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AP - Oracle Payables (AP) Setups and Process Training Manual

Raju Chinthapatla

Defining Financial & Payables Options


Introduction
This section is aimed to guide you through the defining of Financial Options. You must
define at least one Inventory Organization before defining Financials Options. If you use
the Configuration Workbench to configure your basic enterprise structure, then you only
need to create locations for the additional organizations you require.
Defining Financial Options:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Financials Options window.
In Payables: (N) Setup > Options > Financial Options
2. Find Financials Options window appears. Enter your Operating Unit name and click on New
3. In the Financial Options window, enter the mandatory account in the Accounting tab page.
Following are the mandatory accounts need to define:

Liability : <enter the account combination for liability >


Prepayment: <enter the account combination for prepayment >
Discount Taken: <enter the account combination for discount taken>
PO Rate Variance Gain: <enter the account combination for PO Rate Var. gain>
PO Rate Variance Loss: <enter the account combination for PO Rate Var. loss>

4. Enter the mandatory fields in Supplier-Purchasing tab


Inventory Organization: < choose an inventory organization>
(This is defined in inventory module)

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5. Enter the mandatory fields in Human Resource tab defaults for entering employee information
in the Enter Person window
Expense Reimbursement Address: <select Office/Home>
Next Automatic Number: <enter starting number you want>

Introduction
This section is aimed to guide you through the defining of Payables Options. Use this window to
set control options and defaults used throughout Payables. You can set defaults in this window
that will simplify supplier entry, invoice entry, and automatic payment processing. Although

AP - Oracle Payables (AP) Setups and Process Training Manual

Raju Chinthapatla

you need to define these options and defaults only once, you can update most of them at any
time to change controls and defaults for future transactions.
Defining Payables Options:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payables Options window.
In Payables: (N) Setup > Options > Payables Options
2. Find Payables Options window appears. Enter your Operating Unit name and click on New
3. Use this region to control accounting information for your Payables system. Enable the
required accounting options.
Payment Accounting: <enable when payment issued & when payment clears >
Account for Gain/Loss : <enable when payment issued & when payment clears>
Bills Payable Account Source: <from payment document>
Automatic Offset Method : <enable none>
Discount Method: <enable system account>
Interest : <enable system account>
Prepayment Account : <from supplier site>

4. Enter the required information in currency tab.


Use Multiple Currencies: < enable this >
GL Accounts : <enter Realized Gain, Loss and Rounding Accounts>
5. Enter the required information in invoice tab.
Allow Online Validation : <enable this >
GL Date Basis : < invoice date >

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6. Enter the information in matching tab.


Allow Final Matching : <enable this>
Allow Distribution Level Matching : < enable this>
7. Enter the information in Payment tab.
Discount : <exclude tax form discount>
Single Payment : <Allow Pre-Date>
8. Enter the required information in withholding tax region
Use Withholding Tax : <enable this>
Apply Withholding Tax : <enable at invoice validation time>
Create Withholding Invoice : <enable At invoice validation time>

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AP - Oracle Payables (AP) Setups and Process Training Manual

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Defining Payables System Setup


Introduction
This section is aimed to guide you through the defining of Payables System Setup. Use the
Payables System Setup window to define supplier control options and defaults. Although
you need to define these options and defaults only once, you can update most of them at
any time to change controls and defaults for suppliers and future transactions.
Defining Payables System Setup:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payables System Setup window.
In Payables: (N) Setup > Options > Payable System Setup
2. Payables System Setup window appears.
3. Select supplier number entry option to enter your supplier numbers manually or let Payables
automatically generate.
Entry : <select as Automatic >
Type: <Alphanumeric>
Next Automatic Number: <enter required number you want>
Term Date Basis: <select as invoice>
Invoice Match Option: <select as purchase order >

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Defining Payment Terms


Introduction
This section is aimed to guide you through the defining of Payment Terms. In the
Payment Terms window, you define payment terms that you can assign to an invoice to
automatically create scheduled payments when you submit Payables Invoice Validation
for the invoice. You can define payment terms to create multiple scheduled payment lines
and multiple levels of discounts. You can create an unlimited number of payment terms.
Defining Payment Terms:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Financials Options window.
In Payables: (N) Setup > Invoice > Payment Terms
2. Payment Terms window appears. Enter your Payment term name in the respective field.
3. Enter the required for the terms you are defining for
Effective Date : <enter from date>
Cut-off Day: <enter cut-off day>

4. Enter each Payment Term line.


% Due: < enter the %/amount>
Day of Month: <enter the due date>
Calendar: <enter the special calendar>
Months Ahead: <enter no. months a head>
Payment Terms Window Reference

5. Percentage you enter in discount tab to calculate the discount amount available for a scheduled
payment

AP - Oracle Payables (AP) Setups and Process Training Manual


% Discount: <enter % discount>

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AP - Oracle Payables (AP) Setups and Process Training Manual

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Control Payable Periods


Introduction
This section is aimed to guide you through the Control Payable Periods. The period
statuses available in Payables are Never Opened, Future, Open, Closed, and Permanently
Closed. When you first define a period, Payables assigns a status of Never Opened to the
period defining of Financial Options.
Your accounts payable periods are separate from your general ledger periods.
Defining Control Payable Periods:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Financials Options window.
In Payables: (N) Accounting > Control Payables Periods
2. Find Payables Periods appears. Enter Legal Entity and Operating Unit names and click on
Find
3. Control Payables Periods window appears.
Period Status : <change the status to future/never open/open>

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Defining Suppliers
Introduction
This section is aimed to guide you through the Defining Supplier. Oracle financial
applications use supplier information: Payables, Purchasing, Assets, and Property
Manager. If you use more than one of these products, supplier information is shared with
the other product(s).
Before entering invoices for a supplier, you must enter at least one pay site for the
supplier.
Defining Suppliers:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payables Suppliers window.
In Payables: (N) Suppliers > Entry
2. Suppliers window appears. Click on create Supplier button and enter the details of the new
supplier and click on Apply.

