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Oracle 24/7 End User Training

Accounts Payable

Oracle Accounts Payable

Table Of Contents

Invoice and Payment Workbench Overview...............................................................................4Reviewing Supplier Information..................................................................................................7View Invoices................................................................................................................................16Invoice Details..............................................................................................................................23View Distribution Information for an Invoice..........................................................................33View Invoice Holds......................................................................................................................45View Cancelled Invoices..............................................................................................................53View Payments.............................................................................................................................61View Scheduled Payments..........................................................................................................74View Encumbrance......................................................................................................................81Submit Non-PO Payment Requisition.......................................................................................87View Withheld Amounts...........................................................................................................100Accounts Payable Reports........................................................................................................106Appendix A – Leader’s Guide..................................................................................................142Appendix B – Accounts Payables Q&A...................................................................................152

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Typographic Convention in Oracle Applications Navigation Path

(N) Navigator (M) Menu Bar (T) Tab (B) Button(H) Hyperlink (N) Sub Tab (I) Icon

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(M) Menu Bar(I) Icon

(T) Tab

(B) Button


Invoice and Payment Workbench Overview

Chapter 1

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Section Objectives

At the end of this section, you should be able to:


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Accounts Payable 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.

You may be restricted in the windows, buttons, and actions you can access based on the Function Security implemented by your System Administrator.

Use the Invoice Overview and the Payment Overview windows to review information from their respective workbenches. These windows also act as bridges between the two workbenches. For example, from the Invoices Overview, you can choose the Payments button to navigate to the Payments window.

Some Payables windows have a customizable folder that allows you to move, resize, and hide fields in the window.

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. All the windows you need are accessible from just one form; you can query an invoice then view detailed payment information without having to find the invoice again. You can also keep multiple windows open at one time.

You can use the Find Invoices window to query records by field, record status, or by a range of values. For example, you can use the Find Invoices window to query all approved invoices with a range of invoice dates.

In the Payment Workbench, you can find a payment based on supplier, check number, status or other criteria. Then, for that payment, you can review the invoice(s) information, supplier information and other detailed payment information.

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Reviewing Supplier Information

Chapter 2

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Section Objectives


Review Supplier Information

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Review Supplier Information

In this session, you will learn how to review Supplier Information. By using supplier name as the search criteria, you can review information pertaining to the supplier.

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N > Suppliers

Find Suppliers

1. Navigate to Find Suppliers window

(N) > Suppliers.

2. Enter the Supplier name or a portion of it in the “Supplier Name” field and select Find (B).

Reminder: You can enter a partial supplier name followed by a %. Ex. 4-W%

This example will find all suppliers that begin with “4-W”.

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3. Oracle Payables displays all vendors that match your criteria.

Select the supplier “4-W SPECIALTIES, INC.” and then select (B) OK.

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4. Select (B) Find to review the supplier Information.

Alternatively, the following details may be entered to review the supplier information.

Field Notes

Supplier Name Supplier Name, Supplier Number can be used to retrieve the supplier information.

Supplier Number

Alternate Name Alternate name of the supplier can be optionally used to find the supplier information.

Supplier Type This field can be used to retrieve the list of suppliers pertaining to a particular type, whose information is being viewed.

Parent Supplier Either of Parent Supplier or the Parent Number can be used to restrict the search criteria for the suppliers. Parent Number

Reporting Name Reporting Name is the criteria used to retrieve the supplier information.

Payment Terms Payment Terms specific to a particular supplier can be used to find out the information of a particular supplier.

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Field Notes

Income Tax Type Income Tax Type of a supplier can be entered to restrict the search criteria and view the particular supplier information.

Pay Group Similarly Pay Group can be optionally used to list the suppliers and thus view the information.

5. Review the Supplier information by selecting each tab.

Tab/ Button Description

General Provides Parent supplier name, number and customer number pertaining to that Parent supplier of the Supplier

Classification Provides the details like, type of supplier, employee name and his number, standard industry code, and type of ownership of that supplier

Accounting Provides distribution set and general ledger account details (like liability, prepayment and future dated payment information)

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Control Provides invoice amount limit, invoice match option, hold (if any) and payment hold reason (if on Hold)

Payment Provides payment terms, pay group, payment priority, currency details, term date basis, pay date basis, payment method and discount details (if any)

Withholding Tax

Provides information like allow withholding tax and withholding tax group

Sites Click to review the details like Site Name, Address, Alternate Name and Address, Pay only or both Pay and Purchasing, Procurement Card, Contact information, shipping network location, and communication method

The Sites (B) displays the following information

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6. Go to (M) File and select the Close Form

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View Invoices

Chapter 3

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View Invoices

Section Objectives


Review Invoices

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View Invoices

In this session, you will learn how to review the Invoices. You can review Invoices using Find Invoices window.

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Viewing Invoices


N > Invoices > Invoices

Screen name

1. Navigate to the Find Invoices Window (N) Invoices > Invoices.

2. Enter the Supplier Name as ‘APPERSON’ and Select (B) Find.

Note: To view a Credit Memo, select type ‘Credit Memo’ from the LOV in the Invoice Region.

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Alternatively, the following details may be entered to retrieve invoices and thus view their details.

Field Notes

Supplier By entering the Supplier name, all the invoices pertaining to that supplier are listed for review. Number, Site and the Taxpayer ID of the supplier are automatically reflected.

Invoice can also be queried by entering the PO Num field.

Invoice Invoices can be found by entering the Number, Type and Invoice Batch.

Optionally, Pay Group, Payment Method, Terms, USSGL Code, Project, Task, Expenditure Type and Expenditure Org. from the drop down list can be chosen to restrict the list of invoices to be viewed.

Invoice Status

Depending upon the Invoice details selected, the Invoice Status, whether it’s been Paid or Accounted can be selected.

Even the Invoice Holds with their Status, Name and Reason can be chosen to retrieve a particular invoice.

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Voucher Audit

Optionally, the Category, Name and Voucher Numbers may be entered to view particular invoices.

3. Review the Invoices window.


GeneralThe General tab provides information on Amount Paid, Invoice Status, Approval Status, and Summary details

Holds

The Hold tab provides information about why the invoice was put on hold and who put it on hold. It also provides details pertaining to Purchase Order, Shipment Quantity, Receipt and Receipt QuantityRefer to Chapter 6 – View Invoice Holds

View Payments

View Payment Tab provides information detailing Payment Method, Document Name, Payment Date, Ledger Date, and Payment AmountRefer to Chapter 8 – View Invoice Payments

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Scheduled Payments

Scheduled Payments tab provides Payment details including Due Date, Gross Amount, Priority and Payment Method. It provides Bank Details including Bank Name, Account Number. Discount if any including, Discount Type, Date and Discount Amount. It also summarizes Invoice Details including Invoice Amount, Date and Amount Paid against the InvoiceRefer to Chapter 9 – View Scheduled Payments

OverviewThis button provides a Summary of the selected Invoice detailed informationRefer to Chapter 4 – Invoice Details

DistributionThis provides Account information and the way the charge is distributed among accountsRefer to Chapter 5 – View Distributions

4. Go to (M) File and select Close Form.

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Invoice Details

Chapter 4

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Invoice Details

Section Objectives


Review the details of an Invoice.

