payables configuration

Lakshmi Machine WorksApplication Setup Document

Oracle Applications: Accounts Payables

Document Id : TCS-CG-AP-001

Document Title : Accounts Payable Configuration SetUp

Author : Tata Consultancy Services

Creation Date : January 18, 2003

Version : 1.0

Approval Record

S.No. Name Position Date Approved by1.2.3.4.5.

Change Record

S.No. Version Updated By Updated Date Remarks1.2.3.4.5.6.

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Setup Objects

S. No.

Function / Screen Name

Function Id Function / Screen Path Remarks

1. Choose Set of Books

TCS-AP-001-001

Setup>Set of Books>Choose

2. Payment Terms TCS-AP-001-002

Setup>Invoice>Payment Terms

3. Distribution Sets

TCS-AP-001-003

Setup>Invoice> Distribution Sets

4. Tolerances TCS-AP-001-004

Setup>Invoice> Tolerances

5. Approvals TCS-AP-001-005

Setup>Invoice> Approvals

6. Expense Report Templates

TCS-AP-001-006

Setup>Invoice> Expense Report Templates

7. Programs TCS-AP-001-008

Setup>Payment >Programs

8. Formats TCS-AP-001-009

Setup>Payment >Formats

9. Banks TCS-AP-001-010

Setup>Payment >Banks

10. AP Accounting Periods

TCS-AP-001-011

Setup> Invoice>Calendar>Accounting >AP Accounting Periods

11. Special Calendar

TCS-AP-001-012

Setup> Invoice>Calendar >Special Calendar

12. Aging Periods TCS-AP-001-013

Setup> Invoice>Calendar >Aging Periods

13. Lookup Codes TCS-AP-001-014

Setup> Lookup Codes

14. Financials TCS-AP-001-015

Setup>Options>Financials

15. Payables TCS-AP-001-016

Setup>Options>Payables

16. Supplier TCS-AP-001-019

Suppliers>Entry

17. Tax Year Information

TCS-AP-001-020

Setup>Others>Tax Year Info

18. Additional Supplier Information

TCS-AP-001-021

Suppliers>Additional Supplier Info

19. BOE Agent TCS-AP-001-022

Setup>Others>BOE Agent

20. Taxes TCS-AP-001-023

Set up >Tax>Taxes

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CHOOSE SET OF BOOKS

Function Id : TCS-AP-001-001Application : Accounts Payable

Function/Screen Path : Navigate> Set of Books > Choose

Function/Screen Description :

Pre-Requisites :

S. No. Function / Screen Name1. Define Set of Books2.3.

Header :

Field Name Data Value-1 RemarksType Size

Set of Books Char LMW SOB In case of single set of books, the value gets defaulted on using the LOV.

Chart of Accounts Char LMW Development Display only field. Will automatically default when the SOB is chosen

Accounting Calendar Char LMW Calendar Display only field. Will automatically default when the SOB is chosen

Functional Currency Char INR Display only field. Will automatically default when the SOB is chosen

PAYMENT TERMS


Function/Screen Path : Navigate> Setup> Invoice> Payment Terms

Function/Screen Description : In the Payment Terms window, you define payment terms that you can assign to an invoice to automatically create scheduled payments when you submit Approval for the invoice. You can define payment terms to create multiple scheduled payment lines and multiple levels of discounts. You can create an unlimited number of payment terms.

Payment terms have one or more payment terms lines, each of which creates one scheduled payment. Each payment terms line and each corresponding scheduled payment has a due date or a discount date based on either a specific day of a month, such as the 15th of the month, or a number of days added to your terms date, such as 14 days after the terms date.

Each payment terms line also defines the due or discount amount on a scheduled payment. When you define payment terms you specify payment amounts either by percentages or by fixed amounts.

Pre-Requisites : None

S. No. Function / Screen Name1.2.3.

Header :


PaymentTerm

Char Net 30

Description Char Payment in 30 days Not Mandatory but advisableCut OffDay

Integer Cut off Day is functional with the combination of day of the month and months ahead.

Rank Number -Effective DatesFrom

Date Enter current date Format is DD-MON-YYYY

Effective DatesTo

Date Enter, if required Format is DD-MON-YYYY

Payment Term Lines Zone (Due Region) :

Field Name % Due Amount Fixed Date Days Day of Month

MonthsAhead

Data Type Number Number Date Integer Integer IntegerData SizeValue-1 100 - - 30Remarks

Regions 1: First Discount:Second Discount: Third Discount

% Due Amount Fixed Date Days Day of Month

MonthsAhead

Remarks

Number Number Date Integer Integer Integer

- - - N/A N/A N/A Applicable only if the organisation takes discounts from the suppliers . Days, Days of Month and Months Ahead are not available . Only the % due is applicable

Remarks : You cannot combine the percentage due and amounts due for one payment term.

DISTRIBUTION SETS

Function Id : TCS-AP-001-003

Application : Accounts Payable

Function/Screen Path : Navigate> Setup> Invoice> Distribution Sets

Function/Screen Description : You can use a Distribution Set to automatically enter distributions for an invoice when you are not matching it to a purchase order. For example, you can create for an advertising supplier a Distribution Set that allocates advertising expense on an invoice to four advertising departments. You can assign a default Distribution Set to a supplier site so Payables will use it for every invoice you enter for that supplier site. If you do not assign a default Distribution Set to a supplier site, you can always assign a Distribution Set to an invoice when you enter it.Use Full Distribution Sets to create distributions with set percentage amounts or Skeleton Distribution Sets to create distributions with no set distribution amounts. For example, a Full Distribution Set for a rent invoice assigns 70% of the invoice amount to the Sales facility expense account and 30% to the Administration facility expense account. A Skeleton Distribution Set for the same invoice would create one distribution for the Sales facility expense account and one distribution for the Administration facility expense account, leaving the amounts zero. You could then enter amounts during invoice entry depending on variables such as that month's headcount for each group.



Header :


Name CharDescription CharType Char System defines the type as ‘ Full’ or

‘Skeletal’ depending on the value entered in the ‘%’ column. It is ‘Skeletal ’ in case the ‘%’ values are zero and will be classified as ‘Full’ in case ‘%’ values add up to 100

Inactive On

Date -

Values mentioned below refer to the individual values entered in each of the fields one below the other.Num Number 1% Number 0Project Related Check Box - Not Applicable in case of LMWAccount Char Car Hire Charges Natural Account associated with Car

Hire Charges and appropriate combination of segment values will be chosen for each region.

