Accounts Payable

Submitted by Anonymous on Sun, 03/15/2009 - 18:33

A payables system is the last stage of supply-chain management. It allows companies to pay suppliers for merchandise and services. There are several opportunities in Oracle Payables for automation, because the terms and conditions are known at the purchase order (PO) stage and, assuming that the goods are accepted, payment follows at a fixed time later.

Payables controls are equally applicable to paying employee expenses and paying vendors for expensed and capitalized items. It is no more than prudent management to pay invoices only when they are due and, invoice or not, to be sure that payment is not made before delivery unless it has been explicitly agreed. Receiving goods and paying for them weeks later amounts to an interest- free loan from your supplier. Supermarkets are champions at using the good terms offered by suppliers. Supermarkets might be operating on wafer-thin margins, but they regularly sell their stock days—if not weeks—before they pay for it. They have a surplus working capital, which they invest for profit. Supermarkets are an extreme exponent of investing other people's money wisely; however, managing suppliers' payment terms is a business practice from which all commercial organizations can benefit.

The Payables cycle consists of the following four steps: 1. Enter invoices. (This process may or may not include matching each invoice to a purchase order.) 2. Approve invoices for payment. 3. Select and pay approved invoices. 4. Reconcile the payments with the bank statement (part of Oracle Cash Management). Payables Workbenches Payables includes two fully integrated workbenches, the Invoice Workbench and the Payment Manager. You can perform most of your transactions in Payables using the Invoice Workbench or the Payment Manager. You enter, adjust, and review invoices and invoice batches in the Invoice Workbench. You create, adjust, and review payments and payment batches in the Payments Manager. You may be restricted in the windows, buttons, and actions you can access based on the Function Security implemented by your System Administrator.

• Payables Setup • Suppliers • Invoices • Expense Reports and Credit Cards • Payments • Accounting in Payables • Other Topics

Payables Setup
Submitted by Anonymous on Tue, 11/17/2009 - 11:38

This chapter tells you how to set up Payables after you have installed it. It includes an overview with list of steps to follow to set up Payables, and includes detailed instructions on completing setup tasks in each Payables setup window.

DEPTH http://www.oracleug.com/user-guide/general-ledger/period-types http://www.oracleug.com/user-guide/general-ledger/calendars

• Voucher Numbers and Document Sequences  Signing Limits  Distribution Sets  Expense Report Template  Payment Terms  Invoice Tolerances  Invoice Hold and Release Names  Bank Charges  Interest Rates  Payment Formats  Automatic Payment Programs  Choosing a Set of Books • Payables Options  Aging Periods  Tax Codes  Tax Groups  Tax Recovery Rules

For example.13:11 You can assign a unique voucher number to each invoice and payment document in your Payables system so you have a unique identifier for each document. you cannot change it. you can locate each invoice based on its unique voucher number. Then. you select a set of numbers. If you use sequential voucher numbers. 11/18/2009 . each voucher number retains audit records. The type of document is called a document category. Specifying the sequence that will be assigned to a category is called assignment. Even if invoices or payments are deleted.Voucher Numbers and Document Sequences Submitted by Anonymous on Wed. Wait until this process completes successfully before continuing with assigning the sequences to a category. If your a voucher number exceeds nine digits in Payables. When you save it. you can confirm that no document has been lost. For example. Assigning unique voucher numbers to documents is called document sequencing. each Credit Memo you create will have a unique voucher number. then Payables cannot process the document. you may decide to assign the sequence of numbers to a document category of Credit Memo Invoices. Sequential Numbering Profile Option . you may get two invoices with identical invoice numbers from two different suppliers. called a sequence. You can set up document sequencing for all of the documents you use in all of your Oracle Applications. When you create and save a sequence. Voucher numbers provide proof of completeness. Attention: Do not use voucher numbers that exceed nine digits. If you assign a voucher number to each. When setting up document sequencing. that you will assign to a type of document. a concurrent process starts that automatically generates the sequence. You can also maintain an audit trail because you can trace a journal entry back to the original document in Payables.

This option can be enabled at the Responsibility. and whether you are required to assign voucher numbers to documents.The Sequential Numbering profile option controls whether you can assign voucher numbers to documents. then you cannot proceed until you define and assign a sequence. You cannot enable the Allow Document Override Payables Option. • Always Used :The system enforces sequential numbering for all document categories. or User level. Application. Site. You cannot enter a document category or sequence name. then Payables displays a warning message that a sequence does not exist. You can choose one of the following options: • Not used :The system does not enforce sequential numbering. Document Categories . If you create a document and no active sequence has been assigned to its document category. If you attempt to create a document and no active sequence has been assigned to its document category. • Partially Used : The system enforces sequential numbering for all of the sequences that are assigned to a document category. or you can define and assign the sequence before you proceed. You can proceed without a sequence. It does ensure that any numbers entered are unique but it does not require the next available number.

A document category is a set of documents (invoices or payments) that share similar characteristics. You can assign a single document sequence to one or more document categories. For example, you could assign one sequence to all invoice categories. Payables predefines the following categories for Payables documents: Predefined invoice categories: Standard Invoices, Credit Memo Invoices, Debit Memo Invoices, Expense Report, Interest Invoices,Mixed Invoices, Prepayment Invoices, Recurring Standard Invoices Predefined payment categories: Check Payments, Clearing Payments, Electronic Payments, Supplier Refund Payments, Wire Payments.

• When a document is created, Payables automatically assigns the default document category to the
document. Invoices: Payables assigns a default invoice document category in the Document Category Name field in the Invoices window based on the value you select in the Invoice Type field in the Invoices window Payments: In the Payment Documents window, Payables defaults the payment document category based on the payment method you assign to the payment document. When you create a payment, the document category defaults from the payment document.

• You can use the document categories that Payables provides and you can define additional
categories. If you enable Document Category Override in the Invoices and Payments regions of the Payables Options window, you can override the default document category that Payables automatically assigns to invoices or payments. If you enable this Payables option for payments you can also override the document category in the Payment Documents window.

Signing Limits
Submitted by Anonymous on Mon, 11/23/2009 - 12:35

Managers can approve an expense report only if the total amount of the expense report does not exceed their signing limit. The Manager (Spending) Approval Process in the Expense Reporting workflow uses the signing limits you define to determine which manager has authority to approve expense reports. You assign signing limits in your primary functional currency. When you assign signing limits to a manager, you also specify a cost center to which this signing limit applies. You can give managers signing limits for multiple cost centers.

To assign signing limits 1. Navigate to the Employee Signing Limits window. 2. Select AP Expense Report as the document type. 3. Enter the name of the manager to whom you want to assign a signing limit. 4. Enter the cost center for which you want this manager to approve expense reports.

5. Enter a signing limit for this manager. 6. Save your work. Note Payables Invoice Approval is determined based on rules setup in AME. You can create whatever rules you need to meet your business conditions but these are all handled in AME (Approvals Management). For instance, a simple scenario would be where you setup a rule where if supplier invoice amount is less than say 1000 USD, then approval is required from group X or if supplier invoice amount is between 1001 and 2000 USD, then approval is required from group Y. Please review the Oracle Approvals Management Implementation Guide in note 227391.1 for full details on how to setup rules in AME. For Release 11 and Release 11i where the Find Approver Method is used, signing Limits are standard functionality in Internet Expenses. It is not possible to approve an expense report without signing limits unless there is customization. For Release 11i on Mini-pack E (11i.OIE.E) or higher, Oracle Approvals Management enables you to build routing rules for expense report approvals. When enabled, the expense report workflow process uses the Oracle Approvals management definition in place of the Find Approver method in the Internet Expenses application. In addition, the signing limits of the Verify Authority function are ignored. For more informaiton on enabling OAM within Internet Expenses and the Verify Authority API, reference the Oracle Internet Expenses Implementation and Administration Guide Release 11i, Second Generation, Mini- pack E or higher.

Distribution Sets
Submitted by Anonymous on Wed, 11/18/2009 - 10:21

You can use a Distribution Set to automatically enter distributions for an invoice when you are not matching it to a purchase order. For example, you can create for an advertising supplier a Distribution Set that allocates advertising expense on an invoice to four advertising departments.

• Assign a default distribution set to a supplier site so that Oracle Payables will use it for every invoice you enter for that supplier site. assign an iIncome tax type or an invoice tax name to distribution sets. In the Distribution Sets window enter the Name and Description of the Distribution Set you are creating. include skeleton in the name to remind you to enter the line amounts. • Enter a name that describes the use of the Distribution Set. optionally enter an Income Tax Type. 3. If you are creating a Distribution Set for a federally reportable supplier. or assign a distribution set to an invoice when you enter it. • Optionally. and identify the distribution set as either full (with all percent amounts totaling 100%) or skeleton (with all percent amounts equaling 0%). To create a Skeleton Distribution Set: 1. include skeleton in the name to remind you during invoice entry to enter the amounts on the invoice distributions. Payables automatically assigns type Skeleton to your Distribution Set. . Enter the Account and Description for each distribution and leave the Percentage at zero. 2. Suggestion: If you create a skeleton Distribution Set. Save your work. • Define an unlimited number of distribution lines for a distribution set. Create as many distributions as you need. If you create a skeleton distribution set.

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For example. and hotel.) Use the Expense Report Template window to define templates based on the expense report forms you regularly use in your enterprise. That template would include expense items that are reimbursable. employees can enter expense reports using a standard Web browser. frieght. and you can then choose those items from a list of values when you enter expense reports. airfare. You define expense report templates for types of expense reports you use in your enterprise. such as meals. However. Payables uses the expense item information to create invoice distributions. you can select an expense report template that will be the default template in the Expense Reports window. it would not include a mileage expense item because salespeople have car allowances. In the Payables Options window. You can define default values for expense items.Expense Report Template Submitted by Anonymous on Mon. a company might define a Salesperson template that salespeople use to enter expense reports. Only templates that have the Enable for Internet Expenses option enabled are available for use with Internet Expenses. For example.12:56 Expense template is a mandatory field in expense report form. The Internet Expenses attributes in the Expense Report Templates window control some of the functionality of Internet Expenses. we create exepnse items in expense template by combining seeded expense categories with item type(item. During Expense Report Import. tax and misc. Expense Report Templates for Oracle Internet Expenses If Oracle Internet Expenses is installed. you can use an Internet Expenses attribute to require employees to . 11/23/2009 .

To create a project–related expense report in Internet Expenses. Each Oracle Projects expenditure type is assigned a unit of measure. you associate expense items with Oracle Projects expenditure types. establish a separate template where the expense item names are identical to . When defining a template. You cannot select Expenditure types with cost rates. Employees can then associate a project number and a task number with the project– related expense items when they enter expense reports in Internet Expenses. You also use the Expense Report Templates window to manage the assignment of rate and policy schedules to expense types. such as currency. you can select expenditure types in the Projects Expenditure Type field only if they have currency as a unit of measure. hours. Only the names defined in the Expense Item fields or the Prompt field of an Internet Expenses enabled template appear on the list of values in Internet Expenses. Project–Related Expense Report Templates Employees can enter project–related expense reports using Internet Expenses. miles. To create project–related expense items. an employee must choose project–related expense items from the list of values. To have the Oracle Projects expenditure types appear in this list of values.provide justifications for certain expense types.

in the Payables Options window you can select default payment terms that Payables automatically assigns to the suppliers and supplier sites you enter. March 15. For example. a specific day of a month. each of which creates one scheduled payment. Payables immediately recalculates the scheduled payment for the invoice. such as the 15th of the month 2. a number of days added to your terms date. a specific date. Discount dates cannot be based on a special calendar. Instruct Internet Expenses users who enter project–related expense reports to use this template. for example. Payment terms have one or more payment terms lines. 2002. After you define your payment terms. a special calendar that specifies a due date for the period that includes the invoice terms date. Each payment terms line also defines the due or discount amount on a scheduled payment. if you update the payment priority on a particular scheduled payment and then . or the import process can derive terms from purchase order matching. 3.the expenditure type names. Attention: If you update the payment terms on an invoice. Payment Terms Submitted by Anonymous on Fri. Each payment terms line and each corresponding scheduled payment has a due date or a discount date based on one of the following: 1. Only due dates can be based on a special calendar. when you submit Payables Invoice Validation for the invoice. The payment terms for a supplier site default to the invoices you enter for the site except in the following circumstances: • You enter a PO Default or QuickMatch invoice in the Invoice Workbench. you must re–enter any manual adjustments you made to the previous scheduled payment. You can create an unlimited number of payment terms. 11/20/2009 . You can override the default payment terms on any invoice. You can define payment terms to create multiple scheduled payment lines and multiple levels of discounts. When you define payment terms you specify payment amounts either by percentages or by fixed amounts. Thus. such as 14 days after the terms date 4.16:47 In the Payment Terms window. • You import an invoice record that has payment terms specified on the record. you define payment terms that you can assign to an invoice to automatically create scheduled payments and to calcualte discount. in which case the terms default from the purchase order.

You cannot combine percentages due and amounts due for one set of payment terms. Payables will set the due date for February 15.2 Rank If you enable Recalculate Scheduled Payment. Payables will immediately recalculate the scheduled payment using the same payment priority defaults as before and you will need to update the payment priority again. The total of your scheduled payment lines must equal 100%. 2. 1 is the highest rank. do not enter a cutoff day. .1 Cutoff Day For Day of Month type terms only. If you use Due Days or Fixed Date type terms. enter a unique value to rank your invoice terms. During Payables Invoice Validation. your Months ahead is zero. Payables uses ranks to choose the most favorable payment terms from the invoice and purchase order. and your Day Of Month due date is 15. If you enter an invoice with a terms date of January 12.1 % Due The portion of an invoice due.change the payment terms. For example. your Cutoff Day is 11. 1. The exact month depends on the value you enter for Months Ahead. the day of month after which the due and discount dates of the scheduled payment will be in a future month. If you leave this field blank. Payables always uses the current accounting month to determine the due and discount dates. Payables recalculates the scheduled payment using the most favorable terms only if the Recalculate Scheduled Payment Payables option is enabled. 1. Payables compares the invoice terms date to the Cutoff Day.

Payables multiplies this percentage with the amount due on the scheduled payment line to determine the discount amount available on the scheduled payment line. You cannot enter a value in this field if you enter a value in the Due Days field. you can enter second and third discount percentages for discounts available if you miss the first discount date. including months with less than 31 days. day.3 Days Payables adds this number of days to the invoice terms date to determine the due or discount date on your scheduled payment line. 3. You cannot assign calendar–based terms in the Invoices window if there is not a period defined for the terms date. then Payables uses the day in the Day of Month field for the next month as the due date of an invoice payment line. Enter 31 if you want to have Payables schedule payment for the final day of the month.4 Day of Month/Months Ahead Day of Month.2 Amount For amount due terms only. If you enter 1 in this field. Typically amount due terms have more than one payment terms line since you must specify zero as the amount on your last payment terms line. If you do so for an expense report. Payables uses one month beyond the next month as the due date. In the Second and Third Discount regions. Payables determines due dates for scheduled payments by using a special calendar. . Months Ahead. you cannot import it. You can define special calendars for payment terms in the Special Calendar window. Payables uses the value you enter here in conjunction with the Cutoff Day you enter to calculate the due or discount date of a scheduled payment line. When you assign due dates to the periods of a payment terms calendar. If you enter zero in this field and the terms date of an invoice is the same as or later than the Cutoff Day. you can avoid weekends. and each period has a due date assigned to it. 3. 4. Payables uses the value you enter here to calculate a due or discount date for a scheduled payment. be sure to use calendars with periods defined for any invoice terms date that you will use. and so on.1 Calendar If you enter a value in the Calendar field. For example. For Day of Month type terms only. then the system will use the terms date as the due date. enter 15 to have Payables schedule payment for the 15th day of the month.1 % Discount Payables uses the percentage you enter here to calculate the discount amount available for a scheduled payment. You cannot enter values in the Day of Month and Months Ahead fields for a payment terms line if you enter a value in this field. If you do so in the Invoice Gateway.2 Fixed Date Specific month. A special calendar is divided into periods. and year on which payment terms are due. holidays. enter the amount due. 3. Payables uses the zero amount payment line to determine the remaining amount due on the last scheduled payment. Do not enter a value in this field if there is no discount available. 3.2. Note: If you use calendar–based terms.

purchase order. When you submit Payables Invoice Validation for an invoice with a tax amount. Payables will not allow any variance at all. If you enter a zero for a percentage tolerance and enable the check box for that tolerance. You have a 10% tax tolerance.20 to $8. then Payables will allow infinite variance. If you want a low tolerance. Payables calculates the tolerance based on the invoice amount. and tax information.Invoice Tolerances Submitted by Anonymous on Fri. If you use a percentage based tolerance. you can enter a very small percentage. For example. Payables displays next to the tolerance field the name of the hold that Payables Invoice Validation applies to your invoice if the variance exceeds the tolerance you define. Payables checks that the actual invoice tax amount equals the calculated tax amount within the tolerances you define. you have a $100 item on an invoice and the tax rate is 8%. Tolerances determine whether Payables places matching or tax holds on an invoice.17:11 Use the Invoice Tolerances window to define the matching and tax tolerances you want to allow for variances between invoice. 11/20/2009 . When you submit Payables Invoice Validation for an invoice that you have matched to a purchase order or receipt. including tax. . receipt. You can enter a tax distribution amount between $7. If you enter no value.80 without getting a Tax Variance hold on the invoice. Payables checks that the invoice matches the purchase order or receipt within the purchase order matching tolerances you define. You can define both percentage– based and amount–based tolerances.

Enter either the percent or quantity difference above purchase order shipment line quantity received that you allow suppliers to invoice. Enter a value in this field only if you enter foreign currency invoices in Payables. including invoices matched to receipts. • Shipment Amount. The total amount of variance you allow for both the Exchange Rate Amount variance and the Shipment Amount combined. Payables compares the functional currency of each. Enter either the percent or quantity difference above purchase order shipment line quantity ordered that you allow suppliers to invoice.17:57 . Invoice Hold and Release Names Submitted by Anonymous on Sat. The amount of variance you allow between an invoice amount and the amount of the purchase order shipment to which it is matched. The amount of variance you allow between all invoice amounts (in transaction currency) matched to a shipment and the amount of the purchase order shipment. • Maximum/Quantity Ordered.PO Matching Purchase order matching tolerances apply to any purchase order matched invoice. Payables Invoice Validation checks the quantity billed against the quantity ordered without taking price into consideration. • Maximum/Quantity Received. If you do not use foreign currency. based on the invoice and purchase order exchange rates. Enter a Maximum Quantity Ordered tolerance only if most of your purchase orders are for the same relative value. Payables Invoice Validation checks the quantity billed against the quantity received without taking price into consideration. do not enter a value in this field. Payables Invoice Validation applies the Maximum Shipment Amount hold if the match exceeds the tolerance. • Exchange Rate Amount. respectively. • Total Amount. 11/21/2009 . The percentage difference above purchase order shipment line unit price that you allow suppliers to invoice. Enter a Maximum Quantity Received quantity tolerance only if most of your purchase orders are for the same relative value. • Price.

• You can also determine whether to allow accounting entry creation for the hold names you define. but you cannot modify them. You can also define release names that you use in the Invoice Holds window or Invoice Actions window to remove the holds you apply to invoices. You can define hold names that you assign to an invoice during entry to place the invoice on hold. . ”CFO Approved”. • You can define as many invoice hold and release names as you need. For example. You cannot pay an invoice that has a hold applied to it. Payables predefined invoice hold names Payables predefines hold names and release holds that it uses to apply and release invoice holds during Invoice Validation. you can query the predefined hold and release names that Payables provides. For example. ”Needs CFO Approval”. In the Invoice Hold and Release Names window.Use the Invoice Hold and Release Names window to define the names that you use to manually hold or release invoices. then you cannot create accounting entries for the invoice until you remove the hold. If you assign to an invoice a hold name that does not allow accounting.

you can use the release name with this release type to release all holds from invoices that you query in the Invoice Workbench. Variance Release Reason. For an invoice.Release Types Release type names are used by Invoice Validation when it releases holds. The following release types are predefined by Payables: 1. Acct Release Reason. You can define release names for the following release types: Invoice Release Reason You can use names with this release type to release one manually releasable hold for one invoice in the Invoice Holds window. Release hold names appear on a list of values for the Release field of the Invoice Actions and Invoice Holds windows of the Invoices form. • Matching Release Reason. you can use only release names with this release type. • Variance Release Reason. You can manually release holds using names with release types Invoice Release Reason. You can use names with this release type to release all manually releasable holds for one invoice in the Invoice Holds window. • Invoice Quick Release Reason. Payables releases only the type of hold you entered as part of your search criteria. . You can use release names with this release type to release a Matching hold that Payables automatically applies to an invoice during Invoice Validation. You can use this type of release name to release Variance Holds that Invoice Validation automatically applies to invoices that have a tax variance. In the Invoice Actions window. Payables releases an account hold when you correct the invalid account and submit Invoice Validation. • Hold Quick Release Reason. Hold Quick Release Reason. Matching Release Reason. and Invoice Quick Release Reason. In the Invoice Actions window.

Variance Release Reason. Payables places this release name when you submit Invoice Validation for an invoice with a distribution or tax variance hold for which you have corrected the variance. Bank Charges Submitted by Anonymous on Sun. When you submit Invoice Validation. 5. Payables predefines one release name with the Sufficient Information type. You can enter Variance Override for an invoice if you want to release an invoice from a tax variance hold using the Holds window. 4. 11/22/2009 . Sufficient Information. Payables predefines two release names with the Variance Release Reason type. Payables releases a Funds hold on an invoice during Invoice Validation if sufficient funds exist for an invoice or if Payables can perform funds checking. Payables uses these releases for funds checking if you use budgetary control. after tax calculation. You must adjust the invoice so that the total of the invoice distributions equals the invoice amount. Payables places a Sufficient Information release name on an invoice after you enter an exchange rate for a foreign currency invoice. Payables releases a Prepaid Amount hold after you have unapplied a prepayment that. exceeded the amount of the invoice to which is was applied 3. You cannot enter a variance release reason for an invoice with a Distribution Variance hold. You can also define other Variance Release Reasons to use for releasing invoices from tax variance hold.15:59 . Funds Release Reason.2. Payables places the Variance Corrected release name on an invoice if you correct an invoice variance. Amount Lowered Reason.

e. Both Payables and Receivables users use this window. you have the choice of selecting a particular branch of that bank or all branches.Use the Bank Charges window to specify charges associated with transferring money between banks. is not shared between the products. however.. You can define charges: • from a single bank to a single bank • from a single bank to all banks (i. to all banks including the transferring bank) • from a single bank to all other banks (i. If you use Receivables you specify charges between your customers’ banks and your banks. If you use Payables you specify charges between your remittance banks and your suppliers’ banks.e. .. to all banks except the transferring bank) • from all banks to a single bank • from all banks to all banks Any time you specify a single bank. Bank charges information.

