Oracle 24/7 End User Training Accounts Payable

Oracle Accounts Payable

Table Of Contents
Invoice and Payment Workbench Overview...............................................................................4 Reviewing Supplier Information..................................................................................................8 Invoice Details..............................................................................................................................37 View Distribution Information for an Invoice..........................................................................55 View Invoice Holds......................................................................................................................74 View Cancelled Invoices..............................................................................................................89 View Payments...........................................................................................................................105 View Scheduled Payments........................................................................................................130 View Encumbrance....................................................................................................................141 Submit Non-PO Payment Requisition.....................................................................................150 View Withheld Amounts...........................................................................................................170 Accounts Payable Reports........................................................................................................179 Appendix A – Leader’s Guide..................................................................................................238 Appendix B – Accounts Payables Q&A...................................................................................264

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Oracle Accounts Payable

Typographic Convention in Oracle Applications Navigation Path (N) Navigator (M) Menu Bar (T) Tab (B) Button (H) Hyperlink (N) Sub Tab (I) Icon

(M) Menu Bar (I) Icon

(T) Tab

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(B) Button

Oracle Accounts Payable

Invoice and Payment Workbench Overview Chapter 1

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Oracle Accounts Payable

Invoice and Payment Workbench Overview Section Objectives At the end of this section, you should be able to: • Invoice and Payment Workbench Overview

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You can perform most of your transactions in Payables using the Invoice Workbench or the Payment Workbench. and other detailed Page 6 of 271 . holds. For example. payments. you can choose the Payments button to navigate to the Payments window. You create. You enter. in the Invoice Workbench. you can find an invoice based on supplier. scheduled payments. and review invoices and invoice batches in the Invoice Workbench. and actions you can access based on the Function Security implemented by your System Administrator. Some Payables windows have a customizable folder that allows you to move. status. from the Invoices Overview. You may be restricted in the windows. for that invoice. and review payments and payment batches in the Payments Workbench. Use the Invoice Overview and the Payment Overview windows to review information from their respective workbenches. purchase order number. the Invoice Workbench and the Payment Workbench. and hide fields in the window. Payables workbenches let you find critical information in a flexible way. adjust. or other criteria. you can review distributions. resize. buttons. These windows also act as bridges between the two workbenches. adjust.Oracle Accounts Payable Invoice and Payment Workbench Overview Accounts Payable includes two fully integrated workbenches. For example. Then.

for that payment. You can also keep multiple windows open at one time. check number. You can use the Find Invoices window to query records by field. you can review the invoice(s) information. For example. supplier information and other detailed payment information. status or other criteria. All the windows you need are accessible from just one form. In the Payment Workbench. or by a range of values. you can use the Find Invoices window to query all approved invoices with a range of invoice dates. you can query an invoice then view detailed payment information without having to find the invoice again. Then.Oracle Accounts Payable invoice information. record status. you can find a payment based on supplier. Page 7 of 271 .

Oracle Accounts Payable Reviewing Supplier Information Chapter 2 Page 8 of 271 .

Oracle Accounts Payable Reviewing Supplier Information Section Objectives At the end of this section. you should be able to: • Review Supplier Information Page 9 of 271 .

Oracle Accounts Payable Review Supplier Information In this session. you can review information pertaining to the supplier. Page 10 of 271 . By using supplier name as the search criteria. you will learn how to review Supplier Information.

Oracle Accounts Payable Reviewing Supplier Information Oracle Accounts Payable N > Suppliers Find Suppliers 1. Navigate to Find Suppliers window (N) > Suppliers. Page 11 of 271 .

Oracle Accounts Payable 2. Page 12 of 271 . Enter the Supplier name or a portion of it in the “Supplier Name” field and select Find (B).

Page 13 of 271 . Ex. 4-W% This example will find all suppliers that begin with “4-W”.Oracle Accounts Payable Reminder: You can enter a partial supplier name followed by a %.

Select the supplier “4-W SPECIALTIES.Oracle Accounts Payable 3. Oracle Payables displays all vendors that match your criteria.” and then select (B) OK. Page 14 of 271 . INC.

Oracle Accounts Payable Page 15 of 271 .

Oracle Accounts Payable 4. Select (B) Find to review the supplier Information. Page 16 of 271 .

Supplier Type Parent Supplier Parent Number Page 17 of 271 . Field Supplier Name Supplier Number Alternate Name Notes Supplier Name.Oracle Accounts Payable Alternatively. Supplier Number can be used to retrieve the supplier information. Either of Parent Supplier or the Parent Number can be used to restrict the search criteria for the suppliers. the following details may be entered to review the supplier information. Alternate name of the supplier can be optionally used to find the supplier information. This field can be used to retrieve the list of suppliers pertaining to a particular type. whose information is being viewed.

Income Tax Type of a supplier can be entered to restrict the search criteria and view the particular supplier information. Income Tax Type Pay Group 5. Similarly Pay Group can be optionally used to list the suppliers and thus view the information. Payment Terms Payment Terms specific to a particular supplier can be used to find out the information of a particular supplier. Page 18 of 271 . Review the Supplier information by selecting each tab.Oracle Accounts Payable Field Notes Reporting Name Reporting Name is the criteria used to retrieve the supplier information.

Oracle Accounts Payable Page 19 of 271 .

number and customer number pertaining to that Parent supplier of the Supplier Classification Provides the details like. pay group. and type of ownership of that supplier Accounting Provides distribution set and general ledger account details (like liability. hold (if any) and payment hold reason (if on Hold) Provides payment terms. invoice match option. employee name and his number. type of supplier.Oracle Accounts Payable Tab/ Button General Description Provides Parent supplier name. prepayment and future dated payment information) Provides invoice amount limit. term Control Payment Page 20 of 271 . currency details. standard industry code. payment priority.

Address. Contact information. Pay only or both Pay and Purchasing. Alternate Name and Address. pay date basis. payment method and discount details (if any) Withholding Tax Sites Provides information like allow withholding tax and withholding tax group Click to review the details like Site Name. Procurement Card. and communication method The Sites (B) displays the following information Page 21 of 271 . shipping network location.Oracle Accounts Payable Tab/ Button Description date basis.

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Oracle Accounts Payable 6. Go to (M) File and select the Close Form View Invoices Page 23 of 271 .

Oracle Accounts Payable Chapter 3 Page 24 of 271 .

you should be able to: • Review Invoices Page 25 of 271 .Oracle Accounts Payable View Invoices Section Objectives At the end of this section.

Oracle Accounts Payable View Invoices In this session. you will learn how to review the Invoices. Page 26 of 271 . You can review Invoices using Find Invoices window.

Oracle Accounts Payable Viewing Invoices Oracle Accounts Payable N > Invoices > Invoices Screen name 1. Navigate to the Find Invoices Window (N) Invoices > Invoices. Page 27 of 271 .

Oracle Accounts Payable Page 28 of 271 .

Note: To view a Credit Memo. select type ‘Credit Memo’ from the LOV in the Invoice Region. Page 29 of 271 . Enter the Supplier Name as ‘APPERSON’ and Select (B) Find.Oracle Accounts Payable 2.

Oracle Accounts Payable Page 30 of 271 .

Project. Expenditure Type and Expenditure Org. Invoice Invoices can be found by entering the Number. Task. USSGL Code. Field Notes Supplier By entering the Supplier name. all the invoices pertaining to that supplier are listed for review. Site and the Taxpayer ID of the supplier are automatically reflected. Invoice can also be queried by entering the PO Num field. Page 31 of 271 . from the drop down list can be chosen to restrict the list of invoices to be viewed.Oracle Accounts Payable Alternatively. Pay Group. the following details may be entered to retrieve invoices and thus view their details. Number. Optionally. Terms. Type and Invoice Batch. Payment Method.

3. whether it’s been Paid or Accounted can be selected. Review the Invoices window. the Category. Even the Invoice Holds with their Status. Name and Reason can be chosen to retrieve a particular invoice. Page 32 of 271 . Name and Audit Voucher Numbers may be entered to view particular invoices. the Invoice Status. Voucher Optionally.Oracle Accounts Payable Invoice Status Depending upon the Invoice details selected.

Approval Status.Oracle Accounts Payable Tab/ Button General Description The General tab provides information on Amount Paid. Invoice Status. and Summary details Page 33 of 271 .

Receipt and Receipt Quantity Refer to Chapter 6 – View Invoice Holds View Payment Tab provides information detailing Payment Method. It also provides details pertaining to Purchase Order.Oracle Accounts Payable Tab/ Button Holds View Payments Description The Hold tab provides information about why the invoice was put on hold and who put it on hold. Payment Date. Ledger Date. and Payment Amount Refer to Chapter 8 – View Invoice Payments Page 34 of 271 . Document Name. Shipment Quantity.

Discount if any including. It provides Bank Details including Bank Name. Account Number. Gross Amount. Date and Amount Paid against the Invoice Refer to Chapter 9 – View Scheduled Payments This button provides a Summary of the selected Invoice detailed information Refer to Chapter 4 – Invoice Details This provides Account information and the way the charge is distributed among accounts Refer to Chapter 5 – View Distributions Page 35 of 271 . It also summarizes Invoice Details including Invoice Amount. Date and Discount Amount. Priority and Payment Method. Discount Type.Oracle Accounts Payable Tab/ Button Scheduled Payments Overview Distribution Description Scheduled Payments tab provides Payment details including Due Date.

Go to (M) File and select Close Form.Oracle Accounts Payable 4. Page 36 of 271 .

Oracle Accounts Payable Invoice Details Chapter 4 Page 37 of 271 .

Oracle Accounts Payable Invoice Details Section Objectives At the end of this section. Page 38 of 271 . you should be able to: • Review the details of an Invoice.

scheduled payments. Page 39 of 271 . actual payments etc.Oracle Accounts Payable Invoice Details Invoice Overview window can be used to review detailed invoice information of a particular invoice. active holds. such as invoice status.

Oracle Accounts Payable Viewing Invoice Details Oracle Accounts Payable N > Invoices > Invoices Find Invoices 1. Navigate to the Find Invoices window (N) Invoices > Invoices. Page 40 of 271 .

