account payables

Indian Farmers Fertiliser Cooperative Ltd. (IFFCO)

TABLE OF CONTENTS 1. Introduction ... 1.1. About this document ... 1.2. Disclaimer ... 2. Envisioned Business Processes ... 2.1. Key Business Scenarios ... 3. End User Business Scenarios ... 3.1. Login ... 3.2. Oracle Apps Payables Menu (Navigator) ... 3.3. Important Keyboard shortcut ... 3.4. Introduction to Oracle Payables ... 3.4.1. Payables Workbenches ... 3.4.2. The Invoice Workbench ... 3.4.3. The Payment Workbench ... 3.4.4. Flow Chart for Payables ... 3.5. Creating Invoices in Payables ... 3.5.1. Payables Invoices ... 3.5.2. Invoice Entry ... 3.5.3. Invoice Distributions ... 3.5.4. TDS on Invoices ... 3.5.5. Validation of Invoice ... 3.5.6. Validated Invoice ... 3.5.7. Initiating Approval for Invoice ... 3.5.8. Approving Invoice Transaction ... 3.5.9. Creating Accounting for Invoices ... 3.5.10. Viewing Invoice Accounting ... 3.5.11. Viewing Tax Credit Memos/Invoices ... 3.5.12. PO Default Invoices ... 3.5.13. Credit Memos ... 3.5.14. Invoice DFF (Additional Bill Details) ... 3.5.15. Recurring Invoices ... 3.5.16. Prepayment Invoices ... 3.5.17. Entering Foreign Currency Invoices ... 3.5.18. Adjusting Invoices ... 3.5.19. Cancelling Invoices ... 3.6. Entering Payments in Payables ... 3.6.1. Payments in Payables ... 3.6.2. Payment Entry ... 3.6.3. Invoice Selection for Payment ... 3.6.4. Creating Accounting for Payments ... 3.6.5. Viewing Payment Accounting ... 3.6.6. Making Foreign Currency Payments ... 3.6.7. Using Payment Manager for Bulk Payments ... 3.7. Entering Assets in Payables... 3.8. Tax Deduction at Source ... 3.9. Employee Related Transactions ... 3.9.1. Expense Reports and Reimbursements ... 3.10. Accounting for Imprest ... 3.10.1. Issue of Petty Cash ... 3.10.2. Booking Expenses Made Out of Petty Cash ... 3.11. Period Closing Activities ... 3.11.1. Create Accounting ... 3.11.2. Payables Transfer to General Ledger ... 3.11.3. Control Payables Periods ... 3.12. Inquiry in AP ...

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3.12.1. Balance Inquiry in Payables ... 3.13. Form Tracking ... 3.14. OSL/Holding Invoices from Payment ... 4. Commonly Used Standard Reports in Payables ... 5. Other Sources of Information ...



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2. Envisioned Business Processes

2.1. Key Business Scenarios

1. Login

2. Introduction of Oracle Payables.

3. Creation of Invoices in Payables.

4. Entering Payments in Payables

5. Entering Assets in Payables

6. Tax Deduction at Source

7. Employee Related Transactions

8. Accounting for Imprest

9. Period Closing Activities

10. Inquiry in AP

11. Commonly used Standard Reports in Payables



Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP

3.3. Important Keyboard shortcut

Function/Purpose Keyboard Shortcut

Enter into query mode F11

Query with partial information Prefix or suffix with %

Execute query CTRL + F11

Close/Exit screen F4

Invoke List of Values CTRL + L

Insert duplicate field SHIFT +F5

Insert duplicate record SHIFT +F6

To query the form:

1. For query, first press F11. 2. Give partial information on screen like partial invoice name, number and prefix or suffix with %. 3. Execute the query by pressing CTL and F11.

List of Value (LOV)

LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require excessive scrolling.

Search within LOV list

1. Click on the LOV icon. 2. The list of LOV is displayed. 3. If short list then scroll and select the required value. Press OK. 4. If the LOV list is long, then enter any partial/full value and suffix with the „%‟ in the Find field. The „%‟ as prefix and suffix is also used where the subsequent word(s) of the total value is used for query. 5. Then click Find button. 6. This displays a shortened list of values that will match the query submitted. 7. Select the value desired and click OK. The original text entry screen is populated.



3.4. Introduction to Oracle Payables

3.4.1. Payables Workbenches

Oracle Payables includes two fully integrated workbenches, the Invoice Workbench and the Payment Workbench. You can perform most of your transactions in Payables using the Invoice Workbench or the Payment Workbench. You enter, adjust, and review invoices and invoice batches in the Invoice Workbench. You create, adjust, and review payments and payment batches in the Payments Workbench.

Payables workbenches let you find critical information in a flexible way. For example, in the Invoice Workbench, you can find an invoice based on supplier, purchase order number, status, or other criteria. Then, for that invoice, you can review distributions, scheduled payments, payments, holds, and other detailed invoice information. You can also perform matching, submit invoice validation, apply and release holds, or initiates payment. You can query an invoice then perform several transactions without having to find the invoice again. You can also keep multiple windows open at one time.

3.4.2. The Invoice Workbench

The Invoice Workbench is a group of windows that you use to enter, adjust, and review your invoices and invoice batches. The following is the window hierarchy in the Invoice Workbench:

Invoice Batches o Find Invoice Batches

Invoices o Find Invoices

Calculate Balance Owed o Distributions

Find Invoice Distributions o Invoice Actions

Apply/Unapply Prepayments

Invoice Overview

The following diagram shows how you can navigate between the windows in the Invoice Workbench. You navigate into the Invoices window or Invoice Batches window through the Navigator, and navigate to most regions by choosing tabs. You can access the Find windows from the View menu and the Apply/Unapply Prepayment window by selecting the appropriate check box in the Invoice Actions window. You access the matching windows from the Invoices window by selecting Invoice, Purchase Order, or Receipt from the match poplist and then choosing the Match button.



3.4.3. The Payment Workbench

The Payment Workbench is a group of windows that you use to create, adjust, and review payments and payment batches. The following is the window hierarchy in the Payment Workbench:

Payment Batches o Find Payment Batches o Copy To o Payment Batch Actions

Modify Payment Batch Confirm Payment Batch

Payments o Find Payments o Select Invoices o Payment Actions

Payment Overview

The following diagram shows how you can navigate between windows in the Payment Workbench. You navigate into the Payments, Payment Batches, and Payment Overview windows through the Navigator, and navigate to most of the other windows by choosing buttons. You can access the Find windows from the View


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP menu and the Modify Payment Batch and Confirm Payment Batch windows by selecting the appropriate check box in the Payment Batch Actions window.



