Oracle Payables (AP) Setups and Process Training Manual

AP - Oracle Payables (AP) Setups and Process Training Manual Raju Chinthapatla
Defining Financial & Payables Options

Introduction
This section is aimed to guide you through the defining of Financial Options. You must
define at least one Inventory Organization before defining Financials Options. If you use
the Configuration Workbench to configure your basic enterprise structure, then you only
need to create locations for the additional organizations you require.
Defining Financial Options:

Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Financials Options window.

In Payables: (N) Setup > Options > Financial Options
2. Find Financials Options window appears. Enter your Operating Unit name and click on ‘New’
3. In the Financial Options window, enter the mandatory account in the Accounting tab page.
Following are the mandatory accounts need to define:
 Liability : <enter the account combination for liability >

 Prepayment: <enter the account combination for prepayment >
 Discount Taken: <enter the account combination for discount taken>
 PO Rate Variance Gain: <enter the account combination for PO Rate Var. gain>
 PO Rate Variance Loss: <enter the account combination for PO Rate Var. loss>
4. Enter the mandatory fields in Supplier-Purchasing tab

 Inventory Organization: < choose an inventory organization>
(This is defined in inventory module)
5. Enter the mandatory fields in Human Resource tab defaults for entering employee information
in the Enter Person window
 Expense Reimbursement Address: <select Office/Home>
 Next Automatic Number: <enter starting number you want>
Introduction
This section is aimed to guide you through the defining of Payables Options. Use this window to
set control options and defaults used throughout Payables. You can set defaults in this window
that will simplify supplier entry, invoice entry, and automatic payment processing. Although
you need to define these options and defaults only once, you can update most of them at any
time to change controls and defaults for future transactions.
Defining Payables Options:

1. Navigate to the Payables Options window.

In Payables: (N) Setup > Options > Payables Options
2. Find Payables Options window appears. Enter your Operating Unit name and click on ‘New’
3. Use this region to control accounting information for your Payables system. Enable the
required accounting options.
Payment Accounting: <enable ‘when payment issued’ & ‘when payment clears’ >
 Account for Gain/Loss : <enable ‘when payment issued’ & ‘when payment clears’>
 Bills Payable Account Source: <from payment document>
 Automatic Offset Method : <enable none>
 Discount Method: <enable system account>
 Interest : <enable system account>
 Prepayment Account : <from supplier site>
4. Enter the required information in currency tab.

 Use Multiple Currencies: < enable this >
 GL Accounts : <enter Realized Gain, Loss and Rounding Accounts>
5. Enter the required information in invoice tab.

 Allow Online Validation : <enable this >
 GL Date Basis : < invoice date >
6. Enter the information in matching tab.

 Allow Final Matching : <enable this>
 Allow Distribution Level Matching : < enable this>
7. Enter the information in Payment tab.

 Discount : <exclude tax form discount>
 Single Payment : <Allow Pre-Date>
8. Enter the required information in withholding tax region

 Use Withholding Tax : <enable this>
 Apply Withholding Tax : <enable at invoice validation time>
 Create Withholding Invoice : <enable At invoice validation time>
Defining Payables System Setup

Introduction
This section is aimed to guide you through the defining of Payables System Setup. Use the
Payables System Setup window to define supplier control options and defaults. Although
you need to define these options and defaults only once, you can update most of them at
any time to change controls and defaults for suppliers and future transactions.
Defining Payables System Setup:

1. Navigate to the Payables System Setup window.

In Payables: (N) Setup > Options > Payable System Setup
2. Payables System Setup window appears.
3. Select supplier number entry option to enter your supplier numbers manually or let Payables
automatically generate.
 Entry : <select as Automatic >
 Type: <Alphanumeric>
 Next Automatic Number: <enter required number you want>
 Term Date Basis: <select as invoice>
 Invoice Match Option: <select as purchase order >
Defining Payment Terms

Introduction
This section is aimed to guide you through the defining of Payment Terms. In the
Payment Terms window, you define payment terms that you can assign to an invoice to
automatically create scheduled payments when you submit Payables Invoice Validation
for the invoice. You can define payment terms to create multiple scheduled payment lines
and multiple levels of discounts. You can create an unlimited number of payment terms.
Defining Payment Terms:


In Payables: (N) Setup > Invoice > Payment Terms
2. Payment Terms window appears. Enter your Payment term name in the respective field.
3. Enter the required for the terms you are defining for
 Effective Date : <enter from date>
 Cut-off Day: <enter cut-off day>
4. Enter each Payment Term line.

 % Due: < enter the %/amount>
 Day of Month: <enter the due date>
 Calendar: <enter the special calendar>
 Months Ahead: <enter no. months a head>
Payment Terms Window Reference
5. Percentage you enter in discount tab to calculate the discount amount available for a scheduled
payment
 % Discount: <enter % discount>

Control Payable Periods

Introduction
This section is aimed to guide you through the Control Payable Periods. The period
statuses available in Payables are Never Opened, Future, Open, Closed, and Permanently
Closed. When you first define a period, Payables assigns a status of Never Opened to the
period defining of Financial Options.
Your accounts payable periods are separate from your general ledger periods.
Defining Control Payable Periods:


In Payables: (N) Accounting > Control Payables Periods
2. Find Payables Periods appears. Enter Legal Entity and Operating Unit names and click on
‘Find’
3. Control Payables Periods window appears.