Oracle Accounts Payable Page 41 of 271 .

Enter the Invoice Number 123% and select (B) Find. Page 42 of 271 . Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search.Oracle Accounts Payable 2.

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from the drop down list can be chosen to restrict the list of invoices to be viewed. Terms.Oracle Accounts Payable Alternatively. Ledger Code. Project. Expenditure Type and Expenditure Org. Invoice can also be queried by entering the PO Num field. all the invoices pertaining to that supplier are listed for review. the following details may be entered to retrieve invoices and thus view their details. Payment Method. Optionally. and Type. Invoice Depending upon the Invoice details Page 44 of 271 . Field Description Supplier By entering the Supplier name. Task. Currency. Number and Site of the supplier are automatically reflected. Pay Group. Invoice Invoices can be found by entering the Number.

3. whether it has been Paid or Accounted can be selected. the Invoice Status. Voucher Optionally. The Invoice Holds with their Status. Review Invoices window and Select (B) Overview. Name and Reason can be chosen to retrieve a particular invoice. Page 45 of 271 . Name and Audit Voucher Numbers may be entered to view particular invoices. the Category.Oracle Accounts Payable Status selected.

select the invoice by clicking on the current record indicator next to it. Page 46 of 271 .Oracle Accounts Payable Note: If your query retrieved more than one record.

and Summary details The Hold tab provides information about why the invoice was put on hold and who put it on hold. Receipt and Receipt Quantity Refer to Chapter 6 – View Invoice Holds View Payment Tab provides information detailing Payment Method. Shipment Quantity. Invoice Status. Approval Status. Document Name. Ledger Date.Oracle Accounts Payable Tab/ Button General Holds View Payments Description The General tab provides information on Amount Paid. and Payment Amount Refer to Chapter 8 – View Invoice Payments Page 47 of 271 . Payment Date. It also provides details pertaining to Purchase Order.

Gross Amount. Account Number. Discount Type. Date and Discount Amount. It also summarizes Invoice Details including Invoice Amount. Priority and Payment Method. Date and Amount Paid against the Invoice Refer to Chapter 9 – View Scheduled Payments This button provides a Summary of the selected Invoice detailed information This provides Account information and the way the charge is distributed among accounts Refer to Chapter 5 – View Distributions Page 48 of 271 . Discount if any including. It provides Bank Details including Bank Name.Oracle Accounts Payable Tab/ Button Scheduled Payments Overview Distribution Description Scheduled Payments tab provides Payment details including Due Date.

Invoice Overview provides the following details: Page 49 of 271 . Review the Invoice Overview.Oracle Accounts Payable 4.

PO Number.Oracle Accounts Payable • • • • Supplier Name. and Reasons Scheduled Payment Information Actual Payment Information Note: Move cursor to “paid by field” and the payment overview button will be available. select (B) to see payment information Alternatively. Page 50 of 271 . Invoice Number. Invoice Overview can be viewed directly by Navigating to the Find Invoices window (N) Invoices > Invoice Overview. etc Invoice Status. Holds. Supplier Number.

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Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search.Oracle Accounts Payable Enter the Invoice Number 27066% and select (B) Find. Page 52 of 271 .

Oracle Accounts Payable 5. Page 53 of 271 . Go to (M) File and select Close Form.

Oracle Accounts Payable Page 54 of 271 .

Oracle Accounts Payable View Distribution Information for an Invoice Chapter 5 Page 55 of 271 .

you should be able to: • Review distribution information Page 56 of 271 .Oracle Accounts Payable View Distribution Information Section Objectives At the end of this section.

Oracle Accounts Payable View Distribution Information You can use the Distributions window to see the account(s) being charged for a particular invoice and the corresponding amount. Page 57 of 271 .

Oracle Accounts Payable Reviewing the Distribution Information Oracle Accounts Payable N > Invoices > Invoices Find Invoices 1. Navigate to the Invoices window (N) Invoices > Invoices Page 58 of 271 .

Page 59 of 271 . Enter the Invoice Number 123% and select (B) Find.Oracle Accounts Payable 2.

Oracle Accounts Payable Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search. Page 60 of 271 .

Oracle Accounts Payable Page 61 of 271 .

Page 62 of 271 .Oracle Accounts Payable Alternatively. the following details may be entered to retrieve invoices and thus view their details.

Project. the Invoice Status. whether it’s Page 63 of 271 . Site and the Taxpayer ID of the supplier are automatically reflected. Number. Invoice Invoices can be found by entering the Number. Pay Group. Ledger Code. all the invoices pertaining to that supplier are listed for review. Terms.Oracle Accounts Payable Field Description Supplier By entering the Supplier name. Type Optionally. Task. and Expenditure Type from the drop down list can be chosen to restrict the list of invoices to be viewed. Invoice can also be queried by entering the PO Num field. Invoice Status Depending upon the Invoice details selected. Payment Method.

Review the Invoice details and select (B) Distributions. Even the Invoice Holds with their Status. Name and Audit Voucher Numbers may be entered to view particular invoices. Page 64 of 271 . Name and Reason can be chosen to retrieve a particular invoice. Voucher Optionally. 3. the Category.Oracle Accounts Payable been Paid or Accounted can be selected.

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Document Name. and Payment Amount Refer to Chapter 8 – View Invoice Payments Page 66 of 271 . Receipt and Receipt Quantity Refer to Chapter 6 – View Invoice Holds View Payment Tab provides information detailing Payment Method. Payment Date. and Summary details The Hold tab provides information about why the invoice was put on hold and who put it on hold.Oracle Accounts Payable Tab/ Button General Holds View Payments Description The General tab provides information on Amount Paid. Shipment Quantity. It also provides details pertaining to Purchase Order. Ledger Date. Invoice Status. Approval Status.

Account Number. Discount if any including. Priority and Payment Method. Date and Amount Paid against the Invoice Refer to Chapter 9 – View Scheduled Payments This button provides a Summary of the selected Invoice detailed information Refer to Chapter 4 – Invoice Details This provides Account information and the way the charge is distributed among accounts 4. It provides Bank Details including Bank Name. Review the Distribution details of Invoice. Date and Discount Amount. Gross Amount. Discount Type.Oracle Accounts Payable Tab/ Button Scheduled Payments Overview Distribution Description Scheduled Payments tab provides Payment details including Due Date. It also summarizes Invoice Details including Invoice Amount. Page 67 of 271 .

Oracle Accounts Payable Page 68 of 271 .

Expenditure Type. etc.Oracle Accounts Payable Note: Use the scroll bar to view additional information such as PO number. Page 69 of 271 .

Oracle Accounts Payable Page 70 of 271 .

Oracle Accounts Payable Page 71 of 271 .

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Page 73 of 271 .Oracle Accounts Payable 5. Go to (M) File and select Close Form.

Oracle Accounts Payable View Invoice Holds Chapter 6 Page 74 of 271 .

you should be able to: • Review the Invoice Holds Page 75 of 271 .Oracle Accounts Payable View Invoice Holds Section Objectives At the end of this section.

Oracle Accounts Payable View Invoice Holds Holds that Payables applies or the System applies automatically (insufficient funds). Page 76 of 271 . in some cases. You can review the Hold details pertaining to an invoice by selecting the Holds tab in the Invoices window. creation of accounting entries for an invoice. prevent payment and.

Navigate to the Invoices window (N) Invoices > Invoices Page 77 of 271 .Oracle Accounts Payable Viewing Invoice on Hold Oracle Accounts Payable N > Invoices > Invoices Find Invoices 1.

Oracle Accounts Payable Page 78 of 271 .

Oracle Accounts Payable 2. Enter the Invoice Number 123% and select (B) Find. Page 79 of 271 . Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search.

Oracle Accounts Payable Page 80 of 271 .

Select the invoice to be reviewed and select (T) Holds to view the Hold details.Oracle Accounts Payable 3. Page 81 of 271 .

Oracle Accounts Payable Page 82 of 271 .

Document Name. Receipt and Receipt Quantity View Payment Tab provides information detailing Payment Method. and Payment Amount Refer to Chapter 8 – View Invoice Payments Page 83 of 271 . Invoice Status. Ledger Date. It also provides details pertaining to Purchase Order. Payment Date.Oracle Accounts Payable Tab/ Button General Holds View Payments Description The General tab provides information on Amount Paid. Approval Status. and Summary details The Hold tab provides information about why the invoice was put on hold and who put it on hold. Shipment Quantity.

Account Number. Review Holds details. It also summarizes Invoice Details including Invoice Amount. Page 84 of 271 .Oracle Accounts Payable Tab/ Button Scheduled Payments Overview Distribution Description Scheduled Payments tab provides Payment details including Due Date. Discount Type. Discount if any including. It provides Bank Details including Bank Name. Gross Amount. Date and Amount Paid against the Invoice Refer to Chapter 9 – View Scheduled Payments This button provides a Summary of the selected Invoice detailed information Refer to Chapter 4 – Invoice Details This provides Account information and the way the charge is distributed among accounts Refer to Chapter 5 – View Distributions 4. Priority and Payment Method. Date and Discount Amount.

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will be sent to Account Managers to initiate appropriate action. as below. Page 86 of 271 .Oracle Accounts Payable A workflow notification on holds placed.

Page 87 of 271 . 5.Oracle Accounts Payable Account Managers have the ability to Approve. Reject. Reassign or Request more Information Note: If the hold is placed by the system. Account Managers need to take appropriate action such as Budget Revisions for insufficient funds holds. Go to (M) File and select Close Form.

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Oracle Accounts Payable View Cancelled Invoices Chapter 7 Page 89 of 271 .

you should be able to: • Review a cancelled invoice Page 90 of 271 .Oracle Accounts Payable View Cancelled Invoices Section Objectives At the end of this section.

Oracle Accounts Payable View a Cancelled Invoice In this session you will learn how to review a Cancelled Invoice. All the details pertaining to the Invoice. which is cancelled. Page 91 of 271 . can be viewed.

Oracle Accounts Payable Viewing a Cancelled Invoice Oracle Accounts Payable N > Invoices > Invoices Find Invoices 1. Navigate to the Find Invoices window (N) Invoices > Invoices Page 92 of 271 .

