Accountspayableinstructorguide1 131028165220 Phpapp02 PDF

Accounts Payable
Instructor Guide
Table of Contents
R11i Overview of Issuing Payments.....................................................................................1-1

R11i Overview of Issuing Payments ...................................................................................1-2
Objectives ............................................................................................................................1-3
Agenda.................................................................................................................................1-4
Product Integration ..............................................................................................................1-5
Oracle Payables Integration.................................................................................................1-6
Overview of Oracle Payables ..............................................................................................1-9
Five Major Processes...........................................................................................................1-10
Oracle Payables Processes...................................................................................................1-11
Flow of Default Values........................................................................................................1-12
Review Question .................................................................................................................1-13
Answer to Review Question ................................................................................................1-14
Issuing Payments: Overview ...............................................................................................1-15
Payment Features.................................................................................................................1-16
Oracle Payables Payment Methods .....................................................................................1-18
Future-Dated Payments .......................................................................................................1-19
Using the Workbench Model...............................................................................................1-20
Using the Payment Workbench ...........................................................................................1-21
The Payment Workbench: Payment Batch Sets..................................................................1-22
The Payment Workbench: Payment Batches......................................................................1-23
The Payment Workbench: Payment Overview and Payments............................................1-24
Demonstration .....................................................................................................................1-25
Review Question .................................................................................................................1-26
Manual Payments ................................................................................................................1-28
Demonstration .....................................................................................................................1-29
Single Computer-Generated Payments................................................................................1-30
Paying Invoices from the Invoice Workbench.....................................................................1-31
Record Refunds ...................................................................................................................1-32
Payment Batches .................................................................................................................1-33
Payment Batches: Overview of the Steps ............................................................................1-34
Oracle e-Commerce Gateway Payments Overview............................................................1-35
Payment Batch Sets .............................................................................................................1-36
Demonstration .....................................................................................................................1-37
Review Question .................................................................................................................1-38
Payment Inquiry ..................................................................................................................1-40
Demonstration .....................................................................................................................1-41
Stopping and Voiding Payments .........................................................................................1-42
Accounting for Payments ....................................................................................................1-43
Demonstration .....................................................................................................................1-45
Payment Reconciliation with Oracle Cash Management....................................................1-46
Summary..............................................................................................................................1-47
Generating Payments ............................................................................................................2-1
Generating Payments...........................................................................................................2-2
Course Objectives................................................................................................................2-3
Agenda.................................................................................................................................2-4
Overview of Generating Payments in a Payment Batch ......................................................2-5
Agenda.................................................................................................................................2-6
Payment Batches .................................................................................................................2-7
Initiating Payment Batches ..................................................................................................2-8
Finding a Payment Batch.....................................................................................................2-10
Copyright © Oracle Corporation, 2001. All rights reserved.
Accounts Payable Table of Contents

i
Demonstration .....................................................................................................................2-11
Review Questions ................................................................................................................2-12
Answers to Review Questions .............................................................................................2-13
Payment Batch Templates ...................................................................................................2-14
Demonstration .....................................................................................................................2-15
Modifying Payment Batches................................................................................................2-16
Demonstration .....................................................................................................................2-17
Formatting Payments...........................................................................................................2-18
Demonstration .....................................................................................................................2-19
Confirming Payment Batches ..............................................................................................2-20
Assigning Status Types to Documents ................................................................................2-21
Demonstration .....................................................................................................................2-22
Practice Overview................................................................................................................2-23
Practice Instructions ............................................................................................................2-24
Agenda.................................................................................................................................2-30
Payment Batch Sets .............................................................................................................2-31
Creating Payment Batch Sets...............................................................................................2-32
Initiating Payment Batch Sets..............................................................................................2-35
How Payables Creates a Payment Batch Name ...................................................................2-36
Payment Batch Set Restrictions...........................................................................................2-37
Demonstration .....................................................................................................................2-38
Agenda.................................................................................................................................2-43
Overview of Electronic Payment Options ...........................................................................2-44
Creating Electronic Payments without Oracle's e-Commerce Gateway ..............................2-45
Prerequisites for Processing Electronic Payments ...............................................................2-46
Creating Electronic Payments Using Oracle's e-Commerce Gateway.................................2-47
Prerequisites for Using Oracle's e-Commerce Gateway ......................................................2-48
Using Oracle's e-Commerce Gateway .................................................................................2-49
EDI Outbound Payment File ...............................................................................................2-50
Creating EDI Payment Batches ...........................................................................................2-51
Review Question .................................................................................................................2-52
Summary..............................................................................................................................2-54
R11i Implementing Payments...............................................................................................3-1
Oracle Payables Release 11i................................................................................................3-2
Objective .............................................................................................................................3-3
Course Agenda ....................................................................................................................3-4
Cash Control Features .........................................................................................................3-5
Course Agenda ....................................................................................................................3-6
Defining Pay Groups ...........................................................................................................3-7
How to Define Pay Groups..................................................................................................3-8
Course Agenda ....................................................................................................................3-9
Assigning Payment Priorities ..............................................................................................3-10
How to Assign Payment Priorities.......................................................................................3-11
Demonstration .....................................................................................................................3-12
Course Agenda ....................................................................................................................3-13
Defining Payment Terms.....................................................................................................3-14
How to Define Periods That Payables Uses for Payment Terms.........................................3-16
How to Define Payment Terms ...........................................................................................3-17
Taking Invoice Discounts ....................................................................................................3-18
Discount Reports .................................................................................................................3-19
Demonstration .....................................................................................................................3-20

ii
Course Agenda ....................................................................................................................3-21
Assigning Pay-Alone Status ................................................................................................3-22
Practice 1 .............................................................................................................................3-23
Practice 1 Solutions .............................................................................................................3-24
Course Agenda ....................................................................................................................3-25
Defining Banks....................................................................................................................3-26
How to Enter Bank Information ..........................................................................................3-29
How to Define Bank Accounts ............................................................................................3-30
Defining Bank Accounts for Your Suppliers.......................................................................3-32
Course Agenda ....................................................................................................................3-33
Defining Payment Documents for Bank Accounts..............................................................3-34
Oracle Payables Payment Document Disbursement Types ................................................3-35
Setting Up Custom Payment Programs ...............................................................................3-36
Setting Up Custom Payment Formats..................................................................................3-37
Practice 2 .............................................................................................................................3-38
Demonstration .....................................................................................................................3-40
Review Question .................................................................................................................3-41
Review Question Solution ...................................................................................................3-42
Course Agenda ....................................................................................................................3-43
Setting Up Financials Options for Payments .......................................................................3-44
Demonstration .....................................................................................................................3-45
Course Agenda ....................................................................................................................3-46
Setting Up Payables Options for Payments .........................................................................3-47
Setting Up Supplier Payables Options.................................................................................3-49
Demonstration .....................................................................................................................3-50
Course Agenda ....................................................................................................................3-51
Setting Up Future-Dated Payments .....................................................................................3-52
How to Set Up Future-Dated Payments...............................................................................3-53
Demonstration .....................................................................................................................3-54
Review Question .................................................................................................................3-55
Course Agenda ....................................................................................................................3-57
Setting Up Oracle Payables to Work with Oracle Cash Management.................................3-58
Summary..............................................................................................................................3-59
R11i Overview of Supplier Invoicing ...................................................................................4-1
R11i Overview of Supplier Invoicing..................................................................................4-2
Course Agenda ....................................................................................................................4-4
Product Integration ..............................................................................................................4-5
Oracle Payables Integration.................................................................................................4-6
Overview of Oracle Payables ..............................................................................................4-9
Five Major Processes...........................................................................................................4-10
Oracle Payables Processes...................................................................................................4-11
Flow of Default Values........................................................................................................4-12
Review Question .................................................................................................................4-13
Suppliers: Overview ............................................................................................................4-15
How Oracle Products Use Supplier Information ................................................................4-16
Entering Invoices: Overview ...............................................................................................4-17
Entering Invoices.................................................................................................................4-18
Using the Workbench Model...............................................................................................4-20
Using the Invoice Workbench .............................................................................................4-21
The Invoice Workbench: Invoice Batches...........................................................................4-22
The Invoice Workbench: Invoices.......................................................................................4-23
The Invoice Workbench: Distributions................................................................................4-25

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Demonstration .....................................................................................................................4-26
Review Question .................................................................................................................4-27
Oracle Payables Invoice Types............................................................................................4-29
Demonstration .....................................................................................................................4-31
Interest Invoices...................................................................................................................4-32
Invoice Distribution Types ..................................................................................................4-33
Other Invoice Distributions .................................................................................................4-35
Allocating Freight, Tax, and Miscellaneous Lines .............................................................4-36
Review Question .................................................................................................................4-37
Invoice Inquiry: Overview...................................................................................................4-39
Demonstration .....................................................................................................................4-40
Approving Invoices: Overview............................................................................................4-41
Approving Invoices .............................................................................................................4-42
Accounting for Invoices ......................................................................................................4-45
Applying Holds ...................................................................................................................4-47
Releasing Invoice Holds ......................................................................................................4-49
Manually Releasing Invoice Holds......................................................................................4-50
Review Question .................................................................................................................4-51
Adjusting Invoices...............................................................................................................4-53
Canceling Invoices ..............................................................................................................4-54
Summary..............................................................................................................................4-55
Processing Supplier Invoices ................................................................................................5-1
Processing Supplier Invoices Oracle Payables Release 11i...............................................5-2
Objectives ............................................................................................................................5-3
Agenda.................................................................................................................................5-4
Entering Invoices: Overview ...............................................................................................5-5
Agenda.................................................................................................................................5-6
Invoice Information .............................................................................................................5-7
Entering Standard Invoice Header Information...................................................................5-9
Demonstration .....................................................................................................................5-10
Agenda.................................................................................................................................5-11
Overview of Entering Batches.............................................................................................5-12
Entering Invoice Batches.....................................................................................................5-13
Creating Batch Control Forms.............................................................................................5-14
Sample Batch Control Form ................................................................................................5-16
Entering Invoices in Batches ...............................................................................................5-17
Approving Invoices in Batches............................................................................................5-18
Demonstration .....................................................................................................................5-19
Agenda.................................................................................................................................5-20
Entering Distributions..........................................................................................................5-21
Invoice Distribution Types ..................................................................................................5-22
Review Question .................................................................................................................5-24
Entering Distributions..........................................................................................................5-26
Manually Entering Distributions .........................................................................................5-27
Demonstration .....................................................................................................................5-28
Entering Freight Distributions for an Invoice......................................................................5-29
Enabling Automatically Create Freight Distribution ...........................................................5-30
Creating Distributions by Allocation...................................................................................5-32
Allocating Freight, Tax, and Miscellaneous Lines ..............................................................5-34
Allocating Other Charges within the Same Invoice ............................................................5-35
Allocation Restrictions ........................................................................................................5-37
Review Question .................................................................................................................5-38

iv
Demonstration .....................................................................................................................5-40
Distribution Sets ..................................................................................................................5-41
Defining a Distribution Set..................................................................................................5-42
Demonstration .....................................................................................................................5-43
Practice 1 Overview.............................................................................................................5-44
Practice 1 Instructions .........................................................................................................5-45
Agenda.................................................................................................................................5-46
Invoice Gateway ..................................................................................................................5-47
Entering Invoice Gateway Identification Information .........................................................5-48
How to Enter Invoice Gateway Identification Information .................................................5-49
How to Enter Invoice Header Information ..........................................................................5-51
How to Enter Invoice Line Information ..............................................................................5-52
Invoice Line Information.....................................................................................................5-53
Invoice Gateway ..................................................................................................................5-54
Creating Invoices.................................................................................................................5-55
Review Question .................................................................................................................5-56
Demonstration .....................................................................................................................5-58
Agenda.................................................................................................................................5-61
Payables Open Interface Tables...........................................................................................5-62
Payables Open Interface Import Program............................................................................5-63
Integration with Oracle e-Commerce Gateway ...................................................................5-64
Loading Electronic Flat Files...............................................................................................5-65
Review Question .................................................................................................................5-66
Summary..............................................................................................................................5-68
R11i Implementing Supplier Invoicing................................................................................6-1
R11i Implementing Supplier Invoicing ...............................................................................6-2
Course Objective .................................................................................................................6-3
Course Agenda ....................................................................................................................6-4
Defining Invoice Tolerances................................................................................................6-6
How to Set Tolerance Levels for Matching.........................................................................6-8
How to Set Tolerance Levels for Invoice Taxes.................................................................6-10
Demonstration .....................................................................................................................6-11
Practice 1 .............................................................................................................................6-12
Course Agenda ....................................................................................................................6-14
Setting Up Invoice Payables Options ..................................................................................6-15
Demonstration .....................................................................................................................6-17
Course Agenda ....................................................................................................................6-18
Creating Automatic Interest Invoices ..................................................................................6-19
Setting Up Interest Payables Options ..................................................................................6-20
Course Agenda ....................................................................................................................6-21
Invoice Tax Options ............................................................................................................6-22
Setting Up Invoice Tax Options ..........................................................................................6-23
Tax Defaults and Rules Payables Options...........................................................................6-24
Demonstration .....................................................................................................................6-25
Practice 2 .............................................................................................................................6-26
Course Agenda ....................................................................................................................6-29
Setting Up Matching Options ..............................................................................................6-30
Demonstration .....................................................................................................................6-31
Review Question .................................................................................................................6-32

v
Course Agenda ....................................................................................................................6-34
Invoice Gateway Considerations .........................................................................................6-35
Open Interface Workflow Considerations ...........................................................................6-36
Invoice-Matching Considerations........................................................................................6-38
Prepayment Considerations .................................................................................................6-39
Summary..............................................................................................................................6-40
Matching Invoices to Purchase Orders and Receipts .........................................................7-1
Matching Invoices to Purchase Orders and Receipts...........................................................7-2
Objectives ............................................................................................................................7-3
Agenda.................................................................................................................................7-4
Entering Purchase Order Matched Invoices : Overview......................................................7-5
The Structure of a Purchase Order.......................................................................................7-6
The Structure of a Receipt ...................................................................................................7-7
Purchase Order Matched Invoices .......................................................................................7-8
Why Enter Purchase Order Matched Invoices? ...................................................................7-9
You Can Set Up Controls That Require You To Do The Following:..................................7-10
Matching Process.................................................................................................................7-11
Different Ways to Match an Invoice to a Purchase Order ...................................................7-12
Receipt Match......................................................................................................................7-13
Purchase Order Shipment Match .........................................................................................7-14
Purchase Order Distribution Match .....................................................................................7-15
Price Corrections .................................................................................................................7-16
Agenda.................................................................................................................................7-17
Review Question .................................................................................................................7-22
Agenda.................................................................................................................................7-24
PO Default and QuickMatch Invoices .................................................................................7-25
Demonstration of Matching QuickMatch and PO Default type Invoices to Receipts and Purchase Orders 7-26
Review Question .................................................................................................................7-27
Agenda.................................................................................................................................7-29
Entering Purchase Order Matched Invoice Records in the Invoice Gateway ......................7-30
Demonstration of How to Match Invoices to Purchase Orders and Receipts in the Invoice Gateway 7-31
Review Question .................................................................................................................7-32
Summary..............................................................................................................................7-34
Processing Debit and Credit Memos....................................................................................8-1
Processing Debit and Credit Memos ...................................................................................8-2
Online Help .........................................................................................................................8-3
Viewing Online Help...........................................................................................................8-4
Objectives ............................................................................................................................8-5
Agenda.................................................................................................................................8-6
Overview .............................................................................................................................8-7
Agenda.................................................................................................................................8-8
Entering Debit and Credit Memos in the Invoice Workbench.............................................8-9
Entering Debit and Credit Memos .......................................................................................8-10
Demonstration .....................................................................................................................8-11
Review Question .................................................................................................................8-15
Agenda.................................................................................................................................8-17
Matching Debit and Credit Memos in the Invoice Workbench ...........................................8-18
Clearing a Credit..................................................................................................................8-19

vi
Demonstration .....................................................................................................................8-20
Review Question .................................................................................................................8-24
Agenda.................................................................................................................................8-26
Recording a Price Correction...............................................................................................8-27
How to Record a Price Correction.......................................................................................8-28
Demonstration .....................................................................................................................8-29
Summary..............................................................................................................................8-30
R11i Managing and Approving Invoices .............................................................................9-1
Managing and Approving Invoices .....................................................................................9-2
Objectives ............................................................................................................................9-3
Agenda.................................................................................................................................9-4
Invoice Inquiry: Overview...................................................................................................9-5
Finding Invoices ..................................................................................................................9-7
Finding Invoice Distributions ..............................................................................................9-8
Calculating Supplier Balances.............................................................................................9-9
Demonstration .....................................................................................................................9-10
Reviewing High-Level Invoice Information........................................................................9-11
Review Question .................................................................................................................9-13
Agenda.................................................................................................................................9-15
Applying and Releasing Invoice Holds: Overview .............................................................9-16
Holds ...................................................................................................................................9-17
Hold Types ..........................................................................................................................9-18
Manually Applying Holds ...................................................................................................9-19
Manually Applying Invoice Holds ......................................................................................9-20
Applying Holds to Suppliers ...............................................................................................9-21
Applying Holds to Scheduled Payments .............................................................................9-22
Demonstration .....................................................................................................................9-23
Correcting System Holds.....................................................................................................9-25
Manually Releasing Holds...................................................................................................9-26
Manually Releasing System Holds ......................................................................................9-29
Releasing Holds...................................................................................................................9-32
Review Question .................................................................................................................9-33
Demonstration .....................................................................................................................9-35
Agenda.................................................................................................................................9-36
Approving Invoices: Overview............................................................................................9-37
Approving Invoices .............................................................................................................9-39
Submitting Batch Approval .................................................................................................9-41
Approving Invoices Online .................................................................................................9-43
Demonstration .....................................................................................................................9-44
Approving Invoice Batches Online .....................................................................................9-45
Practice 1 .............................................................................................................................9-46
Agenda.................................................................................................................................9-48
Other Invoice Functions: Overview.....................................................................................9-49
Adjusting Invoices...............................................................................................................9-50
Demonstration .....................................................................................................................9-51
Canceling Invoices ..............................................................................................................9-52
Demonstration .....................................................................................................................9-53
Agenda.................................................................................................................................9-54

vii
Adjusting Purchase Order Matched Invoices: Overview.....................................................9-55
Matching Invoices to Purchase Orders ................................................................................9-56
Matching Invoices to Purchase Orders and Receipts...........................................................9-57
Resolving Matching Issues ..................................................................................................9-58
Adjusting Purchase Order Matched Invoices ......................................................................9-59
Review Question .................................................................................................................9-61
Lesson Summary .................................................................................................................9-63
Processing Recurring Invoices..............................................................................................10-1
Processing Recurring Invoices ............................................................................................10-2
Online Help .........................................................................................................................10-3
Viewing Online Help...........................................................................................................10-4
Objectives ............................................................................................................................10-5
Agenda.................................................................................................................................10-6
Recurring Invoice Process ...................................................................................................10-7
Agenda.................................................................................................................................10-8
Overview of Recurring Invoices..........................................................................................10-9
Agenda.................................................................................................................................10-12
Special Calendar Window ...................................................................................................10-13
Demonstration .....................................................................................................................10-14
Review Question .................................................................................................................10-15
Agenda.................................................................................................................................10-17
Recurring Invoice Templates...............................................................................................10-18
Demonstration .....................................................................................................................10-21
Review Question .................................................................................................................10-22
Agenda.................................................................................................................................10-24
Creating a Recurring Invoice...............................................................................................10-25
Recurring Credit and Debit Memos.....................................................................................10-26
Withholding Taxes from Recurring Invoices ......................................................................10-27
Recurring Invoice Restrictions ............................................................................................10-28
Demonstration .....................................................................................................................10-29
Practice Instructions ............................................................................................................10-31
Review Question .................................................................................................................10-32
Summary..............................................................................................................................10-34
Accounting in Oracle Payables.............................................................................................11-1
Accounting in Oracle Payables............................................................................................11-2
Agenda.................................................................................................................................11-4
Overview of the Accounting Cycle .....................................................................................11-5
Agenda.................................................................................................................................11-6
Accounting Features ............................................................................................................11-7
Agenda.................................................................................................................................11-8
Accounting Events...............................................................................................................11-9
Document Classes................................................................................................................11-10
Invoice Document Class ......................................................................................................11-11
Payment Document Class ....................................................................................................11-12
Invoice Event.......................................................................................................................11-13
Invoice Event - Invoice with One Distribution....................................................................11-14
Invoice Event - Invoice with Multiple Distributions ...........................................................11-15
Invoice Event - Multiple Distributions with Automatic Offsets Enabled............................11-16
Invoice Event - Invoice in Foreign Currency ......................................................................11-17
Invoice Event - Accrual on Receipt.....................................................................................11-18

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Invoice Adjustment Event ...................................................................................................11-19
Invoice Adjustment Event - Distribution Reversal..............................................................11-20
Invoice Adjustment Event - Invoice Amount Adjusted.......................................................11-21
Invoice Cancellation Event..................................................................................................11-22
Invoice Cancellation Event - Invoice Cancellation .............................................................11-23
Prepayment Application Event ............................................................................................11-24
Prepayment Unapplication Event ........................................................................................11-25
Answers to Review Question...............................................................................................11-27
Payment Event.....................................................................................................................11-28
Payment Event - Invoice Payment.......................................................................................11-29
Payment Event - Foreign and Functional Currency.............................................................11-30
Payment Maturity Event......................................................................................................11-31
Payment Maturity Event - Future Dated Payment ...............................................................11-32
Payment Adjustment Event .................................................................................................11-33
Payment Cancellation Event................................................................................................11-34
Payment Clearing Events.....................................................................................................11-35
Review Question .................................................................................................................11-36
Agenda.................................................................................................................................11-38
Creating Accounting Entries................................................................................................11-39
Payables Accounting Process ..............................................................................................11-40
Prerequisites for Creating Accounting Entries ....................................................................11-41
Demonstration .....................................................................................................................11-42
Agenda.................................................................................................................................11-46
Viewing Accounting Entries................................................................................................11-47
Correcting Accounting Entries ............................................................................................11-48
Demonstration .....................................................................................................................11-49
Practice #1 Overview...........................................................................................................11-50
Practice #1 Instructions .......................................................................................................11-51
Agenda.................................................................................................................................11-52
Overview of Transferring Accounting Entries to Your General Ledger .............................11-53
Reviewing Accounting Entries ............................................................................................11-54
Posting in Oracle General Ledger........................................................................................11-55
Reconciling Payables Activity.............................................................................................11-56
Review Question .................................................................................................................11-57
Agenda.................................................................................................................................11-59
Period Close Process ...........................................................................................................11-60
Unaccounted Transaction Sweep Program ..........................................................................11-61
Summary..............................................................................................................................11-62
Processing Single Payments and Refunds ...........................................................................12-1
Processing Single Payments and Refunds ...........................................................................12-2
Agenda.................................................................................................................................12-4
Overview of the Payment Generation Process.....................................................................12-5
Agenda.................................................................................................................................12-6
Check Requests ...................................................................................................................12-7
Overview of Processing Check Requests Using Manual Payments ....................................12-8
Manual Payments ................................................................................................................12-9
Creating Manual Payments..................................................................................................12-10
Prerequisites for Processing Manual Payments ...................................................................12-11
Demonstration .....................................................................................................................12-12

ix
Review Question .................................................................................................................12-15
Agenda.................................................................................................................................12-17
Overview of Generating a Single, Computer-Generated Payment ......................................12-18
Quick Payments...................................................................................................................12-19
Recording Zero-Amount Payments .....................................................................................12-20
Demonstration .....................................................................................................................12-21
Paying Invoices from the Invoice Workbench.....................................................................12-22
Review Question .................................................................................................................12-26
Agenda.................................................................................................................................12-28
Refunds................................................................................................................................12-29
Recording Refunds ..............................................................................................................12-30
Recording Refunds When a Credit Balance Exists..............................................................12-31
Demonstration .....................................................................................................................12-32
Agenda.................................................................................................................................12-36
Overview of Stop and Void Payments.................................................................................12-37
Stop Payments .....................................................................................................................12-38
Payment Status Updates ......................................................................................................12-39
Demonstration .....................................................................................................................12-40
Overview of Voiding Payments...........................................................................................12-41
Voiding Payments................................................................................................................12-42
Review of Voided Payments ...............................................................................................12-43
Demonstration .....................................................................................................................12-44
Summary..............................................................................................................................12-47
Processing Withholding Tax.................................................................................................13-1
Processing Withholding Tax................................................................................................13-2
Objectives ............................................................................................................................13-3
Agenda.................................................................................................................................13-4
Automatic Withholding Tax Overview ...............................................................................13-5
Overview of Withholding Tax Process................................................................................13-6
Agenda.................................................................................................................................13-7
Setting Up Withholding Tax Payables Options ...................................................................13-8
Setting Up Withholding Tax................................................................................................13-10
Review Question .................................................................................................................13-13
Agenda.................................................................................................................................13-15
Withholding Taxes ..............................................................................................................13-16
Entering Invoices.................................................................................................................13-17
Applying Withholding Tax to Invoices ...............................................................................13-19
Demonstration .....................................................................................................................13-21
Review Question .................................................................................................................13-22
Agenda.................................................................................................................................13-24
Creating Withholding Tax Invoices.....................................................................................13-25
Creating Withholding Tax Invoices Manually ....................................................................13-26
Creating Withholding Tax Invoices Automatically .............................................................13-27
Agenda.................................................................................................................................13-28
Paying a Tax Authority........................................................................................................13-29

x
Review Question .................................................................................................................13-30
Agenda.................................................................................................................................13-32
Projected Withholding Tax..................................................................................................13-33
View Period-To-Date Withheld Amounts ...........................................................................13-34
Review Question .................................................................................................................13-36
Summary..............................................................................................................................13-38
Managing the Supplier Base .................................................................................................14-1
Managing the Supplier Base................................................................................................14-2
Objectives ............................................................................................................................14-3
Agenda.................................................................................................................................14-4
How Oracle Products Use Supplier Information .................................................................14-5
Agenda.................................................................................................................................14-6
Supplier and Supplier Site Settings .....................................................................................14-7
Review Question .................................................................................................................14-11
Avoiding Duplicate Suppliers..............................................................................................14-13
Entering Basic Supplier Information ...................................................................................14-15
Entering Detailed Supplier Information ..............................................................................14-16
Entering Supplier Information in the General Region .........................................................14-17
Entering Supplier Information in the Classification Region................................................14-18
Entering Supplier Information in the Control Region .........................................................14-19
Entering Supplier Information in the Payment Region........................................................14-20
Entering Supplier Information in the Bank Accounts Region .............................................14-21
Entering Supplier Information in the Electronic Data Interchange Region .........................14-22
Entering Supplier Information in the Invoice Tax Region ..................................................14-23
Entering Supplier Information in the Withholding Tax Region ..........................................14-24
Entering Supplier Information in the Tax Reporting Region ..............................................14-25
Entering Supplier Information in the Purchasing Region....................................................14-26
Entering Supplier Information in the Receiving Region .....................................................14-27
Demonstration .....................................................................................................................14-28
Entering Supplier Information.............................................................................................14-29
Review Question .................................................................................................................14-31
Overview of Entering Information at the Supplier Site Level .............................................14-33
Entering Detailed Supplier Site Information .......................................................................14-34
Entering Flexible Address Format Information...................................................................14-35
Entering Supplier Site Information in the General Region..................................................14-36
Entering Supplier Site Information in the Contacts Region ................................................14-37
Entering Supplier Site Information in the Accounting Region............................................14-38
Entering Employees as Suppliers ........................................................................................14-39
Demonstration .....................................................................................................................14-40
Searching and Reviewing Supplier Information Online ......................................................14-44
Maintaining Supplier and Supplier Site Information...........................................................14-45
Supplier Reports ..................................................................................................................14-46
Review Question .................................................................................................................14-51
Agenda.................................................................................................................................14-53
Merging Suppliers ...............................................................................................................14-54
Overview of Merging Suppliers ..........................................................................................14-55
Merging Suppliers ...............................................................................................................14-57

xi
Demonstration .....................................................................................................................14-60
Identifying Duplicate Suppliers...........................................................................................14-61
Maintaining Reports As an Audit Trail ...............................................................................14-62
Review Question .................................................................................................................14-63
Summary..............................................................................................................................14-65
Processing Prepayments........................................................................................................15-1
Processing Prepayments ......................................................................................................15-2
Objectives ............................................................................................................................15-3
Agenda.................................................................................................................................15-4
Overview of Prepayments....................................................................................................15-6
Overview of Processing Prepayments .................................................................................15-9
Review Question .................................................................................................................15-10
Agenda.................................................................................................................................15-12
Entering Prepayments..........................................................................................................15-13
Approving and Paying Prepayments....................................................................................15-14
Using Automatic Withholding Tax on Prepayments ..........................................................15-15
Matching a Prepayment to a Purchase Order.......................................................................15-16
Controlling When a Prepayment is Available to Apply to Invoices....................................15-17
Demonstration .....................................................................................................................15-18
Review Question .................................................................................................................15-23
Agenda.................................................................................................................................15-25
Applying Prepayments to Invoices ......................................................................................15-26
Applying Prepayments in the Invoice Workbench ..............................................................15-27
Applying Prepayments in the Invoice Gateway...................................................................15-28
Applying Prepayments to Expense Reports.........................................................................15-29
Using the Prepayments Status Report..................................................................................15-30
Demonstration .....................................................................................................................15-31
Unapplying Prepayments.....................................................................................................15-33
Recording a Refund of a Prepayment or Advance...............................................................15-34
Canceling Prepayments .......................................................................................................15-35
Review Question .................................................................................................................15-36
Summary..............................................................................................................................15-38

xii
R11i Overview of
Issuing Payments
Chapter 1
R11i Overview of Issuing Payments

Chapter 1 - Page 1
R11i
R11i Overview
Overview of
of Issuing
Issuing Payments
Payments
Oracle
Oracle Payables
Payables Release
Release 11i
11i
ILT Schedule: Timing Topic

60 minutes Lecture
00 minutes Practice
60 minutes Total

Chapter 1 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Describe
Describe the
the process
process of
of issuing
issuing payments
payments
•• Explain
Explain the
the key
key payments
payments concepts
concepts in
in Oracle
Oracle
Payables
Payables

Chapter 1 - Page 3
Agenda
Agenda
Agenda
•• Product
Product integration
integration
•• Overview
Overview of
of Oracle
Oracle Payables
Payables
•• Flow
Flow of
of default
default values
values
•• Overview
Overview of
of invoice
invoice payment
payment
Instructor Note
Remind the students that this is an overview class, and that there
are additional modules that will go into more detail about the
different topics.

Chapter 1 - Page 4
Product Integration
Product
Product Integration
Integration
Oracle Human Oracle Projects Oracle Cash

Resources Management
Oracle
Oracle e-Commerce
Workflow Gateway
Oracle Payables
Oracle Oracle
Property iExpenses
Manager
Oracle Oracle Oracle
Purchasing Assets General Ledger
®
Instructor Note
Oracle Payables integrates with:
Oracle Human Resources
Oracle Projects
Oracle Cash Management
Oracle e-Commerce Gateway
Oracle Property Manager
Oracle iExpenses
Oracle Workflow
Oracle General Ledger and other general ledger systems
Oracle Assets and other fixed-asset systems
Oracle Purchasing and other purchasing systems

Chapter 1 - Page 5
Oracle Payables Integration
Oracle
Oracle Payables
Payables Integration
Integration
•• Oracle
Oracle Human
Human Resources
Resources shares
shares locations
locations and
and
employees
employees with
with Oracle
Oracle Payables.
Payables.
•• Oracle
Oracle Projects
Projects imports
imports invoice
invoice information
information from
from
Oracle
Oracle Payables
Payables to to track
track project
project costs,
costs, and
and
exports
exports expense
expense report
report information
information to to Oracle
Oracle
Payables.
Payables.
•• Oracle
Oracle Cash
Cash Management
Management reconciles
reconciles payments
payments
created
created in
in Oracle
Oracle Payables
Payables with
with your
your bank
bank
statements.
statements.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway transfers
transfers electronic
electronic
invoices
invoices to
to Oracle
Oracle Payables
Payables and
and electronic
electronic data
data
interchange
interchange (EDI)
(EDI) payments
payments outout of
of Oracle
Oracle
Payables.
Payables. ®

Chapter 1 - Page 6
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Property
Property Manager
Manager exports
exports lease
lease payment
payment
information
information toto Oracle
Oracle Payables
Payables where
where you
you can
can pay
pay
lease invoices.
lease invoices.
•• Oracle iExpenses
Oracle iExpenses lets
lets employees
employees enter
enter their
their own
own
expense reports.
expense reports.
•• Oracle
Oracle Workflow
Workflow cancan be
be set
set up
up to
to process
process invoice
invoice
records
records before
before you
you import
import them
them from
from the
the Payables
Payables
Open
Open Interface.
Interface.
•• Oracle
Oracle General
General Ledger
Ledger and
and other
other general
general ledger
ledger
systems receive invoice and payment accounting
entries
entries from
from Oracle
Oracle Payables.
Payables.

Chapter 1 - Page 7
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Assets
Assets and
and other
other fixed-asset
fixed-asset systems
systems
record
record Oracle
Oracle Payables
Payables invoice
invoice distributions
distributions for
for
asset purchases.
asset purchases.
•• Oracle
Oracle Purchasing
Purchasing and
and other
other purchasing
purchasing systems
systems
share purchase orders and supplier information
share purchase orders and supplier information
with
with Oracle
Oracle Payables.
Payables.

Chapter 1 - Page 8
Overview of Oracle Payables
Overview
Overview of
of Oracle
Oracle Payables
Payables
Oracle
Oracle Payables
Payables isis aa high-productivity
high-productivity accounting
accounting
solution
solution that
that helps
helps you
you maintain
maintain strong
strong financial
financial
controls. You can:
controls. You can:
•• Maximize
Maximize supplier
supplier discounts
discounts
•• Prevent
Prevent duplicate
duplicate payments
payments
•• Pay
Pay for
for only
only the
the goods
goods and
and services
services you
you order
order and
and
receive
receive
Oracle
Oracle Payables
Payables also
also helps
helps you
you resolve
resolve business
business
issues
issues quickly
quickly by
by providing
providing accurate
accurate responses
responses to
to
your inquiries.
your inquiries.

Chapter 1 - Page 9
Five Major Processes
Five
Five Major
Major Processes
Processes
Oracle
Oracle Payables
Payables contains
contains five
five major
major processes:
processes:
•• Setting
Setting up
up suppliers
suppliers
•• Entering
Entering and
and approving
approving invoices
invoices
•• Paying
Paying invoices
invoices
•• Creating
Creating accounting
accounting entries
entries
•• Transferring
Transferring transaction
transaction data
data to
to the
the general
general
ledger
ledger

Chapter 1 - Page 10
Oracle Payables Processes
Oracle
Oracle Payables
Payables Processes
Processes
Enter supplier Enter invoice Approve invoice
Pay invoice
A/P
100,000
60,000
10,000
30,000
Transfer information Create accounting

to general ledger entries
Instructor Note
There are two processes that you must complete in Oracle Payables
before data can be sent to Oracle
General Ledger:
1. The Payables Accounting Process creates the accounting entries in
Oracle Payables.
2. The Payables Transfer to General Ledger sends the accounting
transactions to the GL Interface.
The Journal Import process moves the information from the GL Interface
table to the General Ledger tables. You can submit this program from
Payables or General Ledger.

Chapter 1 - Page 11
Flow of Default Values
Flow
Flow of
of Default
Default Values
Values
Financials Options
Payables Options
Supplier
Supplier site
Invoice
Invoice distribution line Invoice scheduled payment line

®
Instructor Note
Oracle Payables contains a hierarchy of options and defaults to
expedite and control data entry.
Options and defaults set at one level automatically cascade down to
the next lower level in the hierarchy for any new transactions.
Although you need to define these options and defaults only once,
you can update them at any time to change controls and defaults for
future transactions.
You can override options and defaults at lower levels in the
hierarchy.
Note that most of the defaults are used for entering invoices. Point
out that for payments, the invoice scheduled payment line is used.

Chapter 1 - Page 12
Review Question
Review
Review Question
Question
IfIf aa default
default is
is set
set at
at the
the Payables
Payables Options
Options level
level in
in the
the
hierarchy,
hierarchy, you you can
can override
override the
the default
default at
at the
the invoice
invoice
scheduled
scheduled payment
payment line
line level.
level.
A.
A. TrueTrue
B.
B. False
False

Chapter 1 - Page 13
Answer to Review Question
Answer
Answer to
to Review
Review Question
Question
IfIf aa default
default is
is set
set at
at the
the Payables
Payables Options
Options level
level in
in the
the
hierarchy,
can override
override the
the default
default at
at the
the invoice
invoice
payment
payment schedule
schedule lineline level.
level.
A.
A. TrueTrue
B.
B. False
False

Chapter 1 - Page 14
Issuing Payments: Overview
Issuing
Issuing Payments:
Payments: Overview
Overview
Pay invoice
A/P
100,000
60,000
10,000
30,000


Chapter 1 - Page 15
Payment Features
Payment
Payment Features
Features
Oracle
Oracle Payables
Payables provides
provides aa variety
variety of
of features
features for
for
fast,
fast, controlled
controlled payment
payment processing.
processing. WithWith Oracle
Oracle
Payables,
Payables, you
you can:
can:
•• Use
Use different
different payment
payment methods
methods to to disburse
disburse funds
funds
•• Ensure
Ensure that
that duplicate
duplicate invoice
invoice payments
payments never
never
occur
occur
•• Pay
Pay only
only invoices
invoices that
that are
are due,
due, and
and automatically
automatically
take the maximum discount available
take the maximum discount available
•• Automatically
Automatically create
create groups
groups of of payments
payments forfor
invoices that meet the criteria you
invoices that meet the criteria you selectselect

Chapter 1 - Page 16
Payment Features
Payment
Payment Features
Features
•• Use
Use custom
custom payment
payment formats
formats
•• Choose
Choose from
from different
different payment
payment method
method options,
options,
including checks, electronic data interchange
including checks, electronic data interchange
(EDI),
(EDI), electronic
electronic funds
funds transfer
transfer (EFT),
(EFT), and
and wires
wires
•• Record
Record stop
stop payments
payments
•• Void
Void payments
payments
•• Review
Review payment
payment status
status and
and payment
payment information
information

Chapter 1 - Page 17
Oracle Payables Payment Methods
Oracle
Oracle Payables
Payables Payment
Payment Methods
Methods
Payment
Method Definition
Check A printed paper remittance document that is
sent to a supplier
Clearing A record of payment for invoices transferred
from another entity within the company without
creating a payment document
Electronic An electronic funds transfer to a supplier’s bank
Wire A funds transfer initiated by contacting your
bank and requesting a wire payment to a
supplier’s bank

Chapter 1 - Page 18
Future-Dated Payments
Future-Dated
Payments
•• Future-dated
Future-dated payments
payments (also
(also known
known asas bills
bills of
of
exchange
exchange oror notes
notes payable)
payable) are
are payment
payment
documents
documents that
that instruct
instruct your
your bank
bank to
to disburse
disburse
funds
funds on
on aa specific
specific date—the
date—the maturity
maturity date.
date.
•• The
The difference
difference between
between future-dated
future-dated payments
payments and and
standard
standard payments
payments isis that
that on
on standard
standard payments
payments
the
the payment
payment date,
date, the
the creation
creation date,
date, and
and the
the date
date
when
when funds
funds are
are available
available are
are usually
usually all
all the
the same.
same.
(Help) Oracle Financial Applications > Oracle Payables > Payments >
Future Dated Payments > Future Dated Payments

Chapter 1 - Page 19
Using the Workbench Model
Using
Using the
the Workbench
Workbench Model
Model
Oracle
Oracle Payables
Payables includes
includes two
two fully
fully integrated
integrated
workbenches:
workbenches:
•• The
The Invoice
Invoice Workbench
Workbench
••The
The Payment
Payment Workbench
Workbench
You
You can
can create,
create, adjust,
adjust, and
and review
review payments
payments in
in the
the
Payment Workbench.
Payment Workbench.
(Help) Oracle Financial Applications > Oracle Payables > Overview >
The Payment Workbench

Chapter 1 - Page 20
Using the Payment Workbench
Using
Using the
the Payment
Payment Workbench
Workbench
Payment
Overview
Find Find Find

Payment Batch
Payment Batches Payments
Sets
Submit
Batch Set

Chapter 1 - Page 21
The Payment Workbench: Payment Batch Sets
The
The Payment
Payment Workbench:
Workbench:
Payment
Payment Batch
Batch Sets
Sets
Payment
Payment Batch
Batch Sets
Sets
•• Find
Find Payment
Payment Batch
Batch Sets
Sets
•• Submit
Submit Batch
Batch Sets
Sets

Chapter 1 - Page 22
The Payment Workbench: Payment Batches
The
The Payment
Payment Workbench:
Workbench:
Payment
Payment Batches
Batches
Payment
Payment Batches
Batches
•• Find
Find Payment
Payment Batches
Batches
•• Copy
Copy To
To
•• Payment
Payment Batch
Batch Actions
Actions
–– Modify
Modify Payment
Payment Batch
Batch
–– Confirm
Confirm Payment
Payment Batch
Batch

Chapter 1 - Page 23
The Payment Workbench: Payment Overview and
Payments
The
The Payment
Payment Workbench:
Workbench:
Payment
Payment Overview
Overview and
and Payments
Payments
Payment
Payment Overview
Overview
Payments
Payments
•• Find
Find Payments
Payments
•• Select
Select Invoices
Invoices
•• View
View Invoices
Invoices
•• Payment
Payment Actions
Actions

Chapter 1 - Page 24
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration covers
covers the
the Payment
Payment Workbench.
Workbench.
(N)
(N) Payments—>Entry—>Payments
Payments—>Entry—>Payments
Instructor Note
Demonstrate to the students the basics of the Payment Workbench.
Also, remind the students that they can use the scroll bars on their
screen to adjust the windows to see additional information.

Chapter 1 - Page 25
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following tasks
tasks can
can you
you perform
perform in
in the
the
Payment
Payment Workbench?
Workbench?
A.
A. Enter
Enter aa payment
payment
B.
B. Modify
Modify aa payment
payment
C.
C. Confirm
Confirm aa payment
payment batch
batch
D.
D. Modify
Modify aa payment
payment batch
batch
E.
E. All
All of
of the
the above
above

Chapter 1 - Page 26
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following tasks
tasks can
can you
you perform
perform in
in the
the
Payment
Payment Workbench?
Workbench?
A.
A. Enter
Enter aa payment
payment
B.
B. Modify
Modify aa payment
payment
C.
C. Confirm
Confirm aa payment
payment batch
batch
D.
D. Modify
Modify aa payment
payment batch
batch
E.
E. All
All of
of the
the above
above

Chapter 1 - Page 27
Manual Payments
Manual
Manual Payments
Payments
AA manual
manual payment
payment is
is aa payment
payment that
that is
is created
created
outside
outside of
of Oracle
Oracle Payables,
Payables, but
but which
which youyou record
record in
in
the Oracle Payables system. The following are
the Oracle Payables system. The following are two two
examples
examples ofof manual
manual payments:
payments:
•• Handwritten
Handwritten checks
checks
•• Wire
Wire transfers
transfers
Single Payments > Recording Manual Payments and Wire Transfers

Chapter 1 - Page 28
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to record
record aa manual
manual
payment.
payment.
(N)
Instructor Note
Demonstrate to the students the basics of entering a manual
payment.

Chapter 1 - Page 29
Single Computer-Generated Payments
Single
Single Computer-Generated
Computer-Generated Payments
Payments
You
You can
can create
create aa single
single computer-generated
computer-generated payment
payment
(also
(also known
known asas aa Quick
Quick payment)
payment) toto pay
pay aa supplier
supplier for
for
one or more invoices.
one or more invoices.
An
An electronic
electronic funds
funds transfer
transfer (EFT)
(EFT) is
is an
an example
example ofof aa
single
single computer-generated
computer-generated payment.
payment.
Single Payments > Paying Invoices with Quick Payments

Chapter 1 - Page 30
Paying Invoices from the Invoice Workbench
Paying
Paying Invoices
Invoices from
from the
the Invoice
Invoice
Workbench
Workbench
You
You can
can initiate
initiate payment
payment ofof one
one or or more
more invoices
invoices by
by
selecting
selecting them
them in
in the
the Invoices
Invoices window
window and and
using
using the
the “Pay
“Pay in
in Full”
Full” option
option in
in the
the Invoice
Invoice Actions
Actions
window.
window. When
When youyou pay
pay using
using this
this method,
method, you
you can
can
generate
generate aa manual
manual payment
payment oror aa Quick
Quick payment.
payment.
Single Payments > Paying Invoices From the Invoice Workbench

Chapter 1 - Page 31
Record Refunds
Record
Record Refunds
Refunds
•• Oracle
Oracle Payables
Payables offers
offers you
you aa standard
standard way
way to
to
record
record refunds
refunds received
received from
from your
your supplier.
supplier.
•• Refunds
Refunds are
are aa type
type of
of payment
payment that
that you
you enter
enter in
in
the
the Payment
Payment Workbench.
Workbench.
Refunds > Entering Refunds
Instructor Note
You would use refunds to close out an open credit balance if you are
not expecting another invoice from the supplier.
In this release, you cannot pay refunds in Oracle Payables that are
entered in Oracle Receivables.

Chapter 1 - Page 32
Payment Batches
Payment
Payment Batches
Batches
Use
Use payment
payment batches
batches to
to create
create payments
payments for
for multiple
multiple
invoices
invoices that
that meet
meet selection
selection criteria
criteria you
you specify.
specify. In
In
addition to controlling which invoices Oracle
addition to controlling which invoices Oracle
Payables
Payables selects
selects for
for payment
payment inin the
the batch,
batch, you
you can
can
also
also set
set limits
limits on
on payment
payment amounts
amounts andand decide
decide
whether
whether toto take
take applicable
applicable discounts.
discounts.
Payment Batches

Chapter 1 - Page 33
Payment Batches: Overview of the Steps
Payment
Payment Batches:
Batches: Overview
Overview of
of the
the Steps
Steps
Select invoices
--------------------------
(Build payments)
Format
payments
Print checks or
create electronic
payments
Confirm
payments
Instructor Note
You follow a series of steps to create your payment batches , and
you initiate each step from the Payment Batch Actions window.

Chapter 1 - Page 34
Oracle e-Commerce Gateway Payments Overview
Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway
Payments
Payments Overview
Overview
Payments without Payments with
e-Commerce Gateway e-Commerce Gateway
Select invoices Select invoices
Build payments Build payments
EDI 820
Format payments formats payments
Confirm payments Confirm payments

®
Instructor Note
To create an electronic payment file which Oracle e-Commerce
Gateway formats and transfers to your bank, you follow nearly the
same steps that you follow when creating checks in a payment
batch.
Invoices are selected for payment based on the criteria you specify
in the Payment Workbench. You then build payments using
additional information, such as the pay site.
Instead of you formatting the payment, the EDI 820 program runs
and extracts the payment data to the Oracle e-Commerce Gateway.
The payment data is automatically sent to your e-Commerce
Gateway translator and then to the bank.
Once you have verified that the data has been received by your
bank, you can confirm your payments, at which point Oracle
Payables marks the invoices as paid.

Chapter 1 - Page 35
Payment Batch Sets
Payment
Payment Batch
Batch Sets
Sets
•• When
When you
you define
define aa payment
payment batch
batch set,
set, you
you can
can
submit
submit multiple
multiple payment
payment batches
batches at at once.
once.
•• This
This streamlines
streamlines the
the process
process ofof submitting
submitting
multiple
multiple payment
payment batches
batches for
for your
your bank
bank accounts.
accounts.
•• You
You can
can use
use aa payment
payment batch
batch set
set to
to submit
submit
payment
payment batches
batches with
with different
different currencies.
currencies.
Payment Batches > Payment Batch Sets
Instructor Note
A payment batch set groups several payment batches together, so
that you can simultaneously submit the selection, build, or format
processes for each payment batch in the set. With a payment batch
set, you can simultaneously submit several payment batches with
different payment currencies.

Chapter 1 - Page 36
Demonstration
Demonstration
Demonstration
This
This demonstration
covers payment
payment batches
batches and
and
payment
payment batch
batch sets.
sets.
(N)
(N) Payments—>Entry—>Payment
Payments—>Entry—>Payment Batches
Batches
(N)
Payments—>Entry—>Payment Batch
Batch Sets
Sets
Instructor Note
Demonstrate to the students the basics of payment batches and
payment batch sets.

Chapter 1 - Page 37
Review Question
Review
Review Question
Question
You
You can
can set
set limits
limits on
on payment
payment amounts
amounts and
and also
also take
take
applicable
applicable discounts
discounts with
with payment
payment batches.
batches.
A.
A. True
True
B.
B. False
False

Chapter 1 - Page 38
Answer
Answer to
to Review
Review Question
Question
You
You can
can set
set limits
limits on
on payment
payment amounts
amounts and
and also
also take
take
applicable
applicable discounts
discounts with
with payment
payment batches.
batches.
A.
A. True
True
B.
B. False
False

Chapter 1 - Page 39
Payment Inquiry
Payment
Payment Inquiry
Inquiry
•• Use
Use the
the Payment
Payment Overview
Overview window
window toto review
review thethe
status
status of
of aa payment
payment andand its
its related
related high-level
high-level
information.
information.
•• Review
Review information
information quickly
quickly when
when aa supplier
supplier calls
calls
to inquire about the status of a payment.
to inquire about the status of a payment.
•• Because
Because thethe Payment
Payment Overview
Overview window
window is is aa
display-only
display-only window,
window, click
click Payments
Payments to to navigate
navigate
to
to the
the Payments
Payments window
window ifif you
you want
want to
to view
view
additional
additional details
details or
or make
make any
any necessary
necessary
adjustments.
adjustments.
Reviewing and Modifying Payments > Payment Overview

Chapter 1 - Page 40
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to view
view high-level
high-level
payment
payment information.
information.
(N)
(N) Payments—>Inquiry—>Payment
Payments—>Inquiry—>Payment Overview
Overview
Instructor Note
Demonstrate to the students how to view payment information in the
Payment Overview window.

Chapter 1 - Page 41
Stopping and Voiding Payments
Stopping
Stopping and
and Voiding
Voiding Payments
Payments
•• When
When you
you record
record aa stop
stop payment,
payment, the the payment
payment
status
status is
is updated
updated to to Stop
Stop Initiated.
Initiated.
•• When
When you
you release
release aa stop
stop payment,
payment, the the payment
payment
status
status is
is updated
updated to to Negotiable.
Negotiable.
•• When
When you
you void
void aa payment,
payment, thethe status
status of
of the
the
invoice
invoice isis reset
reset to
to Unpaid
Unpaid and
and the
the accounting
accounting
entries
entries for
for the
the payment
payment areare reversed.
reversed.
Reviewing and Modifying Payments
Stopping Payments
Voiding Payments

Chapter 1 - Page 42
Accounting for Payments
Accounting
Accounting for
for Payments
Payments
You
You submit
submit the
the Payables
Payables Accounting
Accounting Process
Process toto
create
create accounting
accounting entries
entries in
in Oracle
Oracle Payables.
Payables. Submit
Submit
this
this batch
batch process
process from
from the
the Submit
Submit Request
Request window.
window.
You
You can
can also
also create
create accounting
accounting entries
entries for
for aa payment
payment
or payment batch from the related Actions window.
or payment batch from the related Actions window.
1.
1. Select
Select the
the payment
payment oror payment
payment batch.
batch.
2.
2. Click
Click the
the Actions
Actions button.
button.
3.
3. Select
Select the
the Create
Create Accounting
Accounting check
check box,
box, and
and
click
click OK.
OK.

Chapter 1 - Page 43
Accounting for Payments
Accounting
Accounting for
for Payments
Payments
•• For
For aa single
single payment
payment andand payment
payment batches,
batches, the
the
accounting
accounting process
process can
can either
either be
be completed
completed
online
online or
or submitted
submitted as as aa request.
request.
•• You
You must
must approve
approve and
and generate
generate accounting
accounting
entries
entries for all related invoices before generating
for all related invoices before generating
accounting
accounting entries
entries for
for payments.
payments.
Instructor Note
The main method of accounting for payments is to submit the
Payables Accounting Process.

