ap test plan prtm

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AP Shell Test ScriptApril 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 stepsLog onto http://oracleprod.prtm.com:8002/OA_HTML/US/ICXINDEX.htmUser name: KateyAs Expectedword: CunninghamI 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?


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 haven’t set up the check printer yet.


Business Scenarios Test SequencesTest Status: Draft, Review, Success, and Defective

RD 070 Cross Ref

Tests Business Scenarios Test Name Tester1 Tester2 Tester3 Date Notes

10 Open AP Accounting Period - Able to go to the last period and future periods.

Emanuel 29-Mar-10 Pass

20 Enter and Maintain Supplier Records.


30 Enter an invoice Emanuel 29-Mar-10 Pass29-Mar-10 Pass

50 Process and pay rent (Recurring Invoices)

Emanuel 29-Mar-10 Fail

60 Run AutoApproval from the Navigator.


70 Cancel Unpaid Invoices. Emanuel 29-Mar-10 Fail

90 Invoice Distribution Correction. Emanuel 29-Mar-10 Pass100 Test unable to enter duplicate

vendor invoicesEmanuel 29-Mar-10 Pass

110 Hold Payments to selected suppliers, invoice


120 Run Invoice on Hold Report Emanuel 29-Mar-10 Pass130 Enter Manual Check/Quick Check.

Able to switch to different bank account numbers.


140 Select Invoices for payment and print checks. Able to run a check preview.


150 Payable Inquiry. Search by Inv#, Check#, Vendor name & or #.


160 Void Check. Emanuel 30-Mar-10 Pass170 Post to General Ledger Emanuel 30-Mar-10 Pass180 Run reports. Emanuel 30-Mar-10 Pass190 Payables Month-End Processing. Emanuel 30-Mar-10 Pass200 Payables Close Period. Emanuel 30-Mar-10 Fail


10 Test Specification – Open AP Accounting Period

RD.070 Reference Number

Step Actionor Path Expected Results

Notes

10.1 Open Current AP PeriodSetupàCalendaràAccountingàAP Accounting PeriodFind the period you’d like opened. Change the Status field of that period from Never Opened to Open.

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

10.2 Save your work. 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.


20 Test Specification – Enter and Maintain Supplier Records


Step Actionor 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.SuppliersàEntryEnter 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.

SuppliersàEntry (B) SitesProvide 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

As Expected

As Expected

As Expected

Record should save without errorDefault information should be what was entered in Financial Options in AP.Record should save without error

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

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

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 Payable- Employees)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

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

Record should save without error

As Expected

Changes should display.

Changed the Test Rent Supplier Address


30 Test Specification – Enter an Invoice not Matched to a Purchase Order and Run Batch Approval


Step Actionor Path

Expected Results Notes

30.1 Enter an invoice InvoicesàEntryàInvoice Batches <if Batching is on>Enter Batch information

InvoicesàEntryàInvoices<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.

InvoicesàEntryàInvoices (B) DistributionsEnter 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 = 0.00As 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.

As Expected

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 Enter two invoices for the same vendor site. Save your work.


As Expected

Entered “Test Inv2” for the Vendor “Test Utility Supplier” for the same site

30.3 Create two at least two distribution lines for one invoice (enter client number and project number at the promptSave your work.

Record should save without errorAs Expected

Entered Invoice no’” Test Inv3” for the supplier “Test Rent Supplier” with 2 Distribution Lines as

11.81.954.604010.0000.000011.81.954.621010.0000.0000

30.4 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.


As Expected

Entered the Invoice no.” Test Inv4” for the supplier “Test Multiple Site” by checking the Pay Alone check box

30.5 Enter a capital asset invoice.Be sure to code the expense distribution to the asset clearing accout. Save your work.

Record should save without errorFAIL

Asset Clearing Account code not available in LOV of the Invoice Distribution



Step Actionor Path


30.6 Run AutoApproval in batch mode to approve the invoices you’ve entered for payment.From the menu bar:View>Requests>Submist a New RequestSingle RequestName: Payables ApprovalParametersOption: AllPaygroup: select if applicable (i.e.: “Supplier”)

Monitor the request.