Description Car Hire ChargesIncome Tax Type Char N/AInvoice Tax Name Char N/A

Num Number 2% Number 0Project Related Check Box -Account Char Domestic Travel, Board and

LodgeNatural Account associated with Domestic Travel, Board and Lodge and appropriate combination of segment values will be chosen for each region.

Description Domestic Travel, Board and Lodge

Income Tax Type CharInvoice Tax Name Char

Num Number 3% NumberProject Related Check Box -Account Char Foreign Travel Fare Natural Account associated with Foreign

Travel Fare and appropriate combination of segment values will be chosen for each region.

Description Foreign Travel FareIncome Tax Type CharInvoice Tax Name Char

TOLERANCES



Function/Screen Path : Navigate>Setup> Invoice> Tolerances

Function/Screen Description : Use the Invoice Tolerances window to define the matching and tax tolerances you want to allow for variances between invoice, purchase order, receipt, and tax information. You can define both percentage-based and amount-based tolerances.

Tolerances determine whether Payables places matching or tax holds on an invoice. When you submit Approval for an invoice you have matched to a purchase order, Payables checks that the invoice matches the purchase order within the matching tolerances you define. When you submit Approval for an invoice with a tax amount, Payables checks that the actual invoice tax amount equals the calculated tax amount within the tolerances you define.

Pre-Requisites :


Header :PO MATCHING

Field Name DataType

Size DataType

Size DataType

Size Value-1 Remarks

Tolerances (Percentage/Amount)

Hold Name Enabled/Disabled

Quantity Ordered Number 38 Char 35 N/A N/A -

Maximum Quantity Ordered

Number Char 35 N/A N/A -

Quantity Received Number Char 35 N/A N/A -Maximum Quantity Received

Number Char 35 N/A N/A -

Price Number Char 35 N/A N/A X % Any value beyond this would be used to put a hold and would prompt the user to release the hold during approval process. This is the difference between the matching entered amount and the PO amount.

Exchange Rate Amount Number Char 35 N/A N/A - Shipment Amount Number Char 35 N/A N/A -

Region-1 : Tax Region

Field Name DataType

Size DataType

Size DataType

Size Value-1 Remarks

Tolerances (Percentage/Amount)

Hold Name Enabled/Disabled

Tax Amount Number Char 35 N/A N/ATax Range Number Char 35 N/A N/A

INVOICE APPROVALS



Function/Screen Path : Navigate>Setup>Invoice> Approvals

Function/Screen Description : Use the Invoice Approvals window to define the invoice approval codes that you use to manually hold or release invoices. You can define as many invoice approval codes as you need. You can define hold codes that you assign to an invoice during entry to place the invoice on hold. For example, "Needs CFO Approval". You can also define release codes that you use in the Invoice Holds or Invoice Actions window to remove the holds you place on invoices. For example, "CFO Approved". You cannot pay an invoice that has a hold applied to it. You can also determine whether to allow posting for the hold codes you define. If you assign a posting hold code to an invoice, you cannot post the invoice until you remove the hold.

Pre-Requisites :

S. No. Function / Screen Name1.2.

Header :INVOICE APPROVALSField Name Value-1 Remarks

Data Type SizeType Char Invoice Hold Reason The values to be selected for this field are pre defined Seeded

LOV. The seeded values are Invoice Hold Reason, Invoice Release Reason. Hold Quick Release Reason, Invoice Quick Release Reason, Matching Release Reason and Variance Release Reason.

Name Char Approval RequiredDescription Char Documentation Issues

Accounting Allowed Check Box YesReleasable Check Box YesInactive Date Date -

Additional Remarks:

You can define and manually apply approval codes of the Invoice Hold Reason type.

You cannot define holds with Acct Hold Reason, Funds Hold Reason, Insufficient Information, Matching Hold Reason, Period Hold Type,

Variance Hold Reason. All these holds are system defined.

Invoice Release Reason refers to the type of approval code wherein one you would like to release one manually releasable hold.

Invoice Quick Release Reason, refers to the type of approval code to release all manually release holds for one invoice.

Hold Quick Release Reason, is used to release all holds from invoices that you query in the Invoice Workbench. You can only release those

holds that have been entered as a part of search criteria.

EXPENSE REPORT TEMPLATES



Function/Screen Path : Setup>Invoice> Expense> Report Templates

Function/Screen Description : Use this window to define templates based on the expense report forms you regularly use in your company. You can define default values for expense items, and you can then choose those items from a list of values when you enter expense reports. During Invoice Import, Payables uses the expense item information to create invoice distributions.You define expense report templates for types of expense reports you use in your company. For example, define a Salesperson template to use when you enter expense reports for your salespeople. On that template, define expense items that are reimbursable, such as meals, airfare, and hotel.

Pre-Requisites :

S. No. Function / Screen Name1. Define Chart Accounts ( Multiple Screens)2. Define Tax Names ( Check localisation parameters)

Header :

Field Name Value-1 RemarksData Type Size

Template Name Char LMW EXPENSE REPORTDescription Char EXPENSE REPORT Inactive Date DateEnable for Self-Service Users

Check Box Not applicable for LMW

Region-1 :EXPENSE TEMPLATE REGION

Field Name

Expense Item Type Includes Tax

Tax Name

GL Account Project Expenditure Type

Remarks

Data Type Char Predefined – Seeded LOV

Check Box

Char Char Char

SizeTelephone Expenses on Tour

Item Enter the Natural account relevant to Telephone expenses on tour. The account code combination can be chosen region wise in case of LMW.

-

Domestic Travel Fare

Item Enter the natural account of ‘Domestic Travel Fare’. The account code combination can be chosen region wise in case of LMW.

-

Hotel/Food &Tips

Item Enter the natural account of ‘Hotel/Food &Tips’. The account code combination can be chosen region wise in case of LMW.

-

Daily Allowance

Item Enter the natural account of ‘Daily Allowance’. The account code combination can be chosen region wise in case of LMW.

-

Region-2 : SELF-SERVICE INTERFACE ATTRIBUTES ZONE (Each record corresponds to each item that has been entered)

Field Name Friendly Prompt

Receipt RequiredAbove

ImageFile Name

Sequence Justification Required

Viewable From All templates

Calculate Amount

Data Type Char Number Char Number Check Box Check Box Check BoxSizeValue(s) N/A N/A N/A N/A N/A N/A N/A

Remarks : Self-service Interface Attribute Zone is not applicable in the case of LMW.