Chapter 1 - Page 44
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to create
create accounting
accounting
for
for aa payment.
payment.
(N)
Payments—>Entry—>Payments (B)
(B) Actions—>
Actions—>
Create
Create Accounting
Accounting
Instructor Note
Demonstrate to the students how to create accounting for a
payment.

Chapter 1 - Page 45
Payment Reconciliation with Oracle Cash Management
Payment
Payment Reconciliation
Reconciliation
with
with Oracle
Oracle Cash
Cash Management
Management
•• Use
Use Oracle
Oracle Cash
Cash Management
Management to to reconcile
reconcile
payments
payments with with your
your bank
bank statements.
statements.
•• When
When Oracle
Oracle Cash
Cash Management
reconciles aa
payment,
payment, itit changes
changes that
that payment’s
payment’s status
status from
from
Negotiable to Cleared.
Negotiable to Cleared.
•• IfIf your
your system
system isis set
set up
up to
to account
account forfor payments
payments at
at
clearing
clearing time,
time, then
then Oracle
Oracle Payables
Payables creates
creates
reconciliation
reconciliation accounting
accounting entries
entries after
after aa payment
payment
has cleared.
has cleared.

Chapter 1 - Page 46
Summary
Summary
Summary
In
In this
this course,
course, you
you should
should have
have learned
learned about:
about:
•• The
The process
process of
of issuing
issuing payments
payments
•• The
The key
key payments
payments concepts
concepts in
in Oracle
Oracle Payables
Payables

Chapter 1 - Page 47
Generating
Payments
Chapter 2
Generating Payments
Chapter 2 - Page 1
Generating Payments
Generating
Generating Payments
Payments
Oracle
Oracle Payables
Payables Release
Release 11i
11i

100 minutes Lecture and Demo
20 minutes Practice
120 minutes Total
Generating Payments
Chapter 2 - Page 2
Course Objectives
Course
Course Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Describe
Describe the
the payment
payment batch
batch process
process
•• Demonstrate
Demonstrate how
how payment
payment batch
batch sets
sets are
are used
used
•• Explain
Explain the
the electronic
electronic payment
payment options
options
Generating Payments
Chapter 2 - Page 3
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
Processing electronic
electronic payments
payments
Instructor Note
Introduce the three main topics that will be covered in this net class.
Generating Payments
Chapter 2 - Page 4
Overview of Generating Payments in a Payment Batch
Overview
Overview of
of Generating
Generating Payments
Payments in
in aa
Payment
Payment Batch
Batch
Select Build payments Format

invoices using payment payments
batch
Print checks or Confirm

create electronic payments
payments
®
Instructor Note
You follow a series of steps to build your payment batch payments, and
you initiate each step from the Payment Batch Actions window.
Generating Payments
Chapter 2 - Page 5
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
electronic payments
payments
Generating Payments
Chapter 2 - Page 6
Payment Batches
Payment
Payment Batches
Batches
You
You can
can use
use payment
payment batches
batches toto create
create payments
payments for
for
multiple invoices that meet selection criteria
multiple invoices that meet selection criteria you you
specify.
specify. InIn addition
addition to
to controlling
controlling which
which invoices
invoices
Payables
Payables selects for payment in the batch, you
selects for payment in the batch, you can
can
also
also set
set limits
limits on
on payment
payment amounts
amounts andand decide
decide
whether
whether toto take
take applicable
applicable discounts.
discounts.
(Help) Oracle Financial Applications > Oracle Payables >

Payments > Payment Batches
Generating Payments
Chapter 2 - Page 7
Initiating Payment Batches
Initiating
Initiating Payment
Payment Batches
Batches
To
To initiate
initiate aa payment
payment batch,
batch, perform
perform the
the following
following
steps:
steps:
1.
1. In
In the
the Payment
Payment Batches
Batches window,
window, enter
enter criteria
criteria to
to
select the invoices you want to
select the invoices you want to pay.pay.
2.
2. Payables
Payables selects
selects invoices
invoices and
and builds
builds the
the
payments.
payments.
3.
3. The
The invoices
invoices that
that will
will be
be paid
paid are
are listed
listed for
for you
you on
on
the
the Preliminary
Preliminary Payment
Payment Register.
Register.
4.
4. You
You can
can optionally
optionally modify
modify the
the payment
payment batch
batch
before formatting.
before formatting.

Payments > Payment Batches > Initiating Payment Batches
Instructor Note
You can prevent payment to a supplier, prevent payment of a particular
invoice, change the invoice amount, or add an invoice that Payables did
not originally select.
Generating Payments
Chapter 2 - Page 8
Generating Payments
Chapter 2 - Page 9
Finding a Payment Batch
Finding
Finding aa Payment
Payment Batch
Batch
Use
Use the
the Find
Find Payment
Payment Batches
Batches window
window or
or enter
enter query
query
criteria
criteria into
into the
the Payment
Payment Batches
Batches window.
window.

Payments > Payment Batches > Finding Payment Batches
Generating Payments
Chapter 2 - Page 10
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to initiate
initiate aa payment
payment
batch
batch and
and then
then find
find an
an existing
existing payment
payment batch.
batch.
(N)
Batches
(N)
Batches (M)
(M) View
View
—>Find
—>Find
Generating Payments
Chapter 2 - Page 11
Review Questions
Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements to test your knowledge of payment
batches.
batches.
1.
1. ______
______ YouYou can
can use
use payment
payment batches
batches to
to set
set limits
limits
on payment amounts.
on payment amounts.
2.
2. ______
______ You You use
use the
the Payment
Payment Batches
Batches window
window to to
initiate payment batches.
initiate payment batches.
3.
3. ______
______ Payables
Payables selects
selects approved
approved and
and
unapproved
unapproved invoices
invoices that
that match
match your
your invoice
invoice
selection
selection criteria.
criteria.
Generating Payments
Chapter 2 - Page 12
Answers to Review Questions
Answers
Answers to
to Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
batches.
batches.
1.
1. True
True YouYou can
can use
use payment
payment batches
batches to
to set
set limits
limits
on
on payment
payment amounts.
amounts.
2.
2. True
True You You use
use the
the Payment
Payment Batches
Batches window
window to to
initiate
initiate payment
payment batches.
batches.
3. False Payables
3. False Payables selects
selects approved
approved and
and unapproved
unapproved
invoices
invoices that match your invoice selection criteria.
that match your invoice selection criteria.
Generating Payments
Chapter 2 - Page 13
Payment Batch Templates
Payment
Payment Batch
Batch Templates
Templates
You
You can
can save
save aa payment
payment batch
batch as
as aa template
template for
for
creating
creating new
new payment
payment batches
batches that
that use
use similar
similar
criteria.
criteria.
Generating Payments
Chapter 2 - Page 14
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to initiate
initiate aa payment
payment
batch
batch using
using aa template.
template.
(N)
Batches (M)
(M) View
View
—>
—> Find
Find
Generating Payments
Chapter 2 - Page 15
Modifying Payment Batches
Modifying
Modifying Payment
Payment Batches
Batches
After
After you
you select
select and
and build
build your
your payments,
payments, you
you can
can
review
review and
and modify
modify aa payment
payment batch.
batch.
You
You can:
can:
•• Add
Add oror remove
remove an
an invoice
invoice from
from aa payment
payment batch
batch
•• Prevent
Prevent payment
payment toto aa particular
particular supplier
supplier site
site
•• Change
Change the
the payment
payment oror discount
discount amounts
amounts forfor aa
selected invoice
selected invoice
•• Change
Change the
the supplier
supplier bank
bank account
account for
for electronic
electronic
payments
payments
•• Identify
Identify supplier
supplier site
site unused
unused credits
credits that
that you
you are
are
not using
not using
®

Payments > Payment Batches > Modifying Payment Batches
Generating Payments
Chapter 2 - Page 16
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to modify
modify aa payment
payment
batch.
batch.
(N)
Batches (M)
(M)
Query—>Find (B)
Query—>Find (B)
Instructor Note
You can modify the payment batch that you initiated in an earlier
demonstration. You might want to change the pay group or change the
pay through date to a different date.
Generating Payments
Chapter 2 - Page 17
Formatting Payments
Formatting
Formatting Payments
Payments
Payables
Payables creates
creates an
an output
output file
file that
that you
you can
can use
use to:
to:
•• Print
Print checks
checks
•• Deliver
Deliver to
to your
your bank
bank for
for processing
processing electronic
electronic
payments
payments
•• Generate
Generate electronic
electronic payments
payments through
through the
the
e-Commerce Gateway
e-Commerce Gateway

Payments > Payment Batches > Formatting Payments
Instructor Note
Explain that in the Payments Actions window you can choose to format
and print checks, or you can choose to format the payment batch without
printing checks. Once you have your output file, you can actually print
the checks, generate electronic payments through the e-Commerce
Gateway, or deliver the output to your bank for disbursements of
electronic payments.
Generating Payments
Chapter 2 - Page 18
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to find
find and
and format
format aa
payment batch.
payment batch.
(N)
(N) Payments—>Inquiry—>Payment
Payments—>Inquiry—>Payment Batches
Batches (B)
(B)
Actions
Actions
Generating Payments
Chapter 2 - Page 19
Confirming Payment Batches
Confirming
Confirming Payment
Payment Batches
Batches
During
During payment
payment confirmation,
confirmation, Payables
Payables updates
updates the
the
payment
payment history
history of
of invoices
invoices paid
paid in
in aa payment
payment batch
batch
and
and associates
associates payment
payment document
document numbers
numbers (e.g.,
(e.g.,
check
check numbers)
numbers) with
with the
the invoices
invoices and
and invoice
invoice
payments.
payments.

Payments > Payment Batches > Confirming Payment Batches
Generating Payments
Chapter 2 - Page 20
Assigning Status Types to Documents
Assigning
Assigning Status
Status Types
Types to
to Documents
Documents
You
You need
need to
to assign
assign one
one of
of the
the following
following status
status types
types
to
to payment
payment documents
documents during
during the
the confirm
confirm process:
process:
•• Setup:
Setup: Used
Used toto align
align printer.
printer. Automatically
Automatically
voided
voided during
during confirmation
confirmation process.
process.
•• Printed:
Printed: Either
Either checks
checks are
are printed
printed or
or electronic
electronic
payments
payments formatted
formatted properly.
properly. Ranges
Ranges ofof printed
printed
documents must end on a negotiable
documents must end on a negotiable document.document.
•• Skipped:
Skipped: Nothing
Nothing printed
printed on
on these
these documents.
documents.
They can be reused for single payments.
They can be reused for single payments.
•• Spoiled:
Spoiled: Documents
Documents are are ruined
ruined and
and unusable
unusable due
due
to
to printer
printer malfunction.
malfunction.
®
Generating Payments
Chapter 2 - Page 21
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to confirm
confirm aa payment
payment
batch.
batch.
(N)
Batches (M)
(M) Query
Query
—>Find
—>Find (B)
(B) Actions
Actions (B)
(B) OK
OK
Generating Payments
Chapter 2 - Page 22
Practice Overview
Practice
Practice Overview
Overview
You
You will
will initiate
initiate and
and complete
complete aa payment
payment batch
batch
process.
process.

Instructor Note
This exercise requires having multiple seeded invoices for students to
select in this practice exercise. You can use Advanced Network Devices
as an available supplier. Ensure that payment terms are set to Immediate.
Each student needs either their own bank account or payment document
to be able to pay the invoices.
Students need to be assigned payment priorities that coincide with their
assigned invoice numbers. Tell students that if they do not enter their
payment priority, they will pay all approved invoices that are scheduled
for payment.
If these invoices are not seeded, then you must create your own invoices
before the class begins and demonstrate this exercise to the class.
Generating Payments
Chapter 2 - Page 23
Practice Instructions
Practice
Instructions
You
You are
are responsible
responsible forfor producing
producing the
the weekly
weekly check
check
run.
run. Initiate
Initiate the
the payment
payment batch
batch and
and enter
enter your
your
payment
payment priority
priority in
in the
the appropriate
appropriate fields.
fields.
•• Batch
Batch Name:
Name: Assigned
Assigned by
by instructor
instructor
•• Bank
Bank Account:
Account: Assigned
Assigned by
by instructor
instructor
•• Payment
Payment Document:
Document: Assigned
Assigned by
by instructor
instructor
•• High
High Payment
Payment Priority:
Priority: Assigned
Assigned by
by instructor
instructor
•• Low
Low Payment
Payment Priority:
Priority: Assigned
Assigned by
by instructor
instructor
•• Invoice
Invoice Numbers:
Numbers: Assigned
Assigned by
by instructor
instructor
Student Note
1. Navigate to the Payment Batches window.
(N) Payments > Entry > Payment Batches
2. Enter a unique batch name.
3. In the Payment Date field, accept the default date.
4. In the Bank Account field, select your bank account.
5. In the Document field, select your payment document.
6. In the Pay Through Date field, enter the date for 45 days from today.
(So the system picks up any invoices that might have inadvertently
been assigned a payment term other than Immediate.)
7. In the High Payment Priority field, enter the payment priority given
to you by the instructor.
Note: If you forget this step, you will pay all approved invoices that
are scheduled for payment.
8. In the Low Payment Priority field, enter the payment priority given
to you by the instructor.
9. Accept the remaining defaults. Choose Actions.
Generating Payments
Chapter 2 - Page 24
10. In the Payment Batch Actions window select the following check
boxes:
- Select Invoices
- Build Payments
- Format Payments
11. Choose OK.
12. Oracle Payables displays three concurrent ID numbers. Choose
View My Requests from the Help menu to monitor your concurrent
requests until they have successfully completed.
(M) View > Requests.
13. Requery your payment batch in the Payment Batches window.
Scroll to the right to view the Invoice Count field. You can review
the number of invoices selected for this payment batch.
14. In the Payment Batch Actions window, select the following check
boxes:
- Confirm Payment Batch
- Print Final Register
15. Choose OK.
16. In the Confirm Payment Batch Window, select “Printed” in the
Status field.
17. Your invoice number appears in the “To” field. If only onc invoice
is being paid, enter the same invoice number in the “From” field. If
a range of invoices is being paid, enter the final invoice number in
the range in the “From” field.
18. Monitor your concurrent requests. When the Final Payment Register
completes successfully, select the “View Output” button from the
Requests window to display the payments for this payment batch.
19. Requery the payment batch in the Payment Batches window. If you
select the “Payments” button, you can view payment details. You
can also choose to view invoice details.
Generating Payments
Chapter 2 - Page 25
Review Questions
Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements
statements toto test
test your
your knowledge
knowledge ofof payment
payment
batches.
batches.
1.
1. ______
______ You
You can
can prevent
prevent payment
payment toto aa supplier
supplier site
site
through the Modify Payment Batch
through the Modify Payment Batch window.window.
2.
2. ______
______ You
You can
can adjust
adjust the
the payment
payment amount
amount on on
invoices
invoices that
that include
include withholding
withholding taxes.
taxes.
3.
3. ______
______ You
You can
can use
use payment
payment batches
batches toto set
set limits
limits
on
on payment
payment amounts.
amounts.
4.
4. ______
______ When
When Payables
Payables formats
formats payments,
payments, itit
creates
creates an
an output
output file
file that
that produces
produces only
only
®
Generating Payments
Chapter 2 - Page 26
Review Questions
Review
Review Questions
Questions
5.
5. ______
______ Payables
Payables updates
updates the
the payment
payment history
history of
of
invoices
invoices paid
paid in
in aa payment
payment batch.
batch.
6.
6. ______
______ A A payment
payment document
document that
that has
has aa status
status
type
type of
of Skipped
Skipped is is ruined
ruined and
and unusable.
unusable.
7.
7. ______
______ You
You can
can modify
modify aa payment
payment batch
batch only
only once
once
before a payment is formatted.
8.
8. ______
______ A A spoiled
spoiled check
check is
is automatically
automatically voided
voided
when the printer is being aligned during
when the printer is being aligned during the the
confirm
confirm process.
process.
Generating Payments
Chapter 2 - Page 27
Answers
Answers to
to Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements
statements toto test
test your
your knowledge
knowledge ofof payment
payment
batches.
batches.
1.
1. True
True You
You can
can prevent
prevent payment
payment toto aa supplier
supplier site
site
through the Modify Payment Batch
through the Modify Payment Batch window. window.
2. False You
2. False You can
can adjust
adjust the
the payment
payment amount
amount on on
invoices
invoices that
that include
include withholding
withholding taxes.
taxes.
3. True You
3. True You can
can use
use payment
payment batches
batches toto set
set limits
limits
on
on payment
payment amounts.
amounts.
4. False When
4. False When Payables
Payables formats
formats payments,
payments, itit
creates
creates an
an output
output file
file that
that produces
produces only
only
®
Generating Payments
Chapter 2 - Page 28
Answers
Answers to
to Review
Review Questions
Questions
5.
5. True
True Payables
Payables updates
updates thethe payment
payment history
history of
of
invoices
invoices paid
paid in
in aa payment
payment batch.
batch.
6. False A
6. False A payment
payment document
document that
that has
has aa status
status type
type
of
of Skipped
Skipped is
is ruined
ruined and and unusable.
unusable.
7. False You
7. False You can
can modify
modify aa payment
payment batch
batch only
only once
once
8. False A
8. False A spoiled
spoiled check
check isis automatically
automatically voided
voided
when
when the printer is being aligned during the
the printer is being aligned during the
confirm
confirm process.
process.
Generating Payments
Chapter 2 - Page 29
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
electronic payments
payments
Generating Payments
Chapter 2 - Page 30
Payment Batch Sets
Payment
Payment Batch
Batch Sets
Sets
•• You
You can
can group
group multiple
multiple payment
payment batches
batches together
together
into a single payment batch
into a single payment batch set.set.
•• You
You can
can submit
submit thethe selection,
selection, build,
build, or
or format
format
process
process for all payment batches at one time.
for all payment batches at one time.
•• A
A single
single batch
batch set
set can
can include
include payment
payment batches
batches
that use different currencies.
that use different currencies.
•• You
You can
can define
define one
one or
or more
more payment
payment batch
batch sets.
sets.

Payments > Payment Batches > Payment Batch Sets
Generating Payments
Chapter 2 - Page 31
Creating Payment Batch Sets
Creating
Creating Payment
Payment Batch
Batch Sets
Sets
1.
1. In
In the
the Payment
Payment Batch
Batch Sets
Sets window
window enter
enter aa unique
unique
name
name for
for the
the batch
batch set
set in
in the
the Batch
Batch Set
Set Name
Name field.
field.
Generating Payments
Chapter 2 - Page 32
Creating
Creating Payment
Payment Batch
Batch Sets
Sets
2.
2. Enter
Enter each
each payment
payment batch
batch inin the
the set.
set. For
For each
each
payment
payment batch
batch inin the
the set,
set, enter
enter the
the following
following
details:
details:
•• Enter
Enter aa unique
unique name
name in in the
the Batch
Batch Name
Name field.
field.
•• Check
Check the
the Include
Include inin Set
Set check
check box
box to
to include
include
the
the payment
payment batch
batch inin the
the payment
payment batch
batch set.
set.
•• Provide
Provide oror change
change invoice
invoice selection
selection criteria.
criteria.
•• Check
Check the
the Print
Print Now
Now option
option and
and designate
designate aa
printer
printer ifif you
you want
want to
to print
print checks
checks before
before
reviewing
reviewing the the formatted
formatted payments.
payments.
Generating Payments
Chapter 2 - Page 33
Creating
Creating Payment
Payment Batch
Batch Sets
Sets
3.
3. Once
Once you you define
define aa payment
payment batch
batch set,
set, you
you can
can use
use
itit as a template to regularly manage and submit
as a template to regularly manage and submit
similar
similar groups
groups of
of payment
payment batches.
batches.
Generating Payments
Chapter 2 - Page 34
Initiating Payment Batch Sets
Initiating
Initiating Payment
Payment Batch
Batch Sets
Sets
1.
1. Query
Query the
the payment
payment batch
batch set
set in
in the
the Payment
Payment Batch
Batch
Sets
Sets window.
window.
2.
2. Make
Make any
any modifications.
modifications.
3.
3. Submit
Submit the
the batch.
batch.
4.
4. Choose
Choose aa pay
pay through
through date.
date.
5.
5. Choose
Choose aa payment
payment date.
date.

Instructor Note
Once the payment batch set has been submitted, you can navigate to the
Payment Batches window to view individual payment batches.
Generating Payments
Chapter 2 - Page 35
How Payables Creates a Payment Batch Name
How
How Payables
Payables Creates
Creates aa
Payment
Payment Batch
Batch Name
Name
You
You must
must enter
enter aa unique
unique batch
batch run
run name
name when
when youyou
submit
submit aa payment
payment batch
batch for
for processing.
processing. Payables
Payables
uses
uses the
the batch
batch run
run name
name you
you enter
enter in
in the
the Submit
Submit
Batch
Batch Set
Set window,
window, along
along with
with the
the batch
batch name
name from
from
the
the Payment
Payment Batch
Batch Sets
Sets window,
window, to to create
create aa unique
unique
name
name for
for each
each payment
payment batch
batch inin the
the set.
set.

Payments > Payment Batches > Payment Batch Sets
Instructor Note
In the Find Payment Batches window, you can query on a batch run name
to view the batches in the set after Payables processes the payment batch
set.
Payables creates batch names by combining the batch run name in the
Submit Batch Set window and the batch name in the Payment Batch Sets
window. For example:
- Batch run name in the Submit Batch Set window = JB123
- Batch name in the Payment Batch Sets window = Rent
- Batch name in the Payment Batches window = JB123Rent
Generating Payments
Chapter 2 - Page 36
Payment Batch Set Restrictions
Payment
Payment Batch
Batch Set
Set Restrictions
Restrictions
•• Each
Each payment
payment document
document used
used in
in the
the batch
batch set
set
must
must be be unique.
unique.
•• IfIf you
you select
select the
the Format
Format Payment
Payment process
process for
for aa
payment
payment batchbatch set,
set, you
you cannot
cannot modify
modify payment
payment
batches.
batches.
•• You
You cannot
cannot select
select the
the Confirm
Confirm Payment
Payment Batch
Batch
process
process if if aa payment
payment batch
batch uses
uses aa Check
Check payment
payment
method.
method.
•• You
You cannot
cannot useuse aa User
User rate
rate type
type as
as an
an exchange
exchange
rate in the Payment Batch Sets
rate in the Payment Batch Sets window. window.

Payments > Payment Batches > Payment Batch Restrictions
Generating Payments
Chapter 2 - Page 37
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows how
how to
to create
create and
and initiate
initiate
aa payment
payment batch
batch set.
set.
(N)
Batch Sets
Sets
(N)
Batch Sets
Sets (B)
(B)
Submit Batch Set
Submit Batch Set
Generating Payments
Chapter 2 - Page 38
Review Questions
Review
Review Questions
Questions
In
In this
this review,
review, youyou will
will assign
assign true
true or
or false
false to
to these
these
statements
statements to to test
test your
your knowledge
knowledge of of payment
payment batch
batch
sets.
sets.
1.
1. ______
______ You
You can
can enter
enter aa User
User exchange
exchange rate rate type
type in
in
the
the Payment
Payment BatchBatch Sets
Sets window.
window.
2.
2. ______
______ Within
Within one
one payment
payment batch
batch set,
set, payment
payment
documents
documents can can be
be the
the same
same for
for more
more than
than one
one
batch within the set.
batch within the set.
3.
3. ______
______ The
The system
system uses
uses the
the Batch
Batch Run
Run Name
Name you
you
enter
enter in
in the
the Submit
Submit Batch
Batch Set
Set window,
window, along
along with
with
the Batch Name from the Payment
the Batch Name from the Payment Batch Sets Batch Sets
window,
create aa unique
unique name
name for
for each
each
payment
payment batch
batch in
in the
the set.
set. ®
Generating Payments
Chapter 2 - Page 39
Review Questions
Review
Review Questions
Questions
4.
4. ______
______ You
You define
define aa payment
payment batch
batch set
set by
by entering
entering
invoice
invoice selection
selection criteria
criteria for
for one
one or
or more
more payment
payment
batches
batches in
in the
the Payment
Payment Batches
Batches window.
window.
5.
5. ______
______ Payment
Payment Batch
Batch Set
Set names
names must
must be
be unique.
unique.
6.
6. ______
______ Payment
Payment batches
batches within
within the
the set
set can
can use
use
7.
7. ______
______ You
You can
can select
select the
the Confirm
Confirm Payment
Payment Batch
Batch
process
process for
for any
any payment
payment batch
batch set.
set.
Generating Payments
Chapter 2 - Page 40
Answers
Answers to
to Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements
statements to to test
test your
your knowledge
knowledge of of payment
payment batch
batch
sets.
sets.
1. False You
1. False You can
can enter
enter aa User
User exchange
exchange raterate type
type in
in
the Payment Batch Sets
the Payment Batch Sets window.window.
2. False Within
2. False Within one
one payment
payment batch
batch set,
set, payment
payment
documents
documents can can be
be the
the same
same for
for more
more than
than one
one
batch
batch within
within the
the set.
set.
3.
3. True
True The
The system
system usesuses the
the Batch
Batch Run
Run Name
Name you you
enter
enter in the Submit Batch Set window, along with
in the Submit Batch Set window, along with
the
the Batch
Batch Name
Name fromfrom the
the Payment
Payment Batch
Batch Sets
Sets
window,
create aa unique
unique name
name for
for each
each payment
payment
batch
batch in
in the
the set.
set. ®
Generating Payments
Chapter 2 - Page 41
Answers
Answers to
to Review
Review Questions
Questions
4. False You
4. False You define
define aa payment
payment batch
batch set
set by
by entering
entering
invoice selection criteria for one or more payment
invoice selection criteria for one or more payment
batches
batches in
in the
the Payment
Payment Batches
Batches window.
window.
5.
5. True
True Payment
Payment Batch
Batch Set
Set names
names must
must be
be unique.
unique.
6.
6. True
True Payment
Payment batches
batches within
within the
the set
set can
can use
use
different
different payment
payment currencies.
currencies.
7. False You
7. False You can
can select
select the
the Confirm
Confirm Payment
Payment Batch
Batch
process
process for
for any
any payment
payment batch
batch set.
set.
Generating Payments
Chapter 2 - Page 42
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
electronic payments
payments
Generating Payments
Chapter 2 - Page 43
Overview of Electronic Payment Options
Overview
Overview of
of Electronic
Electronic Payment
Payment Options
Options
Option 1. Oracle Option 2. Oracle’s e-Commerce

Payables creates Gateway formats and transmits
output file payment file to your bank
You transmit or Your bank sends Supplier’s bank

deliver output file to payments to your account is
your bank supplier’s bank credited
®
Generating Payments
Chapter 2 - Page 44
Creating Electronic Payments without Oracle’s e-
Commerce Gateway
Creating
Creating Electronic
Electronic Payments
Payments without
without
Oracle’s
Oracle’s e-Commerce
e-Commerce Gateway
Gateway
You
You follow
follow nearly
nearly the
the same
same steps
steps as
as when
when you
you create
create
checks in a payment batch. However, instead
checks in a payment batch. However, instead of of
printing
printing your
your checks,
checks, you
you send
send aa file
file of
of the
the formatted
formatted
payments
payments to your bank for disbursement to supplier
to your bank for disbursement to supplier
bank
bank accounts.
accounts.

Payments > Electronic Payments > EFT Payments without e-
Commerce Gateway
Generating Payments
Chapter 2 - Page 45
Prerequisites for Processing Electronic Payments
Prerequisites
Prerequisites for
for Processing
Processing
Electronic
Electronic Payments
Payments
•• When
When you
you define
define your
your payment
payment format,
format, select
select the
the
appropriate
appropriate Electronic
Electronic payment
payment method.
method.
•• You
You must
must define
define the
the remittance
remittance bank
bank accounts
accounts andand
payment
payment documents
documents thatthat you
you will
will use
use to
to create
create
electronic
electronic funds
funds transfer
transfer (EFT)
(EFT) payments.
payments.
•• You
You must
must set
set up
up your
your supplier
supplier and
and supplier
supplier sites
sites
with
with bank
bank accounts
accounts that
that receive
receive electronic
electronic
payments.
payments.
•• When
When you
you enter
enter the
the invoices
invoices that
that you
you want
want toto pay,
pay,
enter Electronic as the payment method.
enter Electronic as the payment method.

Payments > Electronic Payments
Generating Payments
Chapter 2 - Page 46
Creating Electronic Payments Using Oracle’s e-
Commerce Gateway
Creating
Creating Electronic
Electronic Payments
Payments Using
Using
Oracle’s
e-Commerce Gateway
Gateway
When
When you
you use
use Oracle’s
e-Commerce Gateway,
Gateway, your
your
payment
payment data
data is
is formatted
formatted in
in the
the EDI
EDI outbound
outbound
payment
payment format
format and
and transmitted
transmitted toto your
your bank
bank for
for
disbursement.
disbursement.
Payment data Your bank Payment to

supplier banks

Payments > Electronic Payments > Electronic Payments with e-
Commerce Gateway
Generating Payments
Chapter 2 - Page 47
Prerequisites for Using Oracle’s e-Commerce Gateway
Prerequisites
Prerequisites for
for Using
Using Oracle’s
Oracle’s
e-Commerce
e-Commerce Gateway
Gateway
•• Define
Define aa payment
payment document
document that
that uses
uses the
the EDI
EDI
Outbound
Outbound Program
Program format.
format.
•• Define
Define trading
trading partners
partners in
in the
the e-Commerce
e-Commerce
Gateway.
Gateway.
•• Enable
Enable the
the Outbound
Outbound Payment
Payment Transaction
Transaction order
order
for
for the
the bank
bank branch.
branch.
•• Define
Define any
any code
code conversions
conversions for
for transactions.
transactions.
Generating Payments
Chapter 2 - Page 48
Using Oracle’s e-Commerce Gateway
Using
Using Oracle’s
e-Commerce Gateway
Gateway
To
To create
create electronic
electronic payments
payments using
using Oracle’s
Oracle’s e-
e-
Commerce Gateway, perform the following steps:
Commerce Gateway, perform the following steps:
1.
1. Set
Set up
up suppliers
suppliers for
for EDI
EDI transactions
transactions and
and assign
assign
Electronic
Electronic as
as the
the method
method ofof payment
payment and
and EDI
EDI as
as
the
the payment
payment format.
format.
2.
2. Set
Set up
up supplier
supplier bank
bank accounts.
accounts.
3.
3. Define
Define aa unique
unique pay
pay group.
group.
4.
4. Create
Create aa disbursement
disbursement bank
bank account
account for
for your
your EDI
EDI
payments.
payments.
5.
5. Create
Create aa payment
payment document
document with
with the
the Payment
Payment
format of EDI outbound.
format of EDI outbound.
®
Generating Payments
Chapter 2 - Page 49
EDI Outbound Payment File
EDI
EDI Outbound
Outbound Payment
Payment File
File
To
To create
create an
an electronic
electronic payment
payment file
file that
that Oracle’s
Oracle’s e-
e-
Commerce Gateway formats in EDI outbound
Commerce Gateway formats in EDI outbound
payment
payment format,
format, perform
perform the
the following
following steps:
steps:
1.
1. Use
Use the
the EDI
EDI translator
translator to
to transmit
transmit the
the formatted
formatted
payment data to your bank for disbursement.
payment data to your bank for disbursement.
2.
2. You
You can
can then
then define
define aa payment
payment document
document that
that
uses the EDI Outbound Program payment
uses the EDI Outbound Program payment format format
and
and assign
assign this
this document
document to to the
the bank
bank account
account
from which you will disburse payment.
from which you will disburse payment.
Generating Payments
Chapter 2 - Page 50
Creating EDI Payment Batches
Creating
Creating EDI
EDI Payment
Payment Batches
Batches
•• You
You can
can initiate
initiate aa payment
payment batchbatch using
using aa payment
payment
document
document associated
associated withwith thethe EDI
EDI Outbound
Outbound
Program
Program payment
payment format.
format.
•• When
When you
you format
format thethe payment
payment batch,
batch, Oracle
Oracle e-e-
Commerce Gateway automatically
Commerce Gateway automatically formats the formats the
batch
batch and
and creates
creates aa flat
flat file
file in
in your
your e-Commerce
e-Commerce
Gateway output directory.
Gateway output directory.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway sendssends the
the file
file to
to your
your
EDI translator and then to your
EDI translator and then to your bank. bank.
Generating Payments
Chapter 2 - Page 51
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following are
are prerequisites
prerequisites for
for
processing EDI payments through the e-Commerce
Gateway?
Gateway?
1.
1. Setting
Setting up
up suppliers
suppliers for
for EDI
EDI transactions
transactions
2.
2. Creating
Creating aa bank
bank account
account for
for EDI
EDI payments
payments
3.
3. Defining
Defining aa unique
unique pay
pay group
group
4.
4. All
All of
of the
the above
above
5.
5. None
None ofof the
the above
above
Generating Payments
Chapter 2 - Page 52
Answer
Answer to
to Review
Review Question
Question
Which
Which ofof the
the following
following are
are prerequisites
prerequisites for
for
Gateway?
Gateway?
1.
1. Setting
Setting up
up suppliers
suppliers for
for EDI
EDI transactions
transactions
2.
2. Creating
Creating aa bank
bank account
account for
for EDI
EDI payments
payments
3.
3. Defining
Defining aa unique
unique pay
pay group
group
4.
4. All
All of
of the
the above
above
5.
5. None
None of
of the
the above
above
Instructor Note
Correct Answer: 4, all of the above. Setting up suppliers for EDI
transactions, creating a bank account for EDI payments, and defining a
unique pay group are all prerequisites for processing EDI payments
through the e-Commerce Gateway.
Generating Payments
Chapter 2 - Page 53
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned:
learned:
•• About
About the
the payment
payment batch
batch process
process
•• How
How payment
payment batch
batch sets
sets are
are used
used
•• How
How to
to process
process electronic
electronic payments
payments
Generating Payments
Chapter 2 - Page 54
R11i Implementing
Payments
Chapter 3
R11i Implementing Payments

Chapter 3 - Page 1
Oracle Payables Release 11i
R11i
R11i Implementing
Implementing Payments
Payments
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 3 - Page 2
Objective
Objective
Objective
After
After completing
completing this
this module,
module, you
you should
should be
be able
able to
to
implement
implement the
the payment
payment process
process in
in Oracle
Oracle Payables.
Payables.

Chapter 3 - Page 3
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Defining
Defining payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 4
Cash Control Features
Cash
Cash Control
Control Features
Features
Business Needs Features

Prioritize and categorize Pay Group
payments
Payment Priority
Control payment of invoices Holds
Reduce cash outlays Discount
Credit and debit invoices
Forecast cash needs Cash Requirements Report
Require special handling for an Pay- alone

invoice payment

Chapter 3 - Page 5
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 6
Defining Pay Groups
Defining
Defining Pay
Pay Groups
Groups
•• A
A pay
pay group
group is is aa feature
feature you
you use
use toto select
select invoices
invoices
for
for payment
payment in in aa payment
payment batch.
batch. You
You can
can define
define aa
pay
pay group
group and
and assign
assign itit to
to one
one or
or more
more suppliers.
suppliers.
•• Define
Define aa pay
pay group
group with
with aa descriptive
descriptive name,
name, for
for
example, Utilities or Employees.
example, Utilities or Employees.
•• Define
Define aa default
default paypay group
group for
for all
all suppliers,
suppliers, for
for an
an
individual
individual supplier,
supplier, or or for
for aa supplier
supplier site.
site.

Chapter 3 - Page 7
How to Define Pay Groups
How
How to
to Define
Define Pay
Pay Groups
Groups
1.
1. In
In the
the Oracle
Oracle Purchasing
Purchasing Lookups
Lookups window,
window, select
select
Pay Group in the Type
Pay Group in the Type field.field.
2.
2. In
In the
the Name
Name field,
field, enter
enter the
the name
name of of the
the pay
pay group
group
that you are defining.
that you are defining.
3.
3. Enter
Enter aa description
description forfor the
the pay
pay group.
group. TheThe name
name
and
and description
description will
will appear
appear on on aa list
list of
of values
values
when you need to enter the
when you need to enter the name. name.
4.
4. To
To make
make this
this name
name inactive
inactive onon and
and after
after aa certain
certain
date, enter an inactive date.
date, enter an inactive date.
5.
5. Save
Save your
your work.
work.

Chapter 3 - Page 8
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 9
Assigning Payment Priorities
Assigning
Assigning Payment
Payment Priorities
Priorities
Assign
Assign aa payment
payment priority
priority to
to invoices
invoices to
to prioritize
prioritize
them
them for
for payment.
payment. You
You can
can assign
assign aa priority
priority from
from 11
(high) to 99 (low).
(high) to 99 (low).

Chapter 3 - Page 10
How to Assign Payment Priorities
How
How to
to Assign
Assign Payment
Payment Priorities
Priorities
1.
1. In
In the
the Payables
Payables Options,
Options, Expense
Expense ReportReport tabbed
tabbed
region,
region, you
you can
can specify
specify aa value
value in in the
the Payment
Payment
Priority
Priority field
field which
which defaults
defaults to to Expense
Expense Report
Report
invoices.
invoices.
2.
2. You
You can
can also
also enter
enter aa payment
payment priority
priority for
for specific
specific
suppliers
suppliers and
and supplier
supplier sites
sites inin the
the Suppliers
Suppliers and
and
Supplier
Supplier Sites
Sites windows.
windows.
3.
3. Oracle
Oracle Payables
Payables assigns
assigns aa supplier
supplier site’s
site’s default
default
payment
payment priority
priority to
to all
all of
of the
the invoices
invoices forfor the
the
supplier
supplier site,
site, and
and the
the invoice
invoice assigns
assigns itsits default
default
payment
payment priority
priority to
to all
all of
of its
its scheduled
scheduled payments.
payments.

Chapter 3 - Page 11
Demonstration
Demonstration
Demonstration
This
This demonstration
covers pay
pay groups
groups and
and payment
payment
priorities.
priorities.
(N)
(N) Setup—>Lookups—>Purchasing
Setup—>Lookups—>Purchasing
(N)
(N) Suppliers—>Entry
Suppliers—>Entry (T)
(T) Payment
Payment
Instructor Note
Demonstrate to the students pay groups and payment priorities.

Chapter 3 - Page 12
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 13
Defining Payment Terms
Defining
Defining Payment
Payment Terms
Terms
Assign
Assign payment
payment terms
terms to
to an
an invoice
invoice toto automatically
automatically
create
create scheduled
scheduled payments
payments for
for the
the invoice
invoice with
with due
due
dates
dates and
and any
any discounts.
discounts.
•• You
You can
can set
set up
up payment
payment terms
terms to to default
default from
from the
the
Financials
Financials Options,
Options, supplier,
supplier, and
and supplier
supplier site
site
levels.
levels.
•• You
You can
can assign
assign aa payment
payment term
term name
name that
that helps
helps
identify the payment term.
identify the payment term.
•• You
You can
can assign
assign upup to
to three
three discounts
discounts for
for each
each
payment
payment line.
line.
(Help) Oracle Financial Applications > Oracle Payables > Setup > Payment
Terms > Payment Terms
Instructor Note
The system does not have any predefined payment terms.

Chapter 3 - Page 14
Defining Payment Terms
Defining
Defining Payment
Payment Terms
Terms
You
You can
can define
define payment
payment terms
terms based
based onon aa special
special
calendar.
calendar.
•• AA Payment
Payment Terms
Terms special
special calendar
calendar type
type is
is used
used toto
specify due dates for each period in a calendar.
specify due dates for each period in a calendar.
•• You
You can
can set
set up
up complex
complex payment
payment schedules.
schedules. For For
example,
example, paying
paying on
on the
the 5th
5th and
and 25th
25th ofof every
every
month.
month.
•• Exceptions
Exceptions can
can be
be made
made for
for weekends
weekends or or bank
bank
holidays.
holidays.
•• The
The Payment
Payment Terms
Terms window
window hashas aa Calendar
Calendar field.
field.
This links the payment terms to the user-defined
This links the payment terms to the user-defined
calendar.
calendar.
®
Instructor Note
The following is an example of an exception because of a bank holiday. If
December 25 is a bank holiday, you do not want the system to generate a
payment with a due date of December 25. You can set up a special calendar
type of Payment Terms window. For the period for which the due date would be
December 25, enter the date you want to use in the Due Date field (for example,
December 26 or December 27). You can then set up a payment term by using
this calendar.

Chapter 3 - Page 15
How to Define Periods That Payables Uses for
Payment Terms
How
How to
to Define
Define Periods
Periods That
That Payables
Payables
Uses
Uses for
for Payment
Payment Terms
Terms
1.
1. In
In the
the Special
Special Calendar
Calendar window,
window, select
select Payment
Payment
Terms in the Type of Calendar region.
Terms in the Type of Calendar region.
2.
2. Enter
Enter aa calendar
calendar name
name and
and description.
description.
3.
3. Enter
Enter the
the number
number of of periods
periods per
per year.
year.
4.
4. Enter
Enter aa period
period name.
name.
5.
5. In
In the
the Year
Year field,
field, enter
enter the
the calendar
calendar year
year in
in which
which
the
the period
period occurs.
occurs.
6.
6. Enter
Enter numbers
numbers in in the
the Sequence
Sequence fields
fields to
to indicate
indicate
the
the order
order in
in which
which thethe periods
periods occur.
occur.
7.
7. Enter
Enter the
the from
from date
date and
and to
to date
date for
for the
the period.
period.
8.
8. Enter
Enter aa due
due date
date for
for each
each period.
period. Save
Save your
your work.
work.
®
(Help) Oracle Financial Applications > Oracle Payables > Setup > Special
Calendar

Chapter 3 - Page 16
How to Define Payment Terms
How
How to
to Define
Define Payment
Payment Terms
Terms
1.
1. In
In the
the Payment
Payment Terms
Terms window,
window, enter
enter aa unique
unique
payment
payment term
term name
name and
and aa description.
description.
2.
2. Enter
Enter information
information in
in the
the Due
Due tabbed
tabbed region.
region. Once
Once
you
you set up a special calendar, you can associate itit
set up a special calendar, you can associate
with
with any
any payment
payment terms
terms line.
line. You
You can
can use
use aa
different
different calendar for each payment term line.
calendar for each payment term line.
3.
3. If
If you
you are
are using
using discount
discount terms,
terms, enter
enter information
information
in
in the First Discount, Second Discount, and
the First Discount, Second Discount, and Third
Third
Discount
Discount tabbed
tabbed regions.
regions.
4.
4. Save
Save your
your work.
work.
(Help) Oracle Financial Applications > Oracle Payables Setup > Payment
Terms > Payment Terms
Instructor Note
Only due dates can be based on a special calendar. Discount dates cannot be
based on a special calendar.

Chapter 3 - Page 17
Taking Invoice Discounts
Taking
Taking Invoice
Invoice Discounts
Discounts
•• Payables
Payables uses
uses payment
payment termsterms youyou assign
assign to
to an
an
invoice
invoice to
to pay
pay invoices
invoices at at aa discounted
discounted rate.
rate.
•• You
You can
can define
define discount
discount payment
payment terms
terms that
that have
have
Payables
Payables vary
vary the
the discount
discount amount
amount depending
depending on on
how old the invoice is. You also define
how old the invoice is. You also define the the
payment
payment terms
terms toto pay
pay the
the full
full invoice
invoice amount
amount ifif
you have missed the discount
you have missed the discount date. date.
(Help) Oracle Financial Applications > Oracle Payables > Invoices >
Discounts

Chapter 3 - Page 18
Discount Reports
Discount
Discount Reports
Reports
Oracle Payables Discount Reports
Name Description
Discounts Available Review invoice discount details for a

Report supplier or group of suppliers.
Use this report to identify payments
where you can take advantageous
discounts.
Discounts Taken Review discounts taken and lost for a

and Lost Report supplier or a group of suppliers for a
specified period of time
Review this report to determine whether

to modify system and supplier defaults
to ensure that discounts are taken

Chapter 3 - Page 19
Demonstration
Demonstration
Demonstration
This
This demonstration
covers payment
payment terms.
terms.
(N)
(N) Setup—>Invoice—>Payment
Setup—>Invoice—>Payment Terms
Terms
Instructor Note
Demonstrate to the students payment terms.

Chapter 3 - Page 20
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 21
Assigning Pay-Alone Status
Assigning
Assigning Pay-Alone
Pay-Alone Status
Status
•• You
You can
can enable
enable the
the pay-alone
pay-alone attribute
attribute for
for an
an
invoice
invoice to
to ensure
ensure that
that itit is
is paid
paid onon aa separate
separate
payment
payment document.
document.
•• You
You can
can set
set up
up the
the system
system to to default
default this
this attribute
attribute
from
from the Financials Options, supplier, and supplier
the Financials Options, supplier, and supplier
site
site levels.
levels.
•• You
You can
can override
override this
this attribute
attribute for for any
any invoice.
invoice.

Chapter 3 - Page 22
Practice 1
Practice
Practice 11
In
In this
this practice,
practice, you
you will
will answer
answer questions
questions about
about
cash control features.
cash control features.
1. You can define a pay group and assign it to one or

more ______.
2. The payment priority numbers can be between 1 and ______.
3. You can override the pay-alone feature at the ______ level.
4. When defining discount payment terms, you can define up to ______ discounts
for each payment line.

Chapter 3 - Page 23
Practice 1 Solutions
Practice
Solutions
This
This practice
practice covers
covers questions
questions about
about cash
cash control
control
features.
features.
1. You can define a pay group and assign it to one or

more suppliers.
2. The payment priority numbers can be between 1 and 99.
3. You can override the pay-alone feature at the invoice level.
4. When defining discount payment terms, you can define up to three discounts
for each payment line.

Chapter 3 - Page 24
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 25
Defining Banks
Defining
Defining Banks
Banks
Use
Use the
the Banks
Banks window
window to
to enter
enter bank
bank information
information for
for
banks
banks with
with which
which you
you do
do business.
business. Oracle
Oracle
Receivables
Receivables and
and Oracle
Oracle Payables
Payables share
share bank
bank
definitions,
definitions, although
although not
not all
all bank
bank information
information is
is
shared. Bank branches can have multiple accounts,
shared. Bank branches can have multiple accounts,
and
and each
each account
account you
you define
define can
can be
be associated
associated with
with
Payables payment documents and Receivables
Payables payment documents and Receivables
payment
payment methods.
methods.
(Help) Oracle Financial Applications > Oracle Payables > Setup > Banks >
Banks

Chapter 3 - Page 26
Defining Banks
Defining
Defining Banks
Banks
For
For Oracle
Oracle Payables,
Payables, use
use the
the Banks
Banks and
and Bank
Bank
Accounts
Accounts windows
windows toto define:
define:
•• Your
Your internal
internal bank
bank accounts
accounts from
from which
which you
you will
will
disburse payments
disburse payments
•• Supplier
Supplier bank
bank accounts
accounts for
for suppliers
suppliers you
you pay
pay
electronically
electronically

Chapter 3 - Page 27
Defining Banks
Defining
Defining Banks
Banks
You
You define
define payment
payment documents
documents for
for each
each internal
internal
bank
bank account. These payment documents have
account. These payment documents have
payment
payment formats
formats associated
associated with
with them
them which
which specify
specify
aa payment
payment method
method of:
of:
•• Check
Check
•• Electronic
Electronic
•• Wire
Wire
•• Clearing
Clearing

Chapter 3 - Page 28
How to Enter Bank Information
How
How to
to Enter
Enter Bank
Bank Information
Information
1.
1. In
In the
the Banks
Banks window,
window, enter
enter all
all basic
basic bank
bank
information.
information.
2.
2. Select
Select Bank
Bank as
as the
the institution.
institution.
3.
3. Optionally,
Optionally, enter
enter the
the information
information related
related to
to
electronic
electronic data
data interchange
interchange (EDI)
(EDI) or
or electronic
electronic
funds
funds transfer
transfer (EFT).
(EFT).
4.
4. Optionally,
Optionally, enter
enter contact
contact information
information inin the
the
Contact
Contact region.
region.
5.
5. Save
Save your
your work.
work.
6.
6. Proceed
Proceed with
with How
How to
to Define
Define Bank
Bank Accounts.
Accounts.
Defining Banks

Chapter 3 - Page 29
How to Define Bank Accounts
How
How to
to Define
Define Bank
Bank Accounts
Accounts
1.
1. Enter
Enter the
the bank
bank account
account name
name and
and bank
bank account
account
number.
number.
2.
2. (Optional)
(Optional) Enter
Enter an
an account
account type
type and
and description.
description.
3.
3. To
To use
use country-specific
country-specific account
account number
number
validation,
validation, enter
enter the
the check
check digits.
digits.
4.
4. Select
Select the
the account
account use.
use.
5.
5. In
In the
the GL
GL Accounts
Accounts region,
region, enter
enter aa cash,
cash, cash
cash
clearing, bank charges, and bank errors account.
clearing, bank charges, and bank errors account.
6.
6. In
In the
the Payables
Payables Options
Options region,
region, enter
enter operational
operational
information for the use of your bank account.
information for the use of your bank account.
Defining Internal Bank Accounts

Chapter 3 - Page 30
How to Define Bank Accounts
How
How to
to Define
Define Bank
Bank Accounts
Accounts
7.
7. (Optional)
(Optional) Enter
Enter contact
contact information
information in
in the
the
Account
Account Contact
Contact region.
region.
8.
8. Proceed
Proceed with
with Defining
Defining Payment
Payment Documents
Documents for
for
Bank Accounts.
Bank Accounts.

Chapter 3 - Page 31
Defining Bank Accounts for Your Suppliers
Defining
Defining Bank
Bank Accounts
Accounts for
for Your
Your
Suppliers
Suppliers
You
You can
can enter
enter information
information for
for bank
bank accounts
accounts for
for
which
which your
your supplier
supplier is
is the
the account
account holder.
holder. You
You then
then
assign these accounts to the supplier
assign these accounts to the supplier and and
its
its sites.
sites. Payables
Payables uses
uses this
this bank
bank information
information when
when
you
you create
create electronic
electronic payments
payments forfor your
your suppliers.
suppliers.
Defining Supplier Bank Accounts

Chapter 3 - Page 32
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 33
Defining Payment Documents for Bank Accounts
Defining
Defining Payment
Payment Documents
Documents for
for Bank
Bank
Accounts
Accounts
•• You
You must
must create
create at
at least
least one
one payment
payment document
document
before
before you
you can
can use
use aa bank
bank account
account to
to create
create
invoice
invoice payments.
payments.
•• When
When you
you define
define payment
payment documents,
documents, youyou cancan
only select payment formats that use the
only select payment formats that use the same same
currency
currency as
as the
the bank
bank account
account currency.
currency. IfIf the
the bank
bank
account is a multiple-currency bank account,
account is a multiple-currency bank account, you you
can
can choose
choose foreign
foreign currency
currency payment
payment formats
formats or or
multiple-currency payment formats.
multiple-currency payment formats.
Defining and Maintaining Payables Payment Documents

Chapter 3 - Page 34
Oracle Payables Payment Document Disbursement
Types
Oracle
Oracle Payables
Payables Payment
Payment
Document
Document Disbursement
Disbursement Types
Types
Disbursement
Type Description
Recorded Records payments made outside Oracle
Payables, for example, a handwritten check
or a wire.
Computer 1. Creates immediate, single-check payments.
Generated 2. Pays invoices in a payment batch, for
example, a check run or an electronic
payment batch.
Combined Can be used for both manual or
computer-generated payments.

