Oracle� PublicSector PayablesUser’s GuideRELEASE 11iVOLUME 1

July 2001

Oracle� Public Sector Payables User’s Guide Release 11i

The part number for this book is A80975–02. To reorder this book, use set part number A75080–02.Copyright � 1988, 2001, Oracle Corporation. All rights reserved.

Major Contributors: Robert Anderson, Victoria Anderson, Amy Andrews, Janet Coshow, BervinaLane, Susan Nishizaka, Christina Ravaglia, Lauren Scott, Lynn Taslitz

Contributors: Christopher Andrews, Jayanta Bhowmik, D. Yitzik Brenman, Frank Colligan, SubirHira, William Hogan, Christine Monk, Joseph Murphy, Noela Nakos, Sushma Rathnam, ManishSrivastava, Omar Tahboub

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iiiContents

Contents

Volume 1Volume 1

Preface xix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 1 Payables Overview 1 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payables Overview 1 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payables Workbenches 1 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The Invoice Workbench 1 – 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The Payment Workbench 1 – 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 2 Payables Setup 2 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Oracle Public Sector Payables 2 – 2. . . . . . . . . . . . . . . . . . . .

Payables Setup Steps Summary 2 – 4. . . . . . . . . . . . . . . . . . . . . . . . Lookups 2 – 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distribution Sets 2 – 19. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Payment Programs 2 – 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Automatic Payment Programs Window Reference 2 – 24. . . . . . . . Voucher Numbers and Document Sequences 2 – 26. . . . . . . . . . . . . . . . Choosing a Set Of Books 2 – 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Financials Options 2 – 38. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Financials Options Window Reference 2 – 41. . . . . . . . . . . . . . . . . . . . . . Accounting Methods 2 – 52. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

iv Oracle Public Sector Payables User’s Guide

Setting up Your Accounting Method 2 – 57. . . . . . . . . . . . . . . . . . . . Payables Options 2 – 59. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payables Options Window Reference 2 – 60. . . . . . . . . . . . . . . . . . . Special Calendar 2 – 91. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Terms 2 – 93. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payment Terms Window Reference 2 – 96. . . . . . . . . . . . . . . . . . . . . Signing Limits 2 – 99. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Tolerances 2 – 100. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Approvals 2 – 103. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Invoice Approvals Window Reference 2 – 105. . . . . . . . . . . . . . . . . . . Interest Rates 2 – 108. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Expense Report Templates 2 – 110. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Expense Report Templates Window Reference 2 – 113. . . . . . . . . . . Tax Recovery Rules 2 – 117. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Recovery Rules Window Reference 2 – 119. . . . . . . . . . . . . . . . . . . . . Countries and Territories 2 – 122. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Banks 2 – 124. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Defining Banks 2 – 125. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Bank Accounts 2 – 127. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining and Maintaining Payables Payment Documents 2 – 133. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Banks Window Reference 2 – 136. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Accounts Window Reference 2 – 138. . . . . . . . . . . . . . . . . . . . . . Payment Documents Window Reference 2 – 144. . . . . . . . . . . . . . . .

Bank Validation 2 – 148. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Codes 2 – 149. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Defining Tax Codes 2 – 150. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Codes Window Reference 2 – 154. . . . . . . . . . . . . . . . . . . . . . . . . . Withholding Tax Details Window Reference 2 – 157. . . . . . . . . . . . .

Tax Groups 2 – 161. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Tax Groups 2 – 166. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Withholding Tax Groups 2 – 168. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Charges 2 – 170. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Withholding Tax Certificates and Exceptions 2 – 171. . . . . . . . . . . . . . . .

Withholding Tax Certificates and Exceptions Window Reference 2 – 173. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Reporting Entities 2 – 175. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reporting Entity Window Reference 2 – 176. . . . . . . . . . . . . . . . . . . .

Income Tax Regions 2 – 178. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Income Tax Regions Window Reference 2 – 180. . . . . . . . . . . . . . . . .

Bank Transaction Codes 2 – 182. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

vContents

Payment Formats 2 – 183. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Formats Window Reference 2 – 184. . . . . . . . . . . . . . . . . . .

Controlling the Status of Payables Periods 2 – 188. . . . . . . . . . . . . . . . . . . Closing an Accounting Period 2 – 189. . . . . . . . . . . . . . . . . . . . . . . . . .

Aging Periods 2 – 192. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Credit Card Programs 2 – 194. . . . . . . . . . . . . . . . . . . . . . . . . .

Credit Card Code Sets 2 – 197. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Card Code Sets Window Reference 2 – 198. . . . . . . . . . . . . . . Credit Card Programs 2 – 199. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Card Programs Window Reference 2 – 199. . . . . . . . . . . . . . . Credit Card GL Account Sets 2 – 201. . . . . . . . . . . . . . . . . . . . . . . . . . Credit Card Profiles 2 – 201. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Card Profiles Window Reference 2 – 203. . . . . . . . . . . . . . . . . Credit Cards 2 – 206. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Cards Window Reference 2 – 206. . . . . . . . . . . . . . . . . . . . . . . . AP Procurement Card Employee Verification Workflow 2 – 207. . . AP Procurement Card Manager Approval Transaction Workflow 2 – 215. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Setting Up Procurement Cards Using Web Application Dictionary 2 – 224. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payables Implementation Information 2 – 226. . . . . . . . . . . . . . . . . . . . . .

Customizing Your Supplier Letters 2 – 226. . . . . . . . . . . . . . . . . . . . . Implementing the Invoice Payments Descriptive Flexfield 2 – 229. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Custom Payment Programs 2 – 230. . . . . . . . . . . . . . . . . . Setting Up Custom Payment Formats 2 – 234. . . . . . . . . . . . . . . . . . . Using the External Laser Format Payments Program 2 – 236. . . . . . Customizing Automatic Withholding Tax 2 – 239. . . . . . . . . . . . . . . . Using the Multiple Organization Support Feature 2 – 240. . . . . . . . Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report 2 – 241. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 3 Suppliers 3 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Suppliers 3 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering Suppliers 3 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Suppliers and Supplier Sites Window Reference 3 – 14. . . . . . . . . . . . . . Reviewing and Adjusting Suppliers 3 – 38. . . . . . . . . . . . . . . . . . . . . . . .

Finding Suppliers 3 – 38. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Suppliers 3 – 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting Suppliers 3 – 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Identifying Duplicate Suppliers 3 – 43. . . . . . . . . . . . . . . . . . . . . . . . . . . .

vi Oracle Public Sector Payables User’s Guide

Supplier Merge Program 3 – 44. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Employee Information 3 – 47. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Employee Update Program 3 – 49. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Taxpayer ID Validation 3 – 52. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Registration Number Validation 3 – 54. . . . . . . . . . . . . . . . . . . . . . . . Supplier Audit Report 3 – 56. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Supplier Merge Report 3 – 57. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purchase Order Header Updates Report 3 – 58. . . . . . . . . . . . . . . . . . . .

Chapter 4 Invoices 4 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Invoices Overview 4 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Differences Between Entering Invoices in the Invoice Gateway Window and the Invoice Workbench 4 – 5. . . . . . . . . . .

Invoice Gateway 4 – 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Gateway Overview 4 – 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Invoice Records in the Invoice Gateway Window 4 – 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Purchase Order Matched Invoice Records in the Invoice Gateway 4 – 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Price Corrections in the Invoice Gateway 4 – 16. . . . . . . . Finding Invoice Records in the Invoice Gateway Window 4 – 18. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying Invoice Records in the Invoice Gateway Window 4 – 20. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Invoice Records to an Existing Invoice Gateway Batch 4 – 21. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Invoices From Invoice Gateway Invoice Records (Import) 4 – 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Invoice Gateway Identification Window Reference 4 – 24. . . . . . . . . . . Invoice Gateway Window Reference 4 – 26. . . . . . . . . . . . . . . . . . . . . . . . Entering Invoices in the Invoice Workbench 4 – 44. . . . . . . . . . . . . . . . .

