http://oracleapps88.blogspot.

com/

M
O
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Oracle Accounts Payable G
O
L
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8
8
S
P
 Process Walkthrough

P
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
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8
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A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
8
8
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Overview
Oracle Payables contains five major processes: M
O
 Setting up suppliers
.C
T
 Entering and approving invoices
O
P
 Paying invoices
S
 Creating accounting entries G
O
L
 Sending transactions to the general ledger
.B
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http://oracleapps88.blogspot.com/

Payables Process Overview

M
O
Enter supplier Enter invoice C
Approve.invoice
T
O
P
S
G
O
L
.B Pay invoice
8
8
S
P A/P
P
A 100,000
60,000
E
L
10,000
30,000
C
A
Transfer information Create accounting
R ledger
to general entries
O
RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
8
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Master Data Entry and Maintenance - Suppliers

 Set up New Suppliers M
O
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 Employees created as Suppliers

 Submit Supplier Reports T

O
 Merge Suppliers
P
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Supplier
M
Supplier O
.C
T
O
P
S
St. Louis OG Chicago
Kansas City
RFQ Only site
L
Purchasing site Pay site
.B
8
8
S
P
Contacts P Contacts Contacts
A
E
L
C
A Supplier Header Shared Across Instance
R
O
RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Supplier
Navigate : Supply Base-> Suppliers M
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Supplier Site
Navigate : Supply Base-> Suppliers -> Supplier Sites M
O
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
8
8
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Key Setups
M
 Payment Terms - Define payment terms that you can assign to an invoice to automatically
create scheduled payments when you submit invoice for approval. O
.C
 Invoice Distribution Sets - Use distribution sets for standard invoices to allocate
expenses into different cost centers/ accounts. T
O
P
 Bank and Bank Accounts - Define your internal bank accounts via which you disburse
S
payments. You can also enter supplier bank information for electronic payments.
G
 Tax Code - Enter a tax code to record invoice taxes that you pay to suppliers and tax
O
authorities. Each tax code has a tax type, tax rate and a tax account.
L
.B
 Financial and Payables Options

8
8
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Payment Terms
Navigate: Setup ->Invoice ->Payment Terms M
O
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Distribution Sets
Navigate :Setup -> Invoice -> Distribution Sets M
O
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Banks
Navigate :Setup -> Payments -> Banks M
O
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http://oracleapps88.blogspot.com/

Bank Accounts
Navigate :Setup -> Payments -> Banks -> Bank Accounts M
O
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O
P
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RAJU CHINTHAPATLA
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Taxes in Oracle Payables

 Tax Codes defined in the Tax Code Window M
O
 Tax Lines on Supplier Invoices will be:
.C
Manually created - for Unmatched invoices T
O


 Automatically created - for PO Matched Invoices P

S
 Tax on Invoice will be determined by G
O
 Item on PO - Taxable / Non Taxable
L
 Ship-To Location .B
8
 Supplier Site 8
S
P
 Offset Tax feature for automatic calculation of Use Tax
P
A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Tax Codes
Navigate: Setup ->Tax -> Tax Codes M
O
.C
T
O
P
S
G
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8
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Financial Options
Navigate: Setup -> Options -> Financial M
O
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http://oracleapps88.blogspot.com/

Payables Options
Navigate: Setup -> Options -> Payables M
O
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
8
8
S
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P
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Entering Invoices - Overview

M
Receive invoices Enter invoice (Optional) O
C
Match to.PO
T
or receipt
O
P
S
G
O
Approve invoice
L View invoice
.B
8
8
S
P
P
Create A Pay invoice
accounting E
L File invoice
C
A/P

