterms. One is the hi!hest rank. Payables uses ranks to choose the most favorable paymentterms from the invoice and purchase order. 8urin! nvoice /alidation, Payables recalculates

the scheduled payment usin! the most favorable terms only if the Recalculate ScheduledPayment Payables option is enabled.

%//ective *ates $egion E5rom ToF f you #ant to make this payment term valid on acertain date, enter that date in the 0ffective 8ates From field. f you #ant to make thispayment term invalid on and after a certain date, enter that date in the 0ffective 8ates ofield.

*ue 1ubtab

0nter one of the follo#in! to determine the portion of an invoice due on the scheduledpayment$

?K M 8ue ' he portion of an invoice due. he total of your scheduled payment lines mustequal A@@M. You cannot combine percenta!es due and amounts due for one set ofpayment terms.

?L "mount ' For amount due terms only, enter the amount due. ypically amount due termshave more than one payment term line since you must specify 3ero as the amount onyour last payment term line. Payables uses the 3ero amount payment line to determinethe remainin! amount due on the last scheduled payment.

0nter one of the follo#in! to determine the due date on the scheduled payment line$

?A@ &alendar ' f you enter a value in the &alendar field, Payables determines duedates for scheduled payments by usin! a special calendar. " special calendar is dividedinto periods, and each period has a due date assi!ned to it. )hen you assi!n due dates



to the periods of a payment terms calendar, you can avoid #eekends and holidays. Youcan define special calendars for payment terms in the Special &alendar #indo#.

?AA Fi*ed 8ate ' Specific month, day, and year on #hich a payment term is due.

?AB 8ays ' Payables adds this number of days to the invoice terms date to determinethe due or discount date on your scheduled payment line. ;ote3 You cannot enter valuesin the 8ay of onth and onths "head fields for a payment term line if you enter a value

in this field.?A< 8ay of onthonths "head

- 8ay of onth ' Payables uses the value you enter to calculate a due or discount

date for a scheduled payment. For e*ample, enter AC to have Payables schedulepayment for the ACth day of the month. 0nter <A if you #ant Payables to schedulepayment for the final day of the month, includin! months #ith less than <A days.

- onths "head ' For 8ay of onth terms only. Payables uses the value you enter in

con-unction #ith the &ut'off 8ay you enter to calculate the due or discount date ofa scheduled payment line. f you enter 3ero 1@2 in this field and the terms date ofan invoice is the same as or later than the &ut'off 8ay, then Payables uses the dayin the 8ay of onth field for the ne*t month as the due date of an invoice paymentline. f you enter A in this field, Payables uses one month beyond the ne*t month as

the due date. ;ote3 You cannot enter a value in this field if you enter a value inthe due 8ays field.

5irst *iscountG 1econd *iscountG and Third *iscount 1ubtabs

f you are usin! discount terms, define payment term lines in the First, Second, and hird8iscount subtabs. 8efine discounts so that the first discount has an earlier discount date thanthe second, and so on. You can reali3e only one discount on a payment term line.

0nter one of the follo#in! to determine the portion of the invoice to discount on the scheduledpayment$ M 8ue or "mount.

n the M 8iscount field, enter the discount percent. Payables uses the percenta!e you enter tocalculate the discount amount available for a scheduled payment. Payables multiply thispercenta!e #ith the amount due on the scheduled payment line to determine the discountamount available on the scheduled payment line.

;ote3 n the Second and hird 8iscount subtabs, you can enter second and third discountpercenta!es for discounts available if you miss the first discount date. 8o not enter a value inthis field if there is no discount available.

0nter one of the follo#in! to determine the due date on the scheduled payment line$ 8ays,8ay of onth, or onths "head.

Managing Cash $e'uirements

For various reasons, there may be times #hen your or!ani3ation does not have the necessarycash to pay the invoices selected. Several options e*ist to mana!e your cash requirements sothat they better match the cash you have available. hese options are discussed belo#.

$un Cash $e'uirement $eport

9se the &ash Requirement Report to forecast your immediate cash needs for invoice payments.You can submit this report$

?@ before every pay run to determine your cash requirements for the batch

?A for the ne*t t#o or three pay runs to forecast your cash requirements for the future andimprove cash mana!ement

;arrow 1election o/ Invoices in Pay $un



"lthou!h you can revie# invoices and payments that have been selected for a particular payrun, lar!er cash flo# problems can be more efficiently handled by alterin! the invoice selectioncriteria for the pay run. Options include$

?B "dditional Pay hrou!h 8ays ' he defaulted date is created by referencin! the "dditionalPay hrou!h 8ays settin! on the Scheduled Payment Selection &riteria tab in the &reatePayment Process Request emplate pa!e. his selection criteria is typically set to coincide

#ith the frequency of your pay runs. For e*ample, if you process pay runs t#ice a month,you #ould probably specify the "dditional Pay hrou!h 8ays field #ith a value AC. ntimes of lo# cash availability, you can chan!e this value to E to pay only those invoicesdue in the ne*t E days rather than the ne*t AC.

?< Payment Priorities (i!h4o# ' You may not normally use this criteria durin! invoiceselection. f, ho#ever, you have assi!ned priorities to your suppliers appropriately, youmay reduce the number of invoices selected for payment by establishin! selection criteriafor your hi!her priority suppliers to prevent delayed delivery of !oods or services criticalto your operations.

?= nclude Only 8ue ' Payables selects invoices #ith due dates that fall #ithin the >umber ofPay From 8ays and "dditional Pay hrou!h 8ays. hese invoices may be ones that arebein! paid #ithin a discount period or simply #hen due. You may choose to override thePay 8ate %asis on supplier records for a particular pay run by enablin! the nclude Only

8ue option. he system then drops invoices from the pay run that #ere bein! paid #ithina discount period, thereby fore!oin! the discount available.

?C Payment 4imits ' You can further mana!e your cash requirements by lo#erin! thema*imum dollar amounts set for a total pay run 1a*imum Outlay2 or for an individualpayment #ithin the pay run 1a*imum Payment2, re!ardless of the number and dollaramount of the invoices comprisin! the payment.

%e certain that you7re a#are of the impact that these chan!ed selection criteria #ill have onyour or!ani3ation. n the case of payin! only invoices due in the subsequent #eek, consider#hen and ho# you #ill be able to !et back to a re!ular schedule. "lso, revie# the 8iscounts"vailable Report so that you7ll be a#are of the cost of fore!oin! these discounts and payin! thefull amount on the due date.

Internet %penses #verview

Oracle nternet 0*penses helps employees to enter and submit e*pense reports usin! acomputer or standard )eb bro#ser, )eb'enabled mobile device, or 0*cel spreadsheet.

?@ Oracle nternet 0*penses inte!rates #ith Oracle Payables to provide quick processin! ofe*pense reports for payment.

?A Oracle )orkflo# automatically routes e*pense reports for approval and enforcesreimbursement policies.

Internet %penses #verview

dvantages o/ 4sing #racle Internet %penses

nternet 0*penses streamlines and automates e*pense mana!ement for a hi!her return oninvestment.

?@ t reduces administrative costs and data entry errors since data entry is streamlined andaccessible any#here online 1mobile, desktop, bro#ser2 or offline 1spreadsheet2.

?A t enforces spend policy to control e*penses, sho#in! any policy deviations.

?B t eliminates e*pensive customi3ations throu!h !lobal accommodation for localstatutory re!ulations and automates audit mana!ement, conservin! staff for analytical#ork and providin! better information to mana!ement.



?< t increases productivity #hen employees can fle*ibly create e*pense reports usin! astandard )eb bro#ser, a connected )eb'enabled mobile device, a disconnectedspreadsheet, andor do#nloaded credit card transactions.

?= t improves cycle times by routin! e*pense reports via #orkflo#.

?C t increases employee satisfaction #hen their status'related questions can be self'ans#ered #ithin the application.

=0 %pense $eporting Process

?E You create and submit an e*pense report usin! Oracle Payables or Oracle nternet0*penses. he basic e*pense reportin! process is as follo#s$

?K A. he 0mployee submits an e*pense report.

?L B. he 0*penses )orkflo# notifies the approvin! authority for online revie#.

?A@ <. f the report is re-ected, the Re-ection process notifies the employee by email.You can access and update the re-ected e*pense report from Payables, if you submittedthe e*pense report from Payables, or from nternet 0*penses if you submitted thee*pense report from nternet 0*penses.

?AA =. For Payables approvals, the Payables "pproval process determines #hether areport requires audit. t automatically approves if audit is not needed. he audit rulesdetermine #hether audit is required. f required receipts are missin! or there arequestions about policy compliance, auditors can request more information, shortpay,re-ect or ad-ust the e*pense report. For all cases, notifications are sent to the preparer.

?AB C. "fter mana!er andor accounts payable department approval, the 0*penseReport 0*port pro!ram converts the e*pense report into an invoice. n Oracle Payables,the system either creates the payment or it prints the nvoice 0*port 0*ceptions Reportfor e*pense reports that cannot be imported and have to be resubmitted.

?A< D. he employee is notified and receives payment by check or direct deposit,dependin! on the company policy or setup.

=&, %ntering %pense $eports

?AC You can enter e*pense reports in either Oracle Payables or Oracle nternet 0*penses. hismodule focuses on enterin! e*pense reports in Payables only.

?AD t is important to note that althou!h the e*pense report process is similar in theseapplications, that if you enter e*pense reports in Payables, you can only vie# and modify thosee*pense reports in Payables6 if you enter e*pense reports in nternet 0*penses, you can onlyvie# and modify those e*pense reports in nternet 0*penses.

?AE o enter e*pense reports in the Payables 0*pense Reports #indo#$

?AK

?AL A. 0ither enters the employee name in the 0mployee field or the employeenumber in the >umber field.

?B@ B. Optionally chan!e the 54 "ccount, #hich defaults from the employee record.

?BA <. n the Send to field, optionally chan!e the location to #hich you #ant to sendpayment for the e*pense report. You control the default e*pense address in theFinancials Options #indo#.

?BB =. n the 8ate field, enter the period endin! date for the e*pense report.Payables uses this date as the 54 8ate for invoice distributions created from the e*pensereport. )hen you submit 0*pense Report 0*port you have the option to override thisdate.

?B< C. 0nter an nvoice >umber, or Payables #ill enter the invoice date or thee*pense report date as the nvoice >umber. 0nter a 8escription of the e*pense report.his #ill become the invoice description, and it #ill appear on reports.

?B= D. 0nter the total "mount of the e*pense report. Payables #ill confirm that thesum of the item amounts matches this amount.



?BC E. f you enable the Revie#ed %y Payables check bo*, this indicates that receiptsare not required for this e*pense report. &onsequently, the Receipt /erified check bo* inthe 0*pense "udit tabbed re!ion becomes non'updatable.

?BD K. 0nter the e*pense report emplate you #ant to use. f a default template isdefined in the Payables Options #indo# and the template is active, then Payablesdisplays that default template. he template determines #hich items you can select. he

template also mi!ht provide default values for ype, ncludes a*, and 54 "ccount.8urin! 0*pense Report 0*port, Payables creates invoice distributions from the lines.

?BE L. For each line on the e*pense report, select the line and enter the amount.Optionally update the 54 "ccount. he default 54 "ccount for each item line is the 54"ccount for the employee overlaid #ith any se!ments defined on the template for thee*pense item. "s #ith invoices, ta*es are automatically calculated for the 0*pense reportusin! the Oracle 0'%usiness a* setup.

?BK A@. Save your #ork.

?BL o enter an e*pense reports in Payables7 nvoices #indo#, ensure that invoice ype ;0*pense Report.

?<@ You must use the nvoices #indo# to enter pro-ect'related e*pense reports in thenvoices #indo#. his #indo# captures the necessary pro-ect and task related information

required for pro-ect'related e*pense reports.?<A Oracle nternet 0*penses is a self'service application that helps employees to enter andsubmit e*pense reports usin! a standard )eb bro#ser or 0*cel spreadsheet.

=+2 Procurement Card Process

?<< he flo# pictured in the slide above illustrates the procurement card process$

?<= A. 9se a SQ4?4oader script to load the procurement card transactions into the"PN0*penseNFeedN4inesN"ll

?<C B. /alidate the transactions by submittin! the Procurement &ard ransaction/alidation pro!ram. his pro!ram creates default accountin! distributions for procurementcard transactions. t also validates imported transactions and identifies e*ceptions.0*ceptions include$ ransaction loaded for an employee #ho is not defined in OraclePayables6 ransaction loaded for a card number that is not defined in Oracle Payables6

8uplicate reference numbers of transactions posted by your card issuer 1the referencenumber is the unique number assi!ned to each transaction by the card issuer2.

?<D <. /erify the transactions #ith the employee by submittin! the Procurement &ardransaction /erification pro!ram. his pro!ram initiates the 0mployee /erification )orkflo#pro!ram and runs based on the level of notification you define at the card profile level. fverification is required at the profile level, the employee is able to verify transactionsdirectly from the #orkflo# notification 1for all or none2. "lternatively, the employee canuse Oracle )eb 0mployees to verify transactions individually. )ith Oracle )eb 0mployees,you can also verify transactions usin! different statuses, update the default cost center,account for a transaction, and split a transaction. f verification is not required at the profilelevel, the employee receives a notification that requires no action 1unless notification levelis set to >one2.

?<E =. Send the transactions for mana!ement approval by submittin! the Procurement

&ard ransactions "pproval Process. his pro!ram initiates the ana!er "pproval )orkflo#pro!ram and runs based on the level of notification you define at the card profile level. fapproval is required at the profile level, the mana!er can only approve or re-ecttransactions directly from the #orkflo# notification. f approval is not required, themana!er receives a notification that requires no action 1unless notification level is set to>one2.

?<K C. f the transactions need to be ad-usted, procurement card administrators canad-ust them or create transaction distributions usin! the Procurement &ard ransactions#indo#.



?<L D. Once the transactions are approved, create invoices for the transactions bysubmittin! the &reate Procurement &ard ssuer nvoice pro!ram. his pro!ram moves thetransaction data from the "PN0JP0>S0NF008N8SSN"44 table to the"PN>/O&0SN>0RF"&0 and "PN>/O&0N4>0SN>0RF"&0 tables. hen, submit thePayables Open nterface mport pro!ram to move invoices into Oracle Payables #here theycan be validated and paid.

=,> 1etting 4p Procurement Cards and Credit Cards?=A 9se the &ard Pro!rams #indo# and the &redit &ards #indo# to set up your credit cards,#hich are used for employee e*pense reports, and your procurement cards, #hich are used byqualified employees to purchase items directly from suppliers. f you are usin! nternet0*penses, there are additional setup steps. See$ 0stablishin! &orporate &redit &ards, OracleInternet Expenses Implementation and Administration Guide.

=,2 Code 1ets 7indow

?=< Your card issuer maintains card codes, for e*ample, Standard ndustry &lassification1S&2 codes or erchant &ate!ory &odes 1&&2, to identify suppliers and supplier types for thetransactions that your employees incur #hen usin! a procurement card.

?== You can assi!n a default account to a card code so that #hen you import a transaction forthat card code, you can create a default accountin! distribution for the transaction based on

the card code for the transaction.?=C You define sets of credit card codes in this #indo#. You assi!n credit card code sets tocredit card profiles. You then assi!n credit card profiles to credit cards.

?=D

Hey Processes

Create ccounting Process

he parameters you use #hen you submit the &reate "ccountin! pro!ram determine ho#accountin! entries are transferred to the led!ers in your !eneral led!er. "ccountin! can becreated in draft or final mode. You can transfer subled!er accountin! entries in summary ordetail. Re!ardless of the option you choose, you can al#ays drill do#n to the subled!er to vie#the details that build the !eneral led!er balances.

Create ccounting *ra/t

f you submit the &reate "ccountin! in 8raft mode, you can revie# the subled!er accountin!entries !enerated for your Payables transactions. f any accountin! is incorrect, you can updatethe transaction in Payables to correct the accountin! before you create final accountin!.