3.4.4. Flow Chart for Payables

Action Consequences

Transaction Entry in Payable Transactions are recorded in Payables (Invoices, Payments)

Accounting is done in AP through “Payables accounting process” request

Transfer to GL by running the “Payables Transfer to General

Ledger” request

Post to GL

Accounting is created for ALL the unaccounted transactions in Payables in a batch

Transactions are transferred to the General Ledger as Journals

General Ledger balances are updated



3.5. Creating Invoices in Payables

3.5.1. Payables Invoices

Purpose: To create AP Invoices Navigation: Oracle Payables Invoices Entry Invoices

Description:


The Invoices Entry screen is used to enter supplier invoices. Payment is made for outstanding validated invoices. The same invoice screen is also used to enter Prepayments (Advances) paid to suppliers and to adjust the advance against expenses or procurement and to adjust supplier outstanding by entering credit memo and debit memo.

Before entering invoices, ensure that the supplier has been created with at least one supplier site and relevant supplier Additional Information has been entered. Also, ensure that applicable setup has been completed. Invoice Types: Standard - This is the basic invoice type used to enter the supplier invoice information. Select standard for entering invoices received from supplier.

Credit Memo - Credit memo type of invoice is used to reverse an original invoice (standard) either partially or fully.

Debit Memo - A debit memo is generated to send to a supplier the credit amount that the supplier owes to you. It may be a quantity credit or price reduction.

PO Default - This invoice type is used to automatically default the supplier, supplier number, currency and other information from the Purchase order. PO number is required to be given in case of a PO default type.

Prepayment - This type is used to pay an advance to a supplier. It can be applied to an outstanding invoice to reduce the amount of the invoice. A prepayment should be first fully paid in order for it to be applied.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) 3.5.2. Invoice Entry

Purpose: To create AP Invoice Navigation: Oracle Payables Invoices Entry Invoices

Steps: Invoice Creation


Note: All fields highlighted in yellow are mandatory. The form will not proceed to the next step if even one of these fields has been left blank.

4. Pick the type of Invoice to be created from the available List of Values (LoV). For normal Invoices, keep the Invoice type “Standard” and for Advance payments, select the type “Prepayment”.

5. Select the Trading Partner Name (i.e. Supplier Name) or Supplier Number for whom the invoice is to be created.

6. Select the Supplier Site based on the supplier‟s location for which you are entering the invoice.

7. Enter the date of the invoice 8. Enter the invoice number or the bill number as it appears on the supplier‟s physical invoice. (You can also enter the invoice number on logical basis for expense invoices).

9. Enter the invoice currency (default is INR) and amount.

10. Enter the GL Date on which you would like the entry to be accounted in the General Ledger.

11. Enter the narration of the voucher in the Description Field. 12. Enter term date, payment term and payment method. This information will be defaulted and the user can override them while creating the invoice.



13. Save your work by pressing ctrl + S

14. Click on the „Line‟ tab to enter the amount to be debited in case of “Standard” invoice and accounts and amount to be credited where invoice type is Credit/Debit Memo.



3.5.3. Invoice Distributions

Purpose: To Enter AP Invoice Distributions Navigation: Oracle Payables Invoices Entry Invoices Distributions

15. Enter the amount in the amount field and the account code combination to be debited/credited in the account field. 16. If the invoice you are entering is a TDS or WCT invoice (i.e. the invoice on which TDS or WCT needs to be deducted) then attach the Tax rate to the distribution amount on which this tax needs to be deducted in the “India Distributions” context field. This is mandatory for TDS deduction.



3.5.4. TDS on Invoices

Purpose: To attach TDS to Invoice Navigation: Distribution Context Field Click on LOV Select Tax rate & section

Click here

TDS Tax

WCT Tax

17. Select the appropriate tax rates to be applied.

18. Additionally you can enter the Description for individual distribution lines if you are entering more than one distribution lines for the invoice.



3.5.5. Validation of Invoice

Screen: Invoices

Purpose: In Oracle Applications ERP, invoice validation is a crucial step. Unless an invoice is validated, the invoice can not be paid from the system. During validation the system checks whether the debits (positive distribution amounts) matches exactly with the invoice header (sundry creditor) amount (plus any negative distribution amount). The system also checks, among other things, whether the invoice date falls in open payables and GL periods or not and whether there are any discrepancies with the amount is supplier‟s bill with that in purchase order. The system also checks whether there are any discrepancies with respect to the matching level set up for the given supplier.

Navigation: Invoices Entry Invoices Actions…1

Click here

Click on the button “Actions…1”. You can also select multiple invoices by holding the “Ctrl” key as you click on each invoice to be selected. In case 3 invoices are selected, the Actions button will change to “Actions…3” thus reflecting the number of invoices on which the selected action will be performed.



19. Check the Validate Check box and press “OK” to approve/validate your Invoice.

20. Check the Status of the Invoice. It should be “Validated” with 0 Holds.



3.5.6. Validated Invoice

Purpose: To ensure the Invoice has been validated properly. Navigation: Invoices Entry Invoices

Invoice Actions


Invoice Validated

Actions - Opens the Invoice Actions window for a selected invoice(s) which you can use to perform actions such as validating, approving, cancelling, apply/unapply prepayment, etc. as briefed below - Validate - Before you can pay or create accounting entries for any invoice, the Invoice Validation process must validate the invoice. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information for invoices you enter and automatically applies holds to exception invoices. Validate Related Invoices - The Validate Related Invoices button validates related invoices depending on which type of invoice is selected:

1. If you select an invoice, then Validation includes all price corrections and credit/debit memos associated with that invoice. 2. If you select a credit/debit memo, then Validation includes all invoices associated with the credit/debit memo.

Cancel Invoices - You can cancel only unpaid invoices. You can cancel any invalidated invoice, or a validated invoice that does not have any effective payments or accounting holds. You cannot cancel an invoice that is selected for payment in a payment batch. You can cancel an invoice that was paid with a payment that is now voided, if the invoice status is now Unpaid. When Payables cancels an invoice, it sets the invoice amount to zero, sets all scheduled payments to zero, and reverses all invoice distributions and any matches to purchase order shipments and distributions. Apply/Unapply Prepayments - You can apply the available amount of Item type distributions from a Temporary type prepayment to one or more invoices to offset the amount you pay on the invoice(s). If you entered the prepayment as a Permanent type and want to apply it, you can query the prepayment in the Invoices window and change the Prepayment Type to Temporary.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP If you mistakenly apply a prepayment to an invoice, you can unapply it. It is then available to apply to another invoice. When you unapply a prepayment, you must unapply the full prepaid amount. Payable increases the amount available for the prepayment by the unapplied amount. Payable creates a positive amount Prepayment distribution on the invoice, with the same attributes as the existing Prepayment distribution it is reversing. Payable then updates the status of the invoice to unpaid or partially paid.

