r12 oracle payables management fundamentals - practices

R12 Oracle Payables Management Fundamentals - Practices Student Guide

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Edition 1.0

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Copyright © Oracle 2008. All rights reserved.

R12 Oracle Payables Management Fundamentals - Practices Table of Contents i

Table of Contents

R12 Oracle Payables Management Fundamentals - Practices ....................................................................1-1 R12 Oracle Payables Management Fundamentals.........................................................................................1-3

Practice - Create a New Employee (Required) ..........................................................................................1-4 Solution - Create a New Employee (Required) .........................................................................................1-6 Practice - Create a New User.....................................................................................................................1-9 Solution - Create a New User ....................................................................................................................1-10 Practice - Set Yourself Up As a Buyer (Required) ....................................................................................1-12 Solution - Set Yourself Up As a Buyer......................................................................................................1-13 Guided Demonstration - Run the Fill Employee Hierarchy Process (Required) .......................................1-15 Practice - Create a Supplier With Two Sites .............................................................................................1-16 Solution - Create a Supplier With Two Sites.............................................................................................1-19 Practice - Create a 1099 Supplier (Optional) .............................................................................................1-34 Solution - Create a 1099 Supplier (Optional) ............................................................................................1-35 Practice - Review and Change Supplier Information.................................................................................1-39 Solution - Review and Change Supplier Information................................................................................1-40 Practice - Submit the Suppliers Report and Merge Suppliers....................................................................1-42 Solution – Submit the Suppliers Report and Merge Suppliers ..................................................................1-43 Practice - Remove the Payment Hold On Your 1099 Supplier..................................................................1-45 Solution - Remove the Payment Hold On Your 1099 Supplier .................................................................1-46 Practice - Set Up a Batch (Optional)..........................................................................................................1-47 Solution – Set Up a Batch..........................................................................................................................1-48 Practice - Create Folder Forms for the Invoice Header and Lines.............................................................1-49 Solution - Create Folder Forms for the Invoice Header and Lines ............................................................1-51 Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments ......................1-53 Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments .....................1-54 Practice - Enter an Invoice for a Fixed Asset.............................................................................................1-57 Solution - Enter an Invoice for a Fixed Asset............................................................................................1-58 Practice - Create Distribution Sets.............................................................................................................1-60 Solution - Create Distribution Sets ............................................................................................................1-62 Practice - Enter an Invoice Using a Distribution Set .................................................................................1-64 Solution - Enter an Invoice Using a Distribution Set.................................................................................1-65 Practice - Create a Freight Distribution .....................................................................................................1-68 Solution - Create a Freight Distribution.....................................................................................................1-70 Practice - Allocate Freight and Miscellaneous Charges ............................................................................1-73 Solution - Allocate Freight and Miscellaneous Charges............................................................................1-75 Practice - Create a Scheduled Payment .....................................................................................................1-78 Solution - Create a Scheduled Payment.....................................................................................................1-80 Practice - Cancel an Invoice ......................................................................................................................1-83 Solution - Cancel an Invoice......................................................................................................................1-84 Practice - Reverse Invoice Distributions....................................................................................................1-86 Solution - Reverse Invoice Distributions...................................................................................................1-87 Practice - Create a Standard Purchase Order .............................................................................................1-92 Solution - Create a Standard Purchase Order.............................................................................................1-94 Practice - Match to Purchase Order ...........................................................................................................1-97 Solution - Match to Purchase Order ..........................................................................................................1-101 Practice - Enter Quick Invoices .................................................................................................................1-108 Solution - Enter Quick Invoices.................................................................................................................1-111 Practice - Enter a Purchase Order for Matching to Quick Invoices ...........................................................1-114 Solution - Enter a Purchase Order for Matching to Quick Invoices ..........................................................1-116 Practice - Match to a PO in Quick Invoices...............................................................................................1-118 Solution - Match to a PO in Quick Invoices ..............................................................................................1-120 Practice - Create a Special Calendar..........................................................................................................1-123


R12 Oracle Payables Management Fundamentals - Practices Table of Contents ii

Solution - Create a Special Calendar .........................................................................................................1-124 Practice - Create Recurring Invoices .........................................................................................................1-125 Solution - Create Recurring Invoices.........................................................................................................1-127 Practice - Calculate a Supplier Balance .....................................................................................................1-130 Solution - Calculate a Supplier Balance ....................................................................................................1-131 Practice - Run Hold Reports ......................................................................................................................1-132 Solution – Run Hold Reports.....................................................................................................................1-133 Practice - Place a Hold on an Invoice ........................................................................................................1-134 Solution - Place a Hold on an Invoice .......................................................................................................1-135 Practice - Release Holds ............................................................................................................................1-136 Solution - Release Holds ...........................................................................................................................1-137 Practice - Validate Invoices .......................................................................................................................1-138 Solution - Validate Invoices ......................................................................................................................1-139 Practice - Create an Internal Bank Account...............................................................................................1-141 Solution – Create a Internal Bank Account ...............................................................................................1-146 Practice - Create an External Bank Account..............................................................................................1-152 Solution – Create an External Bank Account ............................................................................................1-154 Practice - Create a Manual Payment..........................................................................................................1-157 Solution - Create a Manual Payment .........................................................................................................1-159 Practice - Create a Quick Payment ............................................................................................................1-162 Solution - Create a Quick Payment............................................................................................................1-164 Practice - Place a Stop on a Payment.........................................................................................................1-166 Solution - Place a Stop on a Payment ........................................................................................................1-167 Practice - Void and Reissue a Payment .....................................................................................................1-169 Solution - Void and Reissue a Payment.....................................................................................................1-171 Practice - Create a Payment Process Request Template ............................................................................1-173 Solution - Create a Payment Process Request Template ...........................................................................1-175 Practice - Run the Cash Requirement Report ............................................................................................1-178 Solution - Run the Cash Requirement Report............................................................................................1-181 Practice - Create a Payment Process Request with Straight-Through Processing for a Payment Method of Check...................................................................................................................................................................1-184 Solution – Create a Payment Process Request with Straight-Through Processing for a Payment Method of Check.........................................................................................................................................................1-189 Practice - Payment Process Request with Stops ........................................................................................1-198 Solution - Payment Process Request with Stops........................................................................................1-205 Practice - Void a Payment in Payments Manager......................................................................................1-222 Solution - Void a Payment in Payments Manager .....................................................................................1-225 Practice - Stop a Payment in Payments Manager ......................................................................................1-229 Solution - Stop a Payment in Payments Manager......................................................................................1-232 Practice - Enter a Debit Memo and Record a Refund................................................................................1-236 Solution - Enter a Debit Memo and Record a Refund ...............................................................................1-238 Practice - Create a Prepayment..................................................................................................................1-242 Solution - Create a Prepayment .................................................................................................................1-244 Practice - Apply a Prepayment ..................................................................................................................1-250 Solution - Apply a Prepayment..................................................................................................................1-252 Practice - Set up Payment Terms...............................................................................................................1-257 Solution - Set up Payment Terms ..............................................................................................................1-259 Practice - Create an Expense Report Template..........................................................................................1-263 Solution - Create an Expense Report Template .........................................................................................1-264 Practice - Enter an Expense Report ...........................................................................................................1-266 Solution - Enter an Expense Report...........................................................................................................1-267 Practice - Create an Employee Advance....................................................................................................1-270 Solution - Create an Employee Advance ...................................................................................................1-272 Practice - Apply an Advance .....................................................................................................................1-277 Solution - Apply an Advance ....................................................................................................................1-279 Practice - Create Accounting .....................................................................................................................1-282 Solution – Submit the Create Accounting Process ....................................................................................1-284


R12 Oracle Payables Management Fundamentals - Practices Table of Contents iii

Practice - Set Up US Sales Tax .................................................................................................................1-288 Solution – Set Up US Sales Tax ................................................................................................................1-294 Practice - Enter an Invoice with US Sales Tax Lines ................................................................................1-303 Solution - Enter an Invoice with US Sales Tax Lines................................................................................1-304 Practice - Set Up UK VAT ........................................................................................................................1-306 Solution – Set Up UK VAT.......................................................................................................................1-312 Practice - Enter an Invoice with UK VAT.................................................................................................1-321 Solution - Enter an Invoice with UK VAT ................................................................................................1-322 Practice - Verify Automatic Withholding Tax Setup.................................................................................1-325 Solution - Verify Automatic Withholding Tax Setup................................................................................1-327 Practice - Create Withholding Tax Invoices ..............................................................................................1-332 Solution - Create Withholding Tax Invoices .............................................................................................1-333


R12 Oracle Payables Management Fundamentals - Practices Table of Contents v

Preface

Profile

Before You Begin This Course

• Thorough knowledge of <insert information specific to this course>

• Working experience with <insert information specific to this course>

Prerequisites

• <insert prerequisites from the course description, including any suggested preparation courses>

• <if there are no prerequisites, insert the following sentence:> There are no prerequisites for this course.

How This Course Is Organized

This is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.


R12 Oracle Payables Management Fundamentals - Practices Table of Contents vi

Related Publications

Oracle Publications Title Part Number

Additional Publications

• System release bulletins

• Installation and user’s guides

• Read-me files

• International Oracle User’s Group (IOUG) articles

• Oracle Magazine


R12 Oracle Payables Management Fundamentals - Practices Table of Contents vii

Typographic Conventions

Typographic Conventions in Text Convention Element Example Bold italic Glossary term (if

there is a glossary) The algorithm inserts the new key.

Caps and lowercase

Buttons, check boxes, triggers, windows

Click the Executable button. Select the Can’t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window.

Courier new, case sensitive (default is lowercase)

Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames

Code output: debug.set (‘I”, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott

Initial cap Graphics labels (unless the term is a proper noun)

Customer address (but Oracle Payables)

Italic Emphasized words and phrases, titles of books and courses, variables

Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter [email protected], where user_id is the name of the user.

Quotation marks

Interface elements with long names that have only initial caps; lesson and chapter titles in cross-references

Select “Include a reusable module component” and click Finish. This subject is covered in Unit II, Lesson 3, “Working with Objects.”

Uppercase SQL column names, commands, functions, schemas, table names

Use the SELECT command to view information stored in the LAST_NAME column of the EMP table.

Arrow Menu paths Select File > Save. Brackets Key names Press [Enter]. Commas Key sequences Press and release keys one at a time:

[Alternate], [F], [D] Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]


R12 Oracle Payables Management Fundamentals - Practices Table of Contents viii

Typographic Conventions in Code Convention Element Example Caps and lowercase

Oracle Forms triggers

When-Validate-Item

Lowercase Column names, table names

SELECT last_name FROM s_emp;

Passwords DROP USER scott IDENTIFIED BY tiger;

PL/SQL objects OG_ACTIVATE_LAYER (OG_GET_LAYER (‘prod_pie_layer’))

Lowercase italic

Syntax variables CREATE ROLE role

Uppercase SQL commands and functions

SELECT userid FROM emp;

Typographic Conventions in Oracle Application Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications.

(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve

This simplified path translates to the following:

1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary.

2. (M) From the menu, select Query then Find.

3. (B) Click the Approve button.

Notations:

(N) = Navigator

(M) = Menu

(T) = Tab

(B) = Button

(I) = Icon

(H) = Hyperlink

(ST) = Sub Tab


R12 Oracle Payables Management Fundamentals - Practices Table of Contents ix

Typographical Conventions in Oracle Application Help System Paths

This course uses a “navigation path” convention to represent actions you perform to find pertinent information in the Oracle Applications Help System.

The following help navigation path, for example—

(Help) General Ledger > Journals > Enter Journals

—represents the following sequence of actions:

1. In the navigation frame of the help system window, expand the General Ledger entry.

2. Under the General Ledger entry, expand Journals.

3. Under Journals, select Enter Journals.

4. Review the Enter Journals topic that appears in the document frame of the help system window.

Copyright © Oracle, 2008. All rights reserved.

R12 Oracle Payables Management Fundamentals - Practices Chapter 1 - Page 1

R12 Oracle Payables Management Fundamentals - Practices Chapter 1



R12 Oracle Payables Management Fundamentals



Practice - Create a New Employee (Required)

Responsibility: Human Resources, Vision Enterprises

Define an Employee

1. (N) > People > Enter and Maintain

2. (B) New

3. Last = Your last name

4. First = Your first name

5. Gender = Choose a gender

6. Action = Create Employment

7. Person Type = Employee

8. Social Security = Enter a 9 digit number (xxx-xx-xxxx)

Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number

9. (T) Personal

10. Birth Date = Enter a birthday (dd-mmm-yyyy)

11. Save

Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.

12. (B) Assignment

13. Organization = Vision Operations

14. (B) Correction

Note: Cancel out of the people group flexfield window.

15. Job = MGR500.Manager

16. Position = MM400.Materials Manager

17. (B) Yes to accept the default values

18. Location = M1 - Seattle



19. (T) Supervisor

20. Name = Brown, Ms. Casey

21. (T) Purchase Order Information

22. Set of Books = Vision Operations

23. Default Expense Account = 01-110-7740-0000-000

24. (B) OK to accept the Default Expense Account values.

25. Save.

26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1, to HR.

27. Close windows until you are back at the Navigator.



Solution - Create a New Employee (Required)

Responsibility: Human Resources, Vision Enterprises

Define an Employee

1. (N) > People > Enter and Maintain

2. (B) New

3. Last = yourlastname

4. First = yourfirstname

5. Gender = Choose a gender

6. Action = Create Employment

7. Person Type = Employee

8. Social Security = Enter a 9 digit number (xxx-xx-xxxx)

Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number



9. (T) Personal

10. Birth Date = Enter a birthday (dd-mmm-yyyy)

11. Save

Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.

12. (B) Assignment

13. Organization = Vision Operations

14. (B) Correction

Note: Cancel out of the people group flexfield window.

15. Job = MGR500.Manager

16. Position = MM400.Materials Manager

17. (B) Yes to accept the default values



18. Location = M1 - Seattle

19. (T) Supervisor

20. Name = Brown, Ms. Casey

21. (T) Purchase Order Information

22. Set of Books = Vision Operations

23. Default Expense Account = 01-110-7740-0000-000

24. (B) OK to accept the Default Expense Account values.

25. Save.

26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1, to HR.




Practice - Create a New User

Overview

In this practice, you will create a new user.

Assumptions

• Replace XX with your terminal number or initials.

• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.

Tasks

1. Switch to the System Administrator responsibility. − (I) Black Hat (on toolbar) − Responsibility = System Adminstrator

2. Create a New User − User Name = XXUSER − Password = welcome1 − Person = The employee you created in the first practice

Note: You have to tab and enter the Password again.

3. Enter the responsibilities for this user. Responsibility Security Group

General Ledger, Vision Operations (USA) Standard

Payables, Vision Operations (USA) Standard

Purchasing, Vision Operations (USA) Standard

Cash Management, Vision Operations (USA) Standard

US HRMS Manager Standard

Human Resources, Vision Enterprises Standard

iExpenses Standard

System Administrator Standard

Oracle Payments Payment Administrator Standard

4. Sign on as your new user.



Solution - Create a New User

Tasks

Sign on

1. Switch to the System Administrator responsibility. − (I) Black Hat (on toolbar) − Responsibility = System Adminstrator

Create a New User

2. Navigate to the Define User form

• (N) Security : User > Define − User Name = XXUSER, where XX is your terminal ID. − Password = welcome (tab, re-enter to verify) − Person = The employee you created in the first practice

Add Responsibilities

3. Add the following responsibilities to your new username

Responsibility Security Group

General Ledger, Vision Operations (USA) Standard

Payables, Vision Operations (USA) Standard

Purchasing, Vision Operations (USA) Standard

Cash Management, Vision Operations (USA) Standard

US HRMS Manager Standard

Human Resources, Vision Enterprises Standard

iExpenses Standard

System Administrator Standard

Oracle Payments Payment Administrator Standard



4. Save and Close Form.

Login as New User

5. Exit Oracle Applications − (M) File > Exit Oracle Applications − (B) OK

6. From the Oracle e-Business Suite home page: − (L) Logout

7. Log back into the system with your newly created User ID and password. − Old Password = welcome1 − New Password = XXuser (Tab, re-enter to verify)

8. (B) Submit.



Practice - Set Yourself Up As a Buyer (Required)

Overview

In this exercise, you will set up a buyer.

Assumptions



Tasks

1. Responsibility = Purchasing, Vision Operations (USA)

2. Navigate to the Buyer definition window

4. Add your employee as a Buyer with a Ship-To Location of M1 – Seattle.

6. Close windows until you are back at the navigator.



Solution - Set Yourself Up As a Buyer

Tasks

1. Responsibility = Purchasing, Vision Operations (USA)

2. Navigate to the Buyer definition window

• (N) Setup > Personnel > Buyers

• (B) Add Buyer

3. (I) Search

4. Name = your employee name (last name first name)

• (I) Quick Select your employee

• Ship-To = M1 – Seattle

5. (B) Save



6. Close windows until you are back at the navigator.



Guided Demonstration - Run the Fill Employee Hierarchy Process (Required)

Responsibility: Purchasing, Vision Operations

(N) Reports > Run

Run the Fill Employee Hierarchy process to add people to the position hierarchy. This is necessary for approvals to work correctly when using a position hierarchy.

Run the Fill Employee Hierarchy process

1. (B) OK to submit a single request

2. Name = Fill Employee Hierarchy

3. (B) Submit

4. Do not submit another request

Monitor the Request Until It Completes

5. (M) View > Requests

6. (B) Find

7. (B) Refresh Data until the request completes



Practice - Create a Supplier With Two Sites

Overview

Your supervisor has notified you that the company will be purchasing materials and services from new suppliers. In this practice, you will create a pay group and a supplier with two sites.

Assumptions



Tasks

Responsibility = Purchasing, Vision Operations

1. Create a new pay group.

• (N) Setup : Purchasing > Lookup Codes

Code Meaning Description

XXPAY GROUP XXPay Group XXPay Group

2. Switch to the Payables, Vision Operations (USA) responsibility

3. Create a supplier.

• (N) Suppliers > Entry

• (B) Create − Supplier Type = Standard supplier − Organization Name = XXIBM Corporation − Type = Manufacturing − Party Risk Profile = No Risk − Allow Tax Applicability = Checked − Create Debit Memo from RTS Transaction = Checked − Receipt Routing = Standard Receipt − Allow Substitute Receipts = Checked − Match Approval Level = 3-Way − Invoice Match Option = Purchase Order − Terms = Immediate − Pay Group = XXPay Group



− Always Take Discount = Checked − Payment Method : Electronic = Checked

4. Create a pay site. − Address Line 1 = 1 Main St. − City = San Francisco − County = San Francisco − State = CA − Postal Code = 94105 − Address Name = San Francisco − Addressee = San Francisco − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose, Payment option = Checked

5. Assign the San Francisco address to the Vision Operations operating unit.

6. Create a purchasing site. − Address Line 1 = 520 Madison Ave. − City = New York − County = New York − State = NY − Postal Code = 10022 − Address Name = New York − Addressee = New York − Phone Area Code = 212 − Phone Number = 555-7703 − Email Address = [email protected] − Address Purpose, Purchasing option = Checked

7. Assign the New York address to the Vision Operations operating unit.

8. Create a contact for the pay site. − Navigate to (L) Contact Directory − (B) Create − First Name = John − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 415 − Phone Number = 555-1234 − Phone Extension = 1234 − Create User Account for this Contact = Checked − iSupplier Portal Full Access = Checked

9. Create a contact for the purchasing site.



− (B) Create − First Name = Jane − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 212 − Phone Number = 555-7703 − Create User Account for this Contact = Checked − iSupplier Portal Full Access = Checked

10. Set the Tolerance level for the San Francisco and New York supplier sites to Vision Operations – Tolerance.



Solution - Create a Supplier With Two Sites

Tasks

Responsibility = Purchasing, Vision Operations (USA)

Create a New Pay Group

We will create a new pay group and assign it to your suppliers. The Pay Group will default to new supplier sites you enter and from your supplier sites to all invoices you enter. When we select invoices for payment during this course, you will use your pay group so you select only YOUR invoices for payment!

1. Navigate to the Oracle Purchasing lookups

• (N) Setup : Purchasing > Lookup Codes

2. Query the PAY GROUP lookup code − (F11) − Enter search criteria ‘P%G%’ in the Type field − (Ctrl)+(F11)

3. Create a new pay group by inserting your cursor in the bottom of the grid, then clicking (I) Add New Row. Use the information below to create the new pay group:

Code Meaning Description

XXPAY GROUP XXPay Group XXPay Group



4. Save. Close the form to return to the Navigator.

Create a Supplier

5. Switch to the Payables, Vision Operations (USA) responsibility. − (I) Black Hat (on toolbar) − Responsibility = Payables, Vision Operations (USA)

6. Navigate to the Suppliers page. − (N) Suppliers > Entry

7. (B) Create Supplier. − Supplier Type = Standard supplier − Organization Name = XXIBM Corporation



8. (B) Apply.

