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Oracle Accounts Payable – User Manual Version 20.0
ORACLE ACCOUNTS PAYABLES – User Manual
Implementation of Management Information System (MIS)
Including Financial Management System (FMS)
ICAR
Version No.: 20.0
INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE
(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)
LIBRARY AVENUE, PUSA, NEW DELHI – 110 012
www.iasri.res.in
2013
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Project Team
Mission Leader Dr. N.S. Rathor, DDG (Engg.)
IASRI, New Delhi (Lead Institute)
Dr. A.K. Choubey, HoD, CA
Dr. Alka Arora, Sr. Scientist
Dr. Sudeep Marwaha, Sr. Scientist
Smt. Shashi Dahiya, Scientist
Sh. S. N. Islam, Scientist
Smt. Angshu Bhardwaj, Scientist
Sh. Soumen Pal, Scientist (till 30th September, 2012)
Sh. A.P. Sharma, F&AO
Sh. K.P.S. Gautam, SAO
IBM Team
Sh. Amit Bothra
Sh. Sameer Sachdeva
Sh. Anil Sharma
Sh. Ravi Kant Singh
Sh. Navroz Singh Dhillon
Sh. Pushpendu Roy
Sh. Sapthagiri Srirangam
Sh. Amarnath Vankadara
Sh. Himanshu Garg
Smt. Sneha Yadav
Sh. Sourabh Kumar
Sh. Nitin Batta
Smt. Lakshmi Sowmya
List of Resource Personnel
ICAR
Sh. Devendra Kumar, Dir (F)
Sh. Sanjay Gupta, Dir (A) (till July, 2012)
Sh. J. Ravi, Dir (P)
Dr AK Vasisht, ADG(PIM/ESM)
Ms. Namrta Sharma, DS (P)
Sh. Rupesh Sharma, SO (GA)
Sh. Harpal, SO (Cash-I)
Sh. Dilip Roy, CASH DISBURSEMENT
Sh. SK Behera, DS (GAC)
Sh. Rajiv Mangotra, DS (P)
Smt. Rashmi Rao, Deputy Director Finance
Sh. GP Sharma, DDF
Sh. S K Pathak, SF&AO
Sh. S K Sharma, F&AO
Smt. Sunita Arya, SF&AO
Smt. Rajashree Sunil, US (Tech & WS)
Sh. Naresh Kumar Arora, F&AO (Edn)
Sh. Kanhaiya Lal Chowdhary, DS (Edn)
NDRI, Karnal
Sh. J.K. Kewalramani, JD (Admn) & Registrar
Sh. Vishal Acharya, AF&AO
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Sh. Brahm Parkash, AAO
Sh. S George, CF&AO
CIFE, MUMBAI
Sh. Suresh Chandra, CF&AO
Sh. Suresh Kumar, CAO
Dr. S. Jahageerdar, Officer In-Charge, IT
NAARM, Hyderabad
Sh. Sanjay Kant, JD (Admn) & Registrar
Sh. Jakir Hussain Khilji, F &AO
CMFRI
Sh. Rakesh Kumar, CAO
Sh. AV Joseph, SF&AO
CRIJAF
Sh. K.P. Nath, F&AO
Sh. M.K. Pachauri, SAO
Dr. D. Barman, Scientist
NBPGR
Sh. B K Bansal, F&AO
Sh. S K Sinha, SAO
IARI
Sh. Radhey Shyam, CF&AO
Sh. P.K. Jain, CAO
DKMA
Sh. Himanshu, Scientist, DIPA, ICAR
Sh. Naresh Kumar Arora, F&AO(Edn)
NAIP
Sh. S Bilgrami, CF&AO
Sh. Kumar Rajesh, US
IVRI
Sh. Pankaj Kumar, Joint Secretary
ICAR-REC
Sh. Pushapanayak, CAO
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DOCUMENT RELEASE NOTICE
Payables – User Manual Document
Version no: 20.0
Release no: All Releases
Date of Release : 14th
October 2014
Client : Indian Council of Agricultural Research
Project : FMS & MIS Implementation
Author : Sh. Himanshu Garg, Sh. Amit Aggarwal, Sneha Yadav
Reviewer : Sh. Anil Sharma
Approved by : Date:
Control Assurance by : Date:
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REVISION HISTORY
Document No.:
Document Title: Payables– User Manual Document
Version
No.
Issue Date Change Details Owner Approved By Remarks
1.0 20th
August 2013 No Previous Document Amarnath
10.0 14th
October 2014 Reviewed Version 1.0 and
made applicable changes
Himanshu
20.0 23th
May 2015 Reviewed Version 10.0 and
changed the URL for the
instance on Page 11
Sneha
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Table of Contents
1 INTRODUCTION ................................................................................................................................................................................................................................. 10
1.1 ABOUT THIS DOCUMENT ................................................................................................................................................................................................................... 10
2 LOGGING INTO ORACLE APPLICATIONS ................................................................................................................................................................................... 11
2.1 USING MENU BAR AND SHORTCUT KEYS ........................................................................................................................................................................................ 12 2.2 IMPORTANT KEYBOARD SHORTCUT ................................................................................................................................................................................................ 13
3 PROCESS OVERVIEW ....................................................................................................................................................................................................................... 14
3.1 BILL CREATION, APPROVAL AND PAYMENT PROCESS ................................................................................................................................................................... 14 3.2 BILL APPROVAL & PAYMENT PROCESS - DIAGRAMMATIC FLOW ................................................................................................................................................... 15
4 LOGIC OF NATURE OF BILLS FIELD – MANDATORY FIELD.................................................................................................................................................. 16
5 BILL CREATION PROCESS .............................................................................................................................................................................................................. 19
5.1 BUSINESS PROCESS – BILL CREATION PROCESS BASED ON PURCHASE ORDER-............................................................................................................................... 19 5.2 BUSINESS PROCESS – BILL CREATION PROCESS WITHOUT PO ................................................................................................................................................... 32 5.3 BUSINESS PROCESS – BILL CREATION PROCESS FOR PROJECTS ................................................................................................................................................ 51
6 BUSINESS PROCESS FOR DDO ..................................................................................................................................................................................................... 60
7 BUSINESS PROCESS FOR AUDIT & ACCOUNTS SECTION – ASSISTANT AND FINANCIAL AND AUDIT OFFICER ............................................... 60
8 BUSINESS PROCESS – PAYMENT PROCESS ............................................................................................................................................................................... 66
8.1 ALTERNATIVE I – PAY IN FULL METHOD ......................................................................................................................................................................................... 67 8.2 ALTERNATIVE II – PAYMENT FROM PAYMENT SCREEN .................................................................................................................................................................... 72 8.3 CONCURRENT PROGRAMS ................................................................................................................................................................................................................ 87
8.3.1 ICAR Payment Voucher Report .............................................................................................................................................................................................. 87 8.3.2 ICAR Payment advice ............................................................................................................................................................................................................. 92
9 BUSINESS PROCESS – ADDING CHEQUE ON ELECTRONIC PAYMENTS – (OPTIONAL) .............................................................................................. 92
9.1 ADDING CHEQUE ON ELECTRONIC PAYMENTS ................................................................................................................................................................................. 93 9.2 HOW TO VOID CHEQUES THAT WERE ALLOTTED TO ELECTRONIC PAYMENTS .............................................................................................................................. 97
10 BUSINESS PROCESS – BILL CREATION WITH TAX DEDUCTION AT SOURCE (TDS) ................................................................................................ 99
10.1 PROCESS FOR DDO ASSISTANT ........................................................................................................................................................................................................ 99 10.2 PROCESS FOR DDO ........................................................................................................................................................................................................................ 105
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10.3 PAYMENT PROCESS – TDS INVOICES ............................................................................................................................................................................................. 115 10.3.1 Payment t o Vendor ............................................................................................................................................................................................................... 115 10.3.2 Payment to Commissioner of Income Tax ............................................................................................................................................................................. 131
10.4 CONCURRENT REPORTS .................................................................................................................................................................................................................. 131 10.4.1 ICAR Payment Voucher report .............................................................................................................................................................................................. 131 10.4.2 ICAR Payment advice ............................................................................................................................................................................................................ 132 10.4.3 ICAR Main Cash Book Report ............................................................................................................................................................................................... 132 10.4.4 ICAR TDS Detailed Report .................................................................................................................................................................................................... 133
11 BUSINESS PROCESS – ADVANCES TO EMPLOYEES .......................................................................................................................................................... 134
11.1 PREPAYMENT BILL OF ADVANCE AMOUNT..................................................................................................................................................................................... 134 11.1.1 Process for DDO assistant .................................................................................................................................................................................................... 134 11.1.2 Process for DDO ................................................................................................................................................................................................................... 142 11.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 142 11.1.4 Payment Process .................................................................................................................................................................................................................... 142 11.1.5 ICAR Objection book report for Employees after the advance .............................................................................................................................................. 143
11.2 ADJUSTMENT OF ADVANCES GIVEN TO EMPLOYEES ...................................................................................................................................................................... 143 11.2.1 Process for DDO assistant(in case the advance amount and expense amount are equal) .................................................................................................... 144 11.2.2 Process for DDO ................................................................................................................................................................................................................... 154 11.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 154 11.2.4 Payment Process .................................................................................................................................................................................................................... 154 11.2.5 ICAR Objection book report for Employees .......................................................................................................................................................................... 155
11.3 ADJUSTMENT OF BILL WHERE THE EXPENDITURE IS LESS THAN THE ADVANCE .............................................................................................................................. 156 11.3.1 Process for DDO Assistant - Creation of Recovery Bill ........................................................................................................................................................ 156 11.3.2 Process for DDO - Adjustment of Unspent amount Bill ........................................................................................................................................................ 161 11.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 161 11.3.4 Payment Process .................................................................................................................................................................................................................... 161 11.3.5 ICAR Objection book report for Employees after the advance and adjustment .................................................................................................................... 162 11.3.6 Adjustment of bill where the expense amount is greater than the advance amount .............................................................................................................. 162 11.3.7 Process for Audit & Accounts section ................................................................................................................................................................................... 162 11.3.8 Payment Process .................................................................................................................................................................................................................... 163