 Period Status : <change the status to future/never open/open>
Defining Suppliers
Introduction
This section is aimed to guide you through the Defining Supplier. Oracle financial
applications use supplier information: Payables, Purchasing, Assets, and Property
Manager. If you use more than one of these products, supplier information is shared with
the other product(s).
Before entering invoices for a supplier, you must enter at least one pay site for the
supplier.
Defining Suppliers:
1. Navigate to the Payables Suppliers window.

In Payables: (N) Suppliers > Entry
2. Suppliers window appears. Click on create Supplier button and enter the details of the new
supplier and click on Apply.
 Supplier Type: <enter the supplier type>

 Organization Name: <enter the organization name>
3. Use the Organization information page to document high-level company information such as.
 Taxpayer ID: <enter the tax payer ID>
 Tax Registration Number: <Enter Registration Number>
4. You can create sites for use when processing transactions with your suppliers. You can do this
by clicking "Address Book." The Address Book page displays all the addresses for the supplier.
Create a pay site.
− Address Line 1 = 1 Main St.
− City = San Francisco
− County = San Francisco
− State = CA
− Postal Code = 94105
− Address Name = San Francisco
− Addressee = San Francisco
− Phone Area Code = 415

− Phone Number = 555-1234
− Email Address = sanfrancisco@xxibm.com
− Address Purpose, Payment option = Checked
Assign the San Francisco address to the Vision Operations operating unit.
Create a purchasing site.

− Address Line 1 = 520 Madison Ave.
− City = New York
− County = New York
− State = NY
− Postal Code = 10022
− Address Name = New York
− Addressee = New York
− Phone Area Code = 212
− Phone Number = 555-7703
− Email Address = newyork@xxibm.com
− Address Purpose, Purchasing option = Checked
Assign the New York address to the Vision Operations operating unit.
Creation of Invoice
Introduction
This section is aimed to guide you through the Creation of Basic Invoice. Use this
procedure to enter a trade invoice you get from a supplier if the invoice is basic (will not
be matched to a purchase order or receipt).
Overview
Assume that you have received invoice XX1000 from XXIBM Corporation, which you will be
entering into the Oracle Payables system. The invoice is to be distributed to two departments
in your company.
Task
1. Navigate to the Invoices window: N> Invoices > Entry > Invoices
2. Enter the following invoice:
Trading Invoice Invoice Description Payment Payment

Partner Num Amount Terms Method
XXIBN XX1000 10000 Promotional Immediate Check

Corporation Giveaway
3. Enter the invoice lines based on the following table: click on Lines tab
Number Type Amount Distribution Account
1 Item 4000 01-402-7110-0000-000
2 Item 6000 01-404-7110-0000-000
4. Save your work.
5. (B) All Distributions. Note that because you entered the Distribution account for each Item line,
the distributions are automatically created for these lines.
6. Click on Actions button to validate your invoice

Actions > Enable the ‘Validate’ check box > click on ‘OK’
Verify the invoice status.
7. Click on ‘Actions’ button to create accounting for the created invoice

Actions> Enable ‘Create Accounting’ check box
Select the any of the option for accounting
‘Draft’
‘Final’
‘Final Post’
Click on ‘OK’
Verify the Accounted status.
Create Distribution Sets and invoice using the distribution set

Introduction
This section is aimed to guide you through the Creation of Distribution Sets
Overview
You frequently receive invoices for which the accounting is generally the same. Your
controller has asked you to establish a distribution set to enable the accounting entries for
some invoices to be automatically generated. In this practice, you will create a full and a
skeleton distribution set.
Create Distribution Set:

1. Navigate to the Distributions Sets window.
(N) Setup > Invoice > Distribution Sets
2. Create a Full Distribution Set using the following information:

o Type = Full
o Name = XXUtilities
o Description = XXUtilities Distribution Set
3. Enter full distributions according to the following table:
Number % Account Description

1 25 01-402-7410-0000-000 Utilities-East
Region
2 50 01-404-7410-0000-000 Utilities-West
Region
3 25 01-410-7410-0000-000 Utilities-Mgmt
Note that when the total = 100%, the Type = Full

4. Save your work.
5. In the Distribution Sets window, place the cursor in Name Field and press the
down arrow to create a new record.
5. Enter a Skeleton Distribution Set, using the following information:

o Type = Skeleton
o Name = XXSkeleton
o Description = XXUtilities Skeleton Distribution Set
6. Enter skeleton distributions according to the following table:

Number % Account Description
1 0 01-402-7410-0000-000 Utilities-East
Region
2 0 01-404-7410-0000-000 Utilities-West
Region
3 0 01-410-7410-0000-000 Utilities-Mgmt
Note that when the percentage = 0%, the Type = Skeleton

7. Save your work.

1. Navigate to the Invoices window.
• (N) Invoices > Entry > Invoices
Trading Invoice Invoice Description Payment Payment

Partner Num Amount Terms Method
XXIBN XX1000 10000 Promotional Immediate Check

Corporation Giveaway
3. Enter the invoice lines based on the following table: click on Lines tab
Number Type Amount Distribution Set
1 Item 4000 99Skeleton

