D31742 - Ap

11i Implement and Use
Accounts Payable
Student Guide
Vol 1
14845GC10
Production 1.0
February 2001
D31742
Copyright © Oracle Corporation, 2001. All rights reserved.
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Authors
Jill Burton, Susan Nishizaka, Christina Ravaglia, Janet Coshow, Stephen

Damiani, Essan Ni, Lauren Scott, Bonnie Ng, Victoria Anderson, Robert
Anderson, Lynn Taslitz, Bervina Lane, and many others
This book was published using:
Oracle Tutor
Table of Contents
Managing the Supplier Base .................................................................................................1-1

Managing the Supplier Base ................................................................................................1-2
Objectives ............................................................................................................................1-3
Agenda.................................................................................................................................1-4
How Oracle Products Use Supplier Information .................................................................1-5
Agenda.................................................................................................................................1-6
Supplier and Supplier Site Settings......................................................................................1-7
Review Question..................................................................................................................1-11
Answer to Review Question ................................................................................................1-12
Avoiding Duplicate Suppliers..............................................................................................1-13
Entering Basic Supplier Information ...................................................................................1-15
Entering Detailed Supplier Information...............................................................................1-16
Entering Supplier Information in the General Region .........................................................1-17
Entering Supplier Information in the Classification Region................................................1-18
Entering Supplier Information in the Control Region..........................................................1-19
Entering Supplier Information in the Payment Region........................................................1-20
Entering Supplier Information in the Bank Accounts Region .............................................1-21
Entering Supplier Information in the Electronic Data Interchange Region .........................1-22
Entering Supplier Information in the Invoice Tax Region...................................................1-23
Entering Supplier Information in the Withholding Tax Region ..........................................1-24
Entering Supplier Information in the Tax Reporting Region...............................................1-25
Entering Supplier Information in the Purchasing Region ....................................................1-26
Entering Supplier Information in the Receiving Region......................................................1-27
Demonstration......................................................................................................................1-28
Entering Supplier Information .............................................................................................1-29
Review Question..................................................................................................................1-31
Overview of Entering Information at the Supplier Site Level .............................................1-33
Entering Detailed Supplier Site Information .......................................................................1-34
Entering Flexible Address Format Information ...................................................................1-35
Entering Supplier Site Information in the General Region ..................................................1-36
Entering Supplier Site Information in the Contacts Region.................................................1-37
Entering Supplier Site Information in the Accounting Region ............................................1-38
Entering Employees as Suppliers.........................................................................................1-39
Demonstration......................................................................................................................1-40
Practice 1 Overview.............................................................................................................1-41
Practice 1 Instructions..........................................................................................................1-42
Searching and Reviewing Supplier Information Online ......................................................1-44
Maintaining Supplier and Supplier Site Information ...........................................................1-45
Supplier Reports ..................................................................................................................1-46
Review Question..................................................................................................................1-51
Agenda.................................................................................................................................1-53
Merging Suppliers ...............................................................................................................1-54
Overview of Merging Suppliers ..........................................................................................1-55
Merging Suppliers ...............................................................................................................1-57
Demonstration......................................................................................................................1-60
Identifying Duplicate Suppliers ...........................................................................................1-61
Maintaining Reports As an Audit Trail ...............................................................................1-62
Review Question..................................................................................................................1-63
11i Implement and Use Accounts Payable Table of Contents

i
Summary..............................................................................................................................1-65
R11i Overview of Supplier Invoicing ...................................................................................2-1
R11i Overview of Supplier Invoicing..................................................................................2-2
Course Objectives................................................................................................................2-3
Course Agenda.....................................................................................................................2-4
Product Integration ..............................................................................................................2-5
Oracle Payables Integration .................................................................................................2-6
Overview of Oracle Payables ..............................................................................................2-9
Five Major Processes...........................................................................................................2-10
Oracle Payables Processes ...................................................................................................2-11
Flow of Default Values........................................................................................................2-12
Review Question..................................................................................................................2-13
Suppliers: Overview ............................................................................................................2-15
How Oracle Products Use Supplier Information ................................................................2-16
Entering Invoices: Overview ...............................................................................................2-17
Entering Invoices .................................................................................................................2-18
Using the Workbench Model...............................................................................................2-20
Using the Invoice Workbench .............................................................................................2-21
The Invoice Workbench: Invoice Batches ...........................................................................2-22
The Invoice Workbench: Invoices .......................................................................................2-23
The Invoice Workbench: Distributions................................................................................2-25
Demonstration......................................................................................................................2-26
Review Question..................................................................................................................2-27
Oracle Payables Invoice Types............................................................................................2-29
Demonstration......................................................................................................................2-31
Interest Invoices...................................................................................................................2-32
Invoice Distribution Types ..................................................................................................2-33
Other Invoice Distributions .................................................................................................2-35
Allocating Freight, Tax, and Miscellaneous Lines .............................................................2-36
Review Question..................................................................................................................2-37
Invoice Inquiry: Overview...................................................................................................2-39
Demonstration......................................................................................................................2-40
Approving Invoices: Overview............................................................................................2-41
Approving Invoices .............................................................................................................2-42
Accounting for Invoices.......................................................................................................2-45
Applying Holds....................................................................................................................2-47
Releasing Invoice Holds ......................................................................................................2-49
Manually Releasing Invoice Holds......................................................................................2-50
Review Question..................................................................................................................2-51
Adjusting Invoices ...............................................................................................................2-53
Canceling Invoices...............................................................................................................2-54
Summary..............................................................................................................................2-55
Processing Supplier Invoices.................................................................................................3-1
Processing Supplier Invoices Oracle Payables Release 11i ...............................................3-2
Objectives ............................................................................................................................3-3
Agenda.................................................................................................................................3-4
Entering Invoices: Overview ...............................................................................................3-5
Agenda.................................................................................................................................3-6
Invoice Information .............................................................................................................3-7
Entering Standard Invoice Header Information ...................................................................3-9
Demonstration......................................................................................................................3-10

ii
Agenda.................................................................................................................................3-11
Overview of Entering Batches .............................................................................................3-12
Entering Invoice Batches .....................................................................................................3-13
Creating Batch Control Forms.............................................................................................3-14
Sample Batch Control Form ................................................................................................3-16
Entering Invoices in Batches ...............................................................................................3-17
Approving Invoices in Batches............................................................................................3-18
Demonstration......................................................................................................................3-19
Agenda.................................................................................................................................3-20
Entering Distributions..........................................................................................................3-21
Invoice Distribution Types ..................................................................................................3-22
Review Question..................................................................................................................3-24
Entering Distributions..........................................................................................................3-26
Manually Entering Distributions..........................................................................................3-27
Demonstration......................................................................................................................3-28
Entering Freight Distributions for an Invoice ......................................................................3-29
Enabling Automatically Create Freight Distribution ...........................................................3-30
Creating Distributions by Allocation ...................................................................................3-32
Allocating Freight, Tax, and Miscellaneous Lines ..............................................................3-34
Allocating Other Charges within the Same Invoice.............................................................3-35
Allocation Restrictions ........................................................................................................3-37
Review Question..................................................................................................................3-38
Demonstration......................................................................................................................3-40
Distribution Sets ..................................................................................................................3-41
Defining a Distribution Set ..................................................................................................3-42
Demonstration......................................................................................................................3-43
Agenda.................................................................................................................................3-46
Invoice Gateway ..................................................................................................................3-47
Entering Invoice Gateway Identification Information .........................................................3-48
How to Enter Invoice Gateway Identification Information .................................................3-49
How to Enter Invoice Header Information ..........................................................................3-51
How to Enter Invoice Line Information...............................................................................3-52
Invoice Line Information .....................................................................................................3-53
Invoice Gateway ..................................................................................................................3-54
Creating Invoices .................................................................................................................3-55
Review Question..................................................................................................................3-56
Demonstration......................................................................................................................3-58
Agenda.................................................................................................................................3-61
Payables Open Interface Tables...........................................................................................3-62
Payables Open Interface Import Program............................................................................3-63
Integration with Oracle e-Commerce Gateway....................................................................3-64
Loading Electronic Flat Files...............................................................................................3-65
Review Question..................................................................................................................3-66
Summary..............................................................................................................................3-68
R11i Managing and Approving Invoices .............................................................................4-1
Managing and Approving Invoices......................................................................................4-2
Objectives ............................................................................................................................4-3
Agenda.................................................................................................................................4-4

iii
Invoice Inquiry: Overview...................................................................................................4-5
Finding Invoices ..................................................................................................................4-7
Finding Invoice Distributions ..............................................................................................4-8
Calculating Supplier Balances .............................................................................................4-9
Demonstration......................................................................................................................4-10
Reviewing High-Level Invoice Information........................................................................4-11
Review Question..................................................................................................................4-13
Review Question Solution ...................................................................................................4-14
Agenda.................................................................................................................................4-15
Applying and Releasing Invoice Holds: Overview..............................................................4-16
Holds....................................................................................................................................4-17
Hold Types ..........................................................................................................................4-18
Manually Applying Holds ...................................................................................................4-19
Manually Applying Invoice Holds.......................................................................................4-20
Applying Holds to Suppliers................................................................................................4-21
Applying Holds to Scheduled Payments..............................................................................4-22
Demonstration......................................................................................................................4-23
Correcting System Holds .....................................................................................................4-25
Manually Releasing Holds...................................................................................................4-26
Manually Releasing System Holds ......................................................................................4-28
Releasing Holds ...................................................................................................................4-31
Review Question..................................................................................................................4-32
Demonstration......................................................................................................................4-34
Agenda.................................................................................................................................4-35
Approving Invoices: Overview............................................................................................4-36
Approving Invoices .............................................................................................................4-38
Submitting Batch Approval .................................................................................................4-40
Approving Invoices Online..................................................................................................4-42
Demonstration......................................................................................................................4-43
Approving Invoice Batches Online......................................................................................4-44
Practice 1 .............................................................................................................................4-45
Practice 1 Solutions .............................................................................................................4-46
Agenda.................................................................................................................................4-47
Other Invoice Functions: Overview.....................................................................................4-48
Adjusting Invoices ...............................................................................................................4-49
Demonstration......................................................................................................................4-50
Canceling Invoices...............................................................................................................4-51
Demonstration......................................................................................................................4-52
Agenda.................................................................................................................................4-53
Adjusting Purchase Order Matched Invoices: Overview.....................................................4-54
Matching Invoices to Purchase Orders ................................................................................4-55
Matching Invoices to Purchase Orders and Receipts...........................................................4-56
Resolving Matching Issues ..................................................................................................4-57
Adjusting Purchase Order Matched Invoices.......................................................................4-58
Review Question..................................................................................................................4-60
Lesson Summary .................................................................................................................4-62
Matching Invoices to Purchase Orders and Receipts .........................................................5-1
Matching Invoices to Purchase Orders and Receipts...........................................................5-2
Objectives ............................................................................................................................5-3
Agenda.................................................................................................................................5-4
Entering Purchase Order Matched Invoices : Overview......................................................5-5
The Structure of a Purchase Order.......................................................................................5-6

iv
The Structure of a Receipt ...................................................................................................5-7
Purchase Order Matched Invoices .......................................................................................5-8
Why Enter Purchase Order Matched Invoices? ...................................................................5-9
You Can Set Up Controls That Require You To Do The Following:..................................5-10
Matching Process.................................................................................................................5-11
Different Ways to Match an Invoice to a Purchase Order ...................................................5-12
Receipt Match......................................................................................................................5-13
Purchase Order Shipment Match .........................................................................................5-14
Purchase Order Distribution Match .....................................................................................5-15
Price Corrections .................................................................................................................5-16
Agenda.................................................................................................................................5-17
Practice Overview................................................................................................................5-18
Review Question..................................................................................................................5-22
Agenda.................................................................................................................................5-24
PO Default and QuickMatch Invoices .................................................................................5-25
Demonstration of Matching QuickMatch and PO Default type Invoices to Receipts and
Purchase Orders ...................................................................................................................5-26
Review Question..................................................................................................................5-27
Agenda.................................................................................................................................5-29
Entering Purchase Order Matched Invoice Records in the Invoice Gateway ......................5-30
Demonstration of How to Match Invoices to Purchase Orders and Receipts in the Invoice
Gateway ...............................................................................................................................5-31
Review Question..................................................................................................................5-32
Summary..............................................................................................................................5-34
Processing Debit and Credit Memos ....................................................................................6-1
Processing Debit and Credit Memos....................................................................................6-2
Online Help..........................................................................................................................6-3
Viewing Online Help ...........................................................................................................6-4
Objectives ............................................................................................................................6-5
Agenda.................................................................................................................................6-6
Overview .............................................................................................................................6-7
Agenda.................................................................................................................................6-8
Entering Debit and Credit Memos in the Invoice Workbench.............................................6-9
Entering Debit and Credit Memos .......................................................................................6-10
Demonstration......................................................................................................................6-11
Review Question..................................................................................................................6-14
Agenda.................................................................................................................................6-16
Matching Debit and Credit Memos in the Invoice Workbench ...........................................6-17
Clearing a Credit..................................................................................................................6-18
Demonstration......................................................................................................................6-19
Review Question..................................................................................................................6-23
Agenda.................................................................................................................................6-25
Recording a Price Correction...............................................................................................6-26
How to Record a Price Correction.......................................................................................6-27
Demonstration......................................................................................................................6-28
Summary..............................................................................................................................6-29
Processing Recurring Invoices..............................................................................................7-1

v
Processing Recurring Invoices.............................................................................................7-2
Online Help..........................................................................................................................7-3
Viewing Online Help ...........................................................................................................7-4
Objectives ............................................................................................................................7-5
Agenda.................................................................................................................................7-6
Recurring Invoice Process ...................................................................................................7-7
Agenda.................................................................................................................................7-8
Overview of Recurring Invoices..........................................................................................7-9
Agenda.................................................................................................................................7-12
Special Calendar Window ...................................................................................................7-13
Demonstration......................................................................................................................7-14
Review Question..................................................................................................................7-15
Agenda.................................................................................................................................7-17
Recurring Invoice Templates...............................................................................................7-18
Demonstration......................................................................................................................7-21
Review Question..................................................................................................................7-22
Agenda.................................................................................................................................7-24
Creating a Recurring Invoice...............................................................................................7-25
Recurring Credit and Debit Memos.....................................................................................7-26
Withholding Taxes from Recurring Invoices.......................................................................7-27
Recurring Invoice Restrictions ............................................................................................7-28
Demonstration......................................................................................................................7-29
Practice Instructions.............................................................................................................7-31
Review Question..................................................................................................................7-32
Summary..............................................................................................................................7-34
Processing Prepayments........................................................................................................8-1
Processing Prepayments ......................................................................................................8-2
Objectives ............................................................................................................................8-3
Agenda.................................................................................................................................8-4
Overview of Prepayments....................................................................................................8-6
Overview of Processing Prepayments .................................................................................8-9
Review Question..................................................................................................................8-10
Agenda.................................................................................................................................8-12
Entering Prepayments ..........................................................................................................8-13
Approving and Paying Prepayments....................................................................................8-14
Using Automatic Withholding Tax on Prepayments ..........................................................8-15
Matching a Prepayment to a Purchase Order.......................................................................8-16
Controlling When a Prepayment is Available to Apply to Invoices ....................................8-17
Demonstration......................................................................................................................8-18
Review Question..................................................................................................................8-22
Agenda.................................................................................................................................8-24
Applying Prepayments to Invoices ......................................................................................8-25
Applying Prepayments in the Invoice Workbench ..............................................................8-26
Applying Prepayments in the Invoice Gateway...................................................................8-27
Applying Prepayments to Expense Reports.........................................................................8-28
Using the Prepayments Status Report..................................................................................8-29
Demonstration......................................................................................................................8-30
Unapplying Prepayments.....................................................................................................8-31

vi
Recording a Refund of a Prepayment or Advance...............................................................8-32
Canceling Prepayments........................................................................................................8-33
Review Question..................................................................................................................8-34
Summary..............................................................................................................................8-36
Accounting in Oracle Payables.............................................................................................9-1
Accounting in Oracle Payables............................................................................................9-2
Agenda.................................................................................................................................9-4
Overview of the Accounting Cycle......................................................................................9-5
Agenda.................................................................................................................................9-6
Accounting Features ............................................................................................................9-7
Agenda.................................................................................................................................9-8
Accounting Events...............................................................................................................9-9
Document Classes................................................................................................................9-10
Invoice Document Class ......................................................................................................9-11
Payment Document Class ....................................................................................................9-12
Invoice Event .......................................................................................................................9-13
Invoice Event - Invoice with One Distribution....................................................................9-14
Invoice Event - Invoice with Multiple Distributions ...........................................................9-15
Invoice Event - Multiple Distributions with Automatic Offsets Enabled ............................9-16
Invoice Event - Invoice in Foreign Currency.......................................................................9-17
Invoice Event - Accrual on Receipt .....................................................................................9-18
Invoice Adjustment Event ...................................................................................................9-19
Invoice Adjustment Event - Distribution Reversal ..............................................................9-20
Invoice Adjustment Event - Invoice Amount Adjusted .......................................................9-21
Invoice Cancellation Event..................................................................................................9-22
Invoice Cancellation Event - Invoice Cancellation..............................................................9-23
Prepayment Application Event ............................................................................................9-24
Prepayment Unapplication Event ........................................................................................9-25
Review Questions ................................................................................................................9-26
Answers to Review Question...............................................................................................9-27
Payment Event .....................................................................................................................9-28
Payment Event - Invoice Payment.......................................................................................9-29
Payment Event - Foreign and Functional Currency.............................................................9-30
Payment Maturity Event ......................................................................................................9-31
Payment Maturity Event - Future Dated Payment ...............................................................9-32
Payment Adjustment Event .................................................................................................9-33
Payment Cancellation Event................................................................................................9-34
Payment Clearing Events.....................................................................................................9-35
Review Question..................................................................................................................9-36
Agenda.................................................................................................................................9-38
Creating Accounting Entries................................................................................................9-39
Payables Accounting Process ..............................................................................................9-40
Prerequisites for Creating Accounting Entries.....................................................................9-41
Demonstration......................................................................................................................9-42
Answers to Review Questions .............................................................................................9-45
Agenda.................................................................................................................................9-46
Viewing Accounting Entries................................................................................................9-47
Correcting Accounting Entries ............................................................................................9-48
Demonstration......................................................................................................................9-49
Practice #1 Overview...........................................................................................................9-50
Practice #1 Instructions........................................................................................................9-51
Agenda.................................................................................................................................9-52

vii
Overview of Transferring Accounting Entries to Your General Ledger..............................9-53
Reviewing Accounting Entries ............................................................................................9-54
Posting in Oracle General Ledger........................................................................................9-55
Reconciling Payables Activity.............................................................................................9-56
Review Question..................................................................................................................9-57
Agenda.................................................................................................................................9-59
Period Close Process............................................................................................................9-60
Unaccounted Transaction Sweep Program ..........................................................................9-61
Summary..............................................................................................................................9-62
R11i Implementing Supplier Invoicing ................................................................................10-1
R11i Implementing Supplier Invoicing ...............................................................................10-2
Course Objective .................................................................................................................10-3
Course Agenda.....................................................................................................................10-4
Defining Invoice Tolerances................................................................................................10-6
How to Set Tolerance Levels for Matching .........................................................................10-8
How to Set Tolerance Levels for Invoice Taxes.................................................................10-10
Demonstration......................................................................................................................10-11
Practice 1 .............................................................................................................................10-12
Course Agenda.....................................................................................................................10-14
Setting Up Invoice Payables Options ..................................................................................10-15
Demonstration......................................................................................................................10-17
Course Agenda.....................................................................................................................10-18
Creating Automatic Interest Invoices ..................................................................................10-19
Setting Up Interest Payables Options ..................................................................................10-20
Course Agenda.....................................................................................................................10-21
Invoice Tax Options ............................................................................................................10-22
Setting Up Invoice Tax Options ..........................................................................................10-23
Tax Defaults and Rules Payables Options ...........................................................................10-24
Demonstration......................................................................................................................10-25
Practice 2 .............................................................................................................................10-26
Course Agenda.....................................................................................................................10-28
Setting Up Matching Options ..............................................................................................10-29
Demonstration......................................................................................................................10-30
Review Question..................................................................................................................10-31
Course Agenda.....................................................................................................................10-33
Invoice Gateway Considerations .........................................................................................10-34
Open Interface Workflow Considerations ...........................................................................10-35
Invoice-Matching Considerations........................................................................................10-37
Prepayment Considerations .................................................................................................10-38
Summary..............................................................................................................................10-39
Overview of Processing Employee Expense Reports ..........................................................11-1
Overview of Processing Employee Expense Reports ..........................................................11-2
Online Help..........................................................................................................................11-3
Objectives ............................................................................................................................11-5
Agenda.................................................................................................................................11-6
Overview .............................................................................................................................11-8
Agenda.................................................................................................................................11-9
Expense Reporting Methods................................................................................................11-10
Creating an Expense Report Using a Standard Web Browser ............................................11-11
Disconnected Expense Reporting Process ..........................................................................11-13
Disconnected Expense Reporting Process ...........................................................................11-14
Disconnected Expense Reporting Process ..........................................................................11-15

viii
Review Question..................................................................................................................11-18
Agenda.................................................................................................................................11-20
Credit Cards.........................................................................................................................11-21
Demonstration......................................................................................................................11-24
Agenda.................................................................................................................................11-25
Oracle Projects Integration ..................................................................................................11-26
Agenda.................................................................................................................................11-28
Internet Expenses Workflows ..............................................................................................11-29
AP Expense Report Workflow Processes ............................................................................11-30
AP Credit Card Workflow ...................................................................................................11-34
Review Question..................................................................................................................11-35
Agenda.................................................................................................................................11-37
Payables Invoice Import Program........................................................................................11-38
Agenda.................................................................................................................................11-40
Customizing Internet Expenses............................................................................................11-41
Agenda.................................................................................................................................11-43
Additional Internet Expenses Features ................................................................................11-44
Review Question..................................................................................................................11-50
Review Question..................................................................................................................11-52
Summary..............................................................................................................................11-54
Entering and Processing Employee Expense Reports ........................................................12-1
Entering and Processing Employee Expense Reports..........................................................12-2
Online Help..........................................................................................................................12-3
Objectives ............................................................................................................................12-5
Agenda.................................................................................................................................12-6
Overview of the Expense Reporting Process.......................................................................12-8
Overview .............................................................................................................................12-9
Agenda.................................................................................................................................12-13
Practice 1 .............................................................................................................................12-15
Agenda.................................................................................................................................12-16
Holds....................................................................................................................................12-17
Demonstration......................................................................................................................12-18
Agenda.................................................................................................................................12-19
Advances .............................................................................................................................12-20
Demonstration......................................................................................................................12-21
Review Question..................................................................................................................12-22
Agenda.................................................................................................................................12-24
Reviewing and Modifying Expense Reports .......................................................................12-25
Reviewing, Modifying, and Approving Expense Reports ...................................................12-26
Demonstration......................................................................................................................12-28
Review Question..................................................................................................................12-29
Agenda.................................................................................................................................12-31
Payables Invoice Import Program........................................................................................12-32
Demonstration......................................................................................................................12-34
Summary..............................................................................................................................12-35
R11i Overview of Issuing Payments.....................................................................................13-1
R11i Overview of Issuing Payments....................................................................................13-2
Objectives ............................................................................................................................13-3
Agenda.................................................................................................................................13-4

ix
Product Integration ..............................................................................................................13-5
Oracle Payables Integration .................................................................................................13-6
Overview of Oracle Payables ..............................................................................................13-9
Five Major Processes...........................................................................................................13-10
Oracle Payables Processes ...................................................................................................13-11
Flow of Default Values........................................................................................................13-12
Review Question..................................................................................................................13-13
Issuing Payments: Overview................................................................................................13-15
Payment Features.................................................................................................................13-16
Oracle Payables Payment Methods......................................................................................13-18
Future-Dated Payments........................................................................................................13-19
Using the Workbench Model...............................................................................................13-20
Using the Payment Workbench ...........................................................................................13-21
The Payment Workbench: Payment Batch Sets..................................................................13-22
The Payment Workbench: Payment Batches ......................................................................13-23
The Payment Workbench: Payment Overview and Payments............................................13-24
Demonstration......................................................................................................................13-25
Review Question..................................................................................................................13-26
Manual Payments.................................................................................................................13-28
Demonstration......................................................................................................................13-29
Single Computer-Generated Payments ................................................................................13-30
Paying Invoices from the Invoice Workbench.....................................................................13-31
Record Refunds ...................................................................................................................13-32
Payment Batches..................................................................................................................13-33
Payment Batches: Overview of the Steps ............................................................................13-34
Oracle e-Commerce Gateway Payments Overview............................................................13-35
Payment Batch Sets .............................................................................................................13-36
Demonstration......................................................................................................................13-37
Review Question..................................................................................................................13-38
Payment Inquiry...................................................................................................................13-40
Demonstration......................................................................................................................13-41
Stopping and Voiding Payments..........................................................................................13-42
Accounting for Payments.....................................................................................................13-43
Demonstration......................................................................................................................13-45
Payment Reconciliation with Oracle Cash Management.....................................................13-46
Summary..............................................................................................................................13-47
Processing Single Payments and Refunds............................................................................14-1
Processing Single Payments and Refunds ...........................................................................14-2
Agenda.................................................................................................................................14-4
Overview of the Payment Generation Process.....................................................................14-5
Agenda.................................................................................................................................14-6
Check Requests....................................................................................................................14-7
Overview of Processing Check Requests Using Manual Payments ....................................14-8
Manual Payments.................................................................................................................14-9
Creating Manual Payments..................................................................................................14-10
Prerequisites for Processing Manual Payments ...................................................................14-11
Demonstration......................................................................................................................14-12
Review Question..................................................................................................................14-15
Agenda.................................................................................................................................14-17

x
Overview of Generating a Single, Computer-Generated Payment ......................................14-18
Quick Payments ...................................................................................................................14-19
Recording Zero-Amount Payments .....................................................................................14-20
Demonstration......................................................................................................................14-21
Paying Invoices from the Invoice Workbench.....................................................................14-22
Review Question..................................................................................................................14-26
Agenda.................................................................................................................................14-28
Refunds................................................................................................................................14-29
Recording Refunds ..............................................................................................................14-30
Recording Refunds When a Credit Balance Exists..............................................................14-31
Demonstration......................................................................................................................14-32
Agenda.................................................................................................................................14-35
Overview of Stop and Void Payments.................................................................................14-36
Stop Payments .....................................................................................................................14-37
Payment Status Updates.......................................................................................................14-38
Demonstration......................................................................................................................14-39
Overview of Voiding Payments...........................................................................................14-40
Voiding Payments................................................................................................................14-41
Review of Voided Payments................................................................................................14-42
Demonstration......................................................................................................................14-43
Summary..............................................................................................................................14-46
Generating Payments ............................................................................................................15-1
Generating Payments ...........................................................................................................15-2
Agenda.................................................................................................................................15-4
Overview of Generating Payments in a Payment Batch ......................................................15-5
Agenda.................................................................................................................................15-6
Payment Batches..................................................................................................................15-7
Initiating Payment Batches ..................................................................................................15-8
Finding a Payment Batch.....................................................................................................15-9
Demonstration......................................................................................................................15-10
Payment Batch Templates ...................................................................................................15-13
Demonstration......................................................................................................................15-14
Modifying Payment Batches................................................................................................15-15
Demonstration......................................................................................................................15-16
Formatting Payments ...........................................................................................................15-17
Demonstration......................................................................................................................15-18
Confirming Payment Batches ..............................................................................................15-19
Assigning Status Types to Documents ................................................................................15-20
Demonstration......................................................................................................................15-21
Practice Instructions.............................................................................................................15-23
Agenda.................................................................................................................................15-29
Payment Batch Sets .............................................................................................................15-30
Creating Payment Batch Sets...............................................................................................15-31

