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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
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
If you assign a voucher number to each. you can confirm that no document has been lost. If your a voucher number exceeds nine digits in Payables. then Payables cannot process the document. Attention: Do not use voucher numbers that exceed nine digits.Voucher Numbers and Document Sequences Submitted by Anonymous on Wed. that you will assign to a type of document. you select a set of numbers. When you save it. You can set up document sequencing for all of the documents you use in all of your Oracle Applications. a concurrent process starts that automatically generates the sequence. each Credit Memo you create will have a unique voucher number. The type of document is called a document category. you cannot change it. If you use sequential voucher numbers. you may get two invoices with identical invoice numbers from two different suppliers. Sequential Numbering Profile Option . you can locate each invoice based on its unique voucher number.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. 11/18/2009 . Wait until this process completes successfully before continuing with assigning the sequences to a category. called a sequence. Specifying the sequence that will be assigned to a category is called assignment. Even if invoices or payments are deleted. Then. Assigning unique voucher numbers to documents is called document sequencing. You can also maintain an audit trail because you can trace a journal entry back to the original document in Payables. you may decide to assign the sequence of numbers to a document category of Credit Memo Invoices. For example. When you create and save a sequence. When setting up document sequencing. Voucher numbers provide proof of completeness. each voucher number retains audit records. For example.
or you can define and assign the sequence before you proceed. • Always Used :The system enforces sequential numbering for all document categories. You cannot enable the Allow Document Override Payables Option. or User level. This option can be enabled at the Responsibility. It does ensure that any numbers entered are unique but it does not require the next available number. • Partially Used : The system enforces sequential numbering for all of the sequences that are assigned to a document category. 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. then Payables displays a warning message that a sequence does not exist. You cannot enter a document category or sequence name. You can proceed without a sequence. Application.The Sequential Numbering profile option controls whether you can assign voucher numbers to documents. 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. and whether you are required to assign voucher numbers to documents.
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.
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.
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. or assign a distribution set to an invoice when you enter it. assign an iIncome tax type or an invoice tax name to distribution sets. 3. If you create a skeleton distribution set. . Payables automatically assigns type Skeleton to your Distribution Set. Save your work. 2. include skeleton in the name to remind you to enter the line amounts.• 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. • Enter a name that describes the use of the Distribution Set. optionally enter an Income Tax Type. Enter the Account and Description for each distribution and leave the Percentage at zero. To create a Skeleton Distribution Set: 1. If you are creating a Distribution Set for a federally reportable supplier. and identify the distribution set as either full (with all percent amounts totaling 100%) or skeleton (with all percent amounts equaling 0%). • Define an unlimited number of distribution lines for a distribution set. Suggestion: If you create a skeleton Distribution Set. include skeleton in the name to remind you during invoice entry to enter the amounts on the invoice distributions. Create as many distributions as you need. In the Distribution Sets window enter the Name and Description of the Distribution Set you are creating.
it would not include a mileage expense item because salespeople have car allowances. However. 11/23/2009 . During Expense Report Import. airfare. Payables uses the expense item information to create invoice distributions. You define expense report templates for types of expense reports you use in your enterprise. employees can enter expense reports using a standard Web browser. In the Payables Options window. we create exepnse items in expense template by combining seeded expense categories with item type(item.12:56 Expense template is a mandatory field in expense report form. and you can then choose those items from a list of values when you enter expense reports. Only templates that have the Enable for Internet Expenses option enabled are available for use with Internet Expenses. Expense Report Templates for Oracle Internet Expenses If Oracle Internet Expenses is installed. you can select an expense report template that will be the default template in the Expense Reports window. That template would include expense items that are reimbursable.Expense Report Template Submitted by Anonymous on Mon. tax and misc. and hotel.) Use the Expense Report Template window to define templates based on the expense report forms you regularly use in your enterprise. a company might define a Salesperson template that salespeople use to enter expense reports. You can define default values for expense items. such as meals. you can use an Internet Expenses attribute to require employees to . For example. The Internet Expenses attributes in the Expense Report Templates window control some of the functionality of Internet Expenses. For example. frieght.
When defining a template. such as currency. Project–Related Expense Report Templates Employees can enter project–related expense reports using Internet Expenses.provide justifications for certain expense types. you associate expense items with Oracle Projects expenditure types. an employee must choose project–related expense items from the list of values. 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. To have the Oracle Projects expenditure types appear in this list of values. To create project–related expense items. miles. To create a project–related expense report in Internet Expenses. hours. you can select expenditure types in the Projects Expenditure Type field only if they have currency as a unit of measure. 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. Each Oracle Projects expenditure type is assigned a unit of measure. You cannot select Expenditure types with cost rates. establish a separate template where the expense item names are identical to . You also use the Expense Report Templates window to manage the assignment of rate and policy schedules to expense types.
When you define payment terms you specify payment amounts either by percentages or by fixed amounts. if you update the payment priority on a particular scheduled payment and then . such as the 15th of the month 2.16:47 In the Payment Terms window. 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. each of which creates one scheduled payment. 3. when you submit Payables Invoice Validation for the invoice. for example. Discount dates cannot be based on a special calendar. For example. You can create an unlimited number of payment terms. Only due dates can be based on a special calendar. a specific day of a month. After you define your payment terms. Payment Terms Submitted by Anonymous on Fri. You can override the default payment terms on any invoice. you define payment terms that you can assign to an invoice to automatically create scheduled payments and to calcualte discount. 11/20/2009 . in which case the terms default from the purchase order. you must re–enter any manual adjustments you made to the previous scheduled payment. Each payment terms line and each corresponding scheduled payment has a due date or a discount date based on one of the following: 1. 2002. Each payment terms line also defines the due or discount amount on a scheduled payment. Payment terms have one or more payment terms lines. Thus. Instruct Internet Expenses users who enter project–related expense reports to use this template. or the import process can derive terms from purchase order matching. You can define payment terms to create multiple scheduled payment lines and multiple levels of discounts. • You import an invoice record that has payment terms specified on the record. such as 14 days after the terms date 4.the expenditure type names. in the Payables Options window you can select default payment terms that Payables automatically assigns to the suppliers and supplier sites you enter. Attention: If you update the payment terms on an invoice. Payables immediately recalculates the scheduled payment for the invoice. a special calendar that specifies a due date for the period that includes the invoice terms date. March 15. a number of days added to your terms date. a specific date.
change the payment terms. Payables will set the due date for February 15. Payables compares the invoice terms date to the Cutoff Day. enter a unique value to rank your invoice terms. If you leave this field blank. The total of your scheduled payment lines must equal 100%. Payables always uses the current accounting month to determine the due and discount dates. 1.2 Rank If you enable Recalculate Scheduled Payment. 2. your Months ahead is zero. If you use Due Days or Fixed Date type terms. You cannot combine percentages due and amounts due for one set of payment terms. 1 is the highest rank. Payables uses ranks to choose the most favorable payment terms from the invoice and purchase order. If you enter an invoice with a terms date of January 12. Payables recalculates the scheduled payment using the most favorable terms only if the Recalculate Scheduled Payment Payables option is enabled.1 Cutoff Day For Day of Month type terms only. 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. 1. For example. your Cutoff Day is 11.1 % Due The portion of an invoice due. and your Day Of Month due date is 15. . During Payables Invoice Validation. the day of month after which the due and discount dates of the scheduled payment will be in a future month. do not enter a cutoff day. The exact month depends on the value you enter for Months Ahead.
and year on which payment terms are due. You cannot enter a value in this field if you enter a value in the Due Days field.2 Fixed Date Specific month. 3. you cannot import it. holidays.2. you can avoid weekends. then Payables uses the day in the Day of Month field for the next month as the due date of an invoice payment line. be sure to use calendars with periods defined for any invoice terms date that you will use. For Day of Month type terms only. you can enter second and third discount percentages for discounts available if you miss the first discount date. If you do so for an expense report. Payables uses the zero amount payment line to determine the remaining amount due on the last scheduled payment.2 Amount For amount due terms only. 3. enter the amount due. If you enter zero in this field and the terms date of an invoice is the same as or later than the Cutoff Day. A special calendar is divided into periods. Payables uses one month beyond the next month as the due date.1 Calendar If you enter a value in the Calendar field. In the Second and Third Discount regions.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. then the system will use the terms date as the due date. Payables uses the value you enter here to calculate a due or discount date for a scheduled payment. If you enter 1 in this field. You can define special calendars for payment terms in the Special Calendar window. Payables uses the value you enter here in conjunction with the Cutoff Day you enter to calculate the due or discount date of a scheduled payment line. . 3. Payables determines due dates for scheduled payments by using a special calendar. day. Note: If you use calendar–based terms. Do not enter a value in this field if there is no discount available. 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. When you assign due dates to the periods of a payment terms calendar. 3.1 % Discount Payables uses the percentage you enter here to calculate the discount amount available for a scheduled payment. Enter 31 if you want to have Payables schedule payment for the final day of the month. Payables multiplies this percentage with the amount due on the scheduled payment line to determine the discount amount available on the scheduled payment line. enter 15 to have Payables schedule payment for the 15th day of the month.4 Day of Month/Months Ahead Day of Month. including months with less than 31 days. 4. and so on. You cannot assign calendar–based terms in the Invoices window if there is not a period defined for the terms date. 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. For example. If you do so in the Invoice Gateway. and each period has a due date assigned to it. Months Ahead.
If you enter a zero for a percentage tolerance and enable the check box for that tolerance. Payables calculates the tolerance based on the invoice amount.Invoice Tolerances Submitted by Anonymous on Fri. purchase order. 11/20/2009 . Tolerances determine whether Payables places matching or tax holds on an invoice. If you enter no value. then Payables will allow infinite variance. Payables checks that the actual invoice tax amount equals the calculated tax amount within the tolerances you define. You have a 10% tax tolerance. You can enter a tax distribution amount between $7. If you use a percentage based tolerance. For example. You can define both percentage– based and amount–based tolerances. Payables will not allow any variance at all.20 to $8. If you want a low tolerance. and tax information. you can enter a very small percentage. you have a $100 item on an invoice and the tax rate is 8%. 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. . When you submit Payables Invoice Validation for an invoice that you have matched to a purchase order or receipt. receipt. including tax.80 without getting a Tax Variance hold on the invoice. Payables checks that the invoice matches the purchase order or receipt within the purchase order matching tolerances you define.17:11 Use the Invoice Tolerances window to define the matching and tax tolerances you want to allow for variances between invoice. When you submit Payables Invoice Validation for an invoice with a tax amount.
The percentage difference above purchase order shipment line unit price that you allow suppliers to invoice. 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. If you do not use foreign currency. Enter a value in this field only if you enter foreign currency invoices in Payables. Payables compares the functional currency of each.17:57 . • Maximum/Quantity Received. do not enter a value in this field. Payables Invoice Validation checks the quantity billed against the quantity ordered without taking price into consideration. • Shipment Amount.PO Matching Purchase order matching tolerances apply to any purchase order matched invoice. including invoices matched to receipts. respectively. Enter a Maximum Quantity Ordered tolerance only if most of your purchase orders are for the same relative value. Invoice Hold and Release Names Submitted by Anonymous on Sat. • Price. based on the invoice and purchase order exchange rates. • Total Amount. Enter either the percent or quantity difference above purchase order shipment line quantity received that you allow suppliers to invoice. Payables Invoice Validation checks the quantity billed against the quantity received without taking price into consideration. • Exchange Rate Amount. Payables Invoice Validation applies the Maximum Shipment Amount hold if the match exceeds the tolerance. Enter a Maximum Quantity Received quantity tolerance only if most of your purchase orders are for the same relative value. The amount of variance you allow between an invoice amount and the amount of the purchase order shipment to which it is matched. 11/21/2009 . • Maximum/Quantity Ordered. The total amount of variance you allow for both the Exchange Rate Amount variance and the Shipment Amount combined. Enter either the percent or quantity difference above purchase order shipment line quantity ordered that you allow suppliers to invoice.
you can query the predefined hold and release names that Payables provides. 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”. then you cannot create accounting entries for the invoice until you remove the hold. Payables predefined invoice hold names Payables predefines hold names and release holds that it uses to apply and release invoice holds during Invoice Validation. If you assign to an invoice a hold name that does not allow accounting. For example. . • You can define as many invoice hold and release names as you need. ”CFO Approved”.Use the Invoice Hold and Release Names window to define the names that you use to manually hold or release invoices. • You can also determine whether to allow accounting entry creation for the hold names you define. You cannot pay an invoice that has a hold applied to it. In the Invoice Hold and Release Names window. You can define hold names that you assign to an invoice during entry to place the invoice on hold. For example. but you cannot modify them.
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. you can use only release names with this release type. Variance Release Reason. Acct Release Reason. You can use this type of release name to release Variance Holds that Invoice Validation automatically applies to invoices that have a tax variance. You can manually release holds using names with release types Invoice Release Reason. In the Invoice Actions window. 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 an account hold when you correct the invalid account and submit Invoice Validation. Hold Quick Release Reason. Payables releases only the type of hold you entered as part of your search criteria. and Invoice Quick 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. • Hold Quick Release Reason. Matching Release Reason. • Invoice Quick Release Reason.Release Types Release type names are used by Invoice Validation when it releases holds. 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. • Matching Release Reason. • Variance Release Reason. . You can use names with this release type to release all manually releasable holds for one invoice in the Invoice Holds window. The following release types are predefined by Payables: 1. For an invoice.
Payables uses these releases for funds checking if you use budgetary control. You must adjust the invoice so that the total of the invoice distributions equals the invoice amount. Payables releases a Prepaid Amount hold after you have unapplied a prepayment that. Payables places a Sufficient Information release name on an invoice after you enter an exchange rate for a foreign currency invoice. after tax calculation. Amount Lowered Reason.15:59 . 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. Variance Release Reason. 4. Funds Release Reason.2. When you submit Invoice Validation. You cannot enter a variance release reason for an invoice with a Distribution Variance hold. Payables releases a Funds hold on an invoice during Invoice Validation if sufficient funds exist for an invoice or if Payables can perform funds checking. Payables predefines two release names with the Variance Release Reason type. Sufficient Information. You can also define other Variance Release Reasons to use for releasing invoices from tax variance hold. You can enter Variance Override for an invoice if you want to release an invoice from a tax variance hold using the Holds window. exceeded the amount of the invoice to which is was applied 3. 11/22/2009 . 5. Payables places the Variance Corrected release name on an invoice if you correct an invoice variance. Bank Charges Submitted by Anonymous on Sun. Payables predefines one release name with the Sufficient Information type.
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.e. If you use Receivables you specify charges between your customers’ banks and your banks. . however. Bank charges information..Use the Bank Charges window to specify charges associated with transferring money between banks. You can define charges: • from a single bank to a single bank • from a single bank to all banks (i.e. Both Payables and Receivables users use this window. is not shared between the products.. you have the choice of selecting a particular branch of that bank or all branches. to all banks including the transferring bank) • from a single bank to all other banks (i. If you use Payables you specify charges between your remittance banks and your suppliers’ banks.
For each rate you define. Payables calculates interest on overdue invoices only if you enable both the Allow Interest Invoices Payables option. specify during which dates the rate is effective. The formula used compounds monthly. Effective dates of rates cannot overlap. For example.14:31 In the Payment Interest Rates window. and the Allow Interest Invoices option for the supplier site of an invoice. This new rate will be valid for four months. Payables calculates interest based on the rate you enter in this window in accordance with the United States Prompt Payment Act. up to a maximum of 356 days interest. 2002. You enter two .Interest Rates Submitted by Anonymous on Sun. The interest rate on overdue invoices will rise to 7. 11/22/2009 .5% on December 1. the current interest rate is 7% for all unpaid balances. you define interest rates Payables uses to calculate and pay interest on overdue invoices.
. 11/23/2009 . You can define as many payment formats as you require for each payment method. however. 2003 (interest rate 7. 2002 (interest rate 7%) and the next from December 1. the first from today’s date to November 30.1. • Check Payment in a payment batch. You can add or change a rate at any time. or manual payment. Payment Method.date ranges and interest rates. 2002 to March 31. Quick payment. Payment Formats Submitted by Anonymous on Mon. 1. You define payment formats for the four payment methods that Payables uses.09:26 Use the Payment Formats window to define the payment formats you need to define payment documents in the Banks window.5%). each payment format must be unique for that payment method. If the system cannot find a rate then it uses zero as the rate. Payables uses the interest rate that is valid on your payment date to calculate and pay interest on overdue invoices.
You can choose this option only if you have selected the Electronic payment method and an electronically transmittable payment program. you can change this option from Single to . then leave this option blank. 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. or by delivering a payment batch file to your bank.2. the file is formatted and delivered to your ap. you can also use this payment format for payments that do not use the Automatic Bank Transmission feature. Typically. Disable this option if you want this payment format to be used to create nonzero amount payments. The setting of this field is used only by the Zengin payment format. Invoices with different due dates are paid using a separate payment document for each due date. Payables creates a file during payment batch creation. For electronic funds transfers. 1. However. You cannot update this value for a payment format used in a payment batch in progress. you then record the transaction with a manual payment.3 Zero Amount Payments Only Enable this option if you want this payment format to be used only to create zero amount payments. • 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. contact your local Oracle representative for more information on this option. you enter Clearing for the payment method. 2. Generally. Your supplier’s bank sends your supplier confirmation of the payment. such as NACHA. and your bank sends you confirmation of your transaction. the file is processed through the e–Commerce Gateway and delivered to your bank to create payments. Bank File Character Set: If you do not use Payables in Japan. If you enable this option. • Clearing Payment method you use to account for intercompany expenses when you do not actually disburse funds through banks. 1.out directory for you to deliver to your bank. When you enter the invoice. Currency If you enable the Use Multiple Currencies Payables option. 1. You provide your bank with your supplier’s bank information. For e–Commerce Gateway payments. If you disable this option. Transmittable Enable this check box if you use the Automatic Bank Transmission feature and want to use this payment format to automatically transmit payment files to your bank. the format groups all payments by maturity date. If you enable this options for future dated payments. You can record a clearing payment using a Manual type payment only. Payables groups payments on payment documents according to the order in which the invoices were selected when you initiate a payment batch. Even if you enable the Transmittable check box.• Electronic You pay electronic payments either through the e–Commerce Gateway. Payables groups payments for invoices with the same due date on the same payment document. you do not generate a payment document with the Clearing payment method. For both methods.4 Group by Due Date Enable this option if you want this format to group payments by due date.
