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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
2 High Level Process flow diagram Purchasing Accounting of Invoices Pay invoices Reconcile Payments General .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.
To enter a new supplier provide supplier name and provide all the information under various tabs .1 Creation of Supplier In a multi-org environment.If the supplier already exists.Ledger Enter invoices Enter supplier Matching JE JE Purchase Orders Receipts 2 Supplier Creation and maintenance 2. go straight to the Sites region and set all organization-specific parameters at the Site level. Navigate to Supplier’s ► Entry 1. 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. 1.
Select the Sites button. use the PgUp / PgDn buttons to find the required site. To update a site.3. Provide the following information against various tabs .
1. 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. specify them in communicatio the appropriate fields ns 1.Payment. Select the Contacts region . Procurement Card or RFQ only. Purchasing.
End user Manual for Account Payable Optionally add information on site contacts as required. 1. Select the accounting region .
Fill in the following fields. Select the payment region . However the values are defaulted from the financial option Name of theContent field Liability Prepayment Modify the entity value if necessary Modify the entity value if necessary Future datedModify the entity value if necessary Payment 3.2.
Information you enter in this region of the Supplier and Supplier Sites windows will appear in the supplier assignments region of the Bank Account window. Select the bank account region Use this region to record the supplier bank accounts that your suppliers and supplier sites use for electronic payment transactions.4. . 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 .
2. Select the Purchasing region All the options are derived from the system defaults defined in the purchasing and AP setups .
The supplier is created 1.3. Merger once done can not be reversed. 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.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. Click on save.
A negative amount invoice you receive from a supplier representing a credit for goods or services purchased. A trade invoice you want to automatically match to a specified purchase order and then manually match to the individual shipments on the purchase order. A negative amount invoice you send to notify a supplier of a credit you recorded for goods or services purchased. Payable gives the option to enter invoices in single or in batches. GL date can be given that will default to individual invoices to make data entry faster. 1. Debit Memo.1 Overview Every transaction that needs to be paid would be recorded as invoice. A trade invoice you receive from a supplier.2 Invoice Entry 2.1 Entering Standard Invoice These invoices are entered in payables not matched against purchase orders. currency. Credit Memo. Navigate to Invoices ► Entry ► Invoices The following window will open: . An advance payment you make to a supplier or employee Expense Report. This is required even for advance payment. 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. petty payment etc. Prepayment. In batches the value such as payment terms. PO Default.
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. 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.
Entering Distribution Manually 1. Invoice Amount Description Enter the full Invoice Amount including tax Enter the Description of your invoice. Create a Line . AP automatically schedules payment of the invoice using the Invoice Amount. Payment Terms. and Terms Date. Enter or review the defaults for these fields by Clicking on Payments 4. Enter the GL Date Not applicable G L Date Withholding tax group 1. Enter distributions manually or automatically by entering a Distribution Set. This will appear on your paymentdocument and may appear in your general ledger.duplicate invoice numbers for the same supplier.
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. 2. then AP automatically defaults the Supplier. Supplier Number. This can be overridden Type Amount Account Tax code Track asset as GL Date 1. ChooseMiscellaneous for other expenses on an invoice that are not tax. Fill in the following field Name of the filed Content Choose a Distribution Type Choose Item for goods or services you ordered. 3. and Currency. Enter a separate line to show freight separately Attach Click on (save) 1. A form appears: enter the PO Number.2. Enter the PO Default type. Page 4 of 4 End user Manual for Account Payable .2 Entering PO default Invoices These are invoices matched against purchase orders raised from oracle purchasing 1. Site.
1. 3. . Enter all basic invoice information (see: Entering Basic Invoices). 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. 2.
Optionally change the invoice payment term. Payables automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). Choose Match to save your match Page 3 of 3 End user Manual for Account Payable . you can match to purchase orderdistributions by choosing the Distribute button. select the purchase order distributions and enter either the Quantity Invoiced or Match Amount. It can be changed. The order number is already specified. For each purchase order distribution you want to match to.1. When you enter one field. For each shipment you want to match. If you want further details to match. 1. 1. select the shipment by clicking the Match check box and enter the invoiced quantity.
