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5. Enter the mandatory fields in Human Resource tab defaults for entering employee information
in the Enter Person window
Expense Reimbursement Address: <select Office/Home>
Next Automatic Number: <enter starting number you want>
Introduction
This section is aimed to guide you through the defining of Payables Options. Use this window to
set control options and defaults used throughout Payables. You can set defaults in this window
that will simplify supplier entry, invoice entry, and automatic payment processing. Although
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you need to define these options and defaults only once, you can update most of them at any
time to change controls and defaults for future transactions.
Defining Payables Options:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payables Options window.
In Payables: (N) Setup > Options > Payables Options
2. Find Payables Options window appears. Enter your Operating Unit name and click on New
3. Use this region to control accounting information for your Payables system. Enable the
required accounting options.
Payment Accounting: <enable when payment issued & when payment clears >
Account for Gain/Loss : <enable when payment issued & when payment clears>
Bills Payable Account Source: <from payment document>
Automatic Offset Method : <enable none>
Discount Method: <enable system account>
Interest : <enable system account>
Prepayment Account : <from supplier site>
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5. Percentage you enter in discount tab to calculate the discount amount available for a scheduled
payment
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Defining Suppliers
Introduction
This section is aimed to guide you through the Defining Supplier. Oracle financial
applications use supplier information: Payables, Purchasing, Assets, and Property
Manager. If you use more than one of these products, supplier information is shared with
the other product(s).
Before entering invoices for a supplier, you must enter at least one pay site for the
supplier.
Defining Suppliers:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payables Suppliers window.
In Payables: (N) Suppliers > Entry
2. Suppliers window appears. Click on create Supplier button and enter the details of the new
supplier and click on Apply.
3. Use the Organization information page to document high-level company information such as.
Taxpayer ID: <enter the tax payer ID>
Tax Registration Number: <Enter Registration Number>
4. You can create sites for use when processing transactions with your suppliers. You can do this
by clicking "Address Book." The Address Book page displays all the addresses for the supplier.
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
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Creation of Invoice
Introduction
This section is aimed to guide you through the Creation of Basic Invoice. Use this
procedure to enter a trade invoice you get from a supplier if the invoice is basic (will not
be matched to a purchase order or receipt).
Overview
Assume that 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.
Task
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window: N> Invoices > Entry > Invoices
2. Enter the following invoice:
Trading
Partner
Invoice
Num
XXIBN
XX1000
Corporation
Invoice
Amount
Description
Payment
Terms
10000
Promotional Immediate
Giveaway
Payment
Method
Check
3. Enter the invoice lines based on the following table: click on Lines tab
Number
Type
Amount
Distribution Account
1
Item
4000
01-402-7110-0000-000
2
Item
6000
01-404-7110-0000-000
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%
25
Account
01-402-7410-0000-000
50
01-404-7410-0000-000
25
01-410-7410-0000-000
Description
Utilities-East
Region
Utilities-West
Region
Utilities-Mgmt
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Invoice
Num
XXIBN
XX1000
Corporation
Invoice
Amount
Description
Payment
Terms
10000
Promotional Immediate
Giveaway
Payment
Method
Check
3. Enter the invoice lines based on the following table: click on Lines tab
Number
Type
Amount
Distribution Set
Item
Item
4000
6000
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99Skeleton
99Skeleton
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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.
Enter Quick Invoice:
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Quick Invoices window.
Invoices > Entry > Quick Invoices
o Source = Quick Invoices
o 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
Invoice
Payment
Number
Amount
Method
XXIBM
SAN
2007
15000
Check
Corporation
FRANCISCO
Unit
Price
3000
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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
Invoice
Payment
Number
Amount
Method
XXIBM
SAN
2008
2500
Check
Corporation
FRANCISCO
8. Enter the second invoice line based on the following table:
Type
Amount Account
Unit of
Quality
Measure Invoiced
Item
2500
01-000-1570-0000-000
Each
2
Unit
Price
1250
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FRANCISCO
11. Enter the third invoice line based on the following table:
Type
Amount Account
Unit of
Quality
Measure Invoiced
Item
7000
01-000-1570-0000-000
Each
2
Create Invoices from Quick Invoices
13. (B) Create Invoices
14. Verify that:
o Source = Quick Invoices
o Quick Invoice Batch = XXQuick
Unit
Price
3500
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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.
