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AIM

BR.100 ACCOUNTS PAYABLE


APPLICATION SETUP
ORAERP.com Inc.

Author:

<Author>

Creation Date:

XX-XXX-XXXX

Last Updated:

XX-XXX-XXXX

Document Ref:

<Document Reference Number>

Version:

DRAFT 1A

Approvals:

<Approver 1>

<Approver 2>

BR.100 Accounts Payable Application Setup

Doc Ref: <Document Reference Number>


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Document Control
Change Record
5

Date

Author

Versio
n

Change Reference

25-Nov-12

<Author>

Draft
1a

No Previous Document

Reviewers

Name

Position

Distribution

Copy
No.

Name

Location

Library Master

Project Library

Project Manager

3
4

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Note To Holders:

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If you receive an electronic copy of this document and print it out, please
write your name on the equivalent of the cover page, for document control
purposes.
If you receive a hard copy of this document, please write your name on the
front cover, for document control purposes.

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Contents

Document Control.......................................................................................iii
Application Setup Control Sheet - Payables.................................................1
AP: Define Invoice Tolerances.....................................................................2
AP: Define Payment Interest Rates.............................................................3
AP: Define Expense Report Templates........................................................4
AP: Define Financial Options.......................................................................6
AP: Define Accounts Payable Options.........................................................9
AP: Define Aging Periods..........................................................................16
AP: Define Special Calendars...................................................................17
AP: Define Profile Options.........................................................................18
Open and Closed Issues for this Deliverable.............................................19
Open Issues.........................................................................................19
Closed Issues.......................................................................................19

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Application Setup Control Sheet - Payables


Environment Name:

Workflow
SubWorkflow Name

Machine:

Type (definition, execution, or


both):

Setup Task
ponsi
bility

QA Due
RespDate
onsib
ility

S
i
g
n
a
t
u
r
e
A
p
p
r
o
v
a
l

Setup Accounts Payable


AP: Define Invoice
Tolerances
AP: Define Payment
Interest Rates
AP: Define Expense
Report Template

XX_Payables_Superuser

XX-XXX-XXXX XX_Payables_Manager

XX-XXX-XXXX

XX_Payables_Superuser

XX-XXX-XXXX XX_Payables_Manager

XX-XXX-XXXX

XX_Payables_Superuser

XX-XXX-XXXX XX_Payables_Manager

XX-XXX-XXXX

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Workflow
SubWorkflow Name

Doc Ref: <Document Reference Number>

Setup Task
ponsi
bility

AP: Define Financial


Options
AP: Define Aging Periods
AP: Define Special
Calendars
AP: Define Profile
Options

XX_Payables_Superuser

XX-XXX-XXXX XX_Payables_Manager

XX-XXX-XXXX

XX_Payables_Superuser

XX-XXX-XXXX XX_Payables_Manager

XX-XXX-XXXX

XX_Payables_Superuser

XX-XXX-XXXX XX_Payables_Manager

XX-XXX-XXXX

XX_Payables_Superuser

XX-XXX-XXXX XX_Payables_Manager

XX-XXX-XXXX

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QA Due
RespDate
onsib
ility

S
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g
n
a
t
u
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e
A
p
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Doc Ref: <Document Reference Number>

AP: Define Invoice Tolerances


Payables>Setup>Invoice>Tolerances
<Customer Short Name> Process:
<Process Name>

Business Area:

Control Number:

Priority(H, M, L):

<Control Number>

Date:

<Business Area>

<Date>
Process Owner:

<Priority (H, M, L)>

<Process Owner>

Description: Use this form to define the matching and tax tolerances you want to allow for variances between invoice, purchase order,
receipt, and tax
information.

