Professional Documents
Culture Documents
Jan 2010
Author:
Version
1.0
Contents
About the Author ................................................................................... 3 Introduction ......................................................................................... 4 Purpose .............................................................................................. 4 Who Should Read This ............................................................................. 4
Oracle EBS R12 Payables - Closing Period Procedures ......................................... 5 Overview of the Period Close ............................................................................ 5 Prepare for Period Close .................................................................................. 5
1- Complete all receipt processing ............................................................................... 2- Update Matured Bills Payable Status ......................................................................... 3- Import invoices ................................................................................................... 4- Import and process expense reports .......................................................................... 5- Interface adjustments to supplier invoices to payables ................................................... 6- Reconcile bank statements with Cash Management........................................................ 1- Run the Invoice Validation Process............................................................................ 2- Resolve Invoice Holds ........................................................................................... 3- Rerun the Invoice Validation Process if Necessary ......................................................... 4- Approve Invoices ................................................................................................. 5- Confirm or cancel Pay Run ..................................................................................... 6- Create Accounting ............................................................................................... 7- Transfer Purchased Assets ...................................................................................... 5 5 5 6 6 6 6 6 7 7 7 7 8
Reconcile AP to GL......................................................................................... 8
1- Run the following reports:...................................................................................... 8 2- Ensure the following is correct ................................................................................ 8
Information Sources............................................................................... 12
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Introduction
Closing the books is a necessary step in the accounting cycle. In order to issue the financial statement, accounting staff must ensure that subledgers balances are cross checked with relevant General Ledger accounts balances. Doing so in Oracle EBS R12, requires performing actions in order and running many reports to ascertain that ledgers and accounts are in harmony and no surprises will be discovered at year end.
Purpose
This paper will help you understand the steps, order, and reports required to close Oracle Receivables period. Proper closing each month helps minimizing year end time needed to issue financial statements.
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3- Import invoices
Run: Payables Open Interface Import to process any invoices that are loaded through the Payables Open. Review the exceptions report and resolve any invoice related issues. Typical types of invoices that are imported through this open interface include: o EDI inbound invoices (810) o Invoices from external systems
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o Invoices created from credit card transactions if using procurement cards o Advance Shipment and Billing Notices (ASBNs)
Complete Transactions
1- Run the Invoice Validation Process
Invoice Validation process attempts to validate invoices and remove any existing holds. Some invoices may be placed on hold and not validated. If an invoice contains a system hold manually correct the problem that caused the hold and then rerun the Invoice Validation process to remove the hold. If an invoice contains user defined holds, it must be manually removed.
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Run: Invoice on Hold Report: to review detailed information about invoices on hold. You can submit the Validation process before submitting this report to obtain the most up-to-date hold information.
4- Approve Invoices
Run: Invoice Approval Status request: to determine which invoices and invoice lines require approval (regardless of payment status) and review all pending approvers for a particular supplier. Run: Invoice Approval Workflow request: to automates invoice approval process. Based on rules define, the workflow determines if an entire invoice or invoices lines need approval, who the approvers are, and in what order approvers should approve payment of the invoice. The workflow then sequentially asks each approver in the approval list to approve invoices online. If both invoice lines and the invoice need to be approved, all the lines of the invoice requiring approval must be approved before the invoice can be approved.
6- Create Accounting
Run: Create Accounting request: to create accounting entries for multiple transactions. o To account for invoices, they must be validated. o To account for payments, the invoices must already be accounted. Run: Unaccounted Transactions Report: to identify and review all unaccounted invoice and payment transactions and see the reason that Payables cannot account for a transaction. This report: o Shows only transactions that had problems that prevented accounting. You can then correct the problems and resubmit the accounting process. o Does not include invoices that have no distributions.
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Reconcile AP to GL
1- Run the following reports:
Open Account AP Balance Listing Report or Accounts Payable Trial Balance: to verify that total accounts payable liabilities in Payables equal those in GL. Posted Invoice Register: review accounting lines for invoices that have been transferred to GL. Posted Payment Register: review accounting lines for payments that have been transferred to GL. These reports ensure that your Trial Balance accurately reflects your accounts payable liability by matching the Posted invoices and payments with the AP liability account. You can also compare your AP liability accounts to GL by doing a query of the accounts in GL to identify the account or accounts out of balance. The trial balance total should be the same as your GL liability account.
If not: Run the GL "Account Analysis" report for the liability account and for the date range in question. Look for transactions with a source other than Payables. This can quickly pinpoint any transactions incorrectly charged to the account. Make sure that you have not made manual journal entries to your liability account in General Ledger. When you identify the accounts you go back to AP and do a query on the account to find the invoices out of balance.
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(B) Review
(B) Sweep
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Unaccounted Transactions Sweep can be used if: o Payables Period could not be closed due to unaccounted transactions (For example, invoices have holds that could not be resolved before the close) o accounting practices permit it o The period to sweep to is open This program: o Redates all accounting dates of all unaccounted transactions to the first day of the open period specified. o Cannot be run unless the user has the access to all the operating units for the Ledger
Aging Invoice Report Total should equal + Accounts Payable Trial Balance Total The Total of Swept (Unposted Transactions)
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Information Sources
o Metalink Note: 437422.1 o Metalink Note: 759002.1 o Metalink Note: 106740.1 o Metalink Note: 560378.1 o Oracle Payables User's Guide Release 12.1 Part No. E12797-02 o Oracle Payables Implementation Guide Release 12.1 Part No. E1279502
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