Nagina - TM - AP V-2

ACCOUNTS PAYABLE
TRAINING MANUAL
NAGINA GROUP
TABLE OF CONTENTS
1. SUPPLIER CREATION..................................................................................... 3
2 ENTERING INVOICES................................................................................... 30
2.1 ENTERING STANDARD INVOICES.........................................................................31
2.2 ENTERING LINES AND DISTRIBUTIONS.................................................................40
2.3 INVOICE VALIDATION.......................................................................................52
2.4 CREATE ACCOUNTING......................................................................................55
2.5 INVOICE APPROVAL.........................................................................................56
2.6 PROCESSING DEBIT AND CREDIT MEMO.............................................................64
2.7 ENTERING ADVANCES......................................................................................67
2.8 ENTERING STANDARD INVOICE AGAINST PREPAYMENT...........................................74
2.9 APPLYING HOLDS...........................................................................................77
2.10 SCHEDULING INVOICE PAYMENT........................................................................84
2.11 INQUIRING INVOICES.......................................................................................86
2.12 REVERSING INVOICE DISTRIBUTION....................................................................90
2.13 CANCELLING INVOICES.....................................................................................92
3 PAYMENT................................................................................................... 95
3.1 PAYMENT AGAINST SINGLE INVOICE...................................................................95
3.2 PROCESSING PAYMENT THROUGH PAYMENT WINDOW........................................101
3.3 PROCESSING PAYMENT THROUGH PAYMENT BATCH............................................110
3.4 VOIDING PAYMENT.......................................................................................155
4 CREATE ACCOUNTING AND TRANSFER TO GENERAL LEDGER.....................162
4.1 CREATE ACCOUNTING....................................................................................162
4.2 TRANSFER TO GENERAL LEDGER......................................................................166
TRAINING MANUAL – ACCOUNTS PAYABLE
1. Supplier Creation
Navigation Path:
Payables Suppliers Entry
Following Window Appears.
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A. F. FERGUSON & CO. a member firm of

Click on Create Supplier as highlighted in the screenshot.
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Click on Apply, and following screen will appear.
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The Quick Update page is the default page that the system displays when we initially access the profile
details for a supplier. This Page is intended to be of primary Usage for Routine maintenance of Suppliers.
On the left of screen shot click on Organization as highlighted in screen shot, following screen will appear.
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Organization page can be used to document high-level company information such as structural,
operational, personnel, and financial details about a supplier.
Enter Supplier Type from the given list of Supplier Types.
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Click Save before Navigating to other tab.

Now Navigate to ‘Tax Details’. Following window will appear
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We can record tax default Transactional tax and withholding tax applicability for supplier sites using this
page.
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Now Navigate to ‘Address Book’ to create location of supplier, which is mandatory step for creating
supplier site.
Following Screen appears.
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Click on Create.
Following window will appear.
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All the Address related details can be filled.
But Following Fields must be entered to create active Supplier.
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Click on Continue.
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‘*’ indicates required fields.
Following are mandatory fields on this Page.
 Country
 Address Line 1
 Address Name
Furthermore to make sure that Supplier is available on Purchase Order and Payment can be processed
against the Supplier, Check the following fields as Highlighted.
 Purchasing
 Payments
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Click On Continue. Following Window will appear.
In the Given screen shot Supplier will be opened for two Operating Units. Check the select button and
change the Site Name if it is different from Address N
Name entered in Previous Step.
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Click on Apply and Site is created as evident from following screen shot.
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Highlighted Update Button can be used to Update Previously entered Address of Supplier.
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Highlighted ‘Manage Sites’ Button can be used to update sites information.
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Click on ‘Contact Information’ to record Contact Information of Supplier Representative. Following

Window Appears.
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Now click on ‘Accounting’ tab as highlighted. Following Window Appears.
Fill any of these fields and Click Go.

 Ledger
 Site Status
 Site Name
 Operating Unit
Relevant Site will be opened and Accounting against a supplier is controlled from this window (At Site
Level). Following Accounts can be entered for a supplier site.
 Liability
 Prepayment
 Bills Payable
 Distributions Set
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Save the Work.
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Click on ‘Tax and Reporting’ tab. Following Window will appear.
Transactional Tax can be made applicable for a supplier by Clicking ‘Allow Tax Applicability’.
Now click on ‘Update Transaction Tax’ for relevant site and add Relevant Tax Code that will default on
invoice.
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Click Save.
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Now Click on ‘Purchasing’ tab, following Window appears.
Ship to Location and Bill to Location for Supplier can be updated from here.
Now Click on ‘Receiving’ tab. Following window will appear.
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Relevant Information can be filled to default the information on Purchase Order.

