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AP Shell Test Script April 11, 2002


Items to Test: Invoice Entry Vendor Entry Payment processing Period Close What happens when an recruit becomes an employee, will we be able to keep track of all of the checks sent to one individual or will that information get lost during change of vendor types Will we be able to create a dummy posting for 1099 vendor types year to date so they do not show up on the GL Can we enter customer number at the site level or the invoice level, can we enter tax registration at the site level Confirm invoice aging report is acceptable What happens if more than ten invoices are tied to a single payment What happens if we enable the VAT (AP-5, 6) later Test running the "Invoices Transfer to GL&FA" to confirm that we won't get errors because we don't have fixed assets How can we segregate Electronic funds transfer from a check run, do we need separate pay groups Will we have to enter a project number and client number for every invoice? Clean up table Run the invoices transfer to GL and FA request set and confirm that there are no problems even though we don't have fa installed. Entering Employees confirm that we can enter employee business groups Entering T&E expense reports Applying Advances to T&E Reports Check invoice hold and approval reasons

Janice, please complete the following steps Log onto http://oracleprod.prtm.com:8002/OA_HTML/US/ICXINDEX.htm User name: Katey As Expectedword: Cunningham I assume that you have logged onto Oracle before, if not you will need to download JInitiator software, which will take about five minutes. Select the PRTM_AP_Manager responsibility As you go through the following steps, please keep track of the following: How does Oracle compare to Peachtree in terms of ease of entry or time required to complete the transaction? Do you receive any error messages or does anything not work right? Is there any customization that would make your life easier?

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Notes: The accounting period which Kunal set up is January of 99. If you try to enter any invoices is a period other than January of 99, Oracle will give you an error. When you do enter invoices in Jan 99, it will also give you an error asking if you know that was over a year ago. Just say ok. When you try and generate payments you are going to get some errors because we havent set up the check printer yet.

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Business Scenarios Test Sequences


Test Status: Draft, Review, Success, and Defective
RD 070 Cross Ref Tests Business Scenarios Test Name Tester1 Tester2 Tester3 Date Notes

10 20 30 50 60 70 90 100 110 120 130 140 150 160 170 180 190 200

Open AP Accounting Period Able to go to the last period and future periods. Enter and Maintain Supplier Records. Enter an invoice Process and pay rent (Recurring Invoices) Run AutoApproval from the Navigator. Cancel Unpaid Invoices. Invoice Distribution Correction. Test unable to enter duplicate vendor invoices Hold Payments to selected suppliers, invoice Run Invoice on Hold Report Enter Manual Check/Quick Check. Able to switch to different bank account numbers. Select Invoices for payment and print checks. Able to run a check preview. Payable Inquiry. Search by Inv#, Check#, Vendor name & or #. Void Check. Post to General Ledger Run reports. Payables Month-End Processing. Payables Close Period.

Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel Emanuel

29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 29-Mar-10 30-Mar-10 30-Mar-10 30-Mar-10 30-Mar-10 30-Mar-10 30-Mar-10 30-Mar-10

Pass

Pass Pass Pass Fail Pass Fail Pass Pass Pass Pass Pass Pass Pass Pass Pass Pass Pass Fail

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10 Test Specification Open AP Accounting Period


RD.070 Reference Number Step Action or Path Expected Results Notes

10.1

10.2

Open Current AP Period SetupCalendarAccountingAP Accounting Period Find the period youd like opened. Change the Status field of that period from Never Opened to Open. Save your work.

As Expected

Opened the Nov-09 period The status is changed from Never Opened to Open without any error

The period status field will show Open. Payables transactions entry and posting should be allowed to the open accounting period; not allowed for a future (unopened) period. Record should save without error.

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20 Test Specification Enter and Maintain Supplier Records


RD.070 Reference Number Step Action or Path Expected Results Notes

20.1

Add several new suppliers. Including at least one of your PO suppliers, rent supplier, utility supplier and an employee. Add a couple with more than one site. SuppliersEntry Enter the types of suppliers mentioned above. Enter Name at the header. Enter type information on the Classification tab. (Type for PO, rent and utility supplier should be SUPPLIER, type for Employee should be EMPLOYEE. Also include employee name. Employee name should default from HR tables (assuming Employees have already been entered as part of the PO implementation. Enter Paygroup (Note: if necessary PayGroup can be entered at the site level.) Paygroup will be used to group payments together. For example, you may want to have a Supplier paygroup and an Employee paygroup. SuppliersEntry (B) Sites Provide address information. Check site Uses that apply. Save your work. Click on Accounting tab. Is default information correct? For one supplier site, change the default liability account. Save your work

