oracle payables - step by step functional in 11i - part 1

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Oracle Payables - Step by Step functional in 11i - PART 1

In this article you will see step by step usage of Oracle Payables. This is particularly useful in end user

training in 11i

This article is divided into 4 parts, Part1, Part2, Part 3, Part4

Table of Contents

1 Document Control

1.1 Revision History and Approval

2 Accounts Payable

2.1 Overview

2.2 High Level Process flow diagram

3 Supplier Creation and maintenance

3.1 Creation of Supplier

3.2 Merging of supplier

4 Invoice Entry

4.1 Overview

4.2 Entering Standard Invoice

4.3 Entering PO default Invoices

4.4 Entering Debit and Credit Memo

4.4.1 Overview

4.4.2 Enter Credit Memo

4.4.3 Matching credit memo to invoice/PO

4.5 Entering prepayment invoices

4.5.1 Overview

4.5.2 Create Prepayment Invoice

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5 Creation of Recurring Invoice

5.1 Overview

5.2 Setup Special Calendar

5.3 Define recurring invoice template

5.4 Generate recurring Invoice

5.5 Invoice validation

5.5.1 Canceling a Prepayment invoice

5.5.2 Paying a prepayment

5.5.3 Applying a Prepayment

5.5.4 Un-applying a Prepayment

6 Invoice Validation

6.1 Introduction

6.2 Online Validation

6.3 Submitting payable approval program

7 Holds

8 Payable accounting process

9 Payment

9.1 Overview

10 Manual Payment

10.1 Overview

10.2 Pay an Invoice manually

10.3 Printing a Payment

11 Batch Payment

11.1 Batch Payment Process

This payment format contains one credit line and multiple credit lines.

11.2 Initiating Payment Batches

11.3 Selecting invoice / Verify Payment Register is correct

11.4 Modify Payment

11.4.1 Adding an invoice to a payment batch

11.4.2 Removing an Invoice from Payment Batch

11.4.3 Removing all Invoices for a Particular supplier site from a payment batch

11.4.4 Changing payment or discount amounts for a selected invoice

11.5 Formatting Payments

11.6 Confirm Payment Batch

11.7 Payment Batch sets

12 Stop Payments

12.1 Stopping a Payment

12.2 Releasing a Stop Payment

12.3 Voiding a Payment

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13 Payables Transfer to General Ledger

14 Open and Close Period

14.1 Period control status

14.2 Open a Period

14.3 Close Period

End user Manual for Account Payable

1 Accounts Payable

1.1 Overview

Accounts Payable designed is designed for

• Supplier creation and maintenance

• Recording invoices from suppliers

• Payment to vendors

• Creation of banks

• Transfer of accounting information to GL

Oracle Payables is one of the sub-ledgers of General Ledger and provides a means to gather information pertinent to

the Payables and tracks the status of payments to the suppliers



1.2 High Level Process flow diagram

Purchasing

Accounting of

Invoices

Pay invoices

Reconcile

Payments

General

Ledger

Enter invoices

Enter supplier

Matching

JE

JE

Purchase Orders

Receipts

2 Supplier Creation and maintenance

2.1 Creation of Supplier

In a multi-org environment, the Supplier header record is shared acrossorganizations and you should

therefore take the following precautions: Always use Find first before adding a new supplier as it may have already

been created by another organization.If the supplier already exists, go straight to the Sites region and set all

organization-specific parameters at the Site level.

1. Navigate to Supplier’s ► Entry

1. To enter a new supplier provide supplier name and provide all the information under various tabs



3. Select the Sites button. To update a site, use the PgUp / PgDn buttons to find the required site. Provide the following

information against various tabs

1. Fill in the following fields

Name of the field Content

Site Name Enter a Name for the site

Address Enter the Address and other details of the site

Site Uses Define what this site is used for - Payment, Purchasing, Procurement Card or RFQ only. The



supplier must have a Pay Site to enter invoices, and a Purchasing Site to enter Pos

Region communications If you have the site phone numbers, specify them in the appropriate fields

1. Select the Contacts region


Optionally add information on site contacts as required.