Entering Basic Invoices in the Invoice Workbench 4 – 44. . . . . . . . . Entering Invoice Distributions in the Invoice Workbench 4 – 47. . Creating Distributions by Allocation in the Invoice Workbench 4 – 49. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering Invoice Batches in the Invoice Workbench 4 – 55. . . . . . . . . . . Allocation 4 – 57. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Allocation Overview 4 – 58. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Allocate Window 4 – 59. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Charge Allocations Window 4 – 61. . . . . . . . . . . . . . . . . . . . . . . . . . . Charge Allocations Window Reference 4 – 62. . . . . . . . . . . . . . . . . . Matching Charges to Material Receipts 4 – 65. . . . . . . . . . . . . . . . . .

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Recording Allocations for Periodic Costing 4 – 68. . . . . . . . . . . . . . Allocation Restrictions 4 – 69. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Allocation of Other Charges 4 – 70. . . . . . . . . . . . . . . . .

Entering Purchase Order Matched Invoices 4 – 71. . . . . . . . . . . . . . . . . . Matching to Purchase Order Shipments and Distributions From the Invoice Workbench 4 – 74. . . . . . . . . . . . . . . . . . . . . . . . . . . Recording Price Corrections in the Invoice Workbench 4 – 77. . . . Matching to Receipts From the Invoice Workbench 4 – 79. . . . . . . Matching Restrictions 4 – 82. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Purchase Order Information 4 – 83. . . . . . . . . . . . . . . . . . . Final Matching Purchase Orders 4 – 83. . . . . . . . . . . . . . . . . . . . . . . .

Credit and Debit Memos 4 – 85. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Credit/Debit Memos 4 – 85. . . . . . . . . . . . . . . . . . . . . . . . . Matching Credit/Debit Memos to Purchase Orders and Invoices 4 – 86. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Clearing a Credit 4 – 92. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering Foreign Currency Invoices 4 – 93. . . . . . . . . . . . . . . . . . . . . . . . Manual Exchange Rate Entry 4 – 93. . . . . . . . . . . . . . . . . . . . . . . . . . GL Daily Rates Table Default Exchange Rate Entry 4 – 94. . . . . . . . AutoRate Exchange Rate Entry 4 – 95. . . . . . . . . . . . . . . . . . . . . . . . .

Mixed Invoices 4 – 97. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Taxes on Invoices 4 – 98. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tax Types 4 – 99. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Codes and Tax Groups 4 – 100. . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Tax Control Payables and Financials Options 4 – 101. . . Tax Allocation During Approval 4 – 102. . . . . . . . . . . . . . . . . . . . . . . Tax Amount Verification During Approval 4 – 102. . . . . . . . . . . . . . . Tax Control Methods 4 – 104. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deriving Tax From a Natural Account (Account Method) 4 – 105. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defaulting Tax in Payables 4 – 106. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Taxes When You Do Not Use the Automatic Tax Calculation Feature 4 – 109. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Automatic Tax Calculation Feature to Enter Tax in the Invoice Workbench 4 – 113. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Automatic Tax Calculation Feature to Enter Tax in the Invoice Gateway 4 – 118. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Offset Taxes 4 – 119. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Use Taxes 4 – 123. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Taxes on Expense Reports 4 – 126. . . . . . . . . . . . . . . . . . . . . Recoverable Tax 4 – 128. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Summary Window 4 – 132. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

viii Oracle Public Sector Payables User’s Guide

Entering Freight on Invoices 4 – 134. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements 4 – 136. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Updating 1099 Information 4 – 138. . . . . . . . . . . . . . . . . . . . . . . . . . . . Holds 4 – 141. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Applying Holds 4 – 141. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Releasing Holds 4 – 145. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Approval 4 – 150. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Submitting Online Approval for Invoices 4 – 152. . . . . . . . . . . . . . . . Submitting Online Approval for Invoice Batches 4 – 152. . . . . . . . . Payables Approval Program 4 – 153. . . . . . . . . . . . . . . . . . . . . . . . . . .

Scheduling Invoice Payments 4 – 155. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Scheduled Payments Window Reference 4 – 157. . . . . . . . . . . . . . . .

Discounts 4 – 160. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assets Integration 4 – 162. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Oracle Projects Integration 4 – 164. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering Project–Related Invoices and Expense Reports 4 – 164. . . Adding or Modifying Project Information on Invoices 4 – 168. . . . .

Purchasing Integration 4 – 170. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Your System for Matching 4 – 171. . . . . . . . . . . . . . . . . . . Integrated Supplier and Purchasing Information 4 – 172. . . . . . . . . Purchase Order and Receipt Matching 4 – 173. . . . . . . . . . . . . . . . . . Holding Invoices With Invalid Purchase Order Numbers 4 – 173. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purchase Order Shipment and Distribution Matching 4 – 174. . . . . Two–, Three–, and Four–way Approval 4 – 175. . . . . . . . . . . . . . . . . PO Default and QuickMatch Invoices 4 – 176. . . . . . . . . . . . . . . . . . . Payment on Receipt 4 – 176. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Variances 4 – 177. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Variance Accounts 4 – 178. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Accrual and Variance Accounts 4 – 179. . . . . . . . . . . . . . . . Closing Purchase Orders 4 – 181. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Accrual 4 – 181. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purging Payables and Purchasing Information 4 – 183. . . . . . . . . . .

Oracle Property Manager Integration 4 – 184. . . . . . . . . . . . . . . . . . . . . . . Oracle Grants Accounting Integration 4 – 185. . . . . . . . . . . . . . . . . . . . . . Procurement Card Integration 4 – 186. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Credit Card Transactions 4 – 187. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Procurement Card Transactions Window Reference 4 – 188. . . . . . .

Oracle Inventory Integration 4 – 190. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Recurring Invoices 4 – 191. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ixContents

Recurring Invoices Window Reference 4 – 197. . . . . . . . . . . . . . . . . . Prepayments 4 – 201. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Foreign Currency Prepayments 4 – 203. . . . . . . . . . . . . . . . . . . . . . . . Matching Prepayments to Purchase Orders 4 – 203. . . . . . . . . . . . . . Entering Prepayments 4 – 204. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying and Releasing Holds on Prepayments 4 – 205. . . . . . . . . . Paying Prepayments 4 – 206. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying Prepayments to Invoices and Expense Reports 4 – 206. . Applying Prepayments to Expense Reports 4 – 210. . . . . . . . . . . . . . Automatic Tax Calculation When Applying Prepayments 4 – 211. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Withholding Tax When Applying Prepayments 4 – 211. . . . . . . . . . Unapplying Prepayments 4 – 211. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cancelling Prepayments 4 – 213. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Find Prepayments to Apply Window 4 – 214. . . . . . . . . . . . . . . . . . . Find Invoices to Apply Window 4 – 215. . . . . . . . . . . . . . . . . . . . . . . . Recording a Refund of a Prepayment or Advance 4 – 215. . . . . . . . . Apply/Unapply Prepayments Window Reference 4 – 217. . . . . . . .

Oracle Internet Expenses Integration 4 – 221. . . . . . . . . . . . . . . . . . . . . . . Expense Reports 4 – 222. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering Expense Reports 4 – 224. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording VAT Details on an Expense Report 4 – 227. . . . . . . . . . . . Entering Foreign Currency Expense Reports in the Expense Reports Window 4 – 227. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying Holds to Expense Reports 4 – 228. . . . . . . . . . . . . . . . . . . . Applying Advances Against Expense Reports 4 – 229. . . . . . . . . . . . Modifying and Reviewing Existing Expense Reports 4 – 231. . . . . . Paying Expense Reports 4 – 235. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Expense Reports Window Reference 4 – 236. . . . . . . . . . . . . . . . . . . . . . . . Payables Invoice Import Program 4 – 244. . . . . . . . . . . . . . . . . . . . . . . . . .

