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Oracle 24/7 End User Training

Accounts Payable



Oracle Accounts Payable

Table Of Contents

Invoice and Payment Workbench Overview............................................................................. ..4

Reviewing Supplier Information..................................................................................................8

Invoice Details..............................................................................................................................37

View Distribution Information for an Invoice........................................................... ......... ......55

View Invoice Holds......................................................................................................................74

View Cancelled Invoices..............................................................................................................89

View Payments...........................................................................................................................105

View Scheduled Payments........................................................................................................130

View Encumbrance....................................................................................................................141Submit Non-PO Payment Requisition.....................................................................................150

View Withheld Amounts...........................................................................................................170

Accounts Payable Reports........................................................................................................179

Appendix A – Leader’s Guide..................................................................................................238

Appendix B – Accounts Payables Q&A................................................................................ ...264

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Typographic Convention in Oracle Applications Navigation Path

(N) Navigator (M) Menu Bar (T) Tab (B) Button(H) Hyperlink (N) Sub Tab (I) Icon

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(M) Menu Bar

(I) Icon

(T) Tab

(B) Button




Invoice and Payment Workbench Overview

Chapter 1

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Section Objectives

At the end of this section, you should be able to:

• Invoice and Payment Workbench Overview

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Accounts Payable includes two fully integrated workbenches, the InvoiceWorkbench and the Payment Workbench. You can perform most of your transactions in Payables using the Invoice Workbench or the Payment Workbench.You enter, adjust, and review invoices and invoice batches in the InvoiceWorkbench. You create, adjust, and review payments and payment batches in thePayments Workbench.

You may be restricted in the windows, buttons, and actions you can access basedon the Function Security implemented by your System Administrator.

Use the Invoice Overview and the Payment Overview windows to reviewinformation from their respective workbenches. These windows also act as bridgesbetween the two workbenches. For example, from the Invoices Overview, you canchoose the Payments button to navigate to the Payments window.

Some Payables windows have a customizable folder that allows you to move,resize, and hide fields in the window.

Payables workbenches let you find critical information in a flexible way. For example, in the Invoice Workbench, you can find an invoice based on supplier,purchase order number, status, or other criteria. Then, for that invoice, you canreview distributions, scheduled payments, payments, holds, and other detailed

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invoice information. All the windows you need are accessible from just one form;you can query an invoice then view detailed payment information without having tofind the invoice again. You can also keep multiple windows open at one time.

You can use the Find Invoices window to query records by field, record status, or by a range of values. For example, you can use the Find Invoices window to queryall approved invoices with a range of invoice dates.

In the Payment Workbench, you can find a payment based on supplier, checknumber, status or other criteria. Then, for that payment, you can review the

invoice(s) information, supplier information and other detailed payment information.

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Reviewing Supplier Information

Chapter 2

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Section Objectives


• Review Supplier Information

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Review Supplier Information

In this session, you will learn how to review Supplier Information. By using supplier name as the search criteria, you can review information pertaining to the supplier.

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N > Suppliers

Find Suppliers

1. Navigate to Find Suppliers window

(N) > Suppliers.

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2. Enter the Supplier name or a portion of it in the “Supplier Name” field and selectFind (B).

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Reminder: You can enter a partial supplier name followed by a %.Ex. 4-W%

This example will find all suppliers that begin with “4-W”.

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3. Oracle Payables displays all vendors that match your criteria.

Select the supplier “4-W SPECIALTIES, INC.” and then select (B) OK.

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4. Select (B) Find to review the supplier Information.

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Alternatively, the following details may be entered to review the supplier information.

Field NotesSupplier Name Supplier Name, Supplier Number

can be used to retrieve thesupplier information.Supplier

Number

Alternate Name Alternate name of the supplier

can be optionally used to find thesupplier information.

Supplier Type This field can be used to retrievethe list of suppliers pertaining to aparticular type, whoseinformation is being viewed.

Parent Supplier Either of Parent Supplier or theParent Number can be used torestrict the search criteria for thesuppliers.

Parent Number

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Field Notes

Reporting Name Reporting Name is the criteriaused to retrieve the supplier information.

Payment Terms Payment Terms specific to aparticular supplier can be used tofind out the information of aparticular supplier.

Income TaxType

Income Tax Type of a supplier can be entered to restrict thesearch criteria and view theparticular supplier information.

Pay Group Similarly Pay Group can be

optionally used to list thesuppliers and thus view theinformation.

5. Review the Supplier information by selecting each tab.

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Tab/ Button Description

General Provides Parent supplier name, number and customer number pertaining to thatParent supplier of the Supplier

Classification Provides the details like, type of supplier,employee name and his number,standard industry code, and type of

ownership of that supplier

Accounting Provides distribution set and generalledger account details (like liability,prepayment and future dated paymentinformation)

Control Provides invoice amount limit, invoicematch option, hold (if any) and paymenthold reason (if on Hold)

Payment Provides payment terms, pay group,payment priority, currency details, term

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date basis, pay date basis, paymentmethod and discount details (if any)

WithholdingTax

Provides information like allowwithholding tax and withholding tax group

Sites Click to review the details like Site Name, Address, Alternate Name and Address,

Pay only or both Pay and Purchasing,Procurement Card, Contact information,shipping network location, andcommunication method

The Sites (B) displays the following information

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6. Go to (M) File and select the Close Form

View Invoices

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Chapter 3

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View Invoices

Section Objectives


• Review Invoices

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View Invoices

In this session, you will learn how to review the Invoices. You can review Invoicesusing Find Invoices window.

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Viewing Invoices


N > Invoices > Invoices

Screen name

1. Navigate to the Find Invoices Window (N) Invoices > Invoices.

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2. Enter the Supplier Name as ‘APPERSON’ and Select (B) Find.

Note: To view a Credit Memo, select type ‘Credit Memo’ from the LOV in the

Invoice Region.

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Alternatively, the following details may be entered to retrieve invoices and thusview their details.

Field Notes

Supplier By entering the Supplier name, all theinvoices pertaining to that supplier arelisted for review. Number , Site and theTaxpayer ID of the supplier are

automatically reflected.

Invoice can also be queried by entering thePO Num field.

Invoice Invoices can be found by entering theNumber , Type and Invoice Batch.

Optionally, Pay Group, Payment Method,Terms, USSGL Code, Project, Task,Expenditure Type and Expenditure Org.from the drop down list can be chosen torestrict the list of invoices to be viewed.

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InvoiceStatus

Depending upon the Invoice detailsselected, the Invoice Status, whether it’s

been Paid or Accounted can be selected.Even the Invoice Holds with their Status,Name and Reason can be chosen toretrieve a particular invoice.

Voucher Audit

Optionally, the Category, Name andVoucher Numbers may be entered to view

particular invoices.

3. Review the Invoices window.

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GeneralThe General tab provides information on

Amount Paid, Invoice Status, ApprovalStatus, and Summary details

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Holds

The Hold tab provides information about

why the invoice was put on hold and whoput it on hold. It also provides detailspertaining to Purchase Order, ShipmentQuantity, Receipt and Receipt QuantityRefer to Chapter 6 – View InvoiceHolds

ViewPayments

View Payment Tab provides information

detailing Payment Method, DocumentName, Payment Date, Ledger Date, andPayment AmountRefer to Chapter 8 – View InvoicePayments

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ScheduledPayments

Scheduled Payments tab provides

Payment details including Due Date,Gross Amount, Priority and PaymentMethod. It provides Bank Details includingBank Name, Account Number. Discount if any including, Discount Type, Date andDiscount Amount. It also summarizesInvoice Details including Invoice Amount,

Date and Amount Paid against the InvoiceRefer to Chapter 9 – View ScheduledPayments

OverviewThis button provides a Summary of theselected Invoice detailed informationRefer to Chapter 4 – Invoice Details

Distribution

This provides Account information and the

way the charge is distributed amongaccountsRefer to Chapter 5 – View Distributions

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4. Go to (M) File and select Close Form.

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Invoice Details

Chapter 4

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Invoice Details

Section Objectives


• Review the details of an Invoice.

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Invoice Details

Invoice Overview window can be used to review detailed invoice information of a

particular invoice, such as invoice status, active holds, scheduled payments, actualpayments etc.

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Viewing Invoice Details



Find Invoices

1. Navigate to the Find Invoices window (N) Invoices > Invoices.

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2. Enter the Invoice Number 123% and select (B) Find.

Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the

Invoice Number field to help expedite the search.

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O




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O l A t P bl





Field Description

Supplier By entering the Supplier name, all theinvoices pertaining to that supplier arelisted for review. Number and Site of thesupplier are automatically reflected.