14:31 In the Payment Interest Rates window. 2002. specify during which dates the rate is effective. You enter two .Interest Rates Submitted by Anonymous on Sun. Payables calculates interest based on the rate you enter in this window in accordance with the United States Prompt Payment Act. the current interest rate is 7% for all unpaid balances. The interest rate on overdue invoices will rise to 7. The formula used compounds monthly. up to a maximum of 356 days interest. This new rate will be valid for four months. For example.5% on December 1. For each rate you define. Payables calculates interest on overdue invoices only if you enable both the Allow Interest Invoices Payables option. you define interest rates Payables uses to calculate and pay interest on overdue invoices. Effective dates of rates cannot overlap. 11/22/2009 . and the Allow Interest Invoices option for the supplier site of an invoice.

Payment Formats Submitted by Anonymous on Mon. 2002 to March 31. Payment Method. 1.1.date ranges and interest rates.09:26 Use the Payment Formats window to define the payment formats you need to define payment documents in the Banks window. 11/23/2009 . • Check Payment in a payment batch. You can define as many payment formats as you require for each payment method. the first from today’s date to November 30. You can add or change a rate at any time. each payment format must be unique for that payment method. Quick payment. Payables uses the interest rate that is valid on your payment date to calculate and pay interest on overdue invoices. 2002 (interest rate 7%) and the next from December 1. . 2003 (interest rate 7.5%). You define payment formats for the four payment methods that Payables uses. however. If the system cannot find a rate then it uses zero as the rate. or manual payment.

You cannot update this value for a payment format used in a payment batch in progress. the file is formatted and delivered to your ap. You can choose this option only if you have selected the Electronic payment method and an electronically transmittable payment program. The setting of this field is used only by the Zengin payment format. When you enter the invoice. However. Payables groups payments for invoices with the same due date on the same payment document. contact your local Oracle representative for more information on this option. For e–Commerce Gateway payments. and your bank sends you confirmation of your transaction.2. then leave this option blank. Even if you enable the Transmittable check box. or by delivering a payment batch file to your bank. Currency If you enable the Use Multiple Currencies Payables option. For electronic funds transfers. For both methods. Your supplier’s bank sends your supplier confirmation of the payment. 2. If you enable this options for future dated payments. Payables creates a file during payment batch creation. Bank File Character Set: If you do not use Payables in Japan. the file is processed through the e–Commerce Gateway and delivered to your bank to create payments.• Electronic You pay electronic payments either through the e–Commerce Gateway. You provide your bank with your supplier’s bank information. 1. you can also use a payment batch or Quick payment. such as NACHA. you enter Clearing for the payment method. You can record a clearing payment using a Manual type payment only.4 Group by Due Date Enable this option if you want this format to group payments by due date.3 Zero Amount Payments Only Enable this option if you want this payment format to be used only to create zero amount payments. Disable this option if you want this payment format to be used to create nonzero amount payments. you can also use this payment format for payments that do not use the Automatic Bank Transmission feature. • Wire A payment method where you pay invoices outside of Payables by notifying your bank that you want to debit your account and credit your supplier’s account with appropriate funds.out directory for you to deliver to your bank. If you use Payables in Japan and want to use the Zengin Format Payment Program. Payables groups payments on payment documents according to the order in which the invoices were selected when you initiate a payment batch. Generally. you can change this option from Single to . If you disable this option. Invoices with different due dates are paid using a separate payment document for each due date. 1. Transmittable Enable this check box if you use the Automatic Bank Transmission feature and want to use this payment format to automatically transmit payment files to your bank. the format groups all payments by maturity date. • Clearing Payment method you use to account for intercompany expenses when you do not actually disburse funds through banks. you do not generate a payment document with the Clearing payment method. you then record the transaction with a manual payment. Typically. If you enable this option. 1.

before it prints the payment. Single. and to determine the total number and amount of payments for a payment batch. You must select None for the Remittance option to select the BACS or the U. Do not change this value for the payment formats that Payables predefines. select the Standard Build Payments program that Payables provides.S. the maximum value that defaults in this field is 37. Programs Build Payments The Build Payments program this payment format uses during payment building to group the selected invoices for each payment. 3. Remittance Choose where you want to print remittance advice for the payments you create using this payment format. 2. after it prints the payment. Select Single if you want to use a payment format to pay invoices of only one currency. and if you enter a value greater than 37 your payment format will not work. Format Payments The Format Payments program that this payment format uses. You must select the currency you want to pay with this format in the next field. If you do not enable the Use Multiple Currencies Payables option. You can only use a multiple currency format with a bank account whose bank account currency is the same as your functional currency. After Document Payables prints a remittance advice on the payment document stub. Currency. however. Attention: For this field. Treasury Format Payments program because these . based on the remittance advice program you select for the payment format. 4.Multiple at any time. Note that for any of the External type payment formats. to order the payments using the order option you specify. Payables enters your functional currency in this field and you cannot change it. Before Document Payables prints a remittance advice on the payment document stub. Multiple. This value applies only to a remittance advice included in your Format Payments programs (not a Separate Remittance Advice program). 1. to create any necessary overflow payments. Number of Invoices The number of invoices you want to appear on your remittance advice for this payment format. You do not need to define any additional Build Payment programs. Select Multiple if you want to use a payment format to pay invoices of different currencies. you can change the currency from Multiple to Single only if you have not already assigned the payment format to a payment document. You can select Multiple only if you enable the Use Multiple Currencies Payables option. None Payables prints a separate remittance advice. You can then use this format for either a multiple currency bank account or a bank account that uses the currency you define for this payment format. Enter a currency code for a Single currency payment format.

use this window to define additional receipt and remittance format programs. Choose the Tax Authority Remittance Advice if you use automatic withholding tax and are creating a payment format you will use when paying a tax authority.11:36 If you use Oracle Payables. Payables also predefines a program for creating a separate remittance advice for payments. select the External Laser Format Payments Program. 11/18/2009 .formats do not have remittance stubs. Payables uses your payment format to create the layout of your checks or electronic funds transfer file. formatting payments. Payables predefines one program for building payments and many standard programs for formatting payments. The Remittance Advice program this payment format uses to create a separate remittance advice for each payment. If you plan on using a laser printer to print checks. or creating a payment remittance advice. You specify whether each program is for building payments. use the Automatic Payment Programs window to define payment programs. Payables users Use the Automatic Payment Programs window to define payment programs that you use to format payment documents and separate remittance advice. Automatic Payment Programs Submitted by Anonymous on Wed. You . Separate Remittance. If you use Oracle Receivables. During payment formatting.

receipt. create any necessary overflow documents. This name will appear on a list of values whenever you need to enter the program name. Enter the Registered Name. or remittance programs: 1. Payables uses this standard build program to group the selected invoices for each payment. Payables Types • Build Payments. enter a unique Name for the program you are defining. . Optionally assign a default printer to the program. Payables will use the printer you defined as your default as the Printer profile option. order the payments using the order option you specifyin the Payment Batches window. If you do not assign a default printer then when you use the payment program. In the Automatic Payment Programs window.can select these predefined programs when you define a payment format. A program Payables uses to build payments for the invoices in a payment batch. During the Format Payments program. you can use a remittance program to create separate remittance advice documents for your electronic funds transfers Payables Prerequisites • If you are not using Payables predefined payment programs. define a payment program using Oracle Reports. • Format Payments. or you can use these programs as templates for creating your own custom payment programs. • Remittance Advice. Enter a program Type. Use the Standard Build Payments Program that Payables provides. and determine the total number and amount ofpayments for a payment batch. Payables submits this program during payment batch selection to calculate the payment totals for your payments and determine on which payment documents the payment appears. Payables uses your payment format to create the layout of your checks or electronic payments. A program Payables uses to format a separate remittance advice document. Payables provides a predefined Build Payments program called the Standard Build Payments Program. • Register your program in the System Administrator’s Concurrent Programs window. Attention: You do not need to define any additional Build Payment programs. The concurrent manager uses the Registered Name to refer to the payment program. To define payment. For example. 2. 3. A program Payables uses to format your payment documents.

You can define as many receipt programs as you want. Receivables Prerequisites • Create a receipt program using Oracle Reports. printing. A program you use to print a batch of your remittances. A program you use to format the output of bank remittance batches that you have created on to a magnetic medium. If you need a different automatic receipt program.Receivables users Use the Automatic Payment Programs window to define additional receipt format programs you use to create receipt documents such as checks or bills of exchange. • Print Bank Remittance. A program you use to format the output of automatic receipts that you have created on to a magnetic medium. • Register your program in the System Administrator’s Concurrent Programs window. A program you use to create a batch of automatic receipts. Payables already provides sample receipt programs that you can use to create and format receipt and remittance documents. You specify whether each program is for the creation. . Receivables Types • Print Created Receipts. or transmission of automatic receipts or remittances. • Transmit Bank Remittance. • Transmit Created Receipts. then you should copy the sample program and modify it.

you can choose one primary set of books for each installation of Payables. Your system administrator associates a responsibility with a particular organization and set of books. . You have the option of setting up multiple organizations within one installation of Payables.14:28 Your set of books defines the account structure. read the Multiple Reporting Currencies in Oracle Applications manual for information on your sets of books. The name of your set of books appears on all reports you generate in Payables.Choosing a Set of Books Submitted by Anonymous on Wed. You can choose a secondary set of books in the Accounting Methods region of the Payables Options window if you are keeping both an accrual and cash set of books. Your system administrator associates sets of books with one or more responsibilities. You can choose one primary set of books for each installation of Payables. If you use the Multiple Reporting Currencies feature. accounting calendar. If you are not using the Multiple Organization support feature. and functional currency your organization uses to record transactions in Payables. Your responsibility determines with which set of books you are working. 11/18/2009 .

The payment accounting entries typically debit your expense or asset account and credit your cash or cash clearing account. and automatic payment processing. cash or accrual. invoice entry. You can set defaults in this window that will simplify supplier entry. For prepayments. Set up Payables to create accounting entries in compliance with one of the following accounting methods: • Cash Basis Accounting You account only for cash transations. Although you need to define these options and defaults only once. Payables creates accounting entries that debit your prepayment account and credit your . and do not record liability information for invoices. Payables uses the payment date as the accounting date for your expense and cash journal entries. In the Payables Options window you can also choose a secondary accounting method.15:00 Use this window to set control options and defaults used throughout Payables. 11/18/2009 . • Accrual Basis Accounting You create accounting entries for invoices and payments. Payables might also create entries for discount taken and foreign currency exchange gain or loss. For each accounting method. The invoice accounting entries generally debit your expense or asset account and credit your liability account. you choose a set of books in which you will account for transactions.Payables Options Submitted by Anonymous on Wed. When you set up Payables you choose a primary accounting method. The accounting method determines the types of accounting entries Payables creates. you can update most of them at any time to change controls and defaults for future transactions. You account only for payments. When you create accounting entries.

Payables creates accounting entries that debit your liability account and credit your prepayment account. choose None. you may want to manage your company on an accrual basis. select its namefrom the list of values.liability account. Payables might also create accounting entries for discount taken and foreign currency exchange gain or loss. If you use a secondary set of books. For prepayment applications. You choose which will be your primary and your secondary set of books. Invoice accounting entries are recorded for your accrual set of books. If you do not want to use combined basis accounting. For example. When you reconcile payments using Oracle Cash Management. Automatic Offset Method Enable Automatic Offsets by selecting Balancing or Account as your Offset Method if you want Payables to automatically create balancing accounting entries for your invoice and payment transactions. • 1. Your secondary set of books must have the same currency. Set of Books (Primary/Secondary) Payables displays the primary set of books you selected in the Choose Set of Bookswindow. Primary Accounting Method Accounting method you use for your primary set of books. and calendar as your primary set of books. bank charges. and payment accounting entries are recorded in both your cash set of books and accrual set of books. Combined basis accounting allows you to produce financial reports for either your cash or accrual set of books. Secondary Accounting Method If you want to use combined basis accounting. and foreign currency exchange gain or loss between payment and reconciliation time. chart of accounts. • 4. . Payables might also create accounting entries for cash clearing. choose Accrual or Cash for the accounting method you use for your secondary set of books. Payment accounting entries typically debit the liability account and credit the cash or cash clearing account. – Accrual – Cash • 2. but require cash basis accounting information for certain regulatory reporting on a periodic basis. you cannot create accounting entries until you have entered a primary accounting method. Although Primary Accounting Method is not a required field. Payables creates accounting entries according to the accounting method you choose. – Accrual – Cash – None • 3. • Combined Basis Accounting You maintain one set of books for cash accounting and one set of books for accrual accounting. bank errors.

Account : When creating the offsetting liability account. Payables creates a single liability accounting entry for invoice transactions (if you use accrual basis accounting) and a single cash type accounting entry for payment transactions. you can enable this option to prevent the application of a prepayment amount to an invoice or expense report amount that is charged to a different balancing segment. Payables builds the offsetting GL account by taking the balancing segment (usually the cost center code) from the invoice distribution and overlaying it onto the appropriate default GL account. Changing your automatic offset setting after creating accounting entries can result in slower Payables Accounting Process performance.Attention: Carefully consider this option before setting it. Payables automatically creates balancing accounting entries for your transactions.11:22 If you enter invoices for expenses or asset purchases for more than one balancing segment. . Balancing. Payables uses the expense GL Account from the invoice distribution and overwrites the account segment with the default liability account from the supplier site. For your invoice transactions. changing this setting can result in accounting irregularities. 11/25/2009 . Prevent Prepayment Application Across Balancing Segments. Balancing : Payables uses the supplier site’s default liability account and overwrites the balancing segment (usually the company code) with the balancing segment from the expense distribution GL Account. under certain circumstances. for example the Liability account from the supplier site. and for your payment transactions. Payables creates one liability accounting entry. None : Do not use Automatic Offsets. • Automatic offset method  Supplier Payables Options  Invoice/Expense Report/Interest/Withholding Tax  Invoice Tax/Witholding Tax/Tax Defaults and Rules  Payment accounting/Payment  Transfer to GL/Mathcing/Currency Automatic offset method Submitted by Anonymous on Wed. • 5. Payables creates one cash type accounting entry. If you do not use Automatic Offsets. If you use Automatic Offsets. The GL account that each of the offsetting accounting entry is charged to depends on which method you use. you might want to use Automatic Offsets to keep your Payables transaction accounting entries balanced. Also. Balancing or Account: 1. When you use Automatic Offsets.

Account. you must make manual journal entries in your general ledger to keep the entries balanced at the balancing segment level. Although Payables builds the GL account to which amounts are charged differently depending on the method you use. and if you account for payments at clearing time) • Discount • Exchange Gain/Loss • Future Dated Payment • Rounding • Withholding Tax (if you apply the withheld amount at Payment time) • Bank Charges • Bank Errors Automatic Offsets affects only accounts listed above. Interest Liability. Example The following diagram illustrates how Payables builds a GL account on a liability distribution using the two different methods: . for example. For accounts other than these. in either case Payables automatically allocates the amount across the following accounting entries for an invoice: • Liability • Withholding Tax (if you apply the withheld amount at Invoice Validation time) Payables also allocates the following entries for a payment: • Cash (if you use a pooled bank account) • Cash Clearing (if you use a pooled bank account.2. The Account method takes the opposite approach with one segment (the designated account segment) being retained from the default GL account and all other segments being retained from the invoice distribution.

.Automatic offset method : None nvoice is cretaed with two distribution line with differnt balancing segments Charge A/c with BS1: 01-000-1160-0000-000 Charge A/c with BS2: 02-430-5800-0000-000 Liability A/c in supplier sie: 01-000-2210-0000-000 When Accouting is done the system 'll Debit the charge A/Cs in two different balancing segments and it would credit the liability given in supplier site.

01-000-2210-0000-000) and the A/C would 03-000-2210-0000-000. The complete A/C 'll be Automatic offset method : Accounting Invoice is cretaed with two distribution line with differnt balancing segments Charge A/c with BS1: 01-000-1110-1100-210 Charge A/c with BS2: 03-000-1813-0000-000 Liability A/c in supplier sie: 01-000-2210-0000-000 When Accouting is done the system 'll create the Liability A/C for BS2 by repalcing the natural a/c segment .Automatic offset method : Balancing Invoice is cretaed with two distribution line with differnt balancing segments Charge A/c with BS1: 01-000-1110-1100-210 Charge A/c with BS2: 03-120-7210-1100-130 Liability A/c in supplier sie: 01-000-2210-0000-000 When Accouting is done the system 'll create the Liability A/C for BS2 by repalcing the balancing segment of of the Liability A/c in BS1(i.e.

The complete A/C 'll be Supplier Payables Options Submitted by Anonymous on Fri.of of the charge A/c in BS2(i. You can override these defaults at any time. These values then default to the Supplier Site. 11/20/2009 . and then to the invoice. 03-000-1813-0000-000) and the A/C would 03-000-2210-0000-000.e.14:53 Use this region to enter defaults for the Suppliers window. .

Payables will produce K–records for all tax regions participating in the Combined Filing Program that have qualifying payments. This value will default to all new suppliers you enter. Invoice Received. 1. The Internal Revenue Service may return your 1099 magnetic tape if the tape contains K records. Attention: If you use electronic filing or magnetic media to file your tax information with the Internal Revenue Service and you are not participating in the Combined Filing Program. indicate whether you or your supplier will pay for any bank charges associated with payments to your suppliers. 1. Invoice. The Pay Date Basis for a supplier defaults to the new supplier sites you enter for the supplier. 2. Invoice date. do not enable this option. Invoice Currency: The currency that you use as a default for each new supplier you enter. 4. Terms Date Basis: The date that Payables uses as the payment terms start date when Payables calculates the due and discount date for invoice scheduled payments. You will pay bank charges. • Due. indicate whether your suppliers use the standard or negotiated rate. regardless of any available discounts. You can override this value at the supplier and supplier site. Supplier/Standard. Date you receive an invoice. Current date of your Payables system. . The date you receive goods for invoices you match to purchase orders. Payables selects invoices for payment based on the scheduled payment due date. Bank Charge Bearer: If you use the Bank Charges feature. If your suppliers pay. Combined Filing Program: Enable this option if you are using 1099 Combined Filing Program reporting. Pay Date Basis: The Pay Date Basis default for each new supplier you enter. Goods Received. Supplier/Negotiated. Use Pay Site Tax Region: You can enable this option only if you enable the Combined Filing Program Payables option. You can override the default for each supplier and supplier site. System. 2. • Discount. 3. Your supplier will bear any bank charges at a standard rate. Your supplier will bear any bank charges at a negotiated rate. When you submit the 1099 Electronic Media report. 3. You can choose any Pay Group you have defined in the Oracle Purchasing Lookups window.Pay Group: The Pay Group you want to assign to any new suppliers you enter. Payables selects invoices for payment based on the scheduled payment discount date. Internal.

You can override this default region for each invoice distribution in Distributions window. The default you choose here determines how many K records Payables will produce on your 1099 Electronic Media. one K record for each tax region. This would be a K record for that one default tax region. You can enter this field only if you enable the Combined Filing Program Payables option and did not enable the Use Pay Site Tax Region option. You do this by entering a value in the following Income Tax Region name field. Payables only produces K records for tax regions that participate in the Combined Filing Program and that you have entered (either as a default or manually) on a paid distribution for a 1099 supplier. Payables uses the 1099 supplier site’s region as the default tax region for the invoice distributions. Of course. If you choose a default Income Tax region in the next field. If you are participating in the Combined Filing Program. Invoice/Expense Report/Interest/Withholding Tax Submitted by Anonymous on Fri. You must then enter the default tax region you want to use for all invoices in the next field. 11/20/2009 . Enter the tax region you wish to use as the default for the invoice distributions of your 1099 suppliers.Enable this option if you want to use a 1099 supplier’s tax region as the default tax region. If you enable this option. Payables forwards your 1099 qualifying payment information to all the tax regions that participate in the Combined Filing Program.11:17 Invoice Payables Options . you may have only one K record. Payables will then produce additional K records on your 1099 Electronic Media. Payables produces one K record for each tax region. you can always override the default tax region for each invoice distribution. Income Tax Region. You can also choose to have your 1099 payment information forwarded to only one tax region regardless of which region your 1099 suppliers do business from. you may have as many K records as you have different supplier tax regions. the Income Tax Region Name field. You can override this default region for each invoice distribution. If you enable this option. In this case. Do not enable this option if you do not want to use a supplier site’s tax region as the default tax region.

and if so. almost all invoices must be processed by the Invoice Approval Workflow. You cannot submit the Invoice Approval Workflow Program unless you enable this option. automatically routes the invoice to designated approvers who then approve or reject the invoice. 1. You might want to enable this option if you need the Invoice Validation process to create tax distributions for an invoice before approvers review it. When you enable this option. 2. or if you have authority to pay an invoice without using the workflow process. You might want to force approve an invoice if the Invoice Approval Workflow does not complete for an invoice. You cannot enable this option unless you first enable the Use Invoice Approval Workflow Payables option. If you enable this option you can also reverse a match to a purchase order .1.1 Use Invoice Approval Workflow : Enable this option if you want to use the Invoice Approval Workflow feature to automate your invoice approval process.1 Allow Adjustments to Paid Invoices: Enable this option if you want to allow users to update the distributions of a paid invoice. The workflow determines if an invoice needs any individuals to approve payment of the invoice. then Invoice Approval Workflow does not select any invoice for processing unless the invoice status is Validated.2 Allow Force Approval: Enable this option if you use the Invoice Approval Workflow Program and want to allow accounts payable processors to override the workflow and manually approve invoices by using the Force Approval option in the Invoice Actions window.3 Require Validation Before Approval : If you enable this option. 1.