Verify additional information defaults are correct. Employee will automatically generate. As Expected

Entered supplier as -Test Employee (Database), Test PO Supplier, Test Rent Supplier, Test Utility Supplier & Test Multiple Site

As Expected Entered the Classification Type as Employee, Office Supplies, Rent, Administrative & Office Services for the above suppliers respectively

As Expected

Pay group for Employee is changed to EMPLOYEE and for others it is defaulted as Wire The Accounting Information for the segment Account is defaulting as code=211053 (Imprest PayableEmployees)even for the new suppliers other than employees which is Incorrect Tested the Test Rent Supplier Liability account from Imprest Payable to Vendor Payable successfully Changed the Test Rent Supplier Address

As Expected Record should save without error Default information should be what was entered in Financial Options in AP. Record should save without error Record should save without error As Expected Changes should display.

20.2

Update a supplier record SuppliersEntry (Query supplier name) Update the Supplier Address for the rent supplier. Save your work. Query the changes.

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30 Test Specification Enter an Invoice not Matched to a Purchase Order and Run Batch Approval
RD.070 Reference Number Step Action or Path Expected Results Notes

30.1

Enter an invoice InvoicesEntryInvoice Batches <if Batching is on> Enter Batch information InvoicesEntryInvoices<if Batching is not on> Use one of the suppliers entered in the last step. On the Invoice form, enter all fields highlighted in yellow. Save your work. InvoicesEntryInvoices (B) Distributions Enter full amount of the invoice to a valid distribution. Save your work. As Expected You should be able to pick your supplier and see the site you entered. As Expected Invoice header information should save without error. Distribution total = 0.00 As Expected You should be able to enter accounting distribution manually. Record should save without error and the Invoice Total Distribution Total numbers at the upper right should be equal.

Entered the Invoice No- Test Inv1 for supplier Test Utility Supplier

Entered the Distribution as 11.81.954.604010.0000.0000 for the above Invoice

30.2 30.3

Enter two invoices for the same vendor site. Save your work. Create two at least two distribution lines for one invoice (enter client number and project number at the prompt Save your work.

As Expected Record should save without error As Expected Record should save without error As Expected

Entered Test Inv2 for the Vendor Test Utility Supplier for the same site Entered Invoice no Test Inv3 for the supplier Test Rent Supplier with 2 Distribution Lines as 11.81.954.604010.0000.0000 11.81.954.621010.0000.0000

30.4

30.5

Make one invoice a Pay Alone invoice. This is done by checking the Pay Alone box on the Invoice form. (Tab several times. Field is on the far right.) Save your work. Enter a capital asset invoice. Be sure to code the expense distribution to the asset clearing accout. Save your work.

Record should save without error As Expected Record should save without error FAIL

Entered the Invoice no. Test Inv4 for the supplier Test Multiple Site by checking the Pay Alone check box Asset Clearing Account code not available in LOV of the Invoice Distribution

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RD.070 Reference Number Step Action or Path Expected Results Notes

30.6

Run AutoApproval in batch mode to approve the invoices youve entered for payment. From the menu bar: View>Requests>Submist a New Request Single Request Name: Payables Approval Parameters Option: All Paygroup: select if applicable (i.e.: Supplier) Monitor the request.

Ran the Invoice Validation process refer Request ID= 645393 which completed normally As Expected

30.7

Query the Invoices you just approved. InvoicesEntryInvoices (Ctrl + F11)

AutoApproval should complete without error. AutoApproval should not result in any matching holds. The holds on each of the invoice selected for AutoApproval should be 0 and the Status for thevoice should show as Approved. As Expected As Expected

The Entered Invoices are approved and validated

30.8

Enter and approve a few more invoices using different suppliers.

Entered Invoices for supplier A D Handy Co, Inc and A-1 Copier Tec. Inc. and validated the same manually

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50 Test Specification Create Recurring Invoices and Approve


RD.070 Reference Number Step Action or Path Expected Results Notes

50.1

Create Recurring Invoices (MUST setup special calendar firstthis should have been done prior to the testing phase) Invoices EntryRecurring Invoices First, you will create a Recurring Invoice template: Enter the rent Supplier, special calendar, Number of periods to be used in creating invoices, and the Starting Period. Click on the Template Definition Tab. Give the template a name, number and distribution set or PO. Click on the Amounts tab. Enter the amount of monthly rent. Leave Change % at 0. Leave the Special Invoices amount fields and associated period fields blank. Save your work. Second, you will generate Recurring invoices: Invoices EntryRecurring Invoices (B) Create Recurring Invoices In the Create Invoices window, choose Create. The new invoices are now regular invoices and must be approved before they can be posted or paid. Save your work.