9. Navigate to (L) Organization. − Type = Manufacturing − Party Risk Profile = No Risk

10. (B) Save.



11. Navigate to (L) Tax and Reporting. − Allow Tax Applicability = Checked

12. (B) Save.

13. Navigate to (L) Purchasing. − Create Debit Memo from RTS Transaction = Checked



Note: Enable the Create Debit Memo From RTS Transaction option if you want the system to automatically create a Debit Memo in Payables when you enter a Return to Supplier (RTS) in Purchasing. The value for supplier site defaults from the Purchasing Options window.

14. (B) Save.

15. Navigate to (L) Receiving. − Receipt Routing = Standard Receipt

− Note: To find Standard Receipt: − (I) Search − Change the search criteria to Routing Name, not Routing Description. − Receipt Routing = Standard Receipt

− Match Approval Level = 3-Way − Allow Substitute Receipts = Checked



16. (B) Save.

17. Navigate to (L) Invoice Management. − Invoice Match Option = Purchase Order − Terms = Immediate − Pay Group = XXPay Group − Always Take Discount = Checked



18. (B) Save.

19. Navigate to (L) Payment Details. − Payment Method : Electronic = Checked

20. (B) Save.

Create a Pay Site

21. Navigate to (L) Address Book.

22. (B) Create.



23. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 1 Main St. − City = San Francisco − County = San Francisco − State = CA − Postal Code = 94105 − Address Name = San Francisco − Addressee = San Francisco − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose, Payment = Checked

Note: This address should be complete as this is the address that will appear on any checks cut to this site!

24. (B) Continue.

Note: If you get a message about the postal code, click (B) Continue to accept the Zip code.

25. Assign the address to the Vision Operations operating unit, enable the Select check box.



26. (B) Apply. This creates the basic supplier site.

27. To update the supplier site attributes, click Manage Sites.

28. (T) Uses. − Pay = Checked − Primary Pay = Checked



29. (T) Communication. − Supplier Notification Method = Print

30. Apply.

Create a Purchasing Site

31. In the Address Book page, click (B) Create.

32. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 520 Madison Ave. − City = New York



− County = New York − State = NY − Postal Code = 10022 − Address Name = New York − Addressee = New York − Phone Area Code = 212 − Phone Number = 555-7703 − Email Address = [email protected] − Address Purpose, Purchasing option = Checked


33. (B) Continue.

34. Assign the address to the Vision Operations operating unit, by enabling the Select check box.


36. To update the New York supplier site attributes, click Manage Sites.



37. (T) Communication. − Supplier Notification Method = Print

Note: When you enter and approve purchase orders for this supplier, the Supplier Notification Method will default. We’ve chosen printed document here. However, if we chose e-Mail and specified an e-mail address, that information would default during purchase order approval so we could send the purchase order using the supplier’s preferred method. Valid options are e-Mail, Fax and Printed Document.



38. Apply.

Create a Contact for the Pay Site

39. Navigate to (L) Contact Directory.

40. (B) Create. − First Name = John − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 415 − Phone Number = 555-1234 − Phone Extension = 1234 − Create User Account for this Contact = Checked − iSupplier Portal Full Access = Checked

41. In the Addresses for the Contact Region, click (B) Add Another Row.

42. Type 'San Francisco' in the Address Name Field.



43. (B) Apply.

Create a Contact for the Purchasing Site


45. (B) Create. − First Name = Jane − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 212 − Phone Number = 555-7703 − Create User Account for this Contact = Checked − iSupplier Portal Full Access = Checked

46. In the Addresses for the Contact Region, click (B) Add Another Row.



47. Type 'New York' in the Address Name Field.

48. (B) Apply.

Set the Supplier Site Tolerance

49. (L) Invoice Management

50. Scroll to the Supplier Sites region.

51. (ST) Invoicing

52. For the New York and San Francisco sites, select Vision Operations – Tolerance from the list of values.

− (L) More . . . − Search = Vision Operations – Tolerance − (B) Go − (B) Select

53. (B) Save.

54. Close the form back to the Navigation menu.



Practice - Create a 1099 Supplier (Optional)

Overview

Your company policy is to place a payment hold on all 1099 suppliers until their tax verification letter is received. In this practice, you will create a 1099 supplier.

Assumptions



Tasks

Sign On

Responsibility: Payables, Vision Operations (USA)

1. Navigate to Suppliers page.


2. Create a 1099 supplier. − Organization Name = XXComputer Consulting Services − Taxpayer ID = XX1-22-1560

3. Place this supplier on payment hold.

4. Create a Supplier Site for Income Tax Reporting



Solution - Create a 1099 Supplier (Optional)

Tasks

Create a 1099 Supplier

1. Navigate to the Suppliers page.


2. (B) Create Supplier. − Organization Name = XXComputer Consulting Services − Taxpayer ID = XX1-22-1560

3. (B) Apply.

4. Navigate to (L) Organization. − Type = Supplier − Party Risk Profile = No Risk



5. Save.

6. Navigate to (L) Tax Details − Federal = Checked



7. Save.

Place this Supplier on Payment Hold

8. Navigate to (L) Invoice Management. − Hold from Payment, All Invoices = Checked

− Payment Hold Reason: Enter any reason − Payment Priority = XX − Terms = 30 Net − Terms Date Basis = Invoice − Pay Group = XXPay Group

9. Save.

Create a Supplier Site for Income Tax Reporting


11. (B) Create.

12. Enter the supplier site address information as follows: − Address Line 1 = 1 Main St. − City = Half Moon Bay − County = San Mateo − State = CA



− Postal Code = 94019 − Address Name = Half Moon Bay − Addressee = Half Moon Bay − Phone Area Code = 650 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose, Payment = Checked


13. (B) Continue.

14. Assign the address to the Vision Operations operating unit, by enabling the Select check box.


16. Navigate to (L) Tax and Reporting. − Allow Tax Applicability = Checked − For the Supplier Site, Half Moon Bay

− Income Tax Reporting Site = Checked

17. Save.




Practice - Review and Change Supplier Information

Overview

You have just created new suppliers and want to review and change some of supplier and supplier site information. In this practice, you will review and change supplier information.

Assumptions



Tasks




2. Search for XXIBM supplier and inactivate the New York site.

3. Change the terms for XXIBM supplier.

4. Add a contact name.

5. Reactivate the New York site to perform later purchasing practices.



Solution - Review and Change Supplier Information

Tasks

Search for XXIBM supplier and inactivate the New York site



2. Search − Supplier Name = XXIBM Corporation

3. (B) Go.


5. For New York, click (I) Manage Sites

6. (T) Uses. − Inactive Date = Today’s date

7. (B) Apply.

Add a Contact Name


9. (B) Create.

10. Enter your name and contact information.

11. (B) Apply.

Change the Terms for XXIBM Supplier

12. Navigate to (L) Invoice Management. − Terms = 30 Net

13. Save.

Reactivate the New York site


15. For New York, click (I) Manage Sites

16. (T) Uses.



− Inactive Date = blank

17. (B) Apply.



Practice - Submit the Suppliers Report and Merge Suppliers

Overview

Assume that your supplier GE Plastics is absorbing the following sites from GE Capital: Boston and Danbury. GE Plastics is going use the Supplier Merge program to merge theses sites into their existing supplier sites. GE Plastics already has a Boston supplier site, so it will merge GE Capital Boston into GE Plastics Boston. GE Plastics will copy the Danbury site, as they do not have an existing Danbury site.

Before you run the Supplier Merge program, run the Suppliers Report to identify duplicate suppliers.

Assumptions



Tasks

Run the Suppliers Report

1. Submit the Suppliers Report.

Merge Supplier Records

2. Run the Supplier Merge Program. − GE Captial, Boston -> GE Plastics, Boston − GE Capital, Danbury -> GE Plastics

3. Review the Supplier Merge Report.



Solution – Submit the Suppliers Report and Merge Suppliers

Responsibility = Payables, Vision Operations (USA)

Run the Suppliers Report

1. Navigate to the Submit Requests window.

• (N) Other > Request > Run − Choose Single Request − (B) OK − Name = Suppliers Report

2. In the Parameters window: − Order By = Supplier Name − Include All/Active Sites = Active − Include Bank Account Information parameter = No − (B) OK

3. Submit your request. − (B) Submit − (B) No.

4. Monitor your request until it completes successfully and review the output.

• (M) View > Requests > Find

• (B) View Output

Note that GE Capital and GE Plastics both have “Boston” supplier sites.

Merge Supplier Records

5. Navigate to the Supplier Merge window.

• (N) Suppliers > Supplier Merge

6. In the Supplier Merge window, enter the merge details as follows: From

Supplier Name

Site Copy To Supplier

Name

Site

GE Capital Boston Blank GE Plastics Boston

GE Capital Danbury Checked GE Plastics



7. (B) Merge

Note that the merge process is irreversible.

8. Navigate to Suppliers > Inquiry to view the updated supplier record for GE Plastics.

9. Run the Supplier Merge Program.

• (N) Home > Payables, Vision Operations (USA) > Other : Requests > Run

• Select a single request and (B) OK.

• (B) OK to accept the Caution.

10. Review the Supplier Merge Report.




Practice - Remove the Payment Hold On Your 1099 Supplier

Overview

Your 1099 supplier has returned a complete 1099 tax verification letter. In this practice, you will remove the payment hold on your 1099 supplier. Complete the details and remove the payment hold.

Assumptions



Tasks




2. Remove the 1099 payment hold.



Solution - Remove the Payment Hold On Your 1099 Supplier

Tasks

Update 1099 Information



2. Search − Supplier Name = XXComputer Consulting Services

3. (B) Go.

Remove the 1099 Payment Hold

4. Navigate to (L) Invoice Management. − Hold from Payment, All Invoices = Unchecked

5. Save.



Practice - Set Up a Batch (Optional)

Overview

You have received a number of invoices from XXIBM Corporation, which you will be entering into the Oracle Payables system. Batch all invoices for this supplier in this batch.

Assumptions



Tasks

Responsibility: System Administrator

1. Navigate to the System Profile Window

• (N) Profile > System

2. Turn on batching at the Payables, Vision Operations (USA) responsibility level


3. Navigate to the Invoice Batches window.

• (N) Invoices > Entry > Invoice Batches

4. Enter in the Batch name XXBatch

5. Save your work.



Solution – Set Up a Batch

Tasks

Turn on the Profile Option AP: Use Invoice Batch Controls

System Administrator Responsibility

1. Navigate to Find System Profile Values

• (N) Profile > System

• Uncheck the Site checkbox

• Check the Responsibility checkbox

• Enter the Responsibility: Payables Vision Operations (USA)

• Accept the default for the Profiles with No Values field (usually checked)

• Enter the search criteria AP%Batch% in the Profile field

2. Select (B) Find

3. Change the AP: Use Invoice Batch Controls profile option setting at the Responsibility level to Yes.

4. Save your work.

5. Switch Responsibilities to Payables Vision Operations (USA)

Enter a Batch Header for the Transactions

6. Navigate to the Invoice Batches window.

• (N) Invoices > Entry > Invoice Batches − Batch Name = XXBatch

7. Save.



Practice - Create Folder Forms for the Invoice Header and Lines

Overview

In this practice, you will create Folder Forms for the Invoice and Invoice Distribution Windows.

Assumptions



Tasks


1. Navigate to the Invoices window.

• (N) Invoices > Entry > Invoices

2. Create an invoice header level folder by adding the following field after the Withheld Amount field.

− Liability Account

Note: The field you display appears to the right of the field the cursor is in.

3. Save the folder − (M) Folder > Save As − Name = XXHeaderFolder − Autoquery = Never − Open as Default = Selected

4. (B) OK

Create an Invoice Lines Level Folder

5. Enter the following invoice header information: Invoice Type

Trading Partner Invoice Num

Invoice Amount

Terms Payment Method

Standard XXIBM Corporation

XX-150 150 30 Net Electronic

6. (T) Lines

7. Insert your cursor in the Requester field.



• (M) Folder > Show Field

8. Add the following fields:

• Merchant Document Number

• Merchant Name

9. Save the folder

• (M) Folder > Save As − Name = XXLinesFolder − Open as Default = Selected − (B) OK.



Solution - Create Folder Forms for the Invoice Header and Lines

Tasks

Create an Invoice Header Level Folder



2. Create an invoice header level folder

• Put the cursor in the Withheld Amount field


3. Add the following field. − Liability Account − (B) OK

Note: The field you display appears to the right of the field the cursor is in.

4. Save the folder − (M) Folder > Save As



− Name = XXHeaderFolder − Autoquery = Never − Open as Default = Selected

5. (B) OK

Create an Invoice Lines Level Folder

6. Enter the following invoice header information: Invoice Type


Invoice Amount



11-150 150 30 Net Electronic

7. (T) Lines

8. Insert your cursor in the Requester field.


9. Add the following fields:

• Merchant Document Number

• Merchant Name

10. Save the folder

• (M) Folder > Save As − Name = XXLinesFolder − Open as Default = Selected

11. (B) OK

12. Close the form back to the Navigation menu



Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments

Overview

You have received invoice XX1000 from XXIBM Corporation, which you will be entering into the Oracle Payables system. The invoice is to be distributed to two departments in your company.

Assumptions



Tasks



2. Enter the following invoice: Trading Partner

Invoice Num Invoice Amount

Description Payment terms

Payment Method

XXIBM Corporation

XX1000 10000 Promotional Giveaway

Immediate Electronic

3. Enter the invoice lines based on the following table: Num Type Amount Distribution Account

1 Item 4000 01-402-7110-0000-000

2 Item 6000 01-404-7110-0000-000

4. Save your work.



Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments

Tasks

Enter Invoice



2. Enter an invoice using the following information:

Trading Partner

Invoice Num Invoice Amount

Description Payment terms

Payment Method

XXIBM Corporation

XX1000 10000 Promotional Giveaway

Immediate Electronic

Enter Two Invoice Lines and Distribute Each Line to a Different Department

3. (T) Lines

4. Enter the invoice lines according to the following table:

Num Type Amount Distribution Account

1 Item 4000 01-402-7110-0000-000

2 Item 6000 01-404-7110-0000-000



5. Save.

6. (B) All Distributions. Note that because you entered the Distribution account for each Item line, the distributions are automatically created for these lines.



Practice - Enter an Invoice for a Fixed Asset

Overview

You have received invoice XX2000 for the purchase of a fixed asset. Enter the invoice into Oracle Payables. In this practice, you will enter an invoice for a fixed asset.

Assumptions



Tasks



2. Enter the following invoice:

Invoice Type


Invoice Amount

Description Terms Payment Method


XX2000 40000 Computer Server

30 Net Electronic

3. Enter invoice lines according to the following table:

Num Type Amount Distribution Account

1 Item 40000 01-000-1570-0000-000

4. Save your work.



Solution - Enter an Invoice for a Fixed Asset

Tasks

Enter an Invoice for a Fixed Asset




Invoice Type


Invoice Amount

Description Terms Payment Method


XX2000 40000 Computer Server

30 Net Electronic

3. (T) Lines

4. Enter the invoice line according to the following table:

Num Type Amount Distribution Account Track As Asset

1 Item 40000 01-000-1570-0000-000 Checked



5.

6. Save




Practice - Create Distribution Sets

Overview

You frequently receive invoices for which the accounting is generally the same. Your controller has asked you to establish a distribution set to enable the accounting entries for some invoices to be automatically generated. In this practice, you will create a full and a skeleton distribution set.

Assumptions



Tasks


1. Navigate to the Distributions Sets window.

• (N) Setup > Invoice > Distribution Sets

2. Create a Full Distribution Set using the following information: − Name = XXUtilities − Description = XXUtilities Distribution Set

3. Enter full distributions according to the following table: Num % Account Description

1 25 01-402-7410-0000-000 Utilities-East Region

2 50 01-404-7410-0000-000 Utilities-West Region

3 25 01-410-7410-0000-000 Utilities-Mgmt

4. Save your work.

5. Enter a Skeleton Distribution Set, using the following information: − Name = XXSkeleton − Description = XXUtilities Skeleton Distribution Set

6. Enter skeleton distributions according to the following table: Num % Account Description



3 0 01-410-7410-0000-000 Utilities-Mgmt



7. Save your work.



Solution - Create Distribution Sets

Tasks

Create a Full Distribution Set

1. Navigate to the Distribution Sets window.

• (N) Setup > Invoice > Distribution Sets

2. Create a full distribution set using the following information: − Name = XXUtilities − Description = XXUtilities Distribution Set

3. Enter a Full Distribution set, according to the following table:

Num % Account Description



3 25 01-410-7410-0000-000 Utilities-Mgmt

Note that when the total = 100%, the Type = Full



4. Save

Create a Skeleton Distribution Set

5. In the Distribution Sets window, place the cursor in Name Field and press the down arrow to create a new record.

6. Create a skeleton distribution set using the following information: − Name = XXSkeleton − Description = XXUtilities Skeleton Distribution Set

7. Enter skeleton distributions according to the following table.

Num % Account Description



3 0 01-410-7410-0000-000 Utilities-Mgmt

Note that when the percentage = 0%, the Type = Skeleton

8. Save.




Practice - Enter an Invoice Using a Distribution Set

Overview

You have received an invoice. Enter it into the system using your full distribution set. In this practice, you will create enter an invoice using a distribution set.

Assumptions



Tasks




2. Enter the following invoice: Type Trading Partner Invoice Num Invoice

Amount Distribution

Set Payment Method

Standard XXIBM Corporation XX3000 2567.59 XXUtilities Electronic

3. (T) Lines. Enter the following invoice line: Type Amount

Item 2567.59

4. Save your work.

5. Verify your invoice distributions.



Solution - Enter an Invoice Using a Distribution Set

Tasks

Enter an Invoice using a Distribution Set



2. Enter the following invoice.

Type Trading Partner Invoice Num Invoice Amount

Distribution Set

Payment Method

Standard XXIBM Corporation XX3000 2567.59 XXUtilities Electronic

Note: If you have saved the invoice before you entered this field, you will not be able to enter a distribution set in this field! You can delete the invoice and try again.

3. (T) Lines. Enter the following invoice line. Type Amount

Item 2567.59



Note: The distribution set defaults into the line based on what you entered in the invoice header.

4. (B) Save.

Verify Invoice Distributions

5. With your cursor in the invoice line, click (B) Distributions.

6. In the Distributions window, verify that the distribution total is equal to the invoice amount.



Practice - Create a Freight Distribution

Overview

You have received an invoice from your supplier. Enter the invoice and add a single freight distribution using the Prorate Across All Item lines functionality. In this practice, you will create a freight distribution.

Assumptions



Tasks




2. Enter the following invoice: Type Trading Partner Invoice

Num Invoice Amount



XX16000 2535 2/10 Net 45 Electronic

3. (T) Lines. Enter the invoice lines. Type Amount Distribution

Account Description Prorate Across

All Item Lines

Item 2500 01-110-7530-0000-000

1 PC 2500.00, Freight 35.00

Freight 35 Checked

4. Save your work.

5. Verify your distributions.

Add another computer to the invoice

6. Increase the invoice amount to 5035.

7. (T) Lines. Add another invoice line:



Type Amount Distribution Account Description

Item 2500 01-110-7530-0000-000 Personal Computer

8. Save your work.

9. Check your distributions.



Solution - Create a Freight Distribution

Tasks

Enter an Invoice with Freight

1. Navigate to the Invoices window


2. Enter the following invoice: Type Trading Partner Invoice

Num Invoice Amount



XX16000 2535 2/10 Net 45 Electronic

3. (T) Lines. Enter the invoice lines. Type Amount Distribution

Account Description Prorate Across

All Item Lines

Item 2500 01-110-7530-0000-000

1 PC 2500.00, Freight 35.00

Freight 35 Checked

4. Save your work.

Verify Freight Distribution

5. (B) All Distributions. Note that the freight distribution has been created.



6. Close the Distributions window.

Add Another Computer to the Invoice

7. Increase the invoice amount to 5035.

8. (T) Lines. Add another invoice line: Type Amount Distribution Account Description

Item 2500 01-110-7530-0000-000 Personal Computer



9. Save your work.

10. (B) All Distributions. Check your distributions.

Note that a freight distribution was automatically created and that the freight costs have been prorated across both item lines.