Chapter 3 - Page 35
Setting Up Custom Payment Programs
Setting
Setting Up
Up Custom
Custom Payment
Payment Programs
Programs
•• Payment
Payment programs
programs are
are used
used to
to format
format payment
payment
documents
documents andand separate
separate remittance
remittance advice
advice in
in
Payables.
Payables. Payment programs can determine how
Payment programs can determine how
Payables
Payables builds
builds payments,
payments, formats
formats payments,
payments, and
and
creates
creates payment
payment remittance
remittance advice.
advice.
•• Payables
Payables provides
provides several
several predefined
predefined payment
payment
programs
programs designed
designed toto provide
provide basic
basic layouts
layouts for
for
your payment documents. You can also
your payment documents. You can also define define
additional
additional payment
payment programs
programs toto meet
meet your
your
organization’s unique needs.
organization’s unique needs.
(Help) Oracle Financial Applications > Oracle Payables > Setup > Payables
Implementation Information > Custom Payment Programs

Chapter 3 - Page 36
Setting Up Custom Payment Formats
Setting
Setting Up
Up Custom
Custom Payment
Payment Formats
Formats
•• Payment
Payment formats
formats are
are needed
needed to
to define
define payment
payment
documents in the Banks window. You
documents in the Banks window. You define define
payment
payment formats
formats for
for the
the four
four payment
payment methods
methods
(check, clearing, electronic, and wire) that
(check, clearing, electronic, and wire) that
Payables
Payables uses.
uses. You
You can
can define
define as
as many
many payment
payment
formats
formats as you require for each payment method;
as you require for each payment method;
however,
however, each
each payment
payment format
format must
must be
be unique
unique for
for
that payment method.
that payment method.
•• Payables
Payables provides
provides several
several predefined
predefined payment
payment
formats
formats that
that you
you can
can use.
use. You
You might
might want
want to
to
modify one of Payables payment formats
modify one of Payables payment formats to to
provide
provide different
different information
information onon your
your payment
payment
document or remittance advice.
document or remittance advice.
Implementation Information > Custom Payment Formats

Chapter 3 - Page 37
Practice 2
Practice
Practice 22
In
In this
this practice,
practice, you
you will
will answer
answer true
true or
or false
false
questions
questions about
about banks
banks and
and payment
payment documents.
documents.
1. Each bank branch can have multiple accounts. __

2. You must create at least one payment document before you can use a bank
account to create
invoice payments. __
3. When you define payment documents, you can select any payment format. __
4. If the bank account is a multiple-currency bank account, you can only choose
multiple-currency
payment formats. __

Chapter 3 - Page 38
Practice
Solutions
This
This practice
practice covers
covers true
true or
or false
false questions
questions about
about
banks
banks and
and payment
payment documents.
documents.
1. Each bank branch can have multiple accounts. True

2. You must create at least one payment document before you can use a bank
account to create invoice
payments. True
3. When you define payment documents, you can select any payment format.
False—When you
define payment documents, you can only select payment formats that use
the same currency
as the bank account currency.
4. If the bank account is a multiple-currency bank account, you can only choose
multiple-currency
payment formats. False—If the bank account is a multiple-currency bank
account, you can
choose foreign currency payment formats or multiple-currency payment
formats.

Chapter 3 - Page 39
Demonstration
Demonstration
Demonstration
This
This demonstration
covers defining
defining banks
banks and
and
payment
payment documents.
documents.
(N)
(N) Setup—>Payment—>Banks
Setup—>Payment—>Banks
(N)
Setup—>Payment—>Banks (B)
(B) Bank
Bank Accounts
Accounts
(B)
(B) Payment
Payment Documents
Documents
Instructor Note
Demonstrate to the students how to define a bank and a payment document.

Chapter 3 - Page 40
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following are
are disbursement
disbursement types?
types?
A.
A. Recorded
Recorded
B.
B. Electronic
Electronic
C.
C. Combined
Combined
D.
D. Computer-generated
Computer-generated
E.
E. All
All of
of the
the above
above

Chapter 3 - Page 41
Review Question Solution
Review
Review Question
Question Solution
Solution
Which
Which of
of the
the following
following are
are disbursement
disbursement types?
types?
A.
A. Recorded
Recorded
B.
B. Electronic
Electronic
C.
C. Combined
Combined
D.
D. Computer
Computer Generated
Generated
E.
E. All
All of
of the
the above
above

Chapter 3 - Page 42
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 43
Setting Up Financials Options for Payments
Setting
Setting Up
Up Financials
Financials Options
Options for
for
Payments
Payments
•• The
The options
options that
that you
you define
define in
in the
the Supplier-
Supplier-
Payables
Payables tabbed
tabbed region,
region, except
except for
for the
the Receipt
Receipt
Acceptance Days option, are used
Acceptance Days option, are used as defaultas default
values
values for
for the
the Payment
Payment region
region ofof the
the Suppliers
Suppliers
window.
window. The
The supplier
supplier values
values default
default toto new
new
supplier
supplier sites
sites for
for the
the supplier,
supplier, which
which default
default to
to
new
new invoices
invoices for
for the
the supplier
supplier site.
site.
•• You
You can
can override
override these
these values
values during
during entry
entry of
of the
the
supplier,
supplier, supplier
supplier site,
site, and
and invoice.
invoice.
(Help) Oracle Financial Applications > Oracle Payables > Setup >
Financial Options > Defining Financials Options > Supplier-Payables

Chapter 3 - Page 44
Demonstration
Demonstration
Demonstration
This
This demonstration
covers setting
setting up
up Financials
Financials
Options
Options for
for payments.
payments.
(N)
(N) Setup—>Options—>Financials
Setup—>Options—>Financials (T)
(T) Supplier-
Supplier-
Payables
Payables
Instructor Note
Demonstrate to the students the Supplier-Payables Financial Options for
payments.

Chapter 3 - Page 45
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 46
Setting Up Payables Options for Payments
Setting
Setting Up
Up Payables
Payables Options
Options for
for
Payments
Payments
In
In the
the Payment
Payment tabbed
tabbed region,
region, you
you can
can set
set the
the
following
following defaults
defaults and
and options
options that
that will
will simplify
simplify
automatic
automatic payment
payment processing:
processing:
•• Bank
Bank Account
Account
•• Payment
Payment Batch
Batch Limit
Limit
•• EFT
EFT User
User Number
Number
•• Additional
Additional Pay
Pay Through
Through Days
Days
•• Allow
Allow Document
Document Category
Category Override
Override
•• Exclude
Exclude Tax
Tax From
From Discount
Discount Calculation
Calculation
•• Discount
Discount Method
Method
®
Options > Payables Options Window Reference > Payment Payables
Options

Chapter 3 - Page 47
Setting Up Payables Options for Payments
Setting
Setting Up
Up Payables
Payables Options
Options for
for
Payments
Payments
•• Allow
Allow Print
Print
•• Allow
Allow Pre-Date
Pre-Date
•• Allow
Allow Void
Void and
and Reissue
Reissue
•• Allow
Allow Address
Address Change
Change
•• Allow
Allow Remit-To
Remit-To Account
Account Override
Override
•• Use
Use Bank
Bank Charges
Charges

Chapter 3 - Page 48
Setting Up Supplier Payables Options
Setting
Setting Up
Up Supplier
Supplier Payables
Payables Options
Options
You
You can
can set
set the
the following
following payment
payment information
information
defaults
defaults in
in the
the Supplier
Supplier tabbed
tabbed region
region to
to enter
enter
payment
payment defaults
defaults for
for the
the Suppliers
Suppliers window:
window:
•• Pay
Pay Group
Group
•• Invoice
Invoice Currency
Currency
•• Terms
Terms Date
Date Basis
Basis
•• Pay
Pay Date
Date Basis
Basis
•• Bank
Bank Charge
Charge Bearer
Bearer
•• Tax
Tax Reporting
Reporting Options
Options
Options > Payables Options Window Reference > Supplier Payables
Options

Chapter 3 - Page 49
Demonstration
Demonstration
Demonstration
This
This demonstration
covers setting
setting up
up Payables
Payables
Options
Options for
for payments.
payments.
(N)
(N) Setup—>Options—>Payables
Setup—>Options—>Payables (T)
(T) Payment
Payment
(N)
(T) Supplier
Supplier
Instructor Note
Demonstrate to the students the Payment and Supplier tabbed regions of the
Payables Options window.

Chapter 3 - Page 50
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Cash
Cash
Management
Management
®

Chapter 3 - Page 51
Setting Up Future-Dated Payments
Setting
Setting Up
Up Future-Dated
Payments
•• For
For future-dated
future-dated payments,
payments, the
the funds
funds are
are not
not
available
available until the maturity date. This is the date
until the maturity date. This is the date
when
when thethe payment
payment document
document will
will be
be honored
honored
(paid)
(paid) byby the
the issuing
issuing bank.
bank. The
The document
document also also
contains
contains an an issue
issue date,
date, which
which is
is the
the date
date the
the
document was created or presented
document was created or presented to the to the
supplier.
supplier.
•• This
This raises
raises the
the issue
issue of
of when
when to
to relieve
relieve the
the liability
liability
for future-dated payments. You can relieve
for future-dated payments. You can relieve liabilityliability
for
for aa future-dated
future-dated payment
payment either
either at
at payment
payment issueissue
or payment maturity.
or payment maturity.

Chapter 3 - Page 52
How to Set Up Future-Dated Payments
How
How to
to Set
Set Up
Up Future-Dated
Payments
When
When you
you use
use future-dated
future-dated payments,
payments, you
you need
need to
to
select
select some
some additional
additional options
options in
in Payables.
Payables.
Future-Dated Payments > Setting Up Your System For Future-Dated
Payments

Chapter 3 - Page 53
Demonstration
Demonstration
Demonstration
This
This demonstration
covers setting
setting up
up future-dated
future-dated
payments.
payments.
(N)
Setup—>Options—>Payables (T) (T) Payment
Payment
Accounting
Accounting
(N)
Setup—>Payment—>Banks (B) (B) Bank
Bank Accounts
Accounts (B)
(B)
Payables
Payables Documents
Documents (T)
(T) future-dated
future-dated Payments
Payments
Instructor Note
Demonstrate to the students how to set up future-dated payments.

Chapter 3 - Page 54
Review Question
Review
Review Question
Question
Future-dated
payments contain
contain both
both an
an issue
issue date
date
and
and aa maturity
maturity date.
date.
A.
A. True
True
B.
B. False
False

Chapter 3 - Page 55
Review
Review Question
Question Solution
Solution
Future-dated
payments contain
contain both
both an
an issue
issue date
date
and
and aa maturity
maturity date.
date.
A.
A. True
True
B.
B. False
False

Chapter 3 - Page 56
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining pay
pay groups
groups
•• Assigning
Assigning payment
payment priorities
priorities
•• Defining
Defining payment
payment terms
terms
•• Assigning
Assigning pay-alone
pay-alone status
status
•• Defining
Defining banks
banks
•• Defining
Defining payment
payment documents
documents
•• Setting
Setting up
up Financials
Financials options
options for
for payments
payments
•• Setting
Setting up
up Payables
Payables options
options for
for payments
payments
•• Setting
Setting up
up future-dated
payments
•• Setting
Setting up
up Payables
Payables options
options to
to work
work with
with Oracle
Oracle
Cash
Cash Management
Management
®

Chapter 3 - Page 57
Setting Up Oracle Payables to Work with Oracle Cash
Management
Setting
Setting Up
Up Oracle
Oracle Payables
Payables to
to Work
Work with
with
Oracle
Oracle Cash
Cash Management
Management
•• Select
Select one
one or
or both
both options
options for
for Account
Account Gain/Loss:
Gain/Loss:
–– When
When Payment
Payment isis Issued
Issued
–– When
When Payment
Payment Clears
Clears
•• Select
Select the
the Calculate
Calculate Gain/Loss
Gain/Loss option:
option:
–– For
For Each
Each Invoice
Invoice
–– For
For Total
Total Payment
Payment
•• Use
Use future-dated
future-dated Payment
Payment Account:
Account:
–– From
From Payment
Payment Document
Document
–– From
From Supplier
Supplier Site
Site
Instructor Note
Mention these options briefly. These options are covered in detail in the
Creating and Viewing Accounting Entries in Oracle Payables module.

Chapter 3 - Page 58
Summary
Summary
Summary
In
In this
this module,
module, you
you should
should have
have learned
learned how
how to
to
implement
implement the
the payment
payment process
process in
in Oracle
Oracle Payables.
Payables.

Chapter 3 - Page 59
R11i Overview of
Supplier Invoicing
Chapter 4
R11i Overview of Supplier Invoicing

Chapter 4 - Page 1
R11i
R11i Overview
Overview of
of Supplier
Supplier Invoicing
Invoicing
Oracle
Oracle Payables
Payables Release
Release 11i
11i

60 minutes Lecture
60 minutes Total

Chapter 4 - Page 2
Course Objectives
Course
Course Objectives
Objectives
After
After completing
completing this
this module,
module, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Describe
Describe the
the supplier
supplier invoicing
invoicing process
process
•• Explain
Explain the
the key
key concepts
concepts of
of invoice
invoice processing
processing

Chapter 4 - Page 3
Course Agenda
Course
Course Agenda
Agenda
•• Product
Product integration
integration
•• Overview
Overview ofof Oracle
Oracle Payables
Payables
•• Flow
Flow of
of default
default values
values
•• Suppliers
Suppliers
•• Overview
Overview of
of invoice
invoice entry
entry process
process
Instructor Note
Remind the students that this is an overview class and there are additional
modules that will go into more detail about the different topics.

Chapter 4 - Page 4
Product Integration
Product
Product Integration
Integration
Oracle Human Oracle Projects Oracle Cash

Resources Management
Oracle
Oracle e-Commerce
Workflow Gateway
Oracle Payables
Oracle Oracle
Property iExpenses
Manager
Oracle Oracle Oracle
Purchasing Assets General Ledger
®

Chapter 4 - Page 5
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Human
Human Resources
Resources shares
shares locations
locations and
and
employees
employees with
with Oracle
Oracle Payables.
Payables.
•• Oracle
Oracle Projects
Projects imports
imports invoice
invoice information
information from
from
Payables
Payables toto track
track project
project costs
costs and
and exports
exports
expense
expense report
report information
Oracle Payables.
Payables.
•• Oracle
Oracle Cash
Cash Management
reconciles payments
payments
created
created in
in Oracle
Oracle Payables
Payables toto your
your bank
bank
statements.
statements.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway transfers
transfers electronic
electronic
invoices and EDI payments to Oracle Payables.
invoices and EDI payments to Oracle Payables.

Chapter 4 - Page 6
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Property
Property Manager
Manager exports
exports lease
lease payment
payment
information
Oracle Payables
Payables where
where you
you can
can pay
pay
the lease invoices.
the lease invoices.
•• Oracle iExpenses
Oracle iExpenses can can be
be used
used by
by employees
employees toto
enter their own expense reports.
enter their own expense reports.
•• Oracle
Oracle Workflow
Workflow can can be
be set
set up
up to
to process
process invoice
invoice
records
records before
before you
you import
import them
them from
from the
the Payables
Payables
Open
Open Interface.
Interface.
•• Oracle
Oracle General
General Ledger
Ledger and
and other
other general
general ledger
ledger
entries
entries from
from Oracle
Oracle Payables.
Payables.

Chapter 4 - Page 7
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Assets
Assets and
and other
other fixed
fixed assets
assets systems
systems
record
record Payables
Payables invoice
distributions for
for asset
asset
purchases.
purchases.
•• Oracle
Oracle Purchasing
Purchasing and
and other
other purchasing
purchasing systems
systems
share purchase orders and suppliers with
share purchase orders and suppliers with
Payables.
Payables.

Chapter 4 - Page 8
Overview of Oracle Payables
Overview
Overview of
of Oracle
Oracle Payables
Payables
•• Oracle
Oracle Payables
Payables is is aa high-productivity
high-productivity accounting
accounting
solution
solution that
that helps
helps you
you maintain
maintain strong
strong financial
financial
controls. You can:
controls. You can:
–– Maximize
Maximize supplier
supplier discounts
discounts
–– Prevent
Prevent duplicate
duplicate payments
payments
–– Pay
Pay for
for only
only the
the goods
goods and
and services
services that
that you
you
order
order and
and receive
receive
•• Oracle
Oracle Payables
Payables also
also helps
helps you
you resolve
resolve business
business
issues
issues quickly
quickly by
by providing
providing accurate
accurate responses
responses to to
your inquiries.
your inquiries.

Chapter 4 - Page 9
Five Major Processes
Five
Five Major
Major Processes
Processes
Oracle
Oracle Payables
Payables contains
contains five
five major
major processes:
processes:
1.
1. Setting
Setting up
up suppliers
suppliers
2.
2. Entering
Entering and
and approving
approving invoices
invoices
3.
3. Paying
Paying invoices
invoices
4.
4. Creating
Creating accounting
accounting entries
entries
5.
5. Sending
Sending transactions
transactions to
to the
the general
general ledger
ledger

Chapter 4 - Page 10
Oracle Payables Processes
Oracle
Oracle Payables
Payables Processes
Processes
Pay invoice
A/P
100,000
60,000
10,000
30,000

Instructor Note
There are two processes in Payables that you must complete for the data
to be sent to Oracle General Ledger:
1. The Payables Accounting process creates the accounting entries in
Oracle Payables.
2. The Payables Transfer to General Ledger sends the accounting
transactions to the GL Interface.
The Journal Import process moves the information from the GL Interface
table to the General Ledger tables. You can submit this program from
Payables or General Ledger.

Chapter 4 - Page 11
Flow of Default Values
Flow
Flow of
of Default
Default Values
Values
Financials options
Payables options
Supplier
Supplier site
Invoice
Invoice distribution line Invoice scheduled payment line

®
Instructor Note
Oracle Payables contains a hierarchy of options and defaults to expedite
and control data entry.
Options and defaults set at one level automatically cascade down to the
next lower level in the hierarchy for any new transactions.
Although you need to define these options and defaults only once, you
can update them at any time to change controls and defaults for future
transactions.
You can override options and defaults at lower levels in the hierarchy.
This hierarchy is not always used. For example, with the tax defaults
hierarchy, you can decide the order in which tax values default.
See: Invoices—>Taxes on Invoices—>Defaulting Tax in Payables

Chapter 4 - Page 12
Review Question
Review
Review Question
Question
IfIf aa default
default is
is set
set at
at the
the Payables-options
Payables-options level
level in
in the
the
hierarchy,
can override
override the
the default
default at
at the
the Supplier
Supplier
level.
level.
A.
A. TrueTrue
B.
B. False
False

Chapter 4 - Page 13
Answer
Answer to
to Review
Review Question
Question
IfIf aa default
default is
is set
set at
at the
the Payables-options
Payables-options level
level in
in the
the
hierarchy,
can override
override the
the default
default at
at the
the Supplier
Supplier
level.
level.
A.
A. TrueTrue
B.
B. False
False

Chapter 4 - Page 14
Suppliers: Overview
Suppliers:
Suppliers: Overview
Overview
Pay invoice
A/P
100,000
60,000
10,000
30,000


Chapter 4 - Page 15
How Oracle Products Use Supplier Information
How
How Oracle
Oracle Products
Products Use
Use
Supplier
Supplier Information
Information
•• Four
Four Oracle
Oracle financial
financial applications
applications use
use the
the Supplier
Supplier
windows:
windows:
–– Oracle
Oracle Payables
Payables
–– Oracle
Oracle Purchasing
Purchasing
–– Oracle
Oracle Assets
Assets
–– Oracle
Oracle Property
Property Manager
Manager
•• IfIf you
you use
use more
more than
than one
one of
of these
these products,
products,
supplier
supplier information
information is
is shared
shared with
with the
the other
other
products.
products.
(Help) Oracle Financial Applications > Oracle Payables > Suppliers >
About Suppliers > How Your Oracle Product Uses Supplier Information

Chapter 4 - Page 16
Entering Invoices: Overview
Entering
Entering Invoices:
Invoices: Overview
Overview
Enter invoices
Enter supplier Approve invoices
Pay invoices
Optionally
match to PO or
receipt A/P
100,000
60,000
10,000
30,000


Chapter 4 - Page 17
Entering Invoices
Entering
Entering Invoices
Invoices
You
You can
can enter
enter invoices
invoices intointo Oracle
Oracle Payables
Payables using
using
the
the
following
following methods:
methods:
•• Enter
Enter individual
individual invoices
invoices inin the
the Invoices
Invoices window
window
•• Enter
Enter invoices
invoices inin batches
batches inin the
the Invoice
Invoice Batches
Batches
and
and the
the Invoices
Invoices window
window
•• Enter
Enter standard
standard andand credit
credit memo
memo invoices
invoices that
that are
are
not complex in the Invoice Gateway
not complex in the Invoice Gateway window window
•• Assign
Assign invoices
invoices to to an
an invoice
invoice batch
batch in
in the
the Invoice
Invoice
Gateway window
Gateway window
•• Create
Create recurring
recurring invoices
invoices inin the
the Recurring
Recurring Invoices
Invoices
window
window
®
Entering Invoices Overview

Chapter 4 - Page 18
Entering Invoices
Entering
Entering Invoices
Invoices
You
You can
can enter
enter invoices
invoices into
into Oracle
Oracle Payables
Payables using
using
the
the
following
following methods:
methods:
•• Create
Create invoices
invoices from
from expense
expense reports
reports or
or import
import
invoices from other systems (e-Commerce
invoices from other systems (e-Commerce
Gateway,
Gateway, Property
Property Manager,
Manager, Self-Service
Self-Service
Expenses, and flat files)
Expenses, and flat files)
•• Create
Create invoices
invoices to to pay
pay interest
interest for
for overdue
overdue
invoices
invoices

Chapter 4 - Page 19
Using the Workbench Model
Using
Using the
the Workbench
Workbench Model
Model
•• Oracle
Oracle Payables
Payables includes
includes two
two fully
fully integrated
integrated
workbenches:
workbenches:
–– Invoice
Invoice Workbench
Workbench
–– Payment
Payment Workbench
Workbench
•• You
You can
can enter,
enter, adjust,
adjust, or
or review
review invoices
invoices in
in the
the
Invoice Workbench.
Invoice Workbench.
(Help) Oracle Financial Applications > Oracle Payables > Overview >
The Invoice Workbench

Chapter 4 - Page 20
Using the Invoice Workbench
Using
Using the
the Invoice
Invoice Workbench
Workbench
Find Find Find
Invoice batches Invoices Distributions
Invoice
overview

Chapter 4 - Page 21
The Invoice Workbench: Invoice Batches
The
The Invoice
Invoice Workbench:
Workbench: Invoice
Invoice Batches
Batches
Invoice
Invoice Batches
Batches
Find
Find Invoice
Invoice Batches
Batches

Chapter 4 - Page 22
The Invoice Workbench: Invoices
The
The Invoice
Invoice Workbench:
Workbench: Invoices
Invoices
Invoices
Invoices
•• Find
Find Invoices
Invoices
Calculate
Calculate Balance
Balance Owed
Owed
•• Find
Find Purchase
Purchase Orders
Orders for
for Matching
Matching
Match
Match to
to Purchase
Purchase Order
Order
•• Find
Find Receipts
Receipts for
for Matching
Matching
–– Match
Match to
to Receipts
Receipts
–– Match
Match Other
Other Charges
Charges to
to Receipts
Receipts

Chapter 4 - Page 23
The Invoice Workbench: Invoices
The
The Invoice
Invoice Workbench:
Workbench: Invoices
Invoices
•• Find
Find Invoices
Invoices for
for Matching
Matching
Match
Match to
to Invoices
Invoices
•• Invoice
Invoice Actions
Actions
Apply/Unapply
Apply/Unapply Prepayments
Prepayments
•• View
View Invoice
Invoice Accounting
Accounting
•• Invoice
Invoice Holds
Holds
Release
Release
•• View
View Projected
Projected Withholding
Withholding
•• Match
Match Other
Other Charges
Charges to
to Receipts
Receipts

Chapter 4 - Page 24
The Invoice Workbench: Distributions
The
The Invoice
Invoice Workbench:
Workbench: Distributions
Distributions
Distributions
Distributions
•• Find
Find Invoice
Invoice
•• Charge
Charge Allocations
Allocations
•• Tax
Tax Summary
Summary
•• View
View Encumbrances
Encumbrances
•• View
View Receipts
Receipts
•• View
View PO
PO

Chapter 4 - Page 25
Demonstration
Demonstration
Demonstration
This
This demonstration
covers the
the Invoice
Invoice Workbench.
Workbench.
(N)
(N) Invoices—>Entry—>Invoices
Invoices—>Entry—>Invoices
Instructor Note
Demonstrate to the students the basics of the Invoice Workbench. Also,
remind the students that they can use the scroll bars on their screen to
adjust the windows to see additional information.

Chapter 4 - Page 26
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following tasks
tasks can
can you
you perform
perform in
in the
the
Invoice
Invoice Workbench?
Workbench?
A.
A. Enter
Enter an
an invoice
invoice
B.
B. Modify
Modify an
an invoice
invoice
C.
C. Approve
Approve an
an invoice
invoice
D.
D. Modify
Modify invoice
distributions
E.
E. All
All of
of the
the above
above

Chapter 4 - Page 27
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following tasks
tasks can
can you
you perform
perform in
in the
the
Invoice
Invoice Workbench?
Workbench?
A.
A. Enter
Enter an
an invoice
invoice
B.
B. Modify
Modify an
an invoice
invoice
C.
C. Approve
Approve anan invoice
invoice
D.
D. Modify
Modify invoice
distributions
E.
E. All
All of
of the
the above
above

Chapter 4 - Page 28
Oracle Payables Invoice Types
Oracle
Oracle Payables
Payables Invoice
Invoice Types
Types
Type Description
Standard An invoice from a supplier representing an
amount due for goods or services purchased
(standard invoices can be matched to either a
PO or receipt, or not matched)
Credit Memo A memo from a supplier representing a credit
amount toward goods or services for which you
have already been invoiced
Debit Memo An invoice you enter to record a credit for a
supplier who does not send you a credit memo
Expense An invoice representing an amount due to an
Report employee for business-related expenses
PO Default An invoice you enter for matching to a purchase
order (you enter a PO number, and Oracle
Payables automatically provides supplier
information)
®

Chapter 4 - Page 29
Oracle Payables Invoice Types
Oracle
Oracle Payables
Payables Invoice
Invoice Types
Types
Type Description
Prepayment A type of invoice you enter to pay an advance
payment for expenses to a supplier
or employee
QuickMatch An invoice you enter for matching to a purchase
order (you enter a PO number, and Oracle
Payables automatically provides supplier
information and matches to each shipment on
the purchase order)
Withholding An invoice you enter to remit taxes withheld to
Tax the appropriate tax authority
Mixed An invoice for which you can perform both
positive and negative matching to
purchase orders and to other invoices

Chapter 4 - Page 30
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter an
an invoice
invoice in
in
the
the Invoice
Invoice Gateway
Gateway window.
window.
(N)
(N) Invoices—>Entry—>Invoice
Invoices—>Entry—>Invoice Gateway
Gateway
Instructor Note
Demonstrate how to enter a basic invoice in the Invoice Gateway
window.

Chapter 4 - Page 31
Interest Invoices
Interest
Interest Invoices
Invoices
Payables
Payables can
can automatically
automatically create
create invoices
invoices to
to pay
pay
interest
interest for
for overdue
overdue invoices
invoices if:
if:
•• You
You enable
enable automatic
automatic interest
interest calculation
calculation for
for aa
supplier
supplier
•• You
You pay
pay an
an overdue
overdue invoice
invoice forfor the
the supplier
supplier in
in aa
payment
payment batch
batch or
or with
with aa Quick
Quick payment
payment
(Help) Oracle Financial Applications > Oracle Payables > Other

Topics > Automatic Interest/Prompt Payment Support

Chapter 4 - Page 32
Invoice Distribution Types
Invoice
Invoice Distribution
Distribution Types
Types
Type Description
Item Records the amount a supplier charges for

goods or services purchased
Tax Records the sales or other tax amount due
on goods or services purchased
Freight Records the amount a supplier charges for
shipping and handling
Miscellaneous Records the amount for miscellaneous
expenses on an invoice

Chapter 4 - Page 33
Invoice
Distribution Types
Types
Type Description
Withholding Records the amount of taxes withheld from

an invoice
Prepayment Records the amount of a prepayment
applied to an invoice

Chapter 4 - Page 34
Other Invoice Distributions
Other
Other Invoice
Invoice Distributions
Distributions
You
You can
can also
also create
create distributions
distributions by:
by:
•• Matching
Matching toto purchase
purchase orders
orders and
and receipts
receipts
•• Using
Using distribution
distribution sets
sets
•• Allocating
Allocating freight,
freight, tax,
tax, and
and miscellaneous
miscellaneous lines
lines
Invoice Workbench > Entering Distributions in the Invoice
Workbench

Chapter 4 - Page 35
Allocating Freight, Tax, and Miscellaneous Lines
Allocating
Allocating Freight,
Freight, Tax,
Tax,
and
and Miscellaneous
Miscellaneous Lines
Lines
Prepayment line
Tax
Freight Miscellaneous
Item
Allocation > Allocation Overview > Creating Distributions by
Allocation
Instructor Note
Give the students a high-level overview of creating distributions by
allocation.

Chapter 4 - Page 36
Review Question
Review
Review Question
Question
You
You can
can allocate
allocate aa freight
freight line
line to
to which
which of
of the
the
following
following lines?
lines?
A.
A. Tax
Tax
B.
B. Item
Item
C.
C. Prepayment
Prepayment
D.
D. Miscellaneous
Miscellaneous
E.
E. All
All of
of the
the above
above

Chapter 4 - Page 37
Answer
Answer to
to Review
Review Question
Question
You
You can
can allocate
allocate aa freight
freight line
line to
to which
which of
of the
the
following lines?
following lines?
A.
A. Tax
Tax
B.
B. Item
Item
C.
C. Prepayment
Prepayment
D.
D. Miscellaneous
Miscellaneous
E.
E. All
All of
of the
the above
above

Chapter 4 - Page 38
Invoice Inquiry: Overview
Invoice
Invoice Inquiry:
Inquiry: Overview
Overview
Batch invoices Enter invoice Optionally
match to PO
or receipt
Approve invoice View invoice
Receive invoices
in the mail
Create
accounting Pay invoice
A/P File invoice
100,000
60,000
10,000
30,000
®

Chapter 4 - Page 39
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to view
view high-level
high-level
invoice
invoice information.
information.
(N)
(N) Invoices—>Inquiry—>Invoice
Invoices—>Inquiry—>Invoice Overview
Overview
Instructor Note
Demonstrate to the students how to view invoice information in the
Invoice Overview window.

Chapter 4 - Page 40
Approving Invoices: Overview
Approving
Approving Invoices:
Invoices: Overview
Overview
Batch invoices Enter invoice Optionally
match to PO
or receipt
Receive invoices
in the mail
Create
A/P File invoice
100,000
60,000
10,000
30,000
®

Chapter 4 - Page 41
Approving Invoices
Approving
Approving Invoices
Invoices
Before
Before you
you can
can pay
pay or
or account
account for
for an
an invoice
invoice
(including
(including prepayments),
prepayments), you you must
must submit
submit approval
approval
for the invoice in one of three ways:
•• Online
Online byby using
using the
the Actions
Actions window
window of of the
the Invoice
Invoice
Workbench
Workbench
•• Online
Online byby using
using the
the Approve
Approve button
button in
in the
the Invoice
Invoice
Batches
Batches window
window
•• Batch
Batch byby submitting
submitting thethe Payables
Payables Approval
Approval
program
program from
from the
the Submit
Submit Request
Request window
window
Approval > Approval

Chapter 4 - Page 42
Approving Invoices
Approving
Approving Invoices
Invoices
You
You can
can also
also approve
approve related
related invoices
invoices for
for credit
credit and
and
debit
debit memos
memos by
by choosing
choosing Approve
Approve Related
Related Invoices
Invoices
in
in the
the Actions
Actions window
window after
after you
you enter
enter aa credit
credit or
or debit
debit
memo.
memo.

Chapter 4 - Page 43
Approving Invoices
Approving
Approving Invoices
Invoices
•• Approval
Approval validates
validates the
the matching,
matching, tax,
tax, period
period
status,
status, exchange
exchange rate,
rate, and
and distribution
distribution information
information
for invoices that you enter and automatically
for invoices that you enter and automatically
applies
applies holdsholds to
to exception
exception invoices.
invoices.
•• IfIf aa tax
tax distribution
distribution is
is not
not allocated
allocated oror not
not fully
fully
allocated,
allocated, Approval
Approval fully
fully allocates
allocates the
the tax
tax
distribution
distribution by by prorating
prorating across
across all
all taxable
taxable
distributions.
distributions.

Chapter 4 - Page 44
Accounting for Invoices
Accounting
Accounting for
for Invoices
Invoices
•• You
You submit
submit the
the Payables
Payables Accounting
Accounting process
process to
to
create
create accounting
accounting entries
entries in
in Payables.
Payables. Submit
Submit this
this
batch process from the Submit Request
batch process from the Submit Request window.window.
•• You
You can
can also
also create
create accounting
accounting entries
entries for
for an
an
invoice from the related Actions window.
invoice from the related Actions window.
–– Select
Select the
the invoice.
invoice.
–– Click
Click the
the Actions
Actions button.
button.
–– Select
Select the
the Create
Create Accounting
Accounting check
check box,
box, and
and
click
click OK.
OK.
•• To
To account
account for
for an
an invoice
invoice batch,
batch, query
query the
the batch
batch in
in
the Invoice Batches window, and then click
the Invoice Batches window, and then click the the
Create
Create Accounting
Accounting button.
button.
®

Chapter 4 - Page 45
Accounting for Invoices
Accounting
Accounting for
for Invoices
Invoices
•• For
For aa single
single invoice,
invoice, you
you complete
complete the
the accounting
accounting
process
process online.
online. For
For batches,
batches, you
you submit
submit the
the
accounting process as a request.
accounting process as a request.
•• The
The invoices
invoices must
must be
be approved
approved before
before the
the
accounting entries can be generated.
accounting entries can be generated.
Instructor Note
The main method of accounting for invoices is to submit the Payables
Accounting process.

Chapter 4 - Page 46
Applying Holds
Applying
Applying Holds
Holds
•• You
You can
can prevent
prevent payment
payment and,and, optionally,
optionally, prevent
prevent
accounting
accounting forfor an
an invoice
invoice by by manually
manually applying
applying
one
one oror more
more holds
holds to
to it.
it.
•• Oracle
Oracle Payables
Payables provides
provides some
some generic
generic invoice
invoice
holds
holds for you, and you can define your own holds
for you, and you can define your own holds
based
based on on your
your invoice
invoice approval
approval needs.
needs.
•• You
You can
can also
also prevent
prevent payment
payment of of supplier
supplier invoices
invoices
by
by placing
placing aa hold
hold on
on the
the supplier
supplier or
or the
the supplier
supplier
site
site instead
instead of
of on
on each
each individual
individual invoice.
invoice.
(Help) Oracle Financial Applications > Oracle Payables > Appendix

> Summary of Approval Hold Codes

Chapter 4 - Page 47
Applying Holds
Applying
Applying Holds
Holds
•• There
There are
are three
three types
types of
of holds
holds that
that you
you can
can use
use to
to
prevent
prevent payment
payment ofof an
an invoice:
invoice:
–– Invoice
Invoice hold
hold
–– Scheduled
Scheduled payment
payment hold
hold
–– Supplier
Supplier hold
hold
•• IfIf an
an invoice
invoice fails
fails Approval,
Approval, Payables
Payables will
will apply
apply the
the
appropriate system holds on the invoice.
appropriate system holds on the invoice.
Instructor Note
Inform the students that scheduled payment holds and supplier holds will
not show up in the Holds window or the Invoices window.

Chapter 4 - Page 48
Releasing Invoice Holds
Releasing
Releasing Invoice
Invoice Holds
Holds
•• Release
Release holds
holds from
from invoices
invoices to
to pay
pay and
and account
account
for
for invoices.
invoices. YouYou can
can view
view the
the holds
holds on
on an
an invoice
invoice
in either the Invoice Overview or the Holds
in either the Invoice Overview or the Holds window window
of
of the
the Invoice
Invoice Workbench.
Workbench. You
You can
can see
see the
the
number
number of of holds
holds onon an
an invoice
invoice in
in the
the Invoices
Invoices
window.
window.
•• Identify
Identify invoices
invoices onon hold
hold with
with the
the Invoice
Invoice on
on Hold
Hold
Report
Report andand the
the Matching
Matching Hold
Hold Detail
Detail Report.
Report.

Chapter 4 - Page 49
Manually Releasing Invoice Holds
Manually
Manually Releasing
Releasing Invoice
Invoice Holds
Holds
•• Oracle
Oracle Payables
Payables applies
applies some
some holds
holds that
that you
you
cannot
cannot release.
release.
•• You
You can
can use
use the
the Invoice
Invoice Holds
Holds window
window toto view
view
invoices
invoices with
with these
these holds,
holds, but
but you
you cannot
cannot
manually
manually release
release these
these holds.
holds.
•• You
You must
must correct
correct the
the exception
exception that
that caused
caused
Approval
Approval toto place
place the
the hold
hold on
on the
the invoice
invoice and
and then
then
resubmit
resubmit Approval
Approval to to release
release these
these holds.
holds.
•• You
You can
can correct
correct exceptions
exceptions by by updating
updating the
the
invoice
invoice or the purchase order or by changing your
or the purchase order or by changing your
invoice
invoice tolerances.
tolerances.

Chapter 4 - Page 50
Review Question
Review
Review Question
Question
IfIf you
you have
have anan invoice
invoice that
that the
the system
system put
put on
on hold
hold
because
because of of an
an account
account hold
hold reason,
reason, you
you need
need to
to
correct the problem and then resubmit Approval.
A.
A. True
True
B.
B. False
False

Chapter 4 - Page 51
Answer
Answer to
to Review
Review Question
Question
IfIf you
you have
have an
an invoice
invoice that
that the
the system
system put
put on
on hold
hold
because
because of of an
an account
account hold
hold reason,
reason, you
you need
need to
to
A.
A. True
True
B.
B. False
False

Chapter 4 - Page 52
Adjusting Invoices
Adjusting
Adjusting Invoices
Invoices
You
You can
can adjust
adjust invoices
invoices that
that meet
meet certain
certain criteria.
criteria.
Finding and Reviewing Invoices > Reviewing and Adjusting Invoices
Adjustment Charts
Instructor Note
Show the Adjustment Chart in the online Help.

Chapter 4 - Page 53
Canceling Invoices
Canceling
Canceling Invoices
Invoices
•• You
You can
can cancel
cancel only
only unpaid
unpaid invoices.
invoices.
•• You
You can
can cancel
cancel any
any unapproved
unapproved invoice
invoice or
or an
an
approved invoice that does not have any effective
approved invoice that does not have any effective
payments
payments or
or accounting
accounting holds.
holds.

Chapter 4 - Page 54
Summary
Summary
Summary
In
In this
this module,
module, you
you should
should have
have learned:
learned:
•• The
The supplier
supplier invoicing
invoicing process
process
•• The
The key
key concepts
concepts ofof invoice
invoice processing
processing

Chapter 4 - Page 55
Processing Supplier
Invoices
Chapter 5
Processing Supplier Invoices

Chapter 5 - Page 1
Processing Supplier Invoices Oracle Payables
Release 11i
Processing
Processing Supplier
Supplier Invoices
Invoices
Oracle
Oracle Payables
Payables Release
Release 11i
11 i

100 minutes Lecture
20 minutes Practice
120 minutes Total

Chapter 5 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this module,
module, you
you should
should be
be able
able to:
to:
•• Enter
Enter Standard
Standard invoices
invoices in
in the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
distributions in in the
the Invoice
Invoice
Workbench
Workbench
•• Enter
Enter invoice
invoice information
information in in the
the Invoice
Invoice Gateway
Gateway
•• Describe
Describe the
the process
process of
of importing
importing invoices
invoices from
from
the
the interface
interface tables
tables

Chapter 5 - Page 3
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
from the
the interface
interface tables
tables

Chapter 5 - Page 4
Entering Invoices: Overview
Entering
Entering Invoices:
Invoices: Overview
Overview
Receive invoices Enter invoice (Optional)
Match to PO
or receipt
Create Pay invoice

accounting
File invoice
A/P
100,000
60,000
10,000
30,000
®
Instructor Note
Review the invoice process with the students.

Chapter 5 - Page 5
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices in
in the
the Invoice
Invoice
Workbench
Workbench
• Entering invoice batches in the Invoice Workbench
• Entering invoice distributions in the Invoice
Workbench
• Entering invoice information in the Invoice
Gateway
• Importing invoices from the interface tables

Chapter 5 - Page 6
Invoice Information
Invoice
Invoice Information
Information
Invoices contain the following information:
HEADER
Supplier information
Default information
DETAIL
Invoice distribution information
Scheduled payment information

Chapter 5 - Page 7
Invoice Information
Invoice
Invoice Information
Information
At
At aa very
very basic
basic level,
level, invoices
invoices are
are entered,
entered, approved,
approved,
accounted,
accounted, and and paid.
paid. Therefore,
Therefore, basic
basic invoice
invoice
processing
processing requires
requires the
the following
following actions:
actions:
•• Entry
Entry of
of header
header information
information including
including invoice
invoice type,
type,
supplier name, supplier site, invoice
supplier name, supplier site, invoice number, number,
invoice
invoice date,
date, and
and invoice
invoice amount
amount
•• Entry
Entry of
of invoice
invoice payment
payment details
details such
such asas payment
payment
terms
terms and
and currency
currency
•• Entry
Entry of
of invoice
invoice accounting
accounting details,
details, including
including the
the
GL date of the invoice and the GL accounts
GL date of the invoice and the GL accounts to to
which
which the
the invoice
invoice isis charged
charged

Chapter 5 - Page 8
Entering Standard Invoice Header Information
Entering
Entering Standard
Standard Invoice
Invoice Header
Header
Information
Information
How
How to to enter
enter Standard
Standard invoice
invoice header
header information:
information:
1.
1. In
In the
the Invoices
Invoices window,
window, select
select Standard
Standard asas the
the
invoice type.
invoice type.
2.
2. Enter
Enter the
the supplier
supplier or
or supplier
supplier number.
number.
3.
3. Select
Select the
the supplier
supplier site
site to
to which
which you
you will
will send
send
payment of the invoice.
payment of the invoice.
4.
4. Enter
Enter the
the invoice
invoice date.
date.
5.
5. Enter
Enter the
the invoice
invoice number.
number.
(Help) Oracle Financial Applications—>Oracle Payables—>Invoices—

>Invoice Workbench—>Entering Basic Invoices in the Invoice Workbench
Instructor Note
Information entered in the Description field at the invoice header level appears
on the payment document remittance.

Chapter 5 - Page 9
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter Standard
Standard
invoice
invoice information
information in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
Invoices—>Entry—>Invoices
Instructor Note
Inform the students that they can use the scroll bars on their screen to adjust the
windows to see additional information. Also, during demonstrations, if a
window pops up toward the bottom of your screen, you might need to move it
up so the students can see it. For example, when you navigate to the Invoice
Gateway window, the Invoice Gateway Identification window pops up first.
This is a smaller window located toward the bottom of the window. You need to
move it up so the students can see it.
Demonstrate to the students how to enter invoice header information for a
Standard invoice in the Invoice Workbench.

Chapter 5 - Page 10
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
from the
the interface
interface tables
tables

Chapter 5 - Page 11
Overview of Entering Batches
Overview
Overview of
of Entering
Entering Batches
Batches
Batch invoices Prepare a batch Enter a batch
control form of invoices
Update the batch

control form
Receive invoices Review batch
in the mail control reports
File invoice
Instructor Note
Review the batch process with the students.

Chapter 5 - Page 12
Entering Invoice Batches
Entering
Entering Invoice
Invoice Batches
Batches
Use
Use invoice
invoice batches
batches toto proactively
proactively manage
manage invoice
invoice
entry.
entry. You
You can
can use
use batches
batches to to do
do the
the following:
following:
•• Enter
Enter invoice
invoice defaults
defaults at
at the
the batch
batch level
level that
that
override
override system
system or or supplier
supplier site
site defaults
defaults forfor all
all
invoices in the batch.
invoices in the batch.
•• Maximize
Maximize accuracy
accuracy by by tracking
tracking variances
variances between
between
the
the control
control invoice
invoice count
count and
and total,
total, and
and the
the actual
actual
invoice
invoice count
count and
and total
total resulting
resulting from
from your
your invoice
invoice
entry.
entry.
•• Easily
Easily locate
locate aa batch
batch online
online and
and review
review the
the name
name
of
of the
the person
person who
who created
created the
the batch
batch and
and the
the date
date it
it
was
was created.
created.
®
Instructor Note
To enter invoices in batches, you must first enable the Use Batch Controls
Payables option.

Chapter 5 - Page 13
Creating Batch Control Forms
Creating
Creating Batch
Batch Control
Control Forms
Forms
Before
Before entering
entering aa batch
batch of of invoices,
invoices, prepare
prepare aa batch
batch
control
control form.
form.
•• Enter
Enter the
the number
number of of invoices
invoices that
that are
are expected
expected to to
be
be entered
entered in
in the
the control
control invoice
invoice count
count line
line of
of the
the
batch
batch control
control form.
form.
•• Enter
Enter the
the total
total sum
sum of
of the
the above
above invoices
invoices inin the
the
control
control invoice
invoice total
total line
line ofof the
the batch
batch control
control form.
form.
Note:
Note: Preparing
Preparing the
the Batch
Batch Control
Control form
form is
is optional
optional
and
and is
is not
not an
an Oracle
Oracle Payables
Payables function.
function.

Chapter 5 - Page 14
Creating Batch Control Forms
Creating
Creating Batch
Batch Control
Control Forms
Forms
After
After entering
entering aa batch
batch of
of invoices
invoices inin Oracle
Oracle Payables,
Payables,
complete
complete the
the Batch
Batch Control
Control form.
form.
•• Enter
Enter the
the actual
actual number
number of of invoices
invoices
•• Enter
Enter the
the actual
actual invoice
invoice total
total
•• Explain
Explain the
the reason
reason for
for any
any difference
difference in
in the
the control
control
and actual totals
and actual totals
Instructor Note
Remind the students that this is just a suggestion. A Batch Control form does
not come with the system.

Chapter 5 - Page 15
Sample Batch Control Form
Sample
Sample Batch
Batch Control
Control Form
Form
Batch Name : JS03041998 Date: 03/04/98

Batch Control Form
Control Invoice Count: 20 Control Invoice Total: $2,600.78
Actual Invoice Count: 19 Actual Invoice Total: $2,200.78
Count Difference: 1 Total Difference : $ 400.00
Entered by: John Smith Entry Time (elapsed): 15 minutes

Notes: Invoice #300941 for supplier ABC Corporation was a
duplicate.
Instructor Note
Go over the example of a batch control form with the students. Explain that this
is just a suggestion, and it is not a functionality of the product.

Chapter 5 - Page 16
Entering Invoices in Batches
Entering
Entering Invoices
Invoices in
in Batches
Batches
Use
Use the
the Invoice
Invoice Batches
Batches window
window to
to start
start entering
entering an
an
invoice
invoice batch.
batch.
To
To enter
enter an
an invoice
invoice batch:
batch:
1.
1. Enter
Enter aa unique
unique value
value inin the
the Batch
Batch Name
Name field.
field.
2.
2. Enter
Enter the
the number
number ofof invoices
invoices that
that are
are in
in the
the batch
batch
in the Control Count field.
in the Control Count field.
3.
3. Enter
Enter the
the sum
sum of
of the
the invoice
invoice amounts
amounts thatthat are
are in
in
the
the batch
batch in
in the
the Control
Control Amount
Amount field.
field.
4.
4. Enter
Enter any
any invoice
invoice defaults
defaults youyou want
want to
to use
use for
for the
the
invoices.
invoices.
5.
5. Click
Click the
the Invoices
Invoices button
button and
and enter
enter the
the invoices.
invoices.
®
(Help) Oracle Financial Applications—>Oracle Payables—>Invoices—>Invoice

Batches—>Entering Invoice Batches in the Invoice Workbench

Chapter 5 - Page 17
Approving Invoices in Batches
Approving
Approving Invoices
Invoices in
in Batches
Batches
You
You can
can submit
submit online
online approval
approval for
for invoice
invoice batches:
batches:
1.
1. In
In the
the Invoice
Invoice Batches
Batches window,
window, find
find the
the invoice
invoice
batch
batch or batches that contain the invoices for
or batches that contain the invoices for
which
which you
you want
want to
to submit
submit the
the Approval
Approval process.
process.
2.
2. Select
Select Approve,
Approve, and
and Payables
Payables submits
submits the
the
Approval
Approval process
process to
to review
review each
each invoice
invoice that
that is
is
included
included inin each
each batch
batch you
you select.
select.

Chapter 5 - Page 18
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter invoice
invoice
batches
batches in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
Invoices—>Entry—>Invoice Batches
Batches
Instructor Note
Demonstrate to the students how to enter invoice batches in the Invoice Batches
window.

Chapter 5 - Page 19
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
from the
the interface
interface tables
tables

Chapter 5 - Page 20
Entering Distributions
Entering
Distributions
•• Enter
Enter distributions
distributions for for an
an invoice
invoice to
to associate
associate the
the
total
total invoice
invoice amount
amount with
with various
various expense
expense oror asset
asset
accounts.
accounts.
•• During
During approval,
approval, Oracle
Oracle Payables
Payables places
places aa hold
hold on
on
an invoice if the distribution total does not
an invoice if the distribution total does not equal equal
the
the invoice
invoice total.
total. The
The distribution
distribution variance
variance hold
hold is
is
placed on the invoice and prevents payment
placed on the invoice and prevents payment and and
accounting
accounting for for the
the invoice.
invoice.

Chapter 5 - Page 21
Invoice
Distribution Types
Types
Type Description
Item Records the amount a supplier charges for

goods or services purchased
Tax Records the sales or other tax amount due
on goods or services purchased
Freight Records the amount a supplier charges for
shipping and handling
Miscellaneous Records the amount for miscellaneous
expenses on an invoice
Instructor Note
Review the invoice distribution types with the students.

Chapter 5 - Page 22
Invoice
Distribution Types
Types
Type Description
Withholding Records the amount of taxes withheld from

an invoice
Prepayment Records the amount of a prepayment
applied to an invoice

Chapter 5 - Page 23
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following is
is an
an invoice
invoice distribution
distribution
type?
type?
1.
1. Manual
Manual
2.
2. Matching
Matching
3.
3. Allocation
Allocation
4.
4. Withholding
Withholding
5.
5. Distribution
Distribution set
set
Instructor Note
Correct answer: 4

Chapter 5 - Page 24
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following is
is an
an invoice
distribution
type?
type?
1.
1. Manual
Manual
2.
2. Matching
Matching
3.
3. Allocation
Allocation
4.
4. Withholding
Withholding
5.
5. Distribution
Distribution set
set

Chapter 5 - Page 25
Entering
Distributions
You
You can
can enter
enter distributions
distributions in
in any
any of
of five
five ways:
ways:
•• Entering
Entering lines
lines manually
manually
Automatically creating
creating aa freight
freight or
or tax
tax line
line
•• Using
Using allocation
allocation
•• Using
Using aa distribution
distribution set
set
•• Matching
Matching toto aa purchase
purchase order
order or
or receipt
receipt

>Invoice Workbench—>Entering Distributions in the Invoice Workbench

Chapter 5 - Page 26
Manually Entering Distributions
Manually
Manually Entering
Distributions
1.
1. Select
Select aa distribution
distribution type.
type.
2.
2. Enter
Enter the
the distribution
distribution amount.
amount.
3.
3. Enter
Enter the
the GL
GL account
account to
to determine
determine where
where the
the
invoice gets charged; for example, the company,
invoice gets charged; for example, the company,
cost
cost center,
center, and
and GL
GL account.
account.
4.
4. Enter
Enter the
the GL
GL date.
date. The
The distribution
distribution GL
GL date
date
determines
determines thethe accounting
accounting period
period to
to which
which the
the
distribution will post in the general ledger.
distribution will post in the general ledger.

Workbench—>Entering Distributions in the Invoice Workbench (scroll down to
Entering Distributions Manually in the Distributions window)

Chapter 5 - Page 27
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to manually
manually enter
enter
distributions
distributions in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
Invoices—>Entry—>Invoices (B)
(B) Distributions
Distributions
Instructor Note
Demonstrate to the students how to enter a manual distribution in the Invoice
Workbench.