Automatically Create Freight Distribution: If you enable this option. 4. If you usually allocate freight to invoice distributions. You would discover this possible error when you submit Invoice Validation because Invoice Validation would place a Distribution Variance hold on the invoice and prevent you from creating accounting entries for the invoice. Payables determines which payment terms are more favorable by comparing the rank you assigned to the terms in the Payment Terms window. For example. The following table shows which options Payables uses during the recalculation. . During invoice entry. Payables automatically recalculates scheduled payments of invoices during Invoice Validation. Payables automatically calculates scheduled payments for invoices using the invoice payment terms. then during invoice entry when you accept the invoice date as the default for invoice number. If you enable the Recalculate Scheduled Payment Payables option. you must enter a freight account. Payables checks the Create Freight Distribution check box in the Invoices window and automatically creates a single freight distribution using the Freight Amount and Freight Account you enter for an invoice. unless you have manually updated any of the scheduled payments or used the Split Schedule functionality. The available options are different depending on whether the invoice is purchase order matched. 4. Payables uses the most recent of the available start date options and the most favorable of the available payment terms options so you can optimize your cash flow.2 Recalculate Scheduled Payment: Payables calculates scheduled payments using a start date and payment terms. the invoice will be payable in full on 30–JAN–2002. and the invoice terms date as the start date. If you enable the Automatically Create Freight Distribution Payables option. If you do not enter a value here then the import prorates freight charges across Item lines on XML invoices. 2. This means you could create a distribution variance on a paid invoice if you do not ensure the distributions total equals the invoice amount when you do your invoice adjustments. The system uses the value you enter here for all freight charges your suppliers enter online in Oracle iSupplier Portal. The system uses the value you enter here for all freight charges your suppliers send in XML invoices. ”Use the Invoice Date as the Invoice Number?”. You can override this account during invoice entry.1 Confirm Date as Invoice Number: If you enable this option. then do not enable this option. or enter freight distributions manually. 3. Payables uses this account as the default freight account for an invoice.2 Allow Online Validation: Enable this option if you want to allow users to select Invoice Validation from the Invoice Actions window or choose the Validate button in the Invoice Batches window.document and then match to another purchase order document that is not final matched. During recalculation. Payables displays a pop–up window that reads. if the start date is 01–JAN–2002 and the payment terms are Net 30. If you do not enter a value here then the system prorates freight charges across Item lines on iSupplier Portal invoices. Freight Account.

and • all other account segments from the corresponding purchase order or receipt distribution. then when you match a prepayment to a purchase order or receipt. Current date for your Payables system. If your Sequential Numbering profile option is Not Used. If no value is entered. Note that this value does not exist at the supplier or supplier site level. . you might have some Item distributions that use a built account and some that use the supplier site’s prepayment account. then Payables instead defaults the supplier site’s prepayment account. 5. Date that you enter in the Date Goods Received field. Invoice date you enter during invoice entry. • Goods Received/Invoice Date. • Goods Received/System Date. Your system administrator can define additional document categories for an invoice type. • 6. For example. then Payables will default the supplier site value for invoice payment terms to prepayments you enter. The date you enter the invoice. Payables predefines a document category for each invoice type. then the invoice date is used. 6. or enter a document category for an invoice. Therefore.3 Build Prepayment Accounts When Matching: If you enable this option. Date that you enter in the Date Goods Received field. Payables builds the account on each prepayment Item distribution using: • the natural (charge) account segment from the supplier site’s prepayment account. then the system date is used. even on the same invoice. If no value is entered. you may want to have immediate payment terms for all prepayment type invoices. 6. • Invoice Date. if you use this option. Payables prevents you from applying the prepayment to an invoice until on or after the settlement date. • If you do not enable this option then Payables always defaults the supplier site’s prepayment account to prepayment Item distributions.1 Prepayment Payment Terms: Payment terms that you want to use for all prepayments. • System Date. Payables does not assign a document category to an invoice and you cannot enable this option.3 Allow Document Category Override: Enable this option if you want to allow users to override the default Document Category assigned to an invoice by Payables.4. If you do not enter a value here. Payables automatically assigns a document category to an invoice if your Sequential Numbering profile option is Partially Used or Always Used. the value you enter here defaults to all prepayment invoices.2 Prepayment Settlement Days: Number of days you want Payables to add to the system date to calculate a default settlement date for a prepayment. Payables validates the built account. GL Date Basis: The date you want Payables to use as the default accounting date for invoices during invoice entry. and if the resulting GL account is not valid and active.

The Home address is from the PER_ADDRESSES table.Expense Report Payables Options Default Template The default expense report template that you want to use in the Payables Expense Reports window. If the supplier site you are paying (HOME or OFFICE) does not yet exist. Payables creates suppliers based on the defaults you select in this region and employee information from the Enter Person window. When Hold Unmatched Invoices for a supplier site is enabled. available advances. A number. Apply Advances Default value for the Apply Advances option in the Expense Reports window in Payables. A default expense report template appears in the Expense Reports window only if the expense report template is active. You can define additional values for Pay Group in the Purchasing Lookups window. Payables adds the supplier site to an existing supplier. and lists them on the Exceptions section of the Expense Report Import Report. If you use Internet Expenses and you enable this option. and the Office address is from the HR_LOCATIONS table. Payables cannot import expense reports without corresponding suppliers. available advances. Payables requires that you match each invoice for the supplier site to . You can override this default during expense report entry. Payment Priority Payment priority you want to assign to any suppliers that you create from employees during Expense Report Import. Suggestion: Define and assign immediate payment terms for your employee suppliers. enter an employee as a supplier in the Suppliers window and link the Employee Name/Number to the supplier before you use Expense Report Import. which represents the priority of payment for a supplier. between 1 (high) and 99 (low). Payment Terms Payment terms you want to assign to any suppliers that you create from employees during Expense Report Import. If you do not enable this option. Payables applies advances to employee expense reports if the employee has any outstanding. Payables automatically creates a supplier for any expense report where an employee does not already exist as a supplier. Automatically Create Employee as Supplier If you enable this option. depending on where you are paying the expense report. You can review suppliers and adjust any defaults in the Suppliers window. then Expense Report Import applies all outstanding. Hold Unmatched Expense Reports This option defaults to the Hold Unmatched Invoices option for the supplier and supplier site for any suppliers Payables creates during Expense Report Import. If you enable this option. when you import Payables expense reports. starting with the oldest. Pay Group Pay Group you want to assign to any suppliers that you create from employees during Expense Report Import. up to the amount of the Internet expense report. You can override this value in the Expense Reports window. Payables creates a HOME or OFFICE supplier site with the appropriate address.

Payables automatically creates interest invoices when you pay overdue invoices in a payment batch or with a Quick payment. or you can manually release the hold in the Holds window of the Invoice Workbench. then Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched to a purchase order or receipt. for the interest invoices Payables creates automatically when you pay overdue invoices. such as expense and liability accounts. You can release this hold by matching the invoice to a purchase order or receipt and resubmitting Invoice Validation. If you enable this option for a site. Payables applies the hold to the invoice during Invoice Validation. Allow Interest Invoices: Enable this option if you want to allow Payables to calculate interest for overdue invoices and create interest invoices for selected suppliers. If you pay an overdue invoice using a manual payment. . Interest Payables Options Use this region to enable Automatic Interest Calculation and then enter defaults.either a purchase order or receipt. You cannot pay the invoice until you release the hold. Payables warns you that interest is due on the invoice and you should pay the invoice in a payment batch or with a Quick payment. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero.

you must enter a value in this field that represents the minimum interest amount Payables will pay. If you do not enable the Allow Interest Invoices Payables option. you cannot enable the Allow Interest Invoices option in the Suppliers window. If the Prorate Across Overdue Invoice option is enabled then Payables uses the natural (charge) account from the account you enter here when it builds expense accounts for an interest invoice. Expense Interest Invoice Account: If the Prorate Across Overdue Invoice option is disabled then when Payables creates an interest invoice it creates a single distribution with this account. Prorate Across Overdue Invoice: If you enable this option. Minimum Interest Amount: If you enable the Allow Interest Invoices option.If you enable this option. Payables enables the Allow Interest Invoices option in the Payment Region of the Suppliers window for all new suppliers you enter. If your enterprise is a United States agency that uses USSGL transaction codes. Payables prorates the interest amount across the item distributions on the overdue invoice. then Payables will instead use the expense interest account for each distribution. If the calculated interest amount is less than this amount. Withholding Tax Payables Options . This liability account is always used when interest invoices are automatically created during the payment process. Payables does not overwrite the liability account if you use Automatic Offsets. • If Dynamic Insertion is disabled and the GL accounts that Payables builds are not valid and active. you must enter a liability account. Payables uses this account as the liability account when it creates accounting entries for interest invoices. and • all other account segments from the corresponding item distribution of the overdue invoice. Payables does not create an interest invoice. then Payables also copies the USSGL transaction codes from the item distributions on the overdue invoice to the item distributions on the interest invoice. the setting of the Prorate Across Overdue Invoice option below indicates how you want Payables to account for interest invoices. Liability Interest Invoice Account: If you enable the Allow Interest Invoices option. If you do not enable this option then Payables creates interest invoices with one distribution and the expense interest invoice account. You can override this default value at any time. When you enable the Allow Interest Invoices Payables option. It then builds the account for each interest invoice distribution by using • the natural (charge) account segment from the interest invoice expense account that you enter below.

If you adjust an invoice after you submit Invoice Validation. When you create payments in a payment batch or with a Quick payment. you have the option to allow your suppliers and supplier sites to be subject to withholding tax. The name of the withholding tax group that you would like to use as the default withholding tax group for the new suppliers you enter. it calculates withholding only once. Select the time at which you would like Payables to apply withholding taxes to your supplier's invoices: • Never. Apply Withholding Tax. Select this option to enable Automatic Withholding Tax. Withholding Amount Basis. Tax Group. Payables includes the invoice discount amount when it calculates withholding tax amounts for the invoice. Allow Manual Withholding. • Include Discount Amount. • At Invoice Validation Time. Note: If Payables withholds tax at Invoice Validation. If you enable this option. then you need to manually adjust the withholding tax. . Enable this option to allow manual creation and adjustments of Withholding Tax type distributions for your invoices. • At Payment Time.Use Withholding Tax.

Payables includes the invoice tax amount when it calculates withholding tax amounts for the invoice. Income Tax Region value. The program selects distributions to update as follows: If the current date is before March 1 of the current calendar year then the program updates distributions with a payment date of January 1 of the previous calendar year or later. Invoice Tax/Witholding Tax/Tax Defaults and Rules Submitted by Anonymous on Fri. • At Invoice Validation Time. Include Income Tax Type on Withholding Distributions. When this option is enabled. • At Payment Time. Payables automatically provides the following values: Income Tax Type value of MISC4. you will need to manually ensure that each withholding type tax code has an associated tax authority.15:58 Tax Defaults and Rules Payables Options . If you create a Withholding Tax distribution manually. Create Withholding Invoice. Payables initiates the Update 1099 Withholding Tax Distributions program. if you change to an option other than Never. then when Payables automatically creates distributions of type Withholding Tax for 1099 reportable suppliers. 11/20/2009 . which updates these values on existing Withholding Tax distributions. If the current date is March 1 of the current calendar year or later. Select the time at which you would like Payables to automatically create withholding tax invoices to remit withheld taxes to tax authorities: • Never. You can create a withholding type tax code without entering a tax authority. However. if the Combined Filing Payables option is enabled. When you enable this option. If you enable this option then you can report on federal income tax withheld (MISC4) for 1099 suppliers. then you need to enter these values manually.• Include Tax Amount. then the program updates distributions that have a payment date of January 1 of the current year or later. Note: Payables provides these values only for distributions it creates automatically.

that the tax code matches: • You have enabled the Enforce Tax From Account option. Enable each source you want to use by checking its check box. Payables checks the Natural Account first. If you enable the Enforce Tax from Purchase Order option. and give each source a unique. Payables searches the sources you enable. Payables always searches first at the Purchase Order Level for purchase order matched documents. If the tax code does not match the account then Invoice Validation will place the invoice on Natural Account Tax hold. • You have disabled the Allow Tax Code Override option in the Tax Options window in General Ledger. Note: Two Payables options supersede the hierarchy you define. it stops searching and defaults the tax value to the document you are creating. • You have assigned tax codes to accounts in the Tax Options window in General Ledger. enter a rank (1 is searched first). consecutive number starting with 1. If the invoice is not purchase order matched or if you have not enabled the Enforce Tax from Purchase Order option. Payables always searches next at the Natural Account.Use this region to set a hierarchy for Payables to use when it provides default values for Tax Code fields. then during Expense Report Import and Payables Open . in the order you designate until it finds a valid active Tax Code value (tax code or tax group). Enforce Tax From Account : Enable this option if you want to enforce the relationship between the tax code and the expense or asset account for distributions. If you enable the Enforce Tax From Account option. If you enable the Enforce Tax From Account option. For each source. When it finds a tax value. If the following conditions are true then Invoice Validation checks that for every account to which you have assigned a tax code.

Payables releases the hold when you submit Invoice Validation after correcting the Tax Code on the invoice or on the purchase order you matched to. If the shipment is nontaxable. If this option is not enabled. If the tax code is incorrect. and if you want Invoice Validation to verify that the invoice Tax Code value matches the Tax Code value on the purchase order document that the invoice is matched to. You can also manually release a Tax Difference hold in the Holds window and the Invoice Actions window. regardless of the rank you assign to the PO for Matched Invoices source in your Tax Code Defaults hierarchy. Note: If you enable this option we recommend that you do not also enable the Enforce Tax From Account Payables option in the Tax Defaults and Rules tabbed region. then Invoice Validation automatically applies a Tax Difference hold to the invoice. then the system does not use your Tax Code Defaults hierarchy. then the system defaults the Tax Code value from the shipment. Enforce Tax From Purchase Order :Enable this option if you want Payables to honor the Taxable flag on the purchase order shipment. the system looks at the Taxable flag on the purchase order shipment during matching. Invoice Validation also applies a Tax Difference hold to an invoice if the invoice and purchase order Tax Code values are the same and the purchase order shipment to which you matched is non–taxable. Invoice Tax Payables Options . and enters no Tax Code value on the invoice distribution. If you enable this option we recommend that you rank Account at or near the top of your source hierarchy to minimize holds. If the purchase order shipment is taxable. If this option is enabled. Payables will not import the invoice or expense report and will list it as an exception.Interface Import the system checks the tax codes of all accounts that have tax codes assigned to them. the system continues searching in your Tax Code Defaults hierarchy if it finds no Tax Code value on the purchase order shipment. If the purchase order shipment to which you matched is defined in Purchasing as taxable. then even though the purchase order shipment is nontaxable. and the Tax Code values on the invoice and the purchase order are not the same.

This option does not apply to any imported invoices or to credit and debit memos that are entered in the Invoice Workbench. Do not enable this option if you want to enter Use type tax codes on invoices. If you enable this option. Payables does not assign the default to the invoices you enter for the supplier site. when you enable this option and enter a Use type tax code as the default tax code for a supplier site. You can adjust the tax distribution in the Distributions window. or if your system is set up with a Tax Code default and an automatically calculated Tax Amount. in the Invoices window you enter a tax code with a zero-percent tax rate assigned to it. Payables will not require you to enter a Tax Code or Tax Amount in the Invoices window even if you have enabled the Require Tax Entry at Header option. Payables automatically calculates a Tax Amount. . In addition. then Payables creates a tax distribution. You may not want to enable this option if you want to allocate tax across selected invoice distributions. If you allow override of the tax calculation level and you enter an invoice using Line or Tax Code level calculation. You are required to enter a value for a Tax Code field only if one has not defaulted from a source designated in your tax hierarchy. You cannot enable this option if you select Line or Tax Code as your Calculation Level Payables option. Payables prevents you from entering Use tax codes on invoices.Require Tax Entry at Header. If you enable this option. Payables requires you to enter a Tax Code and Tax Amount in the Invoices window when you enter an invoice. If you enter a Tax Code and Tax Amount for an invoice. If you use Automatic Tax Calculation at the Header level. If you have enabled this option and the invoice has no tax.

and then round the tax amount. .If the Require Tax Entry at Header Payables option is disabled when you enter an invoice. supplier site. Automatically create tax distributions based on the Invoice Amount and Tax Code in the Invoices window: • Tax Code. You can adjust the default calculation level in the Supplier. If you do not enable this option. Automatically create tax distributions based on the Invoice Amount and Tax Code in the Invoices window: • Header. When calculating tax amounts. Use Automatic Tax Calculation. then enable this option. Automatically create tax distributions based on the distribution Amount. calculate tax. and Includes Tax check box in the Distributions window. Automatically create tax distributions based on the distribution Amount. Supplier Sites. Tax Code. See: Disabling Automatic Tax Calculation. round the tax amount. then the Expense Report Import program rejects any expense reports that do not have at least one tax line. Payables will not automatically calculate sales tax for any invoice entered after you disable the option. If you enable the Use Automatic Tax Calculation option. Note that if you enable this option and if you process expense reports in Payables. select the level at which you want Payables to automatically calculate sales tax. or by matching to purchase orders. If this option is not enabled. If you disable this option after you have enabled it. Select this option if you want to enable Payables to automatically calculate and enter tax on invoices. and you also want to create tax distributions for other invoices by manually entering tax distributions. Tax Code. you can enter a zero amount line with a zero rate tax. group lines with the same tax code and Includes Tax check box setting together. calculate tax for each distribution. Payables does no tax calculation but will automatically create a tax distribution if you enter values for Tax Code and Tax Amount in the Invoices window. and Includes Tax check box in the Distributions window. then the Tax Code and Tax Amount fields are optional. or invoice. The Calculation Level defaults in the following order: Payables Options -> Suppliers -> Supplier Site -> Invoices. If an expense report has no tax. Calculation Level. You can selectively disable Automatic Tax Calculation for a particular supplier. then add the tax amounts. Payables will disable Automatic Tax Calculation options throughout the system. You can enable the Allow Calculation Level override check box in the Suppliers window for new and existing suppliers only if the Allow Calculation Level Override check box in the Payables Options window is currently enabled. • Line. Payables copies the invoice tax code and tax amount values to the new tax distribution but does no tax calculation. If you want to use Automatic Tax Calculation for some invoices. This value defaults to new suppliers you enter. When calculating tax amounts. Enable this option if you want to allow users to adjust the default value of the Calculation Level option for new and existing suppliers. and Invoices windows only if the Allow Override option is currently enabled in the previous window. by allocating tax across selected invoice distributions. Allow Calculation Level Override.

Prepayment type) distributions when Payables automatically creates tax distributions. This value defaults to the Distribution Amounts Include Tax option in the Suppliers window. Note that if you enable Header as the Calculation Level Payables option. Therefore you can never enable the Includes Tax check box in any of the following windows: Distributions. Allow Override. Misc. Payment accounting/Payment Submitted by Anonymous on Fri. then you cannot enable this option. Payables subtracts the calculated tax from non-Tax (Item. Invoice Gateway. and you want the Distribution Amounts Includes Tax check box to be enabled by default for all new suppliers you enter. and you can change it in the Suppliers window if you enable the following option. Payables always checks the Includes Tax check box for invoice distributions and recurring invoice templates. If you enable the Allow Override option. Freight. Expense Report Templates. Allow Override. Enable this option if you use Automatic Tax Calculation at the Line level or Tax Code level.13:19 . you can override the Distribution Amounts Include Tax check box default value for all suppliers. When the Distribution Amount Includes Tax check box is enabled at the supplier site. You cannot enable this option unless you enable Automatic Tax Calculation and you select Line or Tax Code as your Calculation Level. If you enable this option you can also adjust the Includes Tax check boxes in the Expense Report Templates window. When you select this option at the supplier site. 11/20/2009 .Distribution Amounts Include Tax.

but allows you to proceed with the payment batch. Payables uses this value as a default in the Payment Batches window. Payables automatically assigns a document category to a payment document when you define a payment format for the payment document. Payables uses the additional pay through days to determine the default Pay Through Date when you initiate a payment batch. EFT User Number The number which identifies you as a user of electronic funds transfer services to your bank or clearing organization. if you define 5 as the value in this field. You can then use these . Payables predefines a document category for each payment method. If your Sequential Numbering profile option is Partially Used or Always Used. Your system administrator can define additional document categories for a payment method. Payables displays a warning message that you are exceeding your maximum outlay. If a payment batch exceeds the maximum outlay. Payables adds 5 days to the system date to calculate the default Pay through Date when you initiate a payment batch.Bank Account: The internal bank account you use to disburse funds. Payables includes this information in some EFT payment formats. Allow Document Category Override Enable this option if you want to allow users to override the default document category assigned to a payment document by Payables. and the Payments window. Additional Pay Through Days Number of days between your regular payment batches. For example. Payment Batch Limit: The default maximum outlay amount Payables will pay for each payment batch.