2 Item 6000 99Skeleton
4. Save your work.
5. (B) All Distributions. Note that because you entered the Distribution account for each Item line,
the distributions are automatically created for these lines.
6. Click on Actions button to validate your invoice

Actions > Enable the ‘Validate’ check box > click on ‘OK’
Verify the invoice status.
7. Click on ‘Actions’ button to create accounting for the created invoice

Actions> Enable ‘Create Accounting’ check box
Select the any of the option for accounting
‘Draft’
‘Final’
‘Final Post’
Click on ‘OK’
Verify the Accounted status.
Enter Quick Invoice
Introduction
This section is aimed to guide you through how to create Quick invoice.
Overview
The Quick Invoices window supports “heads-down” data entry for invoices that do not
require much research. In this practice, you will enter standard invoices in using the Quick
Invoices window.
Enter Quick Invoice:

1. Navigate to the Quick Invoices window.

Invoices > Entry > Quick Invoices
o Source = Quick Invoices
o Batch = XXQuick
3. (B) Enter
Note: The fields that are not shown as required will default information
during the creation process.
Note: Account must be entered or the creation process will fail. Note that
the Track as Asset field is not checked, but will be checked once the invoices are created on
the Invoice Workbench.
4. Enter the first invoice header using the information provided below.
Supplier Site Invoice Invoice Payment
Number Amount Method
XXIBM SAN 2007 15000 Check
Corporation FRANCISCO
5. Enter the first invoice lines based on the following table:

Type Amount Account Unit of Quality Unit
Measure Invoiced Price
Item 15000 01-000-1570-0000-000 Each 5 3000
Note that you must specify a Unit of Measure if you are entering data in the Quantity Invoiced
and Unit Price fields.
6. (B) Save and Next
7. Enter the second invoice header using the information provided below.
8. Enter the second invoice line based on the following table:

Item 2500 01-000-1570-0000-000 Each 2 1250
9. (B) Save and Next
10. Enter the third invoice header using the information provided below.
11. Enter the third invoice line based on the following table:
Item 7000 01-000-1570-0000-000 Each 2 3500
Create Invoices from Quick Invoices

13. (B) Create Invoices
14. Verify that:

o Source = Quick Invoices
o Quick Invoice Batch = XXQuick
15. (B) OK to submit
16. (B) OK to accept the note.
17. Review the output once the request completes.

(M) View > Requests
All my requests = Checked
(B) Find
Select your request once it completes.
(B) View Output.
View Newly Created Invoices

18. Navigate to the Invoice Workbench:
(N) Invoices > Entry > Invoices
19. Query the invoices to ensure the system created them.

(M) View > Find
Trading Partner = XXIBM Corporation

(B) Find
Create Expenses Report Template & Submitting Expenses Report

Introduction
This section is aimed to guide you through the defining Payment Terms
Overview
In this practice, you will create an Expense Report template. For this template you will
only enter the natural account segment for each item. The remaining segments will default
from the employee’s GL account when you enter an expense report for that employee.
Create Expenses Report Template:

1. Navigate to the Expense Report Templates window
(N) Setup>Invoices>Expense Report Templates
o Name = XXTravel
o Description = Travel Expense Template
o Enable for Internet Expenses = Checked
2. Enter template lines according to the following table:

Expenses Item Expenses Category GL Account
Airfare Airfare 7640
Taxi Miscellaneous 7680
Hotel Accommodations 7670
Meals Meals 7690
Car Rental Car Rental 7650
Phone Miscellaneous 7450
Misc Miscellaneous 7699
3. Save your work.
4. Close the form back to the Navigation menu
Enter an Expense Report

Overview
Enter the expense report in the accounts payable system using your expense report template. In
this practice, you will enter an expense report.

1. Navigate to the Expense Report window.
2. Enter the following information:

Employee = Your name
Date = Today’s date
Invoice Num = XX-Today’s Date (for example, 01-MAY-2008).
Amount = 2185.00
Inv Description = Travel Expenses
Template = XXTravel
3. Enter expense report lines according to the following table:

Item Amount GL Account
Airfare 1805.78 Accept the default
Meals 194.22 Accept the default
Car Rental 185.00 Accept the default
4. Click on ‘All Verified ‘button one you entered the data.
5. Save your work.
Run the Expense Report Export program

5. Navigate to the Standard Request Submission form
(N) Other > Requests > Run
Choose Single Request
(B) OK
Name = Expense Report Export
Source = Payables Expense Reports
Organization Name = Vision Operations
8. Select (B) OK and Submit.
7. (B) Submit
Note: When the request completes, expense reports can be viewed by querying your expense
report in the Invoices window. Once submitted, this program will process all unprocessed
expense reports. If you don’t see your expense report, it was probably processed by a request
submitted by another student.
8. View the invoice that was created.

(N) Invoices>Entry>Invoices
Enter invoice Number.
(B) Find.