Practice - Allocate Freight and Miscellaneous Charges

Overview

You have received an invoice for marketing materials from your supplier. Enter the invoice and allocate the freight and miscellaneous charges.

XXIBM Coporation Invoice No. XX17000 1 Main St. San Francisco, CA 94105

INVOICE

Quantity Description Unit Price Total

20000 Misc. Marketing Materials 1.00 20000.00

Subtotal 20000.00

Shipping 500.00

Misc. 100.00

Total 20600.00

Assumptions



Tasks





Type Trading Partner Invoice Num Invoice Amount Description

Standard XXIBM Corporation XX17000 20600 Marketing materials



3. (T) Lines. Enter the following invoice lines. Type Amount Description Distribution Account

Item 12000 Flyers 01-110-9704-0000-000

Item 8000 Conference Booth 01-110-9704-0000-000

Freight 500 Shipping

Misc. 100 Printer Setup Fee

4. Save.

Allocate your Freight and Miscellaneous Charges

5. Allocate Freight of 500 by prorating the freight charge across all items.

6. Allocate the entire Miscellaneous charge of 100 to the Flyers.

7. Review the invoice distributions that have been created.



Solution - Allocate Freight and Miscellaneous Charges

Tasks

Enter an Invoice



2. Enter the following invoice header information:

Type Trading Partner Invoice Num

Invoice Amount

Description Payment Method


XX17000 20600 Marketing materials

Electronic

3. (T) Lines. Enter the following invoice lines. Type Amount Description Distribution Account

Item 12000 Flyers 01-110-9704-0000-000

Item 8000 Conference Booth 01-110-9704-0000-000

Freight 500 Shipping

Misc. 100 Printer Setup Fee

4. Save your work.

Allocate Freight Charges

5. Select the Freight line.

6. (B) Allocations.



7. Ensure that the check box next to each item is enabled.

8. Verify the allocation details. − Type = Fully Prorate

9. (B) OK.

Allocate Miscellaneous Charges

10. Select the Miscellaneous line.

11. (B) Allocations.



12. Enter the Allocation details. − Type = Amount Based

13. Enable the check box next to the Flyers item. Disable the check box next to the Conference Booth item.

− Allocated Amount = 100.00

14. (B) OK

15. (B) All Distributions. Review the invoice distributions that have been created. Note that the 3 distributions have been created (2 Freight, and 1 Miscellaneous).




Practice - Create a Scheduled Payment

Overview

Use multiple scheduled payments to issue partial payment of an invoice or pay an invoice over multiple dates. One invoice can have multiple scheduled payments. Note that scheduled payments are related to the INVOICE, not the DISTRIBUTIONS.

In this practice, you will create a scheduled payment. Charge the invoice to the miscellaneous. expense account for department 110. Pay 600 now and pay the balance in +30 days.

Assumptions



Tasks

Enter Invoice Information

XXIBM Coporation Invoice No. XX8000 1 Main St. San Francisco, CA 94105

INVOICE


20 Items 50.00 1000.00

Subtotal 1000.00

Shipping 0.00

Misc. 0.00

Total 1000.00







Type Trading Partner

Invoice Num Amount Description Payment Method


XX8000 1000 20 items @ $50 each

Electronic

3. (T) Lines. Enter the following invoice lines. Type Amount Quantity

Invoiced Unit Price Distribution

Set

Item 1000 20 50.00 XXUtilities

Note: The Unit Price field is automatically populated and does not need to be entered.

4. Save.

Create Scheduled Payments

5. (T) Scheduled Payments.

6. Update the Gross Amount to 600.

7. (B) Split Schedule.

8. Update the Due Date on the new line item:

Due Date Gross Amount

Default date 600

Default + 30 days 400

9. Save your work.




Solution - Create a Scheduled Payment

Tasks

Enter Invoice Information




Type Trading Partner

Invoice Num Amount Description Payment Method


XX8000 1000 20 items @ $50 each

Electronic

3. (T) Lines. Enter the following invoice lines. Type Amount Quantity Unit Price Distribution

Set

Item 1000 20 50.00 XXUtilities

4. Save.



Create Scheduled Payments

5. (T) Scheduled Payments.

6. Update the Gross Amount to 600.

7. (B) Split Schedule.

8. Update the Due Date on the new line item.

Due Date Gross Amount

Defaults 600

Default + 30 days 400



9. Save




Practice - Cancel an Invoice

Overview

Invoices may be cancelled unless they are paid. Cancelling an invoice sends reversing invoice distributions to the general ledger. To cancel a paid invoice, the payment must first be voided. Assume your supplier just called you to let you know that invoice XX8000 was issued in error. Cancel invoice XX8000. In this practice, you will cancel an invoice.

Assumptions



Tasks




2. Find invoice XX8000: − Trading Partner = XXIBM Corporation − Invoice Number = XX8000

3. Cancel the invoice.

4. Notice the status changes to Cancelled.



Solution - Cancel an Invoice

Find an Invoice to Cancel



2. Find invoice 8000

• (M) View > Find. − Trading Partner = XXIBM Corporation − Invoice Number = XX8000

3. (B) Find

4. Cancel the invoice

• (B) Actions − Cancel invoices = Checked

5. (B) OK

6. (B) OK. To accept the cancel.

7. In the General tab, notice the status changes to Cancelled.



Note: Canceling an invoice is final. There is no “Un-Cancel” option!




Practice - Reverse Invoice Distributions

Overview

You have discovered that Invoice XX1000 was entered with incorrect accounting information. The $4,000 should have been charged to Department 420 instead of 402. Adjust the accounting distribution on this invoice. In this practice, you will reverse invoice distributions.

Hint: You can change lines before they have been transferred to the general ledger. After they have been transferred, you will have to reverse them.

Assumptions



Tasks


1. Find Invoice XX1000.

2. Create Final Accounting for the invoice.

3. Select the invoice line.

4. Reverse the distribution for account 402.

5. Enter the correct distribution for account 420.

6. Save your work.



Solution - Reverse Invoice Distributions

Tasks

Query invoice 1000

1. Navigate to the Find Invoices window.


2. Find invoice XX1000. − Trading Partner = XXIBM Corporation − Invoice Number = XX1000

3. (B) Find

Create Accounting

NOTE: You will learn more about validation and accounting later in this class.

4. (B) Actions − Validate = Checked

5. (B) OK.

6. (B) Actions − Create Accounting = Checked − Final = Checked

7. OK.



8. (B) OK. To accept the confirmation message.

Reverse the distribution.

9. (T) Lines

10. Select the invoice line with the distribution coded to department 402.

11. (B) Distributions

12. (B) Reverse…1.



13. (B) OK to accept the message. Note that a reversal entry has been created.

14. Use the down arrow key to insert a new distribution line, and enter the correct distribution line.



Type Amount Account

Item 4,000 01-420-7110-0000-000

15. Save your work.

16. Note that on the General tab of the Invoices window, Status = Needs Revalidation, Accounted = Partial.



Practice - Create a Standard Purchase Order

Overview

Your supervisor has asked you to create a purchase order for XXIBM Corporation in New York. Your company is planning to purchase 50 units of item f10000 for $100.00 each. The supplier will be authorized to deliver on three separate dates. Two different departments have ordered the units for the third shipment line. In this practice, you will create a standard purchase order.

Assumptions



Tasks

Sign On = Operations/Welcome


1. Navigate to the Enter Purchase Orders window.

• (N) Purchase Orders > Purchase Orders

2. Create a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3. Enter the following PO line: − Item = f10000 − Quantity = 50 − Price = 100

4. (B) Shipments.

5. Enter shipment lines according to the following table:

Num Organization Ship-To Quantity Promised Date

1 M1 M1-Seattle 18 Today + 5 days





6. (T) More. Enter Match Approval Level information for line 2 and 3 according to the following table:

Num Receipt Close Tolerance (%)

Invoice Close Tolerance (%)

Match Approval Level

Invoice Match Option

2 5 5 2-way PO

3 5 5 2-way PO

7. With the cursor on shipment line 1, choose (B) Distributions.

8. Enter the distribution lines according to the following table:

Num Destination Type Quantity Charge Account

1 Expense 18 01-110-7050-0000-000

9. Save your work. Close the Distributions window and return to the Shipments window.




1 Expense 12 01-110-7050-0000-000





1 Expense 12 01-110-7050-0000-000

2 Expense 8 01-120-5341-0000-000

15. Save your work. Close the Distributions and Shipments windows to return to the Purchase Order window.

16. Select (B) Approve and submit the purchase order for approval, deselect all other options.

17. Record your purchase order number _____________________



Solution - Create a Standard Purchase Order

Tasks

Create a Standard Purchase Order



1. Navigate to the Enter Purchase Orders window.

• (N) Purchase Orders > Purchase Orders

2. Create a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3. Enter the following PO line: − Item = f10000 − Quantity = 50



Enter Purchase Order Shipments

4. (B) Shipments

5. Enter shipment lines according to the following table:

Num Organization Ship-To Quantity Promised Date




Enter More Information

6. (T) More

7. Enter Match Approval Level information for line 2 and 3 according to the following table: Num Receipt Close

Tolerance (%) Invoice Close

Tolerance (%) Match

Approval Level Invoice

Match Option

2 5 5 2-way PO

3 5 5 2-way PO

Enter Purchase Order Distributions




1 Expense 18 01-110-7050-0000-000





1 Expense 12 01-110-7050-0000-000







1 Expense 12 01-110-7050-0000-000

2 Expense 8 01-120-5341-0000-000

17. Save your work and close the windows until the Purchase Order Header is displayed.

Approve the Purchase Order

18. (B) Approve

19. Select Submit for Approval, deselect all other options.

20. (B) OK

21. Record your purchase order number _____________________



Practice - Match to Purchase Order

Overview

In this practice you will enter invoices and match them to a standard purchase order in the following ways:

• Match to PO Shipment Lines – Your supplier shipped 26 units of the item and billed you for them. The shipments were for the first and second shipment lines. The rest of the purchase order will be shipped and billed at a later date. Use Invoice XX5000 to match to PO for this method.

• Match to PO Distributions - Your supplier has shipped 5 more units of the item you ordered and therefore has billed you for them. The shipments were for the second and third shipment lines. The remainder of the purchase order is on back order and will be shipped and billed at a later date. Use Invoice XX6000 to match to PO for this method.

• Quick Match – Your supplier has finally shipped the remaining units and therefore has billed you for them. The shipment was for the balance of the second and third shipment lines. Use Invoice XX7000 to match to PO for this method.

Assumptions



Tasks

Sign On = XXUser/Welcome


Match to PO Shipment Lines




Type Trading Partner Invoice Num Amount Payment Method

Standard XXIBM Corporation XX5000 2600 Electronic

3. (B) Match.



− Supplier Name = XXIBM Corporation − Purchase Order Num = your standard PO number

4. (B) Find.

5. Enter match details according to the following table:

Match Qty Invoiced Unit Price Match Amount

Checked 18 100 1800

Checked 8 100 800

6. (B) Match.

7. In the Invoices window, click (B) All Distributions.

8. In the Invoices window, verify that the distribution total equals the invoice amount.

Match to PO Distributions






11. (B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your standard invoice number

12. (B) Find.

13. Enter match details for line 2, according to the following table:


100

Checked 2 100 200

Note: Leave line 1 blank.

14. Decide whether or not to accept the warning note.

15. With your cursor on line 2, select (B) Distribute.



16. Use the following information for your distribution:


Checked 2 100 200

17. (B) Match.

18. Close the Distributions window and return to the Matching window.



100

100

Checked 3 100 300

Note: Leave lines 1 and 2 blank.




Checked 2 100 200

Checked 1 100 100

22. (B) Match.

23. Close the matching windows.


Quick Match





PO Number

Standard XXIBM Corporation XX7000 2600 Electronic Your purchase order



number

27. (B) QuickMatch.

Note that the invoice lines are automatically populated based on the remaining purchase order shipment lines.

28. (B) All Distributions.




Solution - Match to Purchase Order

Sign On = XXUser/Welcome


Match to PO Shipment Lines







4. (B) Find.

5. Enter match details according to the following table:


Checked 18 100 1800

Checked 8 100 800



6. (B) Match.

7. In the Invoices window, click (B) All Distributions.




Match to PO Distributions







12. (B) Find.



100

Checked 2 100 200

Note: Leave line 1 blank.



14. Decide whether or not to accept the warning note.




Checked 2 100 200

17. (B) Match.

18. Close the Distributions window and return to the Matching window.



100

100

Checked 3 100 300

Note: Leave lines 1 and 2 blank.






Checked 2 100 200

Checked 1 100 100

22. (B) Match.

23. Close the windows to return to the Invoices window.




Quick Match





PO Number

Standard XXIBM Corporation XX7000 2600 Electronic Your purchase order number

27. (B) QuickMatch.



Note that the invoice lines are automatically populated based on the remaining purchase order shipment lines.

28. (B) All Distributions.




Practice - Enter Quick Invoices

Overview

The Quick Invoices window supports “heads-down” data entry for invoices that do not require much research. In this practice, you will enter standard invoices in using the Quick Invoices window.

Assumptions



Tasks


Challenge: Try to do this lab without touching the mouse.

1. Use the following keystrokes when possible:

Action Keyboard Shortcut

Switch to bottom region [Shift+PgDown]

Switch to top region [Shift+PgUp]

Add a new invoice (from top region) [Ctrl+Down]

2. Navigate to the Quick Invoices window.

• Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick

3. (B) Enter

3. Enter the first invoice using the information provided on the invoice below.

Note: Quick Invoices supports one invoice per form. Use the Save and Next button to create a new invoice.



XXIBM Corporation Invoice No. XX1001 1 Main St. San Francisco, CA


5 XXIBM Thinkpad 3000.00 15000.00

Subtotal 15000.00 Shipping 0.00 Tax 0.00 Total 15000.00

Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000

4. Save your work.

5. Enter the second invoice using the information provided on the invoice below.



2 Dell Desktops 1250.00 2500.00



6. Save your work.



7. Enter the third invoice using the information provided on the invoice below.



2 Dye sublimation 3500.00 7000.00 printers



9. Create the invoices from Quick Invoices.

10. Verify that: − Source = Quick Invoices − Quick Invoice Batch = XXQuick

11. Submit your invoices.

12. Review the output once the request completes.

13. View your newly created invoices.

14. Navigate to the Invoice Workbench.

15. Query your invoices and ensure the system created all of your invoices.



Solution - Enter Quick Invoices

Tasks


Challenge: Try to do this lab without touching the mouse.

1. Use the following keystrokes when possible:

Action Keyboard Shortcut

Switch to bottom region [Shift+PgDown]

Switch to top region [Shift+PgUp]

Add a new invoice (from top region) [Ctrl+Down]

Enter Invoices

2. Navigate to the Quick Invoices window.

• Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick

3. (B) Enter

Note: The fields that are not shown as required will default information during the creation process.

Note: Account must be entered or the creation process will fail. Note that the Track as Asset field is not checked, but will be checked once the invoices are created on the Invoice Workbench.

4. Enter the first invoice header using the information provided below. Supplier Site Invoice Num Invoice

Amount Payment Method

XXIBM Corporation

SAN FRANCISCO

XX1001 15000 Electronic

5. Enter the first invoice lines based on the following table: Type Amount Account Unit of Measure Quantity

Invoiced Unit Price

Item 15000 01-000-1570-0000-000

Each 5 3000



Note that you must specify a Unit of Measure if you are entering data in the Quantity Invoiced and Unit Price fields.

6. (B) Save and Next

7. Enter the second invoice header using the information provided below. Supplier Site Invoice Num Invoice


XXIBM Corporation

SAN FRANCISCO


8. Enter the second invoice line based on the following table: Type Amount Account Unit of Measure Quantity

Invoiced Unit Price

Item 2500 01-000-1570-0000-000

Each 2 1250

9. (B) Save and Next

10. Enter the third invoice header using the information provided below. Supplier Site Invoice Num Invoice


XXIBM Corporation

SAN FRANCISCO


11. Enter the third invoice line based on the following table: Type Amount Account Unit of Measure Quantity

Invoiced Unit Price

Item 7000 01-000-1570-0000-000

Each 2 3500

Create Invoices from Quick Invoices

13. (B) Create Invoices

14. Verify that: − Source = Quick Invoices − Quick Invoice Batch = XXQuick



15. (B) OK to submit

16. (B) OK to accept the note.

17. Review the output once the request completes. − (M) View > Requests

− All my requests = Checked − (B) Find

− Select your request once it completes. − (B) View Output.

View Newly Created Invoices

18. Navigate to the Invoice Workbench:


19. Query the invoices to ensure the system created them.

• (M) View > Find − Trading Partner = XXIBM Corporation

• (B) Find



Practice - Enter a Purchase Order for Matching to Quick Invoices

Overview

In this practice, you will enter a Purchase Order (PO) for matching to quick invoices.

Assumptions



Tasks



1. Navigate to the Purchase Order window.

• (N) Purchase Orders > Purchase Orders > (B) Enter

2. Enter a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3. Enter purchase order line: − Item = AS18947 − Quantity = 4 − Need by Date = Tomorrow’s date

4. (B) Shipments.

5. Enter shipments according to the following table:

Num Ship-To Quantity Promised Date

1 M1-Seattle 2 Today + 5 Days


6. Save your work.

7. Close the Shipments window.



8. Approve the purchase order. − Submit for Approval = Selected − All other options = De-selected

9. Write down your PO number _____________.



Solution - Enter a Purchase Order for Matching to Quick Invoices

Tasks

Enter a Purchase Order



1. Navigate to the Purchase Order window.

• (N) Purchase Orders > Purchase Orders > (B) Enter

2. Enter a standard purchase order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Buyer = Stock, Ms. Pat

3. Enter purchase order line: − Item = AS18947 − Quantity = 4 − Need by Date = Tomorrow’s date

4. (B) Shipments



5. Enter shipments according to the following table:

Num Ship-To Quantity Promised Date



6. Save

7. Close the Shipments window.

8. Approve the purchase order.

• (B) Approve − Submit for Approval = Selected − All other options = De-selected

9. (B) OK

10. Write down your PO number _____________.



Practice - Match to a PO in Quick Invoices

Overview

In this practice, you will match to a PO in Quick Invoices.

Assumptions



Tasks

Sign On: XXUser/Welcome


1. Navigate to the Quick Invoices window

• (N) Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick-2 − (B) Enter

2. Enter invoice header information according to the following table:

Invoice Num Supplier Site Invoice Amount Description

XX2007 XXIBM Corporation SAN FRANCISCO 4831.44 AS18947

3. Enter line information according to the following table: Type Amount PO Number PO

Line # PO

Ship # PO

Dist # Quantity Invoiced

Item 2415.72 Your PO # 1 1 1 2

Item 2415.72 Your PO # 1 2 1 2

4. Create your invoice using the Quick Invoices window.

5. Verify that the Source = Quick Invoices and the Quick Invoices Batch is the one you just entered.

6. Submit the request



7. View the output once it completes.


9. Query your invoice.

10. Verify that the system created your invoice.



Solution - Match to a PO in Quick Invoices

Tasks

Sign On: XXUser/Welcome


Enter an Invoice

1. Navigate to the Quick Invoices window

• (N) Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XXQuick-2

2. (B) Enter

3. Enter invoice header information according to the following table:

Invoice Num Supplier Site Invoice Amount Description PayMe

XX2007 XXIBM Corporation SAN FRANCISCO 4831.44 AS18947 Electro



4. Enter line information according to the following table: Type Amount PO Number PO

Line # PO

Ship # PO

Dist # Quantity Invoiced

Item 2415.72 Your PO # 1 1 1 2

Item 2415.72 Your PO # 1 2 1 2

5. Save your work.

Create Invoices using the Quick Invoices window

6. (B) Create Invoices

7. Verify that the Source is Quick Invoices and the Quick Invoices Batch is the one you just entered.

8. (B) OK. To submit the request.

9. (B) OK to accept the note box.

10. View the output once it completes. − (M) View > Requests



− All my requests = Checked − (B) Find

− Select your request once it completes. − (B) View Output.

View Newly Created Invoices



12. Query your invoice − (M) View > Find

− Trading Partner = XXIBM Corporation − Invoice Num = XX2007

− (B) Find

13. Verify that the system created your invoice.

Note that if you click (T) Lines, each line has the PO Number, PO Line, and PO Shipment number that the line is matched to.



Practice - Create a Special Calendar

Overview

In this practice, you will create a special calendar.