Error during Creating Recurring Invoices Refer File attached AP step 50.1 for screen shot of the error Fail Periods not opened and Calendar not created for recurring Invoices

Should be able to save Template without errors. Subsequent activity to the above step Invoices should be generated without errors. Fail

50.2

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60 Test Specification Run Approval from the Navigator


RD.070 Reference Number Step Action or Path Expected Results Notes

60.1

Submit AutoApproval in batch mode. OtherRequestsView Select Single Request Select Payable Approval in the Name field Parameters Option: All Paygroup: select if applicable (i.e.: Supplier) Monitor the request.

AutoApproval should complete successfully and print a summary of holds placed (if any apply). As Expected

Ran the Invoice Validation request in Batch Mode refer Request ID= 645398 which completed successfully without any holds

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70 Test Specification Cancel Unpaid Invoice


RD.070 Reference Number Step Action or Path Expected Results Notes

70.1

Cancel unpaid invoices. Click on one of invoices entered above in test 30. InvoicesEntryInvoices Query one of invoices entered. Select Actions and Cancel and OK. If you re-query, the Invoice shows a status of Cancelled.

Invoice should have status of Cancelled. Fail

Tried canceling the Invoice No- Test Inv1 for supplier Test Utility Supplier which failed due to GL period not opened Error code-APP-SQLAP-10706Refer the file attached for screen shot of the error

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90 Test Specification Modify Invoice Distributions


RD.070 Reference Number Step Action or Path Expected Results Notes

90.1

Modify invoice distribution for one of the invoices you have created -- adjust to different expense account, reverse existing distribution line, create a new distribution line. InvoicesEntryInvoices Query an invoice you have already created. InvoicesEntryInvoices (B) Distributions Click on the distribution line youd like to reverse. Click on the Reverse Button. Say Yes.

Reversed the Invoice Distribution for the Test Inv2 for the Supplier Test Utility Supplier From 11.81.954.604010.0000.0000 To 11.81.954.604080.0000.0000 As Expected A new line will be create with a negative amount equal to the amount in the line reversed. A new distribution will be saved. As Expected As Expected Revered the distribution for the supplier Boise Cascade Invoice no. 311661 which was posted in period of Jun 09 Ran the Invoice Register refer Request ID= 645405 for the supplier Boise Cascade and verified the report for the reversed Distribution Invoice Ran the Invoice Register- refer the Request ID= 645402 which shows the reversed distribution in the output of the report

Enter the correct distribution. Save your work. Validate the corrections view invoice in the invoice inquiry screen & run Invoice Register Report Try to reverse a distribution for an invoice that has been posted in an earlier period. Validate the corrections view invoice in the invoice inquiry screen & run Invoice Register Report

90.2

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100 Test Specification Duplicate Invoice Number for One Supplier


RD.070 Reference Number Step Action or Path Expected Results Notes

100. 1

Check Duplicate Invoice Number entry. Try to enter same invoice number for supplier. InvoicesEntryInvoice Batches

Should not be allowed to do this. As Expected

Tried entering the Same Invoice number with the same supplier and the system throws a Error message APP-SQLAP10024 This value already exists.

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110 Test Specification Hold Payment to Supplier


RD.070 Reference Number Step Action or Path Expected Results Notes

110. 1

Hold Payment to Supplier SuppliersEntry Query Supplier go to tab Control and click on check box Hold All Payments Save your work. This will not allow Supplier to be paid. Try to enter payment to Supplier.

User should be able to update Supplier record. As Expected User should not be able to issue Payments As Expected

Modified the Test Rent Suplier at site level by checking the Hold All Payments field at the Supplier form System hold the payments only if Hold is placed at site level only

Tried making payment to the above supplier after modifications and system throws error APP-SQLAP-10047

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120 Test Specification Check Invoices on Hold


RD.070 Reference Number Step Action or Path Expected Results Notes

120. 1

Run Invoice on Hold Report OtherRequestView, select Invoice on Hold

Review holds; resolve any accounting holds As Expected

Ran the request Invoice on Hold Report refer request ID= 645410 which shows the output for Hold Invoices

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130 Test Specification Enter Manual Check


RD.070 Reference Number Step Action or Path Expected Results Notes

130. 1

130. 2

Enter Manual Check. PaymentsEntryPayments Enter payment information like bank account and document type. Click Enter/Adjust Invoices. Select the invoice to be paid. Save your work. Print Check. Click on the Actions button on the Payments window. PaymentsEntryPaymentsActionsActions: Check Format and Print Now. Click OK.