Create ccounting 5inal

Run the &reate "ccountin! process in Final mode to !enerate your final subled!er accountin!entries. Once you !enerate final accountin!, you cannot correct the accountin!. nstead, youmust enter correctin! transactions in Payables.

Integration with #ther pplications

Other applications that inte!rate #ith Oracle Payables such as Oracle "ssets, OracleProcurement, Oracle Pro-ects, and Oracle nventory no# provide Payables'related accountin!information to Oracle Subled!er "ccountin!. nvoice 4ines and 8istribution details continue tobe provided to Payables directly.

Trans/er Journal %ntries to .

Submit the ransfer +ournal 0ntries to 54 process to transfer accountin! information fromOracle Subled!er "ccountin! to the 54 nterface. he ransfer +ournal 0ntries to 54 processtransfers summary or detail accountin! activity for any open period into the !eneral led!erinterface. )hen more than one period is open, the transfer selects transactions from the firstopen period up to the entered transfer date, and passes the correct accountin! date andfinancial information into the !eneral led!er interface.

Journal Import



Once subled!er accountin! entries are transferred to the 54 nterface table, use the +ournalmport process to import accountin! information from the 54 nterface to the !eneral led!er.

Posting Journals

9se the post -ournals process to update the account balances of your detail and summaryaccounts. You can post actual, bud!et, or encumbrance -ournal batches.

#verview o/ the Period Close

?@ "t the end of each accountin! period, companies must complete the closin! process inPayables and reconcile Payables activity for the period.

?A You close a Payables period after you have completed subled!er accountin! fortransactions for the period and you have transferred the subled!er accountin! entries to!eneral led!er.

" #eek before your first period close, create a copy of the production database and then do adry run follo#in! your period close procedures. he dry run #ill help you identify problems andissues #ell in advance of the actual period close.

Prepare /or Period Close

Complete all receipt processing

Process all possible receivin! transactions so #hen remainin! invoices are matched, nvoice

/alidation #ill place fe#er matchin! holds. 9se the ransaction Status Summary #indo# toensure all receipts #ere processed and that none have a status of 0rror. his form looks like avie# only form, ho#ever, you can delete records so they may be re'processed. Receipt"ccruals are not !enerated for errored transactions so make sure you do not skip this step.

Con/irm or cancel all pending pay runs

Pay runs must be either confirmed or canceled or you #ill not be able to close the period. "fterall activities relatin! to pay runs are completed, process any manual payments, and QuickPayments. "lso, process any stop or void payments.

4pdate matured bills payable

f you use bills payable 1future dated payments2, either manually update the payment statusor use the 9pdate ature %ills Payable Status pro!ram to update the status of any billspayable that have reached their maturity date, but still have a status of ssued.

Import invoicesProcess any invoices that are loaded throu!h the Payables Open nterface #ith the PayablesOpen nterface mport pro!ram. Revie# the e*ceptions report and resolve any invoice relatedissues. ypical types of invoices that are imported throu!h this open interface include$

?@ 08 inbound invoices 1KA@2

?A nvoices from e*ternal systems

?B nvoices created from credit card transactions if usin! procurement cards

?< "dvance Shipment and %illin! >otices 1"S%>s2

%port and process epense reports

Process any e*pense reports that are entered usin! the Payables 0*pense Reports #indo# as#ell as invoices comin! from e*ternal sources.

Inter/ace ad8ustments to supplier invoices to payablesf you are usin! Pro-ects, you #ill most likely be updatin! pro-ect balances #ith invoicesentered in Payables throu!h the accountin! period. Final ad-ustments to supplier invoices likereclassifyin! from pro-ect to pro-ect or task to task, should be interfaced back to Payablesusin! the PR&$ nterface Supplier nvoice "d-ustment &osts to Payables pro!ram. Forad-ustments to e*pense reports, use the PR&$ nterface 0*pense Reports from Payables inOracle Pro-ects pro!ram. hese pro!rams are submitted in Pro-ects.

$econcile ban! statements



Reconcile any outstandin! bank statements. 8ependin! on ho# your Payables Options are setup, you may !enerate clearin! events #hen you reconcile payments. )hen you run the &reate"ccountin! process, the accountin! #ill be !enerated and subsequently sent to the 5eneral4ed!er durin! the ransfer +ournal 0ntries to 54 process.

$un Validation:$eview and $esolve 9olds

$un the Invoice Validation Process

he nvoice /alidation process attempts to validate invoices and remove any e*istin! holds.Some invoices may be placed on hold and not validated. f an invoice contains a system holdmanually correct the problem that caused the hold and then rerun the nvoice /alidationprocess to remove the hold. "ll user defined holds must be manually removed.

$esolve Invoice 9olds

?@ atchin! (old 8etail Report ' 9se the atchin! (old 8etail Report to revie# detailedaccounts payable and purchasin! information for invoices #ith matchin! holds andmatchin! hold releases.

?A nvoice on (old Report ' 9se the nvoice on (old Report to revie# detailed informationabout invoices on hold. You can submit the /alidation process before submittin! thisreport to obtain the most up'to'date hold information.

$erun the Invoice Validation Process i/ ;ecessary

For many system holds it #ill be necessary to fi* the problem that caused the hold. Rerun thenvoice /alidation process after resolvin! any invoice hold issues to update the status of theinvoice to /alidated.

Create 1ubledger ccounting

&reate subled!er accountin! entries for invoice and payment transactions in Payables usin!Oracle Subled!er "ccountin!.

%efore you can account for transactions, the follo#in! conditions must be met$

?@ nvoices must complete nvoice /alidation and must have no holds that preventaccountin!. You can define #hether a hold prevents accountin! in the nvoice (old andRelease >ames tab. he system also defines several holds that prevent accountin!. Youcan revie# these holds in the nvoice (old and Release >ames tab.

?A Payments must have all their invoices accounted first.

here are t#o #ays to create subled!er accountin! entries for invoice and paymenttransactions$

?B &reate online accountin! for a sin!le transaction, invoice batch, or pay run. o do this,select the transaction, and use the "ctions button to launch the &reate "ccountin!process.

?< Submit the &reate "ccountin! process from the Submit Requests #indo#. You canschedule this process to run periodically. f you set the process to provide 8etailedinformation, the process lists any transactions that accounted #ith errors. Revie# allunaccounted transactions, correct the problems, and resubmit the accountin! process.

"fter you create subled!er accountin! entries, you can vie# them in the /ie# "ccountin!#indo#.

You can update subled!er accountin! entries in Payables only if you create draft accountin!entries. f you revie# the draft accountin! entries and notice that the accountin! is incorrect,you can correct the underlyin! transaction, and recreate the subled!er accountin! entries. Youcannot ad-ust accountin! once you create final accountin! entries. nstead, create an ad-ustin!transaction or create a manual -ournal entry.

Create ccounting Program

he &reate "ccountin! pro!ram$

?@ /alidates and creates subled!er -ournal entries



?AC Run the mport +ournal process after submittin! ransfer +ournal 0ntries to 54, in orderto create unposted -ournal entries in 5eneral 4ed!er. his process must be submitted from5eneral 4ed!er.

=&0 $eview ccount nalysis $eport

?AE Run the "ccount "nalysis report in 5eneral 4ed!er to revie# and analy3e accountin!entries. You can use the report parameters to limit the report to -ust the accountin!

information you #ant to revie#.Trans/er Journal %ntries to . Program

he ransfer +ournal 0ntries to 54 pro!ram consists of a subset of parameters used in the&reate "ccountin! pro!ram as listed belo#$

?@ 4ed!er

?A Process &ate!ory

?B 0nd 8ate

?< Post in 5eneral 4ed!er

?= 5eneral 4ed!er %atch >ame

he ransfer to +ournal 0ntries to 54 Report is !enerated by the ransfer +ournal 0ntries to 54pro!ram and lists the follo#in!$

?C ransfer to 54 Summary

?D 5eneral errors

=@ Post Journal %ntries in .

= Post Journals in .

?L Once -ournals are imported into 5eneral 4ed!er, post them.

=&> Create $emaining Mass dditions

?AA Run the ass "dditions &reate pro!ram after Payables subled!er accountin! entries havebeen transferred to 5eneral 4ed!er 1the -ournals do not need to be posted2. 0specially if thevolume of your asset purchases is hi!h, the ass "dditions &reate pro!ram #ill typically be runseveral times throu!hout the accountin! period so distributions associated #ith the purchase ofassets may be processed. Subled!er accountin! entries 1based on information in the invoicelines and distributions2 are transferred, and they become -ournal entries in 54. Ieep in mindthat it is not mandatory that all invoices for asset purchases be processed durin! the period in#hich the asset #as purchased. For e*ample, invoices entered in ay for assets purchased in+anuary #ill be processed in "ssets as prior period additions if they #ere actually placed inservice in +anuary.

$econcile P to .

9se the follo#in! reports to reconcile your transferred invoices and payments to your "ccountsPayable rial %alance to ensure that your rial %alance accurately reflects your accountspayable liability$

?@ "ccounts Payable rial %alance 1for last day of prior period2

?A Payables Posted nvoice Re!ister ' nvoice -ournals must be posted in !eneral led!er toappear on this report.

?B Payables Posted Payment Re!ister ' Payment -ournals must be posted in !eneral led!erto appear on this report.

?< "ccounts Payables rial %alance 1for last day of current period2

his balancin! process #ill help you ensure that all liabilities recorded in Payables are reflectedin the !eneral led!er "P liability accounts. f the balance reported by the accounts payablestrial balance does not equal the balance in the "P liability account, you can use the "ccount"nalysis report and the 5eneral 4ed!er reports to determine #hat -ournals are bein! posted tothat account. %efore runnin! your reports, run the ransfer +ournal 0ntries to 54 Pro!ram for



all transactions in the period that you are reconcilin!. "lso, be sure to post the transactions inthe !eneral led!er.

Close the P Period

Period Close %ceptions $eport

9se the Period &lose 0*ceptions report to revie# a complete list of e*ceptions that arepreventin! the close of a selected accountin! period. Submit this report to revie# a complete

list of e*ceptions that are preventin! you from closin! a Payables accountin! period. hisreport lists, for each or!ani3ation #ithin the set of books, the follo#in! e*ceptions$

?@ Outstandin! Pay Runs

?A "ccountin! 0ntries not ransferred to 5eneral 4ed!er

?B %ills Payable Requirin! aturity 0vent and "ccountin!

?< 9naccounted nvoices

?= 9naccounted Payments

&orrect any e*ceptions before you close the "P period.

Close the P Period

9se the &ontrol Payables Periods #indo# to close the "P period.

Close the P# Period

$eview the 4nnoticed $eceipts report

he 9ninvoiced Receipts Report should be run before the Receipt "ccrual ' Period'0nd process.)ith this report, you can revie# all or specific uninvoiced receipts for both period end andonline accruals. 9ninvoiced receipts are !oods and services you have received that yoursupplier did not invoice yet. his report indicates e*actly #hat you have to accrue and for #hatamount, and helps you analy3e your receipt accrual entries. he accrual amount is thedifference bet#een the quantity received and the quantity billed multiplied by the unit price ofthe item.

Process period"end receipt accruals

9se the Receipt "ccruals ' Period'0nd process to create period'end accruals for youruninvoiced receipts for 0*pense distributions. Purchasin! creates an accrual -ournal entry inyour !eneral led!er for each uninvoiced receipt you choose usin! this #indo#. 0ach time you

create accrual entries for a specific uninvoiced receipt, Purchasin! marks this receipt asaccrued and i!nores it the ne*t time you run the Receipt "ccrual ' Period'0nd process.Purchasin! creates accrual entries only up to the quantity the supplier did not invoice forpartially invoiced receipts.

Once the Receipt "ccruals ' Period'0nd process completes, use ransfer +ournal 0ntries to 54pro!ram from Receivin! to transfer the subled!er -ournal entries to 5eneral 4ed!er. he

-ournal is assi!ned a reversal period based on the cate!ory setup. his -ournal must bereversed in the subsequent period and posted. f the -ournal is not reversed and posted, youruninvoiced receipt liability #ill be overstated.

Close the purchasing period

9se the &ontrol Purchasin! Periods #indo# to control the purchasin! periods defined in the"ccountin! &alendar #indo#. Purchasin! lets you create -ournal entries only for transactionsyou enter in an open purchasin! period. 9se the &ontrol Purchasin! Periods #indo# to chan!ethe status of the period to &losed. Once the Purchasin! period is closed, the correspondin!Payables period cannot be re'opened unless the purchasin! period is re'opened. 0ach periodin the purchasin! calendar #ill have one of the follo#in! statuses$

?@ &losed ' )hen you close a purchasin! period, Purchasin! does not allo# further accrualsdurin! the period. Purchasin! reverses the status of accrued purchase order lines that areset to accrue at period end so that you can accrue them in the ne*t period if you need to.



?A Future ' 9se this option if you #ant to open the purchasin! period in the future. hisoption is available only #hen the current status is >ever Opened.

?B >ever Opened ' Purchasin! displays this default status if you have not opened the periodin the past.

?< Open ' 9se this option to open the purchasin! period.

?= Permanently &losed ' 9se this option if you do not #ant to re'open the period in the

future. his option is irreversible.

Process remaining inventory transactions

Process any remainin! inventory transactions and close the inventory accountin! period.

$un ccrual $eports

Run the accrual reconciliation load pro!ram and then use the follo#in! reports to analy3e thebalance of the accrual accounts.A. Summary "ccrual Reconciliation ReportB. "P and PO "ccrual Reconciliation Report<. iscellaneous "ccrual Reconciliation Report=. "ccrual )rite'Off ReportC. )P "ccrual )rite'Offs Report. >ote that this report only sho#s )P #rite'offs that #ereperformed in prior releases.

You can also use the follo#in! #indo#s to vie# #rite'off details$

A. "P and PO "ccrual )rite'OffB. iscellaneous "ccrual )rite'Off<. /ie# )rite'Off ransactions7rite o// accrued transactions as necessary

"fter you have researched the reported accrual balances, you can use the "ccrual )rite'Offs#indo# to indicate #hich entries you #ish to remove and #rite off from this report.

8o not create manual -ournal entries for #rite offs since the -ournal entries #ill beautomatically created a!ainst the #rite off transaction in the costin! subled!er.

Hey ccounts

$eceiving Inventory ccount

he Receivin! nventory "ccount is a clearin! account. he account is used for perpetual 1onreceipt2 accruals. "fter receivin! transactions are processed and the ransfer ransactions to54 process is run, the Receivin! nventory "ccount is cleared and the aterial account ischar!ed #ith the cost of the capitali3ed inventory. Specify this account #hen you defineReceivin! nformation for your inventory or!ani3ations.

Inventory P ccrual

his is the account used by Purchasin! to accrue your payable liabilities #hen you receiveitems you #ill capitali3e as inventory. his account represents your uninvoiced receipt liabilityand is usually part of your "ccounts Payable 4iabilities in the balance sheet. Payables relievesthis account #hen the invoice is matched and validated. Specify this account #hen you definenventory nformation for your inventory or!ani3ations in the Other "ccounts tab.

P .iability

his defaults from the supplier site and is credited #hen a standard invoice is entered ordebited #hen a credit memo or debit memo is entered. he account is relieved #hen theinvoice is paid.

%pense P ccrual

his is the account used by Purchasin! to accrue your payable liabilities #hen you receiveitems you #ill e*pense. his account represents your uninvoiced receipt liability #hen you runthe Receipt "ccruals ' Period 0nd process. Specify this account on the "ccrual tab #hen youset up Purchasin! Options.



Material

"n asset account that tracks material cost. For avera!e costin!, this account holds yourinventory and in transit values. Once you perform transactions, you cannot chan!e thisaccount. Specify this account #hen you define nventory nformation for your inventoryor!ani3ations in the /aluation "ccounts re!ion for the &ostin! nformation tab.