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Invoice Details

Invoice Overview window can be used to review detailed invoice information of a particular invoice, such as invoice status, active holds, scheduled payments, actual payments etc.

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Viewing Invoice Details



Find Invoices

1. Navigate to the Find Invoices window (N) Invoices > Invoices.

2. Enter the Invoice Number 123% and select (B) Find.

Note: Enter Partial Invoice Number with Wild Card “%” as the suffix in the Invoice Number field to help expedite the search.

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Field Description

Supplier By entering the Supplier name, all the invoices pertaining to that supplier are listed for review. Number and Site of the supplier are automatically reflected.


Invoice Invoices can be found by entering the Number, and Type.

Optionally, Pay Group, Payment Method, Terms, Currency, Ledger Code, Project, Task, Expenditure Type and Expenditure Org. from the drop down list can be chosen to restrict the list of invoices to be viewed.

Invoice Status

Depending upon the Invoice details selected, the Invoice Status, whether it has been Paid or Accounted can be selected. The Invoice Holds with their Status, Name and Reason can be chosen to retrieve a particular invoice.

Voucher Audit


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3. Review Invoices window and Select (B) Overview.

Note: If your query retrieved more than one record, select the invoice by clicking on the current record indicator next to it.



Holds


View Payments


Scheduled Payments


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OverviewThis button provides a Summary of the selected Invoice detailed information


4. Review the Invoice Overview.

Invoice Overview provides the following details:

Supplier Name, Supplier Number, Invoice Number, PO Number, etc

Invoice Status, Holds, and Reasons

Scheduled Payment Information

Actual Payment Information

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Note: Move cursor to “paid by field” and the payment overview button will be available, select (B) to see payment information

Alternatively, Invoice Overview can be viewed directly by Navigating to the Find Invoices window (N) Invoices > Invoice Overview.

Enter the Invoice Number 27066% and select (B) Find.


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View Distribution Information for an Invoice

Chapter 5

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View Distribution Information

Section Objectives


Review distribution information

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View Distribution Information

You can use the Distributions window to see the account(s) being charged for a particular invoice and the corresponding amount.

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Reviewing the Distribution Information



Find Invoices

1. Navigate to the Invoices window (N) Invoices > Invoices



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Field Description



Invoice Invoices can be found by entering the Number, Type

Optionally, Pay Group, Payment Method, Terms, Ledger Code, Project, Task, and Expenditure Type from the drop down list can be chosen to restrict the list of invoices to be viewed.

Invoice Status



Voucher Audit


3. Review the Invoice details and select (B) Distributions.

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Holds


View Payments


Scheduled Payments



DistributionThis provides Account information and the way the charge is distributed among accounts

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4. Review the Distribution details of Invoice.

Note: Use the scroll bar to view additional information such as PO number, Expenditure Type, etc.

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View Invoice Holds

Chapter 6

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View Invoice Holds

Section Objectives


Review the Invoice Holds

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View Invoice Holds

Holds that Payables applies or the System applies automatically (insufficient funds), prevent payment and, in some cases, creation of accounting entries for an invoice. You can review the Hold details pertaining to an invoice by selecting the Holds tab in the Invoices window.

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Viewing Invoice on Hold



Find Invoices

1. Navigate to the Invoices window (N) Invoices > Invoices



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3. Select the invoice to be reviewed and select (T) Holds to view the Hold details.

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Holds

The Hold tab provides information about why the invoice was put on hold and who put it on hold. It also provides details pertaining to Purchase Order, Shipment Quantity, Receipt and Receipt Quantity

View Payments


Scheduled Payments




4. Review Holds details.

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A workflow notification on holds placed, as below, will be sent to Account Managers to initiate appropriate action.

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Account Managers have the ability to Approve, Reject, Reassign or Request more Information

Note: If the hold is placed by the system, Account Managers need to take appropriate action such as Budget Revisions for insufficient funds holds.


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View Cancelled Invoices

Chapter 7

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Section Objectives


Review a cancelled invoice

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View a Cancelled Invoice

In this session you will learn how to review a Cancelled Invoice. All the details pertaining to the Invoice, which is cancelled, can be viewed.

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Viewing a Cancelled Invoice



Find Invoices

1. Navigate to the Find Invoices window (N) Invoices > Invoices

2. Select the Invoice Type as ‘Standard’ and Status as ‘Cancelled’.

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3. Select (B) Find.

4. Select the ‘cancelled’ invoice that you would like to review.

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Note: The invoice amount for cancelled invoices is ZERO.



Holds


View Payments


Scheduled Payments




5. Review the Distributions window.

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Note: If the invoice is cancelled, the amount originally charged to the Project for the invoice selected will be reversed from the Project.

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View Payments

Chapter 8

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View Payments

Section Objectives


Review Invoice Payments

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View Payments

In this session, you will learn how to review Invoice payments. You can review payment details such as amount paid, check number, payment date, payment method, etc., for a check or for a Supplier.

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Viewing Payments



Find Invoices

1. Navigate to the Invoices Window (N) Invoices > Invoices



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Field Notes



Invoice Invoices can be found by entering the Number, and Type

Optionally, Pay Group, Payment Method, Terms, Ledger Code, Project, Task, and Expenditure Type from the drop down list can be chosen to restrict the list of invoices to be viewed.

Invoice Status



Voucher Optionally, the Category, Name and Voucher Numbers may be

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Audit entered to view particular invoices.

3. Select the Invoice to be reviewed and Select (T) View Payments.



Holds


View Payments

View Payment Tab provides information detailing Payment Method, Document Name, Payment Date, Ledger Date, and Payment Amount

Scheduled Payments


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4. Review the Payment details and then select (B) Payment Overview.

Note: If payment has been made for the invoice you selected, the PAYMENT OVERVIEW button will be available for more information.

5. Review the Payment Overview details.

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Payment Overview provides the following details:

Payment Number, Payment Date, Status, Cleared Amount, Cleared Date, etc

Supplier Information including Supplier Name, Taxpayer Id, Number, Site and Address

Bank Information like Bank Name, Account, Payment Method

Invoice Details like Invoice Number, Amount Paid, Ledger Date and Description

Select (B) Invoices Overview to review Invoice details

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Alternatively, Payment Overview can be directly reviewed by Navigating to the Payments Window (N) Payments > Payments Overview

You can enter the Supplier Name or the check number and select (B) Find.

Note: Enter Partial Supplier Name with Wild Card “%” as the suffix in the Name field in Supplier section to help expedite the search.

Enter JEN% and select (B) Find.

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Select JENNIFER MEDRANO from the list of values (LOV) and select (B) Find

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Review the payment details


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View Scheduled Payments

Chapter 9

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Section Objectives


Review Scheduled Payments

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In this session, you will learn how to review the Scheduled Payment details of a particular Invoice. You can review various payment details like payment amount, currency, payment method, invoice amount, etc.

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Viewing Scheduled Payments



Screen name

1. Navigate to the Invoices Window (N) Invoices > Invoices

2. Enter the Invoice Number and select (B) Find.


Enter 123%

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3. Select the Invoice to be reviewed and Select (T) Scheduled Payments.

