Oracle Payables User Manual

USER MANUAL ACCOUNTS PAYABLE
Author: P.R.Suresh

Oracle Payables User Manual

Contents

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Contents
Oracle Payables: Overview .......................................................................................................................... iv
Typographic Conventions ................................................................................................................................... iv CHAPTER A PROCESS FLOWS ............................................................................................................................. 1 CHAPTER 1 SUPPLIERS ...................................................................................................................................... 2 1.2 ENTERING SUPPLIERS .................................................................................................................................... 3 1.2.1 How to Enter Supplier information ........................................................................................................ 3 1.2.2 How to Enter Payment Details ............................................................................................................... 6 1.2.3 How to Enter Withholding Tax Details ................................................................................................... 7 1.2.5 How to Enter Supplier Site information.................................................................................................. 8 1.2.6 How to Enter Employees as Suppliers .................................................................................................... 9 1.2.7 How to Change Supplier Information..................................................................................................... 9 1.2.8 How to Add or change Supplier Sites ................................................................................................... 10 CHAPTER 2 INVOICES ...................................................................................................................................... 11 2.1 ENTERING INVOICES .................................................................................................................................... 12 2.2 STANDARD INVOICE..................................................................................................................................... 13 2.2.1 How to Enter Invoice Header information............................................................................................ 13 2.2.2 How to Enter Invoice Distributions and Additional information ........................................................... 16 2.2.4 How to Enter Invoice Header information ± Foreign Currency Invoices ............................................... 18 2.2.5 How to Validate an Invoice: ................................................................................................................ 21 2.2.6 How to Create Accounting for an Invoice: ........................................................................................... 21 2.3 PREPAYMENT INVOICE ................................................................................................................................. 22 2.3.1 How to Enter a Prepayment Invoice ..................................................................................................... 22 2.3.2 How to Apply a Prepayment to an Invoice ............................................................................................ 23 2.3.3 How to Unapply Prepayments from Invoices ........................................................................................ 24 2.4 FINDING INVOICES ....................................................................................................................................... 25 2.4.1 How to find invoices using the Find Invoices Window .......................................................................... 25 2.5 RELEASING HOLDS ...................................................................................................................................... 26 2.5.1 How to Release Holds.......................................................................................................................... 26 2.6 MATCHING INVOICES TO PURCHASE ORDERS / GRNS ................................................................................... 28 2.7.1 How to Match an Invoice to a Purchase Order / GRN .......................................................................... 28 2.7 CANCELING INVOICES .................................................................................................................................. 34 2.7.1 How to Cancel an Invoice .................................................................................................................... 34 CHAPTER 3 INVOICE PAYMENTS ...................................................................................................................... 35 3.1 PAY AN INVOICE IN FULL ............................................................................................................................. 36 3.1.1 How to Initiate a Payment to pay an invoice in full............................................................................... 36 3.1.2 How to Initiate a Payment to pay an invoice in full (in Foreign Currency) ............................................ 38 3.2 MANUAL PAYMENTS ................................................................................................................................... 39 3.2.1 How to Initiate a Manual Payment....................................................................................................... 39 3.2.2 How to Select Invoices to Pay .............................................................................................................. 41 CHAPTER 4 PAYABLES INQUIRIES ...................................................................................................................... 43 4.1 SUPPLIER INQUIRY ....................................................................................................................................... 44 4.2 INVOICE INQUIRY ........................................................................................................................................ 47 4.3 CALCULATE BALANCE OWED ...................................................................................................................... 50 4.4 PAYMENTS INQUIRY .................................................................................................................................... 53 CHAPTER 5 MAINTAINING ORACLE PAYABLES - ACCESSED FROM THE SUPER USER MENU ................................. 56 5.1 PAYABLES TRANSFER TO GENERAL LEDGER PROGRAM................................................................................. 57 5.1.1 Parameters.......................................................................................................................................... 57 5.1.2 How to run the Payables Transfer to General Ledger Program. ........................................................... 57 5.2 MANAGE ACCOUNTS PAYABLE ACCOUNTING PERIODS ................................................................................. 62 5.2.1 Control Payables Periods .................................................................................................................... 62

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5.3 DEFINE BANKS ............................................................................................................................................ 65 5.3.1 Define Banks ....................................................................................................................................... 65 5.4 DEFINE TAX ................................................................................................................................................ 71 5.4.1 Define Withholding Taxes .................................................................................................................... 71 CHAPTER 6 REPORTS ........................................................................................................................................ 74 6.1 Useful Reports......................................................................................................................................... 74 6.2 How to Submit a Report........................................................................................................................... 80 6.3 How to View a Report.............................................................................................................................. 80 6.4 How to Print a Report ............................................................................................................................. 81

Oracle Payables User Manual

Overview

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Oracle Payables: Overview
Oracle Payables contains four major processes: y Set up Suppliers: Before entering invoices for a new supplier (vendor), you need to setup the supplier in Oracle Payables Enter and Approve invoices: You can enter and approve invoices individually. Pay invoices: You can also pay approved invoices individually or in batches by check or electronically. Post transactions to the general ledger: You can transfer the invoices and payment accounting distributions and audit information to the general ledger interface. You can then use your general ledger system to import this information and create entries.

y y y

Typographic Conventions
Typographic Conventions within Text Conventions Bold Bold italic Italic Underline italic Lead Caps Object or Term Menu options Keyboard Buttons keys and Example Select Save to save your work window Press Ctrl+L to get a list of values Select Manual as the Type of Payment In the Invoice Date field, enter the invoice date

List options (List of Values) Window Fields

Mouse operations (unless the term Click OK is a proper noun)

if any. D. Payments to Suppliers ± Local Currency Payments Enter Supplier Invoices ± Invoice Type µStandard¶ y Origination Enter Additional Information relating to the invoice. y . Create Accounting For all Invoices Build Payment Batches Format Payment Batches Confirm Payment Batches B. A. y Verification Approve Supplier Invoices Initiate Payment Payments to Suppliers ± Foreign Currency Payments y Origination Enter Supplier Invoices ± Invoice Type µStandard¶ y Verification Approve Supplier Invoices Initiate Payment Payments to Staff ± Imprest y Origination Enter Prepayment Invoices ± Invoice Type µPrepayment¶ y Verification Approve Prepayment Invoices Initiate Payment Retiring Imprest y Origination y Verification y Authorization Verification      Validate all the Invoices ± Run the Invoice Validation process. C. Enter Invoices relating to Imprest given ± Invoice Type µStandard¶ Approve Invoice Apply Prepayment to Invoice Initiate payment for the excess .Oracle Payables 1 Chapter A Process Flows In this Section we will look at the process flows associated with each of the processes described below.