Charge ccount

his is the char!e account is the account that #ill be char!ed for the purchase on either thebalance sheet or income statement. f the destination type for the distribution is nventory,this account #ill be the aterial account associated #ith the subinventory and you cannotoverride it. his is the balance sheet account that #ill be char!ed after inventory is capitali3ed.f the destination type is e*pense, you can specify this account 1provided it isn7t pro-ectrelated2 and override any defaults. his account #ill be either an asset clearin! account that#ill be included on the balance sheet or an e*pense account that #ill be included on theincome statement. his account is either created or specified #hen you create a purchaseorder.

Purchase Price Variance

his account is used to record differences bet#een purchase order line price and standard cost.he Purchase Price /ariance is calculated #hen items delivered to inventory are costed. his

account is not used #ith the avera!e cost method. For e*ample, assume the purchase orderline price for an item #as set at A@ per item but standard cost #as set to AB per item andyou purchased A@ items. he Purchase Price /ariance #ould be B@. Specify the PurchasePrice /ariance account #hen you define nventory nformation for your inventory or!ani3ationsin the Other "ccounts tab.

Invoice Price Variance

he variance account used to record differences bet#een purchase order price and invoiceprice. his account is used by Payables to record the invoice price variance for inventory items.For e*pense items, the account !enerator uses the char!e account to record any invoice pricevariance. For e*ample, assume the purchase order line price for an item #as set at A@ peritem but you #ere char!ed AB per item and you purchased A@ items. he nvoice Price/ariance #ould be B@. Specify this account #hen you define nventory nformation for yourinventory or!ani3ations in the Other "ccounts tab.

ccrual ccounting " Perpetual ccrual (#n $eceipt)



$eceive (2)

)hen you accrue on receipt, processin! a receivin! transaction automatically sends a receiptaccrual to the !eneral led!er. The $eceiving Inventory ccount is debited ('uantity purchase order line unit price) and the Inventory P ccrual account (uninvoicedreceipts account) is credited the same amount Run the mport +ournal process #ith asource of Purchasin! to create unposted -ournals in the !eneral led!er.


"fter deliverin! to the final destination, the $eceiving Inventory ccount is cleared andthe Material account is debited f you use standard costin!, the aterial account isdebited with the standard cost o/ the item and any di//erence is charged to thePurchase Price Variance account




)hen items are accrued on receipt, no period'end accrual is !enerated by the Receipt "ccruals' Period'0nd process. he receipt accrual is automatically !enerated #hen the receipt isprocessed.


%ntering an invoice and matching creates a debit to the Inventory P ccrual accountto clear the liability /or the uninvoiced receipt (you now have an invoice) he credit is

to the "P 4iability account that defaults from the supplier site if the invoice unit price is thesame as the purchase order line unit price. ny di//erence is charged to the Invoice PriceVariance account For items #ith destination type of nventory, the nvoice Price /arianceaccount #ill be the nvoice Price /ariance account specified #hen you defined nventorynformation for your inventory or!ani3ations in the Other "ccounts tab. he "P 4iabilityaccount is cleared #hen the invoice is paid.



$eceive (2)

)hen you process a receipt, no accountin! is created for period end accruals. Receipts thatare accrued at period end #ill al#ays be for a destination type of e*pense.


)hen you deliver a receipt to its final destination, no accountin! is created. he e*pense #illbe recorded after matchin! to the purchase order, runnin! the &reate "ccountin! process andsubsequently runnin! the ransfer +ournal 0ntries to 54 process.


f an invoice is not entered by period end, the Receipt "ccruals ' Period 0nd process #ill!enerate accruals and transfer the accountin! for them to the 54 nterface. 9se the mport+ournal pro!ram to create unposted -ournals. his -ournal is created #ith a reversal date in asubsequent period. he -ournal must be reversed so your receipt liability is not overstated.

$everse accrual in the general ledger (-)

n the subsequent period, reverse the prior period accrual.

Invoice and match (0)

0nterin! an invoice and matchin! creates a debit to the Inventory P ccrual account toclear the liability for the uninvoiced receipt 1you no# have an invoice2. he entire credit is tothe P .iability account that defaults from the supplier site if the invoice unit price is thesame as the purchase order line unit price. ny di//erence is charged to the Invoice PriceVariance account For items #ith destination type of 0*pense, the nvoice Price /arianceaccount #ill be the same as the char!e account. The P .iability account is cleared whena payment is processed

he Post ass "dditions process places the asset in service. )hen the &reate "ccountin!process is run in "ssets, the char!e account 1the clearin! account on the invoice distribution2 isrelieved and the cost account associated #ith the asset cate!ory is char!ed for the cost of the

asset.ccounting /or Payments without Cash in Transit (Cash Clearing)

%nter invoice (&)

" standardG unmatched invoice entered into Payables #ill !enerate a credit to the P.iability account and a debit to the charge account specified on the invoice distribution.For e*penses, this #ill be an income statement account6 for assets that #ill be capitali3ed in"ssets and depreciated, this account #ill be a balance sheet account 1asset clearingaccount26 for inventory received, the account #ill be the Inventory P ccrual account.

Pay invoice (2)



)hen not usin! cash clearing (cash in transit) account #ith &ash ana!ement or notusin! &ash ana!ement, the "P 4iability account is cleared #hen the payment is issued.

$eports

ccounts Payable Trial alance

9se the "ccounts Payable rial %alance Report to verify that total accounts payable liabilities inPayables equal those in the !eneral led!er. o reconcile these balances you can compare the

cumulative total liability provided by this report #ith the total liability provided by your !eneralled!er.

ccrual $ebuild $econciliation $eport

9se the "ccrual Rebuild Reconciliation Report to analy3e the balance of the "ccounts Payable1"P2 accrual accounts. You can accrue both e*pense and inventory purchases as you receivethem. )hen this happens, you temporarily record an accounts payable liability to your 0*penseor nventory "P accrual accounts. )hen Payables creates the accountin! for the matched andvalidated invoice, Payables clears the "P accrual accounts and records the liability from thesupplier site. Run this report at period end.

ccrual 7rite"#// $eport

9se the "ccrual )rite'Off Report to provide supportin! detail for your #rite'off -ournal entries.he process is as follo#s. First, you analy3e the "ccrual Reconciliation Report for transactions

that you should e*pense out of the accrual accounts. "fter you have researched the reportedaccrual balances, you then use the "ccrual )rite'Off #indo# to indicate #hich entries you #ishto remove and #rite off from this report. "nd, after you have #ritten off these entries, you usethe "ccrual )rite'Off Report as supportin! detail for your manual -ournal entry.

Matched and Modi/ied $eceipts $eport

"fter you automatically create invoice distributions by matchin! an invoice for !oods to areceipt, that receipt can be modified in Purchasin!. For e*ample, you mi!ht need to ad-ust areceipt because the quantity received #as incorrectly recorded, or the product #as defectiveand returned to the supplier. 9se this report to identify receipts that have been chan!ed afterinvoice matchin!, and for #hich no users have seen modifications.

ccount nalysis $eport

Run the "ccount "nalysis report to revie# and analy3e subled!er accountin! entries from

Payables. You can use the report parameters to limit the report to -ust the accountin!information you #ant to revie#. he "ccount "nalysis report is helpful #hen you reconcileyour accounts #ith your !eneral led!er.

Payables Posted Invoice $egister

9se the Payables Posted nvoice Re!ister to revie# accountin! lines, summari3ed by invoice,that have been transferred to the !eneral led!er. %ecause it presents amounts that have beenchar!ed to liability accounts, this report is valid only for an accrual led!er. he PayablesPosted nvoice Re!ister is primarily a reconciliation tool. 9se this report alon! #ith the PostedPayment Re!ister and the "ccounts Payables rial %alance Report to reconcile balancesbet#een Payables and your !eneral led!er.

Payables Posted Payment $egister

9se the Posted Payment Re!ister to revie# accountin! lines, summari3ed by payments that

have been transferred to the !eneral led!er. %ecause it presents amounts that have beenchar!ed to liability accounts, this report is valid only for an accrual led!er. You can submit thePosted Payment Re!ister for one payment -ournal entry batch or all payment -ournal entrybatches. he Posted Payment Re!ister is primarily a reconciliation tool. 9se this report alon!#ith the Payables Posted nvoice Re!ister and the "ccounts Payables rial %alance Report toreconcile balances bet#een Payables and your !eneral led!er.

$eceipt ccruals " Period %nd



9se the Receipt "ccruals ' Period'0nd process to create period'end accruals for youruninvoiced receipts for e*pense distributions. Purchasin! creates an accrual -ournal entry inyour !eneral led!er for each uninvoiced receipt you choose usin! this #indo#.

$eceiving ccount *istribution $eport

he Receivin! "ccount 8istribution Report lists the accountin! distributions for your receivin!transactions. his report supports the distributions created for the follo#in! transactions$

?@ Purchase Order Receipts

?A Purchase Order Receipt "d-ustments

?B Purchase Order Returns to Supplier

?< 8eliver to 0*pense 8estinations

?= Return to Receivin! from 0*pense 8estinations

?C atch 9nordered Receipts

his report helps you reconcile your receivin! accountin! to your !eneral led!er.

4naccounted Transactions $eport

9se this report to identify and revie# all unaccounted invoice and payment transactions andsee the reason that Payables cannot account for a transaction. Run this report after you haverun the &reate "ccountin! process. he report #ill then sho# only transactions that had

problems that prevented accountin!. You can then correct the problems and resubmit theaccountin! process. >ote that this report does not include invoices that have no distributions.

4ninvoiced $eceipts $eport

he 9ninvoiced Receipts Report should be run before the Receipt "ccrual ' Period'0nd process.)ith this report, you can revie# all or specific uninvoiced receipts for both period end andonline accruals. 9ninvoiced receipts are !oods and services you have received that yoursupplier did not invoice yet. his report indicates e*actly #hat you have to accrue and for #hatamount, and helps you analy3e your receipt accrual entries. he accrual amount is thedifference bet#een the quantity received and the quantity billed multiplied by the unit price ofthe item.

Tell me about invoices wor!bench?nvoices #orkbench used for to ad-ust or pay invoices after search. "lso, t7s used for eitherapply or release holds to invoices and approve or cancel invoices.o approve invoices online, you must enable Allow Online Approval . You can select one or moreinvoices online to be approved online in the nvoice )orkbench. You can use the Approve

Related Invoices option to approve debitcredit memos to!ether #ith their associated invoices.You can approve the entire invoice if you allo# online approval and you enter invoices by batch.Sometimes, you can make ad-ustments to invoice distribution, scheduled payments, or invoicedetails even thou!h the transactions have been paid and posted to the 5eneral 4ed!er. "llchan!es can be made from the nvoice )orkbench. You can chan!e the invoice amount andchan!e the distribution amounts and scheduled payments to match the ad-usted amount. f youare usin! PO matchin!, you can reverse the matchin! and rematch to correct an error.

o cancel an invoice, use the nvoice )orkbench and select the ctions button. he nvoice"ctions form #ill !ive you several options to choose from. Select Cancel Invoice and the invoicedistributions #ill be reversed. he invoice amounts and scheduled payments #ill be set to 3ero.Once the invoice is cancelled, you cannot make any more chan!es to it.From the nvoice )orkbench, select the invoice or invoices you #ish to pay and choose thections button. he nvoice "ctions form #ill display. Select the Pay in Full checkbo* and thenclick on the #H button. he Payment )orkbench #ill be invoked and you can create either aquick payment or manual payment. "lso, if you do not #ant to pay in full, you can selectscheduled payment1s2 to be paid as a quick payment or a manual payment.



"fter you enter invoice records in the Quick nvoices #indo#, you can submit a customi3ed#orkflo# pro!ram to automate your processes for mana!in! invoices. For e*ample, you cancustomi3e the #orkflo# pro!ram to validate the cost center on all invoices before you importthem.You then submit the Payables Open nterface mport Pro!ram to validate the values you entered,provide any default values, and then create invoices #ith distributions and scheduled payments

in the re!ular Payables tables. "fter import, Payables provides a report that lists invoice recordsthat #ere successfully imported and any that could not be imported because they had invalid ormissin! information. You can query the re-ected invoice records in the Quick nvoices #indo#,correct them, and then resubmit them for import. )hen you import invoice records successfully,Payables creates re!ular invoices that you can vie#, modify, and validate in the nvoice)orkbench.*escribe the close process in Payables3A. Validate all invoices B. Con/irm or cancel all incomplete payment batches<. I/ you use /uture dated paymentsG submit the 4pdate Matured 5uture *ated Payment1tatus Program his #ill update the status of matured future dated payments to >e!otiable soyou can account for them.=. $esolve all unaccounted transactions Submit the Payables "ccountin! Process to accountfor all unaccounted transactions. Revie# the 9naccounted ransactions Report. Revie# any

unaccounted transactions and correct data as necessary.hen resubmit the Payables "ccountin! Process to account for transactions you corrected. Ormove any unresolved accountin! transaction e*ceptions to another period 1optional2.C. Trans/er invoices and payments to the eneral .edger and resolve any problemsD. In the Control Payables Periods windowG close the period in PayablesE. $econcile Payables activity /or the period See$ Reconcilin! Payables "ctivity, "ccounts Payable rial %alance Report, 1this period and last period2. Posted nvoice Re!ister, Posted Payment Re!ister,.K. I/ you use #racle PurchasingG accrue uninvoiced receiptsL. I/ you use #racle ssetsG run the Mass dditions Create Program trans/er capitalinvoice line distributions /rom #racle Payables to #racle ssetsA@. Post 8ournal entries to the general ledger and reconcile the trial balance to the

eneral .edgeran! ccount Model

Payables levera!es Oracle radin! &ommunity "rchitecture and Oracle &ash ana!ement toset up the bank accounts that you use to do business 1internal bank accounts2. %anks and%ank %ranches are created as parties in radin! &ommunity "rchitecture via the user interfacein Oracle &ash ana!ement. %ank "ccounts are defined in Oracle &ash ana!ement. 0achbank can have multiple branches and each branch can have multiple accounts.

)hen you enable a bank account for use #ith Payables, you can associate the account #ithmultiple payment documents.

)hen you set up your suppliers in Oracle iSupplier, you can also set up supplier bank accounts1e*ternal bank accounts2.

%ntering an! and an! ranch In/ormation

&ash ana!ement, /ision Operations 19S"2 Responsibility

1>2 Setup %anks

%ntering an!s

You can create a ne# bank or add bank details to an e*istin! party defined in your radin!&ommunity.

For each bank, define the country in #hich the bank operates, the name of the bank, the bankaddress1es2, and contacts. Optionally, you can define additional bank information$ "lternative



%ank >ame, Short %ank >ame, %ank >umber, 8escription, a*payer 8, a* Re!istration>umber, J4 essa!es 0mail, nactive 8ate, and &onte*t /alue.

%ntering an! ranches

1>2 Setup %anks $ 12 %ranches

0ach %ank can have more than one bank branch. )hen you create a bank branch, you cancreate a ne# branch or add branch details to an e*istin! party defined in your radin!

&ommunity.

For each bank branch, define the country in #hich the bank operates, the bank the branchbelon!s to, the branch name, the branch type, address1es2, and contacts.

n addition to definin! the branch type, you can define additional bank branch details$"lternate %ranch >ame, Routin! ransit >umber, %&, %ank &ode, 08 4ocation, 0F >umber,8escription, RF& dentifier, nactive 8ate, and &onte*t /alue.

%ntering an! ccount In/ormation


1>2 Setup$ %anks %ank "ccounts &reate &reate %ank "ccount pa!e &reate %ank"ccount$ "ccount O#ner and 9se pa!e &reate %ank "ccount$ "ccount nformation pa!e

an! ccount #wner he bank account o#ner is the le!al entity that o#ns the account.

ccount 4se "ccount use refers to the applications that are !oin! to use this internal bankaccount$ Payables, Payroll, Receivables, andor reasury. f the reasury option is enabled,you must link this bank branch to the counterparty in reasury.

