BR100 - AppSetup - AP - 1.0-KUL

VF AP APPLICATION SETUP
Accounts Payable
Malaysia
Author Raghu
Creation Date Apr 19 2016
Last Updated
Document Ref
Version Draft 1.0
Approvals:
Finance Process Lead
Finance Manager
1
Draft 4.1
HOR.CNFG.BF160
Internal-Balfour Beatty
Document Control
Change Record
Date Author Version Change Reference
19-Apr-16 Raghu Draft 1.0 No Previous Document
Reviewers
Name Position
Functional lead
Quality Team
Finance Process Lead
Finance Manager
Distribution
Copy No. Name Location
1 Project Library
2 Project Manager
3
4
5
Note To Holders:
If you receive an electronic copy of this document and print it out, please write your name on the equivalent of
the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front cover, for document control
purposes.
Draft 4.1 2
Internal-Balfour Beatty HOR.CNFG.BF160
Purpose
Rollout for new operation units for the country " Country Name"
1. Country Name:
Background
Scope and Application

we have scope of rollout for following countries in future
Country Names:
Draft 4.1 Page i of iii

Draft 4.1 Page i of iii
Oracle Payables Configuration Spreadsheet
Release 11i (11.5.9)
INDEX
Con.Scottish & Regional Civil Engineering

Setup Step Description GHO Work Place Con.Northern Major Civil Engg. Ground Engg. Utility Solutions Rail Plant and Fleet Mansell Capital Approval Notes
Southern Engg. Services
AP-1 Profile Options

AP-2 Fin Options and Defaults
AP-3 Payables Options
AP-4 Payables Sys Setup
AP-7 Distribution Sets
AP-8 Inventory Organization
AP-10 Supplier Setup
AP-12 Open Periods
AP-13 Operating Unit Preferences
AP-14 Payment Process Profiles
AP-15 System Security Options
Open/Closed Issues Open & Closed Issues
Draft 4.1 ] 5
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Return to Index
Define Profile Options

(N) : Sys Admin > Profile > System
Responsibility
Profile Options Site Application Responsibility User

Operating Unit
Name
GL Ledger ID 48002
GL Ledger Name MY_MYR_USGAAP
GL: Data Access Set MY_MYR_USGAAP
HR:Business Group
HR:User Type
MO: Default Operating Unit
MO: Operating Unit KUL
MO: Security Profile
Sequential Numbering
Draft 4.1 6
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Define Financial Options and Defaults

(N) : Setup > Options > Financials Options
Operating Unit
Future Period
Liability
Limit
KUL 1 348-00000-200100-000-000-000000-0000000000
Draft 4.1 7
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Accounting Region
GL Accounts Zone
Prepayment Bills Payable Discount Taken
348-00000-150100-000-000-000000-0000000000 348-00000-200350-000-000-000000-0000000000 348-00000-701600-000-000-000000-0000000000
Draft 4.1 8
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one
PO Rate Variance Gain PO Rate Variance Loss Expenses Clearing
348-00000-703200-000-000-000000-0000000000 348-00000-703201-000-000-000000-0000000000 NA
Draft 4.1 9
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Miscellaneous Retainage
NA NA
Draft 4.1 10
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Supplier - Purchasing Region
Ship Freight
RFQ Only Site Ship-To Location Bill-To Location Inventory Organization FOB
Via Terms
NO NO SJC - San Jose, CA KUL - KUL - Malaysia NO NO NO
Draft 4.1 11
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Tax Region Human Resources Region

Encumbrance Region
Vat Registration
Use Requisition Reserve at Use PO Member VAT Registration Expense Check
Business Group
Encumbrance Completion Encumbrance State Number Address
Null Null Null Global Business Group Home
Draft 4.1 12
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n Resources Region
Employee Number Zone
Use Approval Next Automatic
Method
Hierarchies Number
NA Manual NA
Draft 4.1 13
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Define System Options

(N) : Setup > Options > Payables Options
Accounting Option
Payment Accounting
Operating Unit Account for Account for Account for

