Complete Payment

Process Request (PPR)

Documentation
Contributed by:
Vinay Kumar Cheruku & Venkata Krishna Tetala

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Table of Contents
1. Introduction 3
2. What is PPR (Payment Processing Request) Process and why we need that? 4
3. Create New Check Format 6
4. Create New Bank and Branch 10
5. Create New Bank Account 17
6. Create New Payment Method 33
7. Create Payment Process Profile 38
8. Create Supplier and Supplier Site 50
9. Update Payment Method in Supplier 55
10. Run PPR Process 60

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 1. Introduction

This document is divided into 3 sections.

Section 1 – Introduction
This will cover the introduction and high level process of Payment Processing Request process.

2) What is PPR (Payment Processing Request) Process and why we need that?

Section 2 - Setups
This will cover all set ups required to run the PPR process.

3) Create New Check Format

4) Create New Bank and Branch
5) Create New Bank Account
6) Create New Payment Method
7) Create Payment Process Profile
8) Create Supplier and Supplier Site
9) Update Payment Method in Supplier

Section 3 – Demo
This will cover demonstration of PPR process.

10) Run PPR Process

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 2. What is PPR (Payment Processing Request) Process and why we
need that?

Payment Processing Request process will allow to pay the multiple invoices same time. This is the
feature in R12. Earlier we used to have payment batches to pay the multiple invoices.

Unlike 11i payment batches, PPR process will allow us to select the multiple invoices for payment by
selection criteria and we can pause the invoice selection and payment.

Payment manager can review the invoices selected and he can add or remove those invoices from the
Payment Process. Payment manager can individually dismiss the payment if necessary, and restart the
payment build process.

Mainly pay run handled in following steps –

1) Selection of the invoices for payment

2) Grouping the invoices into payments
3) Building the payment instruction files to either print checks or send instructions to bank.

Steps in processing of Payment processing request –

1) Document Selection:
Invoices will be selected based on the due date, discount date, pay group and other criteria provided
while submitting the PPR. After selecting the documents, the invoices are locked to prevent
other check runs from selecting the same invoices.

If the PPR has been setup to ‘​Stop Process for Review after Scheduled Payment Selection​’, the process
stops for user review. Then the status of the PPR is set to ‘​Invoices Pending Review​’.

If the PPR has not been enabled to ‘​Stop Process for Review after Scheduled Payment Selection​’, then
at the end of the invoice selection, build program is submitted automatically.

If no invoices met the selection criteria and no payment schedules selected for payment, the PPR is
cancelled automatically and the status of PPR is set to ‘​Cancelled – No Invoices Selected​’.

2) Build Payments

A Payment Process Request is a group of documents payable that a source product submits to Oracle
Payments for payment service processing. Program ‘​Build Programs​’ will get submitted to
process the payments. This program will select the Invoice or similar document that needs to be
paid.

If the Payment Process Request has the internal bank account and Payment Process Profile (PPP)
assigned to it, the same is assigned to all the documents in the PPR. If a default internal bank
account and PPP were not provided when submitting the PPR, Oracle Payments attempts to
default the values. If it cannot find a default value for all the documents, the PPR is set to
INFORMATION REQUIRED​ status. The display status of the PPR is ‘​Information Required –

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 Pending Action​’. User should complete the missing information and run the Payment Process to
continue.

After this, Oracle Payments validates all the documents using Payment Method based validations and
then payment format based validations. If all the documents pass validation, all the documents
are set to a status of ​VALIDATED​ and PPR request status is set to ‘​Documents Validated​’. If
there is any validation failure occurs, then Payment Process Request is updated to ‘​Failed
Document Validation​’. After that, rejected documents will be released so that another PPR
process will process them.

Validated documents are grouped into proposed payments based on the grouping rules. Payments are
built after the grouping rules. If the PPR setup, ‘​Stop Process for Review After Creation of
Proposed Payments​’ is enabled, the PPR status will be set to ‘​Pending Proposed Payment
Review​’. This status prevents further processing until user takes action. If this option to stop for
review is not enabled, the status of the PPR is set to ‘Payments Created’.

3) Format Payments

When a PPR is submitted, Create Payment Instruction Flag can be either ​Y​ or ​N
Y​ – Payment Instruction will be automatically created after payments are created.
N​ – Application waits for standard request submission for Payment Instruction.

The following processing occurs during the format step.

