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
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
If the supplier already exists.
To enter a new supplier provide supplier name and provide all
the information under various tabs
.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. 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 Creation of Supplier
In a multi-org environment.
use the PgUp / PgDn buttons to find the required site. Select the Sites button.3. Provide the following information against various tabs
. To update a site.
The supplier must have a Pay Site to enter invoices.Payment. Procurement Card or RFQ only.
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 . Purchasing.1. Select the Contacts region
. specify them in communicatio the appropriate fields ns 1. and a Purchasing Site to enter Pos
Site Name Address Site Uses
Region If you have the site phone numbers.
End user Manual for Account Payable Optionally add information on site contacts as required.
1. Select the accounting 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. Fill in the following fields. Select the payment region
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. Before filling in this region it is necessary to have created the account in the AP Bank Account form.4. 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 invoice tax region
.Page 4 of 4
End user Manual for Account Payable 1.
Select the Purchasing region All the options are derived from the system defaults defined in the purchasing and AP setups
The supplier is created
1.3.1 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. Merger once done can not be reversed. Merging suppliers is an irreversible action. 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
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. A negative amount invoice you send to notify a supplier of a credit you recorded for goods or services purchased. GL date can be given that will default to individual invoices to make data entry faster. currency. A trade invoice you receive from a supplier. An advance payment you make to a supplier or employee Expense Report. Payable gives the option to enter invoices in single or in batches. 1. The following are various type of invoices used to record transactions Standard.1 Entering Standard Invoice
These invoices are entered in payables not matched against purchase orders. In batches the value such as payment terms. Credit Memo. petty payment etc.1 Overview
Every transaction that needs to be paid would be recorded as invoice. Navigate to Invoices ► Entry ► Invoices The following window will open:
. An invoice you enter to record business-related employee expenses Page 4 of 4 End user Manual for Account Payable
1.2 Invoice Entry 2. Debit Memo. A negative amount invoice you receive from a supplier representing a credit for goods or services purchased. This is required even for advance payment. Prepayment.
Invoice Date Enter the Invoice Date or accept the Payables default (today's date) bychoosing If you enter a date in a future period. AP will not allow you to enter
.1. 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.
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.
Enter distributions manually or automatically by entering a Distribution Set. and Terms Date. Invoice Amount Description Enter the full Invoice Amount including tax Enter the Description of your invoice. This will appear on your paymentdocument and may appear in your general ledger. Enter the GL Date Not applicable
G L Date Withholding tax group
1. Payment Terms.
AP automatically schedules payment of the invoice using
the Invoice Amount.duplicate invoice numbers for the same supplier.
Create a Line
. Entering Distribution Manually
1. Enter or review the defaults for these fields by Clicking on Payments 4.
Fill in the following field Name of the filed Content Choose a Distribution Type Choose Item for goods or services you ordered. A form appears: enter the PO Number. 2. 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.
then AP automatically defaults the Supplier. Page 4 of 4 End user Manual for Account Payable
. Supplier Number.2 Entering PO default Invoices
These are invoices matched against purchase orders raised from oracle purchasing
1. ChooseMiscellaneous for other expenses on an invoice that are not tax. and Currency. This can be overridden
Amount Account Tax code Track asset as
GL Date 1.2. 3. Site.
Enter a separate line to show freight separately Attach Click on (save)
Enter the PO Default type.
Select the appropriate withholding tax group in the tax field Choose the Match button. 3. The following window will open:
but do not manually enter the distributions. 2.1.
Enter all basic invoice information (see: Entering Basic Invoices).
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. If you want further details to match.
The order number is already specified. It can be changed. For each purchase order distribution you want to match to. 1. select the shipment by
clicking the Match check box and enter the invoiced quantity.1. When you enter one field. Choose Match to save your match Page 3 of 3 End user Manual for Account Payable
. Optionally change the
invoice payment term.
For each shipment you want to match.
1. Payables automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount).
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. 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.
the Distribution button from either the Invoices Summary or Invoices detail window. When you approve a finalmatched invoice. 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. 1.1 Overview In oracle Credit and debit memos are used when you receive credit for items you returned to a supplier.1. Credit/debit memos are netted with basic invoices at payment time.The difference between credit and debit memos is: • Credit Memo .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.Negative amount invoice created by you and sent to a supplierto notify the supplier of a credit you are recording.Negative amount invoice created by a supplier and sent to youto notify you of a credit.
