Payable's Manual

Khaled Ahmed
 Table of Contents

Create AP invoice / with two lines

Create invoice Distributions

Create invoice with Freight.

Create invoice Allocation

Create Debit Memo

Create Invoice from Spreadsheet.

Create Recurring Journal

Cancel Invoice

Create Payment

Void payment
Create AP invoice / with two lines:
Navigation: Accounts Payables Responsibility -> Invoices

Screen will be shown:

From task list < create invoice:

The screen consists of Header, Lines, Distribution, and installments:

Header
An invoice header defines common information about an invoice, such as:
•Invoice number
•Invoice amount
•Supplier
•Payment terms
An invoice header can have multiple invoice lines.

Lines
Invoice lines:
•Record details of the goods and services including tax, freight, and
miscellaneous charges
•Can be generated automatically by matching an invoice to a purchase order,
receipt, or consumption advice
•Can be entered manually
An invoice line can have one or more distributions.

Distributions
Distributions are used to create accounting entries and include information,
such as:
•Accounting date
•Distribution combinations

Installments
An invoice can have one or more installments. Installments include
information, such as:
•Due dates
•Due amounts
•Discount dates
• Payment method
 After that:
• Enter the operating Unit
• Enter type of Invoice
• Enter Purchase Order (PO) number if it is for a PO.
• Enter Supplier Name in Trading Partner
• Enter Invoice Date
• Enter Invoice Number
• Enter Invoice amount

You can add lines from (+) Button or you can make one line at
least.
 Invoice line types categorize the lines on an invoice. You can select
some line types, such as Item. Other line types, such as
Prepayment, are automatically generated.

Type Description

Item Details of goods and services.

Freight Charges for freight, which can

be allocated to Item lines.

Miscellaneous Charges, such as installation

or service, which can be
allocated to Item lines.

Prepayment Lines for prepayment

application or unapplication,
which are automatically
created.

From button invoice Actions you can select some options:

❖ You must validate the invoice before posting it to the ledger.

❖ Without posting to the ledger the invoice will not reflect in any
reports.
❖ Pay the invoice
❖ Cancel the invoice
❖ Delete the invoice
How to Distribute Account:
Allocating and distributing costs are two different methods of managing
costs.
Allocation splits a cost for an object, such as a department, job, position, or a
person across cost accounts.

Distribution adds the costs of an element to the costing results of other

elements in a distribution group. Typically, you distribute the costs of
employer charges and liabilities across a group of earnings elements.

❖ when you distribute:

1- Select the account
2- Click Distributions
3- Add lines to distribute the account over the accounts you need.
4- Validate the invoice , save then you can post to ledger
when you Allocate (Freight):
1- Select the account.
2- Click Allocate either to All lines or specific lines
3- The Account will be Allocated based on the amount of other account.
4- Validate, save then post to ledger
If more rows are needed, they can be added by pressing the (+) sign. Next, we
select freight from the selection arrow rather than an item, and the
distribution combination will appear automatically.
We can Allocate to different lines:

Choose "Allocate to specific lines and it will automatically allocated.

❖ Then you must Validate

❖ Save the invoice and post to ledger as we did above

After that you can view Accounting for each other.

Debit Memo:
Negative amount invoice created by you and sent to a supplier to notify
the supplier of a credit you are recording. Usually sent with a note
explaining the debit memo.

To enter a credit/debit memo:

1. In the Invoices window enter either the Credit Memo or Debit

Memo Invoice Type. Enter a negative invoice amount and all basic

invoice information. See: Entering Basic Invoices .

Enter Immediate Payment Terms, if appropriate.

2 .Enter distributions automatically by entering a Distribution Set or

by matching the original invoice you entered or choose the

Distributions button and enter distributions manually. See:
Distribution Sets, Matching Credit/Debit Memos to Purchase

Orders and Invoices or Entering Invoice Distributions .

3. Save your work.

Search for your invoice.

Then Validate, Save, Post to ledger.

You can view Accounting after posting to ledger.

Creating Recurring Invoices / spreadsheet
• From the Invoices landing page, click the Create Recurring Invoices/ invoice
from spread sheet task to open the Create Recurring Invoices spreadsheet.
• Click Yes to connect to the application.
• Sign in to Oracle Fusion Applications.
• Complete the fields

In case of Recurring journal:

Business Unit Select the business unit

Invoice Number RENT

Invoice Amount 12,000

Supplier Select the supplier

Supplier Site Select the supplier site

Invoice Currency USD

Calendar Name Monthly

From Period Apr-14

To Period Mar-15

Distribution Set

• Review the upload results in the Template Row Status column and in the
confirmation message.
• Validate the invoices from the Manage Invoices page or through the Validate
Payables Invoices process.

Below, I will show the sequence of doing that:

After clicking spreadsheet invoice, excel sheet will be downloaded

Open It

Sign in.
Fill the Required Data

Check that everything is ok from Status Viewer , Submit and Upload

After that you will submit

The Request ID will be shown.

You can Track your journal from schedule process.

Go to App:
Then you can go to SLA and check the invoice and you can edit it

After Posting to G/L, you can view Accounting as we do Above.

Recurring Journal:
❖ You will select from task list < Create Recurring Journal below

spread sheet.

❖ The system will download excel sheets automatically.

❖ The difference is you will select from period to period as we show

in the table above.

❖ In the SLA, it will be shown as Arranged journal

You can enter on the hyperlink to review journal and validate them and
post to G/L as we did in the spreadsheet in voice.
Cancel invoice:
Canceling an invoice sets invoice and installment amounts to zero, reverses
invoice distributions, and reverses matches to purchase order schedules and

distributions.

To cancel an invoice:

1 .Find the invoice from mange invoice the search it with tour criteria

2 .In the Invoices window, select the invoice you want to cancel and choose

Actions. In the Invoice Actions window, select Cancel Invoices and choose OK
to have Payables cancel the invoice.

3. Save your work.

Click on the hyperlink.

Post to ledger and view Accounting.

Creating payments:
Navigate to Payables Module: Go to the Payables module from the main menu
then select payments.

From task list < create payment / Mange Payment

Fill Required Data ( BU – Supplier – Bank Account )
After filling Required data:

The Red tab will be available to click then you will enter the required
invoice you want to pay.

You will search for your invoice:

Apply < OK.

Click save and close.

The payment is done, you can view Accounting.

Then you can track your payment from Mange Payments from task list
Above.

From task list < Mange Payment < Fill Critera search
Click on the payment number so you can take an action for this payment.
Void Payment:

When you void a payment, Payables automatically reverses the

accounting and payment records so your general ledger will have the

correct information, and so the status of the paid invoices is reset to

Unpaid. Payables also reverses any realized gains or losses on foreign

currency invoices recorded as paid by the payment.

When you void a payment, you can select the action you want Payables

to take on the invoices paid by the void payment. You can choose to

place the invoices on hold, cancel the invoices, or do nothing with the

invoices, leaving them available for payment.

From Button Acction We will select Void – Post to ledger – View

Accounting
So, you can view Accounting.

The Accounts is Reversed.