In/ormation You enter the name of the account, account number, currency, and description.You should have the name of the account match the name on the bank7s records and then usethe description field to indicate ho# the account is used, for e*ample, main disbursementaccount. he account type is a free'form field that you mi!ht use to indicate #hether theaccount is a savin!s or checkin! account or #hether it7s a corporate or division account.

Optionally, enter or select the "lternate "ccount >ame, Short "ccount >ame, &heck 8i!it,ultiple &urrencies "llo#ed, nternational %ank "ccount >umber 1%">2, "ccount ype,"ccount Suffi*, 0F >umber, Secondary "ccount Reference, "ccount (older, "lternate "ccount(older, 8escription, Start 8ate, and 0nd 8ate.



1>2 Setup$ %anks %ank "ccounts &reate &reate %ank "ccount pa!e &reate %ank"ccount$ "ccount O#ner and 9se pa!e &reate %ank "ccount$ "ccount nformation pa!e &reate %ank "ccount$ "ccount &ontrols pa!e

eneral Controls $egion

0nter the cash account number that should be char!ed for payments made from this bankaccount. You can also enter accounts for cash clearin!, bank char!es, bank errors, forei!ne*chan!e char!es, and a!ency location code that #ill be used #hen you reconcile #ith Oracle&ash ana!ement. f you specify these codes in the 5eneral &ontrols re!ion, the accounts youspecify #ill be used as the default accounts for all applications that use this account. You canalso specify #hether the bank account you are creatin! is a nettin! account. >ote that you canspecify Payables'specific accounts later on.

Payables Controls $egion

Multiple Currency Payments f you have enabled the 9se ultiple &urrencies Payablesoption and you #ant to use this bank account to pay invoices entered in multiple currencies,enable this option.



Pooled ccount f you use "utomatic Offsets and you #ant to associate multiple companies#ith this bank account, then enable this option. )hen you enable the "utomatic OffsetsPayables option, Payables creates one offsettin! liability distribution for each invoicedistribution. f you pay an invoice from a pooled bank account, then #hen Payables accountsfor the invoice payment, Payables creates one correspondin! cash accountin! entry for eachliability distribution.

?@ n addition, Payables builds the cash account based on the &ash "ccount defined for thebank account and the account se!ments of the liability lines.

?A f you do not use a pooled account, then #hen the payment is accounted, a sin!leaccountin! entry is created for the &ash account, usin! the &ash "ccount that is definedfor the bank account #ithout modifyin! any account se!ments.

Minimum:Maimum Payment inimuma*imum payment refers to the smallest andlar!est payment amounts that you allo# in a pay run. )hen you initiate a pay run usin! thebank account, Payables uses the bank account7s a*imum Payment as a default. You canoverride this default.

llow Kero Payments f you allo# 3ero'amount payments from this bank account, enablethis option.

Maimum #utlay a*imum outlay is the lar!est currency outlay that you allo# for a pay run

for this bank account. f the total outlay of a pay run e*ceeds the ma*imum outlay for the payrun, Payables displays a #arnin!, but allo#s you to continue processin! the pay run. hea*imum Outlay for a bank account defaults from the Payables Options #indo#. )hen youinitiate a pay run usin! the bank account, Payables uses the bank account7s a*imum Outlayas a default. You can override this default.



ccount 4se Select the types of functions that this internal bank account is !oin! to be usedfor$ Payables, Payroll, Receivables, andor reasury. nternal banks are the bank accounts for#hich you are the account holder. Receivables uses internal bank accounts to receivepayments from customers. Payables uses internal bank accounts to disburse funds to suppliers.

#rgani<ation 0nter or select the Or!ani3ation that can access the account.

ccounts For each payables document cate!ory and payment method combination you canupdate the follo#in! accounts that default from the bank account$ cash clearin!, bankchar!es, bank errors, reali3ed !ain, loss accounts, and future dated payments.

*e/ining Payment *ocuments and Payment Methods You must create at least onepayment document before you can use a bank account to create invoice payments. )hen youdefine payment documents, you can only select payment methods that use the same currencyas the bank account currency. f the bank account is a multiple currency bank account, you canchoose forei!n currency payment methods or multiple currency payment methods.

Contact

You can enter the prefi*, name, title, and telephone for a contact specific to this bank account.

*e/ining Payment *ocuments

o define payments documents$

A. Query the bank account.B. &lick the ana!e Payment 8ocuments button.

<. &lick &reate.

=. n the >ame field, enter a name for the payment documents.

C. n the Paper Stock ype field, select %lank Stock for non'numbered check stock orPrenumbered Stock from the drop'do#n list.

D. f your check stock has an attached remittance stub, select the "ttached Remittance Stubcheck bo*.



E. f your check stock has an attached remittance stub, specify the number of lines perremittance stub in the >umber of 4ines per Remittance Stub field.

K. n the >umber of Setup 8ocuments field, specify the number of checks you #ant to allo#for testin! check stock setup.

L. n the Format field, select a check format from the list of values.

A@. n the Payment 8ocument &ate!ory field, select the type of payment document from the

list of values.

AA. f your check stock is prenumbered, enter the first and last document numbers in thefields under the 8ocument >umbers re!ion.

AB. f your or!ani3ation uses a company checkbook, enter the appropriate information in the&heckbooks re!ion.

Tell me about online approving invoices?he #orkflo# be!ins by findin! the first approver on the ordered list of approvers. f the invoicerequires no approvers to approve it, then the invoice7s approval status is set to >ot Required andthe #orkflo# pro!ram ends.f the invoice has a first approver, then the #orkflo# pro!ram sends an invoice approval requestto the approver7s e'mail or Oracle )orkflo# >otifications )orklist #eb pa!e 1or both2. f that

approver approves the invoice, the #orkflo# pro!ram then looks for the ne*t approver on theordered list. f there is another approver, the #orkflo# requests approval from that person. he#orkflo# completes #hen all persons on the ordered list approve the invoice, or if an approverre-ects the invoice.f an approver does not respond #ithin the specified time period, the #orkflo# removes theori!inal notification from the approver7s >otifications )orklist and sends a reminder notificationto the approver. f the approver still does not respond, then the #orkflo# removes the remindernotification from that approver7s >otifications )orklist and sends that person7s mana!er anescalation notification.)henever an invoice is approved or re-ected, Payables updates the approval record of theinvoice, #hich you can revie# in the nvoice "pproval (istory #indo# or the nvoice "pproval(istory Status Report. See$ nvoice "pproval (istory )indo#. he invoice approval status isupdated #hen the #orkflo# completes. You can initiate the nvoice "pproval )orkflo# Pro!ramin the follo#in! #ays$ Schedule re!ular submission of the nvoice "pproval )orkflo# concurrent pro!ram nitiate the nvoice "pproval )orkflo# Pro!ram from the Submit Request #indo# anually initiate the #orkflo# by selectin! one or more invoices in the nvoices #indo# andthen from the nvoice "ctions #indo# selectin! nitiate "pproval

Tell me about Payment batches?" payment batc set !roups several payment batches to!ether so you can simultaneously submitthe selection, build, or format process for each payment batch in the set. )ith a payment batchset you can submit several payment batches #ith different payment currencies simultaneously.You define a payment batch set by enterin! invoice selection criteria for one or more paymentbatches in the Payment %atch Sets #indo#. Once you define a payment batch set you can use itas a template to re!ularly mana!e and submit similar !roups of payment batches. You can alsoset up payment batch sets to automatically submit at re!ular intervals. For e*ample, you can set

up a payment batch set and schedule it to automatically run every Friday. 1elect:uild3 f you #ant to revie# and modify the invoices selected in the payment batchbefore you format payments, choose Select nvoices and %uildPayments to have Payables select invoices and build payments. 1Payable automatically buildspayments #hen you initiate invoice selection.2 "fter the build process is complete, you continueto process the individual payment batches in the Payment %atches #indo#. 5ormat3 f you #ant to format the payments #ithout modifyin! them, also select FormatPayments to have Payables automatically format payments. "fter formattin! is complete,



P$%PLM%;T13 You cannot void payment on a payment document that pays a prepaymentthat you have applied to an invoice. You must first unapply any prepayments, and then you canvoid the payment.

7hat is payment : payable document?Payable or Payment document is a order to pay amounts to supplier like &heques, 8emand

8raft, 0lectronic Payment etc. 9se the Payment 8ocuments #indo# to define paymentdocuments for an internal bank account. 0*amples of payment documents are checks orelectronic payments. You must create at least one payment document before you can use a bankaccount to create invoice payments. You can create an unlimited number of payment documentsfor an internal bank account.)hen you define payment documents, you can only select payment formats that use the samecurrency as the bank account currency. f the bank account is a multiple currency bank account,you can choose forei!n currency payment formats or multiple currency payment formats.. ccounts $egion o/ the an! ccounts 7indowYou cannot enter 54 "ccount information for Supplier bank accounts.Cash 0nter the cash account you are associatin! #ith a bank account. his account must be anasset account.)hen you create a payment, Payables creates accountin! entries to credit this cash account. Forfuture dated payments, on the payment7s maturity date, Payables credits the cash account

and debits either the /uture dated payment account or the clearin! account 1dependin! onho# you account for payments2.f you set up Payables to account for payments at clearin! time, then Payables createsaccountin! entries for your unreconciled invoice payments to credit your cash clearin! account,instead of your cash account, usin! the cash clearin! account defined in the ne*t field. "fter youreconcile your payments usin! Oracle &ash ana!ement, #hen you create accountin! entries forthe reconciled invoice paymentsG you debit your cash clearing account and credit the cashaccount you enter here.f you enable the "utomatic Offsets Payables option and enable the Pooled "ccount option in thePayables Options re!ion of the %ank "ccounts #indo#, then #hen you create a payment,Payables creates a correspondin! cash accountin! entry for each liability distribution that youpay usin! this bank account. Payable uses the cash account you define here to!ether #ith the"utomatic Offset ethod you choose in the Payables Options #indo# to create the cash

accountin! entry.Cash Clearing f you set up Payables to account for payments at clearin! time, enter the cashclearin! account you are associatin! #ith a bank account. )hen you create accountin! entriesfor your unreconciled invoice payments, you credit your cash clearin! account usin! this account."fter you reconcile your invoice payments usin! Oracle &ash ana!ement, #hen you createaccountin! entries for the cleared payments, you debit this cash clearin! account and credit thisbank account7s cash account. he account you enter here defaults to the &ash &learin! "ccountfield in the 54 "ccounts re!ion of the Payment 8ocuments #indo#.Con/irmed $eceipts f you use "utomatic Receipts in Receivables and are required to sendreceipt information to your customer before applyin! the receipt, the receivable is maintained inthe "ccounts Receivable account until it is confirmed by the customer. 9pon confirmation, it isreversed from the "ccounts Receivable account and placed into the &onfirmed Receipts account.f you are not required to send receipt information to your customer, the receivable is

automatically reversed from "ccounts Receivable and placed into &onfirmed Receipts.5uture *ated Payment f you #ill use this bank account to disburse future dated payments,enter the default value for the future dated payment account. his value #ill default to paymentdocuments you enter for this bank account. )hen Payables accounts for future dated payments,it uses the future dated payment account from either the payment document or supplier site,dependin! on ho# the 9se Future 8ated Payment "ccount Payables option is set.Multiple Currency Payments 0nable this option if you #ant to use this bank account to payinvoices entered in multiple currencies. You can select this option only if the 9se ultiple&urrencies Payables option is enabled and if the bank account is in your functional currency.



Prepayments Overview

A supplier might send an invoice that references a prepayment. If a supplier reduces theinvoice amount by the amount of the prepayment and associated tax, you can use thePrepayment on Invoice feature to enter the invoice.

You can enter two types of prepayments: Temporary and Permanent.

Temporary Prepayments

Temporary prepayments can be applied to invoices or expense reports you receive. orexample, you use a Temporary prepayment to pay a hotel a catering deposit. !hen the hotel"sinvoice arrives, apply the prepayment to the invoice to reduce the invoice amount you pay.

Permanent Prepayments

Permanent prepayments cannot be applied to invoices. or example, you use a Permanent prepayment to pay a lease deposit for which you do not expect to be invoiced.

Hey Processes

Create ccounting Processhe parameters you use #hen you submit the &reate "ccountin! pro!ram determine ho#accountin! entries are transferred to the led!ers in your !eneral led!er. "ccountin! can becreated in draft or final mode. You can transfer subled!er accountin! entries in summary ordetail. Re!ardless of the option you choose, you can al#ays drill do#n to the subled!er to vie#the details that build the !eneral led!er balances.

Create ccounting *ra/t

f you submit the &reate "ccountin! in 8raft mode, you can revie# the subled!er accountin!entries !enerated for your Payables transactions. f any accountin! is incorrect, you can updatethe transaction in Payables to correct the accountin! before you create final accountin!.

Create ccounting 5inal

Run the &reate "ccountin! process in Final mode to !enerate your final subled!er accountin!

entries. Once you !enerate final accountin!, you cannot correct the accountin!. nstead, youmust enter correctin! transactions in Payables.

Integration with #ther pplications

Other applications that inte!rate #ith Oracle Payables such as Oracle "ssets, OracleProcurement, Oracle Pro-ects, and Oracle nventory no# provide Payables'related accountin!information to Oracle Subled!er "ccountin!. nvoice 4ines and 8istribution details continue tobe provided to Payables directly.

Trans/er Journal %ntries to .

Submit the ransfer +ournal 0ntries to 54 process to transfer accountin! information fromOracle Subled!er "ccountin! to the 54 nterface. he ransfer +ournal 0ntries to 54 processtransfers summary or detail accountin! activity for any open period into the !eneral led!erinterface. )hen more than one period is open, the transfer selects transactions from the first

open period up to the entered transfer date, and passes the correct accountin! date andfinancial information into the !eneral led!er interface.

Journal Import

Once subled!er accountin! entries are transferred to the 54 nterface table, use the +ournalmport process to import accountin! information from the 54 nterface to the !eneral led!er.

Posting Journals

9se the post -ournals process to update the account balances of your detail and summaryaccounts. You can post actual, bud!et, or encumbrance -ournal batches.



he ta* accounts that the system uses to post the ta* amounts derived from your transactions.he ta* accounts you define serve as default accountin! information for ta*es, ta* rates, ta*

-urisdictions, and ta* recovery rates.

9ow many types o/ accounting methods in Payable?)hen you set up Payables you choose a primary accountin! method. n the Payables Options

#indo# you can also choose a secondary accountin! method. he accountin! method determinesthe types of accountin! entries Payables creates. For each accountin! method, cash or accrual,you choose a 4ed!er in #hich you #ill account for transactions. You account only for payments, and do not record liability information for invoices. he paymentaccountin! entries typically debit your e*pense or asset account and credit your cash or cashclearin! account. )hen you create accountin! entries, Payables mi!ht also create entries fordiscount taken and forei!n currency e*chan!e !ain or loss.You create accountin! entries for invoices and payments. he invoice accountin! entries!enerally debit your e*pense or asset account and credit your liability account. For prepayments,Payables creates accountin! entries that debit your prepayment account and credit your liabilityaccount. For prepayment applications, Payables creates accountin! entries that debit yourliability account and credit your prepayment account.Payment accountin! entries typically debit the liability account and credit the cash or cashclearin! account. Payables mi!ht also create accountin! entries for discount taken and forei!n

currency e*chan!e !ain or loss.)hen you reconcile payments usin! Oracle &ash ana!ement, Payables mi!ht also createaccountin! entries for cash clearin!, bank char!es, bank errors, and forei!n currency e*chan!e!ain or loss bet#een payment and reconciliation time. You maintain one 4ed!er for cashaccountin! and one 4ed!er for accrual accountin!. You choose #hich #ill be your primary andyour secondary 4ed!er. nvoice accountin! entries are recorded for your accrual 4ed!er, andpayment accountin! entries are recorded in both your cash 4ed!er and accrual 4ed!er.&ombined basis accountin! allo#s you to produce financial reports for either your cash or accrual4ed!er. For e*ample, you may #ant to mana!e your company on an accrual basis, but requirecash basis accountin! information for certain re!ulatory reportin! on a periodic basis.