Oracle Accounts Payable Page 93 of 271 .

Oracle Accounts Payable 2. Page 94 of 271 . Select the Invoice Type as ‘Standard’ and Status as ‘Cancelled’.

Oracle Accounts Payable Page 95 of 271 .

Oracle Accounts Payable 3. Select the ‘cancelled’ invoice that you would like to review. 4. Page 96 of 271 . Select (B) Find.

Page 97 of 271 .Oracle Accounts Payable Note: The invoice amount for cancelled invoices is ZERO.

It also provides details pertaining to Purchase Order. Shipment Quantity. Payment Date. Document Name. Invoice Status. Receipt and Receipt Quantity Refer to Chapter 6 – View Invoice Holds View Payment Tab provides information detailing Payment Method. Approval Status. and Summary details The Hold tab provides information about why the invoice was put on hold and who put it on hold. and Payment Amount Refer to Chapter 8 – View Invoice Payments Page 98 of 271 .Oracle Accounts Payable Tab/ Button General Holds View Payments Description The General tab provides information on Amount Paid. Ledger Date.

Account Number.Oracle Accounts Payable Tab/ Button Scheduled Payments Overview Distribution Description Scheduled Payments tab provides Payment details including Due Date. Discount Type. Priority and Payment Method. It also summarizes Invoice Details including Invoice Amount. Date and Amount Paid against the Invoice Refer to Chapter 9 – View Scheduled Payments This button provides a Summary of the selected Invoice detailed information Refer to Chapter 4 – Invoice Details This provides Account information and the way the charge is distributed among accounts Refer to Chapter 5 – View Distributions Page 99 of 271 . It provides Bank Details including Bank Name. Date and Discount Amount. Gross Amount. Discount if any including.

Oracle Accounts Payable 5. Page 100 of 271 . Review the Distributions window.

Oracle Accounts Payable Page 101 of 271 .

the amount originally charged to the Project for the invoice selected will be reversed from the Project.Oracle Accounts Payable Note: If the invoice is cancelled. Page 102 of 271 .

Oracle Accounts Payable

6. Go to (M) File and select Close Form.

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Oracle Accounts Payable

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Oracle Accounts Payable

View Payments Chapter 8

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Oracle Accounts Payable

View Payments Section Objectives At the end of this section, you should be able to: • Review Invoice Payments

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Oracle Accounts Payable

View Payments In this session, you will learn how to review Invoice payments. You can review payment details such as amount paid, check number, payment date, payment method, etc., for a check or for a Supplier.

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Oracle Accounts Payable Viewing Payments Oracle Accounts Payable N > Invoices > Invoices Find Invoices 1. Navigate to the Invoices Window (N) Invoices > Invoices Page 108 of 271 .

Oracle Accounts Payable Page 109 of 271 .

Enter the Invoice Number 123% and select (B) Find. Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search. Page 110 of 271 .Oracle Accounts Payable 2.

Oracle Accounts Payable Page 111 of 271 .

Oracle Accounts Payable Alternatively. Site and the Taxpayer ID of the supplier are automatically reflected. and Type Optionally. Pay Group. Invoice Invoices can be found by entering the Number. Page 112 of 271 . Ledger Code. Number. Field Notes Supplier By entering the Supplier name. Task. Invoice can also be queried by entering the PO Num field. all the invoices pertaining to that supplier are listed for review. Payment Method. the following details may be entered to retrieve invoices and thus view their details. and Expenditure Type from the drop down list can be chosen to restrict the list of invoices to be viewed. Project. Terms.

Select the Invoice to be reviewed and Select (T) View Payments. the Category. whether it’s been Paid or Accounted can be selected. Name and Reason can be chosen to retrieve a particular invoice. the Invoice Status.Oracle Accounts Payable Invoice Status Depending upon the Invoice details selected. Name and Audit Voucher Numbers may be entered to view particular invoices. Even the Invoice Holds with their Status. Page 113 of 271 . 3. Voucher Optionally.

Oracle Accounts Payable Page 114 of 271 .

Document Name. Approval Status. Payment Date. Receipt and Receipt Quantity Refer to Chapter 6 – View Invoice Holds View Payment Tab provides information detailing Payment Method.Oracle Accounts Payable Tab/ Button General Holds View Payments Description The General tab provides information on Amount Paid. Ledger Date. and Payment Amount Page 115 of 271 . and Summary details The Hold tab provides information about why the invoice was put on hold and who put it on hold. Shipment Quantity. Invoice Status. It also provides details pertaining to Purchase Order.

It provides Bank Details including Bank Name. Discount if any including.Oracle Accounts Payable Tab/ Button Scheduled Payments Overview Distribution Description Scheduled Payments tab provides Payment details including Due Date. Priority and Payment Method. Account Number. Gross Amount. It also summarizes Invoice Details including Invoice Amount. Discount Type. Date and Discount Amount. Date and Amount Paid against the Invoice Refer to Chapter 9 – View Scheduled Payments This button provides a Summary of the selected Invoice detailed information Refer to Chapter 4 – Invoice Details This provides Account information and the way the charge is distributed among accounts Refer to Chapter 5 – View Distributions Page 116 of 271 .

Note: If payment has been made for the invoice you selected. Review the Payment details and then select (B) Payment Overview.Oracle Accounts Payable 4. the PAYMENT OVERVIEW button will be available for more information. Page 117 of 271 .

Oracle Accounts Payable Page 118 of 271 .

Page 119 of 271 . Review the Payment Overview details.Oracle Accounts Payable 5.

Amount Paid. Cleared Date. Number.Oracle Accounts Payable Payment Overview provides the following details: • • Payment Number. Ledger Date and Description • • Select (B) Invoices Overview to review Invoice details Page 120 of 271 . Payment Method Invoice Details like Invoice Number. Account. Payment Date. Cleared Amount. Site and Address Bank Information like Bank Name. Taxpayer Id. etc Supplier Information including Supplier Name. Status.

Oracle Accounts Payable Alternatively. Payment Overview can be directly reviewed by Navigating to the Payments Window (N) Payments > Payments Overview Page 121 of 271 .

Oracle Accounts Payable Page 122 of 271 .

Note: Enter Partial Supplier Name with Wild Card “%” as the suffix in the Name field in Supplier section to help expedite the search.Oracle Accounts Payable You can enter the Supplier Name or the check number and select (B) Find. Page 123 of 271 . Enter JEN% and select (B) Find.

Oracle Accounts Payable Page 124 of 271 .

Oracle Accounts Payable Page 125 of 271 .

Oracle Accounts Payable Page 126 of 271 .

Oracle Accounts Payable Select JENNIFER MEDRANO from the list of values (LOV) and select (B) Find Review the payment details Page 127 of 271 .

Oracle Accounts Payable 6. Page 128 of 271 . Go to (M) File and select Close Form.

Oracle Accounts Payable Page 129 of 271 .

Oracle Accounts Payable View Scheduled Payments Chapter 9 Page 130 of 271 .

you should be able to: • Review Scheduled Payments Page 131 of 271 .Oracle Accounts Payable View Scheduled Payments Section Objectives At the end of this section.

payment method. invoice amount. etc.Oracle Accounts Payable View Scheduled Payments In this session. You can review various payment details like payment amount. Page 132 of 271 . currency. you will learn how to review the Scheduled Payment details of a particular Invoice.

Oracle Accounts Payable Viewing Scheduled Payments Oracle Accounts Payable N > Invoices > Invoices Screen name 1. Navigate to the Invoices Window (N) Invoices > Invoices Page 133 of 271 .

Enter the Invoice Number and select (B) Find. Page 134 of 271 .Oracle Accounts Payable 2.

Oracle Accounts Payable Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search.Enter 123% Page 135 of 271 .

Oracle Accounts Payable 3. Select the Invoice to be reviewed and Select (T) Scheduled Payments. Page 136 of 271 .

It also provides details pertaining to Purchase Order. Shipment Quantity. Document Name. Ledger Date. and Payment Amount Refer to Chapter 8 – View Invoice Payments Page 137 of 271 . Receipt and Receipt Quantity Refer to Chapter 6 – View Invoice Holds View Payment Tab provides information detailing Payment Method.Oracle Accounts Payable Tab/ Button General Holds View Payments Description The General tab provides information on Amount Paid. Invoice Status. and Summary details The Hold tab provides information about why the invoice was put on hold and who put it on hold. Approval Status. Payment Date.

Page 138 of 271 . Date and Amount Paid against the Invoice This button provides a Summary of the selected Invoice detailed information Refer to Chapter 4 – Invoice Details This provides Account information and the way the charge is distributed among accounts Refer to Chapter 5 – View Distributions 4. Priority and Payment Method. Discount if any including. Gross Amount. Discount Type. Date and Discount Amount.Oracle Accounts Payable Tab/ Button Scheduled Payments Overview Distribution Description Scheduled Payments tab provides Payment details including Due Date. It provides Bank Details including Bank Name. It also summarizes Invoice Details including Invoice Amount. Review the Scheduled payments. Account Number.

Go to (M) File and select Close Form. Page 139 of 271 .Oracle Accounts Payable 5.

Oracle Accounts Payable Page 140 of 271 .

Oracle Accounts Payable View Encumbrance Chapter 10 Page 141 of 271 .

you should be able to: • Review encumbrance details Page 142 of 271 .Oracle Accounts Payable View Encumbrance Section Objectives At the end of this section.

Page 143 of 271 .Oracle Accounts Payable View Encumbrance You can review the encumbrance details of the Invoices.

Navigate to the View Encumbrances Window.Oracle Accounts Payable Viewing Encumbrance Oracle Accounts Payable N > Accounting > View Encumbrance Find Encumbrance Lines 1. Page 144 of 271 .

Oracle Accounts Payable Page 145 of 271 .

Account range can be optionally entered to view the Encumbrances restricted to that range. Enter the Invoice Number and select (B) Find.Oracle Accounts Payable 2. Page 146 of 271 Period Account . Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search. you can enter the following parameters to view the Encumbrances. Enter 123% Alternatively. Field Type Notes A specific Type can be entered to view the Encumbrances pertaining to that Type. Period range can also be entered to retrieve all the Encumbrances that fall within that Period.

