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

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

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

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.

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

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

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

such as 14 days after the terms date 4. For example. After you define your payment terms. a specific date. Payment terms have one or more payment terms lines. a specific day of a month. Thus. in the Payables Options window you can select default payment terms that Payables automatically assigns to the suppliers and supplier sites you enter. You can create an unlimited number of payment terms. Instruct Internet Expenses users who enter project–related expense reports to use this template. March 15. You can define payment terms to create multiple scheduled payment lines and multiple levels of discounts. such as the 15th of the month 2. • You import an invoice record that has payment terms specified on the record. each of which creates one scheduled payment. if you update the payment priority on a particular scheduled payment and then . Payables immediately recalculates the scheduled payment for the invoice. Only due dates can be based on a special calendar. Attention: If you update the payment terms on an invoice. 11/20/2009 . for example. 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. 3. or the import process can derive terms from purchase order matching. Each payment terms line and each corresponding scheduled payment has a due date or a discount date based on one of the following: 1. in which case the terms default from the purchase order. when you submit Payables Invoice Validation for the invoice. Each payment terms line also defines the due or discount amount on a scheduled payment. you must re–enter any manual adjustments you made to the previous scheduled payment. a special calendar that specifies a due date for the period that includes the invoice terms date. When you define payment terms you specify payment amounts either by percentages or by fixed amounts.the expenditure type names. Payment Terms Submitted by Anonymous on Fri. you define payment terms that you can assign to an invoice to automatically create scheduled payments and to calcualte discount. a number of days added to your terms date. You can override the default payment terms on any invoice.16:47 In the Payment Terms window. Discount dates cannot be based on a special calendar. 2002.

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 exact month depends on the value you enter for Months Ahead. Payables recalculates the scheduled payment using the most favorable terms only if the Recalculate Scheduled Payment Payables option is enabled.change the payment terms.2 Rank If you enable Recalculate Scheduled Payment. 1. 1 is the highest rank. do not enter a cutoff day. 1. During Payables Invoice Validation. Payables uses ranks to choose the most favorable payment terms from the invoice and purchase order. 2. . Payables will set the due date for February 15. your Cutoff Day is 11. If you enter an invoice with a terms date of January 12. your Months ahead is zero. If you use Due Days or Fixed Date type terms. and your Day Of Month due date is 15. the day of month after which the due and discount dates of the scheduled payment will be in a future month. enter a unique value to rank your invoice terms. Payables compares the invoice terms date to the Cutoff Day. For example.1 Cutoff Day For Day of Month type terms only.1 % Due The portion of an invoice due. If you leave this field blank. Payables always uses the current accounting month to determine the due and discount dates. You cannot combine percentages due and amounts due for one set of payment terms. The total of your scheduled payment lines must equal 100%.

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

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

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

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

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

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

e.Use the Bank Charges window to specify charges associated with transferring money between banks. you have the choice of selecting a particular branch of that bank or all branches. 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..e. .. If you use Receivables you specify charges between your customers’ banks and your banks. Bank charges information. Both Payables and Receivables users use this window. however. If you use Payables you specify charges between your remittance banks and your suppliers’ banks. is not shared between the products. 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.

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

1. 2003 (interest rate 7. • Check Payment in a payment batch. You can define as many payment formats as you require for each payment method. Payment Formats Submitted by Anonymous on Mon. If the system cannot find a rate then it uses zero as the rate. 2002 to March 31.09:26 Use the Payment Formats window to define the payment formats you need to define payment documents in the Banks window. 2002 (interest rate 7%) and the next from December 1.5%). the first from today’s date to November 30. each payment format must be unique for that payment method.date ranges and interest rates. 1. or manual payment. however. Payables uses the interest rate that is valid on your payment date to calculate and pay interest on overdue invoices. 11/23/2009 . You can add or change a rate at any time. Payment Method. . You define payment formats for the four payment methods that Payables uses. Quick payment.

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

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

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

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

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

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

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

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

None : Do not use Automatic Offsets. Payables automatically creates balancing accounting entries for your transactions. Payables uses the expense GL Account from the invoice distribution and overwrites the account segment with the default liability account from the supplier site. Account : When creating the offsetting liability account. • 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. When you use Automatic Offsets. 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. 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. The GL account that each of the offsetting accounting entry is charged to depends on which method you use. Balancing or Account: 1. For your invoice transactions. Changing your automatic offset setting after creating accounting entries can result in slower Payables Accounting Process performance.11:22 If you enter invoices for expenses or asset purchases for more than one balancing segment.Attention: Carefully consider this option before setting it. Prevent Prepayment Application Across Balancing Segments. 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. you might want to use Automatic Offsets to keep your Payables transaction accounting entries balanced. Payables creates one cash type accounting entry. under certain circumstances. . changing this setting can result in accounting irregularities. 11/25/2009 . • 5. and for your payment transactions. Balancing. Payables creates one liability accounting entry. 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. If you do not use Automatic Offsets. for example the Liability account from the supplier site. Also. If you use Automatic Offsets.