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 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. Review the invoice distributions AP created by choosing the Distribution button from either the Invoices Summary or Invoices detail window. You cannot reopen a permanently-closed purchase order or perform any further matching to the purchase order. . Approval permanently closes the matched purchase order.1. When you approve a finalmatched invoice.
Enter anegative invoice amount and all basic invoice information as in standard Invoices.1 Entering Debit and Credit Memo 1. • Debit Memo .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.1 Overview In oracle Credit and debit memos are used when you receive credit for items you returned to a supplier.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.Negative amount invoice created by a supplier and sent to youto notify you of a credit.1.Negative amount invoice created by you and sent to a supplierto notify the supplier of a credit you are recording. 1.The difference between credit and debit memos is: • Credit Memo . 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.1.1.1. Enter the distribution automatically in one of the following ways: • Manually • Or by matching to the original invoice you entered 1. Payable automatically creates invoice distributions . Click on save Page 3 of 3 End user Manual for Account Payable 1.1.1 Matching credit memo to invoice/PO 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.
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.
Optionally choose the Invoice Overview button to review more Create invoice distributions by matching to one or more invoices.
information about an invoice.
If you are matching to a non-purchase order matched (basic) invoice, select the invoice and enter a Credit Amount.
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. Enter a Credit Memo type invoice. based on the quantity billed. 1. Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions. For each invoice distribution you want to match to. 1. select the Choose the Match button to create invoice distributions for the To review the new invoice distributions. Follow the steps below to create a credit memo to match against PO 1. 2. your credit amount across all purchase order distributions associatedwith the purchase order receipt to which you match the credit memo. Payables automatically create invoice distributions for the credit memo based on the purchase order distributions associated with the purchase order receipt you match to. 3. button from the Invoices Summary. choose the Distributions distribution and enter a Credit Amount. Payables automatically create invoice distributions for the credit memo based on the original invoice distributions that you select. 1. and then choose the Match button. choose Purchase Order or Receipt. credit memo based on the matches you made. 1. At the pop-up list to the right of the Match button.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. enter the search criteria to find the purchase .1. • Match to purchase order receipts: Payables prorates. order In the Find screen.1.
which defaults from the purchase order. . 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. AP automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). You can optionally change the Unit Price.1. Click on the Find button: Page 5 of 5 End user Manual for Account Payable 1.
and choose OK to have Payables automatically initiate Approval forany invoices associated with a credit memo. . Validate the related Invoices when entering Credit Memos Search for the credit memo In the Invoices Summary choose the Actions button. Check Approve RelatedInvoices.1.
1.1 Overview A prepayment is a type of invoice you enter to pay an advance payment to a supplier or an employee. Create a prepayment in much the same way as you create a regular invoice. Cllick on the button Invoices .1.1. Choose the following path: Invoices ► Entry ► Invoice Batches. 1. Review the Prepayment Status report to review unapplied payments or unpaid or partially paid invoices for suppliers/employees.1 Entering prepayment invoices 1.2 Create Prepayment Invoice 1.
2. expect for the following special field Name of the field Content . Enter all the other field as you do for a standard invoice. Select the prepayment as invoice type 3.