Supplier Type: <enter the supplier type>


Organization Name: <enter the organization name>

3. Use the Organization information page to document high-level company information such as.
Taxpayer ID: <enter the tax payer ID>
Tax Registration Number: <Enter Registration Number>
4. You can create sites for use when processing transactions with your suppliers. You can do this
by clicking "Address Book." The Address Book page displays all the addresses for the supplier.
Create a pay site.
Address Line 1 = 1 Main St.
City = San Francisco
County = San Francisco
State = CA
Postal Code = 94105
Address Name = San Francisco
Addressee = San Francisco

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Phone Area Code = 415
Phone Number = 555-1234
Email Address = sanfrancisco@xxibm.com
Address Purpose, Payment option = Checked
Assign the San Francisco address to the Vision Operations operating unit.
Create a purchasing site.
Address Line 1 = 520 Madison Ave.
City = New York
County = New York
State = NY
Postal Code = 10022
Address Name = New York
Addressee = New York
Phone Area Code = 212
Phone Number = 555-7703
Email Address = newyork@xxibm.com
Address Purpose, Purchasing option = Checked
Assign the New York address to the Vision Operations operating unit.

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AP - Oracle Payables (AP) Setups and Process Training Manual

Creation of Invoice
Introduction
This section is aimed to guide you through the Creation of Basic Invoice. Use this
procedure to enter a trade invoice you get from a supplier if the invoice is basic (will not
be matched to a purchase order or receipt).
Overview
Assume that you have received invoice XX1000 from XXIBM Corporation, which you will be
entering into the Oracle Payables system. The invoice is to be distributed to two departments
in your company.
Task
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window: N> Invoices > Entry > Invoices
2. Enter the following invoice:
Trading
Partner

Invoice
Num

XXIBN
XX1000
Corporation

Invoice
Amount

Description

Payment
Terms

10000

Promotional Immediate
Giveaway

Payment
Method
Check

3. Enter the invoice lines based on the following table: click on Lines tab
Number
Type
Amount
Distribution Account
1
Item
4000
01-402-7110-0000-000
2
Item
6000
01-404-7110-0000-000

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4. Save your work.


5. (B) All Distributions. Note that because you entered the Distribution account for each Item line,
the distributions are automatically created for these lines.

6. Click on Actions button to validate your invoice


Actions > Enable the Validate check box > click on OK
Verify the invoice status.

AP - Oracle Payables (AP) Setups and Process Training Manual


7. Click on Actions button to create accounting for the created invoice
Actions> Enable Create Accounting check box
Select the any of the option for accounting
Draft
Final
Final Post
Click on OK
Verify the Accounted status.

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AP - Oracle Payables (AP) Setups and Process Training Manual

Raju Chinthapatla

Create Distribution Sets and invoice using the distribution set


Introduction
This section is aimed to guide you through the Creation of Distribution Sets
Overview
You frequently receive invoices for which the accounting is generally the same. Your
controller has asked you to establish a distribution set to enable the accounting entries for
some invoices to be automatically generated. In this practice, you will create a full and a
skeleton distribution set.
Create Distribution Set:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Distributions Sets window.
(N) Setup > Invoice > Distribution Sets
2. Create a Full Distribution Set using the following information:
o Type = Full
o Name = XXUtilities
o Description = XXUtilities Distribution Set
3. Enter full distributions according to the following table:
Number
1

%
25

Account
01-402-7410-0000-000

50

01-404-7410-0000-000

25

01-410-7410-0000-000

Note that when the total = 100%, the Type = Full

Description
Utilities-East
Region
Utilities-West
Region
Utilities-Mgmt

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4. Save your work.


5. In the Distribution Sets window, place the cursor in Name Field and press the
down arrow to create a new record.
5. Enter a Skeleton Distribution Set, using the following information:
o Type = Skeleton
o Name = XXSkeleton
o Description = XXUtilities Skeleton Distribution Set
6. Enter skeleton distributions according to the following table:
Number
%
Account
Description
1
0
01-402-7410-0000-000
Utilities-East
Region
2
0
01-404-7410-0000-000
Utilities-West
Region
3
0
01-410-7410-0000-000
Utilities-Mgmt
Note that when the percentage = 0%, the Type = Skeleton

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7. Save your work.


Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window.

(N) Invoices > Entry > Invoices


2. Enter the following invoice:
Trading
Partner

Invoice
Num

XXIBN
XX1000
Corporation

Invoice
Amount

Description

Payment
Terms

10000

Promotional Immediate
Giveaway

Payment
Method
Check

3. Enter the invoice lines based on the following table: click on Lines tab
Number
Type
Amount
Distribution Set

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1
2

Item
Item

4000
6000

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99Skeleton
99Skeleton

4. Save your work.


5. (B) All Distributions. Note that because you entered the Distribution account for each Item line,
the distributions are automatically created for these lines.
6. Click on Actions button to validate your invoice
Actions > Enable the Validate check box > click on OK
Verify the invoice status.
7. Click on Actions button to create accounting for the created invoice
Actions> Enable Create Accounting check box
Select the any of the option for accounting
Draft
Final
Final Post
Click on OK
Verify the Accounted status.