2. 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. you must make manual journal entries in your general ledger to keep the entries balanced at the balancing segment level. 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. for example. 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. For accounts other than these. Account. Although Payables builds the GL account to which amounts are charged differently depending on the method you use. Example The following diagram illustrates how Payables builds a GL account on a liability distribution using the two different methods: . Interest Liability.

.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.

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 . 01-000-2210-0000-000) and the A/C would 03-000-2210-0000-000.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.

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

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

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

You cannot submit the Invoice Approval Workflow Program unless you enable this option. almost all invoices must be processed by the Invoice Approval Workflow.1. You might want to force approve an invoice if the Invoice Approval Workflow does not complete for an 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. and if so. 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 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. 1. 1.3 Require Validation Before Approval : If you enable this option. or if you have authority to pay an invoice without using the workflow process.1 Use Invoice Approval Workflow : Enable this option if you want to use the Invoice Approval Workflow feature to automate your invoice approval process. If you enable this option you can also reverse a match to a purchase order . automatically routes the invoice to designated approvers who then approve or reject the invoice.1 Allow Adjustments to Paid Invoices: Enable this option if you want to allow users to update the distributions of a paid invoice. You cannot enable this option unless you first enable the Use Invoice Approval Workflow Payables option.

if the start date is 01–JAN–2002 and the payment terms are Net 30. then during invoice entry when you accept the invoice date as the default for invoice number. You can override this account during invoice entry. 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. Payables uses this account as the default freight account for an invoice. The system uses the value you enter here for all freight charges your suppliers enter online in Oracle iSupplier Portal. Payables determines which payment terms are more favorable by comparing the rank you assigned to the terms in the Payment Terms window. The following table shows which options Payables uses during the recalculation. 4.2 Recalculate Scheduled Payment: Payables calculates scheduled payments using a start date and payment terms. you must enter a freight account. 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. then do not enable this option. For example. The system uses the value you enter here for all freight charges your suppliers send in XML invoices. During invoice entry. Payables automatically calculates scheduled payments for invoices using the invoice payment terms. 2. If you do not enter a value here then the import prorates freight charges across Item lines on XML invoices. . 4. Payables displays a pop–up window that reads. 3. Freight Account. If you enable the Recalculate Scheduled Payment Payables option. or enter freight distributions manually. ”Use the Invoice Date as the Invoice Number?”. During recalculation. 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 invoice will be payable in full on 30–JAN–2002. If you do not enter a value here then the system prorates freight charges across Item lines on iSupplier Portal invoices. and the invoice terms date as the start date.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. Payables automatically recalculates scheduled payments of invoices during Invoice Validation. 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.1 Confirm Date as Invoice Number: If you enable this option. 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. If you usually allocate freight to invoice distributions. If you enable the Automatically Create Freight Distribution Payables option.document and then match to another purchase order document that is not final matched.Automatically Create Freight Distribution: If you 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. Your system administrator can define additional document categories for an invoice type. then the invoice date is used. and if the resulting GL account is not valid and active. or enter a document category for an invoice. then Payables instead defaults the supplier site’s prepayment account. Payables predefines a document category for each invoice type. if you use this option. you might have some Item distributions that use a built account and some that use the supplier site’s prepayment account. then Payables will default the supplier site value for invoice payment terms to prepayments you enter. Date that you enter in the Date Goods Received field. 6. Payables validates the built account. 6. the value you enter here defaults to all prepayment invoices.3 Build Prepayment Accounts When Matching: If you enable this option. 5. • Goods Received/System Date. Invoice date you enter during invoice entry. Note that this value does not exist at the supplier or supplier site level. GL Date Basis: The date you want Payables to use as the default accounting date for invoices during invoice entry. Payables prevents you from applying the prepayment to an invoice until on or after the settlement date. Payables does not assign a document category to an invoice and you cannot enable this option. Payables builds the account on each prepayment Item distribution using: • the natural (charge) account segment from the supplier site’s prepayment account. you may want to have immediate payment terms for all prepayment type invoices. • Goods Received/Invoice Date. • System Date. For example.1 Prepayment Payment Terms: Payment terms that you want to use for all prepayments. even on the same invoice. • If you do not enable this option then Payables always defaults the supplier site’s prepayment account to prepayment Item distributions. then when you match a prepayment to a purchase order or receipt. Payables automatically assigns a document category to an invoice if your Sequential Numbering profile option is Partially Used or Always Used. Current date for your Payables system. If your Sequential Numbering profile option is Not Used. If no value is entered. and • all other account segments from the corresponding purchase order or receipt distribution. • 6. Date that you enter in the Date Goods Received field. Therefore. then the system date is used. If no value is entered. .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. • Invoice Date. The date you enter the invoice.4. If you do not enter a value here.