Defining Withholding Tax Setups

1. Navigate to the Withholding Tax Payables Option and verify the setup.
(N) Setup> Options> Payables Options
2. (T) Withholding Tax
3. Review the following withholding tax options:

Use Withholding Tax = Checked
Apply Withholding Tax = At Invoice Validation Time
If the option is set to At Invoice Validation Time, the Withholding Tax lines and
distributions are created when you validate the invoice.
Create Withholding Invoice = At Invoice Validation Time
If the option is set to At Invoice Validation Time, a Withholding Tax invoice is
automatically created when you validate the invoice.
4. Close the form and return to the Navigator window.
Verify the Special Calendar is Set Up (Optional)

5. Navigate to the Special Calendar definition window.
(N) Setup > Calendar > Special Calendar
6. Search for the Monthly Withholding calendar.
7. Verify that the calendar has periods set up.
Note that you can set up a special calendar if you want to define periods that Payables uses for
automatic withholding tax. The periods you define in the Special Calendar window are
completely separate from the periods you define in the Accounting Calendar window for your
AP Accounting Periods.
To use this calendar for withholding tax, ensure that there are three open periods: one for the
current time period, and two for future periods.
Create a New Withholding Tax Code

9. Navigate to the Withholding Tax Details form
(N) Setup > Tax > Withholding > Codes
10. Create a new withholding tax code. Enter the following information:
Operating Unit = Vision Operations

o Tax code = AWT-XXEDU
o Description = AWT-XXEDU
o GL Account = 01-000-2225-0000-000
o Tax Authority = Internal Revenue Services
o Site = Washington
o Rate Structure = Flat Rate
o Create Withholding Tax Group = Checked
o Tax Rates Region
o Type = Standard
o Effective Dates From/To: <First Date of Current Year>/<Last Date of Current Year>
o Rate = 10
Note that in the Tax Code and Description fields, that the XX should be replaced with their
student number.
11. Save.
Verify the Withholding Tax Group Setup

13. Navigate to the Withholding Tax Groups window
(N) Setup > Tax > Withholding > Groups
14. Search for the AWT-XXEDU group.
Notice that one tax code is associated with this group. There can be multiple withholding tax
codes with multiple tax authorities assigned to a group.
Notice that the tax authority is Internal Revenue Service.
Verify a Tax Reporting Authority exists

16. Navigate to the Suppliers window.
(N) Suppliers > Enter
17. Search for Supplier = Internal Revenue Service.
18. (L) Organization.

19. Note the Type = Tax Authority.
20. Close the page.

Create Withholding Tax Invoices

Introduction
This section is aimed to guide you through entering Withholding Invoice
Creating Withholding Tax Invoice:

Responsibility: Payables Vision Operations (USA)
Create a Supplier
1. Navigate to the Supplier window.
(N) Suppliers > Entry
2. (B) Create Supplier.
3. In the Create Suppliers window, enter the following:

o Supplier Type = Standard supplier
o Organization Name = XXAWT Supplier
Note: Replace XX with your student number.
4. (B) Apply.
Create a Supplier Site

5. (L) Address Book.
6. (B) Create.
7. In the Address Book page, enter the following:

o Enter address, city, county, state and zip
o Address Name = You choose
o Address Purpose: Purchasing and Payment = Checked
8. (B) Continue.
9. Assign an operating unit to the supplier location.

o Operating Unit = Vision Operations
10. (B) Apply.
Enable Withholding Tax for the Supplier

11. (L) Tax Details.
o Allow Withholding Tax = Checked

o Tax Group = AWT-XXEDU
12. Save.
Enable Withholding Tax for the Supplier Site

13. Navigate to the Supplier Sites region.
ο Allow Withholding Tax = Checked

ο Withholding Tax Group = AWT-XXEDU
14. Save.
Enter an Invoice for a Withholding Tax Supplier and Supplier Site

16. Enter an invoice.

Type = Standard
Trading Partner = XXAWT Supplier
Invoice Num = XX-12000
Invoice Amount = 1000
Payment Method = Check
Enter a Line on the Invoice

17. (T) Lines.
− (T) Lines
− Type = Item
− Amount = 1000
− Distribution Account = 01-110-7650-0000-000
Note that the Withholding Tax Group defaults in from the supplier/supplier site.
18. Save.
Validate the Invoice

19. (B) Actions:
Validate = Checked
20. (B) OK.
View Withheld Amounts

21. (T) General.
22. Review the Withholding Tax field and the Total field. Note that the Withholding Tax amount
is removed from the invoice amount.
23. (T) Lines.
Note that a withholding tax line has been added to the invoice.
View the Withholding Tax Invoice

24. Query the Withholding Tax Invoice:
(N) Invoices > Inquiry > Invoices

o Trading Partner = Internal Revenue Service
o Type = Withholding Tax
o Date = Today's date
25. (B) Find.
26. View the invoice.
27. Note that the Description field contains the information on the Withholding Tax invoice,
including the invoice that the withholding tax invoice is associated with.
28. Close windows until you are back at the Navigator.

Note: You can assign a special pay group to your tax authority so you can do a payment batch
specifically for your withholding tax invoices.
Create a Standard Purchase Order

Introduction
This section is aimed to guide you through entering Purchase Order
Creating Purchase Order:

Responsibility: Purchasing, Vision Operations (USA)
1. Navigate to the Enter Purchase Orders window.