Chapter 5 - Page 28
Entering Freight Distributions for an Invoice
Entering
Entering Freight
Freight Distributions
Distributions
for
for an
an Invoice
Invoice
You
You can
can record
record freight
freight charges
charges by:
by:
•• Manually
Manually entering
entering freight
freight distributions
distributions
•• Allocating
Allocating freight
freight to
to invoice
distributions
•• Having
Having Payables
Payables automatically
create aa freight
freight
distribution
distribution based
based on
on aa freight
freight amount
amount youyou enter
enter
(Help) Oracle Financial Applications—>Oracle Payables—>Invoices —

>Freight on Invoices
>Invoice Workbench—>Allocating Freight and Miscellaneous Distributions by
Allocation

Chapter 5 - Page 29
Enabling Automatically Create Freight Distribution
Enabling
Enabling Automatically
Automatically Create
Create Freight
Freight
Distribution
Distribution
To
To set
set up
up Payables
Payables to to default
default aa freight
freight account
account and
and
automatically
automatically enable
enable the
the Create
Create Freight
Freight Distribution
Distribution
check
check box
box inin the
the Invoices
Invoices window
window during
during invoice
invoice
entry,
entry, set
set the
the following
following Payables
Payables options:
options:
•• Enable
Enable the
the Automatically
Create Freight
Freight
Distribution
Distribution option
option
•• Enter
Enter aa default
default freight
freight account.
account. Payables
Payables uses
uses this
this
account
account as as the
the default
default freight
freight account
account for
for an
an
invoice.
invoice. You
You can
can override
override this
this account
account during
during
invoice
invoice entry.
entry.

Chapter 5 - Page 30
Enabling Automatically Create Freight Distribution
Enabling
Enabling Automatically
Create Freight
Freight
Distribution
Distribution
•• IfIf you
you select
select the
the Create
Create Freight
Distribution check
check
box
box in in the
the Invoices
Invoices window,
window, Payables
Payables
automatically
automatically creates
creates aa single
single freight
freight distribution
distribution
using
using thethe freight
freight amount
amount and
and freight
freight account
account that
that
you
you enter
enter for
for an
an invoice.
invoice.
•• IfIf you
you usually
usually allocate
allocate freight
freight to
to invoice
invoice
distributions or enter freight distributions
distributions or enter freight distributions
manually,
manually, do do not
not enable
enable this
this option.
option.

Chapter 5 - Page 31
Creating Distributions by Allocation
Creating
Creating Distributions
Distributions by
by Allocation
Allocation
You
You can
can use
use the
the Charge
Charge Allocations
Allocations window
window to to
automatically
create tax,
tax, freight,
freight, or
or miscellaneous
miscellaneous
distributions.
distributions.
In
In the
the Charge
Charge Allocations
Allocations window,
window, you
you specify
specify thethe
following:
following:
•• The
The charge
charge amount
amount and
and type
type (freight,
(freight, tax,
tax, or
or
miscellaneous)
miscellaneous)
•• The
The distributions
distributions to
to which
which the
the charge
charge will
will be
be
allocated
allocated

>Invoice Workbench—>Creating Distributions by Allocation
>Allocation

Chapter 5 - Page 32
Creating Distributions by Allocation
Creating
Creating Distributions
Distributions by
by Allocation
Allocation
•• The
The charge
charge amount
amount associated
associated withwith each
each
distribution.
distribution. Either
Either you
you can
can specify
specify anan exact
exact
amount
amount to allocate to each distribution, or
to allocate to each distribution, or you
you can
can
prorate
prorate the
the charge
charge amount
amount across
across allall selected
selected
distributions
distributions byby selecting
selecting the the Prorate
Prorate check
check box.
box.
For
For each
each selected
selected distribution,
distribution, Payables
Payables creates
creates aa
charge
charge distribution and records the allocation. The
distribution and records the allocation. The
new
new distribution
distribution has
has the
the same
same GL GL account
account as as the
the
distribution
distribution toto which
which you
you allocate
allocate it.
it. After
After Payables
Payables
creates
creates the
the distribution,
distribution, youyou can
can update
update the the account
account
any
any time
time before
before the
the invoice
invoice is is accounted.
accounted.

Chapter 5 - Page 33
Allocating Freight, Tax, and Miscellaneous Lines
Allocating
Allocating Freight,
Freight, Tax,
Tax,
and
and Miscellaneous
Miscellaneous Lines
Lines
Prepayment Line
Tax
Freight Miscellaneous
Item
Instructor Note
Give the students an overview of creating distributions by allocation.

Chapter 5 - Page 34
Allocating Other Charges within the Same Invoice
Allocating
Allocating Other
Other Charges
Charges within
within the
the Same
Same
Invoice
Invoice
The
The main
main rules
rules of
of the
the Allocation
Allocation window
window areare the
the
following:
following:
1.
1. You
You can
can allocate
allocate Tax
Tax to
to Freight,
Freight, Miscellaneous,
Miscellaneous,
Item,
Item, and
and Prepayment
Prepayment lines.
lines.
2.
2. You
You can
can allocate
allocate Freight
Freight and
and Miscellaneous
Miscellaneous lines
lines
only
only to
to Item
Item lines.
lines. You
You cannot
cannot allocate
allocate these
these
charges
charges to to Tax
Tax lines.
lines.
3.
3. You
You cannot
cannot allocate
allocate any
any line
line to
to itself.
itself.
4.
4. You
You cannot
cannot allocate
allocate an
an Item
Item line.
line.
5.
5. The
The charge
charge amount
amount must
must be
be fully
fully allocated
allocated before
before
you can save the allocation.
you can save the allocation.
®

Chapter 5 - Page 35
Allocating Other Charges within the Same Invoice
Allocating
Allocating Other
Other Charges
Charges within
within the
the Same
Same
Invoice
Invoice
6.
6. During
During the
the Approval
Approval process,
process, any
any charge
charge that
that is
is
not
not fully
fully allocated
allocated (either
(either not
not allocated,
allocated, oror aa
corresponding
corresponding distribution
distribution was
was reversed
reversed oror
deleted)
deleted) and
and is
is not
not associated
associated with
with aa receipt,
receipt, will
will
be
be prorated
prorated toto all
all eligible
eligible distributions
distributions onon the
the
invoice.
invoice.

Chapter 5 - Page 36
Allocation Restrictions
Allocation
Allocation Restrictions
Restrictions
•• Canceled
Canceled invoices
invoices
•• Paid
Paid invoices
invoices (if
(if the
the invoice
invoice is
is partially
partially or
or fully
fully
paid and the Allow Adjustments to Paid Invoices
paid and the Allow Adjustments to Paid Invoices
option
option is
is not
not enabled)
enabled)
•• Applied
Applied prepayments
prepayments
•• Multiple
Multiple item
item distributions,
distributions, each
each matched
matched to
to aa
different
different PO
PO distribution,
distribution, cannot
cannot receive
receive
allocations
allocations from a single nonrecoverable tax
from a single nonrecoverable tax
distribution.
distribution.
•• Encumbered
Encumbered tax tax distributions
distributions
•• Accounted
Accounted allocations
allocations
®

Chapter 5 - Page 37
Review Question
Review
Review Question
Question
You
You can
can allocate
allocate aa Miscellaneous
Miscellaneous line
line to
to which
which of
of the
the
following
following lines?
lines?
1.
1. Tax
Tax
2.
2. Item
Item
3.
3. Freight
Freight
4.
4. Prepayment
Prepayment
5.
5. Miscellaneous
Miscellaneous
Instructor Note
Correct answer: 2

Chapter 5 - Page 38
Answer
Answer to
to Review
Review Question
Question
You
You can
can allocate
allocate aa Miscellaneous
Miscellaneous line
line to
to which
which of
of the
the
following
following lines?
lines?
1.
1. Tax
Tax
2.
2. Item
Item
3.
3. Freight
Freight
4.
4. Prepayment
Prepayment
5.
5. Miscellaneous
Miscellaneous

Chapter 5 - Page 39
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how toto create
create
distributions
distributions by
by allocation
allocation in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
Invoices—>Entry—>Invoices (B)
(B) Distributions
Distributions (B)
(B)
Allocate
Allocate
Instructor Note
Demonstrate to the students how to create distributions by allocation.

Chapter 5 - Page 40
Distribution Sets
Distribution
Distribution Sets
Sets
•• Use
Use aa distribution
distribution set
set to
to automatically
automatically enter
enter
distributions
distributions for
for an
an invoice
invoice when
when you you are
are not
not
matching to a purchase
matching to a purchase order.order.
•• Enter
Enter aa default
default distribution
distribution setset to
to aa supplier
supplier site
site so
so
that Oracle Payables will use it for every
that Oracle Payables will use it for every invoiceinvoice
you
you enter
enter for
for that
that supplier
supplier site,
site, or
or assign
assign aa
distribution
distribution set to an invoice when you
set to an invoice when you enter
enter it.
it.
(Help) Oracle Financial Applications—>Oracle Payables—> Setup—

>Distribution Sets
Instructor Note
Explain to the students that when you use a distribution set, you must enter the
distribution set name in the Distribution Set field before you click the
Distributions button.

Chapter 5 - Page 41
Defining a Distribution Set
Defining
Defining aa Distribution
Distribution Set
Set
•• Enter
Enter aa name
name that
that describes
describes thethe use
use of
of the
the
distribution
distribution set,set, and
and identify
identify the
the distribution
distribution setset as
as
either full (with all percent amounts totaling
either full (with all percent amounts totaling 100%) 100%)
or
or skeleton
skeleton (with
(with all
all percent
percent amounts
amounts totaling
totaling 0%).
0%).
•• IfIf you
you create
create aa skeleton
skeleton distribution
distribution set,
set, include
include
“skeleton”
“skeleton” in in the
the name
name to to remind
remind youyou during
during
invoice
invoice entry
entry to
to enter
enter the
the amounts
amounts on on the
the invoice
invoice
distributions.
distributions.
•• Define
Define an an unlimited
unlimited number
number of of distribution
distribution lines
lines
for
for aa distribution
distribution set.
set.
•• Optionally,
Optionally, assign
assign anan income
income taxtax type
type oror an
an
invoice
invoice taxtax name
name toto aa distribution
distribution set.
set.
®

Chapter 5 - Page 42
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to define
define and
and use
use aa
distribution
distribution set.
set.
(N)
(N) Setup—>Invoice—>Distribution
Setup—>Invoice—>Distribution Sets
Sets
Instructor Note
Demonstrate to the students how to define a distribution set and then how to
enter an invoice by using the distribution set.

Chapter 5 - Page 43
Practice 1 Overview
Practice
Practice 11 Overview
Overview
This
This practice
practice covers
covers entering
entering an
an invoice
invoice with
with aa
distribution
distribution set.
set.
Instructor Note
Ten minutes has been allotted for this practice.

Chapter 5 - Page 44
Practice 1 Instructions
Practice
Instructions
You
You have
have received
received the
the following
following invoice.
invoice. Enter
Enter the
the
invoice
invoice into
into the
the system
system and
and assign
assign the
the Rent
Rent Expense
Expense
distribution
distribution set.
set.
•• Invoice
Invoice #:
#: Assigned
Assigned byby the
the instructor
instructor
•• Date:
Date: Today
Today
•• Terms:
Terms: Immediate
Immediate
•• Supplier:
Supplier: Star
Star Gate
Gate Ltd
Ltd
•• Description:
Description: Monthly
Monthly Rent
Rent Charges
Charges
•• Total:
Total: $2567.89
$2567.89
1. Navigate to the Invoices window.
2. Accept the Standard as the default for invoice type.
3. Enter Star Gate Ltd in the Supplier field.
4. Select Star Gate - Pay as the site.
5. Because the invoice is dated today, press the [Tab] key to accept the default
date.
6. Enter the invoice number assigned by the instructor.
7. Enter 2,567.89 in the Invoice Amount field.
8. In the Distribution Set field, enter the Rent Expense distribution set.
9. In the Description field, enter the description for this invoice.
10. In the Terms field, select Immediate.
11. Save your work.
12. Click Distributions.
13. In the Distributions window, verify that the distribution amount is equal to
the invoice amount.

Chapter 5 - Page 45
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
from the
the interface
interface tables
tables

Chapter 5 - Page 46
Invoice Gateway
Invoice
Invoice Gateway
Gateway
•• The
The Invoice
Invoice Gateway
Gateway isis designed
designed for
for rapid,
rapid, high-
high-
volume
volume entry
entry of
of standard
standard and
and credit
credit memo
memo
invoices
invoices that
that do
do not
not require
require extensive
extensive online
online
validation
validation and
and defaulting
defaulting of
of values
values during
during entry.
entry.
•• After
After entering
entering the
the invoice
invoice records,
records, you
you import
import
them.
them. During
During Payables
Payables Open
Open Interface
Interface Import,
Import,
Payables
Payables validates
validates the
the invoice
invoice information
information and
and
creates
creates regular
regular invoices
invoices in
in Payables
Payables that
that you
you can
can
then approve, account for, and
then approve, account for, and pay.pay.

Chapter 5 - Page 47
Entering Invoice Gateway Identification Information
Entering
Entering Invoice
Invoice Gateway
Gateway Identification
Identification
Information
Information
•• When
When you
you enter
enter invoice
invoice records
records in
in the
the Invoice
Invoice
Gateway
Gateway window,
window, you
you group
group the
the invoice
invoice records
records
by
by assigning the same Gateway Batch name to
assigning the same Gateway Batch name to
each
each invoice.
invoice.
•• When
When you
you enter
enter aa value
value for
for Gateway
Gateway Batch
Batch inin the
the
Invoice
Invoice Gateway
Gateway Identification
Identification window,
window, thethe system
system
assigns
assigns that
that Gateway
Gateway Batch
Batch name
name toto each
each invoice
invoice
record
record you
you enter.
enter.

Gateway

Chapter 5 - Page 48
How to Enter Invoice Gateway Identification Information
How
How to
to Enter
Enter Invoice
Invoice Gateway
Gateway
Identification
Identification Information
Information
1.
1. The
The Source
Source field
field identifies
identifies where
where the
the invoices
invoices
originated.
originated. Enter
Enter either
either Invoice
Invoice Gateway
Gateway oror aa value
value
that you defined in the Oracle Payables
that you defined in the Oracle Payables Lookups Lookups
window.
window.
Note:
Note: IfIf you
you define
define aa source
source name
name that
that you
you use
use for
for
Invoice
Invoice Gateway
Gateway invoice
invoice records,
records, do
do not
not use
use the
the
value
value for
for any
any other
other method
method ofof entering
entering data
data in
in the
the
Open
Open Interface
Interface tables.
tables.

Chapter 5 - Page 49
How to Enter Invoice Gateway Identification Information
How
How to
to Enter
Enter Invoice
Invoice Gateway
Gateway
Identification
Identification Information
Information
2.
2. Enter
Enter aa unique
unique value
value inin the
the Gateway
Gateway Batch
Batch field.
field.
When
When you
you enter
enter invoice
invoice records
records inin the
the Invoice
Invoice
Gateway
Gateway window,
window, youyou group
group thethe invoice
invoice records
records in
in
aa Gateway
Gateway Batch
Batch by by assigning
assigning the the same
same Gateway
Gateway
Batch
Batch name
name toto each
each invoice.
invoice.
3.
3. You
You can
can use
use the
the Gateway
Gateway Batch
Batch name
name toto query
query the
the
group of invoice records in the Invoice
group of invoice records in the Invoice Gateway Gateway
window,
window, and
and to
to identify
identify aa group
group of
of invoice
invoice records
records
that you want to import together.
that you want to import together.

Chapter 5 - Page 50
How to Enter Invoice Header Information
How
How to
to Enter
Enter Invoice
Invoice Header
Header Information
Information
Enter
Enter the
the invoice
invoice header
header information
information in
in this
this region.
region.
The
The following
following fields
fields are
are required:
required:
•• Supplier
Supplier oror Supplier
Supplier Num
Num
•• Site
Site
•• Invoice
Invoice Amount
Amount

Gateway—>Entering Invoice Records in the Invoice Gateway Window

Chapter 5 - Page 51
How to Enter Invoice Line Information
How
How to
to Enter
Enter Invoice
Invoice Line
Line Information
Information
Use
Use this
this region
region to
to enter
enter line
line information
information forfor an
an
invoice.
invoice. Enter
Enter at
at least
least one
one invoice
invoice line
line per
per invoice.
invoice.
The
The following
following fields
fields are
are required
required in
in this
this region:
region:
•• Type
Type
•• Amount
Amount
You
You can
can create
create distributions
distributions by
by manually
manually entering
entering aa
value
value for
for the
the account,
account, or
or you
you can
can create
create them
them
automatically
automatically by using distribution sets, proration
by using distribution sets, proration of
of
charges,
charges, purchase
purchase order
order matching,
matching, or
or receipt
receipt
matching.
matching.

Gateway—>Entering Invoice Records in the Invoice Gateway Window

Chapter 5 - Page 52
Invoice Line Information
Invoice
Invoice Line
Line Information
Information
•• When
When Oracle
Oracle Payables
Payables imports
imports thethe invoice
invoice record,
record,
itit creates
creates one
one or
or more
more distributions
distributions for for the
the invoice
invoice
based on the information you enter in the
based on the information you enter in the invoice invoice
lines
lines region.
region.
•• Payables
Payables uses uses distributions
distributions toto create
create general
general
ledger
ledger journal
journal entries
entries for
for invoices.
invoices. An An invoice
invoice can
can
have an unlimited number of distributions.
have an unlimited number of distributions.
Instructor Note
Although Account is not a required field, the invoice will be rejected if you do
not provide information about how to create the account (for example,
distribution set or PO matching).

Chapter 5 - Page 53
Invoice Gateway
Invoice
Invoice Gateway
Gateway
Invoice
header and
line Payables Open
information Interface Import
Invoice Gateway Invoices are

window created in Payables.

Chapter 5 - Page 54
Creating Invoices
Creating
Creating Invoices
Invoices
•• When
When entering
entering invoice
invoice data
data inin the
the Invoice
Invoice
Gateway,
Gateway, you
you are
are populating
populating the the Payables
Payables Open
Open
Interface
Interface table with that invoice data. You can use
table with that invoice data. You can use
the
the Payables
Payables Open
Open Interface
Interface Import
Import program
program to to
create
create Payables
Payables invoices
invoices from
from invoice
invoice data
data in
in the
the
Payables
Payables Open
Open Interface
Interface tables.
tables.
•• During
During the
the Import
Import process,
process, Payables
Payables validates
validates
invoice
invoice records
records and
and rejects
rejects invoice
invoice records
records that
that
have insufficient or invalid data. Successfully
have insufficient or invalid data. Successfully
imported
imported invoices
invoices have
have distributions
distributions and and
scheduled
scheduled payments,
payments, andand can
can bebe queried,
queried,
modified,
modified, and
and approved
approved in in the
the Invoice
Invoice Workbench.
Workbench.

Chapter 5 - Page 55
Review Question
Review
Review Question
Question
The
The Invoice
Invoice Gateway
Gateway can
can be
be used
used to
to enter
enter which
which of
of
the
the following
following invoices?
invoices?
1.
1. PO
PO default
default
2.
2. Prepayment
Prepayment
3.
3. Debit
Debit memo
memo
4.
4. Credit
Credit memo
memo
5.
5. Expense
Expense report
report
Instructor Note
Correct answer: 4

Chapter 5 - Page 56
Answer
Answer to
to Review
Review Question
Question
The
The Invoice
Invoice Gateway
Gateway can
can be
be used
used to
to enter
enter which
which of
of
the
the following
following invoices?
invoices?
1.
1. PO
PO default
default
2.
2. Prepayment
Prepayment
3.
3. Debit
Debit memo
memo
4.
4. Credit
Credit memo
memo
5.
5. Expense
Expense report
report

Chapter 5 - Page 57
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter invoice
invoice
information
information and
and create
create invoices
invoices in
in the
the Invoice
Invoice
Gateway.
Gateway.
(N)
Invoices—>Entry—>Invoice Gateway
Gateway
Instructor Note
Demonstrate to the students how to enter invoice information in the Invoice
Gateway and how to create invoices from the Invoice Gateway.

Chapter 5 - Page 58
Practice 2 Overview
Practice
Overview
This
This practice
practice covers
covers entering
entering an
an invoice
invoice in
in the
the
Invoice
Invoice Gateway.
Gateway.
Instructor Note
Ten minutes has been allotted for this practice.

Chapter 5 - Page 59
Practice
Instructions
You
You have
have received
received an
an invoice
invoice from
from the
the Advanced
Advanced
Network
Network Devices that you will enter in the Invoice
Devices that you will enter in the Invoice
Gateway.
Gateway.
•• Invoice
Invoice #:
#: Assigned
Assigned byby the
the instructor
instructor
•• Date:
Date: Today
Today
•• Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
•• Description:
Description: Five
Five Dell
Dell Laptops
Laptops
•• Total:
Total: $15,500.00
$15,500.00
1. Navigate to the Invoice Gateway Identification window.
(N) Invoices—>Entry—>Invoice Gateway
2. Accept Invoice Gateway as the default value in the Source field.
3. Enter XX Batch (XX is your unique identifier) in the Gateway Batch field.
4. Select Enter.
6. Enter Advanced Network Devices as the supplier and enter Santa
Clara as the supplier site.
7. Enter the dollar amount of the invoice in the Invoice Amount field.
8. Enter Item in the Type field.
9. Enter the invoice line amount.
10. Enter 01.130.1560.0000.000 in the Account field.
11. Enter the line description in the Description field.
12. Save your work.

Chapter 5 - Page 60
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
from the
the interface
interface tables
tables

Chapter 5 - Page 61
Payables Open Interface Tables
Payables
Payables Open
Open Interface
Interface Tables
Tables
The
The Payables
Payables Open
Open Interface
Interface tables
tables store
store invoice
invoice data
data
from
from the
the following
following sources:
sources:
•• Invoice
Invoice records
records that
that you
you enter
enter in
in the
the Invoice
Invoice
Gateway
Gateway window
window
•• Electronic
Electronic invoices
invoices from
from Oracle
Oracle e-Commerce
e-Commerce
Gateway
Gateway
•• Invoices
Invoices that
that you
you load
load with
with SQL*Loader
SQL*Loader
•• Rent
Rent invoices
invoices from
from Oracle
Oracle Property
Property Manager
Manager
•• Credit
Credit card
card transaction
transaction data
data

Chapter 5 - Page 62
Payables Open Interface Import Program
Payables
Payables Open
Open Interface
Interface Import
Import Program
Program
Submit
Submit the
the Payables
Payables Open
Open Interface
Interface Import
Import program
program
to
to create
create invoices
invoices from
from invoice
invoice data
data in
in the
the Payables
Payables
Open
Open Interface
Interface tables.
tables. This
This program:
program:
•• Validates
Validates the
the invoice
invoice data
data
•• Provides
Provides some
some defaults
defaults during
during import
import (for
(for
example,
example, supplier
supplier site
site payment
payment terms)
terms)
•• Rejects
Rejects invoices
invoices that
that have
have insufficient
insufficient or
or invalid
invalid
data
data
•• Creates
Creates invoices
invoices inin the
the Payables
Payables system
system that
that can
can
then be queried, approved, accounted,
then be queried, approved, accounted, and and
modified
modified in
in the
the Invoice
Invoice Workbench
Workbench

Chapter 5 - Page 63
Integration with Oracle e-Commerce Gateway
Integration
Integration with
with Oracle
Oracle e-Commerce
e-Commerce
Gateway
Gateway
You
You can
can use
use Oracle
Oracle Payables
Payables andand Oracle
Oracle e-Commerce
e-Commerce
Gateway
Gateway to
to import
import invoice
invoice data
data from
from your
your suppliers.
suppliers.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway uploads
uploads thethe
supplier’s
supplier’s invoice
invoice information
information into
into the
the Payables
Payables
Open Interface tables.
Open Interface tables.
•• Payables
Payables creates
creates aa notification
notification for
for invoices
invoices that
that
were
were successfully
successfully imported
imported and
and those
those that
that failed
failed
import.
import. You
You can
can send
send this
this notification
notification to
to your
your
supplier
supplier through
through the
the e-Commerce
e-Commerce Gateway.
Gateway.

Chapter 5 - Page 64
Loading Electronic Flat Files
Loading
Loading Electronic
Electronic Flat
Flat Files
Files
You
You can
can use
use SQL*Loader
SQL*Loader to to import
import into
into the
the interface
interface
table
table aa flat
flat file
file that
that contains
contains invoice
invoice information.
information. For
For
example, you might want to use this to import
example, you might want to use this to import legacy legacy
invoice
invoice data.
data.
(Help) Oracle Financial Applications—>Oracle Payables—>Appendix—

>Payables Open Interface Tables—>Using SQL*Loader

Chapter 5 - Page 65
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following programs
programs is
is used
used to
to import
import
invoices
invoices from
from the
the e-Commerce
e-Commerce Gateway?
Gateway?
1.
1. EDI
EDI Gateway
Gateway program
program
2.
2. EDI
EDI Invoice
Invoice Inbound
Inbound program
program
3.
3. Application
Application Advice
Advice Outbound
Outbound program
program
4.
4. Payables
Payables Open
Open Interface
Interface Import
Import program
program
5.
5. Payables
Payables Open
Open Interface
Interface Outbound
Outbound Advice
Advice program
program
Instructor Note
Correct answer: 4

Chapter 5 - Page 66
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following programs
programs is
is used
used to
to import
import
invoices
invoices from
from the
the e-Commerce
e-Commerce Gateway?
Gateway?
1.
1. EDI
EDI Gateway
Gateway program
program
2.
2. EDI
EDI Invoice
Invoice Inbound
Inbound program
program
3.
3. Application
Application Advice
Advice Outbound
Outbound program
program
4.
4. Payables
Payables Open
Open Interface
Interface Import
Import program
program
5.
5. Payables
Payables Open
Open Interface
Interface Outbound
Outbound Advice
Advice program
program

Chapter 5 - Page 67
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• Enter
Enter Standard
Standard invoices
invoices in
in the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
the Invoice
Invoice
Workbench
Workbench
•• Enter
Enter invoice
invoice information
the Invoice
Invoice Gateway
Gateway
•• Describe
Describe the
the process
process of
of importing
importing invoices
invoices from
from
the
the interface
interface tables
tables

Chapter 5 - Page 68
R11i Implementing
Supplier Invoicing
Chapter 6
R11i Implementing Supplier Invoicing

Chapter 6 - Page 1
R11i
R11i Implementing
Implementing Supplier
Supplier Invoicing
Invoicing
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Copyright  Oracle Corporation, 2000. All rights reserved.

85 minutes Lecture
5 minutes Practice
90 minutes Total

Chapter 6 - Page 2
Course Objective
Course
Course Objective
Objective
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
implement
implement the
the supplier
supplier invoice
invoice process
process in
in Oracle
Oracle
Payables.
Payables.

Chapter 6 - Page 3
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
implementation considerations
considerations

Chapter 6 - Page 4
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Chapter 6 - Page 5
Defining Invoice Tolerances
Defining
Defining Invoice
Invoice Tolerances
Tolerances
•• Use
Use the
the Invoice
Invoice Tolerance
Tolerance window
window to to define
define the
the
purchase
purchase order/receipt-matching
order/receipt-matching tolerances
tolerances and
and
tax
tax tolerances you want to enforce. Tolerances are
tolerances you want to enforce. Tolerances are
variances
variances between
between invoice,
invoice, purchase
purchase order,
order,
receipt,
receipt, and
and tax
tax information.
information. Tolerances
Tolerances determine
determine
the
the margin
margin of
of error
error Oracle
Oracle Payables
Payables accepts
accepts before
before
placing
placing matching
matching or or tax
tax holds
holds onon an
an invoice.
invoice. When
When
you submit approval for an invoice
you submit approval for an invoice you have you have
matched
matched to to aa purchase
purchase order
order oror receipt,
receipt, Oracle
Oracle
Payables
Payables checks that the invoice matches the
checks that the invoice matches the
purchase
purchase order
order or
or receipt
receipt within
within the
the matching
matching
tolerances
tolerances you
you define.
define.

Chapter 6 - Page 6
Defining Invoice Tolerances
Defining
Defining Invoice
Invoice Tolerances
Tolerances
•• IfIf the
the invoice
invoice exceeds
exceeds the
the tolerances
tolerances you
you define,
define,
Oracle
Oracle Payables
Payables applies
applies aa hold
hold on
on the
the invoice
invoice
during
during the the Approval
Approval process.
process. The
The Invoice
Invoice
Tolerances
Tolerances window
window shows
shows which
which holds
holds are
are
applied.
applied.

Chapter 6 - Page 7
How to Set Tolerance Levels for Matching
How
How to
to Set
Set Tolerance
Tolerance Levels
Levels for
for Matching
Matching
1.
1. In
In the
the Invoice
Invoice Tolerance
Tolerance window,
window, enable
enable thethe check
check
box
box for
for each
each tolerance
tolerance you
you want
want to
to enforce.
enforce.
2.
2. Enter
Enter tolerance
tolerance levels
levels for
for your
your purchase-order-
purchase-order-
matching
matching transactions.
transactions.
3.
3. In
In the
the Maximum
Maximum Quantity
Quantity Ordered
Ordered field,
field, enter
enter
either
either the
the percent
percent tolerance
tolerance oror the
the allowed
allowed
quantity
quantity difference.
difference.
4.
4. In
In the
the Maximum
Maximum Quantity
Quantity Received
Received field,
field, enter
enter
either
either the
the percent
percent tolerance
tolerance oror the
the allowed
allowed
quantity
quantity difference.
difference.
Invoice Tolerances

Chapter 6 - Page 8
How to Set Tolerance Levels for Matching
How
How to
to Set
Set Tolerance
Tolerance Levels
Levels for
for Matching
Matching
5.
5. In
In the
the Price
Price field,
field, enter
enter the
the allowed
allowed percent
percent
tolerance.
tolerance.
6.
6. In
In the
the Exchange
Exchange RateRate Amount
Amount field,
field, enter
enter the
the
amount
amount ofof variance
variance you
you allow.
allow. Enter
Enter aa value
value in
in this
this
field
field only if you enter foreign currency invoices in
only if you enter foreign currency invoices in
Oracle
Oracle Payables.
Payables.
7.
7. In
In the
the Shipment
Shipment Amount
Amount field,
field, enter
enter the
the maximum
maximum
allowable
allowable variance
variance between
between an an invoiced
invoiced amount
amount
and the amount of the purchase-order
and the amount of the purchase-order shipment. shipment.
8.
8. In
In the
the Total
Total Amount
Amount field,
field, enter
enter the
the total
total amount
amount of of
variance
variance you
you allow
allow for
for both
both the
the exchange
exchange rate
rate
amount
amount variance
variance andand the
the shipment
shipment amount
amount
combined.
combined. ®

Chapter 6 - Page 9
How to Set Tolerance Levels for Invoice Taxes
How
How to
to Set
Set Tolerance
Tolerance Levels
Levels for
for
Invoice
Invoice Taxes
Taxes
1.
1. Enter
Enter the
the tax-tolerance
tax-tolerance percentage
percentage you you allow
allow in
in the
the
Tax
Tax % % field.
field. Oracle
Oracle Payables
Payables validates
validates the
the amount
amount
of
of tax
tax distributions
distributions against
against thethe sum
sum ofof the
the
distributions
distributions the
the tax
tax is
is allocated
allocated to.to. The
The calculated
calculated
amount
amount must
must match
match the
the tax
tax rate
rate plus
plus or
or minus
minus the
the
tax
tax rate
rate percentage
percentage variance
variance you you enter
enter here.
here.
2.
2. In
In the
the Tax
Tax Amount
Amount Range
Range field,
field, enter
enter the
the amount
amount of of
variance
variance you
you allow
allow between
between the the actual
actual invoice
invoice tax
tax
amount
amount andand the
the invoice-calculated
invoice-calculated tax tax amount.
amount.
Invoice Tolerances

Chapter 6 - Page 10
Demonstration
Demonstration
Demonstration
This
This demonstration
covers the
the Invoice
Invoice Tolerances
Tolerances
window.
window.
(N)
(N) Setup—>Invoice—>Tolerances
Setup—>Invoice—>Tolerances

Chapter 6 - Page 11
Practice 1
Practice
Practice 11
This
This practice
practice covers
covers questions
questions about
about invoice
invoice
tolerances.
tolerances.
1.
1. You
You cancan define
define both
both percentage-based
percentage-based and and
______-based
______-based tolerances.
tolerances.
2.
2. If
If aa variance
variance exceeds
exceeds the
the tolerance
tolerance you
you define,
define,
Oracle
Oracle Payables
Payables places
places the
the hold
hold on
on the
the invoice
invoice
during
during ______.
______.
3.
3. Purchase-order-matching
Purchase-order-matching tolerances
tolerances apply
apply to
to any
any
purchase-order-matched
purchase-order-matched invoice,
invoice, including
including
invoices
invoices matched
matched to
to ______.
______.

Chapter 6 - Page 12
Practice
Solutions
This
This practice
practice covers
covers questions
questions about
about invoice
invoice
tolerances.
tolerances.
1.
1. You
You cancan define
define both
both percentage-based
percentage-based and and
amount-based tolerances.
amount-based tolerances.
2.
2. If
If aa variance
variance exceeds
exceeds the
the tolerance
tolerance you
you define,
define,
Oracle
Oracle Payables
Payables places
places the
the hold
hold on
on the
the invoice
invoice
during
during Approval.
Approval.
3.
3. Purchase-order-matching
Purchase-order-matching tolerances
tolerances apply
apply to
to any
any
purchase-order-matched
purchase-order-matched invoice,
invoice, including
including
invoices
invoices matched
matched to
to receipts.
receipts.

Chapter 6 - Page 13
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Chapter 6 - Page 14
Setting Up Invoice Payables Options
Setting
Setting Up
Up Invoice
Invoice Payables
Payables Options
Options
Invoice
Invoice Payables
Payables options
options include
include the
the following:
following:
•• Use
Use Batch
Batch Controls
Controls
•• Confirm
Confirm Date
Date as
as Invoice
Invoice Number
Number
•• Allow
Allow Online
Online Approval
Approval
•• Allow
Allow Adjustments
Adjustments to
to Paid
Paid Invoices
Invoices
•• Recalculate
Recalculate Scheduled
Scheduled Payment
Payment
•• Allow
Allow Document
Document Category
Category Override
Override
Create Freight
Distribution
Payables Options > Payables Options Window Reference > Invoice
Payables Options
Instructor Note
Go over the Invoice Payables Options in detail because practice 2 covers
questions from this section.

Chapter 6 - Page 15
Setting Up Invoice Payables Options
Setting
Setting Up
Up Invoice
Invoice Payables
Payables Options
Options
•• Freight
Freight Account
Account
•• GL
GL Date
Date Basis
Basis
•• Prepayment
Prepayment Settlement
Settlement Days
Days
•• Prepayment
Prepayment Payment
Payment Terms
Terms

Chapter 6 - Page 16
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to set
set up
up the
the invoice
invoice
Payables
Payables options.
options.
(N)
(T) Invoice
Invoice
Instructor Note
Navigate to the Setup—>Options—>Payables (T) window and show the
invoice defaults.

Chapter 6 - Page 17
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Chapter 6 - Page 18
Creating Automatic Interest Invoices
Creating
Creating Automatic
Automatic Interest
Interest Invoices
Invoices
Payables
Payables allows
allows you
you to
to calculate
calculate interest
interest for
for overdue
overdue
invoices
invoices and
and create
create interest
interest invoices
invoices for
for selected
selected
Suppliers.
Suppliers. To
To do
do this,
this, you
you must
must enable
enable automatic
automatic
interest
interest calculation
calculation for
for aa supplier
supplier and
and pay
pay an
an overdue
overdue
invoice
invoice for
for the
the supplier
supplier in
in aa payment
payment batch
batch or
or with
with aa
Quick
Quick payment.
payment.
Automatic Interest

Chapter 6 - Page 19
Setting Up Interest Payables Options
Setting
Setting Up
Up Interest
Interest Payables
Payables Options
Options
Use
Use the
the Interest
Interest tabbed
tabbed region
region to
to enable
enable Automatic
Automatic
Interest
Interest Calculation
Calculation andand then
then enter
enter defaults,
defaults, such
such as
as
expense and liability accounts. The following are
expense and liability accounts. The following are the the
Interest
Interest options:
options:
•• Allow
Allow Interest
Interest Invoices
Invoices
•• Minimum
Minimum Interest
Interest Amount
Amount
•• Expense
Expense Interest
Interest Invoice
Invoice Account
Account
•• Liability
Liability Interest
Interest Invoice
Invoice Account
Account
Payables Options > Interest Payables Options

Chapter 6 - Page 20
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Chapter 6 - Page 21
Invoice Tax Options
Invoice
Invoice Tax
Tax Options
Options
You
You can
can set
set invoice
invoice tax
tax options
options and
and default
default values
values
used
used throughout
throughout Payables.
Payables. The
The following
following invoice
invoice tax
tax
options and defaults are a subset of the tax options.
options and defaults are a subset of the tax options.
(Help) Oracle Financial Applications > Oracle Payables > Appendix

> Invoice and Invoice Batch Default Hierarchy Chart
Instructor Note
There are separate modules that cover IRS form 1099, withholding taxes,
and sales and use taxes. This section covers tax defaults specifically for
invoices.

Chapter 6 - Page 22
Setting Up Invoice Tax Options
Setting
Setting Up
Up Invoice
Invoice Tax
Tax Options
Options
You
You can
can control
control the
the following
following invoice
invoice tax
tax options
options at
at
the
the system
system level
level in
in the
the Payables
Payables Options
Options window:
window:
•• Require
Require Tax
Tax Entry
Entry at at Header
Header
•• Use
Use Automatic
Automatic Tax
Tax Calculation
Calculation
•• Calculation
Calculation Level
Level
•• Allow
Allow Calculation
Calculation Level
Level Override
Override
•• Distribution
Distribution Amounts
Amounts Include
Include Tax
Tax
•• Allow
Allow Override
Override
Payables Options > Payables Options Window Reference >
Invoice Tax Payables Options
Instructor Note
These options can all be overridden at the supplier level. A lot of invoice
defaults are setup and then overridden at the supplier level.
Go over the Invoice Tax Options in detail because practice 2 covers
questions from this section.

Chapter 6 - Page 23
Tax Defaults and Rules Payables Options
Tax
Tax Defaults
Defaults and
and Rules
Rules Payables
Payables Options
Options
Use
Use the
the Tax
Tax Defaults
Defaults and
and Rules
Rules tabbed
tabbed region
region to to set
set aa
hierarchy
hierarchy for
for Payables
Payables to to use
use when
when itit provides
provides default
default
tax codes. Payables will search the sources
tax codes. Payables will search the sources you you
enable,
enable, in
in the
the order
order you
you designate,
designate, until
until itit finds
finds aa tax
tax
code.
code. When
When Payables
Payables finds
finds aa tax
tax code,
code, itit will
will stop
stop
searching
searching andand default
default the
the tax
tax code
code in
in the
the document
document
you
you are
are creating.
creating.
Financials Options > Tax Financials Options

Chapter 6 - Page 24
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to set
set up
up the
the invoice
invoice
tax
tax options
options and
and the
the tax-code
tax-code hierarchy.
hierarchy.
(N)
(T) Invoice
Invoice Tax
Tax
(N)
(T) Tax
Tax Defaults
Defaults and
and
Rules
Rules
Instructor Note
Navigate to the Setup—>Options—>Payables (T) Invoice Tax tabbed
region and the Tax Defaults and Rules tabbed region and show the
invoice tax defaults and the rules.

Chapter 6 - Page 25
Practice 2
Practice
Practice 22
In
In this
this practice,
practice, you
you will
will answer
answer true
true or
or false
false
questions
questions about
about invoice
invoice options
options and
and invoice-tax
invoice-tax
options.
options.
True or False
1. If the batch controls are not on, you can enter individual invoices in the
Invoices window. __
2. If you select the Confirm Date as Invoice Number option, during
invoice entry if you accept the
invoice date as the default for the invoice number, Oracle Payables
displays a window. __
3. The Allow Adjustments to Paid Invoices option allows users to update
the amounts of a paid
invoice. __
4. If you select the Automatically Create Freight Distribution Payables
option, you optionally enter a
freight account in the the Freight Account option field. __
5. Do not enable the Require Tax Entry at Header option if you plan to
enter use taxes or allocate taxes.
__

Chapter 6 - Page 26
Practice
Solutions
This
This practice
practice covers
covers true
true or
or false
false questions
questions about
about
Invoice
Invoice options
options and
and invoice-tax
invoice-tax options.
options.
True or False
1. If the batch controls are not on, you can enter individual invoices in
the Invoices window. True.
2. If you select the Confirm Date as Invoice Number option, during
invoice entry if you accept the
invoice date as the default for the invoice number, Oracle Payables
displays a window. True.
3. The Allow Adjustments to Paid Invoices option allows users to
update the amounts of a paid
invoice. False—The Allow Adjustments to Paid Invoices option
allows users to update the
distributions of a paid invoice.
4. If you select the Automatically Create Freight Distribution Payables
option, you optionally enter a
freight account in the Freight Account option field. False—If you
select the Automatically
Create Freight Distribution Payables option, you must enter a
freight account in the Freight Account option field.

Chapter 6 - Page 27
5. Do not enable the Require Tax Entry at Header option if you plan to
enter use taxes or allocate taxes.
True.

Chapter 6 - Page 28
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Chapter 6 - Page 29
Setting Up Matching Options
Setting
Setting Up
Up Matching
Matching Options
Options
You
You can
can control
control matching
matching at
at the
the system
system level
level in
in the
the
Payables
Payables Options
Options window.
window.
•• Allow
Allow Final
Final Matching
Matching
•• Allow
Allow Distribution-Level
Distribution-Level Matching
Matching
•• Allow
Allow Matching
Matching Account
Account Override
Override
•• Transfer
Transfer PO
PO Descriptive-Flexfield
Descriptive-Flexfield Information
Information
Matching Payables Options

Chapter 6 - Page 30
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to set
set up
up the
the
matching
matching options.
options.
(N)
(T) Matching
Matching
Instructor Note
Demonstrate to the students how to set the matching defaults.

Chapter 6 - Page 31
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following are
are matching
matching defaults?
defaults?
A.
A. Allow
Allow Override
Override
B.
B. Allow
Allow Final
Final Matching
Matching
C.
C. Allow
Allow Matching
Matching Account
Account Override
Override
D.
D. Allow
Matching
E.
E. Transfer
Transfer PO
Information
Instructor Note
Correct Answer: 2, 3, 4, 5.

Chapter 6 - Page 32
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following are
are matching
matching defaults?
defaults?
A.
A. Allow
Allow Override
Override
B.
B. Allow
Allow Final
Final Matching
Matching
C.
C. Allow
Allow Matching
Matching Account
Account Override
Override
D.
D. Allow
Matching
E.
E. Transfer
Transfer PO
Information

Chapter 6 - Page 33
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Chapter 6 - Page 34
Invoice Gateway Considerations
Invoice
Invoice Gateway
Gateway Considerations
Considerations
•• To
To make
make the
the Invoice
Invoice Gateway
Gateway window
window more
more
efficient,
efficient, you
you need
need to
to determine
determine which
which fields
fields will
will
be
be displayed in the Invoice Gateway folder and in
displayed in the Invoice Gateway folder and in
what
what order.
order.
•• You
You can
can submit
submit the
the Payables
Payables Open
Open Interface
Interface
Import
Import program
program or or you
you can
can submit
submit the
the program
program
online from the Create Invoices window.
online from the Create Invoices window.
Matching Payables Options

Chapter 6 - Page 35
Open Interface Workflow Considerations
Open
Open Interface
Interface Workflow
Workflow Considerations
Considerations
•• The
The Payables
Payables OpenOpen Interface
Interface Workflow
Workflow is
is aa
workflow
workflow template
template thatthat you
you must
must customize
customize before
before
you can use it to process
you can use it to process data. data.
•• You
You customize
customize the the workflow
workflow toto help
help automate
automate
verification
verification and validation of data in the Payables
and validation of data in the Payables
Open
Open Interface
Interface tables
tables before
before you
you submit
submit Payables
Payables
Open Interface Import.
Open Interface Import.
Payables Options > Payables Options Window Reference > Matching
Payables Options

Chapter 6 - Page 36
Open Interface Workflow Considerations
Open
Open Interface
Interface Workflow
Workflow Considerations
Considerations
The
The following
following are
are examples
examples of of how
how you
you can
can use
use the
the
Payables
Payables Open
Open Interface
Interface Workflow:
Workflow:
•• You
You can
can modify
modify this
this workflow
workflow to to validate
validate all
all
accounting
accounting code
code combinations
combinations in in the
the Payables
Payables
Open
Open Interface
Interface tables.
tables.
•• Workflow
Workflow can
can send
send notifications
notifications of of any
any invalid
invalid
code
code combinations
combinations to to aa specified
specified user
user for
for
correction.
correction.
•• You
You can
can customize
customize thethe workflow
workflow to to override
override any
any
invalid code combinations with a designated
invalid code combinations with a designated
default
default value.
value.
Payables Options

Chapter 6 - Page 37
Invoice-Matching Considerations
Invoice-Matching
Invoice-Matching Considerations
Considerations
The
The Invoice
Invoice Match
Match Option
Option exists
exists at
at the
the following
following
levels:
levels: supplier,
supplier, supplier
supplier site,
site, and
and purchase
purchase order
order
shipment lines. Ensure that the matching option,
shipment lines. Ensure that the matching option,
Purchase
Purchase Order
Order or
or Receipt,
Receipt, is
is set
set at
at the
the appropriate
appropriate
level.
level.
Payables Options

Chapter 6 - Page 38
Prepayment Considerations
Prepayment
Prepayment Considerations
Considerations
•• You
You need
need to
to determine
determine ifif any
any additional
additional payment
payment
terms
terms are
are needed
needed for
for prepayments.
prepayments.
•• You
You can
can optionally
optionally set
set up
up default
default payment
payment terms
terms
to
to be
be specified
specified for
for prepayments
prepayments during
during the
the
Payables
Payables Options
Options setup.
setup.
Payables Options

Chapter 6 - Page 39
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned the
the supplier
supplier
invoicing
invoicing implementation
implementation process.
process.

Chapter 6 - Page 40
Matching Invoices
to Purchase Orders
and Receipts
Chapter 7
Matching Invoices to Purchase Orders and Receipts

Chapter 7 - Page 1
Matching
Matching Invoices
Invoices to
to Purchase
Purchase Orders
Orders
and
and Receipts
Receipts
Oracle
Oracle Payables
Payables R11i
R11i
Instructor Note
<60> minutes Lecture
<30> minutes Practice
<90> minutes Total

Chapter 7 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this lesson,
lesson, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Describe
Describe the
the basics
basics of of matching
matching invoices
invoices to
to
purchase
purchase orders
orders and
and receipts.
receipts.
•• Explain
Explain how
how to
to match
match Standard
Standard invoices
invoices to
to
purchase
purchase orders
orders and
and receipts
receipts using
using the
the Invoice
Invoice
Workbench.
Workbench.
•• Explain
Explain how
how to
to match
match QuickMatch
QuickMatch andand PO
PO Default
Default
type
type invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts inin
the Invoice Workbench.
the Invoice Workbench.
•• Explain
Explain how
how to
to match
match invoices
invoices to
to purchase
purchase orders
orders
and receipts using the Invoice Gateway.
and receipts using the Invoice Gateway.
®

Chapter 7 - Page 3
Agenda
Agenda
Agenda
•• Overview
Overview of
of matching
matching invoices
invoices toto purchase
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching Standard
Standard invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts using
using the
the Invoice
Invoice Workbench
Workbench
•• Matching
Matching QuickMatch
QuickMatch and
and PO
PO Default
Default type
type
invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts in
in the
the
Invoice
Invoice Workbench
Workbench
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Gateway
Gateway

Chapter 7 - Page 4
Entering Purchase Order Matched Invoices : Overview
Entering
Entering Purchase
Purchase Order
Order Matched
Matched
Invoices
Invoices :: Overview
Overview
Receive invoice Enter invoice Match invoices
to PO or receipt
Account for Pay invoice

invoice File invoice

Chapter 7 - Page 5
The Structure of a Purchase Order
The
The Structure
Structure of
of aa Purchase
Purchase Order
Order
Purchase Order
Header
PO information Supplier information
Detail
Item line
Shipment line
Distribution line
Distribution line
Distribution line
Shipment line
Distribution line
Item line
Item line
®

Chapter 7 - Page 6
The Structure of a Receipt
The
The Structure
Structure of
of aa Receipt
Receipt
Receipt
Header
Receipt Shipment Supplier
information information information
Detail
Receipt Line Information
Instructor Note
The receipt line maps to the purchase order shipment line. The delivery
transaction (not shown) captures the distribution information from the
purchase order.

Chapter 7 - Page 7
Purchase Order Matched Invoices
Purchase
Purchase Order
Order Matched
Matched Invoices
Invoices
Purchase order matched invoices are invoices that you

match to any of the following:
•• Purchase
Purchase order
order shipments
shipments
•• Purchase
Purchase order
order receipts
receipts
•• Purchase
Purchase order
order receipt
receipt lines
lines
•• Purchase
Purchase order
order distributions
distributions

Chapter 7 - Page 8
Why Enter Purchase Order Matched Invoices?
Why
Why Enter
Enter Purchase
Purchase Order
Order Matched
Matched
Invoices?
Invoices?
•• Match
Match Payables
Payables invoices
invoices to
to purchase
purchase orders
orders to
to
ensure
ensure that
that you
you pay
pay only
only for
for the
the goods
goods that
that you
you
have
have ordered.
ordered.
•• Match
Match to
to purchase
purchase order
order receipts
receipts to
to ensure
ensure that
that
you pay only for goods that you have received.
you pay only for goods that you have received.
•• Payables
automatically creates
creates invoice
invoice
distributions
distributions based
based onon the
the purchase
purchase order
order
distributions.
distributions.
(Help) Oracle Financial Applications > Payables > Invoices >

Matching to Purchase Orders and Receipts > Entering Purchase
Order Matched Invoices

Chapter 7 - Page 9
You Can Set Up Controls That Require You To Do The
Following:
You
You Can
Can Set
Set Up
Up Controls
Controls That
That Require
Require
You
You To
To Do
Do The
The Following:
Following:
•• Purchase
Purchase order
order match
match each
each invoice
invoice
•• Match
Match the
the invoice
invoice to
to either
either aa purchase
purchase order
order or
or
receipt
receipt
•• Match
Match within
within amount
amount oror quantity
quantity tolerances
tolerances

Chapter 7 - Page 10
Matching Process
Matching
Matching Process
Process
Option A: Standard, Expense Report, Option B: Option C:
Mixed, Prepayment, Credit Memo, PO Default QuickMatch
Debit Memo
Enter supplier information Enter purchase order number
Enter invoice date, number, and amount

Enter additional invoice header information
Select purchase order or receipt and choose Match
Select purchase order or receipt
Enter invoice quantity and match amount

If matching to PO distribution, choose Distribution
and enter distribution quantity or match amount
Save Invoice
Complete Complete Complete
®

Chapter 7 - Page 11
Different Ways to Match an Invoice to a Purchase
Order
Different
Different Ways
Ways to
to Match
Match an
an Invoice
Invoice to
to aa
Purchase
Purchase Order
Order
You can match an invoice to a purchase order in different
ways:
•• Receipt
Receipt match
match
•• Purchase
Purchase order
order shipment
shipment match
match
•• Purchase
Purchase order
order distribution
distribution match
match
•• Price
Price correction
correction

Chapter 7 - Page 12
Receipt Match
Receipt
Receipt Match
Match
•• Matching
Matching to to receipts
receipts allows
allows youyou toto pay
pay only
only for
for
goods
goods you
you receive,
receive, and
and toto pay
pay forfor partial
partial
shipments
shipments without
without getting
getting invoice
invoice holds.
holds.
•• Any
Any exchange
exchange rate
rate variance
variance is is likely
likely to
to be
be smaller
smaller
because the time between the receipt
because the time between the receipt and invoiceand invoice
is
is less
less than
than the
the time
time between
between the the purchase
purchase order
order
and invoice.
and invoice.
•• Matching
Matching an an invoice
invoice for
for freight,
freight, tax,
tax, or
or
miscellaneous
miscellaneous charges to a material receipt
charges to a material receipt is
is
required
required for
for accurate
accurate costing
costing data
data ifif you
you use
use
periodic
periodic costing.
costing.