xi
Initiating Payment Batch Sets..............................................................................................15-34
How Payables Creates a Payment Batch Name ...................................................................15-35
Payment Batch Set Restrictions ...........................................................................................15-36
Demonstration......................................................................................................................15-37
Agenda.................................................................................................................................15-42
Overview of Electronic Payment Options ...........................................................................15-43
Creating Electronic Payments without Oracle’s e-Commerce Gateway..............................15-44
Prerequisites for Processing Electronic Payments ...............................................................15-45
Creating Electronic Payments Using Oracle’s e-Commerce Gateway ................................15-46
Prerequisites for Using Oracle’s e-Commerce Gateway......................................................15-47
Using Oracle’s e-Commerce Gateway.................................................................................15-48
EDI Outbound Payment File................................................................................................15-49
Creating EDI Payment Batches ...........................................................................................15-50
Review Question..................................................................................................................15-51
Summary..............................................................................................................................15-53
R11i Implementing Payments...............................................................................................16-1
Oracle Payables Release 11i ................................................................................................16-2
Objective..............................................................................................................................16-3
Course Agenda.....................................................................................................................16-4
Cash Control Features..........................................................................................................16-5
Course Agenda.....................................................................................................................16-6
Defining Pay Groups ...........................................................................................................16-7
How to Define Pay Groups..................................................................................................16-8
Course Agenda.....................................................................................................................16-9
Assigning Payment Priorities...............................................................................................16-10
How to Assign Payment Priorities.......................................................................................16-11
Demonstration......................................................................................................................16-12
Course Agenda.....................................................................................................................16-13
Defining Payment Terms .....................................................................................................16-14
How to Define Periods That Payables Uses for Payment Terms.........................................16-16
How to Define Payment Terms............................................................................................16-17
Taking Invoice Discounts ....................................................................................................16-18
Discount Reports .................................................................................................................16-19
Demonstration......................................................................................................................16-20
Course Agenda.....................................................................................................................16-21
Assigning Pay-Alone Status ................................................................................................16-22
Practice 1 .............................................................................................................................16-23
Course Agenda.....................................................................................................................16-25
Defining Banks ....................................................................................................................16-26
How to Enter Bank Information ..........................................................................................16-29
How to Define Bank Accounts ............................................................................................16-30
Defining Bank Accounts for Your Suppliers.......................................................................16-32
Course Agenda.....................................................................................................................16-33
Defining Payment Documents for Bank Accounts ..............................................................16-34
Oracle Payables Payment Document Disbursement Types ................................................16-35
Setting Up Custom Payment Programs................................................................................16-36
Setting Up Custom Payment Formats..................................................................................16-37
Practice 2 .............................................................................................................................16-38
Demonstration......................................................................................................................16-40
Review Question..................................................................................................................16-41

xii
Course Agenda.....................................................................................................................16-43
Setting Up Financials Options for Payments .......................................................................16-44
Demonstration......................................................................................................................16-45
Course Agenda.....................................................................................................................16-46
Setting Up Payables Options for Payments .........................................................................16-47
Setting Up Supplier Payables Options.................................................................................16-49
Demonstration......................................................................................................................16-50
Course Agenda.....................................................................................................................16-51
Setting Up Future-Dated Payments .....................................................................................16-52
How to Set Up Future-Dated Payments...............................................................................16-53
Demonstration......................................................................................................................16-54
Review Question..................................................................................................................16-55
Course Agenda.....................................................................................................................16-57
Setting Up Oracle Payables to Work with Oracle Cash Management .................................16-58
Summary..............................................................................................................................16-59
R11i Period Closing Process in Oracle Payables.................................................................17-1
Period Closing Process in Oracle Payables..........................................................................17-2
Objectives ............................................................................................................................17-3
Agenda.................................................................................................................................17-4
Overview of the Period Closing Process .............................................................................17-6
Period Closing Process ........................................................................................................17-7
Completing the Period Closing Process...............................................................................17-8
Transferring Accounting Details to the General Ledger......................................................17-11
Moving Unaccounted Transactions to the Next Period .......................................................17-12
Controlling the Payables Accounting Periods .....................................................................17-13
Closing an Accounting Period .............................................................................................17-14
Demonstration......................................................................................................................17-15
Review Question..................................................................................................................17-16
Overview of Submitting Mass Additions ............................................................................17-18
Agenda.................................................................................................................................17-20
Standard Reporting ..............................................................................................................17-21
Accounting and Reconciliation Reports ..............................................................................17-22
Payables Accounting Process Report...................................................................................17-23
Payables Accounting Entries Report ...................................................................................17-24
Unaccounted Transactions Report .......................................................................................17-25
Demonstration......................................................................................................................17-26
Review Question..................................................................................................................17-27
Agenda.................................................................................................................................17-29
Reconciling Accounts Payable Activity for the Period .......................................................17-30
Using the Accounts Payables Trial Balance Report ............................................................17-31
Reconciling the Accounts Payable Trial Balance Report ....................................................17-32
Using the Payables Account Analysis Report......................................................................17-34
Reconciling the Payables Account Analysis Report............................................................17-35
Demonstration......................................................................................................................17-36
Summary..............................................................................................................................17-37
Overview of the Tax Accounting Process ............................................................................18-1
Overview of the Tax Accounting Process............................................................................18-2
Objectives ............................................................................................................................18-3
Agenda.................................................................................................................................18-4
Overview of Tax in Oracle Applications .............................................................................18-6
Examples of Tax Support in Oracle Applications................................................................18-8
Tax Processing on Transactions...........................................................................................18-10
Agenda.................................................................................................................................18-11

xiii
United States Sales Tax Partner Solutions...........................................................................18-12
Tax Partners.........................................................................................................................18-13
Agenda.................................................................................................................................18-14
Tax Codes and Tax Groups .................................................................................................18-15
Agenda.................................................................................................................................18-16
Tax Accounting for Adjustments, Discounts, and Finance Charges....................................18-17
Agenda.................................................................................................................................18-18
Partial and Non-Recoverable Taxes.....................................................................................18-19
Agenda.................................................................................................................................18-21
Tax Management with the Tax Reporting Ledger ...............................................................18-22
Summary..............................................................................................................................18-25
Processing IRS 1099 Form....................................................................................................19-1
Processing IRS Form 1099 ..................................................................................................19-2
Objectives ............................................................................................................................19-3
Agenda.................................................................................................................................19-4
1099 Reporting Overview....................................................................................................19-6
Agenda.................................................................................................................................19-7
Setting Up Oracle Payables for 1099 Reporting Overview .................................................19-8
Defining Reporting Entities That Produce 1099 Reports ....................................................19-9
Enabling the Combined Filing Program ..............................................................................19-10
Defining Income Tax Regions .............................................................................................19-11
Agenda.................................................................................................................................19-12
Entering 1099 Suppliers ......................................................................................................19-13
Agenda.................................................................................................................................19-14
Entering and Paying 1099 Invoices .....................................................................................19-15
Agenda.................................................................................................................................19-17
Identifying 1099 Exceptions................................................................................................19-18
Submitting the Update Income Tax Details Utility..............................................................19-23
1099 Payments Report.........................................................................................................19-25
Agenda.................................................................................................................................19-26
Submitting 1099 Forms .......................................................................................................19-27
Agenda.................................................................................................................................19-28
1099 Electronic Media.........................................................................................................19-29
Summary..............................................................................................................................19-31
Processing Withholding Tax .................................................................................................20-1
Processing Withholding Tax................................................................................................20-2
Objectives ............................................................................................................................20-3
Agenda.................................................................................................................................20-4
Automatic Withholding Tax Overview................................................................................20-5
Overview of Withholding Tax Process................................................................................20-6
Agenda.................................................................................................................................20-7
Setting Up Withholding Tax Payables Options ...................................................................20-8
Setting Up Withholding Tax................................................................................................20-10
Review Question..................................................................................................................20-13
Agenda.................................................................................................................................20-15
Withholding Taxes...............................................................................................................20-16
Entering Invoices .................................................................................................................20-17
Applying Withholding Tax to Invoices ...............................................................................20-19
Demonstration......................................................................................................................20-21
Review Question..................................................................................................................20-22
Agenda.................................................................................................................................20-24
Creating Withholding Tax Invoices.....................................................................................20-25
Creating Withholding Tax Invoices Manually.....................................................................20-26
Creating Withholding Tax Invoices Automatically .............................................................20-27

xiv
Agenda.................................................................................................................................20-28
Paying a Tax Authority........................................................................................................20-29
Review Question..................................................................................................................20-30
Agenda.................................................................................................................................20-32
Projected Withholding Tax..................................................................................................20-33
View Period-To-Date Withheld Amounts ...........................................................................20-34
Review Question..................................................................................................................20-36
Summary..............................................................................................................................20-38
R11i Implementing Global Taxes (Procure to Pay) ............................................................21-1
Implementing Global Taxes (Procure to Pay)......................................................................21-2
Objectives ............................................................................................................................21-3
Agenda.................................................................................................................................21-4
Global Taxes Overview .......................................................................................................21-5
Tax/VAT Overview .............................................................................................................21-6
Review Question..................................................................................................................21-7
Oracle Purchasing Global Taxes Overview .........................................................................21-9
Oracle Payables Global Taxes Overview.............................................................................21-10
Agenda.................................................................................................................................21-11
Defining Tax Types .............................................................................................................21-12
Defining Tax Codes.............................................................................................................21-13
Defining Suppliers and Supplier Sites .................................................................................21-14
Review Question..................................................................................................................21-15
Offset Taxes.........................................................................................................................21-17
Setting Up for Offset Taxes .................................................................................................21-18
Demonstration......................................................................................................................21-19
Agenda.................................................................................................................................21-20
Defining Tax Financials Options .........................................................................................21-21
Defining Tax Defaulting in Oracle Purchasing....................................................................21-22
Oracle Payables Tax Defaulting Overview..........................................................................21-23
Defining Tax Defaulting in Oracle Payables .......................................................................21-24
Setting Up Item Method Defaulting ....................................................................................21-25
Setting Up Account Method Defaulting ..............................................................................21-26
Review Question..................................................................................................................21-27
Defining Tax Groups ...........................................................................................................21-29
Demonstration......................................................................................................................21-30
Automatic Tax Calculation Overview .................................................................................21-31
Setting Up Options for Automatic Tax Calculation.............................................................21-32
Setting Up Suppliers and Supplier Sites for Automatic Tax Calculation ............................21-33
Review Question..................................................................................................................21-34
Agenda.................................................................................................................................21-36
Tax Recovery.......................................................................................................................21-37
Setting Up Financials Options for Tax Recovery ................................................................21-38
Defining and Assigning Supplier Types ..............................................................................21-39
Defining Tax Recovery Rules..............................................................................................21-40
Review Question..................................................................................................................21-41
Defining Tax Codes for Tax Recovery................................................................................21-43
Demonstration......................................................................................................................21-44
Setting Profile Options for Tax Recovery............................................................................21-45
Summary..............................................................................................................................21-46

xv
R11i Processing Global Taxes...............................................................................................22-1
Processing Global Taxes......................................................................................................22-2
Objectives ............................................................................................................................22-3
Agenda.................................................................................................................................22-4
Tax/VAT Overview .............................................................................................................22-6
Tax Codes Overview ...........................................................................................................22-7
Tax Recovery.......................................................................................................................22-8
Tax Groups Overview..........................................................................................................22-9
Agenda.................................................................................................................................22-10
Entering Tax Information for Purchase Orders....................................................................22-12
Entering Tax Information for Releases................................................................................22-13
Entering Tax Information for Requisitions..........................................................................22-14
Viewing Tax information.....................................................................................................22-15
Practice with Solution..........................................................................................................22-16
Agenda.................................................................................................................................22-17
Oracle Payables Tax Defaulting Overview..........................................................................22-19
Entering Invoices with Tax Groups .....................................................................................22-20
Manually Entering Tax Distributions in the Invoice Workbench ........................................22-21
Automatic Tax Calculation Overview .................................................................................22-22
Using Automatic Tax Calculation - Header Level...............................................................22-23
Using Automatic Tax Calculation - Line and Tax Code Level............................................22-24
Previewing Tax Calculation.................................................................................................22-25
Demonstration......................................................................................................................22-26
Offset Taxes Overview ........................................................................................................22-27
Manually Entering Offset Taxes..........................................................................................22-28
Automatically Entering Offset Taxes ..................................................................................22-29
Recording Taxes on Expense Reports .................................................................................22-30
Review Question..................................................................................................................22-31
Agenda.................................................................................................................................22-33
Oracle Order Management Global Taxes Overview............................................................22-34
Entering and Viewing Tax Information for Sales Orders ....................................................22-35
Demonstration......................................................................................................................22-36
Agenda.................................................................................................................................22-37
Oracle Receivables Global Taxes Overview........................................................................22-38
Entering and Viewing Tax Information for Transactions ....................................................22-39
Calculating Multiple and Compound Taxes ........................................................................22-40
Example of Multiple Tax Lines ...........................................................................................22-41
Example of Compound Tax Lines .......................................................................................22-42
Demonstration......................................................................................................................22-43
Entering and Updating Tax in Credit Memos......................................................................22-44
Tax in Other Receivables Documents..................................................................................22-45
Entering Tax Information for Miscellaneous Transactions..................................................22-46
Review Question..................................................................................................................22-47
Summary..............................................................................................................................22-49
R11i Reporting Global Taxes................................................................................................23-1
Reporting Global Taxes .......................................................................................................23-2
Objectives ............................................................................................................................23-3
Agenda.................................................................................................................................23-4
Tax/VAT Overview .............................................................................................................23-6

xvi
Oracle Order Management Global Taxes Overview............................................................23-9
Oracle Receivables Global Taxes Overview........................................................................23-10
Review Question..................................................................................................................23-11
Agenda.................................................................................................................................23-13
Overview of Reports for Global Taxes................................................................................23-14
Defining Report Sets............................................................................................................23-15
Submitting Reports and Request Sets ..................................................................................23-16
Review Question..................................................................................................................23-17
Tax Audit Trail Report ........................................................................................................23-19
Intra-EU VAT Audit Trail Report .......................................................................................23-20
Customers with Invoices at 0 VAT and no VAT Registration Number Report...................23-21
VAT Exception Report ........................................................................................................23-22
Tax Reconciliation Report ...................................................................................................23-23
Tax Register Report.............................................................................................................23-24
Practice ................................................................................................................................23-25
Practice Solution..................................................................................................................23-26
Demonstration......................................................................................................................23-27
Country-Specific Reports ....................................................................................................23-28
Agenda.................................................................................................................................23-29
Tax Reporting Ledger Overview .........................................................................................23-30
Tax Extract Overview..........................................................................................................23-31
Sources of Data....................................................................................................................23-32
Reports, Concurrent Programs, and Register Types ............................................................23-33
Financial Tax Register .........................................................................................................23-34
Multiple Organization Reporting.........................................................................................23-35
Cross-Product Reporting......................................................................................................23-36
Matrix Reporting .................................................................................................................23-37
Review Question..................................................................................................................23-38
RX-Only: Financial Tax Register ........................................................................................23-40
Publish RX Reports .............................................................................................................23-41
Building a Report.................................................................................................................23-42
Tax Reporting Ledger Columns...........................................................................................23-43
Available Column Groups ...................................................................................................23-44
Demonstration......................................................................................................................23-45
Summary..............................................................................................................................23-46

xvii
Preface
Profile
Prerequisites
• R11i Navigating Oracle Applications
How This Course Is Organized
This course is an instructor-led course featuring lecture and hands-on exercises.

Online demonstrations and written practice sessions reinforce the concepts and
skills introduced.

xix
Related Publications
Oracle Publications
Additional Publications
• System release bulletins
• Installation and user’s guides
• read.me files
• Oracle Magazine

xx
Typographic Conventions
Typographic Conventions in Text
Convention Element Example

Bold italic Glossary term (if The algorithm inserts the new key.
there is a glossary)
Caps and Buttons, Click the Executable button.

lowercase check boxes, Select the Can’t Delete Card check box.
triggers, Assign a When-Validate-Item trigger to the
windows ORD block.
Open the Master Schedule window.
Courier new, Code output, Code output: debug.set (‘I”, 300);

case sensitive directory names, Directory: bin (DOS), $FMHOME (UNIX)
(default is filenames, Filename: Locate the init.ora file.
lowercase) passwords, Password: User tiger as your password.
pathnames, Pathname: Open c:\my_docs\projects
URLs, URL: Go to http://www.oracle.com
user input,
User input: Enter 300
usernames
Username: Log on as scott
Initial cap Graphics labels Customer address (but Oracle Payables)

(unless the term is a
proper noun)
Italic Emphasized words Do not save changes to the database.

and phrases, For further information, see Oracle7 Server
titles of books and SQL Language Reference Manual.
courses, Enter user_id@us.oracle.com,
variables where user_id is the name of the user.
Quotation Interface elements Select “Include a reusable module component”
marks with long names and click Finish.
that have only
initial caps; This subject is covered in Unit II, Lesson 3,
lesson and chapter “Working with Objects.”
titles in cross-
references
Uppercase SQL column Use the SELECT command to view

names, commands, information stored in the LAST_NAME
functions, schemas, column of the EMP table.
table names

Arrow Menu paths Select File—> Save.

xxi
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]
Typographic Conventions in Code

Caps and Oracle Forms When-Validate-Item
lowercase triggers
Lowercase Column names, SELECT last_name
table names FROM s_emp;
Passwords DROP USER scott

IDENTIFIED BY tiger;
PL/SQL objects OG_ACTIVATE_LAYER
(OG_GET_LAYER
(‘prod_pie_layer’))
Lowercase Syntax variables CREATE ROLE role

italic
Uppercase SQL commands and SELECT userid
functions FROM emp;
Typographic Conventions in 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 > Entry > Invoice Batches
Summary.
2. (M) From the menu, select Query > Find.
3. (B) Click the Approve button.
Notations :
(N) = Navigator
(M) = Menu
(T) = Tab

xxii
(I) = Icon
(H) = Hyperlink
(B) = Button
Typographical Conventions in 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.
Getting Help
Oracle Applications provides you with a complete online help facility.
Whenever you need assistance, simply choose an item from the Help menu to
pinpoint the type of information you want.
To display help for a current window:
1. Choose Window Help from the Help menu, click the Help button on the
toolbar, or hold down the Control key and type 'h'.
A web browser window appears, containing search and navigation frames on

the left, and a frame that displays help documents on the right.
The document frame provides information on the window containing the

cursor. The navigation frame displays the top-level topics for your
responsibility, arranged in a tree control.
2. If the document frame contains a list of topics associated with the window,
click on a topic of interest to display more detailed information.

xxiii
3. You can navigate to other topics of interest in the help system, or choose
Close from your web browser's File menu to close help.
Searching for Help
You can perform a search to find the Oracle Applications help information you
want. Simply enter your query in the text field located in the top-left frame of the
browser window when viewing help, then click the adjacent Find button.
A list of titles, ranked by relevance and linked to the documents in question, is

returned from your search in the right-hand document frame. Click on whichever
title seems to best answer your needs to display the complete document in this
frame. If the document doesn't fully answer your questions, use your browser's
Back button to return to the list of titles and try another.

xxiv
Managing the Supplier Base
Chapter 1

Chapter 1 - Page 1
Managing
Managing the
the Supplier
Supplier Base
Base
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Copyright  Oracle Corporation, 2000. All rights reserved.
Notations:
(N) = Navigator
(T) = Tab
(I) = Icon
(H) = Hyperlink
(B) = Button
(Help) = Oracle Applications Help System

Chapter 1 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to:
to:
•• Describe
Describe how
how to
to set
set up
up suppliers
suppliers
•• Explain
Explain the
the supplier
supplier merge
merge process
process

Chapter 1 - Page 3
Agenda
Agenda
Agenda
•• Setting
Setting up
up suppliers
suppliers
•• Merging
Merging suppliers
suppliers

Chapter 1 - Page 4
How Oracle Products Use Supplier Information
How
How Oracle
Oracle Products
Products Use
Use Supplier
Supplier
Information
Information
Four
Four Oracle
Oracle financial
financial applications
applications use
use the
the Supplier
Supplier
and
and Supplier
Supplier Site
Site windows:
windows:
•• Oracle
Oracle Payables
Payables
•• Oracle
Oracle Purchasing
Purchasing
•• Oracle
Oracle Assets
Assets
•• Oracle
Oracle Property
Property Manager
Manager
If
If you
you use
use more
more than
than one
one of
of these
these products,
products, supplier
supplier
information
information is
is shared
shared with
with the
the other
other products.
products.
(Help) Oracle Financial Application > Oracle Payables Suppliers >

About Suppliers > How Your Product Uses Supplier Information

Chapter 1 - Page 5
Agenda
Agenda
Agenda
•• Setting
Setting up
up suppliers
suppliers
•• Merging
Merging suppliers
suppliers

Chapter 1 - Page 6
Supplier and Supplier Site Settings
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
Supplier
Tokyo Paris New York
Purchasing site Purchasing site Pay site

RFQ Only site Pay site

Chapter 1 - Page 7
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
•• For
For every
every supplier,
supplier, you
you can
can create
create anan unlimited
unlimited
number
number of of supplier
supplier sites
sites with
with different
different addresses
addresses
and
and contacts. For example, for a single supplier,
contacts. For example, for a single supplier,
you
you can
can buy
buy from
fromseveral
several different
different sites
sites and
and send
send
the payments to only one
the payments to only one site.site.
•• You
You can
can perform
performthethe following
following functions
functions for
for aa
supplier
supplier site
site when
when you
you assign
assign the
the following
following types
types
to
to the
the site.
site.
–– Pay:
Pay: You
You can
can enter
enter invoices
invoices forfor the
the site.
site.
–– Purchasing:
Purchasing: You
You can
can create
create purchase
purchase orders
orders
for the site.
for the site.
(Help) Oracle Financial Applications > Oracle Payables > Suppliers >
About Suppliers > About Suppliers

Chapter 1 - Page 8
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
–– RFQ
RFQOnly:
Only: You
You can
can create
create request
request forfor
quotations
quotations inin Oracle
Oracle Purchasing
Purchasing for for the
the site.
site.
You
You cannot create purchase orders in an RFQ
cannot create purchase orders in an RFQ
Only
Only site.
site.
–– Procurement
Procurement Card:
Card: Supplier
Supplier site
site that
that accepts
accepts
the
the credit
credit card
card brands
brands ofof your
your procurement
procurement
cards.
cards.
•• For
For every
every supplier
supplier site,
site, you
you can
can enter
enter contact
contact
information (name, address, and telephone
information (name, address, and telephone
number)
number) specific
specific to
to that
that site.
site. Contact
Contact information
information
is
is for your reference only. It is not
for your reference only. It is not used
used by by the
the
system
systemforfor reporting
reporting purposes.
purposes.
®

Chapter 1 - Page 9
Supplier
Supplier and
and Supplier
Supplier Site
Site Settings
Settings
Supplier
Supplier and
and Supplier
Supplier Site
Site settings
settings can
can set
set controls
controls in
in
your
your system
systemand and help
help automate
automate transaction
transaction entry
entry for
for
aa supplier
supplier site.
site. For
For example,
example, options
options such
such as
as
payment
payment terms, invoice currency, and pay
terms, invoice currency, and pay group
group for
for aa
supplier
supplier site default to an invoice when you enter or
site default to an invoice when you enter or
import
import it.
it.
Defaults
Defaults for
for many
many options
options are
are set
set in
in the
the following
following
order
order and
and can
can be
be overridden
overridden at
at any
any time:
time:
1.
1. Financials
Financials Options
Options
2.
2. Payables
Payables Options
Options
3.
3. Supplier
Supplier
4.
4. Supplier
Supplier Site
Site
®

Chapter 1 - Page 10
Review Question
Review
Review Question
Question
You
You can
can have
have only
only one
one pay
pay site
site for
for aa supplier.
supplier.
1.
1. True
True
2.
2. False
False

Chapter 1 - Page 11
Answer to Review Question
Answer
Answer to
to Review
Review Question
Question
You
You can
can have
have only
only one
one pay
pay site
site for
for aa supplier.
supplier.
1.
1. True
True
2.
2. False
False

Chapter 1 - Page 12
Avoiding Duplicate Suppliers
Avoiding
Avoiding Duplicate
Duplicate Suppliers
Suppliers
Before
Before setting
setting upup aa new
new supplier,
supplier, verify
verify that
that the
the
supplier
supplier does
does notnot already
already exist
exist in
in the
the system
systemby by
comparing it to existing suppliers. The verification
comparing it to existing suppliers. The verification
eliminates
eliminates the
the possibility
possibility of
of having
having duplicate
duplicate
suppliers
suppliers and invoices in the system
and invoices in the systemandand improves
improves
the
the system
systemperformance.
performance. To To review
review existing
existing
suppliers:
suppliers:
•• Perform
Performaa Find
Find or
orQuery
Query on
on the
the supplier
supplier name.
name.
•• Submit
Submit the
the Suppliers
Suppliers Report.
Report.
•• Submit
Submit the Supplier Audit Report
the Supplier Audit Report to
to obtain
obtain aa
listing
listing of suppliers whose names are the
of suppliers whose names are the same
same up
up
to
to aa specific
specific number
number of
of characters.
characters.
®
Identifying Duplicate Suppliers

Chapter 1 - Page 13
Avoiding Duplicate Suppliers
Avoiding
Avoiding Duplicate
Duplicate Suppliers
Suppliers
To
To avoid
avoid entering
entering duplicate
duplicate suppliers,
suppliers, set
set up
up aa
naming
naming convention
convention that
that minimizes
minimizes the
the risk
risk of
of
separate
separate entities for the same supplier under different
entities for the same supplier under different
names.
names. For
For example,
example, if if you
you consistently
consistently spell
spell the
the full
full
name
name of the supplier, you would not enter both Oracle
of the supplier, you would not enter both Oracle
Corporation
Corporation and
and Oracle
Oracle Corp.
Corp.

