D31743 - Ap2

11i Implement and Use
Accounts Payable
Student Guide
Vol 2
14845GC10
Production 1.0
February 2001
D31743
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
Processing Prepayments
Chapter 8
Chapter 8 - Page 1
Processing
Prepayments
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Copyright  Oracle Corporation, 2000. All rights reserved.
Chapter 8 - Page 2
Objectives
Objectives
Objectives
After
After this
this course,
course, you
you should
should be
be able
able to:
to:
•• Identify
Identify when
when to
to use
use prepayments
prepayments
•• Enter,
Enter, approve,
approve, and
and pay
pay prepayments
prepayments
•• Apply
Apply and
and unapply
unapply prepayments
prepayments to
to invoices
invoices
Chapter 8 - Page 3
Agenda
Agenda
Agenda
•• Overview
Overview of
of prepayments
prepayments
•• Entering,
Entering, approving,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
unapplying prepayments
prepayments to
to invoices
invoices
Chapter 8 - Page 4
Agenda
Agenda
Agenda
•• Overview
Overview ofof prepayments
prepayments
•• Entering,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
prepayments to
to invoices
invoices
Chapter 8 - Page 5
Overview of Prepayments
Overview
Overview of
of Prepayments
Prepayments
•• A
A prepayment
prepayment is is aa type
type ofof invoice
invoice you
you enter
enter to
to pay
pay
an
an advance
advance payment
payment for for expenses
expenses to to aa supplier
supplier oror
employee.
employee. ForFor example,
example, you you may
may need
need toto pay
pay aa
deposit
deposit on
on aa lease,
lease, oror you
you may
may need
need to
to pay
pay an
an
employee an advance for travel expenses.
employee an advance for travel expenses.
•• You
You can
can later
later apply
apply thethe prepayment
prepayment to to one
one oror more
more
invoices
invoices or
or expense
expense reports
reports you
you receive
receive from
from the
the
supplier
supplier or
or employee
employee to to offset
offset the
the amount
amount paid
paid to
to
them.
them.
(Help) Oracle Financial Applications > Oracle Payables > Invoices >
Prepayments > Prepayments
Chapter 8 - Page 6
Overview
Overview of
of Prepayments
Prepayments
You
You can
can enter
enter either
either aa Temporary
Temporary or or aa Permanent
Permanent
type
type prepayment.
prepayment.
•• Temporary
Temporary prepayments
prepayments can can be
be applied
applied to
to
invoices
invoices or expense reports. For example,
or expense reports. For example, you
you use
use
aa temporary
temporary prepayment to pay a deposit to aa
prepayment to pay a deposit to
catering
catering company.
company.
•• Permanent
Permanent prepayments
prepayments cannot
cannot bebe applied
applied to
to
invoices.
invoices. For
For example,
example, you
you use
use aa permanent
permanent
prepayment
prepayment to to pay
pay aa lease
lease deposit
deposit for
for which
which you
you
do not expect to be invoiced.
do not expect to be invoiced.
Chapter 8 - Page 7
Overview
Overview of
of Prepayments
Prepayments
•• When
When you you enter
enter anan invoice
invoice inin the
the Invoice
Invoice
Workbench
Workbench for for aa supplier
supplier forfor whom
whom youyou have
have
outstanding
outstanding temporary
temporary prepayments,
prepayments, Oracle
Oracle
Payables
Payables notifies
notifies you
you ifif you
you have
have prepayments
prepayments
available
available that you can optionally apply. You
that you can optionally apply. You can
can
also
also review the Prepayment Status Report to
review the Prepayment Status Report to
check
check the the status
status of of all
all prepayments
prepayments in in your
your
Payables
Payables system.
system.
•• IfIf necessary,
necessary, youyou can
can change
change the
the type
type from
from
permanent
permanent to to temporary,
temporary, or or temporary
temporary to to
permanent.
permanent.