Enforce Ship-to Location: The value you enter in this field determines whether the receiving location
must be the same as the ship-to location:
 None. The receiving location may differ from the ship-to location.
 Reject. Purchasing does not permit receipts when receiving location differs from the ship-to
location.
 Warning. Purchasing displays a warning message but permits receipt when receiving location
differs from the ship-to location.
Match Approval Level
 2-Way: When you match to a purchase order or receipt, Invoice Validation performs these
control checks:
1. Quantity billed <= Quantity ordered
2. Invoice price <= Purchase order price
 3-Way: Control checks 1 and 2, plus:
3. Quantity billed <= Quantity received
 4-Way: Control checks 1, 2, and 3, plus:
4. Quantity billed <= Quantity accepted
Tolerance Level can be defined for over and under Receipt.
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Now Navigate to ‘Payment Details’
‘Check’ will be checked as Cheques will be used to pay suppliers.
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Now Select ‘Invoice Management’. Following screen will appear.
Invoice Amount Limit: Maximum Invoice amount can be restricted from this Function.
Hold from Payment: Invoices of supplier can be held from payment using this function.
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Payment Priority: A number, between 1 (high) and 99 (low), which represents the priority of payment
Terms: Payment Terms is controlled from this function.

Terms Date Basis: Date from which Payables calculates a scheduled payment for a supplier.
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2 Entering Invoices
An Invoice is an itemized list of goods shipped or services rendered, with an account of all costs. Oracle
Payables lets you capture all the attributes of the real-life invoice documents you receive from your
suppliers. When you enter an invoice in Payables, the invoice information is divided between the invoice
header and the invoice lines.
Oracle provides following main type of invoices for creating supplier liability:
 Standard
 Debit Memo/ Credit Memo
 Prepayment
 Mixed
Standard: This invoice type will be used for standard supplier invoices. This type is further split into two
types of invoices.
 PO matched Invoice
 Non-PO matched Invoice
Debit/Credit Memos: This invoice type will be used by the Accounts Department to process Debit and
Credit memos to suppliers or correcting any errors in entering the invoices. Debit/Credit Memos can be
matched to both Purchase Orders and invoices. For Debit/Credit memos invoice amount can only be
negative.
Prepayment: This invoice type will be used by the Accounts Department for processing advance
payments to suppliers.
Mixed Invoice: Mixed Invoices are invoices or credit/debit memos for which you can perform both
positive and negative matching to purchase orders and to other invoices.
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2.1 Entering Standard Invoices

Navigation Path:
Payables Invoices Entry Invoice Batches
Following Window Appears. Enter Batch Name and Click ‘Invoices’
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Following Window will appear.
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 Enter Invoice Type as ‘Standard’ for Standard Supplier Invoice.

 Enter PO for PO matched Invoice. For PO matched Invoice following information will be
defaulted from PO
o Supplier Name
o Suppler number
o Supplier Site
 For Non-PO matched Invoice Enter Supplier Name and Site. Supplier number will be auto-
populated.
 Enter Invoice Date: Invoice date will be allowed for open payable period.
 Enter Invoice Number: Duplication is not allowed in Invoice numbers on supplier basis. It can be
an alpha-numeric number.
 Enter Invoice Amount: This amount must be inclusive of Transactional Tax.
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PKR is set as default currency.
Note: However, foreign currency invoice can be entered in Oracle Payables. Rate type will be selected as
‘User’. And Exchange rate will be entered in the field ‘Exchange Rate’.
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Invoice Match Action has 3 options.
Purchase Order: Invoice amount will be matched with Purchase Order.

Receipt: Invoice Amount will be matched with Receipts against Purchase Order.
Invoice: Invoice header will only be matched with Invoice Quantity and Rate.
Terms Date will be entered and based on Terms Date and Terms Payment Due date will be calculated.
Payment Method will default from Supplier Site.
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Note: If Invoice Relates to LC then LC Information will be entered in Descriptive Flexfield. Clicking the
highlighted area will open a window and in that Context field we will select LC Information and enter 2
fields.
 LC Number
 LC Shipment Number
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Click Ok.
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2.2 Entering Lines and Distributions

