DA.

070 TRAINING MANUAL RAILTEL CORPORATION OF INDIA Accounts Payable

Author: Creation Date: Last Updated: Version:

Amit Modi
Sep 01, 2013 Sep 01, 2013

1.0

DO.070 - Training Manual-Oracle Payables

Document Control
Change Record
Date Sep 01, 2013 Author
G

Version 0.1

Change Reference Creation

Amit Modi

Reviewers
Name Prithwish Chatterjee Position PM – Wipro

Distribution
Copy No. 1 2 Name Library Master Library Master Location Project Library Project File

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

Confidential

Page 2 of 38

DO.070 - Training Manual-Oracle Payables

Contents
Document Control .................................................................................................................. 2 Business Scenario –1.0 –Opening Payables Period ............................................................. 4 Business Scenario –2.0 – Creation of Invoice for Goods received with PO ..................... 5 Business Scenario –3.0 – Entering Invoice without PO .................................................... 13 Business Scenario – 4.0 – Prepayment (Supplier / Employee Advances) ..................... 19 Business Scenario – 5.0 – Rent & other advances ............................................................. 26 Business Scenario –6.0 – Entering Payments ..................................................................... 30 Business Scenario – 7.0 – Cancel Unpaid Invoices ........................................................... 34 Business Scenario – 8.0 – Void Payment ............................................................................ 35 Business Scenario – 9.0 – Reports........................................................................................ 37 Open and Closed Issues for this Deliverable .................................................................... 38 Open Issues ..................................................................................................................... 38 Closed Issues .................................................................................................................. 38

Confidential

Page 3 of 38

Training Manual-Oracle Payables Business Scenario –1.0 –Opening Payables Period Navigation: Oracle Payables > Accounting > Control Payables Periods Select Open in the Period Status* for the period that has to be opened. Save your work ‘* Fields in bold are mandatory Confidential Page 4 of 38 .070 .DO.

0 – Creation of Invoice for Goods received with PO Oracle Payables > Invoices > Entry > Invoice Click on Invoices Select type as Standard and enter PO Number.070 . Operating Unit. Payment currency and payment method (mandatory but defaulted as well ) Confidential Page 5 of 38 . invoice number. Supplier. Site. invoice amount. GL date.DO. Payment Currency & Terms will default on entering the PO number Enter invoice date.Training Manual-Oracle Payables Business Scenario –2.

070 .Training Manual-Oracle Payables Select Match to match the line item of purchase orders for the invoice Click on Find Confidential Page 6 of 38 .DO.

DO.070 .Training Manual-Oracle Payables Click Match to Match the PO with invoice Confidential Page 7 of 38 .

Training Manual-Oracle Payables Click on Actions Tab- Click on Validate to Validate the Invoice and then click ok. Confidential Page 8 of 38 .DO.070 .

070 .DO.Training Manual-Oracle Payables Click on actions button Click on Create Accounting-Final Post Confidential Page 9 of 38 .

070 .Training Manual-Oracle Payables Then Click on ok button.DO. Now Click on Tools-View Accounting Events A New Page will open which will show the invoice accounting Confidential Page 10 of 38 .

Training Manual-Oracle Payables Click on View journal Entries Click on Primary Ledger Confidential Page 11 of 38 .070 .DO.

Training Manual-Oracle Payables Confidential Page 12 of 38 .DO.070 .

Invoice type as standard. Line Number is defaulted Confidential Page 13 of 38 . Site.0 – Entering Invoice without PO Oracle Payables > Invoices > Entry > Invoice Select Operating Unit. Payment Currency. Payment Method.DO.Training Manual-Oracle Payables Business Scenario –3. Click Lines (Tab) and enter the line type. Payment Terms.070 . Invoice date. GL Date. Supplier/supplier number. Invoice number. Enter Invoice Amount. amount and click Distribution .

Training Manual-Oracle Payables On Distribution form. Confidential Page 14 of 38 .DO.070 . click the DFF and enter the TDS code.

Again select Actions Tab and check “Create Accounting-Final Post”. this will create accounting entries for the invoice created Confidential Page 15 of 38 .DO.070 .Training Manual-Oracle Payables Click Ok Now Click Action to validate the invoice.

DO.070 .Training Manual-Oracle Payables Click on Tools-Accounting Events A New Page will open Now Click on View Journal Entries Confidential Page 16 of 38 .

Training Manual-Oracle Payables Now Click on Primary Ledger Confidential Page 17 of 38 .DO.070 .

070 .Training Manual-Oracle Payables Confidential Page 18 of 38 .DO.

Line Number is defaulted Confidential Page 19 of 38 . amount and click Distribution. Site. Payment Method. Select Operating Unit.DO. Invoice date. Invoice number.0 – Prepayment (Supplier / Employee Advances) Oracle Payable>Invoices > Entry > Invoices Enter Batches and click on Invoices. Supplier/supplier number.070 . Enter Invoice Amount. Pre-payment Type and Settlement date.Training Manual-Oracle Payables Business Scenario – 4. Payment Currency. Click Lines (Tab) and enter the line type. Invoice type as Pre-payment. Payment Terms. GL Date.

check validate in the pop -up window and then click OK Confidential Page 20 of 38 .DO.Training Manual-Oracle Payables Select Actions to validate the prepayment.070 .