Assumptions



Tasks


1. Navigate to the Special Calendar definition window.

• (N) Setup > Calendar > Special Calendar − Name = XXMonthly − Periods Per Year = 12 − Type of Calendar = Recurring Invoice

2. Enter calendar periods beginning with the current month and 6 more.

3. Save your work.



Solution - Create a Special Calendar

Tasks


Create a Special Calendar

1. Navigate to the Special Calendar definition window

• (N) Setup > Calendar > Special Calendar − Name = XXMonthly − Periods Per Year = 12 − Type of Calendar = Recurring Invoice

2. Enter calendar periods beginning with the current month and 6 more.

3. Save

Note: The combination of the Period Name and Year will be used as the System Name. The System Name and the Recurring Invoice Template Name will become the Invoice Number for the generated recurring invoices.



Practice - Create Recurring Invoices

Overview

You have signed a six-month lease for a total of $12,000 for the entire period with XXIBM Corporation in San Francisco. You are required to pay the same amount each month but do not receive an invoice for the rent. Define a recurring invoice to handle the creation of all the invoices for $2,000 for this supplier starting with the first of the next month. In this practice, you will create recurring invoices.

Assumptions



Tasks


1. Navigate to the Recurring Invoices window.

• (N) Invoices > Entry > Recurring Invoices − Name = XXIBM Corporation − Site = SAN FRANCISCO

2. Enter the following calendar information: − Name = XXMonthly − Number of Periods = 6 − First = This Month

3. Enter the Template Definition: − Number = XXRent − Description = Monthly Rent

4. (T) Line Definition. In the Distribution Origin section, select Distribution Set and select your full Distribution set: XXUtilities.

5. (T) Amounts. Enter the following amounts: − First amount = 2000

Note: Number of Regular Invoices = 6.

6. (T) Payment. Ensure the Payment Method = Electronic.

7. Accept the default values for the remainder of the fields.



8. In the Number of Invoices field, enter 6.

Note: The Number of Invoices field is at the bottom of the window.

9. (B) Create Recurring Invoices.

10. Complete the invoice generation process. (B) OK.

11. Query your invoice in the Invoices window.



12. Verify the invoices.

Note: The invoices will have the following name structure: XXRent-MONTH



Solution - Create Recurring Invoices

Tasks

Enter a Recurring Invoice Template

1. Navigate to the Recurring Invoices window

• (N) Invoices > Entry > Recurring Invoices − Name = XXIBM Corporation − Site = SAN FRANCISCO

2. Enter the following calendar information: − Name = XXMonthly − Number of Periods = 6 − First = This Month

3. (T) Invoice Definition. − Number = XXRent − Description = Monthly Rent

4. (T) Line Definition.

5. In the Origin section, select Distribution Set. In the Name field, enter the Distribution set you created earlier: XXUtilities.



6. (T) Amounts − First amount = 2000 − Accept the default values for the remainder of the fields.

7. (T) Payment. − Payment Method = Electronic − Accept the default values for the remaining fields.

Generate Invoices

8. In the Number of Invoices field, enter 6.

Note: It is not necessary to generate all 6 invoices at one time. The template could be used to generate a few at a time so fewer periods in advance would need to be set to Open or Future.

9. (B) Create Recurring Invoices

10. Complete the invoice generation process. (B) OK.

11. Query your invoice in the Invoices window.





12. Verify the invoices.

Note: The invoices will have the following name structure: XXRent-MONTH



Practice - Calculate a Supplier Balance

Overview

Calculate the balance due to your supplier. In this practice, you will calculate a supplier balance.

Assumptions



Tasks


1. Query XXIBM Coporation in the Find Invoices window.

• Invoices > Entry > Invoices − (M) View > Find

− Trading Partner = XXIBM Corporation

2. Calculate the balance owed.

3. View the amount owed.



Solution - Calculate a Supplier Balance

Tasks

Calculate the Balance Owed to a Supplier

1. Open the Find Invoices window.

• Invoices > Entry > Invoices − (M) View > Find

− Trading Partner = XXIBM Corporation.

2. (B) Calculate Balance Owed − Operating Unit = Vision Operations − Take Discount = Selected − Include Future Dated Payments = Selected

3. (B) Calculate.

4. View amount owed.



Practice - Run Hold Reports

Overview

In this practice, you will run Hold reports.

Assumptions



Tasks


1. Submit the Matching Hold Detail Report

2. Submit the Invoice on Hold Report

3. Monitor the requests until they complete successfully and review the output.



Solution – Run Hold Reports

Tasks


Submit the Matching Hold Detail Report

The Matching Hold Detail report shows invoices that were held or released due to matching issues.

1. Navigate to the Standard Request Submission window,

• Other > Requests > Run

2. Submit the Matching Hold Detail report: − Supplier Name = XXIBM Corporation

3. (B) OK

4. (B) Submit

5. Monitor the request until it completes successfully and review the output.

Submit the Invoice on Hold Report

The Invoice on Hold report shows invoices on hold due to matching or non-matching issues.

1. Navigate to the Standard Request Submission window,

• Other > Requests > Run

2. Submit the Invoice on Hold report: − Trading Partner = XXIBM Corporation

3. (B) OK

4. (B) Submit

5. Monitor the request until it completes successfully and review the output.



Practice - Place a Hold on an Invoice

Overview

There are several types of holds including Supplier Site Holds, Invoice Holds and Scheduled Payment Holds. Some holds can be manually released and others may not. If an invoice is on a hold that cannot be manually released (like a distribution variance hold), the problem must be fixed. In this practice, you will place a hold on an invoice.

Assumptions



Tasks




2. Query invoice number XX2000

• (M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX2000

3. Place an amount hold on your invoice.

4. Save your work.



Solution - Place a Hold on an Invoice

Tasks


Query an Invoice



2. Query invoice number XX2000


3. (B) Find

Place a Hold on an Invoice

5. (T) Holds − Hold Name = Amount

6. Save

7. (T) General

Note that Holds = 1.



Practice - Release Holds

Overview

You have received formal approval from the management to release invoice number 2000. When you have completed this practice, please find and approve all the invoices you have entered. If any of your invoices are on hold, please release the hold(s). Remember you may need to correct the reason the invoice is on hold prior to being able to approve it. In this practice, you will release holds.

Assumptions



Tasks


1. Navigate to the Invoices window and query your invoice.


3. Release the hold on your invoice.

4. Save your work.



Solution - Release Holds

Tasks


Query an Invoice


• (N) Invoices > Entry > Invoices − (M) View > Find

− Trading Partner = XXIBM Corporation. − Invoice Number = XX2000

2. (B) Find.

Release the Hold

3. Use any Release Name to release your invoice on hold.

4. (T) Holds − Release Name = your choice from LOV

5. Save

6. (T) General

Note that Holds = 0




Practice - Validate Invoices

Overview

Your system is set up to allow the validation of invoices at entry time. The Validation process checks to see if holds should be placed on an invoice or released. Validate invoice number XX1000. Then, generate accounting so it may be viewed online in T-Account format. In this practice, you will validate invoices online.

Assumptions



Tasks


1. Navigate to the Invoices window and query invoice XX1000.

2. Validate the invoice.

3. Verify the invoice status.

4. Validate all the other invoices you created.



Solution - Validate Invoices

Tasks


Validate an Invoice Online

1. Navigate to the Invoices window and query invoice XX1000.



2. (B) Find

3. (B) Actions

4. Validate the invoice. − Validate = Checked

5. Verify the invoice status is Validated

Validate All of Your Invoices

6. Ensure all of your invoices are validated, using one of the methods in the table below: Method Navigation

Online Validation Query the invoice, (B) Actions > Validate

Invoice Validation (N) Other > Requests > Run, Invoice Validation − Option = All − Supplier Name = XXIBM Corporation

You should have entered the following invoices: Practice Invoice Number

Enter an Invoice for a Fixed Asset XX2000

Enter an Invoice with Distribution Set

XX3000

Enter an Invoice with Freight Distribution

XX16000

Allocate Freight and Misc Charges XX17000

Create a Schedule Payment XX8000



Enter Quick Invoices XX1001, XX1002, XX1003

Match PO to Quick Invoice XX2007

Match to PO Distributions XX5000, XX6000, XX7000

Recurring Invoices XXRent-MONTH

Note: Invoice XX150 was entered during the Create Folder Forms practice, but it is not a full invoice, so don’t validate it. Invoice XX1000 is validated earlier in this practice.



Practice - Create an Internal Bank Account

Overview

In this practice, you will create a bank account.

Assumptions



Tasks

Responsibility: Cash Management, Vision Operations (USA)

Create a Bank

1. Navigate to Manage Banks and Branches.

• (N) Setup > Banks: Banks

2. (B) Create.

3. Select Create a New Bank and enter the following data: Field Name Value

Country United States

Bank Name XXAP Bank

4. (B) Save and Next.

5. In the Create Bank: Bank Address page, (B) Create.

6. Enter the following data: Field Name Value


Address Line 1 1 Main Street

City San Francisco

County San Francisco

State CA

Postal Code 94105

Status Active



7. (B) Apply.

Note: Click Apply again if you get an error message for the Postal Code.

8. (B) Finish.

Create a Bank Branch

9. (T) Bank Branches.

10. (B) Create.

11. Enter the following Bank Branch Information: − Country = United States − Bank Name = XXAP Bank

12. (B) Continue.

13. Enable the Create New Branch option.

14. Enter the following bank branch data: Field Name Value

Branch Name XXAP Branch

Branch Type ABA

15. (B) Finish.

Create Bank Account

16. Navigate to the Home page, and then navigate to the Manage Bank Accounts window.

• (L) Home

• (N) Setup > Banks: Bank Accounts

17. (B) Create.

18. Enter the following data. Field Name Value


Bank Name XXAP Bank

Bank Branch XXAP Branch

19. (B) Continue.

20. Define the Account Owner and Use information.



− Bank Account Owner = Vision Operations − Account Use

− Payables = Checked − Receivables = Checked

21. (B) Next.

22. Enter the following information in the Account Information page: Field Name Value

Account Name XXAP Disbursement

Account Number XX-1234-5678

Currency USD

Use Multiple Currencies

Checked

Account Type Checking

Description Cash Disbursement Account


24. Enter the following information in the General Controls section of the Account Controls page:

Field Name Value

Cash 01-000-1110-0000-000

Bank Charges 01-720-7870-0000-000

Foreign Exchange Charges 01-000-2580-0000-000

Netting Account No

Cash Clearing 01-000-1110-0000-000

Bank Errors 01-720-7870-0000-000

Agency Location Code Blank

25. Enter the following information in the Payables Controls section of the Account Controls page:

Field Name Value

Multiple Currency Payments Checked

Allow Zero Payments Not Checked

Pooled Account Not Checked

Maximum Outlay 1,000,000.00

Minimum Payment 5.00

Maximum Payment 200,000.00




27. (B) Add Organization Access. − Account Use


− Organization = Vision Operations

28. (B) Continue.

29. Review the GL Accounts for Payables

30. (B) Apply.


32. (B) Create Contact.

33. Enter the Contact information. − First Name = Your name − Last Name = Your name − Email = [email protected]

34. (B) Apply.

35. (B) Finish.

Create Payment Documents

36. In the Manage Bank Accounts window, query the bank account you created. − (N) Setup > Banks : Bank Accounts − Account Name = XXAP Disbursement − (B) Go.

37. Select the bank account and click (B) Manage Payment Documents.

38. (B) Create.

39. Create a Check stock using the following information. − Name = XXAP Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format − First Document Number = 1000 − Last Document Number = 1100

40. (B) Apply.

41. (B) Create.



42. Create an Employee Check stock using the following information. − Name = XXAP Employee Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format − First Document Number = 1000 − Last Document Number = 9900

43. (B) Apply.

Review Bank Accounts

44. Navigate to the Home page, and switch to Payables, Vision Operations (USA) responsibility.

45. Navigate to the Standard Request Submission window.

• (N) Other > Requests > Run

46. Run the Bank Account Listing Report − Name = Bank Account Listing − Sort Accounts By = Banks, Branch, Account Name − Include Active/Inactive Accounts = Both − Effective Date = Today’s Date

47. Select OK and Submit.

48. View the report output.

• (M) View > Requests − All my requests = Checked − (B) Find.



Solution – Create a Internal Bank Account

Create a Bank

Responsibility = Cash Management, Vision Operations (USA)

1. Navigate to Manage Banks and Branches.

• (N) Setup > Banks: Banks

3. (B) Create.

4. Select Create a New Bank and enter the following data: Field Name Value


Bank Name XXAP Bank


6. In the Create Bank: Bank Address page, (B) Create.

7. Enter the following data: Field Name Value


Address Line 1 1 Main Street



City San Francisco

County San Francisco

State CA

Postal Code 94105

Status Active

8. (B) Apply.

Note: Click Apply again if you get an error message for the Postal Code.

9. (B) Finish.

Create a Bank Branch

11. (T) Bank Branches.

12. (B) Create.

11. Enter the following Bank Branch Information: − Country = United States − Bank Name = XXAP Bank

14. (B) Continue.

15. Enable the Create New Branch option.

16. Enter the following bank branch data:



Field Name Value

Branch Name XXAP Branch

Branch Type ABA

17. (B) Finish.

Create Bank Account

18. Navigate to the Home page and then navigate to the Manage Bank Accounts window.

• (L) Home

• (N) Setup > Banks: Bank Accounts

20. (B) Create.

21. Enter the following data. Field Name Value


Bank Name XXAP Bank

Bank Branch XXAP Branch

22. (B) Continue.

23. Define the Account Owner and Use information. − Bank Account Owner = Vision Operations



− Account Use − Payables = Checked − Receivables = Checked

24. (B) Next.

25. Enter the following information in the Account Information page: Field Name Value

Account Name XXAP Disbursement


Currency USD

Use Multiple Currencies

Checked

Account Type Checking

Description Cash Disbursement Account


27. Enter the following information in the General Controls section of the Account Controls page:

Field Name Value

Cash 01-000-1110-0000-000

Bank Charges 01-720-7870-0000-000

Foreign Exchange Charges 01-000-2580-0000-000

Netting Account No

Cash Clearing 01-000-1110-0000-000

Bank Errors 01-720-7870-0000-000

Agency Location Code Blank

28. Enter the following information in the Payables Controls section of the Account Controls page:

Field Name Value

Multiple Currency Payments Checked

Allow Zero Payments Not Checked

Pooled Account Not Checked

Maximum Outlay 1,000,000.00

Minimum Payment 5.00

Maximum Payment 200,000.00




30. (B) Add Organization Access. − Account Use


− Organization = Vision Operations

31. (B) Continue.

32. Review the GL Accounts for Payables

33. (B) Apply.


35. (B) Create Contact.

36. Enter the Contact information. − First Name = Your name − Last Name = Your name − Email = [email protected]

37. (B) Apply.

38. (B) Finish.

Create Payment Documents

39. In the Manage Bank Accounts window, query the bank account you created. − (N) Setup > Banks : Bank Accounts − Account Name = XXAP Disbursement − (B) Go.

40. Select the XXAP Disbursement bank account and click (B) Manage Payment Documents.

41. (B) Create.

42. Create a Check stock using the following information. − Name = XXAP Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format



− First Document Number = 1000 − Last Document Number = 1100

43. (B) Apply.

44. (B) Create.

45. Create an Employee Check stock using the following information. − Name = XXAP Employee Check Stock − Paper Stock Type = Prenumbered Stock − Format = External Check Format − First Document Number = 1000 − Last Document Number = 9900

46. (B) Apply.

Review Bank Accounts

47. Navigate to the Home page and switch to Payables, Vision Operations (USA) responsibility.



49. Run the Bank Account Listing Report − Name = Bank Account Listing − Sort Accounts By = Banks, Branch, Account Name − Include Active/Inactive Accounts = Both − Effective Date = Today’s Date


51. View the report output.

• (M) View > Requests − All my requests = Checked − (B) Find.



Practice - Create an External Bank Account

Overview

In this practice, you will create an external bank account for your supplier XXIBM Corporation. Then you will assign the bank account to the supplier site: San Francisco.

Assumptions



Tasks


Create External Bank Account

1. Navigate to the Suppliers window.


2. Query the XXIBM Corporation supplier. − Supplier = XXIBM Corporation − (B) Go

3. (I) Update

4. Create a New Bank Account for the supplier. This bank account is held at the same bank and bank branch that you set up previously for your internal bank account.

5. (L) Banking Details

6. (B) Create

7. Enter the following account details. Field Name Value


Bank Name (B) Select Existing Bank − XXAP Bank

Branch Name (B) Select Existing Branch − XXAP Branch




Account Name Supplier Remit To Account

Currency US dollar

8. (B) Apply.

Assign the bank account to the supplier site: SAN FRANCISCO

9. Select the account assignment level: − Select Account Assignment Level = Site. − Vision Operations- SAN FRANCISCO

10. Click (B) Go.

11. Click (B) Add.

12. Query the supplier account.

13. Enable the check box for the Supplier Remit To Account that you created earlier.

14. Click (B) Select.

15. Click (B) Save.



Solution – Create an External Bank Account




2. Query the XXIBM Corporation supplier. − Supplier = XXIBM Corporation − (B) Go

3. (I) Update

4. Create a New Bank Account for the supplier. This bank account is held at the same bank and bank branch that you set up previously for your internal bank account.

5. (L) Banking Details

6. (B) Create

7. Enter the following account details. Field Name Value


Bank Name (B) Select Existing Bank − XXAP Bank

Branch Name (B) Select Existing Branch − XXAP Branch


Account Name Supplier Remit To Account

Currency US dollar



8. (B) Apply.

9. Assign the bank account to the supplier site: SAN FRANCISCO, by selecting the account assignment level:

− Site. − Vision Operations- SAN FRANCISCO

10. Click (B) Go.

11. Click (B) Add.

12. Query the supplier account.



13. Enable the check box for the Supplier Remit To Account that you created earlier.

14. Click (B) Select.

15. Click (B) Save.



Practice - Create a Manual Payment

Overview

It has been brought to your attention that your supplier requires immediate payment of invoice number XX3000 for 2567.59. Since you have typed a check for the amount due, record this manual payment in the system as payment of the supplier’s invoice

In this practice, you will create a manual payment.

Assumptions



Tasks


Change Payment Method to Check

1. Navigate to the Invoices window:


2. Find invoice XX3000.


3. (B) Find.

4. Update the payment method to check − Payment Method = Check

5. Save.

Enter Payment Information

4. Navigate to the Payments window.

• (N) Payments > Entry > Payments

5. Enter data in the following fields:



− Type = Manual − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (For example, 24-APR_2007) − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format – XXAP Check Stock

Select Invoice to Pay

6. (B) Enter/Adjust Invoices.

7. Select invoice XX3000.

8. Save your work.

9. Close the Select Invoices window.

10. Return to the Payments window.



Solution - Create a Manual Payment

Prerequisite

Before you can create a manual payment, you must validate the invoice created in the practice entitled Enter an Invoice Using a Distribution Set.

Note: For these practices, invoice approval is not required. Approval is indicated in the Approval field of the General tab within the Invoice Workbench window.






3. (B) Find.


5. Save.

Enter Payment Information

6. Navigate to the Payments window.


7. Enter data in the following fields: − Type = Manual − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (For example, 24-APR_2007) − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format - XXAP Check Stock



Select Invoice to Pay


9. Select invoices XX3000 from the Invoice Number LOV.



The Select Invoices window displays all invoices that: − have been entered in Payables − have been approved, if necessary − have been validated − are ready to be paid

Note: If you do not see your invoice in the list of values for the Invoice Number field, return to the Invoice Workbench to ensure the invoice has been validated.

10. Save by clicking the Save icon in the toolbar.

11. Close the Select Invoices window.


The invoice you selected in the Select Invoices window, Invoice Number XX3000, now appears in the lower region of the Payments window. You have now successfully recorded the payment that was manually prepared outside the system.

Note: Because this is a Manual type of payment, no payment format is used and therefore no output, such as check or EFT is produced. We are simply recording the fact that a check was written outside of the Payables system.



Practice - Create a Quick Payment

Overview

Your Facilities Manager just realized that he did not pay the utility charges for a remote storage facility. In this practice, you will change the invoice payment method to check, and create a quick payment for invoice XX5000.

Assumptions



Tasks







3. (B) Find.


5. Save.

Make the Quick Payment

6. Navigate to the Payment Workbench window.


7. Enter data in the following fields: − Type = Quick − Trading Partner = XXIBM Corporation



− Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (for example, 30-APR-2007) − Payment Amount = 2,600.00 − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = select one of the XXAP Check Stock options from the

LOV − Remit-to-Account = XXXXXX4321

Select Invoice to be Paid


The Select Invoices window displays all invoices that are validated and ready to be paid.