You specify the Prepayment Type as permanent if you do not want to apply the prepayment to an invoice. 1. you can enter a prepayment in anycurrency you have defined.Prepayment Type Select Temporary or Permanent as the Prepayment Type. If you are using multiple currencies.Oracle Payables debits the Prepayment Accounting Flex-field from the suppliersite. Payables allows you to apply the prepayment only to the invoices matched to the associated purchase order. but you should fill the Amount field. Specify the Prepayment Type as Temporary if you want to apply the prepayment to an invoice or the advance to an employee expense report. Click on Distribution. If you associate a prepayment with a purchase order. AP creates a prepayment distribution line automatically when you enter a prepayment. Settlement Accept the Default or change. You can establish a Purchase Order association for your prepayment when you enter the prepayment. Payables also creates a tax distribution line End user Manual for Account Payable . You can only apply a prepayment to an invoice inthe same currency as the invoice. If you enter a tax name on a prepayment. 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 1.1 Overview These are invoices predefined and run for recurring expenses such as Telephone expenses. Electricity and water payments. the AP Administrator would define a Special Calendar of the type Recurring Invoice in the Special Calendar window. A full distribution set would also need to be defined for the relevant expense account in the Distribution Sets window 1.1. Choose the following path . click on the action button to validate the prepayment. After completing the invoice form. Creation of recurring invoice process describes below 1. Office cleaning.2 Setup Special Calendar For recurring payments made of a fixed amount at regular intervals.
Required Enter in the Year field the calendar year in which a period occurs . enter 4. Q3. etc. 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. Feb. to use it for payments recurring quarterly.Setup ► Calendar ► Special Calendar The following screen will display 1. Q2. enter 12. Jan. For example. Mar. to use it or payments recurring monthly. or Q1. For e. Optional Enter any calendar logical description for this 3 5 6 Description Period Year Required Enter a period name. Q4.g..
Save the Recurring calendar 1. The System Name will automatically Defaults default by taking the combination of Period name and the last two digits of a year. 8 9 Start Date End Date 10 System Name 1.g.7 Sequence Required Enter numbers in the Sequence fields to indicate the order in which the periods occur. The sequence numbers of a period should represent the sequence of the period in a regular calendar.3 Define recurring invoice template 1. May December 1995 should be sequenced 512. Required Enter the Start Date for this period Required Enter the End Date for this period Required. Choose the following path: Invoice ► Entry ► Recurring Invoice The following screen will display . E. and January 1996 should be sequenced 1.
2. Select the appropriate special calendar. Group Defaults Calendar Name Periods Required. Accept the default. The Supplier Number will default Enter the Supplier Site for which you want to create the recurring invoice. identifiable by the prefixes) The Pay Group will default from the supplier site setup. LOV 4 5 6 Supplier PayRequired. LOV Required. (Choose the site relevant to the entity. Enter the number of periods for which you want to pay this vendor. 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. LOV Required . You will get a message if the numbers of periods you enter are more than the periods defined Supplier SiteRequired.
the system date on which you create the invoice 13 14 Liability Account GL Date . Enter any invoice logical description for this 9 10 Remaining Number 11 12 Description Optional Currency Required. 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). 7 8 First Next Required Enter the first period name for which you want to pay this vendor. Required Enter any identifiable number. Accept the default. this with a suffix of the period name will be assigned to the invoice created as the invoice number.for the calendar you have chosen. Defaults Required. Defaults Optional The functional currency defaults. 3) If you leave it blank. and create the invoice in period where system period and special calendar period are the same. the beginning date of the recurring invoice's period defaults. Display OnlyThe next period name will default depending upon the first period name entered. This defaults from the supplier site setup. 2) If you leave it blank. GL Date for the liability will be assigned in any of these ways: 1) If you enter a GL Date. it will default to every invoice you create from this template and will be the date the liability will take effect in GL. this will be updated to the next period for which the invoice should be created. Once the invoices are generated. unless the supplier site invoice currency is different. Display OnlyThe remaining periods for which the invoices remain to be created will default. Accept default.
