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Sunday, 14 February 2010 08:09 Anon
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In this article you will see step by step usage of Oracle Payables. This is particularly useful in end user training in 11i This article is divided into 4 parts, Part1, Part2, Part 3, Part4
Table of Contents
1 Document Control 1.1 Revision History and Approval 2 Accounts Payable 2.1 Overview 2.2 High Level Process flow diagram 3 Supplier Creation and maintenance 3.1 Creation of Supplier 3.2 Merging of supplier 4 Invoice Entry 4.1 Overview 4.2 Entering Standard Invoice 4.3 Entering PO default Invoices 4.4 Entering Debit and Credit Memo 4.4.1 Overview 4.4.2 Enter Credit Memo 4.4.3 Matching credit memo to invoice/PO 4.5 Entering prepayment invoices 4.5.1 Overview 4.5.2 Create Prepayment Invoice 5 Creation of Recurring Invoice 5.1 Overview 5.2 Setup Special Calendar 5.3 Define recurring invoice template
5.4 Generate recurring Invoice 5.5 Invoice validation 5.5.1 Canceling a Prepayment invoice 5.5.2 Paying a prepayment 5.5.3 Applying a Prepayment 5.5.4 Un-applying a Prepayment 6 Invoice Validation 6.1 Introduction 6.2 Online Validation 6.3 Submitting payable approval program 7 Holds 8 Payable accounting process 9 Payment 9.1 Overview 10 Manual Payment 10.1 Overview 10.2 Pay an Invoice manually 10.3 Printing a Payment 11 Batch Payment 11.1 Batch Payment Process This payment format contains one credit line and multiple credit lines. 11.2 Initiating Payment Batches 11.3 Selecting invoice / Verify Payment Register is correct 11.4 Modify Payment 11.4.1 Adding an invoice to a payment batch 11.4.2 Removing an Invoice from Payment Batch 11.4.3 Removing all Invoices for a Particular supplier site from a payment batch 11.4.4 Changing payment or discount amounts for a selected invoice 11.5 Formatting Payments 11.6 Confirm Payment Batch 11.7 Payment Batch sets 12 Stop Payments 12.1 Stopping a Payment 12.2 Releasing a Stop Payment 12.3 Voiding a Payment
13 Payables Transfer to General Ledger 14 Open and Close Period 14.1 Period control status 14.2 Open a Period 14.3 Close Period
End user Manual for Account Payable
1 Accounts Payable
Accounts Payable designed is designed for • Supplier creation and maintenance • Recording invoices from suppliers • Payment to vendors • Creation of banks • Transfer of accounting information to GL Oracle Payables is one of the sub-ledgers of General Ledger and provides a means to gather information pertinent to the Payables and tracks the status of payments to the suppliers
go straight to the Sites region and set all organization-specific parameters at the Site level. 1.2 High Level Process flow diagram Purchasing Accounting of Invoices Pay invoices Reconcile Payments General Ledger Enter invoices Enter supplier Matching JE JE Purchase Orders Receipts 2 Supplier Creation and maintenance 2.1. To enter a new supplier provide supplier name and provide all the information under various tabs . the Supplier header record is shared acrossorganizations and you should therefore take the following precautions: Always use Find first before adding anew supplier as it may have already been created by another organization.1 Creation of Supplier In a multi-org environment.If the supplier already exists. Navigate to Supplier’s ► Entry 1.
3. use the PgUp / PgDn buttons to find the required site. To update a site. Select the Sites button. Provide the following information against various tabs .
and a Purchasing Site to enter Pos Site Name Address Site Uses Region If you have the site phone numbers. Purchasing. Procurement Card or RFQ only. The supplier must have a Pay Site to enter invoices.Fill in the following fields Name field of theContent Enter a Name for the site Enter the Address and other details of the site Define what this site is used for .Payment. specify them in communicatio the appropriate fields ns 1. Select the accounting region .1. 1. Select the Contacts region End user Manual for Account Payable Optionally add information on site contacts as required.