Pay in Full - Use this check box when you want to pay the invoice directly from the invoice screen. On selecting this check box, payments window opens up for processing the payment. Create Accounting - After you have entered invoices select the Create Accounting check box to create accounting entries for each invoice.



3.5.7. Initiating Approval for Invoice

Purpose: To initiate approval for each transaction from the system Navigation: Invoice Entry Invoice Actions…1

Select the transaction and click on the Actions button. Then click on the Initiate Approval check box. Click „OK‟ to initiate approval for this transaction. The transaction will be sent for approval to person selected in „Additional Bill Details‟ as „Approver Person‟. This will be as per IFFCO‟s „Power of Officers‟



3.5.8. Approving Invoice Transaction

Purpose: To approve for each transaction from the system Navigation: Workflow -> Worklist

Select the invoice to review/approve and click on Open



Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Click on Approve or Reject as per the case.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) 3.5.9. Creating Accounting for Invoices

Purpose: To create accounting for each transaction from the system Navigation: Invoice Entry Invoice Actions…1


Invoice Approved

After Invoice is approved, select the transaction and click on the Actions button. Then click on the Create Accounting check box. Click „OK‟ to create accounting for this transaction.

a) Draft: Accounting can be modified b) Final: Accounting not posted to GL c) Final Post: Accounting posted to GL



3.5.10. Viewing Invoice Accounting

Purpose: To check accounting of validated Invoice. Navigation: Invoices Entry Invoices.


Invoice Accounting created

Select any invoice in the Invoice window and click on Reports View Accounting.



This will show accounting as per I-GAAP ledger and IFRS Ledger for the transaction.



3.5.11. Viewing Tax Credit Memos/Invoices

Purpose: To view the tax deduction invoices generated automatically by Payables Navigation: Invoices Query Query with Invoice number

In the invoice screen, query the Tax Authority (TDS & WCT) invoices. The invoices are generated automatically. Invoice number is prefixed with the withholding tax type. The description also displays the invoice number for which the tax has been deducted. These invoices are later selected and paid (to the relevant Tax Authorities).



3.5.12. PO Default Invoices

Purpose: To create PO Default Invoice and match to invoice Navigation: Oracle Payables Invoices Entry Invoices

For PO Default type of invoices, Payables automatically defaults the Supplier, Supplier Number, Payment Terms, and Currency from that purchase order to the invoice.

To create a PO Default invoice, open the Invoice Entry form and select the type of the invoice as Standard.

Optionally Enter PO Number in the PO number field to default Vendor Name and Vendor site code.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Click here to match with PO

Steps 1) Enter the PO Number 2) Enter the Invoice Number 3) Save 4) Click on Match Button

Click here

5) Click on Find



Click here

6) Select the checkbox for the shipments to be included in the match. The unit price of the quantity can be changed from here. 7) Click on Match button



3.5.13. Credit Memos

Purpose: To create Credit Memo and match to invoice Navigation: Oracle Payables Invoices Entry Invoices Select Credit Memo type

Steps

1) Select the invoice type Credit Memo in the Invoices window and enter the supplier name and site. 2) Enter a credit memo number 3) Enter the amount to be credited with a negative sign and select the payment terms. 4) Save the credit memo.



3.5.14. Invoice DFF (Additional Bill Details)

Purpose: To understand various DFF fields at Invoice Header and Invoice Distribution screen Navigation: Oracle Payables Invoices Entry Invoices Additional Bill Details

1) Approver Person: Select the person name that will approve this transaction. The list of value will be as per Power of officers based on Invoice amount 2) Payee Name: In case of Miscellaneous transactions, select the vendor as Miscellaneous and enter Payee Name 3) Type of Bill: Type of bill based on Supplier‟s liability account 4) Type of Document: If the transaction needs to be linked with another document, provide the type of document and the document number. 5) Prepared By: This field will be auto populated based on person name creating the transaction. 6) Passed By: This field will be auto populated based on the person name initiating approval cycle. 7) Related Invoice: Enter the base invoice number along which the related invoice needs to be printed on Invoice voucher and subsequently sent to payment section 8) Context: Regular Invoice for normal Invoices entered. „Interfaced Invoices (Inbound/Outbound)‟ for outbound or inbound transactions with IFFCO‟s systems. 9) LC Number: In case transaction is against „Letter of Credit‟, enter the LC number 10) Inventory Adjustment: Default as „No‟ 11) Adjustment Period: For Inventory Adjustment, enter the period of adjustment


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Navigation: Oracle Payables Invoices Entry Invoices Invoice distribution Additional Details

12) Type of Expenses: Type of Expenses based on Distribution account 13) Type of Deductions: At the time of deducting or releasing, select the type of deductions 14) Deduction Reference Number: Optionally enter a reference number for deduction. 15) Item Code: In case of Inventory adjustment, enter the item code against which adjustment will be made. 16) IFRS Capitalization: Enter „Yes‟ for an item to be capitalized as per IFRS.



3.5.15. Recurring Invoices

Purpose: To create a Distribution set for attaching to recurring invoices Navigation: Oracle Payables -> SetupInvoiceDistribution Set

In order to create a distribution set required for defining a recurring invoice, navigate to Setup: Invoice: Distribution Set.



Steps: 1) Operating Unit will automatically default. 2) Enter a name for the distribution set. 3) Enter a description.


4) In the Distribution Set lines, enter a number and percentage. The system allocates the expense amount as per the percentage. 5) Enter the distribution account codes. Optionally a description can be given for every line. 6) Save and close the form.



Set up a Recurring Invoice by navigating to Oracle Payables -> InvoicesEntryRecurring Invoices.



Steps: 1) Supplier Region:

a. Enter the Supplier‟s Name b. Enter the Supplier‟s Site

2) Calendar Region:


a. Name: Calendar name representing frequency of invoice creation (e.g. Monthly). To enter a calendar name, you must first define the calendar as a Recurring Invoice type calendar in the Special Calendar window. b. Number of Periods: Total number of invoices to be made over the life of a template. If you change the number of periods, then this value must be less than the original number of periods. c. First: The first period for which a recurring invoice will be created. The period cannot be Closed or Permanently Closed. d. Next: Payables displays the next recurring invoice period for which an invoice can be created with a template. The First period is used as the default for the Next period until the first invoice is created. e. Periods Remaining: Payables displays the number of periods remaining for which you have not yet created invoices. If you change the Number of Periods value, then the system reduces the value in the Periods Remaining field by the same amount.