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

Payables applies the hold to the invoice during Invoice Validation. such as expense and liability accounts. You cannot pay the invoice until you release the hold. You can release this hold by matching the invoice to a purchase order or receipt and resubmitting 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. or you can manually release the hold in the Holds window of the Invoice Workbench.either a purchase order or receipt. for the interest invoices Payables creates automatically when you pay overdue invoices. 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 automatically creates interest invoices when you pay overdue invoices in a payment batch or with a Quick payment. 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. If you enable this option for a site. If you pay an overdue invoice using a manual payment. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero. Interest Payables Options Use this region to enable Automatic Interest Calculation and then enter defaults.

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

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

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

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

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

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

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

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

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

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

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. You print a Quick payment by selecting the Print Now option in the Payment Actions window. If you do not enable this option. Payables voids the old check and creates a replacement check. Use Bank Charges: If you want to use the Bank charge feature. The checks are identical except that the new check has a new check number. you can override the Remit–to Bank Account only in the Scheduled Payments window. and payment exchange rate if you are using multiple currencies. When the system automatically confirms a payment batch. You may need to reissue a check for a Quick payment if it is spoiled during printing. If you enable this option. Payables allows you to create payments with a payment date before the system date for any payment except a manual payment. Payables will enter System Account as the value for the discount distribution method field in the Payment region of the Payables Options window. the system automatically confirms the payment batch that generated the payment XML message.If you enable the Use Bank Charges option in the payment region. Also. 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. Allow Void and Reissue: If you enable this option. . you may want to have a fast. you must enter a value for the Bank Charge bearer field in the Supplier region of the Payables Options window. If you enable this option. then when your system receives a Confirm Business Object Document XML message from your bank that indicates that the XML payment transmission was successful. enable this option. you can override the Payables default of the Remit–to field of the Payments window and the Modify Payment Batch 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. then you can print Quick payments. 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. the user who formatted the payment batch receives a workflow notification that the payment batch was confirmed. If you enable this option. You cannot select the Void and Reissue option for future dated payments. payment date. you can reissue a Quick payment. and you cannot override this value. When you reissue a check. Suggestion: If you are going to print Quick payments. Allow Print: If you enable this option. 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. if you enable this feature. Allow Pre–Date: If you enable this option.

If you enable this option. Then. unreconciled payment: debit the AP Liability account and credit the Cash Clearing account For future dated payments. If you select both options you have the same functionality as the Allow Reconciliation Accounting option provided in previous releases. so they are not included here. depending on how the Account for Payment option is set. you cannot take discounts on invoices. Account For Payment Choose when you want to create payment accounting entries. You can select one or both options. Payables then creates the following accounting entries after payment reconciliation or clearing in Cash Management: 2. debit the AP Liability account and credit the Future Dated Payment Account.2 bank charges: debit the Bank Charges account and credit the Cash account 2.1 reconciled payment: debit the Cash Clearing account and credit the Cash account 2. You specify the GL accounts when you define the payment document.3 bank errors: account in Cash account and Bank Errors account. Both (When Payment is Issued. and When Payment Clears): Payables accounts for each payment you issue twice—once as an unreconciled payment and once again as a cleared payment. Payables creates the following accounting entries after payment issue: 1. I. Debits and credits depend whether the bank error was a positive or negative amount . debit the Future Dated payment Account and credit the Cash Clearing account. Any accounting entries for gain and loss are controlled by the Account for Gain/Loss Payables option. 2. at payment maturity. This accounting assumes you use accrual basis accounting. Payables creates the following accounting entries.

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

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

Allow Distribution Level Matching Enable this option if you want to allow matching to purchase order distributions. If you do not enable this option. 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. If you enable this option. If you enable this option. Payables only allows you to match an invoice to a purchase order shipment. 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. 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.indicate a final match when you match an invoice to a purchase order during invoice entry or when you adjust a matched invoice distribution. or on any imported invoices. You cannot final match when you match invoices to receipts. make sure that the flexfield structure is the same for purchase order distributions and invoice distributions. and you cannot manually release the hold. Currency Payables Options . You cannot override the account for a matched invoice distribution if you use encumbrance accounting. Attention: If you final match to a purchase order. You can override the account for a matched invoice distribution in the Distributions window of the Invoice Workbench. you cannot override the account if the purchase order is projects related and the item destination for the purchase order distribution is Inventory. In addition.