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. You do not need to define any additional Build Payment programs. 1. Payables enters your functional currency in this field and you cannot change it. select the Standard Build Payments program that Payables provides. Treasury Format Payments program because these . Number of Invoices The number of invoices you want to appear on your remittance advice for this payment format. 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). None Payables prints a separate remittance advice. 3. and to determine the total number and amount of payments for a payment batch. You can only use a multiple currency format with a bank account whose bank account currency is the same as your functional currency. Select Single if you want to use a payment format to pay invoices of only one currency. before it prints the payment. Single. Do not change this value for the payment formats that Payables predefines. Multiple. to create any necessary overflow payments. Note that for any of the External type payment formats. Enter a currency code for a Single currency payment format. after it prints the payment. Select Multiple if you want to use a payment format to pay invoices of different currencies. You can select Multiple only if you enable the Use Multiple Currencies Payables option.S. You must select None for the Remittance option to select the BACS or the U. You must select the currency you want to pay with this format in the next field. Remittance Choose where you want to print remittance advice for the payments you create using this payment format. If you do not enable the Use Multiple Currencies Payables option. Programs Build Payments The Build Payments program this payment format uses during payment building to group the selected invoices for each payment. the maximum value that defaults in this field is 37. to order the payments using the order option you specify. Attention: For this field. After Document Payables prints a remittance advice on the payment document stub. based on the remittance advice program you select for the payment format. Currency. 4. however.Multiple at any time. 2. Format Payments The Format Payments program that this payment format uses. you can change the currency from Multiple to Single only if you have not already assigned the payment format to a payment document. and if you enter a value greater than 37 your payment format will not work.
use this window to define additional receipt and remittance format programs. select the External Laser Format Payments Program. Separate Remittance. or creating a payment remittance advice. 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. use the Automatic Payment Programs window to define payment programs. formatting payments. Automatic Payment Programs Submitted by Anonymous on Wed. If you plan on using a laser printer to print checks. 11/18/2009 . Payables predefines one program for building payments and many standard programs for formatting payments. Payables uses your payment format to create the layout of your checks or electronic funds transfer file. You . Payables also predefines a program for creating a separate remittance advice for payments. If you use Oracle Receivables. During payment formatting. The Remittance Advice program this payment format uses to create a separate remittance advice for each payment. You specify whether each program is for building payments. Payables users Use the Automatic Payment Programs window to define payment programs that you use to format payment documents and separate remittance advice.formats do not have remittance stubs.11:36 If you use Oracle Payables.
create any necessary overflow documents. 2. Optionally assign a default printer to the program. To define payment. • Format Payments. or you can use these programs as templates for creating your own custom payment programs. Payables Types • Build Payments. or remittance programs: 1. 3. In the Automatic Payment Programs window. Payables uses this standard build program to group the selected invoices for each payment. Payables uses your payment format to create the layout of your checks or electronic payments. receipt. Payables provides a predefined Build Payments program called the Standard Build Payments Program. 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. 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. A program Payables uses to format a separate remittance advice document. Enter the Registered Name. If you do not assign a default printer then when you use the payment program. . During the Format Payments program. you can use a remittance program to create separate remittance advice documents for your electronic funds transfers Payables Prerequisites • If you are not using Payables predefined payment programs. A program Payables uses to build payments for the invoices in a payment batch. Attention: You do not need to define any additional Build Payment programs. enter a unique Name for the program you are defining. Enter a program Type. Payables will use the printer you defined as your default as the Printer profile option. The concurrent manager uses the Registered Name to refer to the payment program. • Remittance Advice. Use the Standard Build Payments Program that Payables provides. • Register your program in the System Administrator’s Concurrent Programs window. For example. and determine the total number and amount ofpayments for a payment batch. define a payment program using Oracle Reports.can select these predefined programs when you define a payment format. A program Payables uses to format your payment documents.
or transmission of automatic receipts or remittances. then you should copy the sample program and modify it.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 Created Receipts. Receivables Prerequisites • Create a receipt program using Oracle Reports. • Print Bank Remittance. If you need a different automatic receipt program. You can define as many receipt programs as you want. A program you use to print a batch of your remittances. • Register your program in the System Administrator’s Concurrent Programs window. A program you use to create a batch of automatic receipts. You specify whether each program is for the creation. • Transmit Bank Remittance. . Payables already provides sample receipt programs that you can use to create and format receipt and remittance documents. A program you use to format the output of bank remittance batches that you have created on to a magnetic medium. Receivables Types • Print Created Receipts. A program you use to format the output of automatic receipts that you have created on to a magnetic medium. printing.
You can choose one primary set of books for each installation of Payables.14:28 Your set of books defines the account structure. Your system administrator associates a responsibility with a particular organization and set of books. accounting calendar. 11/18/2009 . The name of your set of books appears on all reports you generate in Payables. Your system administrator associates sets of books with one or more responsibilities. read the Multiple Reporting Currencies in Oracle Applications manual for information on your sets of books. If you use the Multiple Reporting Currencies feature. .Choosing a Set of Books Submitted by Anonymous on Wed. Your responsibility determines with which set of books you are working. you can choose one primary set of books for each installation of Payables. and functional currency your organization uses to record transactions in Payables. You have the option of setting up multiple organizations within one installation of Payables. If you are not using the Multiple Organization support feature. 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.
and do not record liability information for invoices. You can set defaults in this window that will simplify supplier entry. You account only for payments.Payables Options Submitted by Anonymous on Wed. 11/18/2009 . When you create accounting entries. you can update most of them at any time to change controls and defaults for future transactions. Payables uses the payment date as the accounting date for your expense and cash journal entries. invoice entry. and automatic payment processing. In the Payables Options window you can also choose a secondary accounting method. The invoice accounting entries generally debit your expense or asset account and credit your liability account. • Accrual Basis Accounting You create accounting entries for invoices and payments. Although you need to define these options and defaults only once. 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. Payables creates accounting entries that debit your prepayment account and credit your . The payment accounting entries typically debit your expense or asset account and credit your cash or cash clearing account. Payables might also create entries for discount taken and foreign currency exchange gain or loss. For prepayments. When you set up Payables you choose a primary accounting method.15:00 Use this window to set control options and defaults used throughout Payables. you choose a set of books in which you will account for transactions. For each accounting method. The accounting method determines the types of accounting entries Payables creates. cash or accrual.
select its namefrom the list of values. When you reconcile payments using Oracle Cash Management. – Accrual – Cash • 2. but require cash basis accounting information for certain regulatory reporting on a periodic basis. For example. • Combined Basis Accounting You maintain one set of books for cash accounting and one set of books for accrual accounting. Combined basis accounting allows you to produce financial reports for either your cash or accrual set of books.liability account. • 1. For prepayment applications. – Accrual – Cash – None • 3. bank charges. and payment accounting entries are recorded in both your cash set of books and accrual set of books. you may want to manage your company on an accrual 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. Payables creates accounting entries according to the accounting method you choose. Payment accounting entries typically debit the liability account and credit the cash or cash clearing account. bank errors. choose Accrual or Cash for the accounting method you use for your secondary set of books. Set of Books (Primary/Secondary) Payables displays the primary set of books you selected in the Choose Set of Bookswindow. Although Primary Accounting Method is not a required field. If you do not want to use combined basis accounting. Payables might also create accounting entries for discount taken and foreign currency exchange gain or loss. chart of accounts. If you use a secondary set of books. Primary Accounting Method Accounting method you use for your primary set of books. Invoice accounting entries are recorded for your accrual set of books. Your secondary set of books must have the same currency. Payables creates accounting entries that debit your liability account and credit your prepayment account. you cannot create accounting entries until you have entered a primary accounting method. choose None. • 4. Payables might also create accounting entries for cash clearing. and calendar as your primary set of books. Secondary Accounting Method If you want to use combined basis accounting. and foreign currency exchange gain or loss between payment and reconciliation time. You choose which will be your primary and your secondary set of books. .
When you use Automatic Offsets. 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. for example the Liability account from the supplier site. The GL account that each of the offsetting accounting entry is charged to depends on which method you use. . Balancing or Account: 1. Prevent Prepayment Application Across Balancing Segments.11:22 If you enter invoices for expenses or asset purchases for more than one balancing segment. Payables builds the offsetting GL account by taking the balancing segment (usually the cost center code) from the invoice distribution and overlaying it onto the appropriate default GL account. Payables creates one liability accounting entry. Payables creates one cash type accounting entry. under certain circumstances. Changing your automatic offset setting after creating accounting entries can result in slower Payables Accounting Process performance. For your invoice transactions. changing this setting can result in accounting irregularities. 11/25/2009 . Balancing. you might want to use Automatic Offsets to keep your Payables transaction accounting entries balanced. If you use Automatic Offsets. and for your payment transactions. None : Do not use Automatic Offsets. Also. • 5. If you do not use Automatic Offsets.Attention: Carefully consider this option before setting it. Payables automatically creates balancing accounting entries for your 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. • 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. Payables uses the expense GL Account from the invoice distribution and overwrites the account segment with the default liability account from the supplier site. 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. Account : When creating the offsetting liability account.
For accounts other than these. 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. 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. 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. Example The following diagram illustrates how Payables builds a GL account on a liability distribution using the two different methods: . Account. Although Payables builds the GL account to which amounts are charged differently depending on the method you use. you must make manual journal entries in your general ledger to keep the entries balanced at the balancing segment level. Interest Liability. for example.2.
.Automatic offset method : None nvoice is cretaed with two distribution line with differnt balancing segments Charge A/c with BS1: 01-000-1160-0000-000 Charge A/c with BS2: 02-430-5800-0000-000 Liability A/c in supplier sie: 01-000-2210-0000-000 When Accouting is done the system 'll Debit the charge A/Cs in two different balancing segments and it would credit the liability given in supplier site.
01-000-2210-0000-000) and the A/C would 03-000-2210-0000-000.e.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. 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 .
. and then to the invoice. The complete A/C 'll be Supplier Payables Options Submitted by Anonymous on Fri.14:53 Use this region to enter defaults for the Suppliers window. You can override these defaults at any time.of of the charge A/c in BS2(i.e. 11/20/2009 . These values then default to the Supplier Site. 03-000-1813-0000-000) and the A/C would 03-000-2210-0000-000.
Invoice Received. 3. Payables selects invoices for payment based on the scheduled payment due date. Supplier/Standard. Bank Charge Bearer: If you use the Bank Charges feature. Invoice Currency: The currency that you use as a default for each new supplier you enter. 3. 4. Date you receive an invoice. 1. 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. regardless of any available discounts. Current date of your Payables system. You can override this value at the supplier and supplier site. indicate whether you or your supplier will pay for any bank charges associated with payments to your suppliers. Combined Filing Program: Enable this option if you are using 1099 Combined Filing Program reporting. Payables will produce K–records for all tax regions participating in the Combined Filing Program that have qualifying payments. The Pay Date Basis for a supplier defaults to the new supplier sites you enter for the supplier. 2. . Supplier/Negotiated. You can override the default for each supplier and supplier site. If your suppliers pay. Pay Date Basis: The Pay Date Basis default for each new supplier you enter. The Internal Revenue Service may return your 1099 magnetic tape if the tape contains K records. indicate whether your suppliers use the standard or negotiated rate. Payables selects invoices for payment based on the scheduled payment discount date. Internal. You can choose any Pay Group you have defined in the Oracle Purchasing Lookups window. Invoice date.Pay Group: The Pay Group you want to assign to any new suppliers you enter. 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. When you submit the 1099 Electronic Media report. The date you receive goods for invoices you match to purchase orders. do not enable this option. 1. You will pay bank charges. Your supplier will bear any bank charges at a standard rate. This value will default to all new suppliers you enter. • Due. System. 2. Your supplier will bear any bank charges at a negotiated rate. Use Pay Site Tax Region: You can enable this option only if you enable the Combined Filing Program Payables option. • Discount. Goods Received. Invoice.
If you choose a default Income Tax region in the next field.11:17 Invoice Payables Options . Payables produces one K record for each tax region. You can also choose to have your 1099 payment information forwarded to only one tax region regardless of which region your 1099 suppliers do business from. You must then enter the default tax region you want to use for all invoices in the next field. If you enable this option. one K record for each tax region. you can always override the default tax region for each invoice distribution. Payables forwards your 1099 qualifying payment information to all the tax regions that participate in the Combined Filing Program. you may have only one K record. In this case. Of course. You can override this default region for each invoice distribution in Distributions window. the Income Tax Region Name field. You can enter this field only if you enable the Combined Filing Program Payables option and did not enable the Use Pay Site Tax Region option. You do this by entering a value in the following Income Tax Region name field. If you enable this option. 11/20/2009 . 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. Do not enable this option if you do not want to use a supplier site’s tax region as the default tax region. If you are participating in the Combined Filing Program. Payables uses the 1099 supplier site’s region as the default tax region for the invoice distributions. The default you choose here determines how many K records Payables will produce on your 1099 Electronic Media. This would be a K record for that one default tax region. Enter the tax region you wish to use as the default for the invoice distributions of your 1099 suppliers. You can override this default region for each invoice distribution. Payables will then produce additional K records on your 1099 Electronic Media. Invoice/Expense Report/Interest/Withholding Tax Submitted by Anonymous on Fri. Income Tax Region.Enable this option if you want to use a 1099 supplier’s tax region as the default tax region. you may have as many K records as you have different supplier tax regions.
1 Use Invoice Approval Workflow : Enable this option if you want to use the Invoice Approval Workflow feature to automate your invoice approval process. When you enable this option. 1. or if you have authority to pay an invoice without using the workflow process. If you enable this option you can also reverse a match to a purchase order .1 Allow Adjustments to Paid Invoices: Enable this option if you want to allow users to update the distributions of a paid invoice. The workflow determines if an invoice needs any individuals to approve payment of the invoice. 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. and if so. You cannot submit the Invoice Approval Workflow Program unless you enable this option. then Invoice Approval Workflow does not select any invoice for processing unless the invoice status is Validated.2 Allow Force Approval: Enable this option if you use the Invoice Approval Workflow Program and want to allow accounts payable processors to override the workflow and manually approve invoices by using the Force Approval option in the Invoice Actions window. almost all invoices must be processed by the Invoice Approval Workflow.3 Require Validation Before Approval : If you enable this option.1. automatically routes the invoice to designated approvers who then approve or reject the invoice. You cannot enable this option unless you first enable the Use Invoice Approval Workflow Payables option. You might want to force approve an invoice if the Invoice Approval Workflow does not complete for an invoice. 2. 1.
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. During invoice entry. ”Use the Invoice Date as the Invoice Number?”. and the invoice terms date as the start date. For example. 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. you must enter a freight account. the invoice will be payable in full on 30–JAN–2002. then during invoice entry when you accept the invoice date as the default for invoice number. If you do not enter a value here then the import prorates freight charges across Item lines on XML invoices. 4. Payables uses this account as the default freight account for an invoice. 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. then do not enable this option. 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.Automatically Create Freight Distribution: If you enable this option.1 Confirm Date as Invoice Number: If you enable this option. If you usually allocate freight to invoice distributions. 3. Freight Account. The system uses the value you enter here for all freight charges your suppliers send in XML invoices. Payables displays a pop–up window that reads. or enter freight distributions manually. 4. The following table shows which options Payables uses during the recalculation. . You can override this account during invoice entry. 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 do not enter a value here then the system prorates freight charges across Item lines on iSupplier Portal invoices. if the start date is 01–JAN–2002 and the payment terms are Net 30. Payables automatically calculates scheduled payments for invoices using the invoice payment terms. If you enable the Recalculate Scheduled Payment Payables option.2 Recalculate Scheduled Payment: Payables calculates scheduled payments using a start date and payment terms.document and then match to another purchase order document that is not final matched. If you enable the Automatically Create Freight Distribution Payables option. The available options are different depending on whether the invoice is purchase order matched. Payables automatically recalculates scheduled payments of invoices during Invoice Validation. 2. During recalculation. unless you have manually updated any of the scheduled payments or used the Split Schedule functionality. Payables determines which payment terms are more favorable by comparing the rank you assigned to the terms in the Payment Terms window. The system uses the value you enter here for all freight charges your suppliers enter online in Oracle iSupplier Portal.