Account for Bills Payable
Payment > Gain/Loss > Gain/Loss >
Payment > Bills Payable Account Source > Account Source
When When When
When From Payment Document > From Supplier
Payment is payment is payment
Payment clears Site
issued issued clears
KUL Yes Yes Yes Yes Yes NO
Draft 4.1 14
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Calculate
Automatic Require
Use Multiple User Exchange
Offset Discount Method Interest Prepayment Account Exchange
Currencies Exchange Rate Type
Method Rate Entry
Rate
None System Account System Account From Supplier site Yes Yes No Corporate
Draft 4.1 15
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Currency
GL Accounts
Realized Gain Realized Loss

Realized Gain (Account #) Realized Loss (Account #)
(Account Desc.) (Account Desc.)
348-00000-703400-000-000-000000-0000000000 VeriFone Internation348-00000-703401-000-000-000000-0000000000 VeriFone Internationa
Draft 4.1 16
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Tax Reporting
Main
Confirm Allow
Combined Use Pay Income Allow
Rounding Date as Document
Rounding (Account #) Filing Site Tax Tax Online
(Account Desc.) Invoice Category
program Region Region Validation
Number Override
348-00000-703300-000-000-000000-0000000000 VeriFone Internat NO NO NA Yes Yes NO
Draft 4.1 17
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Invoice
Main Freight GL Date Basis
Allow
Allow Recalculate Allow Remit Remit Freight
Remit To Freight Account
Adjustments to Scheduled To Supplier Acceptance Account GL Date Basis System Date
Account (Description)
Paid Invoices Payments Override Days (Number)
Override
Yes NO Yes NO NA NO NO Invoice Date NO
Draft 4.1 18
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Approval Matching
Approval Processing
Sequence
Require Require Allow Allow Transfer PO

Goods Goods Use Invoice Allow
Validation Accounting Allow Final Distribution Matching Descriptive
received/Invoi received/syste Approval Force
Before Before Matching Level Account Flexfield
ce date k m date k workflow Approval
Approval Approval Matching Override Information
NO NO NO NA NA NA NO Yes Yes NO
Draft 4.1 19
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Interest Exp
Tolerances Interest Invoice Accounts
Allow Minimum Expense Liability

Good Service Expense Liability Default Apply
Interest Interest (Account (Account
Tolerances Tolerances (Account #) (Account #) Template Advances
Invoices Amount Description) Description)
NO NO NO NA NA NA NA NA NO Yes
Draft 4.1 20
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Expense Report Region Payment
Automatically Create Employee as Supplier (YES) Discount Single Payment BankCharges
Hold Enable Bank Deduct

Unmatched Exclude Tax Allow Allow Allow Charge Bank
Payment Payment
Pay Group Expense from Discount Pre Void and Address Deduction Charge
Term Priority
Report Calculation Date Reissue Change from from
Invoices Payment Payment
Due Upon Receipt

EMPLOYEE 99 NO NO Yes Yes NO NO NO
Draft 4.1 21
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Witholding Tax
Withholding Amount
Apply Withholding Tax Create Withholding Invoice
Basis Zone
At Invoice
Use Include Include At Invoice At Invoice
Allow Manual Tax At Payment Validation &
Withholding Discount Tax Never Validation Never Validation
Withholding Group Time Payment
Tax Amount Amount Time Time
Term
NO NO NO NO NO Yes NO NO NO Yes NO
Draft 4.1 22
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Reports
Report
e Withholding Invoice Supplier
Sorting
Include
At Income Tax Withholding Sort by
At Payment Invoice
Withholding Type on date Alternate
Time currency
Application Witholding basis/Invoice Field
Distribution
NO NO NO Invoice Date NO MYR
Draft 4.1 23
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Return to Index
Define Payables System Setup

(N) : Setup > Options > Payables System Setup
Supplier
Supplier Number Payment
Next Term Always Create
Invoice Pay Date Payment
Entry Type Automatic Pay Group Date Take Interest
Currency Basis Terms
Number Basis Discounts Invoices
Automatic Numeric 47181 NO VENDORS Invoice Due Net 60 NO None
Draft 4.1 24
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Control
Hold
Invoice Match Option Unmatch
Invoices
Purchase Order Yes
Draft 4.1 25
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Return to Index
Define Descriptive Flexfields