Page 147 of 271 .Oracle Accounts Payable 3. Review the View Encumbrances window.

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4.Oracle Accounts Payable Note: Scroll to the right to see more information related to the encumbrance for the invoice selected. Go to (M) File and select Close Form Page 149 of 271 .

Oracle Accounts Payable Submit Non-PO Payment Requisition Chapter 11 Page 150 of 271 .

you should be able to: • Submit a Non-PO Payment Requisition Page 151 of 271 .Oracle Accounts Payable Submit Non-PO Payment Requisition Section Objectives At the end of this section.

Example: Memberships. A Non PO Payment Requisition is a request for making a payment to a person or an organization without a purchase order. Page 152 of 271 .. Stipend. Refunds. you will learn about Non PO Payment Requisition.Oracle Accounts Payable Submit Non-PO Payment Requisition Overview In this session. etc.

Oracle Accounts Payable Submitting Non-PO Payment Requisition Oracle Accounts Payable N > Other > Requests > Run Submit a New Request 1. Page 153 of 271 . Navigate to Submit a New Request window (N) Other > Requests > Run.

Oracle Accounts Payable Page 154 of 271 .

Page 155 of 271 .Oracle Accounts Payable 2. Select Single request option and select (B) OK.

Enter ‘%Utpa%’ in the name field and click (B) Find. Page 156 of 271 . Select the ‘UTPA Non Po Check Request Workflow’.Oracle Accounts Payable 3.

Oracle Accounts Payable Page 157 of 271 .

enter VARIOUS and email a spreadsheet to AP Project Number Award Expenditure Type Amount Description Need By Date Attachment 100CMPT00 If Grant Account Consumables 500.Oracle Accounts Payable 4.00 (Description of payment) 19-JUL-2006 Yes (Is there an invoice) Page 158 of 271 . Enter the following parameters and select (B) OK. Parameter Vendor Value ABET INC Note: If various vendors need to be paid (stipend).

emailing.Oracle Accounts Payable Note To Payables Are you faxing. sending any invoices or other attachments?? Page 159 of 271 .

Oracle Accounts Payable 5. Page 160 of 271 . Select (B) Submit.

Select (B) Refresh Data and select (B) View Details. Page 161 of 271 .Oracle Accounts Payable 6.

Oracle Accounts Payable Page 162 of 271 .

Page 163 of 271 .Oracle Accounts Payable 7. Review the details of the report and select (B) OK.

campus mail) to Accounts Payable. Go to (M) File and select Close Form.Oracle Accounts Payable Note: Include Request ID number on any paperwork submitted (email. 8. fax. Page 164 of 271 .

Oracle Accounts Payable Page 165 of 271 .

Oracle Accounts Payable Approvers 9. Navigate to Worklist window (N) Workflow > Worklist. Page 166 of 271 .

Page 167 of 271 . Select the required notification and select (B) Open.Oracle Accounts Payable 10.

Oracle Accounts Payable Page 168 of 271 .

Once the Request is approved by the Project Manager. Reject or Reassign this check request. Accounts Payable will contact the requester if any information/documentation is missing. Page 169 of 271 . Approve. Accounts Payable will receive a Notification to process your request.Oracle Accounts Payable Note: The Project Managers can Request more information.

Oracle Accounts Payable View Withheld Amounts Chapter 12 Page 170 of 271 .

you should be able to: • Review the Withheld Amounts Page 171 of 271 .Oracle Accounts Payable View Withheld Amounts Section Objectives At the end of this section.

Page 172 of 271 . You can review period-to-date.Oracle Accounts Payable View Withheld Amounts In this session. and not the amounts that you withhold manually. automatically withheld amounts. you will learn how to review the Withheld Amounts.

Navigate to the Find Period-to-date Withheld Amounts window (N) Payments > Withheld Amounts Page 173 of 271 .Oracle Accounts Payable Viewing Withheld Amounts Oracle Accounts Payable N > Payments > Withheld Amounts Period-to-date Withheld Amounts 1.

Oracle Accounts Payable Page 174 of 271 .

Optionally enter any of the following as selection criteria and select (B) Find.Oracle Accounts Payable 2. Field Name Tax Code Period Name Supplier Name/ Supplier Number Description The withholding tax type code from the special calendar. The supplier name/number for which you are viewing period-todate withheld amounts. Page 175 of 271 . The withholding tax type period name.

Oracle Accounts Payable 3. Page 176 of 271 . Review the Period-to-date Withheld Amounts window.

Page 177 of 271 .Oracle Accounts Payable 4. Go to (M) File and select Close Form.

Oracle Accounts Payable Page 178 of 271 .

Oracle Accounts Payable Accounts Payable Reports Chapter 13 Page 179 of 271 .

Oracle Accounts Payable Accounts Payable Reports Section Objectives At the end of this section. you should be able to: • Understand the Usage of Accounts Payable Reports Page 180 of 271 .

Name of invoice batch or payment batch. Accounting Period. For example.Oracle Accounts Payable Common Report Headings Report headings at the top of each page provide you with general information about the contents of your report or listing. such as your set of books name. date and time Payables runs your report. Entered By. In addition. report title. and page number. Payables displays N/A if you do not use invoice batches to enter invoices. Payables prints the parameters you specified when you submitted the report request. Payables uses the exchange rate to convert the invoice or payment amount into your functional currency.Payment document number.Name of the person who entered the data. If you left a parameter blank.Accounting period in which you submitted the request. Page 181 of 271 . Batch. check number.Amount of the invoice or payment expressed in your functional currency. Document Number. Functional Amount. then the parameter will appear at the top of the report without a value.

Page 182 of 271 .Last date in which a document was updated.Payment batch in which the payment was created. Invoice Type. Document entry or creation date. and Expense Reports). Last Active Date. Invoice Currency. For U. assigned by you during invoice entry. Prepayment. your income tax type is also known as your 1099 type. Invoice Number. Credit Memo. Invoice Amount.Date on payment document. if it has not been updated.Number of an invoice. Payment Date.If you have enabled the Allow Invoice Batches Payables option. reporting.The income tax type for an invoice distribution. Interest.Currency in which the invoice was entered. Invoice Batch. the name of the batch in which the invoice was entered.Oracle Accounts Payable Income Tax Type. Withholding Tax. Debit Memo. Payment Currency.Amount of the invoice. You can default an income tax type from a supplier for each invoice distribution.Type of invoice (Standard.Currency in which the payment was created. Payment Batch.S.

Number of the purchase order. For some requests you can leave this parameter blank to submit the request for all suppliers. For example.Supplier name.Document number for the payment. Used for electronic payments to your supplier. Supplier Name From/To: Enter the alphabetical range of suppliers that you want to submit the request for Payables includes all suppliers between and including the suppliers you enter.Oracle Accounts Payable Payment Number. Supplier Name. PO Number. and enter a supplier type for a supplier in the Suppliers window. Supplier Bank Account Num. PO Line.Purchase order release number.Type of supplier. you can also define tax recovery rules by supplier type.Bank account number of your supplier. check number. If you use recoverable tax.Name of supplier site. Site Name. Site. PO Release. Page 183 of 271 . You define supplier types in the Oracle Payables Lookups window. Supplier Type.Name of supplier site.Purchase order line number.

Oracle Accounts Payable Tax Code. Page 184 of 271 . You define tax codes in the Tax Codes window and tax groups in the Tax Groups window.Name of the tax code or tax group value.

Oracle Accounts Payable Accounting and Reconciliation Reports Payables provide the following accounting and reconciliation reports: • Accounts Payable Trial Balance Report • Payables Account Analysis Report • Period Close Exceptions Report • Posted Invoice Register • Posted Payment Register • Unaccounted Transactions Report Page 185 of 271 .

Therefore. to obtain the most up-to-date trial balance. then the invoice amounts continue to appear in this report until the payment status is updated to Negotiable. it is only valid for an accrual set of books. To reconcile these balances you can compare the cumulative total liability provided by this report with the total liability provided by your general ledger. then the invoice amounts paid by future dated payments do not appear in this report. If the option is set to When Payment is Issued. These invoices represent your organization’s outstanding accounts payable liability. If the option Page 186 of 271 . you should transfer your invoice and payment activity to the general ledger before submitting this report. The Trial Balance Report lists and subtotals by supplier and liability account all unpaid and partially paid invoices that Payables has transferred to the general ledger. the Relieve Future Dated Payment Liability Payables option determines when this report considers invoice liability relieved by a future dated payment. If the option is set to When Payment Matures. If you use future dated payments. Since this report presents your outstanding accounts payable liability information.Oracle Accounts Payable Accounts Payable Trial Balance Report Use the Accounts Payable Trial Balance Report to verify that total accounts payable liabilities in Payables equal those in the general ledger.

Oracle Accounts Payable

is set to When Payment Clears, then the invoice amounts continue to appear in this report until the payment is cleared. You can use this report to review all negative supplier balances. To do this, choose No. for the Summarize Report parameter, and Yes for the Negative Balances Only parameter. Report Submission You submit this report from the Submit Request window. Selected Report Parameters To review information for parameters used in multiple reports, such as Set of Books Currency. As of Date. Payables lists all unpaid or partially paid invoices with accounting dates on or before the As of Date you enter. Supplier Name. If you want to run the report for a particular supplier, enter the supplier. Liability Account. If you want to run the report for a particular liability account, enter the account.

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Summarize Report. Choose No to run the report in detail. Choose Yes to summarize report output by liability account. Negative Balances Only. Choose Yes to include only negative supplier balances on the report. Choose No to include all supplier balances. Selected Report Headings Invoice Number. The number of the invoice document. Invoice Date. The date of the invoice document. Curr. The transaction currency of the invoice. [Functional Currency] Amount. Total invoice amount for the liability account, displayed in your functional currency. If the Relieve Future Dated Payment Liability Payables option is set to When Payment Matures, then this report shows invoices included in unmatured future dated payments. For those invoices this field always displays the full invoice amount irrespective of the liability account. Remaining [Functional Currency] Amount. The difference between the invoice amount and the sum of the posted payments for the invoice, expressed in your functional currency.