1. Select the accounting region

2. Fill in the following fields, However the values are defaulted from the financial option


Liability Modify the entity value if necessary

Prepayment Modify the entity value if necessary



Future dated Payment Modify the entity value if necessary

3. Select the payment region

4. Select the bank account region

Use this region to record the supplier bank accounts that your suppliers and supplier sites use for electronic payment

transactions. Information you enter in this region of the Supplier and Supplier Sites windows will

appear in the supplier assignments region of the Bank Account window. Before filling in this region it is

necessary to have created the account in the AP Bank Account form.

Page 4 of 4




1. Select the invoice tax region

2. Select the Purchasing region

All the options are derived from the system defaults defined in the purchasing and AP setups

3. Click on save. The supplier is created

1.1 Merging of supplier

Any supplier who are duplicate or not required to be maintained or requires merging with any other supplier can be done using

merge function available in Oracle. Merging suppliers is an irreversible action. Merger once done can not be reversed.


Invoices Choose which all the invoices you want to merge



Paid

Unpaid

None

Name and site Provide the name of the supplier and site requires transfer

Name and site Provide the name of the supplier and site to which the merge needs to be done

Merger Run the merge to execute the merge program

2 Invoice Entry

2.1 Overview

Every transaction that needs to be paid would be recorded as invoice. This is required even for advance payment, petty payment

etc. Payable gives the option to enter invoices in single or in batches. In batches the value such as payment terms, currency, GL

date can be given that will default to individual invoices to make data entry faster.

The following are various type of invoices used to record transactions

Standard. A trade invoice you receive from a supplier.

PO Default. A trade invoice you want to automatically match to a specified purchase order and then

manually match to the individual shipments on the purchase order.

Credit Memo. A negative amount invoice you receive from a supplier representing a credit for goods or services purchased.

Debit Memo. A negative amount invoice you send to notify a supplier of a credit you recorded for goods or

services purchased.

Prepayment. An advance payment you make to a supplier or employee

Expense Report. An invoice you enter to record business-related employee expenses

Page 4 of 4


1.1 Entering Standard Invoice

These invoices are entered in payables not matched against purchase orders.

1. Navigate to Invoices ► Entry ► Invoices

The following window will open:



1. Fill in the following fields

Name of the filed Content

Voucher Automatically defined by Oracle

Type Choose Standard

Supplier or Supplier

Number

Enter the Supplier or Supplier Number

Site Enter the Supplier Site to which you will send payment of the invoice. AP will print the address

for this site on the payment.

Invoice Date Enter the Invoice Date or accept the Payables default (today's date) bychoosing If you enter a

date in a future period. AP will put the invoice on Future Period hold during Approval

Invoice Number Enter the Invoice Number from the invoice your supplier sent you or accept the Payables

default (today's date) by choosing [Tab]. AP will not allow you to enter duplicate

invoice numbers for the same supplier.

Invoice Amount Enter the full Invoice Amount including tax

Description Enter the Description of your invoice. This will appear on your paymentdocument and mayappear in your general ledger.

G L Date Enter the GL Date

Withholding tax group Not applicable

1. AP automatically schedules payment of the invoice using the Invoice Amount, Payment Terms, and Terms Date.

Enter or review the defaults for these fields by Clicking on Payments

4. Enter distributions manually or automatically by entering a Distribution Set,

Entering Distribution Manually

1. Create a Line

2. Fill in the following field



Name of the filed Content

Type Choose a Distribution Type Choose Item for goods or services you ordered. Choose

Miscellaneous for other expenses on an invoice that are not tax.

Amount Enter the line amount (Tax not included)

Account Enter the GL Account

Tax code Not applicable to Tooran

Track as an asset This check box will be enabled if the distribution line needs to be transferred to fixed assets

GL Date The distribution GL Date defaults from the invoice GL Date you entered. This can be overridden

1. Enter a separate line to show freight separately

2. Attach

3. Click on (save)

1.2 Entering PO default Invoices

These are invoices matched against purchase orders raised from oracle purchasing

1. Enter the PO Default type. A form appears: enter the PO Number, then AP automatically defaults the Supplier, Supplier

Number, Site, and Currency.