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Holds


View Payments


Scheduled Payments

Scheduled Payments tab provides Payment details including Due Date, Gross Amount, Priority and Payment Method. It provides Bank Details including Bank Name, Account Number. Discount if any including, Discount Type, Date and Discount Amount. It also summarizes Invoice Details including Invoice Amount, Date and Amount Paid against the Invoice



4. Review the Scheduled payments.

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View Encumbrance

Chapter 10

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View Encumbrance

Section Objectives


Review encumbrance details

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View Encumbrance

You can review the encumbrance details of the Invoices.

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Viewing Encumbrance


N > Accounting > View Encumbrance

Find Encumbrance Lines

1. Navigate to the View Encumbrances Window.

2. Enter the Invoice Number and select (B) Find.


Enter 123%

Alternatively, you can enter the following parameters to view the Encumbrances.

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Field Notes

Type A specific Type can be entered to view the Encumbrances pertaining to that Type.

Period Period range can also be entered to retrieve all the Encumbrances that fall within that Period.

Account Account range can be optionally entered to view the Encumbrances restricted to that range.

3. Review the View Encumbrances window.

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Note: Scroll to the right to see more information related to the encumbrance for the invoice selected.

4. Go to (M) File and select Close Form

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Submit Non-PO Payment Requisition

Chapter 11

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Section Objectives


Submit a Non-PO Payment Requisition

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Submit Non-PO Payment Requisition Overview

In this session, you will learn about Non PO Payment Requisition. A Non PO Payment Requisition is a request for making a payment to a person or an organization without a purchase order. Example: Memberships, Stipend, Refunds, etc,.

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Submitting Non-PO Payment Requisition


N > Other > Requests > Run

Submit a New Request

1. Navigate to Submit a New Request window (N) Other > Requests > Run.

2. Select Single request option and select (B) OK.

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3. Enter ‘%Utpa%’ in the name field and click (B) Find. Select the ‘UTPA Non Po Check Request Workflow’.

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4. Enter the following parameters and select (B) OK.

Parameter Value

Vendor ABET INC

Note: If various vendors need to be paid (stipend), enter VARIOUS and email a spreadsheet to AP

Project Number 100CMPT00

Award If Grant Account

Expenditure Type Consumables

Amount 500.00

Description (Description of payment)

Need By Date 19-JUL-2006

Attachment Yes (Is there an invoice)

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Note To Payables Are you faxing, emailing, sending any invoices or other attachments??

5. Select (B) Submit.

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6. Select (B) Refresh Data and select (B) View Details.

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7. Review the details of the report and select (B) OK.

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Note: Include Request ID number on any paperwork submitted (email, fax, campus mail) to Accounts Payable.


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Approvers

9. Navigate to Worklist window (N) Workflow > Worklist.

10. Select the required notification and select (B) Open.

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Note: The Project Managers can Request more information, Approve, Reject or Reassign this check request.

Once the Request is approved by the Project Manager, Accounts Payable will receive a Notification to process your request. Accounts Payable will contact the requester if any information/documentation is missing.

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View Withheld Amounts

Chapter 12

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Section Objectives


Review the Withheld Amounts

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In this session, you will learn how to review the Withheld Amounts. You can review period-to-date, automatically withheld amounts, and not the amounts that you withhold manually.

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Viewing Withheld Amounts


N > Payments > Withheld Amounts

Period-to-date Withheld Amounts

1. Navigate to the Find Period-to-date Withheld Amounts window (N) Payments > Withheld Amounts

2. Optionally enter any of the following as selection criteria and select (B) Find.

Field Name Description

Tax Code The withholding tax type code from the special calendar.

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Period Name The withholding tax type period name.

Supplier Name/ Supplier Number

The supplier name/number for which you are viewing period-to-date withheld amounts.

3. Review the Period-to-date Withheld Amounts window.

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Accounts Payable Reports

Chapter 13

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Section Objectives


Understand the Usage of Accounts Payable Reports

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Common Report Headings

Report headings at the top of each page provide you with general information about the contents of your report or listing, such as your set of books name, report title, date and time Payables runs your report, and page number.

In addition, Payables prints the parameters you specified when you submitted the report request. If you left a parameter blank, then the parameter will appear at the top of the report without a value.

Accounting Period- Accounting period in which you submitted the request.

Batch- Name of invoice batch or payment batch. Payables displays N/A if you do not use invoice batches to enter invoices.

Entered By- Name of the person who entered the data.

Document Number- Payment document number. For example, check number.

Functional Amount- Amount of the invoice or payment expressed in your functional currency. Payables uses the exchange rate to convert the invoice or payment amount into your functional currency.

Income Tax Type- The income tax type for an invoice distribution. You can default an income tax type from a supplier for each invoice distribution. For U.S. reporting, your income tax type is also known as your 1099 type.

Invoice Amount- Amount of the invoice.

Invoice Batch- If you have enabled the Allow Invoice Batches Payables option, the name of the batch in which the invoice was entered.

Invoice Currency- Currency in which the invoice was entered.

Invoice Number- Number of an invoice, assigned by you during invoice entry.

Invoice Type- Type of invoice (Standard, Prepayment, Credit Memo, Debit Memo, Withholding Tax, Interest, and Expense Reports).

Last Active Date- Last date in which a document was updated. Document entry or creation date, if it has not been updated.

Payment Batch- Payment batch in which the payment was created.

Payment Currency- Currency in which the payment was created.

Payment Date- Date on payment document.

Payment Number- Document number for the payment. For example, check number.

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PO Number- Number of the purchase order.

PO Release- Purchase order release number.

PO Line- Purchase order line number.

Site- Name of supplier site.

Site Name- Name of supplier site.

Supplier Bank Account Num- Bank account number of your supplier. Used for electronic payments to your supplier.

Supplier Name- Supplier name. For some requests you can leave this parameter blank to submit the request for all suppliers.

Supplier Name From/To: Enter the alphabetical range of suppliers that you want to submit the request for Payables includes all suppliers between and including the suppliers you enter.

Supplier Type- Type of supplier. You define supplier types in the Oracle Payables Lookups window, and enter a supplier type for a supplier in the Suppliers window. If you use recoverable tax, you can also define tax recovery rules by supplier type.

Tax Code- Name of the tax code or tax group value. You define tax codes in the Tax Codes window and tax groups in the Tax Groups window.

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Accounting and Reconciliation Reports

Payables provide the following accounting and reconciliation reports:

Accounts Payable Trial Balance Report

Payables Account Analysis Report

Period Close Exceptions Report

Posted Invoice Register

Posted Payment Register

Unaccounted Transactions Report

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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.

The Trial Balance Report lists and subtotals by supplier and liability account all unpaid and partially paid invoices that Payables has transferred to the general ledger. These invoices represent your organization’s outstanding accounts payable liability. Therefore, to obtain the most up-to-date trial balance, you should transfer your invoice and payment activity to the general ledger before submitting this report.

Since this report presents your outstanding accounts payable liability information, it is only valid for an accrual set of books.