Chapter 7 - Page 13
Purchase Order Shipment Match
Purchase
Purchase Order
Order Shipment
Shipment Match
Match
Based
Based on
on the
the Quantity
Quantity Invoiced,
Invoiced, Payables
Payables prorates
prorates
the
the Match
Match Amount
Amount across
across all
all non-fully
non-fully billed
billed
purchase
purchase order
order distributions
distributions associated
associated with
with the
the
purchase
purchase order
order shipments
shipments you
you match
match to.
to.

Chapter 7 - Page 14
Purchase Order Distribution Match
Purchase
Purchase Order
Order Distribution
Distribution Match
Match
You
You can
can allocate
allocate the
the match
match amount
amount to
to specific
specific
purchase
purchase order
order distributions.
distributions.

Chapter 7 - Page 15
Price Corrections
Price
Price Corrections
Corrections
•• You
You can
can use
use aa price
price correction
correction whenwhen aa supplier
supplier
sends
sends anan invoice
invoice for
for aa change
change in in unit
unit price
price for
for an
an
invoice you have already matched to
invoice you have already matched to a purchasea purchase
order.
order.
•• You
You can
can enter
enter and
and match
match an an invoice
invoice to
to record
record aa
price
price increase,
increase, oror you
you can
can enter
enter and
and match
match aa credit
credit
memo or debit memo to record a price
memo or debit memo to record a price decrease. decrease.
•• Use
Use aa price
price correction
correction to to adjust
adjust the
the invoiced
invoiced unit
unit
price of previously matched purchase
price of previously matched purchase order order
shipments,
shipments, distributions,
distributions, or or receipts
receipts without
without
adjusting the quantity billed.
adjusting the quantity billed.
(Help) Oracle Financial Applications > Payables > Invoices >

Matching to Purchase Orders and Receipts > Recording Price
Corrections in the Invoice Workbench

Chapter 7 - Page 16
Agenda
Agenda
Agenda
•• Overview
Overview of
of matching
matching invoices
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching Standard
Standard invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts using
using the
the Invoice
Invoice Workbench
Workbench
•• Matching
Matching QuickMatch
QuickMatch and
and PO
PO Default
Default type
type
invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts in
in the
the
Invoice
Invoice Workbench
Workbench
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Gateway
Gateway

Chapter 7 - Page 17
Practice Overview
Practice
Practice Overview
Overview
Practice
Practice Contents:
Contents:
•• Enter
Enter and
and approve
approve aa purchase
purchase order
order
•• Enter
Enter the
the receiving
receiving for
for the
the PO
PO Shipments
Shipments
•• Match
Match an
an invoice
invoice to
to aa purchase
purchase order
order in
in the
the Invoice
Invoice
Workbench
Workbench
•• Match
Match an
an invoice
invoice to
to aa receipt
receipt
Practice Solution
Enter and Approve a Purchase Order
1. Change your responsibility to Oracle Purchasing:
• (M) File—>Switch Responsibility—>Purchasing, Vision Operations
(USA)
• Navigate to the Enter Purchase Orders window.
• (N) Purchase Orders—Purchase Orders
• Enter Standard Purchase Order in the Type field.
• Enter Advanced Network Devices in the Supplier field and the site
should default in.
• Place your cursor on the first line and tab to the Item field,
accepting the defaults for the first two fields. Enter item number
AS18947.
• Enter 10 in the Quantity field.
• Choose the Shipments button. This will take you to the Shipments
window.
• Change the quantity from 10 to 6 on the first line.
• Enter a date five days from today’s date in the Promised field.
• Select the More tab.

Chapter 7 - Page 18
• Select 2-Way in the Match Approval Level field.
• Select PO in the Invoice Match Option field.
• Select the Shipments tab.
• Click the second line.
• The four remaining units should default in the second shipment line.
• Enter a date five days from today’s date in the Promised field.
• Select the More tab.
• Select 3-Way in the Match Approval Level field.
• Select Receipt in the Invoice Match Option field.
• Save your work.
• Close the Shipments window.
• Click the Approve button.
• You should see the Approve Document window.
• Click OK.
• You should see a message.
• Click OK to acknowledge the message.
• Verify the Status field on your PO shows Approved.
• Write down your PO number _____________.
• Write down the Ship-To organization ____________.
2. Enter the Receiving for the PO Shipments
• Navigate to the Find Expected Receipts window. (N) Receiving—
>Receipts
• Select the Ship-To organization from the previous step.
• Enter your PO number in the Purchase Order field.
• Click the Find button. This will take you to the Receipt Header
window.
• Close the Receipt Header window and you will be in the Lines
window.
• Select the box to the left of the each line, to indicate the quantities
have been received.
• Save your work.
• Select the Header button and this will take you back to the Receipt
Header window.
• Write down your receipt number ____________.
3. Match an Invoice to a Purchase Order
• Change your responsibility to Oracle Payables:(M) File—> Switch
Responsibility—> Payables, Vision Operations (USA)
• Navigate to the Invoice Workbench (N) Invoices—>Entry—
>Invoices

Chapter 7 - Page 19
• Enter Standard in the Invoice Type field.
• Enter Advanced Network Devices in the Supplier Name field. The
site should default in.
• Enter today’s date as the invoice date.
• Enter the invoice number.
• Enter 7,247.16 in the Invoice Amount field.
• Set the Match Option to Purchase Order and select the Match
button. This opens the Find Purchase Orders for Matching window.
Notice that this new window has been enhanced to include 10
search criteria fields.
• Enter your purchase order from step 1 and select the Find button.
• The new Match to Purchase Orders window opens.
• Select the line that corresponds to PO shipment 1.
• The Quantity Invoiced field should default to 6.
• The Unit Price field should default to 1207.86.
• Select the Match button to complete the matching process.
4.Match an Invoice to a Receipt
• Navigate to the Invoice Workbench: (N) Invoices—>Entry—
>Invoices
• Enter Standard in the Invoice Type field.
• Enter Advanced Network Devices in the Supplier Name field. The
site should default in.
• Enter today’s date as the invoice date.
• Enter the invoice number.
• Enter 4,831.44 in the Invoice Amount field.
• Verify the Match option is set to Receipt and select the Match
button. This will take you to the Find Receipts for Matching window.
− Note: In the Find Receipts for Matching window, certain fields
are dependent on other fields. For example, entering a valid
PO number will result in only receipts for that PO appearing in
the receipt number LOV. If no PO number is entered, the
receipt number LOV will show all receipts for the supplier on
the invoice. In the Find Receipts for Matching window you
have several ways of retrieving the receipt to which you want
to match. You can enter any combination or single entry of the
PO number, receipt number, or packing slip number.
• Enter your receipt number then click Find. This will take you to the
Match to Receipts window.
− Note: When the Match to Receipts window opens, notice that
you can see both PO shipments, even though the match
option on shipment 1 is Match to Purchase Order. You will see

Chapter 7 - Page 20
all shipments meeting the search criteria entered in the Find
window,regardless of the match option. This gives a complete
view of the lines entered on that receipt.
• Select the Match check box to indicate you have been billed for all
four units on PO shipment 2.
• Select the Match button. The invoice has now been matched to the
receipt.

Chapter 7 - Page 21
Review Question
Review
Review Question
Question
Which invoice type can you not match to purchase orders

and receipts?
1.
1. Standard
Standard invoice
invoice
2.
2. Mixed
Mixed invoice
invoice
3.
3. PO
PO Default
Default invoice
invoice
4.
4. Expense
Expense Report
Report invoice
invoice
5.
5. QuickMatch
QuickMatch invoice
invoice
6.
6. None
None of
of the
the above
above
18

Chapter 7 - Page 22
Answer
Answer to
to Review
Review Question
Question
Which invoice type can you not match to purchase orders

and receipts?
1.
1. Standard
Standard invoice
invoice
2.
2. Mixed
Mixed invoice
invoice
3.
3. PO
PO Default
Default invoice
invoice
4.
4. Expense
Expense Report
Report invoice
invoice
5.
5. QuickMatch
QuickMatch invoice
invoice
6. None
6. None of
of the
the above
above
19

Chapter 7 - Page 23
Agenda
Agenda
Agenda
•• Overview
Overview of
of matching
matching invoices
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching Standard
Standard invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts using
using the
the Invoice
Invoice Workbench
Workbench
•• Matching
Matching QuickMatch
PO default
default invoices
invoices to
to
purchase
purchase orders
orders and
and receipts
receipts in
in the
the Invoice
Invoice
Workbench
Workbench
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Gateway
Gateway

Chapter 7 - Page 24
PO Default and QuickMatch Invoices
PO
PO Default
Default and
and QuickMatch
QuickMatch Invoices
Invoices
•• IfIf you
you have
have the
the amount
amount of of the
the purchase
purchase orderorder to
to
which you want to match, Payables
which you want to match, Payables provides you provides you
with
with twotwo invoice
invoice types,
types, PO
PO Default
Default and
and
QuickMatch,
QuickMatch, to to help
help speed
speed up up invoice
invoice matching.
matching.
•• Enter
Enter PO PO Default
Default as as the
the invoice
invoice type
type if
if you
you know
know
the purchase order you want to match
the purchase order you want to match to, but to, but
you
you do do not
not know
know to to which
which purchase
purchase order
order
shipments
shipments or distributions you want to
or distributions you want to match.
match.
•• Enter
Enter QuickMatch
QuickMatch as as the
the invoice
invoice type
type ifif you
you want
want
to match an invoice to all shipments
to match an invoice to all shipments or receipt or receipt
lines
lines on on aa purchase
purchase order.
order.
Instructor Note
PO Default and QuickMatch type invoices revert to “Standard” type invoices
once the invoice is matched.

Chapter 7 - Page 25
Demonstration of Matching QuickMatch and PO Default
type Invoices to Receipts and Purchase Orders
Demonstration
Demonstration of
of Matching
Matching QuickMatch
QuickMatch
and
and PO
PO Default
Default type
type Invoices
Invoices to
to Receipts
Receipts
and
and Purchase
Purchase Orders
Orders
The instructor will demonstrate how to match

QuickMatch and PO Default type invoices to receipts
and purchase orders in the Invoice Workbench.
22
Instructor Note
Demonstrate how to match QuickMatch and PO Default type invoices to receipts
and purchase orders in the Invoice Workbench.

Chapter 7 - Page 26
Review Question
Review
Review Question
Question
If you enter a QuickMatch type invoice, Payables

automatically completes the match to all purchase order
shipments.
1.
1. True
True
2.
2. False
False
23

Chapter 7 - Page 27
Answer
Answer to
to Review
Review Question
Question
If you enter a QuickMatch type invoice, Payables

automatically completes the match to all purchase order
shipments.
1.
1. True
True
2.
2. False
False
24

Chapter 7 - Page 28
Agenda
Agenda
Agenda
•• Overview
Overview of
of matching
matching invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Workbench
Workbench
•• Matching
Matching QuickMatch
QuickMatch and
and PO
PO Default
Default type
type
invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using the Invoice Gateway
using the Invoice Gateway

Chapter 7 - Page 29
Entering Purchase Order Matched Invoice Records in
the Invoice Gateway
Entering
Entering Purchase
Purchase Order
Order Matched
Matched Invoice
Invoice
Records
Records in
in the
the Invoice
Invoice Gateway
Gateway
•• When
When youyou enter
enter aa purchase
purchase order
order matched
matched
invoice
invoice record,
record, the
the import
import process
process automatically
automatically
creates
creates invoice distributions for you based
invoice distributions for you based onon
your
your match.
match.
•• You
You can
can match
match toto aa purchase
purchase order
order receipt,
receipt, and
and
you
you can
can match
match to
to aa purchase
purchase order
order at
at different
different
levels:
levels: purchase
purchase order
order header,
header, purchase
purchase order
order
line,
line, purchase
purchase order
order shipment,
shipment, purchase
purchase order
order
distribution.
distribution.
•• You
You can
can match
match only
only Standard
Standard and
and Credit
Credit Memo
Memo
type invoices in the Invoice Gateway.
type invoices in the Invoice Gateway.

Chapter 7 - Page 30
Demonstration of How to Match Invoices to Purchase
Orders and Receipts in the Invoice Gateway
Demonstration
Demonstration of
of How
How to
to Match
Match Invoices
Invoices
to
to Purchase
Purchase Orders
Orders and
and Receipts
Receipts in
in the
the
Invoice
Invoice Gateway
Gateway
The instructor will demonstrate how to match

invoices to purchase orders and receipts in the
Invoice Gateway.

Chapter 7 - Page 31
Review Question
Review
Review Question
Question
When you enter a purchase order matched invoice
record, the import process automatically creates
invoice distributions for you based on your match.
1.
1. True
True
2.
2. False
False
28

Chapter 7 - Page 32
Answer
Answer to
to Review
Review Question
Question
When you enter a purchase order matched invoice

record, the import process automatically creates
invoice distributions for you based on your match.
1.
1. True
True
2.
2. False
False
29

Chapter 7 - Page 33
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• describe
describe the
the basics
basics of
of matching
matching invoices
invoices to
to
purchase orders and receipts
purchase orders and receipts
•• match
match invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Workbench
Workbench
•• match
match QuickMatch
PO Default
Default type
type invoices
invoices to
to
purchase
purchase orders
orders and
and receipts
receipts
•• match
match invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Gateway
Gateway

Chapter 7 - Page 34
Processing Debit
and Credit Memos
Chapter 8
Processing Debit and Credit Memos

Chapter 8 - Page 1
Processing
Processing Debit
Debit and
and Credit
Credit Memos
Memos
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Instructor Note
45 minutes Lecture
15 minutes Practice
60 minutes Total
Notations
(N) = Navigator
(T) = Tab
(I) = Icon
(H) = Hyperlink
(B) = Button
(Help) = Oracle Applications Help System

Chapter 8 - Page 2
Online Help
Online
Online Help
Help
Use
Use the
the Oracle
Oracle Payables
Payables online
online HTML
HTML Help
Help for
for
detailed
detailed explanations
explanations of
of how
how to
to use
use the
the product,
product,
including:
including:
•• Product
Product functionality
functionality
•• Window
Window references
references
•• Explanations
Explanations of
of the
the user
user interface
interface

Chapter 8 - Page 3
Viewing Online Help
Viewing
Viewing Online
Online Help
Help
You
You can
can view
view HTML
HTML Help
Help in
in the
the following
following ways:
ways:
•• From
From anan application,
application, use
use the
the help
help icon
icon or
or the
the help
help
menu to open a new Web browser and
menu to open a new Web browser and display display
help
help about
about that
that window
window
•• Use
Use the
the documentation
documentation CD CD
•• Use
Use aa URL
URL provided
provided by
by your
your system
system administrator
administrator
To
To search
search for
for information
information in
in the
the online
online Help,
Help, you
you can
can
either
either use
use the
the expandable
expandable menu
menu toto search
search for
for topics
topics
in
in the
the menu
menu structure
structure we
we provide,
provide, oror use
use the
the Search
Search
feature to search for words or phrases.
Instructor Note
Inform the students that if they access the online Help from within the
application, they do not need the first two levels of the Help path.

Chapter 8 - Page 4
Objectives
Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Demonstrate
Demonstrate how
how to
to enter
enter debit
debit and
and credit
credit memos
memos
•• Demonstrate
Demonstrate how
how toto match
match debit
debit and
and credit
credit
memos
memos
•• Describe
Describe how
how to
to record
record price
price corrections
corrections
Instructor Note
Go over the agenda with the students and discuss the activities that are included
in this module.

Chapter 8 - Page 5
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 8 - Page 6
Overview
Overview
Overview
Receive credit memo Enter debit or Match to

Create debit memo credit memo invoice
Match to PO or
receipt (and
optionally record
price correction)
Instructor Note
Review the debit and credit memo process with the students.

Chapter 8 - Page 7
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 8 - Page 8
Entering Debit and Credit Memos in the Invoice
Workbench
Entering
Entering Debit
Debit and
and Credit
Credit Memos
Memos in
in the
the
Invoice
Invoice Workbench
Workbench
Enter
Enter aa credit
credit or
or debit
debit memo
memo to to record
record aa credit
credit for
for
goods
goods or services purchased. Credit/debit memos are
or services purchased. Credit/debit memos are
netted
netted with
with basic
basic invoices
invoices atat payment
payment time.
time.
•• Credit
Credit Memo:
Memo: Negative
Negative amount
amount invoice
invoice created
created by by
aa supplier
supplier and
and sent
sent to
to you
you toto notify
notify you
you of
of aa credit.
credit.
•• Debit
Debit Memo:
Memo: Negative
Negative amount
amount invoice
invoice created
created by by
you
you and sent to a supplier to notify the supplier of
and sent to a supplier to notify the supplier of
aa credit
credit you
you are
are recording.
recording. Usually
Usually sent
sent with
with aa note
note
explaining
explaining the
the debit
debit memo.
memo.
Note:
Note: In
In Oracle
Oracle Payables,
Payables, aa debit
debit memo
memo andand aa credit
credit
memo both create the same accounting
memo both create the same accounting
entries.
entries. The
The system
system does
does not
not distinguish
distinguish them
them as as
different transactions.
different transactions. ®
Instructor Note
Clarify the difference between a debit and credit memo in Oracle Payables and
Oracle Receivables. In Oracle Payables, a credit memo is a negative amount
invoice that is sent to a company by the supplier. A debit memo is a negative
amount invoice that a company creates and sends to the supplier to notify the
supplier about a credit that they are taking. In Oracle Receivables, a company
issues a credit memo to a customer to decrease the amount of the invoice that
was sent to them, and the company issues a debit memo to a customer to
increase the amount of the invoice that was sent to them.
The system creates the same accounting entries for both a debit memo and a
credit memo in Oracle Payables. The liability account is debited and the charge
account is credited.

Chapter 8 - Page 9
Entering Debit and Credit Memos
Entering
Entering Debit
Debit and
and Credit
Credit Memos
Memos
You
You can
can enter
enter credit
credit memos
memos using
using the
the Invoice
Invoice
Workbench,
Workbench, Invoice
Invoice Gateway,
Gateway, and
and the
the Open
Open Interface.
Interface.
You
You can
can enter
enter debit
debit memos
memos using
using the
the Invoice
Invoice
Workbench.
Workbench.
Note:
Note: This
This module
module focuses
focuses on
on how
how to
to process
process debit
debit
and credit memos in the Invoice Workbench.
and credit memos in the Invoice Workbench.
(Help) Oracle Financial Applications > Oracle Payables > Invoices > Credit
and Debit Memos > Entering Credit/Debit Memos
Instructor Note
Go over the Help information and discuss entering credit and debit memos in
detail.

Chapter 8 - Page 10
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter aa credit
credit
memo
memo using
using aa distribution
distribution set.
set.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices
Instructor Note
window pops up towards the bottom of your screen, you might need to move it
Gateway window, the Invoice Gateway Identification window pops up first. It
is a smaller window and it is located towards the bottom of the window. You
need to move it up so the students can see it.
Demonstrate to the students how to enter a credit memo by using Advanced
Network Devices as the supplier and the Equipment Expense (Full) distribution
set.

Chapter 8 - Page 11
Practice 1 Overview
Practice
Overview
This
This practice
practice covers
covers entering
entering aa credit
credit memo
memo with
with aa
distribution
distribution set
set using
using the
the Invoice
Invoice Workbench.
Workbench.
Instructor Note
5 minutes has been allotted for this practice.
Each student needs a unique invoice number for this practice. Ask the students
to use something unique to them in determining the invoice number.

Chapter 8 - Page 12
Practice
Instructions
Advanced
Advanced Network
Network Devices
Devices realized
realized that
that they
they have
have
not
not given
given you
you the
the discount
discount you
you were
were entitled
entitled to,
to,
so
so they
they are
are issuing
issuing you
you aa $1000.00
$1000.00 credit
credit memo.
memo. Enter
Enter
the
the credit
credit memo
memo using
using the
the Equipment
Equipment Expense
Expense
(Full)
(Full) distribution
distribution set.
set.
Invoice
Invoice #:
#: Given
Given to
to you
you by
by the
the instructor
instructor
Date:
Date: Today
Today
Terms:
Terms: Immediate
Immediate
Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
Description:
Description: Discount
Discount
Total
Total Due:
Due: {$1000}
{$1000}
®
(N) Invoices > Entry > Invoices
2. In the Type field, enter Credit Memo. There will be a note displayed that says
“Payables defaults the payment terms from the supplier site to the invoice. Verify
the payment terms for credit or debit memos. You may want to change the
payment terms to Immediate for credit and debit memos”.
3. Click OK to acknowledge the message.
4. Enter Advanced Network Devices as the supplier.
5. Enter Santa Clara as the site.
6. As the credit memo is dated today, accept the default date.
7. Enter the credit memo number.
8. Enter -1,000 in the Invoice Amount field. Make sure to enter the amount as a
negative value.
9. In the Distribution Set field, enter the Equipment Expense (Full) distribution
set.
10. In the Description field, enter the description for this credit memo.
11. In the Terms field, make sure the terms are Immediate; if they are not, select
Immediate.

Chapter 8 - Page 13
12. Choose Distributions.
13. Verify the distributions were created.

Chapter 8 - Page 14
Review Question
Review
Review Question
Question
In
In Oracle
Oracle Payables,
Payables, aa debit
debit memo
memo and
and aa credit
credit memo
memo
create
create different
different accounting
accounting entries.
entries.
1.
1. True
True
2.
2. False
False

Chapter 8 - Page 15
Answer
Answer to
to Review
Review Question
Question
In
In Oracle
Oracle Payables,
Payables, aa debit
debit memo
memo and
and aa credit
credit memo
memo
create
create different
different accounting
accounting entries.
entries.
1.
1. True
True
2.
2. False
False
Instructor Note
Correct answer: 2
A debit memo and a credit memo both create the same accounting entries. The
liability account is debited and the charge account is credited.

Chapter 8 - Page 16
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 8 - Page 17
Matching Debit and Credit Memos in the Invoice
Workbench
Matching
Matching Debit
Debit and
and Credit
Credit Memos
Memos in
in the
the
Invoice
Invoice Workbench
Workbench
•• You
You can
can match
match aa debit
debit or
or credit
credit memo
memo to to existing
existing
invoices, purchase orders, or receipts.
invoices, purchase orders, or receipts.
•• When
When you
you match
match aa debit
debit or
or credit
credit memo
memo toto an
an
existing invoice, purchase order, or receipt,
existing invoice, purchase order, or receipt,
Payables
automatically copies
copies the
the accounting
accounting
information
information from the matched document and
from the matched document and
creates
creates invoice
distributions for
for the
the credit
credit memo
memo
or debit memo.
or debit memo.
(Help) Oracle Financial Applications > Oracle Payables > Invoices > Credit
and Debit Memos > Matching Credit/Debit Memos
Instructor Note
Go over the Help information and discuss matching credit and debit memos to
invoices, receipts, and purchase orders in detail.
You can match credit memos and debit memos to invoices only in the Invoice
Workbench, not the Invoice Gateway.

Chapter 8 - Page 18
Clearing a Credit
Clearing
Clearing aa Credit
Credit
IfIf you
you receive
receive aa refund
refund from
from your
your supplier,
supplier, you
you can
can
enter
enter the
the refund
refund toto clear
clear aa credit
credit or
or debit
debit memo
memo
you
you have
have entered,
entered, but
but have
have been
been unable
unable to
to include
include in
in
aa payment.
payment.

Chapter 8 - Page 19
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter aa credit
credit
memo
memo and
and match
match itit to
to an
an invoice.
invoice.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices (B)
(B) Match
Match Invoice
Invoice (B)
(B)
Find
Find
Instructor Note
You need an existing invoice in the Vision database to perform this
demonstration. You can use Advanced Network Devices as the supplier.

Chapter 8 - Page 20
Practice 2 Overview
Practice
Overview
This
This practice
practice covers
covers entering
entering aa credit
credit memo
memo and
and
matching
matching it
it to
to an
an invoice.
invoice.
Instructor Note
The students need an existing invoice in the Vision database to perform this
practice. If there are not seeded invoices, the invoices need to be entered.
Each student needs a unique credit memo number for this practice. Ask the
students to use something unique to them in determining the invoice number.

Chapter 8 - Page 21
Practice
Instructions
Advanced
Advanced Network
Network Devices
Devices has
has acknowledged
acknowledged
over
over billing
billing you
you for
for the
the advertising
advertising promotional
promotional
giveaway
giveaway items that were recently purchased, and
items that were recently purchased, and
forwarded
forwarded the the following
following credit.
credit. Prorate
Prorate the
the credit
credit over
over
the invoice distribution lines.
the invoice distribution lines.
Invoice
Invoice #:#: Given
Given to to you
you by
by the
the instructor
instructor
Date:
Date: Today
Today
Terms:
Terms: Immediate
Immediate
Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
Total:
Total: {$2,000}
{$2,000}
2. In the Type field, enter Credit Memo. Payables opens a window with the
following note “Payables defaults the payment terms from the supplier site to the
Invoice. Verify the payment terms for credit or debit memos. You may want to
change the payment terms to Immediate for credit and debit memos”.
5. Enter Santa Clara as the site.
6. As the credit memo is dated today, accept the default date.
7. Enter the credit memo number. Write down the number ______________.
8. Enter -2,000 in the Invoice Amount field. Make sure to enter the amount as a
negative value.
9. In the Description field, enter Advertising Items.
10. In the Terms field, make sure the terms are Immediate; if they are not, select
Immediate.
11. In the Invoices window, choose Invoice from the poplist for the Match button.
Select the Match button.

Chapter 8 - Page 22
12. To match this credit memo to the original invoice, enter the invoice number
given to you by the instructor. Select the Find button.
13. In the Match to Invoices window, select the Match check box.
14. In the Credit Amount field, enter -2,000.
15. Select Match.
16. When the matching process is completed, select the Distributions button and
verify that the distributions were created.

Chapter 8 - Page 23
Review Question
Review
Review Question
Question
Which
Which one
one of
of the
the following
following can
can you
you match
match aa debit
debit
memo
memo and
and credit
credit memo
memo to?
to?
1.
1. Refund
Refund
2.
2. Receipt
Receipt
3.
3. Payment
Payment
4.
4. Prepayment
Prepayment
5.
5. Expense
Expense report
report

Chapter 8 - Page 24
Answer
Answer to
to Review
Review Question
Question
Which
Which one
one of
of the
the following
following can
can you
you match
match aa debit
debit
memo
memo and
and credit
credit memo
memo to?
to?
1.
1. Refund
Refund
2.
2. Receipt
Receipt
3.
3. Payment
Payment
4.
4. Prepayment
Prepayment
5.
5. Expense
Expense report
report
Instructor Note
Correct answer: 2
Remind the students you can match debit and credit memos to invoices,
receipts, and purchase orders.

Chapter 8 - Page 25
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 8 - Page 26
Recording a Price Correction
Recording
Recording aa Price
Price Correction
Correction
•• Use
Use aa price
price correction
correction to
to record
record and
and update
update the
the
invoiced
invoiced unit
unit price
price of
of previously
previously matched
matched
purchase
purchase orders
orders or
or receipts
receipts without
without adjusting
adjusting the
the
quantity
quantity billed
billed in
in order
order to
to track
track price
price variances.
variances.
•• Payables
Payables also
also updates
updates the
the amount
amount billed
billed on
on the
the
originally
originally matched
matched purchase
purchase order
order distributions.
distributions.
Matching to Purchase Orders and Receipts > Recording Price Corrections in
the Invoice Workbench
Instructor Note
Go over the Help information and discuss how to record price corrections in
detail.

Chapter 8 - Page 27
How to Record a Price Correction
How
How to
to Record
Record aa Price
Price Correction
Correction
•• Record
Record aa price
price decrease
decrease by by entering
entering aa debit
debit or
or
credit
credit memo
memo invoice.
invoice. Then
Then when
when matching
matching toto aa
purchase
purchase order
order oror receipt,
receipt, select
select the
the Price
Price
Correction
Correction check
check box
box in
in the
the Find
Find Purchase
Purchase Orders
Orders
for
for Matching
Matching window
window or or Find
Find Receipts
Receipts for
for
Matching
Matching window.
window.
•• Record
Record aa price
price increase
increase by by entering
entering aa Standard
Standard or or
PO
PO Default
Default invoice
invoice type.
type. Then
Then when
when matching
matching to to aa
purchase
purchase order
order oror receipt,
receipt, select
select the
the Price
Price
Correction
Correction check
check box.
box.

Chapter 8 - Page 28
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to record
record aa price
price
correction.
correction.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices (B)
(B) Match
Match Purchase
Purchase
Order (B) Find
Order (B) Find
Instructor Note
You need an existing purchase order in the Vision database to perform this
demonstration. You can use Advanced Network Devices as the supplier.

Chapter 8 - Page 29
Summary
Summary
Summary
In
In this
this module,
module, you
you should
should have
have learned
learned how
how to:
to:
•• Process
Process debit
debit and
and credit
credit memos
memos
•• Record
Record price
price corrections
corrections

Chapter 8 - Page 30
R11i Managing and
Approving Invoices
Chapter 9
R11i Managing and Approving Invoices

Chapter 9 - Page 1
Managing and Approving Invoices
Managing
Managing and
and Approving
Approving Invoices
Invoices
Oracle
Oracle Payables
Payables Release
Release 11i
11i

<84> minutes Lecture
<36> minutes Practice
<120> minutes Total
Notations:
(N) = Navigator
(T) = Tab
(I) = Icon
(H) = Hyperlink
(B) = Button

Chapter 9 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this lesson,
lesson, you
you should
should be
be able
able to:
to:
•• Inquire
Inquire on
on invoices
invoices
•• Apply
Apply and
and release
release holds
holds
•• Approve
Approve invoices
invoices
•• Adjust
Adjust or
or cancel
cancel invoices
invoices
•• Adjust
Adjust purchase
purchase order
order matched
matched invoices
invoices

Chapter 9 - Page 3
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices
Oracle Confidential 3

Chapter 9 - Page 4
Invoice
Invoice Inquiry:
Inquiry: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Find
Find invoices
invoices
•• Find
Find invoice
distributions
•• Calculate
Calculate supplier
supplier balances
balances
•• Review
Review high-level
high-level invoice
invoice information
information

Chapter 9 - Page 5
Invoice
Invoice Inquiry:
Inquiry: Overview
Overview
Enter or import
invoices Optionally
Receive invoices match to PO
electronically or or receipt
in the mail
Create
AP
100,000
60,000
10,000
30,000

Chapter 9 - Page 6
Finding Invoices
Finding
Finding Invoices
Invoices
Enter multiple search criteria in the Find Invoices

window.
OR
Enter a query using your search criteria in the
Invoices window.
(Help) Applications Help Library > Oracle Financial Applications >

Oracle Payables > Invoices > Finding and Reviewing Invoices >
Finding Invoices
(N) Invoices > Inquiry > Invoices
(N) Invoices > Entry > Invoices (M) View > Find
Instructor Notes
Demonstrate how to access the Find Invoices window from the Invoices or
Invoice Overview windows using the flashlight icon or (M) View > Find.

Chapter 9 - Page 7
Finding Invoice Distributions
Finding
Finding Invoice
Invoice Distributions
Distributions
Query an invoice in the Invoices window and click

Distributions.
OR
Enter a query in the Distributions window to find
specific distribution lines for the invoice.

Reviewing Invoice Distributions
(N) Invoices > Entry > Invoices (B) Distributions (M) View > Find

Chapter 9 - Page 8
Calculating Supplier Balances
Calculating
Calculating Supplier
Supplier Balances
Balances
Use
Use the
the Calculate
Calculate Balance
Balance Owed
Owed window
window to:to:
•• View
View the
the balance
balance that
that you
you owe
owe to
to aa supplier
supplier
•• View
View the
the number
number ofof unpaid
unpaid invoices
invoices and
and
prepayments for the supplier
prepayments for the supplier
•• Convert
Convert foreign
foreign currency
currency invoices
invoices into
into your
your
functional currency for display purposes
functional currency for display purposes

Calculating a Supplier or Supplier Site Balance
(N) Invoices > Inquiry > Invoices (B) Calculate Balance Owed
Instructor Notes
Explain that you must enter selection criteria in the Find Invoices window
before you choose the Calculate Balance Owed button.
Also mention that you can drill down to the Invoices window by choosing the
Invoices button.

Chapter 9 - Page 9
Demonstration
Demonstration
Demonstration
This demonstration covers how to calculate a

supplier balance.
(N) Invoices > Inquiry > Invoices (B) Calculate
Balance Owed

Calculating a Supplier or Supplier Site Balance
Instructor Notes
Demonstrate how to calculate a supplier balance. Before class, select or create a
supplier that has unpaid invoices to use for this demonstration.

Chapter 9 - Page 10
Reviewing High-Level Invoice Information
Reviewing
Reviewing High-Level
High-Level Invoice
Invoice Information
Information
Use
Use the
the Invoice
Invoice Overview
Overview window
window to
to quickly
quickly review:
review:
•• Supplier
Supplier information
information
•• Invoice
Invoice information
information
•• Active
Active holds
holds
•• Scheduled
Scheduled payments
payments
•• Actual
Actual payments
payments
••Purchase
Purchase order
order information
information
Note:
Note: The
The information
information in
in this
this window
window is
is display
display only.
only.

Invoice Overview
(N) Invoices > Inquiry > Invoice Overview

Chapter 9 - Page 11
Reviewing High-Level Invoice Information
Reviewing
Reviewing High-Level
High-Level Invoice
Invoice Information
Information
In the Invoice Overview window, you can enter a

query or use the Find Invoices window to retrieve an
invoice.
To adjust, approve, or see more information about the
invoice, navigate to the Invoices window.

Invoice Overview
(N) Invoices > Inquiry > Invoice Overview
Instructor Notes
Highlight that you must use the Invoices window, and not the Invoice Overview
window, to adjust or approve invoices.

Chapter 9 - Page 12
Review Question
Review
Review Question
Question
The director of corporate purchasing wants to know

how many unpaid invoices are in Oracle Payables for
a certain supplier. You can find this information in the
Invoices window.
True or False?

Chapter 9 - Page 13
Review
Review Question
Question Solution
Solution
The director of corporate purchasing wants to know

how many unpaid invoices are in Oracle Payables for
a certain supplier. You can find this information in the
Invoices window.
True or False?
Answer:
False
Instructor Notes
The answer is False. Although you can see if an invoice is unpaid in the
Invoices window, you can most easily find the total number of unpaid invoices
for a supplier in the Calculate Balance Owed window.

Chapter 9 - Page 14
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 9 - Page 15
Applying and Releasing Invoice Holds: Overview
Applying
Applying and
and Releasing
Releasing Invoice
Invoice Holds:
Holds:
Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Describe
Describe the
the various
various hold
hold types
types inin Oracle
Oracle
Payables
Payables
•• Apply
Apply holds
holds to
to selected
selected invoices
invoices
•• Apply
Apply holds
holds to
to invoices
invoices for
for aa supplier
supplier site
site
•• Apply
Apply holds
holds to
to scheduled
scheduled payments
payments
•• Release
Release holds
holds

Chapter 9 - Page 16
Holds
Holds
Holds
•• Holds
Holds prevent
prevent payment
payment and,
and, sometimes,
sometimes,
accounting
accounting of
of an
an invoice
invoice
•• Oracle
Oracle Payables
Payables applies
applies holds
holds to
to invoices
invoices that
that fail
fail
Approval
Approval
•• You
You can
can manually
manually apply
apply certain
certain holds
holds

Oracle Payables > Invoices > Holds > Applying Holds
Oracle Payables > Setup > Invoice Approvals > Invoice Approvals
(N) Invoices > Entry > Invoices (B) Holds

Chapter 9 - Page 17
Hold Types
Hold
Hold Types
Types
Review the hold types that Oracle Payables automatically

places during Approval.
User Manually
Hold Types Predefined Definable Releasable
Acct Hold Reason No
Funds Hold Re ason Mix ed
Insufficient Information No
Invoice Hold Reason Yes
Matching Hold Re ason Mix ed
Period Hold Type No
PO Req Hold Rea son No
Variance Hold Re ason Mix ed

Oracle Payables > Appendix > Summary of Approval Hold Codes

Chapter 9 - Page 18
Manually Applying Holds
Manually
Manually Applying
Applying Holds
Holds
There are three types of holds that you can use to

prevent payment of an invoice:
•• Invoice
Invoice hold
hold
•• Supplier
Supplier hold
hold
•• Scheduled
Scheduled payment
payment hold
hold

Oracle Payables > Invoices > Holds > Applying Holds
Instructor Notes
Inform the students that scheduled payment holds and holds resulting from the
Hold All Payments supplier site option will not show up in the Holds window or
the Invoices window.
Explain that you cannot manually apply system holds.
Explain that you cannot apply holds to an invoice you have selected for
payment in a payment batch.

Chapter 9 - Page 19
Manually Applying Invoice Holds
Manually
Manually Applying
Applying Invoice
Invoice Holds
Holds
Oracle Payables provides some generic invoice holds

for you, and you can define your own holds based on
your invoice approval needs.
You can manually apply one or more Invoice Hold
Reason holds to an invoice using the Invoice Holds
window of the Invoice Workbench.

Oracle Payables > Invoices > Holds >
Applying Holds scroll down to Applying a Hold to an Invoice
(N) Setup > Invoice > Approvals
Instructor Notes
Inform the students that user-defined hold codes are defined in the Invoice
Approvals window.
You can select from all invoice approvals defined with the type Invoice Hold
Reason.
Oracle Payables prevents manual entry of the hold names that are automatically
placed during Approval.
Oracle Payables displays a full audit trail of all current and released holds in this
window.

Chapter 9 - Page 20
Applying Holds to Suppliers
Applying
Applying Holds
Holds to
to Suppliers
Suppliers
You can prevent payment of supplier invoices by

applying a hold to the supplier site.
In the Supplier Sites window, you can enable these
options:
•• Hold
Hold All
All Payments
Payments
•• Hold
Hold Unapproved
Unapproved Invoices
Invoices
•• Hold
Hold Unmatched
Unmatched Invoices
Invoices
You can also specify an invoice amount limit for a
supplier site.

Applying Holds scroll down to Applying Supplier Site Holds
(N) Suppliers > Entry (M) View > Find (B) Sites (T) Control
Instructor Notes
Oracle Payables provides a warning message during invoice entry when a
supplier hold is created. Oracle Payables also provides these options at the
supplier level, but Oracle Payables uses these options only to provide defaults
for new supplier sites that you enter.
Note: If the Hold All Payments option is enabled at the supplier site, the Hold
field in the Invoices window does not reflect this because the hold is a supplier
hold, not an invoice hold.

Chapter 9 - Page 21
Applying Holds to Scheduled Payments
Applying
Applying Holds
Holds to
to Scheduled
Scheduled Payments
Payments
You can hold payment on an invoice, or on part of an

invoice, by placing one or more of the scheduled
payments on hold in the Scheduled Payments
window of the Invoice Workbench.

Applying Holds scroll down to Applying a Hold to a Scheduled Payment
(N) Invoices > Entry > Invoices (B) Scheduled Payments

Chapter 9 - Page 22
Demonstration
Demonstration
Demonstration
This demonstration covers how to manually apply a

hold to an invoice.
(N) Suppliers > Entry (M) View > Find (B) Sites
(T) Control
(N) Invoices > Entry > Invoices (B) Scheduled
Payments
Instructor Notes
Review how to place a hold on a specific invoice. Before the start of this
module, the instructor should enter an invoice to use for this demonstration.
Demonstrate how to apply a hold to an invoice. Explain that you can apply as
many holds to an invoice as you require.
Demonstrate how to apply a hold to a scheduled payment.

Chapter 9 - Page 23
Releasing
Releasing Invoice
Invoice Holds
Holds
•• Release
Release holds
holds from
from invoices
invoices toto pay
pay and
and account
account
for
for them.
them.
•• You
You can
can view
view the
the holds
holds on on an
an invoice
invoice in
in either
either the
the
Invoice
Invoice Overview
Overview or or the
the Invoice
Invoice Holds
Holds window.
window.
You
You can
can see
see the
the number
number of of holds
holds on
on an
an invoice
invoice in
in
the
the Invoices
Invoices window.
window.
•• Identify
Identify invoices
invoices on
on hold
hold with
with the
the Invoices
Invoices onon Hold
Hold
Report
Report and
and the
the Matching
Matching HoldHold Detail
Detail Report.
Report.

Oracle Payables > Invoices > Holds > Releasing Holds > Releasing Holds
Oracle Payables > Appendix > Using Oracle Alert for Exception Reporting
(N) Invoices > Entry > Invoices (M) View > Find (B) Holds
Instructor Notes
Explain that you must manually release all holds that were manually applied.
Payables does not automatically release holds that you apply to invoices.
Explain that you can use Oracle Alert functionality to provide online exception
reporting capability.

Chapter 9 - Page 24
Correcting System Holds
Correcting
Correcting System
System Holds
Holds
•• Oracle
Oracle Payables
Payables applies
applies some
some holds
holds that
that you
you
cannot
cannot manually
manually release.
release.
•• You
You can
can use
use the
the Invoice
Invoice Holds
Holds window
window to to view
view
invoices
invoices with
with system
system holds,
holds, but
but you
you cannot
cannot
manually
manually release
release these
these holds.
holds.
•• You
You can
can correct
correct exceptions
exceptions by by updating
updating either
either the
the
invoice
invoice or
or the
the purchase
purchase order,
order, or
or by
by changing
changing your
your
invoice
invoice tolerances.
tolerances.
•• You
You must
must correct
correct the
the exception
exception that
that caused
caused
Approval
Approval to place the hold on the invoice and
to place the hold on the invoice and then
then
resubmit
resubmit Approval
Approval to to release
release system
system holds.
holds.

Oracle Payables > Invoices > Holds > Releasing Holds >
Hold Release Restrictions

Chapter 9 - Page 25
Manually Releasing Holds
Manually
Manually Releasing
Releasing Holds
Holds
You
You can
can manually
manually release
release three
three types
types of
of holds:
holds:
•• Invoice
Invoice Hold
Hold
–– In
In the
the Invoice
Invoice Holds
Holds window,
window, select
select aa Release
Release
Name
Name
–– In
In the
the Invoice
Invoice Actions
Actions window,
window, select
select Release
Release
Holds
Holds

Instructor Notes
Explain the following:
To release a single hold, enter a Release Name in the Invoice Holds
window. To initiate a QuickRelease for multiple holds on a single invoice,
select the multiple holds that you would like to release in the Invoice
Holds window. Next, click Release and select a Release Name that is
associated with an Invoice Quick Release Reason. You can select from all
Invoice Approvals defined with the type Invoice Quick Release Reason.
Click OK. All holds that you previously selected will be released for the
invoice.
To release holds from multiple invoices, select Release Holds in the
Invoice Actions window and select the Hold Name of the one hold type
you want to release. Select a Release Name. You can select from all
Invoice Approvals defined with the type Hold Quick Release Reason.
You manually release all manually applied invoice holds, and you can also
manually release certain system-applied invoice holds.
After you release all holds from an invoice, it may not be necessary to
resubmit Approval before you can pay or create accounting entries for it.

Chapter 9 - Page 26
For system holds, however, you must correct the problem and resubmit
Approval.

Chapter 9 - Page 27
Manually Releasing Holds
Manually
Manually Releasing
Releasing Holds
Holds
•• Supplier
Supplier Site
Site Hold
Hold
–– In
In the
the Invoice
Invoice Holds
Holds window,
window, release
release the
the holds
holds
that
that resulted
resulted from
from the
the Hold
Hold Unapproved
Unapproved
Invoices
Invoices option,
option, the
the Hold
Hold Unmatched
Unmatched Invoices
Invoices
option,
option, and
and the
the Invoice
Invoice Amount
Amount Limit
Limit (Amount
(Amount
Hold)
Hold)
–– In
In the
the Supplier
Supplier Sites
Sites window,
window, uncheck
uncheck thethe
Hold
Hold All
All Payments
Payments option
option to
to release
release this
this hold
hold
•• Scheduled
Scheduled Payment
Payment Hold
Hold
–– In
In the
the Scheduled
Scheduled Payments
Payments window,
window, uncheck
uncheck
the Hold check box
the Hold check box
®

(N) Suppliers > Entry (M) View > Find (B) Sites (T) Control
(N) Invoices > Entry > Invoices (B) Scheduled Payments

Chapter 9 - Page 28
Manually Releasing System Holds
Manually
Manually Releasing
Releasing System
System Holds
Holds
Review the hold types that are manually releasable.

User Manually
Hold Types Predefined Definable Releasable
Acct Hold Reason No
Funds Hold Re ason Mix ed
Insufficient Information No
Invoice Hold Reason Mix ed
Matching Hold Re ason Mix ed
Period Hold Type No
PO Req Hold Rea son No
Variance Hold Re ason Mix ed


Chapter 9 - Page 29
Manually Releasing System Holds
Manually
Manually Releasing
Releasing System
System Holds
Holds
If you release a manually releasable hold that Oracle

Payables applied during Approval, the next time you
submit Approval, Oracle Payables will not reapply the
same hold.


Chapter 9 - Page 30
Releasing
Releasing Invoice
Invoice Holds
Holds
Define your release codes in the Invoice Approvals

window. Define as many release codes as you need.

Oracle Payables > Invoices > Holds > Releasing Holds >
Releasing Holds

Chapter 9 - Page 31
Releasing Holds
Releasing
Releasing Holds
Holds
Review the predefined release types that Oracle Payables
provides.
Approval User
Release Types Predefined Definable
Acct Relea se Rea son
Funds Release Reason
Sufficie nt Information
Invoice Re leas e Reas on
Matching Release Reason
Period Re leas e Type
Variance Release Reason
Hold Q uick Re lea se Rea son
Invoice Quick Release Reason

®


Chapter 9 - Page 32
Review Question
Review
Review Question
Question
If you have an invoice that Oracle Payables put on

hold because of an account hold reason, you must
True or False?

Chapter 9 - Page 33
Review
Review Question
Question Solution
Solution
If you have an invoice that Oracle Payables put on

hold because of an account hold reason, you must
True or False?
Answer:
True
Instructor Notes
The answer is True. You must correct the exception that caused Approval to
place the hold on the invoice, then resubmit Approval to release the hold.
Explain that you can correct exceptions by updating the invoice or the purchase
order, or by changing your invoice tolerances.

Chapter 9 - Page 34
Demonstration
Demonstration
Demonstration
This demonstration covers how to release a hold on

an invoice.
(B) Holds
(N) Suppliers > Entry (M) View > Find (B) Sites
(T) Control
(N) Invoices > Entry > Invoices (B) Scheduled
Payments
Instructor Notes
Review how to release a hold on a specific invoice. Use the invoice that you
applied a hold on in the previous demonstration.
Use the Find Invoices window to query the invoices for a particular supplier
from which you want to release holds.
Highlight the difference between a Release Name and a Quick Release Reason.
When you set up the Release Name, you have to associate it with a Quick
Release Reason. For instance, two options for the Release Reason are Hold
Quick Release Reason and Invoice Quick Release Reason.
Explain that the Release Name that you enter will be displayed whenever hold
information is reviewed for any of the invoices. Apply any Release Name to any
hold that can be released manually.
Explain that you can optionally select the Payment Schedule button to release
any payment schedule line holds.

Chapter 9 - Page 35
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 9 - Page 36
Approving
Approving Invoices:
Invoices: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Describe
Describe the
the various
various approval
approval methods
methods
•• Submit
Submit invoices
invoices for
for batch
batch approval
approval
•• Approve
Approve invoices
invoices online
online
•• Approve
Approve invoice
invoice batches
batches online
online

Chapter 9 - Page 37
Approving
Approving Invoices:
Invoices: Overview
Overview
Enter or import
invoices Optionally
in the mail
Create
AP
100,000
60,000
10,000
30,000

Chapter 9 - Page 38
Approving Invoices
Approving
Approving Invoices
Invoices
Before
Before you
you can
can pay
pay or
or account
account for
for an
an invoice
invoice
(including
(including prepayments),
prepayments), youyou must
must submit
submit Approval
Approval
•• Batch
Batch byby submitting
submitting the
the Payables
Payables Approval
Approval
program
program from the Submit Request window
from the Submit Request window
•• Online
Online byby using
using the
the Invoice
Invoice Actions
Actions window
window
•• Online
Online by
by using
using the
the Approve
Approve button
button in
in the
the Invoice
Invoice
Batches window
Batches window

Oracle Payables > Invoices > Approval > Approval
Oracle Payables > Invoices > Approval > Payables Approval Program
(N) Other > Requests > Run
(N) Invoices > Entry > Invoices (M) View > Find (B) Actions
(N) Invoices > Entry > Invoices Batches (B) Approve

Chapter 9 - Page 39
Approving Invoices
Approving
Approving Invoices
Invoices
•• Approval
Approval validates
validates the
the matching,
matching, tax,
tax, period
period
status,
status, exchange
exchange rate,
rate, and
and distribution
distribution information
information
for invoices that you
for invoices that you enter. enter.
•• Approval
Approval automatically
automatically applies
applies holds
holds to
to exception
exception
invoices.
invoices.
•• IfIf aa tax,
tax, freight,
freight, or
or miscellaneous
miscellaneous distribution
distribution is
is
not
not allocated
allocated or
or not
not fully
fully allocated,
allocated, Approval
Approval fully
fully
allocates
allocates the the distribution
distribution byby prorating
prorating across
across all
all
applicable distributions.
applicable distributions.
Instructor Notes
Explain that invoices could have exceptions if they fall outside the invoice
tolerances that you define, for example.

Chapter 9 - Page 40
Submitting Batch Approval
Submitting
Submitting Batch
Batch Approval
Approval
You can automate your approval cycle through

automatic approval resubmission.
Define your submission options for the Payables
Approval program in the Submit Request window.
You can specify the intervals when you want to
submit Approval, and Payables will submit Approval
using the parameters you specify.


Chapter 9 - Page 41
Submitting Batch Approval
Submitting
Submitting Batch
Batch Approval
Approval
In the Submit Request window, select Payables

Approval and enter the parameters of your choice:
•• Enter
Enter All
All in
in the
the Option
Option field
field to
to submit
submit Approval
Approval
for
for all
all invoices.
invoices. Otherwise,
Otherwise, Approval
Approval reviews
reviews
only
only those
those invoice
distributions that
that were
were not
not
already reviewed by Approval.
already reviewed by Approval.
•• Optionally,
Optionally, enter
enter other
other criteria
criteria to
to submit
submit
Approval for specific groups of invoices.
Approval for specific groups of invoices.


Chapter 9 - Page 42
Approving Invoices Online
Approving
Approving Invoices
Invoices Online
Online
If the Payables option to allow online approval is

enabled, you can submit online approval for
individual invoices when an invoice must be
approved and paid immediately.

Oracle Payables > Invoices > Approval >
Submitting Online Approval for Invoices
Instructor Notes
Point out that to enable online approval, you must set the Allow Online
Approval option in the Invoice region of the Payables Options window.
Explain that if you are approving a credit or debit memo, you should select the
Approve Related Invoices check box in the Invoice Actions window to submit
online approval for invoices associated with the credit or debit memo.

Chapter 9 - Page 43
Demonstration
Demonstration
Demonstration
This demonstration covers how to approve an

invoice.
(B) Actions
Instructor Notes
Review how to approve an invoice. Use the same invoice on which you applied
and released a hold in the previous demonstrations.

Chapter 9 - Page 44
Approving Invoice Batches Online
Approving
Approving Invoice
Invoice Batches
Batches Online
Online
Submit Approval for entire batches from the Invoice

Batches window.
Use the multi-row selection feature to select several
batches to approve at the same time.

Oracle Payables > Invoices > Approval >
Submitting Online Approval for Invoice Batches
(N) Invoices > Entry > Invoice Batches (M) View > Find (B) Approve

Chapter 9 - Page 45
Practice 1
Practice
Practice 11
In
In this
this practice,
practice, you
you will
will answer
answer questions
questions about
about
approving
approving invoices.
invoices.
1.
1. To
To allow
allow online
online approval,
approval, enable
enable the
the ______
______
Payables
Payables option.
option.
2.
2. To
To approve
approve invoices
invoices online
online from
from the
the Invoices
Invoices
window,
window, click
click the
the ______
______ button.
button.
3.
3. Submit
Submit Approval
Approval for
for entire
entire batches
batches from
from the
the
______ window.
______ window.
4.
4. You
You can
can set
set up
up automatic
automatic submission
submission of of the
the
Payables
Payables Approval program in the ______ window.
Approval program in the ______ window.