Note: If you do not see your invoice in the Invoice Number list of values, return to the Invoice Workbench to ensure it is validated.

9. Select Invoice XX5000.

10. Save by clicking the Save icon in the tool bar.

11. Return to the Payment s window.

The invoice you selected in the Select Invoices window, XX5000, now appears in the lower region of the Payments window.



Solution - Create a Quick Payment

Enter an Invoice







3. (B) Find.


5. Save.

Make the Quick Payment

6. Navigate to the Payment Workbench window:




7. Enter data in the following fields: − Type = Quick − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (for example, 30-APR-2007) − Payment Amount = 2600 − Bank Account = XXAP Disbursement − Payment Method = Electronic − Payment Process Profile = select one of the XXAP Check Stock options from the

LOV − Remit-to-Account = XXXXXX4321

Select Invoice to be Paid


The Select Invoices window displays all invoices that are validated and ready to be paid. − Invoice Number = XX5000

9. Save by clicking the Save icon in the tool bar.




Practice - Place a Stop on a Payment

Overview

Your supplier has notified you that they have not received payment for invoice number XX5000 for 2600. In this practice, you will place a stop on a payment.

Assumptions



Tasks




2. Find the payment for invoice XX5000.

• (M) View > Find − Amounts = 2600.00 − Payee Name = XXIBM Corporation

3. (B) Find.

4. Stop the payment using the Actions button.

5. View the Stopped Payment.



Solution - Place a Stop on a Payment

Tasks

Stop Payment



2. Find the payment for invoice XX5000.

• (M) View > Find − Amounts = 2600.00 − Payee Name = XXIBM Corporation

3. (B) Find.

4. (B) Actions: − Initiate Stop = Checked



5. Select OK.

6. Select OK to accept the Caution message.

7. (B) Payment Overview.

Note that Status = Stop Initiated.



Practice - Void and Reissue a Payment

Overview

You issue a manual payment for invoice XX3000. However, your bank has confirmed that the payment has not cleared. You have decided to Void and Reissue the payment. In this practice, you will void and reissue a payment.

Assumptions



Tasks


Pay Invoice XX3000





3. (B) Find.

Void and Reissue Payment

4. Reissue payment. − (B) Actions − Reissue = Checked − Note the New Paper Document Num _____________.

When you reissue a payment, the original payment is automatically voided and the new payment is created when you click OK.

5. View the Voided Payment in the Payment Overview window − (B) Payment Overview.

6. View the Reissued Payment



− (M) View > Find − Numbers = your new check number − Payee Name = XXIBM Corporation

− (B) Find

7. Close the windows and return to the Navigator.



Solution - Void and Reissue a Payment

Tasks

Pay Invoice XX3000





3. (B) Find.

Void and Reissue Payment

4. Reissue payment. − (B) Actions − Reissue = Checked − Note the New Paper Document Num _____________.



When you reissue a payment, the original payment is automatically voided and the new payment is created when you click OK.

5. View the Voided Payment in the Payment Overview window − (B) Payment Overview.

6. View the Reissued Payment − (M) View > Find

− Numbers = your new check number − Payee Name = XXIBM Corporation

− (B) Find

7. Close the windows and return to the Navigator.



Practice - Create a Payment Process Request Template

Overview

A payment process request template is a blueprint that simplifies and expedites pay runs by preselecting pertinent payment data, such as general header information, payment selection criteria, payment attributes, processing instructions, and how validation failures are handled. Payment process request templates enable you to:

• Minimize data entry by saving you from re-keying frequently used values, which simplifies and expedites pay runs

• Use a template as a starting point for submitting scheduled pay runs

In this practice, you will create a payment process request template.

Assumptions



Tasks


Navigation

1. Navigate to the Payments Manager.

• (N) Payments > Entry > Payments Manager

2. Navigate to the Create Payment Process Request Template page.

• (T) Templates > (B) Create

Specify Template Header Information

3. Enter header information in the following fields: − Name = XXTemplate − Description = XXTemplate Description

Specify Payment Selection Criteria

4. (T) Scheduled Payment Selection Criteria.



5. Enter data in the following fields. − Number of Pay From Days = leave blank − Additional Pay through Days = 0 − Payee = XXIBM Corporation − Payment Method = Check

6. Under the Pay Groups region, select the Specify radio button.

7. (B) Add.

8. Select XXPay Group.

Specify Payment Attributes

10. (ST) Payment Attributes.

11. Enter data in the following fields. − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment

Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate

Specify Degree of Payment Process Request Automation

12. (ST) Process Automation.

13. Select the check box for Stop Process for Review After Scheduled Payment Selection.

14. Select the check box for Stop Process for Review After Creation of Proposed Payments.

15. In the Create Payment Instructions drop-down list, select the Initiate When Payment Process Request is Complete option.

16. (B) Apply.



Solution - Create a Payment Process Request Template


Navigation



2. Navigate to the Create Payment Process Request Template page.

• (T) Templates > (B) Create

Specify Template Header Information

3. Enter header information in the following fields: − Name = XXTemplate − Description = XXTemplate Description

Specify Payment Selection Criteria


5. Enter data in the following fields. − Number of Pay From Days = leave blank − Additional Pay through Days = 0



− Payee = XXIBM Corporation − Payment Method = Check

6. Under the Pay Groups region, select the Specify radio button.

7. (B) Add.

8. Select XXPay Group.

Note: The fields used to limit invoices selected for a pay run will vary, depending on your business process.

Specify Payment Attributes


11. Enter data in the following fields. − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment


Specify Degree of Payment Process Request Automation




13. Select the check box for Stop Process for Review After Scheduled Payment Selection.

14. Select the check box for Stop Process for Review After Creation of Proposed Payments.

15. In the Create Payment Instructions drop-down list, select the Initiate When Payment Process Request is Complete option.

16. (B) Apply.

The confirmation message displays, indicating that you have successfully created the payment process request template.



Practice - Run the Cash Requirement Report

Overview

The Cash Requirement Report is used to forecast immediate cash needs for invoice payments. Your company submits this report before every pay run to determine cash requirements for the batch.

In this practice, you will run the Cash Requirement Report and include the three quick invoices you created in a previous practice: Invoice Number XX1001, XX1002, and XX1003.

Assumptions



Tasks


Note: After creating the payment process request template, you can immediately run the Cash Requirement Report from the Payment Process Request Templates page by (I) Run Cash Requirement Report or you can perform the following steps.

Prerequisites

To run the Cash Requirement Report, you will use the following three (3) invoices that you created previously:

• XX1001

• XX1002

• XX1003

Note: Before you can start the practice, you must:

• Change the terms on the preceding invoices from 30 Net to Immediate.

• Change the payment methods on the preceding invoices from Electronic to Check.

• Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold



Change Invoice Payment Terms and Payment Method



2. Find invoice XX1001, XX1002, and XX1003.

• (M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX1001, XX1002, and XX1003

3. (B) Find.

4. Update the invoice − Terms = Immediate − Payment Method = Check

5. Save.

Navigation



2. Select the Single Request radio button and click (B) OK.

3. In the Submit Request window, select the following: − Name = Cash Requirement Report − Operating Unit – Vision Operations defaults in.

4. Enter the following data in the Parameters popup: − Include Unvalidated Invoices, = Yes − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date or the last Invoice Date of the following three

invoices: XX1001, XX1002, and XX1003. − Payment Date = Today’s date or the last Invoice Date of the following three

invoices: XX1001, XX1002, and XX1003. − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

5. (B) OK.

6. (B) Submit. Note the Request ID.

7. (B) No.



Monitor the Process


9. (B) Find.

10. (B) Refresh Data until your Request ID number completes.

11. Select your Request ID.

12. (B) View Output to see the Cash Requirement Report.



Solution - Run the Cash Requirement Report

Note: After creating the payment process request template, you can immediately run the Cash Requirement Report from the Payment Process Request Templates page by (I) Run Cash Requirement Report or you can perform the following steps.

Prerequisites

To run the Cash Requirement Report, you will use the following three (3) invoices that you created previously:

• XX1001

• XX1002

• XX1003

Note: Before you can start the practice, you must:

• Change the terms on the preceding invoices from 30 Net to Immediate.

• Change the payment methods on the preceding invoices from Electronic to Check.

Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold

Navigation



2. Select the Single Request radio button and click (B) OK.

3. In the Submit Request window, select the following: − Name = Cash Requirement Report − Operating Unit – Vision Operations defaults in.

4. Enter the following data in the Parameters popup: − Include Unvalidated Invoices, = Yes − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date or the last Invoice Date of the following three

invoices: XX1001, XX1002, and XX1003. − Payment Date = Today’s date or the last Invoice Date of the following three

invoices: XX1001, XX1002, and XX1003.



− Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

Note: The Include Unvalidated Invoices = Yes parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation.

5. (B) OK.

6. (B) Submit. Note the Request ID.

7. (B) No to the question, “Submit another request?”

Monitor the Process


9. (B) Find.

10. (B) Refresh Data until your Request ID number completes.

11. Select your Request ID.

12. (B) View Output to see the Cash Requirement Report.



Practice - Create a Payment Process Request with Straight-Through Processing for a Payment Method of Check



Practice - Create a Payment Process Request with Straight-Through Processing for a Payment Method of Check

Overview

In this practice, you will enter invoices, then create a payment process request with straight-through processing for a payment method of check. With straight-through processing, the system does not wait for a scheduled Create Payment Instruction program.

Assumptions


• To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Tasks

Prerequisites

To create a payment process request with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report:

• XX1001

• XX1002

• XX1003

Tasks




2. Navigate to the Submit Payment Process Request page.

• (T) Payment Process Requests

• (B) Submit Single Request

Enter Header Information

3. Enter data in the following fields: − Payment Process Request Name = XX Single Payment Process Request



− Use Template = XXTemplate

Enter Selection Criteria


5. Data defaults from the template into the following fields: − Pay From Date = Today’s date or the earliest invoice date of the following invoices:

XX1001, XX1002, or XX1003. − Pay Through Date = Today’s date or the latest invoice date of the following

invoices: XX1001, XX1002, or XX1003. − Payee = XXIBM Corporation − Payment Method = Check − Pay Group = XXPay Group

Enter Payment Attributes


7. In the Payment Date field, enter today’s date.

8. Data defaults from the template into the following fields: − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment


Specify the Degree of Automation for Payment Processing

9. (ST) Processing.

10. Override the template by changing data in the following fields: − Stop Process for Review After Scheduled Payment Selection = Uncheck because

you do not want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Uncheck because

you do not want the process to stop for this payrun. − Create Payment Instructions = Automatically Initiate When Payment Process

Request is Complete

Because neither of the stop check boxes has been selected in the Processing subtab and automatic initiation of the payment instructions has been specified, the XX Single Payment Process Request will run without human intervention.

11. (B) Submit



Find the Newly Created Payment Process Request

12. (T) Payment Process Requests.

13. In the Payment Process Request field (XX Single Payment Process Request), search on your payment process request and (B) Go.

The newly created payment process request displays.

14. (L) Show, which changes to Hide, to view the payment instruction.

15. (B) Refresh Status to view the most recent status of the payment process request.

Print Payment Instructions

16. To print the payment instruction, which in this case, means to print onto a check, (I) Take Action.

17. In the Printer field, select noprint from the list of values.

18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001, invoice XX1002, and invoice XX1003.

Note: Because you specified noprint in the Printer field, you will not actually print the check or take any further action.

View Payment Process Request Details

19. To view the details of the newly created payment process request, click the payment process request name (XX Single Payment Process Request) in the Payment Process Requests page to navigate to the Payment Process Request: <Name> page.

View Payment Details

20. To view details of the payment, (L) Amount.

Note: To view the three invoices you created, click the + (plus sign) to the left of the Documents region.

Record Print Status of Prenumbered Payment Documents

Note: Depending upon your business practice, you may be interested in using a similar dashboard, which is designed to support a payment factory model, where payment processing is centralized. For added experience, you will switch to the Funds Disbursement Process Home, which is an alternate dashboard. Note that the process can be continued from either dashboard.

Since check printing occurs outside of Oracle Applications and has several potential failure points, the system does not know the outcome of printing or reprinting payment documents. Consequently, you need to provide that information to the system through the Record Print



Status page. This page enables you to update the print statuses by marking payment documents Printed, Spoiled, or Skipped.

Note: You can only select a print status of Skipped for payment documents that use a paper stock type of Prenumbered.

21. Switch to Responsibility: Oracle Payments Payment Administrator.

22. (L) Funds Disbursement Process Home .

23. Under the Pending Actions region, note that the Payment Instruction has a status of Submitted for Printing.

Note that the Payment Instruction has a status of Submitted for Printing.

24. To view details of the payment instruction you created, click the Take Action icon.

25. (B) Record Print Status to record the print status of the printed check.

26. Check your printer and note that the check printed successfully so there is no spoiled or skipped check to record in the Record Spoiled Payment Documents or Record Skipped Payment Documents regions.

Note: By default, all payment documents are initially displayed as Printed. The exception is payment documents that have been marked spoiled during the reprinting process are displayed as Spoiled in the Record Print Status page.

27. Select the Submit Positive Pay Program Immediately check box.

If the applicable setup enables positive pay, selecting the check box results in submission of the Positive Pay program immediately after you finish recording the print status. The program creates a positive pay file, formats it, and transmits it electronically to your bank. This prevents check fraud by informing the bank which payment documents are issued and for what amount.

28. (B) Continue.

A warning displays regarding confirmation of the print status.

29. (B) Apply if you are sure that all documents with the status of Printed were, in fact, successfully printed.

A confirmation print status displays for your payment instruction.



Solution – Create a Payment Process Request with Straight-Through Processing for a Payment Method of Check

Prerequisites

To create a payment process request with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report:

• XX1001

• XX1002

• XX1003

Navigation




2. Navigate to the Submit Payment Process Request page.




3. Enter data in the following fields: − Payment Process Request Name = XX Single Payment Process Request − Use Template = XXTemplate

Data from the template defaults onto the payment process request. You can now change data in any subtab of the payment process request if desirable.





invoices: XX1001, XX1002, or XX1003. − Payee = XXIBM Corporation



− Payment Method = Check − Pay Group = XXPay Group



7. In the Payment Date field, enter today’s date.

8. Data defaults from the template into the following fields: − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment





9. (ST) Processing.

10. Override the template by changing data in the following fields: − Stop Process for Review After Scheduled Payment Selection = Uncheck because

you do not want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Uncheck because

you do not want the process to stop for this payrun. − Create Payment Instructions = Automatically Initiate When Payment Process

Request is Complete

Because neither of the stop check boxes has been selected in the Processing subtab and automatic initiation of the payment instructions has been specified, the XX Single Payment Process Request will run without human intervention.

11. (B) Submit

The confirmation window displays.

Find the Newly Created Payment Process Request

12. (T) Payment Process Requests.



13. In the Payment Process Request field, search on your payment process request (XX Single Payment Process Request) and (B) Go.

The newly created payment process request displays.

14. (L) Show, which changes to Hide, to view the payment instruction.

15. (B) Refresh Status to view the most recent status of the payment process request.



Note that the newly created payment process request shows a payment instructions Reference Assigned by Administrator of XX Single Payment Process Request, with a Reference number. Make a note of the Reference number __________.

The Payment Process Request page also displays the following statuses:

• Payment process request status = Formatting

• Payment instructions status = Formatted – Ready for Printing.

Note: The Reference nmber represents the printed payment instruction that was automatically created because the option selected for the Create Payment Instructions field in the Processing subtab was Automatically Initiate When Payment Process Request is Complete.

Note: You can also query the newly created payment process request as follows: − (T) Payment Instructions, enter the payment instruction Reference number in the

Reference field, and (B) Go. − (T) Payments tab, enter the payment process request number in the Payment

Reference Number field, and (B) Go.

Note: If for some reason your pay run pulls invoices other than invoices XX1001, XX1002, and XX1003, cancel the extra invoices or place them on hold so they are not included in the pay run.

Print Payment Instructions

16. To print the payment instruction, which in this case, means to print onto a check, (I) Take Action.

The Print Payment Documents: Payment Instruction <Number> page displays.


18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001, invoice XX1002, and invoice XX1003.

Note: Because you specified noprint in the Printer field, you will not actually print the check or take any further action.

View Payment Process Request Details

19. To view the details of the newly created payment process request, click the payment process request name (XX Single Payment Process Request) in the Payment Process Requests page to navigate to the Payment Process Request: <Name> page. Note that the newly created payment process request displays pertinent information in the Payment and Document Summary region and in the Payments region.



View Payment Details

20. To view details of the payment, (L) Amount.

Note: To view the three invoices you created, click the + (plus sign) to the left of the Documents region.



The Payment: <Number> page shows the three invoices you created in the Documents region, which confirms the following:

• The payment process request (XX Single Payment Process Request) contains the Payment, which includes three invoices.

Record Print Status of Prenumbered Payment Documents

Note: Depending upon your business practice, you may be interested in using a similar dashboard, which is designed to support a payment factory model, where payment processing is centralized. For added experience, you will switch to the Funds Disbursement Process Home, which is an alternate dashboard. Note that the process can be continued from either dashboard.

Since check printing occurs outside of Oracle Applications and has several potential failure points, the system does not know the outcome of printing or reprinting payment documents. Consequently, you need to provide that information to the system through the Record Print Status page. This page enables you to:

• Update the print statuses by marking payment documents Printed, Spoiled, or Skipped.

Note: You can only select a print status of Skipped for payment documents that use a paper stock type of Prenumbered.

21. Log in to the following responsibility: Oracle Payments Payment Administrator.

22. (L) Funds Disbursement Process Home.



23. Under the Pending Actions region, note that the Payment Instruction has a status of Submitted for Printing.

24. To view details of the payment instruction you created, (I) Take Action.

25. (B) Record Print Status to record the print status of the printed check.

The Record Print Status: Payment Instruction <Number> page displays.

26. You check your printer and note that the check printed successfully so there is no spoiled or skipped check to record in the Record Spoiled Payment Documents or Record Skipped Payment Documents regions.

Note: By default, all payment documents are initially displayed as Printed. The exception is payment documents that have been marked spoiled during the reprinting process are displayed as Spoiled in the Record Print Status page.

27. Select the Submit Positive Pay Program Immediately check box.

If the applicable setup enables positive pay, selecting the check box results in submission of the Positive Pay program immediately after you finish recording the print status. The program creates a positive pay file, formats it, and transmits it electronically to your bank. This prevents check fraud by informing the bank which payment documents are issued and for what amount.

28. (B) Continue.

A warning displays regarding confirmation of the print status.



29. (B) Apply if you are sure that all documents with the status of Printed were, in fact, successfully printed.



Practice - Payment Process Request with Stops

Overview

In this practice, you will create a payment process request with three stops for review for a payment method of electronic.

Assumptions


• To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Prerequisites

To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously:

• XX1000

• XX2000

• XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate.

Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold

Tasks


Change Check Template to Electronic Template



2. Navigate to the Payment Process Request Templates page.

• (T) Templates



3. In the Template Name field, enter XXTemplate.

4. (B) Go.

The template displays in the search results section.

5. To update the check template to use for an electronic payment process request, (I) Update.

6. (ST) Scheduled Payment Criteria Selection.

7. In the Payment Method field, select Electronic from the list of values.


9. Change data in the following fields: − Payment Document = leave empty − Payment Process Profile = US NACHA Generic


11. Select the following: − Stop Process for Review After Scheduled Payment Selection = Checked − Stop Process for Review after Creation of Proposed Payments = Checked − Create Payment Instructions = Wait for Standard Request Submission

12. (B) Apply.

Navigation

13. Navigate to the Submit Payment Process Request page:




14. Enter data in the following fields: − Payment Process Request Name = XX Payment Process Request − Use Template = XXTemplate



15. (ST) Scheduled Payment Selection Criteria.

16. Data defaults from the template into the following fields:



− Pay From Date = Today’s date or the earliest invoice date of the following invoices: XX1000, XX2000, or XX16000.

− Pay Through Date = Today’s date or the latest invoice date of the following invoices: XX1000, XX2000, or XX16000.

− Payee = XXIBM Corporation − Payment Method = Electronic − Pay Group = XXPay Group



18. Data defaults from the template into the following fields: − Payment Date = Today’s date − Disbursement Bank Account = XXAP Disbursement − Payment Process Profile = US NACHA Generic − Payment Exchange Rate Type = Corporate


19. (ST) Processing.