Invoice Invoices can be found by entering theNumber, and Type.

Optionally, Pay Group, Payment Method,

Terms, Currency, Ledger Code, Project,Task, Expenditure Type and ExpenditureOrg. from the drop down list can be chosento restrict the list of invoices to be viewed.

Invoice Depending upon the Invoice details

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O l A t P bl




Status selected, the Invoice Status, whether it hasbeen Paid or Accounted can be selected.

The Invoice Holds with their Status, Nameand Reason can be chosen to retrieve aparticular invoice.

Voucher Audit

Optionally, the Category, Name andVoucher Numbers may be entered to viewparticular invoices.

3. Review Invoices window and Select (B) Overview.

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Note: If your query retrieved more than one record, select the invoice by clickingon the current record indicator next to it.

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General The General tab provides information on Amount Paid, Invoice Status, ApprovalStatus, and Summary details

Holds

The Hold tab provides information aboutwhy the invoice was put on hold and whoput it on hold. It also provides detailspertaining to Purchase Order, Shipment

Quantity, Receipt and Receipt QuantityRefer to Chapter 6 – View InvoiceHolds

ViewPayments

View Payment Tab provides informationdetailing Payment Method, DocumentName, Payment Date, Ledger Date, andPayment Amount

Refer to Chapter 8 – View InvoicePayments

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ScheduledPayments

Scheduled Payments tab provides

Payment details including Due Date,Gross Amount, Priority and PaymentMethod. It provides Bank Details includingBank Name, Account Number. Discount if any including, Discount Type, Date andDiscount Amount. It also summarizesInvoice Details including Invoice Amount,


OverviewThis button provides a Summary of theselected Invoice detailed information

Distribution

This provides Account information and theway the charge is distributed among

accountsRefer to Chapter 5 – View Distributions

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4. Review the Invoice Overview.

Invoice Overview provides the following details:

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• Supplier Name, Supplier Number, Invoice Number, PO Number, etc

• Invoice Status, Holds, and Reasons

• Scheduled Payment Information

• Actual Payment Information

Note: Move cursor to “paid by field” and the payment overview button will beavailable, select (B) to see payment information

Alternatively, Invoice Overview can be viewed directly by Navigating to the FindInvoices window (N) Invoices > Invoice Overview.

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Enter the Invoice Number 27066% and select (B) Find.

Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in theInvoice Number field to help expedite the search.

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y


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y

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y

View Distribution Information for an Invoice

Chapter 5

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View Distribution Information

Section Objectives


• Review distribution information

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View Distribution Information

You can use the Distributions window to see the account(s) being charged for a

particular invoice and the corresponding amount.

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Reviewing the Distribution Information



Find Invoices

1. Navigate to the Invoices window (N) Invoices > Invoices

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Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the InvoiceNumber field to help expedite the search.

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Field Description

Supplier By entering the Supplier name, all theinvoices pertaining to that supplier arelisted for review. Number , Site and theTaxpayer ID of the supplier areautomatically reflected.


Invoice Invoices can be found by entering theNumber , Type

Optionally, Pay Group, Payment Method,Terms, Ledger Code, Project, Task, and

Expenditure Type from the drop down listcan be chosen to restrict the list of invoicesto be viewed.

InvoiceStatus

Depending upon the Invoice detailsselected, the Invoice Status, whether it’s

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been Paid or Accounted can be selected.

Even the Invoice Holds with their Status,

Name and Reason can be chosen toretrieve a particular invoice.

Voucher Audit


3. Review the Invoice details and select (B) Distributions.

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Holds

The Hold tab provides information aboutwhy the invoice was put on hold and whoput it on hold. It also provides detailspertaining to Purchase Order, ShipmentQuantity, Receipt and Receipt Quantity

Refer to Chapter 6 – View InvoiceHolds

ViewPayments

View Payment Tab provides informationdetailing Payment Method, DocumentName, Payment Date, Ledger Date, andPayment AmountRefer to Chapter 8 – View Invoice

Payments

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ScheduledPayments

Scheduled Payments tab providesPayment details including Due Date,Gross Amount, Priority and PaymentMethod. It provides Bank Details includingBank Name, Account Number. Discount if any including, Discount Type, Date andDiscount Amount. It also summarizesInvoice Details including Invoice Amount,



Distribution


way the charge is distributed amongaccounts

4. Review the Distribution details of Invoice.

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Note: Use the scroll bar to view additional information such as PO number,Expenditure Type, etc.

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View Invoice Holds

Chapter 6

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View Invoice Holds

Section Objectives


• Review the Invoice Holds

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View Invoice Holds

Holds that Payables applies or the System applies automatically (insufficient

funds), prevent payment and, in some cases, creation of accounting entries for aninvoice. You can review the Hold details pertaining to an invoice by selecting theHolds tab in the Invoices window.

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Viewing Invoice on Hold


N > Invoices > InvoicesFind Invoices

1. Navigate to the Invoices window (N) Invoices > Invoices

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3. Select the invoice to be reviewed and select (T) Holds to view the Hold details.

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General

The General tab provides information on


Holds

The Hold tab provides information aboutwhy the invoice was put on hold and whoput it on hold. It also provides detailspertaining to Purchase Order, Shipment

Quantity, Receipt and Receipt Quantity

ViewPayments

View Payment Tab provides informationdetailing Payment Method, DocumentName, Payment Date, Ledger Date, andPayment AmountRefer to Chapter 8 – View InvoicePayments

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ScheduledPayments

Scheduled Payments tab providesPayment details including Due Date,

Gross Amount, Priority and PaymentMethod. It provides Bank Details includingBank Name, Account Number. Discount if any including, Discount Type, Date andDiscount Amount. It also summarizesInvoice Details including Invoice Amount,Date and Amount Paid against the InvoiceRefer to Chapter 9 – View ScheduledPayments


Distribution



4. Review Holds details.

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A workflow notification on holds placed, as below, will be sent to AccountManagers to initiate appropriate action.

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Account Managers have the ability to Approve, Reject, Reassign or Request moreInformation

Note: If the hold is placed by the system, Account Managers need to takeappropriate action such as Budget Revisions for insufficient funds holds.


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View Cancelled Invoices

Chapter 7

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View Cancelled Invoices

Section Objectives


• Review a cancelled invoice

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View a Cancelled Invoice

In this session you will learn how to review a Cancelled Invoice. All the details

pertaining to the Invoice, which is cancelled, can be viewed.

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Viewing a Cancelled Invoice



1. Navigate to the Find Invoices window (N) Invoices > Invoices

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2. Select the Invoice Type as ‘Standard’ and Status as ‘Cancelled’.

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3. Select (B) Find.

4. Select the ‘cancelled’ invoice that you would like to review.

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Note: The invoice amount for cancelled invoices is ZERO.

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General



Holds

The Hold tab provides information aboutwhy the invoice was put on hold and whoput it on hold. It also provides detailspertaining to Purchase Order, ShipmentQuantity, Receipt and Receipt QuantityRefer to Chapter 6 – View InvoiceHolds

ViewPayments


Refer to Chapter 8 – View InvoicePayments

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ScheduledPayments


Gross Amount, Priority and PaymentMethod. It provides Bank Details includingBank Name, Account Number. Discount if any including, Discount Type, Date andDiscount Amount. It also summarizesInvoice Details including Invoice Amount,Date and Amount Paid against the InvoiceRefer to Chapter 9 – View ScheduledPayments


Distribution



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5. Review the Distributions window.

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Note: If the invoice is cancelled, the amount originally charged to the Project for the invoice selected will be reversed from the Project.

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View Payments

Chapter 8

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View Payments

Section Objectives


• Review Invoice Payments

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View Payments

In this session, you will learn how to review Invoice payments. You can review

payment details such as amount paid, check number, payment date, paymentmethod, etc., for a check or for a Supplier.

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Viewing Payments



1. Navigate to the Invoices Window (N) Invoices > Invoices

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2 Enter the Invoice Number 123% and select (B) Find





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Alternatively the following details may be entered to retrieve invoices and thus




Field Notes

Supplier By entering the Supplier name, all theinvoices pertaining to that supplier arelisted for review. Number , Site and theTaxpayer ID of the supplier areautomatically reflected.


Invoice Invoices can be found by entering theNumber , and Type

Optionally, Pay Group, Payment Method,Terms, Ledger Code, Project, Task, andExpenditure Type from the drop down listcan be chosen to restrict the list of invoicesto be viewed.

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InvoiceStatus

Depending upon the Invoice detailsselected, the Invoice Status, whether it’sbeen Paid or Accounted can be selected.

Even the Invoice Holds with their Status,Name and Reason can be chosen toretrieve a particular invoice.

