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 1.1 Overview
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 1.2 High Level Process flow diagram Purchasing Accounting of Invoices Pay invoices Reconcile Payments General .

1. go straight to the Sites region and set all organization-specific parameters at the Site level. 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 a new supplier as it may have already been created by another organization.Ledger Enter invoices Enter supplier Matching JE JE Purchase Orders Receipts 2 Supplier Creation and maintenance 2.If the supplier already exists.1 Creation of Supplier In a multi-org environment. Navigate to Supplier’s ► Entry 1.

3. To update a site. Select the Sites button. Provide the following information against various tabs . use the PgUp / PgDn buttons to find the required site.

Purchasing. Procurement Card or RFQ only. Select the Contacts region .Payment. 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 . The supplier must have a Pay Site to enter invoices. and a Purchasing Site to enter Pos Site Name Address Site Uses Region If you have the site phone numbers.1. specify them in communicatio the appropriate fields ns 1.

End user Manual for Account Payable Optionally add information on site contacts as required. Select the accounting region . 1.

2. 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. Select the payment region . Fill in the following fields.

4. 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. 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. Before filling in this region it is necessary to have created the account in the AP Bank Account form. .

Page 4 of 4 End user Manual for Account Payable 1. Select the invoice tax region .

Select the Purchasing region All the options are derived from the system defaults defined in the purchasing and AP setups .2.

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 . Merging suppliers is an irreversible action.3. Click on save. Merger once done can not be reversed.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. The supplier is created 1.

Credit Memo. The following are various type of invoices used to record transactions Standard. An invoice you enter to record business-related employee expenses Page 4 of 4 End user Manual for Account Payable 1.1 Overview Every transaction that needs to be paid would be recorded as invoice. In batches the value such as payment terms. This is required even for advance payment. GL date can be given that will default to individual invoices to make data entry faster. A negative amount invoice you send to notify a supplier of a credit you recorded for goods or services purchased.2 Invoice Entry 2. Debit Memo. Navigate to Invoices ► Entry ► Invoices The following window will open: . Prepayment. An advance payment you make to a supplier or employee Expense Report. 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. PO Default. 1.1 Entering Standard Invoice These invoices are entered in payables not matched against purchase orders. A trade invoice you receive from a supplier. currency. A negative amount invoice you receive from a supplier representing a credit for goods or services purchased. petty payment etc. Payable gives the option to enter invoices in single or in batches.

AP will not allow you to enter . 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]. AP will print the addressfor this site on the payment.1. Invoice Date Enter the Invoice Date or accept the Payables default (today's date) bychoosing If you enter a date in a future period. Fill in the following fields Name of the filed Content Automatically defined by Oracle Choose Standard orEnter the Supplier or Supplier Number Voucher Type Supplier Supplier Number Site Enter the Supplier Site to which you will send payment of the invoice.

Create a Line . and Terms Date. Entering Distribution Manually 1. Enter distributions manually or automatically by entering a Distribution Set. Enter or review the defaults for these fields by Clicking on Payments 4. Payment Terms. Invoice Amount Description Enter the full Invoice Amount including tax Enter the Description of your invoice.duplicate invoice numbers for the same supplier. AP automatically schedules payment of the invoice using the Invoice Amount. Enter the GL Date Not applicable G L Date Withholding tax group 1. This will appear on your paymentdocument and may appear in your general ledger.

Enter the line amount (Tax not included) Enter the GL Account Not applicable to Tooran anThis check box will be enabled if the distribution line needs to be transferred to fixed assets The distribution GL Date defaults from the invoice GL Date you entered. Fill in the following field Name of the filed Content Choose a Distribution Type Choose Item for goods or services you ordered. Enter a separate line to show freight separately Attach Click on (save) 1. and Currency.2. Enter the PO Default type. Site. then AP automatically defaults the Supplier. A form appears: enter the PO Number.2 Entering PO default Invoices These are invoices matched against purchase orders raised from oracle purchasing 1. Supplier Number. This can be overridden Type Amount Account Tax code Track asset as GL Date 1. 2. 3. Page 4 of 4 End user Manual for Account Payable . ChooseMiscellaneous for other expenses on an invoice that are not tax.

