Accounts

Payable Super
User
Student Guide
 Table of Contents

Introduction to Oracle Payables Release 11 [Edu0936z]..............................................................................

1-1
Introduction to Oracle Payables Release 11..................................................................................................
1-2
Product Integration.........................................................................................................................................
1-4
Course Overview.............................................................................................................................................
1-5
Tracing the Flow of Default Values.................................................................................................................
1-6

Setting Up Suppliers [Edu0938z]....................................................................................................................

2-1
Setting Up Suppliers.......................................................................................................................................
2-2
Setting Up Suppliers and Supplier Sites........................................................................................................
2-4
Avoiding Duplicate Suppliers..........................................................................................................................
2-5
Entering Basic Supplier Information [Nav3801z].......................................................................................
2-6
Entering Detailed Supplier Information: Classification Region [Nav3802z]...............................................
2-8
Entering Detailed Supplier Information: General Region [Nav3803z]........................................................
2-10
Entering Detailed Supplier Information: Bank Accounts Region [Nav3804z]............................................
2-11
Entering Detailed Supplier Information: Invoice Tax Region [Nav3805z]...................................................
2-13
Entering Detailed Supplier Information: Tax Reporting Region [Nav3806z]..............................................
2-15
Entering Detailed Supplier Information: Control Region [Nav3807z].........................................................
2-17
Entering Detailed Supplier Information: Payment Region [Nav3808z]......................................................
2-19
Entering Detailed Supplier Information: EDI [Nav3809z]...........................................................................
2-23
Entering Detailed Supplier Information: Withholding Tax [Nav3810z].......................................................
2-25
Entering Information at the Supplier Site Level..............................................................................................
2-27
Entering Basic Supplier Site Information: Sites Region [Nav3811z]..........................................................
2-28
Entering Detailed Supplier Site Information: Site Uses [Nav3812z]..........................................................
2-29
Entering Detailed Supplier Site Information: Accounting [Nav3813z]........................................................
2-31
Using Flexible Address Format [Nav3814z]...............................................................................................
2-33
Entering Employees as Suppliers [Nav3815z]...........................................................................................
2-35
Searching and Reviewing Supplier Information Online [Nav3816z]..........................................................
2-36

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 Maintaining Supplier and Supplier Site Information [Nav3817z]...............................................................
2-38
Selecting Supplier Reports.............................................................................................................................
2-40
Summary........................................................................................................................................................
2-41

Merging Suppliers [Edu0939z]........................................................................................................................

3-1
Merging Suppliers...........................................................................................................................................
3-2
Merging Suppliers...........................................................................................................................................
3-4
Identifying Duplicate Suppliers.......................................................................................................................
3-6
Merging Suppliers [Nav3818z]....................................................................................................................
3-7
Maintaining Reports As an Audit Trail............................................................................................................
3-9
Summary........................................................................................................................................................
3-10

Entering Basic Invoices [Edu0942z]...............................................................................................................

4-1
Entering Basic Invoices..................................................................................................................................
4-2
Entering Invoices............................................................................................................................................
4-4
Assigning a Default GL Date..........................................................................................................................
4-5
Entering Batch Invoices..................................................................................................................................
4-6
Creating Batch Control Forms........................................................................................................................
4-7
Entering an Invoice Batch [Nav3822z].......................................................................................................
4-8
Entering Invoices in Batches [Nav3823z]...................................................................................................
4-9
Oracle Payables Invoice Types.......................................................................................................................
4-10
Entering Invoice Information...........................................................................................................................
4-11
Entering Basic Invoice Information [Nav3824z].........................................................................................
4-12
Using AutoEntry Defaults to Speed Invoice Entry..........................................................................................
4-14
Entering Distributions Manually......................................................................................................................
4-15
Entering Invoice Accounting Details [Nav3825z]........................................................................................
4-16
Recording Freight Charges.............................................................................................................................
4-19
Enabling Automatically Create Freight Distribution [Nav3826z]................................................................
4-20
Entering Freight Distribution for an Invoice [Nav3827z]............................................................................
4-22

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 Prorating Freight and Miscellaneous Charges [Nav3828z]........................................................................
4-24
Defining a Distribution Set [Nav3829z].......................................................................................................
4-26
Reviewing and Maintaining Batch Invoices....................................................................................................
4-28
Summary........................................................................................................................................................
4-29

Entering Recurring Invoices [Edu0945z].......................................................................................................