Voucher Audit


3. Select the Invoice to be reviewed and Select (T) View Payments.

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Amount Paid, Invoice Status, Approval

Status, and Summary details

Holds

The Hold tab provides information aboutwhy the invoice was put on hold and whoput it on hold. It also provides detailspertaining to Purchase Order, ShipmentQuantity, Receipt and Receipt QuantityRefer to Chapter 6 – View Invoice

Holds

ViewPayments


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ScheduledPayments


Gross Amount, Priority and PaymentMethod. It provides Bank Details includingBank Name, Account Number. Discount if any including, Discount Type, Date andDiscount Amount. It also summarizesInvoice Details including Invoice Amount,Date and Amount Paid against the Invoice

Refer to Chapter 9 – View ScheduledPayments


Distribution



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4. Review the Payment details and then select (B) Payment Overview.



4. Review the Payment details and then select (B) Payment Overview.

Note: If payment has been made for the invoice you selected, the PAYMENTOVERVIEW button will be available for more information.

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5. Review the Payment Overview details.



y

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Payment Overview provides the following details:



y p g

• Payment Number, Payment Date, Status, Cleared Amount, Cleared Date, etc

• Supplier Information including Supplier Name, Taxpayer Id, Number, Site and Address

• Bank Information like Bank Name, Account, Payment Method

• Invoice Details like Invoice Number, Amount Paid, Ledger Date and Description

Select (B) Invoices Overview to review Invoice details

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Alternatively, Payment Overview can be directly reviewed by Navigating to the



y y y y g gPayments Window (N) Payments > Payments Overview

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You can enter the Supplier Name or the check number and select (B) Find.



Note: Enter Partial Supplier Name with Wild Card “%” as the suffix in the Namefield in Supplier section to help expedite the search.

Enter JEN% and select (B) Find.

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Select JENNIFER MEDRANO from the list of values (LOV) and select (B) Find



Review the payment details

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View Scheduled Payments

Chapter 9

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Section Objectives


• Review Scheduled Payments

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In this session, you will learn how to review the Scheduled Payment details of aparticular Invoice. You can review various payment details like payment amount,currency, payment method, invoice amount, etc.

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Viewing Scheduled Payments



Viewing Scheduled Payments



Screen name

1. Navigate to the Invoices Window (N) Invoices > Invoices

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2. Enter the Invoice Number and select (B) Find.

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Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the InvoiceNumber field to help expedite the search Enter 123%



Number field to help expedite the search.Enter 123%

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3. Select the Invoice to be reviewed and Select (T) Scheduled Payments.



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General



Holds

The Hold tab provides information aboutwhy the invoice was put on hold and whoput it on hold. It also provides detailspertaining to Purchase Order, ShipmentQuantity, Receipt and Receipt Quantity

Refer to Chapter 6 – View InvoiceHolds

ViewPayments

View Payment Tab provides informationdetailing Payment Method, DocumentName, Payment Date, Ledger Date, andPayment AmountRefer to Chapter 8 – View InvoicePayments

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p

ScheduledPayments


Gross Amount, Priority and PaymentMethod. It provides Bank Details includingBank Name, Account Number. Discount if any including, Discount Type, Date andDiscount Amount. It also summarizesInvoice Details including Invoice Amount,Date and Amount Paid against the Invoice


Distribution

This provides Account information and theway the charge is distributed amongaccountsRefer to Chapter 5 – View Distributions

4. Review the Scheduled payments.

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View Encumbrance

Chapter 10

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View Encumbrance



Section Objectives


• Review encumbrance details

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View Encumbrance



You can review the encumbrance details of the Invoices.

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Viewing Encumbrance




N > Accounting > View Encumbrance

Find Encumbrance Lines

1. Navigate to the View Encumbrances Window.

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2 E t th I i N b d l t (B) Fi d



2. Enter the Invoice Number and select (B) Find.

Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the

Invoice Number field to help expedite the search.

Enter 123%

Alternatively, you can enter the following parameters to view the Encumbrances.

Field Notes

Type A specific Type can be entered toview the Encumbrances pertainingto that Type.

Period Period range can also be entered toretrieve all the Encumbrances thatfall within that Period.

Account Account range can be optionallyentered to view the Encumbrancesrestricted to that range.

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3. Review the View Encumbrances window.

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Note: Scroll to the right to see more information related to the encumbrance for theinvoice selected.



4. Go to (M) File and select Close Form

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Submit Non-PO Payment Requisition

Chapter 11



Chapter 11

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Submit Non-PO Payment Requisition



Section Objectives


• Submit a Non-PO Payment Requisition

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Submit Non-PO Payment Requisition Overview



In this session, you will learn about Non PO Payment Requisition. A Non POPayment Requisition is a request for making a payment to a person or an

organization without a purchase order. Example: Memberships, Stipend, Refunds,etc,.

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Submitting Non-PO Payment Requisition




N > Other > Requests > Run

Submit a New Request

1. Navigate to Submit a New Request window (N) Other > Requests > Run.

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2. Select Single request option and select (B) OK.



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3. Enter ‘%Utpa%’ in the name field and click (B) Find. Select the ‘UTPA Non PoCheck Request Workflow’.



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4. Enter the following parameters and select (B) OK.

Parameter Value



Parameter Value

Vendor ABET INC

Note: If various vendorsneed to be paid(stipend), enter VARIOUS and email aspreadsheet to AP

Project Number 100CMPT00Award If Grant Account

Expenditure Type Consumables

Amount 500.00

Description (Description of payment)

Need By Date 19-JUL-2006

Attachment Yes (Is there an invoice)

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Note To Payables Are you faxing, emailing,sending any invoices or



sending any invoices or other attachments??

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5. Select (B) Submit.

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6. Select (B) Refresh Data and select (B) View Details.

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7. Review the details of the report and select (B) OK.



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Note: Include Request ID number on any paperwork submitted (email, fax,campus mail) to Accounts Payable.




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Approvers

9 Navigate to Worklist window (N) Workflow > Worklist



9. Navigate to Worklist window (N) Workflow > Worklist.

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10. Select the required notification and select (B) Open.



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Note: The Project Managers can Request more information, Approve, Reject or Reassign this check request.



Once the Request is approved by the Project Manager, Accounts Payable willreceive a Notification to process your request. Accounts Payable will contact therequester if any information/documentation is missing.

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View Withheld Amounts

Chapter 12

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Section Objectives



Section Objectives

At the end of this section, you should be able to:• Review the Withheld Amounts

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In this session you will learn how to review the Withheld Amounts You can review



In this session, you will learn how to review the Withheld Amounts. You can reviewperiod-to-date, automatically withheld amounts, and not the amounts that you

withhold manually.

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Viewing Withheld Amounts




y

N > Payments > Withheld Amounts

Period-to-date Withheld Amounts

1. Navigate to the Find Period-to-date Withheld Amounts window (N) Payments >Withheld Amounts

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2. Optionally enter any of the following as selection criteria and select (B) Find.



Field Name Description

Tax Code The withholding tax type code fromthe special calendar.

Period Name The withholding tax type periodname.

Supplier Name/

Supplier Number

The supplier name/number for

which you are viewing period-to-date withheld amounts.

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3. Review the Period-to-date Withheld Amounts window.

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Accounts Payable Reports

Chapter 13

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Section Objectives



j

At the end of this section, you should be able to:• Understand the Usage of Accounts Payable Reports

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Common Report Headings

Report headings at the top of each page provide you with general information



p g p p g p y gabout the contents of your report or listing, such as your set of books name, report

title, date and time Payables runs your report, and page number.

In addition, Payables prints the parameters you specified when you submitted thereport request. If you left a parameter blank, then the parameter will appear at thetop of the report without a value.

Accounting Period- Accounting period in which you submitted the request.

Batch- Name of invoice batch or payment batch. Payables displays N/A if you donot use invoice batches to enter invoices.

Entered By- Name of the person who entered the data.

Document Number- Payment document number. For example, check number.

Functional Amount- Amount of the invoice or payment expressed in your

functional currency. Payables uses the exchange rate to convert the invoice or payment amount into your functional currency.

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Income Tax Type- The income tax type for an invoice distribution. You can defaultan income tax type from a supplier for each invoice distribution. For U.S. reporting,your income tax type is also known as your 1099 type.



Invoice Amount- Amount of the invoice.

Invoice Batch- If you have enabled the Allow Invoice Batches Payables option,the name of the batch in which the invoice was entered.

Invoice Currency- Currency in which the invoice was entered.

Invoice Number - Number of an invoice, assigned by you during invoice entry.

Invoice Type- Type of invoice (Standard, Prepayment, Credit Memo, Debit Memo,Withholding Tax, Interest, and Expense Reports).