9ow many accounting options in 5inancials #ptions in P?.iability Payable assi!ns this account as the default 4iability "ccount for all ne# suppliers you

enter. You can override this value durin! supplier entry. f you use "ccrual %asis accountin!,then the 4iability "ccount for an invoice determines the liability account1s2 char!ed #hen youcreate accountin! entries for invoices.Prepayment he Prepayment account and description for a supplier site7s invoices. heFinancials option value defaults to ne# suppliers, and the supplier value defaults to ne# suppliersites.5uture *ated Payment f you use future dated payments, then enter a value for Future 8atedPayment account. his value defaults to all ne# suppliers and ne# bank accounts. he suppliervalue defaults to all ne# supplier sites. he bank account value defaults to ne# paymentdocuments.)hen Payables accounts for future dated payments, it uses the Future 8ated Payment "ccountfrom either the supplier site or the payment document, dependin! on the option you select in thePayment "ccountin! re!ion of the Payables Options #indo#. f you relieve liability payment

time, this should be an asset account. f you relieve liability at future dated payment maturity,then this should be a liability account.*iscount Ta!en f you choose to distribute your discounts to the system 8iscount aken"ccount, Payables uses this account to record the discounts you take on payments. 9se thePayables Options #indo# to select your method for distributin! discounts for your invoices.P# $ate Variance ain:.oss Payable uses these accounts to record the e*chan!e ratevariance !ainslosses for your inventory items. he variance is calculated bet#een the invoiceand either the purchase order or the receipt, dependin! on ho# you matched the invoice. heseaccounts are not used to record variances for your e*pense items. "ny e*chan!e rate variance



for your e*pense items is recorded to the char!e account of the purchase order. Payablecalculates these amounts durin! Payables nvoice /alidation.%penses Clearing his account is optional #hen you use the &ompany Pay payment option ofOracle nternet 0*penses. Payable uses this as a temporary account to record credit cardtransaction activity. Payable debits this account #hen you create an invoice to pay a credit cardissuer for credit card transactions. Payables credits this account #ith offsets to the ori!inal debit

entries #hen you submit 0*pense Report mport for an employee e*pense report entered innternet 0*penses that has credit card transactions on it. f you enter an e*penses clearin!account in this field and in the 0*penses &learin! "ccount field of the &ard Pro!rams #indo#, theaccount entered in the 0*penses &learin! "ccount field of the &ard Pro!rams #indo# takesprecedence

5oreign Currency TransactionsYou can enter all types of invoices, includin! prepayments, e*pense reports, and recurrin!invoices, in a forei!n currency and then pay them in that currency. )hen you enter an invoice,Payables uses the e*chan!e rate you select to convert the invoice distributions into functionalcurrency. You define your functional currency durin! setup for your 4ed!er. )hen you create apayment for a forei!n currency invoice, Payables uses the e*chan!e rate you enter at that time

to convert the payment lines into your functional currency. "ny difference in functional currencybet#een invoice entry and invoice payment is recorded as reali3ed 5ain4oss.)hen you reconcile your payments usin! Oracle &ash ana!ement, Payables also creates5ain4oss accountin! entries to record differences bet#een the ori!inal payment amount and thecleared payment amount due to e*chan!e rate fluctuations. ransactions must have anynecessary e*chan!e rates before you can account for them. Payables creates accountin! entriesfor your invoices and payments in both the functional and forei!n currency. o make a forei!ncurrency payment, use a bank account #ith a payment document that uses a payment formatthat is either multi:currency or defined for the forei!n currency. he follo#in! dia!ram sho#sthe !eneral steps you follo# to enter and pay a forei!n currency invoice.1ystem 1etup /or Multiple Currency? n the &urrencies #indo#, enable the forei!n currencies you #ant to use.? &hoose your functional currency in the 4ed!er #indo#.

? 8efine your Payables options in the Payables Options #indo#.0nable the "llo# ultiple &urrency Payables option. 0nable the Require 0*chan!e Rate 0ntry Payables option for forei!n currency invoice entry. 1optional2 8efine a default e*chan!e rate type #hich defaults to all forei!n currency invoices. 1optional2 8efine a default invoice and payment currency #hich defaults to all supplier sites you enter. 1optional2 Select one or both options for "ccount for 5ain4oss$ )hen Payment is ssued, )hen Payment &lears.1optional2 Select an option for &alculate 5ain4oss$ For 0ach nvoice or For otal Payment.? 8efine PO Rate /ariance 5ain4oss "ccounts #hen you define Financials Options or durin! banksetup.? 8efine &onversion Rate ypes. See$ 8efinin! &onversion Rate ypes !Oracle General

"ed#er $ser Guide%.q 0nter 8aily 0*chan!e Rates. See$ 0nterin! 8aily Rates !Oracle General

"ed#er $ser Guide% 1optional2? 8efine forei!n currency bank accounts and payment documents.*e/ining 5oreign Currency an! ccountsPrere'uisites

? 0nable the 9se ultiple &urrencies Payables option. ? 0nable the currencies you need in the&urrencies #indo#. See$To de/ine a /oreign currency ban! account3A. 8efine a basic bank account for receipts or disbursements. f you are definin! a bank account for disbursements, in the Payables Options tabbed re!ion, enter Reali3ed 5ain andReali3ed 4oss "ccounts. Proceed #ith 8efinin! and aintainin! Payables Payment . &hoose apayment document that uses a payment format #ith the same forei!n currency as the bankaccount.B. Save your #ork.*e/ining and Maintaining Payables Payment *ocuments



9se the Payment 8ocuments #indo# to define payment documents for an internal bank account.0*amples of payment documents are checks or electronic payments. You must create at leastone payment document before you can use a bank account to create invoice*e/ining Multiple Currency an! ccounts" multiple currency bank account is an account that accepts payments in more than onecurrency. f you define a multiple currency bank account for payments, the currency of the bank

account must be the same as your functional currency.Prere'uisites? 0nable the 9se ultiple &urrencies Payables option. 1Oracle Payables2 ? 0nable the currenciesyou need in the &urrencies #indo#.To de/ine a multiple currency ban! account3A. 8efine a basic bank account for receipts or disbursements.f you are definin! a bank account for receipts, in the Receivables Options re!ion, enable theultiple &urrency Receipts option. f you are definin! a bank account for disbursements, in the Payables Options re!ion, enable the ultiple &urrency Payments option and enter Reali3ed5ain and Reali3ed 4oss accounts. Proceed #ith 8efinin! and aintainin! Payables Payment . Youcan define payment documents that use a payment format #ith any currency.B. Save your #ork.

Monthly Pay Integration with ban!s to credit salaryf you use a third party or custom positive pay pro!ram to notify your bank of ne!otiable andnon:ne!otiable checks, you can submit the Positive Pay Report in Payables to create a flat filethat contains information for checks you specify. You can then use your positive pay pro!ram toformat the payment data in the format required by your bank and transmit the dataelectronically to your bank. You set up your positive pay pro!ram to periodically dial up yourbank and do#nload a list of e*ceptions. "n e*ception is a check that is listed on the file yousubmitted to your bank that is presented to the bank for cashin! t#ice, or is not on the list, orhas an amount different from the amount listed.f you do not approve or re-ect an e*ception, the bank #ill pay the check as presented. Futuredated payments are included as ne!otiable payments even if they have not yet matured.1etting"4p Lour 1ystem /or Positive Pay NTo set up Payables /or integration withPositive Pay3

A. n your positive pay pro!ram, specify the path for the output of Payables flat file. he file #illbe in your apNout directory.B. Optionally prevent certain users from creatin! positive pay files from the Payment %atches"ctions #indo# by hidin! the &reate Positive Pay check bo* for their responsibility.<. Set your third party or custom positive pay pro!ram to automatically dial the bank at re!ularintervals and do#nload e*ceptions.=. For each bank account you #ill include on positive pay files, confirm that the %ank "ccountnumber and %ranch number in the %anks #indo# is correct. he positive pay file must containaccurate bank information. For 9.S. based banks, enter the L:di!it "%" transit routin! code inthe %ank %ranch >umber field.Prere'uisiten the %anks #indo#, enter the %ranch >umber and %ank "ccount >umber for the bank you areusin! for the payment batch. he positive pay file must contain accurate bank information. For

9.S. based banks, enter the L:di!it "%" transit routin! code in the %ank %ranch >umber field.

Mass dditions Create ProgramRun the ass "dditions &reate pro!ram to transfer capital invoice line distributions from OraclePayables to Oracle "ssets.For forei!n currency assets, Payables sends the invoice distribution amount in the convertedfunctional currency. he mass addition line appears in Oracle "ssets #ith the functional currencyamount. Oracle "ssets creates -ournal entries for the functional currency amount, so you mustclear the forei!n currency amount in your !eneral led!er manually.



"fter you create mass additions, you can revie# them in the Prepare ass "dditions #indo# inOracle "ssets. Prere'uisites? Set up your corporate book in Oracle "ssets.? Set up your asset cate!ories in Oracle "ssets forthe corporate book you #ant to use #ith mass additions. ? 0nter invoices in Oracle Payables&reate accountin! entries for the invoices. ? ransfer accountin! entries to !eneral led!er.?0nsure your invoice line distributions meet the necessary criteria to be imported from Payables

to Oracle "ssets. N To create mass additions /or #racle ssets3A. >avi!ate to the Submit Request #indo#.B. &hoose ass "dditions &reate from the request >ame list of values.<. n the Parameters #indo#, enter a 54 8ate and %ook.. *ate3 Payables creates mass additions from invoice distribution lines #ith 54 dates that areon or before the date you enter in this field. You must enter a date on or before the current date.oo!3 0nter the name of the Oracle "ssets corporate book for #hich you #ant to create massadditions.=. &hoose Submit to submit the concurrent request Payables automatically runs the ass"dditions &reate report so you can revie# a list of the mass additions created.C. Revie# the lo! files and report after the request completes.utomatic Payment Programsf you use Oracle Payables, use the "utomatic Payment Pro!rams #indo# to define payment

pro!rams. f you use Oracle Receivables, use this #indo# to define additional receipt andremittance format pro!rams.Payables users39se the "utomatic Payment Pro!rams #indo# to define payment pro!rams that you use toformat payment documents and separate remittance advice. You specify #hether each pro!ramis for buildin! payments, formattin! payments, or creatin! a payment remittance advice.Payable predefines one pro!ram for buildin! payments and many standard pro!rams forformattin! payments. Payable also predefines a pro!ram for creatin! a separate remittanceadvice for payments. You can select these predefined pro!rams #hen you define a paymentformat, or you can use these pro!rams as templates for creatin! your o#n custom paymentpro!rams.

$eceivables users3

9se the "utomatic Payment Pro!rams #indo# to define additional receipt format pro!rams youuse to create receipt documents such as checks or bills of e*chan!e. You can define as manyreceipt pro!rams as you #ant. Payable already provides sample receipt pro!rams that you canuse to create and format receipt and remittance documents. f you need a different automaticreceipt pro!ram, then you should copy the sample pro!ram and modify it. You specify #hethereach pro!ram is for the creation, printin!, or transmission of automatic receipts or remittances.*e/ining Payment Programs /or Payables and *e/ining $eceipt and $emittancePrograms /or $eceivablesPayables Prere'uisites? f you are not usin! Payables predefined payment pro!rams, define a payment pro!ram usin!Oracle Reports.? Re!ister your pro!ram in the System "dministrator7s &oncurrent Pro!rams#indo#. Optionally assi!n a default printer to the pro!ram. f you do not assi!n a default printerthen #hen you use the payment pro!ram, Payables #ill use the printer you defined as your

default as the Printer profile option.$eceivables Prere'uisites? &reate a receipt pro!ram usin! Oracle Reports.? Re!ister your pro!ram in the System"dministrator7s &oncurrent Pro!rams #indo#.To de/ine paymentG receiptG or remittance programs3A. n the "utomatic Payment Pro!rams #indo#, enter a unique >ame for the pro!ram you aredefinin!. his name #ill appear on a list of values #henever you need to enter the pro!ramname. 0nter a pro!ram ype. 0nter the Re!istered >ame. he concurrent mana!er uses theRe!istered >ame to refer to the payment pro!ram.B. Save your #ork.



utomatic Payment Programs 7indow $e/erence ;ame he name of the pro!ram you aredefinin!. his name #ill appear on a list of values #hen you need to enter the name of thepro!ram. f you use Receivables, since you use both a format receipts and a transmit receiptspro!ram #ith a sin!le receipt format, you should !ive both the same name. You can use thesame name if the pro!ram type is different.Payables Types3

uild Payments " pro!ram Payables uses to build payments for the invoices in a paymentbatch. Payables submits this pro!ram durin! payment batch selection to calculate the paymenttotals for your payments and determine on #hich payment documents the payment appears.Payables provides a predefined %uild Payments pro!ram called the Standard %uild PaymentsPro!ram. Payables uses this standard build pro!ram to !roup the selected invoices for eachpayment, order the payments usin! the order option you specify in the Payment %atches#indo#, create any necessary overflo# documents, and determine the total number and amountof payments for a payment batch.You do not need to define any additional %uild Payment pro!rams. 9se the Standard %uildPayments Pro!ram that Payables provides.5ormat Payments " pro!ram Payables uses to format your payment documents. 8urin!the Format Payments pro!ram, Payables uses your payment format to create the layout of yourchecks or electronic payments.$emittance dvice " pro!ram Payables uses to format a separate remittance advice

document. For e*ample, you can use a remittance pro!ram to create separate remittance advicedocuments for your electronic funds transfers.A. 8escribe the Payment erms and 8iscountsTn the Payment erms #indo#, you define payment terms that you can assi!n to an invoice to automaticallycreate scheduled payments #hen you submit "pproval for the invoice. You can define payment terms tocreate multiple scheduled payment lines and multiple levels of discounts. You can create an unlimitednumber of payment terms.Payment terms have one or more payment terms lines, each of #hich creates one scheduled payment. 0achpayment terms line and each correspondin! scheduled payment has a due date or a discount date based onone of the follo#in!$o a specific day of a month, such as the ACth of the montho a specific date, for e*ample, arch AC, B@@B.o a number of days added to your terms date, such as A= days after the terms date

B.o a special calendar that specifies a due date for the period that includes the invoice terms date. Only duedates can be based on a special calendar. 8iscount dates cannot be based on a special calendar.0ach payment terms line also defines the due or discount amount on a scheduled payment. )hen you definepayment terms you specify payment amounts either by percenta!es or by fi*ed amounts."fter you defineyour payment terms, in the Payables Options #indo# you can select default payment terms that Payablesautomatically assi!ns to the suppliers and supplier sites you enter. he payment terms for a supplier sitedefault to the invoices you enter for the site.he Payment erms )hich tells us he nstallments of aPurchased 5oods "re Services. "nd the 8iscount is it #ill depends upon the 8iscount dates.