Chapter 1 - Page 14
Entering Basic Supplier Information
Entering
Entering Basic
Basic Supplier
Supplier Information
Information
Enter
Enter basic
basic supplier
supplier information
information such
such as:
as:
•• Name
Name
•• Taxpayer
Taxpayer ID
ID
•• Terms
Terms
•• Supplier
Supplier Type
Type
Suppliers and Supplier Sites Header Field Reference > Suppliers and
Supplier Sites Header Field Reference

Chapter 1 - Page 15
Entering Detailed Supplier Information
Entering
Entering Detailed Supplier
Information
Enter
Enter detailed
detailed supplier
information such
such as:
as:
•• General
General
•• Classification
Classification
•• Payment
Payment
•• Bank
Bank Accounts
Accounts
•• Electronic
Electronic Data
Data Interchange
Interchange (EDI)
(EDI)
•• Invoice
Invoice Tax
Tax
•• Withholding
Withholding Tax
Tax
•• Tax
Tax Reporting
Reporting

Chapter 1 - Page 16
Entering Supplier Information in the General Region
Entering
Entering Supplier
Information in
in the
the
General
General Region
Region
The
The General
General tabbed
tabbed region
region contains
contains additional
additional
reference
reference fields,
fields, including:
including:
•• Parent
Parent Supplier
Supplier Name
Name
•• Number
Number (of
(of the
the parent
parent supplier)
supplier)
•• Customer
Customer Number
Number
Suppliers and Supplier Sites Window Reference > General Region of
the Suppliers Window

Chapter 1 - Page 17
Entering Supplier Information in the Classification
Region
Entering
Entering Supplier
Information in
in the
the
Classification
Classification Region
Region
Except
Except for
for Type
Type and
and Employee
Employee name,
name, classification
classification
information
information is
is not
not used
used by
by the
the system
systemand
and is
is for
for your
your
reference
reference only.
only.
Suppliers and Supplier Sites Window Reference > Classification
Region of the Suppliers Window

Chapter 1 - Page 18
Entering Supplier Information in the Control Region
Entering
Entering Supplier
Information in
in the
the
Control
Control Region
Region
In
In the
the Control
Control tabbed
tabbed region,
region, you
you can
can prevent
prevent
payment
payment of of multiple
multiple supplier
supplier invoices
invoices by
by applying
applying aa
hold to the supplier rather than on each individual
hold to the supplier rather than on each individual
invoice.
invoice. There
There are
are several
several types
types of
of supplier
supplier related
related
holds that you can select for a supplier.
holds that you can select for a supplier.
Suppliers and Supplier Sites Window Reference > Control Region of
the Suppliers and Supplier Sites Windows

Chapter 1 - Page 19
Entering Supplier Information in the Payment Region
Entering
Entering Supplier
Information in
in the
the
Payment
Payment Region
Region
The
The defaults
defaults in
in the
the Payment
Payment tabbed
tabbed region
region come
come from
from
the
the information
information that
that you
you enter
enter in
in the
the Financials
Financials
Options
Options window,
window, except
except for
for the
the defaults
defaults for
for Pay
Pay
Group
Group and Allow Interest Invoices, which come
and Allow Interest Invoices, which come from
from
the
the Payables
Payables Options
Options window.
window.
Suppliers and Supplier Sites Window Reference > Payment Region of

Chapter 1 - Page 20
Entering Supplier Information in the Bank Accounts
Region
Entering
Entering Supplier
Information in
in the
the Bank
Bank
Accounts
Accounts Region
Region
Use
Use the
the Bank
Bank Accounts
Accounts tabbed
tabbed region
region to
to record
record
supplier
supplier bank
bank account
account information
information that
that you
you use
use for
for
making
making electronic
electronic payment
payment transactions.
transactions.
Prerequisite:
Prerequisite: In
In the
the Bank
Bank Accounts
Accounts window,
window, define
define
the
the bank
bank accounts
accounts forfor which
which your
your supplier
supplier is
is the
the
account holder.
account holder.
Suppliers and Supplier Sites Window Reference > Bank Accounts
Region of the Suppliers and Supplier Sites Windows

Chapter 1 - Page 21
Entering Supplier Information in the Electronic Data
Interchange Region
Entering
Entering Supplier
Information in
in the
the
Electronic
Electronic Data
Data Interchange
Interchange Region
Region
If
If you
you pay
pay your
your supplier
supplier with
with electronic
electronic payments,
payments,
enter
enter Electronic
Electronic Data
Data Interchange
Interchange (EDI)
(EDI) information
information
such
such as:
as:
•• EDI
EDI Location
Location
•• EDI
EDI ID
IDNumber
Number
•• Payment
Payment Method
Method
•• Payment
Payment Format
Format
•• Remittance
Remittance Method
Method
•• Remittance
Remittance Instructions
Instructions
Suppliers and Supplier Sites Window Reference > Electronic Data
Interchange Region of the Suppliers and Supplier Sites Windows

Chapter 1 - Page 22
Entering Supplier Information in the Invoice Tax Region
Entering
Entering Supplier
Information in
in the
the
Invoice
Invoice Tax
Tax Region
Region
The
The Invoice
Invoice Tax
Tax tabbed
tabbed region
region contains
contains the
the following
following
tax
tax options:
options:
•• Invoice
Invoice Tax
Tax Code
Code
•• Use
Use Offset
Offset Tax
Tax
•• Calculation
Calculation Level
Level
•• Allow
AllowCalculation
Calculation Level
Level Override
Override
•• Rounding
Rounding Rule
Rule
•• Distribution
Distribution Amounts
Amounts Include
Include Tax
Tax
Suppliers and Supplier Sites Window Reference > Invoice Tax Region
of the Suppliers and Supplier Sites Windows

Chapter 1 - Page 23
Entering Supplier Information in the Withholding Tax
Region
Entering
Entering Supplier
Information in
in the
the
Withholding
Withholding Tax
Tax Region
Region
•• Use
Use the
the Withholding
Withholding Tax Tax tabbed
tabbed region
region to to enter
enter
withholding
withholding tax
tax information
information for for aa supplier
supplier andand
supplier
supplier site.
site.
•• You
You have
have access
access to to this
this region
region only
only ifif you
you selected
selected
the
the Use
Use Withholding
Withholding Tax Tax check
check box
box in
in the
the
Payables
Payables Options
Options window.
window.
•• The
The options
options that
that you
you select
select for
for aa supplier
supplier default
default
to
to the
the new
new supplier
supplier sites
sites that
that you
you enter,
enter, and
and then
then
default
default to
to invoices
invoices that
that you
you enter
enter for
forthe
the site.
site.
Suppliers and Supplier Sites Window Reference > Withholding Tax
Region of the Suppliers and Supplier Sites Windows

Chapter 1 - Page 24
Entering Supplier Information in the Tax Reporting
Region
Entering
Entering Supplier
Supplier Information in
in the
the Tax
Tax
Reporting
Reporting Region
Region
The
The Tax
Tax Reporting
Reporting tabbed
tabbed region
region contains
contains 1099
1099
information
information such
such as
as whether
whether the
the supplier
supplier is
is Federal
Federal
or
or State
State reportable,
reportable, the
the Reporting
Reporting Site,
Site, Reporting
Reporting
Name,
Name, and
and Verification
Verification Date.
Date.
Suppliers and Supplier Sites Window Reference > Tax Reporting
Region of the Suppliers Window

Chapter 1 - Page 25
Entering Supplier Information in the Purchasing Region
Entering
Entering Supplier
Information in
in the
the
Purchasing
Purchasing Region
Region
•• All
All supplier
supplier purchasing
purchasing values
values default
default to
to new
new
supplier
supplier sites
sites that
that you
you enter.
enter.
•• Supplier
Supplier site
site values
values default
default to
to purchase
purchase orders
orders
and
and purchase requisitions. You can
purchase requisitions. You can override
override any
any
purchasing
purchasing defaults
defaults during
during supplier
supplier site
site entry
entry and
and
purchasing
purchasing document
document entry.
entry.
Suppliers and Supplier Sites Window Reference > Purchasing Region

Chapter 1 - Page 26
Entering Supplier Information in the Receiving Region
Entering
Entering Supplier
Information in
in the
the
Receiving
Receiving Region
Region
All
All supplier
supplier receiving
receiving values
values default
default to
to new
new purchase
purchase
orders
orders you
you enter
enter for
for aa supplier.
supplier. You
You can
can override
override any
any
receiving defaults during purchase order entry.
receiving defaults during purchase order entry.
Suppliers and Supplier Sites Window Reference > Receiving Region of

Chapter 1 - Page 27
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration covers
covers how
howto
to enter
enter supplier
supplier
information.
information.
(N)
(N) Suppliers
Suppliers >
>Entry
Entry

Chapter 1 - Page 28
Entering Supplier Information
Entering
Entering Supplier
Information
Oracle Payables Supplier Information
Information Enter at Enter at
Type Supplier Supplier Site
General Yes Yes
Classification Yes No
Contacts No Yes
Accounting Yes Yes
Control Yes Yes
Payment Yes Yes
Bank Accounts Yes Yes

Chapter 1 - Page 29
Entering Supplier Information
Entering
Entering Supplier
Information
Oracle Payables Supplier Information
Information Enter at Enter at
Type Supplier Supplier Site
EDI Yes Yes
Invoice Tax Yes Yes
Withholding Tax Yes Yes
Tax Reporting Yes Yes
Purchasing Yes Yes
Receiving Yes No

Chapter 1 - Page 30
Review Question
Review
Review Question
Question
Which
Which one
one of
of the
the following
following information
information types
types can
can you
you
enter at the supplier site only?
1.
1. Bank
Bank
2.
2. Contacts
Contacts
3.
3. Accounting
Accounting
4.
4. Classification
Classification
5.
5. Withholding
Withholding Tax
Tax

Chapter 1 - Page 31
Answer
Answer to
to Review
Review Question
Question
Which
Which one
one of
of the
the following
following information
information types
types can
can you
you
1.
1. Bank
Bank
2.
2. Contacts
Contacts
3.
3. Accounting
Accounting
4.
4. Classification
Classification
5.
5. Withholding
Withholding Tax
Tax

Chapter 1 - Page 32
Overview of Entering Information at the Supplier Site
Level
Overview
Overview of
of Entering
Entering Information
Information at
at the
the
Supplier
Supplier Site
Site Level
Level
Except
Except for
for the
the Receiving
Receiving and and Classification
Classification
categories,
categories, all
all categories
categories of of information
information that
that are
are
entered
entered at
at the
the supplier
supplier level
level can
can also
also be
be entered
entered atat
the
the supplier
supplier site
site level.
level. IfIf an
an option
option exists
exists at
at the
the
supplier
supplier level,
level, the
the value
value you you enter
enter there
there defaults
defaults toto
new
new supplier
supplier sites.
sites.
Note:
Note: Contacts
Contacts information
information is is entered
entered only
only at
at the
the
supplier site level.
supplier site level.

Chapter 1 - Page 33
Entering Detailed Supplier Site Information
Entering
Entering Detailed
Detailed Supplier
Supplier Site
Site
Information
Information
Enter
Enter detailed
detailed supplier
supplier site
site information
information such
such as:
as:
•• Site
Site uses
uses and
and telephone
telephone numbers
numbers
•• Site
Site addresses
addresses

Chapter 1 - Page 34
Entering Flexible Address Format Information
Entering
Entering Flexible
Flexible Address
Address Format
Format
Information
Information
•• Oracle
Oracle applications
applications enable
enable youyou toto enter
enter customer,
customer,
supplier,
supplier, bank,
bank, check,
check, and and remit-to
remit-to addresses
addresses in in
country-specific formats. For example,
country-specific formats. For example, if you have if you have
customers
customers in in the
the United
United Kingdom,
Kingdom, youyou can
can enter
enter
British
British addresses in the format recommended by
addresses in the format recommended by
the
the Royal
Royal Mail.
Mail.
•• Use
Use descriptive
descriptive flexfields
flexfields to to enter
enter and
and display
display
address
address information
information in in the
the appropriate
appropriate formats.
formats.
The
The flexfield
flexfield window
window is is then
then displayed
displayed if if the
the
country
country you
you enter
enter has
has aa flexible
flexible address
address style
style
assigned to
assigned to it.it.
•• If
If no
no address
address style
style is
is associated
associated with
with the
the country,
country,
the
the standard
standard format
format is is used.
used.
®

Chapter 1 - Page 35
Entering Supplier Site Information in the General
Region
Entering
Entering Supplier
Supplier Site
Site Information
Information in
in the
the
General
General Region
Region
In
In the
the General
General tabbed
tabbed region,
region, select
select the
the appropriate
appropriate
Site
Site Uses
Uses check
check boxes
boxes to
to indicate
indicate which
which specific
specific
business
business functions
functions are
are performed
performed at at each
each site,
site, along
along
with
with telephone
telephone information
information for
for that
that site.
site.
Suppliers and Supplier Sites Window Reference > General Region of
the Supplier Sites Window

Chapter 1 - Page 36
Entering Supplier Site Information in the Contacts
Region
Entering
Entering Supplier
Supplier Site
Site Information
Information in
in the
the
Contacts
Contacts Region
Region
In
In the
the Contacts
Contacts tabbed
tabbed region,
region, enter
enter contact
contact
information
information specific
specific to
to that
that site.
site. Contact
Contact information
information
is
is for
for your
your reference
reference only.
only. It
It is
is not
not used
used by
by the
the system
system
for
for reporting
reporting purposes.
purposes.
Suppliers and Supplier Sites Window Reference > Contacts Region of

Chapter 1 - Page 37
Entering Supplier Site Information in the Accounting
Region
Entering
Entering Supplier
Supplier Site
Site Information
Information in
in the
the
Accounting
Accounting Region
Region
In
In the
the Accounting
Accounting tabbed
tabbed region,
region, enter
enter default
default GL
GL
accounts
accounts for
for the
the liability
liability account
account number,
number, the
the
prepayment
prepayment account
account number,
number, and and the
the future
future dated
dated
payment
payment account
account number.
number. YouYou cancan also
also enter
enter aa
default
default distribution
distribution set
set for
for all
all invoices
invoices entered
entered for
for the
the
supplier
supplier site.
site.
Suppliers and Supplier Sites Window Reference > Accounting Region

Chapter 1 - Page 38
Entering Employees as Suppliers
Entering
Entering Employees
Employees as
as Suppliers
Suppliers
You
You must
must enter
enter anan employee
employee asas aa supplier
supplier before
before youyou
can
can pay
pay the
the employee’s
employee’s expense
expense reports.
reports. You
You can
can
enable
enable the
the Automatically
Automatically Create
Create Employee
Employee as as
Supplier
Supplier Payables option to automatically enter
Payables option to automatically enter an
an
employee
employee as as aa supplier
supplier during
during Invoice
Invoice Import,
Import, or
or you
you
can
can enter
enter the
the employee
employee manually
manually as as aa supplier
supplier in
in the
the
Suppliers
Suppliers window.
window.
About Suppliers > Entering Employees as Suppliers

Chapter 1 - Page 39
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to enter
enter supplier
supplier
site
site information.
information.
(N)
(N) Suppliers
Suppliers >
>Entry
Entry (B)
(B) Sites
Sites

Chapter 1 - Page 40
Practice 1 Overview
Practice
Practice 1
1 Overview
Overview
This
This practice
practice covers
covers the
the following
following topics:
topics:
•• Entering
Entering supplier
information
•• Entering
Entering supplier
supplier site
site information
information

Chapter 1 - Page 41
Practice 1 Instructions
Practice
Practice 1
1 Instructions
Instructions
Your
Your supervisor
supervisor has
has notified
notified you
you that
that the
the company
company
will
will be
be purchasing
purchasing materials
materials and
and services
services from
fromtwo
two
new suppliers. Supplier #1 provides materials
new suppliers. Supplier #1 provides materials andand
Supplier
Supplier #2
#2 provides
provides services.
services.
Supplier #1
Supplier #1
•• Name:
Name: You
You decide
decide
•• Type:
Type: Manufacturing
Manufacturing
•• Payment
Payment Terms:
Terms: Immediate
Immediate
•• Site:
Site: Your
Your hometown
hometown and
and aa fictional
fictional address
address
•• Site
Site Uses:
Uses: Pay
Pay and
and Purchasing
Purchasing site
site
•• Contact:
Contact: Yourself
Yourself
®
Practice 1 Solutions
1. Navigate to the Suppliers window.
(N) Suppliers >Entry
2. Enter your supplier name.
3. In the Classification tabbed region, enter the supplier type.
4. In the Payments tabbed region, enter the payment terms for your supplier.
5. Navigate to the Supplier Sites window.
(B) Sites
6. Enter your supplier site name and address.
7. In the Contacts tabbed region, enter the contact information.
8. Save your work.
9. Repeat the above steps to create the second supplier.
10. To set the invoice limit amount for supplier #2, in the Control tabbed region
of the Suppliers window, enter the limit amount.

Chapter 1 - Page 42
Practice
Practice 1
1 Instructions
Instructions
••Terms
Terms Date
Date Basis:
Basis: Invoice
Invoice
Supplier
Supplier #2
#2
•• Name:
Name: You
You decide
decide
•• Type:
Type: Supplier
Supplier Invoice
Invoice Amount
Amount Limit:
Limit: $15,000
$15,000
•• Payment
Payment Terms:
Terms: Immediate
Immediate
•• Site:
Site: Your
Your favorite
favorite vacation
vacation spot
spot
•• Site
Site Uses:
Uses: Pay
Pay and
and Purchasing
Purchasing site
site
•• Contact:
Contact: Your
Your favorite
favorite person
person
•• Site
Site 2:
2: You
You decide
decide and
and enter
enter contact
contact information
information
•• Terms
Terms Date
Date Basis:
Basis: Invoice
Invoice
®

Chapter 1 - Page 43
Searching and Reviewing Supplier Information Online
Searching
Searching and
and Reviewing
Reviewing Supplier
Supplier
Information
Information Online
Online
You
You can
can find
find suppliers
suppliers by by using
using the
the Find
Find Suppliers
Suppliers
window
windowor or by
by entering
entering aa query
query directly
directly into
into the
the
Suppliers window.
Suppliers window.
In
In the
the Find
Find Suppliers
Suppliers window,
window, youyou can
can enter
enteraa variety
variety
of
of search criteria, including tax status, parent
search criteria, including tax status, parent
supplier,
supplier, and
and payment
payment priority
priority range.
range. You
You can
can use
use the
the
Find
Find feature
feature to
to initiate
initiate aa query
query for
for one
one supplier
supplier or
or for
for
aa group
group of
of suppliers.
suppliers.
Reviewing and Adjusting Suppliers

Chapter 1 - Page 44
Maintaining Supplier and Supplier Site Information
Maintaining
Maintaining Supplier
Supplier and
and Supplier
Supplier Site
Site
Information
Information
When
When youyou make
make changes
changes to to values
values that
that default
default toto
Oracle
Oracle Payables
Payables documents,
documents, the the changed
changed value
value
defaults
defaults only
only to
to new
new documents
documents that that you
you
subsequently
subsequently enter or create. For example,
enter or create. For example, if if you
you
change
change the Pay Group for a supplier site, the new
the Pay Group for a supplier site, the new Pay
Pay
Group
Group defaults
defaults to to new
newinvoices
invoices that
that you
you enter,
enter, but
but the
the
change
change doesdoes not
not affect
affect existing
existing invoices.
invoices.
Also,
Also, if
if you
you change
change aa supplier
supplier value
value that
that defaults
defaults toto
supplier
supplier sites,
sites, the
the change
change affects
affects only
only new
newsupplier
supplier
sites
sites that
that you
you create,
create, notnot existing
existing supplier
supplier sites.
sites.
If
If you
you want
want aa change
change to to affect
affect documents
documents that that you
you
enter
enter or
or create
create for
for an
an existing
existing supplier
supplier site,
site, be
be sure
sure to
to
make
make thethe changes
changes at at the
the supplier
supplier site
site level.
level.
®
Adjusting Suppliers

Chapter 1 - Page 45
Supplier Reports
Supplier
Supplier Reports
Reports
Oracle Payables Supplier Reports
Report Name Description
Suppliers Report Review supplier, supplier site, and
supplier site contacts information
Supplier Audit Report Review supplier names that
are similar, to help identify potential
duplicate suppliers
New Supplier/New Review new supplier sites
Supplier Site Listing
Supplier Payment Review the payment history,
History including void payments, for a
supplier or a group of suppliers
Supplier Paid Review the payment history,
Invoice History including discount and partial
payment information, for a supplier
or group of suppliers
®
Supplier Reports

Chapter 1 - Page 46
Supplier Reports
Supplier
Supplier Reports
Reports
Oracle Payables Supplier Reports
Report Name Description
Supplier Mailing Use this report to create mailing
Labels labels for supplier sites
Purchase Order Header Review purchase orders updated
Updates Report by the Supplier Merge Program
Supplier Merge Report Review the suppliers, sites, and
invoices updated by the Supplier
Merge Process
Supplier Balance Identify suppliers with credit
Revaluation Report (negative) balances
Supplier Customer Review the net balance in Oracle
Netting Report Payables and Oracle Receivables
for any suppliers or customers who
have the same NIF or VAT code

Chapter 1 - Page 47
Practice 2 Overview
Practice
Practice 2
2 Overview
Overview
This
This practice
practice covers
covers the
the following
following topics:
topics:
•• Searching
Searching for
for suppliers
suppliers
•• Reviewing
Reviewing and
and updating
updating supplier
supplier and
and supplier
supplier site
site
information
information
•• Submitting
Submitting the
the New
NewSupplier/New
Supplier/NewSupplier
Supplier Listing
Listing
Report
Report

Chapter 1 - Page 48
Practice
Practice 2
2 Instructions
Instructions
You
You want
want to
to review
reviewandand change
change some
some supplier
supplier and
and
supplier
supplier site
site information
information for
forthe
the two
two new
new suppliers
suppliers
that
that you
you just
just created.
created.
•• Find
Find your first supplier
your first supplier and
and add
add aa second
second site.
site.
•• Find
Find your
your second
second supplier
supplier and
and make
make the
the second
second
supplier
supplier site
site inactive.
inactive.
•• Submit
Submit the
the New
NewSupplier/New
Supplier/NewSupplier
Supplier Listing
Listing
Report.
Report.
Step 1: Search for the first supplier and add a new site
1. Navigate to the Suppliers window.
(N) Suppliers >Entry
2. Click on the Find icon from the Toolbar or select Find from the View menu.
3. Enter the search criteria for the supplier name that you previously entered.
4. Select the Find button in the Find Suppliers window.
5. To add a new site, navigate to the Supplier Sites window.
(B) Sites
6. Insert a new record by selecting the New icon.
7. Enter your new supplier site name and address.
8. In the Contacts region, enter the contact information.
9. Save your work.
10. Review the information in the other tabbed regions of the Supplier Sites
window.
Step 2: Search for the second supplier and inactivate the second site
1. Remain in the Suppliers window.
2. Click on the Find icon from the Toolbar or select Find from the View menu.
3. Enter the search criteria for the second supplier that you previously entered.
4. Select the Find button in the Find Suppliers window.

Chapter 1 - Page 49
5. Select the Sites button. Oracle Payables opens the Supplier Sites window.
6. Choose the second site.
7. In the Inactivate On field, enter today’s date.
8. Save your work.
Step 3: Submit the New Supplier/New Supplier Site Listing report
1. Navigate to the Submit Request window.
(N) Other > Requests > Run > (B) Single Request (B) OK
2. In the Name field, enter New Supplier/New Supplier Site Listing.
3. In the Parameters window, enter:
• Start Date: Today’s date
• List Suppliers or Sites?: New Suppliers
• Order By: Supplier Name
•4. Click OK.
•5. Choose Submit. Note your Request ID ______________.
•6. Review the report by navigating to the Requests window.
•(N) Other > Requests > View
•7. Select the Specific Requests button.
•8. Enter your request ID in the Request ID field.
•9. Choose the Find button.
•10. Once the report is completed, select the View Output button to see the report.

Chapter 1 - Page 50
Review Question
Review
Review Question
Question
Which
Which one
one of
of the
the following
following reports
reports would
would you
you use
use to
to
review suppliers, supplier sites, and supplier site
contacts
contacts information?
information?
1.
1. Suppliers
Suppliers Report
Report
2.
2. Supplier
Supplier Audit
Audit Report
Report
3.
3. Supplier
Supplier Merge
Merge Report
Report
4.
4. Supplier Customer Netting
Supplier Customer Netting Report
Report
5.
5. New
New Supplier/New
Supplier/New Supplier
Supplier Site
Site Listing
Listing

Chapter 1 - Page 51
Answer
Answer to
to Review
Review Question
Question
Which
Which one
one ofof the
the following
following reports
reports would
would you
you use
use to
to
contacts
contacts information?
information?
1.
1. Suppliers
Suppliers Report
Report
2.
2. Supplier
Supplier Audit
Audit Report
Report
3.
3. Supplier
Supplier Merge
Merge Report
Report
4.
4. Supplier Customer Netting
Supplier Customer Netting Report
Report
5.
5. New
New Supplier/New
Supplier/New Supplier
Supplier Site
Site Listing
Listing

Chapter 1 - Page 52
Agenda
Agenda
Agenda
•• Setting
Setting up
up suppliers
suppliers
•• Merging
Merging suppliers
suppliers

Chapter 1 - Page 53
Merging Suppliers
Merging
Merging Suppliers
Suppliers
Run supplier Identify duplicate ABC ABC

audit report suppliers Corporation Corp
Merge suppliers
Maintain audit Review merge ABC

trail results Corporation
®

Chapter 1 - Page 54
Overview of Merging Suppliers
Overview
Overview of
of Merging
Merging Suppliers
Suppliers
Although
Although the
the system
system prevents
prevents you
you from
fromentering
entering
duplicate
duplicate supplier
supplier names,
names, you
you may
may inadvertently
inadvertently
define
define the
the same
same supplier
supplier by
by using
using two
two different
different
names.
names. For example, you might enter ABC
For example, you might enter ABC
Corporation
Corporation and
and ABC
ABCCorp,
Corp, or
oryou
you might
might enter
enter aa
contractor
contractor under
under his
his name
name and
and his
his company
company name.
name.
You
You might
might also
also create
create duplicate
duplicate suppliers
suppliers ifif you
you
import
import suppliers
suppliers from
fromanother
another accounts
accounts payable
payable
system.
system.

Chapter 1 - Page 55
Overview of Merging Suppliers
Overview
Overview of
of Merging
Merging Suppliers
Suppliers
Use
Use Supplier
Supplier Merge
Merge toto combine
combine two
two or
or more
more suppliers
suppliers
that
that you
you identify
identify as
as duplicates.
duplicates. You
You can
can update
update
purchase
purchase orders
orders and
and invoices
invoices for
for the
the old
old supplier
supplier to
to
refer
refer to the new supplier. The Supplier Merge window
to the new supplier. The Supplier Merge window
also
also enables
enables you
you to
to merge
merge supplier
supplier sites
sites so
so that
that any
any
sites
sites assigned
assigned to
to an
an old
old supplier
supplier can
can be
be reassigned
reassigned
to
to the
the new
new supplier.
supplier.

Chapter 1 - Page 56
Merging Suppliers
Merging
Merging Suppliers
Suppliers
When
When you
you merge
merge suppliers,
suppliers, you
you transfer
transfer invoices,
invoices,
purchase
purchase orders,
orders, or
or both
both from
fromoneone supplier
supplier and
and site
site
to
to another supplier and site. You can transfer to aa
another supplier and site. You can transfer to
new
new supplier
supplier and
and site
site unpaid
unpaid invoices
invoices only
only or
or all
all
invoices (including paid and partially paid invoices).
invoices (including paid and partially paid invoices).
Oracle
Oracle Payables
Payables will
will not
not transfer
transfer invoices
invoices ifif the
the merge
merge
process
process would
would create
create aa duplicate
duplicate invoice
invoice for
for aa
supplier.
supplier.
Note:
Note: The
The merge
merge process
process cannot
cannot be
be undone.
undone.
Supplier Merge Program

Chapter 1 - Page 57
Merging Suppliers
Merging
Merging Suppliers
Suppliers
For
For best
best auditing
auditing results,
results, transfer
transfer both
both paid
paid and
and
unpaid
unpaid invoices
invoices to
to aa new
newsupplier
supplierand
and site
site so
so you
you can
can
identify duplicate payments easily. Also, transfer
identify duplicate payments easily. Also, transfer both both
purchase
purchase orders
orders and
and invoices
invoices to
to aa new
newsupplier
supplier and
and
site so all invoice and purchase order information
site so all invoice and purchase order information
refers
refers to
to the
the same
same supplier.
supplier.

Chapter 1 - Page 58
Merging Suppliers
Merging
Merging Suppliers
Suppliers
After
After you
you have
have merged
merged suppliers,
suppliers, Oracle
Oracle Payables
Payables
automatically
automatically prints
prints the
the Purchase
Purchase Order
Order Header
Header
Updates
Updates Report
Report and and the
the Supplier
Supplier Merge
Merge Report
Report as
as an
an
audit trail of your supplier merge activity.
audit trail of your supplier merge activity. The The
Supplier
Supplier Merge
Merge Report
Report also
also lists
lists any
any duplicate
duplicate
invoices
invoices that
that itit did
did not
not merge.
merge. Research
Research thethe
duplicated
duplicated invoice.
invoice. You You can
can then
then update
update the
the invoice
invoice
number
number ifif the
the invoice
invoice has
has not
not been
been paid
paid or
or accounted.
accounted.

Chapter 1 - Page 59
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to merge
merge supplier
supplier
information.
information.
(N)
(N) Suppliers
Suppliers >
>Supplier
Supplier Merge
Merge

Chapter 1 - Page 60
Identifying Duplicate Suppliers
Identifying
Identifying Duplicate
Duplicate Suppliers
Suppliers
•• Review
Review supplier
supplier records
records periodically
periodically to
to achieve
achieve
the
the following:
following:
–– Prevent
Prevent duplicate
duplicate invoices
invoices
–– Improve
Improve system
systemperformance
performance
–– Provide
Provide accurate
accurate supplier
supplier reporting
reporting
•• Use
Use the
the Suppliers
Suppliers Report
Report and
and the
the Supplier
Supplier Audit
Audit
Report to help identify duplicate suppliers.
Report to help identify duplicate suppliers.