Page 4 of 4


1. Enter all basic invoice information (see: Entering Basic Invoices), but do not manually enter the distributions.

2. Select the appropriate withholding tax group in the tax field

3. Choose the Match button. The following window will open:



1. The order number is already specified. Optionally change the invoice payment term.

1. For each shipment you want to match, select the shipment by clicking the Match check box and enter the invoiced quantity.

When you enter one field, Payables automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match

Amount). It can be changed.

If you want further details to match, you can match to purchase orderdistributions by choosing

the Distribute button. For each purchase order distribution you want to match to, select the purchase order

distributions and enter either the Quantity Invoiced or Match Amount.

1. Choose Match to save your match

Page 3 of 3


1. Review the invoice distributions AP created by choosing the Distribution button from either the Invoices

Summary or Invoices detail window.



The following window with matched distribution line(s) will open:

Final matching a Purchase order

When you are entering a purchase order matched invoice or a credit/debit memo, you can check Final Match in the

Match to PO or Match to Invoice Distribution window to have AP permanently close the purchase order during

invoice Approval. When you approve a final-matched invoice, Approval permanently closes the matched purchase

order. You cannot reopen a permanently-closed purchase order or perform any further matching to the

purchase order.

Attention: Check Final Match only if you are certain this is a final match against therelated purchase order and you

want Approval to permanently close the purchase order.

1.1 Entering Debit and Credit Memo

1.1.1 Overview

In oracle Credit and debit memos are used when you receive credit for items you returned to a

supplier. Credit/debit memos are netted with basic invoices at payment time.The difference between credit and debit

memos is:

• Credit Memo - Negative amount invoice created by a supplier and sent to youto notify you of a credit.

• Debit Memo - Negative amount invoice created by you and sent to a supplierto notify the supplier of a credit



you are recording.

1.1.2 Enter Credit Memo

In the Invoices Summary form enter the Credit Memo Invoice Type. Enter anegative invoice amount and

all basic invoice information as in standard Invoices.

1. Enter the distribution automatically in one of the following ways:

• Manually

• Or by matching to the original invoice you entered

1. Click on save

Page 3 of 3


1.1.1 Matching credit memo to invoice/PO

1.1.1.1 MATCHING OPTIONS WHEN THE ORIGINAL INVOICE IS NOT PURCHASE ORDER MATCHED

In this case you can choose one of the following:

• Match to an invoice: Payables prorate your credit amount based on theinvoice distribution

amounts of the original invoice. Payable automatically creates invoice distributions for the credit memo

based on the distributions ofthe original invoice.

• Match to specific invoice distributions: You can allocate the credit amount to specific invoice distributions

of the original invoice. Payables automaticallycreate invoice distributions for the credit memo based on the

original invoicedistribution that you select. For example, you may order three chairs for threedifferent

departments and return one. You can match a credit invoice to theoriginal distribution for that department

to ensure that the credit matches thecharge.

Follow the steps below

1. Enter a Credit Memo type invoice.

2. Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions



3. At the pop-up list to the right of the Match button, choose Invoice, and then choose the Match button.

1. In the Find Invoices to match window, query the invoices you want to match and choose Find. If the credit memo pertains

to an invoice matched to a certain purchase order, query by purchase order number to see all invoices matched to that

purchase order. AP navigates to the Match to Invoice window.

2. Optionally choose the Invoice Overview button to review more information about an invoice.

3. Create invoice distributions by matching to one or more invoices. If you are matching to a non-purchase order matched

(basic) invoice, select the invoice and enter a Credit Amount.

1. If you want to match in further detail, continue the match at the invoice distribution level:

Match check box of the invoice you want to match and enter the CreditAmount. Then choose the



Distribute button.

1. For each invoice distribution you want to match to, select the distribution and enter a Credit Amount.

2. Choose the Match button to create invoice distributions for the credit memo based on the matches you made.

3. To review the new invoice distributions, choose the Distributions button from the Invoices Summary.

1.1.1.2 MATCHING OPTIONS WHEN THE ORIGINAL INVOICE IS PURCHASE ORDER MATCHED

In this case you can choose one of the following:

• Match to specific invoice distributions: You can allocate the credit amount to specific

invoice distributions of the original invoice. Payables automatically create invoice

distributions for the credit memo based on the original invoice distributions that you select.

