1. How do you set up voucher number in AP?

A: By setting up in the Sequential number in System administration module.

st

st

2. Can I have two sets of voucher numbering for different periods for e.g.one from 1 april to 31 march 99
st

st

and another from 1 April 2000 to 31 march 2001.

A: Yes, define different sequences.
3. What is the profile option for voucher number?
A: Sequential Numbering
4. Can I have Multiple currency Bank accounts ? If so how do I set it up?
A: Yes, Payable option and define Bank screen.
5. Explain the procedure for dealing with cash transactions including advance made in cash and return of
cash?
A: By Creating a dummy cash bank.
6. If I do not have a foreign currency Bank account, tell me whether I can raise a foreign currency Purchase
order and pay for it in Functional Currency?
A: No.
7. Can I define Invoice type? Is It a quick code?
A: No.
8. What is a 4 way match?

OR

Describe the 4 way matching?

A: Quantity billed <= Quantity ordered;

Invoice Price <= Purchase Order price.

Quantity billed <= Quantity received.
Quantity billed <= Quantity accepted.
Or
Quantity billed <= Quantity ordered, received and accepted and
Invoice price <= Purchase Order price.
9. How do I make payment for a demand draft?
A: Either define a dummy supplier or enable the flexfield in the payment screen and write a alternate check
printing program.
10. Explain the procedure for transferring the asset from AP to FA?
A: Transfer the invoices to GL
and
run the Create Mass Additions Program.
11. Can I create recurring invoices for prior periods?
A: No.
12. Can I set approval hierarchy for expense express amounts.
A: Yes.
13. What is a pooled account and what does it do?
A: A pooled bank account is one that is shared by multiple companies in the balancing
segment.
14. Where do you define the accounting information for a supplier?

A: At site level.
15. What types of Distribution Sets can you use for a recurring invoice?
A: Only of the type Full
16. What are the different type of Holds?
A: System Holds,
Manual Holds,
Supplier Site Holds.
17. For what purposes is the special calendar defined?
A: Recurring Invoices,
Key Indicators Report and
With holding Taxes.
18. Difference between permanent prepayment and temporary prepayment?
A: Permanent is for long term deposits like telephone deposit, electricity deposit etc.
19. Can you change permanent prepayment to temporary and vice versa at a latter date.
A: Yes.
20. Maximum number of discounts that can be given to each payment line?
A: Three, However we can give more times by splitting the amounts in to multiple lines.
***
21. Can you use Automatic offsets and allow reconciliation?
A: NO.

***
22. Can you use withholding taxes along with automatic offsets?
A: No.
23. Can you reuse skipped and spoiled cheks?
A: We can reuse skipped checks. But Not spoiled cheks.
24. Can you account for a payment without accounting for an invoice?
A: You must account for the invoice prior to accounting for the payment. If you try to account for
the payment you will receive the following error in the log file: Cannot Account for GENERIC
bank account?s check number XXXXXX because the Invoice that it pays, is NOT accounted.
25. What does the Unaccounted Transaction Sweep Report do?
A: The Unaccounted Transaction Sweep Report shows which transactions will be re-dated to the
next open period if you run the Unaccounted Transaction Sweep program.
26. Which Tables are updated by the Payables Accounting Process (APACCENG)?
A: The Payables Accounting Process APACCENG writes to the following tables:
AP_ACCOUNTING_EVENTS_ALL
AP_AE_HEADERS_ALL
AP_AE_LINES_ALL
For invoices it updates the ACCOUNTIGNG_EVENT_ID in AP_INVOICE_DISTRIBUTIONS_ALL
For payments it updates the ACCOUNTING_EVENT_ID in AP_INVOICE_PAYMENTS_ALL
For clearing events it updates the ACCOUNTING_EVENT_ID in AP_PAYMENT_HISTORY_ALL
27. Are there accounting entries created for payments and payment cancellation when they have
the same accounting date?

A: If the payment is voided before accounting for the payment the system will change the
payment and payment cancellation to accounted YES, however, the accounting entries are not
viewable. The Payables Create Accounting process does not create entries in
AP_AE_LINES_ALL for these transactions. To prevent this you must account for the payment
prior to voiding the transaction.

28. What reports should I run before closing the period?

A: Run the following reports:
Invoice On Hold Report - review holds and release any accounting holds
Unaccounted Transactions Report - review the transactions that need to be posted or
swept to the next period before closing
29. Why cant I enable the Multiple Currency Payment check box?
A: We have not enabled the "Use Multiple Currencies" Payables Option and/or our bank account currency
is not in your functional currency.
30. Why are the Receivable Options and More Receivables Options choices not available from the alternate
region drop down box?
A: Oracle Receivables is not fully installed. You will not see these choices if Oracle Receivables is
not installed or is a shared install.
31. Why doesnt "Supplier" show up in the list of values for "Account Use" in the Bank Account Form?
A: You have not enabled the Use Multiple Supplier Banks Payables Option in the
Payments alternate region.

32. Why do I get a Choose Valid Combination message when I attempt to select an account, and why is the
List of Values button disabled for the GL Account fields for my new organization?
A: We need to select a set of books. Make sure you select the correct set of books for the System Profile
Options GL:Set of Books Name and GL:Set of Books ID.
And
select the correct set of books in the Payables in the Set of Books screen.
(N) Setup :Set of Books :Choose
33. When creating a payment document, do I need to specify a Last Available number?
A: If we intend to only have one payment document, there is no need to specify a Last Available
number, so we will never reach a maximum. We should specify a "Last Available" number only if you
want to create another payment document for that bank account.
***
34. Do Bank Branch Numbers have to be unique?
A: Yes, to allow BACs and funds transfers.