Fill in the following fields. However the values are defaulted from the financial option Name of theContent field Liability Prepayment Modify the entity value if necessary Modify the entity value if necessary Future datedModify the entity value if necessary Payment 3.2. Select the payment region .
Page 4 of 4 .4. Before filling in this region it is necessary to have created the account in the AP Bank Account form. Information you enter in this region of the Supplier and Supplier Sites windows will appear in the supplier assignments region of the Bank Account window. Select the bank account region Use this region to record the supplier bank accounts that your suppliers and supplier sites use for electronic payment transactions.
Select the invoice tax region 2. Select the Purchasing region All the options are derived from the system defaults defined in the purchasing and AP setups .End user Manual for Account Payable 1.
petty payment etc.1 Merging of supplier Any supplier who are duplicate or not required to be maintained or requires merging with any other supplier can be done using merge function available in Oracle.1 Overview Every transaction that needs to be paid would be recorded as invoice. Click on save. This is required even for advance payment. Payable gives the option to enter invoices in single . The supplier is created 1. Merger once done can not be reversed.3. Name field Invoices of theContent Choose which all the invoices you want to merge Paid Unpaid None Name and site Name and site Merger Provide the name of the supplier and site requires transfer Provide the name of the supplier and site to which the merge needs to be done Run the merge to execute the merge program 2 Invoice Entry 2. Merging suppliers is an irreversible action.
Prepayment. Debit Memo. The following are various type of invoices used to record transactions Standard.or in batches.Fill in the following fields Name of the filed Content . A trade invoice you want to automatically match to a specified purchase order and then manually match to the individual shipments on the purchase order. A negative amount invoice you send to notify a supplier of a credit you recorded for goods or services purchased. An advance payment you make to a supplier or employee Expense Report. Credit Memo.1 Entering Standard Invoice These invoices are entered in payables not matched against purchase orders. currency. In batches the value such as payment terms. 1. GL date can be given that will default to individual invoices to make data entry faster. An invoice you enter to record business-related employee expenses Page 4 of 4 End user Manual for Account Payable 1. A negative amount invoice you receive from a supplier representing a credit for goods or services purchased. PO Default. A trade invoice you receive from a supplier. Navigate to Invoices ► Entry ► Invoices The following window will open: 1.
AP will put the invoice on Future Period hold during Approval Invoice Number Enter the Invoice Number from the invoice your supplier sent you or accept the Payables default (today's date) by choosing [Tab]. Payment Terms. AP automatically schedules payment of the invoice using the Invoice Amount. AP will not allow you to enter duplicate invoice numbers for the same supplier. Enter the full Invoice Amount including tax Enter the Description of your invoice.Voucher Type Supplier Supplier Number Site Automatically defined by Oracle Choose Standard orEnter the Supplier or Supplier Number Enter the Supplier Site to which you will send payment of the invoice. and Terms Date. Enter distributions manually or automatically by entering a Distribution Set. AP will print the addressfor this site on the payment. This will appear on your paymentdocument and may appear in your general ledger. Enter or review the defaults for these fields by Clicking on Payments 4. Invoice Date Enter the Invoice Date or accept the Payables default (today's date) bychoosing If you enter a date in a future period. Enter the GL Date Not applicable Invoice Amount Description G L Date Withholding tax group 1. Entering Distribution Manually .
Create a Line 2. Enter the line amount (Tax not included) Enter the GL Account Not applicable to Tooran Amount Account Tax code Track as anThis check box will be enabled if the distribution line asset needs to be transferred to fixed assets GL Date The distribution GL Date defaults from the invoice GL Date you entered.Click on (save) 1. This can be overridden 1.1.Attach 3.2 Entering PO default Invoices These are invoices matched against purchase orders raised from oracle purchasing . ChooseMiscellaneous for other expenses on an invoice that are not tax.Enter a separate line to show freight separately 2.Fill in the following field Name of the filed Type Content Choose a Distribution Type Choose Item for goods or services you ordered.