Payables Invoice Import Parameters 4 – 250. . . . . . . . . . . . . . . . . . . . Purging Expense Reports or Invoices You Have Imported 4 – 253. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Import Report 4 – 255. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Import Exceptions Report 4 – 256. . . . . . . . . . . . . . . . . . . . . . Invoice Import Prepayments Applied Report 4 – 260. . . . . . . . . . . . .

Payables Open Interface Import 4 – 261. . . . . . . . . . . . . . . . . . . . . . . . . . . . Submitting the Payables Open Interface Import Program 4 – 262. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payables Open Interface Import Parameters 4 – 266. . . . . . . . . . . . . . Payables Open Interface Import Troubleshooting 4 – 269. . . . . . . . . Open Interface Invoices Window 4 – 270. . . . . . . . . . . . . . . . . . . . . . .

x Oracle Public Sector Payables User’s Guide

Payables Open Interface Purge Program 4 – 270. . . . . . . . . . . . . . . . . Payables Open Interface Outbound Advice 4 – 271. . . . . . . . . . . . . . Payables Open Interface Workflow 4 – 272. . . . . . . . . . . . . . . . . . . . . Payables Open Interface Import Report 4 – 275. . . . . . . . . . . . . . . . .

Reviewing and Adjusting Invoices 4 – 288. . . . . . . . . . . . . . . . . . . . . . . . . Invoice Overview 4 – 289. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finding Invoice Batches 4 – 290. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finding Invoices 4 – 291. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Invoice Distributions 4 – 293. . . . . . . . . . . . . . . . . . . . . . . . Reviewing Payment Information in the Invoice Workbench 4 – 294. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payments Window (of the Invoice Workbench) Reference 4 – 295. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Invoice Batches 4 – 296. . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Invoices 4 – 296. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calculating a Supplier or Supplier Site Balance 4 – 297. . . . . . . . . . . Calculate Balance Owed Window Reference 4 – 299. . . . . . . . . . . . . Adjusting Invoice Batches 4 – 300. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting Invoices 4 – 301. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting Prepayments 4 – 305. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting Invoice Distributions 4 – 306. . . . . . . . . . . . . . . . . . . . . . . . Adjusting Scheduled Payments 4 – 312. . . . . . . . . . . . . . . . . . . . . . . . Cancelling Invoices 4 – 313. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Identifying Duplicate Invoices 4 – 315. . . . . . . . . . . . . . . . . . . . . . . . . Resolving Duplicate Invoices 4 – 316. . . . . . . . . . . . . . . . . . . . . . . . . .

Adjustment Charts 4 – 317. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Adjustment Chart 4 – 317. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Distribution Adjustment Chart 4 – 327. . . . . . . . . . . . . . . . . .

Invoice Notices 4 – 329. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Invoice Notices from the Invoice Workbench 4 – 330. . . . .

Invoice Holds Window Reference 4 – 331. . . . . . . . . . . . . . . . . . . . . . . . . . Match to Purchase Orders Window Reference 4 – 333. . . . . . . . . . . . . . . Match to Receipts Window Reference 4 – 337. . . . . . . . . . . . . . . . . . . . . . . Invoice Batches Window Reference 4 – 341. . . . . . . . . . . . . . . . . . . . . . . . . Invoices Window Reference 4 – 344. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distributions Window Reference 4 – 354. . . . . . . . . . . . . . . . . . . . . . . . . . .

Index

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Volume 2Volume 2 i. . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 5 Payments 5 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Single Payments 5 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Recording Manual Payments and Wire Transfers 5 – 2. . . . . . . . . Paying Invoices with Quick Payments 5 – 4. . . . . . . . . . . . . . . . . . . Paying Invoices with Clearing Payments 5 – 7. . . . . . . . . . . . . . . .

Refunds 5 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Refunds 5 – 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Voiding Refunds 5 – 13. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Paying Invoices From the Invoice Workbench 5 – 14. . . . . . . . . . . . . . . . Paying Invoices in Payment Batches 5 – 17. . . . . . . . . . . . . . . . . . . . . . . .

The Payment Batch Process 5 – 17. . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Batch Sets 5 – 20. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Initiating Payment Batches 5 – 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . Building Payments 5 – 27. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying Payment Batches 5 – 28. . . . . . . . . . . . . . . . . . . . . . . . . . . Formatting Payments 5 – 31. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Payment Batch Checks 5 – 32. . . . . . . . . . . . . . . . . . . . . . . . Confirming Payment Batches 5 – 33. . . . . . . . . . . . . . . . . . . . . . . . . . Finding Payment Batches 5 – 37. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Payment Batches 5 – 38. . . . . . . . . . . . . . . . . . . . . . . . . . . Troubleshooting a Payment Batch 5 – 39. . . . . . . . . . . . . . . . . . . . . . Cancelling Payment Batches 5 – 45. . . . . . . . . . . . . . . . . . . . . . . . . . . Printing a Preliminary Payment Register 5 – 45. . . . . . . . . . . . . . . . Printing a Final Payment Register 5 – 46. . . . . . . . . . . . . . . . . . . . . . Printing Separate Remittance Advice 5 – 46. . . . . . . . . . . . . . . . . . . .

Creating Foreign Currency Payments 5 – 50. . . . . . . . . . . . . . . . . . . . . . . Stopping or Voiding Foreign Currency Payments 5 – 53. . . . . . . . .

Creating Zero–Amount Payments 5 – 54. . . . . . . . . . . . . . . . . . . . . . . . . . Electronic Payments 5 – 56. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Creating Electronic Funds Transfer Payments Without the Oracle e–Commerce Gateway 5 – 56. . . . . . . . . . . . . . . . . . . . . . . . . . Creating Electronic Payments with the Oracle e–Commerce Gateway 5 – 59. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Future Dated Payments 5 – 62. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Your System for Future Dated Payments 5 – 63. . . . . . . Creating Future Dated Payments 5 – 64. . . . . . . . . . . . . . . . . . . . . . . Voiding or Stopping Future Dated Payments 5 – 69. . . . . . . . . . . . . Future Dated Payment Restrictions 5 – 69. . . . . . . . . . . . . . . . . . . . . Troubleshooting Future Dated Payments 5 – 69. . . . . . . . . . . . . . . .

xii Oracle Public Sector Payables User’s Guide

Accounting for Future Dated Payments 5 – 70. . . . . . . . . . . . . . . . . Update Matured Future Payment Status Program 5 – 71. . . . . . . . . . . .

Update Matured Future Payment Status Report 5 – 71. . . . . . . . . . Future Payment Maturity Date Report 5 – 73. . . . . . . . . . . . . . . . . . . . . . Reviewing and Adjusting Payments 5 – 75. . . . . . . . . . . . . . . . . . . . . . . .