2.2.1 PO Matched Invoice
For PO matched Invoice Click on ‘Match’ Button as highlighted in the screenshot.
Following Window appears. Click on Find
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If Multiple Receipts are entered in system against one PO then Invoice can be generated for each
invoice.
By Clicking on find a new window is opened.
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Now select ‘Match’ as highlighted. Enter Quantity invoiced and enter Match amount based on PO and
Quantity based on Receipts.
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Click Match. Now we will be guided back to Invoice screen and Invoice Line information will be available
as per Purchase Order.
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Line level Information will be non-updatable. If Invoice amount is required to be capitalized and
transferred to Oracle Assets then Check ‘Track as Asset’ field and enter relevant ‘Asset book ‘.
We will enter relevant ‘Transactional tax code’ at line level from list of values as highlighted in the below
screen shot.
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For following Expense type relevant Descriptive Flexfield will be entered.
Expense Type Information To be filled Optional/Mandatory
CAD CAD Number Optional
Employee Optional
Employee Name
name
Utility Expense Meter Number Optional
Telephone Optional
Telephone Number
Expense
Vehicle Registration Number Optional
Vehicle Optional
Vehicle Owner
Maintenance
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If we select Telephone expense, following window will appear and we will enter Telephone number.
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Now click on ‘Distributions’ to enter account to be debited at Invoice level. Following Window appears.
Note: It is worth noting that Charge account is non-updatable. As Invoice is matched with PO so
charge account defaults from PO. But in case of Non-PO matched Invoice Account will be entered
manually.
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To enter ‘Invoice WHT Code’ and ‘Payment WHT Code’ enter relevant WHT code in the fields ‘Payment
Withholding Tax Group’ and ‘Payment Withholding Tax’ Group in distributions as highlighted below.
Invoice Withholding Tax: Invoice WHT code enables WHT deductions at Invoice Validation time.
Payment Withholding Tax: Payment WHT code enables WHT deductions at time of making Payment.
For LC related Invoice ‘Expense Type’ will be entered at DFF at Distribution level.
Save the Work and Exit Distribution Window.
Now On Invoice window click ‘Calculate Tax’ and sales tax will be calculated automatically and lines will
be generated for Sales Tax. In given screen shots two taxes are calculated one is Recoverable and other
is non-recoverable.
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Now in case of Withholding tax at sales tax enter ‘WHT Code’ for created Sales Tax Line as directed in
earlier screen shot.
For Non-PO Matched Invoices
Lines amount will be manually entered and remaining procedure will be same.
Distribution will also have to be entered manually. Click on ‘Distribution’ Following Window appears.
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As pointed out earlier for Invoice not matched with PO Account will be manually entered and amount of
Distributions must add up to Lines total.
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2.3 Invoice Validation

Before you can pay or create accounting entries for any invoice, the Invoice Validation process must
validate the invoice. Invoice Validation checks the matching, tax, period status, exchange rate, and
distribution information for invoices you enter and System automatically applies holds to exception
invoices. To release the hold you have to correct the exception that caused Invoice Validation to apply
the hold.
To submit Invoice Validation for invoices: In the Invoices window, find and select the invoice you want
to validate.
Click on Actions Button as highlighted. Following Window appears.
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Select Validate and Click OK.
Note: If we are validating a credit or debit memo, select Validate Related invoices to submit
validation for invoices associated with the credit or debit memo.
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Invoice Status Changes to Validated as evident from above screenshot.
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2.4 Create Accounting

Find the Invoice and click on ‘Action 1’ Button to create Accounting of the invoice
For any further Processing Invoice Approval will be performed in the system.
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2.5 Invoice Approval

Find the Invoice and click on ‘Action 1’ Button.
Select Option ‘Force Approval’
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Click ‘OK’. Invoice Status is changed and now the Invoice can be further processed.
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Create Accounting
Select the Relevant Invoice and Click on ‘Action 1’ Button
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Select ‘Create Accounting’ and Click OK.
Submit the Create Accounting program in Draft mode, if you want to view the accounting results before
you create the final accounting, or Final mode.
Select ‘Final’ for final Accounting and ‘Final Post’ for Posting the accounting to General Ledger.
Following message will be displayed on successful creation of accounting.
Status against ‘Accounted’ changes to Yes.
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You can also view accounting events of the invoice in the Tools menu.
Following screen appears.

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To view journal entries, click on “View Journal Entries”
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To view the accounting detail as T-Accounts: choose the T-Accounts button. Following window
will appear.
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2.6 Processing Debit and Credit Memo

Enter a credit or debit memo to record a credit for goods or services purchased. Credit/debit memos are
netted with basic invoices at payment time.
Credit Memo: Negative amount invoice created by a supplier and sent to you to notify you of a credit.
Debit Memo: Negative amount invoice created by you and sent to a supplier to notify the supplier of a
debit you are recording. It is usually sent with a note explaining the debit memo.
Entering Credit/Debit Memos: To enter a credit/debit memo, navigate to invoice window as directed
earlier.
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In the Invoice Batches window enter either the Credit Memo or Debit Memo Invoice Type. Enter a
negative invoice amount and all basic invoice information. Enter Immediate Payment Terms, if
appropriate.
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Enter distributions. You can enter them manually or enter them automatically in one of the following
ways:
 Match to the original invoice you entered.
 Match to a purchase order or receipt.
Save your work.
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2.7 Entering Advances

Prepayment type of Invoice is used to record Advances given to Suppliers.
Summary
The process to record a Prepayment Invoice is same as entering a Standard Invoice.
The only difference is to Apply Prepayments while making the final Payment against the Invoice.
Entering Prepayment Invoice

After Creating Invoice Batch, go to Invoice Window and Select Prepayment as Invoice Type.
Enter Supplier to whom prepayment is to made, supplier site, invoice date, invoice number, Amount and
all other Invoice particulars that are required to be entered for standard Invoice.
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Click on lines. Following window appears and Line Type will default as ‘Item’ Other two types are:
 Tax: Used for automatic calculation of Sales Tax.

 Withholding Tax: Used For automatic calculation of Withholding Tax.
Enter Invoice Amount exclusive of Taxes.
Click on Distributions Button to make the Distribution for the Prepayment.