3) Invoice Definition Tab: a. Number: Template Number, which must be unique for a supplier. When you create invoices based on a template, Payables creates the invoice number for each invoice by appending the name of the recurring invoice period to the template Number. b. Description: Template description used as the distribution descriptions if no purchase order or Distribution Set description is available. c. Currency: Currency for invoices created from a template. Default is the functional currency unless the supplier site has a different default. d. Liability Account: Account where invoice liability will be recorded. This will be defaulted to all invoices created from a template. e. GL Date: Date to recognize the invoice liability. The GL Date is used as a default accounting date for each invoice. If you do not enter a GL Date, the beginning date of each invoice's period will be each invoice's default GL Date.



4) Line Definition Tab: a. Select either Set or PO to choose whether invoice distributions are created by a Distribution Set or a purchase order. Then enter the specific source: b. Name: If you choose Set, enter the name of a Full Distribution Set. c. Num. Purchase order number. d. Line: Purchase order line. e. Shipment: Purchase order shipment.

f. Hold. Hold name to automatically prevent the creation of invoices using a template. Release the hold by clearing this field.



5) Amounts Tab: a. First Amount: Amount of first invoice created by a template, excluding any special payment such as a deposit. Used with the Change percentage to calculate incremental invoice amounts. Used with the Number of Regular Invoices to calculate the Control Total. b. Next Amount: Amount of the next scheduled recurring invoice. c. Change: Percent change to increase or decrease the amount per period. For example, if you pay rent once per month and your rent increases 1% per month, enter 1 here. d. Number of Regular Invoices: Total number of periods defined for a template. e. Special Invoice Amount1 / Amount2: One time special payment such as a deposit or balloon payment including the regular periodic payment. It is the only amount paid in that period. f. Period: Period in which you want to pay the Special Invoice. g. Control Total: Total amount available for creation of invoices. Payables enter this number for you if you enter the First Amount and the Number of Regular Invoices. After you create a recurring invoice, you can change the value in the Control Total field. If you change the value in this field, then the system automatically updates the values in the Released Total and Amount Remaining fields. h. Released Total: Sum of the invoice amounts that have been created using the template. i. Amount Remaining: Funds available for invoice creation using a template. Payables display

the Control Total minus the Released Total.



6) Payment Tab: a. Terms: Terms you want to use to create a scheduled payment for each invoice you create from a template. b. Payment Method c. Pay Alone: Pay alone invoices are paid on separate payment documents.



7) Click on “Create Recurring Invoices”.



8) The Create Invoices window opens. The Invoice number is generated by system by appending the period name to the Recurring Template name. The GL date and the amount default on the form. In case foreign currency invoices are created, the exchange rate type, date and rate are entered. Click OK and exit.

When you query by the Invoice Number in the Invoices Screen, you can see the distributions being generated automatically.



9) Go to the Invoices Screen. 10) Query by the Invoice Number 11) Click on the Distributions Button. You can see the distributions lines being generated automatically with the prorated amounts.



3.5.16. Prepayment Invoices

Purpose: To create a Prepayment Type Invoice Navigation: Oracle Payables InvoicesEntry Invoices

Steps: 1) Select Type as “Prepayment” in the Invoice Entry screen.


Amount paid is shown

2) Enter the Supplier name, number, site, invoice date, invoice number and amount. 3) Enter the payment terms. (Defaulted) 4) Enter the Advance account and amount in the Distributions. 5) Save, validate, approve and create accounting as described earlier. 6) Pay the prepayment invoice. (Payment will be discussed later)


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) Purpose: To apply Prepayment to a standard invoice Navigation: InvoicesEntry Invoices

Steps: 1) Select standard invoice type.


2) Select the Supplier whose advance needs to be adjusted and press the Tab key. 3) A Note window pops up giving a warning that prepayments are available for application for the selected supplier. Click OK 4) Enter the standard invoice line from the supplier (i.e. invoice date, invoice number, amount. Enter the Distributions.) 5) Click on Actions.



6) Tick the “Apply/Unapply Prepayment” box and click on OK. The “Apply/Unapply Prepayments” window opens.



7) Check the Apply box. 8) Enter the amount to Apply. 9) Enter the GL date. 10) Click the Apply/Unapply button.




11) The prepayment amount applied (or adjusted) is displayed in the Existing Prepayment Applications section. The above process adjusts the advance.



3.5.17. Entering Foreign Currency Invoices

When you enter an invoice in a currency other than your functional currency, Payables uses an exchange rate to convert the invoice and invoice distributions into your functional currency for creating journal entries. You define your functional currency during setup for your set of books.

To assign an exchange rate to an invoice, you can manually enter the rate when you enter an invoice. Alternatively, you can have Payables enter an exchange rate from the GL Daily Rates table either by entering a rate type and rate date during invoice entry or entering them later and then using the AutoRate program.

If you match an invoice to a purchase order, Payables uses the invoice exchange rate to create invoice distributions. Payables do not use the purchase order exchange rate. If there is a difference between the rates, Payables records the exchange rate variance. When you enter an invoice, Payables uses the exchange rate you select to convert the invoice distributions into functional currency. When you create a payment for a foreign currency invoice, Payables uses the exchange rate you enter at that time to convert the payment lines into your functional currency. Any difference in functional currency between invoice entry and invoice payment is recorded as realized Gain/Loss. When you reconcile your payments using Oracle Cash Management, Payables also creates Gain/Loss accounting entries to record differences between the original payment amount and the cleared payment amount due to exchange rate fluctuations. Transactions must have any necessary exchange rates before you can account for them. Payables create accounting entries for your invoices and payments in both the functional and foreign currency. To make a foreign currency payment, use a bank account with a payment document that uses a payment format that is either multi-currency or defined for the foreign currency.



3.5.18. Adjusting Invoices

For most invoice types, authorized users can make adjustments to invoice details, distributions, and scheduled payments, even if the invoice has been accounted or paid. After you make an adjustment to an invoice, you may need to submit Invoice Validation before you can pay it. If you adjust payment terms or any scheduled payment information on a validated invoice, you do not need to resubmit Invoice Validation. For detailed information on adjusting different types of invoices and invoice distributions, and under which conditions you can adjust values in specific invoice and distribution fields, see: Invoice and Invoice Batch Adjustment Restrictions, Invoice Adjustment Chart and Invoice Distribution Adjustment Chart of the Oracle Payables User‟s Guide. Remember that some invoice values, such as the distribution set, and projects information, are used when you create new invoice distributions. If you change these values at the invoice header level, they do not affect any existing invoice distributions. If you want to change this information on the invoice distribution, then you must change it in the Distributions window. If and invoice is unpaid you can cancel it. After you cancel an invoice, however, you can make no changes to it. If you accidentally matched to the wrong purchase order document (purchase order, shipment, distribution, or receipt), you can reverse matched distributions and/or create new distributions by matching to new purchase order shipments or distributions of the same purchase order or of another purchase order. If you add or reverse invoice distributions you must also change the scheduled payment amounts to match the new invoice total, or Payables will place holds on the invoice during Invoice Validation.