Last Active Date- Last date in which a document was updated. Document entry or creation date, if it has not been updated.

Payment Batch- Payment batch in which the payment was created.

Payment Currency- Currency in which the payment was created.

Payment Date- Date on payment document.

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Payment Number- Document number for the payment. For example, checknumber.

PO Number- Number of the purchase order



PO Number Number of the purchase order.

PO Release- Purchase order release number.

PO Line- Purchase order line number.

Site- Name of supplier site.

Site Name- Name of supplier site.

Supplier Bank Account Num- Bank account number of your supplier. Used for electronic payments to your supplier.

Supplier Name- Supplier name. For some requests you can leave this parameter blank to submit the request for all suppliers.

Supplier Name From/To: Enter the alphabetical range of suppliers that you wantto submit the request for Payables includes all suppliers between and including the

suppliers you enter.

Supplier Type- Type of supplier. You define supplier types in the Oracle PayablesLookups window, and enter a supplier type for a supplier in the Suppliers window.If you use recoverable tax, you can also define tax recovery rules by supplier type.

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Tax Code- Name of the tax code or tax group value. You define tax codes in theTax Codes window and tax groups in the Tax Groups window.



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Accounting and Reconciliation Reports

Payables provide the following accounting and reconciliation reports:



•

Accounts Payable Trial Balance Report• Payables Account Analysis Report

• Period Close Exceptions Report

• Posted Invoice Register

•

Posted Payment Register • Unaccounted Transactions Report

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Accounts Payable Trial Balance Report

Use the Accounts Payable Trial Balance Report to verify that total accounts



payable liabilities in Payables equal those in the general ledger. To reconcile these

balances you can compare the cumulative total liability provided by this report withthe total liability provided by your general ledger.

The Trial Balance Report lists and subtotals by supplier and liability account allunpaid and partially paid invoices that Payables has transferred to the generalledger. These invoices represent your organization’s outstanding accounts payableliability. Therefore, to obtain the most up-to-date trial balance, you should transfer

your invoice and payment activity to the general ledger before submitting thisreport.

Since this report presents your outstanding accounts payable liability information, itis only valid for an accrual set of books.

If you use future dated payments, the Relieve Future Dated Payment LiabilityPayables option determines when this report considers invoice liability relieved by

a future dated payment. If the option is set to When Payment is Issued, then theinvoice amounts paid by future dated payments do not appear in this report. If theoption is set to When Payment Matures, then the invoice amounts continue toappear in this report until the payment status is updated to Negotiable. If the option

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is set to When Payment Clears, then the invoice amounts continue to appear inthis report until the payment is cleared.

You can use this report to review all negative supplier balances. To do this, choose



p g pp ,No. for the Summarize Report parameter, and Yes for the Negative Balances Only

parameter.

Report Submission

You submit this report from the Submit Request window.

Selected Report Parameters

To review information for parameters used in multiple reports, such as Set of Books Currency.

As of Date. Payables lists all unpaid or partially paid invoices with accountingdates on or before the As of Date you enter.

Supplier Name. If you want to run the report for a particular supplier, enter thesupplier.

Liability Account. If you want to run the report for a particular liability account,enter the account.

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Summarize Report. Choose No to run the report in detail. Choose Yes tosummarize report output by liability account.

Negative Balances Only. Choose Yes to include only negative supplier balances



g y y g ppon the report. Choose No to include all supplier balances.

Selected Report Headings

Invoice Number. The number of the invoice document.

Invoice Date. The date of the invoice document.

Curr. The transaction currency of the invoice.

[Functional Currency] Amount. Total invoice amount for the liability account,displayed in your functional currency.

If the Relieve Future Dated Payment Liability Payables option is set to WhenPayment Matures, then this report shows invoices included in unmatured futuredated payments. For those invoices this field always displays the full invoiceamount irrespective of the liability account.

Remaining [Functional Currency] Amount. The difference between the invoiceamount and the sum of the posted payments for the invoice, expressed in your functional currency.

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A positive amount indicates an outstanding accounts payable liability in the generalledger. This can result from nonpayment, partial payment, or not creating a journalentry for the payment.



A negative amount can result from transferring a payment to your general ledger

without transferring the invoice, or from recording the invoice liability in a futureperiod.

Invoice Description. Partial description of the invoice distribution.

Payables Account Analysis Report

Use this report to review and analyze accounting entries in Payables. You can use

the report parameters to limit the report to just the accounting information you wantto review.

This report is helpful when you reconcile your accounts with your general ledger.For example, you can reconcile the prepaid expense account between Payablesand your general ledger. You can submit this report in detail and compare it to anaccount analysis report in your general ledger.

The report sorts accounting data by balancing segment first. Within each balancingsegment group you can specify the order of the other account segments by usingthe Order By parameters. Within each account, the data is sorted by the following:

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• Accounting date

• Supplier name



• Document number

• Order of creation (line ID of the accounting entry line)

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Prerequisite

• Submit the Payables Accounting Process to create accounting entries.



Selected Parameters

Accounting Method: Accounting method that was used to create the accountsyou want to see, either Accrual or Cash.

Accounting Currency: Payables displays the accounting currency based on your choices for the Accounting Method and Reporting Level parameters.

From/To Account: The inclusive account range for which you want to submit thereport. All segments are required. If you enter a value for From Account, you mustenter a value for To Account.

From/To Date: Inclusive accounting date range for the accounting entries in thereport.

GL Transfer Status: To limit the report to a particular status, enter the status. The

GL Transfer Status indicates if accounting entries for the event have beentransferred to the GL interface using the Payables Transfer to General Ledger program.

• All. Include accounting entries regardless of Transfer to GL Status.

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• Transferred: Limit the report to accounting entries that were successfullytransferred.

• Not Transferred: Limit the report to accounting entries for which the Payables



p g yTransfer to General Ledger Process has not been submitted.

• Not Transferred Due to Error: Limit the report to accounting entries that couldnot be transferred to the GL Interface when the Payables Transfer to GeneralLedger Process was submitted for them. For example, an accounting entry willnot be transferred if the account is no longer valid in the general ledger.

First/Second/Third Order By: If you want to order the report output by account

segment, enter the segment type. The report orders in the following order: 1)balancing segment 2) First Order By segment, 3) Second Order By segment, 4)Third Order By segment. The remaining segments in your account are thenordered from left to right.

Summarize:

• Yes. Summarize the report. When the report is summarized, the reportsummarizes by account and lists only the account description and thebalanced accounting entry in the accounted currency.

• No. Create the report in detail.

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When the report is summarized, the report headings are limited to Account andDr/Cr (Accounted Curr).



Accounting Date: Accounting date of the transaction. To see an accounting datefor a particular event.

Doc Class: Document class that includes the accounting event: Invoices or Payments.

Line Type: Type of accounting entry line, such as AP Accrual, Charge, Liability,etc.

Transferred to GL: Indicates if accounting entries for the event have beentransferred successfully to the GL interface using the Payables Transfer to GeneralLedger program. Yes or No.

PO Number: If the accounting entry line is associated with a purchase order,Payables displays the purchase order number.

Dr/Cr (Accounted Currency): Debit or credit amount, in the currency of the set of books for the accounting entry.

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Dr/Cr (Entered Currency): Debit or credit amount, in the currency of thetransaction.



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Period Close Exceptions Report

Submit this report to review a complete list of exceptions that are preventing youfrom closing a Payables accounting period This report lists for each organization



from closing a Payables accounting period. This report lists, for each organization

within the set of books, the following exceptions:

• Outstanding Payment Batches

• Accounting Entries not Transferred to General Ledger

• Future Dated Payments Requiring Maturity Event and Accounting

•Unaccounted Invoices

• Unaccounted Payments

Report Submission

To submit the Period Close Exceptions Report:

1. In the Control Payables Periods window if you try to close a period that hasexceptions, the period status cannot be changed. Payables displays a messagetelling you this, and enables the Exceptions button.

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2. Choose the Exceptions button in the Control Payables Periods window.Payables opens a message window. From the window you can choose thefollowing buttons:



• Review

• Sweep (unaccounted transactions to the next period)

3. Choose the Review button to submit the report. You can access the reportoutput in the Requests window, as usual.

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Posted Invoice Register

Use the Posted Invoice Register to review accounting lines for invoices that havebeen transferred to your general ledger Because it presents amounts that have



been transferred to your general ledger. Because it presents amounts that have

been charged to liability accounts, this report is valid only for an accrual set of books.