Should be able to select and pay invoice for supplier. As Expected A check image should be created> Check concurrent request for Format Payments. As Expected

Refer the Document Num 1571 for payment to supplier Test Multiple Site and manual Check/Document no 41109 for supplier A-1 Copier Tec. Inc. Refer the Concurrent ID= 645413 and 645414 for Payment Process Manager and Format Payments (Standard Oracle) for payment made to supplier Test Utility Supplier and Document no-1572

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140 Test Specification Execute a Check Run


RD.070 Reference Number Step Action or Path Expected Results Notes

140. 1

Submit AutoSelect, the process that automatically selects all invoices ready / eligible for payment. (Dont format payments or print payment register) PaymentsEntryPayment Batches Enter required Payment Batch information. Enter the pay through date as the last day of the period. Leave PayGroup blank. Save your work. PaymentsEntryPayment Batches (B) Actions Select Invoices Build Payments, and Print Preliminary Payment Register Click OK.

You should be able to create a Payment Batch. As Expected Three concurrent jobs should be kicked off. One for the AutoSelect, one for the Build and one for the Preliminary Payment Register. As Expected

140. 2

Submit Preliminary Payment Register From the Menu bar: View> Requests> Find Click on the line for the Preliminary Payment Register. Click on the View Output Button.

All 3 jobs should complete with a status of Normal As Expected You should be able to view the invoices that have been selected for payment. As Expected

Refer concurrent Payment Process Manager (645417), AutoSelect (645418), Build Payments(645419) and Preliminary Payment Register (645420) completed successfully The request Preliminary Payment Register output shows the Payment Batch shows the Invoice nos and payment amounts for the Invocies

140. 3

Pull and Invoice out of the payment batch. PaymentsEntryPayment Batches Re-query your batch - F11, Enter your Batch name, Ctrl + F11 Click on Actions. Deselect Format Payments. Select Modify Payment Batch. Click OK. You will be taken to Modify Payment Batch window. Set the Pay flag on an invoice in the batch to No. Click Build.

As Expected

Refer concurrent ID= 645424 for Build Payments after modification in the payment batch

Concurrent process to rebuild should launch. As Expected

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RD.070 Reference Number Step Action or Path Expected Results Notes

140. 4

Short pay in invoice in the payment batch: At the Payment Batches form, requery your batch again. (F11, Enter your Batch name, Ctrl + F11) Click on Actions. Deselect Format Payments. Select Modify Payment Batch. Click OK. Decrease the amount of the Payment (Change the amount in the Maximum field)

Modified the Batch Payments successfully by decreasing the amount of one of the invoices As Expected Payment amount should be decreased. As Expected

140. 5

140. 6

Run the Preliminary Payment Register to see your changes: At the Payment Batches form, requery your batch again. (F11, Enter your Batch name, Ctrl + F11) Click on Actions. Deselect Format Payments. Select Print Preliminary Payment Register. Click OK. From the Menu bar: View>Requests: Preliminary Payment Register View Output. Format the Batch: At the Payment Batches form, requery your batch again. (F11, Enter your Batch name, Ctrl + F11) Click on Actions. Accept Format Payments selection. Click OK. From the Menu bar: View>Requests: Format Payments View Output. Confirm a portion of the Checks (Simulating a Printer Jam) At the Payment Batches form, requery your batch again. (F11, Enter your Batch name, Ctrl + F11) The Batch Status should now show as Formatted Click on Actions. Accept Confirm Payment Batch selection. Click OK You should be taken to the Confirm Batches form. Record the first 2 check in the batch as Printed. Click Restart Batch button. Enter the document number to use (should be the next one after the 2 printed checks). Build and Format Checks again and confirm the rest of the batch completely.

As Expected

The concurrent ID= 645429 For Preliminary Payment Register is run which shows the decrease n the amount of the selected batch

Changes made in 14.3 and 14.4 should be reflected in the report. The concurrent ID= 645528 for Format Payments (Standard Oracle, Form Feed) in submitted As Expected Formatted check images should be for expected amounts (i.e.: should include changes made above) The concurrent ID= 645533 for Format Payments (Standard Oracle, Form Feed) in submitted

140. 7

As Expected

In the end all payments (checks) in the batch should have a status of Printed.

