ORACLE PAYABLES

                                                                                                           

Overview:

AP is a complete payable solution module that helps to process invoices & payments quickly & efficiently.

AP flow :                                                                                            Flow of Invoice :

                                    Entering Invoices                                          Create Invoice

                                                                     

Processing the invoices                                 Approve Invoice

              Accounting the transactions represented by Invoice    Release Invoice hold

 

           Scheduling of invoices                         Create payment for Inv

 

  Making Payment                                  Apply prepayments

 

    Reconciliation                                    Void existing check

       Posting                                        Payables trf to gen. ledger

 

                                          Reports                                          Journal import into GL

 

Basically deals with the following activities:                                 Journal Posting

• Invoicing
• Payment

Invoicing :

Pre-requisition for Creating Invoices:

1>    Payment term : no of days, cash, % due (installments) [total should be 100]

2>    Distribution set –

·         Full % (ratio)

·         Skeleton – Full amount (while entering the invoice)

3>    Supplier & supplier site –

Types of Invoices:

1. Standard Invoice : Normal trade invoice
2. Credit Memo : We receive from supplier & record it (negative amount)
3. Debit Memo : We create & send to supplier (negative amount)
4. Expense Report: Record reimbursable business expenditure incurred by employees.

      (prerequisites – 1> Create employee

                                  2> Assigning employee to supplier

                                  3> Create expense invoice template  

5. Mixed Invoice : (+ or – both)
6. Prepayment : (like advance)
7. Withhold tax Invoice : Withhold to tax authority
8. Quick Match : Automatic ship lines match to PO
9. PO Default : Matched to PO (Manual)

Types of tax :

·         Sales tax : Sales tax on invoice

·         Use tax : Responsibility of seller to assess , collect & remit tax

·         Offset tax: Required where EURO members interchanging goods (not   

                         applicable in India)

·         User defined tax : We can define the tax codes (using quick code option)

·         Withhold tax : Deduct part of amount from supplier Invoice & deposit the

                                same to the tax authority. (Same as TDS)

Invoice Matching : (Provided the Purchasing module in on-line)

3 ways

1>    2 way match (Payable validates these two conditions)

Invoice price <= Ordered price

Invoice Qty<= Ordered qty

2>    3 way match (Payable validates these three conditions)

Invoice price <= Ordered price

Invoice Qty<= Ordered qty

Invoice qty<= Received qty

3>    4 way match (Payable validates these four conditions)

Invoice price <= Ordered price

Invoice Qty<= Ordered qty

Invoice qty<= Received qty

Invoice qty<= Accepted qty

Concept of Supplier Merge :

1>    All : (Settled as well as outstanding invoices)

2>    Unpaid : (Only unpaid invoices)

3>    None : (Only merge, paid or unpaid transactions will not be merged but it will

                   be possible to query those)

4>    Merge PO  [    ] (yes/No)

5>    Copy site

Payments :

Pre-requisition

1>    Bank

2>    Payment document

3>    Approved Invoice

4>    Supplier

Payment methods :

1>    Single payment

2>    Batch payment (club multiple invoices together)

3>    Future dated payment

4>    Foreign currency payment [if allow multiple currency option is enabled]

5>    Zero payment (zero amount invoice)

Payable Open interfaces :

1>    Credit card transaction Interface :

Interface Table : Ap_expenses_feed_lines

2>    Payables open interface

Interface Tables : Ap_invoices_interface

             Ap_invoice_lines_interface

3>    Purchase order matching

      Matching tables : Po_headers,po_lines,pl_line_locations,po_distributions,po_distributions_ap_v(view),  po_releases,po_lookup_codes

All the above interfaces will upload info into the following :

Ap_invoices_all

Ap_invoice_distributions_all

Other important tables are

Ap_payment_schedules_all.

Ap_vendors

About General ledger transfer :

Submit : Payables transfer to general ledger

(the above transfers the approved invoice & payment into to GL interface), we can schedule the same. If y are using multiple currency then y need to submit the same multiple time using different responsibility.