Enter Quick Invoice


Introduction
This section is aimed to guide you through how to create Quick invoice.
Overview

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The Quick Invoices window supports heads-down data entry for invoices that do not
require much research. In this practice, you will enter standard invoices in using the Quick
Invoices window.
Enter Quick Invoice:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Quick Invoices window.
Invoices > Entry > Quick Invoices
o Source = Quick Invoices
o Batch = XXQuick
3. (B) Enter
Note: The fields that are not shown as required will default information
during the creation process.
Note: Account must be entered or the creation process will fail. Note that
the Track as Asset field is not checked, but will be checked once the invoices are created on
the Invoice Workbench.
4. Enter the first invoice header using the information provided below.
Supplier
Site
Invoice
Invoice
Payment
Number
Amount
Method
XXIBM
SAN
2007
15000
Check
Corporation
FRANCISCO

5. Enter the first invoice lines based on the following table:


Type
Amount Account
Unit of
Quality
Measure Invoiced
Item
15000
01-000-1570-0000-000
Each
5

Unit
Price
3000

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AP - Oracle Payables (AP) Setups and Process Training Manual

Note that you must specify a Unit of Measure if you are entering data in the Quantity Invoiced
and Unit Price fields.
6. (B) Save and Next
7. Enter the second invoice header using the information provided below.
Supplier
Site
Invoice
Invoice
Payment
Number
Amount
Method
XXIBM
SAN
2008
2500
Check
Corporation
FRANCISCO
8. Enter the second invoice line based on the following table:
Type
Amount Account
Unit of
Quality
Measure Invoiced
Item
2500
01-000-1570-0000-000
Each
2

Unit
Price
1250

9. (B) Save and Next


10. Enter the third invoice header using the information provided below.
Supplier
Site
Invoice
Invoice
Payment
Number
Amount
Method
XXIBM
SAN
2009
7000
Check

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Corporation

FRANCISCO

11. Enter the third invoice line based on the following table:
Type
Amount Account
Unit of
Quality
Measure Invoiced
Item
7000
01-000-1570-0000-000
Each
2
Create Invoices from Quick Invoices
13. (B) Create Invoices
14. Verify that:
o Source = Quick Invoices
o Quick Invoice Batch = XXQuick

15. (B) OK to submit


16. (B) OK to accept the note.
17. Review the output once the request completes.
(M) View > Requests
All my requests = Checked
(B) Find
Select your request once it completes.
(B) View Output.
View Newly Created Invoices
18. Navigate to the Invoice Workbench:
(N) Invoices > Entry > Invoices

Unit
Price
3500

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19. Query the invoices to ensure the system created them.


(M) View > Find
Trading Partner = XXIBM Corporation
(B) Find

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Create Expenses Report Template & Submitting Expenses Report


Introduction
This section is aimed to guide you through the defining Payment Terms
Overview
In this practice, you will create an Expense Report template. For this template you will
only enter the natural account segment for each item. The remaining segments will default
from the employees GL account when you enter an expense report for that employee.
Create Expenses Report Template:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Expense Report Templates window
(N) Setup>Invoices>Expense Report Templates
o Name = XXTravel
o Description = Travel Expense Template
o Enable for Internet Expenses = Checked
2. Enter template lines according to the following table:
Expenses Item
Expenses Category
GL Account
Airfare
Airfare
7640
Taxi
Miscellaneous
7680
Hotel
Accommodations
7670
Meals
Meals
7690
Car Rental
Car Rental
7650
Phone
Miscellaneous
7450
Misc
Miscellaneous
7699

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3. Save your work.


4. Close the form back to the Navigation menu
Enter an Expense Report
Overview
Enter the expense report in the accounts payable system using your expense report template. In
this practice, you will enter an expense report.
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Expense Report window.
2. Enter the following information:
Employee = Your name
Date = Todays date
Invoice Num = XX-Todays Date (for example, 01-MAY-2008).
Amount = 2185.00
Inv Description = Travel Expenses
Template = XXTravel

AP - Oracle Payables (AP) Setups and Process Training Manual

3. Enter expense report lines according to the following table:


Item
Amount
GL Account
Airfare
1805.78
Accept the default
Meals
194.22
Accept the default
Car Rental
185.00
Accept the default

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4. Click on All Verified button one you entered the data.


5. Save your work.
Run the Expense Report Export program
5. Navigate to the Standard Request Submission form
(N) Other > Requests > Run
Choose Single Request
(B) OK
Name = Expense Report Export
Source = Payables Expense Reports
Organization Name = Vision Operations
8. Select (B) OK and Submit.
7. (B) Submit
Note: When the request completes, expense reports can be viewed by querying your expense
report in the Invoices window. Once submitted, this program will process all unprocessed
expense reports. If you dont see your expense report, it was probably processed by a request
submitted by another student.

8. View the invoice that was created.


(N) Invoices>Entry>Invoices
Enter invoice Number.
(B) Find.

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9. Close the form back to the Navigation menu

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Defining Withholding Tax Setups


Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Withholding Tax Payables Option and verify the setup.
(N) Setup> Options> Payables Options
2. (T) Withholding Tax

3. Review the following withholding tax options:


Use Withholding Tax = Checked
Apply Withholding Tax = At Invoice Validation Time
If the option is set to At Invoice Validation Time, the Withholding Tax lines and
distributions are created when you validate the invoice.
Create Withholding Invoice = At Invoice Validation Time
If the option is set to At Invoice Validation Time, a Withholding Tax invoice is
automatically created when you validate the invoice.
4. Close the form and return to the Navigator window.
Verify the Special Calendar is Set Up (Optional)
5. Navigate to the Special Calendar definition window.