• Match to purchase order receipts: Payables prorates, based on the quantity billed, your

credit amount across all purchase order distributions associated with the purchase order receipt to which

you match the credit memo. Payables automatically create invoice distributions for the credit memo based

on the purchase order distributions associated with the purchase order receipt you match to.

Follow the steps below to create a credit memo to match against PO

1. Enter a Credit Memo type invoice.

1. Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions.

1. At the pop-up list to the right of the Match button, choose Purchase Order or Receipt, and then choose the Match

button.

1. In the Find screen, enter the search criteria to find the purchase order

1. Click on the Find button:



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1. For each line you want to match to, select the line by checking the Match checkbox and enter either a Quantity Invoiced or

Match Amount. AP automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). You can

optionally change the Unit Price, which defaults from the purchase order.

1. Validate the related Invoices when entering Credit Memos

Search for the credit memo

In the Invoices Summary choose the Actions button. Check Approve RelatedInvoices, and choose OK to

have Payables automatically initiate Approval forany invoices associated with a credit memo.



1.1 Entering prepayment invoices

1.1.1 Overview

A prepayment is a type of invoice you enter to pay an advance payment to a supplier or an employee. Create a

prepayment in much the same way as you create a regular invoice. Review the Prepayment Status report to review

unapplied payments or unpaid or partially paid invoices for suppliers/employees.

1.1.2 Create Prepayment Invoice

1. Choose the following path:

Invoices ► Entry ► Invoice Batches.

Cllick on the button Invoices

2. Select the prepayment as invoice type

3. Enter all the other field as you do for a standard invoice, expect for the following special field




Prepayment Type Select Temporary or Permanent as the Prepayment Type. Specify the Prepayment Typeas Temporary if you want to apply the prepayment to an invoice or the advance to an

employee expense report. You specify the Prepayment Type as permanent if you do not

want to apply the prepayment to an invoice.

Settlement Date Accept the Default or change. Payables use the Settlement Date to prevent you from

applying a temporary prepayment to an invoice until on or after the Settlement Date of the

prepayment.

You can establish a Purchase Order association for your prepayment when you enter the prepayment. If you

associate a prepayment with a purchase order, Payables allows you to apply the prepayment only to the invoices

matched to the associated purchase order.

If you are using multiple currencies, you can enter a prepayment in anycurrency you have

defined. You can only apply a prepayment to an invoice inthe same currency as the invoice.

1. Click on Distribution.

AP creates a prepayment distribution line automatically when you enter a prepayment.Oracle Payables debits

the Prepayment Accounting Flex-field from the suppliersite, but you should fill the Amount field. If you enter a

tax name on a prepayment, Payables also creates a tax distribution line




1. After completing the invoice form, click on the action button to validate the prepayment.

1 Creation of Recurring Invoice

1.1 Overview

These are invoices predefined and run for recurring expenses such as Telephone expenses, Office cleaning, Electricity

and water payments. Creation of recurring invoice process describes below

1.2 Setup Special Calendar

For recurring payments made of a fixed amount at regular intervals, the AP Administrator would define a Special

Calendar of the type Recurring Invoice in the Special Calendar window. A full distribution set would also need to be

defined for the relevant expense account in the Distribution Sets window

1. Choose the following path

Setup ► Calendar ► Special Calendar

The following screen will display



1. Fill in the following field

Sl Field Type Description

1 Type of Calendar Required Click on Recurring Invoice

1 Calendar Name Required Enter any logical name for the recurring calendar

2 Periods per year Required Enter the number of periods in this calendar. For e.g. to use it or payments

recurring monthly, enter 12, to use it for payments recurring quarterly,

enter 4.

3 Description Optional Enter any logical description for this calendar

5 Period Required Enter a period name. For example, Jan, Feb, Mar, etc., or Q1, Q2, Q3,

Q4.

6 Year Required Enter in the Year field the calendar year in which a period occurs

7 Sequence Required Enter numbers in the Sequence fields to indicate the order in which the

periods occur. The sequence numbers of a period should represent the

sequence of the period in a regular calendar. E.g. May - December 1995

should be sequenced 5-12, and January 1996 should be sequenced 1.