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

001 will be recorded in this account. This happens when you make the final payment of an invoice that is already partially paid. and you have rounding errors. The system charges the remaining amount to the rounding account to fully relieve liability. if a payment rounds to 100. and the rounding error of . • You have enabled automatic offsets and the cash account is pooled. • The functional currency amounts of payments do not equal the amount recorded as the liability. the payment will be for 100.001 GBP.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.00 GBP. For example. 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 the cash clearing account. .

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

you can group them into tax groups in the Tax Groups window. . If you use automatic tax calculation. Payables calculates the invoice sales tax and automatically creates tax distributions. 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. you define the tax names. Each tax code has a tax type. For example.14:54 In the Tax Codes window. After you define tax codes. and an account to which you charge tax amounts.Tax Codes Submitted by Anonymous on Sun. Payables automatically uses the correct rate depending on the invoice date. you use on invoices to record invoice taxes you pay to suppliers and tax authorities. a tax rate. or tax codes. During the Payables Invoice Validation process. 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. 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. and a 10. You can define tax codes that have different tax rates during an effective date range you specify. You do not need to define special tax codes for distributions that include tax. 11/22/2009 . Payables uses the tax code to validate that you have entered tax distributions correctly. Simply select the Includes Tax check box when you enter the distribution.5% rate the next year. you can define a tax code that has a 10% rate one year. and Payables adjusts the calculation.

In the Tax Codes window you can associate Offset taxes with Sales or User–defined taxes. effective date ranges. you record the tax. tax amount limits. When you use the Sales or User–defined tax on an invoice. Tax Groups Submitted by Anonymous on Sun. 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. and taxable amount limits.Offset Tax Codes Offset taxes are negative–rate taxes. Withholding Tax Codes Withholding Tax type tax codes can have multiple rates. You can also use this feature to manage multiple tax recovery requirements. Then when you define the Sales or User–defined tax. To associate an Offset tax with a Sales or User–defined tax. first define the Offset tax. you do not need to set up tax groups. enter the Offset tax code in the Offset Tax field. 11/22/2009 . If you only use single tax codes with a single recovery rate. but the associated Offset tax reduces or eliminates your tax liability.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. .

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

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

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

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

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

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

10/20/2009 . If you want to track business with small companies. select the Woman Owned check box. In the Remittance Instruction field. select the type of minority-owned business from the list of values. Control/ Purchasing and Receiving option Submitted by Anonymous on Tue. 4. indicate the type of information that is transmitted with the funds if the Payment Method is ACH.15:14 Suppliers: Control Region (N) Suppliers—>Entry (B) Open . 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. 1. indicate which party is responsible for sending the remittance advice to the payee. 4. In the Payment Method field. 3. you can enter the specific wire or other electronic payment instructions for an intermediary or recipient financial institution. In the Minority Owned field. In the Transaction Handling field. select one of standard EDI transaction codes. In the Payment Format field.2. indicate how the electronic payment is to be made. In the Remittance Method field. select the Small Business check box. 5. 2. 3. If you want to track business with companies owned by women.

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

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

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

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

Oracle Payables displays the supplier’s bank and branch information in the Bank and Branch fields. Select the Primary check box if you want to use this bank account as a default when you pay this supplier electronically. Oracle Payables prevents the generation of any further letters to a supplier after the verification date. 1. In the Verification Date field. In Oracle Payables you can submit Tax Information Verification Letters for your suppliers. Prerequisite: In the Bank Accounts window. enter dates to limit the time during which a supplier site uses this bank account as the primary bank account for receiving electronic payments. 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. enter the date on which you received tax verification from the supplier. 2. . In the Cur field. define the bank accounts for which your supplier is the account holder.5. In the Number field. select the name of the bank account. Bank Accounts/Accouting/Payment Region Submitted by Anonymous on Tue. 6. In the Name field. Oracle Payables displays the bank account number. 3. Oracle Payables displays the currency for the bank account. select the type of organization for this supplier. 10/20/2009 .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.