PROGRAMS



Function/Screen Path : Navigate>Setup> Payment> Programs

Function/Screen Description : Use the Automatic Payment Programs window to define payment programs that you use to format payment documents and separate remittance advice. You specify whether each program is for building payments, formatting payments, or creating a payment remittance advice. Payables predefines one program for building payments and many standard programs for formatting payments. Payables also predefines a program for creating a separate remittance advice for payments. You can select these predefined programs when you define a payment format, or you can use these programs as templates for creating your own custom payment programs.

Pre-Requisites : S. No. Function / Screen Name1. If you are not using Payables predefined payment programs, Customise payment programs in Oracle Reports

Header :AUTOMATIC PAYMENT PROGRAMS

Bank ZoneField Name Value-1 Remarks

Data Type SizeName CharType CharRegistered Name Char

FORMATS



Function/Screen Path : Navigate:>Setup:>ayments>Payment Formats

Function/Screen Description : Use the Payment Formats window to define the payment formats you need to define payment documents in the Banks window. You define payment formats for the payment methods that Payables uses. You can define, as many payment-formats as you require for each payment method; however, each payment format must be unique for that payment method.

You choose a Build Payments program, and a Format Payments program for each payment format. You can choose any payment program that you have defined in the Payment Programs window or any standard program Payables provides. You do not have to define a Separate Remittance Advice program for a payment format, because you can include the separate remittance advice program in your Format Payments program. Each Format Payments program provided by Payables includes a remittance advice program. You can, however, control how many invoices to include on your remittance advice.

You can define a separate payment format for each of your payment currencies. If you assign a currency to a payment format, you can use that format only with a bank account whose bank account currency is the same as the format currency. If you use a payment format to pay multiple currency invoices and do not assign a currency to the payment format, you can only use that format with a bank account for which you also allow payment of multiple currency invoices. When you define a bank account, you can only allow payment of multiple currency invoices if the bank account currency is your functional currency.

You cannot define a payment format for a manual payment method or a future payment method unless you enable the Allow Future Payment Method Payables option. You can also specify the number of invoices allowed per payment, the invoice grouping, the position of the check stub (for payment formats using payment programs that produce a stub), and whether the payment format can be used for multiple currencies and zero-amount payments only.

Pre-Requisites :

S. No. Function / Screen Name1. Payment Programs2. Enable Multiple Currencies Payables options

Header :


Data Type SizePayment Format Char LMW Payment Format User defined Payment Method Seeded LOV Check Seeded LoVZero Amount Payment Only

Check Box -

Group By Due Date Check Box Enable If you enable this option, Payables groups payments for invoices with the same due date on the same payment document. Invoices with different due dates are paid using a separate payment document for each due date.

Currency ZoneField Name Value-1 Remarks

Data Type SizeMultiple Radio

ButtonChoose the appropriate button depending on the type of requirements.

Single Radio Button

Enable this for only INR payment type document

Mutually Exclusive options with Multiple. If Single is selected, choose Currency (INR) from a Pre defined LOV.

Remittance ZoneField Name Value-1 Remarks

Data Type SizeBefore Document Radio

Button - Choose either of the two options. Payables

would print the Remittance according to the option exercised.

After Document Radio Button

- Mutually Exclusive

None Radio Button

N/A

Number of Invoices Int 5 This is called Invoiced per stub option. This option is dependent on the size of the document that will be used for printing. Choose the appropriate number to avoid overflow .

Program ZoneField Name Value-1 Remarks

Data Type SizeBuild Payments Char Build Payment Programs Predefined LOVFormat Payment Char External Standard Format

PaymentsPredefined LOV

Separate Remittance Char Separate Remittance Advice Predefined LOV

BANKS



Function/Screen Path : Navigate> Setup> Payment> Banks

Function/Screen Description : Use the Banks window to enter bank information for bank branches with which you do business. Oracle Financial Applications, including Oracle Receivables and Oracle Payables, share bank definitions, although not every application uses all available bank information. Each bank branch can have multiple accounts, and each account you define can be associated with Payables payment documents and/or Receivables payment methods.

If you use Receivables, use the Banks window to define your internal banks, which you use for receipts, and external banks, which are your customers' banks with which you do business. If you use Receivables only, you do not need to define Payables payment documents.

If you use Payables, use the Banks window to define your internal bank accounts from which you disburse payments. For each internal bank account, you can define payment documents for checks, electronic payments (EFT and EDI), wire transfers, and Clearing payment methods. You can also enter supplier bank information for your suppliers to which you send electronic payments. If you use Payables only, you do not need to define clearing-houses.

Pre-Requisites :

S. No. Function / Screen Name1. Oracle Receivables has to be installed (if Oracle Receivables needs to setup Banks)2. Define Custom Formats for Payable Payment documents, if required3. Programs and Formats are to be defined earlier for setting up of Banks

Header:BANK


Data Type SizeName Char Allahabad BankNumber Char 01

Bank Branch ZoneField Name Value-1 Remarks

Data Type SizeName Char Industrial Finance BranchNumber Char 01Type Char OTHER

General Information Region :

Bank Branch ZoneField Name Value-1 Remarks

Data Type SizeInstitution Predefined

LOVBank There are two values available as LOV:

Banks and Clearing House. Description Char LEAD BANK OF LMWInactive After Date -EDI ID Number Char N/AEDI Location Char N/AEFT Number Char N/A

Banks Regions:

Region-1 : Address ZoneField Name Data Type Size Value-1 RemarksCountry Char IndiaAddress Char XYZCity Char Connaught PlaceProvince Char -State Char N DelhiCounty Char -Postal Code Char 110001

Region-2 : Contact ZoneField Name Data Type Size Value-1 RemarksLast CharFirst CharMiddle CharTitle CharPrefix CharPhone Char

Region-3

Clearing House ZoneField Name Data Type Size Value-1 RemarksClearing Char N/ABranch Char N/A

Bank Accounts Region

Bank Accounts ZoneField Name Data Type Size Value-1 RemarksName Char Allahabad Ind.Fin.-

Expense A/CAccount Use Predefined -

LOVInternal

Number Char 500302Currency LOV INRDescription Char Expense Account at

Allahabad BankAccount type Char InternalCheck Digits Char N/AInactive Date Date -

Region : 1

GL Accounts Zone GL Accounts DescriptionRemarks

Field Name Data Type Size Data Type

Size

Cash Char Char 30 Enter the account code combination as decided in the Chart of Accounts. All these accounts will default to Payable Documents GL Accounts .See Payable_Documents_GL_Accounts

Cash Clearing Char Char 30 Enter the account code combination as decided in the Chart of Accounts.

Bank Charges Char Char 30 Enter the account code combination as decided in the Chart of Accounts.