100,000
A
R
60,000

O
10,000
30,000

RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Invoice Batch Processing

Batch invoices Prepare a batch Enter a batch M
of invoices O
.C
control form
T
O
P
S
G
O
Update the batch L
.B
control form
8
8
Receive invoices
S Review batch
in the mail P control reports
P
A
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L File invoice
C
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Invoice Information
Invoices contain the following information: M
O
HEADER .C
CurrencyT
Invoice Number
O
Supplier Information P
Distribution Set SDate
G
Payment Term O
Paygroup
L Amount
.B
8
8
SDETAIL
P
P
Invoice Distribution
A
Tax Detail E Description
L Line Amount
C
A
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O
RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Invoice Types
M
Type Description O
Standard .C
An invoice from a supplier representing an amount due for goods or
services purchased
T
Credit Memo O
A memo from a supplier representing a credit amount toward goods or
services for which you have already been invoiced P
S
G
Debit Memo An invoice you enter to record a debit for a supplier who does not send
you a credit memo
O
Expense reports
L
An invoice representing an amount due to an employee for business

.B
related expense

PO Default
8
An invoice for matching to a purchase order

8
S
Prepayments A type of invoice to pay an advance payment for expenses to a supplier or

P
employee

Quick Match
P
An invoice for full matching to a purchase order

A to remit taxes withheld to the appropriate tax authority

Withholding Tax
E
An invoice

LAn invoice which allows both positive and negative matching

Mixed
C
A
R
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Invoice
Navigate: Invoices -> Entry -> Invoices M
O
.C
T
O
P
S
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Entering Distributions
Navigate: Invoices -> Entry -> Invoices -> Invoices Distributions M
O
.C
T
O
P
S
G
O
L
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8
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Enter Expense Reports

M
Enter Expense Report Using the
O
ER Template .C
T
O
P
Create Invoices By SubmittingS
Expense Report ImportG
O
L
.B
8 Supplier when
Employee Created as
8Report Processed
the First Expense
S
P
P
Pay A
E the Employee in the next
L Checkrun
C
A
R
O
RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Expense Report
M
O
.C
T
O
P
S
G
O
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Debit / Credit Memos

M
 Enter Debit / Credit Memos relating to PO Matched Invoices
O
 For Price Correction – .C
T
 Will not be validated for a 3/2 Way Match
O
P

S
Enter Debit / Credit Memo relating to Non-PO Matched Invoices

 Enter Debit Memo - matching to a Purchase Order G

O
To Record debit taken for returns L
.B



8
Will be validated against return for quantity
8

S
Run Reports - Credit Memo Matching Report
P
P
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http://oracleapps88.blogspot.com/

Enter Prepayments
M
 Prepayments are advances - given to Suppliers, Employees etc.
O
 Making a Prepayment involves 3 Steps: .C
T
 Entering a Prepayment Invoice O
P
 Validation of the Prepayment Invoice
S
 Payment of the Prepayment Invoice G
O
 Prepayments are of 2 Types : L
.B

8
Permanent Prepayments (Example - Deposits for Lease, Rent etc.)
8

S
Temporary Prepayments (Example - Advances to Suppliers, Employees
etc.)
P
 P
A
Temporary Prepayments must be applied to Invoices subsequently
E
L
C
A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Invoice Activities
 Invoice Validation (Scheduled to run nightly) M
O
 Invoice Accounting (Scheduled to run nightly)
.C
T
 Adjusting Invoice Distributions
O
P
 Changing Payment Schedules
S
 Cancelling an Invoice G
O
 Placing a Hold on an Invoice L
.B
 Releasing a Hold from an Invoice 8
8
S
P
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
8
8
S
P
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A
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A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Payment Processing
 Payment overview M
O
 Enter manual payments
.C
T
 Process payment batches
O
P
S
G
O
L
.B
8
8
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Payments Overview
M
Enter supplier Enter invoice O
Approve invoice
.C
T
O
P
S
G
O
L Pay invoice

.B
8
8
S A/P

P 100,000
P 60,000

A 10,000

E 30,000

L
to generalA
C
Transfer information
ledger
Create accounting
entries
R
O
RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Payment Methods
M
Description O
.C
Method
T
O
Check A paper check to print and send to a supplier.

P
Clearing
S
A payment for inter-company invoices - without creating a payment document.