(N) : Setup > Financials > Flexfields > Descriptive > Segments
Context Field Zone Context Field Values Zone

Freeze
Flexfield Segment Value Default Reference Value Value
Application Title Definition Separator Prompt Set Value Field Required Displayed Code Name Description Enabled Number Name
*Balfour Beatty to use Seeded DFF's. If required new DFF's needs to be enabled
Draft 4.1 26
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Window Value
Prompt Column Set Displayed Enabled
Draft 4.1 27
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Validation Zone Sizes Zone

Value Default Default Security
Name Description Enabled Column Number Displayed Set Description Type Value Required Enabled Range Display Size
Draft 4.1 28
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Sizes Zone Prompts Zone

Description Concatenated List of
Size Description Size Values Window
Draft 4.1 29
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Setup : Flexfields : Descriptive : Values : (B) Find (Find Values By = Descriptive Flexfield)
Descriptive Flexfield Zone Effective Alternative Region

Independent Translated
Application Title Context Independent Segment Dependent Segment Value Value Description Value Value Description Enabled From
Draft 4.1 30
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ative Region Hierarchy, Qualifiers Alternative Region
To Parent Group Level Qualifiers DFF
Draft 4.1 31
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Return to Index
Define Distribution Sets

(N) : Setup > Invoices > Distribution Sets
Operating Unit Name Description Inactive On Type DFF Num % Project Related Account Description Income Tax Type DFF Account Description
*Distribution Sets to be defined as required
Draft 4.1 32
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Define Special Calendars

(N) : Setup > Calendar > Special Calendars
Type of Calendar
Recurring Invoice Witholding Tax Payment Terms Key Indicator Name Description Periods per Year Period Name Year Seq From Date To Date
Construction Industry
Yes CIS WHT Scheme Calendar 12 MAR 2012 12 6-Mar-12 5-Apr-12
FEB 2012 11 6-Feb-12 5-Mar-12
JAN 2012 10 6-Jan-12 5-Feb-12
DEC 2012 9 6-Dec-11 5-Jan-12
NOV 2012 8 6-Nov-11 5-Dec-11
OCT 2012 7 6-Oct-11 5-Nov-11
SEP 2012 6 6-Sep-11 5-Oct-11
AUG 2012 5 6-Aug-11 5-Sep-11
JUL 2012 4 6-Jul-11 5-Aug-11
JUN 2012 3 6-Jun-11 5-Jul-11
MAY 2012 2 6-May-11 5-Jun-11
APR 2012 1 6-Apr-11 5-May-11
MAR 2011 12 6-Mar-11 5-Apr-11
FEB 2011 11 6-Feb-11 5-Mar-11
JAN 2011 10 6-Jan-11 5-Feb-11
DEC 2011 9 6-Dec-10 5-Jan-11
NOV 2011 8 6-Nov-10 5-Dec-10
OCT 2011 7 6-Oct-10 5-Nov-10
SEP 2011 6 6-Sep-10 5-Oct-10
AUG 2011 5 6-Aug-10 5-Sep-10
JUL 2011 4 6-Jul-10 5-Aug-10
JUN 2011 3 6-Jun-10 5-Jul-10
MAY 2011 2 6-May-10 5-Jun-10
APR 2011 1 6-Apr-10 5-May-10
MAR 2010 12 6-Mar-10 5-Apr-10
FEB 2010 11 6-Feb-10 5-Mar-10
JAN 2010 10 6-Jan-10 5-Feb-10
DEC 2010 9 6-Dec-09 5-Jan-10
NOV 2010 8 6-Nov-09 5-Dec-09
OCT 2010 7 6-Oct-09 5-Nov-09
Draft 4.1 33
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SEP 2010 6 6-Sep-09 5-Oct-09