If your Sequential Numbering profile option is set to Not Used. taxes with corresponding offset taxes. and you want to have Payables distribute Discount Taken amounts across balancing segments. If you leave this field blank. Payables subtracts the tax amount from the invoice amount when it enters the invoice amount applicable to discount in the Invoices window. Payables does not assign a document category to a payment document and you cannot enter a value in this field. will not be excluded from discount calculation. Payables uses the System Account method for distributing your discounts. When you enter an invoice you can always override the default invoice amount applicable to discount. and if you use Header level tax calculation.additional document categories to override the default document category for a payment document. For example. If you enable this option. You cannot select Prorate Tax if your Exclude Tax From Discount Payables option is enabled in this window. Exclude Tax From Discount Calculation If you enable this option. if your tax distributions are 10 percent of the total invoice amount. Note that even if you enable this option. Payables assigns the discount to the charge account unless the invoice is matched to a purchase order with Accrue on Receipt enabled. If you do not enable this option. Payables only prorates the percentage of discount amount equal to the percentage of your tax distributions. System Account: Payables credits all discounts to the system Discount Taken account you define in the Financials Options window. Payables credits the remaining discount amount to the Discount Taken account you enter in the Financials Options window. then the discount is prorated only to the expense lines and not the tax lines. Payables also does not allow you to enter a document category for a payment. choose this method. If you enable Automatic Offsets. If your Exclude Tax From Discount Payables option is enabled in this window and you enable this option. in which case it is assigned to the price variance account. Payables prorates 10 percent of the discount amount across the tax distributions. only if you enable this Payables option. Discount Method The method you want Payables to use for distributing the discounts you take when making payments. Payables uses the gross amount (including the tax amount) of an invoice as the invoice amount applicable to discount. . Payables credits the remaining 90 percent of the discount amount to the Discount Taken account. Prorate Tax: Payables automatically prorates a percentage of the discount amount across the tax distributions. Prorate Expense: Payables automatically prorates any discounts across all the invoice distributions. such as VAT taxes. you cannot select Prorate Tax for your Discount Distribution Method Payables option. when you enter an invoice.

Allow Remit–to Account Override: Check this check box if you want to allow users to change the default primary supplier site bank account during Quick payment and payment batch creation. Payables will enter System Account as the value for the discount distribution method field in the Payment region of the Payables Options window. You print a Quick payment by selecting the Print Now option in the Payment Actions window. If you enable this option. You can then select an alternate Remit–to account from a list of the supplier site’s active bank accounts that use the same payment currency. Allow Void and Reissue: If you enable this option. you can override the Payables default of the Remit–to field of the Payments window and the Modify Payment Batch window. then you can print Quick payments. Payables voids the old check and creates a replacement check. When you reissue a check. then when your system receives a Confirm Business Object Document XML message from your bank that indicates that the XML payment transmission was successful. you may want to have a fast. Allow Address Change Enable this option if you want to allow users to address a payment to an address other than the invoice’s supplier site’s address. Payables allows you to create payments with a payment date before the system date for any payment except a manual payment. if you enable this feature. Allow Pre–Date: If you enable this option. and payment exchange rate if you are using multiple currencies. you can override the Remit–to Bank Account only in the Scheduled Payments window. If you enable this option. the system automatically confirms the payment batch that generated the payment XML message. You cannot select the Void and Reissue option for future dated payments. XML Payments Automatic Confirmation Enable this option if you use the XML Payments feature and want the system to automatically confirm payment batches that generate Process Payment Request XML messages. the user who formatted the payment batch receives a workflow notification that the payment batch was confirmed.If you enable the Use Bank Charges option in the payment region. you can reissue a Quick payment. Suggestion: If you are going to print Quick payments. When the system automatically confirms a payment batch. The checks are identical except that the new check has a new check number. If you do not enable this option. . Use Bank Charges: If you want to use the Bank charge feature. If you enable this option. You may need to reissue a check for a Quick payment if it is spoiled during printing. Also. you must enter a value for the Bank Charge bearer field in the Supplier region of the Payables Options window. the Discount Distribution Method defaults to System Account and you cannot update it. dedicated concurrent manager queue and a dedicated printer with checks ready to print. Allow Print: If you enable this option. and you cannot override this value. enable this option. payment date.

2 bank charges: debit the Bank Charges account and credit the Cash account 2. depending on how the Account for Payment option is set.1 reconciled payment: debit the Cash Clearing account and credit the Cash account 2. If you select both options you have the same functionality as the Allow Reconciliation Accounting option provided in previous releases. you cannot take discounts on invoices. Payables then creates the following accounting entries after payment reconciliation or clearing in Cash Management: 2. I. This accounting assumes you use accrual basis accounting. at payment maturity.If you enable this option. Any accounting entries for gain and loss are controlled by the Account for Gain/Loss Payables option. You can select one or both options. Payables creates the following accounting entries after payment issue: 1.3 bank errors: account in Cash account and Bank Errors account. Payables creates the following accounting entries. 2. You specify the GL accounts when you define the payment document. Then. Both (When Payment is Issued. Debits and credits depend whether the bank error was a positive or negative amount . debit the AP Liability account and credit the Future Dated Payment Account. so they are not included here. debit the Future Dated payment Account and credit the Cash Clearing account. Account For Payment Choose when you want to create payment accounting entries. and When Payment Clears): Payables accounts for each payment you issue twice—once as an unreconciled payment and once again as a cleared payment. unreconciled payment: debit the AP Liability account and credit the Cash Clearing account For future dated payments.

– bank charges: debit the Bank Charges account and credit the Cash account. after clearing. 11/19/2009 . . at payment maturity. bank charges. which transfers accounting lines to Oracle General Ledger. Do not summarize the entries. When Payment Clears If you select only this option. After you clear the payment in Oracle Cash Management.unreconciled payment: debit the AP Liability account and credit the Cash account. When Payment is Issued: Payables accounts for each payment once. or gain and loss at reconciliation. Payables accounts for each payment once. debit the AP Liability account and credit the Future Dated Payment Account. Transfer to GL Interface Select the level at which you want to summarize accounting entries when you submit the Payables Transfer to General Ledger program. Then. Transfer to GL/Mathcing/Currency Submitted by Anonymous on Thu. after payment issue. Payables creates the following accounting entries. Summarize the accounting lines by account and date. III. . • Summarize by Accounting Date. Debits and credits depend whether the bank error was a positive or negative amount. If you do not create summarized journal entries. – bank errors: account in Cash account and Bank Errors account. Although you can reconcile the payment in Cash Management. For future dated payments. or bank errors. • Summarize by Accounting Period. Payables combines all the invoice or payment transactions for a particular account or date into a single journal entry line. Submit Journal Import Enable this option if you want to submit journal import when you submit Payables Transfer to General Ledger. • In Detail.II. then Payables creates a journal entry line for each accounting entry. Payables creates the following accounting entries. Summarize the accounting lines by account and accounting period. debit the Future Dated payment Account and credit the Cash account. Journal Import imports accounting entries from the GL Interface into Oracle General Ledger.13:29 Transfer to GL Payables Options Use this region to set defaults for submission of the Payables Transfer to General Ledger Process. After you issue the payment. Payables does not create accounting entries for payment reconciliation. If you use Oracle General Ledger you can also set defaults for submitting Expense Report Import. If Payables creates summarized journal entries. – reconciled payment: debit the AP Liability account and credit the Cash (asset) account. The original accounting entries remain in Payables until you purge them.

they can change the defaults that you set in this region. Matching Payables Options Allow Final Matching Enable this option to allow final matching of purchase order matched invoices. You can . then when users submit the Payables Transfer to General Ledger Process. Choose this option if you want users to change the Transfer to GL Interface parameter when submitting the report for individual journal categories.Allow Override At Program Submission If this option is enabled.

You cannot final match when you match invoices to receipts. Attention: If you final match to a purchase order. Currency Payables Options . Transfer PO Descriptive Flexfield Information Enable this option if you want Payables to automatically transfer the descriptive flexfield information from the purchase order distribution to the invoice distribution when you match an invoice to a purchase order. Payables only allows you to match an invoice to a purchase order shipment. In addition. If you do not enable this option. make sure that the flexfield structure is the same for purchase order distributions and invoice distributions. Allow Matching Account Override Enable this option if you want to allow override of the account for an invoice distribution created from matching to a purchase order. You cannot override the account for a matched invoice distribution if you use encumbrance accounting. If you enable this option. You can override the account for a matched invoice distribution in the Distributions window of the Invoice Workbench.indicate a final match when you match an invoice to a purchase order during invoice entry or when you adjust a matched invoice distribution. If you enable this option. Allow Distribution Level Matching Enable this option if you want to allow matching to purchase order distributions. you can match an invoice to one or more purchase order distributions. or perpetual receipt accrual. any subsequent invoices matched to the purchase order will be placed on hold. or on any imported invoices. and you cannot manually release the hold. you cannot override the account if the purchase order is projects related and the item destination for the purchase order distribution is Inventory.

Maturity Rate Type. The Account for Gain/Loss Payables option controls when Payables accounts for gains and losses. Calculate User Exchange Rate If you already know the functional currency amounts of any foreign currency invoices you are entering. then you can enable this option so Payables can calculate and enter effective invoice exchange rates for those invoices. Payables defaults the rate automatically. . Payables records gains and losses only if you use accrual basis accounting. If the exchange rate changes between invoice entry and payment. Payables automatically calculates the realized gain or loss and records it in this account. This functionality applies to invoices you enter in the Invoices window and invoices you import from the Payables Open Interface. If this option is enabled then when you enter a foreign currency invoice. either entered by the user or calculated by the system. Realized Gain/Loss Payables uses these accounts as the default realized gain and loss accounts for payments from each of your bank accounts. and Maturity Rate Date. based on the date and the Rate type you enter. When you create future dated payments. then when you enter a foreign currency invoice. if you select the exchange rate type of User and you provide the functional currency amount. Payables allows you to enter a value for functional currency amount in the Invoices window only if this option is enabled. either manually. then Payables always requires an exchange rate. then Payables calculates and enters the exchange rate. Payables also allows you to define a multiple currency payment format and bank account if you enable this option. If the exchange rate type is User. If you maintain daily rates in the Daily Rates window. After you have entered invoices or created payments. You must inactivate the payment documents that use multiple currency payment formats and change the Multiple Currency field value on multiple currency bank accounts to disabled before you can change this Payables option from enabled to disabled. or by using the AutoRate program. you can enter exchange rates. You cannot create accounting entries for or pay foreign currency invoices without exchange rates. you still have the option of entering a foreign currency invoice amount and exchange rate so Payables will calculate and enter the functional currency amount.Use Multiple Currencies Enable this option if you want to enter and pay invoices in a currency different from your functional currency. you are required to enter the Maturity Rate. Payables checks and warns you if you have any multiple currency bank accounts that are using multiple currency payment formats. Require Exchange Rate Entry Enable this option to require entry of an exchange rate whenever you enter an invoice or a payment in a currency other than your functional currency or an associated fixed rate currency. Exchange Rate Type Payables uses this as the default exchange rate type when you enter invoices or create payments. If you update this Payables option from enabled to disabled. If this option is enabled.

. and the rounding error of . For example.001 GBP.00 GBP. • The functional currency amounts of payments do not equal the amount recorded as the liability. • You have enabled automatic offsets and the cash account is pooled. the payment will be for 100. The system charges the remaining amount to the rounding account to fully relieve the cash clearing account.001 will be recorded in this account. and you have rounding errors. This happens when you make the final payment of an invoice that is already partially paid. The system charges the remaining amount to the rounding account to fully relieve liability. if a payment rounds to 100.Rounding Payables uses this account for currency rounding at the following times: • You use multiple currencies and the payment currency does not round within the payment currency precision. This happens when you make the final payment of an invoice that is already partially paid.

Each column corresponds to one period. Payables reports on the four periods with that type. The Invoice Aging Report provides information about invoice payments due during four periods you specify. 2 Weeks. you define one type of aging period called Weeks Past Due. 11/23/2009 . you select the type of aging periods to use for the report. For example. When you submit the report. Due in 3 Weeks. . You can use the Aging Periods window to modify or reorder the periods within an aging period type at any time. You also define a type of aging period called Current. and Due in 1 Week. and Over 3 Weeks. 3 Weeks. and define the following periods for Current: Due in More than 3 Weeks. When you submit the Invoice Aging Report. Payables displays the invoice information in four columns.10:26 Use the Aging Periods window to define time periods for the Invoice Aging Report. if you select Weeks Past Due for the Type parameter. Due in 2 Weeks.Aging Periods Submitted by Anonymous on Mon. and define the following periods for Weeks Past Due: 1 Week.

. If you use automatic tax calculation. you define the tax names. you can define a tax code that has a 10% rate one year.Tax Codes Submitted by Anonymous on Sun. Payables calculates the invoice sales tax and automatically creates tax distributions.5% rate the next year. You can assign tax codes to expense or asset accounts so that Payables will automatically enter the appropriate tax code when you enter an account. Payables automatically uses the correct rate depending on the invoice date. and an account to which you charge tax amounts. For example. and Payables adjusts the calculation. and a 10. You can then enter a tax group in the Tax Code field for Payables and Purchasing transactions to calculate multiple taxes on a single taxable item. You define the Tax Code Defaults hierarchy in the Payables Options window to determine the order in which Payables searches for a tax value (tax code or tax group) when a Payables document requires a default tax value. Payables uses the tax code to validate that you have entered tax distributions correctly. You do not need to define special tax codes for distributions that include tax. you can group them into tax groups in the Tax Groups window. You can define tax codes that have different tax rates during an effective date range you specify. a tax rate. you use on invoices to record invoice taxes you pay to suppliers and tax authorities. Each tax code has a tax type. or tax codes.14:54 In the Tax Codes window. 11/22/2009 . After you define tax codes. Simply select the Includes Tax check box when you enter the distribution. During the Payables Invoice Validation process.

15:05 Use Tax Groups to combine your tax codes into tax groups to calculate multiple taxes on single taxable items in your Payables and Purchasing transactions. you record the tax. . first define the Offset tax. enter the Offset tax code in the Offset Tax field. You can also link a tax authority supplier to a Withholding Tax type tax code so you can create invoices to pay taxes you withheld from your suppliers.Offset Tax Codes Offset taxes are negative–rate taxes. you do not need to set up tax groups. In the Tax Codes window you can associate Offset taxes with Sales or User–defined taxes. You can also use this feature to manage multiple tax recovery requirements. Then when you define the Sales or User–defined tax. 11/22/2009 . and taxable amount limits. tax amount limits. If you only use single tax codes with a single recovery rate. Withholding Tax Codes Withholding Tax type tax codes can have multiple rates. To associate an Offset tax with a Sales or User–defined tax. When you use the Sales or User–defined tax on an invoice. effective date ranges. but the associated Offset tax reduces or eliminates your tax liability. Tax Groups Submitted by Anonymous on Sun.

In the Tax Codes window you specify the recovery rate by entering either a . You can assign any Sales or user–defined tax code to a tax group. the system calculates the tax amounts for each tax code in that tax group. The system will then calculate multiple taxes for the invoice. and recovery rules or recovery rates. you can enter a tax group name in the Tax Code field in the Invoices window. the system calculates the recovery rate for tax codes (including tax codes in tax groups) you use for invoices and purchases order distributions. After you define your tax groups. you can use only one tax group within a single invoice. Attention: The tax rates and accounting entries used throughout this manual are provided for illustration purposes only.You can use your tax groups with any transactions that you enter along your procure–to–pay chain. You can assign individual tax codes to tax groups in the Tax Groups window. you can either enter a tax group or an individual tax code in fields that require a tax code. Tax Recovery Rules Submitted by Anonymous on Sun. You can assign the same tax group to multiple taxable items on an invoice. The Tax Defaulting Hierarchy can also use tax group values to provide default tax values to transactions you enter. However.14:46 If you record partially recoverable and nonrecoverable taxes in Payables or Purchasing. 11/22/2009 . For example. Please contact a tax professional for specific implementation requirements. These tax codes can have associated offset taxes. When you use a tax group.

you store supplier information only once. You can also enter employees whom you reimburse for expense reports. it uses the January rate and for a February distribution it uses the February rate. . The degree of tax recovery can be influenced by factors such as: 1. Each active rate must have a unique combination of account range.23:36 Set up suppliers in the Suppliers window to record information about individuals and companies from whom you purchase goods and services. For example. you set up a recovery rule with different recovery rates for January and February. you can specify the recovery rate with either a percentage rate or a PL*SQL function name. However. and enter supplier sites for each location. Specify a PL*SQL function name when you need to use a complex tax rule. the nature of the business or the organization 2.fixed percentage rate or a tax recovery rule. depending on the following distribution attributes: • Distribution account • Invoice date • Condition (for example. Most supplier information automatically defaults to all supplier sites to facilitate supplier site entry. For example. Use a tax recovery rule if the recovery rate varies. You can set up recovery rules to assign recovery rates based on the rate you assign to an account range. When the system calculates the recovery rate for a January invoice distribution. RFQ only sites. When you define a recovery rule. Suppliers Submitted by Anonymous on Sun. purchasing sites. the intended usage for the items purchased The account for a purchased item provides information about its recovery rate. or procurement card sites. the account records information that might influence the recovery rate such as the division or cost center purchasing the item. 08/09/2009 . When you enter a supplier that does business from multiple locations. and the natural account of the item. Each tax recovery rule can have multiple rates. the nature of the goods or services purchased 3. and condition. you can override these defaults and have unique information for each site. you can buy from several different sites and send payments to several different sites. for a single supplier. effective dates. supplier type) In the Tax Recovery Rules window you can define tax recovery rules. You can designate supplier sites as pay sites. For example.

you can buy from several different sites and send the payments to only one site. Most information you enter in the Suppliers window is used only to enter defaults in the Supplier Sites window. You can override options and defaults at lower levels in the hierarchy. Options and defaults set at one level automatically cascade down to all lower levels in the hierarchy. even if the supplier site value is null and the supplier has a value. you can update them at any time to change controls and defaults for future transactions. When the system enters that information in a later transaction. • Setting Up Suppliers and Supplier Sites • Merging Suppliers Setting Up Suppliers and Supplier Sites Submitted by Anonymous on Sun. When you enter a supplier. such as names of contacts or the customer number your supplier has assigned to you. you can create an unlimited number of sites with different addresses and contacts. If you update information at the supplier level. existing supplier sites are not updated.21:22 For every supplier. Although you need to define these options and defaults only once. • You can designate supplier sites as one of the following types: .The system uses information you enter for suppliers and supplier sites to enter default values when you later enter transactions for a supplier site. For example. you can also record information for your own reference. Oracle Payables contains a hierarchy of options and defaults to expedite and control data entry. it only uses supplier site information as a default. for a single supplier. 10/18/2009 .

verify that the supplier does not already exist in the system. • Entering Basic Supplier Information  Control/ Purchasing and Receiving option  Invoice Tax/Withholding Tax/Tax Reporting Region  Bank Accounts/Accouting/Payment Region . The verification eliminates the possibility of having duplicate suppliers and invoices in the system and improves the system performance. . • Submit a Suppliers Report. address. you can enter contact information (name. . • Compare the supplier name with the names on these reports to ensure that the supplier does not already exist in the system. You cannot create purchase orders in an RFQ Only Site.Pay Site: You can only enter an invoice for a supplier site that is designated as Pay Site. Avoiding Duplicate Suppliers Before setting up a new supplier.Purchasing Site: You can only create purchase orders in a Purchasing Site.RFQ Only Site: In Oracle Purchasing you can only create request for quotations from a Request For Quotations (RFQ) Only Site. and telephone number) specific to that site. • Perform a Find or Query on the supplier name. Contact information is for your reference only and is not used by the system. • For every supplier site. • Submit a Supplier Audit Report to obtain a listing of suppliers whose names are the same up to a specific number of characters..

Enter Supplier Information in the General Region Define parent/subsidiary relationships in the General region. Use a naming convention to prevent future duplications (for example. optionally enter the VAT registration number in the Tax Registration Num field.) 2 If you do not enable the Automatic Supplier Numbering option in the Financials Options window. enter the inactive date in the Inactive After field. After verifying that a supplier does not already exist. set up a new supplier with a unique name in the Suppliers Summary or the Suppliers window. 3 Optionally. usually the tax identification number (TIN) for a company or the social security number for an individual. 4 If you are entering a value-added tax (VAT) supplier. 10/20/2009 . Oracle Corporation. enter a unique supplier number. . enter the Taxpayer ID. not Oracle Corp. 5 To prevent invoice or purchase order entry for this supplier after a certain date.11:29 1. Entering Employees as Suppliers  Entering Information at the Supplier Site Level Entering Basic Supplier Information Submitted by Anonymous on Tue.

If you do not expect to do repeat business with a supplier. customers often use this region to classify their suppliers for government reporting purposes. . some customers receive certain government contracts only if a percentage of their suppliers are classified in certain categories. 2 In the Customer Number field. 1. Enter the employee name if applicable. enter the number that your supplier uses to identify your company or organization. This number appears on the Oracle Purchasing standard purchase orders. 1. the system displays the parent supplier number. classification information is not used by the system and is for your reference only. enter the name of the supplier’s parent company if the supplier is a franchise or subsidiary. enter the standard industry code (SIC) for your supplier. In the United States. 2. The parent company must be defined as a supplier in the system first. You define employees as supplier to enter expense report (from which you create invoice and pays to employees for expenses occurred due to official reasons) 3. In the Number field. If you are entering an employee as a supplier. you must select Employee in this field. Select a supplier type from the Supplier Type list of values to group the supplier for reporting purposes.1 In the Parent Supplier Name field. For example. In the SIC field. Supplier Information in the Classification Region Except for Type and Employee name. select the One Time check box.

select the Small Business check box. Suppliers: Electronic Data Interchange (N) Suppliers—>Entry (B) Open This region is accessible only when you select Electronic as the payment method in the Payment Region of this window. In the Payment Method field. Control/ Purchasing and Receiving option Submitted by Anonymous on Tue. 4. 4.2. In the Transaction Handling field. select the Woman Owned check box. If you want to track business with small companies. In the Minority Owned field. select the type of minority-owned business from the list of values. you can enter the specific wire or other electronic payment instructions for an intermediary or recipient financial institution. In the Remittance Method field. 10/20/2009 . select one of standard EDI transaction codes. indicate how the electronic payment is to be made. 3. In the Payment Format field. 5.15:14 Suppliers: Control Region (N) Suppliers—>Entry (B) Open . If you want to track business with companies owned by women. In the Remittance Instruction field. 2. 1. indicate which party is responsible for sending the remittance advice to the payee. indicate the type of information that is transmitted with the funds if the Payment Method is ACH. 3.