If you use future dated payments, the Relieve Future Dated Payment Liability Payables option determines when this report considers invoice liability relieved by a future dated payment. If the option is set to When Payment is Issued, then the invoice amounts paid by future dated payments do not appear in this report. If the option is set to When Payment Matures, then the invoice amounts continue to appear in this report until the payment status is updated to Negotiable. If the option is set to When Payment Clears, then the invoice amounts continue to appear in this report until the payment is cleared.

You can use this report to review all negative supplier balances. To do this, choose No. for the Summarize Report parameter, and Yes for the Negative Balances Only parameter.

Report Submission

You submit this report from the Submit Request window.

Selected Report Parameters

To review information for parameters used in multiple reports, such as Set of Books Currency.

As of Date. Payables lists all unpaid or partially paid invoices with accounting dates on or before the As of Date you enter.

Supplier Name. If you want to run the report for a particular supplier, enter the supplier.

Liability Account. If you want to run the report for a particular liability account, enter the account.

Summarize Report. Choose No to run the report in detail. Choose Yes to summarize report output by liability account.

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Negative Balances Only. Choose Yes to include only negative supplier balances on the report. Choose No to include all supplier balances.

Selected Report Headings

Invoice Number. The number of the invoice document.

Invoice Date. The date of the invoice document.

Curr. The transaction currency of the invoice.

[Functional Currency] Amount. Total invoice amount for the liability account, displayed in your functional currency.

If the Relieve Future Dated Payment Liability Payables option is set to When Payment Matures, then this report shows invoices included in unmatured future dated payments. For those invoices this field always displays the full invoice amount irrespective of the liability account.

Remaining [Functional Currency] Amount. The difference between the invoice amount and the sum of the posted payments for the invoice, expressed in your functional currency.

A positive amount indicates an outstanding accounts payable liability in the general ledger. This can result from nonpayment, partial payment, or not creating a journal entry for the payment.

A negative amount can result from transferring a payment to your general ledger without transferring the invoice, or from recording the invoice liability in a future period.

Invoice Description. Partial description of the invoice distribution.

Payables Account Analysis Report

Use this report to review and analyze accounting entries in Payables. You can use the report parameters to limit the report to just the accounting information you want to review.

This report is helpful when you reconcile your accounts with your general ledger. For example, you can reconcile the prepaid expense account between Payables and your general ledger. You can submit this report in detail and compare it to an account analysis report in your general ledger.

The report sorts accounting data by balancing segment first. Within each balancing segment group you can specify the order of the other account segments by using the Order By parameters. Within each account, the data is sorted by the following:

Accounting date

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Supplier name

Document number

Order of creation (line ID of the accounting entry line)

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Prerequisite

Submit the Payables Accounting Process to create accounting entries.

Selected Parameters

Accounting Method: Accounting method that was used to create the accounts you want to see, either Accrual or Cash.

Accounting Currency: Payables displays the accounting currency based on your choices for the Accounting Method and Reporting Level parameters.

From/To Account: The inclusive account range for which you want to submit the report. All segments are required. If you enter a value for From Account, you must enter a value for To Account.

From/To Date: Inclusive accounting date range for the accounting entries in the report.

GL Transfer Status: To limit the report to a particular status, enter the status. The GL Transfer Status indicates if accounting entries for the event have been transferred to the GL interface using the Payables Transfer to General Ledger program.

All. Include accounting entries regardless of Transfer to GL Status.

Transferred: Limit the report to accounting entries that were successfully transferred.

Not Transferred: Limit the report to accounting entries for which the Payables Transfer to General Ledger Process has not been submitted.

Not Transferred Due to Error: Limit the report to accounting entries that could not be transferred to the GL Interface when the Payables Transfer to General Ledger Process was submitted for them. For example, an accounting entry will not be transferred if the account is no longer valid in the general ledger.

First/Second/Third Order By: If you want to order the report output by account segment, enter the segment type. The report orders in the following order: 1) balancing segment 2) First Order By segment, 3) Second Order By segment, 4) Third Order By segment. The remaining segments in your account are then ordered from left to right.

Summarize:

Yes. Summarize the report. When the report is summarized, the report summarizes by account and lists only the account description and the balanced accounting entry in the accounted currency.

No. Create the report in detail.

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When the report is summarized, the report headings are limited to Account and Dr/Cr (Accounted Curr).

Accounting Date: Accounting date of the transaction. To see an accounting date for a particular event.

Doc Class: Document class that includes the accounting event: Invoices or Payments.

Line Type: Type of accounting entry line, such as AP Accrual, Charge, Liability, etc.

Transferred to GL: Indicates if accounting entries for the event have been transferred successfully to the GL interface using the Payables Transfer to General Ledger program. Yes or No.

PO Number: If the accounting entry line is associated with a purchase order, Payables displays the purchase order number.

Dr/Cr (Accounted Currency): Debit or credit amount, in the currency of the set of books for the accounting entry.

Dr/Cr (Entered Currency): Debit or credit amount, in the currency of the transaction.

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Period Close Exceptions Report

Submit this report to review a complete list of exceptions that are preventing you from closing a Payables accounting period. This report lists, for each organization within the set of books, the following exceptions:

Outstanding Payment Batches

Accounting Entries not Transferred to General Ledger

Future Dated Payments Requiring Maturity Event and Accounting

Unaccounted Invoices

Unaccounted Payments

Report Submission

To submit the Period Close Exceptions Report:

1. In the Control Payables Periods window if you try to close a period that has exceptions, the period status cannot be changed. Payables displays a message telling you this, and enables the Exceptions button.

2. Choose the Exceptions button in the Control Payables Periods window. Payables opens a message window. From the window you can choose the following buttons:

Review

Sweep (unaccounted transactions to the next period)

3. Choose the Review button to submit the report. You can access the report output in the Requests window, as usual.

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Posted Invoice Register

Use the Posted Invoice Register to review accounting lines for invoices that have been transferred to your general ledger. Because it presents amounts that have been charged to liability accounts, this report is valid only for an accrual set of books.

The Posted Invoice Register is primarily a reconciliation tool. Use this report along with the Posted Payment Register and the Accounts Payable Trial Balance Report to reconcile balances between Payables and your general ledger. To make their output easier to read, each of these reports can be generated for a single liability account. For example, if you are using Automatic Offsets and the liability for your invoices is allocated across multiple balancing segments, then you can use the Liability Account parameter to limit your reports to a single balancing organization.

You can generate the report in summary or in detail. When generated in detail, the report displays invoices charged to liability accounts and the accounting information that has been transferred to the general ledger. Also included is the supplier and amount information for each invoice listed. Payables display the total invoice amount in the invoice currency, and the transferred distribution amount in both the invoice currency and accounted currency for easier reconciliation with your general ledger.

Note: The posted distribution amount only includes distribution lines that have been transferred to general ledger.

When generated in summary, the report lists totals for each liability account and does not include any invoice detail.

The report always sorts first by liability account. If the report is submitted in detail, it then sorts in the following order:

The report sorts using the Order By parameter, either Journal Entry Batch or Entered Currency. The default value is Entered Currency, and you can change the parameter value only if the report includes journal entry batch names (the Include Journal Entry Batch parameter is Yes).

The report then sorts by supplier name, invoice number, and invoice date.