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(N) Setup > Calendar > Special Calendar


6. Search for the Monthly Withholding calendar.

7. Verify that the calendar has periods set up.


Note that you can set up a special calendar if you want to define periods that Payables uses for
automatic withholding tax. The periods you define in the Special Calendar window are
completely separate from the periods you define in the Accounting Calendar window for your
AP Accounting Periods.
To use this calendar for withholding tax, ensure that there are three open periods: one for the
current time period, and two for future periods.
8. Close the form and return to the Navigator window.
Create a New Withholding Tax Code
9. Navigate to the Withholding Tax Details form
(N) Setup > Tax > Withholding > Codes
10. Create a new withholding tax code. Enter the following information:

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Operating Unit = Vision Operations


o Tax code = AWT-XXEDU
o Description = AWT-XXEDU
o GL Account = 01-000-2225-0000-000
o Tax Authority = Internal Revenue Services
o Site = Washington
o Rate Structure = Flat Rate
o Create Withholding Tax Group = Checked
o Tax Rates Region
o Type = Standard
o Effective Dates From/To: <First Date of Current Year>/<Last Date of Current Year>
o Rate = 10
Note that in the Tax Code and Description fields, that the XX should be replaced with their
student number.
11. Save.
12. Close the form and return to the Navigator window.
Verify the Withholding Tax Group Setup
13. Navigate to the Withholding Tax Groups window
(N) Setup > Tax > Withholding > Groups

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14. Search for the AWT-XXEDU group.

Notice that one tax code is associated with this group. There can be multiple withholding tax
codes with multiple tax authorities assigned to a group.
Notice that the tax authority is Internal Revenue Service.
15. Close the form and return to the Navigator window.
Verify a Tax Reporting Authority exists
16. Navigate to the Suppliers window.
(N) Suppliers > Enter
17. Search for Supplier = Internal Revenue Service.
18. (L) Organization.

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19. Note the Type = Tax Authority.


20. Close the page.

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AP - Oracle Payables (AP) Setups and Process Training Manual

Create Withholding Tax Invoices


Introduction
This section is aimed to guide you through entering Withholding Invoice
Creating Withholding Tax Invoice:
Responsibility: Payables Vision Operations (USA)
Create a Supplier
1. Navigate to the Supplier window.
(N) Suppliers > Entry
2. (B) Create Supplier.
3. In the Create Suppliers window, enter the following:
o Supplier Type = Standard supplier
o Organization Name = XXAWT Supplier
Note: Replace XX with your student number.
4. (B) Apply.
Create a Supplier Site
5. (L) Address Book.
6. (B) Create.
7. In the Address Book page, enter the following:
o Enter address, city, county, state and zip
o Address Name = You choose
o Address Purpose: Purchasing and Payment = Checked
8. (B) Continue.
9. Assign an operating unit to the supplier location.
o Operating Unit = Vision Operations
10. (B) Apply.
Enable Withholding Tax for the Supplier
11. (L) Tax Details.

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o Allow Withholding Tax = Checked


o Tax Group = AWT-XXEDU
12. Save.
Enable Withholding Tax for the Supplier Site
13. Navigate to the Supplier Sites region.

Allow Withholding Tax = Checked


Withholding Tax Group = AWT-XXEDU

14. Save.
Enter an Invoice for a Withholding Tax Supplier and Supplier Site
15. Navigate to the Invoices window.
(N) Invoices > Entry > Invoices

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16. Enter an invoice.


Type = Standard
Trading Partner = XXAWT Supplier
Invoice Num = XX-12000
Invoice Amount = 1000
Payment Method = Check
Enter a Line on the Invoice
17. (T) Lines.
(T) Lines
Type = Item
Amount = 1000
Distribution Account = 01-110-7650-0000-000
Note that the Withholding Tax Group defaults in from the supplier/supplier site.
18. Save.
Validate the Invoice
19. (B) Actions:
Validate = Checked
20. (B) OK.
View Withheld Amounts
21. (T) General.

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22. Review the Withholding Tax field and the Total field. Note that the Withholding Tax amount
is removed from the invoice amount.
23. (T) Lines.

Note that a withholding tax line has been added to the invoice.
View the Withholding Tax Invoice
24. Query the Withholding Tax Invoice:

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(N) Invoices > Inquiry > Invoices


o Trading Partner = Internal Revenue Service
o Type = Withholding Tax
o Date = Today's date
25. (B) Find.
26. View the invoice.

27. Note that the Description field contains the information on the Withholding Tax invoice,
including the invoice that the withholding tax invoice is associated with.
28. Close windows until you are back at the Navigator.
Note: You can assign a special pay group to your tax authority so you can do a payment batch
specifically for your withholding tax invoices.