35. Do Bank Account Numbers need to be unique?

A: Within a Bank Branch, Bank Accounts must have a unique number and for the same currency and account
use. (i.e., They must also have a unique name for the same currency and account use. )

36. Why cant I update the Last Available field for the payment document?
A: Most likely, the document is in use by a payment batch or Quickcheck. Cancel any batches that are not
confirmed or already canceled or Quickchecks that are not formatted, which are using this payment
document.
37. What formula should I use to balance AP to GL?

A: Use the following as an example of how to balance. In this example, you are closing your
accounting period for April and you have just posted your final invoice and payment batches
to your general ledger system.
To reconcile your accounts payable activity for April, make the following calculation:
"Accounts Payable Trial Balance" as of March 31
+ "Posted Invoice Register" for the period between April 1 and April 30
- "Posted Payment Register" for the period between April 1 and April 30
= "Accounts Payable Trial Balance" as of April 30
Reconciling AP to GL is accomplished with the use of the following reports.
"Posted Invoice Register"
"Posted Payment Register"
"Accounts Payable Trial Balance" (current and last period)
These reports ensure that your Trial Balance accurately reflects your accounts payable liability by matching
the Posted invoices and payments with the AP liability account. You can also compare your AP liability
accounts to GL by doing a query of the accounts in GL to identify the account or accounts out of balance.
The trial balance total should be the same as your GL liability account.
If not:
Run the GL "Account Analysis" report for the liability account and for the date range in question. Look for
transactions with a source other than Payables. This can quickly pinpoint any transactions incorrectly
charged to the account. Make sure that you have not made manual journal entries to your liability account
in General Ledger.When you identify the accounts you go back to AP and do a query on the account to find
the invoices out of balance.
The last step is to create a journal entry in GL to balance the account or accounts that is out of
balance.
(Additional Information on Reconciling AP to GL:
Note 160267.1 How to Reconcile Between Accounts Payable and General Ledger

Note 175057.1 AP Does Not Tie to GL- Checking the Interface Tables)
38. How is the as-of-date used in the "Accounts Payable Trial Balance" report?
A: The as-of-date is used to determine which invoices and payments should be included on the
report. Any invoices or payments with an accounting date AFTER the entered as-of-date will not
be displayed on this report.

39. What's the difference between the "Payables Open Interface Import" program and the
"Payables Invoice Import" program?
A: The "Payables Invoice Import" is designed to import expense reports. The sources
are:
XpenseXpress
SelfService
Oracle Project Accounting
The "Payables Invoice Import" should be used to import expense report data from the Invoice
Import Interface Tables (AP_EXPENSE_REPORT_ HEADERS&LINES).The expense report data is from
expense reports you enter in Payables, Self-Service Expenses, or Oracle Projects.
The "Payables Open Interface Import" program was designed to accomplish high volume invoice
import complete with all of the features of online invoice entry, including these sources:
INVOICE GATEWAY
EDI GATEWAY
User Defined Source
CREDIT CARD
Oracle Property Manager
ERS
RTS
PA_IC_INVOICES
Note: Effective with Release 11i, all invoices from external sources should be loaded into
Payables via the Open Interface. In order to more accurately reflect the program's use, the

Payables Invoice Import program has been renamed Expense Report Import since it now
imports only expense report information. It is NOT SUPPORTED to use Expense Report Import
program to import external expense reports in release 11i.
40. How does the Payables Open Interface work?
A: The AP Users Guide includes an appendix detailing exact steps required when creating an
invoice in the Payables Open Interface Tables. This information is also contained in the OnLine Help accessed through your application. These documents along with other relevant
information on setup and usage can be found in the Expense Report and Open Interface
Import Setup and Usage Guide available on Metalink.
41. Are there any limitations on the number of invoices you can import using the Payables
Open Interface Import?
A: There is no program dependent limit on the number of invoices that can be imported using
Open Interface Import.
42. Should data exist in the AP_INTERFACE_CONTROLS table if the import process is not
running?
A: Unless the Import program terminated in error, there should be no row in this table. A row
is inserted into this table when import is submitted and, upon a successful completion, the
row is deleted.
43. How can I fix Invoices that have been Rejected?
A: You can view or fix the invoices loaded into the Payables interface tables for the Payables
Open Interface Import in the Open Interface Invoices form. In 11i Go to Invoices/Entry/Open
Interface Invoices.
If the source is Invoice Gateway use the Invoice Gateway form under Invoices/Entry/Invoice
Gateway.
44. How is the GL Date (Accounting Date) on imported invoices assigned?
A: Based on System Defaults