Chapter 1 - Page 61
Maintaining Reports As an Audit Trail
Maintaining
Maintaining Reports As
As an
an Audit
Audit Trail
Trail
•• Oracle
Oracle Payables
Payables does
does not
not maintain
maintain anan online
online audit
audit
trail
trail for
for merged
merged supplier
supplier records.
records.
•• To
To review
review merged
merged records,
records, Oracle
Oracle Payables
Payables
automatically
automatically prints the Purchase Order
prints the Purchase Order Header
Header
Updates
Updates Report
Report and
and Supplier
Supplier Merge
Merge Report.
Report.
•• Keep
Keep these
these reports
reports as
as an
an audit
audit trail.
trail.
Supplier Merge Report
Purchase Order Header Updates Report

Chapter 1 - Page 62
Review Question
Review
Review Question
Question
In
In the
the Supplier
Supplier Merge
Merge window,
window, you
you can
can merge
merge both
both
suppliers and supplier sites.
1.
1. True
True
2.
2. False
False

Chapter 1 - Page 63
Answer
Answer to
to Review
Review Question
Question
In
In the
the Supplier
Supplier Merge
Merge window,
window, you
you can
can merge
merge both
both
1.
1. True
True
2.
2. False
False

Chapter 1 - Page 64
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
howto:
to:
•• Set
Set up
up suppliers
suppliers
•• Explain
Explain the
the merge
merge suppliers
suppliers process
process

Chapter 1 - Page 65

Chapter 1 - Page 66
R11i Overview of Supplier
Invoicing
Chapter 2
R11i Overview of Supplier Invoicing

Chapter 2 - Page 1
R11i
R11i Overview
Overview of
of Supplier
Supplier Invoicing
Invoicing
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 2 - Page 2
Course Objectives
Course
Course Objectives
Objectives
After
After completing
completing this
this module,
module, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Describe
Describe the
the supplier
supplier invoicing
invoicing process
process
•• Explain
Explain the
the key
key concepts
concepts of
of invoice
invoice processing
processing

Chapter 2 - Page 3
Course Agenda
Course
Course Agenda
Agenda
•• Product
Product integration
integration
•• Overview
Overviewof of Oracle
Oracle Payables
Payables
•• Flow
Flow of
of default
default values
values
•• Suppliers
Suppliers
•• Overview
Overviewof
of invoice
invoice entry
entry process
process

Chapter 2 - Page 4
Product Integration
Product
Product Integration
Integration
Oracle Human Oracle Projects Oracle Cash

Resources Management
Oracle
Oracle e-Commerce
Workflow Gateway
Oracle Payables
Oracle Oracle
Property iExpenses
Manager
Oracle Oracle Oracle
Purchasing Assets General Ledger
®

Chapter 2 - Page 5
Oracle Payables Integration
Oracle
Oracle Payables
Payables Integration
Integration
•• Oracle
Oracle Human
Human Resources
Resources shares
shares locations
locations and
and
employees
employees with
with Oracle
Oracle Payables.
Payables.
•• Oracle
Oracle Projects
Projects imports
imports invoice
invoice information
information from
from
Payables
Payables to track project costs and exports
to track project costs and exports
expense
expense report
report information
information toto Oracle
Oracle Payables.
Payables.
•• Oracle
Oracle Cash
Cash Management
Management reconciles
reconciles payments
payments
created
created in
in Oracle
Oracle Payables
Payables to
to your
your bank
bank
statements.
statements.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway transfers
transfers electronic
electronic
invoices
invoices and EDI payments to Oracle
and EDI payments to Oracle Payables.
Payables.

Chapter 2 - Page 6
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Property
Property Manager
Manager exports
exports lease
lease payment
payment
information
information to to Oracle
Oracle Payables
Payables where
where you
you can
can pay
pay
the lease invoices.
the lease invoices.
•• Oracle iExpenses can
Oracle iExpenses can be
be used
used by
by employees
employees toto
enter their own expense reports.
enter their own expense reports.
•• Oracle
Oracle Workflow
Workflow can can be
be set
set up
up to
to process
process invoice
invoice
records
records before
before you
you import
import them
themfrom
fromthe
the Payables
Payables
Open
Open Interface.
Interface.
•• Oracle
Oracle General
General Ledger
Ledger and
and other
other general
general ledger
ledger
systems
systems receive invoice and payment accounting
receive invoice and payment accounting
entries
entries from
fromOracle
Oracle Payables.
Payables.

Chapter 2 - Page 7
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Assets
Assets and
and other
other fixed
fixed assets
assets systems
systems
record
record Payables
Payables invoice
invoice distributions
distributions for
for asset
asset
purchases.
purchases.
•• Oracle
Oracle Purchasing
Purchasing and
and other
other purchasing
purchasing systems
systems
share
share purchase orders and suppliers with
purchase orders and suppliers with
Payables.
Payables.

Chapter 2 - Page 8
Overview of Oracle Payables
Overview
Overview of
of Oracle
Oracle Payables
Payables
•• Oracle
Oracle Payables
Payables is is aa high-productivity
high-productivity accounting
accounting
solution
solution that
that helps
helps you
you maintain
maintain strong
strong financial
financial
controls. You can:
controls. You can:
–– Maximize
Maximize supplier
supplier discounts
discounts
–– Prevent
Prevent duplicate
duplicate payments
payments
–– Pay
Pay for
for only
only the
the goods
goods and
and services
services that
that you
you
order
order and
and receive
receive
•• Oracle
Oracle Payables
Payables also
also helps
helps you
you resolve
resolve business
business
issues
issues quickly by providing accurate responses
quickly by providing accurate responses to
to
your
your inquiries.
inquiries.

Chapter 2 - Page 9
Five Major Processes
Five
Five Major
Major Processes
Processes
Oracle
Oracle Payables
Payables contains
contains five
five major
major processes:
processes:
1.
1. Setting
Setting up
up suppliers
suppliers
2.
2. Entering
Entering and
and approving
approving invoices
invoices
3.
3. Paying
Paying invoices
invoices
4.
4. Creating
Creating accounting
accounting entries
entries
5.
5. Sending
Sending transactions
transactions to
to the
the general
general ledger
ledger

Chapter 2 - Page 10
Oracle Payables Processes
Oracle
Oracle Payables
Payables Processes
Processes
Enter supplier Enter invoice Approve invoice
Pay invoice
A/P
100,000
60,000
10,000
30,000
Transfer information Create accounting

to general ledger entries

Chapter 2 - Page 11
Flow of Default Values
Flow
Flow of
of Default
Default Values
Values
Financials options
Payables options
Supplier
Supplier site
Invoice
Invoice distribution line Invoice scheduled payment line

®

Chapter 2 - Page 12
Review Question
Review
Review Question
Question
If
If aa default
default is
is set
set at
at the
the Payables-options
Payables-options level
level in
in the
the
hierarchy, you can override the default at the Supplier
hierarchy, you can override the default at the Supplier
level.
level.
A.
A. True
True
B.
B. False
False

Chapter 2 - Page 13
Answer
Answer to
to Review
Review Question
Question
If
If aa default
default is
is set
set at
at the
the Payables-options
Payables-options level
level in
in the
the
hierarchy,
hierarchy, youyou can
can override
override the
the default
default at
at the
the Supplier
Supplier
level.
level.
A.
A. True
True
B.
B. False
False

Chapter 2 - Page 14
Suppliers: Overview
Suppliers:
Suppliers: Overview
Overview
Enter supplier Enter invoice Approve invoice
Pay invoice
A/P
100,000
60,000
10,000
30,000


Chapter 2 - Page 15
How Oracle Products Use Supplier Information
How
How Oracle
Oracle Products
Products Use
Use
Supplier
Information
•• Four
Four Oracle
Oracle financial
financial applications
applications use
use the
the Supplier
Supplier
windows:
windows:
–– Oracle
Oracle Payables
Payables
–– Oracle
Oracle Purchasing
Purchasing
–– Oracle
Oracle Assets
Assets
–– Oracle
Oracle Property
Property Manager
Manager
•• If
If you
you use
use more
more than
than one
one of
of these
these products,
products,
supplier
information is
is shared
shared with
with the
the other
other
products.
products.
About Suppliers > How Your Oracle Product Uses Supplier
Information

Chapter 2 - Page 16
Entering Invoices: Overview
Entering
Entering Invoices:
Invoices: Overview
Overview
Enter invoices
Enter supplier Approve invoices
Pay invoices
Optionally
match to PO or
receipt A/P
100,000
60,000
10,000
30,000


Chapter 2 - Page 17
Entering Invoices
Entering
Entering Invoices
Invoices
You
You can
can enter
enter invoices
invoices into
into Oracle
Oracle Payables
Payables using
using
the
the
following
following methods:
methods:
•• Enter
Enter individual invoices
individual invoices inin the
the Invoices
Invoices window
window
•• Enter
Enter invoices
invoices in
in batches
batches inin the
the Invoice
Invoice Batches
Batches
and
and the
the Invoices
Invoices window
window
•• Enter
Enter standard
standard and
and credit
credit memo
memo invoices
invoices that
that are
are
not
not complex
complex in in the
the Invoice
Invoice Gateway
Gateway window
window
•• Assign
Assign invoices
invoices toto an
an invoice
invoice batch
batch in
in the
the Invoice
Invoice
Gateway
Gateway window
window
•• Create
Create recurring
recurring invoices
invoices inin the
the Recurring
Recurring Invoices
Invoices
window
window
®
(Help) Oracle Financial Applications > Oracle Payables > Invoices >
Entering Invoices Overview

Chapter 2 - Page 18
Entering Invoices
Entering
Entering Invoices
Invoices
You
You can
can enter
enter invoices
invoices into
into Oracle
Oracle Payables
Payables using
using
the
the
following
following methods:
methods:
•• Create
Create invoices
invoices from
fromexpense
expense reports
reports or
or import
import
invoices from other systems (e-Commerce
invoices from other systems (e-Commerce
Gateway,
Gateway, Property
Property Manager,
Manager, Self-Service
Self-Service
Expenses,
Expenses, andand flat
flat files)
files)
•• Create
Create invoices
invoices toto pay
pay interest
interest for
for overdue
overdue
invoices
invoices

Chapter 2 - Page 19
Using the Workbench Model
Using
Using the
the Workbench
Workbench Model
Model
•• Oracle
Oracle Payables
Payables includes
includes two
two fully
fully integrated
integrated
workbenches:
workbenches:
–– Invoice
Invoice Workbench
Workbench
–– Payment
Payment Workbench
Workbench
•• You
You can
can enter,
enter, adjust,
adjust, or
or review
reviewinvoices
invoices in
in the
the
Invoice
Invoice Workbench.
Workbench.
(Help) Oracle Financial Applications > Oracle Payables > Overview >
The Invoice Workbench

Chapter 2 - Page 20
Using the Invoice Workbench
Using
Using the
the Invoice
Invoice Workbench
Workbench
Find Find Find
Invoice batches Invoices Distributions
Invoice
overview

Chapter 2 - Page 21
The Invoice Workbench: Invoice Batches
The
The Invoice
Invoice Workbench:
Workbench: Invoice Batches
Batches
Invoice
Invoice Batches
Batches
Find
Find Invoice
Invoice Batches
Batches

Chapter 2 - Page 22
The Invoice Workbench: Invoices
The
The Invoice
Invoice Workbench:
Workbench: Invoices
Invoices
Invoices
Invoices
•• Find
Find Invoices
Invoices
Calculate
Calculate Balance
Balance Owed
Owed
•• Find
Find Purchase
Purchase Orders
Orders for
for Matching
Matching
Match
Match to
to Purchase
Purchase Order
Order
•• Find
Find Receipts
Receipts for
for Matching
Matching
–– Match
Match to
to Receipts
Receipts
–– Match
Match Other
Other Charges
Charges to
to Receipts
Receipts

Chapter 2 - Page 23
The Invoice Workbench: Invoices
The
The Invoice
Invoice Workbench:
Workbench: Invoices
Invoices
•• Find
Find Invoices
Invoices for
for Matching
Matching
Match
Match to
to Invoices
Invoices
•• Invoice
Invoice Actions
Actions
Apply/Unapply
Apply/Unapply Prepayments
Prepayments
•• View
View Invoice
Invoice Accounting
Accounting
•• Invoice
Invoice Holds
Holds
Release
Release
•• View
View Projected
Projected Withholding
Withholding
•• Match
Match Other
Other Charges
Charges to
to Receipts
Receipts

Chapter 2 - Page 24
The Invoice Workbench: Distributions
The
The Invoice
Invoice Workbench:
Workbench: Distributions
Distributions
Distributions
Distributions
•• Find
Find Invoice
Invoice
•• Charge
Charge Allocations
Allocations
•• Tax
Tax Summary
Summary
•• View
View Encumbrances
Encumbrances
•• View
View Receipts
Receipts
•• View
View PO
PO

Chapter 2 - Page 25
Demonstration
Demonstration
Demonstration
This
This demonstration
covers the
the Invoice
Invoice Workbench.
Workbench.
(N)
(N) Invoices—>Entry—>Invoices
Invoices—>Entry—>Invoices

Chapter 2 - Page 26
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following tasks
tasks can
can you
you perform
performin
in the
the
Invoice Workbench?
Invoice Workbench?
A.
A. Enter
Enter an
an invoice
invoice
B.
B. Modify
Modify an
an invoice
invoice
C.
C. Approve
Approve an
an invoice
invoice
D.
D. Modify
Modify invoice
distributions
E.
E. All
All of
of the
the above
above

Chapter 2 - Page 27
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following tasks
tasks can
can you
you perform
performin
in the
the
Invoice
Invoice Workbench?
Workbench?
A.
A. Enter
Enter an
an invoice
invoice
B.
B. Modify
Modify an
an invoice
invoice
C.
C. Approve
Approve anan invoice
invoice
D.
D. Modify
Modify invoice
distributions
E.
E. All
All of
of the
the above
above

Chapter 2 - Page 28
Oracle Payables Invoice Types
Oracle
Oracle Payables
Payables Invoice
Invoice Types
Types
Type Description
Standard An invoice from a supplier representing an
amount due for goods or services purchased
(standard invoices can be matched to either a
PO or receipt, or not matched)
Credit Memo A memo from a supplier representing a credit
amount toward goods or services for which you
have already been invoiced
Debit Memo An invoice you enter to record a credit for a
supplier who does not send you a credit memo
Expense An invoice representing an amount due to an
Report employee for business-related expenses
PO Default An invoice you enter for matching to a purchase
order (you enter a PO number, and Oracle
Payables automatically provides supplier
information)
®

Chapter 2 - Page 29
Oracle Payables Invoice Types
Oracle
Oracle Payables
Payables Invoice
Invoice Types
Types
Type Description
Prepayment A type of invoice you enter to pay an advance
payment for expenses to a supplier
or employee
QuickMatch An invoice you enter for matching to a purchase
order (you enter a PO number, and Oracle
Payables automatically provides supplier
information and matches to each shipment on
the purchase order)
Withholding An invoice you enter to remit taxes withheld to
Tax the appropriate tax authority
Mixed An invoice for which you can perform both
positive and negative matching to
purchase orders and to other invoices

Chapter 2 - Page 30
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to enter
enteran
an invoice
invoice in
in
the
the Invoice
Invoice Gateway
Gateway window.
window.
(N)
(N) Invoices—>Entry—>Invoice
Invoices—>Entry—>Invoice Gateway
Gateway

Chapter 2 - Page 31
Interest Invoices
Interest
Interest Invoices
Invoices
Payables
Payables can
can automatically
automatically create
create invoices
invoices to
to pay
pay
interest
interest for
for overdue
overdue invoices
invoices if:
if:
•• You
You enable
enable automatic
automatic interest
interest calculation
calculation for
for aa
supplier
supplier
•• You
You pay
pay an
an overdue
overdue invoice
invoice for
for the
the supplier
supplier in
in aa
payment
payment batch
batch or
or with
with aa Quick
Quick payment
payment
(Help) Oracle Financial Applications > Oracle Payables > Other

Topics > Automatic Interest/Prompt Payment Support

Chapter 2 - Page 32
Invoice Distribution Types
Invoice
Invoice Distribution
Distribution Types
Types
Type Description
Item Records the amount a supplier charges for

goods or services purchased
Tax Records the sales or other tax amount due
on goods or services purchased
Freight Records the amount a supplier charges for
shipping and handling
Miscellaneous Records the amount for miscellaneous
expenses on an invoice

Chapter 2 - Page 33
Invoice
Distribution Types
Types
Type Description
Withholding Records the amount of taxes withheld from

an invoice
Prepayment Records the amount of a prepayment
applied to an invoice

Chapter 2 - Page 34
Other Invoice Distributions
Other
Other Invoice
Invoice Distributions
Distributions
You
You can
can also
also create
create distributions
distributions by:
by:
•• Matching
Matching to
to purchase
purchase orders
orders and
and receipts
receipts
•• Using
Using distribution
distribution sets
sets
•• Allocating
Allocating freight,
freight, tax,
tax, and
and miscellaneous
miscellaneous lines
lines
Invoice Workbench > Entering Distributions in the Invoice
Workbench

Chapter 2 - Page 35
Allocating Freight, Tax, and Miscellaneous Lines
Allocating
Allocating Freight,
Freight, Tax,
Tax,
and
and Miscellaneous
Miscellaneous Lines
Lines
Prepayment line
Tax
Freight Miscellaneous
Item
Allocation > Allocation Overview > Creating Distributions by
Allocation

Chapter 2 - Page 36
Review Question
Review
Review Question
Question
You
You can
can allocate
allocate aa freight
freight line
line to
to which
which of
of the
the
following lines?
following lines?
A.
A. Tax
Tax
B.
B. Item
Item
C.
C. Prepayment
Prepayment
D.
D. Miscellaneous
Miscellaneous
E.
E. All
All of
of the
the above
above

Chapter 2 - Page 37
Answer
Answer to
to Review
Review Question
Question
You
You can
can allocate
allocate aa freight
freight line
line to
to which
which of
of the
the
following lines?
following lines?
A.
A. Tax
Tax
B.
B. Item
Item
C.
C. Prepayment
Prepayment
D.
D. Miscellaneous
Miscellaneous
E.
E. All
All of
of the
the above
above

Chapter 2 - Page 38
Invoice Inquiry: Overview
Invoice
Invoice Inquiry:
Inquiry: Overview
Overview
Batch invoices Enter invoice Optionally
match to PO
or receipt
Approve invoice View invoice
Receive invoices
in the mail
Create
accounting Pay invoice
A/P File invoice
100,000
60,000
10,000
30,000
®

Chapter 2 - Page 39
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to view
viewhigh-level
high-level
invoice
invoice information.
information.
(N)
(N) Invoices—>Inquiry—>Invoice
Invoices—>Inquiry—>Invoice Overview
Overview

Chapter 2 - Page 40
Approving Invoices: Overview
Approving
Approving Invoices:
Invoices: Overview
Overview
Batch invoices Enter invoice Optionally
match to PO
or receipt
Receive invoices
in the mail
Create
A/P File invoice
100,000
60,000
10,000
30,000
®

Chapter 2 - Page 41
Approving Invoices
Approving
Approving Invoices
Invoices
Before
Before you
you can
can pay
pay or
or account
account for
for an
an invoice
invoice
(including
(including prepayments),
prepayments), you you must
must submit
submit approval
approval
for the invoice in one of three ways:
•• Online
Online by
by using
using the
the Actions
Actions window
window of of the
the Invoice
Invoice
Workbench
Workbench
•• Online
Online by
by using
using the
the Approve
Approve button
button in
in the
the Invoice
Invoice
Batches
Batches window
window
•• Batch
Batch by
by submitting
submitting the
the Payables
Payables Approval
Approval
program
program from the Submit Request window
from the Submit Request window
Approval > Approval

Chapter 2 - Page 42
Approving Invoices
Approving
Approving Invoices
Invoices
You
You can
can also
also approve
approve related
related invoices
invoices for
for credit
credit and
and
debit
debit memos
memos by
by choosing
choosing Approve
Approve Related
Related Invoices
Invoices
in
in the
the Actions
Actions window
windowafter
after you
you enter
enter aa credit
credit or
or debit
debit
memo.
memo.

Chapter 2 - Page 43
Approving Invoices
Approving
Approving Invoices
Invoices
•• Approval
Approval validates
validates the
the matching,
matching, tax,
tax, period
period
status,
status, exchange
exchange rate,
rate, and
and distribution
distribution information
information
for invoices that you enter and automatically
for invoices that you enter and automatically
applies
applies holds
holds to
to exception
exception invoices.
invoices.
•• If
If a tax distribution is not allocated or
a tax distribution is not allocated or not
not fully
fully
allocated,
allocated, Approval
Approval fully
fully allocates
allocates the
the tax
tax
distribution
distribution byby prorating
prorating across
across all
all taxable
taxable
distributions.
distributions.

Chapter 2 - Page 44
Accounting for Invoices
Accounting
Accounting for
for Invoices
Invoices
•• You
You submit
submit the
the Payables
Payables Accounting
Accounting process
process to
to
create
create accounting
accounting entries
entries in
in Payables.
Payables. Submit
Submit this
this
batch process from the Submit Request
batch process from the Submit Request window. window.
•• You
You can
can also
also create
create accounting
accounting entries
entries for
for an
an
invoice from the related Actions window.
invoice from the related Actions window.
–– Select
Select the
the invoice.
invoice.
–– Click
Click the
the Actions
Actions button.
button.
–– Select
Select the
the Create
Create Accounting
Accounting check
check box,
box, and
and
click OK.
click OK.
•• To
To account
account for
foran
an invoice
invoice batch,
batch, query
query the
the batch
batch in
in
the
the Invoice
Invoice Batches
Batches window,
window, and
and then
then click
click the
the
Create
Create Accounting
Accounting button.
button.
®

Chapter 2 - Page 45
Accounting for Invoices
Accounting
Accounting for
for Invoices
Invoices
•• For
For aa single
single invoice,
invoice, you
you complete
complete the
the accounting
accounting
process
process online.
online. For
For batches,
batches, you
you submit
submit the
the
accounting process as a request.
accounting process as a request.
•• The
The invoices
invoices must
must be
be approved
approved before
before the
the
accounting entries can be generated.
accounting entries can be generated.

Chapter 2 - Page 46
Applying Holds
Applying
Applying Holds
Holds
•• You
You can
can prevent
prevent payment
payment and, and, optionally,
optionally, prevent
prevent
accounting
accounting forfor an
an invoice
invoice by by manually
manually applying
applying
one
one oror more
more holds
holds toto it.
it.
•• Oracle
Oracle Payables provides some
Payables provides some generic
generic invoice
invoice
holds
holds for you, and you can define your
for you, and you can define your own
own holds
holds
based
based on on your
your invoice
invoice approval
approval needs.
needs.
•• You
You can
can also
also prevent
prevent payment
payment of of supplier
supplier invoices
invoices
by
by placing
placing aa hold
hold on
on the
the supplier
supplier or
or the
the supplier
supplier
site
site instead
instead of
of on
on each
each individual
individual invoice.
invoice.
(Help) Oracle Financial Applications > Oracle Payables > Appendix

> Summary of Approval Hold Codes

Chapter 2 - Page 47
Applying Holds
Applying
Applying Holds
Holds
•• There
There are
are three
three types
types of
of holds
holds that
that you
you can
can use
use to
to
prevent
prevent payment
payment ofof an
an invoice:
invoice:
–– Invoice
Invoice hold
hold
–– Scheduled
Scheduled payment
payment hold
hold
–– Supplier
Supplier hold
hold
•• If
If an
an invoice
invoice fails
fails Approval,
Approval, Payables
Payables will
will apply
apply the
the
appropriate system holds on the invoice.
appropriate system holds on the invoice.

Chapter 2 - Page 48
Releasing Invoice Holds
Releasing
Releasing Invoice
Invoice Holds
Holds
•• Release
Release holds
holds from
frominvoices
invoices to
to pay
pay and
and account
account
for
for invoices.
invoices. You
You can
can view
view the
the holds
holds on
on an
an invoice
invoice
in either the Invoice Overview or the Holds
in either the Invoice Overview or the Holds windowwindow
of
of the
the Invoice
Invoice Workbench.
Workbench. YouYou can
can see
see the
the
number
number of holds on an invoice in the Invoices
of holds on an invoice in the Invoices
window.
window.
•• Identify
Identify invoices
invoices onon hold
hold with
with the
the Invoice
Invoice on
on Hold
Hold
Report
Report and
and the
the Matching
Matching Hold
Hold Detail
Detail Report.
Report.

Chapter 2 - Page 49
Manually Releasing Invoice Holds
Manually
Manually Releasing
Releasing Invoice
Invoice Holds
Holds
•• Oracle
Oracle Payables
Payables applies
applies some
some holds
holds that
that you
you
cannot
cannot release.
release.
•• You
You can
can use
use the
the Invoice
Invoice Holds
Holds window
window toto view
view
invoices with these holds, but you
invoices with these holds, but you cannot cannot
manually
manually release
release these
these holds.
holds.
•• You
You must
must correct
correct the
the exception
exception that
that caused
caused
Approval
Approval toto place
place the
the hold
hold on
on the
the invoice
invoice and
and then
then
resubmit
resubmit Approval
Approval to to release
release these
these holds.
holds.
•• You
You can
can correct
correct exceptions
exceptions by by updating
updating the
the
invoice
invoice or the purchase order or by
or the purchase order or by changing
changing your
your
invoice
invoice tolerances.
tolerances.

Chapter 2 - Page 50
Review Question
Review
Review Question
Question
If
If you
you have
have an
an invoice
invoice that
that the
the system
systemput
put on
on hold
hold
because
because of an account hold reason, you need to
of an account hold reason, you need to
correct
correct the
the problem
problemandand then
then resubmit
resubmit Approval.
Approval.
A.
A. True
True
B.
B. False
False

Chapter 2 - Page 51
Answer
Answer to
to Review
Review Question
Question
If
If you
you have
have an
an invoice
invoice that
that the
the system
systemput
put on
on hold
hold
because
because of an account hold reason, you need to
of an account hold reason, you need to
correct
correct the
the problem
problemandand then
then resubmit
resubmit Approval.
Approval.
A.
A. True
True
B.
B. False
False

Chapter 2 - Page 52
Adjusting Invoices
Adjusting
Adjusting Invoices
Invoices
You
You can
can adjust
adjust invoices
invoices that
that meet
meet certain
certain criteria.
criteria.
Finding and Reviewing Invoices > Reviewing and Adjusting Invoices
Adjustment Charts

Chapter 2 - Page 53
Canceling Invoices
Canceling
Canceling Invoices
Invoices
•• You
You can
can cancel
cancel only
only unpaid
unpaid invoices.
invoices.
•• You
You can
can cancel
cancel any
any unapproved
unapproved invoice
invoice or
or an
an
approved invoice that does not have any effective
payments
payments or
or accounting
accounting holds.
holds.