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A positive amount indicates an outstanding accounts payable liability in the general ledger. This can result from nonpayment, partial payment, or not creating a journal entry for the payment. A negative amount can result from transferring a payment to your general ledger without transferring the invoice, or from recording the invoice liability in a future period. Invoice Description. Partial description of the invoice distribution. Payables Account Analysis Report Use this report to review and analyze accounting entries in Payables. You can use the report parameters to limit the report to just the accounting information you want to review. This report is helpful when you reconcile your accounts with your general ledger. For example, you can reconcile the prepaid expense account between Payables and your general ledger. You can submit this report in detail and compare it to an account analysis report in your general ledger. The report sorts accounting data by balancing segment first. Within each balancing segment group you can specify the order of the other account segments by using the Order By parameters. Within each account, the data is sorted by the following:

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Oracle Accounts Payable

• Accounting date • Supplier name • Document number • Order of creation (line ID of the accounting entry line)

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Oracle Accounts Payable

Prerequisite • Submit the Payables Accounting Process to create accounting entries. Selected Parameters Accounting Method: Accounting method that was used to create the accounts you want to see, either Accrual or Cash. Accounting Currency: Payables displays the accounting currency based on your choices for the Accounting Method and Reporting Level parameters. From/To Account: The inclusive account range for which you want to submit the report. All segments are required. If you enter a value for From Account, you must enter a value for To Account. From/To Date: Inclusive accounting date range for the accounting entries in the report. GL Transfer Status: To limit the report to a particular status, enter the status. The GL Transfer Status indicates if accounting entries for the event have been transferred to the GL interface using the Payables Transfer to General Ledger program. • All. Include accounting entries regardless of Transfer to GL Status.
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an accounting entry will not be transferred if the account is no longer valid in the general ledger. 4) Third Order By segment. • Not Transferred: Limit the report to accounting entries for which the Payables Transfer to General Ledger Process has not been submitted. 3) Second Order By segment. Summarize the report. • No. The remaining segments in your account are then ordered from left to right. First/Second/Third Order By: If you want to order the report output by account segment. When the report is summarized. Summarize: • Yes. enter the segment type. Create the report in detail. For example. The report orders in the following order: 1) balancing segment 2) First Order By segment. Page 192 of 271 . • Not Transferred Due to Error: Limit the report to accounting entries that could not be transferred to the GL Interface when the Payables Transfer to General Ledger Process was submitted for them. the report summarizes by account and lists only the account description and the balanced accounting entry in the accounted currency.Oracle Accounts Payable • Transferred: Limit the report to accounting entries that were successfully transferred.

Transferred to GL: Indicates if accounting entries for the event have been transferred successfully to the GL interface using the Payables Transfer to General Ledger program. Page 193 of 271 . in the currency of the set of books for the accounting entry. Dr/Cr (Accounted Currency): Debit or credit amount. etc. Yes or No. such as AP Accrual. Accounting Date: Accounting date of the transaction. Payables displays the purchase order number. the report headings are limited to Account and Dr/Cr (Accounted Curr). Line Type: Type of accounting entry line.Oracle Accounts Payable Selected Report Headings When the report is summarized. Charge. PO Number: If the accounting entry line is associated with a purchase order. Liability. To see an accounting date for a particular event. Doc Class: Document class that includes the accounting event: Invoices or Payments.

in the currency of the transaction.Oracle Accounts Payable Dr/Cr (Entered Currency): Debit or credit amount. Page 194 of 271 .

Oracle Accounts Payable Period Close Exceptions Report Submit this report to review a complete list of exceptions that are preventing you from closing a Payables accounting period. the period status cannot be changed. for each organization within the set of books. In the Control Payables Periods window if you try to close a period that has exceptions. the following exceptions: • Outstanding Payment Batches • Accounting Entries not Transferred to General Ledger • Future Dated Payments Requiring Maturity Event and Accounting • Unaccounted Invoices • Unaccounted Payments Report Submission To submit the Period Close Exceptions Report: 1. Payables displays a message telling you this. and enables the Exceptions button. This report lists. Page 195 of 271 .

Oracle Accounts Payable 2. From the window you can choose the following buttons: • Review • Sweep (unaccounted transactions to the next period) 3. Page 196 of 271 . Payables opens a message window. Choose the Exceptions button in the Control Payables Periods window. Choose the Review button to submit the report. You can access the report output in the Requests window. as usual.

if you are using Automatic Offsets and the liability for your invoices is allocated across multiple balancing segments. each of these reports can be generated for a single liability account. this report is valid only for an accrual set of books. the report displays invoices charged to liability accounts and the accounting information that has been transferred to the general ledger. Page 197 of 271 .Oracle Accounts Payable Posted Invoice Register Use the Posted Invoice Register to review accounting lines for invoices that have been transferred to your general ledger. When generated in detail. Use this report along with the Posted Payment Register and the Accounts Payable Trial Balance Report to reconcile balances between Payables and your general ledger. For example. then you can use the Liability Account parameter to limit your reports to a single balancing organization. Because it presents amounts that have been charged to liability accounts. Also included is the supplier and amount information for each invoice listed. The Posted Invoice Register is primarily a reconciliation tool. and the transferred distribution amount in both the invoice currency and accounted currency for easier reconciliation with your general ledger. You can generate the report in summary or in detail. Payables display the total invoice amount in the invoice currency. To make their output easier to read.

Oracle Accounts Payable

Note: The posted distribution amount only includes distribution lines that have been transferred to general ledger. When generated in summary, the report lists totals for each liability account and does not include any invoice detail. The report always sorts first by liability account. If the report is submitted in detail, it then sorts in the following order: The report sorts using the Order By parameter, either Journal Entry Batch or Entered Currency. The default value is Entered Currency, and you can change the parameter value only if the report includes journal entry batch names (the Include Journal Entry Batch parameter is Yes). The report then sorts by supplier name, invoice number, and invoice date. Prerequisites Submit the Payables Accounting Process to create accounting entries for your invoices. Transfer your accounting entries to general ledger by submitting the Payables Transfer to General Ledger program.

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To ensure that the general ledger information for the journal entry batches appears on this report, you must enable the Import Journal References option for the Payables source in the Journal Sources window.

Report Submission You submit this report from the Submit Request window. Selected Report Parameters To review information for parameters used in multiple reports, such as Set of Books Currency. From/To Accounting Date. Inclusive accounting date range for invoices in the report. Liability Account. If you want to submit the report for a single liability account, then specify that account here. Leave this parameter blank to submit the report for all liability accounts. Include Journal Entry Batch. Enter Yes if you want the report to include the names of all journal entry batches in which the invoice transactions were transferred. Note that if you choose to include this information the report will take longer to generate.

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Journal Entry Batch. If you want to submit the report for a single invoice journal entry batch, then specify that batch here. Leave this parameter blank to submit this report for all invoice journal entry batches. Order By. This parameter is used to sort reports that are generated in detail. The default value is Entered Currency. You can select the Journal Entry Batch option only if you first enter Yes for the Include Journal Entry Batch parameter. Entered Currency. Sort the report by: 1) Liability account 2) Invoice currency 3) Journal entry batch name (only if you enter Yes for the Include Journal EntryBatch parameter) Journal Entry Batch. Sort the report by: 1) liability account 2) Journal entry batch name 3) invoice currency

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Summarize Report. • Yes. Summarize the report by liability account and do not include invoice detail. • No. Include invoice detail. Selected Report Headings Invoice Amount. Total invoice amount. Posted Distribution Amount - Entered/Accounted Currency. Total of the transferred invoice distributions in the invoice currency and the accounted currency.

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Posted Payment Register Use the Posted Payment Register to review accounting lines for payments that have been transferred to general ledger. Because it presents amounts that have been charged to liability accounts, this report is valid only for an accrual set of books. You can submit the Posted Payment Register for one payment journal entry batch or all payment journal entry batches. The Posted Payment Register is primarily a reconciliation tool. Use this report along with the Posted Invoice Register and the Accounts Payable Trial Balance Report to reconcile balances between Payables and your general ledger. To make the output easier to read, each of these reports can be generated for a single liability account. For example, if you are using Automatic Offsets and the liability for your invoices is allocated across multiple balancing segments, then you can use the Liability Account parameter to limit your reports to a single balancing organization. You can generate the report in summary or in detail. When generated in detail, the report displays payments that relieve liability accounts and that have had their accounting information transferred to the general ledger. Also included is the supplier and amount information for each payment listed. Payables displays the payment amount in the entered currency and the liability amount relieved in the accounted currency. In detail mode, the report also displays the payment
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Prerequisite To ensure that the general ledger information for the journal entry batches appears on this report.Oracle Accounts Payable document and disbursement type for each batch of payments. and supplier name. either Journal Entry Batch or Bank Account. payment date. you must enable the Import Journal References option for the Payables source in the Journal Sources window. The default value is Bank Account. It provides a report total and subtotals for each payment document and bank account. it then sorts in the following order: The report sorts using the Order By parameter. Page 203 of 271 . The report always sorts first by liability account. The report then sorts by payment number. and you can change the parameter value to Journal Entry Batch only if the report includes journal entry batch names (the Include Journal Entry Batch parameter is Yes). If the report is submitted in detail. Report Submission You submit this report from the Submit Request window. When generated in summary. the report lists totals for each liability account and does not include any payment detail.

Page 204 of 271 . From/To Accounting Date. Leave the field blank to submit this report for all liability accounts. enter the bank account name. Bank Account Name.Oracle Accounts Payable Selected Report Parameters To review information for parameters used in multiple reports. Inclusive accounting date range for payments in the report. Liability Account. Leave the field blank to submit this report for all payment journal entry batches. Note that if you choose to include this information the report will take longer to generate. Enter Yes if you want the report to include the names of all journal entry batches in which the payment transactions were transferred. Enter the journal entry batch name for which you want to submit this report. such as Set of Books Currency. Include Journal Entry Batch. Enter the liability account for which you want to submit this report. If you want to limit the report to payments paid from a single bank account. Journal Entry Batch.