You can adjust the GL Date, Income Tax Type, and Account fields of a purchase order matched invoice distribution. For details on when you can update any field, see the Invoice Adjustment Chart below:

Invoice Fields Cannot adjust field if:

Amount Invoice is a prepayment and a) is encumbered, or b) is applied.

Invoice has an unaccounted void payment.

Invoice is cancelled.

Invoice has withholding tax distributions.

Invoice has a prepayment applied to it.

Invoice is selected for payment.

Invoice is paid with a positive amount discount taken and the Allow Adjustments to Paid Invoices Payables option is disabled.

Unaccounted invoice payments that do not have a corresponding void on the same GL Date exist.

You cannot adjust the invoice amount to less than the amount you have already paid on an invoice.

Date Invoice is cancelled.

Updateable if paid or partially paid?

NO

YES

Updateable if accounted?

NO

YES




Updateable

Invoice Fields Cannot adjust field if: Invoice/Goods Received Invoice has an unaccounted void payment.

Description Invoice is fully or partially paid and Allow Adjustments to Paid Invoices Payables option is disabled.

Descriptive Invoice is fully or partially paid and Allow Adjustments to Flexfield Paid Invoices Payables option is disabled.

Discountable Currency field has no value. Amount *

Invoice is a prepayment and is encumbered.





Distribution Set Invoice is saved.

Document Invoice is a prepayment and is encumbered. Category Name





Invoice is saved.

Sequential numbering is not enabled or the allow document category option is not enabled.

Exchange Date Invoice is in the functional currency.






Exchange Rate, Invoice is a prepayment and is encumbered. Type




if paid or partially paid?

YES

YES

NO

NO

NO

NO

NO


YES

YES

NO

NO

NO

NO

NO




Updateable



Exchange rate type is not user-defined or has no value.

Invoice is encumbered.

Invoice has accounted or partially accounted distributions.

Functional The Payables option Calculate User Exchange Rate is not Currency Amount enabled and if the exchange rate type is not User.

GL Date Invoice is cancelled.

Invoice Currency Multiple currencies are not used.

Invoice type is either QuickMatch or PO Default.

Invoice is fully or partially paid or a prepaid amount exists for the invoice.


Invoice Date Invoice is a prepayment and is encumbered.




Invoice is purchase order matched.

Sequential numbering is enabled.

Invoice Number Allow Adjustments to Paid Invoices Payables option is disabled and the invoice is paid or partially paid.








Invoice is a prepayment.

Liability Account Invoice is a prepayment and is encumbered. You use encumbrance and any of the distributions are validated.


NO

YES

NO

NO

NO

YES


NO

YES

NO

NO

NO

NO




Updateable

Invoice Fields Cannot adjust field if: Oracle Projects Invoice is a prepayment and is encumbered. Project, Task, and Expenditure Invoice has an unaccounted void payment. Information




Projects is not installed.

Invoice is not Projects-related.

Pay Group Invoice is a prepayment and is encumbered.




Invoice has prepayment applied to it.


Payment Currency

Payment Method* Invoice is a prepayment and the invoice is encumbered. (can change at scheduled Invoice has an unaccounted void payment. payment)





Payment Priority Record is queried.

Payment schedule is fully paid.

Any payment schedules for the invoice are selected for payment.

Prepayment PO Invoice is not a prepayment or Supplier has no value. Number


Prepayment is applied.

Prepayment Type Invoice is not a prepayment.



NO

YES

NO

NO

YES

YES

YES


NO

YES

YES

NO

YES

YES

YES




Updateable

Invoice Fields Cannot adjust field if: Prepayment has been applied.

Settlement Date Prepayment type is not Temporary.


Prepayment has been applied.

Supplier Name Invoice has an unaccounted void payment.





Invoice is validated.

Invoice is a prepayment and is purchase order matched.

Supplier Number Invoice has an unaccounted void payment.





Invoice is validated.

Invoice is a prepayment and is purchase order matched.

Supplier Site Invoice is cancelled.


Invoice is fully or partially paid and Allow Adjustments to Paid Invoices is disabled.

Invoice has withholding tax lines.

Terms Date * Invoice is a prepayment and is encumbered.







YES

NO

NO

NO


YES

NO

NO

NO

NO




Updateable


Terms* Invoice is a prepayment and is encumbered.






Invoice is fully or partially paid and invoice payments exist.

Type Invoice is a prepayment and a) is encumbered, or b) is applied.





Invoice is purchase order or receipt matched.


User Rate Type Invoice is a prepayment and is encumbered.





Invoice currency is the same as the base currency.

User rate type is EMU Fixed.

Exchange rate type is not User.

Encumbered distributions exist.

Validated Amount Invoice is a prepayment and is encumbered.





NO

NO

NO

NO


YES

NO

NO

NO




Updateable



Invoice currency has no value.

Validation Invoice is a prepayment and is encumbered. Description





Validation Status Invoice is a prepayment and is encumbered.






YES

NO


YES

NO

If a supplier sends an invoice for a change in unit price for an invoice you have matched to a purchase order, use a price correction to adjust the invoiced unit price of previously matched purchase order shipments or distributions without adjusting the quantity billed.



3.5.19. Cancelling Invoices

Invoices that are posted or matched to a PO cannot be deleted. Also, once invoice distributions are created and saved, the invoice line cannot be deleted. It is recommended that incorrect invoices be cancelled.

Steps:

1) Open the invoice and click on the Actions button. 2) Select the checkbox marked “Cancel Invoices” and click on ok.

Once the invoice is cancelled, a negative distribution line is created automatically which nullifies the invoice amount to zero.

Once the invoice is cancelled, 3) Create the accounting for the invoice again by checking the “Create Accounting” checkbox on the invoice Actions form. If this is not done, the accounting for the negative distribution will not be created.



3.6. Entering Payments in Payables 3.6.1. Payments in Payables

Purpose: To enter payments in Oracle Navigation: Oracle Payables Payments Entry Payments


Select “Payments” from the Navigator and open the Payments Entry screen.



