Oracle Apps Payables Training 8may

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Oracle Apps Accounts Payable Training

Account Payables -- Jaspreet Singh
Agenda
Payables
P2P Cycle Payables Overview Accounting entries P2P Payables Integration Payables Open Interface Payables Setups Options Payment Terms Distribution Set Holds Payables Period Banks Payables Flow of Default Values
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FOR INTERNAL USE ONLY 2010 Capgemini. All rights reserved
Agenda
Payables
Supplier Payables Invoices Oracle Payments Difference 11i vs R12 Payables Payments Payment Process Payables Expense Report & Credit Card Payables Transaction Tax in Payables Payables Period Close Payables Reports
purchase requisition | request for quotation | quote analysis | purchase order | receipt to purchase order | invoice to purch ase order | payment to purchase order | transfer to GL
P2P Cycle
Create Purchase Requisition
Create Request for Quotation (RFQ)
Quotation Analysis
Supplier Selection
Payment to PO
Invoice to PO
Receive PO Items
Create PO
Payables Overview
Accounting entries P2P

1. At the time of Delivery of Materials in to Inventory
---------------------------------------------------Materials A/c Dr To Receiving Inventory A/c 2. At the time of receipt ------------------------------
Receiving inventory a/c dr

3. At the time of invoice --------------------------------
to Inventory AP Acurral a/c
Inventory AP Accural a/c dr]' to Liability a/c 4. At the time of payment ------------------------Liability a/c dr to Cash or Bank
Payables Integration
Payables 2 way Integration Payables 1 way Integration
Projects
Receivables
Payments
Assets
Purchasing
Cash Management
HR
I Expense
GL
I Supplier Portal
Payables Open Interface

Payables Open Interface
Payables Invoice Open Interface to load invoices from a variety of sources including invoices generated from the Pay on Receipt Autoinvoice process, EDI invoices generated by the e-Commerce Gateway, invoices from credit card and procurement card transactions and invoices from external systems. You can load standard invoices as well as credit memos using the Payables Invoice Open Interface. Once invoices are loaded, use the Payables Open Interface Import process to validate them and load them into Payables.
Payables Expense Report Open Interface

Is used to interface Expenses form I-Expense
Payables PCard Open Interface

Employees purchase items directly from suppliers using a credit card and then the credit card issuer sends transaction files directly to your company. You can import credit card transaction files from your card issuer directly into Payables
Payables Credit Card Open Interface

Use SQL*Loader scripts to load credit card transactions for corporate credit (travel) cards into the open interface if you are using a credit card program.
Payables Matching Open Interface

Use SQL*Loader to load the required information into the purchasing interface table
Payables Supplier Open Interface

Use the Payables Supplier Open Interface to load supplier data from external systems.
Payables Setups Options

Financial Option Payables Option Payable System Setup Options
Financial Options - Accounting
Financial Options Supplier Purchasing Tab
Financial Options - Tax
Financial Options Human Resources
Payables System Option
Payables Option
Payables Option Currency Tab
Payables Option Tax Reporting Tab
Payables Option Invoice Tab
Payables Option Approval Tab
Payables Option - Matching
Payables Option - Interest
Payables Option Expense Report
Payables Option - Payment
Payables Option Withholding Tax
Payables Option Supplier
Payment Terms
Payment Terms
Payment Terms Contd
Payment Term
Distribution Set
Distribution Set
Holds
Payables Period
Bank
Bank
Bank
Bank
Bank
Bank Branch Click on create Branch
Bank Branch
Bank Account
Bank Branch
Bank Account
Bank Account
Payables Flow of Default Values