Chapter 8 - Page 8
Overview of Processing Prepayments
Overview
Overview of
of Processing
Prepayments
Enter and approve
prepayment
Pay prepayment
Select prepayment Select invoice and

and apply to one apply one or more
or more invoices prepayments
Chapter 8 - Page 9
Review Question
Review
Review Question
Question
Permanent
prepayments can
can be
be applied
applied to
to invoices
invoices or
or
expense reports.
expense reports.
1.
1. True
True
2.
2. False
False
Chapter 8 - Page 10
Answer to Review Question
Answer
Answer to
to Review
Review Question
Question
Permanent
prepayments can
can be
be applied
applied to
to invoices
invoices or
or
expense reports.
expense reports.
1.
1. True
True
2.
2. False
False
Chapter 8 - Page 11
Agenda
Agenda
Agenda
•• Overview
Overview of
of prepayments
prepayments
•• Entering,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
prepayments to
to invoices
invoices
Chapter 8 - Page 12
Entering Prepayments
Entering
Entering Prepayments
Prepayments
You
You enter
enter aa prepayment
prepayment asas you
you enter
enter any
any other
other
invoice.
invoice. However,
However, you
you additionally
additionally specify:
specify:
•• Prepayment
Prepayment asas the
the invoice
invoice type
type
•• Temporary
Temporary or or Permanent
Permanent as as the
the prepayment
prepayment typetype
•• The
The settlement
settlement date,
date, which
which isis the
the date
date after
after which
which
the
the prepayment
prepayment can
can be
be applied
applied to to an
an invoice.
invoice.
You
You can
can also
also apply
apply aa hold
hold to
to aa prepayment
prepayment ifif you
you
want to control payment of
want to control payment of it. it.
Note:
Note: You
You can
can enter
enter aa Prepayment
Prepayment typetype invoice
invoice only
only
in
in the
the Invoice
Invoice Workbench.
Workbench. YouYou cannot
cannot enter
enter aa
Prepayment
Prepayment typetype invoice
invoice in
in the
the Invoice
Invoice Gateway.
Gateway.
®
Prepayments > Entering Prepayments
Prepayments > Applying and Releasing Holds on Prepayments
Chapter 8 - Page 13
Approving and Paying Prepayments
Approving
Approving and
and Paying
Paying Prepayments
Prepayments
•• Approve
Approve andand pay
pay aa prepayment
prepayment just
just as
as you
you would
would
any
any other
other invoice.
invoice. However,
However, you
you must
must fully
fully pay
pay aa
prepayment.
prepayment.
•• You
You can
can apply
apply aa temporary
temporary prepayment
prepayment to to an
an
invoice after it has been paid and after
invoice after it has been paid and after thethe
settlement
settlement date
date of
of the
the prepayment.
prepayment.
Chapter 8 - Page 14
Using Automatic Withholding Tax on Prepayments
Using
Using Automatic
Automatic Withholding
Withholding Tax
Tax on
on
Prepayments
Prepayments
The
The timing
timing of of the
the prepayment
prepayment application application to to an
an
invoice
invoice is is important
important when when using using the the automatic
automatic
withholding
withholding tax tax feature:
feature:
•• IfIf the
the Withholding
Withholding Tax Tax Payables
Payables option option is is set
set to
to
Apply
Apply Withholding Tax at Invoice Approval Time,
Withholding Tax at Invoice Approval Time,
and
and youyou apply
apply thethe prepayment
prepayment before before approving
approving
the
the invoice,
invoice, the the withholding
withholding tax tax is is calculated
calculated net net of
of
prepayments.
prepayments.
•• IfIf you
you first
first approve
approve an an invoice
invoice and and then then applyapply the
the
prepayment, you need to
prepayment, you need to manually adjust the manually adjust the
withholding
withholding tax tax amount
amount and and the the withholding
withholding
invoice
invoice if the Payables option is
if the Payables option is set
set to to Create
Create
Withholding
Withholding Invoice Invoice at at Invoice
Invoice Approval Approval Time Time or
or At
At
Payment
PaymentCopyrightTime.
Time.  Oracle Corporation, 2000. All rights reserved.