Payment Overview 5 – 76. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finding Payments 5 – 78. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Payments 5 – 80. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing the Status of a Payment Process 5 – 80. . . . . . . . . . . . . . Updating Payments 5 – 81. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Stopping Payments 5 – 83. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Voiding Payments 5 – 84. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Escheating Payments 5 – 87. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Reconciling Payments with Oracle Cash Management 5 – 88. . . . . . . . Clearing Restrictions 5 – 89. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payment Batches and Payment Batch Sets Window Reference 5 – 91. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payments Window Reference 5 – 99. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 6 Foreign Currency 6 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Foreign Currency Transactions 6 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Cross Currency Payments for Fixed–Rate Currencies 6 – 10. . . . . . Accounting for Fixed–Rate Payments 6 – 13. . . . . . . . . . . . . . . . . . . AutoRate Program 6 – 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 7 Accounting 7 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting in Payables 7 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Accounting Events 7 – 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How Feature Setup Affects What Details Are Recorded for Accounting Events 7 – 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How System Setup Controls How Payables Creates Accounting Entries 7 – 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Creating Accounting Entries in Payables 7 – 12. . . . . . . . . . . . . . . . . . . . Payables Accounting Process 7 – 13. . . . . . . . . . . . . . . . . . . . . . . . . . Payables Accounting Process Report 7 – 14. . . . . . . . . . . . . . . . . . . . Payables Accounting Entries Report 7 – 17. . . . . . . . . . . . . . . . . . . . Creating Accounting Entries From Transaction Windows 7 – 21. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Adjusting Accounting Entries 7 – 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Find Accounting Entries Window Reference 7 – 23. . . . . . . . . . . . .

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Update Accounting Entries Window Reference 7 – 23. . . . . . . . . . . Viewing Accounting Entries 7 – 26. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Viewing Accounting Lines Directly 7 – 27. . . . . . . . . . . . . . . . . . . . . Viewing Accounting Entries For Queried Transactions 7 – 28. . . . View Accounting Windows 7 – 29. . . . . . . . . . . . . . . . . . . . . . . . . . . .

Transferring Accounting Entries to Your General Ledger 7 – 32. . . . . . Payables Transfer to General Ledger Program 7 – 33. . . . . . . . . . . . Payables Transfer to General Ledger Report 7 – 36. . . . . . . . . . . . . . U.S. Standard General Ledger Transaction Codes 7 – 38. . . . . . . . .

Posting in Oracle Public Sector General Ledger 7 – 39. . . . . . . . . . . . . . Interfund Accounting When You Use Oracle Public Sector General Ledger 7 – 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Drilling Down to Payables from Oracle Public Sector General Ledger 7 – 41. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Reconciling Payables Activity 7 – 45. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconciling Payables Activity to General Ledger 7 – 46. . . . . . . . .

Chapter 8 Reports, Programs, and Listings 8 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . Submitting Standard Reports, Programs, and Listings 8 – 2. . . . . . . .

Request Sets 8 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Reports 8 – 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Submitting Requests 8 – 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cancelling Requests 8 – 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Monitoring Requests 8 – 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Common Report Parameters 8 – 5. . . . . . . . . . . . . . . . . . . . . . . . . . . Common Report Headings 8 – 8. . . . . . . . . . . . . . . . . . . . . . . . . . . .

Programs 8 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Card Invoice Interface Summary Program 8 – 10. . . . . . . . . Mass Additions Create Program 8 – 12. . . . . . . . . . . . . . . . . . . . . . . . Procurement Card Transaction Validation Report 8 – 14. . . . . . . . . Unaccounted Transactions Sweep Program 8 – 16. . . . . . . . . . . . . . Update Income Tax Details Utility and Report 8 – 18. . . . . . . . . . . .

Workflow 8 – 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distribute Employee Card Transaction Verifications 8 – 22. . . . . . . Distribute Manager Card Transactions Approvals 8 – 23. . . . . . . .

Supplier Reports 8 – 25. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . New Supplier/New Supplier Site Listing 8 – 25. . . . . . . . . . . . . . . . Supplier Mailing Labels 8 – 26. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Supplier Paid Invoice History Report 8 – 29. . . . . . . . . . . . . . . . . . . Supplier Payment History Report 8 – 30. . . . . . . . . . . . . . . . . . . . . . Suppliers Report 8 – 31. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xiv Oracle Public Sector Payables User’s Guide

Income Tax Forms and Reports 8 – 34. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1099 Reporting Overview 8 – 34. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1096 Form 8 – 37. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1099 Forms 8 – 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1099 Invoice Exceptions Report 8 – 42. . . . . . . . . . . . . . . . . . . . . . . . 1099 Payments Report 8 – 43. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1099 Electronic Media 8 – 45. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1099 Supplier Exceptions Report 8 – 48. . . . . . . . . . . . . . . . . . . . . . . Tax Information Verification Letter 8 – 50. . . . . . . . . . . . . . . . . . . . . . Withholding Tax By Invoice Report 8 – 52. . . . . . . . . . . . . . . . . . . . . Withholding Tax By Payment Report 8 – 54. . . . . . . . . . . . . . . . . . . . Withholding Tax By Supplier Report 8 – 55. . . . . . . . . . . . . . . . . . . . Withholding Tax By Tax Authority Report 8 – 57. . . . . . . . . . . . . . . Withholding Tax Certificate Listing 8 – 59. . . . . . . . . . . . . . . . . . . . . Withholding Tax Letter 8 – 60. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Withholding Tax Report 8 – 61. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Invoice Reports 8 – 63. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Batch Control Reports 8 – 64. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Card Outstanding Charges Report 8 – 65. . . . . . . . . . . . . . . . Credit Memo Matching Report 8 – 67. . . . . . . . . . . . . . . . . . . . . . . . . Invoice Aging Report 8 – 68. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Audit Listing by Voucher Number 8 – 71. . . . . . . . . . . . . . . Invoice Audit Listing 8 – 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Audit Report 8 – 73. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice History Report 8 – 75. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice on Hold Report 8 – 76. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Register 8 – 78. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Matched and Modified Receipts Report 8 – 80. . . . . . . . . . . . . . . . . Matching Detail Report 8 – 82. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Matching Hold Detail Report 8 – 87. . . . . . . . . . . . . . . . . . . . . . . . . . Open Items Revaluation Report 8 – 91. . . . . . . . . . . . . . . . . . . . . . . . Payables Approval Report 8 – 94. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Prepayments Status Report 8 – 96. . . . . . . . . . . . . . . . . . . . . . . . . . . . Recurring Invoices Report 8 – 100. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unrealized Gain/Loss Report 8 – 101. . . . . . . . . . . . . . . . . . . . . . . . . .

Invoice Tax Reports 8 – 104. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Intra–EU VAT Audit Trail Report 8 – 104. . . . . . . . . . . . . . . . . . . . . . . Tax Audit Trail Report 8 – 107. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Use Tax Liability Report 8 – 110. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payment Reports 8 – 113. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cash Requirement Report 8 – 113. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xvContents

Discounts Available Report 8 – 117. . . . . . . . . . . . . . . . . . . . . . . . . . . . Discounts Taken and Lost Report 8 – 118. . . . . . . . . . . . . . . . . . . . . . . Final Payment Register 8 – 119. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Missing Document Numbers Report 8 – 121. . . . . . . . . . . . . . . . . . . . Payment Audit by Voucher Number Report 8 – 122. . . . . . . . . . . . . . Payment Batch Control Report 8 – 123. . . . . . . . . . . . . . . . . . . . . . . . . Payment Exceptions Report 8 – 125. . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Gain & Loss Report 8 – 127. . . . . . . . . . . . . . . . . . . . . . . . . . Payment Register 8 – 128. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preliminary Payment Register 8 – 130. . . . . . . . . . . . . . . . . . . . . . . . . . Stopped Payments Report 8 – 133. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unclaimed Property Report 8 – 134. . . . . . . . . . . . . . . . . . . . . . . . . . . . Void Payment Register 8 – 136. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Accounting and Reconciliation Reports 8 – 139. . . . . . . . . . . . . . . . . . . . . Accounts Payable Trial Balance Report 8 – 139. . . . . . . . . . . . . . . . . . Payables Account Analysis Report 8 – 141. . . . . . . . . . . . . . . . . . . . . . Posted Invoice Register 8 – 144. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Posted Payment Register 8 – 146. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unaccounted Transactions Report 8 – 148. . . . . . . . . . . . . . . . . . . . . .