12 BUSINESS PROCESS- PETTY CASH SYSTEM........................................................................................................................................................................ 164
12.1 BILL CREATION FOR PETTY CASH ADVANCE .................................................................................................................................................................................. 164 12.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 164 12.1.2 Process for DDO ................................................................................................................................................................................................................... 170 12.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 170 12.1.4 Payment Process .................................................................................................................................................................................................................... 170
12.2 BILL CREATION FOR PETTY CASH EXPENSES .................................................................................................................................................................................. 170 12.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 170
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12.2.2 Process for DDO ................................................................................................................................................................................................................... 175 12.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 175 12.2.4 Payment Process .................................................................................................................................................................................................................... 175
13 BILL CREATION FOR LETTER OF CREDIT (LC) ................................................................................................................................................................ 176
13.1 PREPAYMENT BILL FOR LC ............................................................................................................................................................................................................ 177 13.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 177 13.1.2 Process for DDO ................................................................................................................................................................................................................... 181 13.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 181 13.1.4 Payment Process .................................................................................................................................................................................................................... 181
13.2 CREATION OF STANDARD BILL ....................................................................................................................................................................................................... 182 13.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 182 13.2.2 Process for DDO ................................................................................................................................................................................................................... 190 13.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 190 13.2.4 Payment Process .................................................................................................................................................................................................................... 190 13.2.5 ICAR LC Register .................................................................................................................................................................................................................. 190
13.3 ADJUSTMENT OF THE LC BILL AFTER RECEIVING OF GOODS .......................................................................................................................................................... 191 13.3.1 Process for DDO Assistant .................................................................................................................................................................................................... 191 13.3.2 Process for DDO ................................................................................................................................................................................................................... 195 13.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 195 13.3.4 Payment Process .................................................................................................................................................................................................................... 195 13.3.5 ICAR LC Register .................................................................................................................................................................................................................. 195
14 BUSINESS PROCESS – ADVANCES TO SUPPLIER (CPWD) BASED ON PO .................................................................................................................... 196
14.1 PREPAYMENT BILL OF ADVANCE AMOUNT ..................................................................................................................................................................................... 196 14.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 196 14.1.2 Process for DDO ................................................................................................................................................................................................................... 202 14.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 202 14.1.4 Payment Process .................................................................................................................................................................................................................... 202 14.1.5 ICAR Objection Book Report for Contingencies ................................................................................................................................................................... 202
14.2 PROCESS OF BILL CREATION BY DDO ASSISTANT .......................................................................................................................................................................... 203 14.2.1 Process for DDO ................................................................................................................................................................................................................... 216 14.2.2 Process for Audit and Accounts section................................................................................................................................................................................. 217 14.2.3 Process for Payment .............................................................................................................................................................................................................. 217 14.2.4 ICAR Objection Book Report for Contingencies after the advance and adjustment ............................................................................................................. 217
15 BUY BACK PROCESS ................................................................................................................................................................................................................... 218
15.1 PROCESS FOR DDO ASSISTANT ...................................................................................................................................................................................................... 218 15.2 BUSINESS PROCESS FOR DDO ........................................................................................................................................................................................................ 227
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16 HOW TO RUN ANY CONCURRENT REPORT? ...................................................................................................................................................................... 236
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1 Introduction
1.1 About this document
This document covers the above mentioned contents of the following module:
Accounts Payables
The document has been developed by the IBM Team based on the inputs from the ICAR Team.
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2 Logging into Oracle Applications
Navigation
Open the link for the Oracle Instance
http://icarerp.iasri.res.in
Screenshots and Steps
Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on first time login.
On logging into the application, a new page consisting of the responsibilities assigned to the user and the active notifications for the user will open up
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2.1 Using Menu Bar and shortcut keys
Screen: Standard Bill screen Purpose: To illustrate the various menu bar icons, their meanings and key board short cuts.
1. New: Use this icon to create a new invoice. Alternative navigation: File->New 2. Find: Use this icon to invoke find (query) screen. The keyboard short cut is F11 key. 3. Save: Use this icon to save the record.
Alternative navigation: File->Save or press CTRL + S 4. Switch Responsibility: Use this icon to change the current responsibility. Alternative navigation: File->Switch
Responsibility 5. Clear Record: Use this icon to clear the current (selected) record. This however does not delete a record that has
already been saved. Alternative navigation: Edit->Clear->Record 6. Delete Record: Use this icon to delete the current (selected) record. Alternative navigation: Edit->Delete 7. Attachment: Use this icon to attach text files or other files if required. 8. Help: Use this icon to invoke the “Help” screen. Alternative navigation: Help->Window help
New
Find
Save Switch
Responsibility
Clear
Record
Delete
Record
Help
Attach
ment
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2.2 Important Keyboard shortcut
Function/Purpose Keyboard Shortcut
Enter into query mode F11 Query with partial information Prefix or suffix with % Execute query CTRL + F11
Close/Exit screen F4
Invoke List of Values CTRL + L
Insert duplicate field SHIFT +F5
Insert duplicate record SHIFT +F6
To query the form:
1. For query, first press F11. 2. Give partial information on screen like partial invoice name, number and prefix or suffix with %. 3. Execute the query by pressing CTRL and F11.
List of Value (LOV)
LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require excessive scrolling.
Search within LOV list
1. Click on the LOV icon. 2. The list of LOV is displayed. 3. If short list then scroll and select the required value. Press OK. 4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and
suffix is also used where the subsequent word(s) of the total value is used for query. 5. Then click Find button. 6. This displays a shortened list of values that will match the query submitted. 7. Select the value desired and click OK. The original text entry screen is populated
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3 Process Overview
3.1 Bill Creation, Approval and Payment Process
DDO Assistant Verifies
the physical Invoice
and prepare the bill in
the system
DDO forwards the File to
Audit and Accounts
section
DDO Validates the Bill
in the system
Bills received by Stores /
Admin section
Initiate Approval of Bill in
the system
Stores /Admin section
performs certification of
material/ Verification of bill
and forwards it to DDO
Assistant
DDO Assistant Apply
the relevant TDS
section
DDO Assistant forwards
the bill file to DDO
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3.2 Bill Approval & Payment Process - Diagrammatic Flow
After passing the bill
File will be forwarded
to Cash Section
Cheque printing/writing
by Cash Section
Payment made to
Supplier/Employee
Mode of
Payment
Generate the Electronic
File and sends to bank
for NEFT/RTGS
Payment
Electronic
SF&AO/ Section
Incharge pass the bill in
System
Bank released the
payment from the
respective institute
account to the suppliers
Generate Payment
Advice from system and
send to Supplier via
Invoice File received by
Audit & Accounts
Section
Dealing assistant in A&A
section will capture the
‘File Received date’ in
system and verifies the bill
Cheque
Cash Section Makes
the payment in the
system
Cash Book is
generated
automatically from
system
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4 Logic of Nature of Bills Field – Mandatory Field
This will segregate Payroll related advances given to employees, Consolidated bills prepared for multiple Employees for common set of expenses like telephone, Conveyance, Newspaper, Liveries, etc.
Select Appropriate Nature of Bill while creating all the bills. This would be MANDATORY field to capture. 1. Bill Creation for giving Advances to Employees (Related to Payroll) and GPF To CAPTURE necessary information at the time of giving Payroll Advances and GPF amounts
Take Bill type as STANDARD and select the relevant Nature of Bill and fill the required fields.
The Bills shall be created in the name of Employees only
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Enter the Information asked and proceed with creation of bill. Rest of process is same. 2) To Create One Consolidate Bill for Employee Expenses like Telephone/ Newspaper/ Election Duty/ Conveyance etc. and need to keep a track of them in the system
Select the Relevant Nature of Bill.
Create Bill in the Name of your respective “Bank Manager’s Name”
Keep the payment method as Cheque
In Distributions
o Enter Multiple Distribution Lines, when you will click on the Save Button, a field will open to enter the name of the
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beneficiary.
o Here select the name of the Employee in whose Bank Account that amount will be directly credited.
o Create Multiple distribution lines for different beneficiaries.
o ICAR Bill Report, would capture all beneficiaries’ name in the report, as an Annexure.
Payment Process: To make payment of these kinds of bills, ICAR EFT for Consolidated Bill report shall be run showing
Bank details of all beneficiaries and shall be sent to bank along with the cheque.
(Since the Payment Method of these bill shall be cheque in n/o “Manager, Bank”)
IMPORTANT NOTE…………..REQUIRES ATTENTION…. For all others bills like: Vendor Bills with TDS, Vendor Bills other Than TDS, Pensioner's bills, Non Payroll Advances requiring settlement, etc. Select Nature of Bill as Others.
And rest of the process is same.
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5 Bill Creation Process
5.1 Business Process – Bill Creation Process Based on Purchase Order-
Overview A Purchase order is created by the purchasing department to place an order for purchase of an Asset, service, or incurring any expense.
Then upon receiving the goods or service, a receipt is prepared.
On the basis of receipt, then a bill shall be created.
This process shall be used for creation of bills for fixed assets, Projects, Expenses, Inventory.