8 Start Date Required Enter the Start Date for this period

9 End Date Required Enter the End Date for this period

10 System Name Required,

Defaults

The System Name will automatically default by taking the combination of

Period name and the last two digits of a year.

1. Save the Recurring calendar

1.3 Define recurring invoice template


Invoice ► Entry ► Recurring Invoice

The following screen will display

2. Fill the following fields



Sl No Field Type Description

1 Supplier Name Required, LOV Enter the Supplier name for which you want to create the recurring

invoice.

2 Supplier Number Required, Defaults The Supplier Number will default

3 Supplier Site Required, LOV Enter the Supplier Site for which you want to create the recurring invoice.

(Choose the site relevant to the entity, identifiable by the prefixes)

4 Supplier Pay Group Required, Defaults The Pay Group will default from the supplier site setup. Accept the default.

5 Calendar Name Required, LOV Select the appropriate special calendar.

6 Periods Required Enter the number of periods for which you want to pay this vendor. You

will get a message if the numbers of periods you enter are more than the

periods defined for the calendar you have chosen.

7 First Required Enter the first period name for which you want to pay this vendor.

8 Next Display Only The next period name will default depending upon the first period name

entered. Once the invoices are generated, this will be updated to the next

period for which the invoice should be created.

9 Remaining Display Only The remaining periods for which the invoices remain to be created will

default.

10 Number Required Enter any identifiable number; this with a suffix of the period name will be

assigned to the invoice created as the invoice number.

11 Description Optional Enter any logical description for this invoice

12 Currency Required, Defaults The functional currency defaults, unless the supplier site invoice currency

is different. Accept the default.

13 Liability Account Required, Defaults This defaults from the supplier site setup. Accept default.

14 GL Date Optional GL Date for the liability will be assigned in any of these ways:

1) If you enter a GL Date, it will default to every invoice you createfrom this template and will be the date the liability will take effect in GL.

2) If you leave it blank, and create the invoice in period wheresystem period and special calendar period are the same, the

beginning date of the recurring invoice's period defaults.

3) If you leave it blank, and create the invoice in period wheresystem period and special calendar period are not the same (in

sense of the period in which the system date falls), the system date on

which you create the invoice defaults.

Generally you will follow the second case.

15 Payment Method Required, Defaults This defaults from the supplier site Setup. Accept default.

16 Payment Terms Required, Defaults This defaults from the supplier site Setup. Accept default or change if

required.

17 Distribution Set Required, LOV Choose a distribution set for the accounts to be debited. Only a full type

distribution set is allowed for recurring invoices.

3. Click on the Amount tab

Page 6 of 6




1. Enter the following field


1 First Amount Required Enter the amount to be paid periodically.

2 Next Amount Display Only The next amount shall default from the first amount.

3 No of Recurring

Invoices

Display Only The number of recurring invoices shall default from the periods entered in

the main form.

4 Control Total Defaults The control total defaults at first by multiplying the first amount with the

number of periods. If at any point after generating an invoice, you change

the control total, the system pro-rates the differential amount across the

remaining number of periods for which the invoices are yet to be created

(the change is seen in the next amount field)

5 Released Total Defaults The release amount will default depending upon the amount paid against

this invoice template periodically.

6 Amounts Remaining Defaults The Amount remaining will default depending upon the amount paid

against this invoice template periodically.

1.1 Generate recurring Invoice

Vendor submits bills for the recurring expense incurred, if required. Designated authority would approve on the bill (the

physical hard copy), if any, which would then be submitted to the accounts department. Against it, you would generate in

Payables. If no bill has to be submitted, generate the recurring invoice at periodic intervals defined in the recurring invoice

calendar, in the Recurring Invoices window.


Invoice ► Entry ► Recurring Invoice

In this screen, query, on any criterion you know, the recurring invoice template from which you want to create an

invoice. Once it is found, click on the button Generate Recurring Invoices on the Recurring Invoice Template. The

following form will open up:



1. Fields have the following impact in recurring invoice


1 Invoice Number Display Only This is the number suffixed with the special calendar period name and will

be the number given to the invoice.