Enter all basic invoice information (see: Entering Basic Invoices). .1. Select the appropriate withholding tax group in the tax field Choose the Match button. The following window will open: but do not manually enter the distributions. 3. 2.

For each purchase order distribution you want to match to.1. select the purchase order distributions and enter either the Quantity Invoiced or Match Amount. If you want further details to match. select the shipment by clicking the Match check box and enter the invoiced quantity. 1. Choose Match to save your match Page 3 of 3 End user Manual for Account Payable . 1. Payables automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). The order number is already specified. When you enter one field. Optionally change the invoice payment term. you can match to purchase orderdistributions by choosing the Distribute button. For each shipment you want to match. It can be changed.

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.1. . The following window with matched distribution line(s) will open: Final matching a Purchase order When you are entering a purchase order matched invoice or a credit/debit memo. You cannot reopen a permanently-closed purchase order or perform any further matching to the purchase order. When you approve a finalmatched invoice. Approval permanently closes the matched purchase order. Review the invoice distributions AP created by choosing the Distribution button from either the Invoices Summary or Invoices detail window.

Negative amount invoice created by a supplier and sent to youto notify you of a credit.2 Enter Credit Memo In the Invoices Summary form enter the Credit Memo Invoice Type. Credit/debit memos are netted with basic invoices at payment time.1 Entering Debit and Credit Memo 1. 1.Negative amount invoice created by you and sent to a supplierto notify the supplier of a credit you are recording.1 Overview In oracle Credit and debit memos are used when you receive credit for items you returned to a supplier.1. 1. .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.The difference between credit and debit memos is: • Credit Memo . • Debit Memo . Enter anegative invoice amount and all basic invoice information as in standard Invoices.1.

Enter the distribution automatically in one of the following ways: • Manually • Or by matching to the original invoice you entered 1.1.1.1 MATCHING OPTIONS PURCHASE ORDER MATCHED WHEN THE ORIGINAL INVOICE IS NOT In this case you can choose one of the following: • Match to an invoice: Payables prorate your credit amount based on theinvoice distribution amounts of the original invoice.1.1 Matching credit memo to invoice/PO 1. Click on save Page 3 of 3 End user Manual for Account Payable 1. Payable automatically creates invoice distributions .1.

for the credit memo based on the distributions ofthe original invoice. • Match to specific invoice distributions: You can allocate the credit amount to specific invoice distributions of the original invoice. Payables automaticallycreate invoice distributions for the credit memo based on the original invoicedistribution that you select. For example, 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. Follow the steps below 1. 2. 3. Enter a Credit Memo type invoice. Enter a negative invoice amount and all basic invoice information At the pop-up list to the right of the Match button, choose

but do not manually enter the distributions Invoice, and then choose the Match button.

1.

In the Find Invoices to match window, query the invoices you

want to match and choose Find. If the credit memo pertains to an invoice matched to a certain purchase order, query by purchase order number to see all invoices matched to that purchase order. AP navigates to the Match to Invoice window.
2.

Optionally choose the Invoice Overview button to review more Create invoice distributions by matching to one or more invoices.

information about an invoice.
3.

If you are matching to a non-purchase order matched (basic) invoice, select the invoice and enter a Credit Amount.

1.

If you want to match in further detail, continue the match at the

invoice distribution level: Match check box of the invoice you want to match and enter the CreditAmount. Then choose the Distribute button.

1. For each invoice distribution you want to match to. Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions.1. enter the search criteria to find the purchase . and then choose the Match button. • Match to purchase order receipts: Payables prorates. Payables automatically create invoice distributions for the credit memo based on the original invoice distributions that you select.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. choose Purchase Order or Receipt. 1. select the Choose the Match button to create invoice distributions for the To review the new invoice distributions. order In the Find screen. choose the Distributions distribution and enter a Credit Amount. credit memo based on the matches you made. 1. At the pop-up list to the right of the Match button.1. 1. your credit amount across all purchase order distributions associatedwith the purchase order receipt to which you match the credit memo. 3. button from the Invoices Summary. Enter a Credit Memo type invoice. Payables automatically create invoice distributions for the credit memo based on the purchase order distributions associated with the purchase order receipt you match to. based on the quantity billed. 1. 2. Follow the steps below to create a credit memo to match against PO 1.