Navigation IARI Payable DDO AssistantBill Processing
Bill Creation Process based on PO - DDO Assistant
Click on Bill
Processing to
Create a Bill
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Bill Creation Process based on PO - DDO Assistant
The DDO assistant shall receive a bill file from the purchasing section which he shall use for entering the bills
Following is the bill form.
Enter vendor invoice
date
Select vendor name
Select Nature of Bill
Enter Invoice number
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Bill Creation Process based on PO - DDO Assistant
o Respective Institute’s name will be defaulted automatically.
o Bill type-Click on the LOV’s button to select it from List of Values (LOV). It is showing various types of Bills that can be created in system. .
o Standard- It is used for creating a normal invoice, for creating a settlement invoice etc.
o Credit Memo- It is used to give some credit to a vendor on receiving a credit memo.
o Prepayment- It is used to create a bill for making an advance payment to vendor/employee.
o Nature of Bill field – For reading this is detail, please see the section of “Nature of Bill Field”
o Select the appropriate Nature of Bill.
Click on Bill type
to select standard
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Bill Creation Process based on PO - DDO Assistant
Select the Purchase order number from the list of values for which invoice is to be created. The PO number will be there in the bill file.
Select the relevant PO and click on OK button.
Vendor name and Supplier number will come automatically.
Select the PO number
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Bill Creation Process based on PO - DDO Assistant
Vendor name, supplier Number and supplier site will come automatically.
Click on the LOV button on the Vendor Invoice date field.
The following screen will open up.
Select the invoice date from the calendar.
Click on LOV button
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Bill Creation Process based on PO - DDO Assistant
Enter the Vendor Invoice number present on the invoice
Enter the Invoice file received date and the bill amount with reference to the invoice present in the bill file.
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Bill Creation Process based on PO - DDO Assistant
Once all the required fields are entered, click on Match button.
Click on Match button to
match with PO
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Bill Creation Process based on PO - DDO Assistant
“Find Receipts for Matching “form opens up.
Purchase Order number is coming from bill header.
Click on Find.
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Bill Creation Process based on PO - DDO Assistant
“Match to Receipts” form opens up.
Check Match Box.
Click on Match Button as shown in figure
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Bill Creation Process based on PO - DDO Assistant
Once you click on Match Button then purchase order details will copied to bill form.
The DDO Assistant shall save the bill and the bill is created.
Click on this yellow floppy to save.
Match with PO
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Bill Creation Process based on PO - DDO Assistant
If the user wants to view the populated details, he can go to Lines and see the receipts number, quantity received, etc.
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Bill Creation Process based on PO - DDO Assistant
Click on Actions…1 button.
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Bill Creation Process based on PO - DDO Assistant
Run ICAR Bill Report, take a Print and forward it to the DDO.
Go to section “How to Run Report” to learn about it.
Close the form and forward the bill file to the DDO for checking.
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5.2 Business Process – Bill Creation Process without PO
Navigation
Open the link for the Oracle Instance
http://icarerp.iasri.res.in/ (For User Training Instance)
Bill Creation Process without PO - DDO Assistant
Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on first time login.
Navigation: Home Page Opens Up
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Bill Creation Process without PO - DDO Assistant
Click on IARI Payables DDO Assistant, then Click on Bill Processing to open Bill form as shown in the following figure.
Navigation: IARI Payable DDO Assistant-Bill Processing
1. Click on IARI Payables DDO Assistant
responsibility.
2. Click on Bill Processing
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Bill Creation Process without PO - DDO Assistant
Click on Bill Processing to
create a Bill
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Bill Creation Process without PO - DDO Assistant
The DDO assistant shall receive a bill file from the purchasing section which he shall use for entering the bills
Following is the bill form.
Enter vendor invoice
date
Select vendor name
Select Nature of Bill
Enter Invoice number
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Bill Creation Process without PO - DDO Assistant
o Respective Institute’s name will be defaulted automatically.
o Bill type-Click on the LOV’s button to select it from List of Values (LOV). It is showing various types of Bills that can be created in system. .
o Standard- It is used for creating a normal invoice, for creating a settlement invoice etc.
o Credit Memo- It is used to give some credit to a vendor on receiving a credit memo.
o Prepayment- It is used to create a bill for making an advance payment to vendor/employee.
o Nature of Bill field – For reading this is detail, please see the section of “Nature of Bill Field”
o Select the appropriate Nature of Bill.
Click on Bill type
to select standard
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Bill Creation Process without PO - DDO Assistant
Vendor name- Enter the name of the vendor. You can search the name from the LOV’s attached. Click on Ok to select.
Click on the LOV button
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Bill Creation Process without PO - DDO Assistant
Supplier number
o It is the unique number assigned to every supplier by the system automatically.
o On selecting the Vendor name, the supplier number will come automatically.
Supplier site-If the vendor has only one site, it will come automatically. If there are multiple sites of a vendor than select the relevant supplier site.
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Bill Creation Process without PO - DDO Assistant
Vendor invoice date-Enter the date present on the vendor invoice. You can use the calendar.
Click on the LOV button
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Bill Creation Process without PO - DDO Assistant
Vendor invoice number-The system will give you the following message. Click on Cancel and enter the invoice number as mentioned on the vendor invoice.
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Bill Creation Process without PO - DDO Assistant
Bill amount- Enter the amount of invoice to be entered.
Also enter the date on which the invoice is received by the DDO/ DDO assistant in the field ‘Invoice Received Date by DDO’.
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Bill Creation Process without PO - DDO Assistant
Payment Terms: Will be default.
Payment Method: It will always be default from the supplier level. However, at the time of creation of bill, the user can change the payment method to the desired. For making the payment method as Electronic, the user shall make sure that the Bank details are available.
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Bill Creation Process without PO - DDO Assistant
Now, Click on Lines.
Line Type will be Item (automatic).
Enter Amount and click on Distributions.
Enter amount
Click Distribution
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Bill Creation Process without PO - DDO Assistant
Distributions form open up.
Click on the Account LOV’s.
Enter amount
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Bill Creation Process without PO - DDO Assistant
In Distributions window, user will be entering the code combinations where the accounting of the bill shall take place.
Institute- Institute name will come automatically once you click on the LOV button.
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Bill Creation Process without PO - DDO Assistant
Fund type-
o It means the source of funds from which the funds will be disbursed.
o Select the appropriate fund type from the LOV’s attached. Whether the expenditure is from Plan, Non Plan, IRGS, deposit scheme, etc
o Click OK.
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Bill Creation Process without PO - DDO Assistant
If the Source of fund is Non-Plan, IRGS, select default scheme code. If the source of fund is other than Non-Plan, select the relevant scheme code from the list.
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Bill Creation Process without PO - DDO Assistant
Account- Select the correct natural account from the list given.
o It signifies the account in which the invoice should be accounted.
o User can search for the required account by using % and finding it in the Find field.
o This LOV contains all the accounts.
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Bill Creation Process without PO - DDO Assistant
Division- It contains the names of the Regional Stations, KVK’s, State agriculture universities etc. If the bill that is being created is related to any of them, then select the appropriate division and click on OK.
Other two fields will be default always and user need not enter them.
Click on Ok and a budget message would come which will tell the availability of funds in that particular fund type, Scheme code, Budget head, division.
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Bill Creation Process without PO - DDO Assistant
Click on Ok and save the bill.
Close the distribution screen and note down automated generated unique bill number.
Now run ICAR Bill report and take a print of this report and forward the file to DDO for checking purposes.
Process for Running ICAR Bill report is discussed in other section.
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5.3 Business Process – Bill Creation Process for Projects
Navigation
Open the link for the Oracle Instance
http://icarerp.iasri.res.in/ (For User Training Instance)
Bill Creation Process for Projects
Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on first time login.
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Bill Creation Process for Projects
Note: It is mandatory that budget for this project should be entered in the system. Only then will you be able to carry out the below mentioned process:
In case of creation of bills related to a particular project, please follow the additional steps as shown below at the LINES Level.
Select the Project number at the Lines Level for which the bill is to be made. As in below screenshot, project number, PIMS/RPPI No and duration is visible
1. Select the Project number at the Lines Level for which the bill is to be made. As in below screenshot, project
number, PIMS/RPPI No and duration is visible.
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Bill Creation Process for Projects
In Lines, select the correct Project number. Details of Project number and other expenditure details shall come from the scientists only.
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Bill Creation Process for Projects
1. Once you select the Project Number and click on Ok, the following message shall appear showing the name of the project.
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Bill Creation Process for Projects
1. The next field is Major category. Click on the list of value attached and select the category under which the bill is to be made
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Bill Creation Process for Projects
1. Expenditure Item date will default from the bill date. 2. Select the Minor Category for which the budget has been entered. However, while creating project related bills for a project, only those Major Category and Minor Category values
would be available in List of values under which client has allocated the budget in his/her project .
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Bill Creation Process for Projects
1. Once you select the Minor category, the system will give you a message showing the budget and the fund
available in that minor category for that project.
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Bill Creation Process for Projects
1. Click on Distribution. The account shall automatically default from the minor category you select. You can change the account in case
you want .
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Bill Creation Process for Projects
NOTE: In case the Invoice Type is Prepayment, the account details shall not default from the expenditure type and
user will have to enter it manually. NOTE: The budget amount will also get displayed when user will click on Action button (to validate the bill).
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6 Business Process for DDO
Process DDO shall click on Torch and Find for the Bill number.
He should verify that all the details enetered by the assistant are correctly entetred.
Key things that DDO should check includes vendor bank details, correct account combination used, bill type, nature of bill, TDS amount, availability of funds, project details etc.