The Posted Invoice Register is primarily a reconciliation tool. Use this report alongwith the Posted Payment Register and the Accounts Payable Trial Balance Reportto reconcile balances between Payables and your general ledger. To make their output easier to read, each of these reports can be generated for a single liability

account. For example, if you are using Automatic Offsets and the liability for your invoices is allocated across multiple balancing segments, then you can use theLiability Account parameter to limit your reports to a single balancing organization.

You can generate the report in summary or in detail. When generated in detail, thereport displays invoices charged to liability accounts and the accountinginformation that has been transferred to the general ledger. Also included is the

supplier and amount information for each invoice listed. Payables display the totalinvoice amount in the invoice currency, and the transferred distribution amount inboth the invoice currency and accounted currency for easier reconciliation withyour general ledger.

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Note: The posted distribution amount only includes distribution lines that havebeen transferred to general ledger.

When generated in summary, the report lists totals for each liability account andd t i l d i i d t il



does not include any invoice detail.

The report always sorts first by liability account. If the report is submitted in detail, itthen sorts in the following order:

The report sorts using the Order By parameter, either Journal Entry Batch or Entered Currency. The default value is Entered Currency, and you can change theparameter value only if the report includes journal entry batch names (the Include

Journal Entry Batch parameter is Yes).The report then sorts by supplier name, invoice number, and invoice date.

Prerequisites

Submit the Payables Accounting Process to create accounting entries for your invoices.

Transfer your accounting entries to general ledger by submitting the PayablesTransfer to General Ledger program.

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To ensure that the general ledger information for the journal entry batches appearson this report, you must enable the Import Journal References option for thePayables source in the Journal Sources window.



Report Submission



To review information for parameters used in multiple reports, such as Set of

Books Currency.

From/To Accounting Date. Inclusive accounting date range for invoices in thereport.

Liability Account. If you want to submit the report for a single liability account, thenspecify that account here. Leave this parameter blank to submit the report for allliability accounts.

Include Journal Entry Batch. Enter Yes if you want the report to include the namesof all journal entry batches in which the invoice transactions were transferred. Notethat if you choose to include this information the report will take longer to generate.

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Journal Entry Batch. If you want to submit the report for a single invoice journalentry batch, then specify that batch here. Leave this parameter blank to submit thisreport for all invoice journal entry batches.

O d B Thi t i d t t t th t t d i d t il Th



Order By. This parameter is used to sort reports that are generated in detail. The

default value is Entered Currency. You can select the Journal Entry Batch optiononly if you first enter Yes for the Include Journal Entry Batch parameter.

Entered Currency. Sort the report by:

1) Liability account

2) Invoice currency

3) Journal entry batch name (only if you enter Yes for the Include JournalEntryBatch parameter)

Journal Entry Batch. Sort the report by:

1) liability account

2) Journal entry batch name

3) invoice currency

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Summarize Report.

• Yes. Summarize the report by liability account and do not include invoicedetail.



• No. Include invoice detail.


Invoice Amount. Total invoice amount.

Posted Distribution Amount - Entered/Accounted Currency. Total of the transferredinvoice distributions in the invoice currency and the accounted currency.

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Posted Payment Register

Use the Posted Payment Register to review accounting lines for payments thathave been transferred to general ledger. Because it presents amounts that have



have been transferred to general ledger. Because it presents amounts that have

been charged to liability accounts, this report is valid only for an accrual set of books. You can submit the Posted Payment Register for one payment journal entrybatch or all payment journal entry batches.

The Posted Payment Register is primarily a reconciliation tool. Use this reportalong with the Posted Invoice Register and the Accounts Payable Trial BalanceReport to reconcile balances between Payables and your general ledger. To make

the output easier to read, each of these reports can be generated for a singleliability account. For example, if you are using Automatic Offsets and the liability for your invoices is allocated across multiple balancing segments, then you can usethe Liability Account parameter to limit your reports to a single balancingorganization.

You can generate the report in summary or in detail. When generated in detail, the

report displays payments that relieve liability accounts and that have had their accounting information transferred to the general ledger. Also included is thesupplier and amount information for each payment listed. Payables displays thepayment amount in the entered currency and the liability amount relieved in theaccounted currency. In detail mode, the report also displays the payment

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document and disbursement type for each batch of payments. It provides a reporttotal and subtotals for each payment document and bank account.

When generated in summary, the report lists totals for each liability account anddoes not include any payment detail



does not include any payment detail.

The report always sorts first by liability account. If the report is submitted in detail, itthen sorts in the following order:

The report sorts using the Order By parameter, either Journal Entry Batch or Bank Account. The default value is Bank Account, and you can change the parameter value to Journal Entry Batch only if the report includes journal entry batch names

(the Include Journal Entry Batch parameter is Yes).The report then sorts by payment number, payment date, and supplier name.

Prerequisite

To ensure that the general ledger information for the journal entry batches appearson this report, you must enable the Import Journal References option for the

Payables source in the Journal Sources window.Report Submission


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To review information for parameters used in multiple reports, such as Set of



p p p ,

Books Currency.From/To Accounting Date. Inclusive accounting date range for payments in thereport.

Bank Account Name. If you want to limit the report to payments paid from a singlebank account, enter the bank account name.

Liability Account. Enter the liability account for which you want to submit this report.Leave the field blank to submit this report for all liability accounts.

Include Journal Entry Batch. Enter Yes if you want the report to include the namesof all journal entry batches in which the payment transactions were transferred.Note that if you choose to include this information the report will take longer togenerate.

Journal Entry Batch. Enter the journal entry batch name for which you want tosubmit this report. Leave the field blank to submit this report for all payment journalentry batches.

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Order By. This parameter is used to sort reports that are generated in detail. Thedefault value is Bank Account. You can select the Journal Entry Batch option only if you first enter Yes for the Include Journal Entry Batch parameter.

Bank Account Sort the report by:



Bank Account. Sort the report by:


2) bank account

3) journal entry batch name (only if you enter Yes for the Include Journal EntryBatch parameter.)

4) payment currencyJournal Entry Batch. Sort the report by:


2) journal entry batch name

3) bank account

4) payment currency

Summarize Report.

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Yes. List totals for each liability account and do not include payment detail.

No. Include payment detail.




p g

Payment Number. Payment document number.

Payment Date. Date of payment.

Payment Amount. Amount of the payment in the transaction currency.

Liability Relieved. The amount of liability relieved by the payment, displayed in theaccounted currency.

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Unaccounted Transactions Report

Use this report to identify and review all unaccounted invoice and paymenttransactions and see the reason that Payables cannot account for a transaction.



y

Payables sorts the report by transaction type (invoice or payment), exception,supplier, transaction currency, and transaction number.

Run this report after you have run the Payables Accounting Process. The reportwill then show only transactions that had problems that prevented accounting. Youcan then correct the problems and resubmit the accounting process. Note that thisreport does not include invoices that have no distributions.

Prerequisites

(Recommended) Validate invoices to reduce the number of unvalidated invoices onthe report.

(Recommended) If you use future dated payments, submit the Update MaturedFuture Payment Status Program to update the status of any future dated payments

with a maturity date on or before today’s date.

(Recommended) Submit the Payables Accounting Process to reduce the number of unaccounted invoices on the report.

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Report Submission

Submit this report from the Submit Request window.




Note: If you do not specify a value for the Period Name or From/To AccountingDate parameters, then the report lists all unaccounted entries, regardless of date.

Period Name. If you want to run the report for a single period, enter the periodname. If you enter a value here, you cannot enter values in the From/To

Accounting Date parameters.

From/To Accounting Date. If you want to run the report for a particular date range,then enter both the first and last dates in the range. If you enter values for a daterange, then you cannot enter a value for Period Name.

Document Number. If you want to run the report for a particular invoice or paymentnumber, then enter it here.

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The report has two sections: Unaccounted Invoices, and Unaccounted Payments. All amounts are in the transaction currency.



Unaccounted Invoices: This section of the report lists the supplier name, supplier number, invoice number, invoice date, invoice currency, invoice amount, purchaseorder number (if the invoice is on a purchase order matching related hold), and theexception.

Unaccounted Payments: This section of the report lists the supplier name, supplier number, payment number, payment date, payment currency, payment amount, and

exception.Exception. The report displays one or more of the following exception conditionsfor invoices and/or payments:

Dist Acct Invalid. The account on the invoice distribution is invalid.

Dist Variance. The sum of the invoice distributions is not equal to the invoice

amount.Funds Check. You are using budgetary control and Payables cannot check fundsfor an invoice.

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Insufficient Funds. You are using budgetary control and you have insufficient fundsavailable in your budget for an invoice.

No Rate. You have not entered an exchange rate for a foreign currencytransaction



transaction.

Unaccounted. The Payables Accounting Process has not been submitted for thetransaction.

