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)

y .if any. 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. A. C. Create Accounting For all Invoices Build Payment Batches Format Payment Batches Confirm Payment Batches B. D. Enter Invoices relating to Imprest given ± Invoice Type µStandard¶ Approve Invoice Apply Prepayment to Invoice Initiate payment for the excess . Payments to Suppliers ± Local Currency Payments Enter Supplier Invoices ± Invoice Type µStandard¶ y Origination Enter Additional Information relating to the invoice.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.

Both would be accepted by the system as different suppliers and the transactions for each would be separate. 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. This exercise includes the following. Suggestion: .1 Introduction Suppliers Set up suppliers in the Suppliers window to record information about individuals and companies from whom you purchase goods and services. you would not enter both Oracle Corp. and Oracle Corporation.Oracle Payables 2 Chapter 1 1. For example. if you consistently spell the full name of a supplier.

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

Oracle Payables 4 .

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

7. 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. 19. 9. 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. 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. 14. . 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. enter a number. 8. then Click on List of Values) Select a PayGroup to assign to the supplier from the list. 6. 17. 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. 16.Oracle Payables 6 1. 12. 18. 3. 13. 10.2. 5. 11. then Click OK Click in the field with the caption ± Payment Priority In the Payment Priority field.2 How to Enter Payment Details 1. between 1 (high) and 99 (low). 15. then Click on List of Values) Select a payment term for the supplier from the list. Go down and Select Payment from the drop-down list 2. then Click on List of Values) Select the default invoice currency for all supplier invoices from the list. 4.

Oracle Payables 7 1.3 How to Enter Withholding Tax Details 1. . at the supplier site definition µWithholding Tax¶ Tab select the withholding tax from the drop down list.2. 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.

11. Click New to Enter another Supplier Follow the same Procedure to enter a new supplier . 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. 8. County. then Click OK Click in the field with the caption. 14. 15. Province. Select Sites by click on button 2. 9. 13. Postal Code. 12.2. 17. Language and Telephone and Fax contacts.City and enter the name of the city where this site is located Follow the same procedure above for State. 10.5 How to Enter Supplier Site information (N) Supplier > Entry > Site (From above) 1. 3. 6. 4. 16. 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 . 5.Address Enter the full address of the site named above Click in the field with the caption. 7. 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.Oracle Payables 8 1. then Click on List of Values) Move down the list and Click on the Country of your choice.

Click on Action in the Menu Bar. After doing this.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. 11.6 How to Enter Employees as Suppliers (N) Supplier > Entry To enter employees as suppliers. Enter information in one or more other fields. 13. 1. 9. move down the drop down menu and Click on Save to save your work 15. move down the drop down menu and Click on Close Window to close the Suppliers Window . Click on Enter in the drop down menu (or Press F11).Oracle Payables 9 1. Click in the field of Supplier Name Enter the first few letters of the supplier you want to change. 10. 8. the Supplier is the Employee and the Site is the Branch/Division/Department in which that Employee works.2. 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 Action in the Menu Bar. Click on Query in the Menu Bar . 12.2. follow the procedure above for Entering Supplier and Supplier Site information. then Click Run (or Press Ctrl+F11) The Supplier name and corresponding information will appear as a record. Click on Query in the Menu Bar 6 7.

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

Oracle Payables 11 Chapter 2 Invoices .

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

3.Oracle Payables 13 2.2. 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 .2 Standard Invoice 2. Go to Invoices 2. 5.1 How to Enter Invoice Header information (N) Invoices > Entry > Invoices 1. 4.

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

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

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

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

5. 3.Oracle Payables 18 2. Go to Invoices 2. 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 .4 How to Enter Invoice Header information ± Foreign Currency Invoices (N) Invoices > Entry > Invoices 1. 4.2.

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

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

In the Invoices window.2. Click on Actions.5 How to Validate an Invoice: 1.1 Check Create Accounting and Click OK to validate the invoice .Oracle Payables 21 2.1 2..2..6 How to Create Accounting for an Invoice: 3 4 In the Invoices window... Check Validate and Click OK to validate the invoice 2. Click on Actions.

3. then Click on List of values).1 How to Enter a Prepayment Invoice 1. Press Ctrl+L to get a list of invoice Types.3 Prepayment Invoice 2. . Approve the invoice and save your work. 4. (or Click on Edit in the Menu Bar. 2. Then follow the steps in How to Enter Invoice Distributions and Additional information to enter Invoice distributions and any additional information. Follow the other steps in How to Enter Invoice Header information 3. In the Invoices window.Oracle Payables 22 2. Select Prepayment from the list.