Oracle Accounts Payable Order By. The default value is Bank Account. Sort the report by: 1) liability account 2) bank account 3) journal entry batch name (only if you enter Yes for the Include Journal Entry Batch parameter. This parameter is used to sort reports that are generated in detail. Page 205 of 271 .) 4) payment currency Journal Entry Batch. You can select the Journal Entry Batch option only if you first enter Yes for the Include Journal Entry Batch parameter. Sort the report by: 1) liability account 2) journal entry batch name 3) bank account 4) payment currency Summarize Report. Bank Account.

No. Payment document number. Amount of the payment in the transaction currency. Selected Report Headings Payment Number. displayed in the accounted currency. Liability Relieved. Date of payment. Payment Amount. Page 206 of 271 . Include payment detail. Payment Date. List totals for each liability account and do not include payment detail.Oracle Accounts Payable Yes. The amount of liability relieved by the payment.

Oracle Accounts Payable

Unaccounted Transactions Report Use this report to identify and review all unaccounted invoice and payment transactions and see the reason that Payables cannot account for a transaction. Payables sorts the report by transaction type (invoice or payment), exception, supplier, transaction currency, and transaction number. Run this report after you have run the Payables Accounting Process. The report will then show only transactions that had problems that prevented accounting. You can then correct the problems and resubmit the accounting process. Note that this report does not include invoices that have no distributions. Prerequisites (Recommended) Validate invoices to reduce the number of unvalidated invoices on the report. (Recommended) If you use future dated payments, submit the Update Matured Future Payment Status Program to update the status of any future dated payments with a maturity date on or before today’s date. (Recommended) Submit the Payables Accounting Process to reduce the number of unaccounted invoices on the report.

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Report Submission Submit this report from the Submit Request window. Selected Report Parameters Note: If you do not specify a value for the Period Name or From/To Accounting Date parameters, then the report lists all unaccounted entries, regardless of date. Period Name. If you want to run the report for a single period, enter the period name. If you enter a value here, you cannot enter values in the From/To Accounting Date parameters. From/To Accounting Date. If you want to run the report for a particular date range, then enter both the first and last dates in the range. If you enter values for a date range, then you cannot enter a value for Period Name. Document Number. If you want to run the report for a particular invoice or payment number, then enter it here.

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Selected Report Headings The report has two sections: Unaccounted Invoices, and Unaccounted Payments. All amounts are in the transaction currency. Unaccounted Invoices: This section of the report lists the supplier name, supplier number, invoice number, invoice date, invoice currency, invoice amount, purchase order number (if the invoice is on a purchase order matching related hold), and the exception. Unaccounted Payments: This section of the report lists the supplier name, supplier number, payment number, payment date, payment currency, payment amount, and exception. Exception. The report displays one or more of the following exception conditions for invoices and/or payments: Dist Acct Invalid. The account on the invoice distribution is invalid. Dist Variance. The sum of the invoice distributions is not equal to the invoice amount. Funds Check. You are using budgetary control and Payables cannot check funds for an invoice.

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Insufficient Funds. You are using budgetary control and you have insufficient funds available in your budget for an invoice. No Rate. You have not entered an exchange rate for a foreign currency transaction. Unaccounted. The Payables Accounting Process has not been submitted for the transaction. Other Hold Names. This invoice has a hold applied to it that prevents accounting. You define holds using the Invoice Holds and Release Names window. Invalidated. You have not submitted Invoice Validation for the invoice. Withholding Tax. The invoice distribution has a withholding tax group assigned to it. Payables could not withhold tax and applied a Withholding Tax hold on this invoice. Several conditions cause this hold including: the withholding tax group is inactive, a Withholding Tax type tax code within a withholding tax group is inactive, an account segment assigned to a Withholding Tax type tax code is invalid, a rate has not been defined for a Withholding Tax type tax code, a period has not been defined for a Withholding Tax type tax code, or a tax rate for a Withholding Tax type tax code has been defined using an invalid date range.

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Common Report Parameters The following are report parameters common to many Payables reports: Accounting Period - Accounting period for which you want to submit the request. Batch - Name of invoice for which you want to submit the request. Payables displays N/A if you do not use invoice batches to enter invoices. Currency - Currency of the invoice or payment. Functional - Payables lists each amount converted into the currency you use for your set of booksOriginal- Payables lists each amount in the currency in which you entered it. Entered By- Name of the person who entered the data. From/To Payment Date- Enter the first and last dates in a range for which you want Payables to submit the request. From/To Date- Enter the date range for which you want to submit the request. From/To Invoice Date- Enter the first and last invoice dates in a range for which you want Payables to submit the request.

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Invoice Amount. your income tax type is also known as your 1099 type. and Expense Report). Withholding Tax. The report will not include invoices below the minimum invoice amount you enter here. Debit Memo.Amount of the invoice or payment in your functional currency. Income Tax Type. reporting. Credit Memo.The name of the batch in which the invoice was entered. Mixed. if you have enabled the Allow Invoice Batches Payables option. Prepayment.Enter the minimum invoice amount you want to include in the report. Invoice Type.Enter the period range for which you want to submit the request. Your functional currency is the currency you choose for your set of books.The income tax type for an invoice distribution. Invoice Batch. Payables uses the exchange rate to convert the invoice or payment into your functional currency. Functional Amount. Page 212 of 271 .Type of invoice (Standard.Original amount of the invoice. assigned by you during invoice entry. Minimum Invoice Amount.Oracle Accounts Payable From/To Period. For U. Interest.S.Number of an invoice. Invoice Number.

Payment Date. For example. If you entered Operating Unit for the Reporting Level parameter. if Supplier Name is an option and you select it. If the profile option is set to Legal Entity. If this profile option is set to Set of Books. Payment Number.Oracle Accounts Payable Order By. you can choose only the legal entity associated with the operating unit assigned to your responsibility. For example.If you entered Set of Books for the Reporting Level. Reporting Context. you can choose any legal entity that posts to your set of books. The profile option MO: Top Reporting Level determines which operating units appear in the list of values. the default is the set of books associated with your responsibility. Payment Batch. Payables will sort the report alphabetically by supplier name. If the profile option is set to Set of Books.Select from the list of values the criteria by which you want Payables to sort report output. select an operating unit from the list of values. check number. you can choose any operating unit that posts to your set of Page 213 of 271 . The profile option MO: Top Reporting Level determines which legal entities appear in the list of values. If you entered Legal Entity for the Reporting Level. select a legal entity from the list of values.Date on payment document.Document number for the payment.Payment batch in which the payment was created.

the default is Set of Books.Enter the reporting level for the report. The list of values for this parameter varies depending on the Reporting Level and Reporting Context parameter values. If the profile is set to Operating Unit.Oracle Accounts Payable books. the default is Operating Unit. you can choose any operating unit within the legal entity associated with the operating unit assigned to your responsibility. Choose Set of Books. If the Reporting Level is Page 214 of 271 . Set of Books Currency . If your Reporting Level is Set of Books. If you do not use Multiple Organization Support. If the profile option is set to Legal Entity. you can display the report only in your set of books currency. Note: The profile option MO: Operating Unit determines the operating unit for your responsibility. Legal Entity. If Multiple Reporting Currencies (MRC) functionality is enabled. If you use Multiple Organization Support. and if you are using your primary responsibility. you can select only the operating unit assigned to your responsibility. then you can submit the report for any reporting currency as well as your primary currency. Reporting Level. Note: The profile option MO: Top Reporting Level determines the top reporting level for your responsibility.Currency you want to use for the report output. or Operating Unit.

Payables include all suppliers with numbers between and including the supplier numbers you enter.Supplier number.Supplier name.Type of supplier.Oracle Accounts Payable Legal Entity or Operating Unit. Supplier Number From/To. and enter a supplier type for a supplier in the Suppliers window. Page 215 of 271 .Name of supplier site. Supplier Name. For some reports you can leave this field blank to submit the request for all suppliers.Enter the range of supplier numbers for which you want to submit the request. You define supplier types in the Oracle Payables Lookups window. Supplier Number. Site. Supplier Type. the available values for this parameter are the reporting currencies of the set of books associated with the legal entity or operating unit selected in the Reporting Context parameter.

the amount remaining for payment on an invoice.. Navigate to the Find Requests window. This report gives details about the original amount of the invoice. Page 216 of 271 . etc. 1. Select Single Request option and then select (B) OK.Oracle Accounts Payable Invoice Register Overview Use the Invoice Register to review detailed information about invoices. (N) Other > Requests > Run 2.

Oracle Accounts Payable Page 217 of 271 .

Oracle Accounts Payable 3. Note: Enter Partial Report Name with Wild Card “%” as the prefix and/or suffix in the Find field to expedite the search. Page 218 of 271 . Enter the Report Name as “% invoice%” and select (B) Find.

4.Oracle Accounts Payable Select Invoice Register and select (B) OK. e. Page 219 of 271 .. ‘Batch’ as ‘LA051106’ and select (B) OK.g. Enter the Query parameters.

Oracle Accounts Payable Alternatively. the following parameters may be entered to restrict the details and retrieve the Report. Page 220 of 271 .

Description Use this to limit the report to invoices entered by. Enter a date range for which you want to submit the request. To include only invoices for which you have not yet submitted Invoice Validation. Cancelled Invoices Only.Oracle Accounts Payable Field Entered By. then enter From/To Entered Date. Accounting Period. Unvalidated Invoices Only. Page 221 of 271 . The accounting period for which you want invoice information. Enter Yes if you want the report to include only cancelled invoices.

Select (B) Submit once the requisite parameters are entered. Note: You can specify the Schedule and your Completion Options for this request using the Schedule and Options windows.Oracle Accounts Payable Yes for this parameter. Page 222 of 271 . 5.

Page 223 of 271 .Oracle Accounts Payable 6. Select the request from the list and select (B) View Output to review the report.

Review the Invoice Register. Page 224 of 271 .Oracle Accounts Payable 7.

Oracle Accounts Payable Page 225 of 271 .