<PO Matching>
Name
Description
Type

Tolerence-Received Goods
Tolerance for Received Goods
Goods

Use this region to enter percentage-based tolerances for your matching approvals.
Name

Tolerances

Ordered (%)
Maximum Ordered (%)
Received (%)

Hold Name

(Balnk)

Qty Ord

No

(Balnk)

Max Qty Ord

No

2%

Qty Rec

Yes

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Enabled

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Maximum Received (%)


Price (%)
Exchange Rate Amount
Shipment Amount
Total Amount

Doc Ref: <Document Reference Number>

(Balnk)

Max Qty Rec

No

2%

Price

Yes

(Balnk)

Max Rate Amount

No

(Balnk)

Max Ship Amount

No

(Balnk)

Max Total Amount

No

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1430174

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AP: Define Payment Interest Rates


Payables>Setup>Payment>Interest Rates
<Customer Short Name> Process:
<Process Name>

Business Area:

Control Number:

Priority(H, M, L):

<Control Number>

<Business Area>
<Priority (H, M, L)>

Date:

<Date>
Process Owner:

<Process Owner>

Description: Use this form to define the interest rates Oracle Payables uses to calculate and pay interest on overdue invoices.

<Payment Interest Rates>


% (Rate)

Effective Dates:
From

Effective Dates:
To

1%

XX-XXX-XXXX

XX-XXX-XXXX

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% (Rate)

Doc Ref: <Document Reference Number>

Effective Dates:
From

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Effective Dates:
To

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AP: Define Expense Report Templates


Payables>Setup>Invoice>Expense Report Templates
<Customer Short Name> Process:
<Process Name>

Business Area:

Control Number:

Priority(H, M, L):

Date:

<Business Area>

<Control Number>

<Date>
Process Owner:

<Priority (H, M, L)>

<Process Owner>

Description: Use this form to define an expense report template for entering Expense Reports.

<Expense Report Templates>


Operating Unit
Template Name
Description

XXXX
Consultants Expenditure
Expense Incurred for Consultants

Inactive Date
Enable for Internet
Expenses

Expense Item

Expense
Category

Tax Code

GL Account

Project Expenditure
Type

Hotel Stay

Accomodations

XXXX

XXXXXX

Consultancy Cost

Policy
Schedule

Data
Capture
Rule

End Date

(Blank)

(Blank)

(Blank)

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Operating Unit
Template Name

Doc Ref: <Document Reference Number>

XXXX
Consultants Expenditure

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Continued..

<Expense Report Templates>


GL Account
Description

Consultancy Charges

Prompt

Justification Require
Required
Receipt For

Consultancy Charges

Always

Required

Cash Require
Receipt Above

Number of Duplicated
Allowed

Viewable
from All
Templates

Calculate
Amount

Apply
Receipt
Rules to
Negative
Expense
Line

Credir Card
Require
receipt
Above

No

Yes

Yes

No

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AP: Define Financial Options


Payables>Setup>Options>Financials
<Customer Short Name> Process:
<Process Name>

Business Area:

Control Number:

Priority(H, M, L):

<Control Number>

<Business Area>
<Priority (H, M, L)>

Date:

<Date>
Process Owner:

<Process Owner>

Description: Use this form to define the options and defaults you use throughout Oracle Applications . You can define defaults in this form
to simplify vendor entry, invoice entry, and automatic payments.

<Financial Options>
Use this region to select your defaults for Oracle Financials.

Accounting
1

Future Period
GL Accounts: Liability
GL Accounts: Prepayment
GL Accounts: Bills Payable
GL Accounts: Discount
Taken
GL Accounts: PO Rate

XX,XXX,XXX.XXXX
XX,XXX,XXX.XXXX
(Blank)
XX,XXX,XXX.XXXX

XX,XXX,XXX.XXXX

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Variance Gain
GL Accounts: PO Rate
Variance Loss
GL Accounts: Expenses
Clearing

XX,XXX,XXX.XXXX

(Blank)

(Blank)

GL Accounts:
Miscellaneous
GL Accounts: Retainage

(Blank)

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Supplier - Purchasing
Use this region to enter defaults that Oracle Purchasing assigns to the purchasing documents you enter.
Unchecked

RFQ Only Site


(Checkmark)

XXX Site

Ship To Location

XXX Site

Bill To Location
Inventory Organization

XXX Org
(Blank)

Ship Via

(Blank)

FOB

(Blank)