Following window will appear.
Enter Distribution Amount and Prepayment account automatically pop in.
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Save the work and Close the Window.

Now Follow the Invoice Validation and Invoice Approval Process explained earlier.
Following Screen appears then. Status is ‘Unpaid’.
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Now to create accounting of Prepayment Invoice follow the process described earlier.
Now For Payment of Single Invoice Go to Invoice Action Button and enable ‘Pay in Full’ Box to make
payments.
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Click ok and following button appears.

Enter Bank Account; check Book from whom payment is to be made and Payment Amount. Enter the
payment process profile name. Upon saving invoice information will automatically be filled in.
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Check number populates automatically for given check book ’Payment Document’.
Save your Work. Following window appears.
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Click ‘Actions 1’ Button to Format Payment and Create Accounting and check “Final”.
Click ‘Ok’ and accounting of Payment is transferred to General Ledger.
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2.8 Entering Standard Invoice against Prepayment

 Go to the Invoice Window and enter the invoice Type Standard.
 Enter the Supplier Name, Amount and other Invoice particulars. While entering invoice of a
supplier against which Prepayment exist following message showing the prepayment available
against the supplier pops in.
 Click on Ok Button
 Enter all the invoice particulars as processed in previous part.
 Click on Distribution Button to go to the distribution window to specify charge amount and the
relevant head of account to which invoice is to charge.
 Go to the Invoice Window and Click on Action 1 Button to go to the Invoice Action Window to
Validate and Approve Invoice.
 Again go to Invoice Action Window and Click on Apply/Un Apply Prepayment and press “OK”
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Click OK. Following window will appear.
Enable the Apply Check Boxes. The fields automatically fill in.
Click on Apply/UN Apply Button to Apply Prepayment. Following line appear under ‘Existing
Prepayment Application’
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If we want to Un-apply the Prepayment then Check Un-apply check box and enter “Apply/Un-apply”
Button. Line under ‘Existing Prepayment Application’ vanishes and it appears in the window of
Prepayment available for application.
Save the Work and Exit.
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Adjusting Prepayments
If you have not paid or applied a prepayment, you can make changes to it in the same way that you
make changes to an invoice. You can cancel a prepayment after you create accounting entries for it, but
not if it is paid or applied to an invoice.
2.9 Applying Holds

Holds that you apply manually or that Payables applies prevent payment and, in some cases, creation of
accounting entries for an invoice. You can remove holds that you apply, and you can manually release
certain holds that Payables applies during Approval. Payables provide some generic invoice holds for you
to use, and you can define your own, based on your invoice approval needs. You can also prevent
payment of supplier invoices by placing a hold on the supplier rather than on each individual invoice.
Payables also automatically apply certain holds to exception invoices during Invoice Validation. You
cannot manually apply these system holds. For example, if the sum of an invoice’s distribution amounts
does not equal the Invoice Amount, Payables will apply a Distribution Variance hold to the invoice
during Invoice Validation.
LOV of Holds:
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Applying a Hold to Selected Invoices
 Find the invoice in the Invoices window.

 Select the invoice and choose the Holds button to navigate to the Invoice Holds window. Apply a
hold by selecting a Hold Name from the list of values. You can select from all Invoice Approvals
defined with the type Invoice Hold Reason. You can apply as many holds to an invoice as you
require. Payables displays a full audit trail of all current and released invoice holds in this
window.
Save your work.
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Releasing Hold from Single/Multiple Invoices