The following window will open: . Enter the PO Default type. Page 4 of 4 End user Manual for Account Payable 1. and Currency. then AP automatically defaults the Supplier. Site. but do not manually enter the distributions. Supplier Number. 2.Select the appropriate withholding tax group in the tax field 3.Choose the Match button. Enter all basic invoice information (see: Entering Basic Invoices).1. A form appears: enter the PO Number.
select the purchase order distributions and enter either the Quantity Invoiced or Match Amount. Review the invoice distributions AP created by choosing the Distribution button from either the Invoices Summary or Invoices detail window.Choose Match to save your match Page 3 of 3 End user Manual for Account Payable 1. It can be changed. 1. 1. Payables automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). Optionally change the invoice payment term. For each shipment you want to match. For each purchase order distribution you want to match to. If you want further details to match. The following window with matched distribution line(s) will open: . select the shipment by clicking the Match check box and enter the invoiced quantity.1. The order number is already specified. you can match to purchase orderdistributions by choosing the Distribute button. When you enter one field.
1 Entering Debit and Credit Memo . 1. You cannot reopen a permanently-closed purchase order or perform any further matching to the purchase order. you can check Final Match in the Match to PO or Match to Invoice Distribution window to have AP permanently close the purchase order during invoice Approval.Final matching a Purchase order When you are entering a purchase order matched invoice or a credit/debit memo. Attention: Check Final Match only if you are certain this is a final match against therelated purchase order and you want Approval to permanently close the purchase order. Approval permanently closes the matched purchase order. When you approve a final-matched invoice.
1. Enter anegative invoice amount and all basic invoice information as in standard Invoices.2 Enter Credit Memo In the Invoices Summary form enter the Credit Memo Invoice Type. • Debit Memo .Negative amount invoice created by you and sent to a supplierto notify the supplier of a credit you are recording.The difference between credit and debit memos is: • Credit Memo .1. Credit/debit memos are netted with basic invoices at payment time.1. 1.1.Enter the distribution automatically in one of the following ways: • Manually • Or by matching to the original invoice you entered 1.1 Overview In oracle Credit and debit memos are used when you receive credit for items you returned to a supplier.1 Matching credit memo to invoice/PO 1. 1.1 MATCHING OPTIONS WHEN THE ORIGINAL INVOICE IS NOT PURCHASE ORDER MATCHED In this case you can choose one of the following: .1.Negative amount invoice created by a supplier and sent to youto notify you of a credit.Click on save Page 3 of 3 End user Manual for Account Payable 1.1.
If the credit memo pertains to an invoice matched to a certain purchase order. you may order three chairs for threedifferent departments and return one. You can match a credit invoice to theoriginal distribution for that department to ensure that the credit matches thecharge. • Match to specific invoice distributions: You can allocate the credit amount to specific invoice distributions of the original invoice. Follow the steps below 1. and then choose the Match button. . query the invoices you want to match and choose Find. 2.• Match to an invoice: Payables prorate your credit amount based on theinvoice distribution amounts of the original invoice.Enter a Credit Memo type invoice.At the pop-up list to the right of the Match button. For example. Payable automatically creates invoice distributions for the credit memo based on the distributions ofthe original invoice.Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions 3. choose Invoice. In the Find Invoices to match window. 1. Payables automaticallycreate invoice distributions for the credit memo based on the original invoicedistribution that you select.
Then choose the Distribute button. 3. 1. . Create invoice distributions by matching to one or more invoices. select the invoice and enter a Credit Amount. If you want to match in further detail. AP navigates to the Match to Invoice window. 2.query by purchase order number to see all invoices matched to that purchase order. Optionally choose the Invoice Overview button to review more information about an invoice. continue the match at the invoice distribution level: Match check box of the invoice you want to match and enter the CreditAmount. If you are matching to a non-purchase order matched (basic) invoice.