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1 Invoice Amount Limit: If you enter an invoice that exceeds the invoice amount limit specified in this field. you do not match an invoice to a purchase order (and instead enter distributions manually or with a distribution set). The details verified are supplier information. qty. There are several types of supplier related holds that you can select for a supplier.You can prevent payment of multiple supplier invoices by applying a hold to the supplier rather than on each individual invoice. you can set a PO to any one of the following examples: . 2 By selecting the Hold All Payments check box. You can perform whichever Invoice Match Option you want regardless of the Match Approval Level. Oracle Payables places a Matching Required hold on the invoice during approval. For example. you can pay invoices that were entered before selecting this option. Oracle Payables automatically applies a Supplier hold to all new invoices entered for the supplier. specify the reason that you are applying an invoice hold to invoices 6. 3 By selecting the Hold Unmatched Invoices check box. Oracle Payables applies an Amount hold to the invoice during approval. When you create an invoice and validates it the system ‘ll check the invoice details with the PO/Receipt details as mentioned in the IMO. Select the Invoice Match Option IMO(Invoice Match Option) determines for which transaction(a PO/receipt) you are making an invoice. you prevent the supplier from being selected for payment during a payment batch or for a Quick payment. 5 In the Hold Reason field. However. 4 By selecting the Hold Future Invoices check box. MAL(Match Approval Level) is used in receiving option. price etc. The available options are 2-way matching This verifies that Purchase order and invoice information match within your tolerances as follows and check following: Invoice price <= Purchase order price Quantity billed <= Quantity Ordered 3-way matching This verifies that the receipt and invoice information match with the quantity tolerances defined and check following: Invoice price <= Purchase order price Quantity billed <= Quantity Ordered Quantity billed <= Quantity received 4-way matching This verifies that acceptance documents and invoice information match within the quantity tolerances defined and check following: Invoice price <= Purchase order price Quantity billed <= Quantity Ordered Quantity billed <= Quantity received Quantity billed <= Quantity accepted The Invoice Match Option and the Match Approval Level are independent options.

we do not receive the PO.PO#5050 . It will give me a APP-SQLAP-10655: You cannot match to this document You can match only to the document (purchase order or receipt) specified by the Invoice Match option on the purchase order shipment. So let's say we create a PO like #3 PO#5051 .2-way/Purchase Order #2 . receipt.3 way/Receipt The Invoice Match Option determines what document you can match the invoice two. Invoice Tax/Withholding Tax/Tax Reporting Region Submitted by Anonymous on Tue. In this case we will receive a qty hold because we have the PO set to 3 way matching.#1 . and invoice quantities must match within tolerance before the corresponding invoice can be paid. In #2 & #4 If I do not create a Receipt for these POs and try to match to the PO number. however. Purchase order.15:46 .PO#5049 .PO#5052 . 10/20/2009 .2-way/Receipt #3 .3 way/Purchase Order. The Match Approval Level determines what if any type of hold will be placed based on the Invoice Tolerance setup. or update the Invoice Match option for the shipment and then complete this match.PO#5051 . Either match to the specified document.3 way/Purchase Order #4 . the system will not allow me to.

select the tax name that represents the tax charges you generally receive . In the Invoice Tax Name field.Suppliers: Invoice Tax Region (N) Suppliers—>Entry (B) Open 1.

Oracle Payables prints this name. tax name.on invoices from the supplier. For income tax reporting purposes. 3. 2. 4. . The options that you select for a supplier default to the new supplier sites that you enter and then default to invoices that you enter for the site. or round Nearest to round to the nearest. Select the Allow Withholding Tax check box to allow withholding taxes for the supplier and supplier site. Name Control: Enter the first four characters of the last name of the 1099 supplier in this field. You have access to this region only if you selected the Use Withholding Tax check box in the Payables Option window. Note: If you use the Multiple Organization feature. As a result. select the method that you want the system to use to round the tax amount. you cannot allow withholding tax for any of the supplier’s sites. on invoices. Oracle Payables requires a tax reporting site for each 1099 supplier. on all 1099 reports for the supplier. . In the Income Tax Type field. In the Reporting Site field. select a default withholding tax group to assign to all invoices for the supplier site. Identify a supplier as Federal and State reportable by selecting the appropriate check box. instead of the supplier name. . Select the Distribution Amounts Include Tax check box.Line: Automatically create tax distributions based on the distribution amount. or round Down to round down. Oracle Payables displays the Name Control you enter here when you create the 1099 Tape for federally reportable suppliers. In the Rounding Rule field. Select the Allow Calculation Level Override check box if you want to allow updates of the default value of the Calculation Level option for the supplier sites 5. Suppliers: Withholding Tax Region (N) Suppliers—>Entry (B) Open Use this region to enter withholding tax information for a supplier and supplier site. select the appropriate tax type for the supplier. 4. 3. 2. In the Withholding Tax Group field. You can select Up to round up.Header: Automatically create tax distributions based on the invoice amount and tax name. Select the appropriate Calculation Level at which you want Oracle Payables to automatically calculate taxes. and if you want Oracle Payables to make an inclusive tax calculation where the calculated tax amount is subtracted from the item distribution lines. select a tax name that is used in conjunction with a value added taxes (VAT) invoice tax name for reporting intra-EU VAT charges. Suppliers: Tax Reporting Region (N) Suppliers—>Entry (B) Open 1. 1. Reporting Name: This field is required only if the tax reporting name for the supplier differs from the supplier name. Oracle Payables displays the supplier site that you chose as the income tax reporting site. you cannot withhold taxes for any invoices entered for this supplier site. 6. 2. You can only choose one supplier site as the income tax reporting site for a supplier. you can enter values in the Invoice Tax Name and Offset Tax Name fields only at the supplier site level. if you have selected Line as your Calculation Level. If you do not allow withholding tax for a supplier. In the Offset Tax Name field.

1. In the Organization Type field. In the Effective Dates From and To fields. The United States Internal Revenue Service (IRS) requires this information if you use magnetic media to file your 1099 tax information. Oracle Payables displays the bank account number. In the Verification Date field. . In Oracle Payables you can submit Tax Information Verification Letters for your suppliers. In the Name field.14:42 How to Enter Supplier Information in the Bank Accounts Region Use the Bank Accounts region to record the supplier bank accounts information that you use for making electronic payment transactions. 10/20/2009 . enter dates to limit the time during which a supplier site uses this bank account as the primary bank account for receiving electronic payments. Select the Primary check box if you want to use this bank account as a default when you pay this supplier electronically. In the Cur field. define the bank accounts for which your supplier is the account holder. select the type of organization for this supplier. Oracle Payables displays the supplier’s bank and branch information in the Bank and Branch fields. Bank Accounts/Accouting/Payment Region Submitted by Anonymous on Tue. 3. 6. Prerequisite: In the Bank Accounts window. Oracle Payables prevents the generation of any further letters to a supplier after the verification date.5. enter the date on which you received tax verification from the supplier. Oracle Payables displays the currency for the bank account. 2. select the name of the bank account. In the Number field.

Accounting information Accounting information is entered only at the supplier site level. Suppliers: Payment Region (N) Suppliers—>Entry (B) Open The defaults in the Payment region come from the defaults that you enter in the Financials Options window, except for the default for Pay Group, which comes from the Payables Options window. 1. In the Terms field, select a payment term for the supplier. Oracle Payables uses payment terms to calculate due dates, discount dates, and discount amounts for each invoice. 2. In the Pay Group field, assign a Pay Group to the supplier. When you create a payment batch, you can choose a Pay Group to pay a category of suppliers or invoices at the same time. 3. In the Payment Priority field, enter a number, between 1 (high) and 99 (low), that represents the priority of payment. 4. In the Invoice Currency field, select the invoice currency for the supplier. The invoice currency is used as a default for the Purchasing documents and Oracle Payables transactions that you enter for a supplier. 5. In the Terms Date Basis field, select the date from which Oracle Payables calculates a scheduled payment for a supplier. - If you select Current, when you enter invoices, Oracle Payables defaults the current date as the terms date. - If you select Goods Received, when you enter invoices, Oracle Payables prompts you to enter the date on which you received the goods for an invoice as the terms date. - If you select Invoice, when you enter invoices, Oracle Payables defaults the invoice date as the terms date. - If you select Invoice Received, when you enter invoices, Oracle Payables prompts you to enter the date on which you received an invoice as the terms date. 6. In the Pay Date Basis field, select Due or Discount as the pay date basis for the supplier. The pay date basis determines the pay date for the supplier’s invoices. 7 In the Payment Method field, select the method you use most frequently to pay the supplier’s invoices: - If you select Check, you can pay with a manual payment, a Quick payment, or in a payment batch. - If you select Electronic, you pay electronic payments either through the EDI Gateway or by delivering a payment batch file to your bank. - If you select Wire, you can manually record an external wire transfer of funds between your bank and your supplier’s bank. - If you select Clearing, you can record invoice payments to internal suppliers. - If you select Future Dated, you can create payments with a future date that instructs your bank when to disburse funds to your supplier’s bank (for example, a bill of exchange). - If you select Manual Future Dated, you can disburse funds to a supplier who sends an invoice with a payment notice attached. You approve the supplier’s payment notice, which includes a future payment date, and send it to your bank. 8. In the Invoice Currency field, select the default currency for all supplier invoices. 9. In the Payment Currency field, select the default currency for payments to the supplier.

10. Always Take Discount: Select this option to have Oracle Payables always take the available discount for a supplier, regardless of when you pay the invoice. 11. Exclude Freight From Discount: If this option is selected, Oracle Payables automatically subtracts the freight amount from the invoice amount when calculating the invoice amount subject to discount. 12. Allow Interest Invoices: If you select this option, Oracle Payables calculates interest for the supplier’s overdue invoices and creates corresponding interest invoices when you pay the overdue invoices. You can select this option, if you have already selected the Allow Interest Invoices check box in the Payables Options window. 13. Pay Alone: If you select this option, Oracle Payables creates a separate payment for each invoice. If the Pay Alone option is not selected, all invoices for the same supplier site are paid on a single payment.

Entering Employees as Suppliers
Submitted by Anonymous on Tue, 10/20/2009 - 17:06

Suppliers: Classification Region (N) Suppliers—>Entry (B) Open

You must enter an employee as a supplier before you can pay the employee’s expense reports. You can enable the Automatic Create Employee as Supplier Payables option to automatically enter an employee as

Classification.16:58 Except for Receiving. Select the appropriate Site Uses check boxes to indicate which specific business functions are performed at each site. Enter Basic Supplier Site Information 1. and Sites categories. select Employee as the supplier type. To enter an employee as a supplier manually: 1 In the Classification region of the Suppliers window. General. Enter the supplier site names. all categories of information that are entered at the supplier level can also be entered at the supplier site level. General Supplier Site Information 1. 2. .a supplier during Invoice Import. Note that Accounting information is entered only at the supplier site level. The site name is for your reference when you select a supplier site from a list of values during transaction entry and will not appear on documents that you send to the supplier. the site names should be unique (for example. or you can enter the employee manually as a supplier in the Suppliers window. The information that you enter at the supplier level cascades down to all supplier sites. city name or branch name). 10/20/2009 . Enter the supplier site address. To distinguish between a supplier’s sites. 2 Enter the employee name and employee number in the appropriate fields. Entering Information at the Supplier Site Level Submitted by Anonymous on Tue.

In the Prepayment field. enter contact information specific to that site. Oracle Payables displays the account description. 2. Oracle Payables displays the description for the account number. enter the default prepayment account number for recording any prepayment to the supplier site. Contact Information In the Contact Region. select the default liability account number. In the Liability field. This information is for your reference only and is not used by the system. A site can be both a Pay Site and a Purchasing Site. In the Distribution Set field. 3..An RFQ Only Site is a supplier site from which you enter a request for quotations. This should be selected only if you do not allow entering purchase orders for a supplier site.A Pay Site is a supplier site to which you send payment for an invoice. select the default distribution set for all invoices entered for the supplier site. You cannot enter an invoice for a supplier site that is not defined as a Pay Site. . Accounting Region (N) Suppliers—>Entry (B) Open Entering Supplier Site Information in the Accounting Region 1. . 2.A Purchasing Site is a supplier site from which you create a purchase order for goods and services. . Enter any additional supplier site information in the appropriate field.

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You can update purchase orders and invoices for the old supplier to refer to the new supplier. • For best auditing results.Merging Suppliers Submitted by Anonymous on Thu. For example. you transfer invoices. • Use Supplier Merge to combine two or more suppliers that you identify as duplicates. Also. or you might enter a contractor under his name and his company name.10:55 Although the system prevents you from entering duplicate supplier names. you might enter ABC Corporation and ABC Corp. or both from one supplier and site to another supplier and site. 10/22/2009 . . purchase orders. transfer both paid and unpaid invoices to a new supplier and site so you can identify duplicate payments easily. You can transfer to a new supplier and site unpaid invoices only or all invoices (including paid and partially paid invoices). Oracle Payables will not merge invoices if the merge would create a duplicate invoice for a supplier. The Supplier Merge window also enables you to merge supplier sites so that any sites assigned to an old supplier can be reassigned to the new supplier. transfer both purchase orders and invoices to a new supplier and site so all invoice and purchase order information refers to the same supplier. • When you merge suppliers. you may inadvertently define the same supplier by using two different names. You might also create duplicate suppliers if you import suppliers from another accounts payable system.

During the merge.To copy the Old Supplier Site to the new Supplier. do not enter a New Supplier Site.To merge the Old Supplier Site information with the New Supplier Site information. or None. select Copy Site. Research the duplicated invoice.• After you have merged suppliers. 3. Oracle Payables enters the merge date as the inactive date for the Old Supplier site and combines all of the information you selected with the New Supplier Site. enter one of the New Supplier’s existing sites in the Site field. Also make sure the New Supplier site is a Pay Site. During the merge. . do not select Copy Site. Unpaid. Oracle Payables enters the merge date as the inactive date for the Old Supplier Site and creates a new site for the New Supplier with the information you selected to transfer. Merging Suppliers (N) Suppliers—>Supplier Merge 1. 2. . because you can only enter an invoice for a supplier that is defined as Pay site. You can then update the invoice number if the invoice has not been paid or posted. Check Merge to transfer the information from the Old Supplier to the New Supplier. Select which invoices to transfer from the Old Supplier to the New Supplier: All. Oracle Payables automatically prints the Purchase Order Header Updates Report and the Supplier Merge Report as an audit trail of your supplier merge activity. Enter the Old Supplier Name and Site and the New Supplier Name in the appropriate fields. 4. Select the PO check box if you want to transfer purchase orders. The New Supplier Site must be a Purchasing Site. . because you can only enter purchase orders for a Purchasing Site. The Supplier Merge Report also lists any duplicate invoices that it did not merge.

Projects. and Receivables. pay item. or you can automatically generate lines by matching the invoice to a purchase order shipment. Grants Accounting. you can manually enter invoice lines. Oracle Payables lets you capture all the attributes of the real-life invoice documents you receive from your suppliers. as well as for cross-product integration with other Oracle E-Business Suite applications. You can override the header level information for individual lines. such as Assets. Inventory. There can be multiple invoice lines for each invoice header. For each invoice.23:32 An invoice is an itemized list of goods shipped or services rendered. as required. freight. 03/15/2009 .Invoices Submitted by Anonymous on Sun. the invoice information is divided between the invoice header and the invoice lines. Property Manager. Invoice Header The invoice header defines the common information about the invoice: invoice number and date. remittance information. supplier information. Information specified at the invoice header level defaults down to the line level. and payment terms. with an account of all costs. Invoice Lines The invoice lines define the details of the goods and services as well as the tax. When you enter an invoice in Payables. Purchasing. The Lines tab of the Invoice Workbench captures all of the details for the invoice line necessary for accounting. or receipt . and miscellaneous charges invoiced by the supplier.

You cannot later search and find PO Default. or QuickMatch invoices in the Invoice Workbench. and the currency. including a description and price.3 QuickMatch An invoice you want to match automatically to a specified purchase order and all the shipment lines on the purchase order. Oracle Payables completes the match automatically for each shipment line. Payables fills out as much information from the purchase order as possible: supplier name. where the quantity ordered is greater than the quantity already billed against that shipment line.4 Mixed A standard or credit/debit memo invoice that you want to match to a purchase order. 2.2 PO Default An invoice for which you know the matching purchase order number. or QuickMatch invoice. Expense Report An invoice you enter to record business-related expenses for employees. You can enter either a positive or negative amount for a Mixed invoice. Mixed. 5. or both. Interest Invoice Note : Once you have saved an invoice with the type of PO Default. Witholding Tax 7. Payables will change the invoice type to Standard. 4.1 Standard A regular supplier invoice. The invoice usually includes line item details. Prepayment An invoice used to make advance payments for expenses to a supplier or employee. 1. supplier number. another invoice. supplier site. The employee is the supplier. Mixed. 6. 1. you might not have actually received the goods or services yet. Debit Memo An invoice that notifies a supplier of a credit you recorded for goods or services purchased. In this case. Credit Memo An invoice you receive from a supplier representing a credit for goods or services purchased. 1. .Invoice Types 1. 3.

• Invoice Workbench • Enter Invoices with Matched PO & Receipts • Creating Distributions by Allocation  Cancel Invoice  Mixed Invoices  Credit and Debit Memos • Prepayments • Recurring Invoices  Invoices: Integration with Oracle Projects  Payment Requests  Validation .

such as payment. else the syetem would throw the following error Entering Invoice Batches in the Invoice Workbench . 03/16/2009 .Invoice Workbench Submitted by Anonymous on Mon. in the Invoice Workbench you can see online results of the following: • Tax lines and distributions • Allocation • Automatic sequential voucher numbering AP: Use Invoice Batch Controls The above profile option needs to be set as Yes to access the AP Batch window.17:12 You usually enter supplier invoices in either the Invoice Workbench or the Quick Invoices window. Use this instead of the Quick Invoices when entering complex invoices or invoices that require online validation and defaulting. Also used when entering an invoice that needs immediate action. Functionality available only by invoice entry in the Invoice Workbench Use the Invoice Workbench to: • Enter Prepayment type invoices Invoices • Enter Debit Memo type invoices • Match Credit Memos to invoices • Calculate taxes on invoices Online results seen only in the Invoice Workbench Although the following occurs during import. Invoice Workbench Used to enter any invoice directly into the Payables system.

• Maximize accuracy by tracking variances between the control invoice count and total and the actual invoice count and total resulting from your invoice entry. Prerequisites 1. • Easily locate a batch online and review the name of the person who created the batch and the date it was created.You can use invoices batches to: • Enter invoice defaults at the batch level that override system or supplier site defaults for all invoices in the batch. . The profile option can be set up in user level and should be NO to create invoice without batch. This profile option is setup to allow creation of invoice either in batch or in single mode. Enable the AP: Use Invoice Batch Controls profile option.

These values you enter for defaults override any system and supplier site defaults for the invoices. GL Date. . You can make a correction immediately. For example. Defaults include: Currency. Payables warns you when you exit a batch but it does not prevent Invoice Validation and payment of the individual invoices within a batch. then leave the Payment Terms field here blank. Enter any Invoice Defaults you want for the invoices. Hold Name. 3. Enter the sum of invoice amounts in the batch in the Control Total field. Establish a systematic naming convention to help you locate batches. or you can adjust the invoice batch later. you may want to include in your invoice batch name the date or the initials of the person who entered the batch.2. 2. Document Category. if you want the purchase order to provide the default value for Payment Terms on the invoice. 3. Pay Group. Payment Terms. Choose the Invoices button and enter the invoices. For example. In the Invoice Batches window enter a unique value in the Invoice Batch Name field. Payables tracks variances between the Control Count and Total and the Actual Count and Total as you enter invoices. Group unentered invoices into batches. This name will appear on your reports and will help you locate the batch online. Tip: If you file physical documents by invoice batch name. When you enter individual invoices you can override any values that default from the batch. To enter an invoice batch: 1. a systematic naming convention will facilitate retrieval. Enter the number of invoices in the batch in the Control Count field. Liability Account. Note: If there is a discrepancy between the invoice amount and batch amount. Type. and Hold Reason. 4.

Header Information . A basic invoice is a trade invoice you receive from a supplier that will not be matched to a purchase order or receipt.23:04 You can use the Invoice Workbench to enter basic invoices. Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines.• Entering Basic Invoices in the Invoice Workbench Entering Basic Invoices in the Invoice Workbench Submitted by Anonymous on Fri. Prerequisite Enter the supplier and at least one pay site in the Suppliers window Select Standard or Mixed for the invoice Type. 05/15/2009 .

Review and update the Payment Terms. Pay Group. invoice date and invoice number. 4. Select Standard or Mixed for the invoice Type. Invoice Currency.Accept defaults for the basic invoice header information such as the Trading Partner. Invoice Date. Supplier Number. Enter or review the defaults for these fields. Line Information . as necessary. Payment Terms Date. Enter the supplier number. Invoice Number. and Terms Date. Terms. Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines. Supplier Site. Payables prints the address for the Supplier Site on the payment. Payables automatically schedules payment of the invoice using the following header fields: Invoice Amount. 2. and Invoice Amount. Payment Method.1. 3.

2. you can distribute expenses from one office supply invoice to expense accounts for several departments. 3. You can only enter tax lines if your tax setup permits. enter the Quantity Invoiced. Optionally. Enter an invoice line for each line that appears on a supplier's invoice. Miscellaneous. . 4. or Tax. and Unit Price of the item you are invoicing. Freight. Possible types are: Item.1. Note: The Gross Total for the invoice lines must be the same as the Invoice Amount for the invoice header. For example. or the invoice will not pass validation. UOM. Distribution Information The distributions you enter for an invoice allocate the total invoice amount to various expense or asset accounts. Payables uses distributions to create accounting entries for invoices. select the Lines tab. Enter the total Amount of the invoice line as shown on the supplier's invoice. Enter the line Type. To enter invoice lines.

• Automatically by Matching to Purchase Order. Review the Distribution Set for the line. To manually enter distributions for the line. Click Allocation Payment Schedules When you first save the invoice header. • Manually in the Distributions Window. You cannot enter distributions manually for the following types of invoice lines: purchase order/receipt matched lines.Enter distribution information for the line. you can create distributions by allocation. Then during Invoice Validation. • Manually by allocating charges. or lines related to corrections. If the invoice is matched to a purchase order. the distributions default into the invoice from the purchase order. You can enter distributions in the following ways: • Automatically using a Distribution Set. If you are entering a Freight or Miscellaneous line. click Distributions. you can change the distribution set as required. If the Distribution Set defaulted from the invoice header. Review the distributions by clicking Distributions. the system . Payables automatically schedules payment for each invoice based on the Payment Terms and Terms Date you enter for the invoice. automatic withholding tax lines. prepayment applications/unapplications.