Prerequisites

Submit the Payables Accounting Process to create accounting entries for your invoices.

Transfer your accounting entries to general ledger by submitting the Payables Transfer to General Ledger program.

To ensure that the general ledger information for the journal entry batches appears on this report, you must enable the Import Journal References option for the Payables source in the Journal Sources window.

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Report Submission




From/To Accounting Date. Inclusive accounting date range for invoices in the report.

Liability Account. If you want to submit the report for a single liability account, then specify that account here. Leave this parameter blank to submit the report for all liability accounts.

Include Journal Entry Batch. Enter Yes if you want the report to include the names of all journal entry batches in which the invoice transactions were transferred. Note that if you choose to include this information the report will take longer to generate.

Journal Entry Batch. If you want to submit the report for a single invoice journal entry batch, then specify that batch here. Leave this parameter blank to submit this report for all invoice journal entry batches.

Order By. This parameter is used to sort reports that are generated in detail. The default value is Entered Currency. You can select the Journal Entry Batch option only if you first enter Yes for the Include Journal Entry Batch parameter.

Entered Currency. Sort the report by:

1) Liability account

2) Invoice currency

3) Journal entry batch name (only if you enter Yes for the Include Journal EntryBatch parameter)

Journal Entry Batch. Sort the report by:

1) liability account

2) Journal entry batch name

3) invoice currency

Summarize Report.

Yes. Summarize the report by liability account and do not include invoice detail.

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No. Include invoice detail.


Invoice Amount. Total invoice amount.

Posted Distribution Amount - Entered/Accounted Currency. Total of the transferred invoice distributions in the invoice currency and the accounted currency.

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Posted Payment Register

Use the Posted Payment Register to review accounting lines for payments that have been transferred to general ledger. Because it presents amounts that have been charged to liability accounts, this report is valid only for an accrual set of books. You can submit the Posted Payment Register for one payment journal entry batch or all payment journal entry batches.

The Posted Payment Register is primarily a reconciliation tool. Use this report along with the Posted Invoice Register and the Accounts Payable Trial Balance Report to reconcile balances between Payables and your general ledger. To make the output easier to read, each of these reports can be generated for a single liability account. For example, if you are using Automatic Offsets and the liability for your invoices is allocated across multiple balancing segments, then you can use the Liability Account parameter to limit your reports to a single balancing organization.

You can generate the report in summary or in detail. When generated in detail, the report displays payments that relieve liability accounts and that have had their accounting information transferred to the general ledger. Also included is the supplier and amount information for each payment listed. Payables displays the payment amount in the entered currency and the liability amount relieved in the accounted currency. In detail mode, the report also displays the payment document and disbursement type for each batch of payments. It provides a report total and subtotals for each payment document and bank account.

When generated in summary, the report lists totals for each liability account and does not include any payment detail.

The report always sorts first by liability account. If the report is submitted in detail, it then sorts in the following order:

The report sorts using the Order By parameter, either Journal Entry Batch or Bank Account. The default value is Bank Account, and you can change the parameter value to Journal Entry Batch only if the report includes journal entry batch names (the Include Journal Entry Batch parameter is Yes).

The report then sorts by payment number, payment date, and supplier name.

Prerequisite

To ensure that the general ledger information for the journal entry batches appears on this report, you must enable the Import Journal References option for the Payables source in the Journal Sources window.

Report Submission


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From/To Accounting Date. Inclusive accounting date range for payments in the report.

Bank Account Name. If you want to limit the report to payments paid from a single bank account, enter the bank account name.

Liability Account. Enter the liability account for which you want to submit this report. Leave the field blank to submit this report for all liability accounts.

Include Journal Entry Batch. Enter Yes if you want the report to include the names of all journal entry batches in which the payment transactions were transferred. Note that if you choose to include this information the report will take longer to generate.

Journal Entry Batch. Enter the journal entry batch name for which you want to submit this report. Leave the field blank to submit this report for all payment journal entry batches.

Order By. This parameter is used to sort reports that are generated in detail. The default value is Bank Account. You can select the Journal Entry Batch option only if you first enter Yes for the Include Journal Entry Batch parameter.

Bank Account. Sort the report by:


2) bank account

3) journal entry batch name (only if you enter Yes for the Include Journal Entry Batch parameter.)

4) payment currency

Journal Entry Batch. Sort the report by:


2) journal entry batch name

3) bank account

4) payment currency

Summarize Report.

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Yes. List totals for each liability account and do not include payment detail.

No. Include payment detail.


Payment Number. Payment document number.

Payment Date. Date of payment.

Payment Amount. Amount of the payment in the transaction currency.

Liability Relieved. The amount of liability relieved by the payment, displayed in the accounted currency.

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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 sorts 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.

Prerequisites

(Recommended) Validate invoices to reduce the number of unvalidated invoices on the report.

(Recommended) If you use future dated payments, submit the Update Matured Future Payment Status Program to update the status of any future dated payments with a maturity date on or before today’s date.

(Recommended) Submit the Payables Accounting Process to reduce the number of unaccounted invoices on the report.

Report Submission

Submit this report from the Submit Request window.


Note: If you do not specify a value for the Period Name or From/To Accounting Date parameters, then the report lists all unaccounted entries, regardless of date.

Period Name. If you want to run the report for a single period, enter the period name. If you enter a value here, you cannot enter values in the From/To Accounting Date parameters.

From/To Accounting Date. If you want to run the report for a particular date range, then enter both the first and last dates in the range. If you enter values for a date range, then you cannot enter a value for Period Name.

Document Number. If you want to run the report for a particular invoice or payment number, then enter it here.

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The report has two sections: Unaccounted Invoices, and Unaccounted Payments. All amounts are in the transaction currency.

Unaccounted Invoices: This section of the report lists the supplier name, supplier number, invoice number, invoice date, invoice currency, invoice amount, purchase order number (if the invoice is on a purchase order matching related hold), and the exception.

Unaccounted Payments: This section of the report lists the supplier name, supplier number, payment number, payment date, payment currency, payment amount, and exception.

Exception. The report displays one or more of the following exception conditions for invoices and/or payments:

Dist Acct Invalid. The account on the invoice distribution is invalid.

Dist Variance. The sum of the invoice distributions is not equal to the invoice amount.

Funds Check. You are using budgetary control and Payables cannot check funds for an invoice.

Insufficient Funds. You are using budgetary control and you have insufficient funds available in your budget for an invoice.

No Rate. You have not entered an exchange rate for a foreign currency transaction.

Unaccounted. The Payables Accounting Process has not been submitted for the transaction.

Other Hold Names. This invoice has a hold applied to it that prevents accounting. You define holds using the Invoice Holds and Release Names window.

Invalidated. You have not submitted Invoice Validation for the invoice.

Withholding Tax. The invoice distribution has a withholding tax group assigned to it. Payables could not withhold tax and applied a Withholding Tax hold on this invoice. Several conditions cause this hold including: the withholding tax group is inactive, a Withholding Tax type tax code within a withholding tax group is inactive, an account segment assigned to a Withholding Tax type tax code is invalid, a rate has not been defined for a Withholding Tax type tax code, a period has not been defined for a Withholding Tax type tax code, or a tax rate for a Withholding Tax type tax code has been defined using an invalid date range.

