1 Copyright © 2011 Tata Consultancy Services Limited

Account Payables

Name-Prakash Roy &Sidhartha Dev BurmanEmployee id –799371 & 833730Business- GE Oil and Gas

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Account Payables – Invoice Types

1. 1. StandardStandard InvoicesInvoices:: Standard invoices are the invoices issued by a supplier to the buyer, representing the amount due for the products or services the supplier has provided to the buyer.

Standard invoices can be either matched to a purchase order or not matched.

A standard invoice must be positive amount. 2. Mixed Invoices:2. Mixed Invoices: Mixed invoices are the invoices which can have either positive or negative amounts and can be matched to both purchase orders and invoices.

For example, if there is a mixed invoice for $-1000, you can either match it to an invoice with $-1000 or to a purchase order with an amount $1000.3. Credit Memo: 3. Credit Memo: Credit memo is an invoice raised by the supplier to the buyer with negative amount. It reduces the supplier balance and reduces the liability.

For example the customer has returned some of the goods that he purchased, the supplier sends a credit memo to the buyer to adjust the balance.

44. Debit Memo:Debit Memo: Debit memo is an invoice raised by the customer to supplier with negative amount.

The functionality of Debit Memo is same as Credit Memo. Both are to reduce the liability.

The purpose of Debit Memos is to record a credit for a supplier who does not send you a credit memo.

Unlike in AR, both Credit memo and Debit memo are with negative signs in Payables.

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Account Payables – Invoice Types

5. Prepayment:5. Prepayment: Prepayments are the invoices raised to record advance payments to a supplier or employee.

6. Expense Reports: 6. Expense Reports: Expense reports are the invoices that represent amount due to an employee for all his business related expenses.8. Withholding Tax:  8. Withholding Tax:  After you apply withholding tax to an invoice, you can optionally create invoices to remit withheld tax to the tax authority.                           Payables can automatically create withholding tax invoices, or you can perform thistask manually. If you choose to automatically create withholding tax invoices, you must choose whether to do this during Invoice Validation or during payment processing.

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Account Payables – Enter InvoiceInvoices > Entry > Invoices

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Account Payables – Enter Line and Match with PO

Click on Match > Find

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Account Payables – Enter Line and Match with PO

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Account Payables – Validate Invoice

Click on Action > select Validate > Click OK

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If invoice validation fails the status become Needs Revalidation

Account Payables – Validate Invoice

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Setups > Invoice > Hold and Release namesSystem holdsManual holds

Supplier hold Invoice hold Scheduled payment hold

Table : AP_HOLDS Table : AP_HOLDS 

Account Payables – Holds

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Account Payables – Create Accounting

If invoice successful and status become validatedAction > Create Accounting•Draft•Final•Final Post

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1. Create Draft Accounting:Draft will create journal entries, which are not final, which means they are not ready to be transferred to GL.

2. Create Final Accounting:Final will create journal entries, which can be transferred to GL.

3. Create Final Accounting Post To GL:Final Post will create journal entries in final mode, transfer them to GL and post them.

Account Payables – Create Accounting

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Account Payables – Create Accounting

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Account Payables – View AccountingReports > View Accounting

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Account Payables – View Accounting (T Account)

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Action > Pay in Full

Account Payables – Payment

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Account Payables – Payment

When we Save the Invoice then its getting Created.

Table Name: Table Name: AP_PAYMENT_SCHEDULES AP_PAYMENT_SCHEDULES

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Account Payables – Payment

Table Name: AP_CHECKS_V Table Name: AP_CHECKS_V

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Account Payables – Payment

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Account Payables – Payment Accounting

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Account Payables – Payment Overview

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Account Payables – Invoice Final Status

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Account Payables – Credit Memo

Invoices > Enter >Invoices

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Account Payables – Credit Memo Accounting

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Account Payables – Debit Memo

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Account Payables – Debit Memo Accounting

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Account Payables – Mixed Invoice

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Account Payables – Prepayment Invoice

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Account Payables – Prepayment Invoice Accounting

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Account Payables – How to Apply Prepayment Invoice

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Account Payables – How to Apply Prepayment Invoice

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Account Payables – How to Apply Prepayment Invoice