Bank Errors Char Char 30 Enter the account code combination as decided in the Chart of Accounts.

Confirmed Receipts Char Char 30 Enter the account code combination as decided in the Chart of Accounts.

Receivables Options ZoneField Name GL Accounts Description Remarks

Data Type

Size Data Type

Size

Remitted receipts Char Char 30 Refer the Application Setup document of Accounts Receivable

Factored receipts Char Char 30 Refer the Application Setup document of Accounts Receivable

Short term Debt Char Char 30 Refer the Application Setup document of Accounts Receivable

More Receivables Options GL Accounts DescriptionRemarks

Field Name Data Type

Size Data Type

Size

Unapplied Receipts Char Char 30 Refer the Application Setup document of Accounts Receivable

Unidentified Receipts Char Char 30 Refer the Application Setup document of Accounts Receivable

On Account Receipts Char Char 30 Refer the Application Setup document of Accounts Receivable

Earned Discounts Char Char 30 Refer the Application Setup document of Accounts Receivable

Unearned Discounts Char Char 30 Refer the Application Setup document of Accounts Receivable

Payables Option ZoneField Name Data

TypeSize Value-1 Remarks

Maximum Outlay Number - Maximum outlay refers to the outlay allowed for a bank account. If the payment batch outlay exceeds the maximum outlay for the payment batch, Payables displays a warning but allows you to continue processing the payment batch.

Maximum Payment Number - Maximum payment refers to the maximum or the largest payment amount that you allow in a payment batch. This value is picked when the payment batch is initiated using this bank account. This can be over ridden.

Minimum Payment Number -EFT Number Char -

GL Account Description Value-1 RemarksData Type Size Data Type Size

Realized Gain Char Char 30 Enter the account code combination as decided in the Chart of Accounts

Both Realised Gain and Loss natural accounts are going to be the same in case of LMW as decided

Realized Loss Char Char 30 Enter the account code combination as decided in the Chart of Accounts

Both Realised Gain and Loss natural accounts are going to be the same in case of LMW as decided

Multiple Currency Payment Check Box YesAllow Zero Payment Check Box YesPooled Account Check Box -

Account Contacts ZoneField Name Data Type Size Value-1 RemarksLast CharFirst CharMiddle CharTitle CharPrefix CharPhone Char

Region-

: Account Holder ZoneField Name Data Type Size Value-1 RemarksAccount Holder Char LMWEFT Requester ID Char N/A

Region- : Payables Documents

Document Information ZoneField Name Data Type Size Value-1 RemarksName Char Allahabad ChecksDisbursement Type Char Combined Pre defined LOV, which has values:

Combined, Recorded and Computer Generated.

Payment Format Char LMW Payment Format This has to be done before the setup of Banks as mentioned in pre requisites. For further information refer to the Application Setup of Formats.

Payment Method Char Check Populates from the earlier window.Inactive Date Date -

Region :

Additional Information ZoneField Name Data Type Size Value-1 RemarksLast Used Number - Mention the appropriate check

numberLast Available Number - Mention the appropriate check

number – last check no. of the check book

Setup Checks Number - This would depend on the type of printer and the ease of alignment of checks for printing. Choose the number as required.

Clearing Days Number -Document Category Char - Will be used in case of Voucher

numbering. Refer Sequences

Region :

GL Accounts ZoneField Name Data Type Size Value-1 RemarksName CharCash Clearing Char Will be populated from earlier GL

Accounts window. See GL_Bank_Accounts

Bank Charges Char Will be populated from earlier GL Accounts window

Bank Errors Char Will be populated from earlier GL Accounts window

Region- Bank Transaction Codes

Bank Codes ZoneField Name Data Type Size Value-1 RemarksType Predefined-LOV Refer Application setup

document of Cash Management.

Code Char -do-Description Char -do-Start Date -do-End Date -do-Float Days Number -do-Trans Source Char -do-Matching Against Predefined-LOV -do-Correction Method Predefined-LOV -do-Create Check box -do-Activity Char -do-Payment Method Char -do-

AP ACCOUNTING PERIODS



Function/Screen Path : Setup> Calendar> Accounting> AP Accounting Periods

Function/Screen Description : Payables allows invoice entry, payment entry, and payment voiding in open accounting periods. You can enter invoices in Future accounting periods, but you cannot post any invoices in Future accounting periods until you change the status of the period to Open. The period statuses available in Payables are Never Opened, Future, Open, Closed, and Permanently Closed. When you update a period status to Closed, Payables automatically checks if you have any unposted invoices or payments, or any unconfirmed payment batches in that period. If you have any unposted records or unconfirmed payment batches in a period you are trying to close, Payables prevents you from closing the period and automatically submits the Unposted Invoice Sweep report. You can use this report to view all your unposted transactions for the period. You can submit the Unposted Invoice Sweep program if you want to move all unposted transactions from one period to another. Then, close your period.

Your accounts payable periods are separate from your general ledger periods. For example, you can close your Q1 period in AP before you close your Q1 period in general ledger.

Pre-Requisites :

S. No. Function / Screen Name1. Calendar Setup 2.3.

Region:

PERIODS ZONEField Name Value-1 Remarks

Data Type SizePeriod Status Char - The status available are Open/Never

Opened/Future. Choose an appropriate status according to the requirement.

Period Number Num - The values in this column are populated from Calendar Setup.

Fiscal Year Num -do-Period Name Num -do-Begin Date Date -do-End Date Date -do

SPECIAL CALENDAR



Function/Screen Path : Navigate> Setup> Calendar > Special Calendar

Function/Screen Description : Use the Special Calendar window to define periods that Payables uses for recurring invoices.



Header : Special Calendar


Calendar Name Char Monthly CalPeriods Per year Int 12Description Char Monthly Calendar

Region: Type of Calendar


Key Indicator Radio Button

- Choose appropriate calendar type you would like to enter. All three are individually mutually exclusive options.

Withholding Tax Radio Button

- -do-

Recurring Invoice Radio Button

Choose this button Defined and Illustrated here as an example for a single month. It has to be done for 12 months for a monthly calendar


Period Char Apr-01Year Int 2001Seq Num 1 System DefaultedStart Date Date 01-APR-2001End Date Date 30-APR-2001System Name - Apr-01-01 System Prompted. Combination of Period

Name and Last two digits of year in Start Date.

Report Run Check Box N/A Not Applicable in Recurring Invoice Scenario.