20. Data defaults from the template into the following fields: − Stop Process for Review After Scheduled Payment Selection = Check because you

want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Check because you

want the process to stop for this payrun. − Create Payment Instructions = Wait for Standard Request Submission

21. (B) Submit.

Because both of the stop check boxes have been selected in the Processing subtab and manual submission of the payment instructions has been specified, the payment process request will stop at the following points:

• after scheduled invoices have been selected

• after documents payable have been built into payments

• when the payment process request is ready to build payments into payment instructions

Stop 1: The payment process request stops in the Views region of the Payment Process Requests page. Note that the status of the payment process request is Invoices Pending Review.



Review Selected Invoices

22. To review the invoices selected by your payment process request (XX Payment Process Request), navigate to the (B) Views window, select All of Today’s, and (B) Go.

The payment process requests for today display.

23. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review.

24. (I) Start Action of your payment process request (XX Payment Process Request).

The Payment Process Request: Selected Scheduled Payments page displays.

Remove a Selected Invoice from the Payment Process Request

25. To remove invoice XX2000 from the payment process request, select the check box in the Select column of the applicable row and (B) Remove from Request.

26. (B) Yes when the system asks you if you want to remove this invoice from the payment process request.

The Search Selected Scheduled Payments region now shows two invoices instead of three.

Change the Amount of a Selected Invoice

27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for invoice XX1000. To change the amount of invoice XX1000, change the amount directly in the Payment Amount field from 10,000 to 1,000.

28. (B) Submit.

Stop 2: The payment process request stops in the Views region of the Payment Process Requests page.

The status of the payment process request changes from Invoices Pending Review to Assembling Payments and then stops with the status of Pending Proposed Payment Review.

Review the Proposed Payment

29. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request).

30. To view the invoices selected to be paid within the Vision Operations payment, (L) Amount.

The Payment: <Number> page displays.

31. To view the invoices included in the Vision Operations payment, expand the Documents region.



Note the following:

• For invoice XX1000, the Document Amount is 10,000, but the Amount Paid is 1,000.

32. The status in the header indicates Instruction Created..

Review Documents within the Payment

33. To review the details of the documents (invoices) within the payment, (L) XX1000 and (L) XX16000

34. After reviewing the invoices, if you are satisfied with the documents to be included within the proposed payment, return to the Payment Process Request window to select the Run Payment Process option from the Actions drop-down list.

35. (B) Go.

36. (B) Refresh Status to refresh the status for the request.

This action runs the payment process request and you are now ready to create payment instructions.

The payment process request stops in the Views region of the Payment Process Request page.

Create Electronic Payment Instructions

37. (T) Home to manually create electronic payment instructions.

38. Click the Create Electronic Payment Instructions link.

39. In the Request Name field, enter XX Electronic Payment Instructions.

40. (B) Next.

41. Enter the following data: − Payment Process Profile = US NACHA Generic − Payment Currency = USD − Internal Bank Account = XXAP Disbursement − Select Payments from Source Product = Payables − Select Payments from Payment Process Request = XX Payment Process Request − Select Payments from Payment From Date = Today’s date or the earliest invoice

date of the following invoices: XX1000, XX2000, or XX16000. − Select Payments from Payment To Date = Today’s date or the latest invoice date of

the following invoices: XX1000, XX2000, or XX16000. − Transmit Now = No

42. (B) Next.



43. Retain the following defaults: − Start Date = As soon as possible − Recurrence = Never repeat

44. (B) Next.

45. (B) Next.

46. In the Print Style field, retain the A4 option.


48. In the Copies field, enter 0 (zero).

49. Select the Save Output Files check box.

50. (B) Next.

51. Review the information entered for the Create Electronic Payment Instructions concurrent program.

52. (B) Submit.

53. (B) OK.

View Request to Submit Electronic Payment Instructions

54. (T) Home.

55. To view your request to submit electronic payment instructions, click the Monitor Requests link under the Concurrent Requests region.

56. Select the Completed option from the View drop-down list.

57. (B) Go.

58. (B) Refresh until you see your completed request.

Query Electronic Payment Instructions

59. In Payments Manager, navigate to the Payment Process Request page.


60. In the Payment Process Request field of the Search region, select XX Payment Process Request from the list of values.

61. (B) Go.



62. Click the Show link in the Details column to display the payment instructions reference number associated with your payment process request. Make a note of the reference number ___________.

View Electronic Payment Instructions Details

63. To view details of the newly created payment instructions, click the reference number link.

64. Return to the Payment Process Requests page and click the XX Payment Process Request link.

In the header above, you can see the following: − Related Payment Instructions = 1, which indicates that payment instructions have

been created for XX Payment Process Request. − Status of XX Payment Process Request = Payments Initiated

65. To view the newly created payment instructions, click on the 1 link.

66. To view the payment instructions details, click the payment instructions reference number link.

Transmission of Electronic Payment Instructions

You are now ready do one of the following, depending upon the setup of your payment process profile:

• immediately transmit the payment instructions electronically to a bank or third party processor

• send the payment instructions output to your server for subsequent transmission



Solution - Payment Process Request with Stops


Prerequisites

To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously:

• XX1000

• XX2000

• XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate. Ensure that:

− lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold

Change Check Template to Electronic Template



2. Navigate to the Payment Process Request Templates page.

• (T) Templates

3. In the Template Name field, enter XXTemplate.

4. (B) Go.

The template displays in the search results section.



5. To update the check template to use for an electronic payment process request, (I) Update.

The Update Payment Process Request Template: XXTemplate page displays.


7. In the Payment Method field, select Electronic from the list of values.




9. Change data in the following fields: − Payment Document = leave empty − Payment Process Profile = US NACHA Generic


11. Select the following: − Stop Process for Review After Scheduled Payment Selection = Checked − Stop Process for Review after Creation of Proposed Payments = Checked − Create Payment Instructions = Wait for Standard Request Submission

12. (B) Apply.



The page confirms that the template has been updated.

Navigation

13. Navigate to the Submit Payment Process Request page:



The Submit Payment Process Request page displays.




14. Enter data in the following fields: − Payment Process Request Name = XX Payment Process Request − Use Template = XXTemplate






invoices: XX1000, XX2000, or XX16000. − Payee = XXIBM Corporation − Payment Method = Electronic − Pay Group = XXPay Group



18. Data defaults from the template into the following fields: − Payment Date = Today’s date − Disbursement Bank Account = XXAP Disbursement − Payment Process Profile = US NACHA Generic − Payment Exchange Rate Type = Corporate




19. (ST) Processing.

20. Data defaults from the template into the following fields: − Stop Process for Review After Scheduled Payment Selection = Check because you

want the process to stop for this payrun. − Stop Process for Review After Creation of Proposed Payments = Check because you

want the process to stop for this payrun. − Create Payment Instructions = Wait for Standard Request Submission

21. (B) Submit.

Because both of the stop check boxes have been selected in the Processing subtab and manual submission of the payment instructions has been specified, the XX Payment Process Request will stop at the following points:

• after scheduled invoices have been selected

• after documents payable have been built into payments

• when the payment process request is ready to build payments into payment instructions

Stop 1: The payment process request stops in the Views region of the Payment Process Requests page. Note that the status of XX Payment Process Request is Invoices Pending Review.



Review Selected Invoices

22. To review the invoices selected by your payment process request (XX Payment Process Request), navigate to the (B) Views window, select All of Today’s, and (B) Go.

The payment process requests for today display.

23. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review.

24. (I) Start Action of your payment process request (XX Payment Process Request).

The Payment Process Request: Selected Scheduled Payments page displays.

Remove a Selected Invoice from the Payment Process Request

25. To remove invoice XX2000 from XX Payment Process Request, select the check box in the Select column of the applicable row and (B) Remove from Request.



26. (B) Yes when the system asks you if you want to remove this invoice from the payment process request.

The Search Selected Scheduled Payments region now shows two invoices instead of three.

Change the Amount of a Selected Invoice

27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for XX1000. To change the amount of invoice XX1000, change the amount directly in the Payment Amount field from 10,000 to 1,000.

28. (B) Save

29. (B) Submit.

Stop 2: The payment process request stops in the Views region of the Payment Process Requests page.

30. (B) Refresh Status.

The status of XX Payment Process Request changes from Invoices Pending Review to Assembling Payments and then stops with the status of Pending Proposed Payment Review.



Review the Proposed Payment

31. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request).

The Review Proposed Payments: Payment Process Request <XX Payment Process Request> page displays, which shows a proposed payment to Vision Operations totaling 6,035.

32. To view the invoices selected to be paid within the Vision Operations payment, (L) Amount.




33. To view the invoices included in the Vision Operations payment, expand the Documents region.

Note the following:

• For invoice XX1000, the Document Amount is 10,000, but the Amount Paid is 1,000.

• The status in the header indicates Pending Instruction Created.

Review Documents within the Payment

34. To review the details of the documents (invoices) within the payment, (L) XX1000 and (L) XX16000.



35. After reviewing the invoices, if you are satisfied with the documents to be included within the proposed payment, return to the Payment Process Request window and select the Run Payment Process option from the Actions drop-down list.

36. (B) Go.

37. (B) Refresh Status to refresh the status for the request.

This action runs the payment process request and you are now ready to create payment instructions.

The payment process request stops in the Views region of the Payment Process Request page.

Note: The status of XX Payment Process Request shows as Assembled Payments.

Create Electronic Payment Instructions

38. (T) Home to manually create electronic payment instructions.



39. Click the Create Electronic Payment Instructions link.

The Schedule Request: Name page displays.

40. In the Request Name field, enter XX Electronic Payment Instructions.

41. (B) Next.

The Schedule Request: Parameters page displays.

42. Enter the following data: − Payment Process Profile = US NACHA Generic − Payment Currency = USD



− Internal Bank Account = XXAP Disbursement − Select Payments from Source Product = Payables − Select Payments from Payment Process Request = XX Payment Process Request − Select Payments from Payment From Date = Today’s date or the earliest invoice

date of the following invoices: XX1000, XX2000, or XX16000. − Select Payments from Payment To Date = Today’s date or the latest invoice date of

the following invoices: XX1000, XX2000, or XX16000 − Transmit Now = No

43. (B) Next.

The Schedule Request: Schedule page displays.

44. Retain the following defaults: − Start Date = As soon as possible − Recurrence = Never repeat

45. (B) Next.

The Schedule Request: Notifications page displays.

46. (B) Next.

The Schedule Request: Printing page displays.

47. In the Print Style field, retain the A4 option.


49. In the Copies field, enter 0 (zero).

50. Select the Save Output Files check box.

51. (B) Next.

52. Review the information entered for the Create Electronic Payment Instructions concurrent program.

53. (B) Submit.

The following page displays.

54. (B) OK.

View Request to Submit Electronic Payment Instructions

55. (T) Home.



56. To view your request to submit electronic payment instructions, click the Monitor Requests link under the Concurrent Requests region.

The Requests page displays.


58. (B) Go.


Query Electronic Payment Instructions

60. In Payments Manager, navigate to the Payment Process Request page.


61. In the Payment Process Request field of the Search region, select XX Payment Process Request from the list of values.

62. (B) Go.

The search results display.

63. (L) Show in the Details column to display the payment instructions Reference number associated with your payment process request. Make a note of the R eference number _________.

View Electronic Payment Instructions Details 64. To view details of the newly created payment instructions, (L) Reference number.



65. Return to the Payment Process Requests page and click the XX Payment Process Request (XX Payment Process Request) link.

The Payment Process Requests: XX Payment Process Request page displays.

In the header above, you can see the following: − Related Payment Instructions = 1, which indicates that payment instructions have

been created for XX Payment Process Request. − Status of XX Payment Process Request = Payments Initiated



66. To view the newly created payment instructions, click on the 1 link.

67. To view the payment instructions details, (L) Reference number.

Note that the header indicates the following: − Payment instruction reference number = Reference number − Processing Type = Electronic − Status of payment instructions = Created

Transmission of Electronic Payment Instructions

You are now ready do one of the following, depending upon the setup of your payment process profile:

• immediately transmit the payment instructions electronically to a bank or third party processor

• send the payment instructions output to your server for subsequent transmission



Note: The payment process profile contains all the rules about how payments are created and disbursed. If the payment process profile contains transmission configuration information, the payment instructions are transmitted immediately.

If the payment process profile does not contain transmission configuration information, the output file is sent to your server for subsequent transmission.



Practice - Void a Payment in Payments Manager

Overview

You create, validate and pay invoice XX2070. The supplier subsequently loses the check. You can simply void the payment.

In this practice, you will void a payment in Payments Manager.

Assumptions



Tasks


Create, Validate, and Pay an invoice.

Create an invoice in the Invoice Workbench:

• (N) Invoices > Entry > Invoices − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX2070 − Invoice Currency = USD − Invoice Amount = 2500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Curr = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

3. (T) Lines.

4. Enter the following line data: − Num = 1



− Type = Item − Amount = 2500 − Distribution Set = XXUtilities

5. (B) Actions, select the Validate check box, and click (B) OK.

6. (B) Actions, select the Pay in Full check box, and click (B) OK.

7. In the Payments window, enter or confirm the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 2500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XX Employee Check Stock − Document Num = Check number defaults in − Payment Process Profile = Long Check Format − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

Make a note of the check number ___________.

8. Click the Save icon in the toolbar.

Data defaults into the bottom region of the Payments page.

Find the Payment

9. Navigate to the Payments page in Payments Manager.


• (T) Payments

10. In the Simple Search region, enter search criteria for the payment in the following fields: − Payee = XXIBM Corporation − Payment Document Number = your payment number

11. (B) Go.


12. Verify that the retrieved information is related to your supplier and the payment.



13. To view payment details, which ensures that you found the correct payment to void, click the number in the Amount field (2,500.00).

14. Return to the Payments page.

Void the Payment

15. Locate the payment you want to void in the search results region and click the Void icon in the applicable row.

16. Retain the default date in the Date field.

17. Optionally, enter a reason for the voided check.

18. (B) Apply.

A warning displays, informing you that you cannot undo a voided payment.

19. To accept the warning and continue with the void action, click the Yes button.

Monitor the Void Process

20. (T) Home.

21. To monitor the void process, click the Monitor Requests link under the Concurrent Requests region.


23. (B) Go.




Solution - Void a Payment in Payments Manager


Create, Validate, and Pay an invoice.

1. Create an invoice in the Invoice Workbench:

• (N) Invoices > Entry > Invoices − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX2070 − Invoice Currency = USD − Invoice Amount = 2500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Curr = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

2. (T) Lines

3. Enter the following line data: − Num = 1 − Type = Item − Amount = 2500 − Distribution Set = XXUtilities



6. In the Payments window, enter or confirm the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 2500



− Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XX Employee Check Stock − Document Num = Check number defaults in − Payment Process Profile = Long Check Format − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

Make a note of the check number ___________.



Find the Payment



• (T) Payments

9. In the Simple Search region, enter search criteria for the payment in the following fields: − Payee = XXIBM Corporation − Payment Document Number = your payment number

10. (B) Go.





12. To view payment details, which ensures that you found the correct payment to void, click the number in the Amount field (2,500.00).


13. Return to the Payments page.

Void the Payment

14. Locate the payment you want to void in the search results region and click the Void icon in the applicable row.

The Void Payment: <Number> page displays.



15. Retain the default date in the Date field.

16. Optionally, enter a reason for the voided check.

17. (B) Apply.

A warning displays, informing you that you cannot undo a voided payment.

18. To accept the warning and continue with the void action, click the Yes button.

Monitor the Void Process

19. (T) Home.

20. To monitor the void process, click the Monitor Requests link under the Concurrent Requests region.


22. (B) Go.




Practice - Stop a Payment in Payments Manager

Overview

You enter invoice XX1009 and pay it. Your supplier has notified you that he has not received payment for invoice number XX1009. You record in the system that you intend to place a stop payment on the check. You call the bank and ask whether the check has cleared. The bank indicates that the check has not cleared and you request a stop payment. You will now confirm the stop payment in the system.

In this practice, you will:

• Record a stop payment request.

• Confirm the stop payment.

Assumptions


• You must have access to an Oracle Application Vision database or comparable training or test instance at your site to complete this practice.

Tasks


Create, Validate and Pay an invoice.

1. Create an invoice in the Invoice Workbench

• (N) Invoices > Entry > Invoices. − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = X1009 − Invoice Currency = USD − Invoice Amount = 3500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Currency = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date



− Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

2. (T) Lines.




6. In the Payments window, enter the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 3500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XXAP Check Stock − Document Num = Check number defaults in − Payment Process Profile = Short Check Format − Remit-To Bank Account = Supplier Remit To Account − Remit-To Bank Account = XXXXXX4321



Find the Payment



• (T) Payments.

9. In the Simple Search region, enter search criteria for the payment for which you want to record a stop payment:

− Payee = XXIBM Corporation



− Payment Date = Today’s date

10. (B) Go.


12. In the applicable payment row, click the Stop Actions icon.

Record a Stop Payment Request on the Check

13. In the Date field, enter the date for which you are recording the stop payment request (today’s date).

14. In the Reason field, optionally enter a reason for the stop payment request.

15. In the Reference field, enter the reference identifier provided by the bank when you called.

16. (B) Apply.

The system navigates back to the Payments page.


The Resolve Stop Payment Request: Payment <Number> page displays.

Resolve a Stop Payment Request on the Check

18. From the Action drop-down list, select Confirm.

19. In the Date field, select today’s date.

20. In the Reason field, optionally indicate the reason you are confirming a stop payment on the check.

21. In the Reference field, enter the reference identifier supplied by the bank.

22. (B) Apply.

23. (B) Yes to accept the warning note.



Solution - Stop a Payment in Payments Manager


Create, Validate and Pay an Invoice

Create an invoice in the Invoice Workbench:

• (N) Invoices > Entry > Invoices − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX1009 − Invoice Currency = USD − Invoice Amount = 3500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Payment Currency = USD − Payment Rate Date = Today’s date − Terms Date = Today’s date − Remit-To Bank Account Name = Supplier Remit To Account − Remit-To Bank Account Number = XXXXXX4321

2. (T) Lines.




The Payments page displays.

6. In the Payments window, enter the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date



− Payment Amount = 3500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XXAP Check Stock − Document Num = Check number defaults in − Payment Process Profile = Short Check Format − Remit-To Bank Account = Supplier Remit To Account − Remit-To Bank Account = XXXXXX4321



Find the Payment



• (T) Payments

9. In the Simple Search region, enter search criteria for the payment for which you want to record a stop payment:

− Payee = XXIBM Corporation − Payment Date = Today’s date

10. (B) Go.






The Record Stop Payment Request: Payment <Number> page displays.

Record a Stop Payment Request on the Check

13. In the Date field, enter the date for which you are recording the stop payment request (today’s date).

14. In the Reason field, optionally enter a reason for the stop payment request.

15. In the Reference field, enter the reference identifier provided by the bank when you called.

16. (B) Apply.

The system navigates back to the Payments page.


The Resolve Stop Payment Request: Payment <Number> page displays.

Resolve a Stop Payment Request on the Check

18. From the Action drop-down list, select Confirm.

19. In the Date field, select today’s date.

20. In the Reason field, optionally indicate the reason you are confirming a stop payment on the check.

21. In the Reference field, enter the reference identifier supplied by the bank.

22. (B) Apply.




Practice - Enter a Debit Memo and Record a Refund

Overview

In this practice, you will enter a debit memo and record a refund.

Assumptions



Tasks


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

2. Enter a Debit Memo with the following details: − Invoice Type = Debit Memo

Note: Click OK to accept the Note payment terms defaulting from the supplier site to the invoice.

− Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = XXDM300 − Amount = -1500 − Terms = Immediate − Payment Method = Check


3. Enter the Debit Memo lines with the following details: − Type = Item − Amount = -1500 − Distribution Account = 01-110-7110-0000-000

4. Validate the Debit Memo.

Enter and Apply a Refund to a Debit Memo.

5. Go to Actions: − Pay in Full = Checked



6. Select OK.

7. In the Payments window, review and update where necessary: − Type = Refund − Payment Date = Today’s Date − Bank Account = XXAP Disbursement − Document Number = 46269

8. Save your work.

9. Review the Refund.



Solution - Enter a Debit Memo and Record a Refund

Tasks

Enter a Debit Memo


2. Enter a Debit Memo with the following details: − Invoice Type = Debit Memo


− Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = XXDM300 − Amount = -1500 − Terms = Immediate − Payment Method = Check

3. Enter the Debit Memo lines with the following details: − Type = Item



− Amount = -1500 − Distribution Account = 01-110-7110-0000-000

4. Validate the Debit Memo − (B) Actions

− Validate = Checked − (B) OK.