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Common Report Parameters

The following are report parameters common to many Payables reports:

Accounting Period - Accounting period for which you want to submit the request.

Batch - Name of invoice for which you want to submit the request. Payables displays N/A if you do not use invoice batches to enter invoices.

Currency - Currency of the invoice or payment.

Functional - Payables lists each amount converted into the currency you use for your set of books-

Original- Payables lists each amount in the currency in which you entered it.

Entered By- Name of the person who entered the data.

From/To Payment Date- Enter the first and last dates in a range for which you want Payables to submit the request.

From/To Date- Enter the date range for which you want to submit the request.

From/To Invoice Date- Enter the first and last invoice dates in a range for which you want Payables to submit the request.

From/To Period- Enter the period range for which you want to submit the request.

Functional Amount- Amount of the invoice or payment in your functional currency. Your functional currency is the currency you choose for your set of books. Payables uses the exchange rate to convert the invoice or payment into your functional currency.

Income Tax Type- The income tax type for an invoice distribution. For U.S. reporting, your income tax type is also known as your 1099 type.

Invoice Amount- Original amount of the invoice.

Invoice Batch- The name of the batch in which the invoice was entered, if you have enabled the Allow Invoice Batches Payables option.

Invoice Number- Number of an invoice, assigned by you during invoice entry.

Invoice Type- Type of invoice (Standard, Prepayment, Credit Memo, Debit Memo, Interest, Mixed, Withholding Tax, and Expense Report).

Minimum Invoice Amount- Enter the minimum invoice amount you want to include in the report. The report will not include invoices below the minimum invoice amount you enter here.

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Order By- Select from the list of values the criteria by which you want Payables to sort report output. For example, if Supplier Name is an option and you select it, Payables will sort the report alphabetically by supplier name.

Payment Batch- Payment batch in which the payment was created.

Payment Date- Date on payment document.

Payment Number- Document number for the payment. For example, check number.

Reporting Context- If you entered Set of Books for the Reporting Level, the default is the set of books associated with your responsibility. If you entered Legal Entity for the Reporting Level, select a legal entity from the list of values. The profile option MO: Top Reporting Level determines which legal entities appear in the list of values. If this profile option is set to Set of Books, you can choose any legal entity that posts to your set of books. If the profile option is set to Legal Entity, you can choose only the legal entity associated with the operating unit assigned to your responsibility.

If you entered Operating Unit for the Reporting Level parameter, select an operating unit from the list of values. The profile option MO: Top Reporting Level determines which operating units appear in the list of values. If the profile option is set to Set of Books, you can choose any operating unit that posts to your set of books. If the profile option is set to Legal Entity, you can choose any operating unit within the legal entity associated with the operating unit assigned to your responsibility. If the profile is set to Operating Unit, you can select only the operating unit assigned to your responsibility.

Note: The profile option MO: Operating Unit determines the operating unit for your responsibility.

Reporting Level- Enter the reporting level for the report. Choose Set of Books, Legal Entity, or Operating Unit. If you use Multiple Organization Support, the default is Operating Unit. If you do not use Multiple Organization Support, the default is Set of Books.

Note: The profile option MO: Top Reporting Level determines the top reporting level for your responsibility.

Set of Books Currency - Currency you want to use for the report output. If Multiple Reporting Currencies (MRC) functionality is enabled, and if you are using your primary responsibility, then you can submit the report for any reporting currency as well as your primary currency.

The list of values for this parameter varies depending on the Reporting Level and Reporting Context parameter values. If your Reporting Level is Set of Books, you can display the report only in your set of books currency. If the Reporting Level is Legal Entity or Operating Unit, the available values for this parameter are the reporting currencies of the set of books associated with the legal entity or operating unit selected in the Reporting Context parameter.

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Site- Name of supplier site.

Supplier Name- Supplier name. For some reports you can leave this field blank to submit the request for all suppliers.

Supplier Number From/To- Enter the range of supplier numbers for which you want to submit the request. Payables include all suppliers with numbers between and including the supplier numbers you enter.

Supplier Number- Supplier number.

Supplier Type- Type of supplier. You define supplier types in the Oracle Payables Lookups window, and enter a supplier type for a supplier in the Suppliers window.

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Invoice Register

Overview

Use the Invoice Register to review detailed information about invoices. This report gives details about the original amount of the invoice, the amount remaining for payment on an invoice, etc..

1. Navigate to the Find Requests window.

(N) Other > Requests > Run

2. Select Single Request option and then select (B) OK.

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3. Enter the Report Name as “% invoice%” and select (B) Find.

Note: Enter Partial Report Name with Wild Card “%” as the prefix and/or suffix in the Find field to expedite the search.

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Select Invoice Register and select (B) OK.

4. Enter the Query parameters, e.g., ‘Batch’ as ‘LA051106’ and select (B) OK.

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Alternatively, the following parameters may be entered to restrict the details and retrieve the Report.

Field Description

Entered By. Use this to limit the report to invoices entered by.

From/To Entered Date. Enter a date range for which you want to submit the request.

Accounting Period. The accounting period for which you want invoice information.

Cancelled Invoices Only. Enter Yes if you want the report to include only cancelled invoices.

Unvalidated Invoices Only. To include only invoices for which you have not yet submitted Invoice Validation, then enter Yes for this parameter.

5. Select (B) Submit once the requisite parameters are entered.

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Note: You can specify the Schedule and your Completion Options for this request using the Schedule and Options windows.

6. Select the request from the list and select (B) View Output to review the report.

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7. Review the Invoice Register.


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Payment Register

Overview:

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.

1. Navigate to the Find Requests window (N) Other > Requests > Run

2. Select Single Request option and then select (B) OK.

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3. Enter the Report Name as “%payment%” and select (B) Find.

Note: Enter Partial Report Name with Wild Card “%” as the prefix and/or suffix in the Find field to expedite the search.

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Select Payment Register and select (B) OK.

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5. Enter the following query parameters and select (B) OK.

Parameter Details

From Date 01-JAN-2004

To Date 01-JUL-2006

Display supplier Address Yes

6. Optionally, Payment type may be entered to restrict the details and retrieve the Report.

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6. Select (B) Submit once the requisite parameters are entered.

Note: You can specify the Schedule and your Completion Options for this request using the Schedule and Options windows.

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7. Select the request from the list and select (B) View Output to review the report.

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8. Review the Payment Register.


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Appendix A – Leader’s Guide

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Course Description SummaryThis training course is designed to explain and demonstrate the functions required by a user in Oracle Accounts Payables. It provides information and exercises to create, modify and maintain invoices.

Recommended Prerequisites for Participants Windows NT

Oracle Navigation 11i

Working Knowledge on AP in the Legacy System

Length 2 hrs

Materials/Preparation for Instructor Review this Leader Guide.

Ensure copy of Student Guide for each participant.

Supplies/Equipment In-Focus Machine or other LCD

Flipchart, Markers, White board, White board makers

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INTRO TO CLASS Self (& Assistant(s) if any)

Agenda

PLACE AGENDA ON WHITE BOARD, FLIP CHART, OR USE POWERPOINT



View Invoices

Invoice Details

View Distribution Information for an Invoice

View Invoice Holds


View Payments


View Encumbrance




EXPLAIN – STUDENT GUIDE ORGANIZATION

The Student Guide is written to be a reference tool that will refresh your memory when you’re working with the Applications. It is not necessary to REMEMBER all of this.

