oracle apps payables training 8may

7/29/2019 Oracle Apps Payables Training 8May

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Together. Free your energies

Account Payables

-- Jaspreet Singh

Oracle Apps Accounts Payable Training


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Together. Free your energies2FOR INTERNAL USE ONLY 2010 Cap gemini. All rights reserved

Insert "Title, Author, Date

Agenda

Payables

P2P Cycle

Payables Overview

Accounting entries P2P

Payables Integration

Payables Open Interface

Payables Setups Options

Payment Terms

Distribution Set

Holds

Payables Period

Banks

Payables Flow of Default Values


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Agenda

Payables

Supplier

Payables Invoices

Oracle Payments Difference 11i vs R12

Payables Payments

Payment Process

Payables Expense Report & Credit Card

Payables Transaction Tax in Payables

Payables Period Close

Payables Reports


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purchase requisition | request for quotation | quote analysis | purchase order | receipt to purchase order | invoice to purchase order | payment to purchase order | transfer t

CreatePurchase

Requisition

Create Requestfor Quotation

(RFQ)

QuotationAnalysis

SupplierSelection

Create POReceive PO

ItemsInvoice to POPayment to PO

P2P Cycle


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Payables Overview


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Accounting entries P2P

1.

At the time of Delivery of Materials in to Inventory

----------------------------------------------------

Materials A/c Dr To Receiving Inventory A/c

2.

At the time of receipt

------------------------------

Receiving inventory a/c dr to Inventory AP Acurral a/c3.

At the time of invoice

--------------------------------

Inventory AP Accural a/c dr]' to Liability a/c

4.

At the time of payment

-------------------------

Liability a/c dr to Cash or Bank


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Payables Integration

Projects Receivables

PurchasingCash

Management

I Supplier

Portal

Payables 2 way Integration Payables 1 way Integration

Payments

Assets

HR GL

IExpense


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Payables Open Interface

Payables Open InterfacePayables Invoice Open Interface to load invoices from a variety of sources including invoices generated

from the Pay on Receipt Autoinvoice process, EDI invoices generated by the e-Commerce Gateway,

invoices from credit card and procurement card transactions and invoices from external systems. You

can load standard invoices as well as credit memos using the Payables Invoice Open Interface. Once

invoices are loaded, use the Payables Open Interface Import process to validate them and load them

into Payables.

Payables Expense Report Open InterfaceIs used to interface Expenses form I-Expense

Payables PCard Open InterfaceEmployees purchase items directly from suppliers using a credit card and then the credit card issuer

sends transaction files directly to your company. You can import credit card transaction files from your

card issuer directly into Payables

Payables Credit Card Open InterfaceUse SQL*Loader scripts to load credit card transactions for corporate credit (travel) cards into the open

interface if you are using a credit card program.

Payables Matching Open Interface

Use SQL*Loader to load the required information into the purchasing interface tablePayables Supplier Open InterfaceUse the Payables Supplier Open Interface to load supplier data from external systems.


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Payables Setups Options

Financial OptionPayables Option

Payable System Setup Options


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Financial Options - Accounting


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Financial Options Supplier Purchasing Tab


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Financial Options - Tax


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Financial Options Human Resources


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Payables System Option


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Payables Option


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Payables Option Currency Tab


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Payables Option Tax Reporting Tab


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Payables Option Invoice Tab


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Payables Option Approval Tab


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Payables Option - Matching


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Payables Option Expense Report


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Payables Option - Payment


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Payables Option Withholding Tax


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Payables Option Supplier


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Payment Terms


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Payment Terms


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Payment Terms Contd


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Distribution Set


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Distribution Set


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Holds


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Payables Period

Bank


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Bank

Bank


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Bank

Bank


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Bank

Bank


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Bank


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Bank Branch


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Bank Branch

Bank Account


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Bank Account


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Supplier


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Supplier

Payables Suppliers


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y

Supplier Pages

Payables Suppliers


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Supplier Quick Update

This is default page that the system displays when you initially access the profile details for a

supplier. The page provides access to the main Hold flags for the supplier, along with site-level key

purchasing and payment setup attributes.

Payables Suppliers


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Supplier Company Profile Organizations

Payables Suppliers


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Supplier Company Profile Tax Details

Here enter tax details and specify withholding applicability. The options you select for asupplier default to the new supplier sites you enter, then default to invoices you enter for that

site. If you do not allow withholding tax for a supplier, you cannot allow withholding tax for

any of the supplier's sites.

Payables Suppliers


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Supplier Company Profile Address Book

Define how supplier sites can be used by setting the purpose for the supplier address:

Payment

Purchasing

RFQ Only


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Payables Suppliers


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Supplier Company Profile Business Classification

You can enable the applicable business classifications to each supplier tocategorize and report on subsets of suppliers

Payables Suppliers


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Supplier Company Profile Bank Details

Payables Suppliers


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Supplier Company Profile Surveys

As part of the supplier profile, you can create custom questionnaires that can be used to

gather feedback from suppliers' surveys.