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150 Test Specification View Supplier Payment History


RD.070 Reference Number Step Action or Path Expected Results Notes

150. 1

View Supplier Payment History by Supplier Type PaymentsInquiry

See both pre-payment and final invoice payments recorded on vendor history. As Expected

150. 2

View Paid Invoice History & Details InvoicesInquiry

See payment method (check) and number detailed under invoice payments As Expected

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160 Test Specification Void a Check


RD.070 Reference Number Step Action or Path Expected Results Notes

160. 1

Void check from Payment Batch PaymentsEntryPayments Select Actions click Void.

Void check should be on report Void Payment Register. Invoice should be able to be paid again. As Expected

Voided the Document 41113 paid on 30Nov-09 for the Supplier Accountemps Invoice No 30045570

160. 2

Query Invoice to see Paid amount =0 InvoicesInquiry

Paid amount =0 As Expected

The above Invoice is Open for Payment now

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170 Test Specification Post All Previous Transactions from Payables to the GL
RD.070 Reference Number Step Action or Path Expected Results Notes

170

Post to GL. OtherRequestsView, select Payables Transfer to GL

Should post all approved entries in AP to GL As Expected

Selected the Create Accounting Tab in the Invoices Batch and the Payables Accounting Process ID= 645550 is submitted Submitted the Request Payables Transfer to General Ledger Concurrent ID= 645549 The entrees are Posted to Gl refer the Journal Import Execution Report request ID= 645553

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180 Test Specification Run Payables Reports


RD.070 Reference Number Step Action or Path Expected Results Notes

180. 1

OtherRequestsView Run Invoice Register Report Run Vendor Payment History Report Run Key Indicators Reports Run AP Trial Balance Report Run Vendor Listing Report Run Expense Distribution Report

Verify all reports complete and data is accurate. As Expected

Invoice Register Request ID= 645568 Supplier Paid Invoice History=Request ID= 645555 Key Indicators Report=Request ID= 645556 Accounts Payable Trial Balance=Request ID= 645557 Suppliers Report=Request ID= 645558 Expense Distribution Report Not Available

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190 Test Specification Run Month End Reports


RD.070 Reference Number Step Action or Path Expected Results Notes

190. 1

Payables Month-End Processing. OtherRequestsView Run Posting Holds Report Run Expense Distribution Detail Report Run Payables Transfer to GL Submit Month-end reports

List of invoices not posting to GL period due to posting holds; resolve; re-run if necessary until report is clear. Review distributions before posting. Make corrections if necessary. Create journal entries in GL Review all reports in report set. Particularly, Posted Invoices Register Posted Payments Register Accounts Payable Trial Balance As Expected

Invoice on Hold Report=Request ID= 645569 Expense Distribution Report Not Available Payables Transfer to General Ledger=Request ID= 645549 Posted Invoice Register =Request ID= 645562 Posted Payment Register=Request ID= 645563 Accounts Payable Trial Balance=Request ID= 645557 Unaccounted Transactions Report=Request ID= 645560

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200 Test Specification Close the AP Period


RD.070 Reference Number Step Action or Path Expected Results Notes

200. 1

Close Current Period. DO NOT PERMANENTLY CLOSE. SetupCalendarAccountingAP Accounting Periods Change the Status from Open to Closed. Save your work. Attempt entry of an invoice to closed period. Use closed period for GL Date. InvoicesEntryInvoice Batches

Period update should be made without error. Failed Period will not be available for further invoice entry in AP. Oracle will reject the GL Date for the closed period. As Expected

The period for Nov-09 did not got closed although the Period Close Exceptions Report and Unaccounted Transactions does not show any struck entries Refer screen shot attached Depending on above point

200. 2

200. 3

Re-Open the just close period, add an invoice for a vendor and approve it. SetupCalendarAccountingAP Accounting Periods InvoicesEntryInvoice Batches Run the Unposted Invoice Sweep OtherRequestsView Choosing to move unposted distributions to the next accounting period. Close the current period again in AP Open next period. SetupCalendarAccountingAP Accounting Periods

You should be able to enter an invoice into the previously closed (now open) period. As Expected Verify results of the Sweep. Failed Next period should show Open status and last period should be Closed. Failed

Refer the Invoice n. Test Inv 10 entered in Sep-09 period

200. 4 200. 5

Not allowed to close the period the Unaccounted Transactions Report for sweep does not show any records Depending on above point