After checking it in the system, DDO should put his signature and stamp on the print of ICAR Bill report.
For detailed explanation for checking these things, kindly refer to the different bill creation processes as discussed in this document
7 Business Process for Audit & Accounts Section – Assistant and Financial and Audit Officer
Process for Audit When DDO sends the bill for approval, it will come to the Senior Financial and Audit Officer (S.F&AO) for his approval
after passing through the Audit assistant.
The Audit and Accounts section shall receive the bill file physically.
Audit assistant shall enter the Audit file received date as shown below in the Nature of Bill field.
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Process for Audit Key things that Audit Assistant should check includes vendor bank details, correct account combination used, bill type, nature of bill, TDS amount, availability of funds, project details etc.
Also verify the ICAR Bill report.
For detailed explanation for checking these things, kindly refere to the different bill creation processes as discussed in this document
Audit shall check the availability of funds critically. Every distribution line will show a budget pop up, which will how the amount of budget entered in that particular budget head, funds available and at division or institute level.
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Process for Audit You can also go to Tools and see funds available, TDS deducted amount on that particular selected distribution line.
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Process for Audit If Audit officer is satisfied as to the correctness of the bill, he shall validate the bill.
Click on Actions…1.
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Process for Audit Check the Validate.
Click on OK to validate the invoice.
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8 Business Process – Payment Process
Payment Process
Screenshots and
Steps for Cash
section officer
Payment section shall make payments for the Bills which have been validated by the Audit and Accounts section for
payment.
The Process for payment of any type of bill shall be the same.
He shall receive the Bill file of the accepted bills from the Audit & Accounts section.
He will then proceed for paying the accepted/ validated bills using the Bill file.
Click on IARI Payment section then Click on Payments to open Payments form as shown:
There are multiple methods of making payment in the FMS system.
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8.1 Alternative I – Pay in Full Method
This Payment method shall be used when individual bills are to be paid
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Click on the Torch to find for the validated invoices for which you want to make payment.
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Now the bill opens.
Go to Actions…1 > Pay In Full > Ok.
It will take to the payment screen and rest process is same as in Alternative II.
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8.2 Alternative II – Payment from Payment Screen
This is another way of making payments. This is advisable when multiple bills of the same vendor are to be paid together from
one cheque, for making net payment to vendor after TDS amount, etc.
However, single payments can also be done from this alternative for payment.
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Payment Process
Screenshots and
Steps for Payment
Section
Payment form opens up.
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Payment Process
Screenshots and
Steps for Payment
Section
Institute name- Respective Institute’s name will be defaulted automatically
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Payment Process
Screenshots and
Steps for Payment
Section
Vendor Name/Employee Name- The person to whom the payment is to be paid could be a vendor or an employee. The
cash section officer will be using the same screen for making all types of payments.
o Click on the LOV button of Vendor Name/Employee Name. It will open a screen to Find the required
Vendor/Employee Name. Using %, find the name and click on Ok.
Select the Vendor/Employee
name
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Payment Process
Screenshots and
Steps for Payment
Section
Vendor/Employee Number will come automatically.
Click on Vendor/Employee site LOV button to select the appropriate site.
If there is only one site available then it will come on its own.
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Payment Process
Screenshots and
Steps for Payment
Section
Payment date: Click on the LOV to select the payment date from the calendar.
Select the Payment date
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Payment Process
Screenshots and
Steps for Payment
Section
Bank Account: All the Institute bank accounts are displayed.
Select the required bank account and click on OK.
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Payment Process
Screenshots and
Steps for Payment
Section
Payment Currency: It will get default automatically.
Payment Method: Default from the method selected at the time of creating the Bill.
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Payment Process
Screenshots and
Steps for Payment
Section
Click on the LOV button of the ‘Payment Process Profile’.
It will show the available cheque books from which a cheque can be issued under the field ‘Payment Document name’.
Select the cheque book from which the user wants to make the payment and click on Ok.
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Payment Process
Screenshots and
Steps for Payment
Section
Then click on “Enter/Adjust Invoices” to select the Bill against which you want to make the payment.
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Payment Process
Screenshots and
Steps for Payment
Section
Place the cursor on invoice num and select the invoice from the LOV as show in fig:
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Payment Process
Screenshots and
Steps for Payment
Section
Select the invoice number for whom the payment is to be made.
Once you select the required invoice then click on OK
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Payment Process
Screenshots and
Steps for Payment
Section
After selecting the invoice click on the DFF on the right as shown. It will populate the respective Bill number of the
selected invoice.
Click on the DFF [ ] and a screen will
pop up showing the bill number
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Payment Process
Screenshots and
Steps for Payment
Section
After selecting the bill, following shall be the screen.
Upon saving the payment will be done.
Click on the save button to make the
payment
Once save is clicked, amount paid will
be reflected here
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Payment Process
Screenshots and
Steps for Payment
Section
On saving the payment amount will come in the payment amount field.
Here it will show the amount that is
paid.
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8.3 Concurrent Programs
8.3.1 ICAR Payment Voucher Report
Run the Concurrent
program “ICAR
Payment Voucher
Report”
Once the payment is made, the Cash section officer shall run the following concurrent program.
Run the Concurrent program “ICAR Payment Voucher Report”
With the help of ICAR Payment Voucher report, it will generate the Voucher related information like Voucher number and
Voucher date.
Navigation: View Request
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Run the Concurrent
program “ICAR
Payment Voucher
Report”
Submit a New Request
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Run the Concurrent
program “ICAR
Payment Voucher
Report”
Single RequestOK
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Run the Concurrent
program “ICAR
Payment Voucher
Report”
Enter the parameters as shown in figure.
Click on OK and again click on Submit Button.
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Run the Concurrent
program “ICAR
Payment Voucher
Report”
Program should be completed with status as Normal. As shown in fig:
To View the result click on View Output.
Take a print of the payment voucher and file it along with the bill file.
ICAR_Payment_Vouc
her_Report_220313.pdf
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8.3.2 ICAR Payment advice
Overview The cash section officer shall also run the Concurrent program ICAR Payment advice report, upon making the payment.
Payment advice is the receipt that is issued to the person to whom the payment is made.
He shall then take a print of the report and hand it over to the payee.
Follow the steps as explained above to run the concurrent report and to view the output.
Output Following is the output attached for your reference.
ICAR Payment advice.pdf
9 Business Process – Adding Cheque on Electronic Payments – (Optional)
Adding cheques on Electronic is additional step over the payment process, whose use depends upon the institute internal processes.
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9.1 Adding Cheque on Electronic Payments
After you have made the payments from the payment screen, go back to the navigator and click on EFT payments > EFT Payments
Select EFT Payment
Once you click on EFT Payment, another screen will open. Enter the Payment Date and Bank Account and Click on Search
Payment.
Once you have searched the payments to be made, click on Confirm payment.
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Once you click on the Confirm payment, the following screen will open up.
Select desired cheque Number
Click on apply check number
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After above action, cheque number will be assigned to selected payment.
For the above method of making the payment, you have to run the following Report:
View -> Request – ICAR electronic Fund Transfer-Cheque(New) and enter the required parameters.
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9.2 How to Void Cheques that were allotted to Electronic Payments
Click on EFT Payment>Void EFT Payment
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The following screen will open
Enter Cheque Number
Click on search button
Click on void
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10 Business Process – Bill Creation with Tax Deduction at Source (TDS)
10.1 Process for DDO assistant
Navigation
IARI payables DDO AssistantBill Processing
Bill Creation with
Tax Deduction at
Source (TDS) -
DDO Assistant
Select Bill processing and click on Open Button.
Click on Bill Processing to
create a Bill
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Bill Creation with
Tax Deduction at
Source (TDS) -
DDO Assistant
Bill on which TDS is to be applied can be a PO based Bill or non PO based bill.
The TDS details will be captured at the distribution level only at the DFF.
Till the Distributions window, the process of Bill creation is the same as explained above. Proceed as explained till
distribution window.
Now, upon reaching at distribution level, enter the basic details and scroll the Distribution screen to the right and click on
the ( ).
Click on DFF to
enter the TDS details.
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Bill Creation with
Tax Deduction at
Source (TDS) -
DDO Assistant
Following screen shall open.
Click on the LOV button next to TDS-Tax field.
Click on LOV button to
enter the TDS details.
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Bill Creation with
Tax Deduction at
Source (TDS) -
DDO Assistant
The following screen will open and it will show all the possible TDS sections which you will need.
The user can select the relevant TDS section, which is being attracted on that particular bill.
DDO assistant shall make sure that he selects the correct TDS section depending upon the nature of expense and the type
of Assesse.
There are separate lines created for Individuals and companies as you can see.
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Once you select the TDS Section, the system will give you the following message.
Click on Ok
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Bill Creation with
Tax Deduction at
Source (TDS) -
DDO Assistant
Now, save the bill and close the distributions window.
A bill number will be generated which will act as the reference number.
Once you have attached the TDS section and saved the bill, forward the file to DDO for further action.
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10.2 Process for DDO
Navigation
Open the link for the Oracle Instance and login into the system.
http://icarerp.iasri.res.in/
Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for DDO
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for DDO
Click on the DDO payable responsibility and click on Bill Processing.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for DDO
The Process for DDO is same as explained earlier.
Since it is TDS invoice, DDO shall take special care as to the correctness of the TDS section selected in the distributions.
To view the TDS section attached, follow the navigation: Lines>Distributions.
Scroll to the right and click on the DFF.
Click on DFF to review the
TDS details.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for DDO
Here the DDO can see the TDS section that has been attached to the bill. If the DDO finds it inappropriate then he can
himself select the appropriate TDS section by clicking on the LOV button of the TDS-Tax field and close the
distributions window.