AP PRACTICE EXERCISES

A)  GENERAL                                                                      Vipul Maheshwari

1.      Payables Workbenches

Payables include two fully integrated workbenches,

a)      Invoice Workbench and

b)      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 Invoice Workbench. You create, adjust, and review payments and payment batches in the Payments Workbench. Refer to the Oracle Payable User Guide Page No.1-6 & 1-9 to understand the Windows Hierarchy in Invoice and Payment Workbench.

2.      Payables Setup

In this section user will understand the various step, both Payable and Non-Payable specific, involved in setting up Oracle Payables.  The user is required to quickly peruse the Oracle Payable Implementation Checklist & understand the steps involved in making a successful Payables implementation. User can refer to Oracle User Guide Page No. 2-2 for the Set up Steps Summary.

B)   TRANSACTIONS & ASSOCIATED SET UP

-          Defining Options

-          Suppliers

-          Banks

-          Invoice Workbench

-          Payments Workbench

-          Accounting Entries

-          Programs, Reports and Listings

-          Payables Invoice Import

-          Payables Open Interface Import

1.      Defining Options

·         Payables Options.

·         Financial Options.

2.      Suppliers

·         Define New Suppliers

·         Identify Duplicate Suppliers

·         Merge Suppliers Header Information & Site Information.

3.      Banks

·         Define Banks

F Bank

F Clearing House

·         Define Bank Account

F Defining Internal Bank Accounts

F Defining Supplier Bank Accounts

F Defining Multiple Currency Bank Accounts

F Defining Foreign Currency Bank Accounts

·         Define Payable Document

·         Define a Zero Payments Bank & Payment Document

·         Define Payment Formats.(One allowing Zero Payments)

4.      Invoice Workbench

-          Setup

-          Standard Invoice

-          Debit Memo

-          Credit Memo

-          Prepayment

-          Expense Report

-          Recurring Invoices

-          Holds

-          Taxes on Invoices

·         Invoice Related Set Up

1.      Define your own Payment Terms

2.      Create different Distribution Sets for oft used Charge account

F Skeleton Distribution Sets

F Full Distribution Sets

3.      Tolerances.

4.      Approvals (Holds)

·         Standard Invoices

1.      Create a Standard Invoice Line

2.      Enter the Invoice distribution Line

F Enter manually in the distribution window.

F Use a Distribution Set.

F Match an invoice to a purchase order or receipt

F Create through Allocation. Creating Tax, Freight and Miscellaneous Charges by Allocating to Distributions

F Create Tax distributions through Automatic Tax Calculation. (At header, Line, Tax code levels)

With Include tax check box

Without Include tax check box

F Create Freight Distributions by using the Create Freight Distribution check box in the Invoices window.

3.      Approve the invoice and create the accounting line for the above invoice and view it.

4.      Create an invoice, with tracking it as an asset, transferring the amount to the Oracle Fixed Assets.

·         Purchase Order Matched Invoice

F Purchase order matched invoices are invoices that you match to any of the following:

1.      Purchase order shipments

2.      Purchase order receipts

3.      Purchase order receipt lines

4.      Purchase order distributions

F Final Matching an Invoice to a Purchase Order

(Try to reverse the distribution after final matching to a PO)

·         Debit/Credit Memo

1.      Entering a Debit/Credit Memo lines

2.      Enter the Distributions

F Manual

F Automatic

a.       Enter a Skeleton Distribution Set

b.      Matching to the Purchase Order or Receipt

c.       Matching to the Invoice

3.      Matching a Debit/Credit Memo

F To an invoice NOT MATCHED to a PO

F To an invoice MATCHED to a PO

In the above cases the memos can be matched to the Invoice line, Invoice distribution, PO Shipment, PO Distribution & to Receipt depending upon whether the Invoice is matched to PO or not.

F Match the memo to invoices paid using a discount.

F Match it to fully paid and posted invoice

F Match the memo to multiple invoices at multiple levels.

·         Prepayments

1.      Entering Prepayments

2.      Paying Prepayments

3.      Matching Prepayments to Purchase Orders

4.      Applying Prepayments to Invoices

5.      Applying Prepayments to Expense Reports

6.      Unapplying Prepayments

7.      Canceling Prepayments

8.      Foreign Currency Prepayments & implication on exchange rate gain/loss on applying the Prepayment to the Invoices.