To review the new invoice distributions. your credit amount across all purchase order distributions associated with the purchase order receipt to which you match the credit memo. Follow the steps below to create a credit memo to match against PO 1. .Enter a Credit Memo type invoice. 3.2 MATCHING OPTIONS WHEN THE ORIGINAL INVOICE IS PURCHASE ORDER MATCHED In this case you can choose one of the following: • Match to specific invoice distributions: You can allocate the credit amount to specific invoice distributions of the original invoice. For each invoice distribution you want to match to. based on the quantity billed. Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions.1. • Match to purchase order receipts: Payables prorates. Choose the Match button to create invoice distributions for the credit memo based on the matches you made. Payables automaticallycreate invoice distributions for the credit memo based on the original invoice distributions that you select. choose the Distributions button from the Invoices Summary. 1. 1. Payables automatically create invoice distributions for the credit memo based on the purchase order distributions associated with the purchase order receipt you match to.1. select the distribution and enter a Credit Amount.1. 2.
choose Purchase Order or Receipt. At the pop-up list to the right of the Match button. select the line by checking the Match checkbox and enter either a Quantity Invoiced or Match Amount.1. You can optionally change the Unit Price. Click on the Find button: Page 5 of 5 End user Manual for Account Payable 1. For each line you want to match to. which defaults from the purchase order. and then choose the Match button. AP automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). .In the Find screen. enter the search criteria to find the purchase order 1. 1.
1.1 Overview .1 Entering prepayment invoices 1. Check Approve RelatedInvoices.1. and choose OK to have Payables automatically initiate Approval forany invoices associated with a credit memo.Validate the related Invoices when entering Credit Memos Search for the credit memo In the Invoices Summary choose the Actions button.1.
Select the prepayment as invoice type 3. 1. Review the Prepayment Status report to review unapplied payments or unpaid or partially paid invoices for suppliers/employees. Enter all the other field as you do for a standard invoice. Create a prepayment in much the same way as you create a regular invoice.Choose the following path: Invoices ► Entry ► Invoice Batches.1.A prepayment is a type of invoice you enter to pay an advance payment to a supplier or an employee. expect for the following special field .2 Create Prepayment Invoice 1. Cllick on the button Invoices 2.
1. Payables allows you to apply the prepayment only to the invoices matched to the associated purchase order.Oracle Payables debits the Prepayment Accounting Flex-field from the suppliersite. Payables also creates a tax distribution line End user Manual for Account Payable . Specify the Prepayment Type as Temporary if you want to apply the prepayment to an invoice or the advance to an employee expense report.Click on Distribution. If you enter a tax name on a prepayment. but you should fill the Amount field.Name of the Content field Prepayment Select Temporary or Permanent as the Type Prepayment Type. You can only apply a prepayment to an invoice inthe same currency as the invoice. If you are using multiple currencies. Settlement Accept the Default or change. AP creates a prepayment distribution line automatically when you enter a prepayment. You can establish a Purchase Order association for your prepayment when you enter the prepayment. You specify the Prepayment Type as permanent if you do not want to apply the prepayment to an invoice. Payables use Date the Settlement Date to prevent you from applying a temporary prepayment to an invoice until on or after the Settlement Date of the prepayment. you can enter a prepayment in anycurrency you have defined. If you associate a prepayment with a purchase order.
click on the action button to validate the prepayment.After completing the invoice form. A full distribution set would also need to be defined for the relevant expense account in the Distribution Sets window 1. Office cleaning. Electricity and water payments.2 Setup Special Calendar For recurring payments made of a fixed amount at regular intervals.1. Creation of recurring invoice process describes below 1.Choose the following path Setup ► Calendar ► Special Calendar The following screen will display . 1 Creation of Recurring Invoice 1. the AP Administrator would define a Special Calendar of the type Recurring Invoice in the Special Calendar window.1 Overview These are invoices predefined and run for recurring expenses such as Telephone expenses.