®
Prepayments > Withholding Tax When Applying Prepayments
Chapter 8 - Page 15
Matching a Prepayment to a Purchase Order
Matching
Matching aa Prepayment
Prepayment to
to aa Purchase
Purchase
Order
Order
When
When you
you match
match aa prepayment
prepayment to to aa purchase
purchase order,
order,
the
the prepayment
prepayment distributions
distributions use
use the
the default
default
prepayments
prepayments account,
account, which
which you
you can
can override.
override.
Payables
Payables does
does not
not calculate
calculate invoice
invoice price
price variance
variance
and
and exchange rate variance at this point. Later, when
exchange rate variance at this point. Later, when
the
the matched
matched prepayment
prepayment is is applied
applied toto an
an invoice,
invoice,
Payables
Payables reverses
reverses thethe matched
matched quantity
quantity onon the
the
prepayment
prepayment toto reflect
reflect the
the balance
balance ofof the
the total
total quantity
quantity
matched.
matched.
Prepayments > Matching Prepayments to Purchase Orders
Chapter 8 - Page 16
Controlling When a Prepayment is Available to Apply to
Invoices
Controlling
Controlling When
When aa Prepayment
Prepayment isis
Available
Available to
to Apply
Apply to
to Invoices
Invoices
•• Enter
Enter aa settlement
settlement date
date in
in the
the future.
future.
•• Apply
Apply aa hold
hold on
on aa prepayment
prepayment to to prevent
prevent payment.
payment.
•• Choose
Choose to
to hold
hold the
the scheduled
scheduled payment
payment for
for the
the
prepayment in the Scheduled Payments window.
prepayment in the Scheduled Payments window.
Chapter 8 - Page 17
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration covers
covers how
how to
to enter
enter aa
prepayment
prepayment in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices
Chapter 8 - Page 18
Practice 1 Overview
Practice
Practice 11 Overview
Overview
This
This practice
practice covers
covers entering
entering aa prepayment.
prepayment.
Chapter 8 - Page 19
Practice 1 Instructions
Practice
Practice 11 Instructions
Instructions
You
You have
have received
received the
the following
following invoice
invoice for
for upcoming
upcoming
computer
computer training.
training. Enter
Enter the
the prepayment
prepayment invoice
invoice into
into
the
the system
system and
and approve
approve it.
it.
•• Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
•• Date:
Date: Today
Today
•• Invoice
Invoice #:
#: Assigned
Assigned by
by the
the instructor
instructor
•• Total:
Total: $11,000
$11,000
•• Description:
Description: Computer
Computer training
training
•• Terms:
Terms: Immediate
Immediate
Practice 1 Solutions
1. Navigate to the Invoices window.
(N) Invoices > Entry > Invoices
2. Select Prepayment in the Type field.
3. Enter Advanced Network Devices in the Supplier field. The Santa Clara
site should default in the Site field.
4. Enter today’s date in the Invoice Date field.
5. Enter the invoice number given to you by the instructor in the Invoice Num
field.
6. Enter 11,000.00 in the Invoice Amount field.
7. Enter the invoice description information in the Description field.
8. The terms date should default to the invoice date (based on the terms date basis
setup).
9. Enter Immediate in the Terms field.
10. Select Temporary in the Prepayment Type field.
11. The settlement date should default to today’s date.
12. Select the Distributions button.
13. Accept Item as the line type.
14. Enter 11,000.00 for the line amount.
15. Verify account 01.000.1340.0000.000 defaults in the Account field. This is
the default prepayment account.
Chapter 8 - Page 20
16. Save your work.
17. Close the Distributions window.
18. Select the Actions button.
19. Select the Approve check box.
20. Select the OK button.
21. You should see a message that says “No holds placed or released”.
22. Click OK to acknowledge the message. You have now entered and approved a
Prepayment type invoice.
Chapter 8 - Page 21
Review Question
Review
Review Question
Question
You
You must
must fully
fully pay
pay aa prepayment
prepayment before
before you
you can
can
apply the prepayment to an invoice.