As we go through each of the topics, take notes to jog your memory later. I’ll give you page numbers as we progress. If you are unsure where in the manual we are, please ask.

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EXPLAIN – OVERVIEW OF COURSE SUBJECT

OVERVIEW OF COURSE SUBJECT

Today, we plan to cover the required functions for a user in Accounts Payables. The responsibility required to perform these functions is “UTPA Payables Inquiry”

HOUSEKEEPING Breaks

Restrooms

Coffee & Vending

Cell phones

LOGINS Oracle Application login information has been handed over to you already. The very first time you login to Oracle Applications, you will be asked you to change the password.

Demo the login steps

Introduction Introduction to Accounts Payables

Write on the White board

Explain

Overview of Invoice and Payment Workbench

Chapter 2 Review Supplier Information

NAVIGATE > SUPPLIERS

Use:

IN FIND SUPPLIER WINDOW: 4-W%

SELECT SUPPLIER AS: “4-W SPECIALTIES, INC.”

Explain:

About Supplier Information and Find Supplier Window

About search criteria for finding a supplier and other parameters to query

- Supplier Name, Supplier Number, Alternate Name, Supplier Type, Parent Supplier, Parent Number, Reporting Name, Payment Terms, Income Tax Type, Pay Group

Reviewing the supplier information using the different tabs

General: Provides Parent supplier name, number and customer number pertaining to that Parent supplier of the Supplier

Classification: Provides the details like, type of supplier, employee name and his number, standard industry code, and type of ownership of that supplier

Accounting: Provides distribution set and general ledger account details (like liability, prepayment and future dated payment information)

Control: Provides invoice amount limit, invoice match option, hold (if any) and payment hold reason (if on Hold)

Payment: Provides payment terms, pay group, payment priority, currency details, term date basis, pay date basis, payment method and discount details

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(if any)

Withholding Tax: Provides information like allow withholding tax and withholding tax group

Sites: Click to review the details like Site Name, Address, Alternate Name and Address, Pay only or both Pay and Purchasing, Procurement Card, Contact information, shipping network location, and communication method

DO LAB Have them do labEx 1)Supplier Name: ‘FOLLETT UTPA BOOKSTORE’EX 2) Supplier Type: Employee

Chapter 3, 4, 5 & 6Viewing Invoices , Invoices Details, Invoice Distribution Information & Invoice Holds

NAVIGATE > INVOICES > INVOICES

Use

1) SUPPLIER NAME: ‘AVAYA, INC.’

Explain About search criteria for finding invoices and parameters to query - Supplier Name, Supplier Number, Invoice, Invoice Status

Reviewing the Invoice information using the different tabs





Payment: Provides payment terms, pay group, payment priority, currency details, term date basis, pay date basis, payment method and discount details (if any)



Review the invoices Overview Review the distribution details for the invoice Review invoice holds if any

DO LAB Have them do lab

EX 1) Invoice #: 0655316

Chapter 7 View Cancelled Invoices

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Navigate > Invoices > Invoices

Use

Invoice Type: Standard

Invoice Status: Cancelled

Explain About Invoice Type & Invoice Status Select

A) Invoice Type: StandardB) Invoice Status: Cancelled

Select the cancelled invoice that you want to view Reviewing the Invoice information using the different tabs





Payment: Provides payment terms, pay group, payment priority, currency details, term date basis, pay date basis, payment method and discount details (if any)



DO LABHave them do labFind a cancelled Invoice to review

Chapter 8 Invoice View Payments (Method: A)


Use

1) Supplier name: ‘FOLLETT UTPA BOOKSTORE’2) Invoice #: Bookstore feb06

Explain About search criteria for finding invoices and parameters to query - Supplier Name, Supplier Number, Invoice, Invoice Status Review the View Payment by selecting (T) View Payments

DO LAB Have them do labView Payments for:Invoice #: STIPEND 2/7/06

Chapter 8 Invoice View Payments (Method: B)

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NAVIGATE > PAYMENTS > PAYMENT OVERVIEW

Use

1) Numbers: 7001

Explain Payments Region, Supplier Enter any of the Parameters a) Numbers or b) Supplier Name Review the Payment Overview


View Payments for:

1) Numbers: 70293

Chapter 9 View Scheduled Payments


Use

1) Supplier name: ‘FOLLETT UTPA BOOKSTORE’ & 2) Invoice #: Bookstore feb06

Explain About search criteria for finding invoices and parameters to query - Supplier Name, Supplier Number, Invoice, Invoice Status Review the Scheduled Payments by selecting (T) Scheduled Payments


View Scheduled Payments for:

Supplier Name: ‘ADRIAN AGUILAR’

CHAPTER 10 View Encumbrances

NAVIGATE > ACCOUNTING > VIEW ENCUMBRANCE

Use Invoice #: 0003618443

Explain About Invoice #, Type, Period, Account Review encumbrance details for the invoice


View encumbrance details for:

Invoice # : 012681

Chapter 11 Submit Non-PO Payment Requisition

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Requestor:


- Select Single Request - Select the ‘UTPA Non PO Check Request Workflow’

-Submit the Request- Refresh and Review Output

Explain A Non PO Payment Requisition is a request for making a payment to a person or an organization without a purchase order. Example: Memberships, Stipend, Refunds, etc,.

Parameters:

Vendor ABET INC

Note: If various vendors need to be paid (stipend), enter VARIOUS and email a spreadsheet to AP

Project Number 100CMPT00

Award If Grant Account

Expenditure Type Consumables

Amount 500.00

Description (Description of payment)

Need By Date 19-JUL-2006

Attachment Yes (Is there an invoice)

Note To Payables Are you faxing, emailing, sending any invoices or other attachments??

Notify: The requestor should include Request ID number on any paperwork submitted (email, fax, campus mail) to Accounts Payable.

DO LAB Use

Requestor

Vendor Adan Redon

Project Number 100PRES01

Award

Expenditure Type Membership Dues

Amount 300.00

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Description Membership Dues for the year 2006-07

Need By Date 31-Aug-2006

Attachment No

Note To Payables Forwarding the Dues Pay Request email for reference

Approver:

Navigate to Worklist Window (N) Workflow> Worklist

Once the requester has submitted the request a notification will be sent to the appropriate approver. Select the required notification and Select (B) Open

Note: The Project Managers can Request more information, Approve, Reject or Reassign this check request.

Once the Request is approved by the Project Manager, Accounts Payable will receive a Notification to process your request. Accounts Payable will contact the requester if any information/documentation is missing.

Chapter 12

View Withheld Amount

Temporarily Data Not Available

Chapter 13 Accounts Payable Reports

1) Explain Common report heading and parametersAccounts Payable Reports

a) Invoice Register


USE:

Enter Partial Report Name with Wild Card “%” as the prefix and/or suffix in the Find field to expedite the search and Select ‘Invoice Register.’


Field Description

Entered By. Use this to limit the report to invoices entered by.