AGING PERIODS



Function/Screen Path : Navigate> Setup> Calendar> Aging Period

Function/Screen Description : Use the Aging Periods window to define time periods for the Invoice Aging Report. The Invoice Aging Report provides information about invoice payments due during four periods you specify. Payables displays the invoice information in four columns. Each column corresponds to one period. When you submit the Invoice Aging Report, you select the type of aging periods to use for the report. For example, you define one type of aging period called Weeks Past Due, and define the following periods for Weeks Past Due: 1 Week, 2 Weeks, 3 Weeks, and Over 3 Weeks. You also define a type of aging period called Current, and define the following periods for Current: Due in More than 3 Weeks, Due in 3 Weeks, Due in 2 Weeks, and Due in 1 Week. When you submit the report, if you select Weeks Past Due for the Type parameter, Payables reports on the four periods with that type.

Pre-Requisites :


Header : Aging Periods

Field Name Value-1 RemarksData Type

Size

Name Char In NEXT 30,60,90 DaysDescription Char Invoices Due in NEXT 30,60 and 90

Days

Active Check Box

-

Field Name Remarks

Column order

Days Column HeadingsFrom To First Second

Data Type Num Num Num Char CharSize

Value-1 1 -30 0 In the Next 30 Days2 -60 -30 In the Next 30 to 60 Days3 -90 -60 In the Next 60 to 90 Days4 -9999 -90 Over 90 Days

LOOKUP CODES



Function/Screen Path : Navigate>Setup> Lookups

Function/Screen Description :

Some of the Lookups that are predefined are mentioned under:

FOB: Used as supplier default for all new purchase orders.

Freight Terms: Used as supplier default for all new purchase orders.

Pay Group: Used to initiate payment batches.

Disbursement Type: Used to define payment documents.

Don't Pay Reason: Used to modify payment batches.

Source: Used to submit Payables Invoice Import and Payables Open Interface Import.

Tax Type: Used to define tax names.

Vendor Type: Used for supplier reporting.

Payables displays Lookup Codes in the list of values for fields that require these accounting-related items. You can create as many Lookup Codes for each item as you require. These are created/ viewed in Payables/Purchasing Lookups options depending on the choice used. You cannot change the type or name of a Lookup Code after you enter it, but you can update the description and inactive date at any time. Lookup codes cannot be added to the predefined Lookups that have access level as System. However, Extensible access level allows you to add New lookup codes. However, you cannot modify seeded lookup codes.

Payables also provides predefined Lookup Codes that you can query in this window. You can modify the description and active status of any predefined Lookup Codes.

Field Name Value-1 Remarks Data Type Size

TypeNameDescriptionActiveInactive Date

FINANCIALS OPTIONS



Function/Screen Path : Navigate>Setup> Options>Financials

Function/Screen Description : Use the Financials Options window to define the options and defaults that

you use for your Oracle Financial Application(s). Values you enter in this window are shared by Oracle

Payables, Oracle Purchasing, and Oracle Assets depending on your application, you may not be required to enter

all fields. Although you only need to define these options and defaults once, you can update them at any time. If

you change an option and it is used as a default value elsewhere in the system, it will only be used as a default

for subsequent transactions. For example, if you change the Payment Terms from Immediate to Net 30, Net 30

will be used as default for any new suppliers you enter, but the change will not affect the Payment Terms of

existing suppliers.

The following are the regions available under the Financial Options:

Accounting

Encumbrance

Human Resources

Supplier-Payables

Supplier-Purchasing

Supplier Entry

Tax

Pre-Requisites :

S. No. Function / Screen Name1. Define Chart of Accounts ( multiple windows)2. Define Financial Options ( multiple windows)3. Define Payment Terms4. Define Currencies

Region : Accounting Field Name Value-1 Remarks

Data Type SizeFuture Period Limit Int 4GL Accounts Liability Char Enter the appropriate Account

code combinationDiscount Taken Char Enter the appropriate Account

code combinationRate Variance Gain Char Enter the appropriate Account

code combinationRate Variance Loss Char Enter the appropriate Account

code combinationPrepayment char Enter the appropriate Account

code combinationFuture Dated Payment char Enter the appropriate Account

code combinationExpenses Clearing char Enter the appropriate Account

code combination

Region :Encumbrance


Use Requisition Encumbrance

Check Box

Encumbrance Type Predefined LOV

Reserve at Completion Check BoxPO Encumbrance Region Check BoxUse PO Encumbrance Check BoxPO Encumbrance type Pre defined

LOVInvoice Encumbrance Type

Pre defined LOV

Region : Human Resources


Business Group Char Select the appropriate Business GroupExpense Check Address Char Office Preseeded LOVUse Approval Hierarchies

Check Box Yes

Employee Number ZoneMethod Char Choose a value Seeded LOVNext Automatic Number Num Choose a value Displays the next number automatically.

Region : Supplier-Payables


Payment Terms CharPayment Method LOVReceipt Acceptance Days NumAlways Take Discount Check box NoPay Alone Check box No

Region :Supplier-Purchasing


Ship-To Location LOVBill-To Location LOVInventory Organization LOVFOB LOVShip Via LOVFreight Terms LOV

Region :Supplier- Entry


RFQ Only Site Check BoxHold Unmatched Invoices

Check Box Yes

Invoice Match Option LOV Yes Purchase Order/ ReceiptSupplier Number ZoneEntry Automatic System gives an option to choose how the

suppliers are to be numbered.

Type Seeded LoV Numeric Seeded LoV. Choose Numeric while using Automatic numbering of suppliers

Next Automatic Number Char N/A

Region Tax:


Default Tax Name CharVAT ZoneMember State Char N/A Not Applicable in the case of LMW.VAT Registration Number

Char N/A Not Applicable in the case if LMW.

PAYABLES OPTIONS



Function/Screen Path : Navigate> Setup> Options>Payables

Function/Screen Description : Use this window to set control options and defaults used throughout Payables. You can set defaults in this window which will simplify supplier entry, invoice entry, and automatic payment processing. Although you only need to define these options and defaults once, you can update them at any time to change controls and defaults for future transactions.

The following are the regions where detailed information can be provided:

Accounting Methods

Currency

Expense Report

Interest

Invoice

Matching

Payment

Payment Accounting

Supplier

Transfer to GL

Reports

Pre-Requisites :

S. No. Function / Screen Name1. Define Chart of Accounts ( multiple windows)2. Define Financial Options ( multiple windows)3. Define Payment Terms4. Define Currencies

Header : Payables Options

Region : Accounting Methods

Accounting Offset method ZoneField Name Value-1 Remarks

Data Type SizeNone Radio Button YesAccount Radio Button - Balancing Radio Button -

Accounting Methods ZoneField Name Value-1 Remarks

Data Type SizePrimary Accounting Methods

Char Accrual Choose from the LOV

Secondary Accounting Methods

Char None Choose from LoV

Set of Books Char LMW Set of BooksSet of Books Char N/A -do-

Region : Currency


Use Multiple Currencies Check Box Yes This Option has to be highlighted before setting up the Banks for Multi currency Option

Require Exchange Entry Check Box YesExchange Rate Type Pre defined

LOVUser

GL Accounts ZoneRealized Gain LOV Enter the appropriate account

combination as defined in the chart of accounts

Both Realised Gain and Realised Loss will share the same account code combination.