1. Navigate: Setup > Options > Payables

2. Go to the Alternate Region: Invoices
3. Set the Field, GL Date Basis.
*?*?*
45. How are Freight Lines Calculated and are they excluded from invoice discounts?
A: Appendix G in the 11i Users Guide Provides details on how to populate a freight line when
importing your invoices. Note 191736.1 provides detailed instructions for importing a freight
line and excluding the line from invoice discounts.
46. Why can't I import Debit Memo's or Mixed invoice types?
A: The Open Interface Import has always limited the application to invoice types of 'Credit'
and 'Standard'. As a result of customer requests for expanded functionality in the Open
Interface Import, Enhancement Request (Bug) 2217038 was logged. This enhancement has
been approved for a future release and will allow for Mixed invoice types to be imported. No
release date has been set for this new feature.
*?*?*
47. My import process failed. Is there a way to get a more detailed log file so I can identify the
cause?
A: Yes ? Please review Note 198799.1 for more information on running Payables programs
and reports in debug mode.
48. Is it possible to import paid invoices (historical invoices) from my legacy system?
A: No, there is currently no supported method for importing paid invoices. Oracle Consulting is
available to assist in data-migrations efforts and has significant experience in these types of
tasks.
The most commonly used consulting solution is the following:
1. Import invoices into AP invoice interface tables,
2. Run Open Interface Import to import them into AP,

3. Run Approval process to approve them,

4. Run Payment Batch process to pay them.
5. Run the Transfer Process (without importing to GL)
6. Delete the records out of the GL Interface Table.
11. How do I assign a Pay Group to an invoice?
A: The Pay Group (PAY_GROUP_LOOKUP_CODE) value is loaded into the invoice table
(AP_INVOICES_ALL) as records are imported via the Payables Open Interface Import
program.
The PAY_GROUP_LOOKUP_CODE column is stored in AP_INVOICES_INTERFACE and should
be populated when you create your invoice import records in the following tables:
AP_INVOICES_INTERFACE
AP_INVOICE_LINES_INTERFACE

49. If the Group ID is not entered, how is this interpreted during the Import Process?
A: If the group ID parameter is left null, this is considered the same as ALL groups for that
import source.
50. Can Sales Tax Be Calculated During Invoice Import?
A: Yes, all line level calculation occurs during Payables Open Interface Import when Import
creates distributions based on the invoice lines.
Do not use Header level calculations
(For more information please see: Automatic Tax Calculation Overview in the Oracle Payables User
Guide. )
14. There are several columns in the new AP_INVOICE_LINES_INTERFACE table (ex:
balancing_segment, cost_center). If more than one is entered which one is used?
A: The hierarchy is described in Detail in the Payables users guide ?Open Interface Import?
appendix. You can download this document from the following link: Expense Report and Open
Interface Import Setup and Usage Guide.
[top]

15. Document Sequencing: How do I Setup Document Sequencing in Oracle Payables?

A: Please do the following:
Responsibility = System Administrator
1. Create Document Sequence
Application>Document>Define
A sequence can be Manual or Automatic.
If it is Automatic an Oracle Sequence Object will be created starting
at the designated beginning number and that sequence will be used to
generate the document numbers. After a record in this form is
saved, and type = Automatic, a Concurrent Process is submitted to create
the Oracle Sequence.
2. Examine Document Categories
Application>Document>Categories
There are numerous document categories already defined for Oracle Payables.
The default category used in creating Voucher numbers for Payables Invoices
in the Invoice Workbench is STD INV.
If the Payables "Option Allow Document Category Override" in the
Invoice region is checked, the Document Category can be changed to any category
that has a Table Name of AP_INVOICES_ALL.
3. Assign Document Sequence to a Category.
Application>Document>Assign
In the Documents Region, indicate the application, the document category,
the set of books, and the method of entering the sequence number.
The method is Automatic, Manual, or Null.
THIS IS THE MOST COMMON SOURCE OF ERROR.
The method is used to tell the system how the record is being created:
a. Manual means that the record is being created by a form such
as the Invoice Workbench.
b. Automatic means the record is being created by a Concurrent
Process such as Invoice Import.

Setting the assignment as Automatic, will result in an error when

trying to enter an invoice using the Invoice Workbench.
???
51. Does the Open Interface Process Handle the Import of Prepayments?
A. Enhancement 195601 has been logged to address this issue. This enhancement is
currently going thru the review process.(Please follow 195601 for updates.)
-------------? * ? * ? Answers are subject to modification.
_
52. Describe the Payment Terms and Discounts?
A. The payment Terms which tells us the installments of a purchased goods or
services.
The Discount is it will depends upon the Discount dates.
53. A Vendor must compulsory have what?
A. Primary Address
54. Is there any chance to create Vendor only once? If where should you create?
A. Yes, enable the check box against One time Supplier in the Vendor Classification
screen.
55. Can you create a Duplicate Vendor, If Give the Details?
A. No.
56. Vendor Number Should be Generate Automatic or Manually?
A. Both, Manual and Automatic.
57. How many Types of Invoices we can create in Oracle Payables Describe?
Or

What are the types of invoices used in payables?

A. Standard,
Debit Memo,
Credit Memo,
Pre-Payment,
PO Default,
Quick Match,
Interest Invoices,
Mixed Invoice,
Expense Report,
Withholding Tax.
58. How many Holds we have? Describe each in one line.
A. System Holds Tax, Quantity Match, POamount with Invoice amount etc.
Manual Holds Invoice Limit, Hold on Invoice
Supplier Site Holds.
59. Can you release Manual Holds? If How?
A. Yes. Holds Release Holds.
60. How many ways you can pay the Invoice Amount describe?
A. Apply in Full,
Schedule Payments,
Installments.
61. Can you cancel an Invoice? How?
A. Yes, Action 1 Cancel Invoice.
???
62. The Debit Memo and Credit Memo are same ? Describe.
A.