1. select the line by checking the Match checkbox and enter either a Quantity Invoiced or Match Amount. For each line you want to match to. which defaults from the purchase order. Click on the Find button: Page 5 of 5 End user Manual for Account Payable 1. . You can optionally change the Unit Price. AP automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount).

and choose OK to have Payables automatically initiate Approval forany invoices associated with a credit memo.1. . Validate the related Invoices when entering Credit Memos Search for the credit memo In the Invoices Summary choose the Actions button. Check Approve RelatedInvoices.

1 Entering prepayment invoices 1. Create a prepayment in much the same way as you create a regular invoice.1 Overview A prepayment is a type of invoice you enter to pay an advance payment to a supplier or an employee. 1.1. Choose the following path: Invoices ► Entry ► Invoice Batches.2 Create Prepayment Invoice 1.1. Cllick on the button Invoices .1. Review the Prepayment Status report to review unapplied payments or unpaid or partially paid invoices for suppliers/employees.

Select the prepayment as invoice type 3. expect for the following special field Name of the field Content . Enter all the other field as you do for a standard invoice.2.

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. 1.Prepayment Type Select Temporary or Permanent as the Prepayment Type. AP creates a prepayment distribution line automatically when you enter a prepayment. Settlement Accept the Default or change. 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. but you should fill the Amount field. you can enter a prepayment in anycurrency you have defined. Click on Distribution. Payables allows you to apply the prepayment only to the invoices matched to the associated purchase order. If you associate a prepayment with a purchase order. If you are using multiple currencies. If you enter a tax name on a prepayment.Oracle Payables debits the Prepayment Accounting Flex-field from the suppliersite. You can only apply a prepayment to an invoice inthe same currency as the 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.

1 Creation of Recurring Invoice 1. Office cleaning.1 Overview These are invoices predefined and run for recurring expenses such as Telephone expenses. click on the action button to validate the prepayment. Creation of recurring invoice process describes below 1. After completing the invoice form.1. the AP Administrator would define a Special Calendar of the type Recurring Invoice in the Special Calendar window. Electricity and water payments.2 Setup Special Calendar For recurring payments made of a fixed amount at regular intervals. A full distribution set would also need to be defined for the relevant expense account in the Distribution Sets window 1. Choose the following path .

or Q1. Mar. For example. Feb. Required Enter in the Year field the calendar year in which a period occurs . Q3. Q2. Fill in the following field Sl Field Type Description 1 1 2 Type Calendar Calendar Name Periods year ofRequired Click on Recurring Invoice Required Enter any logical name for the recurring calendar perRequired Enter the number of periods in this calendar. etc. Jan. to use it or payments recurring monthly. For e. Optional Enter any calendar logical description for this 3 5 6 Description Period Year Required Enter a period name.. enter 4. to use it for payments recurring quarterly. Q4.g. enter 12.Setup ► Calendar ► Special Calendar The following screen will display 1.

8 9 Start Date End Date 10 System Name 1.g. The System Name will automatically Defaults default by taking the combination of Period name and the last two digits of a year. The sequence numbers of a period should represent the sequence of the period in a regular calendar. Save the Recurring calendar 1.7 Sequence Required Enter numbers in the Sequence fields to indicate the order in which the periods occur. May December 1995 should be sequenced 512. E. and January 1996 should be sequenced 1. Choose the following path: Invoice ► Entry ► Recurring Invoice The following screen will display .3 Define recurring invoice template 1. Required Enter the Start Date for this period Required Enter the End Date for this period Required.

The Supplier Number will default Enter the Supplier Site for which you want to create the recurring invoice. Enter the number of periods for which you want to pay this vendor. Accept the default.2. LOV Required . You will get a message if the numbers of periods you enter are more than the periods defined Supplier SiteRequired. LOV Required. Fill the following fields Sl No 1 2 3 Field Supplier Name Supplier Number Type Required. Defaults Description Enter the Supplier name for which you want to create the recurring invoice. (Choose the site relevant to the entity. Group Defaults Calendar Name Periods Required. identifiable by the prefixes) The Pay Group will default from the supplier site setup. LOV 4 5 6 Supplier PayRequired. Select the appropriate special calendar.