If DDO is satisfied as to the correctness of the bill, he shall pass the bill to the Audit and Accounts Section .
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The DDO can also check the TDS Amount deducted by clicking on Tools and then on TDS Deducted as follows.
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10.3 Process for Audit & Accounts section
Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Audit and
accounts
Now since the DDO Section has verified the invoice, the audit section shall login into the system and through Audit and
Accounts Responsibility, they shall find the bill.
The Process for validating shall be the same.First find the bill with its bill number.
Click on Actions…1 button and Check the Validate.
Click on Ok to validate the bill.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Audit and
Accounts
The status of the bill will change to “Validated’
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Audit and
Accounts
Upon validation of the TDS bill, system will always generate two more bills, automatically.
To view those bills, click on Find.
Click on
Find
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Audit and
accounts
This is the Find screen. Enter the Invoice date and enter the Invoice number along with the % sign as shown.
Click on Find.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Audit and
Accounts
Following are the two system generated bills with peculiar and standard Invoice numbering.
1. First Bill is the ‘Credit memo’- It is created with a Negative line with the amount of TDS. This bill will reduce the
amount to be paid to the vendor, by the amount of tax. For example in the given case, the VPG Audits will be paid
(25000-2500 ) only Rs.22500.
2. Second is the Standard Bill- The amount of TDS has to be paid to the government. This bill shows the amount of tax
deducted and to be deposited with the income tax authority. It will be paid by the cash section. Here, Rs 2500 is the
liability and should be paid to income tax authority.
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10.3 Payment Process – TDS Invoices
10.3.1 Payment t o Vendor
Navigation
Home Page opens up
Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Click on IARI Payment section then Click on Payments to open Payments form as shown in above figure.
Click on payment
IARI Payment
Section
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Payment section shall make payments for the Bills which have been accepted by the Audit and Accounts section for
payment.
He shall receive the Bill file of the accepted bills from the Audit & Accounts section.
He will then proceed for paying the accepted bills using the Bill file.
Navigation: IARI Payment section Payment
Click on payments
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Payment form opens up.
Institute name- Respective Institute’s name will be defaulted automatically
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Vendor Name/Employee Name- The person to whom the payment is to be paid could be a vendor or an employee.
The cash section officer will be using the same screen for making all types of payments.
Click on the LOV button of Vendor Name/Employee Name. It will open a screen to Find the required
Vendor/Employee Name. Using %, find the name and click on Ok.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Vendor/Employee Number will come automatically.
Click on Vendor/Employee site LOV button to select the appropriate site.
If there is only one site available then it will come on its own.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Payment date: Click on the LOV to select the payment date from the calendar.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Bank Account: It will show the list of all the Institute bank accounts. Select the required and click on Ok.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Payment Currency: It will get default automatically.
Payment Method: Defaulted from the method selected at the time of creating the Bill.
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Select the Cheque book from which payment is required to be done.
Select the cheque
book
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Then click on “Enter/Adjust Invoices” to select the Bill against which do you want to make the payment.
Click Here
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Place the cursor on invoice num and select the invoice from the LOV as shown in fig:
Click on the LOV
button
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
steps
Select the bill with the positive amount line.
Once you selected the invoice then click on OK
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
After selecting the invoice click on the DFF on the right as shown. It will populate the respective Bill number of the
selected invoice.
Click on the DFF and a screen will pop
up showing the bill number
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Bill Creation with
Tax Deduction at
Source (TDS)
Screenshots and
Steps for Cash
section officer
Now click on the second line to select the system generated credit memo. The respective TDS credit memo will be
selected in the second line so that only net payment can be made. For example, we are selecting the TDS credit memo of
invoice number 12 only.
To view the Bill number, user can click on the DFF button as discussed before.
Click on the DFF
[ ] to view the bill
number
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Bill Creation with
Tax Deduction at
Source (TDS) -
Cash section
officer
After selecting these two bills, following shall be the screen.
You can see that in the total field, only the Net balance of the selected bills is coming i.e. Rs 22500 which is paid to the
vendor.
Upon saving the payment will be done.
Click on the save button to make the
payment
Total amount which will be paid once
save is clicked
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Bill Creation with
Tax Deduction at
Source (TDS) -
Cash section
officer
The amount of payment will now come in the payment amount field
showing that the payment has been made.
Here it will show the amount that is
paid.
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10.3.2 Payment to Commissioner of Income Tax
Navigation
Process for making payment to Commissioner of Income Tax is same as making payment to any other vendor.
After making the payment to CIT, run the following concurrent report.
10.4 Concurrent Reports
10.4.1 ICAR Payment Voucher report
Concurrent
programs — ICAR
Payment Voucher
report
Once the payment is made, the Cash section officer shall run the following concurrent program.
Run the Concurrent program “ICAR Payment Voucher Report” as explained before.
Separate reports will be generated of the two payment made.
Take a print of the payment voucher and file it along with the bill file.
The Process for Payment of TDS amount, to the Commissioner is same as covered in the normal payment process.
The cash section officer shall also run the Concurrent program ICAR Payment advice report, upon making the payment.
Follow the steps as explained above to run the report and to view the output.
Output
ICAR_payment voucher report.pdf
ICAR Payment voucher..pdf
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10.4.2 ICAR Payment advice
Concurrent
programs — ICAR
Payment Advice
Payment advice is the receipt that is issued to the person to whom the payment is made.
He shall then take a print of the report and hand it over to the payee.
Follow the steps as explained above to run the report and to view the output.
Output
ICAR_payment advice.pdf
10.4.3 ICAR Main Cash Book Report
Concurrent
programs — ICAR
Main Cash Book
Report
Run the Concurrent program “ICAR Main Cash Book(Excel-XML)” to see the impact of the payment made by cheque in
the main cash book.
Following is the output attached.
Output
ICAR_Main_Cash Book
If payment is made electronically, user can run ICAR Electronic Fund Transfer Report also as per the normal process of
ICAR
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10.4.4 ICAR TDS Detailed Report
Overview This report will show a list of bills against which TDS has been deducted and the TDS bills for the same and whether the
payment for the same has been made or not.
Output
ICAR_TDS_Detailed_Report_
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11 Business Process – Advances to Employees
11.1 Prepayment Bill of Advance amount
11.1.1 Process for DDO assistant
Overview The advances that are meant for employee personal purposes will be handled through the Payroll module only.
Here, Employee Advance is used for giving advances to the employee for some official purposes or in the nature of
reimbursement only.
This process shall be used for making travelling advances, medical advances, LTA advances, etc.
Navigation IARI Payables DDO Assistant Bill Processing
Advance to
Employee Process
–DDO Assistant
Click on Bill Processing to create an employee advance bill.
Click on Bill processing
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Advance to
Employee Process
–DDO Assistant
Following Bill form will open.
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Advance to
Employee Process
–DDO Assistant
Institute name will always be defaulted as the respective institute
For giving an employee advance the DDO assistant shall use Bill type as ‘Prepayment’.
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Advance to
Employee Process
–DDO Assistant
Select the Employee name to whom the advance is to be given. The Employee vendor number will come automatically.
For making an advance to an employee, the site shall always be taken as ‘HOME’.
The DDO assistant has to select ‘HOME’ for making employee advance of this nature.
Bill received date shall be the date on which DDO assistant receives the request file to process employee advance.
Employee name Bill received date
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Advance to
Employee Process
–DDO Assistant
Enter the Invoice Number in the following format-Date-Employee Vendor Number as explained below.
Enter Bill amount Invoice Number
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Advance to
Employee Process
–DDO Assistant
Now, Click on Lines.
Line Type will be Item (automatic).
Enter Amount and click on Distributions.
Enter amount in
the lines
Click on
distributions
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Advance to
Employee Process
–DDO Assistant
Distributions form open up.
Enter the Amount in distributions.
In Distributions window, user will be entering the code combinations where the accounting of the bill shall take place.
It is one of the crucial steps of bill creation, because the distribution will be deciding the impact of the bill.
o Institute name will come automatically once you click on the LOV button.
o Select the relevant Fund type, Scheme code, Account and Division.
Enter amount
Select the relevant
account depending
upon the nature of
advance
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Advance to
Employee Process
–DDO Assistant
Save the bill and close the distributions screen.
A bill number will automatically get generated.
After this, the bill file will be forwarded to DDO
Bill number
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11.1.2 Process for DDO
Employee Advance
bill
DDO
Process for DDO is same as explained before.
11.1.3 Process for Audit & Accounts section
Employee Advance
bill
Audit and
Accounts section
Process for Audit and Accounts section is same as explained before.
11.1.4 Payment Process
Employee Advance
bill
Cash section
Process for Cash section for payment is same as explained before.
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11.1.5 ICAR Objection book report for Employees after the advance
Overview ‘ICAR Objection report for Employees’ can be run anytime to view all the objections as on date. It will show the detailed
information of all the advances given to the employees as well as its utilization.
Run this Concurrent program to view the result of the Advances given to Employees.
Follow the same procedure to run the any concurrent program.
Output The amount of advance given to an employee shall be reflected in the ‘ICAR Objection book report for employees’ at
any point of time after the payment.
ICAR_Objection_Book_Report
11.2 Adjustment of Advances given to Employees
Overview
Employee shall take advance for incurring some expenditure only.
Once the expenditure is done, employee shall produce the details of the expenditure incurred along with the supporting
invoices.
Now, since payment was already being made to the employee, now the adjustment of the expense bills shall be done.
The expense bills shall be applied against the paid, prepayment bill.
If there is some difference between the amount that was taken as advance and the amount of expenditure incurred, that
amount shall become the unspent amount.