Key Indicators Report 8 – 152. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Key Indicators Current Activity Report 8 – 153. . . . . . . . . . . . . . . . . . Key Indicators Invoice Activity Report 8 – 157. . . . . . . . . . . . . . . . . . Key Indicators State–of–the–System Report 8 – 159. . . . . . . . . . . . . .

Notices 8 – 161. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invalid PO Supplier Notice 8 – 161. . . . . . . . . . . . . . . . . . . . . . . . . . . . Matching Hold Agent Notice 8 – 162. . . . . . . . . . . . . . . . . . . . . . . . . . Prepayment Remittance Notice 8 – 163. . . . . . . . . . . . . . . . . . . . . . . . . Print Invoice Notice 8 – 165. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receiving Hold Requestor Notice 8 – 166. . . . . . . . . . . . . . . . . . . . . . . Supplier Open Balance Letter 8 – 167. . . . . . . . . . . . . . . . . . . . . . . . . .

Listings 8 – 169. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Account Listing 8 – 169. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distribution Set Listing 8 – 171. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Employee Listing 8 – 173. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Expense Report Template Listing 8 – 174. . . . . . . . . . . . . . . . . . . . . . . Payment Terms Listing 8 – 175. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payables Lookups Listing 8 – 176. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Codes Listing 8 – 177. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Groups Listing 8 – 179. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Recovery Rules Listing 8 – 180. . . . . . . . . . . . . . . . . . . . . . . . . . . .

Country–Specific Reports 8 – 182. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xvi Oracle Public Sector Payables User’s Guide

Bank Charges Reports 8 – 182. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Japan Actual Payment Report 8 – 182. . . . . . . . . . . . . . . . . . . . . . . . . . Japan Invoice Transaction Check Report 8 – 182. . . . . . . . . . . . . . . . . Japan Payment Schedule Report 8 – 183. . . . . . . . . . . . . . . . . . . . . . . .

Chapter 9 Resource Management 9 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purging Records 9 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Criteria for Purging Records 9 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . Submitting Purges 9 – 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the Status of a Purge 9 – 9. . . . . . . . . . . . . . . . . . . . . . . . . . Aborting a Purge 9 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Restarting a Purge 9 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recreating Database Objects From Which You Purge 9 – 10. . . . . .

Purge Reports 9 – 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preliminary Purged Listings 9 – 12. . . . . . . . . . . . . . . . . . . . . . . . . . . Final Purged Listings 9 – 14. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Rejected Purged Listings 9 – 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Final Purge Statistics Report 9 – 15. . . . . . . . . . . . . . . . . . . . . . . . . . . Tables Purged by the Payables Purge Process 9 – 17. . . . . . . . . . . .

Chapter 10 Other Topics 10 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AuditTrail 10 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Positive Pay Integration 10 – 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Positive Pay Report 10 – 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Prompt Payment Support 10 – 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payment Batches and Quick Payments 10 – 9. . . . . . . . . . . . . . . . . . Manual Payments 10 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Void Payments and Stop Payments 10 – 10. . . . . . . . . . . . . . . . . . . . . Void Payments and Stop Payments 10 – 10. . . . . . . . . . . . . . . . . . . . .

Fund Accounting with Automatic Offsets 10 – 12. . . . . . . . . . . . . . . . . . . Automatic Offsets and Invoice Processing 10 – 17. . . . . . . . . . . . . . . Automatic Offsets and Payment Processing 10 – 20. . . . . . . . . . . . . . Enabling Automatic Offsets 10 – 25. . . . . . . . . . . . . . . . . . . . . . . . . . . .

Withholding Tax Overview 10 – 27. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Withholding Tax 10 – 28. . . . . . . . . . . . . . . . . . . . . . . . . . . Withholding Taxes 10 – 30. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Withholding Tax Invoices 10 – 31. . . . . . . . . . . . . . . . . . . . . Paying a Tax Authority 10 – 32. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Withheld Amounts Online 10 – 33. . . . . . . . . . . . . . . . . . . Withholding Tax Reports 10 – 33. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xviiContents

Projected Withholding Tax 10 – 33. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Projected Withholding Tax Window Reference 10 – 34. . . . . . . . . . . View Period–To–Date Withheld Amounts 10 – 35. . . . . . . . . . . . . . . View Period–To–Date Withheld Amounts Window Reference 10 – 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Automatic Tax Calculation Overview 10 – 37. . . . . . . . . . . . . . . . . . . . . . . Automatic Tax Calculation Levels 10 – 38. . . . . . . . . . . . . . . . . . . . . . Calculation of Tax Distributions For Line or Tax Code Automatic Tax Calculation 10 – 41. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Automatic Tax Calculation 10 – 42. . . . . . . . . . . . . . . . . . . Disabling Automatic Tax Calculation 10 – 43. . . . . . . . . . . . . . . . . . .

Budgetary Control in Payables 10 – 45. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Payables for Budgetary Control 10 – 46. . . . . . . . . . . . . . Checking Funds for Invoices 10 – 46. . . . . . . . . . . . . . . . . . . . . . . . . . . Approval When You Use Budgetary Control 10 – 48. . . . . . . . . . . . .

Encumbrances in Payables 10 – 49. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Encumbrances 10 – 51. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Interfund Accounting 10 – 53. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Interfund Accounting 10 – 53. . . . . . . . . . . . . . . . . . . . . . .

Petty Cash Funds 10 – 55. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix A Navigation A – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payables Navigator Paths A – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Oracle Public Sector Payables Character Mode Forms and Corresponding GUI Windows A – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix B Profile Options B – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix C Function Security C – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix D Attachments D – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix E Invoice, Payment, and Account Default Charts E – 1. . . . . . . . . . . . .

Appendix F Oracle Payables Alerts F – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix G Payables Open Interface Tables G – 1. . . . . . . . . . . . . . . . . . . . . . . . . . .

xviii Oracle Public Sector Payables User’s Guide

Payables Open Interface Tables G – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding the Payables Open Interface Tables G – 2. . . . . . . Payables Open Interface Table Descriptions G – 4. . . . . . . . . . . . . . Sequential Numbering During Import G – 50. . . . . . . . . . . . . . . . . . Account Overlay in Payables Open Interface Import G – 51. . . . . . Using SQL*Loader to Populate the Payables Open Interface Tables G – 52. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How the Invoice Gateway Window Populates the Open Interface Tables G – 54. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix H Purchase Order Matching Database Tables H – 1. . . . . . . . . . . . . . . . .

Appendix I Payables Procurement Card Transaction Interface Table I – 1. . . . .

Appendix J Oracle Payables Holds J – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Account Holds J – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Funds Holds J – 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Holds J – 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Matching Holds J – 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Variance Holds J – 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Miscellaneous Holds J – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Index

Glossary

xixPreface

Preface

Welcome to Release 11i of the Oracle Public Sector Payables User’s Guide.

This user guide includes the information you need to work withPayables effectively. It contains detailed information about thefollowing:

• Overview and reference information

• Payables implementation suggestions

• Specific tasks you can accomplish using Payables

• How to use Payables windows

• Payables programs, reports, and listings

• Payables functions and features

• Payables system setup

This preface explains how this user guide is organized and introducesother sources of information that can help you.

xx Oracle Public Sector Payables User’s Guide

Audience for This Guide

Welcome to Release 11i of the Oracle Public Sector Payables UserGuide.

This guide assumes you have a working knowledge of the following:

• The principles and customary practices of your business area.

• Oracle Public Sector Payables

If you have never used Payables, we suggest you attend one ormore of the Payables training classes available through OracleUniversity.