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AP - Oracle Payables (AP) Setups and Process Training Manual

Create a Standard Purchase Order


Introduction
This section is aimed to guide you through entering Purchase Order
Creating Purchase Order:
Responsibility: Purchasing, Vision Operations (USA)
1. Navigate to the Enter Purchase Orders window.
(N) Purchase Orders > Purchase Orders
2. Create a standard purchase order:
Operating Unit = Vision Operations
Supplier = Advantage Corp
Buyer = Stock, Ms. Pat
3. Enter the following PO line:
Item = f10000
Quantity = 50
Price = 100
4. (B) Shipments.
5. Enter shipment lines according to the following table:
Num
Organization Ship To
Quantity
1
M1
M1-Seattle
18
2
M1
M1-Seattle
12
3
M1
M1-Seattle
20

Promised Date
Today + 5 days
Today + 10 days
Today + 15 days

6. (T) More. Enter Match Approval Level information for line 2 and 3 according to the
following table:
Receipt
Receipt
Num
Match
Invoice
Close
Close
Approval
Match
Tolerance
Tolerance
Level
Option
(%)
(%)
2
5
5
2-way
PO
3
5
5
2-way
PO
7. With the cursor on shipment line 1, choose (B) Distributions.
8. Enter the distribution lines according to the following table:
Destination
Quantity
Num
Charge Account
Type

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1

Expense

18

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01-110-7050-0000-000

9. Save your work. Close the Distributions window and return to the Shipments window.
10. With the cursor on shipment line 2, choose (B) Distributions.
11. Enter the distribution lines according to the following table:
Destination
Quantity
Num
Charge Account
Type
1
Expense
12
01-110-7050-0000-000
12. Save your work. Close the Distributions window and return to the Shipments
window.
13. With the cursor on shipment line 3, choose (B) Distributions.
14. Enter the distribution lines according to the following table:
Destination
Quantity
Num
Charge Account
Type
1
Expense
12
01-110-7050-0000-000
2
Expense
8
01-120-5341-0000-000
15. Save your work. Close the Distributions and Shipments windows to return to the
Purchase
Order window.
16. Select (B) Approve and submit the purchase order for approval, deselect all other
options.
17. Record your purchase order number _____________________

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Match to Purchase Order


Introduction
In this Section you will enter invoices and match them to a standard purchase order in the
following ways:
Match to PO Shipment Lines Your supplier shipped 26 units of the item and
billed you for them. The shipments were for the first and second shipment lines. The
rest of the purchase order will be shipped and billed at a later date. Use Invoice
XX5000 to match to PO for this method.
Match to PO Distributions - Your supplier has shipped 5 more units of the item
you ordered and therefore has billed you for them. The shipments were for the
second and third shipment lines. The remainder of the purchase order is on back
order and will be shipped and billed at a later date. Use Invoice XX6000 to match to
PO for this method.
Quick Match Your supplier has finally shipped the remaining units and
therefore has billed you for them. The shipment was for the balance of the second and
third shipment lines. Use Invoice XX7000 to match to PO for this method.
Responsibility: Payables Vision Operations (USA)
Match to PO Shipment Lines
1. Navigate to the Invoices window
(N) Invoices > Entry > Invoices
2. Enter the following invoice:
Type
Standard

Trading
partner
Advantage
Corp

Invoice
Number
XX5000

Amount
2600

Payment
Method
Electronic

3. (B) Match.
Supplier Name = Advantage Corp
Purchase Order Num = your standard PO number
4. (B) Find.
5. Enter match details according to the following table:
Match
Quantity
Unit Price
Match Amount
Invoiced
Checked
18
100
1800
Checked
8
100
800

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6. (B) Match.
7. In the Invoices window, click (B) All Distributions.

8. In the Invoices window, verify that the distribution total equals the invoice amount.
Match to PO Distributions
9. Navigate to the Invoices window
(N) Invoices > Entry > Invoices
10. Enter the following invoice:
Type
Trading
Invoice
partner
Number
Standard
Advantage
XX6000
Corp

Amount
500

Payment
Method
Electronic

12. (B) Match.


Supplier Name = Advantage Corp
Purchase Order Num = your standard PO number
12. (B) Find.
13. Enter match details for line 2, according to the following table:
Match
Quantity
Unit Price
Match Amount
Invoiced
100
Checked
2
100
200
Note: Leave line 1 blank.
14. Decide whether or not to accept the warning note.
15. With your cursor on line 2, select (B) Distribute.
16. Use the following information for your distribution:
Match
Quantity
Unit Price
Match Amount
Invoiced
Checked
2
100
200
17. (B) Match.
18. Close the Distributions window and return to the Matching window.
19. Enter match details for line 3, according to the following table:
Match
Quantity
Unit Price
Match Amount

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Invoiced

Checked

100
100
100

300

Note: Leave lines 1 and 2 blank.


20. With your cursor on line 3, select (B) Distribute.
21. Use the following information for your distribution:
Match
Quantity
Unit Price
Match Amount
Invoiced
Checked
2
100
200
Checked
2
100
200
22. (B) Match.
23. Close the matching windows.
24. In the Invoices window, verify that the distribution total equals the invoice amount.
Quick Match
25. Navigate to the Invoices window
(N) Invoices > Entry > Invoices
26. Enter the following invoice:
Type
Trading
Invoice
partner
Number
Standard
Advantage XX6000
Corp

Amount
500

Payment
Method
Electronic

PO Number
Your Purchase
Order Number

27. (B) QuickMatch.


Note that the invoice lines are automatically populated based on the remaining
purchase
order shipment lines.
28. (B) All Distributions.
29. In the Invoices window, verify that the distribution total equals the invoice amount.

AP - Oracle Payables (AP) Setups and Process Training Manual

Create a Special Calendar


Introduction
This section is aimed to guide you through creating a special Calendar
Creating Special Calendar:
Responsibility: Payables Vision Operations (USA)
1. Navigate to the Special Calendar definition window.
(N) Setup > Calendar > Special Calendar
Name = XXMonthly
Periods Per Year = 12
Type of Calendar = Recurring Invoice
2. Enter calendar periods beginning with the current month and 6 more.
3. Save your work.