(N) Purchase Orders > Purchase Orders
2. Create a standard purchase order:

Operating Unit = Vision Operations
Supplier = Advantage Corp
Buyer = Stock, Ms. Pat
3. Enter the following PO line:

Item = f10000
Quantity = 50
Price = 100
4. (B) Shipments.
5. Enter shipment lines according to the following table:

Num Organization Ship To Quantity Promised Date
1 M1 M1-Seattle 18 Today + 5 days
6. (T) More. Enter Match Approval Level information for line 2 and 3 according to the
following table:
Num Receipt Receipt Match Invoice
Close Close Approval Match
Tolerance Tolerance Level Option
(%) (%)
2 5 5 2-way PO
3 5 5 2-way PO
7. With the cursor on shipment line 1, choose (B) Distributions.
8. Enter the distribution lines according to the following table:

Num Destination Quantity Charge Account
Type
1 Expense 18 01-110-7050-0000-000
9. Save your work. Close the Distributions window and return to the Shipments window.

Type
1 Expense 12 01-110-7050-0000-000
12. Save your work. Close the Distributions window and return to the Shipments
window.

Type
1 Expense 12 01-110-7050-0000-000
2 Expense 8 01-120-5341-0000-000
15. Save your work. Close the Distributions and Shipments windows to return to the
Purchase
Order window.
16. Select (B) Approve and submit the purchase order for approval, deselect all other
options.
17. Record your purchase order number _____________________

Match to Purchase Order

Introduction
In this Section you will enter invoices and match them to a standard purchase order in the
following ways:
Match to PO Shipment Lines – Your supplier shipped 26 units of the item and
billed you for them. The shipments were for the first and second shipment lines. The
rest of the purchase order will be shipped and billed at a later date. Use Invoice
XX5000 to match to PO for this method.
Match to PO Distributions - Your supplier has shipped 5 more units of the item
you ordered and therefore has billed you for them. The shipments were for the
second and third shipment lines. The remainder of the purchase order is on back
order and will be shipped and billed at a later date. Use Invoice XX6000 to match to
PO for this method.
Quick Match – Your supplier has finally shipped the remaining units and
therefore has billed you for them. The shipment was for the balance of the second and
third shipment lines. Use Invoice XX7000 to match to PO for this method.

Match to PO Shipment Lines
1. Navigate to the Invoices window
Type Trading Invoice Amount Payment

partner Number Method
Standard Advantage XX5000 2600 Electronic
Corp
3. (B) Match.
Supplier Name = Advantage Corp
Purchase Order Num = your standard PO number
4. (B) Find.
5. Enter match details according to the following table:

Match Quantity Unit Price Match Amount
Invoiced
Checked 18 100 1800
Checked 8 100 800
6. (B) Match.
7. In the Invoices window, click (B) All Distributions.
8. In the Invoices window, verify that the distribution total equals the invoice amount.
Match to PO Distributions

Type Trading Invoice Amount Payment
Standard Advantage XX6000 500 Electronic
Corp
12. (B) Match.

Supplier Name = Advantage Corp
Purchase Order Num = your standard PO number
12. (B) Find.
13. Enter match details for line 2, according to the following table:
Invoiced
100
Checked 2 100 200
Note: Leave line 1 blank.
14. Decide whether or not to accept the warning note.
15. With your cursor on line 2, select (B) Distribute.

16. Use the following information for your distribution:
Invoiced
Checked 2 100 200
17. (B) Match.
18. Close the Distributions window and return to the Matching window.
19. Enter match details for line 3, according to the following table:
Invoiced
100
100
Checked 3 100 300
Note: Leave lines 1 and 2 blank.
20. With your cursor on line 3, select (B) Distribute.
21. Use the following information for your distribution:

Invoiced
Checked 2 100 200
Checked 2 100 200
22. (B) Match.
23. Close the matching windows.
Quick Match

Type Trading Invoice Amount Payment PO Number
Standard Advantage XX6000 500 Electronic Your Purchase
Corp Order Number
27. (B) QuickMatch.
Note that the invoice lines are automatically populated based on the remaining
purchase
order shipment lines.
28. (B) All Distributions.
Create a Special Calendar

Introduction
This section is aimed to guide you through creating a special Calendar
Creating Special Calendar:

1. Navigate to the Special Calendar definition window.
(N) Setup > Calendar > Special Calendar

Name = XXMonthly
Periods Per Year = 12
Type of Calendar = Recurring Invoice
2. Enter calendar periods beginning with the current month and 6 more.
3. Save your work.

Create Recurring Invoices

Introduction
This section is aimed to guide you through creating a recurring invoice for a total of
$12,000 for the entire period with Advantage Corp. It is required to pay the same amount
each month but do not receive an invoice for the rent. Define a recurring invoice to
handle the creation of all the invoices for $2,000 for this supplier starting with the first of
the next month.
Creating Recurring Invoice:

1. Navigate to the Recurring Invoices window.
(N) Invoices > Entry > Recurring Invoices

Name = Advantage Corp
Site = SAN FRANCISCO
2. Enter the following calendar information:
Name = XXMonthly
Number of Periods = 6
First = This Month
3. Enter the Template Definition:
Number = XXRent
Description = Monthly Rent
4. (T) Line Definition. In the Distribution Origin section, select Distribution Set and select
your full Distribution set: XXUtilities.
5. (T) Amounts. Enter the following amounts:

First amount = 2000
Note: Number of Regular Invoices = 6.
6. (T) Payment. Ensure the Payment Method = Electronic.
7. Accept the default values for the remainder of the fields.

8. In the Number of Invoices field, enter 6.
Note: The Number of Invoices field is at the bottom of the window.
9. (B) Create Recurring Invoices.
10. Complete the invoice generation process. (B) OK.
11. Query your invoice in the Invoices window.