Suggestion: . For example. Enter supplier information Enter supplier site information Enter employees as suppliers Change supplier information Add or change supplier sites You may want to use a naming convention that minimizes risk of separate entries of the same supplier under different names.1 Introduction Suppliers Set up suppliers in the Suppliers window to record information about individuals and companies from whom you purchase goods and services. Both would be accepted by the system as different suppliers and the transactions for each would be separate.Oracle Payables 2 Chapter 1 1. This exercise includes the following. and Oracle Corporation. if you consistently spell the full name of a supplier. you would not enter both Oracle Corp.

Press the Enter key ( or Click on Open or Double click on the left mouse) 3.2 Entering Suppliers 1. Go to Entry .Oracle Payables 3 1.2.1 How to Enter Supplier information (N) Supplier > Entry 1. Go to Supplier 2.

Oracle Payables 4 .

Enter an Inactive date in the Inactive After field 7. If you want to prevent invoice or purchase order entry for this supplier after a certain date. you must select Employee in this field 10. Press the Enter key ( or Click on Open or Double click on the left mouse) 5. If you are entering an employee as a supplier. Click on Classification . Enter a unique supplier name 6. Click in the field with the caption ± Type 8. then Click on List of Values) 9.Oracle Payables 5 4. then Click OK. Select the type you want to assign to the Supplier. Press Ctrl+L to get a list of values ( or Click on Edit in the Menu Bar.

then Click on List of Values) Select a payment term for the supplier from the list. 16. then Click OK Click in the field with the caption ± Payment Priority In the Payment Priority field. 13.2 How to Enter Payment Details 1. 19. between 1 (high) and 99 (low). Click in the field with the caption ± Terms Press Ctrl+L to get a list of values ( or Click on Edit in the Menu Bar. 15. then Click OK Click in the field with the caption ± Invoice Currency Press Ctrl+L to get a list of values ( or Click on Edit in the Menu Bar. 9. This determines the pay date for the supplier¶s invoices Click in the field with the caption ± Payment Method Select the method you use most frequently to pay the supplier¶s invoices Click on Payment. 7. . 10. 17. 12.2. 8. 14. then Click OK Click in the field with the caption ± PayGroup Press Ctrl+L to get a list of values ( or Click on Edit in the Menu Bar. then Click on List of Values) Select a PayGroup to assign to the supplier from the list. that represents the priority of the payment Click in the field with the caption ± Terms Date Basis Select the date from which Oracle Payables calculates a scheduled payment for a Supplier Click in the field with the caption ± Pay Date Basis Select Due or Discount as the pay date basis for the supplier.Oracle Payables 6 1. 18. 11. Go down and Select Payment from the drop-down list 2. 6. 4. 3. enter a number. 5. then Click on List of Values) Select the default invoice currency for all supplier invoices from the list.

at the supplier site definition µWithholding Tax¶ Tab select the withholding tax from the drop down list.Oracle Payables 7 1. Check Allow Withholding if you want to enable withholding for a supplier or supplier site. . Select Withholding Tax from the pull down menu (Do this only for suppliers who pay Withholding Tax) 2.3 How to Enter Withholding Tax Details 1.2.

2. 16. 8. 6. Click New to Enter another Supplier Follow the same Procedure to enter a new supplier . 7. 3. 17. 4. Click on Site Uses and Telephone Select Contacts from next block of screen Enter the Last and First names and the other details of the contact persons at this site Click on Action in the Menu Bar.City and enter the name of the city where this site is located Follow the same procedure above for State.Address Enter the full address of the site named above Click in the field with the caption. move down the drop down menu and Click Save to save your work Click on Actions in the Menu Bar and Click Close Window to close the Supplier Sites Window Click on Actions in the Menu Bar and Click Close Window to close the Suppliers Window In the Supplier Summary Window . County. 13. Province. 11. 15.Oracle Payables 8 1. 10.5 How to Enter Supplier Site information (N) Supplier > Entry > Site (From above) 1. 12. Select Sites by click on button 2. 5. then Click OK Click in the field with the caption. Language and Telephone and Fax contacts. Enter a unique Supplier site name Click in the field with the caption ± Country Press Ctrl+L to get a list of values ( or Click on Edit in the Menu Bar. Postal Code. 14. then Click on List of Values) Move down the list and Click on the Country of your choice. 9.