Chapter 9 - Page 46
Practice
Solutions
In
In this
this practice,
practice, you
you will
will answer
answer questions
questions about
about
approving
approving invoices.
invoices.
1.
1. To
To allow
allow online
online approval,
approval, enable
enable the
the Allow
Allow Online
Online
Approval
Approval Payables
Payables option.
option.
2.
2. To
To approve
approve invoices
invoices online
online from
from the
the Invoices
Invoices
window,
window, click
click the Actions button.
the Actions button.
3.
3. Submit
Submit Approval
Approval for
for entire
entire batches
batches from
from the
the
Invoice Batches window.
Invoice Batches window.
4.
4. You
You can
can set
set up
up automatic
automatic submission
submission of of the
the
Payables
Payables Approval program in the Submit Request
Approval program in the Submit Request
window.
window.

Chapter 9 - Page 47
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting oror canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 9 - Page 48
Other Invoice Functions: Overview
Other
Other Invoice
Invoice Functions:
Functions: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Adjust
Adjust invoices
invoices
•• Cancel
Cancel invoices
invoices

Chapter 9 - Page 49
Adjusting Invoices
Adjusting
Adjusting Invoices
Invoices
•• Authorized
Authorized usersusers can
can make
make adjustments
adjustments toto invoice
invoice
details,
details, distributions,
distributions, and
and scheduled
scheduled payments,
payments,
even
even ifif the
the invoice
invoice has
has been
been accounted
accounted or
or paid
paid
•• You
You can
can adjust
adjust certain
certain information
information on
on aa paid
paid
invoice
invoice if you enable the Allow Adjustments to
if you enable the Allow Adjustments to
Paid
Paid Invoices
Invoices Payables
Payables option
option

Oracle Payables > Invoices > Adjusting Invoices >
Adjusting Invoice Amounts scroll down to Adjusting Invoice Amounts
Oracle Payables > Invoices > Adjustment Charts > Invoice Adjustment Chart
Instructor Notes
Open the online help and show the students the Invoice Adjustment Chart.
Explain that adjustment criteria are different for each invoice field and they can
refer to the chart to see when they can adjust a field.
Explain that after you make an adjustment to an invoice, you might need to
submit Approval before you can pay it. If you adjust payment terms or any
scheduled payment information on an approved invoice, you do not need to
resubmit Approval.
Explain that after you cancel an invoice, you can make no changes to the
invoice.
Explain that you can delete an invoice that is not yet approved, or is approved
but has not been paid or accounted.

Chapter 9 - Page 50
Demonstration
Demonstration
Demonstration
This demonstration covers how to adjust an invoice.
Instructor Notes
Review how to adjust an invoice by changing the invoice amount and payment
schedule. Use the same invoice on which you applied and released a hold in the
previous demonstrations.

Chapter 9 - Page 51
Canceling Invoices
Canceling
Canceling Invoices
Invoices
•• You
You can can cancel
cancel only
only unpaid
unpaid invoices
invoices
•• You
You can can cancel
cancel any
any unapproved
unapproved invoice
invoice or
or an
an
approved invoice that does not have any
approved invoice that does not have any effective effective
payments
payments or or accounting
accounting holds
holds
•• IfIf an
an invoice
invoice has
has aa hold
hold that
that prevents
prevents accounting,
accounting,
you
you mustmust release
release the
the hold
hold before
before you
you cancel
cancel the
the
invoice
invoice
•• You
You cannot
cannot cancel
cancel anan invoice
invoice that
that was
was selected
selected for
for
payment
payment in in aa payment
payment batch
batch

Oracle Payables > Invoices > Adjusting Invoices > Canceling Invoices

Chapter 9 - Page 52
Demonstration
Demonstration
Demonstration
This demonstration covers how to cancel an invoice.

(B) Actions
Instructor Notes
Review how to cancel an invoice. Use the same invoice that you adjusted in the
previous demonstration.

Chapter 9 - Page 53
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 9 - Page 54
Adjusting Purchase Order Matched Invoices: Overview
Adjusting
Adjusting Purchase
Purchase Order
Order Matched
Matched
Invoices:
Invoices: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Identify
Identify and
and resolve
resolve matching
matching issues
issues
•• Adjust
Adjust purchase
purchase order
order matched
matched invoices
invoices

Chapter 9 - Page 55
Matching Invoices to Purchase Orders
Matching
Matching Invoices
Invoices to
to Purchase
Purchase Orders
Orders
Enter or import
invoices Optionally
in the mail
Create
AP
100,000
60,000
10,000
30,000

Chapter 9 - Page 56
Matching
Matching Invoices
Invoices to
to Purchase
Purchase Orders
Orders
and
and Receipts
Receipts
Oracle Payables ensures that you match within the

amount and quantity tolerances that you have set. If
the match is not within the tolerances, Payables
applies a hold to the invoice.

Oracle Payables > Setup > Invoice Tolerances
Instructor Notes
Explain to the students that invoice tolerances determine whether Payables
places matching or tax holds on an invoice.

Chapter 9 - Page 57
Resolving Matching Issues
Resolving
Resolving Matching
Matching Issues
Issues
•• Submit
Submit the
the Matching
Matching Hold
Hold Detail
Detail Report
Report toto review
review
detailed
detailed accounts
accounts payable
payable and
and purchasing
purchasing
information
information for
for invoices
invoices with
with matching
matching holds
holds and
and
matching
matching hold
hold releases
releases
•• Submit
Submit the
the Invoices
Invoices on
on Hold
Hold Report
Report to
to identify
identify
which
which invoices
invoices are
are on
on hold
hold and
and to
to obtain
obtain detailed
detailed
information regarding those invoices
information regarding those invoices

Oracle Payables > Reports and Programs > Invoice Reports >
Matching Hold Details Report
Reviewing Invoices
Oracle Payables > Reports and Programs > Invoice Reports >
Invoice on Hold Report

Chapter 9 - Page 58
Adjusting Purchase Order Matched Invoices
Adjusting
Adjusting Purchase
Purchase Order
Order Matched
Matched
Invoices
Invoices
Adjust purchase order matched invoices:

•• Reverse
Reverse matched
matched distributions
distributions
•• Create
Create new
new invoice
distributions by
by matching
matching to
to
new purchase order shipments, or to distributions
new purchase order shipments, or to distributions
of
of the
the same
same or or another
another purchase
purchase order
order
•• Adjust
Adjust the
the GL
GL Date,
Date, Income
Income Tax
Tax Type,
Type, and
and
Account
Account fields
fields of
of aa purchase
purchase order
order matched
matched
invoice
distribution
•• Record
Record aa price
price correction
correction

Oracle Payables > Invoices >
Adjusting Invoices scroll down to Adjusting Purchase Order Matched Invoices
Adjusting Invoice Distributions scroll down to Reversing Invoice Distributions
Instructor Notes
Explain that when you reverse a distribution that was purchase order matched,
Payables updates corresponding purchase order information such as Quantity
Billed.

Chapter 9 - Page 59
Adjusting Purchase Order Matched Invoices
Adjusting
Adjusting Purchase
Purchase Order
Order Matched
Matched
Invoices
Invoices
If you add or reverse distributions, you must also

change the scheduled payment amounts to match the
new invoice total.
If you do not change the scheduled payment amounts
to match the new invoice total, Payables will place a
hold on the invoice during Approval.

Oracle Payables > Invoices >
Adjusting Invoices scroll down to Adjusting Purchase Order Matched Invoices
Adjusting Invoice Distributions scroll down to Reversing Invoice Distributions

Chapter 9 - Page 60
Review Question
Review
Review Question
Question
To adjust a purchase order matched invoice, you can:

1.
1. Reverse
Reverse aa distribution
distribution
2.
2. Add
Add aa distribution
distribution
3.
3. Record
Record aa price
price correction
correction
4.
4. Adjust
Adjust the
the GL
GL Date
Date of
of aa purchase
purchase order
order matched
matched
distribution
distribution
5.
5. All
All of
of the
the above
above
Instructor Notes
The answer is 5.

Chapter 9 - Page 61
Review
Review Question
Question Solution
Solution
To adjust a purchase order matched invoice, you can:

1.
1. Reverse
Reverse aa distribution
distribution
2.
2. Add
Add aa distribution
distribution
3.
3. Record
Record aa price
price correction
correction
4.
4. Adjust
Adjust the
the GL
GL Date
Date of
of aa purchase
purchase order
order matched
matched
distribution
distribution
5.
5. All
All of
of the
the above
above
Instructor Notes
The answer is 5.

Chapter 9 - Page 62
Lesson Summary
Lesson
Lesson Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• Inquire
Inquire on
on invoices
invoices
•• Apply
Apply and
and release
release holds
holds
•• Approve
Approve invoices
invoices
•• Adjust
Adjust or
or cancel
cancel invoices
invoices
•• Adjust
Adjust purchase
purchase order
order matched
matched invoices
invoices

Chapter 9 - Page 63
Processing
Recurring Invoices
Chapter 10
Processing Recurring Invoices

Chapter 10 - Page 1
Processing
Processing Recurring
Recurring Invoices
Invoices
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Instructor Note
43 minutes Lecture
12 minutes Practice
55 minutes Total

Chapter 10 - Page 2
Online Help
Online
Online Help
Help
Use
Use the
the Payables
Payables online
online HTML
HTML Help
Help for
for detailed
detailed
explanations
explanations of
of how
how to
to use
use the
the product,
product, including:
including:
•• Product
Product functionality
functionality
•• Window
Window references
references
•• Explanations
Explanations of
of the
the user
user interface
interface

Chapter 10 - Page 3
Viewing Online Help
Viewing
Viewing Online
Online Help
Help
You
You can
can view
view HTML
HTML Help
Help in
in the
the following
following ways:
ways:
•• From
From anan application,
application, use
use the
the help
help icon
icon or
or the
the help
help
menu to open a new Web browser and
menu to open a new Web browser and display display
help
help about
about that
that window
window
•• Use
Use the
the documentation
documentation CD CD
•• Use
Use aa URL
URL provided
provided by
by your
your system
system administrator
administrator
To
To search
search for
for information
information in
in the
the online
online Help,
Help, you
you can
can
either
either use
use the
the expandable
expandable menu
menu toto search
search for
for topics
topics
in
in the
the menu
menu structure
structure we
we provide,
provide, oror use
use the
the Search
Search

Chapter 10 - Page 4
Objectives
Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to:
to:
•• Describe
Describe the
the use
use of
of recurring
recurring invoices
invoices
•• Define
Define aa special
special calendar
calendar
•• Define
Define recurring
recurring invoice
invoice templates
templates
•• Create
Create recurring
recurring invoices
invoices

Chapter 10 - Page 5
Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices
Instructor Note
Introduce the four main topics that will be covered in this net class.

Chapter 10 - Page 6
Recurring Invoice Process
Recurring
Recurring Invoice
Invoice Process
Process
Create Define recurring Create Generate

special invoice template recurring multiple
calendar invoice invoices
Instructor Note
Explain the process for generating recurring invoices.
Mention that you must define periods in a special calendar before you can
define a recurring template. These periods determine the frequency of the
recurring invoice.
Mention that if you use a distribution set for the recurring invoices, you must
define a full distribution set beforehand.

Chapter 10 - Page 7
Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Chapter 10 - Page 8
Overview of Recurring Invoices
Overview
Overview of
of Recurring
Recurring Invoices
Invoices
You
You can
can create
create recurring
recurring invoices
invoices for
for periodic
periodic
business
business expenses
expenses for
for which
which you
you may
may not
not receive
receive
invoices (for example, monthly rent or lease
invoices (for example, monthly rent or lease
payments).
payments).
Instructor Note
Provide examples of when you might use recurring invoices.

Chapter 10 - Page 9
Overview
Overview of
of Recurring
Recurring Invoices
Invoices
To
To enter
enter recurring
recurring invoices,
invoices, perform
perform the
the following
following
steps:
steps:
1.
1. Define
Define periods
periods in
in the
the Special
Special Calendar
Calendar window
window
2.
2. Define
Define aa recurring
recurring invoice
invoice template
template
3.
3. Create
Create invoices
invoices based
based on
on the
the template
template
Instructor Note
Review the basic steps involved when creating a recurring invoice.

Chapter 10 - Page 10
Overview
Overview of
of Recurring
Recurring Invoices
Invoices
When
When you
you define
define aa recurring
recurring invoice
invoice template
template you
you can:
can:
•• Specify
Specify how
how frequently
frequently thethe invoices
invoices based
based onon this
this
recurring invoice template will be created.
recurring invoice template will be created.
•• Create
Create up
up to
to two
two one-time
one-time invoices
invoices for
for non-
non-
standard
standard amounts
amounts (for (for example,
example, aa deposit
deposit or
or aa
balloon
balloon payment).
payment).
•• Allow
Allow invoice
invoice amounts
amounts to to increase
increase or or decrease
decrease byby aa
fixed percentage from period to
fixed percentage from period to period. period.
Instructor Note
Explain some of the features of recurring invoices, including how to specify
time periods, how to create non-standard amounts, and how to vary invoice
amounts by fixed percentages.

Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Special Calendar Window
Special
Special Calendar
Calendar Window
Window
Use
Use the
the Special
Special Calendar
Calendar window
window to
to define
define the
the
periods
periods Payables
Payables uses
uses for:
for:
•• Recurring
Recurring invoices
invoices
•• Automatic
Automatic withholding
withholding tax
tax
•• Payment
Payment terms
terms
•• The
The Key
Key Indicators
Indicators Report
Report
Controlling the Status of AP Accounting Periods > Special Calendar
Instructor Note
You may want to mention that payment terms is a new option in the Special
Calendar window in Release 11i.

Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows an
an example
example ofof aa Special
Special
Calendar
Calendar and
and covers
covers how
how to
to define
define aa calendar
calendar for
for aa
recurring invoice.
recurring invoice.
(N)
(N) Setup—>Calendar—>Special
Setup—>Calendar—>Special Calendar
Calendar

Review Question
Review
Review Question
Question
Which
Which isis not
not aa type
type of
of calendar
calendar defined
defined in
in the
the Special
Special
Calendar
Calendar window?
window?
1.
1. Key
Key Indicator
Indicator
2.
2. Accounting
Accounting Calendar
Calendar
3.
3. Recurring
Recurring Invoice
Invoice
4.
4. Payment
Payment Terms
Terms
5.
5. Withholding
Withholding Tax
Tax
14

Answer
Answer to
to Review
Review Question
Question
Which
Which isis not
not aa type
type of
of calendar
calendar defined
defined in
in the
the Special
Special
Calendar
Calendar window?
window?
1.
1. Key
Key Indicator
Indicator
2.
2. Accounting
Accounting Calendar
Calendar
3.
3. Recurring
Recurring Invoice
Invoice
4.
4. Payment
Payment Terms
Terms
5.
5. Withholding
Withholding Tax
Tax
15
Instructor Note
Correct answer is 2, Accounting Calendar. The Accounting Calendar is defined
when setting up accounting periods for general ledger functions.

Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Recurring Invoice Templates
Recurring
Recurring Invoice
Invoice Templates
Templates
Use
Use the
the recurring
recurring invoice
invoice template
template to
to establish
establish the
the
basic information for standard invoices that are
basic information for standard invoices that are
generated
generated on
on aa regular
regular basis.
basis.
Prerequisites:
Prerequisites:
•• Define
Define periods
periods in
in the
the Special
Special Calendar
Calendar window.
window.
•• Define
Define aa full
full distribution
distribution set
set ifif you
you want
want to
to use
use aa
distribution
distribution set
set for
for the
the recurring
recurring invoices.
invoices.
Instructor Note
Review when you would use a recurring invoice and some of the prerequisites
you need to fulfill before you set up your recurring invoice template.
A useful feature is the ability to match a purchase order to a series of recurring
invoices by selecting the appropriate check box in the Recurring Invoices
window. If you use distribution sets for recurring invoices, you can only use
full distribution sets.

Recurring
Recurring Invoice
Invoice Templates
Templates
•• The
The invoice
invoice date
date is
is the
the first
first date
date ofof the
the period
period inin
which
which the the invoice
invoice isis created.
created.
•• The
The terms
terms date
date depends
depends on on the
the terms
terms date
date basis
basis
setting
setting at at the
the supplier
supplier site,
site, but
but the
the date
date isis
calculated
calculated differently
differently than
than for
for regular
regular invoices.
invoices.
–– IfIf the
the terms
terms date
date basis
basis isis equal
equal to to the
the system
system
date,
date, then
then the
the terms
terms date
date is
is the
the same
same date
date that
that
the
the recurring
recurring invoice
invoice waswas created.
created.
–– IfIf the
the terms
terms date
date basis
basis isis not
not equal
equal toto the
the
system
system date, then the terms date is the invoice
date, then the terms date is the invoice
date.
date.
Instructor Note
Review some of the date fields (for example, invoice date or terms date) in the
recurring invoice.

Recurring
Recurring Invoice
Invoice Templates
Templates
Enter
Enter aa template
template number
number that
that is
is unique
unique for
for the
the
supplier.
supplier. Payables
Payables generates
generates anan invoice
invoice number
number for
for
each invoice by appending the name of the recurring
each invoice by appending the name of the recurring
invoice
invoice period
period to
to the
the template
template number.
number.
Recurring Invoices > Defining a Recurring Invoice Template
Instructor Note
Explain how an invoice number is generated, based on the template number.

Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows an
an example
example ofof aa recurring
recurring
invoice
invoice template
template and
and covers
covers how
how to
to define
define aa recurring
recurring
invoice template to automatically create recurring
invoice template to automatically create recurring
invoices.
invoices.
(N)
(N) Invoices—>Entry—>Recurring
Invoices—>Entry—>Recurring Invoices
Invoices

Review Question
Review
Review Question
Question
You
You are
are allowed
allowed ____
____ special
special invoice
invoice amounts
amounts when
when
you
you define
define aa recurring
recurring invoice
invoice template.
template.
1.
1. One
One
2.
2. Two
Two
3.
3. Three
Three
3.
3. Either
Either one
one or
or two
two
4.
4. This
This feature
feature is
is not
not currently
currently available
available
21

Answer
Answer to
to Review
Review Question
Question
You
You are
are allowed
allowed ____
____ special
special invoice
invoice amounts
amounts when
when
you
you define
define aa recurring
recurring invoice
invoice template.
template.
1.
1. One
One
2.
2. Two
Two
3.
3. Three
Three
4.
4. Either
Either one
one or
or two
two
5.
5. None
None of
of the
the above
above
22
Instructor Note
Correct answer is 3, either one or two.

Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Creating a Recurring Invoice
Creating
Creating aa Recurring
Recurring Invoice
Invoice
To
To create
create aa recurring
recurring invoice:
invoice:
•• Choose
Choose aa predefined
predefined recurring
recurring invoice
invoice template
template
•• (Optional)
(Optional) Name
Name the
the batch
batch
•• Specify
Specify exchange
exchange rates
rates
Recurring Invoices > Creating Recurring Invoices
Instructor Note
You need to define a recurring invoice template before you can create a
recurring invoice (covered in the previous section).
Explain how you can view invoices that are set up to be generated in the next
available periods. Mention that you can specify options fields such as batch
name or exchange rate before you actually create the invoice.

Recurring Credit and Debit Memos
Recurring
Recurring Credit
Credit and
and Debit
Debit Memos
Memos
You
You can
can create
create recurring
recurring credit
credit or
or debit
debit memos
memos by
by
defining
defining aa recurring
recurring invoice
invoice template
template and
and using
using
negative
negative invoice
invoice amounts.
amounts.
Instructor Note
Explain that you can define recurring credit memos or debit memos in the
invoice template by entering negative invoice amounts. It might be beneficial to
perform a short demo by bringing up the Amounts tabbed region on the
Recurring Invoices window and showing where you enter negative amounts.

Withholding Taxes from Recurring Invoices
Withholding
Withholding Taxes
Taxes from
from Recurring
Recurring Invoices
Invoices
When
When you
you define
define aa recurring
recurring invoice
invoice template,
template, enter
enter aa
Withholding
Withholding Tax
Tax Group.
Group. This
This group
group will
will be
be applied
applied to
to
all invoices you create for that template.
all invoices you create for that template.
Recurring Invoices > Withholding Taxes from Recurring Invoices
Instructor Note
If you entered a withholding tax group in the recurring invoice template, the
group is applied to all invoices that you create. If you did not enter a
withholding tax group, the field is disabled and you cannot enter a value.

Recurring Invoice Restrictions
Recurring
Recurring Invoice
Invoice Restrictions
Restrictions
After
After you
you create
create an
an invoice
invoice using
using aa recurring
recurring invoice
invoice
template, you cannot update the following fields:
template, you cannot update the following fields:
•• Supplier
Supplier Name
Name
•• Supplier
Supplier Number
Number
•• Supplier
Supplier Site
Site
•• Type
Type
•• First
First Period
Period Number
Number
•• Currency
Currency
•• GL
GL Date
Date
Instructor Note
When you use a recurring invoice template, you cannot update these fields after
an invoice has been created.

Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows anan example
example of
of an
an invoice
invoice
that
that is
is created
created using
using aa recurring
recurring invoice
invoice template.
template.
(N)
(N) Invoices
Invoices —>Entry—>Recurring
—>Entry—>Recurring Invoices
Invoices (B)
(B) Create
Create
Invoices
Invoices

Practice Overview
Practice
Practice Overview
Overview
You
You will
will define
define aa recurring
recurring payment
payment template
template to
to
handle the creation of invoices.
handle the creation of invoices.
Recurring Invoices > Creating Recurring Invoices
Instructor Note
Verify that the Monthly special calendar exists in the database before
performing this practice.

Practice
Instructions
•• You
You have
have signed
signed aa six
six month
month lease
lease for
for aa total
total of
of
$12,000 for the entire period. You do not
$12,000 for the entire period. You do not receive receive
an
an invoice
invoice for
for the
the rent
rent you
you pay
pay to
to your
your supplier.
supplier.
•• Define
Define aa recurring
recurring payment
payment to to handle
handle the
the creation
creation
of
of all
all the
the invoices
invoices forfor $2,000
$2,000 for
for this
this supplier
supplier
starting
starting with
with the
the first
first of
of the
the next
next month.
month.
•• Enter
Enter the
the following:
following:
–– Supplier
Supplier Name:
Name: Advanced
Advanced Network
Network Devices
Devices
–– Site:
Site: Santa
Santa Clara
Clara
–– Calendar
Calendar Name:
Name: Monthly
Monthly
Solution to the practice exercise:

1. Navigate to the Recurring Invoices window.
(N) Invoices > Entry > Recurring Invoices (B) Create Invoices.
2. Enter the following Supplier Region information:
Name: Advanced Network Devices
Site: Santa Clara
3. Enter the following Calendar Region information:
Name: Monthly
Number of Periods: 6
First: Next Month
4. Enter the following Template Definition information:
Number: Assign a number
Description: Monthly Rent
Payment Method: Check
Accept the default values for the remainder of the fields.

Review Question
Review
Review Question
Question
Payables
Payables creates
creates invoice
invoice numbers
numbers for
for recurring
recurring invoices
invoices
by
by appending
appending the
the name
name of
of the
the _______
_______ toto the
the _______.
_______.
1.
1. Payment
Payment number
number // period
period name
name
2.
2. Payment
Payment number
number // current
current date
date
3.
3. Supplier
Supplier number
number // period
period name
name
4.
4. Site
Site // pay
pay group
group
5.
5. Recurring
Recurring invoice
invoice period
period // template
template number
number
31

Answer
Answer to
to Review
Review Question
Question
Payables
Payables creates
creates invoice
invoice numbers
numbers for
for recurring
recurring invoices
invoices
by
by appending
appending the
the name
name ofof the
the _______
_______ toto the
the _______.
_______.
1.
1. Payment
Payment number
number // period
period name
name
2.
2. Payment
Payment number
number // current
current date
date
3.
3. Supplier
Supplier number
number // period
period name
name
4.
4. Site
Site // pay
pay group
group
5.
5. Recurring
Recurring invoice
invoice period
period // template
template number
number
32
Instructor Note
Correct answer is 5, recurring invoice period / template number.

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• Create
Create special
special calendars
calendars for
for recurring
recurring invoices
invoices
•• Define
Define recurring
recurring invoice
invoice templates
templates
•• Create
Create recurring
recurring invoices
invoices
Instructor Note
Review these topics and reference the examples done in class to reinforce what
the participants have learned.

Accounting in
Oracle Payables
Chapter 11
Accounting in Oracle Payables

Chapter 11 - Page 1
Accounting
Accounting in
in Oracle
Oracle Payables
Payables
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Instructor Note
Net Schedule Timing Topic
Overall 70 minutes Lecture and Demo
20 minutes Review Questions
90 minutes Total

Chapter 11 - Page 2
Course Objectives
Course
Course Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Describe
Describe thethe accounting
accounting cycle
cycle and
and accounting
accounting
features
features inin Payables
Payables
•• Define
Define accounting
accounting events
events
•• Create
Create accounting
accounting entries
entries
•• View
View and
and correct
correct accounting
accounting entries
entries
•• Transfer
Transfer accounting
accounting entries
entries to
to the
the general
general ledger
ledger
•• Close
Close aa Payables
Payables period
period
Instructor Note
Tell students that they can refer to the following white paper on Metalink
for further details: How Do You Account for That? - Oracle Payables
11i.

Chapter 11 - Page 3
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
correcting accounting
accounting entries
entries
•• Transferring
Transferring accounting
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period
Instructor Note
Introduce the six main topics that will be covered in this net class.

Chapter 11 - Page 4
Overview of the Accounting Cycle
Overview
Overview of
of the
the Accounting
Accounting Cycle
Cycle
A/P
100
100
Create Create Transfer

transactions accounting information to the
in Payables entries General Ledger
Instructor Note
Explain that you follow a series of steps in the Payables accounting cycle.
1. You can create invoice and payment transactions. You then submit the
accounting process to create accounting entries. The accounting process
can be submitted either as a batch program or from a transaction window.
2. You can view the accounting entries online and you can update any
invalid accounts.
3. After you create accounting entries, you submit the Payables
Transfer to General Ledger program to transfer them to a GL interface.
From the interface, you can then create journal entries through the journal
import process and transfer them to your general ledger for posting.

Chapter 11 - Page 5
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 11 - Page 6
Accounting Features
Accounting
Accounting Features
Features
•• You
You establish
establish accounting
accounting controls
controls in
in the
the setup
setup
options
options
•• You
You create
create accounting
accounting entries
entries through
through the
the
Payables
Payables Accounting
Accounting Process
Process
•• You
You can
can view
view accounting
accounting at
at the
the subledger
subledger level
level
•• You
You can
can transfer
transfer accounting
accounting entries
entries to
to the
the general
general
ledger
ledger
(Help) Oracle Financial Applications > Oracle Payables > Accounting

> Feature Setup and Accounting
> System Setup and Accounting
Instructor Note
Setup options affect the details that are recorded for accounting events in
Payables.
For example, you can account for clearing accounting events only if you
reconcile payments in Oracle Cash Management and the Account for Payment
at Clearing option is enabled in the Payables Options window.
In Oracle Assets, you enter invoices for asset items in Payables, import
distributions into Assets, and then create assets from the distributions in Assets.
Oracle Projects imports supplier invoice and expense report information from
Oracle Payables to track projects costs, and exports expense report information
to Oracle Payables. The Account Generator in Payables creates an expense
account for each invoice distribution that has project information. If you are
using Encumbrance Accounting, you can define assignments for the budget
account based on project information.

Chapter 11 - Page 7
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 11 - Page 8
Accounting Events
Accounting
Accounting Events
Events
An
An accounting
accounting event
event is
is aa Payables
Payables transaction
transaction that
that
affects
affects accounting,
accounting, such
such as as aa payment.
payment. The
The
type
type ofof event
event controls
controls the
the accounting
accounting that
that is
is created
created
for
for aa transaction
transaction and
and how
how that
that accounting
accounting appears
appears inin
the
the subledger.
subledger.

> Accounting Events
Instructor Note
Explain that you can create accounting entries for invoice and payment
transactions in Payables. Each transaction that has an accounting impact is
called an accounting event. In this course, accounting events assume that you
use accrual basis accounting, unless there is a specific reference to cash basis
accounting.

Chapter 11 - Page 9
Document Classes
Document
Document Classes
Classes
There
There are
are two
two document
document classes
classes that
that describe
describe
accounting
accounting events
events in
in Payables:
Payables:
•• Invoices
Invoices
•• Payments
Payments
Instructor Note
After an accounting event completes, you can create accounting entries for it by
creating accounting entries for the category or document class that includes the
event. Explain that there are eleven accounting events in Payables that are
divided into two document classes, invoices and payments. You can specify a
document class when you create or view accounting entries.

Invoice Document Class
Invoice
Invoice Document
Document Class
Class
The
The accounting
accounting events
events for
for the
the invoice
invoice document
document
class
class are:
are:
•• Invoice
Invoice Event
Event
•• Invoice
Invoice Adjustment
Adjustment Event
Event
•• Invoice
Invoice Cancellation
Cancellation Event
Event
•• Prepayment
Prepayment Application
Application Event
Event
•• Prepayment
Prepayment Unapplication
Unapplication Event
Event

Payment Document Class
Payment
Payment Document
Document Class
Class
The
The accounting
accounting events
events for
for the
the payment
payment document
document
class
class are:
are:
•• Payment
Payment Event
Event
•• Payment
Payment Maturity
Maturity Event
Event
•• Payment
Payment Adjustment
Adjustment Event
Event
•• Payment
Payment Cancellation
Cancellation Event
Event
•• Payment
Payment Clearing
Clearing Event
Event
•• Payment
Payment Unclearing
Unclearing Event
Event

Invoice Event
Invoice
Invoice Event
Event
•• An
An invoice
invoice event
event occurs
occurs when
when you
you account
account for
for aa
new,
new, approved
approved invoice.
invoice.
•• This
This event
event creates
creates one
one charge
charge accounting
accounting entry
entry
for
for each
each invoice
distribution and
and aa single
single
accounting
accounting entry
entry to
to the
the liability
liability account
account ofof the
the
invoice.
invoice.

Invoice Event - Invoice with One Distribution
Invoice
Invoice Event
Event -- Invoice
Invoice with
with One
One
Distribution
Distribution
Account Debit Credit
Charge 100
AP Liability 100
Instructor Note
This is an example of the accounting entry for an invoice that has been entered
with a single $100 distribution.

Invoice Event - Invoice with Multiple Distributions
Invoice
Invoice Event
Event -- Invoice
Invoice with
with Multiple
Multiple
Distributions
Distributions
Charge 100
Charge 50
Charge 50
AP Liability 200
Instructor Note
You can enter and account for an invoice with multiple distributions. Note the
summarized accounting entry to the liability account.

Invoice Event - Multiple Distributions with Automatic
Offsets Enabled
Invoice
Invoice Event
Event -- Multiple
Multiple Distributions
Distributions with
with
Automatic
Automatic Offsets
Offsets Enabled
Enabled
Class Debit Credit
Charge (*Co 1) 100
Charge (Co 2) 50
Charge (Co 3) 50
AP Liability (Co 1) 100
*Co = Company
Instructor Note
This is an example of an invoice with automatic offsets enabled. You can enter
and account for invoices with automatic offsets enabled. If the automatic
offsets feature is used, then the same invoice example used previously yields
three separate entries for both the charges and the liabilities (see above).

Invoice Event - Invoice in Foreign Currency
Invoice
Invoice Event
Event -- Invoice
Invoice in
in Foreign
Foreign
Currency
Currency
Account Debit FX Credit FX Debit Credit
Charge 100 150
Charge 50 75
Charge 50 75
AP Liability 200 300
Instructor Note
You can enter and account for a foreign currency invoice with multiple
distributions. This example shows an invoice for 200 foreign currency units
(FX) that converts to 300 in functional currency units (exchange rate of 1.5).

Invoice Event - Accrual on Receipt
Invoice
Invoice Event
Event -- Accrual
Accrual on
on Receipt
Receipt
AP Accrual 103
Invoice Price Variance 2
AP Liability 105
Instructor Note
Above is an example of accounting for an invoice event when accrual on receipt
is used. This example shows an invoice for an item with an invoice price of
$105. The purchase order price is $103 and there is a $2 invoice price variance.

Invoice Adjustment Event
Invoice
Invoice Adjustment
Adjustment Event
Event
An
An invoice
invoice adjustment
adjustment event
event accounts
accounts for
for
adjustments
adjustments made
made to
to accounted
accounted invoices.
invoices.
Instructor Note
If you add a new distribution to an accounted invoice or account for invoice
distributions with different GL dates, the new distribution lines will be
accounted as an invoice adjustment event.
If the invoice is paid and the payment has already been accounted, if you adjust
the invoice, the system will not automatically adjust the payment accounting
entries.
The accounting appears similar to the accounting for an invoice event. The
accounting date (GL date) is part of what controls how events are accounted. If
you enter an invoice with multiple distribution lines, and some of the
distribution lines have different accounting dates, then the lines with the earliest
accounting date are accounted as an invoice event, while the lines with the later
accounting date are accounted as an invoice adjustment event.

Invoice Adjustment Event - Distribution Reversal
Invoice
Invoice Adjustment
Adjustment Event
Event -- Distribution
Distribution
Reversal
Reversal
Charge (in error) 100
Charge (correction) 100
Instructor Note
An invoice adjustment event typically occurs when an accounted invoice is
adjusted in some way.
An example of a common adjustment is reversing a distribution line that was
entered to the wrong charge account in error and then entering a correcting line.

Invoice Adjustment Event - Invoice Amount Adjusted
Invoice
Invoice Adjustment
Adjustment Event
Event -- Invoice
Invoice
Amount
Amount Adjusted
Adjusted
Charge 100
AP Liability 100
Instructor Note
You can adjust an invoice by increasing its amount and charging the increase to
one or more associated charge accounts. In this example, if you make an
additional $100 charge to the invoice, you increase the distribution amount by
$100.

Invoice Cancellation Event
Invoice
Cancellation Event
Event
An
An invoice
invoice cancellation
cancellation event
event occurs
occurs when
when you
you
cancel
cancel an
an accounted
accounted invoice.
invoice.

Invoice Cancellation Event - Invoice Cancellation
Invoice
Cancellation Event
Event -- Invoice
Invoice
Cancellation
Cancellation
Charge 100
AP Liability 100
Instructor Note
You can create a cancellation event by canceling an accounted invoice. In this
example, if you cancel a simple invoice, a $100 credit is automatically credited
back to the invoice charge account and a $100 debit is applied to the liability
account.

Prepayment Application Event
Prepayment
Prepayment Application
Application Event
Event
•• A
A prepayment
prepayment application
application event
event occurs
occurs when
when you
you
apply
apply aa prepayment
prepayment to to an
an invoice.
invoice.
•• This
This event
event credits
credits the
the prepaid
prepaid account
account for
for the
the
amount
amount of of the
the application,
application, andand debits
debits the
the liability
liability
account
account because
because thethe prepayment
prepayment was was aa payment
payment
on
on the
the invoice.
invoice.

Prepayment Unapplication Event
Prepayment
Prepayment Unapplication
Unapplication Event
Event
•• A
A prepayment
prepayment unapplication
unapplication event
event occurs
occurs when
when
you
you unapply
unapply aa prepayment.
prepayment.
•• This
This event
event reverses
reverses any
any accounting
accounting entries
entries that
that
were
were recorded
recorded for
for the
the prepayment
prepayment application.
application.

Review Questions
Review
Review Questions
Questions
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof invoice
invoice
accounting
accounting events.
events.
1.
1. ______
______ An An invoice
cancellation event
event occurs
occurs
when
when you
you cancel
cancel anan accounted
accounted invoice.
invoice.
2.
2. ______
______ You
You cannot
cannot create
create an
an invoice
invoice event
event forfor an
an
invoice
invoice entered
entered inin foreign
foreign currency.
currency.
3.
3. ______
______ You
You can
can create
create accounting
accounting entries
entries ifif you
you
use
use automatic
automatic offsets.
offsets.

Answers to Review Question
Answers
Answers to
to Review
Review Question
Question
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof invoice
invoice
accounting
accounting entries.
entries.
1.
1. True
True An
An invoice
cancellation event
event occurs
occurs whenwhen
you cancel an accounted invoice.
you cancel an accounted invoice.
2. False You
2. False You cannot
cannot create
create an
an invoice
invoice event
event forfor an
an
invoice entered in foreign currency.
invoice entered in foreign currency.
3.
3. True
True You
You can
can create
create accounting
accounting entries
entries ifif you
you
use
use automatic
automatic offsets.
offsets.

Payment Event
Payment
Payment Event
Event
•• A
A payment
payment event
event occurs
occurs when
when you
you issue
issue and
and
account
account forfor aa new
new payment.
payment.
•• This
This event
event creates
creates accounting
accounting entries
entries that
that relieve
relieve
the
the liability
liability of
of the
the invoice
invoice and
and that
that charge
charge either
either
the
the cash
cash clearing
clearing oror cash
cash account.
account.

Payment Event - Invoice Payment
Payment
Payment Event
Event -- Invoice
Invoice Payment
Payment
AP Liability 100
Cash Clearing 100
Instructor Note
This is an example of the accounting entry for a simple invoice payment with a
single $100 credit to the cash clearing account.

Payment Event - Foreign and Functional Currency
Payment
Payment Event
Event -- Foreign
Foreign and
and Functional
Functional
Currency
Currency
Account Debit FX Credit FX Debit Credit
AP Liability 200 300
Realized Loss 40
Cash Clearing 200 340
Instructor Note
You can enter and account for an invoice payment that is paid in foreign
currency. There might be a currency gain or loss realized at the time of
accounting for the payment event.
In the foreign currency example in the invoice event section, the invoice was for
200 foreign currency units (FX) and was converted to 300 in functional
currency units (exchange rate of 1.5).
Using the same example, the payment is now made for 200 foreign currency
units (FX) that are converted to 340 in functional currency units (exchange rate
of 1.7) which results in a realized loss of 40.
Payables also accounts for discounts handled by a payment event, automatic
offsets handled by a payment event, and multiple payments made for the same
foreign currency invoice.

Payment Maturity Event
Payment
Payment Maturity
Maturity Event
Event
A
A payment
payment maturity
maturity event
event occurs
occurs only
only for
for future
future
dated
dated payments
payments and and ifif the
the system
system setup
setup accounts
accounts for
for
payments at issue time. The payment maturity
payments at issue time. The payment maturity event event
happens
happens when
when future
future dated
dated payments
payments reach
reach their
their
maturity
maturity and
and become
become negotiable
negotiable documents.
documents.

Payment Maturity Event - Future Dated Payment
Payment
Payment Maturity
Maturity Event
Event -- Future
Future Dated
Dated
Payment
Payment
Account (Payment Event) Debit Credit
AP Liability 100
Future Dated Payment 100
Account (Payment Maturity Event) Debit Credit
Future Dated Payment 100
Cash Clearing 100
Instructor Note
You can view the accounting for a $100 payment in the functional currency. A
future date payment account holds the payment until it becomes negotiable:
$100 debit to the AP liability account
$100 credit to the future dated payment account
When the payment status changes from “Issued” to “Negotiable,” the payment
maturity event occurs and is accounted as follows:
$100 debit to the future dated payment account
$100 credit to the cash clearing account
Now that the future dated payment is Negotiable, the future dated payment can
be credited to the cash clearing account.

Payment Adjustment Event
Payment
Payment Adjustment
Adjustment Event
Event
A
A payment
payment adjustment
adjustment event
event occurs
occurs when
when any
any of
of the
the
invoices
invoices recorded
recorded as
as paid
paid by
by aa manual
manual payment
payment are
are
changed.
changed.

Payment Cancellation Event
Payment
Payment Cancellation
Cancellation Event
Event
A
A payment
payment cancellation
cancellation event
event reverses
reverses accounting
accounting
entries
entries for
for aa payment
payment when
when you
you cancel
cancel (void)
(void) aa
payment.
payment.

Payment Clearing Events
Payment
Payment Clearing
Clearing Events
Events
A
A payment
payment clearing
clearing event
event occurs
occurs when
when you
you either
either
clear
clear or
or reconcile
reconcile aa payment
payment in
in Oracle
Oracle Cash
Cash
Management
Management andand the
the system
system is
is set
set up
up to
to account
account for
for
payments
payments when
when they
they clear.
clear.

Review Question
Review
Review Question
Question
Which
Which accounting
accounting event
event is
is not
not in
in the
the Payment
Payment
Document
Document class?
class?
1.
1. Prepayment
Prepayment application
application event
event
2.
2. Payment
Payment cancellation
cancellation event
event
3.
3. Payment
Payment unclearing
unclearing event
event
4.
4. Payment
Payment maturity
maturity event
event
5.
5. None
None of
of the
the above
above

Answer
Answer to
to Review
Review Question
Question
Which
Which accounting
accounting event
event isis not
not in
in the
the Payment
Payment
Document
Document class?
class?
1.
1. Prepayment
Prepayment application
application event
event
2.
2. Payment
Payment cancellation
cancellation event
event
3.
3. Payment
Payment unclearing
unclearing event
event
4.
4. Payment
Payment maturity
maturity event
event
5.
5. None
None of
of the
the above
above

Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Creating Accounting Entries
Creating
Creating Accounting
Accounting Entries
Entries
•• You
You can
can create
create entries
entries by
by submitting
submitting the
the Payables
Payables
Accounting
Accounting Process
Process
•• You
You can
can create
create entries
entries through
through transaction
transaction
windows.
windows.

Payables Accounting Process
Payables
Payables Accounting
Accounting Process
Process
The
The Payables
Payables Accounting
Accounting Process
Process does
does the
the following:
following:
•• Creates
Creates accounting
accounting entries
entries in
in all
all sets
sets of
of books
books
•• Assigns
Assigns aa journal
journal category
category to
to each
each entry
entry
•• Creates
Creates the
the Audit
Audit Report
Report and
and Exceptions
Exceptions Report
Report

Prerequisites for Creating Accounting Entries
Prerequisites
Prerequisites for
for Creating
Creating Accounting
Accounting
Entries
Entries
•• Define
Define Payables
Payables Options
Options for
for accounting
accounting
information.
information.
•• Open
Open the
the period
period in
in Payables.
Payables.
•• Enter
Enter exchange
exchange rates
rates ifif you
you are
are processing
processing foreign
foreign
currency
currency transactions.
transactions.
•• Update
Update the
the status
status of
of any
any matured
matured future
future dated
dated
payments
payments toto Negotiable.
Negotiable.
•• Account
Account for
for invoices
invoices before
before youyou approve
approve them.
them.
•• Account
Account for
for invoices
invoices before
before your
your account
account for
for
payments.
payments.
Instructor Note
Oracle Payables and Oracle Purchasing use the Account Generator to determine
the GL account number for project-related distribution lines in Oracle Projects.
The Account Generator is defined during implementation. You can control
whether users can override the account number determined by the Account
Generator for project-related distributions using the profile option PA: Allow
Override of PA Distributions in AP/PO.
If you want to set up Oracle Payables for Cash Management integration, you
must choose a primary set of books for each responsibility when you set up your
Payables application.

Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows how
how to
to create
create accounting
accounting
entries
entries for
for aa single
single payment
payment through
through aa transaction
transaction
window.
window.
(N)

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to submit
submit the
the
Payables
Payables Accounting
Accounting Process
Process to
to create
create accounting
accounting
entries
entries in
in Payables.
Payables.
(N)
(N) Other—>Requests—>Run
Other—>Requests—>Run
Instructor Note
You will need to enter and account for an invoice prior to performing this
demonstration. You can use Advanced Network Devices as an available
supplier.

Review Questions
Review
Review Questions
Questions
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof accounting
accounting entries.
entries.
1.
1. ______
______ The
The Payables
Payables Accounting
Accounting Process
Process assigns
assigns
journal entries.
journal entries.
2.
2. ______
______ You
You must
must account
account for
for invoices
invoices before
before you
you
approve them.
approve them.
3.
3. ______
______ You
You can
can create
create accounting
accounting entries
entries through
through
aa transaction
transaction window.
window.
4.
4. ______
______ For
For aa payment
payment batch,
batch, the
the accounting
accounting
completes
completes online.
online.

Answers
Answers to
to Review
Review Questions
Questions
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof accounting
accounting entries.
entries.
1. False The
1. False The Payables
Payables Accounting
Accounting Process
Process assigns
assigns
journal
journal entries.
entries.
2. False You
2. False You must
must account
account for
for invoices
invoices before
before you
you
approve them.
approve them.
3. True You
3. True You can
can create
create accounting
accounting entries
entries through
through aa
transaction window.
transaction window.
4. False For
4. False For aa payment
payment batch,
batch, the
the accounting
accounting
completes
completes online.
online.

Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Viewing Accounting Entries
Viewing
Viewing Accounting
Accounting Entries
Entries
You
You can
can use
use the
the View
View Accounting
Accounting Entries
Entries windows
windows to
to
view
view accounting
accounting entries.
entries. Depending
Depending on on how
how you
you
open
open the
the window,
window, the
the window
window title
title and
and the
the data
data you
you
see
see in
in the
the windows
windows will
will vary.
vary. Payables
Payables includes
includes the
the
following
following windows
windows that
that you
you use
use toto view
view accounting
accounting
entries:
entries:
•• View
View Accounting
Accounting Lines
Lines
•• View
View Invoice
Invoice Accounting
Accounting
•• View
View Payment
Payment Accounting
Accounting

Correcting Accounting Entries
Correcting
Correcting Accounting
Accounting Entries
Entries
•• You
You can
can use
use the
the Update
Update Accounting
Accounting Entries
Entries
window
window to to view
view accounting
accounting entries
entries and
and correct
correct
any invalid accounts.
any invalid accounts.
•• The
The only
only updateable
updateable fields
fields in
in this
this window
window are
are
Account and Description.
Account and Description.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how toto view
view accounting
accounting
lines
lines through
through the
the View
View Accounting
Accounting Lines
Lines window
window and
and
then adjust accounting entries for an invoice through
then adjust accounting entries for an invoice through
the
the Update
Update Accounting
Accounting Entries
Entries window.
window.
(N)
(N) Accounting—>View
Accounting—>View Accounting
Accounting Lines
Lines

Practice #1 Overview
Practice
Practice #1
#1 Overview
Overview
You
You will
will enter
enter an
an invoice,
invoice, create
create an
an accounting
accounting entry,
entry,
and
and review
review the
the entry.
entry.

Practice #1 Instructions
Practice
Practice #1
#1 Instructions
Instructions
Your
Your supplier,
supplier, Advanced
Advanced Network
Network Devices,
Devices, submits
submits
an
an invoice
invoice requesting
requesting payment
payment of of $75,000
$75,000 for
for
equipment
equipment purchases
purchases out
out of
of its
its Santa
Santa Clara
Clara site.
site. You
You
enter
enter the
the invoice
invoice and
and create
create accounting
accounting entries.
entries.
Review
Review the
the accounting
accounting entries
entries that
that are
are generated.
generated.
Enter
Enter the
the following:
following:
•• Distribution
Distribution Set:
Set: Equipment
Equipment (Full)
(Full)
•• Invoice
Invoice Number:
Number: assigned
assigned by
by instructor
instructor
Solution to practice exercise:

2. In the Type field, accept the default Standard from the list of values.
4. You will be assigned a system-generated Supplier Number.
5. Enter Santa Clara as the supplier site.
7. Accept the default current date as the Invoice Date.
8. Enter the total due of the invoice in the Amount field.
9. Accept the defaults for the remaining fields.
10. Save and approve your invoice.
11. Select the Actions button and select the Create Accounting checkbox. (You
must account for the invoice before you can account for the payment.)
12. To view the accounting lines for this invoice, query your invoice or choose
View Accounting from the Tools menu. The View Invoice Accounting
window appears.

Agenda
Agenda
Agenda
•• Describing
Describing accounting
accounting cycle
cycle features
features
•• Defining
Defining accounting
accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Overview of Transferring Accounting Entries to Your
General Ledger
Overview
Overview of
of Transferring
Transferring Accounting
Accounting
Entries
Entries to
to Your
Your General
General Ledger
Ledger
A/P
100
100
Create accounting Submit the Payables Payables sends

entries Transfer to General payment and invoice
Ledger program accounting entries to
the general ledger
interface.
Instructor Note
Explain that you create your accounting entries and then submit the
Payables Transfer to General Ledger program, which sends payment and
invoice accounting entries to the general ledger interface.
You can then submit the Journal import to import journal entries in Oracle
General Ledger.

Reviewing Accounting Entries
Reviewing
Reviewing Accounting
Accounting Entries
Entries
•• You
You can
can review
review the
the accounting
accounting entries
entries that
that are
are in
in
Payables.
Payables.
•• In
In Oracle
Oracle General
General Ledger,
Ledger, you
you can
can drill
drill down
down toto the
the
related
related accounting
accounting entries
entries or
or transactions
transactions in in
Payables.
Payables.
•• You
You can
can review
review the
the Payables
Payables Transfer
Transfer to to General
General
Ledger
Ledger Report.
Report.

Posting in Oracle General Ledger
Posting
Posting in
in Oracle
Oracle General
General Ledger
Ledger
After
After you
you submit
submit Journal
Journal Import,
Import, you
you can
can post
post journal
journal
entries
entries in
in Oracle
Oracle General
General Ledger.
Ledger.

Reconciling Payables Activity
Reconciling
Reconciling Payables
Payables Activity
Activity
You
You can
can use
use the
the following
following Payables
Payables reports
reports to
to
reconcile
reconcile your
your posted
posted invoices
invoices and
and payments
payments toto your
your
Accounts Payable Trial Balance. This ensures
Accounts Payable Trial Balance. This ensures that that
your
your Trial
Trial Balance
Balance accurately
accurately reflects
reflects your
your accounts
accounts
payable liability:
payable liability:
•• Posted
Posted Invoice
Invoice Register
Register
•• Posted
Posted Payment
Payment Register
Register
•• Accounts
Accounts Payable
Payable Trial
Trial Balance
Balance (last
(last period
period and
and
current period)
current period)

Review Question
Review
Review Question
Question
What
What is
is the
the next
next step
step you
you can
can do
do after
after you
you create
create
accounting
accounting entries
entries in
in Payables?
Payables?
1.
1. You
You submit
submit thethe Journal
Journal Import
Import Report
Report
2.
2. You
You submit
submit thethe Payables
Payables Transfer
Transfer to
to General
General
Ledger program
Ledger program
3.
3. You
You manually
manually post
post journal
journal entries
entries to
to Oracle
Oracle
General
General Ledger
Ledger
4.
4. You
You drill
drill down
down to
to related
related accounting
accounting entries
entries in
in
Payables.
Payables.
5.
5. None
None of
of the
the above
above

Answer
Answer to
to Review
Review Question
Question
What
What is
is the
the next
next step
step you
you can
can do
do after
after you
you create
create
accounting
accounting entries
entries in
in Payables?
Payables?
1.
1. You
You submit
submit thethe Journal
Journal Import
Import Report
Report
2.
2. You
You submit
submit the the Payables
Payables Transfer
Transfer toto General
General
Ledger program
Ledger program
3.
3. You
You manually
manually post
post journal
journal entries
entries to
to Oracle
Oracle General
General
Ledger
Ledger
4.
4. You
You drill
drill down
down toto related
related accounting
accounting entries
entries in
in
Payables.
Payables.
5.
5. None
None of
of the
the above
above

Agenda
Agenda
Agenda
•• Describing
Describing accounting
accounting cycle
cycle features
features
•• Defining
Defining accounting
accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Period Close Process
Period
Period Close
Close Process
Process
Payables
Payables will
will not
not let
let you
you close
close aa Payables
Payables period
period ifif
any of the following conditions apply:
any of the following conditions apply:
•• There
There is
is unaccounted
unaccounted transaction
transaction data
data
•• There
There are
are accounting
accounting entries
entries not
not transferred
transferred to
to the
the
general
general ledger
ledger
•• There
There are
are unmatured
unmatured future
future dated
dated payments
payments
•• There
There are
are unconfirmed
unconfirmed payment
payment batches
batches

Unaccounted Transaction Sweep Program
Unaccounted
Unaccounted Transaction
Transaction Sweep
Sweep
Program
Program
•• The
The Unaccounted
Unaccounted Transaction
Transaction Sweep
Sweep Program
Program
serves
serves as
as aa utility
utility to
to allow
allow users
users to
to sweep
sweep
transaction
transaction data
data from
from one
one period
period to
to the
the next.
next. There
There
is
is unaccounted
unaccounted transaction
transaction data
data
•• This
This program
program allows
allows users
users to
to move
move unaccounted
unaccounted
transaction
transaction data
data forward
forward soso they
they can
can close
close the
the
period
period and
and then
then make
make adjustments
adjustments atat aa later
later time.
time.