GL Date for the liability will be assigned in any of these ways: 1) If you enter a GL Date. and create the invoice in period where system period and special calendar period are the same. 7 8 First Next Required Enter the first period name for which you want to pay this vendor. the system date on which you create the invoice 13 14 Liability Account GL Date . Display OnlyThe next period name will default depending upon the first period name entered. Enter any invoice logical description for this 9 10 Remaining Number 11 12 Description Optional Currency Required. Required Enter any identifiable number. Display OnlyThe remaining periods for which the invoices remain to be created will default. this with a suffix of the period name will be assigned to the invoice created as the invoice number. This defaults from the supplier site setup.for the calendar you have chosen. 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). 3) If you leave it blank. unless the supplier site invoice currency is different. Once the invoices are generated. 2) If you leave it blank. Defaults Optional The functional currency defaults. Accept the default. Defaults Required. Accept default. 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. it will default to every invoice you create from this template and will be the date the liability will take effect in GL.

Choose a distribution set for the accounts to be debited. Defaults Required. Defaults This defaults from the supplier site Setup. Enter the following field Sl No 1 2 Field Type Description First Amount Required Enter the amount to be paid periodically. Only a full type distribution set is allowed for recurring invoices. Generally you will follow the second case. Click on the Amount tab Page 6 of 6 End user Manual for Account Payable 1. Next Amount Display The next amount shall default from the . This defaults from the supplier site Setup. Accept default or change if required. Accept default. 15 16 17 Payment Method Payment Terms Required.defaults. Distribution Required. Set LOV 3.

Choose the following path: Invoice ► Entry ► Recurring Invoice In this screen. Against it. If at any point after generating an invoice. click on the button Generate Recurring Invoices on the Recurring Invoice Template. 1. which would then be submitted to the accounts department. generate the recurring invoice at periodic intervals defined in the recurring invoice calendar. 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) The release amount will default depending upon the amount paid against this invoice template periodically. If no bill has to be submitted. query. if any. The control total defaults at first by multiplying the first amount with the number of periods. The number of recurring invoices shall default from the periods entered in the main form. in the Recurring Invoices window. The following form will open up: . Once it is found. The Amount remaining will default depending upon the amount paid against this invoice template periodically. the recurring invoice template from which you want to create an invoice. on any criterion you know. 4 5 Released Total Amounts Remaining Defaults 6 Defaults 1. you change the control total. Designated authority would approve on the bill (the physical hard copy).Only 3 No ofDisplay Recurring Only Invoices Control Total Defaults first amount. you would generate in Payables. if required.1 Generate recurring Invoice Vendor submits bills for the recurring expense incurred.

LOV Rate Condition For foreign currency invoices. Fields have the following impact in recurring invoice Sl No Field Type Display Only Description This is the number suffixed with the special calendar period name and will be the number given to the invoice. 3 4 Amount Exchange Condition For foreign currency invoices. Required 5 3. Display Only This defaults from the amount assigned to the period. This is the date on which the account Defaults debited will take effect in GL. 1 Invoice Number GL Date 2 Required.1. choose User Rate –ally type Type Required. it defaults as the first date of the special calendar period for which you are creating the recurring invoice. and you can change it if required. enter the ally exchange rate. After reviewing the displayed information click OK 1.2 Invoice validation .

If you choose to cancel a prepayment in Unapproved or Unpaid status.3 Applying a Prepayment 1. 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. Click on the actions button to pay the prepayment 2. . the status isupdated to Cancelled and Payables automatically reduces the prepayment amount to zero. 2.2. Click on Invoice button As you enter an invoice for a supplier with outstanding prepayments. You cannot apply a cancelled prepayment to an invoice or expense report. 1.2. 1.2 Paying a prepayment You must fully pay a prepayment before you can apply the prepayment to an invoice. Check the pay in full box 3.1 Canceling a Prepayment invoice If the prepayment status is Unapproved or Unpaid. The prepayment is now available to be applied to invoice(s). you can cancel the prepayment. Click on OK 1.2.For more details please refer Prepayment 1. AP notifies you of the existence of any prepayments with the message: “Prepayments exist for thissupplier”. Choose the following path Invoices ► Entry ► Invoice Batches. Once the prepayment has been paid you can re-query the Invoices form to see theupdatedAmount Paid field and the updated Status field. When you pay the prepayment the status is updated to Available.

approve the invoice(s) and/or select the completed approved invoice(s). 2.1. will be applied. Apply the prepayment by entering or selecting one or more Complete the entry of the invoice to which the prepayment(s) invoices that you want to apply the prepayment to. 3. Click on Actions .