Flow of Default Values Defaults set at higher levels flow down to lower levels where you can override them. Defaults reduce data entry by providing default values based on corporate policy. Optional defaults (especially the higher level ones) should be left blank if you frequently override them. Purchase order matched invoices will receive defaults from the purchase order you specify when you match.
Supplier
Payables Suppliers
Supplier Pages
Payables Suppliers
Supplier Quick Update
This is default page that the system displays when you initially access the profile details for a supplier. The page provides access to the main Hold flags for the supplier, along with site-level key purchasing and payment setup attributes.
Payables Suppliers
Supplier Company Profile Organizations
Payables Suppliers
Supplier Company Profile Tax Details
Here enter tax details and specify withholding applicability. The options you select for a supplier default to the new supplier sites you enter, then default to invoices you enter for that site. If you do not allow withholding tax for a supplier, you cannot allow withholding tax for any of the supplier's sites.
Payables Suppliers
Supplier Company Profile Address Book
Define how supplier sites can be used by setting the purpose for the supplier address: Payment Purchasing RFQ Only
Payables Suppliers
Supplier Company Profile Contact Directory
For each supplier site, you can enter contact information (name, address, telephone) specific to that site. Contact information is for your reference only.
Payables Suppliers
Supplier Company Profile Business Classification
You can enable the applicable business classifications to each supplier to categorize and report on subsets of suppliers
Payables Suppliers
Supplier Company Profile Bank Details
Payables Suppliers
Supplier Company Profile Surveys
As part of the supplier profile, you can create custom questionnaires that can be used to gather feedback from suppliers' surveys.
Payables Suppliers
Supplier Company Profile Accounting
For MOAC you cannot define above 4 account at Supplier level
Payables Suppliers
Supplier Company Profile Tax and Reporting
Payables Suppliers
Supplier Company Profile Purchasing
Payables Suppliers
Supplier Company Profile Receiving
Payables Suppliers
Supplier Terms and Control Payment Details
Define Remittance Delivery method under Separate Remittance Advice delivery TAB.
Similarly
do it Supplier Site.
Payables Suppliers
Supplier Terms and Control Relationship
Payables Suppliers
Supplier Terms and Control Invoice Management
Payables Suppliers
Supplier level and Site Level
Invoice workbench
Payables Invoices
Invoice Type
Entering Invoice
Invoice Work Bench Quick Invoice Window
Payables Invoices
Invoice Struture
Payables Invoices
Invoice Workbench
Payables Invoices
Invoice Header
Invoice Line
Invoice Line Other Attribute
Payables Invoices
Distribution Set You can assign a default Distribution Set to a supplier site so Payables will use it for every invoice you enter for that supplier site Full Use Full Distribution Sets to create distributions with set percentage amount Skeleton Use Skeleton Distribution Sets to create distributions with no set distribution amounts
Payables Invoices
Match Invoice
Payables Invoices
Match Approval Level
2- way Matching verifies that Purchase order and invoice information match within your tolerances as follows: 2way matching Invoice price <= Order Price Qty billed <= Qty ordered
3-way Matching verifies that the receipt and invoice information match with the quantity tolerances defined: 3way matching Invoice price <= PO price Qty billed <= Qty ordered Qty billed <= Qty received
4-way Matching that acceptance documents and invoice information match within the quantity tolerances defined 4way matching Invoice price <= Order price Qty billed <= Qty ordered Qty billed <= Qty received Qty billed <= Qty accepted
Payables Invoices
Quick Invoice
You use this window for rapid, highvolume entry of Standard and Credit Memo invoices that are not complex and do not require extensive online validation or defaulting of values during entry. The information entered in the Quick Invoices window is stored in the Payables Open Interface tables.
Payables Invoices
Quick Invoice
The invoice records you enter in the Quick Invoices window are stored in interface tables: AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE. These tables store invoice header and line information.
Payables Invoices
Recurring Invoice
To enter a recurring invoice : Define a special calendar Define a recurring invoice template Create invoice based on template Special calendar : use the Special Calendar window to define periods that Payables uses for automatic withholding tax recurring invoices payment terms Key Indicators Report
Payables Invoices
Invoice Validation Process
Before you can pay or account for an invoice (including prepayments), you must submit Invoice Validation for the invoice in one of three ways: System. Submit the Invoice Validation program from the Submit Request window. Batch. Use the Validate button in the Invoice Batches window. Online. Use the Validate button in Invoice Actions window. Invoice Validation validates the matching, tax, period status, exchange rate, and distribution information for invoices you enter and automatically applies holds to exception invoices.
Payables Invoices
Hold and Release
System Hold
Manual Holds
Supplier Hold Invoice Hold Scheduled Payment Hold
Payables Invoices
Supplier Hold
Payables Invoices
Invoice Hold
Scheduled Payment Hold
Payables Invoices
Invoice Hold
Scheduled Payment Hold
Oracle Payments Difference 11i vs R12