63. How can you match PO with Invoice? What you should not take in the Invoice?
A. Match PO number and Distribution Set.
64. What you should take care when you match Debit / Credit Memo with an Invoice?
A. The Invoice should match with PO.
65. How will you group a similar type of Items?
A. Items list.
66. How many Payment Types U have?
A. Quick and Manual.
67. How will the system calculate the Discount?
A. Discount Date.
68. What is a Distribution Set?
A. The Compnenst of the invoice like Cost of Goods, Freight and Tax.
69. What is a Prepayment? Describe? How many we have?
A. The advance amount. Vendor and Employee.
70. How will the End-users knows on a Particular Supplier - How many prepayments have
Describe?
A. The Invoice screen after selecting the Vendor Name.
71. How will you apply the Prepayment?
A. Actions 1 Apply / Un-apply Prepayment
72. Can you pay unapproved Invoice Amount, if How?
A. No. We have to approve it and then only we can pay.
73. What is Expense Report and Template?
A. The Template is the Expense Items on an Employee, the Expense Reports gives the
anticipated expenses of an employee in our organization.
74. What are the 2 important points you should take, when you are raising a Expense Report
of Invoice?

A. One is the Vendor Scren you have to take type is Employee and the second one is in
the Prepayment invoice the settlement date you should take care.
75. Can U allow Zero Payments? If How?
A. Yes, if we enabled the Allow Zero payments check box in the bank screen of the
B. Payments option.
76. Can U pay Debit & Credit Memos Amount?
A. No.
77. Can U Enter Backdated Recurring Invoices? If how?
A. No.
78. What is the Prerequisite for Recurring Invoices?
A. Special Calendar.
79. How many sites exist for payment of invoices to employees?
A. Two. Home and Office.
80. How will you transfer the payable date to GL? What is the Interface Name?
A. Payables Transfers to GL, It is Feeder System Interface.
81. Oracle Payables does not allow entry of invoices if a period status. What is it?
A. Closed.

Oracle Payables - Multiple Reporting Currencies (MRC) with Oracle Payables

1. Q: General: What is MRC and why do I need to know about it?

A: The Multiple Reporting Currencies (MRC) feature in Oracle Applications allows you to report and
maintain accounting records at the transaction level in more than one functional currency. The Multiple
Reporting Currencies feature is available in Release 11 of Oracle Applications. You should consider using
MRC if you are conducting business in one or more of the following scenarios:

Hyperinflationary Economy: You operate in a country with unstable currency, making it unsuitable for
managing your business. As a result, you need to manage your business in a more stable currency and
still be able to report your transactions and account balances in the local currency to satisfy local
statutory requirements.
Multinational Company: Your company is multinational, and you need to report financial information in other
functional currencies, in addition to your primary functional currency, at the transaction level.
European Monetary Union (EMU): You operate in a country that is a member of the EMU, and you want to
concurrently report in the EURO currency to ensure a smooth transition to the pan?European currency.
2. Q: General: Is MRC functionality available in Release 10.7?
A: No. MRC was only beta-tested in a few selected Oracle Applications Release 10.7 customer sites.
3. Q: General: Do I need to run the Transactions Upgrade Minipack if this is a fresh install?
A: No, the Transactions Upgrade Minipack is only for those customer who are upgrading.
4. Q: General: I want to install both Multi-Org and MRC. Which order should I do this?
A: Install Multi-Org first, then MRC.
5. Q: General: Is there a script that we can use to compile invalid MRC objects?
A: The Compile APPS schema option from the ADADMIN utility compiles both APPS and APPS_MRC schema
objects.
6. Q: Transactions: Is it possible to make changes to my Primary set of books that I do not want to transfer to
my Reporting set of books?
Would I just not post the entry in my reporting book?
Can I just enter a manual transaction in my Reporting without affecting my Primary book?
A: Any updates you do in primary will be done in reporting set of books. There is no way to stop this. You
cannot update anything directly in reporting set of books.
7. Q: Transactions: Can you make an adjustment to one of your books without affecting others?

A: No.
8. Q: Posting: Can I post to my primary set of books and my reporting set of books at the same time?
A: Yes, there is a new feature called One Step Subledger Processing that is available as of May 2000 the MRC
Micropack 1259490 or in any subsequent micropack or new release. Prior to this patch, you would need to run
the Payables Transfer to GL in your primary set of books and every reporting set of books manually.
9. Q: Report: We are having problems with the AP Trial Balance report when using MRC and AX (Global
Accounting Engine) together.
When starting the ?AP Transfer to GL? process (APPPST) from the primary set of books, the
AP_TRIAL_BALANCE table is populated. When starting the same process from a reporting set of books, the
AP_MC_TRIAL_BALANCE table is populated, not the AP_TRIAL_BALANCE table. Are there different
APPPST-processes used in the primary and reporting set of books?
A: The Payables Transfer to GL program (APPPST) is the same. However, when you run it from primary it is
connected to "APPS" schema. When you run it from reporting you are connect to apps_mrc schema, and it is
puts data into AP_MC_TRIAL_BALANCE through view AP_TRIAL_BALANCE_MRC_V.
10. Q: How do I determine whether MRC is installed?
A: Please review note 104854.1.
11. Q: How do I use the MRC - Multiple Reporting Currencies Reports?
A: Please review note 186398.1
12. Q: How do I open and close periods using MRC with Payables?
A: If you are using MRC with Payables, you must open and close periods in your Primary set of books ONLY.
MRC automatically opens and closes periods in all associated reporting sets of books.
NOTE : You cannot close a period until you have posted all outstanding transactions to General Ledger in both
your primary and associated reporting sets of books.
Refer to Multiple Reporting Currencies Release 11i April 2002 Page 4-28
13. Q: How does MRC handle Subledgers transactions?