Accept default or change if required. This defaults from the supplier site Setup. Next Amount Display The next amount shall default from the . Defaults Required. Defaults This defaults from the supplier site Setup. Set LOV 3. 15 16 17 Payment Method Payment Terms Required. Enter the following field Sl No 1 2 Field Type Description First Amount Required Enter the amount to be paid periodically. Distribution Required. Generally you will follow the second case. Accept default. Click on the Amount tab Page 6 of 6 End user Manual for Account Payable 1. Choose a distribution set for the accounts to be debited. Only a full type distribution set is allowed for recurring invoices.defaults.
you change the control total. if required. on any criterion you know. 4 5 Released Total Amounts Remaining Defaults 6 Defaults 1. 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. click on the button Generate Recurring Invoices on the Recurring Invoice Template. Against it. you would generate in Payables. The following form will open up: . The control total defaults at first by multiplying the first amount with the number of periods. If no bill has to be submitted.1 Generate recurring Invoice Vendor submits bills for the recurring expense incurred. in the Recurring Invoices window. which would then be submitted to the accounts department. if any.Only 3 No ofDisplay Recurring Only Invoices Control Total Defaults first amount. 1. Designated authority would approve on the bill (the physical hard copy). The number of recurring invoices shall default from the periods entered in the main form. query. the recurring invoice template from which you want to create an invoice. generate the recurring invoice at periodic intervals defined in the recurring invoice calendar. The Amount remaining will default depending upon the amount paid against this invoice template periodically. Choose the following path: Invoice ► Entry ► Recurring Invoice In this screen. If at any point after generating an invoice. Once it is found.
enter the ally exchange rate. and you can change it if required. choose User Rate –ally type Type Required. Display Only This defaults from the amount assigned to the period. 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.1. Required 5 3. LOV Rate Condition For foreign currency invoices. After reviewing the displayed information click OK 1. 1 Invoice Number GL Date 2 Required. it defaults as the first date of the special calendar period for which you are creating the recurring invoice. 3 4 Amount Exchange Condition For foreign currency invoices. This is the date on which the account Defaults debited will take effect in GL.2 Invoice validation .
1 Canceling a Prepayment invoice If the prepayment status is Unapproved or Unpaid.3 Applying a Prepayment 1. the status isupdated to Cancelled and Payables automatically reduces the prepayment amount to zero.For more details please refer Prepayment 1. Check the pay in full box 3. 1. When you pay the prepayment the status is updated to Available.2 Paying a prepayment You must fully pay a prepayment before you can apply the prepayment to an invoice. 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. you can cancel the prepayment. You cannot apply a cancelled prepayment to an invoice or expense report.2.2. The prepayment is now available to be applied to invoice(s). If you choose to cancel a prepayment in Unapproved or Unpaid status. Click on the actions button to pay the prepayment 2. 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. Click on Invoice button As you enter an invoice for a supplier with outstanding prepayments.2. Click on OK 1. AP notifies you of the existence of any prepayments with the message: “Prepayments exist for thissupplier”. 1. 2. .
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 . 2.1. approve the invoice(s) and/or select the completed approved invoice(s). will be applied.
and printprepayments as well as unapply existing prepayments 2. approve.1. . Check Apply/ Unapply Prepayments. The Apply/ Unapply Prepayments form allows you to apply. Click on OK.
On the form. check the prepayment line(s) to be applied and enter the amount you wish to apply. As you apply a prepayment. Page 6 of 6 End user Manual for Account Payable . AP creates prepayment reversal lines on the prepayment as you apply it. its amount is $0.2.4 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. 1. AP reduces the amount of theprepayment by the amount applied. and its Status is Fully Applied. Once you fully apply a prepayment.
The validation validates the matching. . period status. tax.1 Invoice Validation 1. 1.1 Introduction Every invoice entered as above needs to be validated for account creation and for making payment.2 Online Validation • Navigate to Invoices Entry ► Invoice Batches ► Invoices . 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. exchange rate.
To select individual invoices. select Approve Related Invoices to submit online Approval for invoices associated with the credit or debit memo. find the invoice(s) for which you want to submit Approval.In the Invoices window. 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 OK . • Click on Action button • Select approve If you are approving a credit or debit memo.
1. or the Invoices Batches window Navigate to Request ►other ►Run.AP displays messages about the number of holds applied and released during this cycle of Approval.3 Submitting payable approval program The validation under this method can be done for batch of invoices. 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 . You can identify all invoices that Payables has not yet reviewed with Approval by submitting the Invoice Register for Unapproved Invoices Only. You can check the Approval status of an invoice online in theInvoices window.