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Payables Suppliers


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Supplier Company Profile Receiving

Payables Suppliers


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Supplier Terms and Control Payment Details

Define Remittance Delivery method under Separate Remittance Advice delivery TAB.

Similarly do it Supplier Site.

Payables Suppliers


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Supplier Terms and Control Relationship

Payables Suppliers


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Supplier Terms and Control Invoice Management

Payables Suppliers


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Supplier level and Site Level

Invoice workbench


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Payables Invoices

Invoice Workbench


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Invoice Workbench


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Payables Invoices


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Distribution Set

You can assign a default Distribution Set to a supplier site so Payables will use it for every

invoice you enter for that supplier siteFull

Use Full Distribution Sets to create distributions with set percentage amount

Skeleton

Use Skeleton Distribution Sets to create distributions with no set distribution amounts

Payables Invoices


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Match Invoice


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Payables Invoices


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Quick Invoice

You use this window for rapid, highvolume entry of Standard and Credit Memo

invoices that are not complex and do not require extensive online validation or

defaulting of values during entry.

The information entered in the Quick Invoices window is stored in the Payables Open

Interface tables.

Payables Invoices


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Quick Invoice

The invoice records you enter in the Quick Invoices window are stored in interface

tables: AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE.

These tables store invoice header and line information.

Payables Invoices


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Recurring Invoice

To enter a recurring invoice :

Define a special calendar

Define a recurring invoice template

Create invoice based on template

Special calendar :

use the Special Calendar window t

define periods that Payables uses for

automatic withholding taxrecurring invoices

payment terms

Key Indicators Report

Payables Invoices

I i V lid i P


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Invoice Validation Process

Before you can pay or account for an invoice (including prepayments), youmust submit Invoice Validation for the invoice in one of three ways:

System. Submit the Invoice Validation program from the Submit Request

window.

Batch. Use the Validate button in the Invoice Batches window.

Online. Use the Validate button in Invoice Actions window.

Invoice Validation validates the matching, tax, period status, exchange rate, and

distribution information for invoices you enter and automatically applies holds

to exception invoices.

Payables Invoices

Hold and Release


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System Hold

Supplier Hold

Invoice Hold

Scheduled Payment Hold

Manual Holds

Payables Invoices

S li H ld


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Supplier Hold


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Payables Invoices

Invoice Hold


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Invoice Hold

Scheduled Payment Hold

Oracle Payments Difference 11i vs R12

Payment Manager is introduced in R12 which is a web-based interface and used to process multiple

pa ments This consists of pa ment dashboards pa ment process req ests pa ment instr ction format


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payments. This consists of payment dashboards, payment process requests, payment instruction format.

Centralized Payment processing across organizations in R12 whereas in 11i this is at operating unit level.

Payment Process Profile was an additional setup introduced in R12 which control payment formats, usage

rules etc.

Payment Process request in R12 is a replacement for Payment Batches in 11i

In 11i all stages for payments needs to completed in R12 you can ignore certain stages by ignoring the

Validation Failure Rules

In 11i we use to have to Cancel Batch for canceling payment batch where as in R12 we have Terminate

Request to terminate the batch


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Payables Payments

Quick Payment


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Quick Payment

When you create a quick

payment , you can select

an invoice that is not yetdue


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Payables Payments

Create Payment Process


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yStep 3 : Enter Disbursement Bank Account and Payment Process Profile

Step 4 : Create Payment Instruction

Payables Payments

Create Payment Process


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yStep 5 : Create Validation Failure Results

Payment Process

Submit the Payment process request


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Submit the Payment process request

Review the Selected invoices for payment

Payment Process

Select Scheduled Payments


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Automatic Assembling Payments


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Payables Payments

Payment Process Requests


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A standard payment process request typically contains multiple documents payable to be

paid. These documents are processed in batch mode, where they are first built into payments

and then the payments are built into payment instructions for final disbursement, whether by

check or electronic transmission.

Payables Payments

Payment Instruction:


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A payment instruction is created by running the Create Payment Instructions program.

Payment instructions are created automatically by the system or you can submit the request

manually

The two options are: Initiate When Payment Process Request is Compete (automatic) or Waitfor Standard Request Submission (manual).

Payables PaymentsBill Payables :

Step 1 : Oracle Payments Setup > Funds Disbursement Setup > Click Go To Task icon for

Payment Methods > Payment Methods page


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Step 2 Enter General Information

Payables PaymentsStep 3


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Payables PaymentsStep 4


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Expense Report


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Expense Report Template


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Expense Report Template :


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Expense reports in either Oracle Payables or Oracle Internet Expenses. This module focuses on

entering expense reports in Payables only.