Click on Query in the Menu Bar 6 7. move down the drop down menu and Click on Save to save your work 15. Click in the field of Supplier Name Enter the first few letters of the supplier you want to change. move down the drop down menu and Click on Close Window to close the Suppliers Window . 9. Click on Query in the Menu Bar .6 How to Enter Employees as Suppliers (N) Supplier > Entry To enter employees as suppliers. Click Open Change or Add any information in the corresponding fields following the procedure above for entering Supplier information 14. but in this case. Click on Enter in the drop down menu (or Press F11). 13. After doing this. 12.7 How to Change Supplier Information (N) Supplier > Entry 1 2 3 4 5 Go to Supplier Press the Enter key ( or Click on Open or Double click on the left mouse) Go to Entry Press the Enter key ( or Click on Open or Double click on the left mouse) In the Suppliers Summary or the Suppliers detail window. then Click Run (or Press Ctrl+F11) The Supplier name and corresponding information will appear as a record. the Supplier is the Employee and the Site is the Branch/Division/Department in which that Employee works.Oracle Payables 9 1.2. follow the procedure above for Entering Supplier and Supplier Site information. Click on Action in the Menu Bar.2. 11. 1. 8. Enter information in one or more other fields. Click on Action in the Menu Bar. 10.

then Click on Classification and go to Sites . Click on Action in the Menu Bar. Click on Action in the Menu Bar.After doing this. move down the drop down menu and Click on Save to save your work .Oracle Payables 10 1.Click on Open.8 How to Add or change Supplier Sites (N) Supplier > Entry > Sites To Add supplier sites.Click on Action in the Menu Bar.Click on Action in the Menu Bar. move down the drop down menu and Click on Close Window to close the Supplier Sites Window To change supplier site. move down the drop down menu and Click on Close Window to close the Supplier Sites Window . move down the drop down menu and Click on Save to save your work .Use Down Arrow Key to add a new supplier site. follow the procedure above changing supplier information. then follow the procedure above for entering supplier site information to make any changes to the site . .After doing this.2. then follow the procedure above for entering supplier site information .

Oracle Payables 11 Chapter 2 Invoices .

1 Entering Invoices This includes the following. Standard Invoice Match Invoice to Purchase Order Credit/Debit Memos Prepayment Invoice Finding Invoices Releasing Holds Recurring Invoices .Oracle Payables 12 2.

3.Oracle Payables 13 2. 5. 4. Press the Enter key ( or Click on Open or Double click on the left mouse) Go to Entry Press the Enter key ( or Click on Open or Double click on the left mouse) Go to Invoices . Go to Invoices 2.2.1 How to Enter Invoice Header information (N) Invoices > Entry > Invoices 1.2 Standard Invoice 2.

select the Supplier from the drop-down list. 9. In the field of Supplier. In the Suppliers list window. . enter the Invoice Date. Press Ctrl+L to get a list of invoice types (or Click on Edit in the Menu Bar. Press the Enter key ( or Click on Open or Double click on the left mouse) 7. In the Invoices window select Standard from the drop-down list. then Click on List of Values) 10. You can do this by entering the first few letters of the Supplier name followed by the % mark [Press Shift+5/%].Oracle Payables 14 6. then Click Find 11. In the Invoice Date field. Press Ctrl+L to get a list of suppliers (or Click on Edit in the Menu Bar. In the invoice Type field. then Click on List of Values) 8.

13. The screen looks as follows . Go to the Distribution Set field [Use the Bar to move right by holding it down with the mouse]. Enter the total invoice amount in the Invoice Amount field. Enter the details of Bank Accounts . Incase of Invoices with Predefined Distribution Sets. Click on the Scheduled Payments Tab. Oracle Payables will not accept duplicate invoice numbers for the same supplier. Press Ctrl+L to get a list of Distribution Sets (or Click on Edit in the Menu Bar.Oracle Payables 15 12. 14. then Click on List of values). enter the Invoice Number from the supplier¶s invoice. select the Distribution Set and Press OK 15. In the Invoice Number field.

Press Ctrl+L to get a list of Bank Accounts Associated with the Supplier and the invoice currency. 2. 17. Click on Distributions 2. Enter Number of Distribution [ incase of invoices with predefined Distribution Sets. The Bank Account Number is automatically populated when you select the Bank Account Number.Oracle Payables 16 16. In the Distributions window.2. In the Invoice window. you should only change the Distribution Amounts in the Amounts field] . Enter details of the Bank Account Name. select the required Bank Account from the List.2 How to Enter Invoice Distributions and Additional information (N) Invoices > Entry> Invoices (B) Distributions 1. if necessary.

then Click on List of values) 4.Oracle Payables 17 3. Afterwards Click OK 10. Enter the Tax Name if Type is Tax ± Press Ctrl+L 7. And so forth . Select Item from the drop-down list 5. Press Ctrl+L to get a list of Distribution types (or Click on Edit in the Menu Bar. Select the Account to be Debited [If you enter an asset type Account. Enter the Distribution Amount in the Amount field 6. Press Ctrl+L to get a list of Accounts (or Click on Edit in the Menu Bar. Click in the Distribution Type field. Payables automatically enables the Track as Asset check box and you cannot change it] and Click OK 9. then Click on List of values) and do as above (10) 8. In the ACCOUNT field.

3. 5. Press the Enter key ( or Click on Open or Double click on the left mouse) Go to Entry Press the Enter key ( or Click on Open or Double click on the left mouse) Go to Invoices .Oracle Payables 18 2. 4.4 How to Enter Invoice Header information ± Foreign Currency Invoices (N) Invoices > Entry > Invoices 1. Go to Invoices 2.2.

enter the Invoice Date. 9. then Click on List of Values) 8. In the Invoices window select Standard from the drop-down list. then Click Find 11. Press Ctrl+L to get a list of invoice types (or Click on Edit in the Menu Bar. In the Suppliers list window. Press Ctrl+L to get a list of suppliers (or Click on Edit in the Menu Bar. then Click on List of Values) 10. In the invoice Type field. Press the Enter key ( or Click on Open or Double click on the left mouse) 7. . select the Supplier from the drop-down list. In the Invoice Date field. In the field of Supplier. You can do this by entering the first few letters of the Supplier name followed by the % mark [Press Shift+5/%].Oracle Payables 19 6.