As Expected

AutoApproval should complete without error.

Ran the “Invoice Validation” process refer Request ID= 645393 which completed normally

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

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

The Entered Invoices are approved and validated

30.8 Enter and approve a few more invoices using different suppliers. As Expected Entered Invoices for supplier “A D Handy Co, Inc” and “A-1 Copier Tec. Inc.” and validated the same manually


50 Test Specification – Create Recurring Invoices and Approve


Step Actionor Path


50.1 Create Recurring Invoices (MUST setup special calendar first—this should have been done prior to the testing phase)Invoices àEntryàRecurring InvoicesFirst, 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.

Fail

Should be able to save Template without errors.

Error during Creating Recurring Invoices – Refer File attached AP step 50.1 for screen shot of the error

Periods not opened and Calendar not created for recurring Invoices

50.2 Second, you will generate Recurring invoices:Invoices àEntryàRecurring Invoices (B) Create Recurring InvoicesIn 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.

Invoices should be generated without errors.Fail

Subsequent activity to the above step


60 Test Specification – Run Approval from the Navigator


Step Actionor Path


60.1 Submit AutoApproval in batch mode. OtheràRequestsàView Select Single RequestSelect ‘Payable Approval’ in the ‘Name’ fieldParametersOption: AllPaygroup: 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


70 Test Specification – Cancel Unpaid Invoice


Step Actionor Path


70.1 Cancel unpaid invoices. Click on one of invoices entered above in test 30.InvoicesàEntryàInvoices 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-10706- Refer the file attached for screen shot of the error


90 Test Specification – Modify Invoice Distributions


Step Actionor Path


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.InvoicesàEntryàInvoicesQuery an invoice you have already created.InvoicesàEntryàInvoices (B) DistributionsClick on the distribution line you’d like to reverse.Click on the Reverse Button.Say Yes.

Enter the correct distribution.Save your work.

Validate the corrections – view invoice in the invoice inquiry screen & run Invoice Register Report

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

Reversed the Invoice Distribution for the “Test Inv2” for the Supplier “Test Utility Supplier” From 11.81.954.604010.0000.0000To 11.81.954.604080.0000.0000

Ran the Invoice Register- refer the Request ID= 645402 which shows the reversed distribution in the output of the report

90.2 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

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


100 Test Specification – Duplicate Invoice Number for One Supplier


Step Actionor Path


100.1

Check Duplicate Invoice Number entry. Try to enter same invoice number for supplier.InvoicesàEntryàInvoice 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-SQLAP-10024” This value already exists.


110 Test Specification – Hold Payment to Supplier


Step Actionor Path


110.1

Hold Payment to SupplierSuppliersàEntry 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


120 Test Specification – Check Invoices on Hold


Step Actionor Path


120.1

Run Invoice on Hold ReportOtheràRequestàView, 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


130 Test Specification – Enter Manual Check


Step Actionor Path


130.1

Enter Manual Check. PaymentsàEntryàPaymentsEnter payment information like bank account and document type.Click Enter/Adjust Invoices.Select the invoice to be paid.Save your work.

Should be able to select and pay invoice for supplier.

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”.

130.2

Print Check.Click on the Actions button on the Payments window.PaymentsàEntryàPaymentsàActionsàActions: Check Format and Print Now.Click OK.

A check image should be created> Check concurrent request for Format Payments.

As Expected

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


140 Test Specification – Execute a Check Run


Step Actionor Path


140.1

Submit AutoSelect, the process that automatically selects all invoices ready / eligible for payment. (Don’t format payments or print payment register)PaymentsàEntryàPayment BatchesEnter required Payment Batch information. Enter the pay through date as the last day of the period. Leave PayGroup blank.Save your work.PaymentsàEntryàPayment Batches (B) Actions à Select Invoices Build Payments, and Print Preliminary Payment RegisterClick 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

Refer concurrent Payment Process Manager (645417), AutoSelect (645418), Build Payments(645419) and Preliminary Payment Register (645420) completed successfully

140.2

Submit Preliminary Payment RegisterFrom the Menu bar: View> Requests> FindClick 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

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.PaymentsàEntryàPayment Batches Re-query your batch - F11, Enter your Batch name, Ctrl + F11Click 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

Concurrent process to rebuild should launch.