● Number the payments – Check Numbering

● Create XML Extract message
● Pass the extract to XML publisher
● Oracle XML Publisher (BI publisher) applies the format template
● BI publisher formats and stores the output
● Oracle Payments then updates the status of the Payment Instruction and the Payments.
If successful, the status of Payments and Instruction is ‘Formatted’.

After this, Users can load stationery into the printer and print checks at this stage.

4) Confirm Payments
This will record the Print Status of the checks to ​Confirm​ the payments.

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 3. Create New Check Format

Here is the navigation to go Bank Account setup.

Navigation: Xerox GSC US Payables Manager → Setup → Payment Administrator

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Select ​Formats – Go To Task​ button.

Click on ​Create​ button.

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Enter Format details as required.

Click on Format ​Code, Name, Data Extract and XML Publisher Template​ details.

Then click on ​Apply​.

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Payment Check Format has been created.

Technical Information:
After creating new payment check formats, data will be inserted into following tables

1) IBY_FORMATS_B
2) IBY_FORMATS_TL

Sql Queries:

select *
from IBY_FORMATS_B
where FORMAT_CODE = 'XRX_PAY_CHK_STANDARD_CITI_1';

select *
from IBY_FORMATS_TL
where FORMAT_CODE = 'XRX_PAY_CHK_STANDARD_CITI_1'
and language = USERENV('LANG');

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 4. Create New Bank and Branch

Here are the steps to create new bank.

Navigation: US Payables Manager → Setup → Payment → Banks and Bank Branches

Bank details page would open like this.

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Click on ‘Create’ button to create the new Bank.

A page would pop up like this to enter details.

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Enter Country, Bank Name and Bank Number, then click on Save and Next.

A page would pop up for Bank Address. Click on Save and Next.

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Then click on Finish button to complete the set up for creation of Bank.

Now the ‘Bank of America’ bank set up has been completed.

Technical Queries:

After creating the bank, a new record has been inserted into ​hz_parties​ table.

View to get complete Bank details is:

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iby_ext_banks_v

Creation of Bank Branch:

Click on Create Branch button create the branches for that bank.

Country and Bank Name would come automatically from Bank set up. Click on Continue.

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Enter Branch Name and Branch Type.

Then Click on Save and Next.

Enter Branch Address details if any, then click on Save and Next.

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Enter Branch Contact details if any, then click on Finish.

Bank Branch has been created successfully.

Technical Details:

After creating the new bank branch, a new record will be inserted into hz_parties table.

View to get complete Bank details is:

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iby_ext_bank_branches_v

5. Create New Bank Account

Bank Name ‘CITI BANK’ and Branch Name ‘NEW YORK’ has already been created.

Now creating the new bank account.

Here is the navigation to go Bank Account setup.

Navigation: Xerox GSC US Payables Manager → Setup → Bank Accounts

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Click on ​Create​ Button to create the new Bank Account.

Query to get Bank and Bank branch details.

select *
from CE_BANKS_V
where BANK_NAME = 'CITI BANK';

select *
from CE_BANK_BRANCHES_V
where BANK_NAME = 'CITI BANK';

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Update the ​Country​, ​Bank name​ and B
​ rach name​. Then click on ​Continue.

Enter ​Bank Account owner​ which is ​Legal Entity​ name, and select ​Account Use​.

Then Click ​Next​.

Now Account Information needs to be entered.

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Enter mandatory fields which are: ​Account Name, Account Number, Currency and Check whether
Multiple Currencies Allowed or not​.

Update ​Account type​ also.

Click on ​Save and​ ​Next​.

Now Account Controls information needs to be entered.

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Enter ​Cash, Cash Clearing, Bank Charges and Bank Errors​ account details.

Also, enter Payables Controls details (​Multiple Currency Payments, Allow Zero Payments, Maximum
Outlay and Maximum Payment​), as displayed in the screenshot.

Rest of the fields in this page are either populated with default values or not mandatory.

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Click on ​Save and Next​.

Now ​Account Access​ details needs to be entered.

Click on ​Add Organization Access​ button to give access this account to multiple operating units.

Enter ​Account Use​ and ​Organization​ details, then click on ​Continue.

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Then ​Payables Options and Receivables Options​ accounting information will be populated.

These values will be retrieved from Accounting Controls set up in the same page.

Click on ​Apply​.

A page with Organization details will be opened like this.

Do the same exercise for other 2 operating units in the same legal entity.

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Click on ​Save and Next​.

Enter Contact information, if necessary.

We are not entering this information. Click on ​Finish.