Invoice amount does not equal the sum of the invoice distribution amounts. Dist Variance. These holds are created by system during invoice validation when ever an exception is encountered by the system. In the Supplier Sites window. Invoice has one or more distributions final matched to a purchase order. 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. No Rate. Hold Unvalidated Invoices. These can be released only when the exception is corrected. or the invoice distribution account does not equal the purchase order distribution account. You also have the option of specifying an Invoice Amount Limit for a supplier site. Scheduled Payment Hold. The hold can not be applied if the invoices are already selected for payment .These holds can be released manually. Foreign currency invoice does not have an exchange rate assigned to it. B) Manual Holds. • Final Matching. . Can't Funds Check. you can enable the Hold All Payments. The following are the type of the manual holds Invoice Hold. You cannot release the following holds: The examples of some of the holds are as below. Budget does not exist for the invoice accounting period. or Hold Unmatched Invoices options.You must fix the problem that caused Invoice Validation to place the hold on the invoice then resubmit Invoice Validation to release the holds. This hold is used by Payables only if you use encumbrance accounting and the absolute or advisory method of budgetary control. Supplier Hold.• System holds A) Manual Holds There are three types of holds you can use to prevent payment of an invoice. You can manually apply one or more Invoice Hold Names ("holds") to an invoice using the Invoice Holds window of the Invoice Workbench.
Document class Invoices Includes the following accounting events: . If you do not specify dates. Invoice Validation did not find the period in the withholding tax special calendar.• Can't Try PO Close. Invoice Validation created an invalid Exchange Rate Variance account for an invoice distribution. 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. 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. • ERV Acct Invalid. 3 Payable accounting process The accounting process enables to view the new accounting entries in the payables . 2. • Dist Acct Invalid. then the program will account for all of your unaccounted transactions. 3. Create the period in the special calendar and resubmit Invoice Validation. Payables only apply this hold if you enable Automatic Offsets. Invoice distribution has an invalid account. Invoice is final matched to purchase order. • No AWT Period. but Invoice Validation placed one or more holds on invoice during validation. An invalid account prevents you from creating accounting entries for an invoice or payment.
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. report • No. when the check printing as above can not be done. 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 . 4 Payment 4. Includes the following accounting events: • payment entry • (future dated) payment maturity • payment adjustment • payment cancellation • payment clearing • payment unclearing All. Quick : You can use this process to create single computer generated payments.• invoice entry • invoice adjustment • invoice cancellation • prepayment application • prepayment unapplication Payments.1 Overview The following are various methods used to make payment to suppliers Manual : check: this is the check manually written or typed. rather than an entire payment batch.
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. Choose the following path: Payments ► Entry ► Payments The following window will open .Page 8 of 8 End user Manual for Account Payable 1 Manual Payment 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 .1.
and return to the Payments window. Save your work. 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. and which have the same currency as the payment document) 2. Select the invoices you want to pay (Payables will only allow to select invoices which have a Check payment type associated with them.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.
There is a series of steps to follow to print checks with a Payment Batch.1. 2.Click OK.1 Batch Payment Process This payment format contains one credit line and multiple credit lines. Most steps are initiated from the Payment Batch Actions window. Print Now and Print Remittance advice. the following window will open Chec k the boxes Format. The steps are: • Initiate Payment Batch • Select Invoices/Verify Payment Register • Modify Payments . Payment batches are used to generate checks for batch of invoices from many vendors. 2 Batch Payment 2. Click on the action. This format requires one debit line for every credit line.
Ex: User Initial / Date – year Verify the Payment Date.• Format Payments • Print Checks • Confirm Payment Batch 2. The following window will open 2. Choose the following path Payments ► Entry ► Payment Batches.2 Initiating Payment Batches 1. This name will appear on your reports and will help you locate the batch online. Fill in the following field Name of the field Batch Name Content Payment Method Enter the Payment Batch Name. .