Check Apply/ Unapply Prepayments. The Apply/ Unapply Prepayments form allows you to apply. and printprepayments as well as unapply existing prepayments 2. .1. Click on OK. approve.

1.2.4 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.On the form. AP reduces the amount of theprepayment by the amount applied. its amount is $0. and its Status is Fully Applied. AP creates prepayment reversal lines on the prepayment as you apply it. Page 6 of 6 End user Manual for Account Payable . check the prepayment line(s) to be applied and enter the amount you wish to apply. As you apply a prepayment. Once you fully apply a prepayment.

and distribution information 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.1 Invoice Validation 1. period status. . The validation validates the matching.2 Online Validation • Navigate to Invoices Entry ► Invoice Batches ► Invoices .1 Introduction Every invoice entered as above needs to be validated for account creation and for making payment. 1. tax. exchange rate.

find the invoice(s) for which you want to submit Approval. To select individual invoices.In the Invoices window. • Click on Action button • Select approve If you are approving a credit or debit memo. • Choose OK . select Approve Related Invoices to submit online Approval for invoices associated with the credit or debit memo. note that the number shown on the Actions button represents the number of lines chosen. hold down the Ctrl key and mouse click on each line.

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 .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. or the Invoices Batches window Navigate to Request ►other ►Run. 1.3 Submitting payable approval program The validation under this method can be done for batch of invoices. You can check the Approval status of an invoice online in theInvoices window.

Hold Unvalidated Invoices. The following are the type of the manual holds Invoice Hold. In the Supplier Sites window.You must fix the problem that caused Invoice Validation to place the hold on the invoice then resubmit Invoice Validation to release the holds. These can be released only when the exception is corrected. • Final Matching. or Hold Unmatched Invoices options. Invoice amount does not equal the sum of the invoice distribution amounts. You cannot release the following holds: The examples of some of the holds are as below. you can enable the Hold All Payments.• System holds A) Manual Holds There are three types of holds you can use to prevent payment of an invoice. Supplier Hold. Foreign currency invoice does not have an exchange rate assigned to it. Can't Funds Check. . 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. or the invoice distribution account does not equal the purchase order distribution account. The hold can not be applied if the invoices are already selected for payment . No Rate. These holds are created by system during invoice validation when ever an exception is encountered by the system. B) Manual Holds. Scheduled Payment Hold. Budget does not exist for the invoice accounting period. Invoice has one or more distributions final matched to a purchase order. You also have the option of specifying an Invoice Amount Limit for a supplier site. This hold is used by Payables only if you use encumbrance accounting and the absolute or advisory method of budgetary control. Dist Variance. You can manually apply one or more Invoice Hold Names ("holds") to an invoice using the Invoice Holds window of the Invoice Workbench.These holds can be released manually.

Invoice Validation did not find the period in the withholding tax special calendar. Navigate to Other ► Request ► Run Choose the program Payable accounting process Provide the following parameters and submit of date theContent Name field From date toProvide the accounting event dates for which you want to transfer accounting entries These dates are not required to run the accounting process. 2. • No AWT Period. Payables only apply this hold if you enable Automatic Offsets. Invoice Validation created an invalid Exchange Rate Variance account for an invoice distribution. 3 Payable accounting process The accounting process enables to view the new accounting entries in the payables . 3. Create the period in the special calendar and resubmit Invoice Validation. Invoice distribution has an invalid account. • ERV Acct Invalid. then the program will account for all of your unaccounted transactions. If you do not specify dates. • Dist Acct Invalid. but Invoice Validation placed one or more holds on invoice during validation.• Can't Try PO Close. Document class Invoices Includes the following accounting events: . Invoice is final matched to purchase order. 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. An invalid account prevents you from creating accounting entries for an invoice or payment.