Realized Loss LOV -do- -do-Rounding LOV -do-

Region: Expense Report


Terms Char Immediate Predefined LOVPay Group Char - Predefined LOVPayment Priority Int - Predefined LOVSettlement Days Int - Predefined LOVApply Advances Check Box YesAutomatically Create Employee as Supplier

Check Box Yes

Hold Unmatched Expense Report Invoices

Check Box N/A Not Applicable in the case of LMW.

Region: Interest


Allow Interest Invoices Check Box N/A Only on selecting the Allow Interest Invoices zone will the following fields be available. Not applicable to LMW as presently there is no practice of paying interest on pending invoices.

Minimum Interest amount

-do-

Interest Invoice Accounts ZoneExpense Number N/A The Accounts are picked up from the pre

defined LOV.Liability Number -do- The Accounts are picked up from the pre

defined LOV.

Region: Invoice

Main ZoneField Name Value-1 Remarks

Data Type SizeUse Batch Controls Check Box Yes Only one of the two options for entering the

invoices can be used : Invoice Batches or Invoices. Checking this Box would imply that the Invoice Batches option is exercised.

Confirm Date as Invoice Number

Check Box No

Allow Online Approval Check Box Yes

Allow Adjustments to Paid Invoices

Check Box Yes

Allow Document Category Over ride

Check Box Yes This option is to be highlighted if the document sequencing option is going to be used.

Automatically Create Freight Distribution

Check Box Yes

Freight Account Char Enter appropriate account code combination using the natural account from the Chart of Accounts.

Freight Account is Predefined LOV. The Account can be picked from the Chart of Accounts structure.

GL Date Basis ZoneField Name Value-1 Remarks

Data Type SizeInvoice Radio ButtonSystem Radio Button NoReceipt-Invoice Radio Button NoReceipt-System Radio Button No

Region: Matching


Allow Final Matching Check Box NoAllow Distribution Level Matching

Check Box Yes

Allow Matching Account Over ride

Check Box Yes

Transfer PO Descriptive Flexfield Information

Check Box Yes

Region : Payment


Bank Account Char Allahabad Bank Pre defined LOVPayment Batch Limit Int -EFT User Number Char N/A Not Applicable to LMWDiscount Distribution Method

System Defined LOV

N/A

Additional Pay Through Days

Int -

Allow Document Category Over ride

Check Box Yes

Discount ZoneField Name Value-1 Remarks

Data Type SizeExclude Tax from Discount calculation

Checkbox Make a selection

Method Seeded LOV Prorate Expense Values: Prorate Expense, Prorate Tax, System Account

Single Payment ZoneField Name Value-1 Remarks

Data Type SizeAllow Print Check Box YesAllow Void and Reissue Check Box YesAllow Pre-Date Check Box YesAllow Address Change Check Box N/A

Remit-To Bank ZoneField Name Value-1 Remarks

Data Type SizeAllow Remit-To Account Over ride

Check Box Yes

Bank Charges ZoneField Name Value-1 Remarks

Data Type SizeUse Bank Charges Check Box Yes

Region : Supplier


Pay Date Basis Seeded LOV DueTerms Date Basis Seeded LOV InvoicePay Group Char -Bank Charge Bearer Pre seeded

LOVN/A This would be applicable only if the previous

window of Use Bank Charges is checked. The charges are either borne Internally, Supplier-Negotiated or Supplier- Standard.

Invoice Currency Pre defined LOV

INR

Tax Reporting ZoneField Name Value-1 Remarks

Data Type SizeCombined Filing Program

Check Box N/A Not Applicable for LMW. Checking this box would enable Income Tax Region.

Use Pay site’s Tax Program

Check Box N/A Checking this box along with the earlier box would disable the Income Tax Region. The Tax will be taken from the Pay site’s Program

Income Tax Region Char N/A These are Federal Tax Regions and hence will not be applicable to LMW where the rules are different.

SUPPLIER SET UP



Function/Screen Path : Navigate> Suppliers>Entry>New

Function/Screen Description : Set up suppliers in the Suppliers window to record information about individuals and

companies from whom you purchase goods and services. You can also enter employees whom you reimburse for expense

reports. When you enter a supplier that does business from multiple locations, you store supplier information only once,

and you enter supplier sites for each location. You can designate supplier sites as pay sites, purchasing sites, or RFQ only

sites. For example, for a single supplier, you can buy from several different sites and send payments to several different

sites. The system uses information you enter for suppliers and supplier sites to enter default values when you later enter

transactions for a supplier site. Most information you enter in the Suppliers window is used only to enter defaults in the

Suppliers Sites window. When the system enters that information in a later transaction, it will only use supplier site

information as default, even if the supplier site value is null and the supplier has a value. If you update information at the

supplier level, it will not update existing supplier sites. When you enter a supplier, you can also record information for

your own reference, such as names of contacts or the customer number your supplier has assigned to you. Three Oracle

financial applications use the Suppliers window. They are Payables, Purchasing, and Oracle Assets. If you use more than

one of these products, supplier information is shared with the other product(s). In addition to the supplier name and

address, Payables and Purchasing require you to enter additional information about the supplier. Oracle Assets requires no

additional information. However, for any product, you can record a variety of other supplier information in the many

optional fields.

Header Information:


Supplier Name Char Supplier NameNumber Char System generates the number if the option of

automatic numbering option is selected in the setup.

Tax Payer Id Char N/A Not Applicable in the case of LMW.Inactive After Date -Tax Registration Number

Char N/A Not Applicable in the case of LMW.

Region :Classification


Type Char Supplier-IND You can define types of suppliers in Lookup codes window.

Employee name Char - In case where the type is chosen is employee the name field will be available for entering the information.

Number Char - Number automatically gets populated on picking the employee from LOV

One time Check Box N/ASIC Char N/A Standard Industry Code. Not Applicable in the

case of LMW.Minority Owned Char N/A Will not be used in the case of LMW.

Small Business Check Box N/A Will not be used in the case of LMW.Women Owned Check Box N/A Will not be used in the case of LMW.