AUG 2010 5 6-Aug-09 5-Sep-09
Draft 4.1 34
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Due Date System Name Report Run
Mar-12
Feb-12
Jan-12
Dec-11
Nov-11
Oct-11
Sep-11
Aug-11
Jul-11
Jun-11
May-11
Apr-11
Mar-11
Feb-11
Jan-11
Dec-10
Nov-10
Oct-10
Sep-10
Aug-10
Jul-10
Jun-10
May-10
Apr-10
Mar-10
Feb-10
Jan-10
Dec-09
Nov-09
Oct-09
Draft 4.1 35
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Sep-09
Aug-09
Draft 4.1 36
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Return to Index
Supplier Setup
(N) : Suppliers > Entry
*Will be performed as part of data migration.
Supplier Site Setup

(N) : Suppliers > Entry
*Will be performed as part of data migration.
Assumptions:
Accounting Requirements - All Supplier Records
Supplier>Supplier Site>Liability Account populated correctly
CIS Requirement
Supplier>Tax Details> Allow Withhold Tax Enabled
Supplier>Tax Details>Payment Withholding Tax Group
Supplier>Tax Details> Supplier Site>Allow Withhold Tax Enabled
Supplier>Tax Details>Supplier Site>Payment Withholding Tax Group
Electronic Payment
Supplier>Terms and Controls>Payment Details>Payment Method should be Electronic
Supplier>Bank Details>Setup Bank Account with Payment Priority 1
Tax Requirement
Supplier>Terms and Controls>Tax Reporting> Setup Tax Classification Code field
Incase of EU Tax which requires Offset tax
Supplier>Terms and Controls>Tax Reporting> Transaction Tax> Allow Offset Taxes Enabled
Supplier>Terms and Controls>Tax Reporting> Transaction Tax >Allow Tax Applicability Enabled
Also set at Site level
Supplier>Terms and Controls>Tax Reporting> Supplier Site level> Transaction Tax> Allow Offset Taxes Enabled
Supplier>Terms and Controls>Tax Reporting>Supplier Site level> Transaction Tax >Allow Tax Applicability Enabled
Supplier>Terms and Controls>Tax Reporting>Supplier Site level> Transaction Tax >Calculate Tax Enabled
Payment Terms
Supplier>Terms and Controls>Invoice Management> Invoice Payment Terms (As per Supplier agreement)
Draft 4.1 37
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Pay Group (Required setup for Employees , Tax Authority and HSBC Credit Card Issuer Supplier)
Supplier>Terms and Controls>Invoice Management> Invoice Payment Terms > Pay Group
Separate Remittance Advice Delivery Mode
Supplier>Terms and Controls>Payment Details> Separate Remittance Advice Delivery> Setup the Delivery Mode
Draft 4.1 38
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Return to Index
Define Open Accounting Periods

(N) : Accounting > Control Payables Periods
Ledger Name :
Operating Unit Period Status Period Number Fiscal Year Period Name Begin Date End Date
*Periods to be opened OU wise
Draft 4.1 39
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Return to Index
Define User Operating Unit Preferences

(N) : Setup > Options > User Operating Unit Preferences
Default Operating Unit

User Level Default Operating Unit
KUL
Preferred Operating Units

Operating Unit
Business Group
Global Business Group
Ledger
MY_MYR_USGAAP
Draft 4.1 40
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Return to Index
Define Payment Process Profile

(N) : Setup > Payment > Payment Administrator > Codes > Payment Process Profiles
Code Name
IBY_PAY_CHK_FORM_FEED_2_10914 MYR Manual Checks
IBY_PAY_CHK_FORM_FEED_2A_10914 MYR Manual Checks(Stub after Payment)
IBY_PAY_CHK_STANDARD_2A_11114 MYR Wires(Stub after Payment)
IBY_PAY_CHK_STANDARD_2_11114 MYR Wires
Define Transmission Configuration

(N) : Setup > Payment > Payment Administrator >Payment System > Transmission Configuration
Name BB GHO Local Drive

Protocol Local File System Delivery
Status Active
Name Data Type

File Directory Character
File Name Character
Append To File (Y/N) Character
Define Payment System

(N) : Setup > Payment > Payment Administrator >Payment System > Payment System
Code BB GHO Local Drive