A: 1. Subledger transactions are converted into your reporting functional currencies at the time of the
original entry.
2. The primary functional currency amounts and their associated reporting
currency amounts are stored together in your subledgers.
NOTE : Because conversion occurs at the time of original entry, reporting currency amounts are always
correlated with theirassociated primary currency amounts.
Refer to Multiple Reporting Currencies Release 11i April 2002 Page 1-7.
14. Q: How are accounting entries using MRC with Payables?
A:1. Run the Create Accounting process from your primary responsibility.
2. This will create accounting entries in the primary and reporting sets of books.
Refer to Multiple Reporting Currencies Release 11i April 2002 Page 3-17.
15. Q: How do I transfer accounting entries from Payables to General Ledger in an MRC environment?
A: Following methods are available to transfer accounting entries using the Payables Transfer to
General Ledger process :
1.TRANSFER AND IMPORT from Primary Set of Books and All associated Reporting Set of Books
This is the preferred method.
2.TRANSFER AND IMPORT from the Primary Set of Books OR Any Reporting Set of Books
separately
3.TRANSFER ONLY from Primary Set of Books and All associated Reporting Set of Books to be followed by
separate IMPORT and POSTING within each Primary and Reporting Set of Books
4.TRANSFER ONLY from the Primary Set of Books OR Any Reporting Set of Books separately to be
followed by separate IMPORT and POSTING within each Primary and Reporting Set of Books

From Mr. Praveen

1. What are the modules that are interfaced with Oracle Payables?

A Purchasing, General Ledger.

2. How does the information defaults in payables?

i.

Financial Option

ii. Payables Options

iii. Supplier
iv. Supplier Site
v. Invoice
vi. Distribution
vii. Schedule of Payment
3. What is a distribution set? What are the types of distribution set?

A Distribution set is to automatically distribute Invoice amount between different GL Account

Code Combinations.
2 Types, Full distribution Set and Skeleton Distribution Set
Full Distribution means we know the exact percentage and exact account Code combination. The sum of the
distribution percentages must equal 100 or 0.
Whereas in Skeleton Distribution Set, we dont know the percentage but we know the GL Account
Combination. So percentage should not be entered here.
4. What are the encumbrance options for AP? How are they used?

A Requisition Encumbrance, and PO encumbrance available in Financial Option.

Encumbrance is used to reserve the funds at the time of raising the Requisition or creating of PO.
5. What are the different types of supplier sites?

A
i. Pay,
ii. Primary Pay,
iii. RFQ,
iv. Purchasing,
v. Procurement Card.
6. What are the types of accounting methods?

A Accrual and Cash.

7. What is Automatic Offset Method?

A Payables automatically create balancing accounting entries for your invoice and payment
transactions.
Three types of Offset Methods
1. None,
2. Balancing, and
3. Account
8. What is a pay group?

A Pay Group is to group invoices into supplier category for payments.

9. How do you create interest invoices?

A In Payable Option under Interest Tab enable the Check box against Allow Interest
Invoices.
Enable this option if you want to allow Payables to calculate interest for overdue invoices
and create interest invoices for selected suppliers.
Payables automatically creates interest invoices when you pay overdue invoices in a
payment batch or with a Quick payment. If you pay an overdue invoice using a manual
payment, Payables warns you that interest is due on the invoice and you should pay the
invoice in a payment batch or with a quick payment.
10. What is GL Date Basis and Prepayment settlement days?

A The date you want Payables to use as the default accounting date for invoices during invoice
entry.
i. Invoice Date : Invoice date you enter during invoice entry.
ii. System Date: Current date for your Payables system. The date you enter the invoice.
iii. Goods Received / Invoice Date : Date that you enter in the Date goods Received Field. If no value is
entered, then the invoice date is used.
iv. Goods Received / System Date : Date that you enter in the Date Goods received field. If no value is
entered, then the system date is used.
Prepayment Settlement Days: Number of days you want Payables to add to the system
date to calculate a default settlement date for a prepayment. Payables prevents you from
applying the prepayment to an invoice until on or after the settlement date.
11. What are levels of tax calculation?

A Level at which the tax has to be calculated.

Levels: Line level,
Header Level and

Tax code level

12. What is additional Pay Through Days?

A Days specified in this column is added to the system date to select the invoice for payment
which has the maturity date falling within these days.
13. What is Term Date Basis and Pay Date Basis?

Term Date Basis- Date from which the due date will be calculated base on the payment
term.
Pay Date basis Selection criteria of invoices based on the due date or scheduled discount
date.
14. What is withholding invoice and what are its steps?

A Invoice created on the withheld amount that has to be paid to the tax authority from the
supplier.
Types : Manual and Automatic withholding. (Only when allow manual withholding is
enabled manual creation of invoice is possible).
Steps : Enable use withhold invoice, Select option when to apply and to create withhold
invoice.
15. What are the types of Payment terms?

A Immediate,
30 Days,
Fixed due date,
Installments,
Proxima You can define proxima payment terms to pay regular expenses such

as telephone bills and credit card bills that occur on the same day each

month. You can also create split payment terms for invoice installments that
have different due dates.

What are holds in payables? How are they defined?