B. " /endor must compulsory have #hatTPrimary "ddress

<. s there any chance to create /endor only onceT f )here should you createTYes, 0nable the check bo* in the /endor &lassification Screen

=. &an you create a 8uplicate /endor, f 5ive the 8etailsT>o

C. /endor >umber Should be 5enerate "utomatic or anuallyT%oth, anual "nd "utomatic

D. (o# many ypes of nvoices #e can create in Oracle Payables 8escribeT". Standard, 1Quick atch U PO defaults are the type of S8 nv2%. 8ebit emo,



&. &redit emo,8. Pre'Payment,0. 0*pense ReportF. )ithholdin! a* nvoice5. iscellaneous nvoice

E. 8escribe the =')ay atchin!T

B : )ay atchin!$ he nvoice "mount Should match #ith Po, 1nvoice #ith PO2< : )ay atchin!$ he Receipts Should match #ith nvoice, 1nvoice, PO #ith Receipts2= : )ay atch$ he 5oods Should match #ith nspection"ccepted 1nvoice, PO, nspections U Receipts2

K. (o# many (olds #e haveT 8escribe 0ach in one lineTSystem (olds$ a*, Quantity atch, Po amount #ith nvoice "mountanual (olds$ nvoice 4imit, (old on nvoice

L. &an you Release anual (oldsT f Yes, (o#T(olds : Release (olds

A@. (o# many #ays you can pay the nvoice "mount describeT"pply in Full,Schedule Payments,

nstallments

AA. &an you cancel an nvoiceT (o#TYes, "ctionsA : &ancel nvoice

AB. he 8ebit emo U &redit emo are sameT 8escribeT8ebit emo #ill raise the &ustomer,&redit emo #ill raise the /endor

A<. (o# can you match PO #ith nvoiceT )hat you should not take in the nvoiceTatchPo >umber,8istribution Set should not be taken care at this point. )hen you enter an invoice andmatch it to a purchase order, Payables automatically creates distributions for you and checks that yourmatch is #ithin the tolerance you define. "fter you save the match, Payables updates the quantity billed foreach matched shipment and its correspondin! distribution1s2 by the amount you enter in the Quantity

nvoiced field. Payables also updates the amount billed on the purchase order distribution1s2.

A=. )hat you should take care )hen you atch 8ebit&redit emo #ith an nvoiceThe nvoice Should match #ith Po. )hen you enter a creditdebit memo, you can match it to e*istin!invoice1s2 to have Payables automatically copy the accountin! information and create invoice distributionsfor the creditdebit memo. You can match the credit memo to multiple invoices, and at different levels ofdetail. Your available choices depend on #hether the ori!inatin! invoice #as matched to a purchase order ornot.

For e*ample, if you receive a credit for items you returned to a supplier, you can enter a credit memo andmatch it to the ori!inal invoice you entered to ensure that the credit memo distributes the credit to thesame accounts ori!inally char!ed.

f the ori!inal invoice is not purchase order matched 1basic invoice2, you can$

o atch to an invoice. Payables prorates your credit amount based on the invoice distribution amounts ofthe ori!inal invoice. Payables automatically creates invoice distributions for the creditdebit memo based onthe distributions of the ori!inal invoice.o atch to specific invoice distributions. You can allocate the credit amount to specific invoice distributionsof the ori!inal invoice. Payables automatically creates invoice distributions for the creditdebit memo basedon the ori!inal invoice distribution that you select. For e*ample, you may order three chairs for threedifferent departments and return one. You can match a creditdebit invoice to the ori!inal distribution forthat department to ensure that the credit matches the char!e.f the ori!inal invoice is purchase order matched, you can$o atch to specific invoice distributions. You can allocate the credit amount to specific invoice distributions



of the ori!inal invoice. Payables automatically creates invoice distributions for the creditdebit memo basedon the ori!inal invoice distributions that you select.Payables updates the quantity billed for each of the ori!inally matched purchase order shipments and theircorrespondin! distributions by the credit quantity you enter. Payables also updates the amount billed on thepurchase order distributions.o atch to purchase order shipments. Payables prorates, based on the quantity billed, your credit amountacross all purchase order distributions associated #ith the purchase order shipment to #hich you match the

creditdebit memo. Payables automatically creates invoice distributions for the creditdebit memo based onthe purchase order distributions associated #ith the purchase order shipment you match to.Payables updates the quantity billed for each purchase order shipment and its correspondin! distributions bythe amount of the creditdebit memo. Payables also updates the amount billed on the ori!inally matchedpurchase order distributions.o Record a Price &orrection. 9se a price correction #hen a supplier sends an invoice for a chan!e in unitprice for an invoice you have matched to a purchase order. You can record a price correction by checkin!Price &orrection #hen you match a creditdebit memo to a purchase order shipment or purchase ordermatched invoice distribution. )hen you record a price correction for a creditdebit memo, you are recordin!a price decrease from the ori!inal invoice.

Payables updates the invoiced unit price of previously matched purchase order shipment or distributions#ithout ad-ustin! the quantity billed so you can track price variances6 Payables also updates the amountbilled on the ori!inally matched purchase order distributions.

o match a credit debit memo to an invoice, invoice distribution, or a purchase order shipment$

A. 0nter a &redit emo or 8ebit emo type invoice.0nter a ne!ative invoice amount and all basic invoice information but do not manually enter thedistributions.B. &hoose the atch button. n the Find nvoices to atch #indo#, query the invoices you #ant to matchand choose Find. f the creditdebit memo pertains to an invoice matched to a certain purchase order, queryby purchase order number to see all invoices matched to that purchase order. Payables navi!ates to theatch to nvoice #indo#.Optionally choose the nvoice Overvie# button to revie# more information about an invoice.<. &reate invoice distributions by matchin! to one or more invoices. f you are matchin! to a non'purchaseorder matched 1basic2 invoice, select the invoice and enter a &redit "mount.

f you #ant to match in further detail, continue the match at the invoice distribution or purchase order

shipment level$

o o match to invoice distributions, choose 8istribute. For each invoice distribution you #ant to match to,select the distribution and enter a &redit "mount.o o match to purchase order shipments, choose atch PO. For each shipment you #ant to match to, selectthe shipment and enter either a Quantity nvoiced or atch "mount. Payables automatically calculates theremainin! field 1Quantity nvoiced * 9nit Price ; atch "mount2. You can optionally chan!e the 9nit Price,#hich defaults from the purchase order.

=. &hoose atch to create invoice distributions for the creditdebit memo based on the matches you made.o revie# the ne# invoice distributions, choose the 8istributions button from the nvoices Summary.

AC. (o# )ill you !roup a similar type of temsTtems 4ist

AD. (o# many Payment ypes 9 haveTQuick, anual, Refund : for refundin! an amt

AE. (o# #ill the system calculate the 8iscountT8iscount date. nvoice payments terms #here #e have to define the discount rates U dates' Ast discount,Bnd discount U <rd discount

n the Payment erms #indo#, you define payment terms that you can assi!n to an invoice to automaticallycreate scheduled payments #hen you submit "pproval for the invoice. You can define payment terms to



create multiple scheduled payment lines and multiple levels of discounts. You can create an unlimitednumber of payment terms.

Payment terms have one or more payment terms lines, each of #hich creates one scheduled payment. 0achpayment terms line and each correspondin! scheduled payment has a due date or a discount date based oneither a specific day of a month, such as the ACth of the month, or a number of days added to your termsdate, such as A= days after the terms date.

0ach payment terms line also defines the due or discount amount on a scheduled payment. )hen you definePayment erms you specify payment amounts either by percenta!es or by fi*ed amounts. Payables providesa predefined, unalterable payment term, called Prepayment mmediate, #hich Payables automaticallyassi!ns to all prepayments you enter. "fter you define your payment terms, you can select default systempayment terms that Payables automatically assi!ns to the suppliers and supplier sites you enter. hepayment terms for a supplier site default to the invoices you enter for the site.

"ttention$ f you update the payment terms on an invoice, Payables recalculates the scheduled payment forthe invoice. hus, you must reenter any manual ad-ustments you made to the previous scheduled payment.For e*ample, if you updated the payment priority on a particular scheduled payment and then chan!ed thepayment terms, Payables #ould recalculate the scheduled payment usin! the same payment prioritydefaults as before and you #ould need to redo your updates.

o define payment terms$

A. n the Payment erms #indo#, enter a unique Payment erm name and a description #hich #ill appearon a list of values #henever you select payment terms.For detailed information on any field.f you are enterin! 8ay of onth terms, enter a &utoff 8ay.f you enable "utomatic nterest, enter a unique value in the Rank field.f you #ant to invalidate this payment term after a certain date, enter that date in the 0ffective 8ateofield.B. 0nter each payment terms line.0nter one of the follo#in! to determine the portion of an invoice due on the scheduled payment$o M 8ue.o "mount.n the 8ue re!ion, enter one of the follo#in! to determine the due date on the scheduled payment line$o Fi*ed 8ate

o 8ayso 8ay of onth, and onths "head.<. f you are usin! discount terms, define payment terms lines in the First, Second, and hird 8iscountre!ions. 8efine your discounts so that the first discount has an earlier discount date than the second and soon. You can reali3e only one discount on a payment terms line.0nter one of the follo#in! to determine the portion of the invoice to discount on the scheduled payment$o M 8iscount.o "mount.n the 8iscount re!ion, enter the discount percent.0nter one of the follo#in! to determine the due date on the scheduled payment line$o 8ue 8ayso 8ay of onth, and onths "head.=. Save your #ork.

AK. )hat is a 8istribution SetT

he &omponents of the nvoice like &O5S, Frei!ht, a*VYou can use a 8istribution Set to automatically enter distributions for an invoice #hen you are not matchin!it to a purchase order. For e*ample, you can create for an advertisin! supplier a 8istribution Set thatallocates advertisin! e*pense on an invoice to four advertisin! departments. You can assi!n a default8istribution Set to a supplier site so Payables #ill use it for every invoice you enter for that supplier site. fyou do not assi!n a default 8istribution Set to a supplier site, you can al#ays assi!n a 8istribution Set to aninvoice #hen you enter it.

9se Full 8istribution Sets to create distributions #ith set percenta!e amounts, or use Skeleton 8istributionSets to create distributions #ith no set distribution amounts. For e*ample, a Full 8istribution Set for a rentinvoice assi!ns E@M of the invoice amount to the Sales facility e*pense account and <@M to the



you must submit the Payables nvoice mport pro!ram to have Payables automatically create invoices fromthe e*pense reports. You can then create -ournal entries for postin! to your !eneral led!er.

he follo#in! are the steps you follo# to process an e*pense report$

A. 0nter employees, their locations, and their e*pense addresses in the 0nter Person #indo#.B. 8efine the employee as a supplier usin! either of the follo#in! methods$

o 0nable the &reate 0mployee "s Supplier Payables option to automatically create suppliers from employees#hen you submit Payables nvoice mporto 0nter the employee as a supplier in the Suppliers #indo# before submittin! Payables nvoice mport fore*pense reports.<. 8efine e*pense report templates that model the different e*pense report formats you receive.=. 0nter e*pense reports.C. Submit Payables nvoice mport to create invoices and invoice distributions for the e*pense reports.Revie# the nvoice mport reports, then correct any e*pense reports that caused e*ceptions and resubmitPayables nvoice mport.D. Pay the invoices.

B=. )hat are the B important points you should take, #hen You are raisin! a 0*pense Report of nvoiceTOne is n the /endor Screen You have to take ype is W0mployee,he second one is n the Prepayment nvoice the settlement 8ate You should take care

BC. &an 9 allo# Xero PaymentsT f yes, (o#TYes, if you enabled the "llo# Xero Payments &heck bo* in the %ank Screen the Payments Options

BD. &an 9 pay 8ebit U &redit emos "mountT>o

BE. &an 9 0nter %ackdated Recurrin! nvoicesT f ho#T>o

BK. )hat is the Prerequisite for Recurrin! nvoicesTSpecial &alendar

BL. (o# many sites e*ists for payment of invoices to employeesT(ome, Office

<@. (o# #ill you transfer he payable data to 54T )hat is the nterface >ameTPayables ransfers to 54, t is Feeder System nterface

<A. Oracle Payables does not allo# entry of invoices if the period status is NNNNNN&4OS08

Managing a Pay run involves 3 main processes

•Selection of the invoices for payment

•Grouping the invoices into payments

•Building the payment instruction files to either print checks or send instructions to

bank.

There are four steps in the processing of PPR:-

•Document selection – Handled by Payables(P!

•Build Payments – Handled by Payments("B#!

•$ormat Payments – Handled by Payments("B#!

•%onfirm Payments – Handled by Payables(P!



#I$T%I&'TI() $*TT+**)T

You can use a #istribution $et to automatically enter distributions for an invoicewhen you are not matching it to a purchase order. or example, you can create foran advertising supplier a #istribution $et that allocates advertising expense on an

invoice to four advertising departments.

- !hat is P/P 0ycle and Accounting *ntries1

P/P 0ycle:2222222222

P(3334%eceipt333334%eceiving transactions33333334Invoice33333334Payment

Accounting *ntries:2222222222222222222

%eceipt:2222222222

%eceiving Inventory Ac #rTo Inventory Ap Accural Ac

#elivery:222222222

aterial A0 #rTo %eceiving Inventory Ac

Invoice:2222222222

Inventory AP Accrual A0 #rTo +iability A0

Payment:22222222



B !hat all are the setups we ma5e in the payable options1

C *xplain the atch Approval +evels1 And where atching level meets the business $cenario1

/ !ay 3 service6 !ay D Inspection )ot re7uired !ay 3 Inspection %e7uired

-E @ow many tabs in the inancial (ption and what all are that1

4 Accounting4 $upplier3Purchasing4 Tax

4 *ncumbrance4 @uman %esources

-- !rite any five standard %eports1

F 0reditors +edgerF Trail &alanceF &alance $heetF Invoice Ageing %eportF Purchase %egister %eport

-/ )avigation of Payment Terms1

-6 @ow to create a Paygroup1 And what is the use of it1

- @ow the $upplier number Is 9enerated1

-= @ow to define the <endor Type1

-> +ist out the values of Payon and invoice summary +evel1Payon:4 %eceipt4 %eceipt and 'se4'se



Invoice $ummary level:4Paysite4%eceipt4Pac5ing slip

-? !hat is Gero Payment1 @ow to enable that1

-B &asic setup for *%$ invoice1

-C &asic $etup for %T$1

/E !hat is the basic setup for Accounts payables1

/- !hat all are the Action during void of Payment1

// #iff between anual Huic5 Payment1

/6 $taus of Invoice1

/ If approval re7uired for the invoice, what is the setup1

/= @ow many 8 are there for oracle payables1There are no 8 in oracle Payables.

/> At what level we have the control of Payable periods1

+edger

/? If you want to pay supplier separatly for each invoice, where and what optionhave to enable1

/B !hat is the proceedure to transfer the AP to 9+1

/C !hat could be the reason if invoice not genreated after run the *%$1

6E !hat is the accounting entries for #ebit emo,Prepayment,0redit emo1

6- $etup for %ecurring Invoice 1



6/ $etup for *xpense %eport1

A credit memo is an invioce that reduces the amount due to a customer's invioce. Thisusually occurs becuase the customer has returned some of the goods (goods returned ) theadjustments carried out here affects the original invioce.

A debit memo is a reuest from customer for the reduction of the amount stated on his or

her invoice. This docment simply notifies the company or organisation to carry out the

adjustment. it does not in it self affect the original invoice

Debit memos Debits that you assign to a customer to collect additional charges. Foreample! you may "ant to charge a customer for unearned discounts ta#en! additionalfreight charges! taes! or finance charges

What are the different Invoice types?

Standard Invoices Credit memos

Debit Memos

Prepayment

Withholding Invoice

Expense Report

P defa!lt

"!ic# Match

Mixed

What are the different types of payments?

Ref!nd$ Man!al$ "!ic#$ %!tomatic Payment

What are the three modes of entering payments man!ally?

&hr! P%' I( )*++

&hr! SC,ED*+ED P%'ME(&S

&hr! P%'ME(&-E(&R'-P%'ME(&S )RM

"./ iS!pplier Invoices0 ,o1 do I !se iS!pplier Portal Invoice Entry?