• The Oracle Applications graphical user interface.

To learn more about the Oracle Applications graphical userinterface, read the Oracle Applications User Guide.

See: Other Information Sources for more information about OracleApplications product information.

How To Use This Guide

This guide contains the information you need to understand and usePayables.

This preface explains how this user guide is organized and introducesother sources of information that can help you. This guide contains thefollowing chapters:

• Chapter 1 provides a brief introduction to the graphical userinterface (GUI) available with this release of Payables. It alsoexplains the Invoice and Payment workbenches and how you usethem to enter invoices and create payments.

• Chapter 2 contains a checklist for setting up your Payablessystem, and includes a complete description of each Payablessetup window.

Note: There is no separate implementation manual for this product.All implementation information is included in this user guide.

• Chapter 3 tells you how to enter, review, and adjust yoursuppliers.

• Chapter 4 describes how to enter, adjust, approve, and review alltypes of invoices and invoice batches. It tells you how to enterinvoices in both the Invoices window and the Invoice Gateway

xxiPreface

window. It also explains holds and expense reports. It includesinformation on importing EDI invoices, invoices from othersystems, and credit card transaction data by using PayablesOpen Interface Import. It also describes how to use PayablesInvoice Import to import expense reports. In addition, itdescribes Payables integration with other Oracle products.

• Chapter 5 provides detailed information about creating,modifying, reviewing, and reconciling payments and paymentbatches.

• Chapter 6 describes how to enter foreign currency informationand complete foreign currency transactions. It explains how tomake payments in associated fixed–rate currencies. It alsodescribes how to use the AutoRate program to automaticallyprovide invoices with exchange rates.

• Chapter 7 tells you how account for your transactions, and thenview and update the accounting entries. It also describes how touse the Payables Transfer to General Ledger Program to transferaccounting entries to the General Ledger Interface. From thistable you can then create journal entries and post them to yourgeneral ledger. This chapter also explains how to reconcilePayables activity with your general ledger.

• Chapter 8 explains how to submit a request or request set, andbriefly describes each Payables report and listing.

• Chapter 9 tells you how to use the Purge feature to deleterecords that you no longer need to access online.

• Chapter 10 includes documentation about the followingspecialized features: AuditTrail, Positive Pay Integration, InterestInvoices, Automatic Offsets, Automatic Withholding Tax,Automatic Tax Calculation, Budgetary Control andEncumbrance, and Interfund Accounting.

• Finally, appendices A – J include information about menu paths,profile options, function security, attachments, hierarchical fielddefaults, alerts, open interface tables, procurement cardtransaction interface tables, purchase order matching databasetables, and predefined holds.

xxii Oracle Public Sector Payables User’s Guide

Documentation Accessibility

Oracle’s goal is to make our products, services, and supportingdocumentation accessible to the disabled community with goodusability. To that end, our documentation includes features that makeinformation available to users of assistive technology. Thisdocumentation is available in HTML format, and contains markup tofacilitate access by the disabled community. Standards will continue toevolve over time, and Oracle is actively engaged with othermarket–leader technology vendors to address technical obstacles sothat our documentation can be accessible to all of our customers. Foradditional information, visit the Oracle Accessibility Program web siteat http://www.oracle.com/accessibility/.

xxiiiPreface

Finding Out What’s New

From the expandable menu in the Payables HTML help window,choose the section that describes new features or what’s new. Thissection describes:

• New features in 11i. This information is updated for each newrelease of Payables.

• Information about any features that were not yet available whenthis user guide was printed. For example, if your systemadministrator has installed software from a mini pack as anupgrade, this document describes the new features.

Other Information Sources

You can choose from many sources of information, including onlinedocumentation, training, and support services, to increase yourknowledge and understanding of Payables.

If this guide refers you to other Oracle Applications documentation,use only the Release 11i versions of those guides unless we specifyotherwise.

Online Documentation

All Oracle Applications documentation is available online (HTML andPDF). The technical reference guides are available in paper formatonly. Note that the HTML documentation is translated into overtwenty languages.

Your HTML help may contain information that was not available whenthis guide was printed.

The HTML version of this guide is optimized for onscreen reading, andyou can use it to follow hypertext links for easy access to other HTMLguides in the library. When you have an HTML window open, you canuse the features on the left side of the window to navigate freelythroughout all Oracle Applications documentation.

• You can use the Search feature to search by words or phrases.

• You can use the expandable menu to search for topics in themenu structure we provide. The Library option on the menuexpands to show all Oracle Applications HTML documentation.

xxiv Oracle Public Sector Payables User’s Guide

You can view HTML help in the following ways:

• From an application window, use the help icon or the help menuto open a new Web browser and display help about that window.

• Use the documentation CD.

• Use a URL provided by your system administrator.

Related User Guides

Payables shares business and setup information with other OracleApplications products. Therefore, you may want to refer to other userguides when you set up and use Payables.

You can read the guides online by choosing Library from theexpandable menu on your HTML help window, by reading from theOracle Applications Document Library CD included in your mediapack, or by using a Web browser with a URL that your systemadministrator provides.

If you require printed guides, you can purchase them from the Oraclestore at http://oraclestore.oracle.com.

User Guides Related to All Products

Oracle Applications User Guide

This guide explains how to navigate the system, enter data, and queryinformation, and introduces other basic features of the GUI availablewith this release of Payables (and any other Oracle Applicationsproduct).

You can also access this user guide online by choosing “Getting Startedand Using Oracle Applications” from the Oracle Applications helpsystem.

Oracle Alert User Guide

Use this guide to define periodic and event alerts that monitor thestatus of your Oracle Applications data.

xxvPreface

Oracle Applications Implementation Wizard User Guide

If you are implementing more than one Oracle product, you can use theOracle Applications Implementation Wizard to coordinate your setupactivities. This guide describes how to use the wizard.

Oracle Applications Developer’s Guide

This guide contains the coding standards followed by the OracleApplications development staff. It describes the Oracle ApplicationObject Library components needed to implement the OracleApplications user interface described in the Oracle Applications UserInterface Standards. It also provides information to help you build yourcustom Oracle Developer forms so that they integrate with OracleApplications.

Oracle Applications Flexfields Guide

This guide provides flexfields planning, setup, and referenceinformation for the Payables implementation team, as well as for usersresponsible for the ongoing maintenance of Oracle Applicationsproduct data. This guide also provides information on creating customreports on flexfields data.

Oracle Applications User Interface Standards

This guide contains the user interface (UI) standards followed by theOracle Applications development staff. It describes the UI for theOracle Applications products and how to apply this UI to the design ofan application built by using Oracle Forms.

User Guides Related to This Product

Payables shares business and setup information with other OracleApplications products. Even if you have not installed them as separateproducts, your Payables application includes some forms andfunctionality from other Oracle Applications. Therefore, you may wantto refer to other user guides when you set up and use Payables.

Oracle Public Sector General Ledger User Guide

Use this manual when you plan and define your chart of accounts,accounting period types and accounting calendar, functional currency,and set of books. It also describes how to define journal entry sourcesand categories so you can create journal entries for your general ledger.

xxvi Oracle Public Sector Payables User’s Guide

If you use multiple currencies, use this manual when you defineadditional rate types, and enter daily rates. This manual also includescomplete information on implementing Budgetary Control.

Oracle Cash Management User Guide

This manual explains how you can reconcile your payments with yourbank statements.

Oracle Public Sector Purchasing User Guide

If you install Oracle Public Sector Purchasing, refer to this user guide toread about entering and managing the purchase orders to which youmatch invoices.

Oracle Public Sector Receivables User Guide

Use this manual to learn how to implement flexible address formats fordifferent countries. You can use flexible address formats in theSuppliers, Banks, Invoices, and Payments windows.