Name Local File System Delivery
Processing Model Active
Bank BB GHO Local Drive
Network communication character set Local File System Delivery
Transmission Servlet Base URL Active
Draft 4.1 41
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Code Name
BMC BACS BMC BACS
Customized XML Template

(N) : Setup > Oracle Payments Setup>Formats> XML Publisher Format Templates
Name Code
XXBAL EFT UK XXBAL_EFT_UK
Attached Customized XML Template to BACS

(N) : Setup > Oracle Payments Setup>Formats> XML Publisher Format Templates
Code Data Extract

XXBAL_EFT_UK Oracle Payments Funds Disbursement Payment Instruction Ex
Draft 4.1 42
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Payment Process Profiles
Description Status
External Form Feed Format Payments Active
External Form Feed Format Payments Active
External Standard Format Payments Active
External Standard Format Payments Active
Value
/interface/j_babe/DBABEO/incoming/Test1
GHOT1
N
Payment System
Draft 4.1 43
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Processing Model Bank

Gateway
Application Data Definition

Payments Oracle Payments Funds Disbursement Payment Instructi
Name XML Publisher Template

XXBAL EFT UK XXBAL EFT UK
Draft 4.1 44
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iles
Electronic
Processing
End Date Processing Type Payment File Channel
Electronic Send to Printer Oracle Payment
Draft 4.1 45
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Network communication character set Transmission Servlet Base URL Administrative URL Status
British English Active
Type Start Date End Date Subtemplate

eText - Outbound 2-Feb-11
Draft 4.1 46
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Usage Rules
Allow Manual
Setting of
Payment Grouping Batch Payment First Party
Payment Completion Point Completion Mode Booking Methods Organizations
when payment instruction is formated NO NO NO Specify ALL
Funds Capture Formats
Draft 4.1 47
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Bank Account Bank Account

Credit card Debit Card Transfer Transfer Name Type
Yes Yes Electronic Bank Funds Capture Sett
Default Output Type Description File Language Territory Translatable

English
BACS EFT
Draft 4.1 48
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Usage Rules Payment System
Automatically
Transmit
Add Bank Add: Payment Payment File
Account Currency Payment Transmission after
Internal Bank Accounts Currencies Name Code System Protocol Formatting Name
Specify Specify Current Acct MYR- MalaysianNA NA NA NA
Specify Specify Current Acct MYR- MalaysianNA NA NA NA
Specify Specify MYR- MalaysianNA
MYR ACCT 393-0 NA NA NA
Specify MYR ACCT 393-0
MYR- MalaysianNA NA NA NA
rmats
Draft 4.1 49
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Name
Local File System Delivery
Draft 4.1 50
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ment System Payment Creation
Payment Payment
Grouping(First Grouping(First Payment
Account Payment process Transmission Document Document Party Party Lega Grouping(Internal
profile Name Configuration Enabled Grouping Limits Organization) Entity) Bank Account)
NA NA NA NO NO Yes Yes Yes
Draft 4.1 51
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Payment Instruction Creation
Payment Payment
Payment Payment Grouping(Pay Grouping(Pay Payment Payment
Grouping(Payment Grouping(Pay ment ment Process Limits(Amou Limits(Exchan Payment Bank
Currency) ment Date) Function) Request) nt Currency) ge Rate Type) Sorting Instructions
Yes NO Yes NO NO NO NO NO
Draft 4.1 52
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Payment Instruction Format Reporting
Automatically
Payment File Submit at
Accompanyin Outbound Outbound Outbound Payment
g Letter Payment File Payment File Payment File Completion
Payment Instruction Format Format Prefix Extension Directory Format Point Format
External Form Feed Check Format NO NO NO NO NO NO NO
External Form Feed Check Format NO NO NO NO NO NO NO
External Check Format (Stub Afte NO NO NO NO NO NO NO
External Check Format NO NO NO NO Payment InstrucYes NO
Draft 4.1 53
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Positive Pay Separate Remittance Advice
Automatically Allow
Submit at Multiple
Outbound Outbound Outbound Payment Copies for
Payment File Payment File Payment File Automatically Completion Payment Delivery
Prefix Extension Directory Transmit File Format Point Instruction Condition Method
NO NO NO NO NO NO Yes NO NO
NO NO NO NO NO NO Yes All Payments NO
NO NO NO NO NO NO Yes All Payments NO
NO NO NO NO Separate Remit Yes Yes All Payments Printed
Draft 4.1 54
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Regulatory Additional
Reporting Information
Override
Payee
Delivery
Method Reporting
Preference Option
NO No Reporting NA
NO No Reporting NA
NO No Reporting NA
Yes No Reporting NA
Draft 4.1 55
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Return to Index
Define System Security Options