. • Debit Memo .1 Entering Debit and Credit Memo
1. Enter anegative invoice amount and all basic invoice information as in standard Invoices.2 Enter Credit Memo In the Invoices Summary form enter the Credit Memo Invoice Type.
1.1.1 Matching credit memo to invoice/PO
Click on save Page 3 of 3
End user Manual for Account Payable 1. Payable automatically creates invoice distributions
.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.
Enter the distribution automatically in one of the following ways: • Manually • Or by matching to the original invoice you entered
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. select the Choose the Match button to create invoice distributions for the To review the new invoice distributions.
Purchase Order or Receipt. Payables automatically create invoice distributions for the credit memo based on the original invoice distributions that you select.
3.1. based on the quantity billed.
credit memo based on the matches you made. Enter a negative invoice amount and all basic invoice information
but do not manually enter the distributions. • Match to purchase order receipts: Payables prorates.
button from the Invoices Summary. your credit amount across all purchase order distributions associatedwith the purchase order receipt to which you match the credit memo.
1.2 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 the Distributions
distribution and enter a Credit Amount.
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.
1. Follow the steps below to create a credit memo to match against PO 1. and then choose the Match button.1. order In the Find screen. enter the search criteria to find the purchase
At the pop-up list to the right of the Match button.
For each invoice distribution you want to match to. 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. You can optionally change the Unit Price. which defaults from the purchase order.1.
. AP automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount).
Click on the Find button:
Page 5 of 5 End user Manual for Account Payable
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.
Choose the following path: Invoices ► Entry ► Invoice Batches.1.1 Overview A prepayment is a type of invoice you enter to pay an advance payment to a supplier or an employee.2 Create Prepayment Invoice 1.1. Cllick on the button Invoices
.1. 1. Review the Prepayment Status report to review unapplied payments or unpaid or partially paid invoices for suppliers/employees. Create a prepayment in much the same way as you create a regular invoice.1 Entering prepayment invoices
Enter all the other field as you do for a standard invoice. expect for the following special field
Name of the field
.2. Select the prepayment as invoice type 3.
You can only apply a prepayment to an invoice inthe same currency as the invoice. Click on Distribution. If you enter a tax name on a prepayment. If you are using multiple currencies. but you should fill the Amount field. AP creates a prepayment distribution line automatically when you enter a prepayment.Prepayment Type
Select Temporary or Permanent as the Prepayment Type. Specify the Prepayment Type as Temporary if you want to apply the prepayment to an invoice or the advance to an employee expense report. Payables also creates a tax distribution line End user Manual for Account Payable
. If you associate a prepayment with a purchase order. you can enter a prepayment in anycurrency you have defined. 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. Settlement Accept the Default or change.Oracle Payables debits the Prepayment Accounting Flex-field from the suppliersite. 1. You specify the Prepayment Type as permanent if you do not want to apply the prepayment to an invoice. Payables allows you to apply the prepayment only to the invoices matched to the associated purchase order. You can establish a Purchase Order association for your prepayment when you enter the prepayment.
2 Setup Special Calendar
For recurring payments made of a fixed amount at regular intervals. Electricity and water payments. Choose the following path
. the AP Administrator would define a Special Calendar of the type Recurring Invoice in the Special Calendar window.
After completing the invoice form. Office cleaning. Creation of recurring invoice process describes below
These are invoices predefined and run for recurring expenses such as Telephone expenses. click on the action button to
validate the prepayment. A full distribution set would also need to be defined for the relevant expense account in the Distribution Sets window 1.
1 Creation of Recurring Invoice 1.
For e. Q4. to use it for payments recurring quarterly. Jan. For example.Setup ► Calendar ► Special Calendar The following screen will display
1.g. enter 4. Required Enter in the Year field the calendar year in which a period occurs
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. or Q1. Feb. enter 12.. Mar. Optional Enter any calendar logical description for this
3 5 6
Description Period Year
Required Enter a period name. to use it or payments recurring monthly. Q2. Q3.
3 Define recurring invoice template
Save the Recurring calendar
1. and January 1996 should be sequenced 1. May December 1995 should be sequenced 512. E. 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
.g. The sequence numbers of a period should represent the sequence of the period in a regular calendar.7
Required Enter numbers in the Sequence fields to indicate the order in which the periods occur.
Start Date End Date
10 System Name
1. The System Name will automatically Defaults default by taking the combination of Period name and the last two digits of a year.