Release holds from invoices to allow payment and accounting entry creation for the invoices. You can
view the holds on an invoice in either the Invoice Overview window or the Invoice Holds window. You
can see the number of invoice holds on an invoice in the Holds display only region of the Invoices
window.
After you release all holds from an invoice it is not necessary for you to resubmit Invoice Validation
before you can pay or create accounting entries for it. Invoice Validation will not place an invoice on the
same type of hold that you manually released. You must manually release all holds that you apply
manually. Payables do not automatically release holds that you apply to invoices.
During Invoice Validation, Payables automatically releases system holds (anything other than the user
defined holds you define) from invoices with corrected exception conditions. For example, you fix a
distribution variance on an invoice, resubmits Invoice Validation, and Payables automatically releases
the Distribution Variance hold.
If you release a manually releasable hold that Payables applied during invoice Validation, the next time
you submit Invoice Validation, Payables will not reapply the same hold. Payables apply some holds that
you cannot release.
 In the Invoices window, use the Find window to query the Invoice/invoices for a particular
supplier from which you want to release holds. It is not necessary to enter a particular Hold
Name in the Holds region of the Find Invoices window. In the Invoices window, select
single/Multiple invoice(s) for which you want to release holds.
Note: To Release Hold from Multiple Invoices use the CTRL key and at the same time left click with
your mouse on each invoice to select it.
 Choose Actions to navigate to the Invoice Actions window. Select Release Holds. In the Hold
Name field, either select the name of the one hold type you want to release, or accept the
default of all to release all releasable holds for each selected invoice select a Release Name. You
can select from all Invoice Approvals defined with the type Hold Quick Release Reason.
Optionally override the release reason associated with the Release Name.
 Choose OK. Payables automatically releases all releasable holds and assigns the release name to
all releasable holds across the multiple invoices you selected.
 Save your work.
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Click ok and Releases are removed from invoice with Audit Trail of Hold history of application and
Removal.
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Applying a Hold to a Scheduled Payment
 Find the invoice in the Invoices window.
 Select the invoice and choose the Scheduled Payments button to navigate to the Scheduled
Payments window. To hold a scheduled payment, check Hold. By checking the Hold check box,
you will not be able to pay the scheduled payment until you remove the hold by checking the
check box again. If you want to partially pay an invoice that has only one scheduled payment,
you can choose Split to break the scheduled payment in two. This way you can place one of the
lines on hold, while leaving the other free for payment. You can create as many scheduled
payments as you require as long as the sum of the Gross Amounts for all equals the Invoice
Amount. For example, the supplier sends you an invoice for two desks and delivers only one.
You can partially pay the invoice by splitting the scheduled payment in two and applying a hold
to one scheduled payment. You can release the hold after delivery, making the scheduled
payment available for payment.
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Save the Work.
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Releasing Scheduled Payment Holds
 In the Invoices window or the Invoice Holds window, choose the Scheduled Payments button to
navigate to the Scheduled Payments window.
 Uncheck the Hold check box to release the hold from a scheduled payment.
Save the Work.
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2.10 Scheduling Invoice Payment

During invoice entry, Payables automatically schedules payment for each invoice based on the Payment
Terms and Terms Date you enter for the invoice. Payable uses the Payment Terms definition to calculate
the due date for each scheduled payment. For Payment Terms for example, if an invoice has 30 days
credit, Payables calculate the due date as 30 days after the Terms Date. You can assign default Payment
Terms to a supplier. The invoice Terms Date defaults from the supplier site Terms Date Basis option you
select.
Use the Scheduled Payments window to review or adjust dates and amounts of all payments for an
invoice. You can also schedule partial payments and place all or part of the scheduled payment on hold.
To adjust scheduled payments for an invoice
 Find the Invoice.

 In the Invoices window, choose the Scheduled Payments button. In the Scheduled Payments
window make any updates to unpaid scheduled payments and create any new scheduled
payments you want.
 If you want to split a scheduled payment, update the amount then chooses Split Schedule to
have Payables create an additional scheduled payment with the net amount due. Adjust the
dates as appropriate and optionally apply a hold to the scheduled payment.
Scheduled payment can be split between more than one payments. Click on Highlighted ‘Split Button’.
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As evident from screen shot Payment is split between two payments but keeping the total same as
earlier.
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2.11 Inquiring Invoices

You can find invoices to respond to supplier inquiries, including questions regarding invoice payment
status, invoice payment date, reasons an invoice has not been paid and total balance due for a supplier
or supplier site. You can also find invoices to make adjustments to them or to perform actions on them,
such as approval or cancellation.
Navigation Path
Payables Suppliers Entry
Following Window will appear.
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Open the Find Invoices window from the Invoices window either by choosing the Find icon from the
Toolbar or by selecting ‘Find’ from the View menu. Enter criteria directly into the fields. You can enter
complex criteria by entering information in several fields. Some fields will not become enabled unless
you first identify the supplier.
Choose the Find button to navigate to the Invoices window where Payables displays all invoices that
match your criteria. Payables display invoices in the following order:
 Supplier Name (ascending)
 Supplier Site (ascending)
 Invoice Date (descending)
 Invoice Number (ascending)
To Calculate a Balance owed against a particular Invoice/ Supplier
First find the Supplier in the find window
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Then Click on “Calculate balance owed” Button. Following window appears.
Click on Calculate.
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Supplier Balance summary is made available. If we click on ‘Invoices’ then all the invoices related to
selected supplier will open.
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2.12 Reversing Invoice Distribution

 Find the invoice. From the Invoices window choose the Distributions button to navigate to the
Distributions window.
 Select the distributions you want to reverse and choose “Reverse 1”. Payable creates a negative
amount distribution for each distribution you select.
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 Save your work.

 Adjust the Invoice amount according to the Distribution amount and click on “Create
Accounting” to create accounting for reversal of distribution.
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2.13 Cancelling Invoices

You can cancel only unpaid invoices. You can cancel any unapproved invoice, or an approved invoice
that does not have any effective payments or accounting holds. If an invoice has a hold that prevents
accounting, you must release the hold before you cancel the invoice. You cannot cancel an invoice that
has been selected for payment in a payment batch. A cancelled invoice does not show up in your invoice
liability reports and you cannot pay or adjust a cancelled invoice. You can cancel single invoice
distributions by reversing them. When Payables cancels an invoice, it sets the invoice amount to zero,
sets all scheduled payments to zero, and reverses all invoice distributions and any matches to purchase
order shipments and distributions. Payables also submit Approval for the invoice and, if there are no
accounting holds on the invoice, updates the status of the invoice to Cancelled.
To Cancel an Invoice:
 Find the invoice in the find invoice window.