etc. or Q1.1. Feb. The sequence numbers of a period should represent the sequence of the period in a regular calendar. May December 1995 should be sequenced 512.g. E. Jan. Required Enter the Start Date for this period 8 Start Date . enter 12. For e.g. Q3. and January 1996 should be sequenced 1.. enter 4. For example. Q2. Required Enter in the Year field the calendar year in which a period occurs Required Enter numbers in the Sequence fields to indicate the order in which the periods occur. Mar. Q4.Fill in the following field Sl Field 1 1 2 Type Calendar Calendar Name Periods year Type Description ofRequired Click on Recurring Invoice Required Enter any logical name for the recurring calendar perRequired Enter the number of periods in this calendar. Optional Enter any calendar logical description for this 3 5 6 7 Description Period Year Sequence Required Enter a period name. to use it or payments recurring monthly. to use it for payments recurring quarterly.
LOV Required. (Choose the site relevant to the entity. The Supplier Number will default Enter the Supplier Site for which you want to create the recurring invoice. Fill the following fields Sl No 1 2 3 Field Supplier Name Supplier Number Type Required.9 End Date Required Enter the End Date for this period Required. The System Name will automatically Defaults default by taking the combination of Period name and the last two digits of a year.3 Define recurring invoice template 1. LOV 4 Supplier PayRequired.Choose the following path: Invoice ► Entry ► Recurring Invoice The following screen will display 2.Save the Recurring calendar 1. identifiable by the prefixes) The Pay Group will default from the Supplier SiteRequired. 10 System Name 1. Defaults Description Enter the Supplier name for which you want to create the recurring invoice. .
Defaults Required. Once the invoices are generated. this will be updated to the next period for which the invoice should be created. the beginning date of the recurring invoice's period defaults. LOV Required supplier site setup. this with a suffix of the period name will be assigned to the invoice created as the invoice number. it will default to every invoice you create from this template and will be the date the liability will take effect in GL. Accept the default. Select the appropriate special calendar. Enter any invoice logical description for this 9 10 Remaining Number 11 12 Description Optional Currency Required. 3) If you leave it blank. and create the invoice in period where system period and special calendar period are the same. 2) If you leave it blank. This defaults from the supplier site setup. the system date 13 14 Liability Account GL Date . Defaults Optional The functional currency defaults. and create the invoice in period where system period and special calendar period are not the same (in sense of the period in which the system date falls). GL Date for the liability will be assigned in any of these ways: 1) If you enter a GL Date. You will get a message if the numbers of periods you enter are more than the periods defined for the calendar you have chosen. Display OnlyThe remaining periods for which the invoices remain to be created will default. 7 8 First Next Required Display OnlyThe next period name will default depending upon the first period name entered. Accept default. Enter the first period name for which you want to pay this vendor. Required Enter any identifiable number. Accept the default.Group 5 6 Calendar Name Periods Defaults Required. Enter the number of periods for which you want to pay this vendor. unless the supplier site invoice currency is different.
The number of recurring invoices shall default from the periods entered in the main form.on which you create the invoice defaults. Defaults Required. Next Amount Display Only No ofDisplay Recurring Only Invoices Control Total Defaults The next amount shall default from the first amount. Only a full type distribution set is allowed for recurring invoices. Accept default. Accept default or change if required. The control total defaults at first by multiplying the first amount with the 4 . Defaults This defaults from the supplier site Setup. This defaults from the supplier site Setup. 15 16 17 Payment Method Payment Terms Required. Choose a distribution set for the accounts to be debited. Set LOV 3. Distribution Required. Click on the Amount tab Page 6 of 6 End user Manual for Account Payable 1. Generally you will follow the second case. Enter the following field Sl No 1 2 3 Field Type Description First Amount Required Enter the amount to be paid periodically.