Payment Manager is introduced in R12 which is a web-based interface and used to process multiple payments. This consists of payment dashboards, payment process requests, payment instruction format.
Centralized Payment processing across organizations in R12 whereas in 11i this is at operating unit level.
Payment Process Profile was an additional setup introduced in R12 which control payment formats, usage rules etc. Payment Process request in R12 is a replacement for Payment Batches in 11i In 11i all stages for payments needs to completed in R12 you can ignore certain stages by ignoring the Validation Failure Rules In 11i we use to have to Cancel Batch for canceling payment batch where as in R12 we have Terminate Request to terminate the batch
Oracle Payments Difference 11i vs R12
Payables Payments
New Payment terminology in R12
Key Concept
Document Payables Pay Run Payee Payment Instruction Payment Process Profile Payment process request template Document to be paid eg. invoice Payment Batch Person / Org that is being paid Collection of payment with information Attribute assigned to documents payables Blue print to expedite the payment process
Payables Payments
Quick Payment
When you create a quick payment , you can select an invoice that is not yet due
Payables Payments
Multiple Payment Overview
Payables Payments
Payment Manager Page
Payables Payments
Create Payment Process
Payment Manager Template Create Step 1 : Create Payment Process Request Template Step 2 : Enter Invoice Selection Criteria
Payables Payments
Step 3 : Enter Disbursement Bank Account and Payment Process Profile
Step 4 : Create Payment Instruction
Payables Payments
Step 5 : Create Validation Failure Results
Payment Process
Submit the Payment process request
Review the Selected invoices for payment
Payment Process
Select Scheduled Payments
Automatic Assembling Payments
Payment Process
Run Payment Process
Payment Review
Payment Process
Run Payment Process
Payment Instruction Created
Payment Process
Print the Document
Payables Payments
Payment Process Requests
A standard payment process request typically contains multiple documents payable to be paid. These documents are processed in batch mode, where they are first built into payments and then the payments are built into payment instructions for final disbursement, whether by check or electronic transmission.
Payables Payments
Payment Instruction:
A payment instruction is created by running the Create Payment Instructions program. Payment instructions are created automatically by the system or you can submit the request manually The two options are: Initiate When Payment Process Request is Compete (automatic) or Wait for Standard Request Submission (manual).
Payables Payments
Bill Payables : Step 1 : Oracle Payments Setup > Funds Disbursement Setup > Click Go To Task icon for Payment Methods > Payment Methods page
Step 2 Enter General Information
Payables Payments
Step 3
Payables Payments
Step 4
Payables Payments
Prepayment
Temporary Prepayments Temporary prepayments can be applied to invoices or expense reports you receive Permanent Prepayments Permanent prepayments cannot be applied to invoices. For example, you use a Permanent prepayment to pay a lease deposit for which you do not expect to be invoiced. You can apply hold to prepayment as you would apply to Invoices
Payables Expense Report & Credit Card

Expense Report
Expense Report Template
Payables Expense Report & Credit Card

Expense Report Template :
Expense reports in either Oracle Payables or Oracle Internet Expenses. This module focuses on entering expense reports in Payables only. It is important to note that although the expense report process is similar in these applications, that if you enter expense reports in Payables, you can only view and modify those expense reports in Payables; if you enter expense reports in Internet Expenses, you can only view and modify those expense reports in Internet Expenses.
I-Expense R12 screen
Expense Report Creation
Mileage Expense
Expense cont
Expense cont
Expense cont
Expense report can be seen on Approver Open Notification screen
Expense cont
Click on Approve Button to approve the Expense Report
Run Expense Report Export Program to export expense to Payables
Payables Transaction Tax in Payables

E- Business Tax
eBusiness Tax is a Single point solution for managing transaction-based tax in all E-Business Suite It provides a self-service user interface for defining the taxes and the rules for them, while also providing the facility for uploading of content as well as integrating with tax calculation services from external content providers. A flexible and extensible rules model, centralized controls and a central tax repository of tax noteworthy transactions, complete with audit information, provides for compliance and assurance.