 In the Invoices window, select the invoice you want to cancel and choose Actions. In the Invoice
Actions window, select Cancel Invoices
 Choose OK to have Payables cancel the invoice.
 Click Ok and following Caution message will be displayed by the system.
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 Click OK.
 Click Create Accounting in the Action 1 button.
 When Payables cancels an invoice, it sets the invoice amount to zero, sets all scheduled
payments to zero, and reverses all invoice distributions and any matches to purchase order
shipments and distributions.
 Save your work.
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Canceling Invoice Restrictions

INVOICES TO WHICH YOU HAVE APPLIED PREPAYMENTS
You cannot cancel an invoice that you have applied a prepayment to. You must first un-apply the
prepayment.
INVOICES YOU HAVE MATCHED TO PERMANENTLY CLOSED PURCHASE ORDERS

You cannot cancel an invoice that you matched to a permanently closed purchase order.
PREPAYMENTS
You cannot cancel a prepayment that you have applied to an invoice. You must first un-apply any
prepayments and void the payment that paid the prepayment. You can then cancel the prepayment.
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3 Payment
3.1 Payment against Single Invoice
Summary
Making Payment for an Individual Invoice is a Four Step Process
 Select the Invoice from Invoice Window for Payment.
 Go to the Action 1 Window and Click on Pay in Full Box.
Enter the Payments details in to Payment Window.
Prerequisites
 Each invoice you want to pay must be validated, not cancelled, and without holds.
 Each invoice that requires approval must be approved before you can pay it.
 Each invoice must have used the same currency as the payment.
 The bank account must have at least one payment document.
Processing Payment through Invoice Window

Select the Invoice from Invoices Window for which Payment is to be made.
Click on ‘Action’ button. Following window appears. Check ‘Pay in full’ Field and click ok.
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Following window appears.

 Enter the Payment date in the Payment date field.
 Select the Bank in Bank Account, Payment Document( Check Book)
 Select the “Payment method” from list of values.
In Nagina, 2 Payment methods can be used.
 Check (For Instant payment)
 Bills payable (For future dated Payment)
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 All other information on payment screen will automatically default.

 The System automatically Reserve the available Document No of the Bank for the Payment
when you select the Document Type.
 Save your Work
 Click on ‘Action’ button.
 Check mark create accounting (Draft, Final or Final Post)
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 Click ok
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Message for Successful creation of Accounting is displayed

Note: Payment accounting will run successfully only if its related invoice’s accounting is created first.
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3.2 Processing Payment through Payment Window

Following process is followed for payment through Payment screen rather than using invoice window.
Navigation Path
Payables Payments Entry Payments
Following screen will appear.
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 In the Payments window select Quick in the Type field.

 Enter the Supplier in the Trading Partner field.
 Enter the Payment date in the Payment date field.
 Enter the Bank Account from which you want to make the payment.
 Enter the Payment Process Profile in the Payment Process Profile field.
Page-103

 Choose Enter/Adjust Invoices to navigate to the Select Invoices window. Select the invoices you
want to pay. Optionally choose Invoice Overview to review more information about an invoice
Page-104

 In the Invoice number field select Invoice number from List of values
Page-105

 If the invoice is subject to withholding tax a window will pop-in and system will automatically
intimate you for withholding tax.
 Save and return to the Payments window. Payables automatically enter the payment Amount
for you.
 If the invoice in subject to With Holding Tax, system will automatically deduct the amount of
withholding tax. You can see the amount in Lines tabbed region. Invoices by the name of Tax
Authority will also be generated by the system. You have to re-query the invoice batch to see
the invoice of WHT. Once the WHT invoice is created you have to complete all the steps of
standard invoice i.e. Validation, Create Accounting, Payment.
 You can also view the amount of WHT in the distribution of invoice. Click the All Distributions
button on Invoice’s screen. Following window will appear.
Page-106

Choose Actions to navigate to the Payment Actions window
Page-107

Page-108

 Save the Work and Exit the screen.

 Check the Create Accounting check box and select the type of accounting that you want to
create for the payment.
 Click ok.
Page-109

3.3 Processing Payment through Payment Batch

Batch Payment is used to pay number of invoices. In Nagina Group,
Create Template
Navigation Type
Payables Payments Entry Payment Manager
Following HTML Window appears.
Page-110

Click on Template Tab.
Page-111

Click On Create Button.
Enter Template Name, Description and End Date in Batch Header Field
In “Scheduled Payment Selection Criteria” Tab enter following information
 Supplier Type
 Payee
 Payment Method
 Pay Group
 Legal Entity
 Payment Currency
 Operating Units
Page-112

Page-113

Click On “Payment Attribute” Tab and Provide Relevant Information
Click On “Process Automation” Tab
Page-114

Click “Validation Failure Results” Tab
Page-115

Click on ‘Apply’
Following message will be created confirming the successful creation of batch payment template.
Page-116

Run Payment Process Request

There are two ways to run a Payment process Request
1. Run Request from “Template” Tab

2. Run Request from “Payment Process Request” Tab
Run Request from “Template” Tab
Page-117

Click on Template
Enter relevant Template Name and Click ‘Go’.