Oracle Payables 20 12. In the Invoice Number field. You need to enter the rate only if you had selected µUser¶ in the Exchange rate type filed. the screen looks as follows Select the rate type from the drop down list by clicking on the button to the right of the field. If you selected µUser¶ the exchange rate has to be entered by you. in the Invoice Distributions sections. Move the slider bar to move to Rate Type field. Select the Currency associated with the Invoice. 13. If the rate is predefined use µCorporate¶ else use µUser¶. The steps involved in entering invoice distribution is same as discussed earlier. enter the Invoice Number from the supplier¶s invoice. Oracle Payables will not accept duplicate invoice numbers for the same supplier. In the Invoice Currency field. 15. Enter the Exchange Rate for the specified date. . Press Ctrl+L or click on the button to the right of the field to get a list of Currency Codes defined earlier. 14.

.. Check Validate and Click OK to validate the invoice 2.Oracle Payables 21 2.5 How to Validate an Invoice: 1.1 2.2.2.6 How to Create Accounting for an Invoice: 3 4 In the Invoices window.. Click on Actions.1 Check Create Accounting and Click OK to validate the invoice . In the Invoices window.. Click on Actions.

3. Follow the other steps in How to Enter Invoice Header information 3. Select Prepayment from the list.Oracle Payables 22 2.3 Prepayment Invoice 2. Then follow the steps in How to Enter Invoice Distributions and Additional information to enter Invoice distributions and any additional information. 4.1 How to Enter a Prepayment Invoice 1. 2. In the Invoices window. . Approve the invoice and save your work. Press Ctrl+L to get a list of invoice Types. (or Click on Edit in the Menu Bar. then Click on List of values).

2. See: Entering Invoices. Only Prepayment Invoices with a Status of Available can be applied to Approved Invoices.2 How to Apply a Prepayment to an Invoice Note: It is very important to remember that before a prepayment can be applied to an invoice. When the prepayment invoice is approved the Status changes from Never Approved to Unpaid. Click OK. Click Actions«1. the amount of the prepayment invoice should be paid in full. and Select Apply/Unapply Prepayments 3. Save you work. and with an amount remaining for payment. See: How to Enter Invoices . When the payment is made on that Prepayment Invoice it changes to Available. the Prepayment will be applied to the invoice. 1. enter the invoice to which you want to apply the prepayment. without active holds. Invoices to which you want to apply the prepayment should be approved. 4.3.Oracle Payables 23 2. In the Invoices window. 1.

. Click on the checkbox beside the line containing the Prepayment Invoice. Click the Apply/Unapply to unapply the prepayment amount to the invoice.3. See: Finding Invoices. The total value un retired on the selected invoice is displayed. Save your work. In the Invoices window. A reversal distribution and a new scheduled payment for the prepayment in the amount that you unapply will be created. Click Actions«1.3 How to Unapply Prepayments from Invoices If you mistakenly apply a prepayment to an invoice. 1.Oracle Payables 24 2. 4. Find the invoice from which you want to unapply a prepayment. 2. 5. you can unapply it. 3.

then move down the drop-down menu and Click Find. See: How to Enter Invoice Header information 2.4. To be more precise.4 Finding Invoices 2. The following window opens: 3. then Click on List of values). .1 How to find invoices using the Find Invoices Window (N) Invoices > Inquiry > Invoices (M)Query > Find 1. Click in the Name field. Click on Query in the Menu Bar. Open the Invoices window.Oracle Payables 25 2. select the supplier and Click Find 4. The Invoices window displays all invoices that fit your criteria 5. Press Ctrl+L to get a list of Suppliers (or Click on Edit in the Menu Bar. you can use multiple search criteria by entering information in one or more fields in the Find Invoices Window.

You can view the holds on an invoice in either the Invoice Overview window or the Invoice Holds window.1. 3.5. . 2.5 Releasing Holds 2.1 How to Release Holds Release holds from invoices to allow payment and posting of the invoices. Click Release. These reports aid you in releasing holds from invoices. You can see the number of invoice holds on an invoice in the Holds display only region of the Invoices window. 1. See: Finding Invoices. Identify invoices on hold with the Invoices on Hold report and the Matching Hold Detail report.. Click Holds button to get to the Invoice Holds window.Oracle Payables 26 2. In the Invoices window find the invoice from which you want to release holds.

Click OK. Save your work. 4. Press Ctrl+L to get a list of Invoice Release names. .Oracle Payables 27 3. Select a Release Name. 5. (or Click on Edit in the Menu Bar. then Click on List of Values).

Oracle Payables 28 2. We shall discuss the process of matching in this section. This can be achieved by PO matching. 20. Information relating to the quantity ordered and the actual quantity received is passed from Oracle Purchasing to Oracle Payables.1 How to Match an Invoice to a Purchase Order / GRN It is important to ensure that we pay the supplier for the goods / services supplied. Go to Invoices 19. 22. 21. (N) Invoices > Entry > Invoices 18.6 Matching Invoices to Purchase Orders / GRNs 2. it is important to ensure that we don¶t pay him for more than the price of 50 reams.7. This is a process where an invoice is matched to a Purchase Order Line and the system creates Distribution lines for the invoice based on the Purchase Order lines that has been matched. Press the Enter key ( or Click on Open or Double click on the left mouse) Go to Entry Press the Enter key ( or Click on Open or Double click on the left mouse) Go to Invoices . If there was a Purchase Order placed on a Supplier for supply of 100 reams of paper and if he has supplied only 50 reams.

In the invoice Type field. In the Invoice Number field. In the field of Supplier.Oracle Payables 29 23. enter the Invoice Date. In the Invoice Date field. In the Invoices window select Standard from the drop-down list. . In the Suppliers list window. Press Ctrl+L to get a list of invoice types (or Click on Edit in the Menu Bar. enter the Invoice Number from the supplier¶s invoice. Press the Enter key ( or Click on Open or Double click on the left mouse) 24. Press Ctrl+L to get a list of suppliers (or Click on Edit in the Menu Bar. then Click on List of Values) 25. Oracle Payables will not accept duplicate invoice numbers for the same supplier. then Click on List of Values) 27. then Click Find 28. 26. You can do this by entering the first few letters of the Supplier name followed by the % mark . select the Supplier from the drop-down list. 29.