1.
1. True
True
2.
2. False
False
Chapter 8 - Page 22
Answer
Answer to
to Review
Review Question
Question
You
You must
must fully
fully pay
pay aa prepayment
prepayment before
before you
you can
can
1.
1. True
True
2.
2. False
False
Chapter 8 - Page 23
Agenda
Agenda
Agenda
•• Overview
Overview ofof prepayments
prepayments
•• Entering,
approving, and
and paying
paying prepayments
prepayments
•• Applying
Applying and
and unapplying
prepayments to
to invoices
invoices
Chapter 8 - Page 24
Applying Prepayments to Invoices
Applying
Applying Prepayments
Prepayments to
to Invoices
Invoices
•• You
You can
can apply
apply the
the available
available amount
amount of of Item
Item type
type
distributions
distributions from
from aa Temporary
Temporary type
type prepayment
prepayment
to
to one
one or
or more
more invoices
invoices to
to offset
offset the
the amount
amount you you
pay
pay on
on the
the invoice(s).
invoice(s).
•• You
You can
can apply
apply prepayments
prepayments either
either in
in the
the Invoice
Invoice
Workbench
Workbench or or Invoice
Invoice Gateway.
Gateway.
•• You
You can
can apply
apply prepayments
prepayments to to invoices,
invoices, andand
invoices
invoices to
to prepayments.
prepayments.
Prepayments > Applying Prepayments to Invoices
Chapter 8 - Page 25
Applying Prepayments in the Invoice Workbench
Applying
Prepayments in
in the
the Invoice
Invoice
Workbench
Workbench
•• For
For invoices
invoices you
you enter
enter in
in the
the Invoice
Invoice Workbench,
Workbench,
you
you cancan apply
apply aa prepayment
prepayment either
either after
after you
you
approve
approve an an invoice,
invoice, or
or while
while you
you are
are entering
entering it.
it.
•• When
When you you apply
apply aa prepayment
prepayment to to an
an invoice,
invoice, you
you
can
can see all available prepayment Item distributions
see all available prepayment Item distributions
for
for the
the same
same supplier
supplier in
in the
the Apply/Unapply
Apply/Unapply
Prepayments
Prepayments window.
window. YouYou can
can partially
partially apply
apply aa
Prepayment
Prepayment distribution
distribution byby applying
applying only
only aa portion
portion
of
of its
its available
available amount.
amount.
Prepayments > Adjusting Tax When Applying Prepayments
Chapter 8 - Page 26
Applying Prepayments in the Invoice Gateway
Applying
Prepayments in
in the
the Invoice
Invoice
Gateway
Gateway
For
For Invoice
Invoice Gateway
Gateway invoices,
invoices, you
you specify
specify the
the
prepayment
prepayment information
information when
when you
you enter
enter the
the invoice
invoice
record.
record. During
During import
import Payables
Payables applies
applies the
the
prepayment.
prepayment. You
You can
can also
also apply
apply prepayments
prepayments to to
invoices in the Invoice Workbench after you import
invoices in the Invoice Workbench after you import
them.
them.
Chapter 8 - Page 27
Applying Prepayments to Expense Reports
Applying
Prepayments to
to Expense
Expense
Reports
Reports
In
In the
the Expense
Expense Reports
Reports window,
window, you
you can
can apply
apply
prepayments,
prepayments, also
also known
known asas advances,
advances, toto expense
expense
reports
reports during
during expense
expense report
report entry.
entry.
The
The prepayments
prepayments cancan also
also be
be applied
applied to
to expense
expense
reports in the Invoice Workbench.
reports in the Invoice Workbench.
Prepayments > Applying Prepayments to Expense Reports
Chapter 8 - Page 28
Using the Prepayments Status Report
Using
Using the
the Prepayments
Prepayments Status
Status Report
Report
Use
Use the
the Prepayments
Prepayments Status
Status Report
Report toto review
review details
details
for
for unapplied
unapplied prepayments
prepayments and and unpaid
unpaid oror partially
partially
paid
paid invoices
invoices for
for aa supplier.
supplier.