Date that you enter in the Date Goods Received field. • 6. . 6. then the system date is used. you may want to have immediate payment terms for all prepayment type invoices. Payables builds the account on each prepayment Item distribution using: • the natural (charge) account segment from the supplier site’s prepayment account. If no value is entered. Payables automatically assigns a document category to an invoice if your Sequential Numbering profile option is Partially Used or Always Used. then when you match a prepayment to a purchase order or receipt.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. 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. • Invoice Date. For example. then Payables instead defaults the supplier site’s prepayment account. If no value is entered. and if the resulting GL account is not valid and active. Payables does not assign a document category to an invoice and you cannot enable this option. The date you enter the invoice.4. if you use this option. 6. then the invoice date is used. GL Date Basis: The date you want Payables to use as the default accounting date for invoices during invoice entry. Date that you enter in the Date Goods Received field. • If you do not enable this option then Payables always defaults the supplier site’s prepayment account to prepayment Item distributions.1 Prepayment Payment Terms: Payment terms that you want to use for all prepayments. and • all other account segments from the corresponding purchase order or receipt distribution.3 Build Prepayment Accounts When Matching: If you enable this option. • System Date. Note that this value does not exist at the supplier or supplier site level.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. If you do not enter a value here. the value you enter here defaults to all prepayment invoices. • Goods Received/System Date. or enter a document category for an invoice. Invoice date you enter during invoice entry. • Goods Received/Invoice Date. even on the same invoice. If your Sequential Numbering profile option is Not Used. Payables validates the built account. Payables prevents you from applying the prepayment to an invoice until on or after the settlement date. Payables predefines a document category for each invoice type. 5. Your system administrator can define additional document categories for an invoice type. Current date for your Payables system. Therefore.
up to the amount of the Internet expense report. If you use Internet Expenses and you enable this option. available advances. and the Office address is from the HR_LOCATIONS table. When Hold Unmatched Invoices for a supplier site is enabled. Payables automatically creates a supplier for any expense report where an employee does not already exist as a supplier.Expense Report Payables Options Default Template The default expense report template that you want to use in the Payables Expense Reports window. A number. depending on where you are paying the expense report. Pay Group Pay Group you want to assign to any suppliers that you create from employees during Expense Report Import. when you import Payables expense reports. Suggestion: Define and assign immediate payment terms for your employee suppliers. Payables requires that you match each invoice for the supplier site to . Payables creates suppliers based on the defaults you select in this region and employee information from the Enter Person window. If the supplier site you are paying (HOME or OFFICE) does not yet exist. available advances. Payables adds the supplier site to an existing supplier. Automatically Create Employee as Supplier If you enable this option. A default expense report template appears in the Expense Reports window only if the expense report template is active. 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. You can review suppliers and adjust any defaults in the Suppliers window. Apply Advances Default value for the Apply Advances option in the Expense Reports window in Payables. and lists them on the Exceptions section of the Expense Report Import Report. which represents the priority of payment for a supplier. You can define additional values for Pay Group in the Purchasing Lookups window. 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. You can override this value in the Expense Reports window. If you enable this option. Payables applies advances to employee expense reports if the employee has any outstanding. then Expense Report Import applies all outstanding. Payables cannot import expense reports without corresponding suppliers. The Home address is from the PER_ADDRESSES table. Payment Priority Payment priority you want to assign to any suppliers that you create from employees during Expense Report Import. between 1 (high) and 99 (low). You can override this default during expense report entry. If you do not 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. Payables creates a HOME or OFFICE supplier site with the appropriate address.
Payables automatically creates interest invoices when you pay overdue invoices in a payment batch or with a Quick payment.either a purchase order or receipt. If you enable this option for a site. 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. 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. such as expense and liability accounts. You can release this hold by matching the invoice to a purchase order or receipt and resubmitting Invoice Validation. Interest Payables Options Use this region to enable Automatic Interest Calculation and then enter defaults. . Payables applies the hold to the invoice during Invoice Validation. or you can manually release the hold in the Holds window of the Invoice Workbench. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero. You cannot pay the invoice until you release the hold. for the interest invoices Payables creates automatically when you pay overdue invoices. If you pay an overdue invoice using a manual payment. 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.
then Payables will instead use the expense interest account for each distribution. Payables does not overwrite the liability account if you use Automatic Offsets.If you enable this option. If you do not enable this option then Payables creates interest invoices with one distribution and the expense interest invoice account. Payables does not create an interest invoice. then Payables also copies the USSGL transaction codes from the item distributions on the overdue invoice to the item distributions on the interest invoice. Withholding Tax Payables Options . you cannot enable the Allow Interest Invoices option in the Suppliers window. the setting of the Prorate Across Overdue Invoice option below indicates how you want Payables to account for interest invoices. Payables prorates the interest amount across the item distributions on the overdue invoice. If the calculated interest amount is less than this amount. • If Dynamic Insertion is disabled and the GL accounts that Payables builds are not valid and active. This liability account is always used when interest invoices are automatically created during the payment process. It then builds the account for each interest invoice distribution by using • the natural (charge) account segment from the interest invoice expense account that you enter below. If you do not enable the Allow Interest Invoices Payables option. Liability Interest Invoice Account: If you enable the Allow Interest Invoices option. Payables uses this account as the liability account when it creates accounting entries for interest invoices. If your enterprise is a United States agency that uses USSGL transaction codes. When you enable the Allow Interest Invoices Payables option. Prorate Across Overdue Invoice: If you enable this option. Payables enables the Allow Interest Invoices option in the Payment Region of the Suppliers window for all new suppliers you enter. You can override this default value at any time. Minimum Interest Amount: If you enable the Allow Interest Invoices option. 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. you must enter a liability account. 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. and • all other account segments from the corresponding item distribution of the overdue invoice.
If you adjust an invoice after you submit Invoice Validation.Use Withholding Tax. it calculates withholding only once. • At Invoice Validation Time. Apply Withholding Tax. Select this option to enable Automatic Withholding Tax. Note: If Payables withholds tax at Invoice Validation. • At Payment Time. Select the time at which you would like Payables to apply withholding taxes to your supplier's invoices: • Never. Tax Group. If you enable this option. . • Include Discount Amount. When you create payments in a payment batch or with a Quick payment. 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. Enable this option to allow manual creation and adjustments of Withholding Tax type distributions for your invoices. Payables includes the invoice discount amount when it calculates withholding tax amounts for the invoice. Allow Manual Withholding. Withholding Amount Basis. 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.
Include Income Tax Type on Withholding Distributions. if you change to an option other than Never. then you need to enter these values manually. Payables automatically provides the following values: Income Tax Type value of MISC4.• Include Tax Amount. Select the time at which you would like Payables to automatically create withholding tax invoices to remit withheld taxes to tax authorities: • Never. However. Create Withholding Invoice. 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. Income Tax Region value. If you create a Withholding Tax distribution manually. When you enable this option. which updates these values on existing Withholding Tax distributions. If the current date is March 1 of the current calendar year or later. If you enable this option then you can report on federal income tax withheld (MISC4) for 1099 suppliers. • At Invoice Validation Time. Payables includes the invoice tax amount when it calculates withholding tax amounts for the invoice.15:58 Tax Defaults and Rules Payables Options . you will need to manually ensure that each withholding type tax code has an associated tax authority. Invoice Tax/Witholding Tax/Tax Defaults and Rules Submitted by Anonymous on Fri. Payables initiates the Update 1099 Withholding Tax Distributions program. 11/20/2009 . • At Payment Time. then the program updates distributions that have a payment date of January 1 of the current year or later. then when Payables automatically creates distributions of type Withholding Tax for 1099 reportable suppliers. if the Combined Filing Payables option is enabled. You can create a withholding type tax code without entering a tax authority. When this option is enabled.
Payables searches the sources you enable. Payables always searches first at the Purchase Order Level for purchase order matched documents. • You have disabled the Allow Tax Code Override option in the Tax Options window in General Ledger. If the tax code does not match the account then Invoice Validation will place the invoice on Natural Account Tax hold. When it finds a tax value. Note: Two Payables options supersede the hierarchy you define. • You have assigned tax codes to accounts in the Tax Options window in General Ledger. 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. Payables always searches next at the Natural Account. consecutive number starting with 1. then during Expense Report Import and Payables Open . Payables checks the Natural Account first. 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 following conditions are true then Invoice Validation checks that for every account to which you have assigned a tax code. enter a rank (1 is searched first). 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 invoice is not purchase order matched or if you have not enabled the Enforce Tax from Purchase Order option. in the order you designate until it finds a valid active Tax Code value (tax code or tax group). Enable each source you want to use by checking its check box. For each source.Use this region to set a hierarchy for Payables to use when it provides default values for Tax Code fields. If you enable the Enforce Tax from Purchase Order option. and give each source a unique.
then Invoice Validation automatically applies a Tax Difference hold to the invoice. If this option is enabled. then the system defaults the Tax Code value from the shipment. If the purchase order shipment is taxable. Enforce Tax From Purchase Order :Enable this option if you want Payables to honor the Taxable flag on the purchase order shipment. You can also manually release a Tax Difference hold in the Holds window and the Invoice Actions window. If the shipment is nontaxable. and enters no Tax Code value on the invoice distribution. If this option is not enabled. then even though the purchase order shipment is nontaxable. Payables releases the hold when you submit Invoice Validation after correcting the Tax Code on the invoice or on the purchase order you matched to. If you enable this option we recommend that you rank Account at or near the top of your source hierarchy to minimize holds. 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. Payables will not import the invoice or expense report and will list it as an exception. If the purchase order shipment to which you matched is defined in Purchasing as taxable.Interface Import the system checks the tax codes of all accounts that have tax codes assigned to them. If the tax code is incorrect. then the system does not use your Tax Code Defaults hierarchy. Note: If you enable this option we recommend that you do not also enable the Enforce Tax From Account Payables option in the Tax Defaults and Rules tabbed region. 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. regardless of the rank you assign to the PO for Matched Invoices source in your Tax Code Defaults hierarchy. the system looks at the Taxable flag on the purchase order shipment during matching. Invoice Tax Payables Options . and the Tax Code values on the invoice and the purchase order are not the same. the system continues searching in your Tax Code Defaults hierarchy if it finds no Tax Code value on the purchase order shipment.
Payables does not assign the default to the invoices you enter for the supplier site. You can adjust the tax distribution in the Distributions window. when you enable this option and enter a Use type tax code as the default tax code for a supplier site. If you enable this option. Do not enable this option if you want to enter Use type tax codes on invoices. then Payables creates a tax distribution. 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. In addition. If you allow override of the tax calculation level and you enter an invoice using Line or Tax Code level calculation. If you enable this option.Require Tax Entry at Header. Payables prevents you from entering Use tax codes on invoices. You cannot enable this option if you select Line or Tax Code as your Calculation Level Payables option. You are required to enter a value for a Tax Code field only if one has not defaulted from a source designated in your tax hierarchy. You may not want to enable this option if you want to allocate tax across selected invoice distributions. This option does not apply to any imported invoices or to credit and debit memos that are entered in the Invoice Workbench. 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. Payables automatically calculates a Tax Amount. in the Invoices window you enter a tax code with a zero-percent tax rate assigned to it. If you enter a Tax Code and Tax Amount for an invoice. Payables requires you to enter a Tax Code and Tax Amount in the Invoices window when you enter an invoice. . If you use Automatic Tax Calculation at the Header level.
then enable this option. calculate tax. Payables will disable Automatic Tax Calculation options throughout the system. Automatically create tax distributions based on the distribution Amount.If the Require Tax Entry at Header Payables option is disabled when you enter an invoice. by allocating tax across selected invoice distributions. Supplier Sites. If you disable this option after you have enabled it. This value defaults to new suppliers you enter. then the Tax Code and Tax Amount fields are optional. Payables copies the invoice tax code and tax amount values to the new tax distribution but does no tax calculation. or by matching to purchase orders. then the Expense Report Import program rejects any expense reports that do not have at least one tax line. and Includes Tax check box in the Distributions window. If an expense report has no tax. Calculation Level. Allow Calculation Level Override. and you also want to create tax distributions for other invoices by manually entering tax distributions. you can enter a zero amount line with a zero rate tax. select the level at which you want Payables to automatically calculate sales tax. The Calculation Level defaults in the following order: Payables Options -> Suppliers -> Supplier Site -> Invoices. Automatically create tax distributions based on the distribution Amount. group lines with the same tax code and Includes Tax check box setting together. 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. You can selectively disable Automatic Tax Calculation for a particular supplier. Automatically create tax distributions based on the Invoice Amount and Tax Code in the Invoices window: • Header. Note that if you enable this option and if you process expense reports in Payables. See: Disabling Automatic Tax Calculation. If you enable the Use Automatic Tax Calculation option. and Invoices windows only if the Allow Override option is currently enabled in the previous window. then add the tax amounts. When calculating tax amounts. and Includes Tax check box in the Distributions window. or invoice. calculate tax for each distribution. If this option is not enabled. Automatically create tax distributions based on the Invoice Amount and Tax Code in the Invoices window: • Tax Code. Tax Code. Select this option if you want to enable Payables to automatically calculate and enter tax on invoices. Payables will not automatically calculate sales tax for any invoice entered after you disable the option. supplier site. When calculating tax amounts. . and then round the tax amount. If you want to use Automatic Tax Calculation for some invoices. Use Automatic Tax Calculation. You can adjust the default calculation level in the Supplier. round the tax amount. 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. • Line. If you do not enable this option. Tax Code. Enable this option if you want to allow users to adjust the default value of the Calculation Level option for new and existing suppliers.
and you can change it in the Suppliers window if you enable the following option. You cannot enable this option unless you enable Automatic Tax Calculation and you select Line or Tax Code as your Calculation Level. Prepayment type) distributions when Payables automatically creates tax distributions. Therefore you can never enable the Includes Tax check box in any of the following windows: Distributions. Enable this option if you use Automatic Tax Calculation at the Line level or Tax Code level. Freight. then you cannot enable this option. Allow Override. and you want the Distribution Amounts Includes Tax check box to be enabled by default for all new suppliers you enter. Payables subtracts the calculated tax from non-Tax (Item. Note that if you enable Header as the Calculation Level Payables option. 11/20/2009 .Distribution Amounts Include Tax. Payment accounting/Payment Submitted by Anonymous on Fri. When the Distribution Amount Includes Tax check box is enabled at the supplier site. Invoice Gateway. Misc. If you enable this option you can also adjust the Includes Tax check boxes in the Expense Report Templates window. Allow Override.13:19 . Expense Report Templates. Payables always checks the Includes Tax check box for invoice distributions and recurring invoice templates. When you select this option at the supplier site. If you enable the Allow Override option. This value defaults to the Distribution Amounts Include Tax option in the Suppliers window. you can override the Distribution Amounts Include Tax check box default value for all suppliers.
if you define 5 as the value in this field. You can then use these . Additional Pay Through Days Number of days between your regular payment batches. EFT User Number The number which identifies you as a user of electronic funds transfer services to your bank or clearing organization. If a payment batch exceeds the maximum outlay. Payables displays a warning message that you are exceeding your maximum outlay. Payables predefines a document category for each payment method. For example. and the Payments window. Payables uses the additional pay through days to determine the default Pay Through Date when you initiate a payment batch. Payables adds 5 days to the system date to calculate the default Pay through Date when you initiate a payment batch. 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.Bank Account: The internal bank account you use to disburse funds. If your Sequential Numbering profile option is Partially Used or Always Used. Payables uses this value as a default in the Payment Batches window. Your system administrator can define additional document categories for a payment method. Payables automatically assigns a document category to a payment document when you define a payment format for the payment document. Payables includes this information in some EFT payment formats. Payment Batch Limit: The default maximum outlay amount Payables will pay for each payment batch. but allows you to proceed with the payment batch.
only if you enable this Payables option. Payables uses the gross amount (including the tax amount) of an invoice as the invoice amount applicable to discount. Payables only prorates the percentage of discount amount equal to the percentage of your tax distributions. and you want to have Payables distribute Discount Taken amounts across balancing segments. in which case it is assigned to the price variance account. Payables also does not allow you to enter a document category for a payment. If your Sequential Numbering profile option is set to Not Used. will not be excluded from discount calculation. 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. taxes with corresponding offset taxes. if your tax distributions are 10 percent of the total invoice amount. Note that even if you enable this option. You cannot select Prorate Tax if your Exclude Tax From Discount Payables option is enabled in this window. Payables credits the remaining discount amount to the Discount Taken account you enter in the Financials Options window. If you do not enable this option. you cannot select Prorate Tax for your Discount Distribution Method Payables option. then the discount is prorated only to the expense lines and not the tax lines. If you enable this option. For example. Payables does not assign a document category to a payment document and you cannot enter a value in this field. Payables assigns the discount to the charge account unless the invoice is matched to a purchase order with Accrue on Receipt enabled. Exclude Tax From Discount Calculation If you enable this option. Prorate Expense: Payables automatically prorates any discounts across all the invoice distributions. choose this method. Discount Method The method you want Payables to use for distributing the discounts you take when making payments. such as VAT taxes. System Account: Payables credits all discounts to the system Discount Taken account you define in the Financials Options window. If you leave this field blank. Payables uses the System Account method for distributing your discounts. If you enable Automatic Offsets. If your Exclude Tax From Discount Payables option is enabled in this window and you enable this option. Payables subtracts the tax amount from the invoice amount when it enters the invoice amount applicable to discount in the Invoices window. when you enter an invoice.additional document categories to override the default document category for a payment document. . Payables credits the remaining 90 percent of the discount amount to the Discount Taken account. and if you use Header level tax calculation. When you enter an invoice you can always override the default invoice amount applicable to discount.
payment date. the user who formatted the payment batch receives a workflow notification that the payment batch was confirmed. You cannot select the Void and Reissue option for future dated payments. then when your system receives a Confirm Business Object Document XML message from your bank that indicates that the XML payment transmission was successful. and you cannot override this value. If you enable this option. Use Bank Charges: If you want to use the Bank charge feature. you can override the Payables default of the Remit–to field of the Payments window and the Modify Payment Batch window. If you enable this option. enable this option. Allow Print: If you enable this option. If you enable this option. dedicated concurrent manager queue and a dedicated printer with checks ready to print. 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. the Discount Distribution Method defaults to System Account and you cannot update it. You may need to reissue a check for a Quick payment if it is spoiled during printing. . When the system automatically confirms a payment batch. Payables voids the old check and creates a replacement check. Also.If you enable the Use Bank Charges option in the payment region. You print a Quick payment by selecting the Print Now option in the Payment Actions window. you can override the Remit–to Bank Account only in the Scheduled Payments window. 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. Payables will enter System Account as the value for the discount distribution method field in the Payment region of the Payables Options window. Allow Pre–Date: If you enable this option. you must enter a value for the Bank Charge bearer field in the Supplier region of the Payables Options window. and payment exchange rate if you are using multiple currencies. Suggestion: If you are going to print Quick payments. Payables allows you to create payments with a payment date before the system date for any payment except a manual payment. If you do not 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. you may want to have a fast. if you enable this feature. the system automatically confirms the payment batch that generated the payment XML message. then you can print Quick payments. you can reissue a Quick payment. 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. The checks are identical except that the new check has a new check number. When you reissue a check. Allow Void and Reissue: If you enable this option.