(M) View > Find
− Trading Partner = XXIBM Corporation
12. Verify the invoices.
Note: The invoices will have the following name structure: XXRent-MONTH
Place a hold on the Invoice

Assumptions
Replace XX with your terminal number or initials.
Placing a Hold on an Invoice:

2. Query invoice number XX6000

(M) View > Find
Trading Partner = Advantage Corp
Invoice Number = XX6000
3. (B) Find
Place a Hold on an Invoice

5. (T) Holds
Hold Name = Amount
6. Save
7. (T) General
Note that Holds = 1.
Releasing a hold on the Invoice

Assumptions
Releasing a Hold on an Invoice:

Query an Invoice

(M) View > Find
2. (B) Find.
Release the Hold

3. Use any Release Name to release your invoice on hold.
4. (T) Holds
Release Name = your choice from LOV
5. Save
6. (T) General
Note that Holds = 0

Creating an Internal Bank Account

Assumptions
Creating an Internal Bank Account

Responsibility: Cash Management Vision Operations (USA)
Create a Bank
1. Navigate to Manage Banks and Branches.
(N) Setup > Banks: Banks
2. (B) Create.
3. Select Create a New Bank and enter the following data:
Field Name Value

Country United States
Bank Name XXAPBANK
4. (B) Save and Next.
5. In the Create Bank: Bank Address page, (B) Create.
6. Enter the following data:

Field Name Value
Address Line 1 1 Main Street
City San Francisco
County San Francisco
State CA
Pin Code 94501
Status Active
7. (B) Apply.
Note: Click Apply again if you get an error message for the Postal Code.
8. (B) Finish.
Create a Bank Branch

9. (T) Bank Branches.
10. (B) Create.

11. Enter the following Bank Branch Information:

Country = United States
Bank Name = XXAP Bank
12. (B) Continue.
13. Enable the Create New Branch option.
14. Enter the following bank branch data:
Field Name Value

Branch Name XXAP Branch
Branch Type ABA
15. (B) Finish.
Create Bank Account

16. Navigate to the Home page, and then navigate to the Manage Bank Accounts window.
(L) Home
(N) Setup > Banks: Bank Accounts
17. (B) Create.
18. Enter the following data.
Field Name Value

Bank Name XXAPBANK
Branch Name XXAP Branch
19. (B) Continue.
20. Define the Account Owner and Use information.
Bank Account Owner = Vision Operations

Account Use
Payables = Checked
Receivables = Checked
21. (B) Next.
22. Enter the following information in the Account Information page:

Field Name Value
Account Name XXAP Disbursement

Account Number XX-1234-5678
Currency USD
Use Multiple Currencies Checked
Account Type Description Checking
Description Cash Disbursement Account
24. Enter the following information in the General Controls section of the Account
Controls page:
Field Name Value
Cash 01-000-1110-0000-000
Bank Charges 01-720-7870-0000-000
Foreign Exchange Charges 01-000-2580-0000-000
Netting Account No
Cash Clearing 01-000-1110-0000-000
Bank Errors 01-720-7870-0000-000
25. Enter the following information in the Payables Controls section of the Account
Controls page:
Field Name Value
Multiple Currency Payments Checked
Allow Zero Payments Not Checked
Pooled account Not Checked
27. (B) Add Organization Access.

Account Use
Payables = Checked
Receivables = Checked
Organization = Vision Operations
28. (B) Continue.
29. Review the GL Accounts for Payables
30. (B) Apply.

32. (B) Create Contact.
33. Enter the Contact information.

First Name = Your name
Last Name = Your name
Email = you@email.com
34. (B) Apply.
35. (B) Finish.
Create Payment Documents

36. In the Manage Bank Accounts window, query the bank account you created.
(N) Setup > Banks : Bank Accounts
Account Name = XXAP Disbursement
(B) Go.
37. Select the bank account and click (B) Manage Payment Documents.
38. (B) Create.
39. Create a Check stock using the following information.

Name = XXAP Check Stock
Paper Stock Type = Prenumbered Stock
Format = External Check Format
First Document Number = 1000
Last Document Number = 1100
40. (B) Apply.
41. (B) Create.
42. Create an Employee Check stock using the following information.
Name = XXAP Employee Check Stock
Paper Stock Type = Prenumbered Stock
Format = External Check Format
First Document Number = 1000
Last Document Number = 9900
43. (B) Apply.
Review Bank Accounts

44. Navigate to the Home page, and switch to Payables, Vision Operations (USA)
responsibility.
45. Navigate to the Standard Request Submission window.
(N) Other > Requests > Run
46. Run the Bank Account Listing Report

Name = Bank Account Listing
Sort Accounts By = Banks, Branch, Account Name

Include Active/Inactive Accounts = Both
Effective Date = Today’s Date
47. Select OK and Submit.
48. View the report output.
(M) View > Requests

All my requests = Checked
(B) Find.
Create a Quick Payment

Assumptions
Creating a Quick Payment

Change Payment Method to Check

1. Navigate to the Invoices window:
2. Find invoice XX5000.

(M) View > Find
3. (B) Find.
4. Update the payment method to check

5. Save.
Make the Quick Payment

6. Navigate to the Payment Workbench window.
(N) Payments > Entry > Payments
7. Enter data in the following fields:

Type = Quick
Supplier Site = SAN FRANCISCO
Payment Date = Today’s date (for example, 30-APR-2007)
Payment Amount = 2,600.00
Bank Account = XXAP Disbursement
Payment Process Profile = select one of the XXAP Check Stock options from the LOV
Remit-to-Account = XXXXXX4321
Select Invoice to be Paid

8. (B) Enter/Adjust Invoices.
The Select Invoices window displays all invoices that are validated and ready to be
paid.
Note: If you do not see your invoice in the Invoice Number list of values, return to the
Invoice Workbench to ensure it is validated.
9. Select Invoice XX5000.
10. Save by clicking the Save icon in the tool bar.
11. Return to the Payment s window.