A Hold means Restriction on the invoice for further processing.

Types Manual and system holds.
User can define any types of holds and can be attached to the invoice to stop further
processing.
17. How do you create a foreign currency invoice and a foreign currency payment?

A Any invoice that has been created from other than the functional currency.
Steps: Payables option, in Currency tab Enable Use Multiple Currencies.
Making foreign currency payment
In the payment format enable multiple currency option and in bank enable multiple
currency payments under payable option tab.

18. What are Expense Report and Expense Report Template?

A Defining default values for expense items, and you can then choose those items from a list
of values when you enter expense reports.
19. What are recurring invoices?

A A feature that lets us create invoices for an expense that occurs regularly and is not usually
invoiced.
Monthly rents and lease payments are examples of typical recurring payments.

20. What are the prerequisites for entering a Standard Invoice?

A
i. Supplier,
ii. Supplier Site,
iii. Payment Term,
iv. Payment Method,
v. Distribution Set (Optional).
21. What are Tax Recovery Rules?

A Rules defined for the amount of taxes that has to be recovered which is usually a function of
the nature (or intended use) of the taxable item.
22. What are payment formats and payable documents?

A Format in which the stationary has to be builded i.e, where the attributes or the contents has
to be placed.
Payment document is the actual negotiable or the legal document presented to the
supplier.
23. What are the types of payment methods?

A
i. Check,
ii. Electronic,
iii. Wire,
iv. Clearing,

v. Future dated (Bill of exchange).

Two places we can assign the payment method
- Supplier payables Tab, and
- The override option at supplier site level Payable tab.
24. What are the different types of payments?

A Manual, Quick and Refund.

25. What are the different types of taxes used in payables?

A
- Sales,
- Use tax,
- Offset,
- User-defined,
- Withholding Tax.
26. What are the Withholding taxes? How are they applied on invoices in payables?

A Used for deducting part of amount from supplier invoice towards Tax.
3 Types:
Flat Rate: Flat rate for all invoices.
Period: Amount is specified for that period, beyond which the tax is not withhold
with use of special calendar.
Amount: Gross Amount Invoice and period.

Withheld amount Invoice and period.

27. What are Withholding Exceptions and Certificates?

A You define a certificate to specify a rate exception for a Withholding Tax type tax code for
all invoices of a supplier site.
Withholding Exceptions:
You define exceptions on the applied withholding tax type tax code rate assigned to a invoice number.
28. What is Future dated payment method?

A Payment of invoice where the due date (maturity date) falls in the future.
Ex: Bill of exchange.
Steps: Enable future date use in the future dated payments tab at the payables document.
29. How do you control accounting periods in payables?

A Setup > Accounting > AP Accounting Periods

There is option of toggling between various status.
- Never opened,
- Future
- Open
- Closed
- Permanently Closed.

30. What are payment programs?

A The following are the Payment Programs which is used in the payment batches.

i. Build Payment Programs

ii. Format Payment Programs
iii. Separate Remittance Programs
Build Payment Programs
It groups the Invoices of the suppliers in the manner in which payment should be made.
Build Payment Programs
This program is used to know the layout of the payment documents and accordingly format the
payments.
Separate Remittance Programs
If the Payment Documents does not contains the Remittance advice, then we need to run the
Separate Remittance Programs other. This will run along with Payment Documents.
31. What is the difference between entering invoices in Invoice Gateway and Invoice Workbench window?

A Invoice Workbench used for entering and maintaining more complex invoices for which you
require extensive online validation and online defaulting where as Invoice Gateway used
for you everyday entry of invoice records. Use this window for rapid, high-volume entry of
Standard and Credit Memo invoices that are not complex and do not require extensive
online validation or defaulting of values during entry.
When you use the Invoice Gateway, you enter invoice header and line information in the
same window, and can view only one record at a time. In the Invoice Workbench, you
enter invoice header information in the Invoices window, and the related invoice
distributions in the Distributions window. You can view multiple invoices at the same time
in the Invoice window.
In the Invoice Workbench, we can enter and apply prepayments. In the Invoice Gateway
we cannot enter prepayments, but we can apply existing prepayments to invoices you
enter.

32. What are the tables involved in AP Invoice Interface?

A AP_INVOICES_INTERFACE
AP_INVOICE_LINES_INTERFACE
33. What is a Proration of Invoice lines?

A When you check the Prorate in the Invoice Lines it will prorate expenses and Tax according
to the Proportion of Line amount in the Invoice.
34. What are offset taxes? Where it is used?

A Offset tax codes are used to record self-assessed taxes on invoices, while reducing or
completely offsetting tax liability.
Offset taxes have negative amount rates, so when you use them, you enter negative
amount invoice tax distributions.
If used in European Union, if you are a member of the European Union (EU), you can
report on these zero-rated taxes using the Intra-EU VAT Audit Trail report.
35. What are the types of holds that are used to prevent payment of an invoice?