If you enable this option. 2. Both (When Payment is Issued.1 reconciled payment: debit the Cash Clearing account and credit the Cash account 2. I. at payment maturity.3 bank errors: account in Cash account and Bank Errors account. debit the AP Liability account and credit the Future Dated Payment Account. Payables creates the following accounting entries. This accounting assumes you use accrual basis accounting. Payables creates the following accounting entries after payment issue: 1. Account For Payment Choose when you want to create payment accounting entries. you cannot take discounts on invoices. You specify the GL accounts when you define the payment document. If you select both options you have the same functionality as the Allow Reconciliation Accounting option provided in previous releases. Then. unreconciled payment: debit the AP Liability account and credit the Cash Clearing account For future dated payments. You can select one or both options. and When Payment Clears): Payables accounts for each payment you issue twice—once as an unreconciled payment and once again as a cleared payment. debit the Future Dated payment Account and credit the Cash Clearing account. so they are not included here.2 bank charges: debit the Bank Charges account and credit the Cash account 2. depending on how the Account for Payment option is set. Any accounting entries for gain and loss are controlled by the Account for Gain/Loss Payables option. Debits and credits depend whether the bank error was a positive or negative amount . Payables then creates the following accounting entries after payment reconciliation or clearing in Cash Management: 2.
after clearing. Payables creates the following accounting entries. If Payables creates summarized journal entries. After you issue the payment. Payables creates the following accounting entries. debit the AP Liability account and credit the Future Dated Payment Account. or gain and loss at reconciliation. . When Payment is Issued: Payables accounts for each payment once. The original accounting entries remain in Payables until you purge them. after payment issue. • Summarize by Accounting Period. Summarize the accounting lines by account and accounting period. If you use Oracle General Ledger you can also set defaults for submitting Expense Report Import. then Payables creates a journal entry line for each accounting entry. After you clear the payment in Oracle Cash Management. • Summarize by Accounting Date. Summarize the accounting lines by account and date. For future dated payments. which transfers accounting lines to Oracle General Ledger. Transfer to GL/Mathcing/Currency Submitted by Anonymous on Thu. Journal Import imports accounting entries from the GL Interface into Oracle General Ledger. – reconciled payment: debit the AP Liability account and credit the Cash (asset) account. at payment maturity. bank charges. III. When Payment Clears If you select only this option. Submit Journal Import Enable this option if you want to submit journal import when you submit Payables Transfer to General Ledger. or bank errors.13:29 Transfer to GL Payables Options Use this region to set defaults for submission of the Payables Transfer to General Ledger Process. 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. Payables accounts for each payment once.II. If you do not create summarized journal entries. Debits and credits depend whether the bank error was a positive or negative amount. Then. Although you can reconcile the payment in Cash Management. Payables combines all the invoice or payment transactions for a particular account or date into a single journal entry line. . Payables does not create accounting entries for payment reconciliation.unreconciled payment: debit the AP Liability account and credit the Cash account. – bank charges: debit the Bank Charges account and credit the Cash account. debit the Future Dated payment Account and credit the Cash account. Do not summarize the entries. 11/19/2009 . • In Detail. – bank errors: account in Cash account and Bank Errors account.
You can . Matching Payables Options Allow Final Matching Enable this option to allow final matching of purchase order matched invoices. Choose this option if you want users to change the Transfer to GL Interface parameter when submitting the report for individual journal categories.Allow Override At Program Submission If this option is enabled. then when users submit the Payables Transfer to General Ledger Process. they can change the defaults that you set in this region.
or perpetual receipt accrual. In addition. or on any imported invoices. 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. You cannot final match when you match invoices to receipts. you cannot override the account if the purchase order is projects related and the item destination for the purchase order distribution is Inventory. If you enable this option. If you do not enable this option.indicate a final match when you match an invoice to a purchase order during invoice entry or when you adjust a matched invoice distribution. Allow Distribution Level Matching Enable this option if you want to allow matching to purchase order distributions. You can override the account for a matched invoice distribution in the Distributions window of the Invoice Workbench. If you enable this option. make sure that the flexfield structure is the same for purchase order distributions and invoice distributions. Currency Payables Options . Attention: If you final match to a purchase order. You cannot override the account for a matched invoice distribution if you use encumbrance accounting. Payables only allows you to match an invoice to a purchase order shipment. and you cannot manually release the hold. Allow Matching Account Override Enable this option if you want to allow override of the account for an invoice distribution created from matching to a purchase order. you can match an invoice to one or more purchase order distributions. any subsequent invoices matched to the purchase order will be placed on hold.
either manually. If the exchange rate changes between invoice entry and payment. If this option is enabled. if you select the exchange rate type of User and you provide the functional currency amount. Require Exchange Rate Entry Enable this option to require entry of an exchange rate whenever you enter an invoice or a payment in a currency other than your functional currency or an associated fixed rate currency. Exchange Rate Type Payables uses this as the default exchange rate type when you enter invoices or create payments. Realized Gain/Loss Payables uses these accounts as the default realized gain and loss accounts for payments from each of your bank accounts. Payables records gains and losses only if you use accrual basis accounting. . If you update this Payables option from enabled to disabled. then when you enter a foreign currency invoice. If the exchange rate type is User. Payables allows you to enter a value for functional currency amount in the Invoices window only if this option is enabled. You cannot create accounting entries for or pay foreign currency invoices without exchange rates. Maturity Rate Type. Calculate User Exchange Rate If you already know the functional currency amounts of any foreign currency invoices you are entering. and Maturity Rate Date. 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. or by using the AutoRate program. you can enter exchange rates. you still have the option of entering a foreign currency invoice amount and exchange rate so Payables will calculate and enter the functional currency amount. Payables checks and warns you if you have any multiple currency bank accounts that are using multiple currency payment formats. 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. either entered by the user or calculated by the system. based on the date and the Rate type you enter. When you create future dated payments. you are required to enter the Maturity Rate. Payables automatically calculates the realized gain or loss and records it in this account. Payables defaults the rate automatically. If you maintain daily rates in the Daily Rates window. After you have entered invoices or created payments. This functionality applies to invoices you enter in the Invoices window and invoices you import from the Payables Open Interface. then you can enable this option so Payables can calculate and enter effective invoice exchange rates for those invoices. If this option is enabled then when you enter a foreign currency invoice.Use Multiple Currencies Enable this option if you want to enter and pay invoices in a currency different from your functional currency. The Account for Gain/Loss Payables option controls when Payables accounts for gains and losses. then Payables calculates and enters the exchange rate.
if a payment rounds to 100.001 GBP. This happens when you make the final payment of an invoice that is already partially paid. . The system charges the remaining amount to the rounding account to fully relieve liability.00 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. The system charges the remaining amount to the rounding account to fully relieve the cash clearing account. • You have enabled automatic offsets and the cash account is pooled. For example. and you have rounding errors. and the rounding error of . This happens when you make the final payment of an invoice that is already partially paid. the payment will be for 100.001 will be recorded in this account. • The functional currency amounts of payments do not equal the amount recorded as the liability.
When you submit the report. Payables displays the invoice information in four columns. 2 Weeks. For example.10:26 Use the Aging Periods window to define time periods for the Invoice Aging Report. Each column corresponds to one period. you select the type of aging periods to use for the report. Due in 2 Weeks. Due in 3 Weeks. and define the following periods for Current: Due in More than 3 Weeks. Payables reports on the four periods with that type. 11/23/2009 . and Due in 1 Week.Aging Periods Submitted by Anonymous on Mon. When you submit the Invoice Aging Report. and define the following periods for Weeks Past Due: 1 Week. 3 Weeks. You can use the Aging Periods window to modify or reorder the periods within an aging period type at any time. and Over 3 Weeks. You also define a type of aging period called Current. . if you select Weeks Past Due for the Type parameter. The Invoice Aging Report provides information about invoice payments due during four periods you specify. you define one type of aging period called Weeks Past Due.
During the Payables Invoice Validation process. a tax rate.5% rate the next year. you define the tax names. you can group them into tax groups in the Tax Groups window. 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. .14:54 In the Tax Codes window. you use on invoices to record invoice taxes you pay to suppliers and tax authorities. you can define a tax code that has a 10% rate one year. If you use automatic tax calculation. and Payables adjusts the calculation. Payables uses the tax code to validate that you have entered tax distributions correctly. 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. After you define tax codes.Tax Codes Submitted by Anonymous on Sun. 11/22/2009 . You do not need to define special tax codes for distributions that include tax. You can define tax codes that have different tax rates during an effective date range you specify. and an account to which you charge tax amounts. and a 10. 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. Payables automatically uses the correct rate depending on the invoice date. For example. Simply select the Includes Tax check box when you enter the distribution. or tax codes. Each tax code has a tax type.
When you use the Sales or User–defined tax on an invoice. If you only use single tax codes with a single recovery rate. you do not need to set up tax groups.Offset Tax Codes Offset taxes are negative–rate taxes. but the associated Offset tax reduces or eliminates your tax liability. Then when you define the Sales or User–defined tax. 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. 11/22/2009 . enter the Offset tax code in the Offset Tax field.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. first define the Offset tax. effective date ranges. Withholding Tax Codes Withholding Tax type tax codes can have multiple rates. In the Tax Codes window you can associate Offset taxes with Sales or User–defined taxes. tax amount limits. . To associate an Offset tax with a Sales or User–defined tax. and taxable amount limits. Tax Groups Submitted by Anonymous on Sun. You can also use this feature to manage multiple tax recovery requirements. you record the tax.
and recovery rules or recovery rates. the system calculates the recovery rate for tax codes (including tax codes in tax groups) you use for invoices and purchases order distributions. You can assign individual tax codes to tax groups in the Tax Groups window. You can assign any Sales or user–defined tax code to a tax group. The Tax Defaulting Hierarchy can also use tax group values to provide default tax values to transactions you enter. you can use only one tax group within a single invoice. For example. These tax codes can have associated offset taxes. However. After you define your tax groups. You can assign the same tax group to multiple taxable items on an invoice. The system will then calculate multiple taxes for the invoice. Please contact a tax professional for specific implementation requirements. 11/22/2009 . Attention: The tax rates and accounting entries used throughout this manual are provided for illustration purposes only. Tax Recovery Rules Submitted by Anonymous on Sun. In the Tax Codes window you specify the recovery rate by entering either a . When you use a tax group. you can either enter a tax group or an individual tax code in fields that require a tax code. the system calculates the tax amounts for each tax code in that tax group. you can enter a tax group name in the Tax Code field in the Invoices window.You can use your tax groups with any transactions that you enter along your procure–to–pay chain.14:46 If you record partially recoverable and nonrecoverable taxes in Payables or Purchasing.
the nature of the business or the organization 2. the nature of the goods or services purchased 3. purchasing sites. You can designate supplier sites as pay sites.23:36 Set up suppliers in the Suppliers window to record information about individuals and companies from whom you purchase goods and services. When the system calculates the recovery rate for a January invoice distribution. When you define a recovery rule. . you can specify the recovery rate with either a percentage rate or a PL*SQL function name. For example. and condition. For example. You can also enter employees whom you reimburse for expense reports. and enter supplier sites for each location. The degree of tax recovery can be influenced by factors such as: 1. Suppliers Submitted by Anonymous on Sun. the account records information that might influence the recovery rate such as the division or cost center purchasing the item. RFQ only sites. for a single supplier. effective dates. Most supplier information automatically defaults to all supplier sites to facilitate supplier site entry. and the natural account of the item. Specify a PL*SQL function name when you need to use a complex tax rule. Each tax recovery rule can have multiple rates. depending on the following distribution attributes: • Distribution account • Invoice date • Condition (for example. You can set up recovery rules to assign recovery rates based on the rate you assign to an account range.fixed percentage rate or a tax recovery rule. the intended usage for the items purchased The account for a purchased item provides information about its recovery rate. For example. supplier type) In the Tax Recovery Rules window you can define tax recovery rules. it uses the January rate and for a February distribution it uses the February rate. you can buy from several different sites and send payments to several different sites. Each active rate must have a unique combination of account range. 08/09/2009 . you store supplier information only once. you can override these defaults and have unique information for each site. When you enter a supplier that does business from multiple locations. However. you set up a recovery rule with different recovery rates for January and February. or procurement card sites. Use a tax recovery rule if the recovery rate varies.
The system uses information you enter for suppliers and supplier sites to enter default values when you later enter transactions for a supplier site. Options and defaults set at one level automatically cascade down to all lower levels in the hierarchy. you can update them at any time to change controls and defaults for future transactions. you can also record information for your own reference. Most information you enter in the Suppliers window is used only to enter defaults in the Supplier Sites window. you can create an unlimited number of sites with different addresses and contacts. existing supplier sites are not updated. • You can designate supplier sites as one of the following types: . For example. it only uses supplier site information as a default. You can override options and defaults at lower levels in the hierarchy. When the system enters that information in a later transaction. Although you need to define these options and defaults only once. 10/18/2009 . If you update information at the supplier level. for a single supplier. even if the supplier site value is null and the supplier has a value. • Setting Up Suppliers and Supplier Sites • Merging Suppliers Setting Up Suppliers and Supplier Sites Submitted by Anonymous on Sun. Oracle Payables contains a hierarchy of options and defaults to expedite and control data entry. When you enter a supplier. such as names of contacts or the customer number your supplier has assigned to you. you can buy from several different sites and send the payments to only one site.21:22 For every supplier.
Pay Site: You can only enter an invoice for a supplier site that is designated as Pay Site. • Submit a Suppliers Report. . you can enter contact information (name. • Compare the supplier name with the names on these reports to ensure that the supplier does not already exist in the system.Purchasing Site: You can only create purchase orders in a Purchasing Site.. Contact information is for your reference only and is not used by the system. • For every supplier site. and telephone number) specific to that site. verify that the supplier does not already exist in the system. The verification eliminates the possibility of having duplicate suppliers and invoices in the system and improves the system performance. Avoiding Duplicate Suppliers Before setting up a new supplier. • Entering Basic Supplier Information Control/ Purchasing and Receiving option Invoice Tax/Withholding Tax/Tax Reporting Region Bank Accounts/Accouting/Payment Region .RFQ Only Site: In Oracle Purchasing you can only create request for quotations from a Request For Quotations (RFQ) Only Site. You cannot create purchase orders in an RFQ Only Site. address. . • Perform a Find or Query on the supplier name. • Submit a Supplier Audit Report to obtain a listing of suppliers whose names are the same up to a specific number of characters.
Use a naming convention to prevent future duplications (for example.) 2 If you do not enable the Automatic Supplier Numbering option in the Financials Options window. . set up a new supplier with a unique name in the Suppliers Summary or the Suppliers window. enter the inactive date in the Inactive After field. After verifying that a supplier does not already exist. Oracle Corporation. Enter Supplier Information in the General Region Define parent/subsidiary relationships in the General region. 10/20/2009 . 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. enter the Taxpayer ID. 3 Optionally. not Oracle Corp. Entering Employees as Suppliers Entering Information at the Supplier Site Level Entering Basic Supplier Information Submitted by Anonymous on Tue. 4 If you are entering a value-added tax (VAT) supplier. enter a unique supplier number.11:29 1. usually the tax identification number (TIN) for a company or the social security number for an individual.
classification information is not used by the system and is for your reference only. . customers often use this region to classify their suppliers for government reporting purposes. In the Number field. In the SIC field. 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. select the One Time check box. enter the number that your supplier uses to identify your company or organization. 1. 2. If you do not expect to do repeat business with a supplier. For example. In the United States. the system displays the parent supplier number.1 In the Parent Supplier Name field. The parent company must be defined as a supplier in the system first. some customers receive certain government contracts only if a percentage of their suppliers are classified in certain categories. 2 In the Customer Number field. If you are entering an employee as a supplier. Supplier Information in the Classification Region Except for Type and Employee name. 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. Enter the employee name if applicable. This number appears on the Oracle Purchasing standard purchase orders. enter the name of the supplier’s parent company if the supplier is a franchise or subsidiary. 1. you must select Employee in this field.
select one of standard EDI transaction codes. 4. In the Transaction Handling field. 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. 4. If you want to track business with small companies.2. select the type of minority-owned business from the list of values.15:14 Suppliers: Control Region (N) Suppliers—>Entry (B) Open . 5. select the Woman Owned check box. In the Payment Format field. 1. Control/ Purchasing and Receiving option Submitted by Anonymous on Tue. you can enter the specific wire or other electronic payment instructions for an intermediary or recipient financial institution. select the Small Business check box. indicate the type of information that is transmitted with the funds if the Payment Method is ACH. In the Minority Owned field. 3. indicate how the electronic payment is to be made. indicate which party is responsible for sending the remittance advice to the payee. If you want to track business with companies owned by women. 10/20/2009 . In the Remittance Instruction field. 2. 3. In the Payment Method field. In the Remittance Method field.