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned to:
to:
•• Describe
Describe the
the accounting
accounting cycle
cycle and
and accounting
accounting
features
features in
in Payables
Payables
•• Define
Define the
the accounting
accounting events
events that
that have
have an
an
accounting
accounting impact
impact
•• Create
Create accounting
accounting entries
entries
•• View,
View, query
query and
and modify
modify accounting
accounting entries
entries
•• Transfer
Transfer and
and post
post accounting
accounting entries
entries to
to the
the
general ledger
general ledger
•• Close
Close aa Payables
Payables period
period
®
Instructor Note
Review these topics with the students and reference the examples done in class
to reinforce what they have learned.

Processing Single
Payments and
Refunds
Chapter 12
Processing Single Payments and Refunds

Chapter 12 - Page 1
Processing
Processing Single
Single Payments
Payments and
and
Refunds
Refunds
Oracle
Oracle Payables
Payables Release
Release 11i
11i

65 minutes Lecture and Demo
25 minutes Practice
90 minutes Total

Chapter 12 - Page 2
Course Objectives
Course
Course Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Record
Record aa single,
single, manual
manual payment
payment
•• Generate
Generate aa single,
single, computer-generated
payment
•• Enter
Enter aa refund
refund
•• Stop
Stop and
and void
void aa payment
payment

Chapter 12 - Page 3
Agenda
Agenda
Agenda
•• Recording
Recording aa single,
single, manual
manual payment
payment
•• Generating
Generating aa single,
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Chapter 12 - Page 4
Overview of the Payment Generation Process
Overview
Overview of
of the
the Payment
Payment Generation
Generation Process
Process
2. Create check or 3. Record manual

issue wire transfer payment in Payables
X
2. Enter refunds 4. Send payment 5. Stop or void
1. Receive
to supplier payment
check
(optional)
request
2. Create single, 3. System generates

computer generated check or electronic
payment payment
®

Chapter 12 - Page 5
Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Chapter 12 - Page 6
Check Requests
Check
Check Requests
Requests
You
You might
might receive
receive aa request
request to
to issue
issue aa payment
payment to to aa
supplier
supplier or
or employee.
employee. YouYou can
can choose
choose to to either
either
record
record aa single,
single, manual
manual payment
payment oror create
create aa single,
single,
computer-generated
payment to
to fulfill
fulfill this
this check
check
request.
request.
Instructor Note
Explain that a check request will differ in look and content, according to
company requirements. A check request could be in the form of an e-mail
request, a memo, or invoice.

Chapter 12 - Page 7
Overview of Processing Check Requests Using Manual
Payments
Overview
Overview of
of Processing
Processing Check
Check Requests
Requests
Using
Using Manual
Manual Payments
Payments
Receive check Type or print Record manual

request checks or issue payment in Oracle
wire transfer Payables

Chapter 12 - Page 8
Manual Payments
Manual
Manual Payments
Payments
You
You can
can create
create payments
payments outside
outside of
of Oracle
Oracle Payables
Payables
and
and then
then record
record them
them as
as manual
manual payments
payments toto update
update
the payment status of invoices that were paid.
the payment status of invoices that were paid.
Examples
Examples ofof manual
manual payments
payments are:
are:
•• Handwritten
Handwritten or
or typed
typed checks
checks
•• Wire
Wire transfers
transfers

Payments > Single Payments > Recording Manual Payments
and Wire Transfers

Chapter 12 - Page 9
Creating Manual Payments
Creating
Creating Manual
Manual Payments
Payments
You
You can
can override
override some
some payment
payment controls
controls of
of Oracle
Oracle
Payables when you record a manual payment.
Payables when you record a manual payment.
•• You
You can
can record
record aa single
single payment
payment for
for multiple
multiple pay
pay
alone
alone invoices.
invoices.
•• You
You can
can also
also record
record payments
payments for
for invoices
invoices that
that
are
are associated
associated with
with any
any payment
payment method
method type
type
except
except Electronic.
Electronic.

Prerequisites for Processing Manual Payments
Prerequisites
Prerequisites for
for Processing
Processing Manual
Manual
Payments
Payments
•• Create
Create the
the payment
payment outside
outside of
of Payables.
Payables.
•• The
The invoice
invoice you
you paid
paid must
must be
be approved,
approved,
uncancelled,
uncancelled, without holds, and have
without holds, and have the
the same
same
currency
currency as
as the
the payment.
payment.
•• The
The bank
bank account
account must
must have
have at
at least
least one
one payment
payment
document
document that
that uses
uses the
the Recorded
Recorded or or Combined
Combined
disbursement
disbursement type.
type.

Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows how
how toto record
record aa manual
manual
payment
payment that
that updates
updates the
the status
status of
of the
the invoices
invoices you
you
paid.
paid.
(N)
(N)
Payments—>Entry—>Payments (B)
(B) Enter/Adjust
Enter/Adjust
Invoices
Invoices

Practice
Practice #1
#1 Overview
Overview
You
You will
will record
record aa manual
manual payment
payment that
that was
was created
created
outside
outside of
of Oracle
Oracle Payables.
Payables.

Practice
Practice #1
#1 Instructions
Instructions
You
You receive
receive aa check
check request,
request, asking
asking for
for immediate
immediate
payment
payment of of an
an invoice
invoice to
to your
your supplier,
supplier, Advanced
Advanced
Network
Network Devices.
Devices. YouYou are
are sending
sending the
the payment
payment byby aa
special
special courier.
courier. Therefore,
Therefore, you
you have
have typed
typed aa check
check
for
for the
the amount
amount due due for
for payment
payment of of this
this invoice
invoice and
and
need
need toto record
record this
this manual
manual payment
payment inin Oracle
Oracle
Payables.
Payables.
•• Bank
Bank Account:
Account: Assigned
Assigned by by instructor
instructor
•• Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
•• Invoice
Invoice Number:
Number: Assigned
Assigned by
by instructor
instructor
Student Note
Solution to practice exercise #1:
1. Navigate to the Payments window.
(N) Payments > Entry > Payments
2. In the Type field, select Manual from the list of values.
3. Select the bank account assigned by the instructor.
4. In the Document field, select Check from the list of values. The
system provides you with a message that it is reserving the payment
document. Choose OK.
6. In the Supplier field, enter Advanced Network Devices.
7. Accept the defaults for the remaining fields.
8. Select the Enter/Adjust Invoices button to open the Select Invoices
window.
9. In the Invoice Number field, select from the list of values the invoice
number assigned by the instructor.
10. Save your payment.

Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following is
is not
not an
an example
example of
of aa manual
manual
payment?
payment?
A.
A. Traveler’s
Traveler’s check
check
B.
B. Wire
Wire transfer
transfer
C.
C. Handwritten
Handwritten check
check

Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following is
is not
not an
an example
example of
of aa manual
manual
payment?
payment?
A.
A. Traveler’s
Traveler’s check
check
B.
B. Wire
Wire transfer
transfer
C.
C. Handwritten
Handwritten check
check
Instructor Note
Correct answer is A, Traveler’s check. Wire transfers and handwritten
checks are types of payments for which you would record a manual
payment.

Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Overview of Generating a Single, Computer-Generated
Payment
Overview
Overview of
of Generating
Generating aa Single,
Single,
Computer-Generated
Computer-Generated Payment
Payment
Receive Select Quick Format and either

check payment option print check or send
request electronic payment

Quick Payments
Quick
Quick Payments
Payments
•• You
You can
can create
create and
and print
print aa single,
single, computer-
computer-
generated
generated payment
payment (also
(also known
known asas aa Quick
Quick
payment)
payment) to pay a supplier for one or more
to pay a supplier for one or more
invoices.
invoices.
•• Quick
Quick payments
payments can
can be
be either
either electronic
electronic payments
payments
or
or physical
physical payment
payment documents,
documents, suchsuch as
as checks.
checks.
•• When
When you
you create
create an
an electronic
electronic Quick
Quick payment,
payment, you
you
can
can select
select an
an invoice
invoice regardless
regardless ofof the
the payment
payment
terms
terms and
and due
due date.
date.

Payments > Single Payments > Paying Invoices with Quick
Payments

Recording Zero-Amount Payments
Recording
Recording Zero-Amount
Zero-Amount Payments
Payments
You
You can
can record
record zero-amount
zero-amount payments
payments ifif the
the selected
selected
bank
bank account
account allows
allows them.
them.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to create
create aa single,
single,
computer-generated
computer-generated payment.
payment.
(N)

Paying Invoices from the Invoice Workbench
Paying
Paying Invoices
Invoices from
from the
the Invoice
Invoice
Workbench
Workbench
You
You can
can initiate
initiate payment
payment of of one
one or
or more
more invoices
invoices by
by
selecting
selecting the
the invoices
invoices in
in the
the Invoices
Invoices window
window andand
using
using the
the Pay
Pay inin Full
Full option
option inin the
the Invoice
Invoice Actions
Actions
window.
window. When
When you you pay
pay invoices
invoices using
using this
this method,
method,
you
you can
can generate
generate aa manual
manual payment,
payment, Quick
Quick
payment,
payment, oror aa refund.
refund.

Payments > Single Payments > Paying Invoices From the
Invoice Workbench

Practice
Practice #2
#2 Overview
Overview
You
You will
will pay
pay an
an invoice
invoice from
from the
the Invoice
Invoice Workbench
Workbench
and
and generate
generate aa Quick
Quick payment
payment for
for it.
it.

Payments > Single Payments > Paying Invoices From the
Invoice Workbench
Instructor Note
A unique invoice number needs to be chosen by the students to
complete this exercise.

Practice
Practice #2
#2 Instructions
Instructions
You
You need
need toto pay
pay $50,000
$50,000 toto your
your supplier,
supplier, Advanced
Advanced
Network
Network Devices
Devices forfor equipment
equipment purchases
purchases from
from its
its
Santa Clara site. Enter and approve the invoice
Santa Clara site. Enter and approve the invoice into into
Oracle
Oracle Payables
Payables and
and then
then pay
pay the
the invoice
invoice from
from the
the
Invoice
Invoice Workbench.
Workbench.
•• Full
Full Distribution
Distribution Set:
Set: Equipment
Equipment Expense
Expense (Full)
(Full)
•• Bank
Bank Account:
Account: Assigned
Assigned by
by instructor
instructor
•• Document:
Document: Check
Check
Student Notes
2. This is a Standard invoice. Accept the default invoice type.
4. Enter Santa Clara as the Supplier Site.
5. As the invoice is dated today, accept the default date.
7. Enter the total amount of the invoice in the Amount field: $50,000.
8. Choose the Equipment Expense (Full) distribution set.
9. Save your work.
10. Choose the Distributions button to review the distributions in the
Distributions window.
11. Verify that the distribution total is equal to the invoice amount.
12. Save your work and close the Distributions window.

13. Approve the invoice online by choosing the Actions button and
selecting the Approve check box.
14. Choose OK.
15. Choose the Actions button again and choose the Pay in Full check
box.
16. Choose OK. Oracle Payables displays the Payments window.
17. Since you need to issue a Quick check, accept the default for payment
type Quick.
18. Select the bank account given to you by the instructor.
19. Select Check as the Document.
20. Choose the Actions button and select the Format check box.
21. Choose OK. The system displays a message telling you that Payables
submitted the program to submit your single computer-generated
payment.
22. You are asked if you want to check the status of your request in the
Request window. Choose OK.
23. You can also view the status of your check online later.
(M) Help > View > Requests

Review Question
Review
Review Question
Question
When
When you
you create
create aa computer-generated
computer-generated Quick
Quick
payment,
payment, you
you can
can select
select an
an invoice
invoice regardless
regardless of
of the
the
payment terms and due date.
A.
A. True
True
B.
B. False
False

Answer
Answer to
to Review
Review Question
Question
When
When you
you create
create aa computer-generated
computer-generated Quick
Quick
payment,
payment, you
you can
can select
select an
an invoice
invoice regardless
regardless of
of the
the
A.
A. True
True
B.
B. False
False
Instructor Note
Correct Answer is: A. True. You can select an invoice regardless of the

Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Refunds
Refunds
Refunds
A
A refund
refund closes
closes outout an
an outstanding
outstanding credit
credit balance.
balance.
You
You are effectively making a negative payment for
are effectively making a negative payment for aa
credit
credit balance.
balance. TheThe refund
refund payment
payment can
can consist
consist of
of
any
any combination
combination of of the
the following
following documents,
documents, as as long
long
as
as the
the total
total is
is aa negative
negative amount:
amount:
•• Invoices
Invoices
•• Credit
Credit memos
memos
•• Debit
Debit memos
memos
•• Expense
Expense reports
reports

Payments > Refunds
Instructor Note
Paying these documents with a refund records each document as paid, and
gives you a complete supplier transaction history.
You can record refunds from suppliers for prepayments you have made to
them, such as a refund for deposit or repayment of a travel advance.
Note: Refunds do not integrate with Oracle Receivables.

Recording Refunds
Recording
Recording Refunds
Refunds
Use
Use the
the Payments
Payments window
window toto record
record refund
refund payments
payments
for
for one
one or
or more
more outstanding
outstanding Payables
Payables documents.
documents.
This
This closes
closes the
the open
open credit
credit balance
balance and
and also
also
maintains
maintains aa full
full transaction
transaction history
history for
for aa supplier.
supplier.

Recording Refunds When a Credit Balance Exists
Recording
Recording Refunds
Refunds When
When aa Credit
Credit
Balance
Balance Exists
Exists
1.
1. Set
Set up
up the
the bank
bank account
account in in which
which you
you will
will deposit
deposit
the
the refund.
refund.
2.
2. In
In the
the Payments
Payments window,
window, choose
choose Refund
Refund asas the
the
payment type and enter a negative value
payment type and enter a negative value as the as the
amount.
amount.
3.
3. Query
Query unpaid
unpaid or
or partially
partially paid
paid invoices
invoices and
and select
select
positive
positive and
and negative
negative amount
amount invoices.
invoices.
4.
4. Assign
Assign amounts
amounts to
to be
be paid
paid with
with the
the refund.
refund.
5.
5. Payables
Payables records
records the
the refund
refund and
and updates
updates the
the
status
status of
of each
each selected
selected invoice
invoice to
to Paid.
Paid.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to process
process refunds.
refunds.
(N)
Instructor Note
The instructor needs to enter a credit memo prior to demonstrating this
exercise.

Practice
Practice #3
#3 Overview
Overview
You
You will
will process
process aa refund
refund in
in Oracle
Oracle Payables.
Payables.

Payments
> Refunds > Entering Refunds
Instructor Note
This exercise requires an invoice for the paid prepayment. If these are not
seeded, then you must create your own invoice before the class begins
and demonstrate this exercise to the class.

Practice
Practice #3
#3 Instructions
Instructions
Your
Your supplier,
supplier, Advanced
Advanced Network
Network Devices,
Devices, has
has aa
$5,000
$5,000 credit balance. You need to record a payment
credit balance. You need to record a payment
refund
refund in
in Oracle
Oracle Payables
Payables to
to close
close the
the credit
credit balance.
balance.
•• Site:
Site: Santa
Santa Clara
Clara
•• Bank
Bank Account:
Account: Assigned
Assigned by
by instructor
instructor
•• Payment
Payment Document:
Document: Assigned
Assigned by
by instructor
instructor
•• Invoice
Invoice Number(s):
Number(s): Assigned
Assigned by
by instructor
instructor
Student Note
How to Record the Refund When a Credit Balance Exists
2. Select Refund as the payment type.
3. Enter the bank account assigned by the instructor.
4. Enter the payment document assigned by the instructor.
5. Accept the default date for Payment Date.
6. Enter -5,000 as the Payment Amount.
8. Enter Santa Clara as the supplier site.
9. Select the Enter/Adjust Invoices button. The Select Invoices window
opens.
10. Query any unpaid or partially paid invoices that are in the same
payment currency as the refund. Select the combination of positive and
negative amount invoices that the instructor assigns you. For each
invoice, enter the amount that you want to pay with the refund.

11. Save your work. Payables records the refund and updates the status of
each selected invoice to Paid.

Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Overview of Stop and Void Payments
Overview
Overview of
of Stop
Stop and
and Void
Void Payments
Payments
Is paym ent No Stop paym ent in

document in Paym ent Actions
posses sion? window
Yes
Is paym ent No Void unused

doc um ent doc um ent in
recorded? Banks window
Yes
Void pa yment in
Pay ment Actions
window

Stop Payments
Stop
Stop Payments
Payments
1.
1. After
After you
you call
call your
your bank
bank to
to initiate
initiate aa stop
stop payment
payment
on
on aa payment
payment document,
document, youyou cancan record
record thethe stop
stop
payment status in Payables.
payment status in Payables.
2.
2. You
You can
can then
then either
either void
void the
the payment
payment to to reverse
reverse
the
the accounting and payment records, or you can
accounting and payment records, or you can
release
release the
the stop
stop payment
payment to to reset
reset the
the invoice
invoice
status
status to
to Negotiable.
Negotiable.

Payments > Reviewing and Modifying Payments > Stopping
Payments

Payment Status Updates
Payment
Payment Status
Status Updates
Updates
•• When
When you
you record
record aa stop
stop payment,
payment, the
the payment
payment
status
status is
is updated
updated to
to Stop
Stop Initiated.
Initiated.
•• When
When you
you release
release aa stop
stop payment,
payment, thethe payment
payment
status
status is
is updated
updated to
to Negotiable.
Negotiable.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to record
record and
and release
release
stop
stop payments.
payments.
(N)
Instructor Note
You can stop a payment that was created in a previous demonstration in
this module.

Overview of Voiding Payments
Overview
Overview of
of Voiding
Voiding Payments
Payments
When
When you
you void
void aa payment,
payment, Payables
automatically
reverses:
reverses:
•• The
The status
status ofof paid
paid invoices,
invoices, which
which isis reset
reset to
to
Unpaid.
Unpaid.
•• The
The accounting
accounting and and payment
payment records
records soso your
your
general
general ledger
ledger will
will then
then have
have the
the correct
correct
information.
information.
•• Any
Any realized
realized gains
gains or or losses
losses on
on foreign
foreign currency
currency
invoices
invoices recorded
recorded as as paid
paid by
by the
the payment.
payment.
•• All
All related
related interest
interest invoices
invoices when
when youyou void
void aa past-
past-
due
due payment
payment for for the
the supplier
supplier site.
site.
®

Payments > Reviewing and Modifying Payments > Voiding
Payments

Voiding Payments
Voiding
Voiding Payments
Payments
When
When you
you void
void aa payment,
payment, you
you select
select the
the action
action you
you
want
want Payables
Payables to
to take
take on
on the
the invoices
invoices paid
paid by
by the
the
void
void payment.
payment. You
You can
can choose
choose to:
to:
•• Place
Place the
the invoices
invoices on
on hold.
hold.
•• Cancel
Cancel the
the invoices.
invoices.
•• Take
Take no
no action.
action. Invoices
Invoices are
are available
available for
for
payment.
payment.

Review of Voided Payments
Review
Review of
of Voided
Voided Payments
Payments
•• Because
Because you you cannot
cannot reverse
reverse aa voided
voided payment,
payment,
ensure
ensure before recording it that you have the
before recording it that you have the
uncashed
uncashed payment
payment document
document you you want
want to
to void
void in
in
your
your possession.
possession. Or,Or, have
have proof
proof that
that the
the payment
payment
did
did not
not clear
clear the
the bank
bank and
and that
that the
the bank
bank was
was able
able
to
to stop
stop payment.
payment.
•• Use
Use the
the Invoice
Invoice Workbench
Workbench to to review
review the
the paid
paid
invoices before you void the payment to
invoices before you void the payment to ensure ensure
that
that you
you are
are voiding
voiding the
the correct
correct payment.
payment.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to void
void payments.
payments.
(N)
Instructor Note
You can void a payment that was created in a previous demonstration in
this module.

Practice
Practice #4
#4 Overview
Overview
You
You will
will void
void aa payment
payment in
in Oracle
Oracle Payables.
Payables.

Practice
Practice #4
#4 Instructions
Instructions
Your
Your Purchasing
Purchasing Manager
Manager realizes
realizes that
that he
he does
does not
not
want
want toto pay
pay Advanced
Advanced Network
Network Devices
Devices until
until the
the next
next
billing cycle and wants to void the check issued
billing cycle and wants to void the check issued in in
Practice
Practice #2.
#2.
Student Note
Use the payment created in practice #2.
Solution to the practice exercise:
2. Open the Find Payment window.
(M) Query > Find
3. Enter the search criteria for the payment in the appropriate fields.
4. Choose Find.
5. Oracle Payables displays the search result in the Payments window.
Verify that the information is related to your supplier and the payment.
6. Select the payment and choose the Actions button.
7. In the Payment Actions window, select the Void check box.
8. Choose OK.

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned to:
to:
•• Record
Record aa single,
single, manual
manual payment
payment
•• Generate
Generate aa single,
payment
•• Enter
Enter aa refund
refund
•• Stop
Stop and
and void
void aa payment
payment
Instructor Note
Review these these topics with the students and reference the examples
done in class to reinforce what they have learned.

Processing
Withholding Tax
Chapter 13
Processing Withholding Tax

Chapter 13 - Page 1
Processing
Processing Withholding
Withholding Tax
Tax
Release
Release 11i
11i

60 minutes Lecture
30 minutes Practice
90 minutes Total
Notations:
(N) = Navigator
(T) = Tab
(I) = Icon
(H) = Hyperlink
(B) = Button

Chapter 13 - Page 2
Objectives
Objectives
Objectives
After this Withholding Tax Course, you should be able
to:
•• Explain
Explain how
how to
to set
set up
up withholding
withholding tax
tax in
in Payables
Payables
•• Explain
Explain how
how to
to apply
apply withholding
withholding tax
tax to
to invoices
invoices
you enter
you enter
•• Explain
Explain how
how to
to create
create withholding
withholding tax
tax invoices
invoices
•• Explain
Explain how
how to
to pay
pay aa tax
tax authority
authority
•• Explain
Explain how
how to
to review
review withholding
withholding tax
tax information
information

Chapter 13 - Page 3
Agenda
Agenda
Agenda
•• Setting
Setting up
up automatic
automatic withholding
withholding tax
tax
•• Applying
Applying withholding
withholding tax
tax to
to invoices
invoices you
you enter
enter
•• Creating
Creating withholding
withholding tax
tax invoices
invoices
•• Paying
Paying aa tax
tax authority
authority
•• Reviewing
Reviewing withholding
withholding tax
tax information
information

Chapter 13 - Page 4
Automatic Withholding Tax Overview
Automatic
Automatic Withholding
Withholding Tax
Tax Overview
Overview
•• You
You might
might be
be required
required to
to withhold
withhold taxes
taxes from:
from:
–– supplier
supplier invoices
invoices
–– your
your employee
employee expense
expense reports
reports
•• You
You set
set up
up Payables
Payables to
to automatically
automatically withhold
withhold tax
tax
either:
either:
–– at
at invoice
invoice approval
approval time
time
–– at
at payment
payment time
time

Chapter 13 - Page 5
Overview of Withholding Tax Process
Overview
Overview of
of Withholding
Withholding Tax
Tax Process
Process
Set up Payables options Enter supplier

invoice
Create tax withholding Apply withholding tax

invoice for tax authority to invoice
®
Help) Oracle Financial Applications > Oracle Payables > Other Topics >
Withholding Tax

Chapter 13 - Page 6
Agenda
Agenda
Agenda
•• Setting
Setting up
up automatic
withholding tax
tax
•• Applying
withholding tax
tax to
to invoices
invoices you
you enter
enter
•• Creating
withholding tax
tax invoices
invoices
•• Paying
Paying aa tax
tax authority
authority
•• Reviewing
withholding tax
tax information
information

Chapter 13 - Page 7
Setting Up Withholding Tax Payables Options
Setting
Setting Up
Up Withholding
Withholding Tax
Tax Payables
Payables
Options
Options
To allow Automatic Withholding Tax for your expense
reports and supplier invoices, enable the Use Withholding
Tax Payables option. Then, choose from the following
Withholding Tax Payables options:
•• Allow
Allow Manual
Manual Withholding:
Withholding: Enable
Enable this
this option
option to
to
allow
allow manual
manual creation
creation and
and adjustments
adjustments of of
Withholding
Withholding Tax
Tax type
type distributions
distributions for
for your
your invoices.
invoices.
•• Tax
Tax Group:
Group: Enter
Enter the
the name
name of of the
the withholding
withholding taxtax
group that you would like to use as the default
group that you would like to use as the default
withholding
withholding tax
tax group
group for
for the
the new
new suppliers
suppliers you
you
enter.
enter.
®
Setting Up Withholding Tax

Chapter 13 - Page 8
Setting Up Withholding Tax Payables Options
Setting
Setting Up
Up Withholding
Withholding Tax
Tax Payables
Payables
Options
Options
•• Apply
Apply Withholding
Withholding Tax:
Tax: Select
Select thethe time
time at at which
which
Payables will apply withholding taxes
Payables will apply withholding taxes to you to you
supplier's
supplier's invoices:
invoices: at at invoice
invoice approval
approval timetime or
or
payment time.
payment time.
•• Withholding
Withholding Amount
Amount Basis:
Basis: Select
Select thethe Include
Include
Discount
Discount Amount checkbox if you want Payables
Amount checkbox if you want Payables toto
include
include the
the discount
discount amount
amount when when itit calculates
calculates
withholding
withholding taxtax amounts
amounts for for the
the invoice.
invoice. Select
Select the
the
Include
Include Tax
Tax Amount
Amount option
option ifif you
you want
want Payables
Payables toto
include the invoice tax amount when it
include the invoice tax amount when it calculates calculates
withholding
withholding taxtax amounts
amounts for for the
the invoice.
invoice.
•• Create
Create Withholding
Withholding Invoice:
Invoice: Select
Select thethe time
time at
at
which
which Payables
Payables will
will automatically
automatically createcreate invoices
invoices toto
remit withheld taxes to tax authorities:
remit withheld taxes to tax authorities: at Invoiceat Invoice
approval
approval time
time oror payment
payment time.time. ®

Chapter 13 - Page 9
Setting
Setting Up
Up Withholding
Withholding Tax
Tax
•• Create
Create aa unique
unique PayPay Group
Group soso you
you can
can easily
easily group
group
the
the invoices
invoices forfor payment
payment toto the
the tax
tax authority.
authority.
•• Enter
Enter each
each tax
tax authority
authority as
as aa supplier,
supplier, with
with supplier
supplier
Type
Type Tax
Tax Authority.
Authority. Assign
Assign the
the appropriate
appropriate unique
unique
Pay Group to the supplier.
Pay Group to the supplier.
•• Create
Create aa Payment
Payment Format
Format that
that uses
uses the
the Tax
Tax
Authority Remittance Advice as its
Authority Remittance Advice as its Separate Separate
Remittance.
Remittance.
•• For
For the
the appropriate
appropriate bank(s),
bank(s), in
in the
the Payment
Payment
Documents
Documents window,
window, create
create aa payment
payment document
document
that uses a Computer Generated or
that uses a Computer Generated or Combined Combined
Disbursement
Disbursement type, type, and
and uses
uses the
the Payment
Payment Format
Format
with the Tax Authority Remittance
with the Tax Authority Remittance Advice. Advice.

Setting
Setting Up
Up Withholding
Withholding Tax
Tax
Define your Withholding Tax type tax codes and tax rates.
When you define a withholding tax code, you indicate first
whether you will have any amount or rate controls by
selecting one of the following rate structures:
Period Limit: After you pay a certain amount for
withholding tax in a period, Payables stops withholding
taxes.
Flat Rate: The withholding tax has no amount or period
limits.
Amount Ranges: The tax rate depends on how much you
have already paid during a time period. You can base the
paid amount on the gross amount of total paid invoice
amounts, or on the total amount of tax withheld. The time
period can be either per withholding tax calendar period or ®
per invoice.

Setting
Setting Up
Up Withholding
Withholding Tax
Tax
•• Assign
Assign tax
tax authority
authority suppliers
suppliers toto the
the tax
tax codes.
codes.
•• To
To allow
allow automatic
withholding of of multiple
multiple taxes
taxes
per expense report or invoice, define
per expense report or invoice, define your your
withholding
withholding tax
tax groups.
groups.
•• Enter
Enter withholding
withholding tax
tax details
details for
for suppliers.
suppliers.
•• Define
Define withholding
withholding tax tax exemptions
exemptions and
and rate
rate
exceptions
exceptions for
for all
all of
of aa suppler
suppler site’s
site’s invoices
invoices or
or for
for
specific invoices of a supplier site.
specific invoices of a supplier site.

Review Question
Review
Review Question
Question
If you enable the Use Withholding Tax option, Payables

allows you to manually create and adjust Withholding Tax
type distributions for your invoices.
1.
1. True
True
2.
2. False
False
12

Answer
Answer to
to Review
Review Question
Question
If you enable the Use Withholding Tax option, Payables

allows you to manually create and adjust Withholding Tax
type distributions for your invoices.
1.
1. True
True
2.
2. False
False
13

Agenda
Agenda
Agenda
•• Setting
Setting up
up automatic
withholding tax
tax
•• Applying
withholding tax
tax to
to invoices
invoices you
you enter
enter
•• Creating
withholding tax
tax invoices
invoices
•• Paying
Paying aa tax
tax authority
authority
•• Reviewing
withholding tax
tax information
information

Withholding Taxes
Withholding
Withholding Taxes
Taxes
In order to automatically withhold taxes, you must:
•• Enter
Enter invoices
invoices
•• Apply
Apply withholding
withholding tax
tax to
to invoices
invoices

Entering Invoices
Entering
Entering Invoices
Invoices
•• For
For invoices,
invoices, Payables
Payables defaults
defaults the
the withholding
withholding
tax
tax group
group from
from the
the supplier
supplier site
site to
to the
the invoice
invoice and
and
then to the invoice distribution. Accept
then to the invoice distribution. Accept this this
default
default oror enter
enter aa different
different withholding
withholding taxtax group
group
for
for an
an invoice
invoice or or invoice
invoice distribution.
distribution.
•• For
For recurring
recurring invoices,
invoices, enter
enter aa withholding
withholding taxtax
group
group for a recurring invoice template. When you
for a recurring invoice template. When you
create
create invoices,
invoices, Payables
automatically assigns
assigns
the
the withholding
withholding tax tax group
group from
from the
the recurring
recurring
invoice
invoice template
template to to all
all invoice
distributions
created
created forfor each
each invoice.
invoice.

Entering Invoices
Entering
Entering Invoices
Invoices
•• For
For expense
expense reports,
reports, assign
assign aa withholding
withholding tax tax
group
group to
to an
an expense
expense report
report header.
header. Payables
Payables
defaults
defaults the
the withholding
withholding taxtax group
group to to all
all new
new
expense
expense items
items created
created for
for the
the expense
expense report.
report.
Accept
Accept or
or modify
modify the
the default
default withholding
group
for
for each
each expense
expense item.
item. When
When you you import
import the
the
expense
expense report
report using
using Invoice
Invoice Import,
Import, Payables
Payables
automatically
automatically assigns
assigns the
the withholding
group
assigned
assigned to to each
each expense
expense itemitem toto the
the invoice
invoice
distribution
distribution created
created from
from the
the expense
expense item.
item.

Applying Withholding Tax to Invoices
Applying
Applying Withholding
Withholding Tax
Tax to
to Invoices
Invoices
•• Payables
Payables can can automatically
automatically apply
apply withholding
withholding tax,
tax,
or
or youyou can
can perform
perform these
these tasks
tasks manually.
manually.
•• IfIf you
you choose
choose to to apply
apply withholding
withholding tax
tax
automatically,
automatically, you you must
must choose
choose in
in the
the Payables
Payables
options window, whether to do this
options window, whether to do this during during
Approval
Approval or or during
during payment
payment processing.
processing.
•• IfIf you
you choose
choose to to apply
apply withholding
withholding tax
tax manually,
manually,
you
you must
must first
first enable
enable the
the allow
allow Manual
Manual Withholding
Withholding
Payables option.
Payables option.

Applying Withholding Tax to Invoices
Applying
Applying Withholding
Withholding Tax
Tax to
to Invoices
Invoices
Payables performs the following for you if you apply
automatic withholding tax:
•• For
For each
each group
group ofof invoice
distributions assigned
assigned
with the same withholding tax group,
with the same withholding tax group, Payables Payables
creates
creates aa negative
negative (positive
(positive for
for Credit/Debit
Credit/Debit
Memos)
Memos) Withholding Tax type invoice distribution
Withholding Tax type invoice distribution
for
for each
each Withholding
Withholding Tax Tax type
type tax
tax code
code assigned
assigned
to the invoice distribution.
to the invoice distribution.
•• Adjusts
Adjusts thethe amount
amount of of the
the invoice
invoice to
to reflect
reflect the
the
amount of the withheld
amount of the withheld tax. tax.
•• Adjusts
Adjusts thethe amount
amount of of the
the scheduled
scheduled payments
payments forfor
the
the invoice
invoice toto reflect
reflect the
the amount
amount ofof the
the withheld
withheld
tax.
tax.
®

Demonstration
Demonstration
Demonstration
In
In Oracle
Oracle Payables
Payables wewe will
will demonstrate
demonstrate how
how to:
to:
•• Enter
Enter aa supplier
supplier invoice
invoice
•• Apply
Apply withholding
withholding tax
tax to
to the
the invoice
invoice
Instructor Note:
Demonstrate how to enter a supplier invoice and apply withholding
tax to the invoice.

Review Question
Review
Review Question
Question
You can choose to apply withholding tax at payment time.
1.
1. True
True
2.
2. False
False
21

Answer
Answer to
to Review
Review Question
Question
You can choose to apply withholding tax at payment time.
1.
1. True
True
2.
2. False
False
22

Agenda
Agenda
Agenda
•• Setting
Setting up
up automatic
withholding tax
tax
•• Applying
withholding tax
tax to
to invoices
invoices you
you enter
enter
•• Creating
withholding tax
tax invoices
invoices
•• Paying
Paying aa tax
tax authority
authority
•• Reviewing
withholding tax
tax information
information

Creating Withholding Tax Invoices
Creating
Creating Withholding
Withholding Tax
Tax Invoices
Invoices
•• After
After you
you apply
apply withholding
withholding tax
tax to
to an
an invoice,
invoice, you
you
can
can optionally
optionally create
create invoices
invoices to
to remit
remit withheld
withheld tax
tax
to the tax authority.
to the tax authority.
•• Payables
Payables can
can automatically
create withholding
withholding tax
tax
invoices, or you can perform this task manually.
invoices, or you can perform this task manually.
Creating Withholding Tax Invoices

Creating Withholding Tax Invoices Manually
Creating
Withholding Tax
Tax Invoices
Invoices
Manually
Manually
If you choose to create withholding tax invoices

manually, then create an invoice:
•• for
for each
each Withholding
Withholding Tax
Tax type
type invoice
distribution
on an invoice.
on an invoice.
•• for
for the
the tax
tax authority
authority supplier
supplier and
and site
site assigned
assigned toto
the Withholding Tax type tax code and for
the Withholding Tax type tax code and for the the
amount
amount of of the
the Withholding
Withholding Tax
Tax type
type invoice
invoice
distribution.
distribution.
Instructor Note:
Payables does not automatically withhold taxes if you pay with a
manual payment.

Creating Withholding Tax Invoices Automatically
Creating
Withholding Tax
Tax Invoices
Invoices
Automatically
Automatically
If you choose to create withholding tax invoices
automatically, you must choose whether to do this at
invoice approval time or at payment time.
•• IfIf you
you specify
specify that
that you
you want
want toto create
create withholding
withholding tax
tax
invoices during Approval, Payables
invoices during Approval, Payables creates creates
unapproved
unapproved withholding
withholding tax
tax invoices
invoices forfor tax
tax
authority
authority suppliers assigned to the withholding tax
suppliers assigned to the withholding tax
code.
code.
•• IfIf you
you specify
specify that
that you
you want
want toto create
create withholding
withholding tax
tax
invoices
invoices during
during payment
payment processing,
processing, Payables
Payables
creates
creates unapproved
unapproved withholding
withholding tax tax invoices
invoices during
during
the
the Confirm
Confirm program
program of
of payment
payment batch
batch processing,
processing,
or
or during
during processing
processing of
of aa Quick
Quick payment.
payment. ®

Agenda
Agenda
Agenda
•• Setting
Setting up
up automatic
withholding tax
tax
•• Applying
withholding tax
tax to
to invoices
invoices you
you enter
enter
•• Creating
withholding tax
tax invoices
invoices
•• Paying
Paying aa tax
tax authority
authority
•• Reviewing
withholding tax
tax information
information

Paying a Tax Authority
Paying
Paying aa Tax
Tax Authority
Authority
•• Create
Create aa payment
payment batch
batch and
and enter
enter the
the unique
unique Pay
Pay
Group for the tax authority.
Group for the tax authority.
•• Choose
Choose aa payment
payment document
document that
that uses
uses aa Payment
Payment
Format with a Tax Authority Remittance Advice.
Format with a Tax Authority Remittance Advice.
•• The
The Tax
Tax Authority
Authority Remittance
Remittance Advice
Advice lists
lists original
original
invoices
invoices on
on which
which tax
tax was
was withheld,
withheld, and
and the
the
withheld
withheld tax
tax amounts.
amounts.
Paying a Tax Authority

Review Question
Review
Review Question
Question
If you choose to create withholding tax invoices manually,
you must create an invoice for each Withholding Tax type
invoice distribution on an invoice.
1.
1. True
True
2.
2. False
False
29

Answer
Answer to
to Review
Review Question
Question
If you choose to create withholding tax invoices manually,

you must create an invoice for each Withholding Tax type
invoice distribution on an invoice.
1.
1. True
True
2.
2. False
False
30

Agenda
Agenda
Agenda
•• Setting
Setting up
up automatic
withholding tax
tax
•• Applying
withholding tax
tax to
to invoices
invoices you
you enter
enter
•• Creating
withholding tax
tax invoices
invoices
•• Paying
Paying aa tax
tax authority
authority
•• Reviewing
withholding tax
tax information
information

Projected Withholding Tax
Projected
Projected Withholding
Withholding Tax
Tax
When the Apply Withholding Tax Payables option is

set to At Payment Time, you can use the Projected
Withholding Tax window to review projected
withholding tax invoice distributions for an invoice.
•• Payables
Payables creates
creates one
one Withholding
Withholding Tax
Tax type
type invoice
invoice
distribution
distribution for each Withholding Tax type tax code
for each Withholding Tax type tax code
per
per withholding
withholding tax
tax group
group assigned
assigned toto an
an invoice
invoice
distribution.
distribution.
•• Information
Information inin this
this window
window is
is display
display only.
only.

View Period-To-Date Withheld Amounts
View
View Period-To-Date
Period-To-Date Withheld
Withheld Amounts
Amounts
Use this window to review period-to-date withheld

amounts for a Withholding Tax type tax code for a
supplier.
•• You
You can
can review
review the
the amount
amount subject
subject to
to withholding
withholding
and
and the
the period-to-date
period-to-date withheld
withheld amount.
amount.
•• This
This window
window shows
shows automatically
automatically withheld
withheld
amounts,
amounts, and does not show amounts that
and does not show amounts that you
you
withheld
withheld manually.
manually.
•• The
The information
information in
in this
this window
window isis display
display only.
only.
Instructor Note:
For foreign currency invoices, the amount withheld is calculated and
recorded based on the functional currency amount of the invoice.
The amount withheld is then converted back into the foreign
currency. Therefore, due to rounding, the amount withheld may be
different from the foreign currency invoice amount at the withholding
tax rate.

View Period-To-Date Withheld Amounts
View
View Period-To-Date
Period-To-Date Withheld
Withheld Amounts
Amounts
Submit the following standard reports to satisfy tax

authority, supplier, and management reporting
requirements.
•• Withholding
Withholding Tax
Tax By
By Invoice
Invoice Report
Report
•• Withholding
Withholding Tax
Tax By
By Payment
Payment Report
Report
•• Withholding
Withholding Tax
Tax By
By Supplier
Supplier Report
Report
•• Withholding
Withholding Tax
Tax By
By Tax
Tax Authority
Authority Report
Report
•• Withholding
Withholding Tax
Tax Certificate
Certificate Listing
Listing Report
Report
Instructor Note:
For foreign currency invoices, the amount withheld is calculated and
recorded based on the functional currency amount of the invoice.
The amount withheld is then converted back into the foreign
currency. Therefore, due to rounding, the amount withheld may be
different from the foreign currency invoice amount at the withholding
tax rate.

Review Question
Review
Review Question
Question
The View Period-To-Date Withheld Amounts listing

includes amounts that you withhold manually.
1.
1. True
True
2.
2. False
False
35

Answer
Answer to
to Review
Review Question
Question
The View Period-To-Date Withheld Amounts listing

includes amounts that you withhold manually.
1.
1. True
True
2.
2. False
False
36

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• Set
Set up
up automatic
withholding tax
tax
•• Apply
Apply withholding
withholding tax
tax to
to invoices
invoices you
you enter
enter
•• Create
Create withholding
withholding tax
tax invoices
invoices
•• Pay
Pay aa tax
tax authority
authority
•• Review
Review withholding
withholding tax
tax information
information

Managing the
Supplier Base
Chapter 14
Managing the Supplier Base

Chapter 14 - Page 1
Managing
Managing the
the Supplier
Supplier Base
Base
Oracle
Oracle Payables
Payables Release
Release 11i
11i

100 minutes Lecture
20 minutes Practice
120 minutes Total
Notations:
(N) = Navigator
(T) = Tab
(I) = Icon
(H) = Hyperlink
(B) = Button

Chapter 14 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to:
to:
•• Describe
Describe how
how to
to set
set up
up suppliers
suppliers
•• Explain
Explain the
the supplier
supplier merge
merge process
process

Chapter 14 - Page 3
Agenda
Agenda
Agenda
•• Setting
Setting up
up suppliers
suppliers
•• Merging
Merging suppliers
suppliers
Instructor Note
Go over the agenda with the students and discuss the activities that are
included in this module.

Chapter 14 - Page 4
How Oracle Products Use Supplier Information
How
How Oracle
Oracle Products
Products Use
Use Supplier
Supplier
Information
Information
Four
Four Oracle
Oracle financial
financial applications
applications use
use the
the Supplier
Supplier
and
and Supplier
Supplier Site
Site windows:
windows:
•• Oracle
Oracle Payables
Payables
•• Oracle
Oracle Purchasing
Purchasing
•• Oracle
Oracle Assets
Assets
•• Oracle
Oracle Property
Property Manager
Manager
IfIf you
you use
use more
more than
than one
one of
of these
these products,
products, supplier
supplier
information
information is is shared
shared with
with the
the other
other products.
products.
(Help) Oracle Financial Application > Oracle Payables Suppliers >

About Suppliers > How Your Product Uses Supplier Information

Chapter 14 - Page 5
Agenda
Agenda
Agenda
•• Setting
Setting up
up suppliers
suppliers
•• Merging
Merging suppliers
suppliers

Chapter 14 - Page 6
Supplier and Supplier Site Settings
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
Supplier
Tokyo Paris New York
Purchasing site Purchasing site Pay site

RFQ Only site Pay site
Instructor Note
Explain to the students that a site could be made RFQ Only in the
beginning of negotiations with a supplier. Once the decision has been
made to use the supplier, then the supplier could become both an RFQ
Only and Purchasing site.

Chapter 14 - Page 7
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
•• For
For every
every supplier,
supplier, you
you can
can create
create an
an unlimited
unlimited
number
number of of supplier
supplier sites
sites with
with different
different addresses
addresses
and
and contacts. For example, for a single supplier,
contacts. For example, for a single supplier,
you
you can
can buy
buy from
from several
several different
different sites
sites and
and send
send
the
the payments
payments to to only
only one
one site.
site.
•• You
You can
can perform
perform thethe following
following functions
functions forfor aa
supplier
supplier site when you assign the following types
site when you assign the following types
to
to the
the site.
site.
–– Pay:
Pay: You
You can
can enter
enter invoices
invoices for
for the
the site.
site.
–– Purchasing:
Purchasing: You
You can
can create
create purchase
purchase orders
orders
for
for the
the site.
site.
About Suppliers > About Suppliers

Chapter 14 - Page 8
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
–– RFQ
RFQ Only:
Only: You
You can
can create
create request
request for
for
quotations
quotations inin Oracle
Oracle Purchasing
Purchasing for for the
the site.
site.
You
You cannot create purchase orders in an RFQ
cannot create purchase orders in an RFQ
Only
Only site.
site.
–– Procurement
Procurement Card:
Card: Supplier
Supplier site
site that
that accepts
accepts
the
the credit
credit card
card brands
brands ofof your
your procurement
procurement
cards.
cards.
•• For
For every
every supplier
supplier site,
site, you
you can
can enter
enter contact
contact
information (name, address, and telephone
information (name, address, and telephone
number)
number) specific
specific to
to that
that site.
site. Contact
Contact information
information
is
is for your reference only. It is not used by
for your reference only. It is not used by the
the
system
system for
for reporting
reporting purposes.
purposes.
®

Chapter 14 - Page 9
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
Supplier
Supplier and
and Supplier
Supplier Site
Site settings
settings can
can set
set controls
controls inin
your
your system
system and and help
help automate
automate transaction
transaction entry
entry for
for
aa supplier
supplier site.
site. For
For example,
example, options
options such
such as
as
payment
payment terms,
terms, invoice
invoice currency,
currency, and
and pay
pay group
group for
for aa
supplier
supplier site
site default
default to
to an
an invoice
invoice when
when you
you enter
enter or
or
import
import it.
it.
Defaults
Defaults for
for many
many options
options are
are set
set in
in the
the following
following
order
order and
and can
can be
be overridden
overridden at
at any
any time:
time:
1.
1. Financials
Financials Options
Options
2.
2. Payables
Payables Options
Options
3.
3. Supplier
Supplier
4.
4. Supplier
Supplier Site
Site
®

Review Question
Review
Review Question
Question
You
You can
can have
have only
only one
one pay
pay site
site for
for aa supplier.
supplier.
1.
1. True
True
2.
2. False
False
Instructor Note
The correct answer is 2. You can have multiple pay sites for a supplier.

Answer
Answer to
to Review
Review Question
Question
You
You can
can have
have only
only one
one pay
pay site
site for
for aa supplier.
supplier.
1.
1. True
True
2.
2. False
False

Avoiding Duplicate Suppliers
Avoiding
Avoiding Duplicate
Duplicate Suppliers
Suppliers
Before
Before setting
setting up up aa new
new supplier,
supplier, verify
verify that
that the
the
supplier
supplier does
does notnot already
already exist
exist in
in the
the system
system by by
comparing it to existing suppliers. The verification
comparing it to existing suppliers. The verification
eliminates
eliminates the
the possibility
possibility of
of having
having duplicate
duplicate
suppliers
suppliers and
and invoices
invoices in
in the
the system
system and
and improves
improves
the
the system
system performance.
performance. To To review
review existing
existing
suppliers:
suppliers:
•• Perform
Perform aa Find
Find or
or Query
Query onon the
the supplier
supplier name.
name.
•• Submit
Submit the
the Suppliers
Suppliers Report.
Report.
•• Submit
Submit the
the Supplier
Supplier Audit
Audit Report
Report to
to obtain
obtain aa
listing
listing of
of suppliers
suppliers whose
whose names
names are
are the
the same
same up
up
to
to aa specific
specific number
number ofof characters.
characters.
®
Identifying Duplicate Suppliers

Avoiding Duplicate Suppliers
Avoiding
Avoiding Duplicate
Duplicate Suppliers
Suppliers
To
To avoid
avoid entering
entering duplicate
duplicate suppliers,
suppliers, set
set up
up aa
naming
naming convention
convention thatthat minimizes
minimizes the
the risk
risk of
of
separate
separate entities for the same supplier under different
entities for the same supplier under different
names.
names. For
For example,
example, ifif you
you consistently
consistently spell
spell the
the full
full
name
name of
of the
the supplier,
supplier, you
you would
would not
not enter
enter both
both Oracle
Oracle
Corporation
Corporation and
and Oracle
Oracle Corp.
Corp.

Entering Basic Supplier Information
Entering
Entering Basic
Basic Supplier
Information
Enter
Enter basic
basic supplier
information such
such as:
as:
•• Name
Name
•• Taxpayer
Taxpayer ID
ID
•• Terms
Terms
•• Supplier
Supplier Type
Type
Suppliers and Supplier Sites Header Field Reference > Suppliers and
Supplier Sites Header Field Reference

Entering Detailed Supplier Information
Entering
Entering Detailed
Detailed Supplier
Information
Enter
Enter detailed
detailed supplier
information such
such as:
as:
•• General
General
•• Classification
Classification
•• Payment
Payment
•• Bank
Bank Accounts
Accounts
•• Electronic
Electronic Data
Data Interchange
Interchange (EDI)
(EDI)
•• Invoice
Invoice Tax
Tax
•• Withholding
Withholding Tax
Tax
•• Tax
Tax Reporting
Reporting

Entering Supplier Information in the General Region
Entering
Entering Supplier
Information in
in the
the
General
General Region
Region
The
The General
General tabbed
tabbed region
region contains
contains additional
additional
reference
reference fields,
fields, including:
including:
•• Parent
Parent Supplier
Supplier Name
Name
•• Number
Number (of
(of the
the parent
parent supplier)
supplier)
•• Customer
Customer Number
Number
Suppliers and Supplier Sites Window Reference > General Region of
the Suppliers Window

Entering Supplier Information in the Classification
Region
Entering
Entering Supplier
Information in
in the
the
Classification
Classification Region
Region
Except
Except for
for Type
Type and
and Employee
Employee name,
name, classification
classification
information
information is not used by the system and
is not used by the system and is
is for
for your
your
reference
reference only.
only.
Suppliers and Supplier Sites Window Reference > Classification
Region of the Suppliers Window
Instructor Note
In the United States, customers often use this region to classify their
suppliers for government reporting purposes. For example, some
customers receive certain government contracts only if a percentage of
their suppliers are classified in certain categories.