Enter and Apply a Refund to a Debit Memo

5. Apply the refund. − (B) Actions:

− Pay in Full = Checked − (B) OK.



6. In the Payments window, review and update where necessary: − Type = Refund − Payment Date = Today’s Date − Bank Account = XXAP Disbursement − Document Number = 46269

7. Save your work.

Note: We are simulating a negative balance here. All you need to use a refund is a NET negative balance. That means that you can use a refund to pay multiple invoices at the same time, including standard invoices. As long as the total is negative, all can be recorded as “Paid”.

Review the Refund

8. In the Payments window, the refund details show that the refund has been applied to the debit memo.



Practice - Create a Prepayment

Overview

You are required to pay $2,500, in advance, for a banquet your company is planning. Your supplier has sent an invoice for the deposit. Enter a prepayment type invoice to pay the deposit to your supplier.

Assumptions



Tasks



2. Enter your Prepayment invoice: − Type = Prepayment − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = PP11000 − Invoice Amount = 2500 − Description = Deposit for Sales/Customer Banquet − Prepayment Type = Temporary − Settlement Date = Today’s Date − Payment Method = Electronic

3. Enter the Prepayment invoice line: − Type = Item − Amount = 2500

Note that the distribution line is automatically generated to the Prepayment account.

4. Validate the Prepayment.

5. Pay the Prepayment.

6. In the Payments window, enter the payment information. − Type = Quick



− Bank Account = XXAP Disbursement − Payment Date = Today’s Date − Document = Electronic − Payment Process Profile = US NACHA Generic − Remit To Account = your Supplier Remit To Account

7. Save your Work.


9. Find the Prepayment Invoice.



Solution - Create a Prepayment

Enter a Prepayment



2. Enter your Prepayment invoice: − Type = Prepayment − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = PP11000 − Invoice Amount = 2500 − Description = Deposit for Sales/Customer Banquet − Prepayment Type = Temporary − Settlement Date = Today’s Date − Payment Method = Electronic

3. Enter the Prepayment invoice line: − Type = Item − Amount = 2500



Note that the distribution line is automatically generated to the Prepayment account.

4. Validate the Prepayment. − (B) Actions

− Validate = Checked − (B) OK

Note that the status of your invoice is Unpaid.

5. Pay the Prepayment. − (B) Actions:

− Pay in Full = Checked − (B)OK.



6. In the Payments window, enter the payment information. − Type = Quick − Bank Account = XXAP Disbursement − Payment Date = Today’s Date − Document = Electronic − Payment Process Profile = US NACHA Generic − Remit To Account = your Supplier Remit To Account



7. Save your Work.




9. Find the Prepayment Invoice. − (M) View > Find

− Supplier Name = XXIBM Corporation − Invoice Type = Prepayment

− (B) Find.

Note that Invoice Status = Available



Practice - Apply a Prepayment

Overview

You have received the final invoice for the banquet that you had planned. Enter the invoice and apply a prepayment. In this practice, you will apply a prepayment.

Assumptions



Tasks



2. Enter an invoice with the following details − Type = Standard − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = PP12000 − Invoice Amount = 6001.59 − Payment Method = Electronic

Note: Oracle Payables reminds you that there is a prepayment available for your supplier. Click (B) OK to accept this note.

3. Enter the invoice lines: − Type = Item − Amount = 6001.59 − Distribution Account = 01-402-7695-0000-000.

4. Validate the invoice. − (B) Actions


Note: if you are using automatic withholding tax, you’ll want to apply the prepayment prior to validating the invoice.

5. Apply the Prepayment.



− (B) Actions: − Apply/Unapply Prepayment = Checked

− (B) OK

6. In the the Apply/Unapply Prepayments window, apply the prepayment. − Apply = Checked − Amount to Apply = 2500

7. (B) Apply/Unapply.

8. Close the Apply/Unapply window.

9. Validate the invoice.

10. View the Distributions and note the prepayment distribution.



Solution - Apply a Prepayment

Tasks



2. Enter an invoice with the following details − Type = Standard − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = PP12000 − Invoice Amount = 6001.59 − Payment Method = Electronic

Note: Oracle Payables reminds you that there is a prepayment available for your supplier. Click (B) OK to accept this note.

3. Enter the invoice lines: − Type = Item − Amount = 6001.59 − Distribution Account = 01-402-7695-0000-000.





Note: if you are using automatic withholding tax, you’ll want to apply the prepayment prior to validating the invoice.

5. Apply the Prepayment. − (B) Actions:

− Apply/Unapply Prepayment = Checked − (B) OK



Oracle Payables displays the Apply/Unapply Prepayments window.

6. In the Apply/Unapply Prepayments window, apply the prepayment. − Apply = Checked − Amount to Apply = 2500

7. (B) Apply/Unapply.

8. Close the Apply/Unapply window.

Note that in the General Tab that Prepayments Applied = 2500 and Status = Never Validated.





10. View the Distributions. − (B) All Distributions

Note the prepayment distribution.



Practice - Set up Payment Terms

Overview

Your supplier has just notified you that they are going to offer 5% discount if you pay their invoices in 45 days. The entire invoice amount will be due in 60 days. In this practice, you will set up payment terms.

Assumptions



Tasks


Navigate to the Payment Terms window.

• Setup>Invoices>Payment Terms − Name = XX5/45 Net 60. − Description = 5/45 Net 60

2. (T) Due: − % Due = 100 − Days = 60

3. (T) First Discount: − % Discount field = 5 − Days = 45

4. Save your work.


6. Enter an invoice using the new Payment Terms: − Type = Standard − Supplier = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = XX15000 − Invoice Amount = 15000 − Terms = XX5/45 Net 60



− Payment Method = Electronic

7. (T) Lines. Enter the invoice line: − Type = Item − Amount = 15000 − Distribution Set = XXUtilities

8. (T) Scheduled Payment.

9. Review the schedule payment information.



Solution - Set up Payment Terms

Tasks

Create a New Payment Term

Navigate to the Payment Terms window.

• (N) Setup > Invoice > Payment Terms − Name = XX5/45 Net 60. − Description = 5/45 Net 60

2. (T) Due: − % Due = 100 − Days = 60

3. (T) First Discount: − % Discount field = 5 − Days = 45



4. Save your work.

Enter an Invoice Using the New Payment Terms


6. Enter an invoice: − Type = Standard − Supplier = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = XX15000 − Invoice Amount = 15000 − Terms = XX5/45 Net 60 − Payment Method = Electronic



7. (T) Lines. Enter the invoice line: − Type = Item − Amount = 15000 − Distribution Set = XXUtilities

8. (T) Scheduled Payment.

9. Review the schedule payment information.

Note that in the Discount Amount Remaining field, in the Payment Schedule region, within the specified Terms, you will receive $750 discount on this invoice.



Practice - Create an Expense Report Template

Overview

In this practice, you will create an Expense Report template. For this template you will only enter the natural account segment for each item. The remaining segments will default from the employee’s GL account when you enter an expense report for that employee.

Assumptions



Tasks


1. Navigate to the Expense Report Templates window

• (N) Setup>Invoices>Expense Report Templates − Name = XXTravel − Description = Travel Expense Template − Enable for Internet Expenses = Checked

2. Enter template lines according to the following table:

Expense Item Expense Category GL Account

Airfare Airfare 7640

Taxi Miscellaneous 7680

Hotel Accommodations 7670

Meals Meals 7690

Car Rental Car Rental 7650

Phone Miscellaneous 7450

Misc Miscellaneous 7699

3. Save your work.



Solution - Create an Expense Report Template

Tasks

Create an Expense Report Template

1. Navigate to the Expense Report Templates window

• (N) Setup > Invoice > Expense Report Templates − Name = XXTravel − Description = Travel Expense Template − Enable for Internet Expenses = Checked

2. Enter template lines according to the following table: − Choose the appropriate expense category from the drop down list. − Click on List of Values and fill in the Account segment field only. Be sure all other

segment fields are blank.

Expense Item Expense Category GL Account

Airfare Airfare 7640

Taxi Miscellaneous 7680

Hotel Accommodations 7670

Meals Meals 7690

Car Rental Car Rental 7650

Phone Miscellaneous 7450

Misc Miscellaneous 7699



3. Save.




Practice - Enter an Expense Report

Overview

Enter the expense report in the accounts payable system using your expense report template. In this practice, you will enter an expense report.

Assumptions



Tasks


1. Navigate to the Expense Report window.

2. Enter the following information: − Employee = Your name − Date = Today’s date − Invoice Num = XX-Today’s Date (for example, 99-01-JAN-2007). − Amount = 2185.00 − Inv Description = Travel Expenses − Template = XXTravel

3. Enter expense report lines according to the following table:

Item Amount GL Account

Airfare 1805.78 Accept the default

Meals 194.22 Accept the default

Car Rental 185.00 Accept the default

4. Navigate to the Standard Request Submission form.

5. Enter the following information: − Name = Expense Report Export − Source = Payables Expense Reports − Organization Name = Vision Operations


7. Use the Invoices window to view the invoices that were created after the process completes.



Solution - Enter an Expense Report

Tasks

Enter an Expense Report

1. Navigate to the Expense Report window.

• (N) Invoices > Entry > Expense Reports − Employee = Your name − Date = Today’s date − Invoice Num = XX-Today’s Date (i.e 13-01-JAN-2007). − Amount = 2185.00 − Inv Description = Travel Expenses − Template = XXTravel

2. (T) Accounting

3. Enter expense report lines according to the following table:


Airfare 1805.78 Accept the default

Meals 194.22 Accept the default

Car Rental 185.00 Accept the default



4. Save.

Run the Expense Report Export program

5. Navigate to the Standard Request Submission form

• (N) Other > Requests > Run − Choose Single Request − (B) OK − Name = Expense Report Export − Source = Payables Expense Reports − Organization Name = Vision Operations

6. (B) OK

7. (B) Submit

Note: When the request completes, expense reports can be viewed by querying your expense report in the Invoices window. Once submitted, this program will process all unprocessed expense reports. If you don’t see your expense report, it was probably processed by a request submitted by another student.



8. View the invoice that was created. − (N) Invoices>Entry>Invoices − Enter invoice Number. − (B) Find.




Practice - Create an Employee Advance

Overview

Jamie Frost, one of your employees, has requested a travel advance for his upcoming business trip to the semiannual Oracle Applications User Group (OAUG) in Orlando, Florida. Jamie has requested the advance to be $1500.00. In this practice, you will create an employee advance.

Assumptions



Tasks



2. Enter the prepayment invoice details: − Type = Prepayment − Trading Partner = Jamie Frost − Site = Office − Invoice Date = Today’s date − Invoice Num = XX1000 − Invoice Amount = 1500 − Description = Travel Advance for OAUG Meeting − Prepayment Type = Temporary − Settlement Date = Today’s date

3. (T) Lines. Enter the invoice line: − Type = Item − Amount = 1500

4. Validate the prepayment.

5. Pay the Prepayment using the Pay in Full option.

6. Enter the payment details: − Type = Quick − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format



− Payment Document = XXEmployee Check Stock

7. Save your work.

8. Requery your Prepayment invoice. − (M) View > Find

− Trading Partner = Jamie Frost − Invoice Number = XX1000

− (B) Find



Solution - Create an Employee Advance

Tasks


Enter Invoice


2. Enter the prepayment invoice details: − Type = Prepayment − Trading Partner = Jamie Frost − Site = Office − Invoice Date = Today’s date − Invoice Num = XX1000 − Invoice Amount = 1500 − Description = Travel Advance for OAUG Meeting − Prepayment Type = Temporary − Settlement Date = Today’s date

3. (T) Lines. Enter the invoice line: − Type = Item − Amount = 1500



Note how the distribution line is automatically generated to the Prepayment account: 01-000-1340-0000-000.

4. Validate the prepayment. − (B) Actions


Note that Status = Unpaid.

Pay Prepayment

5. Pay the Prepayment using the Pay in Full option. − (B) Actions:

− Pay In Full = Checked − (B) OK



Oracle Payables displays the Payments window

6. Enter the payment details: − Type = Quick − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Payment Document = XXEmployee Check Stock

7. Save your work.



8. Requery your Prepayment invoice. − (M) View > Find

− Trading Partner = Jamie Frost − Invoice Number = XX1000

− (B) Find



Note that the Status = Available



Practice - Apply an Advance

Overview

Jamie Frost has returned from a business trip and has forwarded his expense report to you. Enter the expense report and apply the prepayment from the earlier practice. In this practice, you will apply an advance.

Assumptions



Tasks



1. Navigate to the Expense Report window. − (N) Invoices > Entry > Expense Report

− Name = Frost, Mr. Jamie − Date = Today’s date − Invoice Num = XX-Today’s Date − Amount = 1650 − Inv Description = Expenses from OAUG Meeting

Oracle Payables alerts you this employee has a Prepayment available. Click OK to accept this message.

2. Note that the Apply Advances box is checked. − Number= your prepayment

3. Select the Expense Report Template you created earlier. − Template = XXTravel

4. Go to Accounting. Enter expense report lines according to the following table. Note that the GL Accounts will default in from the selected template:


Airfare 1000 Accept the default

Meals 100 Accept the default

Hotel 300 Accept the default



Misc 200 Accept the default

Phone 50 Accept the default

5. Save your work.

6. Run the Payables Invoice Export Program. − (N) Other > Requests > Run

− Name = Expense Report Export − Batch Name = XXExpense Reports − Source = Payables Expense Reports

7. Select (B) OK, then (B) Submit.

Once submitted, this program will process all unprocessed expense reports. If you don’t see your expense report, it was probably processed by a request submitted by another student.

When the request completes, the Expense Report Import Report can be displayed. (B) View Output. This report will detail Total Invoices Created as well as any Exceptions.


9. Find your Invoice and verify the prepayment has been applied. − (M) View > Find.



Solution - Apply an Advance

Tasks



1. Navigate to the Expense Report window. − (N) Invoices > Entry > Expense Report

− Name = Frost, Mr. Jamie − Date = Today’s date − Invoice Num = XX-Today’s Date − Amount = 1650 − Inv Description = Expenses from OAUG Meeting

Oracle Payables alerts you this employee has a Prepayment available. Click OK to accept this message.

2. Note that the Apply Advances box is checked. − Number= your prepayment

3. Select the Expense Report Template you created earlier. − Template = XXTravel

4. Go to Accounting. Enter expense report lines according to the following table. Note that the GL Accounts will default in from the selected template:


Airfare 1000 Accept the default

Meals 100 Accept the default



Hotel 300 Accept the default

Misc 200 Accept the default

Phone 50 Accept the default

5. Save your work.

6. Run the Payables Invoice Export Program. − (N) Other > Requests > Run

− Name = Expense Report Export − Batch Name = XXExpense Reports − Source = Payables Expense Reports

7. Select OK, then Submit.

Once submitted, this program will process all unprocessed expense reports. If you don’t see your expense report, it was probably processed by a request submitted by another student.



When the request completes, the Expense Report Import Report can be displayed. (B) View Output. This report will detail Total Invoices Created as well as any Exceptions.


9. Find your Invoice and verify the prepayment has been applied. − (M) View > Find.

Note that for the invoice − Trading Partner = Jamie Frost − Invoice Number = XX-Today’s Date

Also note that after the prepayment is applied, the expense report Total = 150.



Practice - Create Accounting

Overview

In this practice, you will submit the create accounting process in two ways: online for a single transaction, and using the Concurrent Requests window.

Assumptions


• These practices build on the other practices in this curriculum. Please ensure you have completed the previous practices before attempting this practice.


Tasks

Query an Invoice



2. Query invoice XX3000

• (M) View > Find − Supplier = XXIBM Coporation − Invoice Number = XX3000

3. (B) Find

Submit the Create Accounting Process Online

4. Go to Actions: − Create Accounting = Checked − Final = Checked

5. Select OK.

6. Go to View Accounting.

7. Go to T-Accounts.

8. View the accounting in T-Account format.



9. Exit back to the Navigator window.

Submit the Create Accounting Process using Concurrent Request Window

10. Navigate to the Submit Requests window. − Select a single request and click (B) OK. − (N) Other > Request > Run

− Name = Create Accounting

11. In the Parameters window: − Ledger = Vision Operations − End Date = Today’s Date (DD-MMM-YYYY) − Mode = Final − Errors Only = No − Report = Detail − Transfer to General Ledger = Yes − Post in General Ledger = No − Include User Transaction Identifiers = No

12. Submit your request.




Solution – Submit the Create Accounting Process

Tasks

Query an Invoice


2. Query your invoice − (M) View > Find

− Supplier = XXIBM Coporation − Invoice Number = XX3000

3. (B) Find

Create Accounting for the Invoice

4. (B) Actions − Create Accounting = Checked − Final = Checked



5. (B) OK

View Accounting

6. (M) Reports > View Accounting



7. (B) View Journal Entries

8. (B) View T-Accounts

9. Exit back to the Navigator window.

Submit the Create Accounting Process using Concurrent Request Window

10. Navigate to the Submit Requests window. − Select a single request and click (B) OK.



− (N) Other > Request > Run − Name = Create Accounting

11. In the Parameters window: − Ledger = Vision Operations − End Date = Today’s Date (DD-MMM-YYYY) − Mode = Final − Errors Only = No − Report = Detail − Transfer to General Ledger = Yes − Post in General Ledger = No − Include User Transaction Identifiers = No

12. (B) Submit to Submit your request.


Note that all validated invoices are accounted for.



Practice - Set Up US Sales Tax

Overview

In this practice, you will create a US Sales Tax in E-Business Tax using the regime to rate flow.

Assumptions

• Replace XX with your terminal number.


Tasks

Sign On: − Username: sscnewall − Password: welcome

Responsibility: Payables, SSC US OU 01

Creating a Tax Regime

1. Navigate to the E-Business Tax Home Page − (N) Setup > Tax > E-Business Tax Home > Tax Configuration (Expand)

2. Navigate to the Create Tax Regime page. − (N) Create Tax Regime: Go To Task

3. Enter a new tax regime based on the following information: − (B) Create

Field US Sales and Use Tax

Tax Regime Code and Name XXAP US SALES

Regime Level Country

Country Name United States

Effective From 01-JAN-YYYY • YYYY = Current

year

Effective To Blank

4. Enter tax regime controls: Field US Sales and Use Tax

Allow Tax Recovery No



Allow Override and Entry of Inclusive Tax Lines

No

Allow Tax Exemptions No

Allow Tax Exceptions No

5. Enter tax regime defaults: Field US Sales and Use Tax

Tax Currency USD

Minimum Accountable Unit 0.01

Rounding Rule Nearest

Tax Precision 2

6. (B) Continue.

7. Enter tax regime configuration options: Field US Sales and Use Tax

Party Name SSC US 01

Configuration for Taxes and Rules Common Configuration


year

Creating a Tax

8. Navigate to the Create Taxes page. − (N) Create Tax: Go To Task

9. Create a new tax based on the following information: − (B) Create


Tax Regime Code XXAP US SALES

Configuration Owner Global Configuration Owner

Tax and Tax Name XXAP US SALES

Tax Type SALES


year

Effective To Blank

Geography Type and Parent Country



Geography Type

Parent Geography Name United States

Exchange Rate Type Corporate

10. (B) Apply.

Creating a Tax Status

11. Navigate to the Create Tax Status page. − (N) Create Tax Status: Go To Task

12. Create a new tax status based on the following information: − (B) Create




Tax XXAP US SALES

Tax Status Code and Name XXAP US SALES


year

Effective To Blank

Set as Default Tax Status Yes

Default Status Effective From 01-JAN-YYYY • YYYY = Current

year

Default Status Effective To Blank

13. (B) Apply.

Creating a Tax Rate

14. Navigate to the Create Tax Rate page. − (N) Create Tax Rate: Go To Task

15. Create a new tax rate based on the following information: − (B) Create






Tax XXAP US SALES

Tax Status Code XXAP US SALES

Tax Rate Code XXAP US SALES

Rate 7%


year

Effective To Blank

16. Enter tax rate details: − (I) Rate Details


Tax Rate Name XXAP US SALES

Set as Default Rate Yes

Default Effective From 01-JAN-YYYY • YYYY = Current

year

Default Effective To Blank

17. (B) Apply.

Creating a Tax Jurisdiction

18. Navigate to the Create Tax Jurisdiction page. − (N) Create Tax Jurisdiction: Go To Task

19. Create a new tax jurisdiction based on the following information: − (B) Create


Tax Jurisdiction Code and Name XXAP US SALES

Tax Regime Code and Tax XXAP US SALES

Geography Type Country


year

Effective To Blank

Geography Name United States

Set as Default Tax Jurisdiction Yes

Default Effective From 01-JAN-YYYY



• YYYY = Current year

Default Effective To Blank

20. (B) Apply.