Oracle Receivables Tax Manual

This manual provides everything you need to know about calculatingtax within Oracle Public Sector Receivables, Oracle OrderManagement, Oracle Sales, and Oracle Web Customers. It includesinformation about implementation procedures, setup forms andwindows, the Oracle Public Sector Receivables Tax calculation process,tax reports and listings, and open interfaces.

Oracle Projects User Guide

If you install Oracle Projects, use this user guide to learn how to enterexpense reports in Projects that you import into Payables to createinvoices. You can also use this manual to see how to create Projectinformation in Projects which you can then record for an invoice orinvoice distribution.

Oracle Assets User Guide

If you install Oracle Assets, you can use this manual to add assets andcost adjustments directly into Oracle Assets from invoice informationin Payables.

xxviiPreface

Country–Specific Manuals

Use these manuals to meet statutory requirements and commonbusiness practices in your country or region. They also describeadditional features added to Payables to meet those requirements.Look for a user guide appropriate to your country; for example, see theOracle Financials for the Czech Republic User Guide for more informationabout using this software in the Czech Republic.

Multiple Reporting Currencies in Oracle Applications

If you use the Multiple Reporting Currencies feature to report andmaintain accounting records in more than one currency, use thismanual before implementing Payables. The manual details additionalsteps and setup considerations for implementing Payables with thisfeature.

Multiple Organizations in Oracle Applications

If you use the Oracle Applications Multiple Organization Supportfeature to use multiple sets of books for one Payables installation, usethis guide to learn about setting up and using Payables with thisfeature.

Web Applications Dictionary, Project Configurator, and ObjectNavigator User Guide

Use this guide when you set up Oracle Internet Expenses or theprocurement card feature.

Oracle Property Manager User Guide

This guide describes how Oracle Property Manager enablesorganizations to manage their leased and owned properties. Tenantscan set up scheduled payments for rent and other expenses, exportpayment items to Oracle Public Sector Payables, and pay theirsuppliers. Landlords can set up scheduled billings, export billing itemsto Oracle Public Sector Receivables, and track their customers’accounts. Facilities managers can keep track of office space allocationand cost, using employee information from Oracle Human Resources.Lease administrators can abstract leases and track lease history.Tenants and landlords can abstract leases and manage payments andinvoices

xxviii Oracle Public Sector Payables User’s Guide

Oracle Internet Expenses Implementation Manual

This book explains in detail how to configure Oracle Internet Expensesand describes its integration with Oracle Public Sector Payables andOracle Projects.

Oracle Treasury User Guide

This guide describes how to use Oracle Treasury to manage yourfinancial market transactions and exposures. It also describes how toperform in–house banking.

Oracle Business Intelligence System Implementation Guide

This guide provides information about implementing Oracle BusinessIntelligence (BIS) in your environment.

BIS 11i User Guide Online Help

This guide is provided as online help only from the BIS application andincludes information about intelligence reports, Discoverer workbooks,and the Performance Management Framework.

Installation and System Administration Guides

Oracle Applications Concepts

This guide provides an introduction to the concepts, features,technology stack, architecture, and terminology for Oracle ApplicationsRelease 11i. It provides a useful first book to read before an installationof Oracle Applications. This guide also introduces the concepts behind,and major issues, for Applications–wide features such as BusinessIntelligence (BIS), languages and character sets, and self–serviceapplications.

Installing Oracle Applications

This guide provides instructions for managing the installation of OracleApplications products. In Release 11i, much of the installation processis handled using Oracle One–Hour Install, which minimizes the time ittakes to install Oracle Applications and the Oracle 8i Server technologystack by automating many of the required steps. This guide containsinstructions for using Oracle One–Hour Install and lists the tasks youneed to perform to finish your installation. You should use this guide

xxixPreface

in conjunction with individual product user guides andimplementation guides.

Upgrading Oracle Applications

Refer to this guide if you are upgrading your Oracle ApplicationsRelease 10.7 or Release 11.0 products to Release 11i. This guidedescribes the upgrade process in general and lists database upgradeand product–specific upgrade tasks. You must be at either Release 10.7(NCA, SmartClient, or character mode) or Release 11.0 to upgrade toRelease 11i. You cannot upgrade to Release 11i directly from releasesprior to 10.7.

Using the AD Utilities

Use this guide to help you run the various AD utilities, such asAutoInstall, AutoPatch, AD Administration, AD Controller, Relink,and others. It contains how–to steps, screenshots, and otherinformation that you need to run the AD utilities.

Oracle Applications Product Update Notes

Use this guide as a reference if you are responsible for upgrading aninstallation of Oracle Applications. It provides a history of the changesto individual Oracle Applications products between Release 11.0 andRelease 11i. It includes new features and enhancements and changesmade to database objects, profile options, and seed data for thisinterval.

Oracle Applications System Administrator’s Guide

This guide provides planning and reference information for the OracleApplications System Administrator. It contains information on how todefine security, customize menus and online help, and manageprocessing.

Oracle Workflow Guide

This guide explains how to define new workflow business processes aswell as customize existing Oracle Applications–embedded workflowprocesses. You also use this guide to complete the setup stepsnecessary for any Oracle Applications product that includesworkflow–enabled processes.

xxx Oracle Public Sector Payables User’s Guide

Training and Support

Training

We offer a complete set of training courses to help you and your staffmaster Oracle Applications. We can help you develop a training planthat provides thorough training for both your project team and yourend users. We will work with you to organize courses appropriate toyour job or area of responsibility.

Training professionals can show you how to plan your trainingthroughout the implementation process so that the right amount ofinformation is delivered to key people when they need it the most. Youcan attend courses at any one of our many Educational Centers, or youcan arrange for our trainers to teach at your facility. We also offer Netclasses, where training is delivered over the Internet, and manymultimedia–based courses on CD. In addition, we can tailor standardcourses or develop custom courses to meet your needs.

Support

From on–site support to central support, our team of experiencedprofessionals provides the help and information you need to keepPayables working for you. This team includes your TechnicalRepresentative, Account Manager, and Oracle’s large staff ofconsultants and support specialists with expertise in your businessarea, managing an Oracle server, and your hardware and softwareenvironment.

Do Not Use Database Tools to Modify Oracle Applications Data

We STRONGLY RECOMMEND that you never use SQL*Plus, OracleData Browser, database triggers, or any other tool to modify OracleApplications tables, unless we tell you to do so in our guides.

Oracle provides powerful tools you can use to create, store, change,retrieve, and maintain information in an Oracle database. But if youuse Oracle tools such as SQL*Plus to modify Oracle Applications data,you risk destroying the integrity of your data and you lose the ability toaudit changes to your data.

Because Oracle Applications tables are interrelated, any change youmake using an Oracle Applications form can update many tables atonce. But when you modify Oracle Applications data using anything

xxxiPreface

other than Oracle Applications forms, you might change a row in onetable without making corresponding changes in related tables. If yourtables get out of synchronization with each other, you risk retrievingerroneous information and you risk unpredictable results throughoutOracle Applications.

When you use Oracle Applications forms to modify your data, OracleApplications automatically checks that your changes are valid. OracleApplications also keeps track of who changes information. But, if youenter information into database tables using database tools, you maystore invalid information. You also lose the ability to track who haschanged your information because SQL*Plus and other database toolsdo not keep a record of changes.

About Oracle

Oracle Corporation develops and markets an integrated line ofsoftware products for database management, applicationsdevelopment, decision support and office automation, as well as OracleApplications. Oracle Applications provides the E–Business Suite, afully integrated suite of more than 70 software modules for financialmanagement, Internet procurement, business intelligence, supply chainmanagement, manufacturing, project systems, human resources, andsales and service management.