Document Number appears by default. Bank Account and Payment Process Profile name Supplier name & Site.Training Manual-Oracle Payables Oracle Payables>Invoices > Entry > Invoices Query the prepayment invoice. select Actions and check Pay in Full then select OK Select the Payment Date. save the payment Select Actions and check create accounting Confidential Page 21 of 38 .070 . Payment Document.DO.

Confidential Page 22 of 38 .070 .Training Manual-Oracle Payables Oracle payables >Invoices> Entry> Invoices Create an invoice to adjust the prepayment as explained earlier Then select Action and check apply / unapply prepayment then select OK Check Apply and check prepayment on Invoice Enter the prepayment amount to be adjusted then select Apply / unapply.DO.

Training Manual-Oracle Payables Accounting Entry for Prepayment Invoice Confidential Page 23 of 38 .DO.070 .

DO.070 .Training Manual-Oracle Payables Accounting entry for Standard Invoice Confidential Page 24 of 38 .

070 .Training Manual-Oracle Payables Confidential Page 25 of 38 .DO.

Oracle Payables>Invoice > Entry > Recurring Invoices Confidential Page 26 of 38 . Enter name.0 – Rent & other advances Create Recurring Invoices as per following steps Oracle Payables > Set Up > Calendar > Special Calendars Select Type of Calendar as Recurring Invoices. and periods per year for the special calendar.DO. Also enter period name. and sequence. year.Training Manual-Oracle Payables Business Scenario – 5. to date for the special calendar. from date.070 . description.

DO.070 . site. number. Select the Recurring calendar created earlier & number of periods Enter the Template Definition number. terms Go to Line Definition tab. select the Distribution Origin – Distribution Set or PO and then select the Name of the Distribution Set Go to Amounts Tab and enter the First Amount and click the control total that payables calculate Confidential Page 27 of 38 . currency.Training Manual-Oracle Payables Enter the Operating Unit. Supplier name.

070 .Training Manual-Oracle Payables Oracle Payables > Invoice > Entry > Recurring Query the Recurring invoice template created in the previous step Enter the number of recurring invoices to be created and select Create Recurring Invoices Name the recurring batch/invoice. select OK and save Confidential Page 28 of 38 .DO.

070 .Training Manual-Oracle Payables Validation of Invoice Query the recurring invoice and validate the invoice as explained earlier Applying prepayment to recurring expenses Query the above created invoice and adjust prepayment by following the prepayment steps mentioned earlier.DO. Confidential Page 29 of 38 .

Select Enter /Adjust invoices and select the invoice and the amount to be adjusted against the payment Confidential Page 30 of 38 .Training Manual-Oracle Payables Business Scenario –6.070 .0 – Entering Payments Oracle Payables > Payments > Entry > Payments Select the Payment type as quick. Document number. Bank account. Payment Process Profile. enter the Supplier name/number.DO. Payment date. Document type. Payment amount.

DO.070 .Training Manual-Oracle Payables Confidential Page 31 of 38 .

perform create accounting and click ok Click on Tools-View Accounting Confidential Page 32 of 38 .Training Manual-Oracle Payables Select Action.DO.070 .

DO.Training Manual-Oracle Payables Confidential Page 33 of 38 .070 .

Training Manual-Oracle Payables Business Scenario – 7.DO.0 – Cancel Unpaid Invoices Invoices > Entry > Invoice Query the unpaid invoice that has to be cancelled.070 . Select Action and check cancel invoice then select OK Confidential Page 34 of 38 .

070 .DO.0 – Void Payment Oracle Payables > Payments > Entry > Payments Manager Query the payment that has to be cancelled and select void Oracle Payables prompts you for a cancellation date and a cancellation reason Confidential Page 35 of 38 .Training Manual-Oracle Payables Business Scenario – 8.

070 .Training Manual-Oracle Payables Give the reason and select apply Oracle payables provides a caution message Click OK Oracle Payables >Other > Request > Run Run Void payment register. here we can confirm the pa yment is void On cancellation of payment. the invoice shall be available for payment processing again If required the invoice also can either be cancelled or be kept on hold for payment Confidential Page 36 of 38 .DO.

070 .0 – Reports To submit Reports View  Request  Submit     Select the Report from the LOV Click on OK Enter the Report Parameters Submit the Report Confidential Page 37 of 38 .Training Manual-Oracle Payables Business Scenario – 9.DO.

DO.070 .Training Manual-Oracle Payables Open and Closed Issues for this Deliverable Open Issues ID Issue Resolution Responsibility Target Date Impact Date Closed Issues ID 1 Issue Resolution Responsibility Target Date Impact Date Confidential Page 38 of 38 .