From/To Entered Date. Enter a date range for which you want to submit the request.

Accounting Period. The accounting period for which you want invoice information.

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Cancelled Invoices Only. Enter Yes if you want the report to include only cancelled invoices.

Invalidated Invoices Only.To include only invoices for which you have not yet submitted Invoice Validation, then enter Yes for this parameter.

Review the Invoice Register Report


Run the same report

Chapter 13Accounts Payable Reports

b) Payment Register


USE:

Enter Partial Report Name with Wild Card “%” as the prefix and/or suffix in the Find field to expedite the search and Select ‘Payment Register.’


Parameter Details


To Date 01-JUL-2006


Review the Payment Register Report


1) Select the Required Report

2) Enter the following Parameter

Parameter Details


To Date 01-JUL-2006


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Appendix B – Accounts Payables Q&A

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Frequently Asked Questions and Answers

1. What is Oracle Accounts Payables (AP)?

This is an Oracle product for expenditure management application that streamlines the procure-to-pay process while providing strong financial controls and strategic financial information.

2. Is the application fields/ values case sensitive?

Login is not case sensitive, account segments are case sensitive.

3. Is the login secured?

Yes. Oracle has tightly enabled security features using username, password and responsibility based restrictions.

4. Who creates roles and responsibility? Is it our supervisor?

No. It will be created by the Oracle system administrator upon confirmation by the supervisor.

5. Where can we print the reports?

The printers configured in Oracle can be selected to print; required printers can be added for access purposes by the system administrator.

6. How to login to Oracle e-Business Suite?

Open Internet Explorer > Type URL > Type Username/ Password > Select Login

7. I am getting page not displayed error, what should I do?

Please check if you have access to Oracle e-Business Suite. Make sure your computer is connected to your organization’s network.

8. The system is displaying a blank page/ page not found?

Your computer might not have JInitiator, which is a pre-requisite to run Oracle e-Business Suite. Talk to your system administrator for help.

9. What is JInitiator?

The E-Business Suite Release 11i has two interfaces: a web-based model for modules like Self Service HR (SSHR), iProcurement, and an Oracle Forms-based model for our professional services modules like Financials.Oracle Forms are Java-based and require a Java Virtual Machine (JVM) to run. Oracle JInitiator is Oracle's licensed version of Sun's JVM, and the E-Business Suite Forms-based modules are certified to run with Oracle's JInitiator.

10. Why, I am not able to see some of the features my colleague can view?

Oracle E-Business Suite is tailored for every individual’s use. The permissions are categorized based on your job-responsibility.

11. Does Oracle support Federal Grants?

Yes. Oracle does support federal grants using Oracle Projects & Grants

12. I have multiple rows returned for my query (search), how to select one?

Move cursor to the cell you wish to view, select the specific row, it will get highlighted to confirm selection

13. What is Chart of Accounts?

A Chart of Accounts (COA) defines what segments each account for the organization consists of. The COA consists of things like defining the accounting structure (the accounting structure is a framework or model that you will use to maintain your accounts), Account code combinations etc

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14. What is a Value Set?

Value Sets act as validations for the values entered by users. When the users enter the values in any of the fields (on any form), if there is a value set attached to this field, the values entered by user are validated against the value set.

15. What does List of Values (LOV) mean?

LOV is a field that populates data that requires to be selected by the user. User cannot enter data using this field.

16. What is the difference between field and a flex field?

A field is a position on a form that one uses to enter, view, update, or delete information. A field prompt describes each field by telling what kind of information appears in the field, or alternatively, what kind of information should be entered in the field.

A flexfield is an Oracle Applications field made up of segments. Each segment has an assigned name and a set of valid values. Oracle Applications uses flexfields to capture information about your organization. There are two types of flexfields: key flexfields and descriptive flexfields.

17. What is a Key Flex Field?

It defines the account structure.

18. What is descriptive Flex Field?

Field that is used to define additional information not provided by Oracle

19. What is a “wild card” character?

A wild card “%” is a character that is used to retrieve information pertaining to a field in Oracle

20. If I am not sure of the entire field value, how can I query?

One can query Oracle e-Business suite “query fields” using wild card character and a partial value. This retrieves the entire list requested.

21. Who is a supplier?

The supplier supplies you with material /services for which you have to pay him.

22. Can you create more than one contact address and contacts for the same supplier?

Yes, for every supplier, you can create more than one number of sites with different addresses and contacts. For example, for a single supplier you can buy from several different sites and send payments optionally to only one site.

23. What is a supplier site?

Supplier sites are different offices/locations of the supplier, each catering to different business activity.

24. What are the functions that I can perform for a supplier site?

You can enter invoices and you can create purchase orders for the site

25. Can we have more than one pay site for a supplier?

Yes, the same supplier can have one or more pay site among the supplier sites.

26. Which report would you use to review suppliers, supplier sites, and supplier site contact information?

Suppliers Report explains would you use to review suppliers, supplier sites, and supplier site contact information

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27. Can we adjust or review invoices in oracle payables?

Oracle Payables includes a fully integrated workbench called invoice workbench in which we can adjust or review invoices in oracle payables.

28. What tasks can be performed in invoice workbench?

Enter an invoice, modify an invoice, approve an invoice, and modify invoice distributions

29. What are the invoice types in oracle payables?

a) Prepayment: A type of invoice you enter to pay an advance payment for expenses to a supplier or employee.

b) Quickmatch: An invoice you enter for matching to a purchase order

c) Withholding tax: An invoice you enter to remit taxes withheld to appropriate tax authority.

d) Mixed: Any invoice for which you can person both positive and negative matching to purchase orders and to other invoices

30. Can oracle payables automatically create invoices to pay interest for overdue invoices?

Yes, by enabling automatic interest calculation for a supplier.

31. How do you submit approval for the invoices?

It is done in one of the three ways

a. Online by using actions window of the invoice workbench

b. Online by using approve button in the invoice batches window

c. Batch by submitting the payables approval program from the submit request window.

32. How can we create an accounting entry for an invoice from related actions window?

a. Select the invoice

b. Click the actions button

c. Select the create accounting

33. Can we apply hold on any of the invoices?

a. Yes, you can prevent payment and optionally prevent accounting by manually applying one or more holds to it.

b. You can also prevent payment of supplier invoices by placing a hold on the supplier or the supplier site instead of each individual invoice.

34. What are the types of holds in Oracle Payables?

a. Invoice hold

b. Scheduled payment hold

c. Supplier hold

35. What do we do to reverse the hold process?

If we have an invoice that the system has put on hold because of an account hold reason, we need to resubmit the approval after correcting the problem.

36. Can we cancel the invoices?

Yes, One can cancel unpaid invoices, and unapproved or an approved invoice that does not have any effective payments or accounting holds.

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37. How to enter standard invoice header information?

a. In the invoice window, select standard as the invoice type

b. Enter the supplier or supplier number

c. Select the supplier site to which you will send payment of invoice

d. Enter the invoice date

e. Enter the invoice number

38. Does Account Payables have its own set of Key flexfields?

No, Accounts Payable does not have its own set of Key Flexfields but it incorporates with GL set of Key Flexfields.

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