That Unspent amount shall be recovered from the employee along with the Penal interest.
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11.2.1 Process for DDO assistant(in case the advance amount and expense amount are equal)
Navigation IARI Payables DDO Assistant Bill Processing
Adjustment Of
Advance to
Employee Process
–DDO Assistant
Click on Bill processing to create an employee advance bill.
Click on Bill
Processing
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
Create a bill for the expenses incurred by the employee against the advance taken.
Create a ‘Standard’ type bill.
Upon selecting the Employee name, a Pop up message will appear as shown below. It will give a reminder that
prepayments are available for application for this vendor. Click on ok and proceed.
Type- Standard Select the Employee
name
This pop up will
come
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
The process for creation of bill shall be the same as bill creation process without PO.
Enter all the information in the distributions and save the bill.
Close the Distribution screen.
Select the relevant
account
combination
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
Click on Actions….1 button.
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
Select the check box for application of the prepayment bill.
Click Ok.
Check the box
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
Following screen shall open.
It will show all the prepayments available for application, along with the amount available as well as the details of the
existing prepayment applications in the second half of the window.
Here prepayment number is the Invoice number of the prepayment bills.
These prepayment invoices can be used to apply them on an unpaid bill.
Check the box ‘Apply’ to apply the prepayment on the selected bill.
Click on the ‘Apply/Unapply’ button to apply.
Check the box
‘Apply’
Prepayment
number
Amount
available for
application
Click on
‘Apply/Unapply’
button
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
Upon saving the available amount will get reduced by the amount of application and only balance shall be available for
any further application.
This will take the details of the prepayment in the lower section of the window, with the name ‘Existing Prepayment
application’.
Prepayment
Application is
done
If application is
to be reversed
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
Similarly, if some mistake is done, then click on the ‘Apply/Unapply’ button and it will undo the application done before.
After, applying or unapplying the payment, close the screen of Apply/Unapply prepayments.
The status of the bill shall change as ‘amount paid’.
Amount Paid
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
In lines, a negative line will be reflected with the type as ‘Prepayment’ reflecting the fact that prepayment has been
applied on this bill.
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
Click on ‘View prepayment application’ tab to view all the details of the prepayment application on this bill.
He shall now validate the bill and initiate the approval, in the regular manner.
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Adjustment Of
Advance to
Employee Process
–DDO Assistant
After doing all the work, Assistant shall send the bill file to DDO
11.2.2 Process for DDO
Adjustment Of
Advance to
Employee Process
- DDO
Process for DDO is same as explained before.
11.2.3 Process for Audit & Accounts section
Adjustment Of
Advance to
Employee Process
–Audit and
Accounts section
Process for Audit and Accounts section is same as explained before.
11.2.4 Payment Process
Adjustment Of
Advance to
Employee Process
–Cash section
Since the adjustment is already being done, no need for payment of this bill.
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11.2.5 ICAR Objection book report for Employees
Overview ‘ICAR Objection report for Employees’ can be run anytime to view all the objections as on date. It will show the detailed
information of all the advances given to the employees as well as its utilization.
Run this Concurrent program to view the result of the Advances given to Employees.
Follow the same procedure to run the any concurrent program.
Output The amount of advance along with adjustment to an employee shall be reflected in the ‘ICAR Objection book report for
employees’ at any point of time after the payment.
ICAR_Objection_Book_Report
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11.3 Adjustment of bill where the expenditure is less than the advance
Overview The amount of excess advance taken by the employee, for incurring expenditure, shall be recovered from the employee.
Since employee took an excess advance than the requirement, a penal interest shall also be collected from the employee
along with the unspent amount.
A standard bill shall be created for recovering unspent amount and then application shall be done.
This recovery shall be done from the AP module and the Penal interest amount shall be routed from AR module.
11.3.1 Process for DDO Assistant - Creation of Recovery Bill
Recovery of the
Unspent amount –
DDO Assistant
Create a standard bill.. Let us take an example that advance is 10000 and the expense is 8000.
First the cashier will create a standard bill of Rs 2000 .
In the lines, the cashier will. Enter an amount of 2000
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Recovery of the
Unspent amount –
DDO Assistant
Enter the distribution level information. Click on OK and save the bill.
Close the Distributions screen.
Now the cashier will forward the bill file to DDO Assistant for further processing.
Enter the relevant
Bank account or
cash in hand
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Recovery of the
Unspent amount –
DDO Assistant
DDO Assistant shall open the same bill and change the bill amount to 10000.
At lines level as well, he will change the amount to 10000.
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Recovery of the
Unspent amount –
DDO Assistant
At Distribution level, DDO Assistant shall add another line of 8000 and will take account as the relevant expenditure
account.
After this save the bill.
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Recovery of the
Unspent amount –
DDO Assistant
Click on Action. and apply the bill against the advance of 10000.
Now the DDO Assistant shall forward the bill to DDO for further processing
Check the box
‘Apply’
Prepayment
number
Amount
available for
application
Click on
‘Apply/Unapply’
button
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11.3.2 Process for DDO - Adjustment of Unspent amount Bill
Adjustment Of
Recovered Unspent
amount – DDO
The DDO shall check the bill and send it to audit and accounts department.
11.3.3 Process for Audit & Accounts section
Adjustment Of
Recovered Unspent
amount - Audit
and Accounts
section
Process for Audit and Accounts section is same as explained before.
11.3.4 Payment Process
Adjustment Of
Recovered Unspent
amount -Cash
section
Since the adjustment is already being done, no need for payment of this bill.
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11.3.5 ICAR Objection book report for Employees after the advance and adjustment
Overview ‘ICAR Objection report for Employees’ can be run anytime to view all the objections as on date. It will show the detailed
information of all the advances given to the employees as well as its utilization.
Run this Concurrent program to view the result of the Advances given to Employees.
Follow the same procedure to run the any concurrent program.
Output The amount of advance along with adjustment to an employee shall be reflected in the ‘ICAR Objection book report for
employees’ at any point of time after the payment.
ICAR Objection book for emoloyees..xlsx
11.3.6 Adjustment of bill where the expense amount is greater than the advance amount
Overview Lets say the expenditure is for 12000 as against the advance amount of 10000.
In this case, as explained above, the bill shall be created for 12000
At lines and distribution level as well, amount shall be 12000.
Enter the relevant expense account at distribution level.
Save the bill and apply the bill as against the advance of 10000.
Now the DDO Assistant shall forward the bill to DDO who shall check the amount and account details and shall forward
the bill to audit and accounts section
11.3.7 Process for Audit & Accounts section
Adjustment Of
Recovered Unspent
amount - Audit
and Accounts
section
Process for Audit and Accounts section is same as explained before.
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11.3.8 Payment Process
Adjustment Of
Recovered Unspent
amount -Cash
section
Since the adjustment is made for 10000, payment section shall pay the remaining 2000 against the standard bill
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12 Business Process- Petty Cash system
Process Overview Petty Cash system is the system in which an advance shall be given to the petty cashier for meeting day-to-day petty
expenses.
Petty cashier does all the expenses out of that advance amount and takes the recoupment for the expenses incurred.
12.1 Bill Creation for Petty cash Advance
12.1.1 Process for DDO Assistant
Navigation IARI Payable DDO AssistantBill Processing
Click on Bill processing to create a bill for petty cash advance.
Click on Bill
Processing to
Create a Bill
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Petty Cash
Advance to
Employee –
Process for DDO
Assistant
A prepayment bill shall be created for giving a petty cash advance.
Select “Drawing Disbursing Officer (DDO)” and Supplier Number “3719” will come automatically.
For making an advance to petty cashier, site shall always be taken as ‘Division Name’.
The DDO assistant has to select ‘Division’ from list of values for making an advance to petty cashier.
Bill received date shall be the date on which DDO assistant receives the request file to process advance for imprest.
Vendor name: Drawing
Disbursing Officer (DDO) Bill received date Type as Prepayment Select site as Division
Name
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Petty Cash
Advance to
Employee –
Process for DDO
Assistant
Enter the Invoice Number in the following format: PC-Date-Employee Name as explained below.
Enter the bill amount in the header as well as in the lines and click on distributions.
Enter Bill amount Invoice Number
Enter the
amount in the
lines
Now click on
the distributions
button
Enter Description
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Petty Cash
Advance to
Employee –
Process for DDO
Assistant
Distributions form open up with defaulted values in the Amount and Account field.
Amount will
come
automatically
Account coming as
defaulted with Petty
cash advance
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Petty Cash
Advance to
Employee –
Process for DDO
Assistant
Save the bill and close the distributions screen.
A bill number will automatically get generated.
Run the “Bill Report” for the bill number as explained before. (View Requests Submit a new Request Single
Request OK ICAR Bill Report Bill Number Submit No Find View Output)
Take Print out of bill report and attach with manual documents.
Now forward the bill file to the DDO for further actions.
Bill number
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12.1.2 Process for DDO
Petty Cash
Advance bill
DDO
Process for DDO is same as explained before.
12.1.3 Process for Audit & Accounts section
Petty Cash
Advance bill
Audit and
Accounts section
Process for Audit and Accounts section is same as explained before.
12.1.4 Payment Process
Petty Cash
Advance bill
Cash section
Process for Cash section for payment is same as explained before.
12.2 Bill Creation for Petty cash Expenses
12.2.1 Process for DDO Assistant
Navigation IARI Payable DDO AssistantBill Processing
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Bill Creation for
Petty cash Expenses
- Process for DDO
Assistant
Click on Bill processing to create a bill for petty cash expenses
Click on Bill
Processing to
Create a Bill
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Bill Creation for
Petty cash Expenses
- Process for DDO
Assistant
Create a standard bill.