Oracle Payables applies an Amount hold to the invoice during approval. 1 Invoice Amount Limit: If you enter an invoice that exceeds the invoice amount limit specified in this field. qty. 5 In the Hold Reason field. The details verified are supplier information. Oracle Payables automatically applies a Supplier hold to all new invoices entered for the supplier. For example. You can perform whichever Invoice Match Option you want regardless of the Match Approval Level. 3 By selecting the Hold Unmatched Invoices check box. you can set a PO to any one of the following examples: . Oracle Payables places a Matching Required hold on the invoice during approval. you prevent the supplier from being selected for payment during a payment batch or for a Quick payment. Select the Invoice Match Option IMO(Invoice Match Option) determines for which transaction(a PO/receipt) you are making an invoice. 4 By selecting the Hold Future Invoices check box. price etc. MAL(Match Approval Level) is used in receiving option. 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 do not match an invoice to a purchase order (and instead enter distributions manually or with a distribution set). 2 By selecting the Hold All Payments check box. There are several types of supplier related holds that you can select for a supplier. 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. However.You can prevent payment of multiple supplier invoices by applying a hold to the supplier rather than on each individual invoice. specify the reason that you are applying an invoice hold to invoices 6. you can pay invoices that were entered before selecting this option.
and invoice quantities must match within tolerance before the corresponding invoice can be paid. 10/20/2009 . The Match Approval Level determines what if any type of hold will be placed based on the Invoice Tolerance setup.PO#5052 . receipt.3 way/Purchase Order #4 .PO#5049 . Purchase order.2-way/Purchase Order #2 .PO#5050 . Invoice Tax/Withholding Tax/Tax Reporting Region Submitted by Anonymous on Tue.#1 . It will give me a APP-SQLAP-10655: You cannot match to this document You can match only to the document (purchase order or receipt) specified by the Invoice Match option on the purchase order shipment. So let's say we create a PO like #3 PO#5051 .2-way/Receipt #3 . Either match to the specified document.PO#5051 . or update the Invoice Match option for the shipment and then complete this match.3 way/Receipt The Invoice Match Option determines what document you can match the invoice two.15:46 . the system will not allow me to. In #2 & #4 If I do not create a Receipt for these POs and try to match to the PO number. In this case we will receive a qty hold because we have the PO set to 3 way matching.3 way/Purchase Order. we do not receive the PO. however.
In the Invoice Tax Name field.Suppliers: Invoice Tax Region (N) Suppliers—>Entry (B) Open 1. select the tax name that represents the tax charges you generally receive .
Suppliers: Withholding Tax Region (N) Suppliers—>Entry (B) Open Use this region to enter withholding tax information for a supplier and supplier site. 1. In the Offset Tax Name field. Reporting Name: This field is required only if the tax reporting name for the supplier differs from the supplier name. You have access to this region only if you selected the Use Withholding Tax check box in the Payables Option window. You can select Up to round up. select the appropriate tax type for the supplier. . 2. select a tax name that is used in conjunction with a value added taxes (VAT) invoice tax name for reporting intra-EU VAT charges. As a result. Suppliers: Tax Reporting Region (N) Suppliers—>Entry (B) Open 1. . 3. Select the Allow Withholding Tax check box to allow withholding taxes for the supplier and supplier site. 2. 3. you cannot allow withholding tax for any of the supplier’s sites. If you do not allow withholding tax for a supplier. Select the Distribution Amounts Include Tax check box. select a default withholding tax group to assign to all invoices for the supplier site. Note: If you use the Multiple Organization feature. 4. In the Income Tax Type field.Line: Automatically create tax distributions based on the distribution amount. Oracle Payables requires a tax reporting site for each 1099 supplier. Oracle Payables displays the supplier site that you chose as the income tax reporting site. 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. 2. select the method that you want the system to use to round the tax amount. on invoices. You can only choose one supplier site as the income tax reporting site for a supplier. Oracle Payables displays the Name Control you enter here when you create the 1099 Tape for federally reportable suppliers. if you have selected Line as your Calculation Level. Identify a supplier as Federal and State reportable by selecting the appropriate check box.Header: Automatically create tax distributions based on the invoice amount and tax name. 4. or round Down to round down. Name Control: Enter the first four characters of the last name of the 1099 supplier in this field. In the Reporting Site field. 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. you cannot withhold taxes for any invoices entered for this supplier site. on all 1099 reports for the supplier. Oracle Payables prints this name. tax name. instead of the supplier name. and if you want Oracle Payables to make an inclusive tax calculation where the calculated tax amount is subtracted from the item distribution lines. Select the appropriate Calculation Level at which you want Oracle Payables to automatically calculate taxes. or round Nearest to round to the nearest. you can enter values in the Invoice Tax Name and Offset Tax Name fields only at the supplier site level. . For income tax reporting purposes. 6. In the Withholding Tax Group field. In the Rounding Rule field.on invoices from the supplier.
. 10/20/2009 . In the Name field. define the bank accounts for which your supplier is the account holder. select the type of organization for this supplier. Bank Accounts/Accouting/Payment Region Submitted by Anonymous on Tue. In Oracle Payables you can submit Tax Information Verification Letters for your suppliers.5.14:42 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. select the name of the bank account. Select the Primary check box if you want to use this bank account as a default when you pay this supplier electronically. 1. 3. In the Verification Date field. The United States Internal Revenue Service (IRS) requires this information if you use magnetic media to file your 1099 tax information. 6. In the Organization Type field. Oracle Payables displays the supplier’s bank and branch information in the Bank and Branch fields. Oracle Payables displays the currency for the bank account. Prerequisite: In the Bank Accounts window. enter the date on which you received tax verification from the supplier. Oracle Payables displays the bank account number. In the Number field. Oracle Payables prevents the generation of any further letters to a supplier after the verification date. 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 Effective Dates From and To fields. 2. In the Cur field.
Accounting information Accounting information is entered only at the supplier site level. Suppliers: Payment Region (N) Suppliers—>Entry (B) Open The defaults in the Payment region come from the defaults that you enter in the Financials Options window, except for the default for Pay Group, which comes from the Payables Options window. 1. In the Terms field, select a payment term for the supplier. Oracle Payables uses payment terms to calculate due dates, discount dates, and discount amounts for each invoice. 2. In the Pay Group field, assign a Pay Group to the supplier. When you create a payment batch, you can choose a Pay Group to pay a category of suppliers or invoices at the same time. 3. In the Payment Priority field, enter a number, between 1 (high) and 99 (low), that represents the priority of payment. 4. In the Invoice Currency field, select the invoice currency for the supplier. The invoice currency is used as a default for the Purchasing documents and Oracle Payables transactions that you enter for a supplier. 5. In the Terms Date Basis field, select the date from which Oracle Payables calculates a scheduled payment for a supplier. - If you select Current, when you enter invoices, Oracle Payables defaults the current date as the terms date. - If you select Goods Received, when you enter invoices, Oracle Payables prompts you to enter the date on which you received the goods for an invoice as the terms date. - If you select Invoice, when you enter invoices, Oracle Payables defaults the invoice date as the terms date. - If you select Invoice Received, when you enter invoices, Oracle Payables prompts you to enter the date on which you received an invoice as the terms date. 6. In the Pay Date Basis field, select Due or Discount as the pay date basis for the supplier. The pay date basis determines the pay date for the supplier’s invoices. 7 In the Payment Method field, select the method you use most frequently to pay the supplier’s invoices: - If you select Check, you can pay with a manual payment, a Quick payment, or in a payment batch. - If you select Electronic, you pay electronic payments either through the EDI Gateway or by delivering a payment batch file to your bank. - If you select Wire, you can manually record an external wire transfer of funds between your bank and your supplier’s bank. - If you select Clearing, you can record invoice payments to internal suppliers. - If you select Future Dated, you can create payments with a future date that instructs your bank when to disburse funds to your supplier’s bank (for example, a bill of exchange). - If you select Manual Future Dated, you can disburse funds to a supplier who sends an invoice with a payment notice attached. You approve the supplier’s payment notice, which includes a future payment date, and send it to your bank. 8. In the Invoice Currency field, select the default currency for all supplier invoices. 9. In the Payment Currency field, select the default currency for payments to the supplier.
10. Always Take Discount: Select this option to have Oracle Payables always take the available discount for a supplier, regardless of when you pay the invoice. 11. Exclude Freight From Discount: If this option is selected, Oracle Payables automatically subtracts the freight amount from the invoice amount when calculating the invoice amount subject to discount. 12. Allow Interest Invoices: If you select this option, Oracle Payables calculates interest for the supplier’s overdue invoices and creates corresponding interest invoices when you pay the overdue invoices. You can select this option, if you have already selected the Allow Interest Invoices check box in the Payables Options window. 13. Pay Alone: If you select this option, Oracle Payables creates a separate payment for each invoice. If the Pay Alone option is not selected, all invoices for the same supplier site are paid on a single payment.
Entering Employees as Suppliers
Submitted by Anonymous on Tue, 10/20/2009 - 17:06
Suppliers: Classification Region (N) Suppliers—>Entry (B) Open
You must enter an employee as a supplier before you can pay the employee’s expense reports. You can enable the Automatic Create Employee as Supplier Payables option to automatically enter an employee as
2. city name or branch name). General. The information that you enter at the supplier level cascades down to all supplier sites. and Sites categories. To distinguish between a supplier’s sites. Enter the supplier site address. Enter the supplier site names. Select the appropriate Site Uses check boxes to indicate which specific business functions are performed at each site. To enter an employee as a supplier manually: 1 In the Classification region of the Suppliers window. 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. 10/20/2009 . or you can enter the employee manually as a supplier in the Suppliers window.a supplier during Invoice Import. Enter Basic Supplier Site Information 1. select Employee as the supplier type. Classification. Note that Accounting information is entered only at the supplier site level. . the site names should be unique (for example. General Supplier Site Information 1. Entering Information at the Supplier Site Level Submitted by Anonymous on Tue. all categories of information that are entered at the supplier level can also be entered at the supplier site level. 2 Enter the employee name and employee number in the appropriate fields.16:58 Except for Receiving.
enter the default prepayment account number for recording any prepayment to the supplier site. . This information is for your reference only and is not used by the system.A Pay Site is a supplier site to which you send payment for an invoice. . 2. In the Prepayment field. Enter any additional supplier site information in the appropriate field.An RFQ Only Site is a supplier site from which you enter a request for quotations. Contact Information In the Contact Region. select the default distribution set for all invoices entered for the supplier site. 2. A site can be both a Pay Site and a Purchasing Site. Oracle Payables displays the account description.. You cannot enter an invoice for a supplier site that is not defined as a Pay Site. In the Distribution Set field. enter contact information specific to that site. Accounting Region (N) Suppliers—>Entry (B) Open Entering Supplier Site Information in the Accounting Region 1.A Purchasing Site is a supplier site from which you create a purchase order for goods and services. select the default liability account number. This should be selected only if you do not allow entering purchase orders for a supplier site. . In the Liability field. 3. Oracle Payables displays the description for the account number.
Merging Suppliers Submitted by Anonymous on Thu. • For best auditing results. you may inadvertently define the same supplier by using two different names. 10/22/2009 . Also. . • When you merge suppliers. 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. For example. You might also create duplicate suppliers if you import suppliers from another accounts payable system. You can transfer to a new supplier and site unpaid invoices only or all invoices (including paid and partially paid invoices). purchase orders. You can update purchase orders and invoices for the old supplier to refer to the new supplier. • Use Supplier Merge to combine two or more suppliers that you identify as duplicates.10:55 Although the system prevents you from entering duplicate supplier names. or both from one supplier and site to another supplier and site. transfer both purchase orders and invoices to a new supplier and site so all invoice and purchase order information refers to the same supplier. transfer both paid and unpaid invoices to a new supplier and site so you can identify duplicate payments easily. or you might enter a contractor under his name and his company name. Oracle Payables will not merge invoices if the merge would create a duplicate invoice for a supplier. you might enter ABC Corporation and ABC Corp. you transfer invoices.
. do not select Copy Site. 2. The Supplier Merge Report also lists any duplicate invoices that it did not merge. Select which invoices to transfer from the Old Supplier to the New Supplier: All. enter one of the New Supplier’s existing sites in the Site field. During the merge. Select the PO check box if you want to transfer purchase orders. 3. The New Supplier Site must be a Purchasing Site. Merging Suppliers (N) Suppliers—>Supplier Merge 1. During the merge. 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. Check Merge to transfer the information from the Old Supplier to the New Supplier. .• After you have merged suppliers. because you can only enter purchase orders for a Purchasing Site. 4.To merge the Old Supplier Site information with the New Supplier Site information. You can then update the invoice number if the invoice has not been paid or posted. Also make sure the New Supplier site is a Pay Site. Enter the Old Supplier Name and Site and the New Supplier Name in the appropriate fields. or None. because you can only enter an invoice for a supplier that is defined as Pay site. Oracle Payables automatically prints the Purchase Order Header Updates Report and the Supplier Merge Report as an audit trail of your supplier merge activity. Research the duplicated invoice. 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. .To copy the Old Supplier Site to the new Supplier. select Copy Site. do not enter a New Supplier Site. Unpaid.
Grants Accounting. and payment terms. 03/15/2009 . remittance information. For each invoice.23:32 An invoice is an itemized list of goods shipped or services rendered. and miscellaneous charges invoiced by the supplier. Invoice Lines The invoice lines define the details of the goods and services as well as the tax. You can override the header level information for individual lines. Property Manager. When you enter an invoice in Payables. pay item. supplier information. as well as for cross-product integration with other Oracle E-Business Suite applications. There can be multiple invoice lines for each invoice header. or you can automatically generate lines by matching the invoice to a purchase order shipment. with an account of all costs. the invoice information is divided between the invoice header and the invoice lines. you can manually enter invoice lines. as required. Inventory.Invoices Submitted by Anonymous on Sun. Invoice Header The invoice header defines the common information about the invoice: invoice number and date. or receipt . freight. Information specified at the invoice header level defaults down to the line level. and Receivables. The Lines tab of the Invoice Workbench captures all of the details for the invoice line necessary for accounting. such as Assets. Oracle Payables lets you capture all the attributes of the real-life invoice documents you receive from your suppliers. Purchasing. Projects.
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. The invoice usually includes line item details. or both. Witholding Tax 7. In this case. You can enter either a positive or negative amount for a Mixed invoice. or QuickMatch invoices in the Invoice Workbench. 1. Payables will change the invoice type to Standard. Oracle Payables completes the match automatically for each shipment line. and the currency.1 Standard A regular supplier invoice. another invoice. supplier number. Expense Report An invoice you enter to record business-related expenses for employees. 1. Interest Invoice Note : Once you have saved an invoice with the type of PO Default. Debit Memo An invoice that notifies a supplier of a credit you recorded for goods or services purchased. . Mixed. You cannot later search and find PO Default. you might not have actually received the goods or services yet. 2. The employee is the supplier. including a description and price. or QuickMatch invoice. where the quantity ordered is greater than the quantity already billed against that shipment line. Prepayment An invoice used to make advance payments for expenses to a supplier or employee. Payables fills out as much information from the purchase order as possible: supplier name. Credit Memo An invoice you receive from a supplier representing a credit for goods or services purchased.4 Mixed A standard or credit/debit memo invoice that you want to match to a purchase order.Invoice Types 1. supplier site.2 PO Default An invoice for which you know the matching purchase order number. 3. 6. 5. 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 .
17:12 You usually enter supplier invoices in either the Invoice Workbench or the Quick Invoices window. 03/16/2009 . such as payment. 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. Use this instead of the Quick Invoices when entering complex invoices or invoices that require online validation and defaulting. 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. else the syetem would throw the following error Entering Invoice Batches in the Invoice Workbench . Also used when entering an invoice that needs immediate action.Invoice Workbench Submitted by Anonymous on Mon. Invoice Workbench Used to enter any invoice directly into the Payables system.
This profile option is setup to allow creation of invoice either in batch or in single mode. Enable the AP: Use Invoice Batch Controls profile option. The profile option can be set up in user level and should be NO to create invoice without batch.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. . • Easily locate a batch online and review the name of the person who created the batch and the date it was created. Prerequisites 1. • Maximize accuracy by tracking variances between the control invoice count and total and the actual invoice count and total resulting from your invoice entry.
To enter an invoice batch: 1. This name will appear on your reports and will help you locate the batch online. 4. Enter any Invoice Defaults you want for the invoices. if you want the purchase order to provide the default value for Payment Terms on the invoice. Hold Name. Payables tracks variances between the Control Count and Total and the Actual Count and Total as you enter invoices. These values you enter for defaults override any system and supplier site defaults for the invoices. 3. Payables warns you when you exit a batch but it does not prevent Invoice Validation and payment of the individual invoices within a batch. Tip: If you file physical documents by invoice batch name. and Hold Reason. Payment Terms. Group unentered invoices into batches. Enter the number of invoices in the batch in the Control Count field. Establish a systematic naming convention to help you locate batches. You can make a correction immediately. or you can adjust the invoice batch later. then leave the Payment Terms field here blank. When you enter individual invoices you can override any values that default from the batch. In the Invoice Batches window enter a unique value in the Invoice Batch Name field. you may want to include in your invoice batch name the date or the initials of the person who entered the batch. Liability Account. Pay Group. 3. GL Date. Defaults include: Currency. For example. Type. Choose the Invoices button and enter the invoices. a systematic naming convention will facilitate retrieval. Document Category. Note: If there is a discrepancy between the invoice amount and batch amount.2. Enter the sum of invoice amounts in the batch in the Control Total field. 2. . For example.