9.      Applying and Releasing Holds on Prepayments

10.  Automatic Tax Calculation When Applying Prepayments

11.  Withholding Tax When Applying Prepayments

12.  Prepayments Status Report

13.  Recording a Refund of a Prepayment

·         Expense Reports

1.      Define Employees

2.      Define Employees as Supplier: Two Methods

i.        Automatic Creation: Enable The Create Employee As Supplier In Payables Option

ii.      Manual Creation: Enter the employee as a supplier in the Suppliers window

3.      Define Expense Report Template

4.      Define Expense Report

5.      Run Payable Invoice Import Report

6.      Pay for the Expenses

7.      In case of Prepayment, Adjust the Expenses booked in the Expense report by applying the same to the Expense report.

8.      Modify the Expense Report

·         Recurring Invoices

1.      Create a Recurring Invoice Template.

2.      Define it using Functional / Foreign currency.

3.      Create Recurring Invoices.

4.      Create a Recurring Invoice Template adding a Withholding Tax.

·         Holds

1.      Go to Setup and define the Hold and the associated Release.

2.      Create Holds

F Invoice Hold

F Scheduled Payment Hold

F Supplier Hold

3.      Run Invoice On Hold Report & the Matching Hold Detail Report

4.      Release the Holds

·         Taxes on Invoices

1.      Tax Types & Codes

Define your own tax type in the Lookups window. And create tax codes for each tax type.

2.      Set up the Tax code default options to provide a default tax codes.

3.      Create an Item distribution and a single tax distribution with same tax code.

4.      Create an Item distribution and multiple tax distribution with different tax code.        

5.      Set up the Tax Tolerance, Percentage based and Amount based. Create an invoice where the tax

6.      Enter the Tax Distribution in any of the following ways:

F Automatically

F Manually

F Using Distribution Sets

F Matching Invoice to Purchase Order

F Allocating

7.      Using Automatic Tax Calculation

F At the Header Level

F At the Line/Distribution Level

F At the Line/Distribution Level and prorating the tax amount across the distribution.

8.      Offset Taxes

F Define an Offset Tax and associate it with user defined tax/Sales Tax.

F Create offset tax line manually or automatically.

9.      Define a Recoverable tax and user type tax and raise an invoice using the tax type defined.

S.No	Test Transactions
1)	·         Click Require Tax entry at Header level in Payable Options                                               ·         Enable Recovery Tax in Payable options and keep it Zero Value ·         Withholding Tax Click 'Never' for Apply or create withholding Tax invoice.
2)	·         1) + Enable Withholding Tax Computation at Invoice Approval Time and Disable "Recoverable Tax" in Financial Options.
3)	·         2) + Allow withholding tax invoice creates on approval time. ·         Enable 'include tax amount' in withholding tax payable options.
4)	·         3) + Enable Use Automatic Tax Calculation and enable Tax entry at Header level.
5)	·         4) + Disable "Require Tax entry at Header" keeping every thing else the same.
6)	·         5) + Enable Allow Calculation level Override in Payable options and Supplier level keeping everything else the same.
7)	·         6) + Enable Automatic tax computation to Tax Code Level in both payable options and Supplier Site level.
8)	·         7) + Enable Automatic tax computation to Line Level in both payable options and Supplier Site level.
9)	·         Give a recovery rate in Tax Code and enable "Recoverable Tax" in Tax Tab of Financial options.
10)	·         Enable "Distribution Amount Includes Tax "in Payable Options and at "supplier Level". Also enable "Allow Overide" in Payable Options Invoice Tax Tab.
11)	Offset Tax : ·         Enable "Use Offset Tax" in Supplier site window. Let Tax Code mentioned at Supplier site level remains with the Sales Tax Code. ·         Create a Tax Code for Offset Tax and mention the same account what you have mentioned for Sales Tax Code and attach it to a Sales tax code. Give a percentage in negative figure. ·         Disable Recoverable Tax in Financial Options Window. ·         Disable "Distribution Amount Includes Tax" in Payable Options and Supplier Site level or Allow Override in Payable Options and Disable "Includes Tax" at Invoice Distributions Level.
12)	Use Tax: ·         Use Tax Only creates Information as to what would be the amount payable to the Government as Tax. This would not create any accounting entry or a distribution in Invoice Distributions. ·         Keep everything as the same and just assign use tax at supplier level or Invoice Level and approve and pay the invoice.