Press Ctrl+L to get a list of Distribution Sets (or Click on Edit in the Menu Bar. The find Purchase Orders for Matching window opens as shown below: Enter the following information: . then Click on List of values).Oracle Payables 30 30. Go to the Distribution Set field [Use the Bar to move right by holding it down with the mouse]. select the Distribution Set and Press OK Having entered all the relevant information at the header level the screen looks as follows: Click on the Match Button. Incase of Invoices with Predefined Distribution Sets.

Select the required Purchase Order line and click on the OK button. the following screen opens: y y Oracle Payables shows you that quantity ordered was 10 and the quantity received is 8. click on the Find Button.Oracle Payables 31 y Purchase Order Num When the user clicks on the button to the right of this field the Purchase Orders Screen opens as shown below: Select the Purchase Order as specified in the supplier invoice and click on the OK button. The qty invoiced field gets highlighted as shown below: . As per the invoice the supplier has billed you for 4 units. Click on the Match checkbox. y Having entered the PO number and the Line number. y Purchase Order Line When the user clicks on the button to the right of this field the Purchase Order Lines Screen opens.

click on the match button. they have been copied from the Purchase Order. When the user clicks on the distributions button he is navigated to the Distributions screen as shown below: y Distributions y As you can see the Distributions to the Invoice have automatically been created . Having entered the quantity invoiced. The user is navigated to the Invoices screen. Close the Distributions and Complete the process of Validating the Invoice and Creating Invoice as described in the User Manual. . This is how an Invoice is matched to a Purchase Order and a GRN.Oracle Payables 32 y y Qty Invoiced Match Enter the quantity as specified in the invoice.

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2.7

Canceling Invoices

2.7.1 How to Cancel an Invoice
You can cancel only unpaid invoices. You can cancel any unapproved invoice or an approved invoice that does not have any effective payments or posting holds. If an invoice has a hold that prevents posting, you must release the hold before you cancel the invoice. 1. In the Invoices window, select the invoices you want to cancel. See: Finding Invoices 2. Click Actions 3. In the invoices Action window, check Cancel Invoices, and Click OK to have Oracle cancel the invoice

4. Save your work

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Chapter 3

Invoice Payments

After completing this unit, you should be able to do the following: Pay an Invoice in Full Enter manual payments Create Payment Batch

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3.1

Pay an Invoice in Full

Prerequisites - The invoice you want to pay must be approved, un cancelled, without holds, and must have the same currency as the payment. - The bank account must have at least one payment document that uses the recorded or combined disbursement type.

3.1.1 How to Initiate a Payment to pay an invoice in full
1 2. 3. 5. Enter the Invoice Information and Invoice Distributions as described in the Invoices section. Validate the Invoice as described in the Validate Invoices section. Create Accounting for the invoice as described in the Create Accounting section. In the Invoices window Click Actions, the following window opens

6. In the invoices Action window, check Pay in Full, and Click OK , the pay in full window opens as shown below

In the Document Name field. select the bank account you use for the payment. Select a payment document and Click OK 9. 8. then click on List of Values). then Click on List of values). Enter the Payment Document Number (if it has been set to automatic. 11. Move the Bar to the right. the Remit to accounts window opens. Press Ctrl+L to get a list of bank accounts (or click on Edit in the menu bar. In the bank account field. then Click on List of values). Press Ctrl+L to get a list of Remit to Account (or Click on Edit in the Menu Bar. 13. Press Ctrl+L to get a list of Payments as shown below (or Click on Edit in the Menu Bar. in the Supplier Name Field. Enter the Payment Date in the Payment Date field. in the Remit To Account Field. you find that the Supplier name is already populated by the details from the invoice. you don¶t need to do this) 10. select the required remit to account and Click OK . Move the Bar to the right.Oracle Payables 37 7. Enter the Payment Amount in the Payment Amount field 12.

2 How to Initiate a Payment to pay an invoice in full (in Foreign Currency) 14. 16. Move the slider bar to the Rate Type field.Oracle Payables 38 3. Perform all the steps described above from 1 to 13. After selecting the Remit to Account . enter the exchange rate if you had selected µUser¶ in the previous field. on the toolbar or . 15. In the Exchange Rate field. initiate the payment by clicking on the save icon pressing µCtrl+S¶ on the keyboard. Select µCorporate¶ if the conversion rate from the Transacting currency to NGN has already been defined or select µUser¶.1.

The bank account must have at least one payment document that uses the recorded or combined disbursement type. Press the Enter key ( or Click on Open or Double click on the left mouse) Move down to Entry. un cancelled.2 Manual Payments Prerequisites . without holds. . 3.1 How to Initiate a Manual Payment 1 2 3 Go to Payments.Oracle Payables 39 3. Press the Enter key ( or Click on Open or Double click on the left mouse) Move down to Payments. and must have the same currency as the payment.Create the payment outside Payables .2. Press the Enter key ( or Click on Open or Double click on the left mouse) The following window opens : .The invoice you want to pay must be approved.

then Click on List of values). the following window opens. Press Ctrl+L to get a list of bank accounts (or click on Edit in the menu bar. then Click on List of values). Enter the Payment Amount in the Payment Amount field 23. 19.Oracle Payables 40 17. In the bank account field. Select a payment document and Click OK 20. In the Type field. then Click on List of values). Press Ctrl+L to get a list of payment types (or click on Edit in the menu bar. 22. select the bank account you use for the payment. Enter the Payment Date in the Payment Date field. then click on List of Values). in the Supplier Name Field. then click on list of values). Press Ctrl+L to get a list of Payments as shown below (or Click on Edit in the Menu Bar. you don¶t need to do this) 21. select the supplier and Click OK 24. Move the Bar to the right. Press Ctrl+L to get a list of Suppliers (or Click on Edit in the Menu Bar. Enter the Payment Document Number (if it has been set to automatic. in the Remit To Account Field. select the required remit to account and Click OK After selecting the Remit to Account when you click on the Ok button. Move the Bar to the right. In the Document Name field. select Quick and Click OK 18. Press Ctrl+L to get a list of Remit to Account (or Click on Edit in the Menu Bar. the Payments screen looks as follows: .