1. and with an amount remaining for payment. Invoices to which you want to apply the prepayment should be approved. See: How to Enter Invoices . 4. 1. Click Actions«1. enter the invoice to which you want to apply the prepayment. the amount of the prepayment invoice should be paid in full. Only Prepayment Invoices with a Status of Available can be applied to Approved Invoices. When the payment is made on that Prepayment Invoice it changes to Available. When the prepayment invoice is approved the Status changes from Never Approved to Unpaid. and Select Apply/Unapply Prepayments 3. without active holds.3. Click OK. Save you work.Oracle Payables 23 2. the Prepayment will be applied to the invoice. 2. In the Invoices window. See: Entering 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.

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

then move down the drop-down menu and Click Find. The Invoices window displays all invoices that fit your criteria 5.4. Click in the Name field.1 How to find invoices using the Find Invoices Window (N) Invoices > Inquiry > Invoices (M)Query > Find 1. select the supplier and Click Find 4. Click on Query in the Menu Bar. Press Ctrl+L to get a list of Suppliers (or Click on Edit in the Menu Bar. The following window opens: 3. .4 Finding Invoices 2. then Click on List of values). To be more precise. Open the Invoices window. See: How to Enter Invoice Header information 2.Oracle Payables 25 2. 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. Identify invoices on hold with the Invoices on Hold report and the Matching Hold Detail report. .Oracle Payables 26 2. Click Release.1 How to Release Holds Release holds from invoices to allow payment and posting of the invoices.. These reports aid you in releasing holds from invoices. Click Holds button to get to the Invoice Holds window.1. In the Invoices window find the invoice from which you want to release holds.5. You can see the number of invoice holds on an invoice in the Holds display only region of the Invoices window. 3. See: Finding Invoices. 2. 1.5 Releasing Holds 2.

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

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. We shall discuss the process of matching in this section. (N) Invoices > Entry > Invoices 18.1 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. 22. Go to Invoices 19.7. 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.6 Matching Invoices to Purchase Orders / GRNs 2. 21. This can be achieved by PO matching. 20. it is important to ensure that we don¶t pay him for more than the price of 50 reams. 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 . Information relating to the quantity ordered and the actual quantity received is passed from Oracle Purchasing to Oracle Payables.Oracle Payables 28 2.

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

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

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

The user is navigated to the Invoices screen. This is how an Invoice is matched to a Purchase Order and a GRN. 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. Close the Distributions and Complete the process of Validating the Invoice and Creating Invoice as described in the User Manual.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

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

After selecting the Remit to Account . on the toolbar or . In the Exchange Rate field.Oracle Payables 38 3.2 How to Initiate a Payment to pay an invoice in full (in Foreign Currency) 14. 16. Select µCorporate¶ if the conversion rate from the Transacting currency to NGN has already been defined or select µUser¶. enter the exchange rate if you had selected µUser¶ in the previous field. initiate the payment by clicking on the save icon pressing µCtrl+S¶ on the keyboard.1. Perform all the steps described above from 1 to 13. 15. Move the slider bar to the Rate Type field.

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

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

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

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

Oracle Payables 43 Chapter 4 Payables Inquiries .

When the Supplier Name window opens. Press the Enter key ( or Click on Open or Double click on the left mouse) 3.1 Supplier Inquiry (N) Supplier > Entry 1. Go to Supplier Enquiry 2.Oracle Payables 44 4. Select the Supplier for whom you would like to perform the enquiry. 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 .

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

Oracle Payables 46 .

Go to Invoice Enquiry 2.2 Invoice Inquiry (N) Invoices > Inquiry > Invoices 1. Press the Enter key ( or Click on Open or Double click on the left mouse) .Oracle Payables 47 4.

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. 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 Invoices window looks as follows . When the Supplier Name window opens.Oracle Payables 48 3. The Suppliers Name window looks as follows: 4. Click on the Find button. If you had selected µA&A COMPUTER LIMITED¶ from the list and clicked on the OK button. Select the Supplier for whom you would like to perform the enquiry.

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

Go to Invoice Enquiry 2.3 Calculate Balance Owed (N) Invoices > Inquiry > Invoices 1. Press the Enter key ( or Click on Open or Double click on the left mouse) .Oracle Payables 50 4.