If you enable the Recalculate Scheduled Payment Payables option. . Payables uses the Payment Terms definition to calculate the due date. This recalculation is based on your most favorable available payment terms and start dates. you can enter tax lines. or • The Exclude Tax from Discount Calculation Payables option is enabled and you have made changes to the tax amount on the invoice. You can enter tax lines: • Automatically : Click Calculate Tax and E-Business Tax determines the applicable taxes based on the invoice header and line information and calculates the appropriate tax lines and distributions. Payables will also recalculate your scheduled payments during Invoice Validation.recreates the scheduled payments and overwrites any manual adjustments if: • The Recalculated Scheduled Payment Payables Option is enabled. if an invoice has Payment Terms of Net 30. Payables calculates the due date as 30 days after the Terms Date. discount date. Tax Lines Enter tax lines for the invoice. • Manually : If your tax setup permits. You can assign default Payment Terms to a supplier. For example. and discount amount for each scheduled payment.

If you are billed for an item over the amount and quantity tolerances you define in the Invoice Tolerance window. Payables automatically creates distributions for you and checks . 03/16/2009 .17:57 You can match Payables invoices to purchase orders to ensure that you pay only for the goods that you have ordered. or you can match to purchase order receipts to ensure that you pay only for goods that you have received. Match your billed (invoices) items to the original purchase orders to ensure that you pay only for the goods or services you ordered. When you enter an invoice and match it. Oracle Payables ensures that you match only to purchase orders for the supplier on the invoice and that the purchase order and invoice currencies match.Enter Invoices with Matched PO & Receipts Submitted by Anonymous on Mon. or you can match multiple invoices to a single purchase order shipment. during approval. which prevents payment. You can match a single invoice to multiple purchase order shipments. Purchase order matched invoices are invoices that you match to any of the following: • Purchase order shipments • Purchase order receipts • Purchase order receipt lines • Purchase order distributions Matching Invoices to PO Oracle Payables shares purchase order information from your purchasing system to enable online matching with invoices. Oracle Payables applies a hold to the invoice.

Payables updates the quantity or amount billed for each matched shipment and its corresponding distribution(s) based on the amount you enter in the Quantity Invoiced field. • Adjusting Purchase Order Matched Invoices • Invoice Matching : How and What .that the match is within the tolerance you define. After you save the match. Payables also updates the amount billed on the purchase order distribution(s).

• You can adjust the GL Date. or Oracle Payables will place holds on the invoice during approval. . 11/26/2009 . and Account fields of a purchase order matched invoice distribution. Income Tax Type.Adjusting Purchase Order Matched Invoices Submitted by Anonymous on Thu. you can reverse matched distributions and create new distributions by matching to new purchase order shipments or distributions of the same purchase order or of another purchase order.11:01 • If you accidentally matched to the wrong purchase order shipments or distributions. If you add or reverse invoice distributions you must also change the scheduled payment amounts to match the new invoice total. You can change the Account only if you have not yet posted the invoice and if you have selected the Allow Matching Account Override Payables option.

and enter information into either Quantity Invoiced or the Match .• If a supplier submits a supplementary invoice for a change in unit price for an invoice you have matched to a purchase order. select Price Correction. enter the unit price for the incremental amount of the price correction. Price Corrections • Use a price correction to record and update the invoiced unit price of previously matched purchase order shipments or distributions without adjusting the quantity billed in order to track price variances. Record a price decrease by entering a credit or debit memo invoice and then selecting the Price Correction check box when you perform matching. • To record a price change for a purchase order shipment. use a price correction to adjust the invoiced unit price of previously matched purchase order shipments or distributions without adjusting the quantity billed. • Record a price increase by entering a Standard or PO Default invoice type and then selecting the Price Correction check box when you perform matching.

Amount field for each shipment you want to match .

.

Tax) and either the PO/Receipt information (You can query either with PO/Receipt information and it has not effect on with which you are matching the invoice i. Click on Match and Select Matching type(Item.e. Freight. This form is used only for querying PO/Receipt to be matched with Invoice) .Invoice Matching : How and What Submitted by Anonymous on Sun. Miscellaneous. 2. First you enter the invoice header details and selects the Match option as Purchase order/Recepit/Invoice. 05/17/2009 . even with Invoice Match Option as receipt you can use PO number in Find receipt for matching form.01:35 1.

1 You can match an invoice with a receipt if you have selected Recipt as the Invoice Match Option in PO shipmnet line else system 'll show the below error message .3. Select the PO/Receipt and match it with the invoice and that will automatically creates the distribution for the invoice. 3.

2 Select the correct PO/Receipt line for which invoice is being created and click on distribute if you want to match each distribution line or else click on match.3. System 'll automatically creates the invoice lines and distribution .

4. Verify the invoice lines and distributions. .

.

This allocation information is used to record the full cost of a receipt item if you use one of the Periodic Costing options available in Oracle Cost Management.Creating Distributions by Allocation Submitted by Anonymous on Sat. . In the Charge Allocations window. The charge distributions you create are allocated Freight or Miscellaneous distributions.15:17 You can use the Charge Allocations window to automatically create freight or miscellaneous distributions. you specify the following: • The charge amount and type (freight or miscellaneous) • The distributions to which the charge will be allocated • The charge amount associated with each distribution. Allocation associates a charge with the cost of an item on a receipt. 05/16/2009 . You can either specify an exact amount to allocate to each distribution. or you can prorate the charge amount across all selected distributions.

freight. or Withholding Tax distributions to other distributions.17:07 You can allocate charges other than the cost of goods to invoice distributions. After Payables creates the distribution you can update the account any time before the invoice is accounted. Enter the $110 invoice and enter two Item distributions. or you can have the system prorate the allocated amounts based on the Item distribution amounts. . For example. The new distribution has the same GL account as the distribution to which you allocate it. You allocate the freight cost to the computer and printer. one for $7. you want to allocate $10 of a miscellaneous charge to two Item distributions. Payables creates two Miscellaneous distributions. 05/16/2009 . • Allocation Concept • Payment Schedules Allocation Concept Submitted by Anonymous on Sat. If you allocate a freight or miscellaneous charge to a distribution that has been matched to a receipt. but not to the distribution for service.50. and to which distribution types you can allocate them. You cannot allocate Item. Payables creates a charge distribution and records the allocation. one for $75 and one for $25.For each selected distribution. You can specify the freight amounts allocated to each invoice distribution. on a $110 invoice. then the charge is included in the cost of the item on the receipt. This enables you to accurately record all costs associated with a receipt item. Allocation records the amount of the tax. Prepayment. The following table shows the charge distribution types that you can allocate. or miscellaneous charge that is associated with an invoice distribution. The Miscellaneous distributions have the same account as the Item distributions. Prorate the Miscellaneous charge of $10 to the two Item distributions.50 and one for $2.

if the amount of a Freight. or 2. For example. Payables automatically schedules payment for each invoice based on the Payment Terms and Terms Date you enter for the invoice. Payables does not automatically record freight. The Exclude Tax from Discount Calculation Payables option is enabled and you have made changes to the tax amount on the invoice. discount date. then Payables prorates the allocation to all eligible distributions on the invoice. • You match a credit memo or debit memo to an invoice for the full amount of the invoice. and discount amount for each scheduled payment. or a corresponding distribution was reversed or deleted) and is not associated with a receipt. The Recalculated Scheduled Payment Payables Option is enabled.Automatic Allocation by Payables Payables automatically records the charge allocation for freight or miscellaneous charge distributions when the charge distributions are created by any of the following methods: • You prorate freight or miscellaneous charges during a match of a material invoice to a purchase order or receipt. Payables calculates the due date as 30 days after the Terms Date. the system recreates the scheduled payments and overwrites any manual adjustments if: 1.22:46 When you first save the invoice header. or miscellaneous charge allocations when it creates distributions in any other way. . Miscellaneous. Payment Schedules Submitted by Anonymous on Sat. or Tax distribution is not fully allocated (either not allocated. • Payables uses the Payment Terms definition to calculate the due date. During Invoice Validation. including: • You match a credit memo or debit memo to an invoice for less than the full amount of the invoice. • You create Freight or Miscellaneous distributions by allocating to other distributions. Then during Invoice Validation. 05/16/2009 . if an invoice has Payment Terms of Net 30.

for an invoice. You can also schedule partial payments and place all or part of the scheduled payment on hold. including discount schedules. • Invoice. Invoice Validation will automatically recalculate the Discountable Amount and recreate the scheduled payments to reflect the new Discount Amount. • If you enable the Exclude Tax from Discount Calculation Payables option and the invoice has changes to the tax amount after the invoice is initially saved. The date you receive goods for invoices you match to purchase orders. System date on day of invoice entry. You can query the invoice to view the new Discount Amount in the Scheduled Payments tab. The invoice Terms Date defaults from the supplier site Terms Date Basis option you select: • System. • Goods Received. Invoice date.• You can assign default Payment Terms to a supplier. . Use the Scheduled Payments tab to review or adjust dates and amounts of all payments. • If you enable the Recalculate Scheduled Payment Payables option. Payables will also recalculate your scheduled payments during Invoice Validation. This recalculation is based on your most favorable available payment terms and start dates. Date you receive an invoice. • Invoice Received.

Discounts Payables uses payment terms you assign to an invoice to pay invoices at a discounted rate. The Recalculate Scheduled Payment Payables functionality will not overwrite those changes.Important: You can manually adjust scheduled payments or use the Split Schedule functionality to adjust scheduled payments. then Invoice Validation will overwrite any manual scheduled payments changes. You also define the payment terms to pay the full invoice amount if you have missed the discount date. DISCOUNT RESTRICTIONS BANK CHARGES: You cannot use the Discount feature if you enable the Use Bank Charges Payables option. or a 5 percent discount if the invoice is paid within 10 days. If you enter an invoice that does not have discount terms. you may need to adjust the discountable amount by the prepayment application amount to ensure that the discount taken is not overstated. . you can modify the scheduled payment to include a discount. Payables uses the Discount Distribution Method you specify in the Payables Options window to credit the appropriate accounts. Payables automatically creates a scheduled payment. The Exclude Tax From Discount Calculation option you specify in the Payables Options window controls whether Payables subtracts the tax amount from the invoice amount when it calculates the invoice amount applicable to discount. if the Exclude Tax from Discount Calculation Payables option is enabled and changes have been made to the tax amounts and if the invoice is not fully paid. When you first save the header information for an invoice. If the Exclude Tax From Discount Calculation option is enabled and changes have been made to the tax amounts and if the invoice is not fully paid. However. You define discount payment terms in the Payment Terms window. For example. you can define payment terms to take a 10 percent discount if the invoice is paid within 5 days of the Terms Date. If the invoice uses discount payment. the schedule payment includes a discount date and discount amount. If you take a discount. You can define discount payment terms that have Payables vary the discount amount depending on how old the invoice is. Note that if you apply a prepayment with a discount to an invoice due a discount. Payables pays the full invoice amount on the due date you specify. If the invoice is over 10 days old. then the Invoice Validation recreates the scheduled payments based on the new discountable amount.

c) A caution box will pop up to confirm voiding the payment. If cancel was selected in the invoice action field. When invoice is validated but not paid: a) Query the invoice and click on the invoice record Navigate to Invoices > Entry > Invoices Enter Invoice Number and click on ‘Find’ button Click on the invoice record b) Click on ‘Actions’ button c) On ‘Invoice Actions’ window. a note appears for the cancelled invoice . Click ok. Click on ok. Click on ‘Find’ button b) Void the payment In the Payment window. 02/23/2010 . select the payment and choose Action. select void and optionally change the GL Date to one you want to use for accounting distribution Select the value in the invoice action field: ‘Cancel’ to void the payment and automatically cancel the related invoice. Click ok and save the changes. In the payments action window. d) A caution box will pop up to confirm cancellation of record. When invoice is accounted and paid: a) Query the related payment. Navigate to Payments > Entry > Payments Click on ‘Flash light’ icon Enter query parameter to inquire the payment for voiding.10:45 When invoice is not validated a) Query the invoice and click on the invoice record Navigate to Invoices > Entry > Invoices Enter Invoice Number and click on ‘Find’ button Click on the invoice record b) Go to Edit on the menu bar and click ‘Delete’ c) A caution box will pop up to confirm delete of record. select ‘Cancel Invoices’ and press ‘OK’ button.Cancel Invoice Submitted by Anonymous on Tue.

For example. Match to purchase orders. 2. . and match to a purchase order for $100.Mixed Invoices Submitted by Anonymous on Fri. Enter all basic invoice information. To enter a Mixed invoice: 1. 05/22/2009 . and/or invoices. You can match to an invoice for $200. You can enter either a positive or negative invoice amount.15:03 Mixed Invoices are invoices or credit/debit memos for which you can perform both positive and negative matching to purchase orders and to other invoices. In the Invoice Workbench. you can enter an invoice for -$100 with Invoice Type Mixed. enter a Mixed invoice Type.

if appropriate. • Debit Memo: Negative amount invoice created by you and sent to a supplier to notify the supplier of a credit you are recording. . Entering Credit/Debit Memos To enter a credit/debit memo: 1. Enter a negative invoice amount and all basic invoice information.19:34 Enter a credit or debit memo to record a credit for goods or services purchased. Enter Immediate Payment Terms. Usually sent with a note explaining the debit memo. 2. 05/21/2009 . You can enter them manually or enter them automatically in one of the following ways: • Enter a skeleton Distribution Set.Credit and Debit Memos Submitted by Anonymous on Thu. Enter distributions. • Match to the original invoice you entered. In the Invoice Workbench enter either the Credit Memo or Debit Memo Invoice Type. Credit/debit memos are netted with basic invoices at payment time. • Credit Memo: Negative amount invoice created by a supplier and sent to you to notify you of a credit.

If you matched the credit/debit memo to a purchase order. and at different levels of detail. Enter a Standard type invoice for the positive amount of the credit/debit memo. you can enter a credit memo and match it to the original invoice you entered to ensure that the credit memo distributes the credit to the same accounts originally charged. a supplier sends you cash in lieu of a credit invoice. you can perform the following task to enter a positive amount invoice to balance out the impact of the credit/debit memo. • You use the same payment terms that were used on the original invoice • The credit memo must be paid within the terms of the discount. Alternatively. Clearing a Credit You can clear a credit or debit memo you have entered and have been unable to include in a payment. you can match it to existing invoice(s). Other than the invoice amount and invoice number. For example. If you match a credit memo to an invoice for the full amount of the invoice. You can match the credit memo to multiple invoices. enter all of the same basic invoice information you entered on the credit/debit memo. For example. then the allocations on the invoice are copied to the credit memo. If you match a credit memo to only a portion of the invoice. Matching Credit/Debit Memos to Purchase Orders and Invoices When you enter a credit/debit memo. or you can allow Payables to allocate during Invoice Validation of the credit memo. match the new invoice to the purchase order to correct the purchase order information. then no allocations are copied to the credit memo. You can manually allocate credit memo distributions. purchase orders. 2. You can match to an invoice even if it is paid and posted. 3. Create a zero amount payment at payment time to net the new invoice with the credit/debit and clear both from your Invoice Aging. For example. Your available choices depend on whether the originating invoice was purchase order matched or not. if you receive a credit for items you returned to a supplier. To clear a credit that will not be used: 1. . You can pay the debit memo with a refund. or receipts to have Payables automatically copy the accounting information and create invoice distributions for the credit/debit memo. Payables calculates discounts on credit and debit memos if the following conditions are met: • You match them to invoices you paid using a discount. and you have already entered a debit memo.• Match to a purchase order or receipt. if you entered a credit for -$10. You may want to enter a write off account on the distribution if you do not want the accounts on the credit or debit memo to bear the impact of the unrecovered credit. enter a new invoice for $10.

Prepayments
Submitted by Anonymous on Sun, 05/17/2009 - 12:57

• A supplier might send an invoice that references a prepayment. If a supplier reduces the invoice
amount by the amount of the prepayment and associated tax, you can use the Prepayment on Invoice feature to enter the invoice.

• You can enter two types of prepayments: Temporary and Permanent. Temporary prepayments
can be applied to invoices or expense reports you receive. For example, you use a Temporary prepayment to pay a hotel a catering deposit. When the hotel's invoice arrives, apply the prepayment to the invoice to reduce the invoice amount you pay. Permanent prepayments cannot be applied to invoices. For example, you use a Permanent prepayment to pay a lease deposit for which you do not expect to be invoiced.

• The default ‘Settlement Date’ is calculated based on Prepayment Settlement Days Payables
option. You can update this value.

• In the Invoice Workbench you can enter and apply prepayments. In the Quick Invoices window you
cannot enter prepayments, but you can apply existing prepayments to invoices you enter. Entering Prepayments You enter a prepayment as you enter any other invoice. However, you additionally specify 1) the prepayment type, Temporary or Permanent, and 2) the settlement date, the date after which the prepayment can be applied to an invoice. You can apply a hold to a prepayment if you want to control payment of it. You can also enter an invoice amount that includes a prepayment.

1. On a prepayment, you can enter any number of distributions, either manually, or automatically by
purchase order matching, distribution sets, or allocating. You can also take discounts on prepayments.

2. You can apply paid Temporary prepayments on and after the prepayment settlement date. You can
apply only Item distributions from the prepayment. The prepayment remains available until you apply the full amount of the prepayment Item distributions to one or more invoices. You can review the Prepayment Status Report to check the status of all prepayments in Payables.

3. When you enter a Standard invoice in the Invoice Workbench, or enter an expense report in the
Expense Reports window, Payables notifies you if you have available prepayments for the same supplier. 4. You apply prepayments to invoices and expense reports differently, depending on where you enter them: Invoice Workbench, Quick Invoices, Expense Reports window, or Oracle Internet Expenses Applying and Releasing Holds on Prepayments To prevent payment of a prepayment, you can apply one or more holds to the prepayment or you can hold the scheduled payment. Apply these holds as you would for any other invoice. You release holds from a prepayment just as you would for any other invoice. Paying Prepayments Pay a prepayment just as you would any other invoice. However, you cannot partially pay a prepayment; you must fully pay it.

Accounting Entries 1. When prepayment invoice is created(PP1): Prepayment charge A/c Dr. Supplier Liability A/C Cr.

2. When Prepayment is applied to an invoice(INV1) : Supplier Liability A/C Dr. Prepayment A/C Cr. And acconting entirs created for INV1 are : AP Accrual A/C Dr.

Supplier Liability A/C Cr.

• Applying Prepayments to Invoices and Expense Reports

Applying Prepayments to Invoices and Expense Reports
Submitted by Anonymous on Mon, 05/18/2009 - 00:46

You can apply the available amount of Item type distributions from a Temporary type prepayment to one or more invoices to offset the amount you pay on the invoice(s). If you entered the prepayment as a Permanent type and want to apply it, you can query the prepayment in the Invoices window and change the Prepayment Type to Temporary.

You can apply a prepayment in the following ways:

• Applying Prepayments in the Invoice Workbench • Applying Prepayments in the Quick Invoices Window • Applying Prepayments to Invoice Records in the Payable Open Interface • Applying Prepayments to Expense Reports

up to the amount of the expense report. to expense reports during expense report entry. Payables will apply the amount of the application across the available Prepayment Item distributions. then you must query the invoice and apply the prepayment to the invoice. you can print a Prepayment Remittance Notice. one specific advance. Unless you specify a specific advance to apply. or a certain maximum amount of advances. up to the application amount. Otherwise.Applying Prepayments in the Invoice Workbench When you apply a prepayment to an invoice. Applying Prepayments to Expense Reports In the Expense Reports window. This notice states that a prepayment has been applied to an invoice and this may result in a decreased payment or nonpayment of the invoice. you can either create or query the prepayment and then select the invoice to which the prepayment will be applied. If you do . When you apply a prepayment. you apply prepayments. also known as advances. You can partially apply a Prepayment distribution by applying only a portion of its available amount. starting with the oldest. available advances. Payables applies all outstanding. If you want to apply specific Prepayment Item distributions to the invoice. or you can create or query the invoice and then select the Prepayment distributions you want to apply. which you can send to the supplier. starting with the first Prepayment Item distribution. you can see all available prepayment Item distributions for the same supplier in the Apply/Unapply Prepayments window. one specific advance Item distribution. You can specify whether you want Payables to apply to an expense report all outstanding and available advances. To apply a prepayment.