Pay group Optionally select Pay Group. Bank account Optionally change the Bank Account. Click on the button OK: . Select Invoices & Build Payment & Print Preliminary Register. 2. Click on Actions Button. AP will select invoices with this Pay Group. 1.3 Selecting invoice / Verify Payment Register is correct 1. Page 7 of 7 End user Manual for Account Payable 1. Verify the Pay Through Date. Payment Document Pay through Date Select the Payment Document. AP will select invoices with a discount or due date on or before this date. Payment Limit Optionally review or adjust the payment limits.
It should be used to review the payments Payables will create when you format payments for the invoices in a Payment Batch. • Payables group the invoices by vendor site and print the total for each payment for a site. and the total amount paid to each vendor.Payables will initiate three concurrent processes. • 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 . The Preliminary Payment Register is printed when the invoices are selected and the payments are built. • Payables prints asterisks and a non-payment reason for the invoicesselected for payment in the payment batch. Build Payments and Preliminary Payment Register. Auto Select. the discounts taken. You should review the Preliminary Payment Register to see which invoices and vendors will be paid. but that do not meet payment requirements.
1. 1. when the Status field changes to Built and the Payments button becomes active you may proceed to the next step. To requery the form you may use one of the following methods: • Select Tools. You should also check to ensure that no payments will be generated for invoices that should not be paid. Refresh Status. or the total payment amount for a vendor site is less than or equals zero. Check the Preliminary Payment Register to ensure that all the invoices needing payment are included on the register. • Click on the button ‘Refresh’ (available on the latest Oracle versions). 1. .payment amount that you specified for the payment batch.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. 1.
by clicking the PgUp/Pg Dn keys while the cursor is in the Supplier field. (i.1 Adding an invoice to a payment batch • Clear the form and then enter the Supplier name and Site. 1. Find (or F11) Select the appropriate Payment Batch.1.e. The Payment Batch must be initiated but cannot have formatted payments) 1. Click on Payments Button. Choose View. 1.In order to modify a Payment Batch the status must be built. You can navigate between the various suppliers selected to be paid. . 2. • Select Yes for Pay invoice for each invoice you want to add to the payment batch.1. • AP displays the approved invoices for the supplier site. Choose the following path: Payments ► Entry ► Payment Batches 1.2 Removing an Invoice from Payment Batch • Query the Supplier name and Site. • Select Yes for Pay supplier. 1.
Click on the button Actions Deselect Format Payments checkmark.4 Changing payment or discount amounts for a selected invoice • Query the Supplier name and Site. 1. • Select No for Pay supplier. Choose View. 1.3 Removing all Invoices for a Particular supplier site from a payment batch • Query the Supplier name and Site. Find. 1. 1. • Select a Non-Payment Reason for your records (Optional). which were selected for the batch. 1. AP will initiate the Build Payments concurrent process. 1.• AP displays the invoices for the supplier site which were selected for thepayment batch. Select the appropriate Payment Batch. 1. • Select No for Pay invoice to remove it from the Payment Batch. • Alter the payment or discount amounts for the invoice. Click on the button OK . 1. Choose the following path: Payments ► Entry ► Payments. Click on Build Button to save your work. Select Print Preliminary Payment Register. • AP displays the invoice(s) for the supplier site.1. 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. 1.1.
1. Select Format Payments & Print Now. Find. Select the appropriate Payment Batch. Now you need to confirm whether all the checks were printed correctly. 1. 1. 1. or is there any skipped or spoiled stock paper: 1. Click on the button OK. Find. 1. .3 Confirm Payment Batch After the Formatting and Printing are finished you need to requery the Payment Batch form. requests. Click on the button Actions. 1.1. 1. when the Status field changes to Formatted you may proceed to the next step. 1. Click on the Button OK Select View. Select The Format Payments Request. Choose the following path: Payments ► Entry ► Payment Batches 1. 1. Click on the button Actions. Choose View.2 Formatting Payments Once the Preliminary Payment Register has been verified the payments can be formatted for printing. 1. . Confirm Payment Batch.