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

16:58 Except for Receiving. . To enter an employee as a supplier manually: 1 In the Classification region of the Suppliers window. General Supplier Site Information 1. Note that Accounting information is entered only at the supplier site level. all categories of information that are entered at the supplier level can also be entered at the supplier site level. 2. General. Entering Information at the Supplier Site Level Submitted by Anonymous on Tue. 2 Enter the employee name and employee number in the appropriate fields.a supplier during Invoice Import. and Sites categories. select Employee as the supplier type. Enter the supplier site names. Enter Basic Supplier Site Information 1. city name or branch name). To distinguish between a supplier’s sites. Classification. 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. Enter the supplier site address. the site names should be unique (for example. 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. Select the appropriate Site Uses check boxes to indicate which specific business functions are performed at each site. 10/20/2009 .

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

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you may inadvertently define the same supplier by using two different names. you might enter ABC Corporation and ABC Corp. • Use Supplier Merge to combine two or more suppliers that you identify as duplicates. purchase orders. You can update purchase orders and invoices for the old supplier to refer 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. 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.10:55 Although the system prevents you from entering duplicate supplier names. You might also create duplicate suppliers if you import suppliers from another accounts payable system. Also. • When you merge suppliers. 10/22/2009 .Merging Suppliers Submitted by Anonymous on Thu. . or both from one supplier and site to another supplier and site. transfer both paid and unpaid invoices to a new supplier and site so you can identify duplicate payments easily. For example. or you might enter a contractor under his name and his company name. • For best auditing results. you transfer invoices. You can transfer to a new supplier and site unpaid invoices only or all invoices (including paid and partially paid invoices).

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

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

1. you might not have actually received the goods or services yet. 6. The employee is the supplier. In this case. or QuickMatch invoices in the Invoice Workbench. 1. You can enter either a positive or negative amount for a Mixed invoice.2 PO Default An invoice for which you know the matching purchase order number. and the currency. Expense Report An invoice you enter to record business-related expenses for employees. including a description and price. 3.3 QuickMatch An invoice you want to match automatically to a specified purchase order and all the shipment lines on the purchase order. 4. Mixed.1 Standard A regular supplier invoice. Oracle Payables completes the match automatically for each shipment line. 2. Witholding Tax 7. . Credit Memo An invoice you receive from a supplier representing a credit for goods or services purchased. Payables will change the invoice type to Standard. supplier number. another invoice. Prepayment An invoice used to make advance payments for expenses to a supplier or employee. Debit Memo An invoice that notifies a supplier of a credit you recorded for goods or services purchased. or QuickMatch invoice. Payables fills out as much information from the purchase order as possible: supplier name.Invoice Types 1. Interest Invoice Note : Once you have saved an invoice with the type of PO Default. supplier site. The invoice usually includes line item details.4 Mixed A standard or credit/debit memo invoice that you want to match to a purchase order. or both. where the quantity ordered is greater than the quantity already billed against that shipment line. 5. You cannot later search and find PO Default. Mixed. 1.

• 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 .

Invoice Workbench Used to enter any invoice directly into the Payables system.17:12 You usually enter supplier invoices in either the Invoice Workbench or the Quick Invoices window. 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. such as payment. Use this instead of the Quick Invoices when entering complex invoices or invoices that require online validation and defaulting. 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. 03/16/2009 . else the syetem would throw the following error Entering Invoice Batches in the Invoice Workbench .Invoice Workbench Submitted by Anonymous on Mon.

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

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

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.• Entering Basic Invoices in the Invoice Workbench Entering Basic Invoices in the Invoice Workbench Submitted by Anonymous on Fri. Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines. 05/15/2009 . Prerequisite Enter the supplier and at least one pay site in the Suppliers window Select Standard or Mixed for the invoice Type. Header Information .

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

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

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

For example. or • The Exclude Tax from Discount Calculation Payables option is enabled and you have made changes to the tax amount on the invoice. . Payables will also recalculate your scheduled payments during Invoice Validation. you can enter tax lines. Payables calculates the due date as 30 days after the Terms Date. discount date. • Manually : If your tax setup permits. If you enable the Recalculate Scheduled Payment Payables option.recreates the scheduled payments and overwrites any manual adjustments if: • The Recalculated Scheduled Payment Payables Option is enabled. You can assign default Payment Terms to a supplier. Tax Lines Enter tax lines for the invoice. and discount amount for each scheduled payment. 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. if an invoice has Payment Terms of Net 30. 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.

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

that the match is within the tolerance you define. Payables also updates the amount billed on the purchase order distribution(s). • Adjusting Purchase Order Matched Invoices • Invoice Matching : How and What . 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. After you save the match.

or Oracle Payables will place holds on the invoice during approval. Income Tax Type. 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. If you add or reverse invoice distributions you must also change the scheduled payment amounts to match the new invoice total. • You can adjust the GL Date. 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.11:01 • If you accidentally matched to the wrong purchase order shipments or distributions.Adjusting Purchase Order Matched Invoices Submitted by Anonymous on Thu. and Account fields of a purchase order matched invoice distribution. . 11/26/2009 .