A Holds that we can apply manually or that Payables applies, prevent payment and, in some
cases, creation of accounting entries for an invoice. We can remove holds that we apply,
and we can manually release certain holds that Payables applies during Approval.
Payables provides some generic invoice holds for our use, and we can define our own,
based on our invoice approval needs. We can also prevent payment of supplier invoices by
placing a hold on the supplier rather than on each individual invoice.
There are two major category of hold
Manual Hold
System Hold

Manual hold we can create and release manually where as system hold is created by
system and normally released by system after due rectification.
There are three types of holds we can use to prevent payment of invoice.
Invoice Hold: We can manually apply one or more Invoice Hold Reason Approvals
(holds) to an invoice using the Invoice Holds window of the Invoice Workbench.
Scheduled Payment Hold: We can hold payment on part of an invoice by placing one or
more of the scheduled payments on hold in the Scheduled Payments window of the Invoice
Work bench.
Supplier Hold: In the Supplier Sites window, we can enable the Hold All Payments, Hold
Unapproved Invoices, or Hold Unmatched Invoices options. We also have the option of
specifying an Invoice Amount Limit for a supplier site.
36. What are the hold options at the Supplier Site?

A In the Supplier Sites window, we can enable the Hold All Payments, Hold Unapproved
Invoices, or Hold Unmatched Invoices options. We also have the option of specifying an
Invoice Amount Limit for a supplier site.
37. What are the ways in which an invoice can be approved?

A Before you can pay or create accounting entries for an invoice, including prepayments, you
must submit Approval for the invoice in one of three ways.
i. Online by using the Invoice Actions window.
ii. Online by using the Approve button in the Invoice Batches
iii. Batch by submitting the Payables Approval program from the Submit Request window.
38. What are the methods of taking discount in payables?

A There are two ways to take discounts with Payables:

i. Enable the Always Take Discount Supplier option. Payables takes a discount regardless of when you
pay the invoice.
ii. Select Discount for the Pay Date Basis for the supplier, and disable the Pay Only When Due Check Box
for your payment batch. Payables takes a discount and pays the invoice within the
discount period.
39. What are the matching approval levels?

A If we use Oracle Payables with Oracle Purchasing or another integrated purchasing product,
we can perform online matching of invoices and original purchases orders or purchase
order receipts. Matching ensures that we only pay for the goods and services we ordered
and that our suppliers do not over-billed us. If we are billed for an item over the amount
and quantity tolerances we define, the Payables Approval Program applies holds to the
invoice and prevents payment until we release the holds.
40. What are the Payables Open Interface tables?

A The Payables Open Interface tables store invoice information. The Payables Open Interface
program builds Payables invoices based on the invoice records in the Payables Open
Interface tables.
After the import program builds the invoices, they can be viewed, modified, and approved
in the Invoice Workbench.
The invoice data is from e-commerce invoices from your suppliers, invoice records that
you entered in the Invoice Gateway window, invoices that you loaded with Oracle
SQL*Loader, lease invoices that were transferred from Property Manager, and credit card
transaction data.
41. What is a prepayment invoice? What are the types of prepayments?

A A Prepayment is a type of invoice we enter to make an advance payment to a supplier or

employee.
The following are the Two types of Prepayments.

- Temporary prepayments can be applied to invoices or expense reports you

receive.
- Permanent prepayments cannot be applied to invoices.
42. What are the Purchase Order Matching Database Tables?

A Payables uses several of Oracle Purchasing tables for matching. To implement matching in
Payables, you need to load these tables with the data from your non-Oracle purchasing
application.
The following are the list of such tables:
o PO_HEADERS
o PO_LINES
o PO_LINE_LOCATIONS
o PO_DISTRIBUTIONS
o PO_DISTRIBUTIONS_AP_V (view of PO_DISTRIBUTIONS)
o PO_RELEASES (Blanket Purchase Orders)
o PO_LOOKUP_CODES
Auto install automatically installs these and other necessary Oracle Purchasing application
tables when you install Payables.
43. What are the prerequisites for entering a payment?

A
i. The invoice(s) we paid must be approved, un-cancelled, validated, without holds, and must have the
same currency as the payment.
ii. The bank account must have at lease one payment document that uses the Recorded or Combined
disbursement type.

44. What are the stages in a Payment Batch?

A
Building: Payables is determining which invoices will be paid by each payment document.
Build: Payables has determined which invoices will be paid with each payment
document. You can now review the Preliminary Payment Register, Modify the Payment
Batch, or Format the Payment Batch.
Cancelled: You have cancelled the payment batch.
Canceling: Payables is canceling the payment batch.
Confirmed: You have confirmed the payment batch.
Confirming: Payables is either confirming or partially confirming the payment batch
based on the action you selected in the Confirm Payment Batch window.
Formatted: payables has completed formatting your payments and has created the output
file that you can use to print checks or, if you are making electronic payments, you can
deliver the output file to the e-commerce Gateway or your bank for processing.
Formatting: Payables has created the output file that you can use to print checks of, if you
are making EFT Payments, you can deliver the output file to your bank for processing.
Modified: Payables has modified the payment batch based on the modifications you made
in the Modify Payment Batch window.
Modifying: Payables is modifying the payment batch based on the modifications you
made in the Modify Payment Batch window.
Rebuilding: You have modified a payment batch, and Payables is rebuilding the modified
payment batch.
Restarting: You have confirmed a partial payment batch and have chosen Restart Payment
Batch in the Confirm Payment Batch window. Payables is rebuilding and reformatting the
remaining portion of the payment batch.

Selected: Payables has selected invoices that match the payment batch criteria you entered.
Selecting: Payables is selecting invoices the match the payment batch criteria you entered.
Unstarted: The payment batch is unstarted.
1) Invoices vs Invoice Batches

2) Type of Invoices supported by Oracle Payables

3) Number of Tabs in Invoice Entry screen and what are they?