•• (Optional)
(Optional) Choose
Choose to to include
include invoices
invoices inin the
the report
report
parameters
parameters to compare unapplied prepayments to
to compare unapplied prepayments to
outstanding
outstanding invoices
invoices forfor aa supplier.
supplier.
•• Choose
Choose thethe View
View Only
Only Prepayments
Prepayments optionoption in
in the
the
report
report parameters
parameters to to submit
submit thethe report
report toto obtain
obtain aa
listing
listing and
and aa balance
balance for
for all
all outstanding
outstanding
prepayments.
prepayments.
•• Submit
Submit the
the report
report for
for aa supplier
supplier type,
type, aa single
single
supplier,
supplier, or
or aa date
date range,
range, toto view
view specific
specific supplier
supplier
or
or date
date range
range information
information regarding
regarding prepayments.
prepayments. ®
Chapter 8 - Page 29
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to apply
apply an
an invoice
invoice to
to
aa prepayment
prepayment in
in the
the Invoice
Invoice Workbench.
Workbench.
(N)
(N) Invoices
Invoices >> Entry
Entry >> Invoices
Invoices (B)
(B) Actions
Actions
Chapter 8 - Page 30
Unapplying Prepayments
Unapplying
Unapplying Prepayments
Prepayments
IfIf you
you mistakenly
mistakenly apply
apply aa prepayment
prepayment to to an
an invoice,
invoice,
you
you can can unapply
unapply itit in
in the
the Invoice
Invoice Workbench.
Workbench. ItIt isis
then
then available
available to
to apply
apply to to another
another invoice.
invoice. When
When youyou
unapply
unapply aa prepayment,
prepayment, you you must
must unapply
unapply the
the full
full
prepaid
prepaid amount.amount.
•• Payables
Payables increases
increases the the amount
amount available
available for
for the
the
prepayment
prepayment by by the
the unapplied
unapplied amount.
amount.
•• Payables
Payables creates
creates aa positive
positive amount
amount Prepayment
Prepayment
distribution
distribution on on the
the invoice,
invoice, with
with the
the same
same
attributes
attributes as the existing Prepayment distribution
as the existing Prepayment distribution
itit is
is reversing.
reversing.
•• Payables
Payables then then updates
updates the the status
status of
of the
the invoice
invoice toto
unpaid
unpaid or or partially
partially paid.
paid. ®
Prepayments > Unapplying Prepayments
Chapter 8 - Page 31
Recording a Refund of a Prepayment or Advance
Recording
Recording aa Refund
Refund of
of aa Prepayment
Prepayment or
or
Advance
Advance
You
You can
can record
record aa refund
refund from
from aa supplier
supplier that
that pays
pays
back
back anan unused
unused prepayment
prepayment or or part
part of
of aa prepayment.
prepayment.
You
You can
can also
also record
record aa refund
refund from
from an
an employee
employee forfor an
an
advance.
advance.
Note:
Note: ItIt is
is recommended
recommended that that to
to record
record aa refund,
refund, you
you
enter
enter aa standard
standard invoice
invoice and
and apply
apply the
the prepayment
prepayment to to
it.
it. Then
Then enter
enter aa debit
debit memo
memo and and pay
pay itit with
with aa Refund
Refund
payment
payment in in the
the Payments
Payments window.
window.
Prepayments > Recording a Refund of a Prepayment or Advance
Chapter 8 - Page 32
Canceling Prepayments
Canceling
Canceling Prepayments
Prepayments
•• You
You can can cancel
cancel aa prepayment
prepayment asas you
you would
would any
any
other
other invoice,
invoice, in
in the
the Actions
Actions window.
window.
•• IfIf aa prepayment
prepayment hashas been
been paid,
paid, the
the payment
payment
document
document that paid the prepayment must
that paid the prepayment must bebe
voided
voided before the prepayment can be canceled.
before the prepayment can be canceled.