Page-118

Page-119

Click “GO”
All information defaults from Template
 Enter Payment Process Request Name

 Enter Pay from Date and Pay through Date
Page-120

Now Click on ‘Payment Attributes’
Click on Submit Button.
Page-121

Following message appears.
Page-122

Run Request from “Payment Process Request” Tab
Click on ‘Payment Process Profile’ tab.
Click on ‘Submit Single Request’
Page-123

 Enter ‘Payment Process Request Name’

 Enter Template Name
 Enter Pay from Date
 Enter Pay through Date
Page-124

Click on Submit button
Page-125

Payment Processing
When Payment Process Request is submitted system automatically starts the process of auto selection
of invoices for payment on the basis of criteria specified in Payment batch
Now go Payment Manager Screen and Click on ‘Need Action’ Button.
Page-126

Page-127

Or Click On Payment Process Request Tab
Enter Payment Process Request Name and Click on “GO”
Page-128

Click on Start Action button.
Following Window appears.
Page-129

System shows all invoices that it has selected for payment on the basis of invoice selection criteria. Here
you can perform following actions:
1. Change the amount of Payment

2. Remove any Invoice from Payment
3. Add some new invoice for Payment
Page-130

Change in Payment Amount
Payment Amount defaults from Invoice but it can be changed by clicking payment amount and entering
new amount as required.
Page-131

Remove any Invoice from Payment
After Selecting invoice Click on ‘Remove from Request’
Following screen appears asking for confirmation for removal of line from selected payment.
Page-132

Click on ‘Yes’ and invoice is deleted from selection of invoices for Payment.
Now there are 4 lines remaining as evident from Screen shot.
Page-133

Add Some New Invoice for Payment
Click on ‘Add Scheduled Payment’
Following window pops up.
Page-134

Select any one of these Criteria for searching
 Payee
 Document Number
 Payment Currency
 Due Date
Enter value of Invoice required to be added against any of the above criteria.
Page-135

Select any Invoice
Page-136

And Click select at Bottom of Screen.
Page-137

Invoice will be added to Invoices selected for payment through batch payment.
Page-138

In the above screen shot it can be seen that one more invoice is added for payment.
After Reviewing the invoices selected for payment and adding/Deleting the payment or changing the
payment amount, Submit the batch for payment.
Page-139

Click on Submit. Following message appears after clicking ’Submit’ button.
Page-140

Request automatically starts in application
After completion of above requests, now navigate to Payment Manager Window and click ‘Payment
Process Request’
Query the Relevant Payment Process Request and click ‘Go’.

Page-141

On Refreshing the button Request status changes,

Click on “Start Action”. Following Window appears.
Page-142

Any Payment to a supplier, which was earlier selected and need not to be paid any more can still be
removed from this Batch payment by selecting Supplier and clicking ‘Remove’ Button.
Now after final decision for payment to supplier, we move further by selecting ‘Run Payment Process’
against ‘Action’ field as evident from Screen Shot.
Page-143

Click ‘Go’
Page-144

Click on ‘Refresh Status’ Button status changes to Formatting.
Page-145

Now click on ’+’ button and note the Reference as highlighted in Screen shot.
Click on ‘Payment Instruction Tab’ and fill reference number previously noted and click ‘Go’.
Page-146

Now click on Take Action. Following Window appears.
Select only available Printer (No Print).Click on Print. Following Window appears.
Page-147

Select ‘Take Action’ Button against Relevant Payment Instruction, Which can be identified by ‘Date
Action Needed’.
Page-148

Page-149

Click ‘Record Print Status’. Following window appears.
Page-150

 Document Number is Check number created against payments.

 Payee/Trading Partner is person to whom payment is made.
 Amount Represents amount paid.
Click On continue.
Following confirmation message appears at the top of window. Click ‘Apply’
Page-151

Payment is completed.
Page-152

Now Query Payment Request from ‘Payment Process Request’ tab.
Page-153

Status changes to confirmed Payment.
Page-154

3.4 Voiding Payment

Payment can be voided by following given process.
Navigation Path
Payables Payments Entry
Following window opens.
Page-155

Click on find button as highlighted in screen shot.
Page-156

Fill searching criteria, and click on find button.
Payment to supplier appears in following manner.
Page-157

Click on ‘Action’ button.
Enter the Date and GL Date. In the Invoice action LOV, select the action to be performed on the invoice.
(None, Hold or Cancel). Click OK.
The following Caution message will be displayed will be displayed by the system
Page-158

Click ok and then click on the Actions 1 button. Select Create Accounting and click OK.
Click ok and then click on the Actions 1 button. Select Create Accounting and click OK.
Page-159