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Bank Account has been created.

Query to get Bank Account details.

select *
from CE_BANK_ACCOUNTS
where BANK_ACCOUNT_NAME = 'XRX_US_OPERATIONS_ALL_USD';

Query to verify, to how many organizations, bank account has been assigned.

select *
from CE_BANK_ACCT_USES_ALL
where bank_account_id = 13001;

Now Enter Payment Document details.

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Click on ​Manage Payment Documents.

Click on ​Create​ button.

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Enter ​Name, paper Stock Type, Format, First Available Document Number and Last Available
Document Number​ details. Click on ​Apply.

Similarly create 4 other Payment Documents.

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Now 5 Payment Methods have been created.

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Update the Format in these Payment Documents.

Click on Manage Payment Documents.

Click on ​Update

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Update the Format details.

Then Click on ​Apply.

Update this Format in other Payment Documents also.

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Query to get Payment Document details​:

select *
from CE_PAYMENT_DOCUMENTS
where PAYMENT_DOCUMENT_NAME = 'XRX-US-OPER-USD-1';

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 6. Create New Payment Method

After creating the Bank details, we need to create the Payment Method.

Here is the navigation to go Bank Account setup.

Navigation: Xerox GSC US Payables Manager → Setup → Payment Administrator

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Click on ​Payment Methods - Go To Task​ button.

Click on ​Create​ button.

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Enter Payment Method ​Code, Name and Description​.

Then click on ​Next.

We don’t have to uncheck anything, just click on ​Next.

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Click on ​Next.

Click on ​Finish.

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Payment Method has been created.

Payment Method data is inserted into the following tables.

1) IBY_PAYMENT_METHODS_TL
2) IBY_PAYMENT_METHODS_B

Sql Queries:

select *
from IBY_PAYMENT_METHODS_TL
where PAYMENT_METHOD_CODE = 'P-CARD'
and LANGUAGE = userenv('LANG');

select *
from IBY_PAYMENT_METHODS_B
where PAYMENT_METHOD_CODE = 'P-CARD';

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 7. Create Payment Process Profile

Create Payment Process Profile to process invoices payments based on the selection criteria we have
selected.

Here is the navigation to go Bank Account setup.

Navigation: Xerox GSC US Payables Manager → Setup → Payment Administrator

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Click on ​Payment Process Profiles – Go To Task​ button.

Click on ​Create​ button to create new Payment Process Profile.

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A new page will be opened like this. Enter the required details.

Enter Payment Process Profile ​Code, Name, Description, Payment Instruction Format and Processing
Type​ details.

These Payment Process Profile header details will be inserted into following table.

1) IBY_PAYMENT_PROFILES

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Sql Query

select *

from IBY_PAYMENT_PROFILES

where payment_profile_name = 'Standard Check Format USD CITI';

In Usage Rules, select ​Specify​ button then select ​Add​ button.

Select ​PAYMENT CARD​ from the list and click ​Select​.

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Payment Method Name has been added to the profile.

We need to specify the Bank for this profile.

Select ​Specify​ button in ​Internal Bank Accounts​ and click on ​Add.

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Select ​Bank Account Name​ from the list and click on ​Select​ button.

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Now select Currency information to be used for this profile.

Select ​Specify​ button in ​Currencies​ and click on ​Add​.

Select ​USD​ Currency Code as showed in the screenshot.

Usage rules data will be inserted into following table.

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IBY_APPLICABLE_PMT_PROFS

Sql Query:

select *

from IBY_APPLICABLE_PMT_PROFS

where system_profile_code = 'XRX_IBY_CHK_USD_CITI';

Enter Payment Instruction Creation Rules details.

Check ​First Party Organization, First Party Legal Entity, Payment Currency and Payment Function
buttons.

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Then click on ​Save and Add Details​ button.

Click on ​Apply.

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Payment Process Profile has been created.

After creating the Payment profiles, data will be inserted into following tables.

1) IBY_SYS_PMT_PROFILES_TL
2) IBY_SYS_PMT_PROFILES_B

Sql Query:
select *
from IBY_SYS_PMT_PROFILES_TL
where SYSTEM_PROFILE_NAME = 'Standard Check Format USD CITI'
and language = userenv('LANG');

select *
from IBY_SYS_PMT_PROFILES_B
where SYSTEM_PROFILE_CODE = 'XRX_IBY_CHK_USD_CITI';

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Update Payment Format in this Payment Profile.

Query Payment Process Profile.