%0 iS!pplier Invoice entry is a ne1 feat!re released 1ith one2off patch 3345633$ Proc!rement )amily Pac# , and

)inancials )amily Pac# C 7same as ..i/%P/89/ *sing this ne1 feat!re yo!r s!ppliers can enter their invoices on2line directly

into %P thro!gh the iS!pplier mod!le/ )or a complete overvie1 of this ne1 feat!re incl!ding implementation steps and

!sage instr!ctions$ please refer to the ..i Payables *ser :!ide 7pages 52.;. thro!gh 52.;59 available via Metalin#/ &his

!sers g!ide is c!rrent as of )amily Pac# C 7..i/%P/89 and contains installation instr!ctions for all ne1 feat!res released in

..i/

"3/ Match-,old0 ,o1 do I remove a )inal Matching hold so that I can pay the invoice?

http://metalink.oracle.com/metalink/plsql/showdoc?db=NOT&id=207154.1




Payables can a!tomatically create 1ithholding tax invoices$ or yo! can perform this tas# man!ally/ If yo! chose to

a!tomatically create 1ithholding tax invoices$ yo! m!st choose 1hether to do this d!ring %pproval or d!ring payment

processing/ Indicate this choice in the Withholding &ax region of the Payables ptions 1indo1/ See0 Withholding &ax

Payables ptions/

If yo! choose to create 1ithholding tax invoice man!ally$ create an invoice for each Withholding &ax type invoice

distrib!tion on an invoice/ Create the invoice for the tax a!thority s!pplier and site assigned to the Withholding &ax type tax

name and for the amo!nt of the Withholding &ax type invoice distrib!tion/

Please see (ote .64>;/. and the ..i Payables *ser :!ide 7pages .>23 thro!gh .>29$ for more information on

Withholding &ax invoice creation/

"/ Interest0 ,o1 do I create Interest Invoices?

%0Chapter .> of the ..i Payables *ser :!ide disc!sses setting !p and !sing Interest Invoices/ %lso see(ote

.64>/. for more information on creating Interest Invoices incl!ding coverage of the follo1ing Interest Invoice s!b2topics0

.9 Setting steps that m!st be completed

39 Minim!m Interest amo!nts

49 Expense :+ %cco!nt to be charged for interest expense

59 +iability :+ %cco!nt to be charged for interest expense

9 %!tomatic Interest

9 Invoice D!e Date calc!lations

;9 Interest amo!nt calc!lations

Q#. Match: ow do I Match Invoices to P$rchase Orders?

%0 (ote .64/. provides detailed instr!ctions for matching p!rchase orders to Invoices/ &his content is

presented in the form of a 1hite paper in PD) format/ &he ..i Payables *ser :!ide 7pages 52 thro!gh 5239 also provides

a thoro!gh overvie1 of the Invoice Matching process/

Q%. &ew 'eat$res: What new Invoice Processin (eat$res have )een introd$ced since **i was re!eased?

%0 )or a complete description of ne1 feat!res released in Mini2Pac#s F%F thro!gh FIF please revie1 (ote .4;/./

Beginning 1ith ..i/%P/8 and contin!ing 1ith )amily Pac#s CG$ Payables 1ill deliver ne1 feat!re descriptions in the F%bo!tF

doc!ment for each Mini-)amily Pac#/ Please see the ..i/%P/8 %bo!t doc!ment for more details/

%P s!pport strongly recommends that yo! install the corresponding doc!mentation patch for Mini-)amily Pac#sthat yo! apply/ &hese doc!mentation patches contain the most !p to date n2+ine ,elp files 1ith instr!ctions on ho1 to !se

or implement the ne1 f!nctionality introd!ced by the patch/

(ote0 ..i/%P/8 1as the last Payables Mini2Pac# for ..i/ %fter Mini2Pac# 8$ Payables 1ill deliver all ..i consolidated patches

in )amily Pac#s/ ..i/%P/8 1ill contain the same code release as )inancials )amily Pac# C/

(e1 Invoice Processing )eat!res by Mini-)amily Pac#0





















%P/8 - )amily Pac# C0 Interest Expense Proration$ Enhanced Matching Controls for )inally Closed P!rchase

rders$ Payment Batch Enhancements$ Invoice %pproval Wor#flo1 Enhancements$ iS!pplier Portal Invoices/

%P/I0 Aie1 C!rrency Details$ Primary Pay Site$ Invoice %pproval Wor#flo1

%P/E0 (egative S!pplier Balance Report$ Employee *pdate Program

%P/%0 %!tomatic Creation of Debit Memo from R&S$ Inp!t &ax :ro!ps

Q+. ,pprova!-a!idation: What happened to the Invoice ,pprova! option a(ter app!yin **i.,P.I?

%0 In Mini2pac# I$ Payables is adding a ne1 1or#flo1 named Invoice %pproval Wor#flo1 that as#s approvers to

revie1 invoice details$ and confirm online 1hether the invoice is acc!rate and sho!ld be paid/ &he Payables %pproval

program has been renamed to prevent conf!sion 1ith the ne1 1or#flo1 and to more acc!rately reflect its f!nction/ )or a

complete list of the renamed programs see (ote0 .;64;/./

Q*/. 0$pp!ier Import: Is it possi)!e to import s$pp!iers (rom my !eacy system into Orac!e Paya)!es?

%0 &his f!nctionality does not c!rrently exist ho1ever an enhancement reH!est is !nder revie1/ We 1ill !pdate this

information 1hen available for !p to date stat!s on this reH!est/

"../ ReH!estor0 In ..i$ 1hat is the FReH!estorF field !sed for on the Invoice Wor#bench?

%0 &his field represents the person 1ho reH!ested the goods or services that are on the invoice/ If yo! !se Invoice

%pproval Wor#flo1$ then yo! can define r!les that !se this val!e to generate a hierarchical list of approvers for the invoice/

Q*1. 0et$p: What artic!es2 white papers2 or man$a!s sho$!d I read (or more in(ormation on Invoice

Processin?

%0 Please see the Metalin# (ote 3>;.5/. for the most c!rrent version of the ..i Payables *sers :!ide/

Q*3. What are the Metain eywords I sho$!d $se when searchin (or Invoice Processin Iss$es on

Metain?

%0 P%'%B+ES< %PI(WJB< I(AICE

Is it possible to have racle Payables 7%P9 and racle ProKects 7P%9 report in different c!rrencies?

%0 'o! cannot set !p %P and P% to !se separate c!rrencies in the same set of boo#s/ &he racle :eneral

+edger 7:+9 set of boo#s defines one f!nctional c!rrency for ProKects$ Payables$ Receivables 7%R9$ P!rchasing 7P9 and

%ssets 7)%9/ 'o! can r!n racle %pplications on one f!nctional c!rrency and !se M!ltiple Reporting C!rrencies 7MRC9 to

report in the c!rrency that fits yo!r b!siness needs/

1. What is the P,6,77ITIO&6',8 in the ,P6I&OI967I0T;I<=TIO&06, ta)!e (or?

%0 &he P%@%DDI&I(@)+%: indicates the transfer stat!s of proKect2related invoice distrib!tions/ *pon creation$

the proKect2related invoice distrib!tion lines have a val!e of ($ after s!ccessf!l transfer to ProKects$ the val!e becomes '/

+isted belo1 are the meanings for each code for Release ../> and ../0







% 2 %cc!m!lation error 7obsolete in A59

B 2 (o open P% period

C 2 &as# does not allo1 charges

D 2 !tside proKect dates

E 2 (on2proKect related invoice distrib!tions

I 2 !tside tas# dates

8 2 ProKect level transaction controls violatedJ 2 &as# level transaction controls violated

M 2 Invalid proKect-tas# combination

( 2 (e1 line not yet processed by racle ProKects

P 2 ProKect is closed

" 2 &ransaction control extension violated

S 2 &emporary stat!s !sed d!ring processing

& 2 %dK!stment line transferred from racle ProKects

A 2 Invalid data 7catch2all error9 Invalid data in distrib!tion lines

2 B!rdening error

' 2 &ransferred to racle ProKects

L 2 (et ero adK!stment line/

(ever transferred to P%/ 7&his line is an exact reversal of another line on the invoice and both lines are never

transferred to P%/9%dditional information can be fo!nd in the racle ProKects or racle Payables &echnical Reference

Man!al for yo!r release/

3. Why does the >$antity chane to amo$nt $pon trans(er o( a 0$pp!ier Invoice (rom Paya)!es to Proects?

A: If the 0($TD%AT*D+A9 is Y, then H'A)TITY will be populated with thePADH'A)TITY field. (therwise, it will be populated the A(')T field. or example, if theH'A)TITY from AP is -EE, and the A(')T is CEEE, after transfer to ProJects, theA(')T is still CEEE, but the H'A)TITY is CEEE. This is not a bug. You need to chec5 the0($TD%AT*D+A9 in the PAD*KP*)#IT'%*DTYP*$ table for the *KP*)#IT'%*DTYP*

used on the AP invoice.4. ow is the P, date determined (or P,IT i( more than one period is open or ($t$re entera)!e in P,?

%0 racle ProKects derives the P% date for each s!pplier invoice cost distrib!tion line 1hen yo! interface the

s!pplier invoice from racle Payables/ Each proKect2related invoice distrib!tion line in racle Payables becomes a cost

distrib!tion line associated 1ith an expendit!re item in racle ProKects/ &he P% Date is set to the end date of the earliest P%

Period that is on or after the expendit!re item date and has a stat!s of pen or )!t!re/

5. Why is the 9redit 99I7 in 9ost 7istri)$tion ines &= (or 0$pp!ier Invoices in xpendit$re In>$iry?

%0 &his is a design change 1ith ..// D!e to iss!es 1ith the %cco!nting Engine$ the credit CCID is no longer

pop!lated/

@. Why do I receive a )$rden error when r$nnin the Inter(ace 0$pp!ier Invoices 'rom Paya)!es Process?

%/ %n exception of$ Error 1hile b!rdening invoice item$ received 1hen the PRC0 Interface S!pplier Invoices from

Payables 7P%AAI&9 process is r!n indicates that the B!rden Sched!le does not have an end date or that the end date is

after the transaction date

What is a Debit Memo Invoice?

http://etrm.oracle.com/pls/etrmlatest/etrm_search.search






%0 (egative amo!nt invoice 1hich is created and sent to a s!pplier to notify the S!pplier of a credit yo! are

recording/

"3/ When sho!ld a Debit Memo be created?

%0 &o correct over billing errors$ 1e create a Debit Memo by doing a Ret!rn &o S!pplier transaction for the extra

H!antity that got invoiced/

"4/ Is Debit Memo f!nctionality s!pported in .>/; and ../>?

%0 (o$ Debit Memo f!nctionality is s!pported only in Release ..i/

Q4. ow does 9reate 7e)it Memo (rom ;T0 '$nctiona!ity Wor?

,: Steps to Create a Debit Memo via R&S0

./ Create a P 1ith s!pplier and s!pplier site/

3/ Receive the goods !sing Enter Receipts )orm/

4/ Create an Invoice/ If Pay on Receipt is !sed to create then Invoice then set Pay on as Receipt and

Invoice S!mmary +evel as Receipt in S!pplier sites 1indo1 !nder p!rchasing tab/5/ Do a Ret!rn &o S!pplier 7R&S9 transaction for some of the goods !sing Ret!rns form/

/ Ma#e s!re the chec# Box NCreate Debit MemoN is chec#ed in the Ret!rn line 1hile doing the R&S transaction/

/ &his 1ill a!tomatically create a Debit Memo invoice in %P/

Depending on ho1 the RCA0 Processing Mode Profile option$ Receiving &ransaction Processor 1ill be #ic#ed off as

soon as Receipt-Ret!rn transaction is saved/

If profile option RCA0 Processing Mode O Batch$ then !ser has to go and man!ally la!nch Receiving &ransaction

Processor conc!rrent reH!est/

If profile option RCA0 Processing Mode O Immediate$ then Receiving &ransaction Processor conc!rrent reH!est 1ill

be la!nched and r!ns in the bac#gro!nd/ In this case control comes bac# to !ser and he can do his operations/

If profile option RCA0 Processing Mode O nline$ then Receiving &ransaction Processor conc!rrent reH!est 1ill bela!nched/ In this case control 1ill not come bac# to !ser !ntil processor completes processing/

"/ What set!p is reH!ired to create a Debit Memo?

%0 (avigate0 S!pply Base 2 S!ppliers 2 "!ery on s!pplier 2 Sites 2 "!ery on site 2 P!rchasing tab 2 Chec#

the box for Create Debit Memo from R&S &ransaction/ Ma#e s!re the chec# Box NCreate Debit MemoN is chec#ed in the

Ret!rn line 1hile doing the R&S &ransaction/

"/ *nder 1hat Conditions a Debit Memo can be created?

%0 %!tomatic Debit Memo 1ill be created only 1hen billed H!antity of P!rchase rder is greater than or eH!al to

Ret!rned "!antity/ Ret!rn &o S!pplier red!ces the P billed H!antity by the ret!rned H!antity b!t in any case P billed

H!antity 1ill never go belo1 ero/

";/ What to do if Debit Memo is not created after doing an R&S transaction?

%0 Set the profile options RCA0 Processing Mode to Immediate and RCA0 Deb!g Mode to 'es/ Receiving

&ransaction Processor log file 71ith deb!g messages of Receiving and %P code9 and database trace file for R&S transaction



1ill help in finding the ca!se of the problem/

Q%. Is 7e)it Memo not ettin created when Inspection is invo!ved?

,: &his f!nctionality has been incorporated in Proc!rement )amily Pac# ?,?$ and is also available via interim patch

3..;. 7pl!s pre2reHs sho1n belo19/ &hese are the list of patches to be applied for Debit Memo f!nctionality to 1or# if

Inspection is involved/

If applying Proc!rement If applying P )amily Pac# ,0 2 R 2 interim patch 3..;.0

22222222222222222222222 2222222222222222222222

..i/PRC@P)/, .;4.3

.533 7%P patch9 .533 7%P patch9

3>5>3

3.5563.

3.;6>;

3..;.

If Inspection is not involved$ then no need to apply the above mentioned patches

WhatNs the difference bet1een the FPayables pen Interface ImportF program and the FPayables Invoice ImportF

program?

%0 &he FPayables Invoice ImportF is designed to import expense reports/ &he so!rces are0

pensepress and SelfService

Orac!e Proect ,cco$ntin

&he FPayables Invoice ImportF sho!ld be !sed to import expense report data from the Invoice Import Interface

&ables 7%P@EPE(SE@REPR&@ ,E%DERSQ+I(ES9/&he expense report data is from expense reports yo! enter in

Payables$ Self2Service Expenses$ or racle ProKects/

&he FPayables pen Interface ImportF program 1as designed to accomplish high vol!me invoice import complete

1ith all of the feat!res of online invoice entry$ incl!ding these so!rces0

I(AICE :%&EW%'

EDI :%&EW%'

*ser Defined So!rce

CREDI& C%RD

racle Property Manager

ERS

R&S

P%@IC@I(AICES

(ote0 Effective 1ith Release ..i$ all invoices from external so!rces sho!ld be loaded into Payables via the pen

Interface/ In order to more acc!rately reflect the programNs !se$ the Payables Invoice Import program has been renamed

Expense Report Import since it no1 imports only expense report information/ It is &OT 0=PPO;T7 to !se Expense

Report Import program to import externa! expense reports in release ..i/

3/ ,o1 does the Payables pen Interface 1or#?



%0 &he %P *sers :!ide incl!des an appendix detailing exact steps reH!ired 1hen creating an invoice in the

Payables pen Interface &ables/ &his information is also contained in the n2+ine ,elp accessed thro!gh yo!r application/

&hese doc!ments along 1ith other relevant information on set!p and !sage can be fo!nd in theExpense Report and pen

Interface Import Set!p and *sage :!ide available on Metalin#/

Q3. Match:What do the codes in the 'ina! Match (!a mean and what does 'ina! Match do?

%0 %fter yo! match an invoice to a P!rchase rder$ yo! can loo# at the %P@I(AICE@DIS&RIB*&I(S@%++ table

and observe different codes in the )I(%+@M%&C, )+%: col!mn/ &he )I(%+@M%&C,@)+%: has the follo1ing

"!ic#Codes0

(o &he P shipment line has not been matched/

'es &he P shipment line has been matched$ %(D one of the invoices for this P has been final matched/ When

a P is final matched to an invoice$ all other invoices for that P are !pdated$ too/ So yo! cannot tell from this flag$ 1hich

invoice 1as final matched/ D Done &he P shipment line is closed/ 'o! cannot invoice this distrib!tion line/

(ote0 When yo! match an invoice to a P$ nothing special happens/ B!t 1hen yo! final match an invoice to a P$

that means yo! can never match another invoice to that P/ &he P lines that have been matched are closed/

Q4. Invoice Type: What is a "Mixed" Invoice and how do I enter one?