Prerequisites Recurring invoices are affected by the following prerequisites. starting with the one with the lowest distribution number. For example. the first day of the period in which the recurring invoice is created. Recurring Invoices Submitted by Anonymous on Fri. 05/22/2009 . Special Calendars and Term Date Basis: Determine the frequency of your recurring invoices. up to the amount of the expense report. To enter recurring invoices. such as rent. 1. Supplier Information : Supplier for which invoice 'll be created. then create invoices based on that template. Recurring Invoices can also be used to create debit memos.17:02 You can enter invoices for periodic expenses for which you may not receive invoices.not specify an advance Item distribution to apply. starting with the oldest. then Payables applies available advance Item distributions. available advances. In addition. once a week or monthly. If the Terms Date Basis is System Date. When Payables creates recurring invoices. then the Terms Date is the same date that the recurring invoice was created. 2. advances are applied during Expense Report Export if the Apply Advances Payables option is enabled. . define a recurring invoice template. consider how the due date will be determined when you define your special calendar. For expense reports entered in Internet expenses. Payables applies all outstanding. If the Terms Date Basis is set to anything else. then the Terms Date is the invoice date. The Terms Date depends on the Terms Date Basis setting at the supplier site. the invoice date is the first date of the period in which the recurring invoice is created.

you must define a sequence as Automatic. If the Payables System Option Setting for Apply Withholding Tax has been defined with either At Invoice Validation or Payment.1 Invoice Number: The invoice number. 3. 3.3. the withholding tax group defined on the template will be used as a basis for withholding from invoices created from a template. Withholding Tax: If applicable. Document Sequencing: If the Document Sequencing profile option is defined as Always Used or Partially Used. The sequence should be assigned to the . the value will default from the supplier site or can be entered directly in the template.3.2.

or 4way. define a Distribution Set to split a monthly recurring rent amount to different departments that share the rented space. The invoice may also inherit the purchase order shipment or pay item descriptive flexfields if the Payables System Option setting for Transfer PO Descriptive Flexfield Information is set to yes. The invoices' line description will be inherited from the Distribution Set if one is defined. Payment Attributes: By anticipating the attributes needed for payment and fiscal reporting of the recurring invoices. the Purchase Order attributes will take precedence over the template. Payment attributes consist of pay group. and line descriptions. Attributes Inherited from the Purchase Order: While the Recurring Invoices Template may have several tax fields. Payables calculates the quantity by subtracting the calculated tax from the amount then dividing it by the unit price.Recurring Standard Invoices category for invoices and Debit Memo Invoices for debit memos. 5. 4. The invoices will inherit the accounting distributions from the purchase order shipment or pay item with the line amount being prorated if there is more than one distribution. This is important to evaluate when defining your template amounts to avoid matching holds on the resulting invoices.1 Purchase Orders: You can use Purchasing Orders to plan for recurring invoices. payment priority.2 Distribution Sets: If not using a purchase order. and payment reason comments. Match option: Recurring invoice processing requires that the purchase order schedules or pay items be defined with a Match Option of Purchase Order to prevent invoice creation conflicts if the receipt or work confirmation has not occurred by the time of invoicing. Note that the Payment Method may also default based on a company policy. If the Distribution Set does not have a description. enter the revision number and verify it each time you create invoices from the template. define a Distribution Set for default accounts. 4. Blanket Purchase Orders: If you are using a blanket purchase order. The invoice will also inherit the Descriptive Flexfields from the Distribution Set. delivery channel. . The line amount to be distributed will be the invoice amount minus calculated tax. Quantity: If the purchase order shipment or pay item is quantity based. to avoid errors. the invoice will inherit the value for Line Description from the Recurring Invoices template. distributions. For example. bank charge bearer. The Match Approval Level can be 2-way. you can either define these on the Supplier Site for defaulting to the Recurring Invoice template or enter them directly on the template. 3-way. payment reason. remit to bank account. payment method.

enter the requester on the recurring invoice template. enable the Use Approval Workflow Payables Option and configure approver rules in Approvals Management. If your approver requirements include the requester. enter the requester .Invoice Approval Workflow: If you want your recurring invoices to go through an approval process. • Recurring Invoices in 11i • Creating Recurring Invoices . you may uncheck the Approval Workflow Required check box on the Recurring Invoices template. If you do not want your recurring invoices to require approval event though you have enabled the Payables Option.

Recurring Invoices in 11i
Submitted by Anonymous on Thu, 11/26/2009 - 11:37

Creating Recurring Invoices
Navigation : Invoices—>Entry—>Recurring Invoices (B) Create Invoices

1. Determine how many invoices to create. 2. Enter the number of invoices, and click Create Invoices. A period must be an open or future period for Oracle Payables to create an invoice. 3. Optionally, create recurring invoices into an existing batch of similar invoices; for example, group all recurring rent invoices into one batch, and then add to the batch on a quarterly basis. 4. Use the Create Invoices window to view summary information about the invoices created. Oracle Payables appends the payment number with the period name in which an invoice is created to create invoice numbers for recurring payments. 5. Use the Invoices Summary

Invoices: Integration with Oracle Projects
Submitted by Anonymous on Thu, 10/22/2009 - 11:51

Importing Expenses from Oracle Projects and Creating Invoices Oracle Payables integrates with Oracle Projects so that you can create Payables invoices based on expense reports entered in Oracle Projects. Submit a streamlined process from the Submit Processes window in Oracle Projects to combine the following processes in one step: 1 Transfer expense reports to Oracle Payables. 2 Submit Invoice Import. 3 Verify invoices from Oracle Payables.

When you enter expense reports in Oracle Projects, you enter the same types of information thatyou enter for Payables expense reports (such as employee name, week ending date, project, task expenditure type, and amounts). Oracle Projects generates the general ledger account for each expense report expense item by using the AutoAccounting rules you have defined. After you transfer the expense report to the Payables Invoice Import Interface Tables, you can submit Invoice Import to create an invoice from the expense report. If you enable the Automatically Create Employee As Supplier Payables option, Oracle Payables automatically creates suppliers and supplier sites for employees who are not already suppliers

Payment Requests
Submitted by Anonymous on Sat, 05/23/2009 - 13:03

Payables provides the ability to disburse funds to a party (a payee) who is not defined as a trading partner in your supplier master. E-Business Suite products, such as Oracle Receivables and Oracle Loans, can submit disbursement requests to Payables, where you can disburse the funds and manage the payment process using the payment management features that are available in Payables. When a disbursement request is submitted to Payables, it is recorded as a payment request. You can submit a payment request from another application, for example, from Receivables to pay a customer for an On Account Credit Memo, or from Loans to disburse funds for a loan, and Payables will verify, account, tax, and approve the payment request. You can track the progress of the payment request in the originating application. Once the payment request is approved, you can report and audit the payment request in Payables. You can only submit a payment request from other applications; you cannot enter a payment request for a payee directly in Payables. The payment request process is as follows: 1. Submit a request to disburse funds from another application, such as Receivables or Loans. Note that you cannot submit a payment request in Payables. 2. Payables automatically creates a payment request, in real-time. 3. Once the payment request is created, you can search for it just as you would search for an invoice. Enter Payment Request in the Type field and enter the payee name in the Trading Partner field. Note that because the payee is not a supplier, do not enter a Supplier Number. 4. If the payment request requires approval, use the Invoice Approval Workflow to approve payment requests. 5. Payables applies holds to the payment request if there are any exceptions. 6. Once the holds are released and the payment request is approved, it can be paid as a single payment or as part of a payment batch. Once the payment request is paid, your auditors can view the request to disburse funds in the originating

If necessary. • Payment Method Controls • Payment Method Defaulting Rules • Payment Instruction and Report Formats • Payment Attribute Validations • Payment Process Profiles • Disbursement Option Oracle Payables Payables Options . Review these steps if you plan to use payment requests. Payment Terms.Use Invoice Approval Workflow Enable the Use the Invoice Approval Workflow Payables Approval Option to approve payment requests using the workflow.application and the payment request in Payables. define the approval rules. See: Oracle Approvals Management Approval Rules If you are using the Invoice Approval Workflow for payment requests. and specify whether you want to manage payment requests separately from other payments. Oracle Payments • You can use the following Oracle Payments setups to define custom payment methods for payment requests. ensure that you have assigned a sequence to the Payment Request document category. Once you enter a payment request. Oracle Applications Document Sequencing – Payment Request Document Category If the Sequential Numbering profile is set to Partially Used or Always Used. Payables may default attributes from the Financial Options window. just as you would for an invoice. define defaulting rules. you cannot delete payment request or update payment request fields. however. . you can cancel the payment request or void the payment. Payables notifies the originating application to respond to these actions. Pay Group. Financial Options Depending on how much information is provided in the originating application. and Terms Date Basis. including Liability GL Account. the setup steps listed below do affect the payment request process. Setting Up Payment Requests: There are no specific setup steps required to use payment requests.

Then resubmit Invoice Validation to release the hold. the Invoice Validation process must validate the invoice. Invoice validation is a accounting event. tolerance checking is not performed. Invoice Validation will check against the specific invoice tolerances template stored in the Invoice Tolerances window to determine if the invoice falls within the defined tolerances and automatically applies holds to exception invoices. invoice matching option) 6. so after the completion of it we can create accounting. You can review the validation status of an invoice online in the Invoice Overview window or the Invoices window. exchange rate 4. 2. You can identify all invoices that Payables has not yet reviewed with Invoice Validation by submitting the Invoice Register and selecting the Unvalidated Invoices Only parameter. Oracle Alert also provides an integrated system of alerts. paid. even if you have not resolved the matching error condition. 05/23/2009 . tollerence Invoice validation does the following job 1. 1. In the Invoice Holds tab. you can release the hold by correcting the exception that caused Invoice Validation to apply the hold by updating the invoice or the purchase order. Authorized users can always correct an invoice. even if you have validated. If an invoice tolerance template is specified. period status 2. distribution information 5. approved. the Liability Account field cannot be updated. Invoice Validation checks the 1. If no invoice tolerance template is specified. Exception reporting in Oracle Alert is accomplished using either electronic mail or paper reports. If an invoice has a hold. It checks the supplier site to determine which invoice tolerance template to use. 3. Note: When the invoice is in a Validated state. Payables and Oracle Alert integrate to alert the appropriate accounts payable or purchasing staff when you or Payables place an invoice on hold. and message distribution to focus attention on time-sensitive or critical information and streamline the validation process. It creates/modifies the payment schdule on the basis of payment term and term date basis. you can manually release certain invoice holds. matching(IMO.13:26 Before you can pay or create accounting entries for any invoice. . messages.Validation Submitted by Anonymous on Sat. or changing the invoice tolerances. 2. tax 3. or created accounting entries for the invoice.

• Online by using the Validate button in the Invoice Batches window. For more information on submitting invoices for approval. Invoice 2. • Batch by submitting the Payables Invoice Validation program from the Submit Request window. Your invoice now matches your receipt and purchase order within your newly-defined tolerance levels and Payables releases the hold when you resubmit Invoice Validation . Your receiving department receives the goods and records the receipt information. A supplier sends a credit to correct the amount due on a previous invoice. The weighted average price of the invoice and credit memo now matches the purchase order shipment price. Invoice 1. For example. The second invoice is on matching hold because the invoice price exceeds the purchase order shipment price.4. You can submit an invoice for validation in one of the following ways: • Online by using either the Validate or the Validate Related Invoices check box in the Invoice Actions window. 5. then we recommend that you select an option that validates before approving. You match the credit to the purchase order as a price correction and associate it with the invoice during the match. Your invoice now matches the receipt and Payables releases the hold when you submit Invoice Validation. The third invoice is on matching hold because the quantity billed exceeds the quantity ordered. The first invoice is on matching hold because the quantity billed exceeds the quantity received. If your approvers need to review tax details before they approve an invoice. Validation Example Invoice Validation places three invoices on matching hold. The order of the Invoice Validation process and Invoice Approval Workflow Program is based on the Approval Processing Sequence Payables option. Payables releases the hold when you resubmit Invoice Validation. Use the Validate Related Invoices option in the Invoice Actions window to submit Invoice Validation for both the credit and the original invoice. You increase your tolerance levels using the Invoice Tolerances window. you might want to validate before you approve if you enter invoices that require the Invoice Validation process to create tax distributions for you. Invoice 3.

You can apply advances and holds to expense reports that are from any source. but you cannot modify them. Before you can pay expense reports you must submit the Expense Report Export program which automatically creates invoices from the expense reports. You cannot view expense reports in this window if they have been purged. You can also apply a hold to an expense report to prevent payment.16:59 Use the Expense Reports window in Payables to enter Payables expense reports for your employees . If you have paid advances to an employee you can use this window to apply advances to expense reports to reduce the amount you pay. You can also use this window to review and modify any of the following expense reports: • Expense reports entered in the Payables Expense Reports window. pay.Expense Reports and Credit Cards Submitted by Anonymous on Wed. and account for the invoices. 10/14/2009 . If you do not purge expense reports. • Expense reports submitted by your enterprise’s employees using Oracle Internet Expenses. To manage expense reports: . You can then use Payables to validate. • Expense reports entered in Oracle Projects and then transferred from Projects to Payables. you can still view successfully imported expense reports in this window.

2. Enter employees and their locations. Enter expense reports in any of the following products: . • Enter the employee as a supplier in the Suppliers window before submitting Expense Report Export for expense reports.1. and default expense accounts. define expense report templates that model the different expense report formats your employees use and the rate and policy schedules that your enterprise uses. 3. expense addresses. For expense reports entered in Payables and Oracle Internet Expenses. Define the employee as a supplier using either of the following methods: • Enable the Create Employee As Supplier Payables option to automatically create suppliers from employees when you submit Expense Report Export. Supervisors. 4.

5. • Oracle Internet Expenses. their locations. If there are exceptions. • Oracle Projects. . Review the Expense Report Export. Enter employees. Optionally modify or review Payables or Projects expense reports. 8. 02/28/2010 . • Setting Up Oracle Payables to Enter Expense Report • Entering a basic expense report Setting Up Oracle Payables to Enter Expense Report Submitted by Anonymous on Sun. all employees must be entered in the People window of Oracle Human Resources.23:46 1. correct any expense reports that caused exceptions and resubmit Expense Report Export. If Oracle Human Resources is installed. Pay the invoices as you would any other invoices. 7. Submit Expense Report Export to create invoices and invoice distributions for the expense reports. Submit the Employee Update Program to update employee-type supplier records with up-to-date name and address information from the employee record. In the Payables Expense Reports window optionally apply holds and/or apply advances to the expense reports.• Payables. and their expense addresses in the People window. 6.

In the Send to field. You control the default expense address in the Financials Options window. Define expense report templates that model the different expense report formats you receive. . In the Expense Reports window. Optionally change the GL Account. 3. . 3. 10/14/2009 . Define the employee as a supplier by using either of the following methods: . optionally change the location to which you want to send payment for the expense report. 2.2.Enter the employee as a supplier in the Suppliers window before submitting Invoice Import for expense reports. either enter the employee name in the Employee field.17:44 1. which defaults from the employee record.Enable the Create Employee as Supplier Payables option to automatically create suppliers from employees when you submit Invoice Import. Entering a basic expense report Submitted by Anonymous on Wed. or enter the employee number in the Number field.

Enter the expense report Template you want to use. If you enable the Reviewed By Payables check box. DATE. select the item and enter the item amount. This will become the invoice description. Includes Tax. Expense Report Import . 9. If no open or future period is available then import will reject the expense report. 6. Payables will confirm that the sum of the item amounts matches this amount. then Payables does not import the expense report. Payables creates invoice distributions from the item lines. Enter a Description of the expense report. If the period ending Date is in a Never Opened accounting period. or Payables will enter the invoice date or the expense report date as the Invoice Number. 5. enter the period ending date for the expense report. 8. Payables uses this date as the GL Date for invoice distributions created from the expense report. Consequently. For each Item line on the expense report. The default GL Account for each item line is the GL Account for the employee overlaid with any segments defined on the template for the expense item. The template determines which items you can select. The template also might provide default values for Type. In the Date field. this indicates that receipts are not required for this expense report. the Receipt Verified check box in the Expense Audit tabbed region becomes nonupdatable. and GL Account. Enter the total Amount of the expense report. Expense Report Restrictions UNIQUE INVOICE NUMBER. Save your work. then Payables displays that default value. During Expense Report Export. 7. and Payables lists the expense report in the Exceptions section of the Expense Report Import Report. When you submit Expense Report Export you have the option to override this date. If a default template is defined in the Payables Options window and the template is active. and it will appear on reports. then you can adjust the Includes Tax check box.4. Tax Code. Either enter an Invoice Number. Optionally change the tax value in the Tax Code field associated with the item. If the period ending Date is in a Closed period. The same invoice number cannot be used twice for the same employee. Expense Report Import uses the first day of the next Open or Future accounting period as the GL date. The value for the Includes Tax check box defaults from the Expense Report Template for that item. Optionally update the GL Account. If you use inclusive automatic tax calculation at the Line or Tax Code level and if the Allow Override (Distribution Amount Includes Tax) Payables option is enabled and if the item amount includes tax.

verify the invoice (invoice number is same as exponse report number) in invoice work bench. .To create invoice from the expense report run the below program • Expense Report Import (in 11i) and • Expense Report Export (in R12). Select the source Payables Expense Reports or internet expense as applicable. Once the program completes.

and wire • Record stop payments • Void payments • Review information online on the result and status of every payment . controlled payment processing. EDI. With Oracle Payables you can do the following: • Distribute funds by using multiple payment methods • Ensure that duplicate invoice payments never occur • Pay only invoices that are due. electronic funds transfer (EFT). and create payments automatically • Print checks online • Choose from different payment method options including checks.Payments Submitted by Anonymous on Thu.16:58 Oracle Payables provides a variety of features for fast. 10/22/2009 . using a wide variety of criteria. and automatically take the maximum discount available • Select invoices for payment.

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Manual payment  Manual Payment • Recording Stop and Void Payments • Refunds .• Computer-Generated Payments  Future Dated Payments .

click Actions to navigate to the Payment Actions window. the invoices must have check as their payment method and have the same currency as the payment. The bank account must have at least one payment document that uses computer-generated or combined disbursement type. which defaults to the next available number.17:37 You can create and print a computer-generated payment to pay a supplier for one or more invoices. you must enable the Allow Online Print Payables option. To create a computer-generated payment. create a check. change the payment currency if you are using a multicurrency bank account with a multicurrency payment document. click Enter/Adjust Invoices to select approved invoices that are not on hold. Examples of computer-generated payments are: • Check run • Electronic funds transfer (EFT) Creating and Maintaining Computer-Generated Payments (N) Payments—>Entry—>Payments To create a computer-generated check. The invoices must have Check as their payment method and must have the same currency as the payment. • Unless you enable the Allow Pre-Date Payables option. Select the invoices that you want to pay. • How to Select Invoices to Pay (N) Payments—>Entry—>Payments (B) Enter/Adjust Invoices 1. Optionally. In the Payments window: • You can.Computer-Generated Payments Submitted by Anonymous on Fri. optionally. and without holds. and print it later. 10/23/2009 . you cannot predate a computer-generated payment. optionally. • The payment date must be in an open or future period. change the payment document number. the invoices must be approved. • You can. format and print the check. save it. . 3. and the bank account must have at least one payment document that uses computer-generated or combined disbursement type. 2. From the Payments window. uncanceled.

Future Dated Payments .Manual payment Submitted by Anonymous on Fri. 10/23/2009 .16:37 .

The supplier submits the payment request to the bank. 6. Your bank sends you payment reconciliation information. record the invoice payment as a manual payment.If you manually created a future dated payment that you want to record. 5. 10/23/2009 . 7. Return the payment notice to the supplier. 3.14:55 A manual payment is a payment that you create outside of Oracle Payables. In the Payments window. 2. . Enter a maturity date. The bank disburses funds on the maturity date the supplier specified on the payment notice. Manual Payment Submitted by Anonymous on Fri. 4. The following are two examples of manual payments: • Handwritten checks • Wire .1. enter Future Dated in the Payment Method field. Make certain the invoice that you want to pay is fully approved.If you use the payment document your supplier sent you and do not create a payment document. . enter Manual Future Dated in the Payment Method field.

With a manual payment. select Manual. and must have the same currency as the payment. Enter the payment document number. 5. you can override some payment controls of Oracle Payables. Select a payment document name. change the payment currency. optionally. 9. uncancelled. Enter the payment amount. 4. In the Type field. You can record a single payment for multiple pay alone invoices. 8. without holds. Enter the supplier site. Enter either the supplier name or number. • The bank account must have at least one payment document that uses the recorded or combined disbursement type. • The invoice you paid must be approved. 3. 2. Recording a Manual Payment How to Initiate a Manual Payment 1. Prerequisites for processing manual payments in Oracle Payables are: • Create the payment outside of Payables. . Select the bank account you use for the payment. If you are using a multiple currency bank account with a multiple currency payment document. Enter the payment date. 7. you can record the payment within Oracle Payables and update the invoices that you paid. You can record payment for invoices that are associated with any payment method type except EFT. 6.After making the payment through handwritten check/wire.

Enter the bank account from . and you omit the invoice selection step you would perform if you were to create the payment in the Payment Workbench. To pay one or more invoices in full. To record a manual payment. and select one or more scheduled payments. click Actions to navigate to the Payment Actions window. How to Select Invoices to Pay 1. enter or adjust other information. save it. In the Payments window. and print it later. Click Pay to pay the selected payments. 3. Optionally. To create a computer-generated payment. 2. format and print the check. To pay an invoice or scheduled payment from the Invoice Workbench: 1. from the Payment window. From the Payments window. and select the Pay in Full check box to open the Payments—Pay in Full window. clickActions to navigate to the Actions window. click Scheduled Payments. select the invoice from the Invoices window. If necessary. you can generate a manual payment or a Quick payment. 2b. To pay a portion of an invoice. click Enter/Adjust Invoices to select approved invoices that are not on hold.10. save your work at this point and you are done. Make certain the invoices that you want to pay are fully approved. choose Quick or Manual for the payment type. 3. Select as many approved invoices as will fit on a single check stub. Oracle Payables automatically enters most of the payment information for you. Paying Invoices from the Invoice Workbench (N) Invoices—>Entry—>Invoices (B) Actions You can initiate payment of one or more invoices by selecting the invoices in the Invoices window and using the Pay in Full option in the Invoice Actions window. 2a. create a check. 4. When you pay using this method. select the relevant invoices from the Invoices window.

00:19 . print the check. Save your work. apply a hold to the scheduled payment. save your work to complete the payment. and then click Split Schedule. Make certain the invoices that you want to pay are fully approved. 6. 3. Scheduling Payments from the Invoice Workbench 1. Oracle Payables records the payment and updates the invoices as paid. Oracle Payables creates an additional scheduled payment with the net amount due. 5. If you are creating a quick payment.which you want to make the payment. 10/24/2009 . 6. Make any updates to unpaid scheduled payments. and enter the payment document you want to use. 5. 4. continue with Step 6. optionally. update the amount. Save your work. 7. Format and. Click Scheduled Payments. enter or adjust other information in the Payments window. Oracle Payables records the payment and updates the invoices as paid. If you are creating a manual payment. To split a scheduled payment. Click Actions to navigate to the Payment Actions window. optionally. 2. To pay a portion of an invoice. Adjust the dates as appropriate and. 7. Recording Stop and Void Payments Submitted by Anonymous on Sat. Oracle Payables automatically enters the remaining fields for you. If necessary. and create any new scheduled payments. 4. select the invoice from the Invoices window.