. Click Actions in the Menu Bar and Select Save. 3. then Click on List of values). In the Invoice Number field. To record a manual payment. From the Payments window. Click Enter/Adjust Invoices button to select approved invoices that are not on hold. 2. Press Ctrl+L to get a list of invoices (or Click on Edit in the Menu Bar. Select all the approved invoices to be paid using the cheque.2.Oracle Payables 41 3.2 How to Select Invoices to Pay 1. save your work at this point and you are done.

Oracle Payables 42 4. Select Close window . Click Actions on the Menu Bar.

Oracle Payables 43 Chapter 4 Payables Inquiries .

Go to Supplier Enquiry 2. Select the Supplier for whom you would like to perform the enquiry. type µ%¶ on the find field (if you want to inquire a .Oracle Payables 44 4. Navigate to the Supplier Name and access the supplier list by clicking on the button to the right of the field or by pressing µCtrl+L¶ on the keyboard.1 Supplier Inquiry (N) Supplier > Entry 1. Press the Enter key ( or Click on Open or Double click on the left mouse) 3. When the Supplier Name window opens.

the Suppliers window looks as follows 6. If you had selected µA&A COMPUTER LIMITED¶ from the list and clicked on the OK button. the Find suppliers window looks as follows: 5. The Suppliers Name window looks as follows: 4. Click on the Find button. Please note that you cannot make any changes from this screen. .Oracle Payables 45 supplier whose name starts with µS¶ type µS%¶ in the find field) and click on the Find Button. Now you can make the necessary inquiries into the supplier definition.

Oracle Payables 46 .

2 Invoice Inquiry (N) Invoices > Inquiry > Invoices 1. Go to Invoice Enquiry 2.Oracle Payables 47 4. Press the Enter key ( or Click on Open or Double click on the left mouse) .

Select the Supplier for whom you would like to perform the enquiry. the Find Invoices window looks as follows: 5. Navigate to the Supplier Name and access the supplier list by clicking on the button to the right of the field or by pressing µCtrl+L¶ on the keyboard. the Invoices window looks as follows . type µ%¶ on the find field (if you want to inquire a supplier whose name starts with µS¶ type µS%¶ in the find field) and click on the Find Button. The Suppliers Name window looks as follows: 4. If you had selected µA&A COMPUTER LIMITED¶ from the list and clicked on the OK button.Oracle Payables 48 3. When the Supplier Name window opens. Click on the Find button.

the screen looks as follows: 8.Oracle Payables 49 6. Click on the Overview button to get a consolidated view of the selected invoice. Now you can make the necessary inquiries into the Invoices raised on the selected supplier. . In this way you can make enquiries of the supplier invoices. Please note that you cannot make any changes from this screen. 7. If the user clicks on the Overview button.

Go to Invoice Enquiry 2.Oracle Payables 50 4. Press the Enter key ( or Click on Open or Double click on the left mouse) .3 Calculate Balance Owed (N) Invoices > Inquiry > Invoices 1.

the Find Invoices window looks as follows: 5. When the Supplier Name window opens. the µCalculate Balance Owed¶ window opens as follows .Oracle Payables 51 3. Navigate to the Supplier Name and access the supplier list by clicking on the button to the right of the field or by pressing µCtrl+L¶ on the keyboard. Click on the µCalculate Balance Owed¶ button. Select the Supplier for whom you would like to perform the enquiry. type µ%¶ on the find field (if you want to inquire a supplier whose name starts with µS¶ type µS%¶ in the find field) and click on the Find Button. The Suppliers Name window looks as follows: 4. If you had selected µA&A COMPUTER LIMITED¶ from the list and clicked on the OK button.

.Oracle Payables 52 6. Click on the Calculate Button and Oracle Payables calculates the balance owed to the supplier. 7. Click on the Invoices to inquire on the invoices which make up the unpaid amount. In this way you can enquire on the amount owed to a supplier. The values are populated in the Unpaid Amount field and other fields as shown below.

Go to Payments Enquiry 2. When the Supplier Name window opens. Press the Enter key ( or Click on Open or Double click on the left mouse) 3. Navigate to the Supplier Name and access the supplier list by clicking on the button to the right of the field or by pressing µCtrl+L¶ on the keyboard. type µ%¶ on the find field (if you want to inquire a . Select the Supplier for whom you would like to perform the enquiry.4 Payments Inquiry (N) Payments > Inquiry > Payments 1.Oracle Payables 53 4.

If you had selected µA&A COMPUTER LIMITED¶ from the list and clicked on the OK button. The Suppliers Name window looks as follows: 4. the Find suppliers window looks as follows: 5.Oracle Payables 54 supplier whose name starts with µS¶ type µS%¶ in the find field) and click on the Find Button. the µPayments¶ window opens as follows . Click on the µFind¶ button.

.Oracle Payables 55 In this way you can inquire of Supplier payments.

Accessed from the .Oracle Payables 56 Chapter 5 Maintaining Oracle Payables Super User Menu .