Enter the following details.
Vendor name as “Drawing
Disbursing Officer (DDO)” Bill received date Type as Standard
Select site as Division
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Bill Creation for
Petty cash Expenses
- Process for DDO
Assistant
Enter the expense Amount, Description and the same amount in Line.
Click on distributions.
Bill Amount Description
Bill Amount in Line
Click on Distributions
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Bill Creation for
Petty cash Expenses
- Process for DDO
Assistant
Enter separate line for each expense type and select the appropriate account. For example: If there are 10 bills but of 3 types
i.e. stationery, maintenance and postage then create 3 lines for the respective expenses
Save the Bill and close the distribution window.
Generate the bill report, take a print and attach it will the bill file.
Forward the bill file to the DDO
Create separate line for
each expense category
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12.2.2 Process for DDO
Bill Creation for
Petty cash
Expenses - Process
for DDO
Process for DDO is same as explained before.
12.2.3 Process for Audit & Accounts section
Employee Advance
bill
Audit and
Accounts section
Process for Audit and Accounts section is same as explained before.
12.2.4 Payment Process
Employee Advance
bill
Cash section
Process for Cash section for payment is same as explained before.
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13 Bill Creation for Letter of Credit (LC)
LC - Overview A letter of credit is a document issued by a financial institution, or a similar party, assuring payment to a seller of goods
and/or services provided certain documents have been presented to the bank.
These are documents that essentially prove that the seller has performed his duties under an underlying contract (e.g., sale of
goods contract) and the goods have been supplied as agreed. In return for these documents, the beneficiary receives payment
from the financial institution that issued the letter of credit. The letter of credit serves essentially as a guarantee to the seller
that it will be paid regardless of whether the buyer ultimately fails to pay. In this way, the risk that the buyer will fail to pay
is transferred from the seller to the letter of credit's issuer. The letter of credit can also be used to ensure that all the agreed
upon standards and quality of goods are met by the supplier, provided that these requirements are reflected in the documents
described in the letter of credit.
Process Overview A Purchase/Supply shall be created by the Purchasing officer of the amount equal to the LC amount in INR as determined
by the sanction letter.
A prepayment bill shall be created for the LC margin money and shall be paid. This bill shall be created by selecting the
purchase order number for making payment to the bank with whom the LC is opened.
Overview of the process is:
o A Purchase Order (PO) with LC information shall be created
o PO backed vendor bill shall be created.
o As per the agreement, 90% amount shall be released to the vendor upon receiving the shipping documents (Material
Dispatch documents) and balance 10% shall be paid after the receiving of the goods.
o LC Register Report can be run to view the status of the particular LC
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13.1 Prepayment Bill for LC
13.1.1 Process for DDO Assistant
Navigation IARI payables DDO AssistantBill Processing
Prepayment Bill for
LC - Process for
DDO Assistant
Select Bill processing and click on Open Button.
Click on Bill
Processing to
Create a Bill
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Prepayment Bill for
LC - Process for
DDO Assistant
Create a Prepayment Bill in the name of the vendor and enter the other details as well.
Select the Bill type as Prepayment
Select the PO Number for which the Order is placed.
Vendor Name and Supplier number will be auto-populated.
Select the
respective PO
number
Enter the invoice no as
LC-Bill File number
Type as
Prepayment
Select site
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Prepayment Bill for
LC - Process for
DDO Assistant
Enter the amount of LC which is to be opened with the bank at the lines level.
LC details shall also be entered in the lines only.
Amount of LC
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Prepayment Bill for
LC - Process for
DDO Assistant
Then click on Distribution Tab.
Enter amount and Select Margin Money against Letter of Credit account in account field.
Now save and close the distributions screen.
Note the bill number and Generate the Bill Report as detailed before.
Take a print of the bill report, attach it with the bill file and send the file to DDO.
Enter the LC
Account
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13.1.2 Process for DDO
Prepayment Bill
for LC - Process
for DDO
Process for DDO is same as explained before.
13.1.3 Process for Audit & Accounts section
Prepayment Bill
for LC - Process
for Audit &
Accounts section
Process for Audit and Accounts section is same as explained before.
13.1.4 Payment Process
Prepayment Bill
for LC - Process
for Cash section
Process for payment of prepayment bill is same as discussed before.
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13.2 Creation of Standard bill
13.2.1 Process for DDO Assistant
Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
A standard bill shall be created for the Invoice received from the purchase section. Such invoices shall be having a PO
Number against them.
Select the relevant PO and enter other details as shown.
Select the PO number Enter the invoice
number
Type as
Standard
Invoice
date
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Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
Enter the Bill amount and change the Match action to Purchase Order.
Since Bill is prepared before the actual receiving of the goods, the match basis for PO shall not be receipt but shall be
Purchase order.
Click on match.
Match Option as
Purchase Order
Enter the Amount of
Supplier invoice
Click here
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Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
Match to Purchase order screen shall open.
Select the match check box as shown and click on Match.
Click on Match
Check the Match
checkbox
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Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
The PO details will come on the bill automatically.
Now go to lines in order to enter the LC details to this bill.
Click on Lines
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Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
Now click on Actions…1 and select the Apply/Unapply Prepayment Button.
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Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
As per the LC agreement, 90% payment is to be made in advance and balance 10% after receiving the goods/services.
DDO Assistant will do the prepayment application of 90% of the LC amount as released by the bank as shown below:
Check the
Apply button
Do application of
90% amount
Click on Apply
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Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
That amount will move in the second half of the screen showing Prepayment applications done
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Adjustment of the
LC bill after
receiving the
Material Dispatch
Documents -
Process for DDO
Assistant
The applied amount can be seen in the amount paid column.
Generate the Bill Report
Take print of the Bill report, attach with Bill file and send the bill file to DDO for further action.
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13.2.2 Process for DDO
DDO Process for DDO is same as explained before.
13.2.3 Process for Audit & Accounts section
Audit and
Accounts section Process for Audit and Accounts section is same as explained before.
13.2.4 Payment Process
Cash section Since the adjustment is already being done, no need for payment of this bill.
13.2.5 ICAR LC Register
Overview ICAR LC register report will show the details of the LC, amount of LC, Bill number of the LC bill, the amount released
etc.
Run this Concurrent program.
Follow the same procedure to run the any concurrent program.
Output
ICAR LC register.xlsx
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13.3 Adjustment of the LC bill after Receiving of Goods
13.3.1 Process for DDO Assistant
Adjustment of the
LC bill after
Receiving -
Process for DDO
Assistant
After receiving goods, he will do the balance 10% application.
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Adjustment of the
LC bill after
Receiving -
Process for DDO
Assistant
The process is the same as discussed before.
Adjustment of the
LC bill after
Receiving -
Process for DDO
Assistant
Here, user can see both the prepayment applications in the screen.
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Adjustment of the
LC bill after
Receiving -
Process for DDO
Assistant
And now the paid amount shall change to 100% from 90%.
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13.3.2 Process for DDO
DDO Process for DDO section is same as explained before.
13.3.3 Process for Audit & Accounts section
Audit and
Accounts section Process for Audit and Accounts section is same as explained before.
13.3.4 Payment Process
Cash section Since the adjustment is already being done, no need for payment of this bill.
13.3.5 ICAR LC Register
Overview ICAR LC register report will show the details of the LC, amount of LC, Bill number of the LC bill, the amount released
etc.
Run this Concurrent program.
Follow the same procedure to run the any concurrent program.
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Output
ICAR LC register 2..xlsx
14 Business Process – Advances to Supplier (CPWD) based on PO
14.1 Prepayment bill of Advance amount
14.1.1 Process for DDO Assistant
Overview This process would be followed when an advance is to be given to a vendor.
All the advances to CPWD will follow the same process.
Ex. CPWD is given 1/3rd
of the amount as advance.
Navigation IARI payables DDO AssistantBill Processing
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Prepayment bill of
Advance amount -
Process for DDO
Assistant
Select bill processing and click on Open Button.
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Prepayment bill of
Advance amount -
Process for DDO
Assistant
Select the bill type as prepayment and search for the PO number as shown below.
Bill Type as
Prepayment Search the
PO Number
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Prepayment bill of
Advance amount -
Process for DDO
Assistant
Enter the details on the bill as shown
Vendor invoice
number
Site Name
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Prepayment bill of
Advance amount -
Process for DDO
Assistant
Enter the Bill amount at header level and line level
Click on Distribution.
Enter the Amount of advance to be
given. Ex. for CPWD 1/3rd
of the
total amount
Click here
Enter Advance Amount
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Prepayment bill of
Advance amount -
Process for DDO
Assistant
The amount will be automatically filled in distribution with default account codes.
Change the Fund Type and Account as per the advance bill.
Click on Ok and Save.
Generate the Bill report as discussed before
Take Print of Bill report, Attach with Bill File and send to DDO.
Change Fund
Type
Change Account
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14.1.2 Process for DDO
Prepayment bill of
Advance amount -
Process for DDO
Process for DDO is same as explained before.
14.1.3 Process for Audit & Accounts section
Prepayment bill of
Advance amount -
Process for Audit
and Accounts
section
Process for Audit and Accounts section is same as explained before.
14.1.4 Payment Process
Prepayment bill of
Advance amount -
Process for Cash
section
Process for Cash section for payment is same as explained before.
After payment of the prepayment bill, the status shall be ‘Available’.