(N) : Setup > Payment > Payment Administrator > Go to ‘System Security Options’ > Click on Go Task>Set setting as below and Apply
Encryption of Payment Instrument Sensitive Data

Payment Instructment Enabled Type Wallet File
Credit Card NO
Bank Account NO
Payment Instructment Masking
Credit Card Masking Setting Number of Digits to Display External Bank Account Masking Setting Number of Digits to Display
Display Last degit 4 Display All
Credit Card Owner Verification Control

Require Security Code Entry Require Statement Billing Address Entry
NO NO
Draft 4.1 56
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Return to Index
Open and Closed Issues
Open Issues
ID Issue Resolution Responsibility Target Date Severity
Closed Issues
ID Issue Resolution Responsibility Target Date Impact

Date
Draft 4.1 57
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Impact Date
Wave
Impact Date
Draft 4.1 58

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VF AP APPLICATION SETUP

Finance Process Lead

Scope and Application

Draft 4.1 Page i of iii

Con.Scottish & Regional Civil Engineering

AP-1 Profile Options

Define Profile Options

Profile Options Site Application Responsibility User

Define Financial Options and Defaults

Prepayment Bills Payable Discount Taken

348-00000-150100-000-000-000000-0000000000 348-00000-200350-000-000-000000-0000000000 348-00000-701600-000-000-000000-0000000000

PO Rate Variance Gain PO Rate Variance Loss Expenses Clearing

Supplier - Purchasing Region

Tax Region Human Resources Region

Define System Options

Operating Unit Account for Account for Account for

KUL Yes Yes Yes Yes Yes NO

Realized Gain Realized Loss

348-00000-703400-000-000-000000-0000000000 VeriFone Internation348-00000-703401-000-000-000000-0000000000 VeriFone Internationa

348-00000-703300-000-000-000000-0000000000 VeriFone Internat NO NO NA Yes Yes NO

Main Freight GL Date Basis

Yes NO Yes NO NA NO NO Invoice Date NO

Require Require Allow Allow Transfer PO

Tolerances Interest Invoice Accounts

Allow Minimum Expense Liability

Expense Report Region Payment

Automatically Create Employee as Supplier (YES) Discount Single Payment BankCharges

Hold Enable Bank Deduct

Due Upon Receipt

NO NO NO Invoice Date NO MYR

Define Payables System Setup

Define Descriptive Flexfields

Context Field Zone Context Field Values Zone

Validation Zone Sizes Zone

Sizes Zone Prompts Zone

Descriptive Flexfield Zone Effective Alternative Region

ative Region Hierarchy, Qualifiers Alternative Region

To Parent Group Level Qualifiers DFF

Define Distribution Sets

*Distribution Sets to be defined as required

Define Special Calendars

SEP 2010 6 6-Sep-09 5-Oct-09

Due Date System Name Report Run

Supplier Site Setup

Define Open Accounting Periods

*Periods to be opened OU wise

Define User Operating Unit Preferences

Default Operating Unit

Preferred Operating Units

Define Payment Process Profile

Define Transmission Configuration

Name BB GHO Local Drive

Name Data Type

Define Payment System

Code BB GHO Local Drive

Customized XML Template

Attached Customized XML Template to BACS

Code Data Extract

Payment Process Profiles

Processing Model Bank

Application Data Definition

Name XML Publisher Template

Type Start Date End Date Subtemplate