The invoice you selected in the Select Invoices window, XX5000, now appears in the
lower region of the Payments window.
Create Payment Process Request Template

Assumptions
Create a Payment Process Request Template

Navigation
1. Navigate to the Payments Manager.
(N) Payments > Entry > Payments Manager
2. Navigate to the Create Payment Process Request Template page.

(T) Templates > (B) Create
Specify Template Header Information

3. Enter header information in the following fields:
Name = XXTemplate
Description = XXTemplate Description
Specify Payment Selection Criteria

4. (T) Scheduled Payment Selection Criteria.
5. Enter data in the following fields.
Number of Pay From Days = leave blank
Additional Pay through Days = 0
Payee = Advantage Corp
6. Under the Pay Groups region, select the Specify radio button.
7. (B) Add.
8. Select XXPay Group.
Specify Payment Attributes

10. (ST) Payment Attributes.
11. Enter data in the following fields.

Disbursement Bank Account = XXAP Disbursement
Payment Document = XXAP Check Stock (Note: The format of the Payment
Document must match the format of the Payment Process Profile.)
Payment Process Profile = Long Check Format
Payment Exchange Rate Type = Corporate
Specify Degree of Payment Process Request Automation

12. (ST) Process Automation.
13. Select the check box for Stop Process for Review After Scheduled Payment Selection.
14. Select the check box for Stop Process for Review After Creation of Proposed Payments.
15. In the Create Payment Instructions drop-down list, select the Initiate When Payment
Process Request is Complete option.
16. (B) Apply.

Payment Process Request with Stops

Assumptions
Pre-requisites
Create 3 invoices on today’s date with payment method Check and payment Terms as Immediate
Create a Payment Process Request with stops

1. Navigate to the Payments Manager.

(N) Payments > Entry > Payments Manager
Navigation
2. Navigate to the Submit Payment Process Request page:
(T) Payment Process Requests
(B) Submit Single Request
Enter Header Information

3. Enter data in the following fields:
− Payment Process Request Name = XX Payment Process Request
− Use Template = XXTemplate
Data from the template defaults onto the payment process request. You can now
change data
in any subtab of the payment process request if desirable.
Enter Selection Criteria

4. (ST) Scheduled Payment Selection Criteria.
5. Data defaults from the template into the following fields:

Pay From Date = Today’s date
Pay Through Date = Today’s date
Payee = Advantage Corp
Pay Group = XXPay Group
Enter Payment Attributes

6. (ST) Payment Attributes.

Payment Date = Today’s date
Disbursement Bank Account = XXAP Disbursement
Payment Process Profile = Long Check Format
Payment Exchange Rate Type = Corporate
Specify the Degree of Automation for Payment Processing

8. (ST) Processing.

Stop Process for Review After Scheduled Payment Selection = Check because you
want the process to stop for this payrun.
Stop Process for Review After Creation of Proposed Payments = Check because
you want the process to stop for this payrun.
Create Payment Instructions = Wait for Standard Request Submission
10. (B) Submit.
Because both of the stop check boxes have been selected in the Processing subtab and
manual submission of the payment instructions has been specified, the payment
process request will stop at the following points:
after scheduled invoices have been selected
after documents payable have been built into payments
when the payment process request is ready to build payments into payment
instructions
Stop 1: The payment process request stops in the Views region of the Payment
Process Requests page. Note that the status of the payment process request is Invoices
Pending Review.
Review Selected Invoices

11. To review the invoices selected by your payment process request (XX Payment Process
Request), navigate to the (B) Views window, select All of Today’s, and (B) Go.
The payment process requests for today display.
12. (B) Refresh Status until you see that the status of your payment process request (XX
Payment Process Request) is Invoices Pending Review.
13. (I) Start Action of your payment process request (XX Payment Process Request).
The Payment Process Request: Selected Scheduled Payments page displays.
Remove a Selected Invoice from the Payment Process Request

14. To remove one of the three invoices from the payment process request, select the check
box in the Select column of the applicable row and (B) Remove from Request.
15. (B) Yes when the system asks you if you want to remove this invoice from the
payment process request.
The Search Selected Scheduled Payments region now shows two invoices instead of three.
Change the Amount of a Selected Invoice

16. You decide that you only want to pay Advantage Corp part of one of the invoices. To
change the amount of invoice, change the amount directly in the Payment Amount field.
17. (B) Submit.
Stop 2: The payment process request stops in the Views region of the Payment
Process Requests page.
The status of the payment process request changes from Invoices Pending Review to
Assembling Payments and then stops with the status of Pending Proposed Payment
Review.
Review the Proposed Payment