There are 5 Tabs

4) Where is the method of Supplier Number set? At what level is the supplier
numbering controlled?

5) What are the various statuses of invoices?

6) How many key flexfileds are there in Payables

Payables doesn't have any key flexfield

7) What are AP Accounting periods? How are they different from GL periods? Are there
adjusting periods in AP?

8) Can a partial payment of Prepayment be done?

9) Can you hold partial payments? And how can that be achieved?

10) How can the Invoice distributions' which can be transferred to Fixed Assets be
identified in AP? Is there is any field explains/indicates the same?

11) When you return goods to supplier (RTS) whether system created Debit Memo or
Credit Memo? And what is the set-up required for the system to create the relevant
document automatically?

12) What does Accrual mean?

13) An invoice is entered, validated and accounted. And thereafter, the invoice is
cancelled; what will be the accounting status?

14) What is the Debit Memo and Credit Memo?

15) What are the invoice interface tables in AP?

16) Can you explain 2-way, 3-way and 4-way matching?

17) What is a Payable document?

18) How can we link an Employee to Supplier?

19) Can you explain the concept of Automatic Offset in Payables? And how is this
different from Autoaccounting in AR?

20) How can a range of Document numbers be voided in one go ?

21) Can two users use same payable document simultaneously? If yes, which user will
get the document number assigned first?

22) What are the various statuses of payment batch?

25) Explain the concept of the ERS. Also give relevant set-ups and programs related
to it.
Answer Evaluated Receipt Settlement (ERS) also referred to as 'Pay on Receipt'.
While defining supplier site in Purchasing tab, the "Pay on" field should be 'Receipt'.
26) Can the payment date be before invoice date?

27) Can accounting of Payment be done before accounting invoice?

28) Explain the concept of Proxima payment terms.

29) What are the various type of Distribution sets? And what is thier purpose?

30) Can an invoice be accounted if there are holds applicable to the invoice?
Answer Yes! An invoice can be accounted even if the holds are applied against it
provided, Accounting Allowed check-box is enabled while defining the Invoice Hold.

31) Can an Invoice in INR be paid in USD currency? What are the alternatives
available?

32) Can multiple currency payments be done using same bank account? If yes, what
are the relevant set-ups required?

33) Can PO level DFF be transferred to AP Invoice? Any set-ups are required for the
same?

34) What is the name of program which is used to transfer accounting entries from AP
to GL and what are the options available during submitting the program?

35) Explain the concept of withholding tax along with relevant set-ups.

36) Which expense report templates are available in iExpense Modules?

Answer All those Expense Report Templates are available in iExpenses modules for
raising Expense Reports for which "Enable for Internet Expenses" is enabled.

37) What is the name of the program used to import expense reports into AP? And
what are the tables from where the expense reports are imported?
Answer The name of the concurrent program is "Expense Report Import". The tables
where expense reports are maintained are AP_EXPENSE_REPORT_HEADERS and
AP_EXPENSE_REPORT_LINES

38) Can the same Invoice Number be entered for two different suppliers in Payables?
Answer The invoice number should be unique for a given supplier; hence, the same
Invoice Number can be used by multiple suppliers

39) Control of Payables (AP) periods is at what level? At Operating Unit?

Answer Though Payables (AP) operates at Operating Unit level, the control of period
is at set of books level.

40) Can the same bank account be assigned to multiple suppliers? What is the
alternative if same bank account is to be shared across multiple suppliers (e.g. part of
same group)?
Answer While defining Internal bank accounts, "Allow Assignment to Multiple
Suppliers" check-box should be enabled.

41) What is "Zero Payment"? And what are the set-ups required to make a Zero
Payment? Is it possible to ensure that only zero payments are allowed using a payable
document?
Answer While defining Bank Accounts, in Payable Options tab "Allow Zero Payments"
check-box to be enabled. To ensure that only zero payments are allowed using a
payable document, attach a payment format to the same which has "Zero Amount
Payments Only" check-box enabled.

42) A supplier is available in Invoice Inquiry; however, the supplier is not available
while entering Invoices. What are the possible reasons for the same?
Answer The possible for the unavailability of supplier are
- The 'Pay' check-box at supplier site (General tab) is disabled
- 'Inactive On' date is entered at the supplier site level i.e. supplier site is end-dated.

43) While doing future dated payments, is the future dated payment account at
the supplier site used?
Answer It depends on the Payable Options's Accounting tab. There we have option to
select whether the future dated payments account should be selected either from
Supplier site or Payable documents.

44) When the 'Payment Method' at invoice level is given as 'Electronic', sytem requires
some additional details? What are they?

Answer When the 'Payment Method' is selected as 'Electronic' system additionally

requires a Bank account in the invoice currency to be assigned to the supplier.

45) If there is a requirement that for specific supplier, each invoice should be paid by
a separate check? Can that be achieved? If yes, how?
Answer While defining supplier site in the Payments tab, the "Pay Alone" need to be
checked so that each invoice is paid by a separate check.

46) Let us assume that a check issued to supplier has become time-barred. And
supplier returns it requesting for a new check. Can the existing check be voided and a
new check be issued simultaneously?
Answer

47) Can the payment date be before the system date i.e, is it possible to issue backdated checks?
Answer

48) While defining payable documents, document number is given as 1 to 4999. And
an user has issued checks till 4999. What happens when 5000th check is being
created using the same payable document?
Answer

49) Can you create an Invoice in USD, while the Standard PO has been created in
EUR?
Answer