Click Ok. Following message appears.
Page-160

Negative line against payment is created.
Quick Payment Restrictions

NUMBER OF INVOICES
You can only pay as many invoices as you defined for the remittance advice of the payment document.
SAME SUPPLIER SITE

You can only select invoices that have the same supplier site as the payment supplier site you enter. You
can, however, change the payment mailing address if the Allow Payment Address Change Payables
option is enabled.
PAY ALONE INVOICES

The system adjusts the list of values to ensure that you don’t pay a “Pay Alone” invoice when you pay
multiple invoices. If you have selected an invoice for payment and then select more invoices for
payment, then Payables does not include Pay Alone invoices on this list of values. If you select a Pay
Alone invoice for payment then you cannot select more invoices.
PAYING IN A FOREIGN CURRENCY

You must pay in the same currency as the invoice. You can enter and pay a foreign currency invoice only
if your Allow Multiple Currencies Payables option is enabled, and you have defined a multi–currency or
foreign currency denominated bank account.
CANNOT STOP FORMATTED QUICK PAYMENTS

You cannot stop a Quick Payment before it has been formatted.
Page-161

4 Create Accounting and Transfer to General Ledger

4.1 Create Accounting
Now to Create Accounting of all the Invoices for a specific period go to Request by following below
mentioned path.
Payables View Requests
Page-162

Click on ‘Submit a New Request’. Following window appears.
Select ‘Single Request’ and Click ‘OK’. Following window appears and now Enter Request Name ‘Create
Accounting’.
Page-163

Fill the Parameters as per above screen shot.
Note: Keep Transfer to General Ledger as ‘No’. Click on Submit Button. Click Find Request Button.
Following Report is the output that is reviewed for accounting entries before transferring it to General
Ledger.
Page-164

Page-165

4.2 Transfer to General Ledger
After you create accounting entries in Payables, submit the Payables Transfer to General Ledger
program to send invoice and payment accounting entries to the general ledger interface. This program is
run form the Submit Request window. You can then submit Journal Import, which uses the data in the
GL interface to create un-posted journal entry batches, headers, and lines. You can then post these
journal entry batches, headers, and lines within General Ledger to update your General Ledger account
balances. You can submit Journal Import either when you submit the transfer program, or separately,
after the transfer process completes.
Payables retain the accounting entries, so you can continue to review them in Payables. Also, after you
post journal entries in Oracle General Ledger, you can drill down to the related accounting entries or
transactions in Payables.
Click Ok and then Click Submit. Find the Request and view the generated Report.
Page-166

Accounting is transferred to General Ledger and relevant Journal can be seen from General Ledger
Responsibility. <Refer General Ledger Training Manual>
Page-167

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ACCOUNTS PAYABLE

Payables Suppliers Entry

Following Window Appears.

A. F. FERGUSON & CO. a member firm of

Click on Create Supplier as highlighted in the screenshot.

A. F. FERGUSON & CO. a member firm of

Click on Apply, and following screen will appear.

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

Click Save before Navigating to other tab.

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

Following window will appear.

A. F. FERGUSON & CO. a member firm of

All the Address related details can be filled.

But Following Fields must be entered to create active Supplier.

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

‘*’ indicates required fields.

Following are mandatory fields on this Page.

A. F. FERGUSON & CO. a member firm of

Click On Continue. Following Window will appear.

Name entered in Previous Step.

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

Highlighted ‘Manage Sites’ Button can be used to update sites information.

A. F. FERGUSON & CO. a member firm of

Click on ‘Contact Information’ to record Contact Information of Supplier Representative. Following

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

Now click on ‘Accounting’ tab as highlighted. Following Window Appears.

Fill any of these fields and Click Go.

A. F. FERGUSON & CO. a member firm of

Save the Work.

A. F. FERGUSON & CO. a member firm of

Click on ‘Tax and Reporting’ tab. Following Window will appear.

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

Now Click on ‘Purchasing’ tab, following Window appears.

Now Click on ‘Receiving’ tab. Following window will appear.

A. F. FERGUSON & CO. a member firm of

Relevant Information can be filled to default the information on Purchase Order.

Tolerance Level can be defined for over and under Receipt.

A. F. FERGUSON & CO. a member firm of

Now Navigate to ‘Payment Details’

‘Check’ will be checked as Cheques will be used to pay suppliers.

A. F. FERGUSON & CO. a member firm of

Now Select ‘Invoice Management’. Following screen will appear.

A. F. FERGUSON & CO. a member firm of

Terms: Payment Terms is controlled from this function.

A. F. FERGUSON & CO. a member firm of

A. F. FERGUSON & CO. a member firm of

2.1 Entering Standard Invoices

Payables Invoices Entry Invoice Batches

Following Window Appears. Enter Batch Name and Click ‘Invoices’

A. F. FERGUSON & CO. a member firm of

Following Window will appear.

A. F. FERGUSON & CO. a member firm of

 Enter Invoice Type as ‘Standard’ for Standard Supplier Invoice.