Set Tax Status as Default Status

21. Navigate to the Tax Status window. − (N) Create Tax Status: Go To Task

22. Select the Tax Status you defined earlier. − (B) Update − Set as Default Tax Status = Checked − Default Status Effective From = 01-JAN-YYYY.

Note that YYYY=current year.

23. (B) Apply.

Ensure Tax Rate is Set as Default Rate

24. Navigate to the Tax Rate window − (N) Create Tax Rate: Go To Task

25. Select the Tax Rate you defined earlier − (B) Update − Set as Default Rate= Checked − Default Status Effective From = 01-JAN-YYYY.


26. (B) Apply.

Define Tax Rules

27. Navigate to the Tax Rules window − (N) Create Tax Rules: Go To Task

28. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime Code = XXAP US SALES TAX − Tax = XXAP US SALES

29. (B) Find.

30. Set the Tax Rules as Follows:

Determine Place of Supply − (I) Set Default



− Rule Type Default: Ship From − (B) Apply

Determine Tax Applicability: − (I) Set Default − Rule Type Default: Applicable − (B) Apply

Determine Tax Registration − (I) Set Default − Rule Type Default: Bill From Party − (B) Apply

Note: The Determine Tax Status and Determine Tax Rate do not allow update, both default to XXAP US Sales

Determine Taxable Basis: − (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply

Calculate Tax Amounts: − (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply

Enable Tax for Transactions

31. Navigate to the Tax window − (N) Create Tax: Go To Task

32. Find the Tax you created earlier. − Country = United States − Tax Regime = XXAP US SALES TAX − Tax = XXAP US SALES

33. (B) Find.

34. Select the tax and click (I) Update.

35. Ensure the tax is available for transactions. − Make Tax Available for Transactions = Checked

36. (B) Apply.



Solution – Set Up US Sales Tax

Tasks




1. Navigate to the E-Business Tax Home Page − (N) Setup > Tax > E-Business Tax Home > Tax Configuration (Expand)

2. Navigate to the Create Tax Regime page. − (N) Create Tax Regime: Go To Task



Tax Regime Code and Name XXAP US SALES


Country Name United States


year

Effective To Blank



4. (L) Show Controls and Defaults.

Enter tax regime controls: Field US Sales and Use Tax



No

Allow Tax Exemptions No

Allow Tax Exceptions No

5. Enter tax regime defaults: Field US Sales and Use Tax

Tax Currency USD



Tax Precision 2

6. (B) Continue.

7. Enter tax regime configuration options: Field US Sales and Use Tax

Party Name SSC US 01





year

8. (B) Finish

Creating a Tax

9. Navigate to the Create Taxes page. − (N) Create Taxes: Go To Task





Tax and Tax Name XXAP US SALES

Tax Type SALES


year

Effective To Blank

Geography Type and Parent Geography Type

Country

Parent Geography Name United States




11. (B) Apply


12. Navigate to the Create Tax Status page. − (N) Create Tax Status: Go To Task





Tax XXAP US SALES

Tax Status Code and Name XXAP US SALES


year

Effective To Blank


Default Status Effective From 01-JAN-YYYY • YYYY = Current

year

Default Status Effective To Blank



14. (B) Apply

Creating a Tax Rate

15. Navigate to the Create Tax Rate page. − (N) Tax Rate: Go To Task





Tax XXAP US SALES

Tax Status Code XXAP US SALES

Tax Rate Code XXAP US SALES

Rate 7%


year

Effective To Blank

17. Enter tax rate details: − (I) Rate Details


Tax Rate Name XXAP US SALES


Default Effective From 01-JAN-YYYY • YYYY = Current

year



Effective To Blank

18. (B) Apply

19. (B) Apply


20. Navigate to the Create Tax Jurisdiction page. − (N) Create Tax Jurisdiction: Go To Task



Tax Jurisdiction Code and Name XXAP US SALES

Tax Regime Code and Tax XXAP US SALES



year

Effective To Blank

Geography Name United States



year

Effective To Blank



22. (B) Apply.

Set Tax Status as Default Status

23. Navigate to the Tax Status window − (N) Create Tax Status: Go To Task

24. Select the Tax Status you defined earlier. − (B) Update − Set as Default Tax Status = Checked − Default Status Effective From = 01-JAN-YYYY.


25. (B) Apply.

Ensure Tax Rate is Set as Default Rate

26. Navigate to the Tax Rate window − (N) Create Tax Rate: Go To Task

27. Select the Tax Rate you defined earlier and ensure the following fields are set: − (B) Update − Set as Default Tax Rate = Checked − Default Status Effective From = 01-JAN-YYYY.


28. (B) Apply.

Define Tax Rules

29. Navigate to the Tax Rules window − (N) Create Tax Rules: Go To Task

30. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime Code = XXAP US SALES TAX



− Tax = XXAP US SALES

31. (B) Find.


Determine Place of Supply − (I) Set Default − Rule Type Default: Ship From − (B) Apply

Determine Tax Applicability: − (I) Set Default − Rule Type Default: Applicable − (B) Apply


Note: The Determine Tax Status and Determine Tax Rate do not allow update, both default to XXAP US Sales


Calculate Tax Amounts:



− (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply


33. Navigate to the Tax window − (N) Create Tax : Go To Task

34. Find the Tax you created earlier. − Country = United States − Tax Regime = XXAP US SALES TAX − Tax = XXAP US SALES

35. (B) Find.

36. Select the tax and click (I) Update.


38. (B) Apply.



Practice - Enter an Invoice with US Sales Tax Lines

Overview


Assumptions



Tasks




2. Enter the following invoice: Type Trading Partner Supplier

Site Invoice

Num Invoice Amount

Standard Advantage Corp US Check

XX3000 10000

3. Enter the following invoice line Type Amount Distribution Account

Item 10000 001.100.11200.0000.000.000.000

4. Calculate Tax.

5. View the Tax Lines in the Lines tab of the Invoices window.

6. View the Tax Details in the Detailed Tax Lines window.



Solution - Enter an Invoice with US Sales Tax Lines

Tasks





Site Invoice

Num Invoice Amount


XX3000 10000

3. Enter the following invoice line − (T) Lines

Type Amount Distribution Account

Item 10000 001.100.11200.0000.000.000.000

4. (B) Calculate Tax.

5. In the lines tab, review the calculated tax lines.



Note that the tax that you defined in the previous practice is applied to the invoice.

6. To view the details for the tax lines, click (B) Tax Details.



Practice - Set Up UK VAT

Overview

In this practice, you will create a UK VAT tax in E-Business Tax using the regime to rate flow.

Assumptions

• Replace XX with your terminal number.


Tasks

Sign On: − Username: UK − Password: welcome

Responsibility: Tax Managers Vision UK


1. Navigate to the Create Tax Regime page. − (N) Tax Configuration > Tax Regimes


Field UK VAT

Tax Regime Code and Name XXAP UK VAT


Country Name United Kingdom

Effective From Date 01-JAN-YYYY • YYYY = Current

year

Effective To Date Blank

3. Enter tax regime controls: − (H) Show Controls and Defaults

Field UK VAT



No



Allow Tax Exemptions Yes

Allow Tax Exceptions Yes

4. Enter tax regime defaults: Field UK VAT

Tax Currency GBP



Tax Precision 2

5. (B) Continue.

6. Enter tax regime configuration options: Field UK VAT

Party Name Vision Industries Note. Select both the First Party Legal Entity and the Operating Unit owning Tax Content party types.



year

7. (B) Finish

Creating a Tax

8. Navigate to the Create Taxes page. − (L) Taxes


Field UK VAT

Tax Regime Code XXAP UK VAT


Tax and Tax Name XXAP UK VAT

Tax Type VAT




year



Country

Parent Geography Name United Kingdom


10. (L) Controls and Defaults. Define the tax recovery controls: Allow Tax Exemptions Yes


11. (B) Apply.


12. Navigate to the Create Tax Status page. − (L) Tax Statuses


Field UK VAT



Tax XXAP UK VAT

Tax Status Code and Name XXAP UK VAT


year




year


14. (B) Apply.

Creating a Tax Rate

15. Navigate to the Create Tax Rate page. − (L) Tax Rates




Field UK VAT



Tax XXAP UK VAT

Tax Status Code XXAP UK VAT

Tax Rate Code XXAP UK VAT

Percentage Rate 10%

Rate Type Percentage


year


17. Enter tax rate details, (I) Rate Details: Field UK VAT

Tax Rate Name XXAP UK VAT


Default Effective From Date 01-JAN-YYYY • YYYY = Current

year


18. (B) Apply.

19. (B) Apply.


20. Navigate to the Create Tax Jurisdiction page. − (L) Tax Jurisdictions


Field UK VAT

Tax Jurisdiction Code and Name XXAP UK VAT

Tax Regime Code and Tax XXAP UK VAT





year


Geography Name United Kingdom

Precedence Level XX Replace XX with your student number



year


22. (B) Apply.

Define Tax Rules

23. Navigate to the Tax Rules window − (L) Tax Rules

24. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT

25. (B) Go.



Determine Applicable Taxes: − (I) Set Default − Rule Type Default: Applicable − (B) Apply




Note: The Tax Status and Tax Rate fields are automatically populated based on the default status and rate you set up earlier in this practice.




27. Navigate to the Tax window − (L) Taxes

28. Find the Tax you created earlier. − Country Name = United States − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT

29. (B) Go.

30. Select the tax and click (B) Update.


32. (B) Apply.



Solution – Set Up UK VAT

Tasks


Responsibility: Tax Managers Vision UK


1. Navigate to the Create Tax Regime page. − (N) Tax Configuration > Tax Regimes


Field UK VAT

Tax Regime Code and Name XXAP UK VAT


Country Name United Kingdom


year


3. Enter tax regime controls: − (H) Show Controls and Defaults

Field UK VAT





No

Allow Tax Exemptions Yes


4. Enter tax regime defaults: Field UK VAT

Tax Currency GBP



Tax Precision 2

5. (B) Continue.


Party Name Vision Industries First Party Legal Entity



year


Party Name Vision Industries Operating Unit owning Tax Content



year

8. (B) Finish

Creating a Tax

9. Navigate to the Create Taxes page. − (L) Taxes




Field UK VAT



Tax and Tax Name XXAP UK VAT

Tax Type VAT


year



Country

Parent Geography Name United Kingdom


11. (L) Controls and Defaults. Define the tax recovery controls: Allow Tax Exemptions Yes


12. (B) Apply.


13. Navigate to the Create Tax Status page. − (L) Tax Statuses

14. Create a new tax status based on the following information:



− (B) Create Field UK VAT



Tax XXAP UK VAT

Tax Status Code and Name XXAP UK VAT


year




year


15. (B) Apply.

Creating a Tax Rate

16. Navigate to the Create Tax Rate page. − (L) Tax Rates


Field UK VAT





Tax XXAP UK VAT

Tax Status Code XXAP UK VAT

Tax Rate Code XXAP UK VAT

Rate Type Percentage

Percentage Rate 10%


year


18. Enter tax rate details, (I) Rate Details: Field UK VAT

Tax Rate Name XXAP UK VAT


Default Effective From Date 01-JAN-YYYY • YYYY = Current

year


Recovery Rate XXAP UK VAT Rec

Default Recovery Settlement Deferred



19. (B) Apply.

20. (B) Apply.


21. Navigate to the Create Tax Jurisdiction page. − (L) Tax Jurisdictions


Field UK VAT

Tax Jurisdiction Code and Name XXAP UK VAT

Tax Regime Code and Tax XXAP UK VAT



year


Geography Name United Kingdom



year




23. (B) Apply.

Define Tax Rules

24. Navigate to the Tax Rules window − (L) Tax Rules

25. Find the Tax Rules you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT

26. (B) Go.





Determine Applicable Taxes: − (I) Set Default − Rule Type Default: Applicable − (B) Apply


Note: The Tax Status and Tax Rate fields are automatically populated based on the default status and rate you set up earlier in this practice.






28. Navigate to the Tax window − (N) Create Tax: Go To Task

29. Find the Tax you created earlier. − Country Name = United States − Tax Regime = XXAP UK VAT TAX − Tax = XXAP UK VAT

30. (B) Go.

31. Select the tax and click (B) Update.


33. (B) Apply.



Practice - Enter an Invoice with UK VAT

Overview


Assumptions



Tasks


Responsibility: Payables, Vision UK

1. Navigate to the Invoices window. − Invoices > Entry > Invoices


Site Invoice

Date Invoice

Num Invoice Amount

Standard Advantage Corp LONDON Today’s Date

XX1000 11000

3. (T) Lines. Enter the following invoice line Type Amount Distribution Account

Item 10000 03-110-7640-000-000

4. Calculate Tax.

5. View the Tax Lines in the Lines tab of the Invoices window.

6. View the Tax Details in the Detailed Tax Lines window.



Solution - Enter an Invoice with UK VAT

Tasks





Site Invoice

Num Invoice Amount


XX3000 11000

3. (T) Lines. Enter the following invoice line Type Amount Distribution Account

Item 10000 001.100.11200.0000.000.000.000

4. (B) Calculate Tax.

5. In the lines tab, review the calculated tax lines.



Note that the tax that you defined in the previous practice is applied to the invoice.

Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal 13,750.00

6. To view the details for the tax lines, click (B) Tax Details.



Practice - Verify Automatic Withholding Tax Setup



Practice - Verify Automatic Withholding Tax Setup

Sign On − User name = XXUser − Password = welcome


1. Navigate to the Withholding Tax Payables Option and verify the setup.

2. Navigate to the Special Calendar definition window, and review the Monthly Withholding calendar. This step is optional.

3. Navigate to the Withholding Tax Details window, and create a new tax code: AWT–XXEDU. Ensure the new tax code has a Flat Rate of 10%.

− Operating Unit = Vision Operations − Tax code = AWT-XXEDU − Description = AWT-XXEDU − GL Account = 01-000-2225-0000-000 − Tax Authority = Internal Revenue Services − Site = Washington − Rate Structure = Flat Rate − Create Withholding Tax Group = Checked

Tax Rates Region − Type = Standard − Effective Dates From/To: <First Date of Current Year>/<Last Date of Current

Year> − Rate = 10

5. Navigate to the Withholding Tax Groups window, and search for the AWT–XXEDU group.

6. Navigate to the Suppliers window and review the Type for the Internal Revenue Service supplier organization.



Solution - Verify Automatic Withholding Tax Setup


Sign On − User name = XXUser − Password = welcome

Review Withholding Tax Payables Options

1. Navigate to the Withholding Tax Payables Option window.

• (N) Setup > Options > Payables Options

2. (T) Withholding Tax

3. Review the following withholding tax options:

• Use Withholding Tax = Checked



• Apply Withholding Tax = At Invoice Validation Time

If the option is set to At Invoice Validation Time, the Withholding Tax lines and distributions are created when you validate the invoice.

• Create Withholding Invoice = At Invoice Validation Time

If the option is set to At Invoice Validation Time, a Withholding Tax invoice is automatically created when you validate the invoice.

4. Close the form and return to the Navigator window.

Verify the Special Calendar is Set Up (Optional)

5. Navigate to the Special Calendar definition window.

• (N) Setup > Calendar > Special Calendar

6. Search for the Monthly Withholding calendar.

7. Verify that the calendar has periods set up.

Note that you can set up a special calendar if you want to define periods that Payables uses for automatic withholding tax. The periods you define in the Special Calendar window are completely separate from the periods you define in the Accounting Calendar window for your AP Accounting Periods. See: Defining Calendars, Oracle General Ledger User's Guide.



To use this calendar for withholding tax, ensure that there are three open periods: one for the current time period, and two for future periods.


Create a New Withholding Tax Code

9. Navigate to the Withhholding Tax Details form

• (N) Setup > Tax > Withholding > Codes

10. Create a new withholding tax code. Enter the following information:

− Operating Unit = Vision Operations − Tax code = AWT-XXEDU − Description = AWT-XXEDU − GL Account = 01-000-2225-0000-000 − Tax Authority = Internal Revenue Services − Site = Washington − Rate Structure = Flat Rate − Create Withholding Tax Group = Checked

Tax Rates Region − Type = Standard



− Effective Dates From/To: <First Date of Current Year>/<Last Date of Current Year>

− Rate = 10

Note that in the Tax Code and Description fields, that the XX should be replaced with their student number.

11. Save.


Verify the Withholding Tax Group Setup

13. Navigate to the Withholding Tax Groups window

• (N) Setup > Tax > Withholding > Groups

14. Search for the AWT-XXEDU group.

Notice that one tax code is associated with this group. There can be multiple withholding tax codes with multiple tax authorities assigned to a group.

Notice that the tax authority is Internal Revenue Service.


Verify a Tax Reporting Authority exists




• (N) Suppliers > Enter

17. Search for Supplier = Internal Revenue Service.

18. (L) Organization.

19. Note the Type = Tax Authority.

20. Close the page.



Practice - Create Withholding Tax Invoices


1. Create a supplier. − Supplier Type = Standard supplier − Organization Name = XXAWT Supplier

2. Create a supplier site. − Enter address, city, county, state, zip − Address Name = You choose − Address Purpose: Purchasing and Payment = Checked − Operating Unit = Vision Operations

3. Enable Withholding Tax for the supplier. − Allow Withholding Tax = Checked − Tax Group = AWT-XXEDU

Note: Replace XX with your student number

4. Enable Withholding Tax for the supplier site. − Allow Withholding Tax = Checked − Tax Group = AWT-XXEDU

5. Enter an invoice for the Withholding Tax supplier and supplier site: − Type = Standard − Supplier = XXAWT Supplier − Invoice Num = XX-12000 − Invoice Amount = 1000

6. Enter a line on the invoice: − Type: Item − Amount = 1000 − Distribution Account = 01-110-7650-0000-000

7. Validate the Invoice. − (B) Actions − Validate = Checked − (B) OK

8. Query the invoice and review the Withholding Tax lines and distributions that were generated for the invoice.

9. Review the Withholding Tax invoice that was generated for the invoice. − Supplier = Internal Revenue Service − Type = Withholding Tax



Solution - Create Withholding Tax Invoices

Responsibility: Payables Vision Operations (USA)

Create a Supplier

1. Navigate to the Supplier window.


2. (B) Create Supplier.

3. In the Create Suppliers window, enter the following: − Supplier Type = Standard supplier − Organization Name = XXAWT Supplier

Note: Replace XX with your student number.

4. (B) Apply.

Create a Supplier Site

5. (L) Address Book.

6. (B) Create.

7. In the Address Book page, enter the following: − Enter address, city, county, state and zip − Address Name = You choose − Address Purpose: Purchasing and Payment = Checked

8. (B) Continue.

9. Assign an operating unit to the supplier location. − Operating Unit = Vision Operations

10. (B) Apply.

Enable Withholding Tax for the Supplier

11. (L) Tax Details.



− Allow Withholding Tax = Checked − Tax Group = AWT-XXEDU

12. Save.

Enable Withholding Tax for the Supplier Site

13. Navigate to the Supplier Sites region.

− Allow Withholding Tax = Checked − Withholding Tax Group = AWT-XXEDU

14. Save.

Enter an Invoice for a Withholding Tax Supplier and Supplier Site

15. Navigate to the Invoices window. − (N) Invoices > Entry > Invoices



16. Enter an invoice. − Type = Standard − Trading Partner = XXAWT Supplier − Invoice Num = XX-12000 − Invoice Amount = 1000 − Payment Method = Check

Enter a Line on the Invoice

17. (T) Lines. − (T) Lines − Type = Item − Amount = 1000 − Distribution Account = 01-110-7650-0000-000

Note that the Withholding Tax Group defaults in from the supplier/supplier site.

18. Save.

Validate the Invoice

19. (B) Actions: − Validate = Checked

20. (B) OK.



View Withheld Amounts

21. (T) General.

22. Review the Withholding Tax field and the Total field. Note that the Withholding Tax amount is removed from the invoice amount.

23. (T) Lines.



Note that a withholding tax line has been added to the invoice.

View the Withholding Tax Invoice

24. Query the Withholding Tax Invoice:

• (N) Invoices > Inquiry > Invoices − Trading Partner = Internal Revenue Service − Type = Withholding Tax − Date = Today's date

25. (B) Find.

26. View the invoice.



27. Note that the Description field contains the information on the Withholding Tax invoice, including the invoice that the withholding tax invoice is associated with.


Note: You can assign a special pay group to your tax authority so you can do a payment batch specifically for your withholding tax invoices.

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