Entering Supplier Information in the Control Region
Entering
Entering Supplier
Information in
in the
the
Control
Control Region
Region
In
In the
the Control
Control tabbed
tabbed region,
region, you
you can
can prevent
prevent
payment
payment ofof multiple
multiple supplier
supplier invoices
invoices by
by applying
applying aa
hold to the supplier rather than on each individual
hold to the supplier rather than on each individual
invoice.
invoice. There
There are
are several
several types
types ofof supplier
supplier related
related
holds
holds that
that you
you can
can select
select for
for aa supplier.
supplier.
Suppliers and Supplier Sites Window Reference > Control Region of
the Suppliers and Supplier Sites Windows

Entering Supplier Information in the Payment Region
Entering
Entering Supplier
Information in
in the
the
Payment
Payment Region
Region
The
The defaults
defaults in
in the
the Payment
Payment tabbed
tabbed region
region come
come from
from
the
the information
information that
that you
you enter
enter inin the
the Financials
Financials
Options
Options window,
window, except
except for
for the
the defaults
defaults for
for Pay
Pay
Group
Group and
and Allow
Allow Interest
Interest Invoices,
Invoices, which
which come
come from
from
the
the Payables
Payables Options
Options window.
window.
Suppliers and Supplier Sites Window Reference > Payment Region of

Entering Supplier Information in the Bank Accounts
Region
Entering
Entering Supplier
Information in
in the
the Bank
Bank
Accounts
Accounts Region
Region
Use
Use the
the Bank
Bank Accounts
Accounts tabbed
tabbed region
region to
to record
record
supplier
supplier bank account information that you use
bank account information that you use for
for
making
making electronic
electronic payment
payment transactions.
transactions.
Prerequisite:
Prerequisite: In
In the
the Bank
Bank Accounts
Accounts window,
window, define
define
the
the bank
bank accounts
accounts forfor which
which your
your supplier
supplier is
is the
the
account holder.
account holder.
Suppliers and Supplier Sites Window Reference > Bank Accounts
Region of the Suppliers and Supplier Sites Windows

Entering Supplier Information in the Electronic Data
Interchange Region
Entering
Entering Supplier
Information in
in the
the
Electronic
Electronic Data
Data Interchange
Interchange Region
Region
IfIf you
you pay
pay your
your supplier
supplier with
with electronic
electronic payments,
payments,
enter Electronic Data Interchange (EDI) information
enter Electronic Data Interchange (EDI) information
such
such as:as:
•• EDIEDI Location
Location
•• EDIEDI ID
ID Number
Number
•• Payment
Payment Method
Method
•• Payment
Payment Format
Format
•• Remittance
Remittance Method
Method
•• Remittance
Remittance Instructions
Instructions
Suppliers and Supplier Sites Window Reference > Electronic Data
Interchange Region of the Suppliers and Supplier Sites Windows

Entering Supplier Information in the Invoice Tax Region
Entering
Entering Supplier
Information in
in the
the
Invoice
Invoice Tax
Tax Region
Region
The
The Invoice
Invoice Tax
Tax tabbed
tabbed region
region contains
contains the
the following
following
tax
tax options:
options:
•• Invoice
Invoice Tax
Tax Code
Code
•• Use
Use Offset
Offset Tax
Tax
•• Calculation
Calculation Level
Level
•• Allow
Allow Calculation
Calculation Level
Level Override
Override
•• Rounding
Rounding Rule
Rule
•• Distribution
Distribution Amounts
Amounts Include
Include Tax
Tax
Suppliers and Supplier Sites Window Reference > Invoice Tax Region
of the Suppliers and Supplier Sites Windows
Instructor Note
The R11i Implementing U.S. Sales and Use Taxes module covers these
options in detail.

Entering Supplier Information in the Withholding Tax
Region
Entering
Entering Supplier
Information in
in the
the
Withholding
Withholding Tax
Tax Region
Region
•• Use
Use the
the Withholding
Withholding Tax Tax tabbed
tabbed region
region toto enter
enter
withholding tax information for a supplier
withholding tax information for a supplier and and
supplier
supplier site.
site.
•• You
You have
have access
access to to this
this region
region only
only ifif you
you selected
selected
the
the Use
Use Withholding
Withholding Tax Tax check
check box
box inin the
the
Payables
Payables Options
Options window.
window.
•• The
The options
options that
that you
you select
select for
for aa supplier
supplier default
default
to
to the
the new
new supplier
supplier sites
sites that
that you
you enter,
enter, and
and then
then
default
default to
to invoices
invoices that
that you
you enter
enter for
for the
the site.
site.
Suppliers and Supplier Sites Window Reference > Withholding Tax
Region of the Suppliers and Supplier Sites Windows
Instructor Note
The R11i Processing Withholding Tax module covers these options in
detail.

Entering Supplier Information in the Tax Reporting
Region
Entering
Entering Supplier
Information in
in the
the Tax
Tax
Reporting
Reporting Region
Region
The
The Tax
Tax Reporting
Reporting tabbed
tabbed region
region contains
contains 1099
1099
information
information such as whether the supplier is Federal
such as whether the supplier is Federal
or
or State
State reportable,
reportable, the
the Reporting
Reporting Site,
Site, Reporting
Reporting
Name,
Name, and
and Verification
Verification Date.
Date.
Suppliers and Supplier Sites Window Reference > Tax Reporting
Region of the Suppliers Window
Instructor Note
The 1099 information is mainly for the United States only.

Entering Supplier Information in the Purchasing Region
Entering
Entering Supplier
Information in
in the
the
Purchasing
Purchasing Region
Region
•• All
All supplier
supplier purchasing
purchasing values
values default
default to
to new
new
supplier
supplier sites
sites that
that you
you enter.
enter.
•• Supplier
Supplier site
site values
values default
default to
to purchase
purchase orders
orders
and
and purchase
purchase requisitions.
requisitions. You
You can
can override
override any
any
purchasing
purchasing defaults during supplier site entry and
defaults during supplier site entry and
purchasing
purchasing document
document entry.
entry.
Suppliers and Supplier Sites Window Reference > Purchasing Region

Entering Supplier Information in the Receiving Region
Entering
Entering Supplier
Information in
in the
the
Receiving
Receiving Region
Region
All
All supplier
supplier receiving
receiving values
values default
default to
to new
new purchase
purchase
orders
orders you
you enter
enter for
for aa supplier.
supplier. You
You can
can override
override any
any
receiving defaults during purchase order entry.
receiving defaults during purchase order entry.
Suppliers and Supplier Sites Window Reference > Receiving Region of

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter supplier
supplier
information.
information.
(N)
(N) Suppliers
Suppliers >> Entry
Entry
Instructor Note
Inform the students that they can use the scroll bars on their screen to
adjust the windows to see additional information. Also, during
demonstrations, if a window pops up towards the bottom of your screen,
you might need to move it up so the students can see it. For example,
when you navigate to the Invoice Gateway window, the Invoice Gateway
Identification window pops up first. It is a smaller window and it is
located towards the bottom of the window. You need to move it up so the
students can see it.
Enter a new supplier in the system to demonstrate to the students how to
enter supplier information. You can continue using this supplier in the
upcoming supplier sites demonstration by adding a site. You can also use
this supplier in the upcoming supplier merge demonstration as the
supplier you are merging to.

Entering Supplier Information
Entering
Entering Supplier
Information
Oracle Payables Supplier Information
Information Enter at Enter at
Type Supplier Supplier Site
General Yes Yes
Classification Yes No
Contacts No Yes
Accounting Yes Yes
Control Yes Yes
Payment Yes Yes
Bank Accounts Yes Yes

Entering Supplier Information
Entering
Entering Supplier
Information
Oracle Payables Supplier Information
Information Enter at Enter at
Type Supplier Supplier Site
EDI Yes Yes
Invoice Tax Yes Yes
Withholding Tax Yes Yes
Tax Reporting Yes Yes
Purchasing Yes Yes
Receiving Yes No

Review Question
Review
Review Question
Question
Which
Which one
one ofof the
the following
following information
information types
types can
can you
you
enter
enter at
at the
the supplier
supplier site
site only?
only?
1.
1. Bank
Bank
2.
2. Contacts
Contacts
3.
3. Accounting
Accounting
4.
4. Classification
Classification
5.
5. Withholding
Withholding Tax
Tax
Instructor Note
The correct answer is 2.

Answer
Answer to
to Review
Review Question
Question
Which
Which one
one of
of the
the following
following information
information types
types can
can you
you
enter
enter at
at the
the supplier
supplier site
site only?
only?
1.
1. Bank
Bank
2.
2. Contacts
Contacts
3.
3. Accounting
Accounting
4.
4. Classification
Classification
5.
5. Withholding
Withholding Tax
Tax

Overview of Entering Information at the Supplier Site
Level
Overview
Overview of
of Entering
Entering Information
Information at
at the
the
Supplier
Supplier Site
Site Level
Level
Except
Except for
for the
the Receiving
Receiving andand Classification
Classification
categories,
categories, all categories of information that
all categories of information that are
are
entered
entered at
at the
the supplier
supplier level
level can
can also
also be
be entered
entered atat
the supplier site level. If an option exists at
the supplier site level. If an option exists at the the
supplier
supplier level,
level, the
the value
value you
you enter
enter there
there defaults
defaults toto
new supplier sites.
new supplier sites.
Note:
Note: Contacts
Contacts information
information is is entered
entered only
only at
at the
the
supplier site level.
supplier site level.

Entering Detailed Supplier Site Information
Entering
Entering Detailed
Detailed Supplier
Supplier Site
Site
Information
Information
Enter
Enter detailed
detailed supplier
supplier site
site information
information such
such as:
as:
•• Site
Site uses
uses and
and telephone
telephone numbers
numbers
•• Site
Site addresses
addresses

Entering Flexible Address Format Information
Entering
Entering Flexible
Flexible Address
Address Format
Format
Information
Information
•• Oracle
Oracle applications
applications enable
enable you you to
to enter
enter customer,
customer,
supplier,
supplier, bank,
bank, check,
check, andand remit-to
remit-to addresses
addresses in in
country-specific formats. For example,
country-specific formats. For example, if you have if you have
customers
customers in in the
the United
United Kingdom,
Kingdom, youyou can
can enter
enter
British
British addresses
addresses in in the
the format
format recommended
recommended by by
the
the Royal
Royal Mail.
Mail.
•• Use
Use descriptive
descriptive flexfields
flexfields to to enter
enter and
and display
display
address
address information
the appropriate
appropriate formats.
formats.
The
The flexfield window is then displayed if the
flexfield window is then displayed if the
country
country you you enter
enter has
has aa flexible
flexible address
address style
style
assigned
assigned to to it.
it.
•• IfIf no
no address
address style
style is
is associated
associated with
with the
the country,
country,
the standard format
the standard format is used.is used.
®

Entering Supplier Site Information in the General
Region
Entering
Entering Supplier
Supplier Site
Site Information
Information in
in the
the
General
General Region
Region
In
In the
the General
General tabbed
tabbed region,
region, select
select the
the appropriate
appropriate
Site
Site Uses check boxes to indicate which specific
Uses check boxes to indicate which specific
business
business functions
functions are
are performed
performed atat each
each site,
site, along
along
with telephone information for that site.
with telephone information for that site.
Suppliers and Supplier Sites Window Reference > General Region of
the Supplier Sites Window

Entering Supplier Site Information in the Contacts
Region
Entering
Entering Supplier
Supplier Site
Site Information
Information in
in the
the
Contacts
Contacts Region
Region
In
In the
the Contacts
Contacts tabbed
tabbed region,
region, enter
enter contact
contact
information
information specific to that site. Contact information
specific to that site. Contact information
is
is for
for your
your reference
reference only.
only. ItIt is
is not
not used
used by
by the
the system
system
for reporting purposes.
for reporting purposes.
Suppliers and Supplier Sites Window Reference > Contacts Region of

Entering Supplier Site Information in the Accounting
Region
Entering
Entering Supplier
Supplier Site
Site Information
Information in
in the
the
Accounting
Accounting Region
Region
In
In the
the Accounting
Accounting tabbed
tabbed region,
region, enter
enter default
default GL
GL
accounts for the liability account number,
accounts for the liability account number, the the
prepayment
prepayment account
account number,
number, and and the
the future
future dated
dated
payment
payment account number. You can also enter aa
account number. You can also enter
default
default distribution
distribution set
set for
for all
all invoices
invoices entered
entered for
for the
the
supplier site.
supplier site.
Suppliers and Supplier Sites Window Reference > Accounting Region

Entering Employees as Suppliers
Entering
Entering Employees
Employees as
as Suppliers
Suppliers
You
You must
must enter
enter anan employee
employee asas aa supplier
supplier before
before youyou
can
can pay
pay the
the employee’s
employee’s expense
expense reports.
reports. You
You can
can
enable
enable the
the Automatically
Create Employee
Employee as as
Supplier
Supplier Payables
Payables option
option to
to automatically
automatically enter
enter anan
employee
employee as as aa supplier
supplier during
during Invoice
Invoice Import,
Import, or
or you
you
can
can enter
enter the
the employee
employee manually
manually as as aa supplier
supplier in
in the
the
Suppliers
Suppliers window.
window.
About Suppliers > Entering Employees as Suppliers

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter supplier
supplier
site
site information.
information.
(N)
(N) Suppliers
Suppliers >> Entry
Entry (B)
(B) Sites
Sites
Instructor Note
You can add a site to the supplier that you set up in the previous supplier
demonstration.

Practice 1 Overview
Practice
Overview
This
This practice
practice covers
covers the
the following
following topics:
topics:
•• Entering
Entering supplier
information
•• Entering
Entering supplier
supplier site
site information
information
Instructor Note

Practice
Instructions
Your
Your supervisor
supervisor has
has notified
notified you
you that
that the
the company
company
will
will be
be purchasing
purchasing materials
materials and
and services
services from
from two
two
new suppliers. Supplier #1 provides materials
new suppliers. Supplier #1 provides materials and and
Supplier
Supplier #2
#2 provides
provides services.
services.
Supplier
Supplier #1
#1
•• Name:
Name: You
You decide
decide
•• Type:
Type: Manufacturing
Manufacturing
•• Payment
Payment Terms:
Terms: Immediate
Immediate
•• Site:
Site: Your
Your hometown
hometown and
and aa fictional
fictional address
address
•• Site
Site Uses:
Uses: Pay
Pay and
and Purchasing
Purchasing site
site
•• Contact:
Contact: Yourself
Yourself
®
1. Navigate to the Suppliers window.
(N) Suppliers >Entry
2. Enter your supplier name.
3. In the Classification tabbed region, enter the supplier type.
4. In the Payments tabbed region, enter the payment terms for your supplier.
5. Navigate to the Supplier Sites window.
(B) Sites
6. Enter your supplier site name and address.
7. In the Contacts tabbed region, enter the contact information.
8. Save your work.
9. Repeat the above steps to create the second supplier.
10. To set the invoice limit amount for supplier #2, in the Control tabbed region
of the Suppliers window, enter the limit amount.

Practice
Instructions
••Terms
Terms Date
Date Basis:
Basis: Invoice
Invoice
Supplier
Supplier #2
#2
•• Name:
Name: You
You decide
decide
•• Type:
Type: Supplier
Supplier Invoice
Invoice Amount
Amount Limit:
Limit: $15,000
$15,000
•• Payment
Payment Terms:
Terms: Immediate
Immediate
•• Site:
Site: Your
Your favorite
favorite vacation
vacation spot
spot
•• Site
Site Uses:
Uses: Pay
Pay and
and Purchasing
Purchasing site
site
•• Contact:
Contact: Your
Your favorite
favorite person
person
•• Site
Site 2:
2: You
You decide
decide and
and enter
enter contact
contact information
information
•• Terms
Terms Date
Date Basis:
Basis: Invoice
Invoice
®

Searching and Reviewing Supplier Information Online
Searching
Searching and
and Reviewing
Reviewing Supplier
Supplier
Information
Information Online
Online
You
You can
can find
find suppliers
suppliers byby using
using the
the Find
Find Suppliers
Suppliers
window
window oror by
by entering
entering aa query
query directly
directly into
into the
the
Suppliers window.
Suppliers window.
In
In the
the Find
Find Suppliers
Suppliers window,
window, you
you can
can enter
enter aa variety
variety
of search criteria, including tax status, parent
of search criteria, including tax status, parent
supplier,
supplier, and
and payment
payment priority
priority range.
range. You
You can
can use
use the
the
Find feature to initiate a query for one supplier or
Find feature to initiate a query for one supplier or for for
aa group
group of
of suppliers.
suppliers.
Reviewing and Adjusting Suppliers

Maintaining Supplier and Supplier Site Information
Maintaining
Maintaining Supplier
Supplier and
and Supplier
Supplier Site
Site
Information
Information
When
When you you make
make changes
changes to to values
values that
that default
default toto
Oracle
Oracle Payables
Payables documents,
documents, the the changed
changed value
value
defaults
defaults onlyonly to
to new
new documents
documents thatthat you
you
subsequently
subsequently enter enter or
or create.
create. For
For example,
example, ifif you
you
change
change the the Pay
Pay Group
Group for
for aa supplier
supplier site,
site, the
the new
new PayPay
Group
Group defaults
defaults toto new
new invoices
invoices that
that you
you enter,
enter, but
but the
the
change
change does does not
not affect
affect existing
existing invoices.
invoices.
Also,
Also, ifif you
you change
change aa supplier
supplier value
value that
that defaults
defaults to to
supplier sites, the change affects only new
supplier sites, the change affects only new supplier supplier
sites
sites that
that you
you create,
create, not
not existing
existing supplier
supplier sites.
sites.
IfIf you
you want
want aa change
change to to affect
affect documents
documents that that you
you
enter
enter or or create
create for
for an
an existing
existing supplier
supplier site,
site, be
be sure
sure toto
make the changes at the supplier
make the changes at the supplier site level.site level.
®
Adjusting Suppliers

Supplier Reports
Supplier
Supplier Reports
Reports
Oracle Payables Supplier Reports
Report Name Description
Suppliers Report Review supplier, supplier site, and
supplier site contacts information
Supplier Audit Report Review supplier names that
are similar, to help identify potential
duplicate suppliers
New Supplier/New Review new supplier sites
Supplier Site Listing
Supplier Payment Review the payment history,
History including void payments, for a
supplier or a group of suppliers
Supplier Paid Review the payment history,
Invoice History including discount and partial
payment information, for a supplier
or group of suppliers
®
Supplier Reports

Supplier Reports
Supplier
Supplier Reports
Reports
Oracle Payables Supplier Reports
Report Name Description
Supplier Mailing Use this report to create mailing
Labels labels for supplier sites
Purchase Order Header Review purchase orders updated
Updates Report by the Supplier Merge Program
Supplier Merge Report Review the suppliers, sites, and
invoices updated by the Supplier
Merge Process
Supplier Balance Identify suppliers with credit
Revaluation Report (negative) balances
Supplier Customer Review the net balance in Oracle
Netting Report Payables and Oracle Receivables
for any suppliers or customers who
have the same NIF or VAT code

Practice 2 Overview
Practice
Overview
This
This practice
practice covers
covers the
the following
following topics:
topics:
•• Searching
Searching for
for suppliers
suppliers
•• Reviewing
Reviewing and
and updating
updating supplier
supplier and
and supplier
supplier site
site
information
information
•• Submitting
Submitting the
the New
New Supplier/New
Supplier/New Supplier
Supplier Listing
Listing
Report
Report
Instructor Note

Practice
Instructions
You
You want
want to
to review
review andand change
change some
some supplier
supplier and
and
supplier
supplier site
site information
information forfor the
the two
two new
new suppliers
suppliers
that
that you
you just
just created.
created.
•• Find
Find your
your first
first supplier
supplier and
and add
add aa second
second site.
site.
•• Find
Find your
your second
second supplier
supplier and
and make
make the
the second
second
supplier
supplier site
site inactive.
inactive.
•• Submit
Submit the
the New
New Supplier/New
Supplier Listing
Listing
Report.
Report.
Step 1: Search for the first supplier and add a new site
1. Navigate to the Suppliers window.
(N) Suppliers >Entry
2. Click on the Find icon from the Toolbar or select Find from the View menu.
3. Enter the search criteria for the supplier name that you previously entered.
4. Select the Find button in the Find Suppliers window.
5. To add a new site, navigate to the Supplier Sites window.
(B) Sites
6. Insert a new record by selecting the New icon.
7. Enter your new supplier site name and address.
8. In the Contacts region, enter the contact information.
9. Save your work.
10. Review the information in the other tabbed regions of the Supplier Sites
window.
Step 2: Search for the second supplier and inactivate the second site
1. Remain in the Suppliers window.
2. Click on the Find icon from the Toolbar or select Find from the View menu.
3. Enter the search criteria for the second supplier that you previously entered.

4. Select the Find button in the Find Suppliers window.
5. Select the Sites button. Oracle Payables opens the Supplier Sites window.
6. Choose the second site.
7. In the Inactivate On field, enter today’s date.
8. Save your work.
Step 3: Submit the New Supplier/New Supplier Site Listing report
1. Navigate to the Submit Request window.
(N) Other > Requests > Run > (B) Single Request (B) OK
2. In the Name field, enter New Supplier/New Supplier Site Listing.
3. In the Parameters window, enter:
• Start Date: Today’s date
• List Suppliers or Sites?: New Suppliers
• Order By: Supplier Name
•4. Click OK.
•5. Choose Submit. Note your Request ID ______________.
•6. Review the report by navigating to the Requests window.
•(N) Other > Requests > View
•7. Select the Specific Requests button.
•8. Enter your request ID in the Request ID field.
•9. Choose the Find button.
•10. Once the report is completed, select the View Output button to see the report.

Review Question
Review
Review Question
Question
Which
Which one
one of
of the
the following
following reports
reports would
would you
you use
use to
to
review
review suppliers,
suppliers, supplier
supplier sites,
sites, and
and supplier
supplier site
site
contacts
contacts information?
information?
1.
1. Suppliers
Suppliers Report
Report
2.
2. Supplier
Supplier Audit
Audit Report
Report
3.
3. Supplier
Supplier Merge
Merge Report
Report
4.
4. Supplier
Supplier Customer
Customer Netting
Netting Report
Report
5.
5. New
New Supplier/New
Supplier Site
Site Listing
Listing
Instructor Note

Answer
Answer to
to Review
Review Question
Question
Which
Which one
one ofof the
the following
following reports
reports would
would you
you use
use to
to
review
review suppliers,
suppliers, supplier
supplier sites,
sites, and
and supplier
supplier site
site
contacts
contacts information?
information?
1.
1. Suppliers
Suppliers Report
Report
2.
2. Supplier
Supplier Audit
Audit Report
Report
3.
3. Supplier
Supplier Merge
Merge Report
Report
4.
4. Supplier
Supplier Customer
Customer Netting
Netting Report
Report
5.
5. New
New Supplier/New
Supplier Site
Site Listing
Listing

Agenda
Agenda
Agenda
•• Setting
Setting up
up suppliers
suppliers
•• Merging
Merging suppliers
suppliers

Merging Suppliers
Merging
Merging Suppliers
Suppliers
Run supplier Identify duplicate ABC ABC

audit report suppliers Corporation Corp
Merge suppliers
Maintain audit Review merge ABC

trail results Corporation
®

Overview of Merging Suppliers
Overview
Overview of
of Merging
Merging Suppliers
Suppliers
Although
Although the
the system
system prevents
prevents you
you from
from entering
entering
duplicate
duplicate supplier
supplier names,
names, you
you may
may inadvertently
inadvertently
define
define the
the same
same supplier
supplier by
by using
using two
two different
different
names.
names. For
For example,
example, you
you might
might enter
enter ABC
ABC
Corporation
Corporation and
and ABC
ABC Corp,
Corp, or
or you
you might
might enter
enter aa
contractor
contractor under
under his
his name
name and
and his
his company
company name.name.
You
You might
might also
also create
create duplicate
duplicate suppliers
suppliers ifif you
you
import
import suppliers
suppliers from
from another
another accounts
accounts payable
payable
system.
system.

Overview of Merging Suppliers
Overview
Overview of
of Merging
Merging Suppliers
Suppliers
Use
Use Supplier
Supplier Merge
Merge toto combine
combine two
two or
or more
more suppliers
suppliers
that
that you
you identify
identify as
as duplicates.
duplicates. You
You can
can update
update
purchase
purchase orders
orders and
and invoices
invoices for
for the
the old
old supplier
supplier to
to
refer
refer to
to the
the new
new supplier.
supplier. The
The Supplier
Supplier Merge
Merge window
window
also
also enables
enables you
you to
to merge
merge supplier
supplier sites
sites so
so that
that any
any
sites
sites assigned
assigned toto an
an old
old supplier
supplier can
can be
be reassigned
reassigned
to
to the
the new
new supplier.
supplier.
Instructor Note
You can create a new site during the merge process as part of the transfer
process. Also, you can transfer transactions from one site to another.

Merging Suppliers
Merging
Merging Suppliers
Suppliers
When
When you
you merge
merge suppliers,
suppliers, youyou transfer
transfer invoices,
invoices,
purchase
purchase orders,
orders, or
or both
both from
from one
one supplier
supplier and
and site
site
to
to another supplier and site. You can transfer to aa
another supplier and site. You can transfer to
new
new supplier
supplier and
and site
site unpaid
unpaid invoices
invoices only
only or
or all
all
invoices
invoices (including
(including paid
paid and
and partially
partially paid
paid invoices).
invoices).
Oracle
Oracle Payables
Payables will
will not
not transfer
transfer invoices
invoices ifif the
the merge
merge
process
process would
would create
create aa duplicate
duplicate invoice
invoice for
for aa
supplier.
supplier.
Note:
Note: The
The merge
merge process
process cannot
cannot be be undone.
undone.
Supplier Merge Program
Instructor Note
Remind the students that the transfer process moves the information from
the old supplier to the new supplier. If you choose to transfer all invoices,
there will not be any invoices under the old supplier.

Merging Suppliers
Merging
Merging Suppliers
Suppliers
For
For best
best auditing
auditing results,
results, transfer
transfer both
both paid
paid and
and
unpaid
unpaid invoices
invoices to
to aa new
new supplier
supplier and
and site
site so
so you
you can
can
identify duplicate payments easily. Also, transfer
identify duplicate payments easily. Also, transfer both both
purchase
purchase orders
orders and
and invoices
invoices to
to aa new
new supplier
supplier and
and
site
site so
so all
all invoice
invoice and
and purchase
purchase order
order information
information
refers
refers to
to the
the same
same supplier.
supplier.

Merging Suppliers
Merging
Merging Suppliers
Suppliers
After
After you
you have
have merged
merged suppliers,
suppliers, Oracle
Oracle Payables
Payables
automatically
automatically prints
prints the
the Purchase
Purchase Order
Order Header
Header
Updates
Updates Report
Report and and the
the Supplier
Supplier Merge
Merge Report
Report asas an
an
audit
audit trail
trail of
of your
your supplier
supplier merge
merge activity.
activity. The
The
Supplier
Supplier Merge
Merge Report
Report also
also lists
lists any
any duplicate
duplicate
invoices
invoices that
that itit did
did not
not merge.
merge. Research
Research the
the
duplicated
duplicated invoice.
invoice. You You can
can then
then update
update the
the invoice
invoice
number if the invoice has not been paid or
number if the invoice has not been paid or accounted.accounted.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to merge
merge supplier
supplier
information.
information.
(N)
(N) Suppliers
Suppliers >> Supplier
Supplier Merge
Merge
Instructor Note
In order to perform this demonstration, you need several invoices in the
database for a supplier to transfer invoices from, and a different supplier
to transfer the invoices to.
You can use the supplier and site that you set up in the previous
demonstrations as the supplier that you are transferring invoices to.

Identifying Duplicate Suppliers
Identifying
Identifying Duplicate
Duplicate Suppliers
Suppliers
•• Review
Review supplier
supplier records
records periodically
periodically to
to achieve
achieve
the
the following:
following:
–– Prevent
Prevent duplicate
duplicate invoices
invoices
–– Improve
Improve system
system performance
performance
–– Provide
Provide accurate
accurate supplier
supplier reporting
reporting
•• Use
Use the
the Suppliers
Suppliers Report
Report and
and the
the Supplier
Supplier Audit
Audit
Report to help identify duplicate suppliers.
Report to help identify duplicate suppliers.

Maintaining Reports As an Audit Trail
Maintaining
Maintaining Reports
Reports As
As an
an Audit
Audit Trail
Trail
•• Oracle
Oracle Payables
Payables does
does not
not maintain
maintain anan online
online audit
audit
trail
trail for
for merged
merged supplier
supplier records.
records.
•• To
To review
review merged
merged records,
records, Oracle
Oracle Payables
Payables
automatically
automatically prints
prints the
the Purchase
Purchase Order
Order Header
Header
Updates Report and Supplier Merge
Updates Report and Supplier Merge Report. Report.
•• Keep
Keep these
these reports
reports as
as an
an audit
audit trail.
trail.
Supplier Merge Report
Purchase Order Header Updates Report

Review Question
Review
Review Question
Question
In
In the
the Supplier
Supplier Merge
Merge window,
window, you
you can
can merge
merge both
both
suppliers
suppliers and
and supplier
supplier sites.
sites.
1.
1. True
True
2.
2. False
False
Instructor Note

Answer
Answer to
to Review
Review Question
Question
In
In the
the Supplier
Supplier Merge
Merge window,
window, you
you can
can merge
merge both
both
suppliers
suppliers and
and supplier
supplier sites.
sites.
1.
1. True
True
2.
2. False
False

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• Set
Set up
up suppliers
suppliers
•• Explain
Explain the
the merge
merge suppliers
suppliers process
process

Processing
Prepayments
Chapter 15
Processing Prepayments
Chapter 15 - Page 1
Processing
Prepayments
Oracle
Oracle Payables
Payables Release
Release 11i
11i

50 minutes Lecture
10 minutes Practice
60 minutes Total
Chapter 15 - Page 2
Objectives
Objectives
Objectives
After
After this
this course,
course, you
you should
should be
be able
able to:
to:
•• Identify
Identify when
when to
to use
use prepayments
prepayments
•• Enter,
Enter, approve,
approve, and
and pay
pay prepayments
prepayments
•• Apply
Apply and
and unapply
unapply prepayments
prepayments to
to invoices
invoices
Chapter 15 - Page 3
Agenda
Agenda
Agenda
•• Overview
Overview of
of prepayments
prepayments
•• Entering,
Entering, approving,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
unapplying prepayments
prepayments to
to invoices
invoices
Instructor Note
Go over the agenda with the students and explain the activities that are included
in this module.
Chapter 15 - Page 4
Agenda
Agenda
Agenda
•• Overview
Overview ofof prepayments
prepayments
•• Entering,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
prepayments to
to invoices
invoices
Chapter 15 - Page 5
Overview of Prepayments
Overview
Overview of
of Prepayments
Prepayments
•• A
A prepayment
prepayment is is aa type
type ofof invoice
invoice you
you enter
enter to
to pay
pay
an
an advance
advance payment
payment for for expenses
expenses to to aa supplier
supplier or
or
employee. For example, you may need
employee. For example, you may need to pay a to pay a
deposit
deposit on
on aa lease,
lease, oror you
you may
may need
need toto pay
pay an
an
employee
employee an an advance
advance for for travel
travel expenses.
expenses.
•• You
You can
can later
later apply
apply thethe prepayment
prepayment to to one
one oror more
more
invoices or expense reports you receive
invoices or expense reports you receive from the from the
supplier
supplier or
or employee
employee to to offset
offset the
the amount
amount paidpaid to
to
them.
them.
Prepayments > Prepayments
Chapter 15 - Page 6
Overview
Overview of
of Prepayments
Prepayments
You
You can
can enter
enter either
either aa Temporary
Temporary oror aa Permanent
Permanent
type
type prepayment.
prepayment.
•• Temporary
Temporary prepayments
prepayments can can be
be applied
applied to
to
invoices
invoices or
or expense
expense reports.
reports. For
For example,
example, you
you use
use
aa temporary prepayment to pay a deposit
temporary prepayment to pay a deposit to a to a
catering
catering company.
company.
•• Permanent
Permanent prepayments
prepayments cannot
cannot be
be applied
applied to
to
invoices.
invoices. For
For example,
example, youyou use
use aa permanent
permanent
prepayment
prepayment to to pay
pay aa lease
lease deposit
deposit for
for which
which you
you
do
do not
not expect
expect to
to be
be invoiced.
invoiced.
Chapter 15 - Page 7
Overview
Overview of
of Prepayments
Prepayments
•• When
When you you enter
enter anan invoice
invoice inin the
the Invoice
Invoice
Workbench
Workbench for for aa supplier
supplier forfor whom
whom you
you have
have
outstanding temporary prepayments,
outstanding temporary prepayments, Oracle Oracle
Payables
Payables notifies
notifies you
you ifif you
you have
have prepayments
prepayments
available
available that
that you
you can
can optionally
optionally apply.
apply. You
You can
can
also
also review
review the
the Prepayment
Prepayment StatusStatus Report
Report toto
check
check the the status
status ofof all
all prepayments
prepayments in in your
your
Payables
Payables system.
system.
•• IfIf necessary,
necessary, you
you can
can change
change the
the type
type from
from
permanent
permanent to to temporary,
temporary, or or temporary
temporary to to
permanent.
permanent.
Instructor Note
Mention to the students that the system informs you of available prepayments for
the supplier, regardless of which site you use.
Chapter 15 - Page 8
Overview of Processing Prepayments
Overview
Overview of
of Processing
Prepayments
Enter and approve
prepayment
Pay prepayment
Select prepayment Select invoice and

and apply to one apply one or more
or more invoices prepayments
Chapter 15 - Page 9
Review Question
Review
Review Question
Question
Permanent
prepayments can
can be
be applied
applied to
to invoices
invoices or
or
expense
expense reports.
reports.
1.
1. True
True
2.
2. False
False
Instructor Note
The correct answer is 2. Temporary prepayments can be applied to invoices or
expense reports.
Answer
Answer to
to Review
Review Question
Question
Permanent
prepayments can
can be
be applied
applied to
to invoices
invoices or
or
expense
expense reports.
reports.
1.
1. True
True
2.
2. False
False
Agenda
Agenda
Agenda
•• Overview
Overview of
of prepayments
prepayments
•• Entering,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
prepayments to
to invoices
invoices
Entering Prepayments
Entering
Entering Prepayments
Prepayments
You
You enter
enter aa prepayment
prepayment as
as you
you enter
enter any
any other
other
invoice.
invoice. However,
However, you
you additionally
additionally specify:
specify:
•• Prepayment
Prepayment as as the
the invoice
invoice type
type
•• Temporary
Temporary or or Permanent
Permanent as as the
the prepayment
prepayment type
type
•• The
The settlement
settlement date,
date, which
which isis the
the date
date after
after which
which
the prepayment can be applied to an
the prepayment can be applied to an invoice. invoice.
You
You can
can also
also apply
apply aa hold
hold to
to aa prepayment
prepayment ifif you
you
want
want toto control
control payment
payment of of it.
it.
Note:
Note: You
You can
can enter
enter aa Prepayment
Prepayment type type invoice
invoice only
only
in
in the
the Invoice
Invoice Workbench.
Workbench. YouYou cannot
cannot enter
enter aa
Prepayment
Prepayment type type invoice
invoice in
in the
the Invoice
Invoice Gateway.
Gateway.
®
Prepayments > Entering Prepayments
Prepayments > Applying and Releasing Holds on Prepayments
Approving and Paying Prepayments
Approving
Approving and
and Paying
Paying Prepayments
Prepayments
•• Approve
Approve andand pay
pay aa prepayment
prepayment just
just as
as you
you would
would
any
any other
other invoice.
invoice. However,
However, you
you must
must fully
fully pay
pay aa
prepayment.
prepayment.
•• You
You can
can apply
apply aa temporary
temporary prepayment
prepayment to to an
an
invoice after it has been paid and after
invoice after it has been paid and after thethe
settlement
settlement date
date of
of the
the prepayment.
prepayment.
Using Automatic Withholding Tax on Prepayments
Using
Using Automatic
Automatic Withholding
Withholding Tax
Tax on
on
Prepayments
Prepayments
The
The timing
timing of of the
the prepayment
prepayment application
application to to an
an
invoice
invoice is is important
important when
when using
using the
the automatic
automatic
withholding
withholding tax tax feature:
feature:
•• IfIf the
the Withholding
Withholding Tax Tax Payables
Payables option
option isis set
set to
to
Apply Withholding Tax at Invoice Approval
Apply Withholding Tax at Invoice Approval Time, Time,
and
and youyou apply
apply the
the prepayment
prepayment before
before approving
approving
the
the invoice, the withholding tax is calculated net
invoice, the withholding tax is calculated net of
of
prepayments.
prepayments.
•• IfIf you
you first
first approve
approve an an invoice
invoice and
and then
then apply
apply the
the
prepayment,
prepayment, you you need
need to
to manually
manually adjust
adjust the
the
withholding
withholding tax tax amount
amount andand the
the withholding
withholding
invoice
invoice ifif the
the Payables
Payables option
option isis set
set to
to Create
Create
Withholding
Withholding Invoice at Invoice Approval Time
Invoice at Invoice Approval Time or
or At
At
Payment
Payment Time. Time. ®
Prepayments > Withholding Tax When Applying Prepayments
Matching a Prepayment to a Purchase Order
Matching
Matching aa Prepayment
Prepayment to
to aa Purchase
Purchase
Order
Order
When
When you
you match
match aa prepayment
prepayment to to aa purchase
purchase order,
order,
the
the prepayment
prepayment distributions
distributions use
use the
the default
default
prepayments
prepayments account,
account, which
which you
you can
can override.
override.
Payables
Payables does
does not
not calculate
calculate invoice
invoice price
price variance
variance
and
and exchange
exchange rate
rate variance
variance atat this
this point.
point. Later,
Later, when
when
the
the matched
matched prepayment
prepayment is is applied
applied to to an
an invoice,
invoice,
Payables
Payables reverses
reverses the
the matched
matched quantity
quantity onon the
the
prepayment
prepayment to reflect the balance of the total quantity
to reflect the balance of the total quantity
matched.
matched.
Prepayments > Matching Prepayments to Purchase Orders
Controlling When a Prepayment is Available to Apply to
Invoices
Controlling
Controlling When
When aa Prepayment
Prepayment isis
Available
Available to
to Apply
Apply to
to Invoices
Invoices
•• Enter
Enter aa settlement
settlement date
date in
in the
the future.
future.
•• Apply
Apply aa hold
hold on
on aa prepayment
prepayment to to prevent
prevent payment.
payment.
•• Choose
Choose to
to hold
hold the
the scheduled
scheduled payment
payment for
for the
the
prepayment
prepayment in
in the
the Scheduled
Scheduled Payments
Payments window.
window.
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter aa
prepayment
prepayment in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices
Instructor Note
window pops up towards the bottom of your screen, you might need to move it
Gateway window, the Invoice Gateway Identification window pops up first. It is
a smaller window and it is located towards the bottom of the window. You need
to move it up so the students can see it.
Demonstrate to the students how to enter a prepayment invoice that has
different types of distributions. Before you start this demonstration, verify the
following information for the supplier Capp Consulting, Capp Consulting site.
A) The Calculation Level is Tax Code B) The Allow Withholding Tax
checkbox is selected. You also need a unique bank account to pay this
prepayment so you can apply an invoice to it in the next demonstration.
2. Enter Prepayment in the Invoice Type field.
3. Enter Capp Consulting in the Supplier field. The site should default in.
4. Enter today’s date in the Invoice Date field.
5. Enter XXPP in the Invoice Number field.
7. The terms date should default to the invoice date (based on the terms date
basis setup).
8. Enter Immediate in the Terms field.
9. Select Temporary in the Prepayment Type field.
10. The settlement date should default to today’s date.
11. Verify that the Tax Calculation is Tax Code.
12. Select Prepay WH in the Withholding Tax Group field.
13. Select the Distributions button.
14. Accept Item as the line type.
15. Enter 10,000.00 in the Amount field.
16. Select Prepay Sales Tax as the tax code.
17. Verify account 01-000-1340-0000-000 defaults in the Account field.
18. Leave the Includes Tax check box unchecked.
19. Save your work.
20. Close the Distributions window.
21. Select the Actions button and select the Approve check box.
22. Click OK to submit the Approval process.
23. You should see a message that says “No holds placed or released”.
25. Select the Distributions button and confirm that the following distributions
were created:
Line# Type Amount Account
1 Item 10,000.00 01-000-1340-0000-000
2 Tax 1,000.00 01-000-1340-0000-000
3 Withholding Tax <1,100.00> 01-000-1332-0000-000
26. Select the Actions button. Select the Pay in Full check box and choose OK.
This takes you to the Payments window.
27. Accept the default of Quick in the Payment Type field.
28. Select the bank account. The remaining fields should default in for you.
29. Save your work.
Practice 1 Overview
Practice
Overview
This
This practice
practice covers
covers entering
entering aa prepayment.
prepayment.
Instructor Note
Practice
Instructions
You
You have
have received
received the
the following
following invoice
invoice for
for upcoming
upcoming
computer
computer training.
training. Enter
Enter the
the prepayment
prepayment invoice
invoice into
into
the system and approve
the system and approve it. it.
•• Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
•• Date:
Date: Today
Today
•• Invoice
Invoice #:
#: Assigned
Assigned by
by the
the instructor
instructor
•• Total:
Total: $11,000
$11,000
•• Description:
Description: Computer
Computer training
training
•• Terms:
Terms: Immediate
Immediate
2. Select Prepayment in the Type field.
3. Enter Advanced Network Devices in the Supplier field. The Santa Clara
site should default in the Site field.
5. Enter the invoice number given to you by the instructor in the Invoice Num
field.
7. Enter the invoice description information in the Description field.
8. The terms date should default to the invoice date (based on the terms date basis
setup).
9. Enter Immediate in the Terms field.
10. Select Temporary in the Prepayment Type field.
11. The settlement date should default to today’s date.
12. Select the Distributions button.
13. Accept Item as the line type.
14. Enter 11,000.00 for the line amount.
15. Verify account 01.000.1340.0000.000 defaults in the Account field. This is
the default prepayment account.
16. Save your work.
17. Close the Distributions window.
18. Select the Actions button.
19. Select the Approve check box.
20. Select the OK button.
22. Click OK to acknowledge the message. You have now entered and approved a
Prepayment type invoice.
Review Question
Review
Review Question
Question
You
You must
must fully
fully pay
pay aa prepayment
prepayment before
before you
you can
can
apply
apply the
the prepayment
prepayment to to an
an invoice.
invoice.
1.
1. True
True
2.
2. False
False
Instructor Note
The correct answer is 1. You must fully pay a prepayment, whether it is a
temporary or permanent type prepayment.
Answer
Answer to
to Review
Review Question
Question
You
You must
must fully
fully pay
pay aa prepayment
prepayment before
before you
you can
can
apply
apply the
the prepayment
prepayment to to an
an invoice.
invoice.
1.
1. True
True
2.
2. False
False
Agenda
Agenda
Agenda
•• Overview
Overview of
of prepayments
prepayments
•• Entering,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
prepayments to
to invoices
invoices
Applying Prepayments to Invoices
Applying
Applying Prepayments
Prepayments to
to Invoices
Invoices
•• You
You can
can apply
apply the
the available
available amount
amount of of Item
Item type
type
distributions
distributions from
from aa Temporary
Temporary type
type prepayment
prepayment
to
to one
one or
or more
more invoices
invoices to
to offset
offset the
the amount
amount youyou
pay
pay on
on the
the invoice(s).
invoice(s).
•• You
You can
can apply
apply prepayments
prepayments either
either in
in the
the Invoice
Invoice
Workbench
Workbench or or Invoice
Invoice Gateway.
Gateway.
•• You
You can
can apply
apply prepayments
prepayments to to invoices,
invoices, andand
invoices
invoices to
to prepayments.
prepayments.
Prepayments > Applying Prepayments to Invoices
Instructor Note
Discuss the applying prepayments to invoices prerequisites in the online Help
with the students.
Applying Prepayments in the Invoice Workbench
Applying
Prepayments in
in the
the Invoice
Invoice
Workbench
Workbench
•• For
For invoices
invoices youyou enter
enter in
in the
the Invoice
Invoice Workbench,
Workbench,
you
you can
can apply
apply aa prepayment
prepayment either
either after
after you
you
approve
approve an invoice, or while you are entering it.
an invoice, or while you are entering it.
•• When
When you you apply
apply aa prepayment
prepayment to to an
an invoice,
invoice, you
you
can see all available prepayment Item distributions
can see all available prepayment Item distributions
for
for the
the same
same supplier
supplier in
in the
the Apply/Unapply
Apply/Unapply
Prepayments
Prepayments window. You can partially
window. You can partially apply
apply aa
Prepayment
Prepayment distribution
distribution byby applying
applying only
only aa portion
portion
of its available amount.
of its available amount.
Prepayments > Adjusting Tax When Applying Prepayments
Instructor Note
Discuss the “Applying Prepayments in the Invoice Workbench” section of the
online Help with the students. Explain to the students the importance of the
timing of the prepayment application for tax calculation.
Applying Prepayments in the Invoice Gateway
Applying
Prepayments in
in the
the Invoice
Invoice
Gateway
Gateway
For
For Invoice
Invoice Gateway
Gateway invoices,
invoices, you
you specify
specify the
the
prepayment
prepayment information
information when
when you
you enter
enter the
the invoice
invoice
record. During import Payables applies
record. During import Payables applies thethe
prepayment.
prepayment. You
You can
can also
also apply
apply prepayments
prepayments to to
invoices
invoices in
in the
the Invoice
Invoice Workbench
Workbench after
after you
you import
import
them.
them.
Instructor Note
Discuss the “Applying Prepayments in the Invoice Gateway” section of the
online Help with the students. Also, mention that you do not get a message in
the Invoice Gateway that informs you of available prepayments for the supplier.
Applying Prepayments to Expense Reports
Applying
Prepayments to
to Expense
Expense
Reports
Reports
In
In the
the Expense
Expense Reports
Reports window,
window, you
you can
can apply
apply
prepayments,
prepayments, also
also known
known asas advances,
advances, toto expense
expense
reports during expense report entry.
reports during expense report entry.
The
The prepayments
prepayments cancan also
also be
be applied
applied to
to expense
expense
reports in the Invoice Workbench.
reports in the Invoice Workbench.
Prepayments > Applying Prepayments to Expense Reports
Using the Prepayments Status Report
Using
Using the
the Prepayments
Prepayments Status
Status Report
Report
Use
Use the
the Prepayments
Prepayments Status
Status Report
Report to to review
review details
details
for
for unapplied
unapplied prepayments
prepayments and and unpaid
unpaid or or partially
partially
paid
paid invoices
invoices for
for aa supplier.
supplier.
•• (Optional)
(Optional) Choose
Choose to to include
include invoices
invoices inin the
the report
report
parameters
parameters to compare unapplied prepayments to
to compare unapplied prepayments to
outstanding
outstanding invoices
invoices forfor aa supplier.
supplier.
•• Choose
Choose thethe View
View Only
Only Prepayments
Prepayments option option in
in the
the
report
report parameters
parameters to to submit
submit the the report
report toto obtain
obtain aa
listing
listing and
and aa balance
balance forfor all
all outstanding
outstanding
prepayments.
prepayments.
•• Submit
Submit the
the report
report for
for aa supplier
supplier type,
type, aa single
single
supplier,
supplier, or
or aa date
date range,
range, to to view
view specific
specific supplier
supplier
or
or date
date range
range information
information regarding
regarding prepayments.
prepayments. ®
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to apply
apply an
an invoice
invoice to
to
aa prepayment
prepayment in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices (B)
(B) Actions
Actions
Instructor Note
Enter an invoice for Capp Consulting that you apply against the prepayment that
was entered in the earlier demonstration.
2. The invoice type is Standard.
3. Enter Capp Consulting in the Supplier field. The site should default in.
You should see a message that informs you there are prepayments for the
supplier.
5. Enter XXCT in the Invoice Number field.
7. Click the Distributions button.
8. Enter 11,000.00 for the first line amount.
9. Select Prepay Sales Tax in the Tax Code field.
10. Enter 01-110-6100-0000-000 in the Account field.
11. Leave the Includes Tax check box cleared.
12. Save your work and close the Distributions window.
13. Click the Actions button.
14. Select the Apply/Unapply Prepayment check box and choose OK. This
opens the Apply/Unapply Prepayments window.
15. You should see the invoice number for the original prepayment invoice.
16. Select the Apply check box for the distribution.
17. Click the Apply/Unapply button.
18. Close the Apply/Unapply Prepayments window.
19. Select the Actions button and select the Approve check box.
20. Click OK to submit the Approval process.
23. Select the Overview button and show the students the Invoice Status region
where you can see that the invoice is now partially paid. Also, query on the
original prepayment and show the students the Invoice Status region where you
can see that the prepayment is now fully applied.
Unapplying Prepayments
Unapplying
Unapplying Prepayments
Prepayments
IfIf you
you mistakenly
mistakenly apply
apply aa prepayment
prepayment to to an
an invoice,
invoice,
you
you can can unapply
unapply itit in
in the
the Invoice
Invoice Workbench.
Workbench. ItIt isis
then
then available to apply to another invoice. When you
available to apply to another invoice. When you
unapply
unapply aa prepayment,
prepayment, you you must
must unapply
unapply the
the full
full
prepaid
prepaid amount.
amount.
•• Payables
Payables increases
increases the the amount
amount available
available for
for the
the
prepayment by the unapplied
prepayment by the unapplied amount. amount.
•• Payables
Payables creates
creates aa positive
positive amount
amount Prepayment
Prepayment
distribution on the invoice, with
distribution on the invoice, with the same the same
attributes
attributes as as the
the existing
existing Prepayment
Prepayment distribution
distribution
itit is reversing.
is reversing.
•• Payables
Payables then then updates
updates the the status
status of
of the
the invoice
invoice toto
unpaid
unpaid or or partially
partially paid.
paid. ®
Prepayments > Unapplying Prepayments
Instructor Note
Discuss the “Unapplying Prepayments” section of the online Help with the
students. Also, remind the students that:
• You unapply prepayments in the Invoice Workbench.
• Unapplying a prepayment creates a new positive amount Prepayment
distribution type on the invoice.
• If the prepayment was applied before your Payables system was upgraded to
Release 11i, you unapply the prepayment by submitting the Unapply
Preupgrade Prepayment program from the Submit Request window.
Recording a Refund of a Prepayment or Advance
Recording
Recording aa Refund
Refund of
of aa Prepayment
Prepayment or
or
Advance
Advance
You
You can
can record
record aa refund
refund from
from aa supplier
supplier that
that pays
pays
back
back anan unused
unused prepayment
prepayment or or part
part of
of aa prepayment.
prepayment.
You
You can
can also
also record
record aa refund
refund from
from an
an employee
employee for
for an
an
advance.
advance.
Note:
Note: ItIt is
is recommended
recommended that that to
to record
record aa refund,
refund, you
you
enter
enter aa standard
standard invoice
invoice and
and apply
apply the
the prepayment
prepayment to to
it. Then enter a debit memo and pay it with
it. Then enter a debit memo and pay it with a Refund a Refund
payment
payment in in the
the Payments
Payments window.
window.
Prepayments > Recording a Refund of a Prepayment or Advance
Instructor Note
Discuss the “Recording a Refund of a Prepayment or Advance” section of the
online Help with the students.
Canceling Prepayments
Canceling
Canceling Prepayments
Prepayments
•• You
You can can cancel
cancel aa prepayment
prepayment asas you
you would
would any
any
other
other invoice,
invoice, in
in the
the Actions
Actions window.
window.
•• IfIf aa prepayment
prepayment hashas been
been paid,
paid, the
the payment
payment
document
document that that paid
paid the
the prepayment
prepayment must
must bebe
voided before the prepayment can be
voided before the prepayment can be canceled. canceled.
•• You
You cannot
cannot void
void aa payment
payment document
document that that paid
paid aa
prepayment
prepayment unless unless the
the prepayment
prepayment is is fully
fully
unapplied.
unapplied.
•• Review
Review cancellation
cancellation information
information in
in the
the Invoices
Invoices
Overview window.
Overview window.
Prepayments > Canceling Prepayments
Instructor Note
Discuss the “Canceling Prepayments” section of the online Help with the
students, and review the steps on how to cancel an unapplied and applied
prepayment.
Review Question
Review
Review Question
Question
When
When you
you unapply
prepayment, you
you must
must unapply
unapply
the
the full
full prepaid
prepaid amount.
amount.
1.
1. True
True
2.
2. False
False
Instructor Note
Answer
Answer to
to Review
Review Question
Question
When
When you
you unapply
prepayment, you
you must
must unapply
unapply
the
the full
full prepaid
prepaid amount.
amount.
1.
1. True
True
2.
2. False
False
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• Identify
Identify when
when to
to use
use prepayments
prepayments
•• Enter,
Enter, approve,
approve, and
and pay
pay prepayments
prepayments
•• Apply
Apply and
and unapply
unapply prepayments
prepayments to
to invoices
invoices

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Accounts Payable

R11i Overview of Issuing Payments.....................................................................................1-1

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2001. All rights reserved.

Accounts Payable Table of Contents

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Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

ILT Schedule: Timing Topic

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R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Oracle Human Oracle Projects Oracle Cash

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Transfer information Create accounting

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R11i Overview of Issuing Payments

Invoice distribution line Invoice scheduled payment line

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R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Transfer information Create accounting

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments

Copyright © Oracle Corporation, 2000. All rights reserved.

R11i Overview of Issuing Payments