Oracle Payables 51 3. Click on the µCalculate Balance Owed¶ button. the µCalculate Balance Owed¶ window opens as follows . If you had selected µA&A COMPUTER LIMITED¶ from the list and clicked on the OK button. When the Supplier Name window opens. 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. 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 Suppliers Name window looks as follows: 4. the Find Invoices window looks as follows: 5. Select the Supplier for whom you would like to perform the enquiry.

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

Press the Enter key ( or Click on Open or Double click on the left mouse) 3. Select the Supplier for whom you would like to perform the enquiry.4 Payments Inquiry (N) Payments > Inquiry > Payments 1. Go to Payments Enquiry 2. 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. When the Supplier Name window opens. type µ%¶ on the find field (if you want to inquire a .Oracle Payables 53 4.

Click on the µFind¶ 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 54 supplier whose name starts with µS¶ type µS%¶ in the find field) and click on the Find Button. the Find suppliers window looks as follows: 5. the µPayments¶ window opens as follows .

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

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

Batch Name. Go to Other 2. if you use General Ledger with Payables. if you use Combined Basis Accounting. Payables automatically enters the name of your primary set of books and you cannot change the default. At Requests. Payables uses Journal Import to create a journal entry batch for each set of books and accounting period. If you use General Ledger. 1. Enter the date through which to transfer invoice and payment information. Press the Enter key ( or Click on Open or Double click on the left mouse) . Post Through Date. You also specify if you want to maintain audit information and.2 How to run the Payables Transfer to General Ledger Program. 5.Oracle Payables 57 5. 5. If you do not define a secondary set of books in the Payables Options window. You can then use your general ledger to create and post journal entries.1 Parameters The parameters you enter determine how Payables transfers invoice and payment information to your primary and. secondary set of books in your general ledger. Press the Enter key ( or Click on Open or Double click on the left mouse) 3. y Set of Books Name. you can specify your journal entry creation method.1.1 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. The name of the set of books for which you want to transfer journal entry information.1. y y The rest default to the setup options and you don¶t need to change them. Enter a name for your journal entry batch so that you can easily identify it in your general ledger.

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

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

.Oracle Payables 60 12.

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

2. the flowing screen opens Click on the Status Field and press the µF11¶ key on the keyboard. 5. After you change the status to Future or Open you cannot change it back to Never Opened. The period statuses available in Payables are Never Opened. Payables does not allow transaction processing in a period that has never been opened. Open. Future.Oracle Payables 62 5. The Control Payables Periods window looks as follows y Period Name Enter the period name and press µCtrl+F11¶ on the keyboard. If you had wanted to query all the periods of 2006 you can type µ%2006¶ in the period name field. Payables assigns a status of Never Opened to the period. Your accounts payable periods are separate from your general ledger periods. in that case the screen would have looked as follows . Closed. and Permanently Closed.1 Control Payables Periods y PATH . When you first define a period.2 Manage Accounts Payable Accounting Periods You enter and account for transactions in open accounting periods.Accounting -> Control Payables Periods When the user navigates to the menu item and clicks open.

To close a open period. If you want to open a period that was never opened. the Period statuses list opens. select µClosed¶ from the list. .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. select µOpen¶ from the list and click on the OK button.

In this way you can manage Payables periods. 64 or by .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.

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

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

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

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 window appears as follows: . y Type µBOT%¶ in the find field and click on the Find button. the Format Names list opens.

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 . The Screen looks as follows Click on the Additional Information Tab.

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.

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

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. 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.Oracle Payables Click on the Withholding Tax Details button.

Oracle Payables 73 .

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

Click on the Filed and Press Ctrl+L. The Parameters are : Entered By Select the Name of the Data Entry Operator from the List.e. . the Invoice Register. a drop down list of all the employees is displayed. 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.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.

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

Oracle Payables 77 y Invoices on Hold Report .

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

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

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

Enter the Number of Copies. In the Requests window select the report you would like to Print and Click Special on the Menu Bar and Select Reprint . . 2. 6.4 How to Print a Report 1. Select the Process or the Report for which you would like to view the output and click on the View Output Button. The window appears as below: 3. After viewing the output close the window and you are navigated back to the Requests Window. Click OK to start printing. the printer to which you will print.Oracle Payables 81 2. and the Print Style 3.

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