G
O
Electronic
L
An electronic funds transfer to the bank of a supplier

. B
Wire
8
A funds transfer initiated by contacting the bank and requesting wire payment to
the bank of a supplier.
8
S
P
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Payment Batches
M
O
Initiate New 1 2 .C
Payment Build T
Review
batches Payments O
Payments
P
S
G
O 3
L
.B
8
8
Confirm Format
S
Payments Payments
P 4
P
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Enter Payments
Navigate: Payments -> Entry -> Payment Batches M
O
.C
T
O
P
S
G
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Enter Payments
Navigate: Payments -> Entry -> Payment Batches -> Payments M
O
.C
T
O
P
S
G
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
8
8
S
P
P
A
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A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

1099 Processing
To report to the Internal Revenue Service certain type of payments you make M
to your suppliers : O
. C

T
In the supplier window, you can designate supplier as federally reportable.

When you enter invoices for the supplier, the invoice distribution O

P is
S
classified by type 1099 MISC using the Income Tax type field.

 Gaccumulated
At year end you can then report, in standard formats, your
O other tax agencies
L
1099 payment information to Internal Revenue Service,

.B
and your suppliers.

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1099 Processing….cont’d
Submit the following reports to review, identify and correct 1099 exceptions: M
O
 1099 Supplier Exceptions Report
.C
T
 1099 Invoice Exceptions Report
O
Review and – P
S


 Correct Supplier Master Details G

O
Correct Invoice Details – Run Program - ‘Update Income Tax Details

Utility’ L
.B
 Submit 1099 Forms – 8
8
 1099 Forms
S
1096 Form P
P


A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Period Close
Verify all invoices and payments for the month recorded M
O


 Verify all Payment Batches are either ‘Confirmed’ or ‘Cancelled’

.C
 Run and Review Exception Reports in Oracle Payables T
O
 Invoice on Hold Report
P
 Unaccounted Transactions Report S
G
 Month Close Oracle Processes
O
Invoice Validation L
.B


 Payables Accounting Process

8
Payables Transfer to General Ledger 8
S


 Journal Import
P
P
A
EPayables Closing at SOB Level
L
C
A
R
O
RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Period Close….cont’d
Oracle Payables Reports M
O


 Accounts Payable Trial Balance

.C
 Posted Invoice Register T
O
 Posted Payment Register P
S
 Invoice Aging Report
G
Invoice on Hold Report O
L


 Oracle General Ledger Report .B

8
 Trial Balance Summary Report
8
S
 Account Analysis - 132 Char
P
P
A
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C
A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Agenda
 Overview M
O
.C
 Master Data Entry and Maintenance

 Key Setups T
O
 Invoice Processing
P
 Payment Processing S
G
 Periodic Processing
O
 Key Reports L
.B
8
8
S
P
P
A
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C
A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Key Reports – Regular Reports

Invoice Register M
O


 Payment Register .C
T
 Supplier Paid Invoice History
O
P
 Void Payment Register
S
G
O
 Accrual Reconciliation Report
L
.B
8
8
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P
P
A
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A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Key Reports – Exception Reports

Invoice on Hold Report M
O


 Unaccounted Transactions Report

.C
Supplier Audit Report T
O


Invoice Audit by Voucher Number P

S


 Invoice Audit Report G

O
 Matching Hold Details Report L
Missing Document Numbers Report .B
8


Payment Exception Report 8

S


1099 Invoice Exceptions Report P

P


 1099 Supplier Exceptions A

Report
E
L
C
A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

Key Reports – Periodic Processing

1099 Reporting M
O


 1099 Payment Reports

.C
1099 Forms T
O


 1096 Forms P
S
 Month Close G
O
 Accounts Payable Trial Balance
L
 Posted Invoice Register .B
8
 Posted Payment Register 8
S
 Invoice Aging Report
P
P
A
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C
A
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RAJU CHINTHAPATLA
http://oracleapps88.blogspot.com/

M
O
.C
T
O
P
S
Questions? G
O
L
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M
O
.C
T
O
P
S
Thank you! G
O
L
.B
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