Region: General


Parent Supplier Name Char N/A Optional. Name of Supplier’s parent company if supplier is a franchise or subsidiary. This parent company must also be defined as a supplier in the system.

Number Char N/A Parent Supplier Number.Customer Number Char N/A Optional. Number used by the supplier to

identify the buyer’s organization. This number defaults to the supplier site.

Region :Bank Accounts


Name Char N/A Used for Electronic Payment transactions. Not applicable in the case of LMW.

Number Char N/A Not Applicable in the case of LMW as there are no electronic payment transactions.

Currency Char N/A Currency of the Bank Account. Not applicable in the case of LMW.

Primary Check Box N/A Not ApplicableEffective Dates-From Date N/A Not ApplicableEffective Dates - To Date N/A Not Applicable

Bank Zone:


Name Display Only N/A Not applicable in the case of LMW.Number Display Only N/A Not applicable in the case of LMW.

Branch Zone


Name Display Only - Not Applicable in the case of LMW.Number Display Only - Not Applicable in the case of LMW.

Region :Accounting


Distribution Set Use of Multi-Org feature, makes the three fields greyed out. These fields are available at the site level.

LiabilityPrepayment

Region: Invoice Tax


Invoice Tax Code LOV N/A Use of Multi-Org feature, makes the three fields greyed out. These fields will be available at the site level.

Use Off set Taxes Checkbox N/A

Automatic Calculation Zone:


Calculation Level Pre seeded LOV. Header, Line and None are the options available.

Allow Calculation Level Over ride

Check box

Rounding rule nearest Pre seeded LOV. Up, Down and NearestDistribution Amounts Include Tax

You cannot enables this option if you select Header or None as the calculation level. It does not apply to distributions created by Distribution Sets

Region: Tax Reporting

Reportable Zone:


Federal Check Box N/A Not Applicable in the case of LMWIncome Tax Type Char N/A Not Applicable in the case of LMWState Check Box N/A Not Applicable in the case of LMWReporting Site Display Only N/A Not Applicable in the case of LMWReporting Name Char N/A Not Applicable in the case of LMWName control Char N/A Not Applicable in the case of LMWVerification Date Date N/A Not Applicable in the case of LMWOrganization Type Char N/A Not Applicable in the case of LMW

Region: Payment


Terms Char Net 30 This value defaults from the financials options. This can be changed at the supplier level if required. The values can be seen as LOV.

Pay Group Char - Defined in Lookup Codes .Payment Priority Num -Invoice Currency Char INR The currency in which Invoice is raisedPayment Currency Char INR The currency in which payment is madeTerms Date Basis LOV Invoice Pre seeded LOV. The values available are

Current, Invoice, Invoice Received and Goods Received.

Pay Date Basis LOV Due Pre seeded LOV. Due or Discount BasisPayment Method LOV Check Pre seeded LOV. Check, Wire, Future Dated,

Manual Future Dated, Electronic, Clearing.Bank Charge Bearer LOV Internal Supplier-Standard, Supplier-Negotiated and

Internal if borne by LMWAlways Take Discount Check Box NoExclude Freight Discount Check Box NoAllow Interest Invoices Check Box No Not applicable in the case of LMW.Pay Alone Check Box No Pay alone refers to each invoice being paid

individually on an individual document.Attention AR Check Box N/A

Region :Accounting


Distribution Set Char Enter appropriate Account code combination.

Use of Multi-Org feature, makes the three fields greyed out. These fields will be available only at the site level.

Liability Char Enter appropriate Account code combination.

Prepayment Char Enter appropriate Account code combination.

Region :Control


Invoice Amount Limit Number -Hold All Payments Check Box -Hold Unmatched Invoices

Check Box Yes

Hold Future Invoices Check Box NoHold Reason Char -

Region: Electronic Data Interchange


EDI Location N/AEDI ID Number N/A Will not be used in the case of LMW as there

is no EDIPayment Method N/APayment Format N/ARemittance Method N/ARemittance Instruction N/A

Transaction Handling N/A

Region: Purchasing


Ship-To Location Char The values in this zone will get populated from Supplier zone. Change the values if required.

Bill-To Location Char The values in this zone will get populated from Supplier zone. Change the values if required.

Ship Via Char The values in this zone will get populated from Supplier zone. Change the values if required.

FOB Char The values in this zone will get populated from Supplier zone. Change the values if required.

Freight Terms Char The values in this zone will get populated from Supplier zone. Change the values if required.

Create Debit Memo From RTS Transaction.

Check Box Enable this option if you want the system to automatically create a Debit Memo in Payables when you enter a Return To Supplier (RTS) in Purchasing

Payment on Receipt Zone:


Pay on Char -Alternate Pay Site Char -Invoice Summary Level Char -

Region: Contacts


Last Char FratinFirst Char MirellaM Char -Prefix Char MsTitle Char Customer SupportTelephone Char -Mail Stop Char -Inactive Date Char -

Additional remarks:

Multiple Organization Support

If you use the Multiple Organization Support feature, you cannot enter the following fields at the Supplier level: Liability Accounting Flexfield,

Prepayment Accounting Flexfield, Distribution Set, Invoice Tax Name, and Offset Tax Name. You can enter these fields only at the supplier site

level.

Define suppliers of TDS Authorities and Excise Authorities Type for India localization. Also define the same supplier site for each suppliers of

TDS Authorities Type in all the regions.

TAX YEAR INFORMATION


Function/Screen Path : Navigate> Setup> Others> Tax Year Info

Function/Screen Description : In the Tax Year info window (TDS Period India Localization), you define financial year for TDS calculation purpose. This year is set at the Legal Entity level.


S. No. Function / Screen Name1.

Header :


Organization LOV LMW-OU

Financial Year Lines


Financial Year Integer 2002Start Date Date 01-APR-2001End Date Date 31-Mar-2002

Remarks :This financial year is used to calculate TDS on cumulative invoice amount.

ADDITIONAL SUPPLIER INFORMATION


Function/Screen Path : Navigate> Suppliers> Additional Supplier Info

Function/Screen Description : In the Additional Supplier Info window (Supplier Tax Information India Localization), you can define the tax information of the supplier..