Choose the following path: Invoice ► Entry ► Recurring Invoice In this screen. on any criterion you know.Fields have the following impact in recurring invoice Sl No Field 1 Invoice Type Display Description This is the number suffixed with the . which would then be submitted to the accounts department. Designated authority would approve on the bill (the physical hard copy). The following form will open up: 1. if required. the system pro-rates the differential amount across the remaining number of periods for which the invoices are yet to be created (the change is seen in the next amount field) 5 Released Total Amounts Remaining Defaults The release amount will default depending upon the amount paid against this invoice template periodically. Against it. query.number of periods. the recurring invoice template from which you want to create an invoice. click on the button Generate Recurring Invoices on the Recurring Invoice Template. if any. Once it is found. If at any point after generating an invoice. in the Recurring Invoices window. If no bill has to be submitted. 6 Defaults 1. you change the control total. generate the recurring invoice at periodic intervals defined in the recurring invoice calendar.1 Generate recurring Invoice Vendor submits bills for the recurring expense incurred. you would generate in Payables. The Amount remaining will default depending upon the amount paid against this invoice template periodically. 1.
When you pay the prepayment the status is updated to Available. 1. If you choose to cancel a prepayment in Unapproved or Unpaid status. 1.Click on the actions button to pay the prepayment 2.1 Canceling a Prepayment invoice If the prepayment status is Unapproved or Unpaid. the status isupdated toCancelled and Payables automatically reduces the prepayment amount to zero. you can cancel the prepayment.2 Paying a prepayment You must fully pay a prepayment before you can apply the prepayment to an invoice. Required 5 3. After reviewing the displayed information click OK 1.2. it defaults as the first date of the special calendar period for which you are creating the recurring invoice.Number 2 GL Date Only special calendar period name and will be the number given to the invoice. Click on Invoice button . Once the prepayment has been paid you can re-query the Invoices form to see the updatedAmount Paid field and the updated Status field.2. and you can change it if required. Display Only This defaults from the amount assigned to the period. enter the ally exchange rate. Choose the following path Invoices ► Entry ► Invoice Batches.2. Required. This is the date on which the account Defaults debited will take effect in GL. Check the pay in full box 3. 2. Click on OK 1. The prepayment is now available to be applied to invoice(s).2 Invoice validation For more details please refer Prepayment 1. choose User Rate –ally type Type Required.3 Applying a Prepayment 1. 3 4 Amount Exchange Condition For foreign currency invoices. You cannot apply a cancelled prepayment to an invoice or expense report. LOV Rate Condition For foreign currency invoices.
AP lets you know if the prepayment is available to apply for an invoice or if an advance is available to apply to an employee expense report. Complete the entry of the invoice to which the prepayment(s) will be applied. approve the invoice(s) and/or select the completed approved invoice(s). AP notifies you of the existence of any prepayments with the message: “Prepayments exist for thissupplier”. Apply the prepayment by entering or selecting one or more invoices that you want to apply the prepayment to. 1.As you enter an invoice for a supplier with outstanding prepayments. 3.Click on Actions . 2.
approve.1.Click on OK. 2. Check Apply/ Unapply Prepayments. and its Status is Fully Applied. As you apply a prepayment. AP creates prepayment reversal lines on the prepayment as you apply it. check the prepayment line(s) to be applied and enter the amount you wish to apply. AP reduces the amount of theprepayment by the amount applied. . Once you fully apply a prepayment. its amount is $0. The Apply/ Unapply Prepayments form allows you to printprepayments as well as unapply existing prepayments apply. and On the form.
4 Un-applying a Prepayment Un-apply prepayments on the Apply/Un-apply Prepayments form by checking the checkbox next to any Existing Prepayments that you wish to UN-apply and commit the transaction. and distributioninformation for invoices you enter and automatically applies holds to exceptioninvoices Validation is done in one of the following ways • Online by using the validation button in the Invoice action button • Batch by submitting the Payables Approval program from the Submit Requests window. tax.1. Page 6 of 6 End user Manual for Account Payable 1 Invoice Validation 1.2.1 Introduction Every invoice entered as above needs to be validated for account creation and for making payment. 1.2 Online Validation • Navigate to Invoices Entry ► Invoice Batches ► Invoices . . exchange rate. period status. The validation validates the matching.
note that the number shown on the Actions button represents the number of lines chosen. • Click on Action button • Select approve If you are approving a credit or debit memo.In the Invoices window. hold down the Ctrl key and mouse click on each line. • Choose OK . find the invoice(s) for which you want to submit Approval. select Approve Related Invoices to submit online Approval for invoices associated with the credit or debit memo. To select individual invoices.