Chapter 2 - Page 54
Summary
Summary
Summary
In
In this
this module,
module, you
you should
should have
have learned:
learned:
•• The
The supplier
supplier invoicing
invoicing process
process
•• The
The key
key concepts
concepts ofof invoice
invoice processing
processing

Chapter 2 - Page 55

Chapter 2 - Page 56
Processing Supplier Invoices
Chapter 3

Chapter 3 - Page 1
Processing Supplier Invoices Oracle Payables
Release 11i
Processing
Processing Supplier
Supplier Invoices
Invoices
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 3 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this module,
module, you
you should
should be
be able
able to:
to:
•• Enter
Enter Standard
Standard invoices
invoices in
in the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
distributions inin the
the Invoice
Invoice
Workbench
Workbench
•• Enter
Enter invoice
invoice information
the Invoice
Invoice Gateway
Gateway
•• Describe
Describe the
the process
process of
of importing
importing invoices
invoices from
from
the
the interface
interface tables
tables

Chapter 3 - Page 3
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
distributions in in the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
fromthe
the interface
interface tables
tables

Chapter 3 - Page 4
Entering Invoices: Overview
Entering
Entering Invoices:
Invoices: Overview
Receive invoices Enter invoice (Optional)
Match to PO
or receipt
Create Pay invoice

accounting
File invoice
A/P
100,000
60,000
10,000
30,000
®

Chapter 3 - Page 5
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices in
in the
the Invoice
Invoice
Workbench
Workbench
• Entering invoice batches in the Invoice Workbench
• Entering invoice distributions in the Invoice
Workbench
• Entering invoice information in the Invoice
Gateway
• Importing invoices from the interface tables

Chapter 3 - Page 6
Invoice Information
Invoice
Invoice Information
Information
Invoices contain the following information:
HEADER
Supplier information
Default information
DETAIL
Invoice distribution information
Scheduled payment information

Chapter 3 - Page 7
Invoice Information
Invoice
Invoice Information
Information
At
At aa very
very basic
basic level,
level, invoices
invoices are
are entered,
entered, approved,
approved,
accounted,
accounted, and and paid.
paid. Therefore,
Therefore, basic
basic invoice
invoice
processing
processing requires
requires the
the following
following actions:
actions:
•• Entry
Entry of header information including invoice
of header information including invoice type,
type,
supplier name, supplier site, invoice
supplier name, supplier site, invoice number, number,
invoice
invoice date,
date, and
and invoice
invoice amount
amount
•• Entry
Entry of
of invoice
invoice payment
payment details
details such
such asas payment
payment
terms
terms and
and currency
currency
•• Entry
Entry of
of invoice
invoice accounting
accounting details,
details, including
including the
the
GL
GL date of the invoice and the GL accounts to
date of the invoice and the GL accounts to
which
which the
the invoice
invoice isis charged
charged

Chapter 3 - Page 8
Entering Standard Invoice Header Information
Entering
Entering Standard
Standard Invoice
Invoice Header
Header
Information
Information
How
Howto to enter
enter Standard
Standard invoice
invoice header
header information:
information:
1.
1. In
In the
the Invoices
Invoices window,
window, select
select Standard
Standard asas the
the
invoice type.
invoice type.
2.
2. Enter the
Enter the supplier
supplier or
or supplier
supplier number.
number.
3.
3. Select
Select the
the supplier
supplier site
site to
to which
which you
you will
will send
send
payment
payment of of the
the invoice.
invoice.
4.
4. Enter
Enter the
the invoice
invoice date.
date.
5.
5. Enter
Enter the
the invoice
invoice number.
number.
(Help) Oracle Financial Applications—>Oracle Payables—>Invoices—

>Invoice Workbench—>Entering Basic Invoices in the Invoice Workbench

Chapter 3 - Page 9
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to enter
enterStandard
Standard
invoice
invoice information
information in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)

Chapter 3 - Page 10
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
fromthe
the interface
interface tables
tables

Chapter 3 - Page 11
Overview of Entering Batches
Overview
Overview of
of Entering Batches
Batches
Batch invoices Prepare a batch Enter a batch
control form of invoices
Update the batch

control form
Receive invoices Review batch

in the mail control reports
File invoice

Chapter 3 - Page 12
Entering Invoice Batches
Entering
Entering Invoice
Invoice Batches
Batches
Use
Use invoice
invoice batches
batches toto proactively
proactively manage
manage invoice
invoice
entry.
entry. You
You can
can use
use batches
batches to to do
do the
the following:
following:
•• Enter
Enter invoice
invoice defaults
defaults at
at the
the batch
batch level
level that
that
override
override system or supplier site defaults for
system or supplier site defaults for all
all
invoices in the batch.
invoices in the batch.
•• Maximize
Maximize accuracy
accuracy by by tracking
tracking variances
variances between
between
the
the control
control invoice
invoice count
count and
and total,
total, and
and the
the actual
actual
invoice
invoice count
count and
and total
total resulting
resulting from
fromyour
your invoice
invoice
entry.
entry.
•• Easily
Easily locate
locate aa batch
batch online
online and
and review
reviewthethe name
name
of
of the person who created the batch and the
the person who created the batch and the date
date it
it
was
was created.
created.
®

Chapter 3 - Page 13
Creating Batch Control Forms
Creating
Creating Batch
Batch Control
Control Forms
Forms
Before
Before entering
entering aa batch
batch of of invoices,
invoices, prepare
prepare aa batch
batch
control
control form.
form.
•• Enter
Enter the
the number
number of of invoices
invoices that
that are
are expected
expected to to
be
be entered in the control invoice count line
entered in the control invoice count line of
of the
the
batch
batch control
control form.
form.
•• Enter
Enter the
the total
total sum
sumofof the
the above
above invoices
invoices inin the
the
control
control invoice
invoice total
total line
line of
of the
the batch
batch control
control form.
form.
Note:
Note: Preparing
Preparing thethe Batch
Batch Control
Control form
formisis optional
optional
and is not an Oracle Payables function.
and is not an Oracle Payables function.

Chapter 3 - Page 14
Creating Batch Control Forms
Creating
Creating Batch
Batch Control
Control Forms
Forms
After
After entering
entering aa batch
batch of
of invoices
invoices in
in Oracle
Oracle Payables,
Payables,
complete
complete the
the Batch
Batch Control
Control form.
form.
•• Enter
Enter the
the actual
actual number
invoices
•• Enter
Enter the
the actual
actual invoice
invoice total
total
•• Explain
Explain the
the reason
reason for
for any
any difference
difference in
in the
the control
control
and
and actual
actual totals
totals

Chapter 3 - Page 15
Sample Batch Control Form
Sample
Sample Batch
Batch Control
Control Form
Form
Batch Name : JS03041998 Date: 03/04/98
Batch Control Form

Control Invoice Count: 20 Control Invoice Total: $2,600.78
Actual Invoice Count: 19 Actual Invoice Total: $2,200.78
Count Difference: 1 Total Difference : $ 400.00
Entered by: John Smith Entry Time (elapsed): 15 minutes

Notes: Invoice #300941 for supplier ABC Corporation was a
duplicate.

Chapter 3 - Page 16
Entering Invoices in Batches
Entering
Entering Invoices
Invoices in
in Batches
Batches
Use
Use the
the Invoice
Invoice Batches
Batches window
windowto
to start
start entering
entering an
an
invoice
invoice batch.
batch.
To
To enter
enter an
an invoice
invoice batch:
batch:
1.
1. Enter
Enter aa unique
unique value
value inin the
the Batch
Batch Name
Name field.
field.
2.
2. Enter
Enter the
the number
invoices that
that are
are in
in the
the batch
batch
in
in the
the Control
Control Count
Count field.
field.
3.
3. Enter
Enter the
the sum
sumof of the
the invoice
invoice amounts
amounts thatthat are
are in
in
the batch in the Control Amount
the batch in the Control Amount field. field.
4.
4. Enter
Enter any
any invoice
invoice defaults
defaults youyou want
want to
to use
use for
for the
the
invoices.
invoices.
5.
5. Click
Click the
the Invoices
Invoices button
button and
and enter
enter the
the invoices.
invoices.
®

>Invoice Batches—>Entering Invoice Batches in the Invoice Workbench

Chapter 3 - Page 17
Approving Invoices in Batches
Approving
Approving Invoices
Invoices in
in Batches
Batches
You
You can
can submit
submit online
online approval
approval for
for invoice
invoice batches:
batches:
1.
1. In
In the
the Invoice
Invoice Batches
Batches window,
window, find
find the
the invoice
invoice
batch
batch or batches that contain the invoices for
or batches that contain the invoices for
which
which you
you want
want to
to submit
submit the
the Approval
Approval process.
process.
2.
2. Select
Select Approve,
Approve, and
and Payables
Payables submits
submits thethe
Approval
Approval process
process to
to review
review each
each invoice
invoice that
that is
is
included
included inin each
each batch
batch you
you select.
select.

Chapter 3 - Page 18
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to enter
enterinvoice
invoice
batches
batches in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
Invoices—>Entry—>Invoice Batches
Batches

Chapter 3 - Page 19
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
fromthe
the interface
interface tables
tables

Chapter 3 - Page 20
Entering Distributions
Entering
Distributions
•• Enter
Enter distributions
distributions forfor an
an invoice
invoice to
to associate
associate the
the
total
total invoice
invoice amount
amount with
with various
various expense
expense oror asset
asset
accounts.
accounts.
•• During
During approval,
approval, Oracle
Oracle Payables
Payables places
places aa hold
hold onon
an invoice if the distribution total does not
an invoice if the distribution total does not equal equal
the
the invoice
invoice total.
total. The
The distribution
distribution variance
variance hold
hold is
is
placed
placed onon the
the invoice
invoice and
and prevents
prevents payment
payment and
and
accounting
accounting for for the
the invoice.
invoice.

Chapter 3 - Page 21
Invoice
Distribution Types
Types
Type Description
Item Records the amount a supplier charges for

goods or services purchased
Tax Records the sales or other tax amount due
on goods or services purchased
Freight Records the amount a supplier charges for
shipping and handling
Miscellaneous Records the amount for miscellaneous
expenses on an invoice

Chapter 3 - Page 22
Invoice
Distribution Types
Types
Type Description
Withholding Records the amount of taxes withheld from

an invoice
Prepayment Records the amount of a prepayment
applied to an invoice

Chapter 3 - Page 23
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following is
is an
an invoice
invoice distribution
distribution
type?
type?
1.
1. Manual
Manual
2.
2. Matching
Matching
3.
3. Allocation
Allocation
4.
4. Withholding
Withholding
5.
5. Distribution
Distribution set
set

Chapter 3 - Page 24
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following is
is an
an invoice
distribution
type?
type?
1.
1. Manual
Manual
2.
2. Matching
Matching
3.
3. Allocation
Allocation
4.
4. Withholding
Withholding
5.
5. Distribution
Distribution set
set

Chapter 3 - Page 25
Entering
Distributions
You
You can
can enter
enter distributions
distributions in
in any
any of
of five
five ways:
ways:
•• Entering
Entering lines
lines manually
manually
•• Automatically
Automatically creating
creating aa freight
freight or
or tax
tax line
line
•• Using
Using allocation
allocation
•• Using
Using aa distribution
distribution set
set
•• Matching
Matching toto aa purchase
purchase order
order or
or receipt
receipt

>Invoice Workbench—>Entering Distributions in the Invoice Workbench

Chapter 3 - Page 26
Manually Entering Distributions
Manually
Manually Entering
Distributions
1.
1. Select
Select aa distribution
distribution type.
type.
2.
2. Enter
Enter the
the distribution
distribution amount.
amount.
3.
3. Enter
Enter the
the GL
GL account
account to to determine
determine where
where the
the
invoice
invoice gets
gets charged;
charged; for for example,
example, the
the company,
company,
cost
cost center,
center, and
and GLGL account.
account.
4.
4. Enter
Enter the
the GL
GL date.
date. The
The distribution
distribution GL
GL date
date
determines
determines thethe accounting
accounting period
period to
to which
which the
the
distribution
distribution will
will post
post in
in the
the general
general ledger.
ledger.

>Invoice Workbench—>Entering Distributions in the Invoice Workbench
(scroll down to Entering Distributions Manually in the Distributions
window)

Chapter 3 - Page 27
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to manually
manually enter
enter
distributions
distributions in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
Invoices—>Entry—>Invoices (B)
(B) Distributions
Distributions

Chapter 3 - Page 28
Entering Freight Distributions for an Invoice
Entering
Entering Freight
Freight Distributions
Distributions
for
for an
an Invoice
Invoice
You
You can
can record
record freight
freight charges
charges by:
by:
•• Manually
Manually entering
entering freight
freight distributions
distributions
•• Allocating
Allocating freight
freight to
to invoice
distributions
•• Having
Having Payables
Payables automatically
create aa freight
freight
distribution
distribution based
based onon aa freight
freight amount
amount youyou enter
enter
(Help) Oracle Financial Applications—>Oracle Payables—>Invoices —

>Freight on Invoices
>Invoice Workbench—>Allocating Freight and Miscellaneous
Distributions by Allocation

Chapter 3 - Page 29
Enabling Automatically Create Freight Distribution
Enabling
Enabling Automatically
Automatically Create Freight
Freight
Distribution
Distribution
To
To set
set up
up Payables
Payables to to default
default aa freight
freight account
account and
and
automatically
automatically enable
enable the
the Create
Create Freight
Freight Distribution
Distribution
check
check box
box in
in the
the Invoices
Invoices window
windowduring
during invoice
invoice
entry, set the following Payables options:
entry, set the following Payables options:
•• Enable
Enable the
the Automatically
Automatically Create
Create Freight
Freight
Distribution
Distribution option
option
•• Enter
Enter aa default
default freight
freight account.
account. Payables
Payables uses
uses this
this
account
account as as the
the default
default freight
freight account
account for
for an
an
invoice.
invoice. You
You can
can override
override this
this account
account during
during
invoice entry.
invoice entry.

Chapter 3 - Page 30
Enabling Automatically Create Freight Distribution
Enabling
Enabling Automatically
Automatically Create Freight
Freight
Distribution
Distribution
•• If
If you
you select
select the
the Create
Create Freight
Freight Distribution
Distribution check
check
box
box in
in the
the Invoices
Invoices window,
window, Payables
Payables
automatically
automatically creates
creates aa single
single freight
freight distribution
distribution
using
using the freight amount and freight account
the freight amount and freight account that
that
you
you enter
enterfor
for an
an invoice.
invoice.
•• If
If you
you usually
usually allocate
allocate freight
freight to
to invoice
invoice
distributions
distributions oror enter
enter freight
freight distributions
distributions
manually,
manually, dodo not
not enable
enable this
this option.
option.

Chapter 3 - Page 31
Creating Distributions by Allocation
Creating
Creating Distributions
Distributions by
by Allocation
Allocation
You
You can
can use
use the
the Charge
Charge Allocations
Allocations window
window to to
automatically
create tax,
tax, freight,
freight, or
ormiscellaneous
miscellaneous
distributions.
distributions.
In
In the
the Charge
Charge Allocations
Allocations window,
window, you
you specify
specify the
the
following:
following:
•• The
The charge
charge amount
amount and
and type
type (freight,
(freight, tax,
tax, or
or
miscellaneous)
miscellaneous)
•• The
The distributions
distributions to
to which
which the
the charge
charge will
will be
be
allocated
allocated

>Invoice Workbench—>Creating Distributions by Allocation
>Allocation

Chapter 3 - Page 32
Creating Distributions by Allocation
Creating
Creating Distributions
Distributions by
by Allocation
Allocation
•• The
The charge
charge amount
amount associated
associated with
with each
each
distribution.
distribution. Either
Either you
you can
can specify
specify anan exact
exact
amount
amount to allocate to each distribution, or
to allocate to each distribution, or you
you can
can
prorate the charge amount across all
prorate the charge amount across all selected selected
distributions
distributions by by selecting
selecting the
the Prorate
Prorate check
check box.
box.
For
For each
each selected
selected distribution,
distribution, Payables
Payables creates
creates aa
charge
charge distribution
distribution and
and records
records the
the allocation.
allocation. The
The
new
new distribution
distribution has
has the
the same
same GLGL account
account as as the
the
distribution
distribution toto which
which you
you allocate
allocate it.
it. After
After Payables
Payables
creates
creates the
the distribution,
distribution, you
you can
can update
update the the account
account
any time before the invoice is accounted.
any time before the invoice is accounted.

Chapter 3 - Page 33
Allocating Freight, Tax, and Miscellaneous Lines
Allocating
Allocating Freight,
Freight, Tax,
Tax,
and
and Miscellaneous
Miscellaneous Lines
Lines
Prepayment Line
Tax
Freight Miscellaneous
Item

Chapter 3 - Page 34
Allocating Other Charges within the Same Invoice
Allocating
Allocating Other
Other Charges
Charges within
within the
the Same
Same
Invoice
Invoice
The
The main
main rules
rules of
of the
the Allocation
Allocation window
windoware are the
the
following:
following:
1.
1. You
You can
can allocate
allocate Tax
Tax to
to Freight,
Freight, Miscellaneous,
Miscellaneous,
Item, and Prepayment
Item, and Prepayment lines. lines.
2.
2. You
You can
can allocate
allocate Freight
Freight and
and Miscellaneous
Miscellaneous lines
lines
only
only to
to Item
Itemlines.
lines. You
You cannot
cannot allocate
allocate these
these
charges
charges to to Tax
Tax lines.
lines.
3.
3. You
You cannot
cannot allocate
allocate any
any line
line to
to itself.
itself.
4.
4. You
You cannot
cannot allocate
allocate an
an Item
Itemline.
line.
5.
5. The
The charge
charge amount
amount must
must be
be fully
fully allocated
allocated before
before
you
you can
can save
save the
the allocation.
allocation.
®

Chapter 3 - Page 35
Allocating Other Charges within the Same Invoice
Allocating
Allocating Other
Other Charges
Charges within
within the
the Same
Same
Invoice
Invoice
6.
6. During
During the
the Approval
Approval process,
process, any
any charge
charge that
that is
is
not
not fully
fully allocated
allocated (either
(either not
not allocated,
allocated, or
or aa
corresponding
corresponding distribution
distribution was
was reversed
reversed or
or
deleted)
deleted) and is not associated with aa receipt,
and is not associated with receipt, will
will
be
be prorated
prorated toto all
all eligible
eligible distributions
distributions on
on the
the
invoice.
invoice.

Chapter 3 - Page 36
Allocation Restrictions
Allocation
Allocation Restrictions
Restrictions
•• Canceled
Canceled invoices
invoices
•• Paid
Paid invoices
invoices (if
(if the
the invoice
invoice is
is partially
partially or
or fully
fully
paid and the Allow Adjustments to Paid
paid and the Allow Adjustments to Paid Invoices Invoices
option
option is
is not
not enabled)
enabled)
•• Applied
Applied prepayments
prepayments
•• Multiple
Multiple item
itemdistributions,
distributions, each
each matched
matched to
to aa
different
different PO
POdistribution,
distribution, cannot
cannot receive
receive
allocations
allocations from
fromaa single
single nonrecoverable
nonrecoverable tax
tax
distribution.
distribution.
•• Encumbered
Encumbered tax tax distributions
distributions
•• Accounted
Accounted allocations
allocations
®

Chapter 3 - Page 37
Review Question
Review
Review Question
Question
You
You can
can allocate
allocate aa Miscellaneous
Miscellaneous line
line to
to which
which of
of the
the
following lines?
following lines?
1.
1. Tax
Tax
2.
2. Item
Item
3.
3. Freight
Freight
4.
4. Prepayment
Prepayment
5.
5. Miscellaneous
Miscellaneous

Chapter 3 - Page 38
Answer
Answer to
to Review
Review Question
Question
You
You can
can allocate
allocate aa Miscellaneous
Miscellaneous line
line to
to which
which of
of the
the
following lines?
following lines?
1.
1. Tax
Tax
2.
2. Item
Item
3.
3. Freight
Freight
4.
4. Prepayment
Prepayment
5.
5. Miscellaneous
Miscellaneous

Chapter 3 - Page 39
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howtoto create
create
distributions
distributions by
by allocation
allocation in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
Invoices—>Entry—>Invoices (B)
(B) Distributions
Distributions (B)
(B)
Allocate
Allocate

Chapter 3 - Page 40
Distribution Sets
Distribution
Distribution Sets
Sets
•• Use
Use aa distribution
distribution set
set to
to automatically
automatically enter
enter
distributions
distributions for
for an
an invoice
invoice when
when you you are
are not
not
matching to a purchase
matching to a purchase order.order.
•• Enter
Enter aa default
default distribution
distribution setset to
to aa supplier
supplier site
site so
so
that Oracle Payables will use it for every
that Oracle Payables will use it for every invoiceinvoice
you
you enter
enter for
for that
that supplier
supplier site,
site, or
or assign
assign aa
distribution
distribution set
set to
to an
an invoice
invoice when
when you you enter
enter it.
it.
(Help) Oracle Financial Applications—>Oracle Payables—> Setup—

>Distribution Sets

Chapter 3 - Page 41
Defining a Distribution Set
Defining
Defining a
a Distribution
Distribution Set
Set
•• Enter
Enter aa name
name that
that describes
describes thethe use
use of
of the
the
distribution
distribution set,
set, and
and identify
identify the
the distribution
distribution set
set as
as
either full (with all percent amounts totaling
either full (with all percent amounts totaling 100%) 100%)
or
or skeleton
skeleton (with
(with all
all percent
percent amounts
amounts totaling
totaling 0%).
0%).
•• If you create a skeleton distribution set,
If you create a skeleton distribution set, includeinclude
“skeleton”
“skeleton” inin the
the name
name to to remind
remind you
you during
during
invoice
invoice entry
entry to
to enter
enter the
the amounts
amounts on on the
the invoice
invoice
distributions.
distributions.
•• Define
Define an
an unlimited
unlimited number
number of of distribution
distribution lines
lines
for a distribution set.
for a distribution set.
•• Optionally,
Optionally, assign
assign anan income
income tax
tax type
type oror an
an
invoice
invoice tax
tax name
name to to aa distribution
distribution set.
set.
®

Chapter 3 - Page 42
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to define
define and
and use
use aa
distribution
distribution set.
set.
(N)
(N) Setup—>Invoice—>Distribution
Setup—>Invoice—>Distribution Sets
Sets
(N)

Chapter 3 - Page 43
Practice 1 Overview
Practice
Practice 1
1 Overview
Overview
This
This practice
practice covers
covers entering
entering an
an invoice
invoice with
with aa
distribution
distribution set.
set.

Chapter 3 - Page 44
Practice
Practice 1
1 Instructions
Instructions
You
You have
have received
received the
the following
following invoice.
invoice. Enter
Enter the
the
invoice
invoice into
into the
the system
systemandand assign
assign the
the Rent
Rent Expense
Expense
distribution
distribution set.
set.
•• Invoice
Invoice #: Assigned
#: Assigned by by the
the instructor
instructor
•• Date:
Date: Today
Today
•• Terms:
Terms: Immediate
Immediate
•• Supplier:
Supplier: Star
Star Gate
Gate Ltd
Ltd
•• Description:
Description: Monthly
Monthly Rent
Rent Charges
Charges
•• Total:
Total: $2567.89
$2567.89
1. Navigate to the Invoices window.
2. Accept the Standard as the default for invoice type.
3. Enter Star Gate Ltd in the Supplier field.
4. Select Star Gate - Pay as the site.
5. Because the invoice is dated today, press the [Tab] key to accept the default
date.
6. Enter the invoice number assigned by the instructor.
7. Enter 2,567.89 in the Invoice Amount field.
8. In the Distribution Set field, enter the Rent Expense distribution set.
9. In the Description field, enter the description for this invoice.
10. In the Terms field, select Immediate.
11. Save your work.
12. Click Distributions.
13. In the Distributions window, verify that the distribution amount is equal to
the invoice amount.

Chapter 3 - Page 45
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
fromthe
the interface
interface tables
tables

Chapter 3 - Page 46
Invoice Gateway
Invoice
Invoice Gateway
Gateway
•• The
The Invoice
Invoice Gateway
Gateway is is designed
designed for
for rapid,
rapid, high-
high-
volume
volume entry
entry of
of standard
standard and and credit
credit memo
memo
invoices
invoices that
that do
do not
not require
require extensive
extensive online
online
validation
validation and defaulting of values during
and defaulting of values during entry.
entry.
•• After entering the invoice records, you
After entering the invoice records, you import import
them.
them. During
During Payables
Payables OpenOpen Interface
Interface Import,
Import,
Payables
Payables validates
validates the
the invoice
invoice information
information and
and
creates
creates regular
regular invoices
invoices in in Payables
Payables that
that you
you can
can
then
then approve,
approve, account
account for,
for, and
and pay.
pay.

Chapter 3 - Page 47
Entering Invoice Gateway Identification Information
Entering
Entering Invoice
Invoice Gateway
Gateway Identification
Identification
Information
Information
•• When
When you
you enter
enterinvoice
invoice records
records in
in the
the Invoice
Invoice
Gateway
Gateway window,
window, you
you group
group the
the invoice
invoice records
records
by
by assigning the same Gateway Batch name to
assigning the same Gateway Batch name to
each
each invoice.
invoice.
•• When
When you
you enter
enteraa value
value for
for Gateway
Gateway Batch
Batch inin the
the
Invoice
Invoice Gateway
Gateway Identification
Identification window,
window, thethe system
system
assigns
assigns that
that Gateway
Gateway Batch
Batch name
name toto each
each invoice
invoice
record
record you
you enter.
enter.

>Invoice Gateway

Chapter 3 - Page 48
How to Enter Invoice Gateway Identification Information
How
How to
to Enter
Enter Invoice
Invoice Gateway
Gateway
Identification
Identification Information
Information
1.
1. The
The Source
Source field
field identifies
identifies where
where the
the invoices
invoices
originated.
originated. Enter
Enter either
either Invoice
Invoice Gateway
Gateway oror aa value
value
that you defined in the Oracle Payables
that you defined in the Oracle Payables Lookups Lookups
window.
window.
Note:
Note: IfIf you
you define
define aa source
source name
name that
that you
you use
use for
for
Invoice
Invoice Gateway
Gateway invoice
invoice records,
records, do
do not
not use
use the
the
value
value for
for any
any other
other method
method of of entering
entering data
data in
in the
the
Open
Open Interface
Interface tables.
tables.

Chapter 3 - Page 49
How to Enter Invoice Gateway Identification Information
How
How to
to Enter
Enter Invoice
Invoice Gateway
Gateway
Identification
Identification Information
Information
2.
2. Enter
Enter aa unique
unique value
value in in the
the Gateway
Gateway BatchBatch field.
field.
When
When you
you enter
enterinvoice
invoice records
records inin the
the Invoice
Invoice
Gateway
Gateway window,
window, you you group
group the
the invoice
invoice records
records in
in
aa Gateway Batch by assigning the same
Gateway Batch by assigning the same Gateway Gateway
Batch
Batch name
name to to each
each invoice.
invoice.
3.
3. You
You can
can use
use the
the Gateway
Gateway Batch
Batch name
name to to query
query the
the
group
group ofof invoice
invoice records
records inin the
the Invoice
Invoice Gateway
Gateway
window,
window, andand to
to identify
identify aa group
group ofof invoice
invoice records
records
that
that you
you want
want toto import
import together.
together.

Chapter 3 - Page 50
How to Enter Invoice Header Information
How
How to
to Enter
Enter Invoice
Invoice Header
Header Information
Information
Enter
Enter the
the invoice
invoice header
header information
information in
in this
this region.
region.
The
The following
following fields
fields are
are required:
required:
•• Supplier
Supplier oror Supplier
Supplier Num
Num
•• Site
Site
•• Invoice
Invoice Amount
Amount

>Invoice Gateway—>Entering Invoice Records in the Invoice Gateway
Window

Chapter 3 - Page 51
How to Enter Invoice Line Information
How
How to
to Enter
Enter Invoice
Invoice Line
Line Information
Information
Use
Use this
this region
region to
to enter
enter line
line information
information forfor an
an
invoice.
invoice. Enter
Enter at
at least
least one
one invoice
invoice line
line per
per invoice.
invoice.
The
The following
following fields
fields are
are required
required inin this
this region:
region:
•• Type
Type
•• Amount
Amount
You
You can
can create
create distributions
distributions by
by manually
manually entering
entering aa
value
value for
for the
the account,
account, or
or you
you can
can create
create them
them
automatically
automatically byby using
using distribution
distribution sets,
sets, proration
proration of
of
charges, purchase order matching, or receipt
charges, purchase order matching, or receipt
matching.
matching.

>Invoice Gateway—>Entering Invoice Records in the Invoice Gateway
Window

Chapter 3 - Page 52
Invoice Line Information
Invoice
Invoice Line Information
Information
•• When
When Oracle
Oracle Payables
Payables imports
imports the the invoice
invoice record,
record,
it
it creates
creates one
one or
or more
more distributions
distributions for for the
the invoice
invoice
based on the information you enter in the
based on the information you enter in the invoice invoice
lines
lines region.
region.
•• Payables
Payables uses
uses distributions
distributions to to create
create general
general
ledger
ledger journal
journal entries
entries for
for invoices.
invoices. AnAn invoice
invoice can
can
have
have anan unlimited
unlimited number
number of of distributions.
distributions.