Freight Terms

Encumbrance
Check

Use Requisition
Encumbrance
Reserve at Completion
Use PO Encumbrance

Check
Check

Tax
Use this region to enter Value-Added-Tax (VAT) information for Oracle Applications. If your organization is not subject to registration to pay
value-added-taxes, you do not need to enter information in this region.
VAT
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(Blank)

Member State

(Blank)

VAT Registration
Number

Human Resources
Use this region to enter the options and defaults, such as numbering method, for entering employee information in Oracle Payables.
XXX Company

Business Group

Office

Expense Check Address


(Picklist)

Yes

Use Approval Hierarchies

Employee Number
Automatic
M
et
ho
d
Next Automatic Number

((Blank)

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AP: Define Accounts Payable Options


Payables>Setup>Options>Payables
<Customer Short Name> Process:
<Process Name>

Business Area:

Control Number:

Priority(H, M, L):

<Control Number>

Date:

<Business Area>

<Date>
Process Owner:

<Priority (H, M, L)>

<Process Owner>

Description: Use this form to set control options and defaults used throughout Oracle Payables.

<Payables Options>

Accounting
Use this region to define the default audit information options for your invoice and payment transactions.
Payment Accounting
When Payment is Issued
When Payment Clears
When Payment is Issued
When Payment Clears
From payment Discount

Check
Check
Check
Check
Select (Radio Button)

From Supplier Site

Automatic Offset Method


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Select (Radio Button)

None
Balancing
Account

Discount Method
Select (Radio Button)

System Account
Prorate Expense
Prorate Tax

Interest
Select (Radio Button)

System Account
Prorate Across Invoices

Prepayment Account
Select (Radio Button)

From Supplier Site


From Purchase Order

Currency
Use this region to enable multiple currencies in Oracle Payables and define Currency defaults for your foreign currency invoices and payments.
Use Multiple Currencies
Require Exchange Rate Entry
Calculate User Exchange
Rate

Check
Uncheck
Check

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Use Invoice Exchange Rate


on Prepaid Expense for Tax
Exchange Rate Type

Doc Ref: <Document Reference Number>

Uncheck

Standard

GL Accounts
XX,XXX,XXX.XXXX

Realized Gain

XX,XXX,XXX.XXXX

Realized Loss

XX,XXX,XXX.XXXX

Rounding

Invoice
Main
Confirm Date as Invoice
Number Use Batch Controls
Allow Online Validation
Allow Document Category
Override
Allow Adjustments to Paid
Invoices
Recalculate Scheduled
payments
Allow Remit-To Account
Override

Check

Check
Uncheck

Check

Uncheck

Check

Receipt Acceptance Days

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GL Date Basis
System Date (Radio Button)

GL Date Basis

Freight
(Blank)

Freight Account

Prepayment
S(Blank)

Payment Terms

(Blank)

Settlement Days
Tax Difference Account

(Blank)

Approval
Use Invoice Approval
Workflow
Allow Force Approval

Check

Check

Approval Processing Sequence


Require Validation Before
ApprovalGL Date Basis
Require Accounting Before
ApprovalGL Date Basis

Check

Uncheck

Matching

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Allow Final Matching


Allow Distribution Level
Matching
Allow Matching Account
Override
Transfer PO Descriptive
Flexfield Information

Doc Ref: <Document Reference Number>

Uncheck
Check

Uncheck

Check

Tolerances
0% Tolerance for goods

Goods Tolerances
Services Tolerances

0% Tolerance for services

Interest
Allow Interest Invoices

Uncheck

Minimum Interest Amount*

Interest Invoice Accounts *


Expense
Liability

* Note: No editing allowed unless Allowed Interest Invoices box is checked.

Expense Report
Use this region to enable and enter defaults for Expense Reports you create in Oracle Payables.