Oracle products are available for mainframes, minicomputers, personalcomputers, network computers, and personal digital assistants,enabling organizations to integrate different computers, differentoperating systems, different networks, and even different databasemanagement systems, into a single, unified computing and informationresource.

Oracle is the world’s leading supplier of software for informationmanagement, and the world’s second largest software company.Oracle offers its database, tools, and application products, along withrelated consulting, education and support services, in over 145countries around the world.

Your Feedback

Thank you for using Payables and this user guide.

xxxii Oracle Public Sector Payables User’s Guide

We value your comments and feedback. This guide contains aReader’s Comment Form you can use to explain what you like ordislike about Payables or this user guide. Mail your comments to thefollowing address or call us directly at (650) 506–8968.

Oracle Public Sector Applications Documentation ManagerOracle Corporation500 Oracle Parkway, Mailstop 3op7Redwood Shores, CA 94065U.S.A.

C H A P T E R

1T

1 – 1Payables Overview

Payables Overview

his chapter gives an overview of Payables and describes the twoPayables workbenches.

1 – 2 Oracle Public Sector Payables User’s Guide

Payables Overview

Oracle Public Sector Payables has a highly responsive, multi–windowgraphical user interface (GUI) with full point–and–click capability. Youcan use your mouse or keyboard to operate graphical controls such aspull–down menus, buttons, poplists, check boxes, or tabbed regions.

Oracle Public Sector Payables has a highly responsive, multi–windowgraphical user interface (GUI) with full point–and–click capability. Youcan use your mouse or keyboard to operate graphical controls such aspull–down menus, buttons, poplists, check boxes, or tabbed regions.

You can read more about the basic characteristics of this GUI userinterface in the Oracle Applications User Guide.

This discussion includes the following topics:

• Payables Workbenches: page 1 – 2

• The Invoice Workbench: page 1 – 5

• The Payment Workbench: page 1 – 8

Payables Workbenches

Payables includes two fully integrated workbenches, the InvoiceWorkbench and the Payment Workbench. You can perform most ofyour transactions in Payables using the Invoice Workbench or thePayment Workbench. You enter, adjust, and review invoices and invoicebatches in the Invoice Workbench. You create, adjust, and reviewpayments and payment batches in the Payments Workbench.

You may be restricted in the windows, buttons, and actions you canaccess based on the Function Security implemented by your SystemAdministrator. See: Function Security in Payables: page C – 2.

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

Some Payables windows have a customizable folder that allows you tomove, resize, and hide fields in the window. See: Customizing thePresentation of Data in a Folder (Oracle Applications User Guide).

Payables workbenches let you find critical information in a flexible way.For example, in the Invoice Workbench, you can find an invoice based

1 – 3Payables Overview

on supplier, purchase order number, status, or other criteria. Then, forthat invoice, you can review distributions, scheduled payments,payments, holds, and other detailed invoice information. You can alsoperform matching, submit approval, apply and release holds, or initiatepayment. All the windows you need are accessible from just one form;you can query an invoice then perform several transactions withouthaving to find the invoice again. You can also keep multiple windowsopen at one time.

In Payables, the Invoices window, Payments window, and PaymentBatches window each has an associated Actions window you can use toperform available actions on one or more records. For example, see theInvoice Actions window below:

Payables also provides Find windows that you can use to query recordsby field, record status, or by a range of values. You can access most Findwindows from a window’s View menu. For example, from the Invoices

1 – 4 Oracle Public Sector Payables User’s Guide

window you can use the Find Invoices window to query all approvedinvoices with a range of invoice dates.

Payables opens other Find windows automatically when you arenavigating to a window, so it can display in the window records thatmatch criteria you specify. For example, when you select a credit memoin the Invoices window and choose the Match button, Payablesautomatically opens the Find Invoices for Matching window. You entercriteria in the window, and choose the Find button. Payables then opensthe Match to Invoices window and displays invoices that match yourcriteria.

To see how to navigate to or open a window in Payables, see: PayablesNavigator Paths: page A – 2.

1 – 5Payables Overview

The Invoice Workbench

1 – 6 Oracle Public Sector Payables User’s Guide

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

� Invoice Batches

• Find Invoice Batches

� Invoices

• Find Invoices

– Calculate Balance Owed

• Distributions

– Find Invoice Distributions

• Scheduled Payments

• Invoice Holds

– Release

• Invoice Actions

– Apply/Unapply Prepayments

• Payments

� Invoice Overview

The following diagram shows how you can navigate between thewindows in the Invoice Workbench. You navigate into the Invoiceswindow or Invoice Batches window through the Navigator, andnavigate to most windows by choosing buttons. You can access the Findwindows from the View menu, and the Apply/Unapply Prepaymentwindow by selecting the appropriate check box in the Invoice Actionswindow. You access the matching windows from the Invoices windowby selecting Invoice, Purchase Order, or Receipt from the match poplistand then choosing the Match button.

1 – 7Payables Overview

1 – 8 Oracle Public Sector Payables User’s Guide

The Payment Workbench

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

1 – 9Payables Overview

� Payment Batches

• Find Payment Batches

• Copy To

• Payment Batch Actions

– Modify Payment Batch

– Confirm Payment Batch

� Payments

• Find Payments

• Select Invoices

• View Invoices

• Payment Actions

� Payment Batch Sets

• Find Payment Batch Sets

• Submit Batch Set

� Payment Overview

The following diagram shows how you can navigate between windowsin the Payment Workbench. You navigate into the Payments, PaymentBatches, and Payment Overview windows through the Navigator, andnavigate to most of the other windows by choosing buttons. You canaccess the Find windows from the View menu, and the Modify Payment

1 – 10 Oracle Public Sector Payables User’s Guide

Batch and Confirm Payment Batch windows by selecting theappropriate check box in the Payment Batch Actions window.

See Also

Payables Navigator Paths: page A – 2

C H A P T E R

2T

2 – 1Payables Setup

Payables Setup

his chapter tells you how to set up Payables after you haveinstalled it. It includes an overview with list of steps to follow to set upPayables, and includes detailed instructions on completing setup tasksin each Payables setup window.

Note: Refer to the first section, Setting Up Oracle Public SectorPayables, to see if a setup step is documented outside of the PayablesUser Guide. We suggest that you use this document in online helpduring setup. You can then quickly access any non–Payables specificsetup documentation by using hypertext links.

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2 – 2 Oracle Public Sector Payables User’s Guide

Setting Up Oracle Public Sector Payables

Follow the steps in the following chart to set up your Payables system.The chart shows you where to read in detail about the setup step. TheWindow Names(s) column shows you in which window(s) you performthe step, and if the window is available only if you use a specificresponsibility or product. The Required column shows you if the step isrequired, optional, required with defaults, or conditionally required.

If you use this chart in online help, then you can easily access anydocumentation in other books by using hypertext links

Attention: If you use the Oracle Applications MultipleOrganization Support feature to use multiple sets of books forone Payables installation, read the Multiple Organizations inOracle Applications manual before proceeding.

Attention: If you use the Multiple Reporting Currenciesfeature to record transactions in more than one currency, readthe Multiple Reporting Currencies in Oracle Applications manualbefore proceeding. The manual details additional setup stepsand setup considerations for implementing Payables with thisfeature.

Oracle Applications Implementation Wizard

If you are implementing more than one Oracle Applications product,you may want to use the Oracle Applications Implementation Wizard tocoordinate your setup activities. The Implementation Wizard guidesyou through the setup steps for the applications you have installed,suggesting a logical sequence that satisfies cross–productimplementation dependencies and reduces redundant setup steps. TheWizard also identifies steps that can be completed independently––byseveral teams working in parallel––to help you manage yourimplementation process most efficiently.

You can use the Implementation Wizard as a resource center to readonline help for a setup activity and open the appropriate