2. You will get a message if the numbers of periods you enter are more than the periods defined
Supplier SiteRequired. identifiable by the prefixes) The Pay Group will default from the supplier site setup. LOV
4 5 6
Supplier PayRequired. Defaults Description Enter the Supplier name for which you want to create the recurring invoice. Group Defaults Calendar Name Periods Required. Select the appropriate special calendar. The Supplier Number will default Enter the Supplier Site for which you want to create the recurring invoice. Accept the default. Fill the following fields Sl No 1 2 3 Field Supplier Name Supplier Number Type Required. LOV Required. LOV Required
. (Choose the site relevant to the entity. Enter the number of periods for which you want to pay this vendor.
Accept the default. Accept default. it will default to every invoice you create from this template and will be the date the liability will take effect in GL. Once the invoices are generated. GL Date for the liability will be assigned in any of these ways: 1) If you enter a GL Date. 3) If you leave it blank. 7 8 First Next Required Enter the first period name for which you want to pay this vendor. This defaults from the supplier site setup.for the calendar you have chosen. unless the supplier site invoice currency is different. Display OnlyThe remaining periods for which the invoices remain to be created will 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. 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). Defaults Required. and create the invoice in period where system period and special calendar period are the same. 2) If you leave it blank. this with a suffix of the period name will be assigned to the invoice created as the invoice number. Required Enter any identifiable number. Defaults Optional
The functional currency defaults.
Display OnlyThe next period name will default depending upon the first period name entered. Enter any invoice logical description for this
Description Optional Currency Required. the system date on which you create the invoice
Liability Account GL Date
Defaults This defaults from the supplier site Setup. Only a full type distribution set is allowed for recurring invoices.
Distribution Required.defaults. This defaults from the supplier site Setup. Choose a distribution set for the accounts to be debited. Accept default. Next Amount Display The next amount shall default from the
. Defaults Required. Enter the following field Sl No 1 2 Field Type Description
First Amount Required Enter the amount to be paid periodically. Accept default or change if required. Generally you will follow the second case. Set LOV
3. 15 16 17 Payment Method Payment Terms Required. Click on the Amount tab Page 6 of 6 End user Manual for Account Payable
Released Total Amounts Remaining
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. on any criterion you know. the recurring invoice template from which you want to create an invoice. you change the control total. in the Recurring Invoices window. The number of recurring invoices shall default from the periods entered in the main form. query. Against it. if any. if required. The control total defaults at first by multiplying the first amount with the number of periods. generate the recurring invoice at periodic intervals defined in the recurring invoice calendar. Choose the following path: Invoice ► Entry ► Recurring Invoice In this screen. The following form will open up:
. Designated authority would approve on the bill (the physical hard copy).1 Generate recurring Invoice
Vendor submits bills for the recurring expense incurred.Only 3 No ofDisplay Recurring Only Invoices Control Total Defaults
first amount. If at any point after generating an invoice. Once it is found. you would generate in Payables. click on the button Generate Recurring Invoices on the Recurring Invoice Template. The Amount remaining will default depending upon the amount paid against this invoice template periodically. which would then be submitted to the accounts department. If no bill has to be submitted. 1.
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. choose User Rate –ally type Type Required. and you can change it if required. enter the ally exchange rate.
Invoice Number GL Date
Required.2 Invoice validation
3.1. After reviewing the displayed information click OK
1. LOV Rate Condition For foreign currency invoices.
Exchange Condition For foreign currency invoices. Display Only This defaults from the amount assigned to the period. it defaults as the first date of the special calendar period for which you are creating the recurring invoice. This is the date on which the account Defaults debited will take effect in GL.
Click on Invoice button As you enter an invoice for a supplier with outstanding prepayments. 1. If you choose to cancel a prepayment in Unapproved or Unpaid status. 1. When you pay the prepayment the status is updated to Available.3 Applying a Prepayment 1. you can cancel the prepayment. Click on OK 1.2. Once the prepayment has been paid you can re-query the Invoices form to see theupdatedAmount Paid field and the updated Status field. 2.2. You cannot apply a cancelled prepayment to an invoice or expense report.