15. Close the form and return to the Navigator window.
Verify a Tax Reporting Authority exists
16. Navigate to the Suppliers window.
(N) Suppliers > Enter
17. Search for Supplier = Internal Revenue Service.
18. (L) Organization.
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14. Save.
Enter an Invoice for a Withholding Tax Supplier and Supplier Site
15. Navigate to the Invoices window.
(N) Invoices > Entry > Invoices
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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:
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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.
28. Close windows until you are back at the Navigator.
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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Promised Date
Today + 5 days
Today + 10 days
Today + 15 days
6. (T) More. Enter Match Approval Level information for line 2 and 3 according to the
following table:
Receipt
Receipt
Num
Match
Invoice
Close
Close
Approval
Match
Tolerance
Tolerance
Level
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:
Destination
Quantity
Num
Charge Account
Type
Expense
18
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01-110-7050-0000-000
9. Save your work. Close the Distributions window and return to the Shipments window.
10. With the cursor on shipment line 2, choose (B) Distributions.
11. Enter the distribution lines according to the following table:
Destination
Quantity
Num
Charge Account
Type
1
Expense
12
01-110-7050-0000-000
12. Save your work. Close the Distributions window and return to the Shipments
window.
13. With the cursor on shipment line 3, choose (B) Distributions.
14. Enter the distribution lines according to the following table:
Destination
Quantity
Num
Charge Account
Type
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 _____________________
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Trading
partner
Advantage
Corp
Invoice
Number
XX5000
Amount
2600
Payment
Method
Electronic
3. (B) Match.
Supplier Name = Advantage Corp
Purchase Order Num = your standard PO number
4. (B) Find.
5. Enter match details according to the following table:
Match
Quantity
Unit Price
Match Amount
Invoiced
Checked
18
100
1800
Checked
8
100
800
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8. In the Invoices window, verify that the distribution total equals the invoice amount.
Match to PO Distributions
9. Navigate to the Invoices window
(N) Invoices > Entry > Invoices
10. Enter the following invoice:
Type
Trading
Invoice
partner
Number
Standard
Advantage
XX6000
Corp
Amount
500
Payment
Method
Electronic
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Invoiced
Checked
100
100
100
300
Amount
500
Payment
Method
Electronic
PO Number
Your Purchase
Order Number
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Value
United States
XXAPBANK
Value
United States
1 Main Street
San Francisco
San Francisco
CA
94501
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.
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Value
XXAP Branch
ABA
Value
United States
XXAPBANK
XXAP Branch
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XXAP Disbursement
XX-1234-5678
USD
Checked
Checking
Cash Disbursement Account
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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.
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8. (ST) Processing.
9. 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
10. (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
11. To review the invoices selected by your payment process request (XX Payment Process
Request), navigate to the (B) Views window, select All of Todays, and (B) Go.
The payment process requests for today display.
12. (B) Refresh Status until you see that the status of your payment process request (XX
Payment Process Request) is Invoices Pending Review.
13. (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
14. To remove one of the three invoices from the payment process request, select the check
box in the Select column of the applicable row and (B) Remove from Request.
15. (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
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16. You decide that you only want to pay Advantage Corp part of one of the invoices. To
change the amount of invoice, change the amount directly in the Payment Amount field.
17. (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
18. To review proposed payments, (I) Start Action in the applicable row (XX Payment
Process Request).
19. To view the invoices selected to be paid within the Vision Operations payment, (L)
Amount.
The Payment: <Number> page displays.
20. To view the invoices included in the Vision Operations payment, expand the
Documents region.
21. The status in the header indicates Instruction Created..
Review Documents within the Payment
22. To review the details of the documents (invoices) within the payment, (L) XX1000 and
(L) XX16000
23. 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.
24. (B) Go.
25. (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.
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