Other Hold Names. This invoice has a hold applied to it that prevents accounting.You define holds using the Invoice Holds and Release Names window.

Invalidated. You have not submitted Invoice Validation for the invoice.

Withholding Tax. The invoice distribution has a withholding tax group assigned toit. Payables could not withhold tax and applied a Withholding Tax hold on thisinvoice. Several conditions cause this hold including: the withholding tax group isinactive, a Withholding Tax type tax code within a withholding tax group is inactive,an account segment assigned to a Withholding Tax type tax code is invalid, a ratehas not been defined for a Withholding Tax type tax code, a period has not been

defined for a Withholding Tax type tax code, or a tax rate for a Withholding Taxtype tax code has been defined using an invalid date range.

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Common Report Parameters

The following are report parameters common to many Payables reports:

Accounting Period Accounting period for which you want to submit the request



Accounting Period - Accounting period for which you want to submit the request.

Batch - Name of invoice for which you want to submit the request. Payablesdisplays N/A if you do not use invoice batches to enter invoices.

Currency - Currency of the invoice or payment.

Functional - Payables lists each amount converted into the currency you use for your set of books-

Original- Payables lists each amount in the currency in which you entered it.

Entered By- Name of the person who entered the data.

From/To Payment Date- Enter the first and last dates in a range for which youwant Payables to submit the request.

From/To Date- Enter the date range for which you want to submit the request.

From/To Invoice Date- Enter the first and last invoice dates in a range for whichyou want Payables to submit the request.

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From/To Period- Enter the period range for which you want to submit the request.

Functional Amount- Amount of the invoice or payment in your functionalcurrency. Your functional currency is the currency you choose for your set of books. Payables uses the exchange rate to convert the invoice or payment into



books. Payables uses the exchange rate to convert the invoice or payment into

your functional currency.

Income Tax Type- The income tax type for an invoice distribution. For U.S.reporting, your income tax type is also known as your 1099 type.

Invoice Amount- Original amount of the invoice.

Invoice Batch- The name of the batch in which the invoice was entered, if you

have enabled the Allow Invoice Batches Payables option.

Invoice Number - Number of an invoice, assigned by you during invoice entry.

Invoice Type- Type of invoice (Standard, Prepayment, Credit Memo, Debit Memo,Interest, Mixed, Withholding Tax, and Expense Report).

Minimum Invoice Amount- Enter the minimum invoice amount you want to

include in the report. The report will not include invoices below the minimuminvoice amount you enter here.

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Order By- Select from the list of values the criteria by which you want Payables tosort report output. For example, if Supplier Name is an option and you select it,Payables will sort the report alphabetically by supplier name.

Payment Batch- Payment batch in which the payment was created.



Payment Batch Payment batch in which the payment was created.

Payment Date- Date on payment document.

Payment Number- Document number for the payment. For example, checknumber.

Reporting Context- If you entered Set of Books for the Reporting Level, thedefault is the set of books associated with your responsibility. If you entered Legal

Entity for the Reporting Level, select a legal entity from the list of values. Theprofile option MO: Top Reporting Level determines which legal entities appear inthe list of values. If this profile option is set to Set of Books, you can choose anylegal entity that posts to your set of books. If the profile option is set to Legal Entity,you can choose only the legal entity associated with the operating unit assigned toyour responsibility.

If you entered Operating Unit for the Reporting Level parameter, select anoperating unit from the list of values. The profile option MO: Top Reporting Leveldetermines which operating units appear in the list of values. If the profile option isset to Set of Books, you can choose any operating unit that posts to your set of

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books. If the profile option is set to Legal Entity, you can choose any operating unitwithin the legal entity associated with the operating unit assigned to your responsibility. If the profile is set to Operating Unit, you can select only theoperating unit assigned to your responsibility.



Note: The profile option MO: Operating Unit determines the operating unit for your responsibility.

Reporting Level- Enter the reporting level for the report. Choose Set of Books,Legal Entity, or Operating Unit. If you use Multiple Organization Support, thedefault is Operating Unit. If you do not use Multiple Organization Support, thedefault is Set of Books.

Note: The profile option MO: Top Reporting Level determines the top reportinglevel for your responsibility.

Set of Books Currency - Currency you want to use for the report output. If Multiple Reporting Currencies (MRC) functionality is enabled, and if you are usingyour primary responsibility, then you can submit the report for any reportingcurrency as well as your primary currency.

The list of values for this parameter varies depending on the Reporting Level andReporting Context parameter values. If your Reporting Level is Set of Books, youcan display the report only in your set of books currency. If the Reporting Level is

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Legal Entity or Operating Unit, the available values for this parameter are thereporting currencies of the set of books associated with the legal entity or operatingunit selected in the Reporting Context parameter.

Site- Name of supplier site.



pp

Supplier Name- Supplier name. For some reports you can leave this field blank tosubmit the request for all suppliers.

Supplier Number From/To- Enter the range of supplier numbers for which youwant to submit the request. Payables include all suppliers with numbers betweenand including the supplier numbers you enter.

Supplier Number- Supplier number.

Supplier Type- Type of supplier. You define supplier types in the Oracle PayablesLookups window, and enter a supplier type for a supplier in the Suppliers window.

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Invoice Register

Overview

Use the Invoice Register to review detailed information about invoices This report



Use the Invoice Register to review detailed information about invoices. This report

gives details about the original amount of the invoice, the amount remaining for payment on an invoice, etc..

1. Navigate to the Find Requests window.

(N) Other > Requests > Run

2. Select Single Request option and then select (B) OK.

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3. Enter the Report Name as “% invoice%” and select (B) Find.

Note: Enter Partial Report Name with Wild Card “%” as the prefix and/or suffixin the Find field to expedite the search.



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Select Invoice Register and select (B) OK.



4. Enter the Query parameters, e.g., ‘Batch’ as ‘LA051106’ and select (B) OK.

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Alternatively, the following parameters may be entered to restrict the details andretrieve the Report.

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Field Description

Entered By. Use this to limit the



report to invoicesentered by.

From/To EnteredDate.

Enter a date range for which you want tosubmit the request.

Accounting Period. The accounting period

for which you wantinvoice information.

Cancelled InvoicesOnly.

Enter Yes if you wantthe report to includeonly cancelled invoices.

Unvalidated InvoicesOnly. To include only invoicesfor which you have notyet submitted InvoiceValidation, then enter

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Yes for this parameter.

5. Select (B) Submit once the requisite parameters are entered.

Note: You can specify the Schedule and your Completion Options for this



p y y p p

request using the Schedule and Options windows.

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6. Select the request from the list and select (B) View Output to review the report.

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7. Review the Invoice Register.

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Payment Register

Overview:

Use the Payment Register to review payments created for each bank account you



use. The report lists each payment that has a payment date within the range youspecify, as well as the total payment amount and cleared amount of all payments.It sorts and subtotals by bank, bank branch, and bank account.

1. Navigate to the Find Requests window (N) Other > Requests > Run

2. Select Single Request option and then select (B) OK.

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3. Enter the Report Name as “%payment%” and select (B) Find.

Note: Enter Partial Report Name with Wild Card “%” as the prefix and/or suffixin the Find field to expedite the search.



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Select Payment Register and select (B) OK.



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5. Enter the following query parameters and select (B) OK.

Parameter Details



From Date 01-JAN-2004

To Date 01-JUL-2006

Display supplier Address

Yes

6. Optionally, Payment type may be entered to restrict the details and retrievethe Report.

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6. Select (B) Submit once the requisite parameters are entered.

Note: You can specify the Schedule and your Completion Options for thisrequest using the Schedule and Options windows.



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7. Select the request from the list and select (B) View Output to review the report.



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8. Review the Payment Register.



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Appendix A – Leader’s Guide

Course Description Summary

This training course is designed to explain and demonstrate the functions requiredby a user in Oracle Accounts Payables. It provides information and exercises to

t dif d i t i i i



create, modify and maintain invoices.

Recommended Prerequisites for Participants

• Windows NT

• Oracle Navigation 11i

• Working Knowledge on AP in the Legacy System

Length• 2 hrs

Materials/Preparation for Instructor

• Review this Leader Guide.

• Ensure copy of Student Guide for each participant.