Pre-Requisites

S. No. Function / Screen Name1. TCS-AP-001-20: Supplier2. TDS Names3. TDS Sections- Quick Codes4. Item Category

Header - Vendor :


Name LOV Select this record from List of existing suppliers

Number LOVSite LOV

Region -: Excise


Range CharDivision CharRegistration Number CharZone CharRegion CharCircle CharCollectorate CharEC Code CharDocument Type CharVendor Type LOV Select from the LOV

Region -: Sales Tax


CST Reg No CharLST Reg No Char

Region -: Item Price


Item Category List Char Select from the predefined item categoriesAssessable Value Integer

Region -: Invoice Approval


Create Pre-approved TDS invoice and Credit Memo

Checkbox Yes This check box should be checked to approve TDS invoice and Credit Memo automatically at the time of their generation.

Region -: TDS Information


PAN No Char AAAW9850NTAN No CharWard No CharTDS Tax Name LOVTDS Section LOVAmount Limit IntegerApplicability Char All Invoices Select from the LOV

Remarks

BOE AGENT


Function/Screen Path : Navigate> Setup> Others> BOE Agent

Function/Screen Description : In the BOE Agent window (Agent Information India Localization), you define Customs clearing and forwarding agent to be used in BOE invoices.


S. No. Function / Screen Name1.

Header :


Agent ID Integer This is generated by the systemAgent Code Char J01 MandatoryAgent Name Char Jeena & Company MandatoryAddress 1 Char Elphinstone BuildingAddress 2 Char 10, Veer Nariman RoadAddress 3 Char FortCity Char Mumbai MandatoryState Char Mah MandatoryPin Integer 400001

Remarks

TAXES

Function Id : TCS-AP -001-23Application : Account PayablesFunction/Screen Path : Set up >Tax>Taxes

Function/Screen Description : Define the TDS Tax Name in this Screen. This function uses same screen as in Oracle Purchasing. The TDS sections defined in quick codes will be attached to Tax name in this screen. Define separate Tax Name for each TDS Section defined in the Quick Codes.

Pre-Requisites :

S. No. Function / Screen Name1 TDS Authority Type Supplier2 TDS Authority Type Supplier Site3 Accounts in GL4 TDS Section type Payables Quick Codes

Header :Taxes


Name Character Define separate tax name for same TDS section at different Branches

Type LOV There are seeded values in the system. Pick ‘Tax Deduction at Source’ to define TDS Tax name

Description Character

Account LOV Attach TDS clearing account

Vendor Name LOV Attach here the tax authority type vendor, in whose name TDS deposit check is to be issued.

Vendor Site LOV

RatePercentage Numeric Enter the TDS rate exclusive of surcharge, ie. 5.0 .

when you enter surcharge and save the record this field is updated by adding the surcharge to it

Unit Rate Numeric Not applicable


Unit of Measure LOV Not Applicable

Duty Dr Percentage NA Not Applicable

Ad hoc Amount Numeric Not Applicable

InformationMODVAT Percentage Numeric Not Applicable

Form Name LOV Not Applicable

TDS Section LOV Select the TDS Section from the Lookup Codes LOV

Original Tax Percent Numeric This field is defaulted on from originally entered rate percentage

Rounding Factor Numeric Leave this field blank here, this will ensure that the taxes are rounded to the nearest rupee.

FlagsUpdate Vendor Logical

Update Currency Logical Yes

Update Transactions Logical Yes

Effective DatesStart Date Date The current date will be defaulted

End Date Date

SurchargeSurcharge Percentage Numeric Do not enter this field as the surcharge is included

in rate percentage.

Remarks: Similarly, you must define vendor/supplier for Excise Authority, Customs Authority & 3rd Party taxes – like Freight/Insurance to auto generate their invoice in AP

Addendum:

Document Sequences bank

You define document sequences, then assign each document sequence to a combination of Oracle Application, set of books, document category,

and document entry method (Manual or Automatic). For example, you define a document sequence with an automatic numbering method named

Standard Invoices for standard invoices you enter manually. You define the voucher number range of 3000–5000.

You assign the Expense Report Invoices sequence to the following combination:

Payables.[Set of Books].Standard Invoices. Manual

When you manually enter a Standard Type invoice, Payables uses this sequence to automatically assign the next available number between 3000–

5000 to your invoice. If Payables creates a document automatically, for example, during Invoice Import, you must assign an automatic numbering

document sequence to it. You can define any number of Document Sequences. You can assign

the same Document Sequence to more than one combination if the Application and Category are the same in the combinations. For

example, you can also assign the same automatic numbering sequence to documents you enter both manually and automatically.

Using Sequential Numbering:

Sequential Numbering Profile Option:

NOT USED: User can enter voucher #, but is not required to enter voucher number. At this stage Payables doesnot validate voucher number. A

point to be noted at this stage is that user cannot enable Document Override Payables Option also user cannot enter document category or

sequence name.

PARTIALLY USED/ALWAYS USED: Payables automatically assigns next available voucher number from sequence . User cannot enter

voucher number if the numbering sequence is automatic. At this stage Payables validates voucher number for uniqueness and requires the next

available number in the sequence. In manual numbering sequence user must voucher number from sequence. Voucher number is thus required

and payables validates voucher number for uniqueness but does not require next available number.

1. Login to System Administrator responsibility

2. Navigate to Profile Option:System

3. Find System Profile Option using appropriate Site: Application: Responsibility and User with the Profile option query as “

%Seq%””

4. Query takes you to a window titled System Profile Values

5. Choose what sort of option ( Not Used, Always Used, Partially Used) you would like to have at each of the Site, Application,

Responsibility and User levels

6. Once this is done, Navigate to : Applications: Documents window.

7. Define Document sequences by giving the sequence ‘Name’;’ Application’ ;’Effective Dates: ‘From-To’

8. Also choose the sequence type ( it is advisable to go for automatic and not gap less; as use of gap less as an option may have

implications on the functioning of the system per se)

9. Check the box if you would like to have a message prompted during number generation. Also choose from the list of values

the Oracle User Name and Description without which you can change the transaction.

10. Proceed from here to Descriptive Flexflield window : Select the application Application Object Library, and the title ”Document

Flexfield”. Be sure to unfreeze the flexfield; then, navigate to the Segments window and enable the segments. Freeze your

flexfield after you set it up, and save and compile the new definition.

11. The last step in this process is the “Sequence Assignment” . Navigate to Documents window and then choose ‘Assignment’.

12. Choose the Application from the List of Values and the Category ( pre defined).

13. Attach a Set of Books which will be utilising this sequencing and also the way the documents are generated ( automatic

/manual)

14. Once this is done navigate to sequences window and attach the sequence which has been defined in steps 7, 8 and 9

15. Save the transaction. Once saved it will not be possible to change the details. The only way then will be to make it ineffective

by choosing and end date in the effective dates column

16. Repeat process for all the documents for which you would like to have a sequence generated.