Chapter 3 - Page 53
Invoice Gateway
Invoice
Invoice Gateway
Gateway
Invoice
header and
line Payables Open
information Interface Import
Invoice Gateway Invoices are

window created in Payables.

Chapter 3 - Page 54
Creating Invoices
Creating
Creating Invoices
Invoices
•• When
When entering
entering invoice
invoice data
data in in the
the Invoice
Invoice
Gateway,
Gateway, youyou are
are populating
populating the the Payables
Payables Open
Open
Interface
Interface table with that invoice data. You can use
table with that invoice data. You can use
the
the Payables
Payables Open
Open Interface
Interface Import
Import program
programto to
create
create Payables
Payables invoices
invoices fromfrominvoice
invoice data
data in
in the
the
Payables
Payables Open
Open Interface
Interface tables.
tables.
•• During
During the
the Import
Import process,
process, Payables
Payables validates
validates
invoice
invoice records
records and
and rejects
rejects invoice
invoice records
records that
that
have
have insufficient
insufficient or
or invalid
invalid data.
data. Successfully
Successfully
imported
imported invoices
invoices have
have distributions
distributions and and
scheduled payments, and can
scheduled payments, and can be queried,be queried,
modified,
modified, and
and approved
approved in in the
the Invoice
Invoice Workbench.
Workbench.

Chapter 3 - Page 55
Review Question
Review
Review Question
Question
The
The Invoice
Invoice Gateway
Gateway can
can be
be used
used to
to enter
enter which
which of
of
the following invoices?
1.
1. PO
PO default
default
2.
2. Prepayment
Prepayment
3.
3. Debit
Debit memo
memo
4.
4. Credit
Credit memo
memo
5.
5. Expense
Expense report
report

Chapter 3 - Page 56
Answer
Answer to
to Review
Review Question
Question
The
The Invoice
Invoice Gateway
Gateway can
can be
be used
used to
to enter
enter which
which of
of
1.
1. PO
PO default
default
2.
2. Prepayment
Prepayment
3.
3. Debit
Debit memo
memo
4.
4. Credit
Credit memo
memo
5.
5. Expense
Expense report
report

Chapter 3 - Page 57
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howtoto enter
enterinvoice
invoice
information
information and
and create
create invoices
invoices in
in the
the Invoice
Invoice
Gateway.
Gateway.
(N)
Invoices—>Entry—>Invoice Gateway
Gateway

Chapter 3 - Page 58
Practice 2 Overview
Practice
Practice 2
2 Overview
Overview
This
This practice
practice covers
covers entering
entering an
an invoice
invoice in
in the
the
Invoice
Invoice Gateway.
Gateway.

Chapter 3 - Page 59
Practice
Practice 2
2 Instructions
Instructions
You
You have
have received
received an
an invoice
invoice from
fromthe
the Advanced
Advanced
Network
Network Devices that you will enter in
Devices that you will enter in the
the Invoice
Invoice
Gateway.
Gateway.
•• Invoice
Invoice #:
#: Assigned
Assigned byby the
the instructor
instructor
•• Date:
Date: Today
Today
•• Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
•• Description:
Description: Five
Five Dell
Dell Laptops
Laptops
•• Total:
Total: $15,500.00
$15,500.00
1. Navigate to the Invoice Gateway Identification window.
(N) Invoices—>Entry—>Invoice Gateway
2. Accept Invoice Gateway as the default value in the Source field.
3. Enter XX Batch (XX is your unique identifier) in the Gateway Batch field.
4. Select Enter.
5. Enter the invoice number assigned by the instructor.
6. Enter Advanced Network Devices as the supplier and enter Santa
Clara as the supplier site.
7. Enter the dollar amount of the invoice in the Invoice Amount field.
8. Enter Item in the Type field.
9. Enter the invoice line amount.
10. Enter 01.130.1560.0000.000 in the Account field.
11. Enter the line description in the Description field.
12. Save your work.

Chapter 3 - Page 60
Agenda
Agenda
Agenda
•• Entering
Entering Standard
Standard invoices
invoices inin the
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Entering
Entering invoice
the Invoice
Invoice
Workbench
Workbench
•• Entering
Entering invoice
invoice information
the Invoice
Invoice
Gateway
Gateway
•• Importing
Importing invoices
invoices from
fromthe
the interface
interface tables
tables

Chapter 3 - Page 61
Payables Open Interface Tables
Payables
Payables Open
Open Interface
Interface Tables
Tables
The
The Payables
Payables Open
Open Interface
Interface tables
tables store
store invoice
invoice data
data
from
fromthe
the following
following sources:
sources:
•• Invoice
Invoice records
records that
that you
you enter
enter in
in the
the Invoice
Invoice
Gateway window
Gateway window
•• Electronic
Electronic invoices
invoices from
fromOracle
Oracle e-Commerce
e-Commerce
Gateway
Gateway
•• Invoices
Invoices that
that you
you load
load with
with SQL*Loader
SQL*Loader
•• Rent
Rent invoices
invoices from
fromOracle
Oracle Property
Property Manager
Manager
•• Credit
Credit card
card transaction
transaction data
data

Chapter 3 - Page 62
Payables Open Interface Import Program
Payables
Payables Open
Open Interface
Interface Import
Import Program
Program
Submit
Submit the
the Payables
Payables Open
Open Interface
Interface Import
Import program
program
to
to create
create invoices
invoices from
frominvoice
invoice data
data in
in the
the Payables
Payables
Open
Open Interface
Interface tables.
tables. This
This program:
program:
•• Validates
Validates the
the invoice
invoice data
data
•• Provides
Provides some
some defaults
defaults during
during import
import (for
(for
example,
example, supplier
supplier site
site payment
payment terms)
terms)
•• Rejects
Rejects invoices
invoices that
that have
have insufficient
insufficient or
orinvalid
invalid
data
data
•• Creates
Creates invoices
invoices inin the
the Payables
Payables system
systemthat
that can
can
then
then be
be queried,
queried, approved,
approved, accounted,
accounted, and
and
modified
modified in
in the
the Invoice
Invoice Workbench
Workbench

Chapter 3 - Page 63
Integration with Oracle e-Commerce Gateway
Integration
Integration with
with Oracle
Oracle e-Commerce
e-Commerce
Gateway
Gateway
You
You can
can use
use Oracle
Oracle Payables
Payables andand Oracle
Oracle e-Commerce
e-Commerce
Gateway
Gateway to
to import
import invoice
invoice data
data from
fromyour
your suppliers.
suppliers.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway uploads
uploads thethe
supplier’s
supplier’s invoice information into
invoice information into the
the Payables
Payables
Open
Open Interface
Interface tables.
tables.
•• Payables
Payables creates
creates aa notification
notification for
for invoices
invoices that
that
were
were successfully
successfully imported
imported and
and those
those that
that failed
failed
import.
import. You
You can
can send
send this
this notification
notification to
to your
your
supplier through the e-Commerce
supplier through the e-Commerce Gateway.Gateway.

Chapter 3 - Page 64
Loading Electronic Flat Files
Loading
Loading Electronic
Electronic Flat
Flat Files
Files
You
You can
can use
use SQL*Loader
SQL*Loader to to import
import into
into the
the interface
interface
table
table aa flat
flat file
file that
that contains
contains invoice
invoice information.
information. For
For
example, you might want to use this to import
example, you might want to use this to import legacy legacy
invoice
invoice data.
data.
(Help) Oracle Financial Applications—>Oracle Payables—>Appendix—

>Payables Open Interface Tables—>Using SQL*Loader

Chapter 3 - Page 65
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following programs
programs is
is used
used to
to import
import
invoices from the e-Commerce Gateway?
1.
1. EDI
EDI Gateway
Gateway program
program
2.
2. EDI
EDI Invoice
Invoice Inbound
Inbound program
program
3.
3. Application
Application Advice
Advice Outbound
Outbound program
program
4.
4. Payables
Payables Open
Open Interface
Interface Import
Import program
program
5.
5. Payables
Payables Open
Open Interface
Interface Outbound
Outbound Advice
Advice program
program

Chapter 3 - Page 66
Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following programs
programs is
is used
used to
to import
import
1.
1. EDI
EDI Gateway
Gateway program
program
2.
2. EDI
EDI Invoice
Invoice Inbound
Inbound program
program
3.
3. Application
Application Advice
Advice Outbound
Outbound program
program
4.
4. Payables
Payables Open
Open Interface
Interface Import
Import program
program
5.
5. Payables
Payables Open
Open Interface
Interface Outbound
Outbound Advice
Advice program
program

Chapter 3 - Page 67
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
howto:
to:
•• Enter
Enter Standard
Standard invoices
invoices in
in the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
invoice batches
batches inin the
the Invoice
Invoice Workbench
Workbench
•• Enter
Enter invoice
distributions inin the
the Invoice
Invoice
Workbench
Workbench
•• Enter
Enter invoice
invoice information
the Invoice
Invoice Gateway
Gateway
•• Describe
Describe the
the process
process of
of importing
importing invoices
invoices from
from
the
the interface
interface tables
tables

Chapter 3 - Page 68
R11i Managing and
Approving Invoices
Chapter 4
R11i Managing and Approving Invoices

Chapter 4 - Page 1
Managing and Approving Invoices
Managing
Managing and
and Approving
Approving Invoices
Invoices
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Notations:
(N) = Navigator
(T) = Tab
(I) = Icon
(H) = Hyperlink
(B) = Button

Chapter 4 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this lesson,
lesson, you
you should
should be
be able
able to:
to:
•• Inquire
Inquire on
on invoices
invoices
•• Apply
Apply and
and release
release holds
holds
•• Approve
Approve invoices
invoices
•• Adjust
Adjust or
or cancel
cancel invoices
invoices
•• Adjust
Adjust purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 3
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 4
Invoice
Invoice Inquiry:
Inquiry: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Find
Find invoices
invoices
•• Find
Find invoice
distributions
•• Calculate
Calculate supplier
supplier balances
balances
•• Review
Review high-level
high-level invoice
invoice information
information

Chapter 4 - Page 5
Invoice
Invoice Inquiry:
Inquiry: Overview
Overview
Enter or import
invoices Optionally
Receive invoices match to PO
electronically or or receipt
in the mail
Create
AP
100,000
60,000
10,000
30,000

Chapter 4 - Page 6
Finding Invoices
Finding
Finding Invoices
Invoices
Enter multiple search criteria in the Find Invoices

window.
OR
Enter a query using your search criteria in the
Invoices window.
(Help) Applications Help Library > Oracle Financial Applications >

Oracle Payables > Invoices > Finding and Reviewing Invoices >
Finding Invoices
(N) Invoices > Inquiry > Invoices
(N) Invoices > Entry > Invoices (M) View > Find

Chapter 4 - Page 7
Finding Invoice Distributions
Finding
Finding Invoice
Invoice Distributions
Distributions
Query an invoice in the Invoices window and click

Distributions.
OR
Enter a query in the Distributions window to find
specific distribution lines for the invoice.

Reviewing Invoice Distributions
(N) Invoices > Entry > Invoices (B) Distributions (M) View > Find

Chapter 4 - Page 8
Calculating Supplier Balances
Calculating
Calculating Supplier
Supplier Balances
Balances
Use
Use the
the Calculate
Calculate Balance
Balance Owed
Owed window
windowto: to:
•• View
View the
the balance
balance that
that you
you owe
owe to
to aa supplier
supplier
•• View
View the
the number
number of of unpaid
unpaid invoices
invoices and
and
prepayments
prepayments forfor the
the supplier
supplier
•• Convert
Convert foreign
foreign currency
currency invoices
invoices into
into your
your
functional
functional currency
currency forfor display
display purposes
purposes

Calculating a Supplier or Supplier Site Balance
(N) Invoices > Inquiry > Invoices (B) Calculate Balance Owed

Chapter 4 - Page 9
Demonstration
Demonstration
Demonstration
This demonstration covers how to calculate a

supplier balance.
(N) Invoices > Inquiry > Invoices (B) Calculate
Balance Owed

Calculating a Supplier or Supplier Site Balance

Chapter 4 - Page 10
Reviewing High-Level Invoice Information
Reviewing
Reviewing High-Level
High-Level Invoice
Invoice Information
Information
Use
Use the
the Invoice
Invoice Overview
Overviewwindow
windowto
to quickly
quickly review:
review:
•• Supplier
Supplier information
information
•• Invoice
Invoice information
information
•• Active
Active holds
holds
•• Scheduled
Scheduled payments
payments
•• Actual
Actual payments
payments
••Purchase
Purchase order
order information
information
Note:
Note: The
The information
information in
in this
this window
windowis
is display
display only.
only.

Invoice Overview
(N) Invoices > Inquiry > Invoice Overview

Chapter 4 - Page 11
Reviewing High-Level Invoice Information
Reviewing
Reviewing High-Level
High-Level Invoice
Invoice Information
Information
In the Invoice Overview window, you can enter a

query or use the Find Invoices window to retrieve an
invoice.
To adjust, approve, or see more information about the
invoice, navigate to the Invoices window.

Invoice Overview
(N) Invoices > Inquiry > Invoice Overview

Chapter 4 - Page 12
Review Question
Review
Review Question
Question
The director of corporate purchasing wants to know

how many unpaid invoices are in Oracle Payables for
a certain supplier. You can find this information in the
Invoices window.
True or False?

Chapter 4 - Page 13
Review Question Solution
Review
Review Question
Question Solution
Solution
The director of corporate purchasing wants to know

how many unpaid invoices are in Oracle Payables for
a certain supplier. You can find this information in the
Invoices window.
True or False?
Answer:
False

Chapter 4 - Page 14
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 15
Applying and Releasing Invoice Holds: Overview
Applying
Applying and
and Releasing
Releasing Invoice
Invoice Holds:
Holds:
Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Describe
Describe the
the various
various hold
hold types
types inin Oracle
Oracle
Payables
Payables
•• Apply
Apply holds
holds to
to selected
selected invoices
invoices
•• Apply
Apply holds
holds to
to invoices
invoices for
for aa supplier
supplier site
site
•• Apply
Apply holds
holds to
to scheduled
scheduled payments
payments
•• Release
Release holds
holds

Chapter 4 - Page 16
Holds
Holds
Holds
•• Holds
Holds prevent
prevent payment
payment and,
and, sometimes,
sometimes,
accounting
accounting of
of an
an invoice
invoice
•• Oracle
Oracle Payables
Payables applies
applies holds
holds to
to invoices
invoices that
that fail
fail
Approval
Approval
•• You
You can
can manually
manually apply
apply certain
certain holds
holds

Oracle Payables > Invoices > Holds > Applying Holds
Oracle Payables > Setup > Invoice Approvals > Invoice Approvals
(N) Invoices > Entry > Invoices (B) Holds

Chapter 4 - Page 17
Hold Types
Hold
Hold Types
Types
Review the hold types that Oracle Payables automatically

places during Approval.
User Manually
Hold Types Predefined Definable Releasable
Acct Hold Reason No
Funds Hold Reason Mixed
Insufficient Information No
Invoice Hold Reason Yes
Matching Hold Reason Mixed
Period Hold Type No
PO Req Hold Reason No
Variance Hold Reason Mixed

Oracle Payables > Appendix > Summary of Approval Hold Codes

Chapter 4 - Page 18
Manually Applying Holds
Manually
Manually Applying
Applying Holds
Holds
There are three types of holds that you can use to

prevent payment of an invoice:
•• Invoice
Invoice hold
hold
•• Supplier
Supplier hold
hold
•• Scheduled
Scheduled payment
payment hold
hold

Oracle Payables > Invoices > Holds > Applying Holds

Chapter 4 - Page 19
Manually Applying Invoice Holds
Manually
Manually Applying
Applying Invoice
Invoice Holds
Holds
Oracle Payables provides some generic invoice holds

for you, and you can define your own holds based on
your invoice approval needs.
You can manually apply one or more Invoice Hold
Reason holds to an invoice using the Invoice Holds
window of the Invoice Workbench.

Oracle Payables > Invoices > Holds >
Applying Holds scroll down to Applying a Hold to an Invoice
(N) Setup > Invoice > Approvals

Chapter 4 - Page 20
Applying Holds to Suppliers
Applying
Applying Holds
Holds to
to Suppliers
Suppliers
You can prevent payment of supplier invoices by

applying a hold to the supplier site.
In the Supplier Sites window, you can enable these
options:
•• Hold
Hold All
All Payments
Payments
•• Hold
Hold Unapproved
Unapproved Invoices
Invoices
•• Hold
Hold Unmatched
Unmatched Invoices
Invoices
You can also specify an invoice amount limit for a
supplier site.

Applying Holds scroll down to Applying Supplier Site Holds
(N) Suppliers > Entry (M) View > Find (B) Sites (T) Control

Chapter 4 - Page 21
Applying Holds to Scheduled Payments
Applying
Applying Holds
Holds to
to Scheduled
Scheduled Payments
Payments
You can hold payment on an invoice, or on part of an

invoice, by placing one or more of the scheduled
payments on hold in the Scheduled Payments
window of the Invoice Workbench.

Applying Holds scroll down to Applying a Hold to a Scheduled Payment
(N) Invoices > Entry > Invoices (B) Scheduled Payments

Chapter 4 - Page 22
Demonstration
Demonstration
Demonstration
This demonstration covers how to manually apply a

hold to an invoice.
(N) Suppliers > Entry (M) View > Find (B) Sites
(T) Control
(N) Invoices > Entry > Invoices (B) Scheduled
Payments

Chapter 4 - Page 23
Releasing
Releasing Invoice
Invoice Holds
Holds
•• Release
Release holds
holds from
frominvoices
invoices to
to pay
pay and
and account
account
for
for them.
them.
•• You
You can
can view
viewthe
the holds
holds on
on an
an invoice
invoice in
in either
either the
the
Invoice Overview or the Invoice Holds window.
Invoice Overview or the Invoice Holds window.
You
You can
can see
see the
the number
number ofof holds
holds on
on an
an invoice
invoice in
in
the
the Invoices
Invoices window.
window.
•• Identify
Identify invoices
invoices on
on hold
hold with
with the
the Invoices
Invoices onon Hold
Hold
Report
Report and
and the
the Matching
Matching Hold
Hold Detail
Detail Report.
Report.

Oracle Payables > Invoices > Holds > Releasing Holds > Releasing Holds
Oracle Payables > Appendix > Using Oracle Alert for Exception Reporting
(N) Invoices > Entry > Invoices (M) View > Find (B) Holds

Chapter 4 - Page 24
Correcting System Holds
Correcting
Correcting System
SystemHolds
Holds
•• Oracle
Oracle Payables
Payables applies
applies some
some holds
holds that
that you
you
cannot
cannot manually
manually release.
release.
•• You
You can
can use
use the
the Invoice
Invoice Holds
Holds window
window to to view
view
invoices with system holds, but you
invoices with system holds, but you cannotcannot
manually
manually release
release these
these holds.
holds.
•• You
You can
can correct
correct exceptions
exceptions by by updating
updating either
either the
the
invoice
invoice or
or the
the purchase
purchase order,
order, or
or by
by changing
changing your
your
invoice
invoice tolerances.
tolerances.
•• You
You must
must correct
correct thethe exception
exception that
that caused
caused
Approval
Approval to place the hold on the invoice
to place the hold on the invoice and
and then
then
resubmit Approval to release system
resubmit Approval to release system holds. holds.

Oracle Payables > Invoices > Holds > Releasing Holds >
Hold Release Restrictions

Chapter 4 - Page 25
Manually Releasing Holds
Manually
Manually Releasing
Releasing Holds
Holds
You
You can
can manually
manually release
release three
three types
types of
of holds:
holds:
•• Invoice
Invoice Hold
Hold
–– In
In the
the Invoice
Invoice Holds
Holds window,
window, select
select aa Release
Release
Name
Name
–– In
In the
the Invoice
Invoice Actions
Actions window,
window, select
select Release
Release
Holds
Holds


Chapter 4 - Page 26
Manually Releasing Holds
Manually
Manually Releasing
Releasing Holds
Holds
•• Supplier
Supplier Site
Site Hold
Hold
–– In
In the
the Invoice
Invoice Holds
Holds window,
window, release
release the
the holds
holds
that
that resulted
resulted from
fromthe
the Hold
Hold Unapproved
Unapproved
Invoices
Invoices option,
option, the
the Hold
Hold Unmatched
Unmatched Invoices
Invoices
option,
option, and
and the
the Invoice
Invoice Amount
Amount Limit
Limit (Amount
(Amount
Hold)
Hold)
–– In
In the
the Supplier
Supplier Sites
Sites window,
window, uncheck
uncheck the
the
Hold
Hold All
All Payments
Payments option
option to
to release
release this
this hold
hold
•• Scheduled
Scheduled Payment
Payment Hold
Hold
–– In
In the
the Scheduled
Scheduled Payments
Payments window,
window, uncheck
uncheck
the Hold check
the Hold check boxbox

(N) Suppliers > Entry (M) View > Find (B) Sites (T) Control
(N) Invoices > Entry > Invoices (B) Scheduled Payments

Chapter 4 - Page 27
Manually Releasing System Holds
Manually
Manually Releasing
Releasing System
SystemHolds
Holds
Review the hold types that are manually releasable.

User Manually
Hold Types Predefined Definable Releasable
Acct Hold Reason No
Funds Hold Reason Mixed
Insufficient Information No
Invoice Hold Reason Mixed
Matching Hold Reason Mixed
Period Hold Type No
PO Req Hold Reason No
Variance Hold Reason Mixed


Chapter 4 - Page 28
Manually Releasing System Holds
Manually
Manually Releasing
Releasing System
SystemHolds
Holds
If you release a manually releasable hold that Oracle

Payables applied during Approval, the next time you
submit Approval, Oracle Payables will not reapply the
same hold.


Chapter 4 - Page 29
Releasing
Releasing Invoice
Invoice Holds
Holds
Define your release codes in the Invoice Approvals

window. Define as many release codes as you need.

Oracle Payables > Invoices > Holds > Releasing Holds >
Releasing Holds

Chapter 4 - Page 30
Releasing Holds
Releasing
Releasing Holds
Holds
Review the predefined release types that Oracle Payables
provides.
Approval User
Release Types Predefined Definable
Acct Release Reason
Funds Release Reason
Sufficient Information
Invoice Release Reason
Matching Release Reason
Period Release Type
Variance Release Reason
Hold Quick Release Reason
Invoice Quick Release Reason

®


Chapter 4 - Page 31
Review Question
Review
Review Question
Question
If you have an invoice that Oracle Payables put on

hold because of an account hold reason, you must
correct the problem and then resubmit Approval.
True or False?

Chapter 4 - Page 32
Review
Review Question
Question Solution
Solution
If you have an invoice that Oracle Payables put on

hold because of an account hold reason, you must
correct the problem and then resubmit Approval.
True or False?
Answer:
True

Chapter 4 - Page 33
Demonstration
Demonstration
Demonstration
This demonstration covers how to release a hold on

an invoice.
(B) Holds
(N) Suppliers > Entry (M) View > Find (B) Sites
(T) Control
(N) Invoices > Entry > Invoices (B) Scheduled
Payments

Chapter 4 - Page 34
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 35
Approving
Approving Invoices:
Invoices: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Describe
Describe the
the various
various approval
approval methods
methods
•• Submit
Submit invoices
invoices for
for batch
batch approval
approval
•• Approve
Approve invoices
invoices online
online
•• Approve
Approve invoice
invoice batches
batches online
online

Chapter 4 - Page 36
Approving
Approving Invoices:
Invoices: Overview
Overview
Enter or import
invoices Optionally
in the mail
Create
AP
100,000
60,000
10,000
30,000

Chapter 4 - Page 37
Approving Invoices
Approving
Approving Invoices
Invoices
Before
Before you
you can
can pay
pay or
or account
account for
for an
an invoice
invoice
(including
(including prepayments),
prepayments), you you must
must submit
submit Approval
Approval
•• Batch
Batch by
by submitting
submitting the
the Payables
Payables Approval
Approval
program
program from the Submit Request
from the Submit Request window
window
•• Online
Online by
by using
using the
the Invoice
Invoice Actions
Actions window
window
•• Online
Online by
by using
using the
the Approve
Approve button
button in
in the
the Invoice
Invoice
Batches
Batches window
window

Oracle Payables > Invoices > Approval > Approval
Oracle Payables > Invoices > Approval > Payables Approval Program
(N) Other > Requests > Run
(N) Invoices > Entry > Invoices (M) View > Find (B) Actions
(N) Invoices > Entry > Invoices Batches (B) Approve

Chapter 4 - Page 38
Approving Invoices
Approving
Approving Invoices
Invoices
•• Approval
Approval validates
validates the
the matching,
matching, tax,
tax, period
period
status,
status, exchange
exchange rate,
rate, and
and distribution
distribution information
information
for invoices that you enter.
for invoices that you enter.
•• Approval
Approval automatically
automatically applies
applies holds
holds to
to exception
exception
invoices.
invoices.
•• If
If aa tax,
tax, freight,
freight, or
or miscellaneous
miscellaneous distribution
distribution is
is
not
not allocated
allocated oror not
not fully
fully allocated,
allocated, Approval
Approval fully
fully
allocates
allocates thethe distribution
distribution byby prorating
prorating across
across all
all
applicable distributions.
applicable distributions.

Chapter 4 - Page 39
Submitting Batch Approval
Submitting
Submitting Batch
Batch Approval
Approval
You can automate your approval cycle through

automatic approval resubmission.
Define your submission options for the Payables
Approval program in the Submit Request window.
You can specify the intervals when you want to
submit Approval, and Payables will submit Approval
using the parameters you specify.


Chapter 4 - Page 40
Submitting Batch Approval
Submitting
Submitting Batch
Batch Approval
Approval
In the Submit Request window, select Payables

Approval and enter the parameters of your choice:
•• Enter
Enter All
All in
in the
the Option
Option field
field to
to submit
submit Approval
Approval
for
for all
all invoices.
invoices. Otherwise,
Otherwise, Approval
Approval reviews
reviews
only
only those
those invoice
distributions that
that were
were not
not
already reviewed by Approval.
already reviewed by Approval.
•• Optionally,
Optionally, enter
enter other
other criteria
criteria to
to submit
submit
Approval
Approval for
for specific
specific groups
groups ofof invoices.
invoices.


Chapter 4 - Page 41
Approving Invoices Online
Approving
Approving Invoices
Invoices Online
Online
If the Payables option to allow online approval is

enabled, you can submit online approval for
individual invoices when an invoice must be
approved and paid immediately.

Oracle Payables > Invoices > Approval >
Submitting Online Approval for Invoices

Chapter 4 - Page 42
Demonstration
Demonstration
Demonstration
This demonstration covers how to approve an

invoice.
(B) Actions

Chapter 4 - Page 43
Approving Invoice Batches Online
Approving
Approving Invoice
Invoice Batches
Batches Online
Online
Submit Approval for entire batches from the Invoice

Batches window.
Use the multi-row selection feature to select several
batches to approve at the same time.

Oracle Payables > Invoices > Approval >
Submitting Online Approval for Invoice Batches
(N) Invoices > Entry > Invoice Batches (M) View > Find (B) Approve

Chapter 4 - Page 44
Practice 1
Practice
Practice 1
1
In
In this
this practice,
practice, you
you will
will answer
answer questions
questions about
about
approving
approving invoices.
invoices.
1.
1. To
To allow
allowonline
online approval,
approval, enable
enable the
the ______
______
Payables option.
Payables option.
2.
2. To
To approve
approve invoices
invoices online
online from
fromthe
the Invoices
Invoices
window,
window, click
click the
the ______
______ button.
button.
3.
3. Submit
Submit Approval
Approval for
for entire
entire batches
batches from
fromthe
the
______
______ window.
window.
4.
4. You
You can
can set
set up
up automatic
automatic submission
submission of of the
the
Payables
Payables Approval
Approval program
programin in the
the ______
______ window.
window.