Find the payment online. and click Actions.Recording Stop Payments (N) Payments—>Entry—>Payments (B) Actions 1. In the Payments window. . 2. select Initiate Stop. select the payment. In the Payment Actions window.

select Release Stop. Oracle Payables does not list any stop payments that were initiated but then released or voided at a later time. 4. Oracle Payables sorts the report by bank. 4 Save your work. Click OK to have Oracle Payables update the payment status to Stop Initiated. Save your work. 5. select the payment and click Actions. and document number. In the Payments window.3. Releasing Stop Payments (N) Payments—>Entry—>Payments (B) Actions How to Release Stop Payments 1 Find the payment online. payment document. bank account. 2 In the Payment Actions window. 3 Click OK to have Oracle Payables release the stop on the payment and reset the status to Negotiable. Use the Stop Payments Report to review all current stop payments. Voiding Payments (N) Payments—>Entry—>Payments (B) Actions .

When you void a payment. You can review these invoices in the Invoice Workbench. Because you cannot reverse a void payment. or have proof that the payment did not clear the bank and that the bank was able to stop payment Review the invoices paid by that payment before you void it to make sure that you are voiding the correct payment. • Any realized gains or losses on foreign currency invoices recorded as paid by the payment • All related interest invoices when you void a past-due payment for the supplier site (if you enable the Allow Interest Invoices option for a supplier site) • If you withhold taxes at payment time and you void a payment that paid an invoice with an associated withholding tax invoice. Your general ledger will then have the correct information. before recording it have the uncashed payment document you want to void in your possession. and the status of the paid invoices is then reset to Unpaid. . then Payables automatically creates a negative (reversing) invoice for the tax authority supplier to offset the amount of the tax withholding invoice. You determine when you withhold taxes by the Apply Withholding Tax option you select in the Payables Options window. Oracle Payables automatically reverses the following: • The accounting and payment records.

1. Save your work. select Hold for the invoice action. select Cancel for the invoice action. 2. and apply the hold you selected to the related invoices. Find the payment online. select None for the invoice action. Voiding Unused Payment Documents Payment Documents: Additional Information Region (N) Setup—>Payment—>Banks (B) Bank Accounts (B) Payables Documents You can do a mass void of unused check stock in the Document Information region of the Payment Documents window. select Void. 3. Review and. Click OK to have Oracle Payables void the payment document. In the Payment Actions window. and click Actions. 2. and query the bank account in the Bank Accounts window. . change the void date and the GL date you want Oracle Payables to use for the accounting distributions. Click Hold. Click OK to have Oracle Payables void the payment document and cancel the related invoices. optionally.To apply a hold to the related invoices. Oracle Payables prevents you from voiding negotiable payments using this window. choose Bank Accounts. and from the Payments window. The invoices will be available for payment on a new payment document.To cancel all related invoices and reset their amounts to zero. select the payment. and select a Hold Name in the Hold window. .To change to Unpaid the status of the related invoices. then click OK to have Oracle Payables void the payment document.How to Void Payments 1. reset the status of the related invoices to Unpaid. To query the bank. . Click Payment Documents to navigate to the Payment Documents window. .

PREPAYMENTS: You cannot void payment on a payment document that pays a prepayment that you have applied to an invoice. You must first unapply any prepayments. 02/23/2010 . you cannot cancel a related invoice if it was partially paid by a second payment. and then you can void the payment. when you choose Cancel Invoice. Enter the range of documents you want to void. 5. 4. and enter a void date. CLEARED PAYMENTS: You cannot void a payment that the bank has already cleared. Save your work. choose Void Unused Documents. This hold is manually releasable. the system applies an ”Invoice Cancel” hold to the invoice for your reference.3. In the Additional Information region. CANCELLING ASSOCIATED INVOICES: If you attempt to cancel an invoice that has been partially paid by another payment by using the Cancel Invoice Action. • Voiding and Reissuing Quick Payments Voiding and Reissuing Quick Payments Submitted by Anonymous on Tue. Instead. Void Payment Restrictions: INVOICES PAID BY ANOTHER PAYMENT: When you void a payment. These documents will no longer be available for use. instead of cancelling the invoice. Payables applies an Invoice Cancel hold to the invoice.11:31 . You can release the hold manually in the Invoice Holds window.

confirm the New Check Number and optionally record a Voucher Number. Load and properly align your payment document in the printer.The Void and Reissue feature provides an easy method for correcting any printing problems that you encounter when creating a check as a Quick payment. • The payment is not a future dated payment. Find the Quick payment online. Enter the Payment Date. If a check you generate is spoiled. and from the Payments window select the payment and choose Actions. Review and optionally update the void dates. Payables automatically selects Void for you. you can void the original payment and automatically reissue payment of the same invoices. Prerequisites • Enable the Allow Void and Reissue Payables option. 2. • The payment method of the invoices paid is Check. In the Payment Actions window select Reissue. Note: You cannot use this option for future dated payments. To void and reissue a Quick payment: 1. 3. . • The payment is a Quick payment.

you can record the refund in Payables. Choose OK to have Payables void the selected Quick payment and create a new Quick payment document to pay the invoices. A refund closes out an outstanding credit balance. Refunds for Prepayments . depending on whether you use cash or accrual accounting. You have an overall $100 credit balance with the supplier. as long as the sum is negative and equals the refund amount: • Invoices • Debit memos • Credit memos • Expense report Paying these documents with a refund records each document as paid. suppose you want to stop doing business with a supplier. Refunds Submitted by Anonymous on Sat. and apply it to the invoice and credit memo. which consists of a credit memo of $250 and an unpaid invoice of $150. and you have no outstanding documents for the supplier. so you are actually making a negative payment for a credit balance. You can take discounts on payables documents you pay with a refund. If required we can again create a reissue against the newly generated payment document. and gives you a complete supplier transaction history. You enter a $100 refund (a $100 negative payment). The credit balance can consist of the outstanding balance of any combination of the following documents.4. When you record a refund. the invoice and credit memo are recorded as paid. Note: If you withhold taxes at payment time. The supplier sends you a $100 refund for the credit balance. For example. Payables debits either your cash or cash clearing account and credits either your expense or liability account. After Reissue After reissue the stauts of the payment document changes to void and a new payment document with a different number is created. Oracle Payables does not automatically withhold taxes if you pay with a refund. After you apply the refund. 10/24/2009 .13:27 When a supplier or employee sends you a refund for an invoice payment you have made.

If you know the credit or debit memo you want to pay. choose the Scheduled Payments tab.You may receive refunds from suppliers for prepayments you have made to them. and the sum of the documents you select must equal the amount of the refund. enter an invoice and apply the prepayment to it. a refund for a deposit or repayment of a travel advance. if applicable. Set up the appropriate cash account and. Entering Refunds Use the Payments window to record a refund payment for one or more outstanding Payables documents. and then choose the Pay button. You can then pay the debit memo with the refund. Enter a debit memo for the invoice. Recording Refunds for Invoices When a Credit Balance Exists You pay debit balance with refunds in the Payments window. This enables you to close an open credit balance and maintain a full transaction history for the supplier. you can query it in the Invoices window. set up a cash clearing account. . Prerequisite Set up the bank account in which you will deposit the refund. You can identify negative supplier balances by submitting the Accounts Payable Trial Balance Report with the parameter Negative Balances Only set to Yes. The Payables documents you select must be in the same currency as the refund currency. This can be the same bank account you use to make payments. If you receive a refund for a prepayment. for example.

Click Actions. . and Document Number. 2. In the Payments window. enter the amount that you want to pay with the refund. Payables records the refund and updates the status of each selected invoice to Paid. Save your work. and Document Number are required fields. You can record it by entering a debit memo and paying it with a refund. choose the Invoice Overview button. 4. Bank Account. if applicable. Enter any other relevant information. Set up the appropriate cash account and. 3. This can be the same bank account you use to make payments. Payment Method. The Select Invoices window opens. To record a refund when a credit balance does not exist: 1. Prerequisite Set up the bank account in which you will deposit the refund. Query the supplier's unpaid or partially paid invoices that are in the same payment currency as the refund currency. 2. for example. Select the debit memo in the Invoices window. Select the Pay in Full option. For each invoice. Recording Refunds When No Credit Balance Exists Your supplier may send you a refund when no credit balance exists. Save your work. Enter and validate a debit memo for the refund amount. set up a cash clearing account.Recording a refund when a credit balance exists: 1. Payables records the refund and updates the debit memo status to Paid. Select any combination of positive and negative amount invoices. Enter a Bank Account. Payment Date. 3. To see additional information about any invoice. for an applied prepayment. enter a negative value in the Payment Amount field. Enter any other relevant information. The Payments window opens. Payment Date. Click Enter/Adjust Invoices. Trading Partner.

you can view the accounting entries in the following windows in Payables: • View Accounting Lines. From the interface. which also appears with the following names. You can create accounting entries by submitting a batch program(Payables Accounting Process). depending on where you are in the application when you navigate to the window. you can drill down from a journal entry line to the accounting entry or transaction in Payables. You can view encumbrances in the View Encumbrances window • Accounting Events  Creating Accounting Entries in Payables  Transferring Accounting Entries to Your General Ledger  Viewing Accounting Entries . Or you can create accounting entries from the transaction window for a specific invoice. you can create journal entries and transfer them to your general ledger for posting.Accounting in Payables Submitted by Anonymous on Mon. you can submit the Payables Transfer to General Ledger Program to transfer them to an interface. – View Invoice Accounting – View Payment Accounting • Update Accounting Entries.15:06 Now in release 11i. Oracle Payables creates and stores accounting entries in the subledger. In this window you can update accounts on any accounting entries that were created with invalid accounts. payment. or payment batch. After you create accounting entries. After Payables creates accounting entries. then when you account for an invoice. You can create accounting entries for invoice and payment transactions in Payables. If you post entries in Oracle General Ledger. 10/26/2009 . Each transaction that has accounting impact is called an accounting event. Payables also creates any necessary encumbrances or encumbrance adjustments for the invoice. If you use budgetary control. invoice batch.

you can create accounting entries for it by creating accounting entries for the category or document class that includes the event. Invoices – invoice – invoice adjustment – invoice cancellation – prepayment application – prepayment unapplication Payments – payment – payment adjustment – payment cancellation – (future dated) payment maturity – payment clearing – payment unclearing The following descriptions give an overview of the event and the accounting that Payables does for each event. Payables creates or adjusts encumbrances. Invoice Event The invoice event occurs when the Invoice Validation process successfully validates a new invoice. if necessary. These descriptions assume that you use accrual basis accounting. If the invoice is purchase order matched. It builds the liability account based on your automatic offset method.Accounting Events Submitted by Anonymous on Mon. either balancing segment or account.16:12 An accounting event is a Payables transaction that has accounting impact. • If you do not use Automatic Offsets. After an accounting event completes. then Payables creates liability entries to offset each distribution on the invoice. Accounting entries for this event are created for the accounts on each invoice distribution. • If you use Automatic Offsets. the system creates a single liability entry for the invoice liability account. The following is the complete list of the accounting events in Payables. when you submit the accounting process for an invoice event. and the liability account of the invoice. The two document classes in Payables are invoices and payments. listed by document class. In addition. 10/26/2009 . . If you use cash basis accounting. unless there is a specific reference to cash basis accounting. but Payables will create no accounting entries. during accounting for the invoice event. then Payables also records encumbrances for any invoice price variance or exchange rate variance. Payables will update the status to accounted.

Prepayment Application Event This event accounts for the application of a prepayment to an invoice. Payables creates entries to relieve the liability of the invoice accounting entries. Prepayment Unapplication Event This event accounts for the unapplication of a prepayment. Since this is an invoice event. the accounting date is the GL Date on the invoice distribution. Payment Event Accounting entries for this event record payment of an accounted invoice. Note that if an invoice has distributions with different GL Dates. The accounting date for this event is the GL Date on the invoice distribution. the earliest GL Date will be used when accounting for the invoice event. The accounting date for this event is the GL Date on the Prepayment type invoice distribution. It reverses any accounting entries that were recorded for the prepayment application. This event accounts for the new. cash basis accounting will not account for it until you pay the invoice. negative amount distributions (reversals) that are created when you cancel an invoice. This event reverses all existing accounting entries for the invoice. This event credits the prepaid account for the amount of the application. • If you use accrual basis accounting. The accounting date for this event is the GL Date on the Prepayment type invoice distribution. The accounting date for this event is the GL Date on the invoice distribution. if you adjust the invoice. and Payables will record the distributions with the later GL Date as an invoice adjustment event.For the invoice event. Note that if the invoice is paid and the payment has already been accounted. and debits the liability account because the prepayment was a payment on the invoice. Invoice Cancellation Event This event occurs when you cancel an accounted invoice. Payables will not account for a payment until the paid invoices are accounted. Payables will also record any gains and losses if you account for gains and losses at payment issue. the system will not automatically adjust the payment accounting entries. Payables groups the other distributions by GL Date and accounting for these groups of distributions are recorded for separate accounting events. . Invoice Adjustment Event The following are examples of transactions that are invoice adjustment events: • Reversal of an existing distribution for an accounted invoice • Adding a new distribution to an accounted invoice • Accounting for the invoice event for this invoice includes only the distributions with the earliest GL date.

• If you account for payments only at payment issue. • If you also account for payments at payment clearing. The accounting date for this event is the maturity date on the future dated payment. For future dated payments. then accounting entries for this event credit the cash account. For the newly selected invoices. depending on your Payables option. and records any gains or losses for the newly selected invoices. If the payment date is in a closed period. • If you account for payments at both issue and clearing. For the originally paid invoices. then accounting entries for this event credit the cash account. After a future dated payment matures. If you account for payments only when they clear. accounting entries for this event credit the Future Dated Payment Account from either the payment document or the supplier site. including future dated payments. . Accounting entries for this event debit the future dated payment account. Payables creates accounting entries for this event only if the Account for Payment When Payment is Issued option is enabled in the Payables Options window. the accounting entries for this event relieve the liability accounts in the amount of the payment. you can update its status in two ways: • Submit the Update Matured Future Payment Status program • Manually update the status in the Status field of the Payments window. accounting for the payment event creates entries for the accounts on the paid invoice distributions. accounting entries for this event credit the cash clearing account. Payment Maturity Event This event creates accounting entries for future dated payments when their status is updated from Issued to Negotiable. Payables creates accounting entries for this event only if the Account for Payment When Payment is Issued option is enabled in the Payables Options window. Payables also reverses any gains or losses for the originally paid invoices. For payments. the entries reverse the invoice liability that the payment had relieved. then accounting entries for this event credit the cash clearing account. then the GL Date is the first day of the next open period. Based on your system setup and the transaction details. this event might also create discount or rounding entries. the accounting date for this event is the payment date. When the payment accounting options in the Payables Options window are set to account for payments when they are issued: • If you account for payments at payment issue only.• For cash basis accounting. Payment Adjustment Event A payment adjustment event occurs when you change the invoices recorded on a Manual payment. then Payables does not record any entries for the payment event. but instead records the payment during the payment clearing event.

Accounting entries for this event reverse the accounting entries that were recorded during the payment clearing event. then accounting entries for this event debit the cash clearing account. – and you use accrual basis accounting. Also. then accounting entries for this event debit the liability account. then accounting entries for this event debit the expense account. . then when you account for the payment.Payables creates accounting entries for this event only if the Account for Payment When Payment is Issued option is enabled in the Payables Options window. then the GL Date is the first day of the next open period. • If you account for payments both at issue and clearing. you may have accounting entries for gains. Payables creates accounting entries for this event only if the Account for Payment When Payment is Issued option is enabled in the Payables Options window. – and you use cash basis accounting. For payments the accounting date for this event is the payment date. Payment Clearing Event This event occurs when you either clear or reconcile a payment in Oracle Cash Management. Note that positive amount bank errors are recorded through Oracle Receivables. losses. you will get both a payment event and a payment cancellation event. Payment Unclearing Event This event occurs when you either unclear or unreconcile a payment in Oracle Cash Management. If the void GL date and the payment date are different. and negative amount bank errors. If the payment date is in a closed period. • If you account for payments only at clearing. The accounting date for this event is the GL Date on the uncleared payment. This event reverses accounting entries for the payment. The accounting date for this event is the void GL Date on the payment. Payables creates accounting entries for this event only if the Account for Payment When Payment Clears option is enabled in the Payables Options window. Accounting entries for this event credit the cash account. bank charges. The accounting date for this event is the Clear Date you enter in Oracle Cash Management. Payment Cancellation Event This event occurs when you cancel (void) a payment. Payables creates accounting entries for this event only if the Account for Payment When Payment Clears option is enabled in the Payables Options window and after the corresponding clearing event is accounted.

Payables Accounting Process Report Use this report to review accounting entries created by the Payables Accounting Process. • Create accounting entries for a single transaction or batch.Creating Accounting Entries in Payables Submitted by Anonymous on Tue. After the process is complete.09:24 You can create accounting entries for Payables accounting events in two ways: • Submit the Payables Accounting Process. you can update any accounting entries that were created with invalid accounts. The exception report lists any transactions that accounted with errors. 11/24/2009 . Payables Accounting Process Submit this batch process to create accounting entries in Payables. In the Update Accounting Entries window. The report has two sections: . Payables produces the Accounting Entries Audit Report and Accounting Entries Exception Report. you can view the new accounting entries in the View Accounting Lines window. After the process completes.

Oracle General Ledger associates each of your accounting entries with a journal entry category. then the transaction remains unaccounted. Transferring Accounting Entries to Your General Ledger Submitted by Anonymous on Wed. The Accounting Entries Exception Report is generated only when the accounting process encounters entries that fail validation. Attention: If you see an entry that has a fatal error. Purchase Invoices. There are three journal entry categories for Oracle Payables transactions. 3. 11/25/2009 . the report is organized by journal category. Assigned to journal entries originating from payment reconciliation events. a listing of accounting entries created by the accounting process. excluding payment reconciliation events. • Accounting Entries Exceptions Report. 1. in detail or summary.13:01 . 2. Note that while the Payables Accounting Process is submitted for a document class.Payment Accounting Events belong to the Payments Document Class.• Accounting Entries Audit Report. This category is used to indicate the purpose or nature of the transaction. Payments. Payment ReconciliationEvents belong to the Payments Document Class. please contact Oracle Support for technical assistance. If this condition is encountered. The audit report provides. Invoice Accounting Events belong to the Invoice Document Class. Reconciled Payments. Assigned to journal entries originating from payment accounting events. Assigned to journal entries originating from invoice accounting events. The exception report lists in detail all accounting entries that were created with an error status and a description of that error.

you can drill down to the related accounting entries or transactions in Payables. submit the Payables Transfer to General Ledger program to send invoice and payment accounting entries to the general ledger interface. If you do not use General Ledger. and lines. Payables retains the accounting entries. after the transfer process completes. . You can then post these journal entry batches. or separately. headers. then you can submit Journal Import. and lines within General Ledger to update your General Ledger account balances. If you use the Multiple Reporting Currencies feature. after you post journal entries in Oracle General Ledger. which uses the data in the GL interface to create unposted journal entry batches. so you can continue to review them in Payables.After you create accounting entries in Payables. you can use the data in the GL interface to create and post journal entries in your general ledger. read the Multiple Reporting Currencies in Oracle Applications manual for information on transferring accounting entries when you use the Multiple Reporting Currency feature. You can submit Journal Import either when you submit the transfer program. headers. Also. If you use Oracle General Ledger.

11/25/2009 . This window limits you to viewing payment accounting entries..e. You can navigate to this window from the Navigator. Depending on how you open the window.12:37 You can view accounting entries in the view accounting entries windows. Update Accounting Entries window.Viewing Accounting Entries Submitted by Anonymous on Wed. . This window limits you to viewing invoice accounting entries. or drilling down from Oracle General Ledger. You open this window from one of the following places: Payments window. debits equal credits). Update Accounting Entries window. or view summarized accounting for each account in the Activity Summary window. • View Payment Accounting. You open this window from one of the following places: Invoices window. • View Invoice Accounting. Use these features to see how a transaction affects the account balances in your general ledger. Payables includes the following windows that you use to view accounting entries: • View Accounting Lines. You can view the detail accounting lines for the queried transaction in the form of a balanced accounting entry (i. You can also view the detail accounting as t–accounts in the T Accounts window. or drilling down from Oracle General Ledger. the window title and the data that you see in the windows vary.

Run the program ‘Expense Report Import’ program. AuditTrail 3. Positive Pay Integration 4. Budgetary Control and Encumbrance 9. Run ‘Unaccounted Transactions Report’ program to find out any unaccounted transaction for the period. Enter Period Name and submit the report. Automatic Tax Calculation 8. 02/23/2010 . If there is any invoice on hold. run: a) Posted Payment Register b) Posted Invoice Register c) Account Payable Trial Balance Report . Submit the program with default parameters. 3.09:10 1. Petty Cash Funds • Month End Close and Reconciliation Month End Close and Reconciliation Submitted by Anonymous on Wed. Run the ‘Invoice Validation’ program for all parameters .This will validate all the invoices entered in the Operating Unit. Run 'Payable Accounting Process'. Period Close 2. Run the ‘Invoice On Hold Report’ for the period to verify if any invoice is put on hold. 4. 2.Other Topics Submitted by Anonymous on Tue. Interest Invoices 5. Automatic Withholding Tax 6. run: a) Account Payable Trial Balance Report For the month just closed. 02/24/2010 . For the previous month. Intercompany Accounting 10. 5. Automatic Offsets 7. resolve the issue and remove the hold. 6.18:40 This topic describes the following specialized features in Payables: 1.

Current Month Posted Payment Register = Current Month Account Payable Trial Balance 7. The grand totals should match with AP Trial Balance Report.Reconcile using: Previous month Account Payable Trial Balance + Current Month Posted Invoice Register . 8. Transfer accounting transactions to GL by running 'Payables Transfer to General Ledger' program. Run ‘Account Analysis Report with Sub Ledger Detail’ for your AP Liability Account in GL. To Close period in AP and open the next period: Navigate to Accounting > Control Payables Periods Close the current period and then open the next period . 9.