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 decrease by entering a credit or debit memo invoice and then selecting the Price Correction check box when you perform matching. select Price Correction. enter the unit price for the incremental amount of the price correction. and enter information into either Quantity Invoiced or the Match . • 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. 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.• If a supplier submits a supplementary invoice for a change in unit price for an invoice you have matched to a purchase order. • To record a price change for a purchase order shipment.

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.Invoice Matching : How and What Submitted by Anonymous on Sun. First you enter the invoice header details and selects the Match option as Purchase order/Recepit/Invoice.01:35 1.e. Miscellaneous. 2. 05/17/2009 . even with Invoice Match Option as receipt you can use PO number in Find receipt for matching form. This form is used only for querying PO/Receipt to be matched with Invoice) . Click on Match and Select Matching type(Item. Freight.

3. 3.1 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 . Select the PO/Receipt and match it with the invoice and that will automatically creates the distribution for the invoice.

System 'll automatically creates the invoice lines and distribution .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.

.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. . 05/16/2009 . In the Charge Allocations window.Creating Distributions by Allocation Submitted by Anonymous on Sat. The charge distributions you create are allocated Freight or Miscellaneous distributions. Allocation associates a charge with the cost of an item on a receipt.15:17 You can use the Charge Allocations window to automatically create freight or miscellaneous distributions. You can either specify an exact amount to allocate to each distribution. or you can prorate the charge amount across all selected 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.

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

05/16/2009 . • You create Freight or Miscellaneous distributions by allocating to other distributions. Payables does not automatically record freight.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. or 2. and discount amount for each scheduled payment. Then during Invoice Validation. the system recreates the scheduled payments and overwrites any manual adjustments if: 1. or a corresponding distribution was reversed or deleted) and is not associated with a receipt. • Payables uses the Payment Terms definition to calculate the due date.22:46 When you first save the invoice header. • You match a credit memo or debit memo to an invoice for the full amount of the invoice. or Tax distribution is not fully allocated (either not allocated. The Recalculated Scheduled Payment Payables Option is enabled. Payables calculates the due date as 30 days after the Terms Date. The Exclude Tax from Discount Calculation Payables option is enabled and you have made changes to the tax amount on the invoice. discount date. if the amount of a Freight. if an invoice has Payment Terms of Net 30. Miscellaneous. including: • You match a credit memo or debit memo to an invoice for less than the full amount of the invoice. or miscellaneous charge allocations when it creates distributions in any other way. then Payables prorates the allocation to all eligible distributions on the invoice. Payables automatically schedules payment for each invoice based on the Payment Terms and Terms Date you enter for the invoice. For example. During Invoice Validation. Payment Schedules Submitted by Anonymous on Sat. .

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

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

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. If cancel was selected in the invoice action field. select ‘Cancel Invoices’ and press ‘OK’ button. When invoice is accounted and paid: a) Query the related payment. Click on ok. Click ok. Navigate to Payments > Entry > Payments Click on ‘Flash light’ icon Enter query parameter to inquire the payment for voiding. d) A caution box will pop up to confirm cancellation of record.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 the payment and choose Action. In the payments action window. 02/23/2010 . c) A caution box will pop up to confirm voiding the payment. Click on ‘Find’ button b) Void the payment In the Payment window. Click ok and save the changes. 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.Cancel Invoice Submitted by Anonymous on Tue. a note appears for the cancelled invoice .

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

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

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

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

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

the value will default from the supplier site or can be entered directly in the template.2. Document Sequencing: If the Document Sequencing profile option is defined as Always Used or Partially Used. If the Payables System Option Setting for Apply Withholding Tax has been defined with either At Invoice Validation or Payment. 3. 3.1 Invoice Number: The invoice number. The sequence should be assigned to the .3. Withholding Tax: If applicable. you must define a sequence as Automatic. the withholding tax group defined on the template will be used as a basis for withholding from invoices created from a template.3.