. 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.
The following window will open . define a separate payment document in thePayment Documents window. 2 Stop Payments 2.4 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. This feature also supports the multi currency payment needs. Now your Payment Batch process is completed 1. NOTE: For each payment batch set. You set up a payment batch set which groups several payment batches together so you can simultaneously submit the selection.AP initiates two concurrent processes. Each payment batch in the set must use aunique payment document. This streamlines the process of submitting multiple payment batches for your bank accounts. build.1 Stopping a Payment • Choose the following path: Payments ► Entry ► Payments • Select from the menu bar: View ► Find. Confirm Payment Batch and Final Payment Register. or format process for each payment batch in the set.
.• 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.
Choose the following path: Payments ►Entry ► Payments. After stopping a payment you can either release the stop or void it. 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.• To select a range of records. . • Click on OK The Status field for this payment in the Payments form will change to: Stop Initiated. 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.Payables will then ask you if are sure that you want to stop payment on the number of requests you have submitted. • To deselect all records.1 Releasing a Stop Payment 1. select Edit from the bar menu and choose Select All. 1. • To select all records.
Click on Find The following window will open Page 3 of 3 End user Manual for Account Payable 1.2. Select the payment for stop release 2. Click on Action . Select from the menu bar View ► Find. The following window will open 3. Enter search criteria 4.
. AP displays and records the date and time of the release stop activity. Choose the following path: Payments ► Entry ► Payments. Click on OK Note: There is a Stop Payments Report available to review all stopped payments. 1. choose the following path: View ► Find. AP will ask you to confirm the release stop request for the number of requests that you have submitted. 1.1 Voiding a Payment This can be done either for a Negotiable or a Stopped payment.1. 1. From the Menu bar. 1. In the Payment Actions window check the Release Stop checkbox.
1. The following window will open: 1. 1. 1. Select the payments Click on Actions The following window will open . Click on Find. Enter the search criteria.
You can choose to place the invoices on hold. 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. AP ask you to confirm the cancellation 1. 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 . Click on to continue You can not reverse the void on a void payment. or do nothing with the invoices. In the Payment action window check the void check box. cancel the invoices.1.
• Reconciled Payments. Summarize . 2 Payables Transfer to General Ledger This program is run to transfers all accounting entries from payable to GL.void. • Summarize by Accounting Date. 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. There is a Void Payments Register available to review voided payments. Do not summarize the entries. Journal Import creates a journal entry batch for each set of books and accounting period. • All: all journal categories. • Summarize by Accounting Period. I Validate • Yes accounts • No Transfer to GLSelect the level of detail in which you want to create Interface journal entries • In Detail. Transfer one accounting entry for each accounting entry.. Summarize the accounting lines by account and date. 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.
Submit Journal Import later. through in General Ledger. You can record transactions and account for them in an Open period.1 Period control status Status Future Control Payables allow invoice entry and accounting in a Future period. You cannot close a period in which any of the following conditions exist Outstanding Future Open Closed payment batches. Unaccounted transactions. You cannot reopen a Permanently Closed period. Payables do not allow payment entry or payment voiding in a Future period. headers. Payables do not allow transaction processing in a Closed period. You can reopen a Closed period if the corresponding general ledger and purchasing periods are also Open. which will automatically create journal entry batches. .. • No.Submit Import Journal the accounting lines by account and accounting period • Yes. • Accounted transactions that have not been transferred to general ledger Permanently Closed Payables do not allow transaction processing in a Permanently Closed period. and lines from the accounting entries in the GL interface. Submit Journal Import. 3 Open and Close Period 3. dated payments for which the Maturity Date is within the period but that still have a status of Issued.
3 Close Period 1. Navigate to Accounting ►Control Payables period 1. Click on the period status and select open period 3.3.2 Open a Period 1. Navigate to Accounting ►Control Payable period .
1. Click on the period status and select open period .
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