Click on ​Update​ button.

Select ​Payment Instruction Format​ tab and update ​Payment Instruction Format​.

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Update the Payment Instruction Format and click on ​Apply​.

Payment Process Profile has been updated.

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 8. Create Supplier and Supplier Site

Create a new Supplier and Supplier site.

Navigation: Xerox Supplier Management GP – Central Supplier → Suppliers

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Click on Create Supplier button.

Enter Supplier Name and click on Apply.

Supplier Header has been created.

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SQL Query:

select *

from ap_suppliers

where vendor_name = 'TEST SUPPLIER 100';

Click on ​Address Book​ and click on ​Create​ button to create the new supplier site.

Enter Address details and click on Continue.

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Select Site and click on Apply.

Supplier Site ‘001 WEBSTER’ has been created successfully.

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SQL Query:

select *

from ap_supplier_sites_all

where vendor_id = (select vendor_id

from ap_suppliers

where vendor_name = 'TEST SUPPLIER 100');

Supplier site details are updated in the main page.

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 9. Update Payment Method in Supplier

Assign Payment Method to the existing supplier to process the invoice.

Supplier Name: ROCHESTER INSTITUTE TECHNOLOGY

Navigation:

US Payables Manager → Oracle Payables → Suppliers → Inquiry

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A new page will be opened like this.

Query with the Supplier name

Update the payment method for the active supplier site.

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Click on ​Payment Details​.

A page will be opened like this.

Click on Update Payment Details.

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Update the Payment Method default value to ​PAYMENT CARD ​and click on ​Save.

A confirmation message will be displayed.

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SQL Query to find the Payment Method of a supplier:

SELECT ieppm.ext_party_pmt_mthd_id,

sup.vendor_name,

assa.vendor_site_code,

ieppm.payment_method_code,

assa.org_id,

sup.vendor_id,

assa.vendor_site_id

FROM ap_supplier_sites_all assa,

ap_suppliers sup,

iby_external_payees_all iepa,

iby_ext_party_pmt_mthds ieppm

WHERE sup.vendor_id = assa.vendor_id

AND assa.vendor_site_id = iepa.supplier_site_id

AND iepa.ext_payee_id = ieppm.ext_pmt_party_id

AND ( (ieppm.inactive_date IS NULL) OR (ieppm.inactive_date > SYSDATE))

AND sup.vendor_name = 'ROCHESTER INSTITUTE TECHNOLOGY'

AND assa.vendor_site_code = 'ROCH 7 LOMB'

AND assa.org_id = 182

AND primary_flag = 'Y';

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 10. Run PPR Process

Create an Invoice
Create an Invoice using Invoice Batches and try to pay the invoice using the PPR process we have
created.

Navigation:

US Payables Manager → Oracle Payables → Invoices → Entry → Invoice Batches

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Sql query to get the Batch Name information is​:

select *x

from AP_BATCHES_ALL

where BATCH_NAME = 'TEST_CITI_INV_BATCH_900';

Enter the Batch Name and click on ​Invoices.

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A form will be opened like this. Enter the required details.

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Enter ​Supplier Name (Trading Partner), Supplier Num, Supplier Site, Invoice Date, Invoice Num and
Invoice Currency, Invoice Amount, Terms Date and Terms​ and Save it.

As per Xerox Customizations, update Document Location Number in zoom form on header level.

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SQL Query to get the Invoice Header details:

select *

from AP_INVOICES_ALL

where INVOICE_NUM = 'TEST_CITI_INV_BATCH_900';

At line level, enter required details.

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Enter ​Amount and Default Distribution Account ​and click ​Save.

SQL Query to get the Invoice Line Details:

select *

from AP_INVOICE_LINES_ALL

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where INVOICE_ID = 17386177;

Invoice Distribution is:

Sql Query to get the Invoice Distribution details are:

select *

from AP_INVOICE_DISTRIBUTIONS_ALL;

Approve the Invoice.

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Click on ​Actions ​and select ​Force Approval, ​then select ​OK.

Approval status has been changed.

Click on ​Actions​ button, then select ​Validate​ and click ​OK.

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Status has changed to Needs Revalidation. Remove the Hold for this invoice.

Sql Query to get the Invoice Hold information is:

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select *

from AP_HOLDS_ALL

where INVOICE_ID = 17386177​;

Pay the Invoice using PPR Process

Navigation to select PPR process

Navigation: US Payables Manager → Oracle Payables → Payments → Entry → Payments Manager

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A new page like this will get opened.