5-1
Entering Recurring Invoices............................................................................................................................
5-2
Recurring Invoices Overview..........................................................................................................................
5-4
Defining Special Calendar Names [Nav3842z]..........................................................................................
5-5
Defining Recurring Invoice Templates [Nav3843z].....................................................................................
5-7
Entering Recurring Invoice Amounts [Nav3844z].......................................................................................
5-9
Creating Recurring Invoices [Nav3845z]....................................................................................................
5-11
Summary........................................................................................................................................................
5-13

Processing Other Invoice Functions [Edu0946z]..........................................................................................

6-1
Processing Other Invoice Functions...............................................................................................................
6-2
Applying Holds................................................................................................................................................
6-4
Applying Holds to Supplier Site Invoices [Nav3846z]................................................................................
6-6
Applying Holds to Selected Invoices [Nav3847z].......................................................................................
6-8
Applying Holds to Scheduled Payments [Nav3848z].................................................................................
6-9
Releasing Holds..............................................................................................................................................
6-10
Manually Releasing Holds..............................................................................................................................
6-11
Releasing Holds for One Invoice or Group of Invoices [Nav3849z]...........................................................
6-12
Approving Invoices.........................................................................................................................................
6-14
Submitting Batch Approval [Nav3850z]......................................................................................................
6-15
Approving Invoices Online [Nav3851z]......................................................................................................
6-17
Approving Invoice Batches Online [Nav3852z]..........................................................................................
6-19
Canceling Invoices [Nav3853z]..................................................................................................................
6-20
Adjusting Invoice Amounts [Nav3854z]......................................................................................................
6-22
Summary........................................................................................................................................................
6-24

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Performing Invoice Inquiry [Edu0947z]..........................................................................................................
7-1
Performing Invoice Inquiry..............................................................................................................................
7-2
Invoice Inquiry.................................................................................................................................................
7-4
Finding Invoices [Nav3855z].......................................................................................................................
7-5
Finding Invoice Distributions [Nav3856z]...................................................................................................
7-6
Reviewing High-Level Invoice Information [Nav3857z]..............................................................................
7-8
Calculating Supplier Balances [Nav3858z]................................................................................................
7-10
Summary........................................................................................................................................................
7-12

Entering Manual Payments [Edu0952z].........................................................................................................

8-1
Entering Manual Payments............................................................................................................................
8-2
What Is a Manual Payment?..........................................................................................................................
8-4
Recording a Manual Payment [Nav3879z].................................................................................................
8-5
Selecting Invoices [Nav3880z]....................................................................................................................
8-7
Selecting Invoices from the Invoice Workbench [Nav3881z].....................................................................
8-8
Paying Invoices from the Invoice Workbench: Payment [Nav3882z]........................................................
8-10
Scheduling Payments from the Invoice Workbench [Nav3883z]...............................................................
8-12
Paying Suppliers with Future Dated Payments [Nav3884z].......................................................................
8-14
Adjusting Selected Invoices for Manual Payments [Nav3885z].................................................................
8-16
Summary........................................................................................................................................................
8-18

Processing Computer-Generated Single Payments [Edu0953z].................................................................

9-1
Processing Computer-Generated Single Payments.......................................................................................
9-2
Computer-Generated Payments.....................................................................................................................
9-4
Selecting Invoices to Pay [Nav3886z]........................................................................................................
9-5
Paying Invoices from the Invoice Workbench [Nav3887z].........................................................................
9-6
Creating and Maintaining Computer-Generated Payments [Nav3888z]....................................................
9-8
Summary........................................................................................................................................................
9-10

Processing Payment Batches [Edu0954z].....................................................................................................

10-1

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 Processing Payment Batches.........................................................................................................................
10-2
Payment Batches Overview............................................................................................................................
10-4
Initiating New Payment Batches [Nav3889z].............................................................................................
10-5
Finding Payment Batch Templates [Nav3890z]..........................................................................................
10-8
Modifying Payment Batches [Nav3891z]....................................................................................................
10-9
Formatting Payment Batches [Nav3892z]..................................................................................................
10-11
Confirming Payment Batches Overview.........................................................................................................
10-13
Confirming Complete Payment Batches [Nav3893z].................................................................................
10-15
Finding High-Level Payment Information [Nav3894z]................................................................................
10-17
Finding Payments in the Payment Workbench [Nav3895z].......................................................................
10-19
Processing EDI Payments Overview..............................................................................................................
10-21
Creating an EDI Outbound Format Payment Document [Nav3896z]........................................................
10-23
Creating EDI Payments [Nav3897z]...........................................................................................................
10-25
Processing Flexible Payments Overview.......................................................................................................
10-26
Processing Flexible Payments: Suppliers [Nav3898z]...............................................................................
10-27
Setting Up Supplier Bank Accounts [Nav3899z]........................................................................................
10-28
Verifying Supplier Bank Assignments [Nav3900z].....................................................................................
10-30
Processing Flexible Payments [Nav3901z]................................................................................................
10-31
Summary........................................................................................................................................................
10-33

Entering Prepayments [Edu0955z].................................................................................................................