. The prepayment is now available to be applied to invoice(s).2 Paying a prepayment You must fully pay a prepayment before you can apply the prepayment to an invoice.For more details please refer Prepayment 1.2. the status isupdated to Cancelled and Payables automatically reduces the prepayment amount to zero. Click on the actions button to pay the prepayment 2. Check the pay in full box 3. AP notifies you of the existence of any prepayments with the message: “Prepayments exist for thissupplier”. 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. Choose the following path Invoices ► Entry ► Invoice Batches.1 Canceling a Prepayment invoice If the prepayment status is Unapproved or Unpaid.
3. Click on Actions
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.
will be applied. approve the invoice(s) and/or select the completed approved invoice(s).
Click on OK. and printprepayments as well as unapply existing prepayments
2. The Apply/ Unapply Prepayments form allows you to apply.
Check Apply/ Unapply Prepayments.
On the form. Page 6 of 6 End user Manual for Account Payable
. AP reduces the amount of theprepayment by the amount applied. check the prepayment line(s) to be applied and enter the amount you wish to apply. its amount is $0. Once you fully apply a prepayment.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. As you apply a prepayment. AP creates prepayment reversal lines on the prepayment as you apply it. and its Status is Fully Applied. 1.
1. period status.1 Introduction
Every invoice entered as above needs to be validated for account creation and for making payment. tax. 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.2 Online Validation
• Navigate to Invoices Entry ► Invoice Batches ► Invoices
. The validation validates the matching.1 Invoice Validation 1. exchange rate. .
find the invoice(s) for which you want to submit Approval.
• Click on Action button • Select approve If you are approving a credit or debit memo. To select individual invoices. 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.In the Invoices window. hold down the Ctrl key and mouse click on each line. • Choose OK
You can identify all invoices that Payables has not yet reviewed with Approval by submitting the Invoice Register for Unapproved Invoices Only.3 Submitting payable approval program
The validation under this method can be done for batch of invoices. Choose program Payable approval and submit
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
. 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.
1. You can check the Approval status of an invoice online in theInvoices window.
Hold Unvalidated Invoices. or Hold Unmatched Invoices options. You cannot release the following holds: The examples of some of the holds are as below. you can enable the Hold All Payments. This hold is used by Payables only if you use encumbrance accounting and the absolute or advisory method of budgetary control. 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. Invoice has one or more distributions final matched to a purchase order. Invoice amount does not equal the sum of the invoice distribution amounts. These holds are created by system during invoice validation when ever an exception is encountered by the system. The following are the type of the manual holds Invoice Hold. You also have the option of specifying an Invoice Amount Limit for a supplier site. B) Manual Holds. 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. These can be released only when the exception is corrected.These holds can be released manually. Scheduled Payment Hold. Can't Funds Check. The hold can not be applied if the invoices are already selected for payment .
. or the invoice distribution account does not equal the purchase order distribution account. 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. Supplier Hold.• System holds A) Manual Holds There are three types of holds you can use to prevent payment of an invoice. • Final Matching. Budget does not exist for the invoice accounting period. Foreign currency invoice does not have an exchange rate assigned to it. No Rate.
Document class Invoices Includes the following accounting events:
. • Dist Acct Invalid. • No AWT Period. 2. Invoice Validation created an invalid Exchange Rate Variance account for an invoice distribution. An invalid account prevents you from creating accounting entries for an invoice or payment.
3 Payable accounting process
The accounting process enables to view the new accounting entries in the payables . 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. Payables only apply this hold if you enable Automatic Offsets. 3.• Can't Try PO Close. then the program will account for all of your unaccounted transactions. • ERV Acct Invalid. Invoice Validation did not find the period in the withholding tax special calendar. Invoice is final matched to purchase order. Invoice distribution has an invalid account. but Invoice Validation placed one or more holds on invoice during validation. Create the period in the special calendar and resubmit Invoice Validation.
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. If you do not specify dates.
4 Payment 4.1 Overview
The following are various methods used to make payment to suppliers Manual : check: this is the check manually written or typed. 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
. Quick : You can use this process to create single computer generated payments. This will be used occasionally. rather than an entire payment batch. when the check printing as above can not be done.• invoice entry • invoice adjustment • invoice cancellation • prepayment application • prepayment unapplication Payments. Includes the following accounting events: • payment entry • (future dated) payment maturity • payment adjustment • payment cancellation • payment clearing • payment unclearing All. 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.
Page 8 of 8 End user Manual for Account Payable
1 Manual Payment
Manual checks and prepayments check to employees and supplier basis if the payment is released immediately.2 Pay an Invoice manually
1. Choose the following path: Payments ► Entry ► Payments The following window will open
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
Save your work.the invoices you will choose in the next step Supplier Enter the Supplier name Name or Supplier Number Supplier site 1. and return to the Payments window.