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. Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines.23:04 You can use the Invoice Workbench to enter basic invoices. Header Information .• Entering Basic Invoices in the Invoice Workbench Entering Basic Invoices in the Invoice Workbench Submitted by Anonymous on Fri. A basic invoice is a trade invoice you receive from a supplier that will not be matched to a purchase order or receipt.
3. Pay Group.Accept defaults for the basic invoice header information such as the Trading Partner. 2. Supplier Site. Enter or review the defaults for these fields. Invoice Currency. as necessary. Select Standard or Mixed for the invoice Type. Invoice Number. Supplier Number. Payables prints the address for the Supplier Site on the payment. Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines. Line Information . invoice date and invoice number.1. Payment Method. and Terms Date. Terms. Review and update the Payment Terms. and Invoice Amount. Enter the supplier number. Invoice Date. Payables automatically schedules payment of the invoice using the following header fields: Invoice Amount. Payment Terms Date. 4.
Optionally. Freight. and Unit Price of the item you are invoicing. Enter the total Amount of the invoice line as shown on the supplier's invoice. Distribution Information The distributions you enter for an invoice allocate the total invoice amount to various expense or asset accounts. 4. Payables uses distributions to create accounting entries for invoices. Enter the line Type. . 2. enter the Quantity Invoiced. Enter an invoice line for each line that appears on a supplier's invoice. you can distribute expenses from one office supply invoice to expense accounts for several departments. Miscellaneous. or Tax. For example. 3. UOM. select the Lines tab.1. You can only enter tax lines if your tax setup permits. Note: The Gross Total for the invoice lines must be the same as the Invoice Amount for the invoice header. To enter invoice lines. or the invoice will not pass validation. Possible types are: Item.
You can enter distributions in the following ways: • Automatically using a Distribution Set. • Manually in the Distributions Window. you can create distributions by allocation. If the Distribution Set defaulted from the invoice header. If the invoice is matched to a purchase order. automatic withholding tax lines. Review the Distribution Set for the line. You cannot enter distributions manually for the following types of invoice lines: purchase order/receipt matched lines. • Automatically by Matching to Purchase Order. the system . click Distributions. you can change the distribution set as required. Click Allocation Payment Schedules When you first save the invoice header. Then during Invoice Validation. • Manually by allocating charges. If you are entering a Freight or Miscellaneous line. Payables automatically schedules payment for each invoice based on the Payment Terms and Terms Date you enter for the invoice. Review the distributions by clicking Distributions. To manually enter distributions for the line.Enter distribution information for the line. prepayment applications/unapplications. or lines related to corrections. the distributions default into the invoice from the purchase order.
you can enter tax lines. For example. discount date. Payables calculates the due date as 30 days after the Terms Date. • Manually : If your tax setup permits. This recalculation is based on your most favorable available payment terms and start dates. If you enable the Recalculate Scheduled Payment Payables option. if an invoice has Payment Terms of Net 30. . 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.recreates the scheduled payments and overwrites any manual adjustments if: • The Recalculated Scheduled Payment Payables Option is enabled. and discount amount for each scheduled payment. You can assign default Payment Terms to a supplier. Payables uses the Payment Terms definition to calculate the due date. Tax Lines Enter tax lines for the invoice. You can enter tax lines: • Automatically : Click Calculate Tax and E-Business Tax determines the applicable taxes based on the invoice header and line information and calculates the appropriate tax lines and distributions.
If you are billed for an item over the amount and quantity tolerances you define in the Invoice Tolerance window. or you can match to purchase order receipts to ensure that you pay only for goods that you have received. 03/16/2009 . Payables automatically creates distributions for you and checks . which prevents payment. When you enter an invoice and match it. Oracle Payables ensures that you match only to purchase orders for the supplier on the invoice and that the purchase order and invoice currencies match. Purchase order matched invoices are invoices that you match to any of the following: • Purchase order shipments • Purchase order receipts • Purchase order receipt lines • Purchase order distributions Matching Invoices to PO Oracle Payables shares purchase order information from your purchasing system to enable online matching with invoices. Oracle Payables applies a hold to the invoice.Enter Invoices with Matched PO & Receipts Submitted by Anonymous on Mon.17:57 You can match Payables invoices to purchase orders to ensure that you pay only for the goods that you have ordered. You can match a single invoice to multiple purchase order shipments. Match your billed (invoices) items to the original purchase orders to ensure that you pay only for the goods or services you ordered. or you can match multiple invoices to a single purchase order shipment. during approval.
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.that the match is within the tolerance you define. Payables also updates the amount billed on the purchase order distribution(s). After you save the match. • Adjusting Purchase Order Matched Invoices • Invoice Matching : How and What .
Income Tax Type. and Account fields of a purchase order matched invoice distribution. 11/26/2009 . .11:01 • If you accidentally matched to the wrong purchase order shipments or distributions. • You can adjust the GL Date. or Oracle Payables will place holds on the invoice during approval. 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. If you add or reverse invoice distributions you must also change the scheduled payment amounts to match the new invoice total. 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.Adjusting Purchase Order Matched Invoices Submitted by Anonymous on Thu.
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. and enter information into either Quantity Invoiced or the Match . 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. • 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. enter the unit price for the incremental amount of the price correction. select Price Correction.
Amount field for each shipment you want to match .
05/17/2009 . Miscellaneous. This form is used only for querying PO/Receipt to be matched with Invoice) . Click on Match and Select Matching type(Item.01:35 1. 2.e. 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. even with Invoice Match Option as receipt you can use PO number in Find receipt for matching form. Freight.
Select the PO/Receipt and match it with the invoice and that will automatically creates the distribution for the invoice.1 You can match an invoice with a receipt if you have selected Recipt as the Invoice Match Option in PO shipmnet line else system 'll show the below error message . 3.3.
2 Select the correct PO/Receipt line for which invoice is being created and click on distribute if you want to match each distribution line or else click on match. System 'll automatically creates the invoice lines and distribution .3.
Verify the invoice lines and distributions.4. .
Allocation associates a charge with the cost of an item on a receipt. This allocation information is used to record the full cost of a receipt item if you use one of the Periodic Costing options available in Oracle Cost Management.Creating Distributions by Allocation Submitted by Anonymous on Sat. 05/16/2009 . In the Charge Allocations window.15:17 You can use the Charge Allocations window to automatically create freight or miscellaneous distributions. or you can prorate the charge amount across all selected distributions. You can either specify an exact amount to allocate to each distribution. . 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. The charge distributions you create are allocated Freight or Miscellaneous distributions.
• Allocation Concept • Payment Schedules Allocation Concept Submitted by Anonymous on Sat. one for $7. but not to the distribution for service.50. The Miscellaneous distributions have the same account as the Item distributions.50 and one for $2. 05/16/2009 . If you allocate a freight or miscellaneous charge to a distribution that has been matched to a receipt. 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. you want to allocate $10 of a miscellaneous charge to two Item distributions. one for $75 and one for $25. Payables creates a charge distribution and records the allocation. You cannot allocate Item. You can specify the freight amounts allocated to each invoice distribution. The new distribution has the same GL account as the distribution to which you allocate it. and to which distribution types you can allocate them. or Withholding Tax distributions to other distributions.For each selected distribution. This enables you to accurately record all costs associated with a receipt item. For example. then the charge is included in the cost of the item on the receipt. or miscellaneous charge that is associated with an invoice distribution. Payables creates two Miscellaneous distributions. After Payables creates the distribution you can update the account any time before the invoice is accounted.17:07 You can allocate charges other than the cost of goods to invoice distributions. Allocation records the amount of the tax. Prorate the Miscellaneous charge of $10 to the two Item distributions. . on a $110 invoice. Enter the $110 invoice and enter two Item distributions. freight. Prepayment. You allocate the freight cost to the computer and printer.
Miscellaneous. • Payables uses the Payment Terms definition to calculate the due date. Payment Schedules Submitted by Anonymous on Sat. The Recalculated Scheduled Payment Payables Option is enabled. if the amount of a Freight. Payables automatically schedules payment for each invoice based on the Payment Terms and Terms Date you enter for the invoice. and discount amount for each scheduled payment. During Invoice Validation. • You match a credit memo or debit memo to an invoice for the full amount of the invoice. • You create Freight or Miscellaneous distributions by allocating to other distributions. or Tax distribution is not fully allocated (either not allocated.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 miscellaneous charge allocations when it creates distributions in any other way. then Payables prorates the allocation to all eligible distributions on the invoice. For example.22:46 When you first save the invoice header. . discount date. the system recreates the scheduled payments and overwrites any manual adjustments if: 1. if an invoice has Payment Terms of Net 30. Payables does not automatically record freight. or 2. including: • You match a credit memo or debit memo to an invoice for less than the full amount of the invoice. Then during Invoice Validation. The Exclude Tax from Discount Calculation Payables option is enabled and you have made changes to the tax amount on the invoice. 05/16/2009 . Payables calculates the due date as 30 days after the Terms Date. or a corresponding distribution was reversed or deleted) and is not associated with a receipt.
This recalculation is based on your most favorable available payment terms and start dates. Use the Scheduled Payments tab to review or adjust dates and amounts of all payments. • If you enable the Recalculate Scheduled Payment Payables option. • Goods Received. . You can also schedule partial payments and place all or part of the scheduled payment on hold. for an invoice. System date on day of invoice entry. You can query the invoice to view the new Discount Amount in the Scheduled Payments tab. • Invoice. Invoice date. Invoice Validation will automatically recalculate the Discountable Amount and recreate the scheduled payments to reflect the new Discount Amount. • Invoice Received.• You can assign default Payment Terms to a supplier. The date you receive goods for invoices you match to purchase orders. The invoice Terms Date defaults from the supplier site Terms Date Basis option you select: • System. Payables will also recalculate your scheduled payments during Invoice Validation. including discount schedules. • 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. Date you receive an invoice.
If the invoice is over 10 days old. Payables pays the full invoice amount on the due date you specify. When you first save the header information for an invoice. You also define the payment terms to pay the full invoice amount if you have missed the discount date. the schedule payment includes a discount date and discount amount. 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. . 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. Discounts Payables uses payment terms you assign to an invoice to pay invoices at a discounted rate. 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. Payables uses the Discount Distribution Method you specify in the Payables Options window to credit the appropriate accounts. you may need to adjust the discountable amount by the prepayment application amount to ensure that the discount taken is not overstated. you can define payment terms to take a 10 percent discount if the invoice is paid within 5 days of the Terms Date. Note that if you apply a prepayment with a discount to an invoice due a discount. Payables automatically creates a scheduled payment.Important: You can manually adjust scheduled payments or use the Split Schedule functionality to adjust scheduled payments. The Recalculate Scheduled Payment Payables functionality will not overwrite those changes. you can modify the scheduled payment to include a discount. If you enter an invoice that does not have discount terms. then the Invoice Validation recreates the scheduled payments based on the new discountable amount. You can define discount payment terms that have Payables vary the discount amount depending on how old the invoice is. For example. then Invoice Validation will overwrite any manual scheduled payments changes. If the invoice uses discount payment. However. DISCOUNT RESTRICTIONS BANK CHARGES: You cannot use the Discount feature if you enable the Use Bank Charges Payables option. or a 5 percent discount if the invoice is paid within 10 days. You define discount payment terms in the Payment Terms window. If you take a discount.
If cancel was selected in the invoice action field. Click on ‘Find’ button b) Void the payment In the Payment window. Click ok. When invoice is accounted and paid: a) Query the related payment.Cancel Invoice Submitted by Anonymous on Tue. Navigate to Payments > Entry > Payments Click on ‘Flash light’ icon Enter query parameter to inquire the payment for voiding. a note appears for the cancelled invoice . select the payment and choose Action. Click ok and save the changes. d) A caution box will pop up to confirm cancellation of record. c) A caution box will pop up to confirm voiding the payment. In the payments action window. 02/23/2010 . 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. select ‘Cancel Invoices’ and press ‘OK’ button. 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.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. Click on ok.
For example. and/or invoices.Mixed Invoices Submitted by Anonymous on Fri.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. You can match to an invoice for $200. . 2. Enter all basic invoice information. Match to purchase orders. You can enter either a positive or negative invoice amount. and match to a purchase order for $100. enter a Mixed invoice Type. 05/22/2009 . you can enter an invoice for -$100 with Invoice Type Mixed. In the Invoice Workbench. To enter a Mixed invoice: 1.
Entering Credit/Debit Memos To enter a credit/debit memo: 1. 05/21/2009 .Credit and Debit Memos Submitted by Anonymous on Thu. Enter Immediate Payment Terms. . Enter a negative invoice amount and all basic invoice information. Credit/debit memos are netted with basic invoices at payment time. You can enter them manually or enter them automatically in one of the following ways: • Enter a skeleton Distribution Set. Enter distributions. 2. • Match to the original invoice you entered. In the Invoice Workbench enter either the Credit Memo or Debit Memo Invoice Type. if appropriate. Usually sent with a note explaining the debit memo.19:34 Enter a credit or debit memo to record a credit for goods or services purchased. • Credit Memo: Negative amount invoice created by a supplier and sent to you to notify you of a credit. • Debit Memo: Negative amount invoice created by you and sent to a supplier to notify the supplier of a credit you are recording.
If you match a credit memo to an invoice for the full amount of the invoice. 2. Other than the invoice amount and invoice number. You can match the credit memo to multiple invoices. and at different levels of detail. or you can allow Payables to allocate during Invoice Validation of the credit memo. a supplier sends you cash in lieu of a credit invoice. then no allocations are copied to the credit memo. You can pay the debit memo with a refund. 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. 3. 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. If you matched the credit/debit memo to a purchase order. or receipts to have Payables automatically copy the accounting information and create invoice distributions for the credit/debit memo. Matching Credit/Debit Memos to Purchase Orders and Invoices When you enter a credit/debit memo. you can perform the following task to enter a positive amount invoice to balance out the impact of the credit/debit memo. Alternatively. • 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. If you match a credit memo to only a portion of the invoice. Clearing a Credit You can clear a credit or debit memo you have entered and have been unable to include in a payment. match the new invoice to the purchase order to correct the purchase order information. if you entered a credit for -$10. if you receive a credit for items you returned to a supplier. . You can match to an invoice even if it is paid and posted. Create a zero amount payment at payment time to net the new invoice with the credit/debit and clear both from your Invoice Aging. you can match it to existing invoice(s). Enter a Standard type invoice for the positive amount of the credit/debit memo. then the allocations on the invoice are copied to the credit memo.• Match to a purchase order or receipt. For example. Payables calculates discounts on credit and debit memos if the following conditions are met: • You match them to invoices you paid using a discount. For example. Your available choices depend on whether the originating invoice was purchase order matched or not. For example. and you have already entered a debit memo. You can manually allocate credit memo distributions. To clear a credit that will not be used: 1. enter all of the same basic invoice information you entered on the credit/debit memo. purchase orders. enter a new invoice for $10.
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
you apply prepayments. you can print a Prepayment Remittance Notice. Otherwise.Applying Prepayments in the Invoice Workbench When you apply a prepayment to an invoice. When you apply a prepayment. Unless you specify a specific advance to apply. Payables will apply the amount of the application across the available Prepayment Item distributions. which you can send to the supplier. 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. or you can create or query the invoice and then select the Prepayment distributions you want to apply. available advances. You can partially apply a Prepayment distribution by applying only a portion of its available amount. up to the amount of the expense report. up to the application amount. then you must query the invoice and apply the prepayment to the invoice. or a certain maximum amount of advances. If you want to apply specific Prepayment Item distributions to the invoice. one specific advance Item distribution. to expense reports during expense report entry. also known as advances. one specific advance. Applying Prepayments to Expense Reports In the Expense Reports window. you can either create or query the prepayment and then select the invoice to which the prepayment will be applied. you can see all available prepayment Item distributions for the same supplier in the Apply/Unapply Prepayments window. starting with the first Prepayment Item distribution. You can specify whether you want Payables to apply to an expense report all outstanding and available advances. If you do . To apply a prepayment. Payables applies all outstanding. starting with the oldest.
then create invoices based on that template. When Payables creates recurring invoices. For example. the first day of the period in which the recurring invoice is created. . To enter recurring invoices. For expense reports entered in Internet expenses.17:02 You can enter invoices for periodic expenses for which you may not receive invoices. advances are applied during Expense Report Export if the Apply Advances Payables option is enabled. define a recurring invoice template. 05/22/2009 . then Payables applies available advance Item distributions. If the Terms Date Basis is set to anything else. once a week or monthly. Supplier Information : Supplier for which invoice 'll be created. The Terms Date depends on the Terms Date Basis setting at the supplier site. up to the amount of the expense report. Special Calendars and Term Date Basis: Determine the frequency of your recurring invoices. then the Terms Date is the same date that the recurring invoice was created. 2. the invoice date is the first date of the period in which the recurring invoice is created. consider how the due date will be determined when you define your special calendar. Payables applies all outstanding. available advances. starting with the one with the lowest distribution number. starting with the oldest. then the Terms Date is the invoice date.not specify an advance Item distribution to apply. Recurring Invoices can also be used to create debit memos. In addition. If the Terms Date Basis is System Date. such as rent. 1. Prerequisites Recurring invoices are affected by the following prerequisites. Recurring Invoices Submitted by Anonymous on Fri.
the withholding tax group defined on the template will be used as a basis for withholding from invoices created from a template. The sequence should be assigned to the . 3.3.1 Invoice Number: The invoice number. If the Payables System Option Setting for Apply Withholding Tax has been defined with either At Invoice Validation or Payment. Withholding Tax: If applicable. 3. Document Sequencing: If the Document Sequencing profile option is defined as Always Used or Partially Used. you must define a sequence as Automatic. the value will default from the supplier site or can be entered directly in the template.3.2.
the Purchase Order attributes will take precedence over the template. define a Distribution Set for default accounts. and line descriptions. or 4way. The invoice may also inherit the purchase order shipment or pay item descriptive flexfields if the Payables System Option setting for Transfer PO Descriptive Flexfield Information is set to yes. The invoice will also inherit the Descriptive Flexfields from the Distribution Set.1 Purchase Orders: You can use Purchasing Orders to plan for recurring invoices. This is important to evaluate when defining your template amounts to avoid matching holds on the resulting invoices. Attributes Inherited from the Purchase Order: While the Recurring Invoices Template may have several tax fields.2 Distribution Sets: If not using a purchase order. 3-way. For example. delivery channel. The invoices' line description will be inherited from the Distribution Set if one is defined. Blanket Purchase Orders: If you are using a blanket purchase order. The line amount to be distributed will be the invoice amount minus calculated tax. If the Distribution Set does not have a description. 5. define a Distribution Set to split a monthly recurring rent amount to different departments that share the rented space. 4. Payables calculates the quantity by subtracting the calculated tax from the amount then dividing it by the unit price. payment reason. Note that the Payment Method may also default based on a company policy. and payment reason comments. . bank charge bearer. the invoice will inherit the value for Line Description from the Recurring Invoices template. Payment attributes consist of pay group. Payment Attributes: By anticipating the attributes needed for payment and fiscal reporting of the recurring invoices. you can either define these on the Supplier Site for defaulting to the Recurring Invoice template or enter them directly on the template. 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. 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. distributions. The Match Approval Level can be 2-way. remit to bank account. to avoid errors. 4.Recurring Standard Invoices category for invoices and Debit Memo Invoices for debit memos. enter the revision number and verify it each time you create invoices from the template. payment priority. payment method. Quantity: If the purchase order shipment or pay item is quantity based.
enter the requester . If your approver requirements include the requester. 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 . 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.