Oracle Accounts Payable 8. Page 226 of 271 . Go to (M) File and select Close Form.

and bank account. The report lists each payment that has a payment date within the range you specify. It sorts and subtotals by bank. Select Single Request option and then select (B) OK. as well as the total payment amount and cleared amount of all payments. bank branch. 1.Oracle Accounts Payable Payment Register Overview: Use the Payment Register to review payments created for each bank account you use. Page 227 of 271 . Navigate to the Find Requests window (N) Other > Requests > Run 2.

Oracle Accounts Payable Page 228 of 271 .

Enter the Report Name as “%payment%” and select (B) Find.Oracle Accounts Payable 3. Page 229 of 271 . Note: Enter Partial Report Name with Wild Card “%” as the prefix and/or suffix in the Find field to expedite the search.

Oracle Accounts Payable Select Payment Register and select (B) OK. Page 230 of 271 .

Parameter From Date To Date Display supplier Address Details 01-JAN-2004 01-JUL-2006 Yes 6. Enter the following query parameters and select (B) OK.Oracle Accounts Payable 5. Page 231 of 271 . Payment type may be entered to restrict the details and retrieve the Report. Optionally.

Oracle Accounts Payable Page 232 of 271 .

Select (B) Submit once the requisite parameters are entered. Page 233 of 271 .Oracle Accounts Payable 6. Note: You can specify the Schedule and your Completion Options for this request using the Schedule and Options windows.

Select the request from the list and select (B) View Output to review the report. Page 234 of 271 .Oracle Accounts Payable 7.

Oracle Accounts Payable 8. Page 235 of 271 . Review the Payment Register.

Page 236 of 271 .Oracle Accounts Payable 9. Go to (M) File and select Close Form.

Oracle Accounts Payable Page 237 of 271 .

Supplies/Equipment • In-Focus Machine or other LCD • Flipchart.Oracle Accounts Payable Appendix A – Leader’s Guide Course Description Summary This training course is designed to explain and demonstrate the functions required by a user in Oracle Accounts Payables. White board makers Page 238 of 271 . Markers. modify and maintain invoices. Recommended Prerequisites for Participants • Windows NT • Oracle Navigation 11i • Working Knowledge on AP in the Legacy System Length • 2 hrs Materials/Preparation for Instructor • Review this Leader Guide. It provides information and exercises to create. White board. • Ensure copy of Student Guide for each participant.

OR USE POWERPOINT • Invoice and Payment Workbench Overview • Reviewing Supplier Information • View Invoices • Invoice Details • View Distribution Information for an Invoice • View Invoice Holds • View Cancelled Invoices • View Payments • View Scheduled Payments • View Encumbrance • Submit Non-PO Payment Page 239 of 271 .Oracle Accounts Payable INTRO TO CLASS Self (& Assistant(s) if any) Agenda PLACE AGENDA ON WHITE BOARD. FLIP CHART.

Oracle Accounts Payable Requisition • View Withheld Amounts • Accounts Payable Reports EXPLAIN – STUDENT GUIDE ORGANIZATIO N The Student Guide is written to be a reference tool that will refresh your memory when you’re working with the Applications. take notes to jog your memory later. Page 240 of 271 . If you are unsure where in the manual we are. It is not necessary to REMEMBER all of this. As we go through each of the topics. please ask. I’ll give you page numbers as we progress.

The very first time you login to Oracle Applications. we plan to cover the required functions for a user in Accounts Payables. Demo the login steps Page 241 of 271 . The responsibility required to perform these functions is “UTPA Payables Inquiry” HOUSEKEEPIN Breaks G Restrooms Coffee & Vending Cell phones LOGINS Oracle Application login information has been handed over to you already. you will be asked you to change the password.Oracle Accounts Payable EXPLAIN – OVERVIEW OF COURSE SUBJECT OVERVIEW OF COURSE SUBJECT Today.

” Explain: • About Supplier Information and Find Supplier Window • About search criteria for finding a supplier and other parameters to Page 242 of 271 . INC.Oracle Accounts Payable Introducti on Write on the Wh ite bo ard Chapter 2 Introduction to Accounts Payables Explain • Overview of Invoice and Payment Workbench Review Supplier Information NAVIGAT Use: E> IN FIND SUPPLIER WINDOW: 4-W% SUPPLIE SELECT SUPPLIER AS: “4-W RS SPECIALTIES.

Supplier Number. Income Tax Type. and type of ownership of that supplier Accounting: Provides distribution set and general ledger account details (like liability.Supplier Name. number and customer number pertaining to that Parent supplier of the Supplier Classification: Provides the details like. Parent Supplier. Reporting Name. prepayment and future dated payment information) Control: Provides invoice amount limit. employee name and his number. Supplier Type. Payment Terms. Parent Number.Oracle Accounts Payable query . Page 243 of 271 . Pay Group • Reviewing the supplier information using the different tabs General: Provides Parent supplier name. standard industry code. type of supplier. Alternate Name.

hold (if any) and payment hold reason (if on Hold) Payment: Provides payment terms. Contact information. payment method and discount details (if any) Withholding Tax: Provides information like allow withholding tax and withholding tax group Sites: Click to review the details like Site Name. Alternate Name and Address. pay date basis. payment priority. Address.Oracle Accounts Payable invoice match option. currency details. pay group. and communication method DO LAB Have them do lab Ex 1)Supplier Name: ‘FOLLETT UTPA BOOKSTORE’ EX 2) Supplier Type: Employee Page 244 of 271 . shipping network location. Procurement Card. Pay only or both Pay and Purchasing. term date basis.

Oracle Accounts Payable Viewing Invoices . Invoices Details. Supplier Number. INC. Invoice. standard industry code. 5 & 6 Reviewing the Invoice information using the different tabs General: Provides Parent supplier name.’ > INVOICES Explain • About search criteria for finding invoices and parameters to query . Invoice Status Chapter 3. employee name and his number. Invoice Distribution Information & Invoice Holds NAVIGAT Use E> INVOICES 1) SUPPLIER NAME: ‘AVAYA. 4. type of supplier.Supplier Name. and type of • Page 245 of 271 . number and customer number pertaining to that Parent supplier of the Supplier Classification: Provides the details like.

pay group. pay date basis. Contact information.Oracle Accounts Payable ownership of that supplier Accounting: Provides distribution set and general ledger account details (like liability. and Page 246 of 271 . prepayment and future dated payment information) Control: Provides invoice amount limit. payment method and discount details (if any) Withholding Tax: Provides information like allow withholding tax and withholding tax group Sites: Click to review the details like Site Name. Alternate Name and Address. term date basis. Pay only or both Pay and Purchasing. shipping network location. hold (if any) and payment hold reason (if on Hold) Payment: Provides payment terms. currency details. Address. invoice match option. payment priority. Procurement Card.

Oracle Accounts Payable communication method • Review the invoices Overview • Review the distribution details for the invoice • Review invoice holds if any DO LAB Have them do lab EX 1) Invoice #: 0655316 Chapter 7 Navigate > Invoices > Invoices View Cancelled Invoices Use Invoice Type: Standard Invoice Status: Cancelled Explain • About Invoice Type & Invoice Status • Select Page 247 of 271 .

type of supplier. and type of ownership of that supplier Accounting: Provides distribution set and general ledger account details (like liability. invoice match option. standard industry code.Oracle Accounts Payable A) Invoice Type: Standard B) Invoice Status: Cancelled • Select the cancelled invoice that you want to view • Reviewing the Invoice information using the different tabs General: Provides Parent supplier name. employee name and his number. pay Page 248 of 271 . hold (if any) and payment hold reason (if on Hold) Payment: Provides payment terms. number and customer number pertaining to that Parent supplier of the Supplier Classification: Provides the details like. prepayment and future dated payment information) Control: Provides invoice amount limit.

Pay only or both Pay and Purchasing. shipping network location. and communication method Have them do lab Find a cancelled Invoice to review Invoice View Payments (Method: A) NAVIGAT Use E> INVOICES 1) Supplier name: ‘FOLLETT UTPA BOOKSTORE’ > Page 249 of 271 .Oracle Accounts Payable DO LAB Chapter 8 group. term date basis. payment priority. Procurement Card. payment method and discount details (if any) Withholding Tax: Provides information like allow withholding tax and withholding tax group Sites: Click to review the details like Site Name. Address. Contact information. currency details. pay date basis. Alternate Name and Address.

Supplier Name.Oracle Accounts Payable INVOICES 2) Invoice #: Bookstore feb06 Explain • About search criteria for finding invoices and parameters to query . Invoice Status • Review the View Payment by selecting (T) View Payments DO LAB Have them do lab View Payments for: Invoice #: STIPEND 2/7/06 Invoice View Payments (Method: B) Chapter 8 NAVIGAT Use E> PAYMEN 1) Numbers: 7001 TS > Explain PAYMEN Page 250 of 271 . Invoice. Supplier Number.

Supplier • Enter any of the Parameters a) Numbers or b) Supplier Name • Review the Payment Overview DO LAB Have them do lab View Payments for: 1) Numbers: 70293 Chapter 9 View Scheduled Payments NAVIGAT Use E> INVOICES 1) Supplier name: ‘FOLLETT UTPA BOOKSTORE’ > & INVOICES Page 251 of 271 .Oracle Accounts Payable T OVERVIE W • Payments Region.

Account DO LAB Page 252 of 271 .Oracle Accounts Payable 2) Invoice #: Bookstore feb06 Explain • About search criteria for finding invoices and parameters to query . Period.Supplier Name. Invoice Status • Review the Scheduled Payments by selecting (T) Scheduled Payments Have them do lab View Scheduled Payments for: CHAPTER 10 NAVIGAT E> ACCOUN TING > VIEW ENCUMB Supplier Name: ‘ADRIAN AGUILAR’ View Encumbrances Use Invoice #: 0003618443 Explain • About Invoice #. Type. Supplier Number. Invoice.

Oracle Accounts Payable RANCE • Review encumbrance details for the invoice DO LAB Have them do lab View encumbrance details for: Invoice # : 012681 Chapter 11 Submit Non-PO Payment Requisition Page 253 of 271 .