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Create Recurring Invoices


Introduction
This section is aimed to guide you through creating a recurring invoice for a total of
$12,000 for the entire period with Advantage Corp. It is required to pay the same amount
each month but do not receive an invoice for the rent. Define a recurring invoice to
handle the creation of all the invoices for $2,000 for this supplier starting with the first of
the next month.
Creating Recurring Invoice:
Responsibility: Payables Vision Operations (USA)
1. Navigate to the Recurring Invoices window.
(N) Invoices > Entry > Recurring Invoices
Name = Advantage Corp
Site = SAN FRANCISCO
2. Enter the following calendar information:
Name = XXMonthly
Number of Periods = 6
First = This Month
3. Enter the Template Definition:
Number = XXRent
Description = Monthly Rent
4. (T) Line Definition. In the Distribution Origin section, select Distribution Set and select
your full Distribution set: XXUtilities.
5. (T) Amounts. Enter the following amounts:
First amount = 2000
Note: Number of Regular Invoices = 6.
6. (T) Payment. Ensure the Payment Method = Electronic.
7. Accept the default values for the remainder of the fields.
8. In the Number of Invoices field, enter 6.
Note: The Number of Invoices field is at the bottom of the window.
9. (B) Create Recurring Invoices.
10. Complete the invoice generation process. (B) OK.
11. Query your invoice in the Invoices window.
(N) Invoices > Entry > Invoices
(M) View > Find

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Trading Partner = XXIBM Corporation


12. Verify the invoices.
Note: The invoices will have the following name structure: XXRent-MONTH

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Place a hold on the Invoice


Assumptions
Replace XX with your terminal number or initials.
Placing a Hold on an Invoice:
Responsibility: Payables Vision Operations (USA)
1. Navigate to the Invoices window.
(N) Invoices > Entry > Invoices
2. Query invoice number XX6000
(M) View > Find
Trading Partner = Advantage Corp
Invoice Number = XX6000
3. (B) Find
Place a Hold on an Invoice
5. (T) Holds
Hold Name = Amount
6. Save
7. (T) General
Note that Holds = 1.

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Releasing a hold on the Invoice


Assumptions
Replace XX with your terminal number or initials.
Releasing a Hold on an Invoice:
Responsibility: Payables Vision Operations (USA)
Query an Invoice
1. Navigate to the Invoices window.
(N) Invoices > Entry > Invoices
(M) View > Find
Trading Partner = Advantage Corp
Invoice Number = XX6000
2. (B) Find.
Release the Hold
3. Use any Release Name to release your invoice on hold.
4. (T) Holds
Release Name = your choice from LOV
5. Save
6. (T) General
Note that Holds = 0
7. Close the form back to the Navigation menu

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Creating an Internal Bank Account


Assumptions
Replace XX with your terminal number or initials.
Creating an Internal Bank Account
Responsibility: Cash Management Vision Operations (USA)
Create a Bank
1. Navigate to Manage Banks and Branches.
(N) Setup > Banks: Banks
2. (B) Create.
3. Select Create a New Bank and enter the following data:
Field Name
Country
Bank Name

Value
United States
XXAPBANK

4. (B) Save and Next.


5. In the Create Bank: Bank Address page, (B) Create.
6. Enter the following data:
Field Name
Country
Address Line 1
City
County
State
Pin Code
Status

Value
United States
1 Main Street
San Francisco
San Francisco
CA
94501
Active

7. (B) Apply.
Note: Click Apply again if you get an error message for the Postal Code.
8. (B) Finish.
Create a Bank Branch
9. (T) Bank Branches.
10. (B) Create.

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11. Enter the following Bank Branch Information:


Country = United States
Bank Name = XXAP Bank
12. (B) Continue.
13. Enable the Create New Branch option.
14. Enter the following bank branch data:
Field Name
Branch Name
Branch Type

Value
XXAP Branch
ABA

15. (B) Finish.


Create Bank Account
16. Navigate to the Home page, and then navigate to the Manage Bank Accounts window.
(L) Home
(N) Setup > Banks: Bank Accounts
17. (B) Create.
18. Enter the following data.
Field Name
Country
Bank Name
Branch Name

Value
United States
XXAPBANK
XXAP Branch

19. (B) Continue.


20. Define the Account Owner and Use information.
Bank Account Owner = Vision Operations
Account Use
Payables = Checked
Receivables = Checked
21. (B) Next.
22. Enter the following information in the Account Information page:
Field Name
Value

AP - Oracle Payables (AP) Setups and Process Training Manual


Account Name
Account Number
Currency
Use Multiple Currencies
Account Type Description
Description

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XXAP Disbursement
XX-1234-5678
USD
Checked
Checking
Cash Disbursement Account

23. (B) Save and Next.


24. Enter the following information in the General Controls section of the Account
Controls page:
Field Name
Value
Cash
01-000-1110-0000-000
Bank Charges
01-720-7870-0000-000
Foreign Exchange Charges
01-000-2580-0000-000
Netting Account
No
Cash Clearing
01-000-1110-0000-000
Bank Errors
01-720-7870-0000-000
25. Enter the following information in the Payables Controls section of the Account
Controls page:
Field Name
Value
Multiple Currency Payments
Checked
Allow Zero Payments
Not Checked
Pooled account
Not Checked
26. (B) Save and Next.
27. (B) Add Organization Access.
Account Use
Payables = Checked
Receivables = Checked
Organization = Vision Operations
28. (B) Continue.
29. Review the GL Accounts for Payables
30. (B) Apply.
31. (B) Save and Next.