Quick : You can use this process to create single computer generated payments. rather than an entire payment batch. Includes the following accounting events: • payment entry • (future dated) payment maturity • payment adjustment • payment cancellation • payment clearing • payment unclearing All. to speed up the process of generating a single payment for a vendor’s invoice Batch : These are payment selected and checks are printed in batch for more than one supplier on the basis of prescribed criteria . report • No.1 Overview The following are various methods used to make payment to suppliers Manual : check: this is the check manually written or typed.• invoice entry • invoice adjustment • invoice cancellation • prepayment application • prepayment unapplication Payments. when the check printing as above can not be done. 4 Payment 4. This will be used occasionally. Create accounting entries for all eligible 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.

2 Pay an Invoice manually 1. 1.1 Overview Manual checks and prepayments check to employees and supplier basis if the payment is released immediately.Page 8 of 8 End user Manual for Account Payable 1 Manual Payment 1. Choose the following path: Payments ► Entry ► Payments The following window will open .

1. Fill in the following field Name of the filed Type Bank Account Content Choose Manual Select the Bank Account AP will allow you to select only Computer Generated orCombined Payment Documents associated with the selected Bank Account AP will reserve the document Name at this point Comments Document Select the Document Name Name Document Click on OK Number Payment Date Payment Amount Enter the payment date or type [Tab] to accept the default date of today You can either enter the amount or leave it empty so that AP will calculate it with .

Enter the Supplier site or press Tab to accept default data Click on Enter / Adjust Invoice to choose the invoice to pay The following window will open 1. Save your work. Select the invoices you want to pay (Payables will only allow to select invoices which have a Check payment type associated with them. and return to the Payments window.3 Printing a Payment . 1.the invoices you will choose in the next step Supplier Enter the Supplier name Name or Supplier Number Supplier site 1. Payables automatically enter the payment amount. and which have the same currency as the payment document) 2.

There is a series of steps to follow to print checks with a Payment Batch. Payment batches are used to generate checks for batch of invoices from many vendors. Click on the action. The steps are: • Initiate Payment Batch • Select Invoices/Verify Payment Register • Modify Payments . Most steps are initiated from the Payment Batch Actions window. the following window will open Chec k the boxes Format. This format requires one debit line for every credit line. 2 Batch Payment 2.1.Click OK. Print Now and Print Remittance advice.1 Batch Payment Process This payment format contains one credit line and multiple credit lines. 2.

Choose the following path Payments ► Entry ► Payment Batches. This name will appear on your reports and will help you locate the batch online.• Format Payments • Print Checks • Confirm Payment Batch 2. Fill in the following field Name of the field Batch Name Content Payment Method Enter the Payment Batch Name. Ex: User Initial / Date – year Verify the Payment Date. The following window will open 2.2 Initiating Payment Batches 1. .

Payment Limit Optionally review or adjust the payment limits. 1.Pay group Optionally select Pay Group. Select Invoices & Build Payment & Print Preliminary Register. 2. Payment Document Pay through Date Select the Payment Document.3 Selecting invoice / Verify Payment Register is correct 1. AP will select invoices with a discount or due date on or before this date. AP will select invoices with this Pay Group. Page 7 of 7 End user Manual for Account Payable 1. Click on Actions Button. Bank account Optionally change the Bank Account. Click on the button OK: . Verify the Pay Through Date.

Build Payments and Preliminary Payment Register. You should review the Preliminary Payment Register to see which invoices and vendors will be paid. The Preliminary Payment Register is printed when the invoices are selected and the payments are built.Payables will initiate three concurrent processes. but that do not meet payment requirements. • Payables group the invoices by vendor site and print the total for each payment for a site. • Payables prints asterisks and a non-payment reason for the invoicesselected for payment in the payment batch. the discounts taken. • Payables does not create payments for a vendor site's invoices if the total of the selected invoice(s) exceeds the maximum payment amount or is less than the minimum . Auto Select. and the total amount paid to each vendor. It should be used to review the payments Payables will create when you format payments for the invoices in a Payment Batch.