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
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
Payables may default attributes from the Financial Options window. Payables notifies the originating application to respond to these actions. . Review these steps if you plan to use payment requests. If necessary. • Payment Method Controls • Payment Method Defaulting Rules • Payment Instruction and Report Formats • Payment Attribute Validations • Payment Process Profiles • Disbursement Option Oracle Payables Payables Options . Setting Up Payment Requests: There are no specific setup steps required to use payment requests. Oracle Applications Document Sequencing – Payment Request Document Category If the Sequential Numbering profile is set to Partially Used or Always Used. you cannot delete payment request or update payment request fields. you can cancel the payment request or void the payment. including Liability GL Account. and specify whether you want to manage payment requests separately from other payments. and Terms Date Basis. See: Oracle Approvals Management Approval Rules If you are using the Invoice Approval Workflow for payment requests. define the approval rules. Oracle Payments • You can use the following Oracle Payments setups to define custom payment methods for payment requests. Payment Terms. however. just as you would for an invoice. Financial Options Depending on how much information is provided in the originating application. ensure that you have assigned a sequence to the Payment Request document category. define defaulting rules.application and the payment request in Payables.Use Invoice Approval Workflow Enable the Use the Invoice Approval Workflow Payables Approval Option to approve payment requests using the workflow. Pay Group. Once you enter a payment request. the setup steps listed below do affect the payment request process.
period status 2. Invoice validation is a accounting event. messages. 3. Payables and Oracle Alert integrate to alert the appropriate accounts payable or purchasing staff when you or Payables place an invoice on hold. It creates/modifies the payment schdule on the basis of payment term and term date basis. Exception reporting in Oracle Alert is accomplished using either electronic mail or paper reports. even if you have not resolved the matching error condition. Then resubmit Invoice Validation to release the hold. 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. tax 3.Validation Submitted by Anonymous on Sat. 2. paid. It checks the supplier site to determine which invoice tolerance template to use. If no invoice tolerance template is specified. the Liability Account field cannot be updated. or changing the invoice tolerances. invoice matching option) 6. exchange rate 4.13:26 Before you can pay or create accounting entries for any invoice. matching(IMO. Invoice Validation checks the 1. 1. or created accounting entries for the invoice. tollerence Invoice validation does the following job 1. and message distribution to focus attention on time-sensitive or critical information and streamline the validation process. approved. Note: When the invoice is in a Validated state. . 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. You can review the validation status of an invoice online in the Invoice Overview window or the Invoices window. you can manually release certain invoice holds. If an invoice tolerance template is specified. so after the completion of it we can create accounting. even if you have validated. Authorized users can always correct an invoice. distribution information 5. 05/23/2009 . If an invoice has a hold. Oracle Alert also provides an integrated system of alerts. tolerance checking is not performed. 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. the Invoice Validation process must validate the invoice. 2. In the Invoice Holds tab.
• Online by using the Validate button in the Invoice Batches window. Invoice 3. • Batch by submitting the Payables Invoice Validation program from the Submit Request window. Invoice 1. Your invoice now matches the receipt and Payables releases the hold when you submit Invoice Validation. 5. 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 . 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. The order of the Invoice Validation process and Invoice Approval Workflow Program is based on the Approval Processing Sequence Payables option. For more information on submitting invoices for approval. The weighted average price of the invoice and credit memo now matches the purchase order shipment price. The third invoice is on matching hold because the quantity billed exceeds the quantity ordered. Invoice 2. Your receiving department receives the goods and records the receipt information. The first invoice is on matching hold because the quantity billed exceeds the quantity received. The second invoice is on matching hold because the invoice price exceeds the purchase order shipment price. A supplier sends a credit to correct the amount due on a previous invoice. For example. then we recommend that you select an option that validates before approving. If your approvers need to review tax details before they approve an invoice. Validation Example Invoice Validation places three invoices on matching hold. You increase your tolerance levels using the Invoice Tolerances window.4. You match the credit to the purchase order as a price correction and associate it with the invoice during the match. you might want to validate before you approve if you enter invoices that require the Invoice Validation process to create tax distributions for you. Use the Validate Related Invoices option in the Invoice Actions window to submit Invoice Validation for both the credit and the original invoice. Payables releases the hold when you resubmit Invoice Validation.
Before you can pay expense reports you must submit the Expense Report Export program which automatically creates invoices from the expense reports. but you cannot modify them. 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.16:59 Use the Expense Reports window in Payables to enter Payables expense reports for your employees . pay. To manage expense reports: . You can then use Payables to validate. • Expense reports submitted by your enterprise’s employees using Oracle Internet Expenses. You can also apply a hold to an expense report to prevent payment. and account for the invoices.Expense Reports and Credit Cards Submitted by Anonymous on Wed. You can apply advances and holds to expense reports that are from any source. • Expense reports entered in Oracle Projects and then transferred from Projects to Payables. If you do not purge expense reports. 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 cannot view expense reports in this window if they have been purged. 10/14/2009 . you can still view successfully imported expense reports in this window.
• 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: . 2. define expense report templates that model the different expense report formats your employees use and the rate and policy schedules that your enterprise uses. expense addresses. 4. For expense reports entered in Payables and Oracle Internet Expenses. and default expense accounts. 3.1. Supervisors. 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.
• Oracle Projects. • Oracle Internet Expenses. Review the Expense Report Export. Pay the invoices as you would any other invoices. all employees must be entered in the People window of Oracle Human Resources. correct any expense reports that caused exceptions and resubmit Expense Report Export. their locations. Submit Expense Report Export to create invoices and invoice distributions for the expense reports. . 7. 02/28/2010 . Enter employees. 8. • 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. 5. and their expense addresses in the People window. If there are exceptions. In the Payables Expense Reports window optionally apply holds and/or apply advances to the expense reports. Optionally modify or review Payables or Projects expense reports. 6. Submit the Employee Update Program to update employee-type supplier records with up-to-date name and address information from the employee record.• Payables. If Oracle Human Resources is installed.23:46 1.
Entering a basic expense report Submitted by Anonymous on Wed. 10/14/2009 . . 3. In the Send to field. or enter the employee number in the Number field. In the Expense Reports window. either enter the employee name in the Employee field. Define expense report templates that model the different expense report formats you receive. Optionally change the GL Account. 3. which defaults from the employee record. You control the default expense address in the Financials Options window.Enable the Create Employee as Supplier Payables option to automatically create suppliers from employees when you submit Invoice Import.2. . 2.17:44 1. Define the employee as a supplier by using either of the following methods: .Enter the employee as a supplier in the Suppliers window before submitting Invoice Import for expense reports. optionally change the location to which you want to send payment for the expense report.
Includes Tax. Save your work. then Payables does not import the expense report. and it will appear on reports. Enter the total Amount of the expense report. Expense Report Import . this indicates that receipts are not required for this expense report. 6. In the Date field. If the period ending Date is in a Never Opened accounting period. Either enter an Invoice Number. Payables creates invoice distributions from the item lines. Enter the expense report Template you want to use. For each Item line on the expense report. Optionally change the tax value in the Tax Code field associated with the item. Enter a Description of the expense report. Optionally update the GL Account. then you can adjust the Includes Tax check box. During Expense Report Export. The template also might provide default values for Type. Consequently. If the period ending Date is in a Closed period. This will become the invoice description. Tax Code. The template determines which items you can select. and GL Account. 7. Expense Report Restrictions UNIQUE INVOICE NUMBER. When you submit Expense Report Export you have the option to override this date. Expense Report Import uses the first day of the next Open or Future accounting period as the GL date. and Payables lists the expense report in the Exceptions section of the Expense Report Import Report. If you enable the Reviewed By Payables check box. or Payables will enter the invoice date or the expense report date as the Invoice Number. 5. The same invoice number cannot be used twice for the same employee. 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. DATE. 8. the Receipt Verified check box in the Expense Audit tabbed region becomes nonupdatable. enter the period ending date for 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. 9.4. If no open or future period is available then import will reject the expense report. Payables uses this date as the GL Date for invoice distributions created from the expense report. select the item and enter the item amount. If a default template is defined in the Payables Options window and the template is active. then Payables displays that default value. Payables will confirm that the sum of the item amounts matches this amount.
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. .
and create payments automatically • Print checks online • Choose from different payment method options including checks. 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. 10/22/2009 .16:58 Oracle Payables provides a variety of features for fast. 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 . controlled payment processing. using a wide variety of criteria. EDI.Payments Submitted by Anonymous on Thu. electronic funds transfer (EFT).
• Computer-Generated Payments Future Dated Payments .Manual payment Manual Payment • Recording Stop and Void Payments • Refunds .
change the payment document number. To create a computer-generated payment. and print it later. which defaults to the next available number. the invoices must have check as their payment method and have the same currency as the payment. uncanceled. • You can.17:37 You can create and print a computer-generated payment to pay a supplier for one or more invoices. 2. 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. change the payment currency if you are using a multicurrency bank account with a multicurrency payment document. and the bank account must have at least one payment document that uses computer-generated or combined disbursement type. optionally. The bank account must have at least one payment document that uses computer-generated or combined disbursement type. • How to Select Invoices to Pay (N) Payments—>Entry—>Payments (B) Enter/Adjust Invoices 1. optionally. . format and print the check. The invoices must have Check as their payment method and must have the same currency as the payment. save it.Computer-Generated Payments Submitted by Anonymous on Fri. Optionally. click Enter/Adjust Invoices to select approved invoices that are not on hold. • The payment date must be in an open or future period. create a check. 3. Select the invoices that you want to pay. click Actions to navigate to the Payment Actions window. 10/23/2009 . you must enable the Allow Online Print Payables option. and without holds. you cannot predate a computer-generated payment. In the Payments window: • You can. the invoices must be approved. • Unless you enable the Allow Pre-Date Payables option. From the Payments window.
10/23/2009 .16:37 .Manual payment Submitted by Anonymous on Fri.Future Dated Payments .
1. The bank disburses funds on the maturity date the supplier specified on the payment notice. enter Future Dated in the Payment Method field. 5. enter Manual Future Dated in the Payment Method field. 4. 3. In the Payments window. 10/23/2009 . Your bank sends you payment reconciliation information. The following are two examples of manual payments: • Handwritten checks • Wire . Return the payment notice to the supplier. The supplier submits the payment request to the bank.If you manually created a future dated payment that you want to record.If you use the payment document your supplier sent you and do not create a payment document.14:55 A manual payment is a payment that you create outside of Oracle Payables. Enter a maturity date. Manual Payment Submitted by Anonymous on Fri. 2. . . 6. record the invoice payment as a manual payment. 7. Make certain the invoice that you want to pay is fully approved.
optionally. Enter the payment document number. you can record the payment within Oracle Payables and update the invoices that you paid. • The bank account must have at least one payment document that uses the recorded or combined disbursement type. Enter the supplier site. change the payment currency. Select a payment document name. Enter either the supplier name or number. 4. Recording a Manual Payment How to Initiate a Manual Payment 1. 3. • The invoice you paid must be approved. 9. Select the bank account you use for the payment. select Manual. . uncancelled. 6. 2. Enter the payment date. With a manual payment. You can record a single payment for multiple pay alone invoices. 7. Enter the payment amount. 8. and must have the same currency as the payment. without holds.After making the payment through handwritten check/wire. Prerequisites for processing manual payments in Oracle Payables are: • Create the payment outside of Payables. You can record payment for invoices that are associated with any payment method type except EFT. you can override some payment controls of Oracle Payables. 5. If you are using a multiple currency bank account with a multiple currency payment document. In the Type field.
When you pay using this method. To record a manual payment. and select the Pay in Full check box to open the Payments—Pay in Full 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. from the Payment window. and you omit the invoice selection step you would perform if you were to create the payment in the Payment Workbench. If necessary. In the Payments window. 3. 3. Oracle Payables automatically enters most of the payment information for you.10. From the Payments window. create a check. 4. click Enter/Adjust Invoices to select approved invoices that are not on hold. and print it later. To pay a portion of an invoice. you can generate a manual payment or a Quick payment. select the relevant invoices from the Invoices window. select the invoice from the Invoices window. To create a computer-generated payment. How to Select Invoices to Pay 1. enter or adjust other information. and select one or more scheduled payments. 2b. 2a. Select as many approved invoices as will fit on a single check stub. 2. Make certain the invoices that you want to pay are fully approved. clickActions to navigate to the Actions window. click Actions to navigate to the Payment Actions window. save it. To pay an invoice or scheduled payment from the Invoice Workbench: 1. Enter the bank account from . choose Quick or Manual for the payment type. Click Pay to pay the selected payments. To pay one or more invoices in full. click Scheduled Payments. save your work at this point and you are done. Optionally. format and print the check.
continue with Step 6. 10/24/2009 . Click Scheduled Payments. 4. Oracle Payables records the payment and updates the invoices as paid. optionally. 5. 5. 7. To split a scheduled payment. optionally. and create any new scheduled payments. select the invoice from the Invoices window. Save your work. and then click Split Schedule. Click Actions to navigate to the Payment Actions window. 2.which you want to make the payment. 4. 6. If you are creating a manual payment. enter or adjust other information in the Payments window. save your work to complete the payment. 6. Oracle Payables records the payment and updates the invoices as paid.00:19 . To pay a portion of an invoice. print the check. Make certain the invoices that you want to pay are fully approved. Adjust the dates as appropriate and. Make any updates to unpaid scheduled payments. If you are creating a quick payment. 3. Oracle Payables creates an additional scheduled payment with the net amount due. 7. If necessary. apply a hold to the scheduled payment. Format and. update the amount. Scheduling Payments from the Invoice Workbench 1. and enter the payment document you want to use. Recording Stop and Void Payments Submitted by Anonymous on Sat. Oracle Payables automatically enters the remaining fields for you. Save your work.
Find the payment online. In the Payments window. and click Actions. select Initiate Stop. select the payment.Recording Stop Payments (N) Payments—>Entry—>Payments (B) Actions 1. In the Payment Actions window. . 2.
payment document. 4 Save your work. 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. 3 Click OK to have Oracle Payables release the stop on the payment and reset the status to Negotiable. select Release Stop. Use the Stop Payments Report to review all current stop payments. Click OK to have Oracle Payables update the payment status to Stop Initiated. 2 In the Payment Actions window. Oracle Payables does not list any stop payments that were initiated but then released or voided at a later time. Save your work. 4. Voiding Payments (N) Payments—>Entry—>Payments (B) Actions . bank account. select the payment and click Actions. and document number.3. In the Payments window. 5.
Because you cannot reverse a void payment. and the status of the paid invoices is then reset to Unpaid. You determine when you withhold taxes by the Apply Withholding Tax option you select in the Payables Options window. You can review these invoices in the Invoice Workbench. Oracle Payables automatically reverses the following: • The accounting and payment records. • 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. before recording it have the uncashed payment document you want to void in your possession. Your general ledger will then have the correct information. then Payables automatically creates a negative (reversing) invoice for the tax authority supplier to offset the amount of the tax withholding invoice. 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.When you void a payment. .
change the void date and the GL date you want Oracle Payables to use for the accounting distributions.To apply a hold to the related invoices. then click OK to have Oracle Payables void the payment document. Save your work. select Hold for the invoice action. optionally. and from the Payments window.How to Void Payments 1. 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. The invoices will be available for payment on a new payment document.To cancel all related invoices and reset their amounts to zero. Oracle Payables prevents you from voiding negotiable payments using this window. 3. 2. and select a Hold Name in the Hold window. Click OK to have Oracle Payables void the payment document and cancel the related invoices. select None for the invoice action. reset the status of the related invoices to Unpaid. To query the bank. Click Payment Documents to navigate to the Payment Documents window. and click Actions. Click OK to have Oracle Payables void the payment document. select Cancel for the invoice action. 1.To change to Unpaid the status of the related invoices. select Void. . 2. . and apply the hold you selected to the related invoices. . Click Hold. In the Payment Actions window. Find the payment online. and query the bank account in the Bank Accounts window. . Review and. choose Bank Accounts. select the payment.