5.      Payment Workbench

-          Create Payment

-          Payment Batches

-          Refunds

-          Future Dated Payments

-          Adjust & Reviewing Payment

·         Making Payments

1.      Make Payment to Invoices using Manual Payment, Quick Payments and Clearing Payments.

2.      Create an Invoice and make payments from the Invoice Workbench.

3.      Make Payments to Multiple Invoices from the Invoice Workbench.

4.      Make a Payment and Match it to an Invoice.

5.      Record a Zero-Amount Payment.

6.      Create payment with a payment address different from the supplier site address.

·         Payment Batch

1.      Create a Payment Batch and make the Payments.

2.      Make Payments by defining a Payment Batch Sets.

3.      Modify the Payment Batch Parameters and Payments like removing an invoice, changing payment or discount amounts etc.

4.      Check out the implication of “Allow Zero Invoice” check box..

5.      Cancel a Payment Batch.

6.      Create Invoices with same pay group or payment priority

7.      Create Payment Batches and specify selection criteria as the Pay group or Payment Priority or Pay thru days or manually select invoices for payment.

8.      Attach unique Payment Document for each Payment

9.      Actions to be done in this order: Select Invoices, Build Payments, Format Payments, Confirm Payments, Print Payment Register.

10.  Create a Payment Batch Set by attaching one or more Payment Batches.

·         Refunds

1.      Create Refund when there is a credit balance with the customer.

2.      Create Refund when there is no credit balance with the customer.

3.      Apply the refunds with the Invoice, Debit Memos, Credit Memos, and Expense Reports.

4.      Check the Accounting Impact.

5.      Avail Discounts on the Refund.

6.      Void a Recorded Refund.

·         Future Dated Payments

1.      Define future dated payments a/c in GL

2.      Specify the future date payment a/c in the financial options

3.      Specify from where future dated payment a/c should be taken (from supplier or payments document) in the Payable option – payment accounting tab region.

4.      Specify when future dated payment liability is to be relieved in the Reports tab of the Payables Option.

5.      Give the future dated payment account in the specific supplier site.

6.      Define automatic future dated payment program

7.      Create separate payment formats for future date payment and use the future dated payment program.

8.      Define payment documents using the future dated payment formats.

9.      Set the Update Matured Future Dated Payment Status program to be run on a periodic basis.

10.  After the payment status has been updated to negotiable – it will be available for clearing in cash management.

11.  Check the Computation of maturity date for batch payments.

Where always take discount option is enabled/not enabled, and

F Where discounts are available

F If group by due date is given

F If the option is not enabled

F If always take discount option is enabled

·         Adjusting & Reviewing Payments

1.      Find payments in the Payment Workbench through entering query criteria or by using the find payments window.

2.      Update the selected Invoices for payments, and also the customer address.

3.      Initiate a Stop Payment

4.      Try initiating a stop payment on prepayments applied to an Invoice.

5.      Void the Payment and see its impact on the invoice.

6. Accounting Entries

-          Creating Accounting Entries

-          Updating Accounting Entries

-          Viewing Accounting Entries

-          Transferring to Oracle General Ledger

·         Creating accounting entries

1.      By submitting a batch program.

2.      From the transaction window.

·         Update Accounting Entries

Use the Update Accounting Entries window to view accounting entries and update any invalid accounts. The only updatable fields in this window are Account and Description.

·         Viewing Accounting Entries

1.      Viewing Accounting Lines Directly.

2.      Viewing Invoice Accounting/ Payment Accounting

F Invoices/Payment windows

F Update Accounting Entries window

F Drilling down from OGL.