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(Blank)

Default Template

(Blank)

Apply Advances

Automatically Create Employe as Supplier


(Blank)

Payment Terms

(Blank)

Pay Group

(Blank)

Payment Priority
Hold Unmatched Expense
Reports

(Blank)

Payment
Use this region to enter defaults, such as bank account and payment cycle, for the Payments you create in Oracle Payables.
Discount
Exclude Tax from Discount
Calculation

Uncheck

Single Payment
Uncheck

Allow Pre-Date
Allow Void and Reissue
Allow Address Change

Check
Check

Bank Charges
Enable Bank Charges
Deduction from Payment
(Checkmark)

Uncheck

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Deduct Bank Charge from


Payment

Allow Remit-To Supplier


Override
Allow Document Category
Override

Doc Ref: <Document Reference Number>

Uncheck

Uncheck

Uncheck

Withholding Tax (Only be applicable if Taxation is required)


Use Withholding Tax
Allow manual Withholding
Tax Group

Withholding Amount Basis


Include Discount Amount
Include Tax Amount

Apply Withholding Tax


Select (Radio Button)

Never
At Invoice validation Time

Uncheck
Uncheck

At Payment Time
At Invoice Validation amd
payment Time

Uncheck

Create Withholding Invoice


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Select (Radio Button)

Never
At Invoice Validation Time

Uncheck
Uncheck

At Payment Time
At Withholding Application

Uncheck

Withholding Date Basis


Select

Invoice Date

Uncheck

GL Date

Include Income Tax Type on


Withholding Distributions

Uncheck

Supplier
Use this region to enter or review defaults for your vendors.
(Blank)

Invoice Currency

(Blank)

PayGroup

(Blank)

Terms Date Basis

(Blank)

Pay Date Basis

(Blank)

Payment Terms

Reports
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Report Sorting
Sort by Alternate Field

(Blank)

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AP: Define Aging Periods


Payables>Setup>Calendar>Aging Periods
<Customer Short Name> Process:
<Process Name>

Business Area:

Control Number:

Priority(H, M, L):

Date:

<Business Area>

<Control Number>

<Date>
Process Owner:

<Priority (H, M, L)>

<Process Owner>

Description: Use this form to define the aging periods you want to use for your Invoice Aging Report.

<Aging Periods>
Use this region to define the characteristics of your Aging Periods.
Name
Description
Active

Monthly Aging
Monthly Aging
Check

Column Order

Days:
From

Days:
To

Column Headings:
First

30

1st Bucket

31

60

2nd Bucket

61

90

3rd Bucket

91

120

4th Bucket

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Column Heading:
Second

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AP: Define Special Calendars


Payables>Setup>Calendar>Special Calendar
<Customer Short Name> Process:
<Process Name>

Business Area:

Date:

Control Number:

Priority(H, M, L):

<Business Area>

<Control Number>

<Date>
Process Owner:

<Priority (H, M, L)>

<Process Owner>

Description: Use this form to describe periods which Oracle Payables uses for special functions, such as Key Indicator reporting or recurring
payment period definitions.

<Special Calendar>
Calendar Name
Periods Per Year

Special Calendar
12

Description
Type of Calendar

Recurring Invoices (Select)

Period

Year

Sequence

Start Date

End Date

System Name

Dec

XXXX

12

01-DEC-XXXX

31-DEC-XXXX

Dec-XX

Nov

XXXX

11

01-NOV-XXXX

30-NOV-XXXX

Nov-XX

Oct

XXXX

10

01-OCT-XXXX

31-OCT-XXXX

Oct-XX

Sep

XXXX

01-SEP-XXXX

30-SEP-XXXX

Sep-XX

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Report Run

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AP: Define Profile Options


Payables>Other>Profile
<Customer Short Name> Process:
<Process Name>

Business Area:

Control Number:

Priority(H, M, L):

<Business Area>

<Control Number>

<Priority (H, M, L)>

Date:

<Date>
Process Owner:

<Process Owner>

Description: Use this form to define your Profile options.

<Profile>
Profile Name

Default
Value

User Value

Budgetary Control Group

Standard

Blank

MO: Operating Unit

XXX-OU

Blank

MO: Security Profile

XX Company

Blank

MO: Default Operating Unit

XXX-OU

Blank

AP: Notification Recipient Email

Blank

Blank

AP: Use Invoice Batch


Controls

No

Blank

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Open and Closed Issues for this Deliverable


OpenIssues
ID

Issue

Resolution

Responsibility

Target Date

Impact
Date

Resolution

Responsibility

Target Date

Impact
Date

ClosedIssues
ID

Issue

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