3.6.2. Payment Entry

Purpose: To enter payments in Oracle Navigation: Oracle Payables Payments Entry Payments

Steps:


1. Select the “Quick” payment method. (“Refund” is to be selected if there are any receipts due from vendors.) 2. Select the Operating Unit 3. Select the Trading Partner name (Supplier‟s name) and supplier site. 4. Select the Payment date and payment amount. 5. Select the Bank account from where the payment has to be made. 6. Select the Payment Method. 7. Select the Payment Process Profile. 8. If future dated payments are allowed from this payment document, you can enter the Maturity Date for the future dated payment. 9. Click on „Enter/Adjust Invoices‟.



3.6.3. Invoice Selection for Payment

Purpose: To select the Invoices to be paid Navigation: Oracle Payables Payments Entry Payments Enter/Adjust Invoices

Steps: (Cont‟d) 10. Click on the “Invoice Number” LoV button to see invoices of the vendor which are available for payment. 11. Select the Invoices to be paid. 12. If the full invoice is not to be paid, overwrite the Payment Amount. 13. Save the form. 14. Save your work by pressing the save Button or yellow floppy on the toolbar.



3.6.4. Creating Accounting for Payments

Purpose: To create accounting for each transaction from the system Navigation: Oracle Payables Payments Entry Payments Actions… 1

Steps: 1. Query the document number, and find the transactions which are not accounted through Find Payments. 2. Select the transaction and click on the Actions button. 3. Then click on the “Create Accounting” check box. 4. Click „OK‟ to create accounting for this transaction.



3.6.5. Viewing Payment Accounting

Purpose: To check accounting of validated Payment Navigation: Oracle Payables Payments Entry Payments

Steps: 1. Select the relevant Payment in the payment window. 2. Go to Tools View Accounting.




3.6.6. Making Foreign Currency Payments

To pay foreign currency invoices you must have bank accounts and payment documents that are defined for foreign currency payments. You must use one of the following combinations:

A foreign currency bank account with a payment document that uses a payment format defined for the intended foreign currency.

A multi-currency bank account with a payment document that uses multi-currency payment format. If you use a multi-currency payment format, you enter the payment currency at payment time.

A multi-currency bank account with a payment document that uses a payment format defined for the intended foreign currency.

Payables can track currency gains and losses in your functional currency caused by exchange rate fluctuations between the following dates:

Invoice GL date

Payment issue date

Payment maturity (for future dated payments)

Payment reconciliation or clearing with Oracle Cash Management In addition, if you match to purchase orders or receipts, Payables uses the Exchange Rate Variance account or an expense account to record exchange rate variances between the invoice and the record you matched toeither the purchase order or the receipt.

Types of Exchange Rates: Payables use five types of exchange rates. Payables use exchange rates to convert invoice and payment amounts into your functional currency. User. Used to manually enter your own exchange rate during invoice entry or at payment time. If you use the User exchange rate type, if the Payables option Calculate User Exchange Rate is enabled, and if you are using the Invoices window or the Open Interface table, then Payables calculates the invoice exchange rate if you provide the Functional Currency amount.

Spot. A daily exchange rate that is a quoted market rate. When you specify a Spot rate type, Payables automatically enters the invoice Exchange Rate from the GL Daily Rates table.

Corporate. A standard market rate determined by senior management for use throughout your organization. When you specify a Corporate rate type, Payables automatically enters the invoice Exchange Rate from the GL Daily Rates table. User-defined. An exchange rate type you define in the Define Daily Conversion Rate Types window. You can define as many exchange rate types as you need. When you specify a User-defined rate type, Payables automatically enters the invoice exchange rate for you from the GL Daily Rates table.



3.6.7. Using Payment Manager for Bulk Payments

Purpose: To create payment template Navigation: Oracle Payables Payments Entry Payments Manager Payment Process Requests

Steps: 1. Click on Submit Single Request.

2. Enter a Payment Process Request Name. Enter Use Template to default various fields in the screen.(Optional) 3. Enter Pay Through Date 4. Enter Supplier Type, Payee Name or Pay Group as selection criteria. Select Legal entity and corresponding Operating Unit



Click on Payment Attributes Tab 5. Enter Payment Date, Disbursement Bank Account, Payment Document. 6. Enter Payment process profile as „Standard Cheque Format‟ 7. Enter Payment Exchange rate type.

Click on Processing Tab

8. Select „Stop Process for Review After Scheduled Payment Selection‟ for review of invoices selected for payment. 9. Select „Stop Process for Review After Creation of Proposed Payments‟ for review of proposed payments 10. Click on Submit



Click on Refresh Status

Once the process completes the selection of invoices, Status will change to „Invoices Pending Review‟ Click on Start Action to review the selected invoices.



Review the invoices selected and click on Submit




Once the process created proposed payments, status will change to „Pending Proposed Payment Review‟. Click on Start Action to review

Review the payments created. Optionally remove the payments not need to be paid.



Select Run Process Process Action and click on Go. Optionally, the process can be terminated or saved for future.




Click on Take action

Select noprint as printer and click on Print



Click on Refresh

Review the payments and click on Record print Status



Click on Continue

Click on Apply to complete the process.



3.7. Entering Assets in Payables

You can enter invoices for asset items in Oracle Payables and then import specified distributions into an interface table in Oracle Assets. You can then create assets from the distributions in Oracle Assets.

To record an invoice distribution as an asset: 1. Enter the invoice in either the Invoices window or the PO matched Invoice.

2. Enter the distribution description. This description will be imported into Assets. 3. The account must be set up for an existing asset category, and must be either an asset clearing account or a construction-in-process (CIP) clearing account.

4. Validate the invoice.

5. Account for the invoice.

6. Transfer the invoice accounting entries to General Ledger. 7. Submit the Mass Additions Create Program. Create Mass Additions for Assets process sends valid invoice distribution information from Payables to an interface table in Assets.

8. Prepare Mass Additions in Assets.

9. Review Mass Additions in the Oracle Assets Mass Additions window.

Conditions for Asset Invoice Line Distributions to Be Imported:

The line is charged to an account set up as an Asset account.

The account is set up for an existing asset category as either the asset clearing account or the CIP clearing account

The invoice is validated

The invoice line distribution is posted to Oracle General Ledger from Payables

The general ledger date on the invoice line distribution is on or before the date you specify for the create program



3.8. Tax Deduction at Source

TDS/WCT is deducted by attaching relevant TDS/WCT tax codes to the invoice lines. When the invoice is validated, Payables automatically generates two documents for each TDS/WCT-attached invoice. One is a credit memo which has the effect of reducing the payables liability. The other is a standard invoice creating a payable liability to the tax authority.

When all tax-payable invoices are clubbed and paid, TDS certificates can be generated.

