parivartan training manual finance-accounts payable

DA.070 TRAINING MANUAL

RAILTEL CORPORATION OF INDIA

Accounts Payable

Author: Amit Modi

Creation Date: Sep 01, 2013

Last Updated: Sep 01, 2013

Version: 1.0

DO.070 - Training Manual-Oracle Payables

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Document Control

Change Record

Date Author Version Change Reference

G

Sep 01, 2013 Amit Modi 0.1 Creation

Reviewers

Name Position

Prithwish Chatterjee PM – Wipro

Distribution

Copy No. Name Location

1 Library Master Project Library

2 Library Master Project File

Note to Holders:

If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for document control purposes


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Contents

Document Control .................................................................................................................. 2

Business Scenario –1.0 –Opening Payables Period ............................................................. 4

Business Scenario –2.0 – Creation of Invoice for Goods received with PO ..................... 5

Business Scenario –3.0 – Entering Invoice without PO .................................................... 13

Business Scenario – 4.0 – Prepayment (Supplier / Employee Advances) ..................... 19

Business Scenario – 5.0 – Rent & other advances ............................................................. 26

Business Scenario –6.0 – Entering Payments ..................................................................... 30

Business Scenario – 7.0 – Cancel Unpaid Invoices ........................................................... 34

Business Scenario – 8.0 – Void Payment ............................................................................ 35

Business Scenario – 9.0 – Reports ........................................................................................ 37

Open and Closed Issues for this Deliverable .................................................................... 38

Open Issues ..................................................................................................................... 38 Closed Issues .................................................................................................................. 38


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Business Scenario –1.0 –Opening Payables Period

Navigation: Oracle Payables > Accounting > Control Payables Periods

Select Open in the Period Status* for the period that has to be opened.

Save your work

‘* Fields in bold are mandatory


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Business Scenario –2.0 – Creation of Invoice for Goods received with PO

Oracle Payables > Invoices > Entry > Invoice

Click on Invoices

Select type as Standard and enter PO Number, Operating Unit, Supplier, Site, Payment Currency & Terms will default

on entering the PO number

Enter invoice date, invoice number, invoice amount, GL date, Payment currency and payment method (mandatory

but defaulted as well )


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Select Match to match the line item of purchase orders for the invoice

Click on Find


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Click Match to Match the PO with invoice


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Click on Actions Tab-

Click on Validate to Validate the Invoice and then click ok.


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Click on actions button

Click on Create Accounting-Final Post


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Then Click on ok button. Now Click on Tools-View Accounting Events

A New Page will open which will show the invoice accounting


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Click on View journal Entries

Click on Primary Ledger


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Business Scenario –3.0 – Entering Invoice without PO

Oracle Payables > Invoices > Entry > Invoice

Select Operating Unit, Invoice type as standard, Supplier/supplier number, Site, Invoice date, Invoice number, GL

Date. Enter Invoice Amount, Payment Currency, Payment Terms, Payment Method.

Click Lines (Tab) and enter the line type, amount and click Distribution . Line Number is defaulted


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On Distribution form, click the DFF and enter the TDS code.


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Click Ok Now Click Action to validate the invoice.

Again select Actions Tab and check “Create Accounting-Final Post”, this will create accounting entries for the invoice

created


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Click on Tools-Accounting Events

A New Page will open Now Click on View Journal Entries


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Now Click on Primary Ledger


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Business Scenario – 4.0 – Prepayment (Supplier / Employee Advances)

Oracle Payable>Invoices > Entry > Invoices

Enter Batches and click on Invoices.

Select Operating Unit, Invoice type as Pre-payment, Supplier/supplier number, Site, Invoice date, Invoice number,

GL Date. Enter Invoice Amount, Payment Currency, Payment Terms, Payment Method, Pre-payment Type and

Settlement date.

Click Lines (Tab) and enter the line type, amount and click Distribution. Line Number is defaulted


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Select Actions to validate the prepayment, check validate in the pop -up window and then click OK


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Oracle Payables>Invoices > Entry > Invoices

Query the prepayment invoice, select Actions and check Pay in Full then select OK

Select the Payment Date, Bank Account and Payment Process Profile name

Supplier name & Site, Payment Document, Document Number appears by default, save the payment

Select Actions and check create accounting


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Oracle payables >Invoices> Entry> Invoices

Create an invoice to adjust the prepayment as explained earlier

Then select Action and check apply / unapply prepayment then select OK

Check Apply and check prepayment on Invoice

Enter the prepayment amount to be adjusted then select Apply / unapply.


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Accounting Entry for Prepayment Invoice


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Accounting entry for Standard Invoice


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Business Scenario – 5.0 – Rent & other advances

Create Recurring Invoices as per following steps

Oracle Payables > Set Up > Calendar > Special Calendars

Select Type of Calendar as Recurring Invoices.

Enter name, description, and periods per year for the special calendar.

Also enter period name, year, and sequence, from date, to date for the special calendar.

Oracle Payables>Invoice > Entry > Recurring Invoices


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Enter the Operating Unit, Supplier name, number, site. Select the Recurring calendar created earlier & number

of periods

Enter the Template Definition number, currency, terms

Go to Line Definition tab, select the Distribution Origin – Distribution Set or PO and then select the Name of the

Distribution Set

Go to Amounts Tab and enter the First Amount and click the control total that payables calculate


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Oracle Payables > Invoice > Entry > Recurring

Query the Recurring invoice template created in the previous step

Enter the number of recurring invoices to be created and select Create Recurring Invoices

Name the recurring batch/invoice, select OK and save


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Validation of Invoice Query the recurring invoice and validate the invoice as explained earlier

Applying prepayment to recurring expenses Query the above created invoice and adjust prepayment by following the prepayment steps mentioned earlier.


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Business Scenario –6.0 – Entering Payments

Oracle Payables > Payments > Entry > Payments

Select the Payment type as quick; enter the Supplier name/number, Bank account, Document type, Document

number, Payment date, Payment amount, Payment Process Profile.

Select Enter /Adjust invoices and select the invoice and the amount to be adjusted against the payment


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Select Action, perform create accounting and click ok

Click on Tools-View Accounting


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Business Scenario – 7.0 – Cancel Unpaid Invoices

Invoices > Entry > Invoice

Query the unpaid invoice that has to be cancelled.

Select Action and check cancel invoice then select OK


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Business Scenario – 8.0 – Void Payment

Oracle Payables > Payments > Entry > Payments Manager

Query the payment that has to be cancelled and select void

Oracle Payables prompts you for a cancellation date and a cancellation reason


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Give the reason and select apply

Oracle payables provides a caution message

Click OK

Oracle Payables >Other > Request > Run Run Void payment register, here we can confirm the pa yment is void

On cancellation of payment, the invoice shall be available for payment processing again

If required the invoice also can either be cancelled or be kept on hold for payment


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Business Scenario – 9.0 – Reports

To submit Reports View Request Submit

Select the Report from the LOV

Click on OK

Enter the Report Parameters

Submit the Report


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Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

1

parivartan training manual finance-accounts payable

Documents

business scenario

invoice date

creation of invoice

invoice number

document control purposes

cover page

po number

contents document control