11-1
Entering Prepayments....................................................................................................................................
11-2
Prepayments Overview...................................................................................................................................
11-4
Entering Prepayments [Nav3902z].............................................................................................................
11-6
Entering Prepayment Distributions [Nav3903z].........................................................................................
11-8
Applying Prepayments to Invoices [Nav3904z]..........................................................................................
11-10
Apply/Unapply Prepayments from Invoices [Nav3905z]............................................................................
11-12
Unapplying Prepayments from Invoices [Nav3906z].................................................................................
11-13
Approving and Paying Prepayments..............................................................................................................
11-15

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 Applying Advances to Expense Reports [Nav3907z].................................................................................
11-16
Identify and Review Available Prepayments...................................................................................................
11-18
Controlling Availability of Prepayments..........................................................................................................
11-19
Canceling Prepayments..................................................................................................................................
11-20
Summary........................................................................................................................................................
11-21

Recording Stop and Void Payments [Edu0956z]...........................................................................................

12-1
Recording Stop and Void Payments...............................................................................................................
12-2
Stop and Void Payments: Overview...............................................................................................................
12-4
Recording Stop Payments [Nav3908z].......................................................................................................
12-5
Releasing Stop Payments [Nav3909z].......................................................................................................
12-7
Voiding Payments [Nav3910z]....................................................................................................................
12-9
Voiding Unused Payment Documents [Nav3911z].....................................................................................
12-3
Summary........................................................................................................................................................
12-5

Prorating Freight, Sales Tax, and Miscellaneous Charges [Edu0962z]......................................................

13-1
Prorating Freight, Sales Tax, and Miscellaneous Charges.............................................................................
13-2
Recording Freight Charges.............................................................................................................................
13-4
Enabling Automatically Create Freight Distribution [Nav3939z]................................................................
13-5
Entering Prorated Freight and Miscellaneous Charges [Nav3940z]..........................................................
13-7
Entering Freight Distribution Information [Nav3941z]................................................................................
13-9
Prorating Taxes Across Invoice Distributions [Nav3942z]..........................................................................
13-11
Summary........................................................................................................................................................
13-13

Managing Automatic Tax Calculation [Edu0963z].........................................................................................

14-1
Managing Automatic Tax Calculation.............................................................................................................
14-2
Setting Up Automatic Tax Calculation [Nav3943z].....................................................................................
14-4
Setting Up Suppliers and Supplier Sites [Nav3944z].................................................................................
14-6
Using Automatic Tax Calculation [Nav3945z].............................................................................................
14-8
Summary........................................................................................................................................................
14-11

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Producing Reports [Edu0969z].......................................................................................................................
15-1
Producing Reports..........................................................................................................................................
15-2
Defining Reports and Requests Sets..............................................................................................................
15-4
Submitting Requests (Reports or Programs) [Nav4311z]..........................................................................
15-5
Defining Submission Schedules [Nav4312z]..............................................................................................
15-7
Defining Completion Options [Nav4313z]..................................................................................................
15-9
Submitting Request Sets [Nav4314z].........................................................................................................
15-11
Summary........................................................................................................................................................
15-13

Completing the AP Cycle [Edu0970z].............................................................................................................

16-1
Completing the AP Cycle................................................................................................................................
16-2
AP Close Cycle...............................................................................................................................................
16-4
Submitting Mass Additions.............................................................................................................................
16-6
Recording Asset Information in Oracle Payables [Nav4315z]...................................................................
16-9
Submitting Mass Additions Create Program [Nav4316z]...........................................................................
16-11
Transferring Accounting Details to General Ledger [Nav4317z]................................................................
16-13
Moving Unresolved Exceptions to the Next Period [Nav4318z].................................................................
16-15
Controlling AP Accounting Periods (Closing the Period) [Nav4319z]........................................................
16-17
Reconciling Accounts Payable Activity for the Period....................................................................................
16-19
Purging Records.............................................................................................................................................
16-20
Summary........................................................................................................................................................
16-22

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