It is important to note that although the expense report process is similar in these applications, that if

you enter expense reports in Payables, you can only view and modify those expense reports inPayables; if you enter expense reports in Internet Expenses, you can only view and modify those

expense reports in Internet Expenses.

I-Expense R12 screen


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Expense Report Creation


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Mileage Expense


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Expense cont


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Expense report can be seen on Approver Open Notification screen

Expense cont


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Click on Approve Button to approve the Expense Report

Run Expense Report Export Program to export expense to Payables


E- Business Tax

B i T i Si l i t l ti f i t ti b d t i ll


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eBusiness Tax is a Single point solution for managing transaction-based tax in allE-Business Suite

It provides a self-service user interface for defining the taxes and the rules for them,while also providing the facility for uploading of content as well as integrating with taxcalculation services from external content providers.

A flexible and extensible rules model, centralized controls and a central taxrepository of tax noteworthy transactions, complete with audit information, provides

for compliance and assurance.


E- Business Tax


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E- Business Tax


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Key New Concepts

Operating

Unit Tax


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Note: The above data examples were introduced just to illustrate the business flow and do not represent the complete tax setup for the country

Tax

RegimeTax

Tax

Status

Tax

Rate

Accounts

Tax

Jurisdiction

Recovery

Rate

Flow

Optional Flow

GB VAT GB VAT United Kingdom Standard 17.5% 100%

Reduced 5.0% 100%

Zero Rated 0.0%

Exempt 0.0%

Optional Flow

FlowFlow


E- Business TaxTax Regime: refers to a collection or a group of taxes administered by a tax authority.For example:

VAT Regime in United Kingdom includes rules for Standard VAT , Reduced VAT, Zero Rated VAT etc.


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Tax: is a distinct charge imposed through a fiscal or tax authority. Every tax in eBTax is defined under atax regime (e.g. VAT for United Kingdom)

Tax Jurisdiction: geographical area where a tax is levied by a specific tax authority or a specific tax

rate applies. For example: VAT tax in Texas or Ohio

Tax Status: the taxable nature of a product / service in the context of a transaction for a tax type. For

example, taxable standard rate, zero rated, exempt, partial exempt, non-taxable, partial exempt, special

rated, etc..

Tax Rate: the rate specified for a tax status in effect for a period of time; the tax rate can be expressed

as a percentage or as a value per unit quantity.

Recovery Rate: the rate of Input Tax that is allowed to be recovered or offset against Output Tax.

For Example: Business who only produce Vatable goods and service can recover 100% on most

purchases.

Operating Unite Tax Accounts: Defines the tax accounts that can be used for Tax Rates and

Recovery Rate accounting (for use by SLA).

Payables Withholding Tax

Withholding Tax

Apply Withholding Tax/ Create Withholding Invoice


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Payables creates an invoice number for the tax authoritys invoice by concatenating the following:

Withholding Tax (the systems internal identifier number of the invoice) (first Withholding Tax

distribution included on that invoice),

The description of that invoice will be: WithholdingTax (supplier name) (invoice number) / (first

Withholding Tax distribution included on that invoice).For example, ABC Companys invoice number 22MAY2007 has an invoice ID of 10239, and the first

Withholding Tax distribution number is 3.

The tax authoritys invoice number will be: Withholding Tax102393.

The description for that invoice will be Withholding Tax ABC Company22MAY2007 / 3.

Apply Withholding Tax/ Create Withholding Invoice

At Invoice Validation TimeAt Payment Time


Withholding TaxSelect With holding tax option at supplier level


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Withholding Tax


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Withholding Tax


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Overview of Period Close


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Prepare for Period Close

Complete all receipt processing

confirm or cancel all pending pay runs

import invoices


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Export and process expense reportsinterface adjustments to supplier invoices and expense report

reconcile bank statements

Run validation/Review and Resolve Holds


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Create Accounting Program

Validates and creates sub ledger journal entries Transfers the final journal entries in the current batch run to General


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j

Ledger and starts the General Ledger posting process Generates the Sub ledger Accounting Program Report, which

documents the results of the Create Accounting program


Create Accounting Program


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Transfer And Review


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Reconcile AP to GL


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Use following reports to reconcile your transferred invoices and payments to your Accounts

Payable Trial Balance to ensure that your Trial Balance accurately reflects your accounts

payable liability: Accounts Payable Trial Balance (for last day of prior period)

Payables Posted Invoice Register- Invoice journals must be posted in general ledger to

appear on this report.

Payables Posted Payment Register- Payment journals must be posted in general ledger to

appear on this report.

Close AP Period


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Run the period close exceptions report to review a complete list of

exceptions that are preventing the close of selected accounting period


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Insert "Title, Author, DateThe information contained in this presentation is proprietary and confidential. It is for Capgemini use only. 2010 Capgemini. All rights reserved

www.capgemini.com

Together. Free your energies

Please contact:

Jaspreet Singh

[email protected]

oracle apps payables training 8may

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