Purpose: To enter TDS Challan Details Navigation: India Localization India TDS Challan

Steps: 1) Select Tax Authority Name. 2) Select Tax Authority Site 3) Enter the Date range 4) Click on New



Steps: (Contd.)

5) Check Number, Check Date, Currency Code and Amount will be automatically defaulted. 6) Enter the Check Deposit Date 7) Enter the Challan Number 8) Enter the Bank Name 9) Save Your work


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Navigation: View Requests submit a new requestSingle Request

Steps: (Contd.)

10) Run the request “India - Process TDS Payments” with the relevant parameters. 11) Wait for process to complete normally


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Navigation: View Requests Submit a new requestSingle Request

Steps: (Contd.) 12) Once this request completes, generate TDS certificates by running the request “India - Generate TDS Certificates”. 13) To view and print the TDS certificates, run the request “India - TDS Certificates”. This will print the TDS Certificates supplier-wise for each payment.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Navigation: View Requests Submit a new requestSingle Request

Steps: (contd.)

14) You can generate eTDS Returns using the 'India - Program to Generate eTDS Certificates' Concurrent program. Prior to that you should have completed validating Supplier Invoices and made payments to Invoices generated for TDS Authorities.

The concurrent program should be run for a Particular TAN Number for a given financial year. As the output will be a flat file, the user will be provided with an option to generate the file with separators and Headers. The file can be generated in this format by checking the 'Generate Headers' parameter of the Concurrent request. Using this file you can check the records and the appropriate values. If the data is correct, you can run the request with the same parameters, without headers. The file will be saved at the path specified in the „utl_file_dir‟ parameter of the Database.



3.9. Employee Related Transactions

3.9.1. Expense Reports and Reimbursements

Purpose: To create Expense Reports Templates Navigation: Oracle Payables Setup Invoice Expense Report Templates For payment of Advances and reimbursements, a supplier with the Employee Name is to be defined with appropriate supplier sites.

For each Employee supplier site, the liability account is defined.

Steps: 1) Enter Template Name and Description 2) Enter the expense Item names and expense Category 3) Enter GL Account code to be defaulted while creating the expense reports.

Note: This is one time setup and need to be done for all expense items. Different Templates can be created as required.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Purpose: To create Expense Reports/ Miscellaneous Power of Officer Navigation: Oracle Payables Invoices Entry Expense Report

Steps: 4) Enter Employee Name for whom power of officer will be used. 5) Enter GL Account 6) Enter Date 7) Enter Amount to be paid 8) Enter the Invoice number and Currency. 9) Select the Expense Report Template (Created in previous activity) 10) Enter the Payee name to which payment will be made. The list of value will display employees and vendors. 11) Select Item and enter the amount.



12) Enter the clause code against which the expense is entered. If the expense is not related to any clause code, then select 0

13) Save your work


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP Purpose: To create Invoice from Expense Report Navigation: View Requests submit a new requestSingle Request

Steps: (Contd.)

14) Run the request “Expense Report Export” with the relevant parameters. 15) Once the Process complete normally, the Invoice can be processed from Invoice Screen



3.10. Accounting for Imprest

Imprest accounting involves two activities: Replenishment of petty cash at sites and accounting for expenses made out of petty cash at periodic intervals.

3.10.1. Issue of Petty Cash

Replenishment of petty cash balances will be carried out through a Prepayment. For making prepayments or advance payments, a supplier called “Petty Cash” is defined with multiple supplier sites. Ensure that the “Liability” and “Prepayment” accounts are defined for each supplier site.

For issuing petty cash, a Prepayment type of invoice is prepared against the particular petty cash supplier site. This invoice is then paid.



3.10.2. Booking Expenses Made Out of Petty Cash

To account for expenses made out of petty cash, standard invoices are created against the same supplier (“Petty Cash”). As soon as the supplier name is entered, a pop-up message displays the number of prepayments available for application to this invoice. Enter the details of the expense and validate the invoice. After invoice validation, apply the prepayment to the invoice.

All expenses made out of a particular petty cash account can be viewed through the Payments Inquiry screen.



3.11. Period Closing Activities

3.11.1. Create Accounting

Purpose: To Create Accounting Navigation: View Requests Submit a new requestSingle Request

1. Select the request “Create Accounting” and specify all the relevant request parameters. 2. Submit the request. 3. Wait for successful completion of the request. 4. On completion of the request, view the status of the request and the corresponding output file or log for more details.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP 3.11.2. Payables Transfer to General Ledger

Purpose: To transfer data in Payables to GL Navigation: View Requests Submit a new requestSingle Request

1. Select the request “Transfer Journal Entries to GL” and specify all the relevant request parameters. 2. Submit the request. 3. Wait for successful completion of the request. 4. On completion of the request, view the status of the request and the corresponding output file or log

for more details.



3.11.3. Control Payables Periods

Purpose: To close AP accounting period and open the next period Navigation: Oracle Payables Accounting Control Payables Periods

Steps 1. Approve any remaining unapproved invoices in the period to be closed. 2. Create accounting for transactions in the period to be closed. 3. Run Payables Transfer to GL for the last day of the period. 4. Move any unresolved posting exceptions to the next period by submitting the un-posted invoice sweep program. 5. Close the period in Payables and open the next period.



3.12. Inquiry in AP

3.12.1. Balance Inquiry in Payables

Purpose: To perform inquiry in Payables Navigation: Oracle Payables InvoiceInquiryInvoices


Enter the search criteria such as the PO number or the supplier name. Then click on the Find button to find all invoices matching the search criteria entered.

You can also inquire on the balance owed to a supplier: 1. Enter the Supplier Name in the field. 2. Click on the “Calculate Balance Owed” Button


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP 3. In the next window, select Operating Unit and click on the “Calculate” Button. 4. Now you can see the balance amount owed to a supplier.



3.13. Form Tracking

Click on Form Creation and Updation

Enter Form Type, Form Series, Range, Ownership Stage and Ownership Date. Click on Batch Create/Update



Click on Form Tracking

Enter the Search critera to update individual form



Enter various details relevant based on ownership stage





Change the form status (if required).



3.14. OSL/Holding Invoices from Payment

Enter Invoices for OSL with invoice date as 31-Mar-2010 in Invoice workbench. Deduct TDS (if required) on the invoice. Validate and approve the invoice To hold OSL invoices from Payments, click on scheduled payments tab. Click on Hold and enter System Hold reason. The hold can be used to restrict invoices from payment other than OSL (if required).