1. Press the Enter key ( or Click on Open or Double click on the left mouse) . if you use General Ledger with Payables.1. You can then use your general ledger to create and post journal entries. Post Through Date. At Requests. Payables uses Journal Import to create a journal entry batch for each set of books and accounting period. Payables automatically enters the name of your primary set of books and you cannot change the default. you can specify your journal entry creation method.Oracle Payables 57 5. The name of the set of books for which you want to transfer journal entry information.1 Payables Transfer to General Ledger Program Submit the Payables Transfer to General Ledger program to transfer invoice and payment accounting information to the Payables general ledger interface table.1 Parameters The parameters you enter determine how Payables transfers invoice and payment information to your primary and. Go to Other 2. Batch Name.2 How to run the Payables Transfer to General Ledger Program. If you use General Ledger. 5. y y The rest default to the setup options and you don¶t need to change them. You also specify if you want to maintain audit information and. secondary set of books in your general ledger. y Set of Books Name. Enter a name for your journal entry batch so that you can easily identify it in your general ledger. if you use Combined Basis Accounting. 5. If you do not define a secondary set of books in the Payables Options window. Enter the date through which to transfer invoice and payment information.1. Press the Enter key ( or Click on Open or Double click on the left mouse) 3.

Choose the type of request you want. and Click OK.Oracle Payables 58 4. Press the Enter key ( or Click on Open or Double click on the left mouse). 5. . the window below pops up. the Submit Request window below pops up.

(or Click Edit in the Menu Bar. The user is navigated to the requests window as shown below: . The Parameters window below pops up 8.Oracle Payables 59 6. Select Payables Transfer to General Ledger and Click OK 7. Enter the Batch Name in the Batch Name field 9. Select List of Values). Click OK when finished. Enter the Post Through Date (DD-MMM-YY) in the Post Through Date field 10. Press Ctrl+L to get a list of request names. In the Request Name field. Click the Submit Request Button . The user is navigated back to the following window: 11.

Oracle Payables 60 12. .

Click Refresh Data. as shown below : 14. Close the Window This is how the Journal Entries relating to payables transactions are generated and Transferred to Oracle General Ledger .Oracle Payables 61 13. do this a number of times till the Payables Transfer to General Ledger and the Journal Import Processes show Completed Normal.

Your accounts payable periods are separate from your general ledger periods.2.1 Control Payables Periods y PATH . After you change the status to Future or Open you cannot change it back to Never Opened.Oracle Payables 62 5. 5. When you first define a period. Payables does not allow transaction processing in a period that has never been opened.Accounting -> Control Payables Periods When the user navigates to the menu item and clicks open. and Permanently Closed. Open. in that case the screen would have looked as follows . Future. Closed.2 Manage Accounts Payable Accounting Periods You enter and account for transactions in open accounting periods. Payables assigns a status of Never Opened to the period. If you had wanted to query all the periods of 2006 you can type µ%2006¶ in the period name field. The period statuses available in Payables are Never Opened. the flowing screen opens Click on the Status Field and press the µF11¶ key on the keyboard. The Control Payables Periods window looks as follows y Period Name Enter the period name and press µCtrl+F11¶ on the keyboard.

If you want to open a period that was never opened. the Period statuses list opens. . To close a open period. select µClosed¶ from the list. select µOpen¶ from the list and click on the OK button.Oracle Payables 63 y y Period Status When the user clicks on the button to the right of the field or clicks on µCtrl+L¶ on the keyboard.

In this way you can manage Payables periods.Oracle Payables After making the necessary changes save the record by clicking on the save icon on the menu pressing µCtrl+S¶ on the key board. 64 or by .

you do not need to define clearing houses.1 Define Banks y PATH . If you use Payables.Oracle Payables 65 5.3 Define Banks Use the Banks window to enter bank information for bank branches with which you do business. You can also define transmission details that are used by the Automatic Bank Transmission feature. and each bank account you define can be associated with Payables payment documents. you can define payment documents for checks. if required. For each internal bank account. the flowing screen opens y y y Bank Name Branch name Address Enter the Bank Name Enter the Branch Name Enter the Address details of the Bank and Branch. 5. and other payment methods.3. use the Banks window to define your internal bank accounts from which you disburse payments. After entering all the information the Banks window looks as follows: . You can also enter supplier bank information for your suppliers to which you send electronic payments. Each bank branch can have multiple bank accounts.Setup -> Payments -> Banks When the user navigates to the menu item and clicks open. electronic payments (EFT and EDI). If you use Payables only. wire transfers.

select µSupplier¶ from the list. If the Bank Account is for disbursing payments select µInternal¶ from the list. If you had selected µInternal¶ from the Account use list. the Bank Accounts screen would look as follows . Select µSupplier¶ from the list. To define a supplier¶s Bank Account to whom you make payment as Electronic Transfer using SWIFT or TISS .Oracle Payables 66 y Bank Accounts Click on this button. the Bank Accounts window opens as shown below y y Name Account Use Enter the name of the Bank Account being defined. In order to define Bank Accounts to be used for payment to staff.

The Bank Accounts screen looks as follows y Click on the µPayables Documents¶ Button to associate payables documents with the bank account being defined. In case of BOT employees. enter the CBS Account of the Employee. Select µNGN¶ from the list of currencies. y y y Currency CASH Account Enter the Oracle GL Cash account for the Bank Account being defined. The Screen looks as follows . Cash Clearing Enter the Oracle GL Cash account for the Bank Account being defined.Oracle Payables 67 y Number Enter the Bank Account Number. Save the Information entered by clicking on the save icon on the menu or pressing µCtrl+S¶ on the keyboard.

y Type µBOT%¶ in the find field and click on the Find button.Oracle Payables 68 y Document Name Enter the Payment Document Name y Disbursement Type Select µCombined¶ from the drop down list y Payment Format When the user clicks on the button to the right of the field or clicks on µCtrl+L¶ on the keyboard. the Format Names list opens. the Format Names window appears as follows: .

The Screen looks as follows Click on the Additional Information Tab.Oracle Payables 69 y Select the required payment format and click on the OK button. the screen looks as follows y Last Used Enter the Last used payment document used for this document type .