3 Submitting payable approval program The validation under this method can be done for batch of invoices. Can't Funds Check. You can check the Approval status of an invoice online in theInvoices window. . Scheduled Payment Hold. This hold is used by Payables only if you use encumbrance accounting and the absolute or advisory method of budgetary control. Budget does not exist for the invoice accounting period. Choose program Payable approval and submit 2 Holds Holds are restriction placed on invoices so that these invoices can not be accounted and prevented from payment Holds are of two types • Manual holds • System holds A) Manual Holds There are three types of holds you can use to prevent payment of an invoice. You cannot release the following holds: The examples of some of the holds are as below. Hold Unvalidated Invoices. or Hold Unmatched Invoices options. 1. You can manually apply one or more Invoice Hold Names ("holds") to an invoice using the Invoice Holds window of the Invoice Workbench.AP displays messages about the number of holds applied and released during this cycle of Approval. You can identify all invoices that Payables has not yet reviewed with Approval by submitting the Invoice Register for Unapproved Invoices Only.You must fix the problem that caused Invoice Validation to place the hold on the invoice then resubmit Invoice Validation to release the holds. The hold can not be applied if the invoices are already selected for payment . These can be released only when the exception is corrected. Supplier Hold. or the Invoices Batches window Navigate to Request ►other ►Run. B) Manual Holds. No Rate. In the Supplier Sites window. You also have the option of specifying an Invoice Amount Limit for a supplier site. You can hold payment 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. you can enable the Hold All Payments. Dist Variance. Invoice amount does not equal the sum of the invoice distribution amounts. These holds are created by system during invoice validation when ever an exception is encountered by the system. Foreign currency invoice does not have an exchange rate assigned to it. or the invoice distribution account does not equal the purchase order distribution account.These holds can be released manually. The following are the type of the manual holds Invoice Hold.
• No AWT Period. • Can't Try PO Close. • ERV Acct Invalid. Navigate to Other ► Request ► Run 2. but Invoice Validation placed one or more holds on invoice during validation. Document class Invoices Includes the following accounting events: • invoice entry • invoice adjustment • invoice cancellation • prepayment application • prepayment unapplication Payments. Payables only apply this hold if you enable Automatic Offsets. This can be created in two ways • By choosing the create accounting process button in invoice and payment window • By running a program Perform the following steps to run the program 1.• Final Matching. Includes the following accounting events: • payment entry • (future dated) payment maturity • payment adjustment • payment cancellation • payment clearing . Invoice is final matched to purchase order. Invoice has one or more distributions final matched to a purchase order. Invoice distribution has an invalid account. If you do not specify dates. Choose the program Payable accounting process 3. • Dist Acct Invalid. An invalid account prevents you from creating accounting entries for an invoice or payment. Invoice Validation created an invalid Exchange Rate Variance account for an invoice distribution.Provide the following parameters and submit Name field From date of date theContent toProvide the accounting event dates for which you want to transfer accounting entries These dates are not required to run the accounting process. Create the period in the special calendar and resubmit Invoice Validation. then the program will account for all of your unaccounted transactions. 3 Payable accounting process The accounting process enables to view the new accounting entries in the payables . Invoice Validation did not find the period in the withholding tax special calendar.
1 Overview . report • No.• payment unclearing All. all eligible 4 Payment 4. Create accounting entries for unaccounted invoice and payment events Submit transfer • Yes to GL • No Submit journal • Yes import • No Validate • Yes accounts • No Summarize • Yes report • No Run accounting • Yes.
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