4. Commonly Used Standard Reports in Payables

1. Supplier Paid Invoice History Report: You can submit the Supplier Paid Invoice History Report by supplier or supplier type to review payment history, discounts taken, and frequency of partial payments. The report lists supplier payments alphabetically by supplier and site. Payables separates invoice amounts paid in foreign currencies from invoice amounts paid in your functional currency by printing a subtotal of the paid invoices by currency. 2. Supplier Payment History Report: Use the Supplier Payment History Report to review the payment history for a supplier, or a group of suppliers with the same supplier type. You can submit this report by supplier or supplier type to review the payments you made during a time range you specify. This report provides totals for the payments made to each supplier site, each supplier, and all suppliers included in the report. If you choose to include the invoice details, Payables displays the paid invoice‟s invoice number, date, invoice amount, and amount paid by the payment. 3. Suppliers Report: Use the Suppliers Report to review detailed information about your supplier records. You can use this report to verify the accuracy of your current supplier information and to help manage your master listing of supplier records. 4. Credit Memo Matching Report: This report lists credit memos and debit memos that match the supplier and date parameters you specify. The report lists the following for each credit memo‟s distribution lines: the distribution line amount in functional currency, the distribution line GL Date, the invoice to which it is matched, and any exchange rate information. The report also lists the total of the distribution line amounts of each credit memo in your entered currency and your functional currency. It also lists total credit memo amounts for each supplier, and a total amount for the report. 5. Invoice Aging Report: Use this report to view your unpaid invoices. This report provides information about invoice payments due within four time periods you specify in the Aging Periods window. 6. Invoice History Report: The Invoice History Report provides information to support the balance due on an invoice. It helps you quickly identify and review a detailed list of all payment activities pertaining to a specific invoice such as gains, losses, and discounts. Payments must be accounted before the associated payment activities are shown on the Invoice History Report. 7. Invoice Register: Use the Invoice Register to review detailed information about invoices. Payables orders the report by invoice currency and, if you use batch control, by the invoice batch name. Within the currency and batch name, the report orders by the supplier name and invoice number. 8. Matched and Modified Receipts Report: After you automatically create invoice distributions by matching an invoice for goods to a receipt, that receipt can be modified in Oracle Purchasing. For example, you might need to adjust a receipt because the quantity received was incorrectly recorded, or the product was defective and returned to the supplier. Use this report to identify receipts that have been changed after invoice matching, and for which no users have seen modifications. 9. Prepayments Status Report: Use the Prepayments Status Report to review the unapplied prepayments and unpaid or partially paid invoices for a supplier. You can compare the invoices and prepayments for a supplier to determine if there are outstanding prepayments which you can apply against unpaid invoices. 10. Recurring Invoices Report: Use this report to review recurring invoice templates you defined during a specific time period. You can review this report to determine the amount you have authorized for a recurring invoice template, how much you have released, and the next amount you have scheduled. 11. Unrealized Gain/Loss Report: Use this report to review unrealized gains and losses on foreign currency invoices. An unrealized gain or loss occurs on an unpaid foreign currency invoice when the exchange rate changes. You usually calculate unrealized gains and losses at the end of an accounting period. You may also want to submit this report whenever there is a large movement in the value of a foreign currency as compared with your functional currency.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP 12. Cash Requirement Report: Use the Cash Requirement Report to forecast your immediate cash needs for invoice payments. You can submit this report before every payment batch to determine your cash requirements for the batch. You can submit this report for a single currency or for all currencies. The report is ordered by currency and lists cumulative invoice totals in the invoice currency. The report provides in your functional currency a sum of all invoices of each currency, and a sum of all invoices on the report. The report alerts you if any invoices in the currency are missing exchange rates. This report lists unpaid or partially paid invoices that match parameters you enter. The report does not include cancelled or fully paid invoices. 13. Future Payment Maturity Date Report: Use this report to review the amounts and maturity dates of future dated payments that have not yet matured. This can help you estimate your cash needs by showing you the amounts of future dated payments due to mature on a specific date. Note that this report uses only the payment's maturity date, and does not use information from Oracle Cash Management to identify whether the payment has actually cleared your bank. 14. Missing Document Numbers Report: Use the Missing Documents Report to identify any payment documents that you have not accounted for in Payables. The report lists any payment document numbers within a range you specify that are not recorded in Payables as paid, stopped, void, or spoiled. 15. Invoice Audit Listing by Voucher Number Report: Use this report to review your invoices with assigned sequential voucher numbers. Payables sort this report by voucher number. 16. Payment Audit by Voucher Number Report: Use the Payment Audit by Voucher Number Report to review payments with assigned sequential voucher numbers. Payables sort this report by voucher number. 17. Payment Register: Use the Payment Register to review payments created for each bank account you use. The report lists each payment that has a payment date within the range you specify, as well as the total payment amount and cleared amount of all payments. It sorts and subtotals by bank, bank branch, and bank account. The report also displays the payment document and disbursement type for each set of payments, and provides a subtotal for each payment document. Voided checks will not be subtracted from the report totals. If you want to review actual cash disbursed, then you can run this report along with the Void Payment Register. 18. Accounts Payable Trial Balance Report: Use the Accounts Payable Trial Balance Report to verify that total accounts payable liabilities in Payables equal those in the general ledger. To reconcile these balances you can compare the cumulative total liability provided by this report with the total liability provided by your general ledger. 19. Unaccounted Transactions Report: Use this report to identify and review all unaccounted invoice and payment transactions and see the reason that Payables cannot account for a transaction. Payables sort the report by transaction type (invoice or payment), exception, supplier, transaction currency, and transaction number. Run this report after you have run the Payables Accounting Process. The report will then show only transactions that had problems that prevented accounting. You can then correct the problems and resubmit the accounting process. Note that this report does not include invoices that have no distributions. 20. India - TDS Prescribed Rate Report: This report lists all the tax deductions at source for various entities by various TDS sections. 21. India - TDS at Lower Rates Report: This report lists all TDS deductions carried out at rates other than the prescribed rates for each section type and supplier type combination. 22. India - Cash/Bank Book Report: This report shows the cash/bank account and balance details for a user-specified period.


Indian Farmers Fertiliser Cooperative Ltd. (IFFCO) End User Manual - AP 23. India - Creditors Ledger Report: This report is used to get details of the creditors‟ sub-ledger with all details of invoices, payments and debit memos.

24. India - Creditors Trial Balance Report: Use this report to get the creditors‟ trial balance with the final closing balance for the vendor on a given date.

25. India - Statement of Accounts for Suppliers: This report shows the invoice-wise, supplier-wise outstandings.

26. India - TDS Related Invoices Report: This Report provides the list of all invoices for which TDS has been calculated. For each such Invoice, all TDS Related Invoices generated are shown.

Note: For a complete list of all reports please refer to the Oracle Payables User‟s Guide, Release R12.