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

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

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

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

tax 3.13:26 Before you can pay or create accounting entries for any invoice. invoice matching option) 6. matching(IMO. In the Invoice Holds tab. approved. or created accounting entries for the invoice. even if you have validated. Invoice validation is a accounting event. Exception reporting in Oracle Alert is accomplished using either electronic mail or paper reports. 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. tollerence Invoice validation does the following job 1. If no invoice tolerance template is specified. 2. It checks the supplier site to determine which invoice tolerance template to use. 3. Payables and Oracle Alert integrate to alert the appropriate accounts payable or purchasing staff when you or Payables place an invoice on hold. period status 2. If an invoice has a hold. 05/23/2009 . Note: When the invoice is in a Validated state. You can review the validation status of an invoice online in the Invoice Overview window or the Invoices window. paid. the Invoice Validation process must validate the invoice. you can manually release certain invoice holds. 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. Then resubmit Invoice Validation to release the hold. . the Liability Account field cannot be updated. even if you have not resolved the matching error condition. so after the completion of it we can create accounting. distribution information 5. If an invoice tolerance template is specified. 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. exchange rate 4. messages. 1. Oracle Alert also provides an integrated system of alerts. Authorized users can always correct an invoice. or changing the invoice tolerances.Validation Submitted by Anonymous on Sat. 2. tolerance checking is not performed. Invoice Validation checks the 1. 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.

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

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

For expense reports entered in Payables and Oracle Internet Expenses. expense addresses. 3. Supervisors. and default expense accounts. Enter employees and their locations. 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. • Enter the employee as a supplier in the Suppliers window before submitting Expense Report Export for expense reports. Enter expense reports in any of the following products: .1. define expense report templates that model the different expense report formats your employees use and the rate and policy schedules that your enterprise uses. 4. 2.

If there are exceptions. 8. their locations. • 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. 7. • Oracle Internet Expenses. Review the Expense Report Export. In the Payables Expense Reports window optionally apply holds and/or apply advances to the expense reports. all employees must be entered in the People window of Oracle Human Resources. . 02/28/2010 . 5. Enter employees. 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. If Oracle Human Resources is installed. • Oracle Projects. 6.• Payables. and their expense addresses in the People window.23:46 1. correct any expense reports that caused exceptions and resubmit Expense Report Export. Optionally modify or review Payables or Projects expense reports. Pay the invoices as you would any other invoices.

17:44 1.Enable the Create Employee as Supplier Payables option to automatically create suppliers from employees when you submit Invoice Import. You control the default expense address in the Financials Options window.2. . .Enter the employee as a supplier in the Suppliers window before submitting Invoice Import for expense reports. or enter the employee number in the Number field. Entering a basic expense report Submitted by Anonymous on Wed. 3. Optionally change the GL Account. either enter the employee name in the Employee field. 10/14/2009 . optionally change the location to which you want to send payment for the expense report. Define expense report templates that model the different expense report formats you receive. Define the employee as a supplier by using either of the following methods: . In the Send to field. In the Expense Reports window. which defaults from the employee record. 2. 3.

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

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). . Once the program completes. Select the source Payables Expense Reports or internet expense as applicable.

controlled payment processing. using a wide variety of criteria.16:58 Oracle Payables provides a variety of features for fast. EDI. and automatically take the maximum discount available • Select invoices for payment. and wire • Record stop payments • Void payments • Review information online on the result and status of every payment .Payments Submitted by Anonymous on Thu. 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. and create payments automatically • Print checks online • Choose from different payment method options including checks. 10/22/2009 . electronic funds transfer (EFT).

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

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

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

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. 3. In the Payments window. The supplier submits the payment request to the bank. The following are two examples of manual payments: • Handwritten checks • Wire . 2. 5. Return the payment notice to the supplier. 4. enter Future Dated in the Payment Method field. 10/23/2009 .If you manually created a future dated payment that you want to record. enter Manual Future Dated in the Payment Method field. Manual Payment Submitted by Anonymous on Fri. record the invoice payment as a manual payment. Enter a maturity date. . . Your bank sends you payment reconciliation information. 6.14:55 A manual payment is a payment that you create outside of Oracle Payables. The bank disburses funds on the maturity date the supplier specified on the payment notice.1. 7.

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

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

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

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

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

. • 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.When you void a payment. Because you cannot reverse a void payment. You determine when you withhold taxes by the Apply Withholding Tax option you select in the Payables Options window. Your general ledger will then have the correct information. You can review these invoices in the Invoice Workbench. 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. Oracle Payables automatically reverses the following: • The accounting and payment records. 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.

select Cancel for the invoice action. then click OK to have Oracle Payables void the payment document. . select None for the invoice action. Oracle Payables prevents you from voiding negotiable payments using this window. and select a Hold Name in the Hold window. 2.How to Void Payments 1. To query the bank. and apply the hold you selected to the related invoices. and click Actions. change the void date and the GL date you want Oracle Payables to use for the accounting distributions. The invoices will be available for payment on a new payment document. Review and. Click Payment Documents to navigate to the Payment Documents window. choose Bank Accounts.To apply a hold to the related invoices. .To cancel all related invoices and reset their amounts to zero. optionally. . 2. select Void. Click OK to have Oracle Payables void the payment document and cancel the related invoices. reset the status of the related invoices to Unpaid.To change to Unpaid the status of the related invoices. select Hold for the invoice action. Save your work. 3. Click OK to have Oracle Payables void the payment document. and from the Payments window. 1. Find the payment online. Click Hold. In the Payment Actions window. 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 the payment. and query the bank account in the Bank Accounts window.