payment amount that you specified for the payment batch. • Click on the button ‘Refresh’ (available on the latest Oracle versions). . You should also check to ensure that no payments will be generated for invoices that should not be paid. 1.1 Modify Payment Then after reviewing the Preliminary Register you can modify the Payment Batch by: • Changing the payment amount of an invoice • Preventing payment to a supplier • Preventing payment of a particular invoice • Adding an invoice that Payables did not select. After the concurrent request are finished you need to requery the Payment Batch form. or the total payment amount for a vendor site is less than or equals zero. when the Status field changes to Built and the Payments button becomes active you may proceed to the next step. 1. 1. 1. Refresh Status. To requery the form you may use one of the following methods: • Select Tools. Check the Preliminary Payment Register to ensure that all the invoices needing payment are included on the register.

e. 1.In order to modify a Payment Batch the status must be built.2 Removing an Invoice from Payment Batch • Query the Supplier name and Site. 1. Choose the following path: Payments ► Entry ► Payment Batches 1. Click on Payments Button. 1. You can navigate between the various suppliers selected to be paid. (i. Choose View. • AP displays the approved invoices for the supplier site. 2. by clicking the PgUp/Pg Dn keys while the cursor is in the Supplier field. The Payment Batch must be initiated but cannot have formatted payments) 1. • Select Yes for Pay supplier. .1 Adding an invoice to a payment batch • Clear the form and then enter the Supplier name and Site. • Select Yes for Pay invoice for each invoice you want to add to the payment batch.1. Find (or F11) Select the appropriate Payment Batch.1.

1.3 Removing all Invoices for a Particular supplier site from a payment batch • Query the Supplier name and Site. 1. Find. 1. • Select No for Pay invoice to remove it from the Payment Batch. Once the Build Payments process is complete you should review your changes by printing a new Preliminary Payment Register To print the Preliminary Payment register: 1. 1. Choose the following path: Payments ► Entry ► Payments. Select the appropriate Payment Batch. 1. • Select No for Pay supplier. • Alter the payment or discount amounts for the invoice. • Select a Non-Payment Reason for your records (Optional). Click on the button OK .• AP displays the invoices for the supplier site which were selected for thepayment batch. • AP displays the invoice(s) for the supplier site. 1.4 Changing payment or discount amounts for a selected invoice • Query the Supplier name and Site.1. 1. Click on the button Actions Deselect Format Payments checkmark. AP will initiate the Build Payments concurrent process.1. 1. Click on Build Button to save your work. Choose View. 1. which were selected for the batch. Select Print Preliminary Payment Register.

1. 1. 1.1. 1. 1. Click on the Button OK Select View. 1. Find. 1. Find. Click on the button Actions. Select Format Payments & Print Now. . Choose the following path: Payments ► Entry ► Payment Batches 1. requests. . 1. Confirm Payment Batch. when the Status field changes to Formatted you may proceed to the next step. Select The Format Payments Request. Click on the button Actions. Select the appropriate Payment Batch.3 Confirm Payment Batch After the Formatting and Printing are finished you need to requery the Payment Batch form. Click on the button OK. 1. Now you need to confirm whether all the checks were printed correctly.2 Formatting Payments Once the Preliminary Payment Register has been verified the payments can be formatted for printing. Choose View. or is there any skipped or spoiled stock paper: 1. 1.

Click on Confirm. .In the Confirm Payment Batch window enter the range of Checks: • Printed • Skipped (Not applicable as Honeywell uses bespoke) • Spoiled (Not applicable as Honeywell uses bespoke) 1.

AP initiates two concurrent processes. build. This streamlines the process of submitting multiple payment batches for your bank accounts. Now your Payment Batch process is completed 1. This feature also supports the multi currency payment needs. NOTE: For each payment batch set. Confirm Payment Batch and Final Payment Register. 2 Stop Payments 2. or format process for each payment batch in the set. You set up a payment batch set which groups several payment batches together so you can simultaneously submit the selection.1 Stopping a Payment • Choose the following path: Payments ► Entry ► Payments • Select from the menu bar: View ► Find.4 Payment Batch sets There is a new R11i functionality that allows the user to initiate more than one payment batches with a single payment batch submission. Each payment batch in the set must use aunique payment document. The following window will open . define a separate payment document in thePayment Documents window.

• Enter search Criteria Page 8 of 8 End user Manual for Account Payable • Click on save The following window will open • Select the stop payment for stop payment • To select multiple records. hold down the Ctrl key and click on each desired record. .