1. 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
Select the invoices you want to pay (Payables will only allow to
select invoices which have a Check payment type associated with them. and which have the same currency as the payment document)
automatically enter the payment amount.3 Printing a Payment
Payment batches are used to generate checks for batch of invoices from many vendors.
Click on the action. the following window will open
Chec k the boxes Format.
2 Batch Payment
2.Click OK. The steps are: • Initiate Payment Batch • Select Invoices/Verify Payment Register • Modify Payments
. Most steps are initiated from the Payment Batch Actions window. There is a series of steps to follow to print checks with a Payment Batch.1.
2.1 Batch Payment Process
This payment format contains one credit line and multiple credit lines. This format requires one debit line for every credit line. Print Now and Print Remittance advice.
The following window will open
2. Ex: User Initial / Date – year Verify the Payment Date. This name will appear on your reports and will help you locate the batch online. Choose the following path Payments ► Entry ► Payment Batches.
. Fill in the following field Name of the field Batch Name
Enter the Payment Batch Name.• Format Payments • Print Checks • Confirm Payment Batch
2.2 Initiating Payment Batches
Click on Actions Button.
2. AP will select invoices with a discount or due date on or before this date. Payment Document Pay through Date Select the Payment Document. Payment Limit Optionally review or adjust the payment limits. Bank account Optionally change the Bank Account.3 Selecting invoice / Verify Payment Register is correct
Verify the Pay Through Date. Select Invoices & Build Payment & Print Preliminary Register. AP will select invoices with this Pay Group. 1.Pay group
Optionally select Pay Group. Click on the button OK:
. Page 7 of 7 End user Manual for Account Payable 1.
Auto Select. • 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
. The Preliminary Payment Register is printed when the invoices are selected and the payments are built.Payables will initiate three concurrent processes. You should review the Preliminary Payment Register to see which invoices and vendors will be paid. 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. but that do not meet payment requirements. Build Payments and Preliminary Payment Register.
To requery the form you may use one of the following methods: • Select Tools.
1.payment amount that you specified for the payment batch.
1. You should also check to ensure that no payments will be generated for invoices that should not be paid. Refresh Status.
1. or the total payment amount for a vendor site is less than or equals zero.
After the concurrent request are finished you need to requery
the Payment Batch form. when the Status field changes to Built and the Payments button becomes active you may proceed to the next step. • Click on the button ‘Refresh’ (available on the latest Oracle versions).
Check the Preliminary Payment Register to ensure that all the
invoices needing payment are included on the register.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.
• AP displays the approved invoices for the supplier site.
1. 1. (i.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. Click on Payments Button. Find (or F11) Select the appropriate Payment Batch.
You can navigate between the various suppliers selected to be paid. Choose the following path: Payments ► Entry ► Payment Batches 1. by clicking the PgUp/Pg Dn keys while the cursor is in the Supplier field.1. Choose View.In order to modify a Payment Batch the status must be built. The Payment Batch must be initiated but cannot have formatted payments) 1.e. 1. • Select Yes for Pay supplier.
. 2.2 Removing an Invoice from Payment Batch • Query the Supplier name and Site.1.
• AP displays the invoices for the supplier site which were selected for thepayment batch. which were selected for the batch.1.3 Removing all Invoices for a Particular supplier site from a payment batch • Query the Supplier name and Site. Choose the following path: Payments ► Entry ► Payments. 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. 1.1. • Alter the payment or discount amounts for the invoice. 1. Choose View. 1. Select Print Preliminary Payment Register. 1. Click on Build Button to save your work. Find. • Select No for Pay invoice to remove it from the Payment Batch. 1. 1. Click on the button OK
. 1. Click on the button Actions Deselect Format Payments checkmark.
AP will initiate the Build Payments concurrent process. • Select No for Pay supplier. Select the appropriate Payment Batch.4 Changing payment or discount amounts for a selected invoice • Query the Supplier name and Site. • AP displays the invoice(s) for the supplier site. • Select a Non-Payment Reason for your records (Optional).
1. 1. Find. 1. Select the appropriate Payment Batch.1.2 Formatting Payments
Once the Preliminary Payment Register has been verified the payments can be formatted for printing. Choose the following path:
Payments ► Entry ► Payment Batches 1. Now you need to confirm whether all the checks were printed correctly. Click on the button Actions.