18. To review proposed payments, (I) Start Action in the applicable row (XX Payment
Process Request).
19. To view the invoices selected to be paid within the Vision Operations payment, (L)
Amount.
The Payment: <Number> page displays.
20. To view the invoices included in the Vision Operations payment, expand the
Documents region.
21. The status in the header indicates Instruction Created..
Review Documents within the Payment

22. To review the details of the documents (invoices) within the payment, (L) XX1000 and
(L) XX16000
23. After reviewing the invoices, if you are satisfied with the documents to be included
within the proposed payment, return to the Payment Process Request window to select
the Run Payment Process option from the Actions drop-down list.
24. (B) Go.
25. (B) Refresh Status to refresh the status for the request.
This action runs the payment process request and you are now ready to create
payment instructions.
The payment process request stops in the Views region of the Payment Process
Request page.
Create and Apply a Prepayment

Introduction
This section is aimed to guide you through entering Prepayments and its application
Creating Prepayment Invoice:


2. Enter your Prepayment invoice:

Type = Prepayment
Invoice Date = Today’s Date
Invoice Num = PP11000
Invoice Amount = 2500
Description = Deposit for Sales/Customer Banquet
Prepayment Type = Temporary
Settlement Date = Today’s Date
Payment Method = Electronic
3. Enter the Prepayment invoice line:
Type = Item
Amount = 2500
Note that the distribution line is automatically generated to the Prepayment account.
4. Validate the Prepayment.
5. Pay the Prepayment.
6. In the Payments window, enter the payment information.

Type = Quick
Bank Account = XXAP Disbursement
Payment Date = Today’s Date
Document = Electronic
Payment Process Profile = US NACHA Generic
Remit To Account = your Supplier Remit To Account
7. Save your Work.

9. Find the Prepayment Invoice.

11. Enter an invoice with the following details

Type = Standard
Trading Partner = XXIBM Corporation
Invoice Num = PP12000
Invoice Amount = 6001.59
Payment Method = Electronic
Note Oracle Payables reminds you that there is a prepayment available for your supplier.
Click (B) OK to accept this note.
12. Enter the invoice lines:

Type = Item
Amount = 6001.59
Distribution Account = 01-402-7695-0000-000.
13. Validate the invoice.
(B) Actions
Validate = Checked
(B) OK.
Note: if you are using automatic withholding tax, you’ll want to apply the prepayment prior to
validating the invoice.
14. Apply the Prepayment.

(B) Actions:
Apply/Unapply Prepayment = Checked
(B) OK
15. In the Apply/Unapply Prepayments window, apply the prepayment.
Apply = Checked
Amount to Apply = 2500
16. (B) Apply/Unapply.
17. Close the Apply/Unapply window.
18. Validate the invoice.
19. View the Distributions and note the prepayment distribution.

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AP - Oracle Payables (AP) Setups and Process Training Manual Raju Chinthapatla

Defining Financial & Payables Options

Defining Financial Options:

1. Navigate to the Financials Options window.

 Liability : <enter the account combination for liability >

4. Enter the mandatory fields in Supplier-Purchasing tab

Defining Payables Options:

1. Navigate to the Payables Options window.

4. Enter the required information in currency tab.

5. Enter the required information in invoice tab.

6. Enter the information in matching tab.

7. Enter the information in Payment tab.

8. Enter the required information in withholding tax region

Defining Payables System Setup

Defining Payables System Setup:

1. Navigate to the Payables System Setup window.

2. Payables System Setup window appears.

Defining Payment Terms

Defining Payment Terms:

1. Navigate to the Financials Options window.

4. Enter each Payment Term line.

Payment Terms Window Reference

 % Discount: <enter % discount>

Control Payable Periods

Defining Control Payable Periods:

1. Navigate to the Financials Options window.

3. Control Payables Periods window appears.

1. Navigate to the Payables Suppliers window.

 Supplier Type: <enter the supplier type>

− Phone Area Code = 415

Create a purchasing site.

2. Enter the following invoice:

Trading Invoice Invoice Description Payment Payment

XXIBN XX1000 10000 Promotional Immediate Check

4. Save your work.

6. Click on Actions button to validate your invoice

7. Click on ‘Actions’ button to create accounting for the created invoice

Create Distribution Sets and invoice using the distribution set

Create Distribution Set:

2. Create a Full Distribution Set using the following information:

3. Enter full distributions according to the following table:

Number % Account Description

Note that when the total = 100%, the Type = Full

4. Save your work.

5. Enter a Skeleton Distribution Set, using the following information:

6. Enter skeleton distributions according to the following table:

Note that when the percentage = 0%, the Type = Skeleton

7. Save your work.

Responsibility: Payables, Vision Operations (USA)

2. Enter the following invoice:

Trading Invoice Invoice Description Payment Payment

XXIBN XX1000 10000 Promotional Immediate Check

1 Item 4000 99Skeleton

4. Save your work.

6. Click on Actions button to validate your invoice

7. Click on ‘Actions’ button to create accounting for the created invoice

Enter Quick Invoice:

1. Navigate to the Quick Invoices window.

5. Enter the first invoice lines based on the following table:

6. (B) Save and Next

8. Enter the second invoice line based on the following table:

9. (B) Save and Next

Create Invoices from Quick Invoices