Payables will then ask you if are sure that you want to stop payment on the number of requests you have submitted. • Click on OK The Status field for this payment in the Payments form will change to: Stop Initiated. select Edit from the bar menu and choose Select All. click on the first record of the desired range then hold the Shift key down and click on the last record of the desired range with your mouse to highlight the selected range. . 1. • To deselect all records. choose Edit from the bar menu and choose Deselect • Click on Action button The following window will open • Check Initiate stop to stop payment Payables will record and display the date and time of the Initiate Stop action.1 Releasing a Stop Payment 1. • To select all records. Choose the following path: Payments ►Entry ► Payments. After stopping a payment you can either release the stop or void it.• To select a range of records.

Select from the menu bar View ► Find.2. Select the payment for stop release 2. Enter search criteria 4. Click on Action . Click on Find The following window will open Page 3 of 3 End user Manual for Account Payable 1. The following window will open 3.

In the Payment Actions window check the Release Stop checkbox. AP displays and records the date and time of the release stop activity.1 Voiding a Payment This can be done either for a Negotiable or a Stopped payment. From the Menu bar. 1. . choose the following path: View ► Find. 1. 1. Choose the following path: Payments ► Entry ► Payments.1. Click on OK Note: There is a Stop Payments Report available to review all stopped payments. AP will ask you to confirm the release stop request for the number of requests that you have submitted. 1.

The following window will open: 1. 1. Select the payments Click on Actions The following window will open . 1. Click on Find.1. Enter the search criteria.

You can choose to place the invoices on hold.1. Payable allows you to update the following fields Name of the field Void date Content The date on which you want Payables to record the void transaction G L date The transaction date you want the general ledger to record when posting the void payment entries Invoice The action you want AP to take on the Action invoices paid by that void payment. or do nothing with the invoices. Click on to continue You can not reverse the void on a void payment. cancel the invoices. AP ask you to confirm the cancellation 1. In the Payment action window check the void check box. Remember to have the payment you want to void in your possession or have proof that it has been destroyed before you record it as .

Do not summarize the entries. This data is then posted to General ledger • Navigate to Other ► Request ► Run • Choose the program Payable Transfer to General ledger • Provide the following parameters and submit Name field Set of Name Transfer Reporting Book(s) Batch name of theContent BooksThe set of books for which you want to transfer accounting information Enter the reporting set of books to which it is also needed to be reported Name used to identify the batch in your general ledger. There is a Void Payments Register available to review voided payments. Summarize the accounting lines by account and date. • All: all journal categories.void. • Reconciled Payments. toProvide the accounting event dates for which you want to transfer accounting entries From date date Journal Category Provide the category source • Purchase Invoices • Payments. • Summarize by Accounting Date. 2 Payables Transfer to General Ledger This program is run to transfers all accounting entries from payable to GL. Journal Import creates a journal entry batch for each set of books and accounting period. • Summarize by Accounting Period. Transfer one accounting entry for each accounting entry.. Summarize . I Validate • Yes accounts • No Transfer to GLSelect the level of detail in which you want to create Interface journal entries • In Detail.

You can record transactions and account for them in an Open period. headers. and lines from the accounting entries in the GL interface. • Accounted transactions that have not been transferred to general ledger Permanently Closed Payables do not allow transaction processing in a Permanently Closed period.  Unaccounted transactions. Submit Journal Import.1 Period control status Status Future Control Payables allow invoice entry and accounting in a Future period.. which will automatically create journal entry batches. dated payments for which the Maturity Date is within the period but that still have a status of Issued. through in General Ledger. 3 Open and Close Period 3. • No. You cannot close a period in which any of the following conditions exist  Outstanding  Future Open Closed payment batches.Submit Import Journal the accounting lines by account and accounting period • Yes. Payables do not allow transaction processing in a Closed period. . Payables do not allow payment entry or payment voiding in a Future period. You cannot reopen a Permanently Closed period. You can reopen a Closed period if the corresponding general ledger and purchasing periods are also Open. Submit Journal Import later.

Navigate to Accounting ►Control Payables period 1. Click on the period status and select open period 3.2 Open a Period 1.3 Close Period 1.3. Navigate to Accounting ►Control Payable period .

1. Click on the period status and select open period .

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