%0 Mixed Invoices are invoices or credit-debit memos for 1hich yo! can perform both positive and negative

matching to p!rchase orders and to other invoices/

)or example$ yo! can enter an invoice for 2.>> 1ith Invoice &ype Mixed/ 'o! can match to an invoice for 23>>$

and match to a p!rchase order for .>>/

&o enter a Mixed invoice0

./ Enter the invoice or credit-debit memo in the Invoices S!mmary$ and enter Mixed as the invoice &ype/ 'o! can

enter either a positive or negative invoice amo!nt/

3/ Match to p!rchase orders$ and-or invoices/

Q5. ow do I create a Withho!din Tax invoice?

%0 %fter yo! apply 1ithholding tax to an invoice$ yo! can optionally create invoices to remit 1ithheld tax to the tax

a!thority/

Payables can a!tomatically create 1ithholding tax invoices$ or yo! can perform this tas# man!ally/ If yo! chose to

a!tomatically create 1ithholding tax invoices$ yo! m!st choose 1hether to do this d!ring %pproval or d!ring payment

processing/ Indicate this choice in the Withholding &ax region of the Payables ptions 1indo1/ See0 Withholding &ax

Payables ptions/







If yo! choose to create 1ithholding tax invoice man!ally$ create an invoice for each Withholding &ax type invoice

distrib!tion on an invoice/ Create the invoice for the tax a!thority s!pplier and site assigned to the Withholding &ax type tax

name and for the amo!nt of the Withholding &ax type invoice distrib!tion/

Please see (ote .64>;/. and the ..i Payables *ser :!ide 7pages .>23 thro!gh .>29$ for more information on

Withholding &ax invoice creation/

Interest0 ,o1 do I create Interest Invoices?

%0Chapter .> of the ..i Payables *ser :!ide disc!sses setting !p and !sing Interest Invoices/ %lso see(ote

.64>/. for more information on creating Interest Invoices incl!ding coverage of the follo1ing Interest Invoice s!b2topics0

.9 Setting steps that m!st be completed

39 Minim!m Interest amo!nts

49 Expense :+ %cco!nt to be charged for interest expense

59 +iability :+ %cco!nt to be charged for interest expense

9 %!tomatic Interest

9 Invoice D!e Date calc!lations

;9 Interest amo!nt calc!lations

Q#. Match: ow do I Match Invoices to P$rchase Orders?

%0 (ote .64/. provides detailed instr!ctions for matching p!rchase orders to Invoices/ &his content is

presented in the form of a 1hite paper in PD) format/ &he ..i Payables *ser :!ide 7pages 52 thro!gh 5239 also provides

a thoro!gh overvie1 of the Invoice Matching process/

Q%. &ew 'eat$res: What new Invoice Processin (eat$res have )een introd$ced since **i was re!eased?

%0 )or a complete description of ne1 feat!res released in Mini2Pac#s F%F thro!gh FIF please revie1 (ote .4;/./

Beginning 1ith ..i/%P/8 and contin!ing 1ith )amily Pac#s CG$ Payables 1ill deliver ne1 feat!re descriptions in the F%bo!tF

doc!ment for each Mini-)amily Pac#/ Please see the ..i/%P/8 %bo!t doc!ment for more details/

%P s!pport strongly recommends that yo! install the corresponding doc!mentation patch for Mini-)amily Pac#s

that yo! apply/ &hese doc!mentation patches contain the most !p to date n2+ine ,elp files 1ith instr!ctions on ho1 to !se

or implement the ne1 f!nctionality introd!ced by the patch/

(ote0 ..i/%P/8 1as the last Payables Mini2Pac# for ..i/ %fter Mini2Pac# 8$ Payables 1ill deliver all ..i consolidated patches

in )amily Pac#s/ ..i/%P/8 1ill contain the same code release as )inancials )amily Pac# C/

(e1 Invoice Processing )eat!res by Mini-)amily Pac#0

%P/8 - )amily Pac# C0 Interest Expense Proration$ Enhanced Matching Controls for )inally Closed P!rchase

rders$ Payment Batch Enhancements$ Invoice %pproval Wor#flo1 Enhancements$ iS!pplier Portal Invoices/

%P/I0 Aie1 C!rrency Details$ Primary Pay Site$ Invoice %pproval Wor#flo1

%P/E0 (egative S!pplier Balance Report$ Employee *pdate Program

%P/%0 %!tomatic Creation of Debit Memo from R&S$ Inp!t &ax :ro!ps

Q+. ,pprova!-a!idation: What happened to the Invoice ,pprova! option a(ter app!yin **i.,P.I?
























%0 In Mini2pac# I$ Payables is adding a ne1 1or#flo1 named Invoice %pproval Wor#flo1 that as#s approvers to

revie1 invoice details$ and confirm online 1hether the invoice is acc!rate and sho!ld be paid/ &he Payables %pproval

program has been renamed to prevent conf!sion 1ith the ne1 1or#flo1 and to more acc!rately reflect its f!nction/ )or a

complete list of the renamed programs see (ote0 .;64;/./

Q*/. 0$pp!ier Import: Is it possi)!e to import s$pp!iers (rom my !eacy system into Orac!e Paya)!es?

%0 &his f!nctionality does not c!rrently exist ho1ever an enhancement reH!est is !nder revie1/ We 1ill !pdate this

information 1hen available for !p to date stat!s on this reH!est/

"../ ReH!estor0 In ..i$ 1hat is the FReH!estorF field !sed for on the Invoice Wor#bench?

%0 &his field represents the person 1ho reH!ested the goods or services that are on the invoice/ If yo! !se Invoice

%pproval Wor#flo1$ then yo! can define r!les that !se this val!e to generate a hierarchical list of approvers for the invoice/

Q*1. 0et$p: What artic!es2 white papers2 or man$a!s sho$!d I read (or more in(ormation on Invoice

Processin?

%0 Please see the Metalin# (ote 3>;.5/. for the most c!rrent version of the ..i Payables *sers :!ide/

Q*3. What are the Metain eywords I sho$!d $se when searchin (or Invoice Processin Iss$es on

Metain?

%0 P%'%B+ES< %PI(WJB< I(AICE

Is it possible to have racle Payables 7%P9 and racle ProKects 7P%9 report in different c!rrencies?

%0 'o! cannot set !p %P and P% to !se separate c!rrencies in the same set of boo#s/ &he racle :eneral

+edger 7:+9 set of boo#s defines one f!nctional c!rrency for ProKects$ Payables$ Receivables 7%R9$ P!rchasing 7P9 and

%ssets 7)%9/ 'o! can r!n racle %pplications on one f!nctional c!rrency and !se M!ltiple Reporting C!rrencies 7MRC9 to

report in the c!rrency that fits yo!r b!siness needs/

1. What is the P,6,77ITIO&6',8 in the ,P6I&OI967I0T;I<=TIO&06, ta)!e (or?

%0 &he P%@%DDI&I(@)+%: indicates the transfer stat!s of proKect2related invoice distrib!tions/ *pon creation$

the proKect2related invoice distrib!tion lines have a val!e of ($ after s!ccessf!l transfer to ProKects$ the val!e becomes '/

+isted belo1 are the meanings for each code for Release ../> and ../0

% 2 %cc!m!lation error 7obsolete in A59B 2 (o open P% period

C 2 &as# does not allo1 charges

D 2 !tside proKect dates

E 2 (on2proKect related invoice distrib!tions

I 2 !tside tas# dates

8 2 ProKect level transaction controls violated

J 2 &as# level transaction controls violated

M 2 Invalid proKect-tas# combination







( 2 (e1 line not yet processed by racle ProKects

P 2 ProKect is closed

" 2 &ransaction control extension violated

S 2 &emporary stat!s !sed d!ring processing

& 2 %dK!stment line transferred from racle ProKects

A 2 Invalid data 7catch2all error9 Invalid data in distrib!tion lines

2 B!rdening error ' 2 &ransferred to racle ProKects

L 2 (et ero adK!stment line/

(ever transferred to P%/ 7&his line is an exact reversal of another line on the invoice and both lines are never

transferred to P%/9%dditional information can be fo!nd in the racle ProKects or racle Payables &echnical Reference

Man!al for yo!r release/

3. Why does the >$antity chane to amo$nt $pon trans(er o( a 0$pp!ier Invoice (rom Paya)!es to Proects?

A: If the 0($TD%AT*D+A9 is Y, then H'A)TITY will be populated with thePADH'A)TITY field. (therwise, it will be populated the A(')T field. or example, if the

H'A)TITY from AP is -EE, and the A(')T is CEEE, after transfer to ProJects, theA(')T is still CEEE, but the H'A)TITY is CEEE. This is not a bug. You need to chec5 the0($TD%AT*D+A9 in the PAD*KP*)#IT'%*DTYP*$ table for the *KP*)#IT'%*DTYP*used on the AP invoice.

5/ ,o1 is the P% date determined for P%AAI& if more than one period is open or f!t!re enterable in P%?

%0 racle ProKects derives the P% date for each s!pplier invoice cost distrib!tion line 1hen yo! interface the

s!pplier invoice from racle Payables/ Each proKect2related invoice distrib!tion line in racle Payables becomes a cost

distrib!tion line associated 1ith an expendit!re item in racle ProKects/ &he P% Date is set to the end date of the earliest P%

Period that is on or after the expendit!re item date and has a stat!s of pen or )!t!re/

5. Why is the 9redit 99I7 in 9ost 7istri)$tion ines &= (or 0$pp!ier Invoices in xpendit$re In>$iry?

%0 &his is a design change 1ith ..// D!e to iss!es 1ith the %cco!nting Engine$ the credit CCID is no longer

pop!lated/

@. Why do I receive a )$rden error when r$nnin the Inter(ace 0$pp!ier Invoices 'rom Paya)!es Process?

%/ %n exception of$ Error 1hile b!rdening invoice item$ received 1hen the PRC0 Interface S!pplier Invoices from

Payables 7P%AAI&9 process is r!n indicates that the B!rden Sched!le does not have an end date or that the end date is

after the transaction date

What is a Debit Memo Invoice?

%0 (egative amo!nt invoice 1hich is created and sent to a s!pplier to notify the S!pplier of a credit yo! are

recording/

"3/ When sho!ld a Debit Memo be created?

%0 &o correct over billing errors$ 1e create a Debit Memo by doing a Ret!rn &o S!pplier transaction for the extra

H!antity that got invoiced/







"4/ Is Debit Memo f!nctionality s!pported in .>/; and ../>?

%0 (o$ Debit Memo f!nctionality is s!pported only in Release ..i/

Q4. ow does 9reate 7e)it Memo (rom ;T0 '$nctiona!ity Wor?

,: Steps to Create a Debit Memo via R&S0./ Create a P 1ith s!pplier and s!pplier site/

3/ Receive the goods !sing Enter Receipts )orm/

4/ Create an Invoice/ If Pay on Receipt is !sed to create then Invoice then set Pay on as Receipt and

Invoice S!mmary +evel as Receipt in S!pplier sites 1indo1 !nder p!rchasing tab/

5/ Do a Ret!rn &o S!pplier 7R&S9 transaction for some of the goods !sing Ret!rns form/

/ Ma#e s!re the chec# Box NCreate Debit MemoN is chec#ed in the Ret!rn line 1hile doing the R&S transaction/

/ &his 1ill a!tomatically create a Debit Memo invoice in %P/

Depending on ho1 the RCA0 Processing Mode Profile option$ Receiving &ransaction Processor 1ill be #ic#ed off as

soon as Receipt-Ret!rn transaction is saved/

If profile option RCA0 Processing Mode O Batch$ then !ser has to go and man!ally la!nch Receiving &ransactionProcessor conc!rrent reH!est/

If profile option RCA0 Processing Mode O Immediate$ then Receiving &ransaction Processor conc!rrent reH!est 1ill

be la!nched and r!ns in the bac#gro!nd/ In this case control comes bac# to !ser and he can do his operations/

If profile option RCA0 Processing Mode O nline$ then Receiving &ransaction Processor conc!rrent reH!est 1ill be

la!nched/ In this case control 1ill not come bac# to !ser !ntil processor completes processing/

"/ What set!p is reH!ired to create a Debit Memo?

%0 (avigate0 S!pply Base 2 S!ppliers 2 "!ery on s!pplier 2 Sites 2 "!ery on site 2 P!rchasing tab 2 Chec#the box for Create Debit Memo from R&S &ransaction/ Ma#e s!re the chec# Box NCreate Debit MemoN is chec#ed in theRet!rn line 1hile doing the R&S &ransaction/

"/ *nder 1hat Conditions a Debit Memo can be created?

%0 %!tomatic Debit Memo 1ill be created only 1hen billed H!antity of P!rchase rder is greater than or eH!al to

Ret!rned "!antity/ Ret!rn &o S!pplier red!ces the P billed H!antity by the ret!rned H!antity b!t in any case P billed

H!antity 1ill never go belo1 ero/

";/ What to do if Debit Memo is not created after doing an R&S transaction?

%0 Set the profile options RCA0 Processing Mode to Immediate and RCA0 Deb!g Mode to 'es/ Receiving

&ransaction Processor log file 71ith deb!g messages of Receiving and %P code9 and database trace file for R&S transaction

1ill help in finding the ca!se of the problem/

Q%. Is 7e)it Memo not ettin created when Inspection is invo!ved?

,: &his f!nctionality has been incorporated in Proc!rement )amily Pac# ?,?$ and is also available via interim patch

3..;. 7pl!s pre2reHs sho1n belo19/ &hese are the list of patches to be applied for Debit Memo f!nctionality to 1or# if

Inspection is involved/

If applying Proc!rement If applying P )amily Pac# ,0 2 R 2 interim patch 3..;.0

22222222222222222222222 2222222222222222222222



..i/PRC@P)/, .;4.3

.533 7%P patch9 .533 7%P patch9

3>5>3

3.5563.

3.;6>;

3..;.

If Inspection is not involved$ then no need to apply the above mentioned patches

WhatNs the difference bet1een the FPayables pen Interface ImportF program and the FPayables Invoice ImportF

program?

%0 &he FPayables Invoice ImportF is designed to import expense reports/ &he so!rces are0

pensepress and SelfService

Orac!e Proect ,cco$ntin

&he FPayables Invoice ImportF sho!ld be !sed to import expense report data from the Invoice Import Interface

&ables 7%P@EPE(SE@REPR&@ ,E%DERSQ+I(ES9/&he expense report data is from expense reports yo! enter inPayables$ Self2Service Expenses$ or racle ProKects/

&he FPayables pen Interface ImportF program 1as designed to accomplish high vol!me invoice import complete

1ith all of the feat!res of online invoice entry$ incl!ding these so!rces0

I(AICE :%&EW%'

EDI :%&EW%'

*ser Defined So!rce

CREDI& C%RD

racle Property Manager

ERS

R&SP%@IC@I(AICES

(ote0 Effective 1ith Release ..i$ all invoices from external so!rces sho!ld be loaded into Payables via the pen

Interface/ In order to more acc!rately reflect the programNs !se$ the Payables Invoice Import program has been renamed

Expense Report Import since it no1 imports only expense report information/ It is &OT 0=PPO;T7 to !se Expense

Report Import program to import externa! expense reports in release ..i/

3/ ,o1 does the Payables pen Interface 1or#?

%0 &he %P *sers :!ide incl!des an appendix detailing exact steps reH!ired 1hen creating an invoice in the

P bl I t f & bl &hi i f ti i l t i d i th +i , l d th h li ti

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