Click on ​Submit Single Payment Process Request​.

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Enter required details in this page.

Enter ​Payment Process Request Name, Pay From Date and Payment Method​.

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Click On Payment Attributes tab.

Enter ​Disbursement Bank Account, Payment Document, Payment Process Profile, Payment Exchange
Rate Type.

Click on ​Processing​ tab.

Select the check boxes, based on the requirement.

Here Process will be stopped after reviewing the Scheduled Payment Selection and after creation of
Proposed Payments.

Click on Validation Failure Results tab.

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Change the Document value from LOV, based on the requirement.

After updating all these details in the PPR Process, click on Submit.

PPR process submitted successfully.

Following program have been submitted in the background.

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Verify the status of the PPR process.

SQL Query to get these details:

SELECT *

FROM AP_INV_SELECTION_CRITERIA_ALL

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where checkrun_name = 'USD10112017154900';

In Processing tab, we have enabled the check box to

Status is ​Invoices Pending Review​. Click on ​Start Action​.

SQL Query to get the select invoice details:

select * from AP_SELECTED_INVOICES_ALL

where CHECKRUN_NAME = 'USD10112017154900';

Verify whether correct invoices got selected or not. We can remove the invoices from the list.

If everything looks good, select the invoice and click on ​Submit​.

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Payment request submitted. Click on ​Refresh Status​ to verify the latest status.

Following program will be submitted in the background.

Sql Queries to verify the Build Payment details:

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select *

from IBY_PAY_SERVICE_REQUESTS

where CALL_APP_PAY_SERVICE_REQ_CODE = 'USD10112017154900';

select * -- PAYMENT_ID

from IBY_DOCS_PAYABLE_ALL

where PAYMENT_SERVICE_REQUEST_ID = 1421

and CALLING_APP_DOC_REF_NUMBER = 'TEST_CITI_INV_BATCH_900';

select *

from IBY_PAYMENTS_ALL

where PAYMENT_SERVICE_REQUEST_ID = 1421

and PAYMENT_ID = 104002;

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Status has changed to ​Pending Proposed Payment Review​. Click on ​Start Action​.

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Verify the Invoice details and click on ​Go.

Make sure to check the invoice number to be selected in the program.

Following program will be submitted in the background.

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SQL Query to get Payment Format Instruction details:

select *

from IBY_PAY_INSTRUCTIONS_ALL

where PAYMENT_INSTRUCTION_ID =176941;

The output of Program ‘​Format Payment Instructions​’ is the output of the Check.

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This gets printed on the check.

Status has changed to ​Formatting. ​Reference details are updated and status is ​Ready for Printing​.

Click on ​Take Action​.

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Enter Printer details and click in ​Print​.

Following program will be submitted in the background.

Sql Query to get XML Documents associated with a particular transaction generated:

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SELECT *

FROM IBY_TRXN_DOCUMENTS

where PAYMENT_INSTRUCTION_ID =176941;

Status of the Reference has been changed to ​Submitted for Printed​.

Click on ​Take Action​.

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Verify the Supplier details and click on ​Record Print Status.

Click on ​Continue.

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Now we are updating the status as ​Printed​. This process can’t be reversed.

Ignore the Warning and Click on ​Apply.

Following program will be submitted in the background.

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Payment has been ​Confirmed​ and status is updated to ​Printed​.

SQL Queries to verify the confirmed invoices:

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select * from AP_CHECKS_ALL

where CHECKRUN_NAME = 'USD10112017154900'

order by CHECK_NUMBER desc;

select *

from AP_INVOICE_PAYMENTS_ALL

where CHECK_ID in (select CHECK_ID

from AP_CHECKS_ALL

where CHECKRUN_NAME = 'USD10112017154900');

select *

from AP_PAYMENT_SCHEDULES_ALL

where INVOICE_ID in (select INVOICE_ID

from AP_INVOICE_PAYMENTS_ALL

where CHECK_ID in (select CHECK_ID

from AP_CHECKS_ALL

where CHECKRUN_NAME = 'USD10112017154900'));

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Payment Dash board​ will update this PPR process in the ​Completed​ section.

Verify the Invoice

Query the Invoice.

Click on ​View Payments​ tab.

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Payment has been completed using PAYMENT CARD and the date.

Click on ​Payment Overview​ to see the additional details.

PPR process name, Bank details is appearing in the Payment Overview.

Hence our PPR process has paid as expected to the Supplier.

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