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

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

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

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

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

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

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

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

then the GL Date is the first day of the next open period. 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. the accounting entries for this event relieve the liability accounts in the amount of the payment. For the newly selected invoices. Payables also reverses any gains or losses for the originally paid invoices. and records any gains or losses for the newly selected invoices.• For cash basis accounting. Payment Adjustment Event A payment adjustment event occurs when you change the invoices recorded on a Manual payment. then accounting entries for this event credit the cash account. • If you account for payments at both issue and clearing. then Payables does not record any entries for the payment event. Based on your system setup and the transaction details. 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. If you account for payments only when they clear. but instead records the payment during the payment clearing event. For the originally paid invoices. 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. For payments. • If you account for payments only at payment issue. the entries reverse the invoice liability that the payment had relieved. After a future dated payment matures. accounting for the payment event creates entries for the accounts on the paid invoice distributions. Accounting entries for this event debit the future dated payment account. depending on your Payables option. • If you also account for payments at payment clearing. then accounting entries for this event credit the cash clearing account. For future dated payments. including future dated payments. The accounting date for this event is the maturity date on the future dated 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. the accounting date for this event is the payment date. accounting entries for this event credit the Future Dated Payment Account from either the payment document or the supplier site. then accounting entries for this event credit the cash account. this event might also create discount or rounding entries. If the payment date is in a closed period. 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 accrual basis accounting. • If you account for payments only at clearing. then the GL Date is the first day of the next open period. you will get both a payment event and a payment cancellation event.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. Payment Unclearing Event This event occurs when you either unclear or unreconcile a payment in Oracle Cash Management. losses. • If you account for payments both at issue and clearing. Accounting entries for this event credit the cash account. 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 and after the corresponding clearing event is accounted. then when you account for the payment. – and you use cash basis accounting. Note that positive amount bank errors are recorded through Oracle Receivables. 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 expense account. bank charges. and negative amount bank errors. This event reverses accounting entries for the payment. then accounting entries for this event debit the liability account. . If the payment date is in a closed period. For payments the accounting date for this event is the payment date. The accounting date for this event is the GL Date on the uncleared payment. The accounting date for this event is the Clear Date you enter in Oracle Cash Management. Payables creates accounting entries for this event only if the Account for Payment When Payment Clears option is enabled in the Payables Options window. Payment Cancellation Event This event occurs when you cancel (void) a payment. Also. 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. Payment Clearing Event This event occurs when you either clear or reconcile a payment in Oracle Cash Management. If the void GL date and the payment date are different. then accounting entries for this event debit the cash clearing account. you may have accounting entries for gains.

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

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

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

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

5. Automatic Offsets 7.18:40 This topic describes the following specialized features in Payables: 1. 4. run: a) Posted Payment Register b) Posted Invoice Register c) Account Payable Trial Balance Report . resolve the issue and remove the hold. Run the ‘Invoice On Hold Report’ for the period to verify if any invoice is put on hold. 6. 2. Interest Invoices 5. Run the ‘Invoice Validation’ program for all parameters . Enter Period Name and submit the report. Intercompany Accounting 10. 3. Run 'Payable Accounting Process'. 02/23/2010 . For the previous month. Automatic Tax Calculation 8. 02/24/2010 . Automatic Withholding Tax 6. Positive Pay Integration 4. Budgetary Control and Encumbrance 9. AuditTrail 3.This will validate all the invoices entered in the Operating Unit. Petty Cash Funds • Month End Close and Reconciliation Month End Close and Reconciliation Submitted by Anonymous on Wed.09:10 1. Run ‘Unaccounted Transactions Report’ program to find out any unaccounted transaction for the period. Period Close 2. If there is any invoice on hold. Submit the program with default parameters. Run the program ‘Expense Report Import’ program.Other Topics Submitted by Anonymous on Tue. run: a) Account Payable Trial Balance Report For the month just closed.

Reconcile using: Previous month Account Payable Trial Balance + Current Month Posted Invoice Register . 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. 8. Transfer accounting transactions to GL by running 'Payables Transfer to General Ledger' program.Current Month Posted Payment Register = Current Month Account Payable Trial Balance 7. The grand totals should match with AP Trial Balance Report.

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