E- Business Tax

E- Business Tax

Key New Concepts
Operating Unit Tax Accounts
Tax Regime
Tax
Tax Jurisdiction
Tax Status
Tax Rate
Recovery Rate
GB VAT
GB VAT
United Kingdom
Standard Reduced Zero Rated Exempt
17.5% 5.0% 0.0% 0.0% Flow Flow Flow
100% 100%
Optional Flow
Optional Flow
Note: The above data examples were introduced just to illustrate the business flow and do not represent the complete tax setup for the country Together. Free your energies

E- Business Tax
Tax Regime: refers to a collection or a group of taxes administered by a tax authority.For example: VAT Regime in United Kingdom includes rules for Standard VAT , Reduced VAT, Zero Rated VAT etc. Tax: is a distinct charge imposed through a fiscal or tax authority. Every tax in eBTax is defined under a tax regime (e.g. VAT for United Kingdom) Tax Jurisdiction: geographical area where a tax is levied by a specific tax authority or a specific tax rate applies. For example: VAT tax in Texas or Ohio Tax Status: the taxable nature of a product / service in the context of a transaction for a tax type. For example, taxable standard rate, zero rated, exempt, partial exempt, non-taxable, partial exempt, special rated, etc.. Tax Rate: the rate specified for a tax status in effect for a period of time; the tax rate can be expressed as a percentage or as a value per unit quantity. Recovery Rate: the rate of Input Tax that is allowed to be recovered or offset against Output Tax. For Example: Business who only produce Vatable goods and service can recover 100% on most purchases. Operating Unite Tax Accounts: Defines the tax accounts that can be used for Tax Rates and Recovery Rate accounting (for use by SLA).
Payables Withholding Tax

Withholding Tax
Apply Withholding Tax/ Create Withholding Invoice At Invoice Validation Time At Payment Time Payables creates an invoice number for the tax authoritys invoice by concatenating the following: Withholding Tax (the systems internal identifier number of the invoice) (first Withholding Tax distribution included on that invoice), The description of that invoice will be: Withholding Tax (supplier name) (invoice number) / (first Withholding Tax distribution included on that invoice). For example, ABC Companys invoice number 22MAY2007 has an invoice ID of 10239, and the first Withholding Tax distribution number is 3. The tax authoritys invoice number will be: Withholding Tax 10239 3. The description for that invoice will be Withholding Tax ABC Company 22MAY2007 / 3.

Withholding Tax
Select With holding tax option at supplier level

Withholding Tax

Withholding Tax
Payables Period Close

Overview of Period Close
Prepare for Period Close

Complete all receipt processing confirm or cancel all pending pay runs import invoices Export and process expense reports interface adjustments to supplier invoices and expense report reconcile bank statements
Run validation/Review and Resolve Holds
Create Accounting Program

Validates and creates sub ledger journal entries Transfers the final journal entries in the current batch run to General Ledger and starts the General Ledger posting process Generates the Sub ledger Accounting Program Report, which documents the results of the Create Accounting program
Payables Period Close

Create Accounting Program
Transfer And Review
Reconcile AP to GL
Use following reports to reconcile your transferred invoices and payments to your Accounts Payable Trial Balance to ensure that your Trial Balance accurately reflects your accounts payable liability: Accounts Payable Trial Balance (for last day of prior period) Payables Posted Invoice Register - Invoice journals must be posted in general ledger to appear on this report. Payables Posted Payment Register - Payment journals must be posted in general ledger to appear on this report.
Close AP Period
Run the period close exceptions report to review a complete list of exceptions that are preventing the close of selected accounting period
Payables Reports
Please contact: Jaspreet Singh jaspreet.singh@capgemini.com
www.capgemini.com
Insert "Title, Author, Date" Together. Free your energies The information contained in this presentation is proprietary and confidential. It is for Capgemini use only. 2010 Capgemini. All rights reserved
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Together.

Free your energies

Oracle Apps Accounts Payable Training

FOR INTERNAL USE ONLY 2010 Capgemini. All rights reserved

Together. Free your energies

FOR INTERNAL USE ONLY 2010 Capgemini. All rights reserved

Insert "Title, Author, Date" 3

Create Purchase Requisition

Create Request for Quotation (RFQ)

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Insert "Title, Author, Date" 4

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Accounting entries P2P

---------------------------------------------------Materials A/c Dr To Receiving Inventory A/c 2. At the time of receipt ------------------------------

Receiving inventory a/c dr

to Inventory AP Acurral a/c

FOR INTERNAL USE ONLY 2010 Capgemini. All rights reserved

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Payables Open Interface

Payables Expense Report Open Interface

Payables PCard Open Interface

Payables Credit Card Open Interface

Payables Matching Open Interface

Payables Supplier Open Interface

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Payables Setups Options

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Financial Options - Accounting

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Financial Options Supplier Purchasing Tab

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Financial Options - Tax

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Financial Options Human Resources

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Payables System Option

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Payables Option Currency Tab

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