2 GL Date Required,

Defaults

This is the date on which the account debited will take effect in GL, it

defaults as the first date of the special calendar period for which you are

creating the recurring invoice, and you can change it if required.

3 Amount Display Only This defaults from the amount assigned to the period.

4 Exchange Rate –

Type

Conditionally

Required, LOV

For foreign currency invoices, choose User type

5 Rate Conditionally

Required

For foreign currency invoices, enter the exchange rate.

3. After reviewing the displayed information click OK

1.2 Invoice validation

For more details please refer Prepayment

1.2.1 Canceling a Prepayment invoice

If the prepayment status is Unapproved or Unpaid, you can cancel the prepayment. If you choose to cancel a

prepayment in Unapproved or Unpaid status, the status isupdated to Cancelled and Payables automatically

reduces the prepayment amount to zero. You cannot apply a cancelled prepayment to an invoice or expense report.

1.2.2 Paying a prepayment

You must fully pay a prepayment before you can apply the prepayment to an invoice. Once the prepayment has been

paid you can re-query the Invoices form to see the updatedAmount Paid field and the updated Status field. When

you pay the prepayment the status is updated to Available. The prepayment is now available to be applied to

invoice(s).

1. Click on the actions button to pay the prepayment

2. Check the pay in full box

3. Click on OK

1.2.3 Applying a Prepayment



1. Choose the following path

Invoices ► Entry ► Invoice Batches.

2. Click on Invoice button

As you enter an invoice for a supplier with outstanding prepayments, AP notifies you of the existence of any

prepayments with the message: “Prepayments exist for thissupplier”. AP lets you know if the prepayment is available

to apply for an invoice or if an advance is available to apply to an employee expense report.

1. Apply the prepayment by entering or selecting one or more invoices that you want to apply the prepayment to.

2. Complete the entry of the invoice to which the prepayment(s) will be applied, approve the invoice(s) and/or select the

completed approved invoice(s).

3. Click on Actions

1. Check Apply/ Unapply Prepayments.

2. Click on OK.



The Apply/ Unapply Prepayments form allows you to apply, approve, and printprepayments as well as unapply

existing prepayments

On the form, check the prepayment line(s) to be applied and enter the amount you wish to apply. As you

apply a prepayment, AP reduces the amount of theprepayment by the amount applied. AP creates

prepayment reversal lines on the prepayment as you apply it. Once you fully apply a prepayment, its amount

is $0, and its Status is Fully Applied.

1.2.4 Un-applying a Prepayment

Un-apply prepayments on the Apply/Un-apply Prepayments form by checking the checkbox next to any Existing

Prepayments that you wish to UN-apply and commit the transaction.

Page 6 of 6


1 Invoice Validation



1.1 Introduction

Every invoice entered as above needs to be validated for account creation and for making payment. The validation

validates the matching, tax, period status, exchange rate, and distribution information for invoices you enter and

automatically applies holds to exceptioninvoices

Validation is done in one of the following ways

• Online by using the validation button in the Invoice action button

• Batch by submitting the Payables Approval program from the Submit Requests window.

.

1.2 Online Validation

• Navigate to Invoices Entry ► Invoice Batches ► Invoices

In the Invoices window, find the invoice(s) for which you want to submit Approval. To select individual invoices, hold

down the Ctrl key and mouse click on each line; note that the number shown on the Actions button represents the

number of lines chosen.

• Click on Action button

• Select approve

If you are approving a credit or debit memo, select Approve Related Invoices to submit online Approval for invoices

associated with the credit or debit memo.

• Choose OK



AP displays messages about the number of holds applied and released during this cycle of

Approval.

1.3 Submitting payable approval program

The validation under this method can be done for batch of invoices. You can identify all invoices that Payables has not yet

reviewed with Approval by submitting the Invoice Register for Unapproved Invoices Only. You can check the

Approval status of an invoice online in theInvoices window, or the Invoices Batches window

Navigate to Request ►other ►Run.