1. or is there any skipped or spoiled stock paper: 1. Select The Format Payments Request. 1.
1. 1. Click on the Button OK Select View.
. Click on the button OK. requests. Select Format Payments & Print Now. 1. Click on the button Actions. when the Status field changes to Formatted you may proceed to the next step.
1. Confirm Payment Batch.3 Confirm Payment Batch
After the Formatting and Printing are finished you need to requery the Payment Batch form. . Find. 1.
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)
Click on Confirm.
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. Now your Payment Batch process is completed
1. define a separate payment document in thePayment Documents window.1 Stopping a Payment
• Choose the following path: Payments ► Entry ► Payments • Select from the menu bar: View ► Find. This streamlines the process of submitting multiple payment batches for your bank accounts. build. NOTE: For each payment batch set.
2 Stop Payments
2. This feature also supports the multi currency payment needs. or format process for each payment batch in the set. The following window will open
. Confirm Payment Batch and Final Payment Register. Each payment batch in the set must use aunique payment document.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.
hold down the Ctrl key and click on each desired record.• Enter search Criteria
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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.
• To deselect all records.• To select a range of records.1 Releasing a Stop Payment
1. • To select all records. After stopping a payment you can either release the stop or void it. select Edit from the bar menu and choose Select All. 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.
. 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. • Click on OK The Status field for this payment in the Payments form will change to: Stop Initiated. Choose the following path: Payments ►Entry ► Payments.Payables will then ask you if are sure that you want to stop payment on the number of requests you have submitted.
Click on Action
. Click on Find The following window will open
Page 3 of 3 End user Manual for Account Payable 1.2. The following window will open
3. Select from the menu bar View ► Find. Enter search criteria 4. Select the payment for stop release 2.
Click on OK
Note: There is a Stop Payments Report available to review all stopped payments. AP displays and records the date and time of the release stop activity.1. 1.
From the Menu bar. 1. Choose the following path: Payments ► Entry ► Payments. AP will ask you to confirm the release stop request for the number of requests that you have submitted.1 Voiding a Payment
This can be done either for a Negotiable or a Stopped payment.
In the Payment Actions window check the Release Stop
1. choose the following path: View ► Find.
Enter the search criteria.1. The following window will open:
1. Click on Find.
Select the payments Click on Actions The following window will open
. 1. 1.
cancel the invoices. AP ask you to confirm the cancellation 1.1. Click on to continue You can not reverse the void on a void payment. 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
In the Payment action window check the void check box. 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. You can choose to place the invoices on hold. or do nothing with the invoices.
void. Journal Import creates a journal entry batch for each set of books and accounting period. Transfer one accounting entry for each accounting entry. 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. Do not summarize the entries. • All: all journal categories. Summarize
.. toProvide the accounting event dates for which you want to transfer accounting entries
Journal Category Provide the category source • Purchase Invoices • Payments. • Reconciled Payments. • Summarize by Accounting Period. Summarize the accounting lines by account and date.
2 Payables Transfer to General Ledger
This program is run to transfers all accounting entries from payable to GL. I Validate • Yes accounts • No Transfer to GLSelect the level of detail in which you want to create Interface journal entries • In Detail. There is a Void Payments Register available to review voided payments. • Summarize by Accounting Date.
Submit Journal Import later. Payables do not allow payment entry or payment voiding in a Future period. which will automatically create journal entry batches.
transactions. You cannot close a period in which any of the following conditions exist
dated payments for which the Maturity Date is within the period but that still have a status of Issued. and lines from the accounting entries in the GL interface. Submit Journal Import. You can reopen a Closed period if the corresponding general ledger and purchasing periods are also Open.Submit Import
the accounting lines by account and accounting period • Yes.. You cannot reopen a Permanently Closed period. You can record transactions and account for them in an Open period. headers. • No.
• Accounted transactions that have not been transferred to general ledger Permanently Closed Payables do not allow transaction processing in a Permanently Closed period.
3 Open and Close Period
3. through in General Ledger.1 Period control status
Status Future Control Payables allow invoice entry and accounting in a Future period. Payables do not allow transaction processing in a Closed period.
Navigate to Accounting ►Control Payable period
. Navigate to Accounting ►Control Payables period
1.3.2 Open a Period
1.3 Close Period
Click on the period status and select open period
Click on the period status and select open period