Supplies/Equipment

• In-Focus Machine or other LCD

• Flipchart, Markers, White board, White board makers

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INTRO TOCLASS

Self (& Assistant(s) if any)

Agenda



PLACEAGENDA ONWHITEBOARD, FLIPCHART, ORUSE

POWERPOINT

• Invoice and PaymentWorkbench Overview

• Reviewing Supplier Information

• View Invoices

• Invoice Details

• View Distribution Information for an Invoice

• View Invoice Holds

• View Cancelled Invoices

• View Payments

• View Scheduled Payments

• View Encumbrance

• Submit Non-PO Payment

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Requisition

• View Withheld Amounts

• Accounts Payable Reports

EXPLAIN Th St d t G id i itt t b



EXPLAIN –STUDENTGUIDEORGANIZATION

The Student Guide is written to bea reference tool that will refreshyour memory when you’re workingwith the Applications. It is notnecessary to REMEMBER all of this.

As we go through each of thetopics, take notes to jog your memory later. I’ll give you pagenumbers as we progress. If youare unsure where in the manualwe are, please ask.

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EXPLAIN –OVERVIEW OFCOURSE

SUBJECT

OVERVIEW OF COURSE SUBJECT

Today, we plan to cover the requiredfunctions for a user in Accounts

P bl Th ibilit i d



SUBJECT Payables. The responsibility requiredto perform these functions is “UTPAPayables Inquiry”

HOUSEKEEPING

Breaks

Restrooms

Coffee & Vending

Cell phones

LOGINS Oracle Application login informationhas been handed over to you already.The very first time you login to Oracle

Applications, you will be asked you tochange the password.

Demo the login steps

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Introduction

Introduction to Accounts Payables

Write onthe

Wh

Explain

•

Overview of Invoice and Payment



Whiteboard

Overview of Invoice and PaymentWorkbench

Chapter 2 Review Supplier Information

NAVIGATE >SUPPLIERS

Use:IN FIND SUPPLIER WINDOW: 4-W%

SELECT SUPPLIER AS: “4-WSPECIALTIES, INC.”

Explain:

• About Supplier Information and Find

Supplier Window

• About search criteria for finding asupplier and other parameters to

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query

- Supplier Name, Supplier Number, Alternate Name, Supplier Type,Parent Supplier, Parent Number,

Reporting Name Payment Terms



Reporting Name, Payment Terms,Income Tax Type, Pay Group

• Reviewing the supplier informationusing the different tabs

General: Provides Parent supplier name,number and customer number pertaining to

that Parent supplier of the Supplier Classification: Provides the details like,type of supplier, employee name and hisnumber, standard industry code, and type of ownership of that supplier

Accounting: Provides distribution set and

general ledger account details (like liability,prepayment and future dated paymentinformation)

Control: Provides invoice amount limit,

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invoice match option, hold (if any) andpayment hold reason (if on Hold)

Payment: Provides payment terms, paygroup, payment priority, currency details,

term date basis pay date basis payment



term date basis, pay date basis, paymentmethod and discount details (if any)

Withholding Tax: Provides information likeallow withholding tax and withholding taxgroup

Sites: Click to review the details like Site

Name, Address, Alternate Name and Address, Pay only or both Pay andPurchasing, Procurement Card, Contactinformation, shipping network location, andcommunication method

DO LAB Have them do labEx 1)Supplier Name: ‘FOLLETT UTPA

BOOKSTORE’EX 2) Supplier Type: Employee

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Chapter 3, 4, 5 & 6

Viewing Invoices , Invoices Details,Invoice Distribution Information &Invoice Holds

NAVIGATE >INVOICES

Use

1) SUPPLIER NAME: ‘AVAYA INC ’



INVOICES>INVOICES

1) SUPPLIER NAME: AVAYA, INC.

Explain• About search criteria for finding invoices

and parameters to query- Supplier Name, Supplier Number,

Invoice, Invoice Status

• Reviewing the Invoice information usingthe different tabs

General: Provides Parent supplier name,number and customer number pertaining tothat Parent supplier of the Supplier

Classification: Provides the details like,type of supplier, employee name and hisnumber, standard industry code, and type of

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ownership of that supplier

Accounting: Provides distribution set andgeneral ledger account details (like liability,prepayment and future dated payment

information)



information)Control: Provides invoice amount limit,invoice match option, hold (if any) andpayment hold reason (if on Hold)

Payment: Provides payment terms, paygroup, payment priority, currency details,

term date basis, pay date basis, paymentmethod and discount details (if any)

Withholding Tax: Provides information likeallow withholding tax and withholding taxgroup

Sites: Click to review the details like Site

Name, Address, Alternate Name and Address, Pay only or both Pay andPurchasing, Procurement Card, Contactinformation, shipping network location, and

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communication method

• Review the invoices Overview

• Review the distribution details for theinvoice

•

Review invoice holds if any



Review invoice holds if any

DO LAB Have them do lab

EX 1) Invoice #: 0655316

Chapter 7View Cancelled Invoices

Navigate>Invoices>

Invoices

Use

Invoice Type: Standard

Invoice Status: Cancelled

Explain• About Invoice Type & Invoice Status

•Select

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A) Invoice Type: StandardB) Invoice Status: Cancelled

• Select the cancelled invoice that youwant to view

• Reviewing the Invoice information using

the different tabs



the different tabs

General: Provides Parent supplier name,number and customer number pertaining tothat Parent supplier of the Supplier

Classification: Provides the details like,type of supplier, employee name and his

number, standard industry code, and type of ownership of that supplier

Accounting: Provides distribution set andgeneral ledger account details (like liability,prepayment and future dated paymentinformation)

Control: Provides invoice amount limit,invoice match option, hold (if any) andpayment hold reason (if on Hold)

Payment: Provides payment terms, pay

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group, payment priority, currency details,term date basis, pay date basis, paymentmethod and discount details (if any)

Withholding Tax: Provides information like

allow withholding tax and withholding tax



allow withholding tax and withholding taxgroup

Sites: Click to review the details like SiteName, Address, Alternate Name and

Address, Pay only or both Pay andPurchasing, Procurement Card, Contactinformation, shipping network location, andcommunication method

DO LABHave them do labFind a cancelled Invoice to review

Chapter 8Invoice View Payments (Method: A)

NAVIGATE >INVOICES>

Use

1) Supplier name: ‘FOLLETT UTPABOOKSTORE’

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INVOICES 2) Invoice #: Bookstore feb06


and parameters to query

- Supplier Name Supplier Number



- Supplier Name, Supplier Number,Invoice, Invoice Status

• Review the View Payment by selecting(T) View Payments

DO LAB Have them do labView Payments for:Invoice #: STIPEND 2/7/06

Chapter 8Invoice View Payments (Method: B)

NAVIGATE >PAYMENTS >PAYMEN

Use

1) Numbers: 7001

Explain

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TOVERVIEW

• Payments Region, Supplier

•Enter any of the Parameters a)Numbers or b) Supplier Name

•Review the Payment Overview




View Payments for:

1) Numbers: 70293

Chapter 9View Scheduled Payments

NAVIGAT

E >INVOICES>INVOICES

Use

1) Supplier name: ‘FOLLETT UTPABOOKSTORE’ &

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2) Invoice #: Bookstore feb06


and parameters to query

- Supplier Name Supplier Number



Supplier Name, Supplier Number,Invoice, Invoice Status

• Review the Scheduled Payments byselecting (T) Scheduled Payments


View Scheduled Payments for:

Supplier Name: ‘ ADRIAN AGUILAR’

CHAPTER10

View Encumbrances

NAVIGATE >

ACCOUNTING >VIEWENCUMB

Use

Invoice #: 0003618443

Explain• About Invoice #, Type, Period, Account

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RANCE • Review encumbrance details for theinvoice


View encumbrance details for:



View encumbrance details for:

Invoice # : 012681

Chapter 11 Submit Non-PO Payment Requisition

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ExplainA Non PO Payment Requisition is a

request for making a payment to a personor an organization without a purchase

order Example: Memberships Stipend



Requestor:

(N) Other >Requests> Run

- SelectSingle

Reque

st- Selectthe‘UTPA

order. Example: Memberships, Stipend,Refunds, etc,.

Parameters:

Vendor ABET INC

Note: If variousvendors need tobe paid(stipend), enter VARIOUS andemail aspreadsheet to

AP

Project Number 100CMPT00

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Non POCheckRequestWorkflow’

Award If Grant Account

ExpenditureType

Consumables



Amount 500.00

Description (Description of payment)

Need By Date 19-JUL-2006

Attachment Yes (Is there aninvoice)

Note ToPayables

Are you faxing,emailing,sending anyinvoices or

other attachments??

Notify: The requestor should include

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-SubmittheRequest- Refreshand

Review

Request ID number on any paperworksubmitted (email, fax, campus mail) to

Accounts Payable.