Void Payment Restrictions: INVOICES PAID BY ANOTHER PAYMENT: When you void a payment. 5.3. when you choose Cancel Invoice. PREPAYMENTS: You cannot void payment on a payment document that pays a prepayment that you have applied to an invoice. In the Additional Information region. instead of cancelling the invoice. You can release the hold manually in the Invoice Holds window. You must first unapply any prepayments. choose Void Unused Documents. These documents will no longer be available for use. Save your work.11:31 . you cannot cancel a related invoice if it was partially paid by a second payment. and then you can void the payment. 4. Instead. 02/23/2010 . CLEARED PAYMENTS: You cannot void a payment that the bank has already cleared. Enter the range of documents you want to void. • Voiding and Reissuing Quick Payments Voiding and Reissuing Quick Payments Submitted by Anonymous on Tue. the system applies an ”Invoice Cancel” hold to the invoice for your reference. and enter a void date. CANCELLING ASSOCIATED INVOICES: If you attempt to cancel an invoice that has been partially paid by another payment by using the Cancel Invoice Action. This hold is manually releasable. Payables applies an Invoice Cancel hold to the invoice.
• The payment is a Quick payment. Enter the Payment Date. 3. To void and reissue a Quick payment: 1. Find the Quick payment online. and from the Payments window select the payment and choose Actions. Prerequisites • Enable the Allow Void and Reissue Payables option.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. If a check you generate is spoiled. Review and optionally update the void dates. 2. you can void the original payment and automatically reissue payment of the same invoices. • The payment method of the invoices paid is Check. Payables automatically selects Void for you. In the Payment Actions window select Reissue. . confirm the New Check Number and optionally record a Voucher Number. Load and properly align your payment document in the printer. • The payment is not a future dated payment. Note: You cannot use this option for future dated payments.
Choose OK to have Payables void the selected Quick payment and create a new Quick payment document to pay the invoices. and apply it to the invoice and credit memo. Refunds for Prepayments . When you record a refund. You can take discounts on payables documents you pay with a refund. you can record the refund in Payables. Refunds Submitted by Anonymous on Sat. which consists of a credit memo of $250 and an unpaid invoice of $150. Payables debits either your cash or cash clearing account and credits either your expense or liability account. and gives you a complete supplier transaction history. After you apply the refund. If required we can again create a reissue against the newly generated payment document. A refund closes out an outstanding credit balance. After Reissue After reissue the stauts of the payment document changes to void and a new payment document with a different number is created. and you have no outstanding documents for the supplier. 10/24/2009 . For example.13:27 When a supplier or employee sends you a refund for an invoice payment you have made. the invoice and credit memo are recorded as paid.4. You enter a $100 refund (a $100 negative payment). Note: If you withhold taxes at payment time. depending on whether you use cash or accrual accounting. 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. The credit balance can consist of the outstanding balance of any combination of the following documents. Oracle Payables does not automatically withhold taxes if you pay with a refund. The supplier sends you a $100 refund for the credit balance. suppose you want to stop doing business with a supplier. You have an overall $100 credit balance with the supplier. so you are actually making a negative payment for a credit balance.
The Payables documents you select must be in the same currency as the refund currency. a refund for a deposit or repayment of a travel advance. for example. you can query it in the Invoices window. if applicable. You can then pay the debit memo with the refund. set up a cash clearing account. Entering Refunds Use the Payments window to record a refund payment for one or more outstanding Payables documents. If you know the credit or debit memo you want to pay. This enables you to close an open credit balance and maintain a full transaction history for the supplier. You can identify negative supplier balances by submitting the Accounts Payable Trial Balance Report with the parameter Negative Balances Only set to Yes. and then choose the Pay button. choose the Scheduled Payments tab. and the sum of the documents you select must equal the amount of the refund. enter an invoice and apply the prepayment to it. This can be the same bank account you use to make payments. Set up the appropriate cash account and. . Prerequisite Set up the bank account in which you will deposit the refund. If you receive a refund for a prepayment. Recording Refunds for Invoices When a Credit Balance Exists You pay debit balance with refunds in the Payments window. Enter a debit memo for the invoice.You may receive refunds from suppliers for prepayments you have made to them.
Select the debit memo in the Invoices window. set up a cash clearing account. Trading Partner. Click Actions. Enter a Bank Account. Enter any other relevant information. To record a refund when a credit balance does not exist: 1. 2. Payment Method. Click Enter/Adjust Invoices. and Document Number. The Payments window opens. Select any combination of positive and negative amount invoices. . Set up the appropriate cash account and. if applicable. for an applied prepayment. 3. Recording Refunds When No Credit Balance Exists Your supplier may send you a refund when no credit balance exists. Prerequisite Set up the bank account in which you will deposit the refund. choose the Invoice Overview button. Bank Account. Enter and validate a debit memo for the refund amount. To see additional information about any invoice. For each invoice. 4. In the Payments window. Payables records the refund and updates the status of each selected invoice to Paid. This can be the same bank account you use to make payments. Select the Pay in Full option. You can record it by entering a debit memo and paying it with a refund. Save your work. enter a negative value in the Payment Amount field.Recording a refund when a credit balance exists: 1. enter the amount that you want to pay with the refund. 3. Enter any other relevant information. The Select Invoices window opens. Payables records the refund and updates the debit memo status to Paid. Payment Date. and Document Number are required fields. 2. Save your work. for example. Query the supplier's unpaid or partially paid invoices that are in the same payment currency as the refund currency. Payment Date.
Accounting in Payables Submitted by Anonymous on Mon. If you post entries in Oracle General Ledger. you can view the accounting entries in the following windows in Payables: • View Accounting Lines. You can create accounting entries for invoice and payment transactions in Payables. depending on where you are in the application when you navigate to the window. invoice batch.15:06 Now in release 11i. In this window you can update accounts on any accounting entries that were created with invalid accounts. 10/26/2009 . You can create accounting entries by submitting a batch program(Payables Accounting Process). From the interface. or payment batch. After you create accounting entries. payment. After Payables creates accounting entries. which also appears with the following names. – View Invoice Accounting – View Payment Accounting • Update Accounting Entries. Payables also creates any necessary encumbrances or encumbrance adjustments for the invoice. You can view encumbrances in the View Encumbrances window • Accounting Events Creating Accounting Entries in Payables Transferring Accounting Entries to Your General Ledger Viewing Accounting Entries . Or you can create accounting entries from the transaction window for a specific invoice. If you use budgetary control. you can create journal entries and transfer them to your general ledger for posting. you can submit the Payables Transfer to General Ledger Program to transfer them to an interface. Each transaction that has accounting impact is called an accounting event. Oracle Payables creates and stores accounting entries in the subledger. then when you account for an invoice. you can drill down from a journal entry line to the accounting entry or transaction in Payables.
during accounting for the invoice event. unless there is a specific reference to cash basis accounting. if necessary. then Payables creates liability entries to offset each distribution on the invoice. After an accounting event completes. when you submit the accounting process for an invoice event. If the invoice is purchase order matched. either balancing segment or account. • If you do not use Automatic Offsets. It builds the liability account based on your automatic offset method. • If you use Automatic Offsets. The following is the complete list of the accounting events in Payables. the system creates a single liability entry for the invoice liability account. 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. If you use cash basis accounting. then Payables also records encumbrances for any invoice price variance or exchange rate variance. The two document classes in Payables are invoices and payments. Payables creates or adjusts encumbrances. In addition. These descriptions assume that you use accrual basis accounting.16:12 An accounting event is a Payables transaction that has accounting impact. Invoice Event The invoice event occurs when the Invoice Validation process successfully validates a new invoice. listed by document class.Accounting Events Submitted by Anonymous on Mon. but Payables will create no accounting entries. you can create accounting entries for it by creating accounting entries for the category or document class that includes the event. . Accounting entries for this event are created for the accounts on each invoice distribution. 10/26/2009 . and the liability account of the invoice. Payables will update the status to accounted.
It reverses any accounting entries that were recorded for the prepayment application. This event accounts for the new. Since this is an invoice event. Payables will also record any gains and losses if you account for gains and losses at payment issue. if you adjust the invoice. The accounting date for this event is the GL Date on the invoice distribution. Note that if an invoice has distributions with different GL Dates. • If you use accrual basis accounting. Payables groups the other distributions by GL Date and accounting for these groups of distributions are recorded for separate accounting events. negative amount distributions (reversals) that are created when you cancel an invoice. The accounting date for this event is the GL Date on the invoice distribution. Note that if the invoice is paid and the payment has already been accounted. Invoice Cancellation Event This event occurs when you cancel an accounted invoice. Prepayment Unapplication Event This event accounts for the unapplication of a prepayment. the system will not automatically adjust the payment accounting entries. The accounting date for this event is the GL Date on the Prepayment type invoice distribution. This event credits the prepaid account for the amount of the application. . The accounting date for this event is the GL Date on the Prepayment type invoice distribution. the earliest GL Date will be used when accounting for the invoice event.For the invoice event. and Payables will record the distributions with the later GL Date as an invoice adjustment event. 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. Payables creates entries to relieve the liability of the invoice accounting entries. Prepayment Application Event This event accounts for the application of a prepayment to an invoice. the accounting date is the GL Date on the invoice distribution. Payables will not account for a payment until the paid invoices are accounted. This event reverses all existing accounting entries for the invoice. and debits the liability account because the prepayment was a payment on the invoice. Payment Event Accounting entries for this event record payment of an accounted invoice. cash basis accounting will not account for it until you pay the invoice.
If the payment date is in a closed period. including future dated payments. then accounting entries for this event credit the cash clearing account. and records any gains or losses for the newly selected invoices. then the GL Date is the first day of the next open period. For payments. For future dated payments. The accounting date for this event is the maturity date on the future dated payment. 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. Payment Adjustment Event A payment adjustment event occurs when you change the invoices recorded on a Manual payment. Accounting entries for this event debit the future dated payment account. then accounting entries for this event credit the cash account. accounting entries for this event credit the Future Dated Payment Account from either the payment document or the supplier site. • If you also account for payments at payment clearing. • If you account for payments only at payment issue. If you account for payments only when they clear. Payables also reverses any gains or losses for the originally paid invoices. 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. 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. For the newly selected invoices. the accounting date for this event is the payment date. After a future dated payment matures. this event might also create discount or rounding entries. but instead records the payment during the payment clearing event. Based on your system setup and the transaction details. • If you account for payments at both issue and clearing. 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. accounting for the payment event creates entries for the accounts on the paid invoice distributions. 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.• For cash basis accounting. then Payables does not record any entries for the payment event. the entries reverse the invoice liability that the payment had relieved. then accounting entries for this event credit the cash account. depending on your Payables option. the accounting entries for this event relieve the liability accounts in the amount of the payment.
then when you account for 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. For payments the accounting date for this event is the payment date. and negative amount bank errors. Payables creates accounting entries for this event only if the Account for Payment When Payment is Issued option is enabled in the Payables Options window. then the GL Date is the first day of the next open period. then accounting entries for this event debit the expense account. . you may have accounting entries for gains. Also. then accounting entries for this event debit the liability account. then accounting entries for this event debit the cash clearing account. Accounting entries for this event credit the cash account. losses. The accounting date for this event is the Clear Date you enter in Oracle Cash Management. This event reverses accounting entries for the payment. • If you account for payments both at issue and clearing. 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. The accounting date for this event is the void GL Date on the payment. Payment Clearing Event This event occurs when you either clear or reconcile a payment in Oracle Cash Management. Payment Cancellation Event This event occurs when you cancel (void) a payment. If the payment date is in a closed period. • If you account for payments only at clearing. Payment Unclearing Event This event occurs when you either unclear or unreconcile a payment in Oracle Cash Management. bank charges.Payables creates accounting entries for this event only if the Account for Payment When Payment is Issued option is enabled in the Payables Options window. – and you use cash basis accounting. The accounting date for this event is the GL Date on the uncleared payment. – and you use accrual basis accounting. If the void GL date and the payment date are different. Note that positive amount bank errors are recorded through Oracle Receivables. you will get both a payment event and a payment cancellation event. Accounting entries for this event reverse the accounting entries that were recorded during the payment clearing event.
you can update any accounting entries that were created with invalid accounts. Payables produces the Accounting Entries Audit Report and Accounting Entries Exception Report.09:24 You can create accounting entries for Payables accounting events in two ways: • Submit the Payables Accounting Process. After the process completes. you can view the new accounting entries in the View Accounting Lines window. 11/24/2009 . Payables Accounting Process Submit this batch process to create accounting entries in Payables.Creating Accounting Entries in Payables Submitted by Anonymous on Tue. The exception report lists any transactions that accounted with errors. • Create accounting entries for a single transaction or batch. In the Update Accounting Entries window. Payables Accounting Process Report Use this report to review accounting entries created by the Payables Accounting Process. After the process is complete. The report has two sections: .
the report is organized by journal category. in detail or summary. Assigned to journal entries originating from payment accounting events. Payment ReconciliationEvents belong to the Payments Document Class.• Accounting Entries Audit Report. The Accounting Entries Exception Report is generated only when the accounting process encounters entries that fail validation. Oracle General Ledger associates each of your accounting entries with a journal entry category. 3. If this condition is encountered. 1. Invoice Accounting Events belong to the Invoice Document Class. 11/25/2009 .13:01 .Payment Accounting Events belong to the Payments Document Class. Payments. Assigned to journal entries originating from invoice accounting events. Assigned to journal entries originating from payment reconciliation events. Purchase Invoices. a listing of accounting entries created by the accounting process. • Accounting Entries Exceptions Report. Transferring Accounting Entries to Your General Ledger Submitted by Anonymous on Wed. Note that while the Payables Accounting Process is submitted for a document class. There are three journal entry categories for Oracle Payables transactions. The audit report provides. then the transaction remains unaccounted. 2. The exception report lists in detail all accounting entries that were created with an error status and a description of that error. please contact Oracle Support for technical assistance. excluding payment reconciliation events. This category is used to indicate the purpose or nature of the transaction. Reconciled Payments. Attention: If you see an entry that has a fatal error.
headers. You can submit Journal Import either when you submit the transfer program. you can drill down to the related accounting entries or transactions in Payables. read the Multiple Reporting Currencies in Oracle Applications manual for information on transferring accounting entries when you use the Multiple Reporting Currency feature. so you can continue to review them in Payables. after you post journal entries in Oracle General Ledger.After you create accounting entries in Payables. you can use the data in the GL interface to create and post journal entries in your general ledger. submit the Payables Transfer to General Ledger program to send invoice and payment accounting entries to the general ledger interface. You can then post these journal entry batches. or separately. Payables retains the accounting entries. after the transfer process completes. If you use Oracle General Ledger. then you can submit Journal Import. Also. which uses the data in the GL interface to create unposted journal entry batches. and lines. . headers. and lines within General Ledger to update your General Ledger account balances. If you do not use General Ledger. If you use the Multiple Reporting Currencies feature.
You open this window from one of the following places: Payments window. This window limits you to viewing payment accounting entries. Update Accounting Entries window. This window limits you to viewing invoice accounting entries.. Payables includes the following windows that you use to view accounting entries: • View Accounting Lines. You can view the detail accounting lines for the queried transaction in the form of a balanced accounting entry (i. the window title and the data that you see in the windows vary. . Depending on how you open the window. Update Accounting Entries window. or view summarized accounting for each account in the Activity Summary window. You can navigate to this window from the Navigator. • View Payment Accounting.Viewing Accounting Entries Submitted by Anonymous on Wed. 11/25/2009 .12:37 You can view accounting entries in the view accounting entries windows. Use these features to see how a transaction affects the account balances in your general ledger. You can also view the detail accounting as t–accounts in the T Accounts window. or drilling down from Oracle General Ledger. You open this window from one of the following places: Invoices window. • View Invoice Accounting. or drilling down from Oracle General Ledger. debits equal credits).e.
Automatic Offsets 7. Period Close 2. Enter Period Name and submit the report.09:10 1. Petty Cash Funds • Month End Close and Reconciliation Month End Close and Reconciliation Submitted by Anonymous on Wed. 02/23/2010 . run: a) Account Payable Trial Balance Report For the month just closed. AuditTrail 3.Other Topics Submitted by Anonymous on Tue. Interest Invoices 5. 2. For the previous month. Run the ‘Invoice Validation’ program for all parameters . Automatic Withholding Tax 6. Intercompany Accounting 10. Budgetary Control and Encumbrance 9. 6.18:40 This topic describes the following specialized features in Payables: 1. resolve the issue and remove the hold.This will validate all the invoices entered in the Operating Unit. 4. run: a) Posted Payment Register b) Posted Invoice Register c) Account Payable Trial Balance Report . Run ‘Unaccounted Transactions Report’ program to find out any unaccounted transaction for the period. If there is any invoice on hold. 5. 02/24/2010 . Run the program ‘Expense Report Import’ program. 3. Run 'Payable Accounting Process'. Automatic Tax Calculation 8. Positive Pay Integration 4. Submit the program with default parameters. Run the ‘Invoice On Hold Report’ for the period to verify if any invoice is put on hold.
9.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 . 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. 8. The grand totals should match with AP Trial Balance Report.
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