Choose program Payable approval and submit

2 Holds

Holds are restriction placed on invoices so that these invoices can not be accounted and prevented from payment

Holds are of two types

• Manual holds

• System holds

A) Manual Holds There are three types of holds you can use to prevent payment of an invoice. The hold can not be

applied if the invoices are already selected for payment .These holds can be released manually. The following are the

type of the manual holds

Invoice Hold. You can manually apply one or more Invoice Hold Names ("holds") to an invoice using the Invoice Holds

window of the Invoice Workbench.

Scheduled Payment Hold. You can hold payment on part of an invoice by placing one or more of the scheduled

payments on hold in the Scheduled Payments window of the Invoice Workbench.

Supplier Hold. In the Supplier Sites window, you can enable the Hold All Payments, Hold Unvalidated Invoices, or

Hold Unmatched Invoices options. You also have the option of specifying an Invoice Amount Limit for a supplier site.

B) Manual Holds.

These holds are created by system during invoice validation when ever an exception is encountered by the system.

These can be released only when the exception is corrected.You must fix the problem that caused Invoice Validation to

place the hold on the invoice then resubmit Invoice Validation to release the holds. You cannot release the following holds:

The examples of some of the holds are as below.



Dist Variance. Invoice amount does not equal the sum of the invoice distribution amounts.

No Rate. Foreign currency invoice does not have an exchange rate assigned to it.

Can't Funds Check. Budget does not exist for the invoice accounting period, or the invoice distribution account does not

equal the purchase order distribution account. This hold is used by Payables only if you use encumbrance accounting

and the absolute or advisory method of budgetary control.

• Final Matching. Invoice has one or more distributions final matched to a purchase order.

• Can't Try PO Close. Invoice is final matched to purchase order, but Invoice Validation placed one or more holds on

invoice during validation.

• Dist Acct Invalid. Invoice distribution has an invalid account. An invalid account prevents you from creating

accounting entries for an invoice or payment.

• ERV Acct Invalid. Invoice Validation created an invalid Exchange Rate Variance account for an invoice distribution.

Payables only apply this hold if you enable Automatic Offsets.

• No AWT Period. Invoice Validation did not find the period in the withholding tax special calendar. Create the

period in the special calendar and resubmit Invoice Validation.

3 Payable accounting process

The accounting process enables to view the new accounting entries in the payables . This can be created in two ways

• By choosing the create accounting process button in invoice and payment window

• By running a program

Perform the following steps to run the program

1. Navigate to Other ► Request ► Run

2. Choose the program Payable accounting process

3. Provide the following parameters and submit


From date to date Provide the accounting event dates for which you want to transfer accounting entries These dates

are not required to run the accounting process. If you do not specify dates, then the program will

account for all of your unaccounted transactions.

Document class Invoices Includes the following accounting events:

• invoice entry

• invoice adjustment

• invoice cancellation

• prepayment application

• prepayment unapplicationPayments. Includes the following accounting events:

• payment entry

• (future dated) payment maturity

• payment adjustment

• payment cancellation

• payment clearing

• payment unclearingAll. Create accounting entries for all eligible unaccounted invoice and payment events

Submit transfer to GL • Yes

• NoSubmit journal import • Yes

• NoValidate accounts • Yes

• No



Summarize report • Yes

• NoRun accounting report • Yes.

• No.

4 Payment

4.1 Overview

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AR step by step

w ritten by Amy , March 01, 2010

Hi:

I found this while I was shuffing for some thing like this in AR. It looks great! I hope I can learn AP from you

and don't have to go to another website. Do you have "Oracle Receivalbes - Step by Step functional in 11i"

and Oracle GL" - Step by Step functional in 11i"? If you don't can you provide those for us?

Great Job!!!

Votes: +0


hii

w ritten by pushpal , August 21, 2010

thanks for the article...

Votes: +0


A Big Thank YOu !!!

w ritten by Somenaath , September 15, 2010

A Big Thank YOu to both Anil and Renu for their great effort!!! No word is big enough to convey the good work

that you guys are doing.

A small request, if possible can you also share the content in PDF format for I am not able to view the

images from my computer because of security issues.. This will be of huge help if you can oblidge!!!

Thanks once again!

Votes: +1

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oracle payables - step by step functional in 11i - part 1

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