·         Transferring & Posting in OGL

1.      Run Payables Transfer to GL Program.

2.      In Oracle General Ledger, submit Journal Import to update the General Ledger Balances.

3.      Post the journal entries in OGL.

4.      Drill down to the related transaction in Oracle Payables from Oracle General Ledger.

7.      Programs, Reports & Listings

-          General

-          Suppliers Report

-          Invoice Report

-          Payment Report

-          Accounting & Reconciliation Report

-          Listings

Run the following programs, reports and listing

1.      General

F Mass Addition Create Program

F Unaccounted Transactions Sweep Program

2.      Supplier Reports

F New Supplier Listing

F Supplier Paid Invoice History Report

F Supplier Payment History Report

F Supplier Merge Program

4.      Invoice Reports

F Invoice Aging Report

F Invoice Audit Listing

F Invoice on Hold Report

F Invoice Register

F Credit Memo Matching Report

F Recurring Invoices Report

F Prepayment Status Report

5.      Payment Reports

F Discounts Available

F Discounts Taken & Lost Report

F Payment Register

F Stopped Payment Register

F Void Payment Register

6.      Accounting &  Reconciliation Reports

F Accounts Payable TB Report

F Payable Accounts Analysis Reports

F Posted Invoice Register

F Posted Payment Register

7.      Listings

F Bank Account Listing

F Distribution Set Listing

F Expense Report Template Listing

F Payment Terms Listing

8.      Payables Invoice Import

Data are imported from external sources and stored in the Payables Invoice Import Interface Tables. On running the Payables Invoice Import program, Oracle Payables creates invoices. The various sources for importing are:

F Self Service

F Oracle Payables

F Oracle Projects

F User Defined

On import of information from the interface table, Payables creates the following reports:

F Payables Invoice Import Report

F Payables Invoice Import Exceptions Report

F Payables Invoice Import Prepayments Applied Report

Importing Expense Report from Oracle Projects

1.      Enter expense reports in Oracle Projects.

2.      Run Oracle Projects Distribute Expense Report Costs Process to calculate the amount and generate accounts.

3.      Submit Oracle Projects Interface Expense Reports to Payables process to transfer expense reports to the Payables Invoice Interface Tables.

4.      If the Create Employee as Supplier Payables option is not enabled, manually enter the employee as a supplier in the Suppliers window.

5.      You then submit the Oracle Projects Tieback Expense Reports from Payables process to tieback expense report costs to ensure that your Oracle Projects data loaded successfully.

Importing Invoices from Other Accounting System

1.      Create or modify the invoice flat file that contains the information you want to import.

2.      Run SQL*Loader.

F Indicate your control file as the SQL*Loader control file,

F Invoice flat file as the SQL*Loader input file, and

F Payables SQL*Plus username and password as the database sign on.

3.      Define a new Source lookup value to identify the source of the invoices.

4.      Enter Suppliers and Supplier sites in the Payables Suppliers window.

5.      Enter code combinations for expense and liability accounts in the Define Accounting Flexfield Combination window.

6.      If you want to purge your interim records from the Payables Invoice Import Interface Tables, set the purgeable flag in AP_EXPENSE_REPORT_HEADERS to Yes.

Purge data

To Purge data from the Payables Invoice Import Interface Tables, enter a purge date with a selection criterion. Payables will purge the data based on the above.

F To purge data imported from Payables Expense Reports & Self Service

1.      Enter the Purge Date

2.      Payables will delete the records entered before this date & already imported.

F To purge data imported from Oracle Projects

1.      Enter the purge date

2.      Payables will delete all Oracle Projects expense reports that were

Þ    Entered before this date,

Þ    Already been imported and

Þ    Tied back to the original expense report in Oracle Projects.

F To purge data imported from User Defined

1.      Set the purgeable flags in the Tables to Yes,

2.      Enter the purge date

3.      Payables will delete all records for expense reports and invoices that were entered before this date and have been imported.

9.      Payables Open Interface Import

Use this program to create invoices in Oracle Payables from the data in the Payables Open Interface Tables. The external sources for the data:

F Invoice Gateway.

F Supplier invoices transferred through Oracle e– Commerce Gateway.

F Invoices you load from other accounting systems with a custom SQL*Loader program.

F Credit card transactions you have transferred using the Credit Card Invoice Interface Summary.

F Lease invoices you have transferred from Oracle Property Manager.