Example: Memberships.Select Single Reque st .. etc.Oracle Accounts Payable Explain A Non PO Payment Requisition is a request for making a payment to a person or an organization without a purchase order. enter VARIOUS and email a spreadsheet to AP Project Number 100CMPT00 Page 254 of 271 . Refunds. Stipend. Requesto r: (N) Other > Requests > Run .Select the ‘UTPA Parameters: Vendor ABET INC Note: If various vendors need to be paid (stipend).

00 (Description of payment) 19-JUL-2006 Yes (Is there an invoice) Are you faxing. emailing.Oracle Accounts Payable Non PO Check Request Workflo w’ Award Expenditure Type Amount Description Need By Date Attachment Note To Payables If Grant Account Consumables 500. sending any invoices or other attachments?? Notify: The requestor should include Page 255 of 271 .

fax. Page 256 of 271 .Oracle Accounts Payable -Submit the Request . campus mail) to Accounts Payable.Refresh and Review Output Request ID number on any paperwork submitted (email.

00 Membership Dues for the year 2006-07 31-Aug-2006 No Forwarding the Dues Pay Page 257 of 271 Need By Date Attachment Note To Payables .Oracle Accounts Payable DO LAB Use Requestor Vendor Adan Redon Project Number 100PRES01 Award Expenditure Type Amount Description Membership Dues 300.

View Withheld Amount Chapter Request email for reference Once the requester has submitted the request a notification will be sent to the appropriate approver. Accounts Payable will receive a Notification to process your request. • Select the required notification and Select (B) Open Page 258 of 271 . Approve. Reject or (N) Workflow Reassign this check request.Oracle Accounts Payable Approver: Navigate to Worklist Note: The Project Managers can Request Window more information. Accounts Payable will contact the requester if any information/documentation is missing. > Worklist Once the Request is approved by the Project Manager.

’ Alternatively. the following parameters may be entered to restrict the details and retrieve the Report.Oracle Accounts Payable 12 Chapter 13 Temporarily Data Not Available Accounts Payable Reports 1) Explain Common report heading and parameters Accounts Payable Reports a) Invoice Register (N) Other USE: > Requests Enter Partial Report Name with Wild Card “%” as the prefix and/or suffix in the Find > Run field to expedite the search and Select ‘Invoice Register. Field Description Page 259 of 271 .

Enter a date range for which you want to submit the request. Accounting Period. Use this to limit the report to invoices entered by. Cancelled Invoices Only. The accounting period for which you want invoice information. Enter Yes if you want the report to include only cancelled invoices.Oracle Accounts Payable Entered By. Page 260 of 271 . From/To Entered Date.

• Review the Invoice Register Report DO LAB Have them do lab Run the same report Chapter 13 (N) Other > Accounts Payable Reports b) Payment Register USE: Page 261 of 271 . To include only invoices for which you have not yet submitted Invoice Validation. then enter Yes for this parameter.Oracle Accounts Payable Invalidated Invoices Only.

Oracle Accounts Payable Requests Enter Partial Report Name with Wild Card > Run “%” as the prefix and/or suffix in the Find field to expedite the search and Select ‘Payment Register.’ Alternatively. the following parameters may be entered to restrict the details and retrieve the Report. Parameter From Date To Date Display supplier Address • Details 01-JAN-2004 01-JUL-2006 Yes Review the Payment Register Report DO LAB Have them do lab Page 262 of 271 .

Oracle Accounts Payable 1) Select the Required Report 2) Enter the following Parameter Parameter From Date To Date Display supplier Address Details 01-JAN-2006 01-JUL-2006 Yes Page 263 of 271 .

6. Oracle has tightly enabled security features using username. Is the login secured? Yes. Who creates roles and responsibility? Is it our supervisor? No. account segments are case sensitive. 2. 3. How to login to Oracle e-Business Suite? Page 264 of 271 . 4. 5. Is the application fields/ values case sensitive? Login is not case sensitive. Where can we print the reports? The printers configured in Oracle can be selected to print. password and responsibility based restrictions. What is Oracle Accounts Payables (AP)? This is an Oracle product for expenditure management application that streamlines the procure-to-pay process while providing strong financial controls and strategic financial information. It will be created by the Oracle system administrator upon confirmation by the supervisor. required printers can be added for access purposes by the system administrator.Oracle Accounts Payable Appendix B – Accounts Payables Q&A Frequently Asked Questions and Answers 1.

Talk to your system administrator for help. Why. 10. I am getting page not displayed error. 9. Oracle JInitiator is Oracle's licensed version of Sun's JVM. 8.Oracle Accounts Payable Open Internet Explorer > Type URL > Type Username/ Password > Select Login 7. The permissions are categorized based on your job-responsibility. The system is displaying a blank page/ page not found? Your computer might not have JInitiator. 11. Does Oracle support Federal Grants? Page 265 of 271 . Oracle Forms are Java-based and require a Java Virtual Machine (JVM) to run. What is JInitiator? The E-Business Suite Release 11i has two interfaces: a web-based model for modules like Self Service HR (SSHR). and an Oracle Formsbased model for our professional services modules like Financials. iProcurement. which is a pre-requisite to run Oracle e-Business Suite. and the EBusiness Suite Forms-based modules are certified to run with Oracle's JInitiator. I am not able to see some of the features my colleague can view? Oracle E-Business Suite is tailored for every individual’s use. what should I do? Please check if you have access to Oracle e-Business Suite. Make sure your computer is connected to your organization’s network.

What is Chart of Accounts? A Chart of Accounts (COA) defines what segments each account for the organization consists of. 16. Oracle does support federal grants using Oracle Projects & Grants 12. What is a Value Set? Value Sets act as validations for the values entered by users. The COA consists of things like defining the accounting structure (the accounting structure is a framework or model that you will use to maintain your accounts). it will get highlighted to confirm selection 13. What does List of Values (LOV) mean? LOV is a field that populates data that requires to be selected by the user. When the users enter the values in any of the fields (on any form). 15. User cannot enter data using this field. if there is a value set attached to this field.Oracle Accounts Payable Yes. What is the difference between field and a flex field? Page 266 of 271 . how to select one? Move cursor to the cell you wish to view. select the specific row. Account code combinations etc 14. I have multiple rows returned for my query (search). the values entered by user are validated against the value set.

Who is a supplier? Page 267 of 271 . 18. view. 21. 17. Each segment has an assigned name and a set of valid values. What is a Key Flex Field? It defines the account structure. what kind of information should be entered in the field. What is descriptive Flex Field? Field that is used to define additional information not provided by Oracle 19. Oracle Applications uses flexfields to capture information about your organization.Oracle Accounts Payable A field is a position on a form that one uses to enter. how can I query? One can query Oracle e-Business suite “query fields” using wild card character and a partial value. This retrieves the entire list requested. A field prompt describes each field by telling what kind of information appears in the field. A flexfield is an Oracle Applications field made up of segments. update. If I am not sure of the entire field value. or delete information. or alternatively. There are two types of flexfields: key flexfields and descriptive flexfields. What is a “wild card” character? A wild card “%” is a character that is used to retrieve information pertaining to a field in Oracle 20.

you can create more than one number of sites with different addresses and contacts. and supplier site contact information? Suppliers Report explains would you use to review suppliers. What is a supplier site? Supplier sites are different offices/locations of the supplier. for every supplier. For example. supplier sites. Can we have more than one pay site for a supplier? Yes. 26. supplier sites. Which report would you use to review suppliers. 22. 23. 24. Can you create more than one contact address and contacts for the same supplier? Yes. for a single supplier you can buy from several different sites and send payments optionally to only one site. What are the functions that I can perform for a supplier site? You can enter invoices and you can create purchase orders for the site 25. the same supplier can have one or more pay site among the supplier sites.Oracle Accounts Payable The supplier supplies you with material /services for which you have to pay him. and supplier site contact information Page 268 of 271 . each catering to different business activity.

What are the invoice types in oracle payables? a) Prepayment: A type of invoice you enter to pay an advance payment for expenses to a supplier or employee. and modify invoice distributions 29. Can oracle payables automatically create invoices to pay interest for overdue invoices? Page 269 of 271 . d) Mixed: Any invoice for which you can person both positive and negative matching to purchase orders and to other invoices 30. b) Quickmatch: An invoice you enter for matching to a purchase order c) Withholding tax: An invoice you enter to remit taxes withheld to appropriate tax authority. approve an invoice. 28.Oracle Accounts Payable 27. modify an invoice. Can we adjust or review invoices in oracle payables? Oracle Payables includes a fully integrated workbench called invoice workbench in which we can adjust or review invoices in oracle payables. What tasks can be performed in invoice workbench? Enter an invoice.

Online by using actions window of the invoice workbench b. by enabling automatic interest calculation for a supplier. 34. Select the create accounting 33. 32. How can we create an accounting entry for an invoice from related actions window? a. b. 31.Oracle Accounts Payable Yes. Online by using approve button in the invoice batches window c. You can also prevent payment of supplier invoices by placing a hold on the supplier or the supplier site instead of each individual invoice. What are the types of holds in Oracle Payables? Page 270 of 271 . Select the invoice b. Click the actions button c. you can prevent payment and optionally prevent accounting by manually applying one or more holds to it. Yes. Can we apply hold on any of the invoices? a. Batch by submitting the payables approval program from the submit request window. How do you submit approval for the invoices? It is done in one of the three ways a.

What do we do to reverse the hold process? If we have an invoice that the system has put on hold because of an account hold reason. How to enter standard invoice header information? a. and unapproved or an approved invoice that does not have any effective payments or accounting holds. Enter the invoice date e. Enter the supplier or supplier number c. 36. One can cancel unpaid invoices. In the invoice window. Does Account Payables have its own set of Key flexfields? No. Page 271 of 271 .Oracle Accounts Payable a. we need to resubmit the approval after correcting the problem. Supplier hold 35. select standard as the invoice type b. Scheduled payment hold c. Enter the invoice number 38. Accounts Payable does not have its own set of Key Flexfields but it incorporates with GL set of Key Flexfields. Select the supplier site to which you will send payment of invoice d. Invoice hold b. Can we cancel the invoices? Yes. 37.

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