Chapter 4 - Page 45
Practice
Practice 1
1 Solutions
Solutions
In
In this
this practice,
practice, you
you will
will answer
answer questions
questions about
about
approving
approving invoices.
invoices.
1.
1. To
To allow
allowonline
online approval,
approval, enable
enable the
the Allow
AllowOnline
Online
Approval Payables option.
Approval Payables option.
2.
2. To
To approve
approve invoices
invoices online
online from
fromthe
the Invoices
Invoices
window,
window, click
click the Actions button.
the Actions button.
3.
3. Submit
Submit Approval
Approval for
for entire
entire batches
batches from
fromthe
the
Invoice
Invoice Batches
Batches window.
window.
4.
4. You
You can
can set
set up
up automatic
automatic submission
submission of of the
the
Payables
Payables Approval
Approval program
programin in the
the Submit
Submit Request
Request
window.
window.

Chapter 4 - Page 46
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting oror canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 47
Other Invoice Functions: Overview
Other
Other Invoice
Invoice Functions:
Functions: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Adjust
Adjust invoices
invoices
•• Cancel
Cancel invoices
invoices

Chapter 4 - Page 48
Adjusting Invoices
Adjusting
Adjusting Invoices
Invoices
•• Authorized
Authorized usersusers can
can make
make adjustments
adjustments to
to invoice
invoice
details,
details, distributions,
distributions, and
and scheduled
scheduled payments,
payments,
even
even ifif the
the invoice
invoice has
has been
been accounted
accounted or
or paid
paid
•• You can adjust certain information on a
You can adjust certain information on a paid paid
invoice
invoice if if you
you enable
enable the
the Allow
AllowAdjustments
Adjustments toto
Paid
Paid Invoices
Invoices Payables
Payables option
option

Oracle Payables > Invoices > Adjusting Invoices >
Adjusting Invoice Amounts scroll down to Adjusting Invoice Amounts
Oracle Payables > Invoices > Adjustment Charts > Invoice Adjustment Chart

Chapter 4 - Page 49
Demonstration
Demonstration
Demonstration
This demonstration covers how to adjust an invoice.

Chapter 4 - Page 50
Canceling Invoices
Canceling
Canceling Invoices
Invoices
•• You
You can
can cancel
cancel only
only unpaid
unpaid invoices
invoices
•• You
You can
can cancel
cancel any
any unapproved
unapproved invoice
invoice or
or an
an
payments
payments or or accounting
accounting holds
holds
•• If
If an
an invoice
invoice has
has aa hold
hold that
that prevents
prevents accounting,
accounting,
you
you must
must release
release the
the hold
hold before
before you
you cancel
cancel the
the
invoice
invoice
•• You
You cannot
cannot cancel
cancel an an invoice
invoice that
that was
was selected
selected for
for
payment in a payment
payment in a payment batch batch

Oracle Payables > Invoices > Adjusting Invoices > Canceling Invoices

Chapter 4 - Page 51
Demonstration
Demonstration
Demonstration
This demonstration covers how to cancel an invoice.

(B) Actions

Chapter 4 - Page 52
Agenda
Agenda
Agenda
•• Inquiring
Inquiring on
on invoices
invoices
•• Applying
Applying and
and releasing
releasing holds
holds
•• Approving
Approving invoices
invoices
•• Adjusting
Adjusting or
or canceling
canceling invoices
invoices
•• Adjusting
Adjusting purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 53
Adjusting Purchase Order Matched Invoices: Overview
Adjusting
Adjusting Purchase
Purchase Order
Order Matched
Matched
Invoices:
Invoices: Overview
Overview
After
After completing
completing this
this section,
section, you
you should
should be
be able
able to:
to:
•• Identify
Identify and
and resolve
resolve matching
matching issues
issues
•• Adjust
Adjust purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 54
Matching Invoices to Purchase Orders
Matching
Matching Invoices
Invoices to
to Purchase
Purchase Orders
Orders
Enter or import
invoices Optionally
in the mail
Create
AP
100,000
60,000
10,000
30,000

Chapter 4 - Page 55
Matching Invoices to Purchase Orders and Receipts
Matching
Matching Invoices
Invoices to
to Purchase
Purchase Orders
Orders
and
and Receipts
Receipts
Oracle Payables ensures that you match within the

amount and quantity tolerances that you have set. If
the match is not within the tolerances, Payables
applies a hold to the invoice.

Oracle Payables > Setup > Invoice Tolerances

Chapter 4 - Page 56
Resolving Matching Issues
Resolving
Resolving Matching
Matching Issues
Issues
•• Submit
Submit the
the Matching
Matching Hold
Hold Detail
Detail Report
Report toto review
review
detailed
detailed accounts
accounts payable
payable and
and purchasing
purchasing
information
information for
for invoices
invoices with
with matching
matching holds
holds and
and
matching hold releases
matching hold releases
•• Submit
Submit the
the Invoices
Invoices onon Hold
Hold Report
Report to
to identify
identify
which
which invoices
invoices are
are on
on hold
hold and
and to
to obtain
obtain detailed
detailed
information
information regarding
regarding those
those invoices
invoices

Oracle Payables > Reports and Programs > Invoice Reports >
Matching Hold Details Report
Reviewing Invoices
Oracle Payables > Reports and Programs > Invoice Reports >
Invoice on Hold Report

Chapter 4 - Page 57
Adjusting Purchase Order Matched Invoices
Adjusting
Adjusting Purchase
Purchase Order
Order Matched
Matched
Invoices
Invoices
Adjust purchase order matched invoices:

•• Reverse
Reverse matched
matched distributions
distributions
•• Create
Create new
newinvoice
distributions by
by matching
matching toto
new
new purchase
purchase order
order shipments,
shipments, or
or to
to distributions
distributions
of
of the
the same
same or or another
another purchase
purchase order
order
•• Adjust
Adjust the
the GL
GL Date,
Date, Income
Income Tax
Tax Type,
Type, and
and
Account fields of a purchase order matched
Account fields of a purchase order matched
invoice
distribution
•• Record
Record aa price
price correction
correction

Oracle Payables > Invoices >
Adjusting Invoices scroll down to Adjusting Purchase Order Matched Invoices
Adjusting Invoice Distributions scroll down to Reversing Invoice Distributions

Chapter 4 - Page 58
Adjusting Purchase Order Matched Invoices
Adjusting
Adjusting Purchase
Purchase Order
Order Matched
Matched
Invoices
Invoices
If you add or reverse distributions, you must also

change the scheduled payment amounts to match the
new invoice total.
If you do not change the scheduled payment amounts
to match the new invoice total, Payables will place a
hold on the invoice during Approval.

Oracle Payables > Invoices >
Adjusting Invoices scroll down to Adjusting Purchase Order Matched Invoices
Adjusting Invoice Distributions scroll down to Reversing Invoice Distributions

Chapter 4 - Page 59
Review Question
Review
Review Question
Question
To adjust a purchase order matched invoice, you can:

1.
1. Reverse
Reverse aa distribution
distribution
2.
2. Add
Add aa distribution
distribution
3.
3. Record
Record aa price
price correction
correction
4.
4. Adjust
Adjust the
the GL
GL Date
Date of
of aa purchase
purchase order
order matched
matched
distribution
distribution
5.
5. All
All of
of the
the above
above

Chapter 4 - Page 60
Review
Review Question
Question Solution
Solution
To adjust a purchase order matched invoice, you can:

1.
1. Reverse
Reverse aa distribution
distribution
2.
2. Add
Add aa distribution
distribution
3.
3. Record
Record aa price
price correction
correction
4.
4. Adjust
Adjust the
the GL
GL Date
Date of
of aa purchase
purchase order
order matched
matched
distribution
distribution
5.
5. All
All of
of the
the above
above

Chapter 4 - Page 61
Lesson Summary
Lesson
Lesson Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
howto:
to:
•• Inquire
Inquire on
on invoices
invoices
•• Apply
Apply and
and release
release holds
holds
•• Approve
Approve invoices
invoices
•• Adjust
Adjust or
or cancel
cancel invoices
invoices
•• Adjust
Adjust purchase
purchase order
order matched
matched invoices
invoices

Chapter 4 - Page 62
Matching Invoices to
Purchase Orders and
Receipts
Chapter 5

Chapter 5 - Page 1
Matching
Matching Invoices
Invoices to
to Purchase
Purchase Orders
Orders
and Receipts
and Receipts
Oracle
Oracle Payables
Payables R11i
R11i

Chapter 5 - Page 2
Objectives
Objectives
Objectives
After
After completing
completing this
this lesson,
lesson, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Describe
Describe the
the basics
basics of of matching
matching invoices
invoices to
to
purchase orders and receipts.
purchase orders and receipts.
•• Explain
Explain how
how to
to match
match Standard
Standard invoices
invoices to
to
purchase
purchase orders
orders and
and receipts
receipts using
using the
the Invoice
Invoice
Workbench.
Workbench.
•• Explain
Explain how
how to
to match
match QuickMatch
QuickMatch andand PO
PODefault
Default
type
type invoices to purchase orders and receipts in
invoices to purchase orders and receipts in
the
the Invoice
Invoice Workbench.
Workbench.
•• Explain
Explain how
how to
to match
match invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts using
using thethe Invoice
Invoice Gateway.
Gateway.
®

Chapter 5 - Page 3
Agenda
Agenda
Agenda
•• Overview
Overviewof of matching
matching invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching Standard
Standard invoices
invoices to
to purchase
purchase orders
orders
and receipts using the Invoice Workbench
•• Matching
Matching QuickMatch
QuickMatch and
and PO
PO Default
Default type
type
invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts in
in the
the
Invoice
Invoice Workbench
Workbench
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using the Invoice Gateway

Chapter 5 - Page 4
Entering Purchase Order Matched Invoices : Overview
Entering
Entering Purchase
Purchase Order Matched
Matched
Invoices
Invoices :: Overview
Overview
Receive invoice Enter invoice Match invoices
to PO or receipt
Account for Pay invoice

invoice File invoice

Chapter 5 - Page 5
The Structure of a Purchase Order
The
The Structure
Structure of
of a
a Purchase
Purchase Order
Order
Purchase Order
Header
PO information Supplier information
Detail
Item line
Shipment line
Distribution line
Distribution line
Distribution line
Shipment line
Distribution line
Item line
Item line
®

Chapter 5 - Page 6
The Structure of a Receipt
The
The Structure
Structure of
of a
a Receipt
Receipt
Receipt
Header
Receipt Shipment Supplier

information information information
Detail
Receipt Line Information

Chapter 5 - Page 7
Purchase Order Matched Invoices
Purchase
Purchase Order
Order Matched
Matched Invoices
Invoices
Purchase order matched invoices are invoices that you

match to any of the following:
•• Purchase
Purchase order
order shipments
shipments
•• Purchase
Purchase order
order receipts
receipts
•• Purchase
Purchase order
order receipt
receipt lines
lines
•• Purchase
Purchase order
order distributions
distributions

Chapter 5 - Page 8
Why Enter Purchase Order Matched Invoices?
Why
Why Enter
Enter Purchase
Purchase Order
Order Matched
Matched
Invoices?
Invoices?
•• Match
Match Payables
Payables invoices
invoices to
to purchase
purchase orders
orders to
to
ensure
ensure that
that you
you pay
pay only
only for
for the
the goods
goods that
that you
you
have
have ordered.
ordered.
•• Match
Match to
to purchase
purchase order
order receipts
receipts to
to ensure
ensure that
that
you
you pay only for goods that you have received.
pay only for goods that you have received.
•• Payables
automatically creates
creates invoice
invoice
distributions
distributions based
based onon the
the purchase
purchase order
order
distributions.
distributions.
(Help) Oracle Financial Applications > Payables > Invoices > Matching to
Purchase Orders and Receipts > Entering Purchase Order Matched Invoices

Chapter 5 - Page 9
You Can Set Up Controls That Require You To Do The
Following:
You
You Can
Can Set
Set Up
Up Controls
Controls That
That Require
Require
You
You To
To Do
Do The
The Following:
Following:
•• Purchase
Purchase order
order match
match each
each invoice
invoice
•• Match
Match the
the invoice
invoice to
to either
either aa purchase
purchase order
order or
or
receipt
receipt
•• Match
Match within
within amount
amount oror quantity
quantity tolerances
tolerances

Chapter 5 - Page 10
Matching Process
Matching
Matching Process
Process
Option A: Standard, Expense Report, Option B: Option C:
Mixed, Prepayment, Credit Memo, PO Default QuickMatch
Debit Memo
Enter supplier information Enter purchase order number
Enter invoice date, number, and amount

Enter additional invoice header information
Select purchase order or receipt and choose Match
Select purchase order or receipt
Enter invoice quantity and match amount
If matching to PO distribution, choose Distribution

and enter distribution quantity or match amount
Save Invoice
Complete Complete Complete
®

Chapter 5 - Page 11
Different Ways to Match an Invoice to a Purchase
Order
Different
Different Ways
Ways to
to Match
Match an
an Invoice
Invoice to
to a
a
Purchase
Purchase Order
Order
You can match an invoice to a purchase order in different
ways:
•• Receipt
Receipt match
match
•• Purchase
Purchase order
order shipment
shipment match
match
•• Purchase
Purchase order
order distribution
distribution match
match
•• Price
Price correction
correction

Chapter 5 - Page 12
Receipt Match
Receipt
Receipt Match
Match
•• Matching
Matching toto receipts
receipts allows
allows youyou toto pay
pay only
only for
for
goods
goods you
you receive,
receive, and
and to
to pay
pay forfor partial
partial
shipments
shipments without
without getting
getting invoice
invoice holds.
holds.
•• Any
Any exchange rate variance is likely to
exchange rate variance is likely to be
be smaller
smaller
because
because the time between the receipt and invoice
the time between the receipt and invoice
is
is less
less than
than the
the time
time between
between the the purchase
purchase order
order
and
and invoice.
invoice.
•• Matching
Matching anan invoice
invoice for
for freight,
freight, tax,
tax, or
or
miscellaneous
miscellaneous charges to a material receipt
charges to a material receipt is
is
required
required for accurate costing data if you use
for accurate costing data if you use
periodic
periodic costing.
costing.

Chapter 5 - Page 13
Purchase Order Shipment Match
Purchase
Purchase Order
Order Shipment
Shipment Match
Match
Based
Based on
on the
the Quantity
Quantity Invoiced,
Invoiced, Payables
Payables prorates
prorates
the
the Match
Match Amount
Amount across
across all
all non-fully
non-fully billed
billed
purchase
purchase order
order distributions
distributions associated
associated with
with the
the
purchase order shipments you match
purchase order shipments you match to. to.

Chapter 5 - Page 14
Purchase Order Distribution Match
Purchase
Purchase Order
Order Distribution
Distribution Match
Match
You
You can
can allocate
allocate the
the match
match amount
amount to
to specific
specific
purchase
purchase order
order distributions.
distributions.

Chapter 5 - Page 15
Price Corrections
Price
Price Corrections
Corrections
•• You
You can
can use
use aa price
price correction
correction when
when aa supplier
supplier
sends
sends anan invoice
invoice for
foraa change
change in in unit
unit price
price for
for an
an
invoice you have already matched to a
invoice you have already matched to a purchase purchase
order.
order.
•• You
You can
can enter
enter and
and match
match anan invoice
invoice toto record
record aa
price
price increase,
increase, oror you
you can
can enter
enter and
and match
match aa credit
credit
memo
memo or or debit
debit memo
memo to to record
record aa price
price decrease.
decrease.
•• Use
Use aa price
price correction
correction toto adjust
adjust the
the invoiced
invoiced unit
unit
price of previously matched purchase
price of previously matched purchase order order
shipments,
shipments, distributions,
distributions, oror receipts
receipts without
without
adjusting the quantity billed.
adjusting the quantity billed.
(Help) Oracle Financial Applications > Payables > Invoices > Matching to
Purchase Orders and Receipts > Recording Price Corrections in the Invoice
Workbench

Chapter 5 - Page 16
Agenda
Agenda
Agenda
•• Overview
matching invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching Standard
Standard invoices
invoices to
to purchase
purchase orders
orders
•• Matching
Matching QuickMatch
QuickMatch and
and PO
PO Default
Default type
type
invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts in
in the
the
Invoice
Invoice Workbench
Workbench
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts

Chapter 5 - Page 17
Practice Overview
Practice
Practice Overview
Overview
Practice
Practice Contents:
Contents:
•• Enter
Enter and
and approve
approve aa purchase
purchase order
order
•• Enter
Enter the
the receiving
receiving for
for the
the PO
POShipments
Shipments
•• Match
Match an
an invoice
invoice to
to aa purchase
purchase order
order in
in the
the Invoice
Invoice
Workbench
Workbench
•• Match
Match an
an invoice
invoice to
to aa receipt
receipt
Practice Solution
Enter and Approve a Purchase Order
1. Change your responsibility to Oracle Purchasing:
• (M) File—>Switch Responsibility—>Purchasing, Vision Operations
(USA)
• Navigate to the Enter Purchase Orders window.
• (N) Purchase Orders—Purchase Orders
• Enter Standard Purchase Order in the Type field.
• Enter Advanced Network Devices in the Supplier field and the site
should default in.
• Place your cursor on the first line and tab to the Item field,
accepting the defaults for the first two fields. Enter item number
AS18947.
• Enter 10 in the Quantity field.
• Choose the Shipments button. This will take you to the Shipments
window.
• Change the quantity from 10 to 6 on the first line.
• Enter a date five days from today’s date in the Promised field.
• Select the More tab.
• Select 2-Way in the Match Approval Level field.

Chapter 5 - Page 18
• Select PO in the Invoice Match Option field.
• Select the Shipments tab.
• Click the second line.
• The four remaining units should default in the second shipment line.
• Enter a date five days from today’s date in the Promised field.
• Select the More tab.
• Select 3-Way in the Match Approval Level field.
• Select Receipt in the Invoice Match Option field.
• Save your work.
• Close the Shipments window.
• Click the Approve button.
• You should see the Approve Document window.
• Click OK.
• You should see a message.
• Click OK to acknowledge the message.
• Verify the Status field on your PO shows Approved.
• Write down your PO number _____________.
• Write down the Ship-To organization ____________.
2. Enter the Receiving for the PO Shipments
• Navigate to the Find Expected Receipts window. (N) Receiving—
>Receipts
• Select the Ship-To organization from the previous step.
• Enter your PO number in the Purchase Order field.
• Click the Find button. This will take you to the Receipt Header
window.
• Close the Receipt Header window and you will be in the Lines
window.
• Select the box to the left of the each line, to indicate the quantities
have been received.
• Save your work.
• Select the Header button and this will take you back to the Receipt
Header window.
• Write down your receipt number ____________.
3. Match an Invoice to a Purchase Order
• Change your responsibility to Oracle Payables:(M) File—> Switch
Responsibility—> Payables, Vision Operations (USA)
• Navigate to the Invoice Workbench (N) Invoices—>Entry—
>Invoices
• Enter Standard in the Invoice Type field.

Chapter 5 - Page 19
• Enter Advanced Network Devices in the Supplier Name field. The
site should default in.
• Enter today’s date as the invoice date.
• Enter the invoice number.
• Enter 7,247.16 in the Invoice Amount field.
• Set the Match Option to Purchase Order and select the Match
button. This opens the Find Purchase Orders for Matching window.
Notice that this new window has been enhanced to include 10
search criteria fields.
• Enter your purchase order from step 1 and select the Find button.
• The new Match to Purchase Orders window opens.
• Select the line that corresponds to PO shipment 1.
• The Quantity Invoiced field should default to 6.
• The Unit Price field should default to 1207.86.
• Select the Match button to complete the matching process.
4.Match an Invoice to a Receipt
• Navigate to the Invoice Workbench: (N) Invoices—>Entry—
>Invoices
• Enter Standard in the Invoice Type field.
• Enter Advanced Network Devices in the Supplier Name field. The
site should default in.
• Enter today’s date as the invoice date.
• Enter the invoice number.
• Enter 4,831.44 in the Invoice Amount field.
• Verify the Match option is set to Receipt and select the Match
button. This will take you to the Find Receipts for Matching window.
− Note: In the Find Receipts for Matching window, certain fields
are dependent on other fields. For example, entering a valid
PO number will result in only receipts for that PO appearing in
the receipt number LOV. If no PO number is entered, the
receipt number LOV will show all receipts for the supplier on
the invoice. In the Find Receipts for Matching window you
have several ways of retrieving the receipt to which you want
to match. You can enter any combination or single entry of the
PO number, receipt number, or packing slip number.
• Enter your receipt number then click Find. This will take you to the
Match to Receipts window.
− Note: When the Match to Receipts window opens, notice that
you can see both PO shipments, even though the match
option on shipment 1 is Match to Purchase Order. You will see
all shipments meeting the search criteria entered in the Find

Chapter 5 - Page 20
window,regardless of the match option. This gives a complete
view of the lines entered on that receipt.
• Select the Match check box to indicate you have been billed for all
four units on PO shipment 2.
• Select the Match button. The invoice has now been matched to the
receipt.

Chapter 5 - Page 21
Review Question
Review
Review Question
Question
Which invoice type can you not match to purchase orders

and receipts?
1.
1. Standard
Standard invoice
invoice
2.
2. Mixed
Mixed invoice
invoice
3.
3. PO
PO Default
Default invoice
invoice
4.
4. Expense
Expense Report
Report invoice
invoice
5. QuickMatch invoice
5. QuickMatch invoice
6.
6. None
None of
of the
the above
above

Chapter 5 - Page 22
Answer
Answer to
to Review
Review Question
Question
Which invoice type can you not match to purchase orders

and receipts?
1.
1. Standard
Standard invoice
invoice
2.
2. Mixed
Mixed invoice
invoice
3.
3. PO
PO Default
Default invoice
invoice
4.
4. Expense
Expense Report
Report invoice
invoice
5.
5. QuickMatch
QuickMatch invoice
invoice
6.
6. None
None of
of the
the above
above

Chapter 5 - Page 23
Agenda
Agenda
Agenda
•• Overview
Overviewofof matching
matching invoices
invoices toto purchase
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching Standard
Standard invoices
invoices to
to purchase
purchase orders
orders
•• Matching
Matching QuickMatch
QuickMatch and
and PO
PO default
default invoices
invoices to
to
purchase
purchase orders
orders and
and receipts
receipts in
in the
the Invoice
Invoice
Workbench
Workbench
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders andand receipts
receipts

Chapter 5 - Page 24
PO Default and QuickMatch Invoices
PO
PO Default
Default and
and QuickMatch
QuickMatch Invoices
Invoices
•• If
If you
you have
have the
the amount
amount of of the
the purchase
purchase orderorder to
to
which
which you want to match, Payables provides you
you want to match, Payables provides you
with
with two
two invoice
invoice types,
types, POPO Default
Default and
and
QuickMatch,
QuickMatch, to to help
help speed
speed up up invoice
invoice matching.
matching.
•• Enter
Enter PO
PO Default
Default as as the
the invoice
invoice type
type if
if you
you know
know
the
the purchase
purchase order
order you
you want
want toto match
match to,to, but
but
you
you do
do not
not know
knowto to which
which purchase
purchase order
order
shipments
shipments or distributions you want to
or distributions you want to match.
match.
•• Enter
Enter QuickMatch
QuickMatch as as the
the invoice
invoice type
type ifif you
you want
want
to
to match
match anan invoice
invoice toto all
all shipments
shipments or or receipt
receipt
lines
lines on
on aa purchase
purchase order.
order.

Chapter 5 - Page 25
Demonstration of Matching QuickMatch and PO Default
type Invoices to Receipts and Purchase Orders
Demonstration
Demonstration of
of Matching
Matching QuickMatch
QuickMatch
and
and PO
PO Default
Default type
type Invoices
Invoices to
to Receipts
Receipts
and
and Purchase
Purchase Orders
Orders
The instructor will demonstrate how to match

QuickMatch and PO Default type invoices to receipts
and purchase orders in the Invoice Workbench.

Chapter 5 - Page 26
Review Question
Review
Review Question
Question
If you enter a QuickMatch type invoice, Payables

automatically completes the match to all purchase order
shipments.
1.
1. True
True
2.
2. False
False

Chapter 5 - Page 27
Answer
Answer to
to Review
Review Question
Question
If you enter a QuickMatch type invoice, Payables

automatically completes the match to all purchase order
shipments.
1.
1. True
True
2.
2. False
False

Chapter 5 - Page 28
Agenda
Agenda
Agenda
•• Overview
matching invoices
invoices to
to purchase
purchase orders
orders
and
and receipts
receipts
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using the Invoice Workbench
using the Invoice Workbench
•• Matching
Matching QuickMatch
QuickMatch andand PO
PO Default
Default type
type
invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
•• Matching
Matching invoices
invoices to
to purchase
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Gateway
Gateway

Chapter 5 - Page 29
Entering Purchase Order Matched Invoice Records in
the Invoice Gateway
Entering
Entering Purchase
Purchase Order
Order Matched
Matched Invoice
Invoice
Records
Records in
in the
the Invoice
Invoice Gateway
Gateway
•• When
When youyou enter
enteraa purchase
purchase order
order matched
matched
invoice
invoice record,
record, the
the import
import process
process automatically
automatically
creates
creates invoice
distributions for
for you
you based
based onon
your
your match.
match.
•• You
You can
can match
match to
to aa purchase
purchase order
order receipt,
receipt, and
and
you
you can
can match
match to
to aa purchase
purchase order
order at
at different
different
levels:
levels: purchase
purchase order
order header,
header, purchase
purchase order
order
line,
line, purchase
purchase order
order shipment,
shipment, purchase
purchase order
order
distribution.
distribution.
•• You
You can
can match
match only
only Standard
Standard and
and Credit
Credit Memo
Memo
type invoices in the Invoice Gateway.
type invoices in the Invoice Gateway.

Chapter 5 - Page 30
Demonstration of How to Match Invoices to Purchase
Orders and Receipts in the Invoice Gateway
Demonstration
Demonstration of
of How
How to
to Match
Match Invoices
Invoices
to
to Purchase
Purchase Orders
Orders and
and Receipts
Receipts in
in the
the
Invoice
Invoice Gateway
Gateway
The instructor will demonstrate how to match

invoices to purchase orders and receipts in the
Invoice Gateway.

Chapter 5 - Page 31
Review Question
Review
Review Question
Question
When you enter a purchase order matched invoice
record, the import process automatically creates
invoice distributions for you based on your match.
1.
1. True
True
2.
2. False
False

Chapter 5 - Page 32
Answer
Answer to
to Review
Review Question
Question
When you enter a purchase order matched invoice

record, the import process automatically creates
invoice distributions for you based on your match.
1.
1. True
True
2.
2. False
False

Chapter 5 - Page 33
Summary
Summary
Summary
In
In this
this lesson,
lesson, youyou should
should have
have learned
learned how
howto:to:
•• describe
describe the
the basics
basics of
of matching
matching invoices
invoices to
to
purchase orders and receipts
purchase orders and receipts
•• match
match invoices
purchase orders
orders and
and receipts
receipts
using
using the
the Invoice
Invoice Workbench
Workbench
•• match
match QuickMatch
QuickMatch and and PO
PODefault
Default type
type invoices
invoices to
to
purchase
purchase orders
orders and
and receipts
receipts
•• match
match invoices
purchase orders
orders and
and receipts
receipts

Chapter 5 - Page 34
Processing Debit and Credit
Memos
Chapter 6
Processing Debit and Credit Memos

Chapter 6 - Page 1
Processing
Processing Debit
Debit and
and Credit
Credit Memos
Memos
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Notations
(N) = Navigator
(T) = Tab
(I) = Icon
(H) = Hyperlink
(B) = Button

Chapter 6 - Page 2
Online Help
Online
Online Help
Help
Use
Use the
the Oracle
Oracle Payables
Payables online
online HTML
HTML Help
Help for
for
detailed
detailed explanations
explanations of
of how
how to
to use
use the
the product,
product,
including:
including:
•• Product
Product functionality
functionality
•• Window
Window references
references
•• Explanations
Explanations of
of the
the user
user interface
interface

Chapter 6 - Page 3
Viewing Online Help
Viewing
Viewing Online
Online Help
Help
You
You can
can view
view HTML
HTML Help
Help in
in the
the following
following ways:
ways:
•• From
From anan application,
application, use
use the
the help
help icon
icon or
or the
the help
help
menu to open a new Web browser and
menu to open a new Web browser and display display
help
help about
about that
that window
window
•• Use
Use the
the documentation
documentation CD CD
•• Use
Use aa URL
URL provided
provided by
by your
your system
system administrator
administrator
To
To search
search for
for information
information in
in the
the online
online Help,
Help, you
you can
can
either
either use the expandable menu to search for topics
use the expandable menu to search for topics
in
in the
the menu
menu structure
structure we
we provide,
provide, or
or use
use the
the Search
Search
feature
feature to
to search
search for
for words
words or
or phrases.
phrases.