As Expected

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



Step Actionor Path


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)

As Expected

Payment amount should be decreased.

As Expected

Modified the Batch Payments successfully by decreasing the amount of one of the invoices

140.5

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 RegisterView Output.

As Expected

Changes made in 14.3 and 14.4 should be reflected in the report.

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

140.6

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 PaymentsView Output.

As Expected

Formatted check images should be for expected amounts (i.e.: should include changes made above)

The concurrent ID= 645528 for Format Payments (Standard Oracle, Form Feed) in submitted

140.7

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 FormattedClick on Actions.Accept Confirm Payment Batch selection.Click OKYou 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

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

The concurrent ID= 645533 for Format Payments (Standard Oracle, Form Feed) in submitted


150 Test Specification – View Supplier Payment History


Step Actionor Path


150.1

View Supplier Payment History by Supplier TypePaymentsàInquiry

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

As Expected

150.2

View Paid Invoice History & DetailsInvoicesàInquiry

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

As Expected


160 Test Specification – Void a Check


Step Actionor Path


160.1

Void check from Payment BatchPaymentsàEntryàPayments 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 30-Nov-09 for the Supplier “Accountemps” Invoice No 30045570

160.2

Query Invoice to see Paid amount =0InvoicesàInquiry

Paid amount =0

As Expected

The above Invoice is Open for Payment now


170 Test Specification – Post All Previous Transactions from Payables to the GL


Step Actionor Path


170 Post to GL.OtheràRequestsàView, 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


180 Test Specification – Run Payables Reports


Step Actionor Path


180.1

OtheràRequestsàViewRun Invoice Register ReportRun Vendor Payment History ReportRun Key Indicators ReportsRun AP Trial Balance ReportRun Vendor Listing ReportRun Expense Distribution Report

Verify all reports complete and data is accurate.

As Expected

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


190 Test Specification – Run Month End Reports


Step Actionor Path


190.1

Payables Month-End Processing.OtheràRequestsàView

Run Posting Holds ReportRun Expense Distribution Detail ReportRun Payables Transfer to GLSubmit 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= 645569Expense Distribution Report Not AvailablePayables Transfer to General Ledger=Request ID= 645549Posted Invoice Register =Request ID= 645562 Posted Payment Register=Request ID= 645563Accounts Payable Trial Balance=Request ID= 645557Unaccounted Transactions Report=Request ID= 645560


200 Test Specification – Close the AP Period


Step Actionor Path


200.1

Close Current Period. DO NOT PERMANENTLY CLOSE. SetupàCalendaràAccountingàAP Accounting PeriodsChange the Status from Open to Closed.Save your work.

Period update should be made without error.

Failed

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 attached200.2

Attempt entry of an invoice to closed period. Use closed period for GL Date.InvoicesàEntryàInvoice Batches

Period will not be available for further invoice entry in AP. Oracle will reject the GL Date for the closed period.

As Expected

Depending on above point

200.3

Re-Open the just close period, add an invoice for a vendor and approve it.SetupàCalendaràAccountingàAP Accounting Periods InvoicesàEntryàInvoice Batches

You should be able to enter an invoice into the previously closed (now open) period.As Expected

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

200.4

Run the Unposted Invoice Sweep OtheràRequestsàViewChoosing to move unposted distributions to the next accounting period.

Verify results of the Sweep.Failed

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

200.5

Close the current period again in AP Open next period.SetupàCalendaràAccountingàAP Accounting Periods

Next period should show Open status and last period should be Closed.

Failed

Depending on above point

ap test plan prtm

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