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Account Payables – Expense Report

Setup>Invoices>Expense Report Templates

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Account Payables – Expense Report

Invoices-> Entry-> Expense Reports

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Account Payables – Expense Report

Other-> Requests-> Run

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Account Payables – Expense Report

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Account Payables – Withholding Tax

Setup > Calendar > Special Calendar

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Setup > Tax > Withholding > Codes

Account Payables – Withholding Tax

Table Name: AP_TAX_CODES Table Name: AP_TAX_CODES

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Setup > Tax > Withholding > Groups

Account Payables – Withholding Tax

Table Name: AP_AWT_GROUP_TAXES Table Name: AP_AWT_GROUP_TAXES

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Suppliers > Enter> Organization

Account Payables – Withholding Tax

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Account Payables – Withholding Tax

Suppliers > Enter>Tax Details And Enable withhold at site

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Account Payables – Withholding Tax

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Account Payables – Withholding Tax

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New tables in R12 for Payables and to what R12 objects are obsoleted 11i New tables in R12 for Payables and to what R12 objects are obsoleted 11i tables mappedtables mapped

SuppliersSuppliers

New R12 tables ==> Old 11i TablesAP_SUPPLIERS - replaces - PO_VENDORSAP_SUPPLIER_SITES_ALL - replaces - PO_VENDOR_SITES_ALL

Additional supplier related tables in IBY(Payments) and HZ(TCA): Additional supplier related tables in IBY(Payments) and HZ(TCA): IBY_EXTERNAL_PAYEES_ALL - stores Payee(supplier) information.HZ_PARTIES - Party data for the suppliers.HZ_PARTY_SITES - Party site data for the supplier sites.

InvoicesAP_INVOICES_ALLAdditional table in R12: AP_INVOICE_LINES_ALL

Tables

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TaxesTaxesFunctionality provided by E-Business TaxFunctionality provided by E-Business TaxNew tables in R12New tables in R12ZX_LINES - Detailed Tax lines for the invoice (trx_id = invoice_id)ZX_LINES_SUMMARY - Summary tax lines for the invoice (trx_id = invoice_id)ZX_REC_NREC_DIST - Tax distributions for the invoice (trx_id = invoice_id)ZX_LINES_DET_FACTORS - Tax determination factors for the invoice (trx_id = invoice_id)PaymentsPaymentsFunctionality moved to central Payments (IBY)Functionality moved to central Payments (IBY)New IBY tables in R12:New IBY tables in R12:IBY_PAY_SERVICE_REQUESTS - Payment Process Request information (11i Terminology is Payment Batch)IBY_PAY_INSTRUCTIONS_ALL - Payment Instruction informationIBY_DOC_PAYABLES_ALL - Invoice information stored by IBY for generating paymentIBY_PAYMENTS_ALL - Payment Information

Tables

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The following tables are used in PPR in R12 . These were used in 11i for The following tables are used in PPR in R12 . These were used in 11i for payment batches also.payment batches also.AP_INV_SELECTION_CRITERIA_ALLAP_SELECTED_INVOICES_ALL

The following AP tables are still in use in R12 to store payment related The following AP tables are still in use in R12 to store payment related information.information.AP_INVOICE_PAYMENTS_ALLAP_CHECKS_ALL AP_PAYMENT_HISTORY_ALL

AccountingAccountingFunctionality moved to SubLedger Accounting (SLA)Functionality moved to SubLedger Accounting (SLA)New R12 tables:New R12 tables:XLA_EVENTS -> replaces AP_ACOCUNTING_EVENTS_ALL XLA_AE_HEADERS -> replaces AP_AE_HEADERS_ALLXLA_AE_LINES-> replaces AP_AE_LINES_ALLXLA_DISTRIBUTION_LINKS

Tables

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Bank AccountsBank Accounts

Functionality moved to Cash Management.Functionality moved to Cash Management.

CE_BANK_ACCOUNTS -> replaces AP_BANK_ACCOUNTS_ALLCE_BANK_ACCT_USES_ALL -> replaces AP_BANK_ACCOUNT_USES_ALL CE_PAYMENT_DOCUMENTS -> AP_CHECK_STOCKS_ALL

Tables