Chapter 6 - Page 4
Objectives
Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
do
do the
the following:
following:
•• Demonstrate
Demonstrate how
how to
to enter
enter debit
debit and
and credit
credit memos
memos
•• Demonstrate
Demonstrate how
how toto match
match debit
debit and
and credit
credit
memos
memos
•• Describe
Describe how
how to
to record
record price
price corrections
corrections

Chapter 6 - Page 5
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 6 - Page 6
Overview
Overview
Overview
Receive credit memo Enter debit or Match to

Create debit memo credit memo invoice
Match to PO or
receipt (and
optionally record
price correction)

Chapter 6 - Page 7
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 6 - Page 8
Entering Debit and Credit Memos in the Invoice
Workbench
Entering
Entering Debit
Debit and
and Credit
Credit Memos
Memos in
in the
the
Invoice
Invoice Workbench
Workbench
Enter
Enter aa credit
credit or
or debit
debit memo
memo to to record
record aa credit
credit for
for
goods
goods or or services
services purchased.
purchased. Credit/debit
Credit/debit memos
memos are are
netted
netted with
with basic
basic invoices
invoices atat payment
payment time.
time.
•• Credit
Credit Memo:
Memo: Negative
Negative amount
amount invoice
invoice created
created by by
aa supplier
supplier andand sent
sent to
to you
you toto notify
notify you
you ofof aa credit.
credit.
•• Debit
Debit Memo:
Memo: Negative
Negative amount
amount invoice
invoice created
created by by
you
you and
and sent
sent to
to aa supplier
supplier toto notify
notify the
the supplier
supplier ofof
aa credit
credit you
you are
are recording.
recording. Usually
Usually sent
sent with
with aa note
note
explaining
explaining thethe debit
debit memo.
memo.
Note:
Note: InIn Oracle
Oracle Payables,
Payables, aa debit
debit memo
memo and and aa credit
credit
memo
memo bothboth create
create the
the same
same accounting
accounting
entries.
entries. The
The system
system does
does not
not distinguish
distinguish them
them as as
different transactions.
different transactions. ®

Chapter 6 - Page 9
Entering Debit and Credit Memos
Entering
Entering Debit
Debit and
and Credit
Credit Memos
Memos
You
You can
can enter
enter credit
credit memos
memos using
using the
the Invoice
Invoice
Workbench,
Workbench, Invoice
Invoice Gateway,
Gateway, and
and the
the Open
Open Interface.
Interface.
You
You can
can enter
enter debit
debit memos
memos using
using the
the Invoice
Invoice
Workbench.
Workbench.
Note:
Note: This
This module
module focuses
focuses on
on how
how to
to process
process debit
debit
and
and credit
credit memos
memos in
in the
the Invoice
Invoice Workbench.
Workbench.
(Help) Oracle Financial Applications > Oracle Payables > Invoices > Credit
and Debit Memos > Entering Credit/Debit Memos

Chapter 6 - Page 10
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter aa credit
credit
memo
memo using
using aa distribution
distribution set.
set.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices

Chapter 6 - Page 11
Practice 1 Overview
Practice
Practice 11 Overview
Overview
This
This practice
practice covers
covers entering
entering aa credit
credit memo
memo with
with aa
distribution
distribution set
set using
using the
the Invoice
Invoice Workbench.
Workbench.

Chapter 6 - Page 12
Practice
Instructions
Advanced
Advanced Network
Network Devices
Devices realized
realized that
that they
they have
have
not
not given
given you
you the
the discount
discount you
you were
were entitled
entitled to,
to,
so
so they
they are
are issuing
issuing you
you aa $1000.00
$1000.00 credit
credit memo.
memo. Enter
Enter
the
the credit
credit memo
memo using
using the
the Equipment
Equipment Expense
Expense
(Full)
(Full) distribution
distribution set.
set.
Invoice
Invoice #:
#: Given
Given toto you
you by
by the
the instructor
instructor
Date:
Date: Today
Today
Terms:
Terms: Immediate
Immediate
Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
Description:
Description: Discount
Discount
Total
Total Due:
Due: {$1000}
{$1000}
®
(N) Invoices > Entry > Invoices
2. In the Type field, enter Credit Memo. There will be a note displayed that says
“Payables defaults the payment terms from the supplier site to the invoice. Verify
the payment terms for credit or debit memos. You may want to change the
payment terms to Immediate for credit and debit memos”.
3. Click OK to acknowledge the message.
4. Enter Advanced Network Devices as the supplier.
5. Enter Santa Clara as the site.
6. As the credit memo is dated today, accept the default date.
7. Enter the credit memo number.
8. Enter -1,000 in the Invoice Amount field. Make sure to enter the amount as a
negative value.
9. In the Distribution Set field, enter the Equipment Expense (Full) distribution
set.
10. In the Description field, enter the description for this credit memo.
11. In the Terms field, make sure the terms are Immediate; if they are not, select
Immediate.
12. Choose Distributions.
13. Verify the distributions were created.

Chapter 6 - Page 13
Review Question
Review
Review Question
Question
In
In Oracle
Oracle Payables,
Payables, aa debit
debit memo
memo and
and aa credit
credit memo
memo
create different accounting entries.
1.
1. True
True
2.
2. False
False

Chapter 6 - Page 14
Answer
Answer to
to Review
Review Question
Question
In
In Oracle
Oracle Payables,
Payables, aa debit
debit memo
memo and
and aa credit
credit memo
memo
1.
1. True
True
2.
2. False
False

Chapter 6 - Page 15
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 6 - Page 16
Matching Debit and Credit Memos in the Invoice
Workbench
Matching
Matching Debit
Debit and
and Credit
Credit Memos
Memos in
in the
the
Invoice
Invoice Workbench
Workbench
•• You
You can
can match
match aa debit
debit or
or credit
credit memo
memo to to existing
existing
invoices,
invoices, purchase
purchase orders,
orders, oror receipts.
receipts.
•• When
When you
you match
match aa debit
debit or
or credit
credit memo
memo to to an
an
existing
existing invoice,
invoice, purchase
purchase order,
order, oror receipt,
receipt,
Payables
automatically copies
copies thethe accounting
accounting
information
information from the matched document and
from the matched document and
creates
creates invoice
distributions for
for the
the credit
credit memo
memo
or
or debit
debit memo.
memo.
(Help) Oracle Financial Applications > Oracle Payables > Invoices > Credit
and Debit Memos > Matching Credit/Debit Memos

Chapter 6 - Page 17
Clearing a Credit
Clearing
Clearing aa Credit
Credit
IfIf you
you receive
receive aa refund
refund from
from your
your supplier,
supplier, you
you can
can
enter
enter the
the refund
refund toto clear
clear aa credit
credit or
or debit
debit memo
memo
you
you have
have entered,
entered, but
but have
have been
been unable
unable to
to include
include in
in
aa payment.
payment.

Chapter 6 - Page 18
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to enter
enter aa credit
credit
memo
memo and
and match
match itit to
to an
an invoice.
invoice.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices (B)
(B) Match
Match Invoice
Invoice (B)
(B)
Find
Find

Chapter 6 - Page 19
Practice 2 Overview
Practice
Practice 22 Overview
Overview
This
This practice
practice covers
covers entering
entering aa credit
credit memo
memo and
and
matching it to an invoice.
matching it to an invoice.

Chapter 6 - Page 20
Practice
Instructions
Advanced
Advanced Network
Network Devices
Devices hashas acknowledged
acknowledged
over
over billing you for the advertising promotional
billing you for the advertising promotional
giveaway
giveaway items
items that
that were
were recently
recently purchased,
purchased, and
and
forwarded
forwarded thethe following
following credit.
credit. Prorate
Prorate the
the credit
credit over
over
the
the invoice
distribution lines.
lines.
Invoice
Invoice #:#: Given
Given to
to you
you by
by the
the instructor
instructor
Date:
Date: Today
Today
Terms:
Terms: Immediate
Immediate
Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
Total:
Total: {$2,000}
{$2,000}
(N) Invoices > Entry > Invoices
2. In the Type field, enter Credit Memo. Payables opens a window with the
following note “Payables defaults the payment terms from the supplier site to the
Invoice. Verify the payment terms for credit or debit memos. You may want to
change the payment terms to Immediate for credit and debit memos”.
3. Click OK to acknowledge the message.
4. Enter Advanced Network Devices as the supplier.
5. Enter Santa Clara as the site.
6. As the credit memo is dated today, accept the default date.
7. Enter the credit memo number. Write down the number ______________.
8. Enter -2,000 in the Invoice Amount field. Make sure to enter the amount as a
negative value.
9. In the Description field, enter Advertising Items.
10. In the Terms field, make sure the terms are Immediate; if they are not, select
Immediate.
11. In the Invoices window, choose Invoice from the poplist for the Match button.
Select the Match button.
12. To match this credit memo to the original invoice, enter the invoice number
given to you by the instructor. Select the Find button.

Chapter 6 - Page 21
13. In the Match to Invoices window, select the Match check box.
14. In the Credit Amount field, enter -2,000.
15. Select Match.
16. When the matching process is completed, select the Distributions button and
verify that the distributions were created.

Chapter 6 - Page 22
Review Question
Review
Review Question
Question
Which
Which one
one of
of the
the following
following can
can you
you match
match aa debit
debit
memo and credit memo
memo and credit memo to? to?
1.
1. Refund
Refund
2.
2. Receipt
Receipt
3.
3. Payment
Payment
4.
4. Prepayment
Prepayment
5.
5. Expense
Expense report
report

Chapter 6 - Page 23
Answer
Answer to
to Review
Review Question
Question
Which
Which one
one of
of the
the following
following can
can you
you match
match aa debit
debit
memo and credit memo
memo and credit memo to? to?
1.
1. Refund
Refund
2.
2. Receipt
Receipt
3.
3. Payment
Payment
4.
4. Prepayment
Prepayment
5.
5. Expense
Expense report
report

Chapter 6 - Page 24
Agenda
Agenda
Agenda
•• Entering
Entering debit
debit and
and credit
credit memos
memos
•• Matching
Matching debit
debit and
and credit
credit memos
memos
•• Recording
Recording price
price corrections
corrections

Chapter 6 - Page 25
Recording a Price Correction
Recording
Recording aa Price
Price Correction
Correction
•• Use
Use aa price
price correction
correction to
to record
record and
and update
update the
the
invoiced
invoiced unit
unit price
price of
of previously
previously matched
matched
purchase
purchase orders
orders or
or receipts
receipts without
without adjusting
adjusting the
the
quantity
quantity billed
billed in
in order
order to
to track
track price
price variances.
variances.
•• Payables
Payables also
also updates
updates the
the amount
amount billed
billed on
on the
the
originally
originally matched
matched purchase
purchase order
order distributions.
distributions.
Matching to Purchase Orders and Receipts > Recording Price Corrections in
the Invoice Workbench

Chapter 6 - Page 26
How to Record a Price Correction
How
How to Record a Price
Price Correction
Correction
•• Record
Record aa price
price decrease
decrease by by entering
entering aa debit
debit or
or
credit
credit memo
memo invoice.
invoice. Then
Then when
when matching
matching toto aa
purchase
purchase order
order oror receipt,
receipt, select
select the
the Price
Price
Correction
Correction check
check box
box in
in the
the Find
Find Purchase
Purchase Orders
Orders
for Matching window or Find Receipts
for Matching window or Find Receipts for for
Matching
Matching window.
window.
•• Record
Record aa price
price increase
increase byby entering
entering aa Standard
Standard or or
PO
PO Default
Default invoice
invoice type.
type. Then
Then when
when matching
matching to to aa
purchase
purchase order
order oror receipt,
receipt, select
select the
the Price
Price
Correction
Correction check
check box.
box.

Chapter 6 - Page 27
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to record
record aa price
price
correction.
correction.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices (B)
(B) Match
Match Purchase
Purchase
Order
Order (B)
(B) Find
Find

Chapter 6 - Page 28
Summary
Summary
Summary
In
In this
this module,
module, you
you should
should have
have learned
learned how
how to:
to:
•• Process
Process debit
debit and
and credit
credit memos
memos
•• Record
Record price
price corrections
corrections

Chapter 6 - Page 29

Chapter 6 - Page 30
Processing Recurring
Invoices
Chapter 7
Processing Recurring Invoices

Chapter 7 - Page 1
Processing
Processing Recurring
Recurring Invoices
Invoices
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 7 - Page 2
Online Help
Online
Online Help
Help
Use
Use the
the Payables
Payables online
online HTML
HTML Help
Help for
for detailed
detailed
explanations
explanations of
of how
how to
to use
use the
the product,
product, including:
including:
•• Product
Product functionality
functionality
•• Window
Windowreferences
references
•• Explanations
Explanations of
of the
the user
user interface
interface

Chapter 7 - Page 3
Viewing Online Help
Viewing
Viewing Online
Online Help
Help
You
You can
can view
viewHTML
HTML Help
Help in
in the
the following
following ways:
ways:
•• From
Froman an application,
application, use
use the
the help
help icon
icon or
or the
the help
help
menu to open a new Web browser and
menu to open a new Web browser and display display
help
help about
about that
that window
window
•• Use
Use the
the documentation
documentation CD CD
•• Use
Use aa URL
URL provided
provided by
by your
your system
system administrator
administrator
To
To search
search for
for information
information in
in the
the online
online Help,
Help, you
you can
can
either
either use the expandable menu to search for topics
use the expandable menu to search for topics
in
in the
the menu
menu structure
structure we
we provide,
provide, or
or use
use the
the Search
Search
feature
feature to
to search
search for
for words
words or
or phrases.
phrases.

Chapter 7 - Page 4
Objectives
Objectives
Objectives
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to:
to:
•• Describe
Describe the
the use
use of
of recurring
recurring invoices
invoices
•• Define
Define aa special
special calendar
calendar
•• Define
Define recurring
recurring invoice
invoice templates
templates
•• Create
Create recurring
recurring invoices
invoices

Chapter 7 - Page 5
Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Chapter 7 - Page 6
Recurring Invoice Process
Recurring
Recurring Invoice
Invoice Process
Process
Create Define recurring Create Generate

special invoice template recurring multiple
calendar invoice invoices

Chapter 7 - Page 7
Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Chapter 7 - Page 8
Overview of Recurring Invoices
Overview
Overview of
of Recurring
Recurring Invoices
Invoices
You
You can
can create
create recurring
recurring invoices
invoices for
for periodic
periodic
business
business expenses
expenses for
for which
which you
you may
may not
not receive
receive
invoices (for example, monthly rent or lease
invoices (for example, monthly rent or lease
payments).
payments).

Chapter 7 - Page 9
Overview
Overview of
of Recurring
Recurring Invoices
Invoices
To
To enter
enter recurring
recurring invoices,
invoices, perform
performthe
the following
following
steps:
steps:
1.
1. Define
Define periods
periods in
in the
the Special
Special Calendar
Calendar window
window
2.
2. Define
Define aa recurring
recurring invoice
invoice template
template
3.
3. Create
Create invoices
invoices based
based on
on the
the template
template

Chapter 7 - Page 10
Overview
Overview of
of Recurring
Recurring Invoices
Invoices
When
When you
you define
define aa recurring
recurring invoice
invoice template
template you
you can:
can:
•• Specify
Specify how
how frequently
frequently thethe invoices
invoices based
based on
on this
this
recurring invoice template will be created.
recurring invoice template will be created.
•• Create
Create up
up to
to two
two one-time
one-time invoices
invoices for
for non-
non-
standard
standard amounts
amounts (for (for example,
example, aa deposit
deposit or
or aa
balloon
balloon payment).
payment).
•• Allow
Allowinvoice
invoice amounts
amounts to to increase
increase oror decrease
decrease by
by aa
fixed
fixed percentage
percentage fromfromperiod
period toto period.
period.

Chapter 7 - Page 11
Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Chapter 7 - Page 12
Special Calendar Window
Special
Special Calendar
Calendar Window
Window
Use
Use the
the Special
Special Calendar
Calendar window
window to
to define
define the
the
periods
periods Payables
Payables uses
uses for:
for:
•• Recurring
Recurring invoices
invoices
•• Automatic
Automatic withholding
withholding tax
tax
•• Payment
Payment terms
terms
•• The
The Key
Key Indicators
Indicators Report
Report
(Help) Oracle Financial Applications > Oracle Payables > Setup >
Controlling the Status of AP Accounting Periods > Special Calendar

Chapter 7 - Page 13
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows an
an example
example ofof aa Special
Special
Calendar
Calendar and
and covers
covers how
howto
to define
define aa calendar
calendar for
for aa
recurring invoice.
recurring invoice.
(N)
(N) Setup—>Calendar—>Special
Setup—>Calendar—>Special Calendar
Calendar

Chapter 7 - Page 14
Review Question
Review
Review Question
Question
Which
Which isis not
not aa type
type of
of calendar
calendar defined
defined in
in the
the Special
Special
Calendar
Calendar window?
window?
1.
1. Key
Key Indicator
Indicator
2.
2. Accounting
Accounting Calendar
Calendar
3.
3. Recurring
Recurring Invoice
Invoice
4.
4. Payment
Payment Terms
Terms
5.
5. Withholding
Withholding Tax
Tax

Chapter 7 - Page 15
Answer
Answer to
to Review
Review Question
Question
Which
Which isis not
not aa type
type of
of calendar
calendar defined
defined in
in the
the Special
Special
Calendar
Calendar window?
window?
1.
1. Key
Key Indicator
Indicator
2.
2. Accounting
Accounting Calendar
Calendar
3.
3. Recurring
Recurring Invoice
Invoice
4.
4. Payment
Payment Terms
Terms
5.
5. Withholding
Withholding Tax
Tax

Chapter 7 - Page 16
Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Chapter 7 - Page 17
Recurring Invoice Templates
Recurring
Recurring Invoice
Invoice Templates
Templates
Use
Use the
the recurring
recurring invoice
invoice template
template to
to establish
establish the
the
basic
basic information
information for
for standard
standard invoices
invoices that
that are
are
generated
generated onon aa regular
regular basis.
basis.
Prerequisites:
Prerequisites:
•• Define
Define periods
periods in
in the
the Special
Special Calendar
Calendar window.
window.
•• Define
Define aa full
full distribution
distribution set
set if
if you
you want
want to
to use
use aa
distribution
distribution set
set for
for the
the recurring
recurring invoices.
invoices.

Chapter 7 - Page 18
Recurring
Recurring Invoice
Invoice Templates
Templates
•• The
The invoice
invoice datedate is
is the
the first
first date
date of of the
the period
period in
in
which
which thethe invoice
invoice isis created.
created.
•• The
The terms
terms datedate depends
depends on on the
the terms
terms date
date basis
basis
setting
setting at the supplier site, but the date is
at the supplier site, but the date is
calculated
calculated differently
differently than
than for
for regular
regular invoices.
invoices.
–– If
If the
the terms
terms date
date basis
basis isis equal
equal to to the
the system
system
date,
date, then
then the
the terms
terms date
date isis the
the same
same date
date that
that
the
the recurring
recurring invoice
invoice waswas created.
created.
–– If
If the
the terms
terms date
date basis
basis isis not
not equal
equal toto the
the
system
system date, then the terms date is the
date, then the terms date is the invoice
invoice
date.
date.

Chapter 7 - Page 19
Recurring
Recurring Invoice
Invoice Templates
Templates
Enter
Enter aa template
template number
number that
that is
is unique
unique for
for the
the
supplier.
supplier. Payables
Payables generates
generates anan invoice
invoice number
number for
for
each invoice by appending the name of the recurring
each invoice by appending the name of the recurring
invoice
invoice period
period to
to the
the template
template number.
number.
Recurring Invoices > Defining a Recurring Invoice Template

Chapter 7 - Page 20
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows an
an example
example ofof aa recurring
recurring
invoice
invoice template
template and
and covers
covers how
howtoto define
define aa recurring
recurring
invoice template to automatically create recurring
invoice template to automatically create recurring
invoices.
invoices.
(N)
(N) Invoices—>Entry—>Recurring
Invoices—>Entry—>Recurring Invoices
Invoices

Chapter 7 - Page 21
Review Question
Review
Review Question
Question
You
You are
are allowed
allowed ____
____ special
special invoice
invoice amounts
amounts when
when
you
you define
define aa recurring
recurring invoice
invoice template.
template.
1.
1. One
One
2.
2. Two
Two
3.
3. Three
Three
3.
3. Either
Either one
one or
or two
two
4.
4. This
This feature
feature is
is not
not currently
currently available
available

Chapter 7 - Page 22
Answer
Answer to
to Review
Review Question
Question
You
You are
are allowed
allowed ____
____ special
special invoice
invoice amounts
amounts when
when
you
you define
define aa recurring
recurring invoice
invoice template.
template.
1.
1. One
One
2.
2. Two
Two
3.
3. Three
Three
4.
4. Either
Either one
one or
or two
two
5.
5. None
None of
of the
the above
above

Chapter 7 - Page 23
Agenda
Agenda
Agenda
•• Recurring
Recurring invoices
invoices overview
overview
•• Special
Special calendars
calendars
•• Recurring
Recurring invoice
invoice templates
templates
•• Creating
Creating recurring
recurring invoices
invoices

Chapter 7 - Page 24
Creating a Recurring Invoice
Creating
Creating a
a Recurring
Recurring Invoice
Invoice
To
To create
create aa recurring
recurring invoice:
invoice:
•• Choose
Choose aa predefined
predefined recurring
recurring invoice
invoice template
template
•• (Optional)
(Optional) Name
Name the
the batch
batch
•• Specify
Specify exchange
exchange rates
rates
Recurring Invoices > Creating Recurring Invoices

Chapter 7 - Page 25
Recurring Credit and Debit Memos
Recurring
Recurring Credit
Credit and
and Debit
Debit Memos
Memos
You
You can
can create
create recurring
recurring credit
credit or
or debit
debit memos
memos by
by
defining
defining aa recurring
recurring invoice
invoice template
template and
and using
using
negative
negative invoice
invoice amounts.
amounts.

Chapter 7 - Page 26
Withholding Taxes from Recurring Invoices
Withholding
Withholding Taxes
Taxes from Recurring
Recurring Invoices
Invoices
When
When you
you define
define aa recurring
recurring invoice
invoice template,
template, enter
enter aa
Withholding
Withholding Tax
Tax Group.
Group. This
This group
group will
will be
be applied
applied to
to
all invoices you create for that template.
all invoices you create for that template.
Recurring Invoices > Withholding Taxes from Recurring Invoices

Chapter 7 - Page 27
Recurring Invoice Restrictions
Recurring
Recurring Invoice
Invoice Restrictions
Restrictions
After
After you
you create
create an
an invoice
invoice using
using aa recurring
recurring invoice
invoice
template,
template, you
you cannot
cannot update
update the
the following
following fields:
fields:
•• Supplier
Supplier Name
Name
•• Supplier Number
Supplier Number
•• Supplier
Supplier Site
Site
•• Type
Type
•• First
First Period
Period Number
Number
•• Currency
Currency
•• GL
GL Date
Date

Chapter 7 - Page 28
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows anan example
example of
of an
an invoice
invoice
that
that is
is created
created using
using aa recurring
recurring invoice
invoice template.
template.
(N)
(N) Invoices
Invoices —>Entry—>Recurring
—>Entry—>Recurring Invoices
Invoices (B)
(B) Create
Create
Invoices
Invoices

Chapter 7 - Page 29
Practice Overview
Practice
Practice Overview
Overview
You
You will
will define
define aa recurring
recurring payment
payment template
template to
to
handle
handle the
the creation
creation of
of invoices.
invoices.
Recurring Invoices > Creating Recurring Invoices

Chapter 7 - Page 30
Practice Instructions
Practice
Practice Instructions
Instructions
•• You
You have
have signed
signed aa six
six month
month lease
lease for
for aa total
total of
of
$12,000
$12,000 for
for the
the entire
entire period.
period. You
You dodo not
not receive
receive
an
an invoice
invoice for
for the
the rent
rent you
you pay
pay to
to your
your supplier.
supplier.
•• Define
Define aa recurring
recurring payment
payment toto handle
handle the
the creation
creation
of
of all
all the
the invoices
invoices forfor $2,000
$2,000 for
for this
this supplier
supplier
starting
starting with
with the
the first
first of
of the
the next
next month.
month.
•• Enter
Enter the
the following:
following:
–– Supplier
Supplier Name:
Name: Advanced
Advanced Network
Network Devices
Devices
–– Site:
Site: Santa
Santa Clara
Clara
–– Calendar
Calendar Name:
Name: Monthly
Monthly
Solution to the practice exercise:

1. Navigate to the Recurring Invoices window.
(N) Invoices > Entry > Recurring Invoices (B) Create Invoices.
2. Enter the following Supplier Region information:
Name: Advanced Network Devices
Site: Santa Clara
3. Enter the following Calendar Region information:
Name: Monthly
Number of Periods: 6
First: Next Month
4. Enter the following Template Definition information:
Number: Assign a number
Description: Monthly Rent
Payment Method: Check
Accept the default values for the remainder of the fields.

Chapter 7 - Page 31
Review Question
Review
Review Question
Question
Payables
Payables creates
creates invoice
invoice numbers
numbers for
for recurring
recurring invoices
invoices
by
by appending
appending the
the name
name of
of the
the _______
_______ toto the
the _______.
_______.
1.
1. Payment
Payment number
number // period
period name
name
2.
2. Payment
Payment number
number // current
current date
date
3.
3. Supplier
Supplier number
number // period
period name
name
4.
4. Site
Site // pay
pay group
group
5.
5. Recurring
Recurring invoice
invoice period
period // template
template number
number

Chapter 7 - Page 32
Answer
Answer to
to Review
Review Question
Question
Payables
Payables creates
creates invoice
invoice numbers
numbers for
for recurring
recurring invoices
invoices
by
by appending
appending the
the name
name of
of the
the _______
_______ to
to the
the _______.
_______.
1.
1. Payment
Payment number
number // period
period name
name
2.
2. Payment
Payment number
number // current
current date
date
3.
3. Supplier
Supplier number
number // period
period name
name
4.
4. Site
Site // pay
pay group
group
5.
5. Recurring
Recurring invoice
invoice period
period // template
template number
number

Chapter 7 - Page 33
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
howto:
to:
•• Create
Create special
special calendars
calendars for
for recurring
recurring invoices
invoices
•• Define
Define recurring
recurring invoice
invoice templates
templates
•• Create
Create recurring
recurring invoices
invoices

Chapter 7 - Page 34

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11i Implement and Use

Restricted Rights Legend

Jill Burton, Susan Nishizaka, Christina Ravaglia, Janet Coshow, Stephen

This book was published using:

Managing the Supplier Base .................................................................................................1-1

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

• R11i Navigating Oracle Applications

How This Course Is Organized

This course is an instructor-led course featuring lecture and hands-on exercises.

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

• System release bulletins

• Installation and user’s guides

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Convention Element Example

Caps and Buttons, Click the Executable button.

Courier new, Code output, Code output: debug.set (‘I”, 300);

Initial cap Graphics labels Customer address (but Oracle Payables)

Italic Emphasized words Do not save changes to the database.

Uppercase SQL column Use the SELECT command to view

Convention Element Example

Copyright © Oracle Corporation, 2000. All rights reserved.

11i Implement and Use Accounts Payable Table of Contents

Commas Key sequences Press and release keys one at a time:

Typographic Conventions in Code

Convention Element Example

Passwords DROP USER scott

Lowercase Syntax variables CREATE ROLE role

Typographic Conventions in Navigation Paths