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32. (B) Create Contact.


33. Enter the Contact information.
First Name = Your name
Last Name = Your name
Email = you@email.com
34. (B) Apply.
35. (B) Finish.
Create Payment Documents
36. In the Manage Bank Accounts window, query the bank account you created.
(N) Setup > Banks : Bank Accounts
Account Name = XXAP Disbursement
(B) Go.
37. Select the bank account and click (B) Manage Payment Documents.
38. (B) Create.
39. Create a Check stock using the following information.
Name = XXAP Check Stock
Paper Stock Type = Prenumbered Stock
Format = External Check Format
First Document Number = 1000
Last Document Number = 1100
40. (B) Apply.
41. (B) Create.
42. Create an Employee Check stock using the following information.
Name = XXAP Employee Check Stock
Paper Stock Type = Prenumbered Stock
Format = External Check Format
First Document Number = 1000
Last Document Number = 9900
43. (B) Apply.
Review Bank Accounts
44. Navigate to the Home page, and switch to Payables, Vision Operations (USA)
responsibility.
45. Navigate to the Standard Request Submission window.
(N) Other > Requests > Run
46. Run the Bank Account Listing Report
Name = Bank Account Listing

AP - Oracle Payables (AP) Setups and Process Training Manual


Sort Accounts By = Banks, Branch, Account Name
Include Active/Inactive Accounts = Both
Effective Date = Todays Date
47. Select OK and Submit.
48. View the report output.
(M) View > Requests
All my requests = Checked
(B) Find.

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Create a Quick Payment


Assumptions
Replace XX with your terminal number or initials.
Creating a Quick Payment
Responsibility: Payables Vision Operations (USA)
Change Payment Method to Check
1. Navigate to the Invoices window:
(N) Invoices > Entry > Invoices
2. Find invoice XX5000.
(M) View > Find
Trading Partner = Advantage Corp
Invoice Number = XX5000
3. (B) Find.
4. Update the payment method to check
Payment Method = Check
5. Save.
Make the Quick Payment
6. Navigate to the Payment Workbench window.
(N) Payments > Entry > Payments
7. Enter data in the following fields:
Type = Quick
Trading Partner = Advantage Corp
Supplier Site = SAN FRANCISCO
Payment Date = Todays date (for example, 30-APR-2007)
Payment Amount = 2,600.00
Bank Account = XXAP Disbursement
Payment Method = Check
Payment Process Profile = select one of the XXAP Check Stock options from the LOV
Remit-to-Account = XXXXXX4321
Select Invoice to be Paid
8. (B) Enter/Adjust Invoices.
The Select Invoices window displays all invoices that are validated and ready to be
paid.
Note: If you do not see your invoice in the Invoice Number list of values, return to the
Invoice Workbench to ensure it is validated.

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9. Select Invoice XX5000.


10. Save by clicking the Save icon in the tool bar.
11. Return to the Payment s window.
The invoice you selected in the Select Invoices window, XX5000, now appears in the
lower region of the Payments window.

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Create Payment Process Request Template


Assumptions
Replace XX with your terminal number or initials.
Create a Payment Process Request Template
Responsibility: Payables Vision Operations (USA)
Navigation
1. Navigate to the Payments Manager.
(N) Payments > Entry > Payments Manager
2. Navigate to the Create Payment Process Request Template page.
(T) Templates > (B) Create
Specify Template Header Information
3. Enter header information in the following fields:
Name = XXTemplate
Description = XXTemplate Description
Specify Payment Selection Criteria
4. (T) Scheduled Payment Selection Criteria.
5. Enter data in the following fields.
Number of Pay From Days = leave blank
Additional Pay through Days = 0
Payee = Advantage Corp
Payment Method = Check
6. Under the Pay Groups region, select the Specify radio button.
7. (B) Add.
8. Select XXPay Group.
Specify Payment Attributes
10. (ST) Payment Attributes.
11. Enter data in the following fields.
Disbursement Bank Account = XXAP Disbursement
Payment Document = XXAP Check Stock (Note: The format of the Payment
Document must match the format of the Payment Process Profile.)
Payment Process Profile = Long Check Format
Payment Exchange Rate Type = Corporate
Specify Degree of Payment Process Request Automation
12. (ST) Process Automation.
13. Select the check box for Stop Process for Review After Scheduled Payment Selection.

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14. Select the check box for Stop Process for Review After Creation of Proposed Payments.
15. In the Create Payment Instructions drop-down list, select the Initiate When Payment
Process Request is Complete option.
16. (B) Apply.

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Payment Process Request with Stops


Assumptions
Replace XX with your terminal number or initials.
Pre-requisites
Create 3 invoices on todays date with payment method Check and payment Terms as Immediate
Create a Payment Process Request with stops
Responsibility: Payables Vision Operations (USA)
1. Navigate to the Payments Manager.
(N) Payments > Entry > Payments Manager
Navigation
2. Navigate to the Submit Payment Process Request page:
(T) Payment Process Requests
(B) Submit Single Request
Enter Header Information
3. Enter data in the following fields:
Payment Process Request Name = XX Payment Process Request
Use Template = XXTemplate
Data from the template defaults onto the payment process request. You can now
change data
in any subtab of the payment process request if desirable.
Enter Selection Criteria
4. (ST) Scheduled Payment Selection Criteria.
5. Data defaults from the template into the following fields:
Pay From Date = Todays date
Pay Through Date = Todays date
Payee = Advantage Corp
Payment Method = Check
Pay Group = XXPay Group
Enter Payment Attributes
6. (ST) Payment Attributes.
7. Data defaults from the template into the following fields:
Payment Date = Todays date
Disbursement Bank Account = XXAP Disbursement
Payment Process Profile = Long Check Format
Payment Exchange Rate Type = Corporate
Specify the Degree of Automation for Payment Processing