ReviewOutput

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DO LAB Use

Requestor

Vendor Adan Redon



Vendor Adan RedonProject Number 100PRES01

Award

ExpenditureType

MembershipDues

Amount 300.00

Description MembershipDues for theyear 2006-07

Need By Date 31-Aug-2006

Attachment No

Note ToPayables

Forwarding theDues Pay

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Request emailfor reference

Approver:

Navigate

Once the requester has submitted therequest a notification will be sent to the

appropriate approver.



NavigatetoWorklistWindow(N)Workflow

> Worklist

pp p pp•Select the required notification and

Select (B) Open

Note: The Project Managers can Requestmore information, Approve, Reject or Reassign this check request.

Once the Request is approved by theProject Manager, Accounts Payable willreceive a Notification to process your request. Accounts Payable will contact therequester if any information/documentationis missing.

Chapter

View Withheld Amount

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12Temporarily Data Not Available

Chapter 13


1) Explain Common report heading and



) p p gparametersAccounts Payable Reports

a)Invoice Register

(N) Other >Requests> Run

USE:

Enter Partial Report Name with Wild Card“%” as the prefix and/or suffix in the Findfield to expedite the search and Select‘Invoice Register.’

Alternatively, the following parameters may

be entered to restrict the details and retrievethe Report.

Field Description

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Entered By. Use this to limitthe report toinvoicesentered by.

From/To Enter a date



Entered Date. range for whichyou want tosubmit therequest.

Accounting

Period.

The accounting

period for whichyou wantinvoiceinformation.

CancelledInvoices Only.

Enter Yes if youwant the report

to include onlycancelledinvoices.

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InvalidatedInvoices Only.

To include onlyinvoices for which you havenot yetsubmitted

Invoice



Validation, thenenter Yes for this parameter.

• Review the Invoice Register Report


Run the same report

Chapter 13


b) Payment Register

(N) Other >

USE:

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Requests> Run

Enter Partial Report Name with Wild Card“%” as the prefix and/or suffix in the Findfield to expedite the search and Select‘Payment Register.’

Alternatively, the following parameters may



y g p ybe entered to restrict the details and retrievethe Report.

Parameter Details


To Date 01-JUL-2006

Displaysupplier Address

Yes

• Review the Payment Register Report


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1) Select the Required Report

2) Enter the following Parameter

Parameter Details



Parameter Details


To Date 01-JUL-2006

Display

supplier Address

Yes

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Appendix B – Accounts Payables Q&A

Frequently Asked Questions and Answers

1. What is Oracle Accounts Payables (AP)?

This is an Oracle product for expenditure management application that

streamlines the procure-to-pay process while providing strong financialcontrols and strategic financial information



controls and strategic financial information.

2. Is the application fields/ values case sensitive?

Login is not case sensitive, account segments are case sensitive.

3. Is the login secured?

Yes. Oracle has tightly enabled security features using username, passwordand responsibility based restrictions.

4. Who creates roles and responsibility? Is it our supervisor?

No. It will be created by the Oracle system administrator upon confirmation bythe supervisor.

5. Where can we print the reports?

The printers configured in Oracle can be selected to print; required printerscan be added for access purposes by the system administrator.

6. How to login to Oracle e-Business Suite?

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Open Internet Explorer > Type URL > Type Username/ Password > SelectLogin

7. I am getting page not displayed error, what should I do?

Please check if you have access to Oracle e-Business Suite. Make sure your

computer is connected to your organization’s network.8 The system is displaying a blank page/ page not found?



8. The system is displaying a blank page/ page not found?

Your computer might not have JInitiator, which is a pre-requisite to run Oraclee-Business Suite. Talk to your system administrator for help.

9. What is JInitiator?

The E-Business Suite Release 11i has two interfaces: a web-based model for

modules like Self Service HR (SSHR), iProcurement, and an Oracle Forms-based model for our professional services modules like Financials.Oracle Forms are Java-based and require a Java Virtual Machine (JVM) torun. Oracle JInitiator is Oracle's licensed version of Sun's JVM, and the E-Business Suite Forms-based modules are certified to run with Oracle'sJInitiator.

10. Why, I am not able to see some of the features my colleague can view?Oracle E-Business Suite is tailored for every individual’s use. The permissionsare categorized based on your job-responsibility.

11. Does Oracle support Federal Grants?

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Yes. Oracle does support federal grants using Oracle Projects & Grants

12. I have multiple rows returned for my query (search), how to select one?

Move cursor to the cell you wish to view, select the specific row, it will gethighlighted to confirm selection

13. What is Chart of Accounts?A Ch t f A t (COA) d fi h t t h t f th



A Chart of Accounts (COA) defines what segments each account for theorganization consists of. The COA consists of things like defining theaccounting structure (the accounting structure is a framework or model thatyou will use to maintain your accounts), Account code combinations etc

14. What is a Value Set?Value Sets act as validations for the values entered by users. When the usersenter the values in any of the fields (on any form), if there is a value setattached to this field, the values entered by user are validated against thevalue set.

15. What does List of Values (LOV) mean?

LOV is a field that populates data that requires to be selected by the user.User cannot enter data using this field.

16. What is the difference between field and a flex field?

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A field is a position on a form that one uses to enter, view, update, or deleteinformation. A field prompt describes each field by telling what kind of information appears in the field, or alternatively, what kind of informationshould be entered in the field.

A flexfield is an Oracle Applications field made up of segments. Each segmenthas an assigned name and a set of valid values. Oracle Applications uses



flexfields to capture information about your organization. There are two typesof flexfields: key flexfields and descriptive flexfields.

17. What is a Key Flex Field?

It defines the account structure.

18. What is descriptive Flex Field?

Field that is used to define additional information not provided by Oracle

19. What is a “wild card” character?

A wild card “%” is a character that is used to retrieve information pertaining toa field in Oracle

20. If I am not sure of the entire field value, how can I query?

One can query Oracle e-Business suite “query fields” using wild card character and a partial value. This retrieves the entire list requested.

21. Who is a supplier?

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The supplier supplies you with material /services for which you have to payhim.

22. Can you create more than one contact address and contacts for the samesupplier?

Yes, for every supplier, you can create more than one number of sites withdifferent addresses and contacts. For example, for a single supplier you can



p , g pp ybuy from several different sites and send payments optionally to only one site.

23. What is a supplier site?

Supplier sites are different offices/locations of the supplier, each catering todifferent business activity.

24. What are the functions that I can perform for a supplier site?You can enter invoices and you can create purchase orders for the site

25. Can we have more than one pay site for a supplier?

Yes, the same supplier can have one or more pay site among the supplier sites.

26. Which report would you use to review suppliers, supplier sites, and

supplier site contact information?

Suppliers Report explains would you use to review suppliers, supplier sites,and supplier site contact information

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27. Can we adjust or review invoices in oracle payables?

Oracle Payables includes a fully integrated workbench called invoicekb h i hi h dj t i i i i l bl



workbench in which we can adjust or review invoices in oracle payables.

28. What tasks can be performed in invoice workbench?

Enter an invoice, modify an invoice, approve an invoice, and modify invoicedistributions

29. What are the invoice types in oracle payables?

a)Prepayment: A type of invoice you enter to pay an advance payment for expenses to a supplier or employee.

b)Quickmatch: An invoice you enter for matching to a purchase order

c) Withholding tax: An invoice you enter to remit taxes withheld to appropriatetax authority.

d)Mixed: Any invoice for which you can person both positive and negativematching to purchase orders and to other invoices

30. Can oracle payables automatically create invoices to pay interest for overdue invoices?

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Yes, by enabling automatic interest calculation for a supplier.

31. How do you submit approval for the invoices?

It is done in one of the three ways

a. Online by using actions window of the invoice workbench

b. Online by using approve button in the invoice batches window



c. Batch by submitting the payables approval program from the submitrequest window.

32. How can we create an accounting entry for an invoice from related actionswindow?

a. Select the invoice

b. Click the actions button

c. Select the create accounting

33. Can we apply hold on any of the invoices?

a. Yes, you can prevent payment and optionally prevent accounting bymanually applying one or more holds to it.

b. You can also prevent payment of supplier invoices by placing a hold onthe supplier or the supplier site instead of each individual invoice.

34. What are the types of holds in Oracle Payables?

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a. Invoice hold

b. Scheduled payment hold

c. Supplier hold

35. What do we do to reverse the hold process?

If we have an invoice that the system has put on hold because of an accounthold reason we need to resubmit the approval after correcting the problem



hold reason, we need to resubmit the approval after correcting the problem.

36. Can we cancel the invoices?

Yes, One can cancel unpaid invoices, and unapproved or an approved invoicethat does not have any effective payments or accounting holds.

37. How to enter standard invoice header information?

a. In the invoice window, select standard as the invoice type

b. Enter the supplier or supplier number

c. Select the supplier site to which you will send payment of invoice

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