14.1.5 ICAR Objection Book Report for Contingencies
Run the
Concurrent
Request program --
Screenshots and
Steps
Run the Concurrent program “ICAR Objection Book Report for Contingencies”
With the help of “ICAR Objection Book Report for Contingencies” you can know the advance given to supplier
and adjustment amount
ICAR objection book for contingencies.xlsx
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14.2 Process of Bill creation by DDO Assistant
Overview As soon as CPWD completes the work, they will send the adjustment bills in accordance with the advances taken for the
work.
Navigation IARI Payables DDO Assistant Bill Processing
Process of
Adjustment Bill
creation –DDO
Assistant
Click on Bill processing to create an.
Click on Open.
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Click on Bill
Processing
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Process of
Adjustment Bill
creation –DDO
Assistant
Create a bill for the invoice given by vendor ex. CPWD after completion of the work.
Create a ‘Standard’ type bill.
Select the respective PO number
A Pop up message will appear as shown below. It will give a reminder that prepayments are available for application for
this vendor. Click on ok and proceed.
Type- Standard Select the PO number
This pop up will
come
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Process of
Adjustment Bill
creation –DDO
Assistant
Enter the vendor invoice number from the bill file
Vendor invoice
number
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Process of
Adjustment Bill
creation –DDO
Assistant
Enter the details as follows.
Invoice received
date Bill amount
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Process of
Adjustment Bill
creation –DDO
Assistant
Change the Match option to Receipt.
Click on Match button, to match with Receipt.
Click here
Match Action
Receipt
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Process of
Adjustment Bill
creation –DDO
Assistant
Find purchase order screen shall open.
Click on Find button,
Click here
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Process of
Adjustment Bill
creation –DDO
Assistant
Check the Match check box to do the matching..
lick on Match button.
Click here
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Process of
Adjustment Bill
creation –DDO
Assistant
All the details of the purchase order get copied on the standard bill.
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Process of
Adjustment Bill
creation –DDO
Assistant
Click Actions tool bar to do the funds check as already discussed.
To do the adjustments for the advances to CPWD, click on Actions….1 button.
Click on
Actions…1
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Process of
Adjustment Bill
creation –DDO
Assistant
Select the check box for application of the prepayment bill.
Click OK.
Check the box
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Process of
Adjustment Bill
creation –DDO
Assistant
Following screen shall open.
It will show all the prepayments available for application, along with the amount available as well as the details of the
existing prepayment applications in the second half of the window.
Here prepayment number is the Invoice number of the prepayment bills.
These prepayment invoices can be used to apply them on an unpaid bill.
Check the box ‘Apply’ to apply the prepayment on the selected bill.
Click on the ‘Apply/Unapply’ button to apply.
Check the box
‘Apply’ Prepayment
number
Amount
available for
application
Click on
‘Apply/Unapply’
button
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Process of
Adjustment Bill
creation –DDO
Assistant
Upon saving, the details of the prepayment will move in the lower section of the window, with the name ‘Existing
Prepayment application’.
Click on save button.
Close the application screen.
Prepayment
Application is
done
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Process of
Adjustment Bill
creation –DDO
Assistant
Click on ‘View prepayment application’ tab to view all the details of the prepayment application on this bill.
Generate the Bill report
Take Print of Bill Report, Attach with Bill File and forward to DDO for further processing.
14.2.1 Process for DDO
Process of Process of validation, etc. is same for DDO as discussed earlier.
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Adjustment Bill
creation –DDO
14.2.2 Process for Audit and Accounts section
Process of
Adjustment Bill
creation - Process
for Audit and
Accounts section
Process of approval by Audit and accounts officer is same as discussed before.
14.2.3 Process for Payment
Process of
Adjustment Bill
creation - Process
for Cash section
Since adjustment will be done, the payment will be done only for the amount remaining un-paid if any.
14.2.4 ICAR Objection Book Report for Contingencies after the advance and adjustment
Overview ‘ICAR Objection Book Report for Contingencies can be run anytime to view all the objections as on date. It will show
the detailed information of all the advances given to the Vendor ex. CPWD, as well as its utilization.
Output The amount of advance along with adjustment to a vendor shall be reflected in the ‘ICAR Objection Book Report for
Contingencies’ at any point of time after the payment.
ICAR objection book for contingencies.xlsx
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15 Buy Back Process
15.1 Process for DDO Assistant
Overview For Buyback, PO backed bill shall be created.
Bill creation for
Buy Back – DDO
Assistant
Buyback Process
Bill
Cre
atio
nN
ew
Ass
et C
ap
italiz
atio
nP
urc
ha
sin
gA
sse
t
Re
tire
me
nt
Retiring old Asset
--Sale Amount as
agreed with the
Supplier
Raising Purchase Order
for the new asset with
the full cost of the Asset
--Capture Buyback
Amount at line
Run ICAR PO
BUDGET
PROGRAM
Create Receipt and
Inspection of the New
Asset
The New Asset shall be
capitalized with the total
amount
Validation and
Approval
Creation of a negative
amount line with the
buyback amount.
Bill Creation against
the Receipt for the
Net Amount
Cash Section Disburse the
(Invoice Amount- Buyback
amount) to Supplier
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Bill creation for
Buy Back – DDO
Assistant
Select the Purchase order number from the list of values for which invoice is to be created. The PO number will be there in
the bill file
Enter the invoice number.
Select the desired PO and click on OK button.
Vendor name and Supplier number will come automatically.
Select the PO number
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Bill creation for
Buy Back – DDO
Assistant
Vendor name, supplier Number and supplier site will come automatically.
Select the invoice date from the calendar
Enter the net amount to be payable to the vendor.
Click on Match button.
Click on Match button to
match with PO
In the Header enter the net
payable amount
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Bill creation for
Buy Back – DDO
Assistant
“Find Receipts for Matching “form opens up.
Purchase Order number is coming from bill header.
Click on Find.
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Bill creation for
Buy Back – DDO
Assistant
“Match to Receipts” form opens up.
Check Match Box.
Click on Match Button as shown in figure.
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Bill creation for
Buy Back – DDO
Assistant
Now click on Lines tab.
Click on Next line and enter a negative amount for the amount of buyback.
And delete the PO number in the line 2
And click on Distributions.
Lines
Click here
Delete the
PO number
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Bill creation for
Buy Back – DDO
Assistant
Enter the amount in negative in lines.
And enter the account ‘570004’. This is a FA sale clearing account.
Click on OK and save the bill.
Enter the amount in
negative
Select the account as
displayed
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Bill creation for
Buy Back – DDO
Assistant
Save the bill and forward the file to DDO.
Click on this yellow floppy to save.
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Bill creation for
Buy Back – DDO
Assistant
Click on Actions...1 and check Initiate Approval.
Click on OK to submit.
Bill is submitted to concerned person for approval.
Forward the bill file
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15.2 Business Process for DDO
Overview Once DDO Assistant has created a bill and forwarded the bill file to the DDO, he will start action.
DDO shall open the notificationl and proceed with the actions.
DDO shall do funds checking for availability of funds.
Then he shall validate the bill and initiate the approval for the validated bill.
Thereby the DDO shall forward the bill file to the Audit and accounts section for audit purposes.
Navigation Open the link for the Oracle Instance http://icarerp.iasri.res.in/
Business Process
for DDO
Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on
first time login.
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Business Process
for DDO This page is known as Oracle Home Page.
In Worklist, DDO can view all the bills which are pending at his end in the form of alerts/ Notification and are waiting for
user’s actions.
Every time an assistant creates a bill and Initiates it for approval in the system, it will come to the DDO in the form of these
alerts/ notifications.
Click on an alert/ notification to open it.
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Business Process
for DDO This notification/ alert will show all the details as to when and by whom is this bill created, and initiated for approval, the
amount of bill, vendor name, bill number etc.
To take further actions and view further more details click on View Invoice Form.
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Business Process
for DDO Upon clicking on the View Invoice Form, following screen shall open.
From here, select the relevant responsibility in which the DDO wants to open this bill.
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Bill creation for
Buy Back – DDO Using the Bill file, DDO shall search the Bill as explained before and proof read it.
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Bill creation for
Buy Back – DDO He will Check for funds availability.
Go to Actions and click on Check Funds.
If funds are available, it will show below message “This Invoice, line or distribution passed budgetary control” This
Invoice, line or distribution passed budgetary control” or “This Invoice, line or distribution passed budgetary
control with advisory warnings. Please View Budgetary control results from the tool menu to see the details”.
It means that the funds are available for the bill created.
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Bill creation for
Buy Back – DDO If DDO is satisfied as to the correctness of the bill, he shall validate the Invoice.
Click on Actions…1.
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Bill creation for
Buy Back – DDO Check the Validate.
Click on OK to validate the invoice.
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Bill creation for
Buy Back – DDO If the Bill is approved, then the status will change to ‘Validated’ and ‘Workflow Approved’.
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16 How to Run any Concurrent Report?
Navigation
View Request
Run the Concurrent
program “ICAR
Payment Voucher
Report”
Process for running any concurrent report is same.
Click here
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Run the Concurrent
program “ICAR
Payment Voucher
Report”
Click on Submit a New Request
Click here
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Run the Concurrent
program “ICAR
Payment Voucher
Report”
Click Ok for submitting Single Request
Click Ok
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Run the
Concurrent
program “ICAR
Payment Voucher
Report”
Enter the parameters as shown in figure.
Click on OK and again click on Submit Button.
And Click NO.
Enter the Name
of the concurrent
program name
Enter the
Parameters
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Run the
Concurrent
program “ICAR
Payment Voucher
Report”
Now click on Refresh Data to refresh the status of the request.
Program should be completed with status as Normal. As shown in figure.
To View the result click on View output.
Take a print of the payment voucher and file it along with the bill file.
Request shall be
completed in status
as Completed and
Normal
Click on
View output