Oracle Payables y y Last Available Enter the last available payment document for this document type. In this way you can define a Bank in Oracle Payables. . The screen looks as follows 70 y Save the details entered by clicking on the Save icon on the menu bar or pressing µCtrl+S¶ on the keyboard.

Setup -> Tax -> Codes When the user navigates to the menu item and clicks open.4 Define Tax 5.Oracle Payables 71 5.1 Define Withholding Taxes y PATH . the Accounting Flexfield window opens. When the user navigates to this field and clicks on the button to the right of the field.4. y GL Account After entering all the above details the screen looks as follows . the flowing screen opens y y Tax Code Tax Type Enter the name for the Tax Code Click on the button to the right of the field and select Withholding Tax from the drop down list. Enter the Withholding Tax account.

Oracle Payables Click on the Withholding Tax Details button. Rate Structure Select Flat rate Tax Rates Region y y Type Rate Select Standard Enter the withholding tax rate. the following screen opens 72 y y Tax Authority Select Tanzania Revenue Authority from the drop down list. on the toolbar or . After entering all the above information the screen looks as follows After entering all the information save the record by clicking on the save icon pressing µCtrl+S¶ on the keyboard.

Oracle Payables 73 .

Selected Report Parameters As of Date.View Report . y 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. Viewed or printed.Print Report Reports 6. . he can print this report listing details of the Invoices entered by him / her.Submit Report . Select the appropriate name and click on the OK Button. Before closing a period. a drop down list of all accounting periods appears. Type Yes Accounting Period Unapproved Invoices Only Leave the Rest of the Parameters as they are and click on the OK Button. it is only valid for an accrual set of books. select the appropriate period of the Invoices and click on the OK button.Oracle Payables 74 Chapter 6 This will include. Click on the field and Press Ctrl + L. Since this report presents your outstanding accounts payable liability information. This report can be verified by the Superior with the supporting documents and all the checked invoices can then be approved. a drop down list of all the employees is displayed. y Invoice Register After the Data Entry operator has entered all the Invoices and before they are approved. Payables lists all unpaid or partially paid invoices with invoice dates on or before the As of Date you enter. .1 Useful Reports The Following reports would need to be Submitted. you can compare the cumulative total liability provided by this report with the total liability provided by your general ledger to reconcile these balances. The parameters are : Entered By Select the Name of the Data Entry Operator from the List. Click on the Filed and Press Ctrl+L.

The Parameters are : Entered By Select the Name of the Data Entry Operator from the List. Click on the Filed and Press Ctrl+L.Oracle Payables 75 y Payables Accounting Process Use this program to Validate all the Invoices entered by a particular Data Entry Operator after the invoices have been verified for correctness using the above program i. Select the appropriate name and click on the OK Button Leave the Rest of the Parameters as they are and click on the OK Button. . a drop down list of all the employees is displayed.e. the Invoice Register.

The report lists each payment. * Leave the field blank if you want to submit the report for all payment types. and bank account. and provides subtotals for each payment document. * Batch. No. Selected Report Parameters Print Supplier Address Yes. Manual payments you record in the Payments window. Payments created in a payment batch. The report also displays the payment document and disbursement type for each set of payments.Oracle Payables 76 y Payment Register Use the Payment Register to review payments created for each bank account you use during a time period you specify. * Quick. Enter the payment type for which you want to submit the Payment Register. bank branch. as well as the total payment amount and cleared amount of all payments. Payment Type. It sorts and subtotals by bank. Print the supplier address to which you sent a payment. Payments created individually in the Payments window. Do not print the supplier address. . * Manual.

Oracle Payables 77 y Invoices on Hold Report .

Submit this report for prepayments. Choose which you want to display: Description. Do not include credit/debit memos in this report. . Invoice Start/End Date. Include Credit/Debit Memos Enter a value to determine if Payables includes credit and debit memos in the report.Oracle Payables 78 y Prepayment Status Report Use the Prepayments Status Report to review the unapplied prepayments and unpaid or partially paid invoices for a supplier. Yes. Include all unpaid or partially paid invoices for the supplier(s) you specify. Payables includes all unpaid or partially paid credit and debit memos for the supplier(s) you specify. Payables prints all the invoices and/or prepayments that have an invoice date on or after the Invoice Start Date you specify. No. Description or Approval/Holds. credit memo. Submit this report for credit/debit memos. You can compare the invoices and prepayments for a supplier to determine if there are outstanding prepayments that you can apply against unpaid invoices. Do not include prepayments in this report. No. credit memo. Include Invoices Enter a value to determine if Payables includes standard invoices in the report. Approval/Holds The report displays the description of the prepayment. or invoice. Yes. The report displays the approval status and number of holds of the prepayment. Include Prepayments Enter a value to determine if Payables includes prepayments in the report. Do not include invoices in this report. The parameters are. Payables includes all unapplied or partially applied prepayments for the supplier(s) you specify. Yes. No. or invoice.

. There are 3 reports for withholding tax. The parameters are. y By invoices y By Payment y By Supplier y By Tax Authority.Oracle Payables 79 y Withholding Tax Report.

3 How to View a Report 1.Oracle Payables 80 6. See: How to run the Payables Transfer to General Ledger Program 2. 6. After the report has been submitted ensure that the Report status shows Completed Normal in the Requests Window as shown below : .2 How to Submit a Report 1. Submit the Request. Enter the parameters for each individual report as above.

Select the Process or the Report for which you would like to view the output and click on the View Output Button. the printer to which you will print. In the Requests window select the report you would like to Print and Click Special on the Menu Bar and Select Reprint . 6. The window appears as below: 3. and the Print Style 3. After viewing the output close the window and you are navigated back to the Requests Window. Click OK to start printing.4 How to Print a Report 1. Enter the Number of Copies.Oracle Payables 81 2. . 2.