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8. (ST) Processing.
9. Data defaults from the template into the following fields:
Stop Process for Review After Scheduled Payment Selection = Check because you
want the process to stop for this payrun.
Stop Process for Review After Creation of Proposed Payments = Check because
you want the process to stop for this payrun.
Create Payment Instructions = Wait for Standard Request Submission
10. (B) Submit.
Because both of the stop check boxes have been selected in the Processing subtab and
manual submission of the payment instructions has been specified, the payment
process request will stop at the following points:
after scheduled invoices have been selected
after documents payable have been built into payments
when the payment process request is ready to build payments into payment
instructions
Stop 1: The payment process request stops in the Views region of the Payment
Process Requests page. Note that the status of the payment process request is Invoices
Pending Review.
Review Selected Invoices
11. To review the invoices selected by your payment process request (XX Payment Process
Request), navigate to the (B) Views window, select All of Todays, and (B) Go.
The payment process requests for today display.
12. (B) Refresh Status until you see that the status of your payment process request (XX
Payment Process Request) is Invoices Pending Review.
13. (I) Start Action of your payment process request (XX Payment Process Request).
The Payment Process Request: Selected Scheduled Payments page displays.
Remove a Selected Invoice from the Payment Process Request
14. To remove one of the three invoices from the payment process request, select the check
box in the Select column of the applicable row and (B) Remove from Request.
15. (B) Yes when the system asks you if you want to remove this invoice from the
payment process request.
The Search Selected Scheduled Payments region now shows two invoices instead of three.
Change the Amount of a Selected Invoice

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16. You decide that you only want to pay Advantage Corp part of one of the invoices. To
change the amount of invoice, change the amount directly in the Payment Amount field.
17. (B) Submit.
Stop 2: The payment process request stops in the Views region of the Payment
Process Requests page.
The status of the payment process request changes from Invoices Pending Review to
Assembling Payments and then stops with the status of Pending Proposed Payment
Review.
Review the Proposed Payment
18. To review proposed payments, (I) Start Action in the applicable row (XX Payment
Process Request).
19. To view the invoices selected to be paid within the Vision Operations payment, (L)
Amount.
The Payment: <Number> page displays.
20. To view the invoices included in the Vision Operations payment, expand the
Documents region.
21. The status in the header indicates Instruction Created..
Review Documents within the Payment
22. To review the details of the documents (invoices) within the payment, (L) XX1000 and
(L) XX16000
23. After reviewing the invoices, if you are satisfied with the documents to be included
within the proposed payment, return to the Payment Process Request window to select
the Run Payment Process option from the Actions drop-down list.
24. (B) Go.
25. (B) Refresh Status to refresh the status for the request.
This action runs the payment process request and you are now ready to create
payment instructions.
The payment process request stops in the Views region of the Payment Process
Request page.

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Create and Apply a Prepayment


Introduction
This section is aimed to guide you through entering Prepayments and its application
Creating Prepayment Invoice:
Responsibility: Payables Vision Operations (USA)
1. Navigate to the Invoices window
(N) Invoices > Entry > Invoices
2. Enter your Prepayment invoice:
Type = Prepayment
Trading Partner = Advantage Corp
Site = SAN FRANCISCO
Invoice Date = Todays Date
Invoice Num = PP11000
Invoice Amount = 2500
Description = Deposit for Sales/Customer Banquet
Prepayment Type = Temporary
Settlement Date = Todays Date
Payment Method = Electronic
3. Enter the Prepayment invoice line:
Type = Item
Amount = 2500
Note that the distribution line is automatically generated to the Prepayment account.
4. Validate the Prepayment.
5. Pay the Prepayment.
6. In the Payments window, enter the payment information.
Type = Quick
Bank Account = XXAP Disbursement
Payment Date = Todays Date
Document = Electronic
Payment Process Profile = US NACHA Generic
Remit To Account = your Supplier Remit To Account
7. Save your Work.
8. Navigate to the Invoices window
(N) Invoices > Entry > Invoices
9. Find the Prepayment Invoice.
10. Navigate to the Invoices window

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(N) Invoices > Entry > Invoices


11. Enter an invoice with the following details
Type = Standard
Trading Partner = XXIBM Corporation
Site = SAN FRANCISCO
Invoice Num = PP12000
Invoice Amount = 6001.59
Payment Method = Electronic
Note Oracle Payables reminds you that there is a prepayment available for your supplier.
Click (B) OK to accept this note.
12. Enter the invoice lines:
Type = Item
Amount = 6001.59
Distribution Account = 01-402-7695-0000-000.
13. Validate the invoice.
(B) Actions
Validate = Checked
(B) OK.
Note: if you are using automatic withholding tax, youll want to apply the prepayment prior to
validating the invoice.
14. Apply the Prepayment.
(B) Actions:
Apply/Unapply Prepayment = Checked
(B) OK
15. In the Apply/Unapply Prepayments window, apply the prepayment.
Apply = Checked
Amount to Apply = 2500
16. (B) Apply/Unapply.
17. Close the Apply/Unapply window.
18. Validate the invoice.
19. View the Distributions and note the prepayment distribution.