•• You
You cannot
cannot void
void aa payment
payment document
document that that paid
paid aa
prepayment
prepayment unlessunless thethe prepayment
prepayment is is fully
fully
unapplied.
unapplied.
•• Review
Review cancellation
cancellation information
information in
in the
the Invoices
Invoices
Overview window.
Overview window.
Prepayments > Canceling Prepayments
Chapter 8 - Page 33
Review Question
Review
Review Question
Question
When
When you
you unapply
prepayment, you
you must
must unapply
unapply
the full prepaid amount.
1.
1. True
True
2.
2. False
False
Chapter 8 - Page 34
Answer
Answer to
to Review
Review Question
Question
When
When you
you unapply
prepayment, you
you must
must unapply
unapply
1.
1. True
True
2.
2. False
False
Chapter 8 - Page 35
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
how to:
to:
•• Identify
Identify when
when to
to use
use prepayments
prepayments
•• Enter,
Enter, approve,
approve, and
and pay
pay prepayments
prepayments
•• Apply
Apply and
and unapply
unapply prepayments
prepayments to
to invoices
invoices
Chapter 8 - Page 36
Accounting in Oracle
Payables
Chapter 9
Accounting in Oracle Payables

Chapter 9 - Page 1
Accounting
Accounting in
in Oracle
Oracle Payables
Payables
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 9 - Page 2
Course Objectives
Course
Course 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:
•• Describe
Describe the
the accounting
accounting cycle
cycle and
and accounting
accounting
features in Payables
•• Define
Define accounting
accounting events
events
•• Create
Create accounting
accounting entries
entries
•• View
View and
and correct
correct accounting
accounting entries
entries
•• Transfer
Transfer accounting
accounting entries
entries to
to the
the general
general ledger
ledger
•• Close
Close aa Payables
Payables period
period

Chapter 9 - Page 3
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
correcting accounting
accounting entries
entries
•• Transferring
Transferring accounting
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 9 - Page 4
Overview of the Accounting Cycle
Overview
Overview of
of the
the Accounting
Accounting Cycle
Cycle
A/P
100
100
Create Create Transfer

transactions accounting information to the
in Payables entries General Ledger

Chapter 9 - Page 5
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 9 - Page 6
Accounting Features
Accounting
Accounting Features
Features
•• You
You establish
establish accounting
accounting controls
controls in
in the
the setup
setup
options
options
•• You
You create
create accounting
accounting entries
entries through
through the
the
Payables Accounting Process
•• You
You can
can view
view accounting
accounting at
at the
the subledger
subledger level
level
•• You
You can
can transfer
transfer accounting
accounting entries
entries to
to the
the general
general
ledger
ledger
(Help) Oracle Financial Applications > Oracle Payables > Accounting >
Feature Setup and Accounting
System Setup and Accounting

Chapter 9 - Page 7
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 9 - Page 8
Accounting Events
Accounting
Accounting Events
Events
An
An accounting
accounting event
event is
is aa Payables
Payables transaction
transaction that
that
affects
affects accounting,
accounting, such
such as as aa payment.
payment. The
The
type
type ofof event
event controls
controls the
the accounting
accounting that
that is
is created
created
for
for aa transaction
transaction and
and how
how that
that accounting
accounting appears
appears inin
the subledger.
the subledger.
Accounting Events

Chapter 9 - Page 9
Document Classes
Document
Document Classes
Classes
There
There are
are two
two document
document classes
classes that
that describe
describe
accounting
accounting events
events in
in Payables:
Payables:
•• Invoices
Invoices
•• Payments
Payments

Chapter 9 - Page 10
Invoice Document Class
Invoice
Invoice Document
Document Class
Class
The
The accounting
accounting events
events for
for the
the invoice
invoice document
document
class
class are:
are:
•• Invoice
Invoice Event
Event
•• Invoice
Invoice Adjustment
Adjustment Event
Event
•• Invoice
Invoice Cancellation
Cancellation Event
Event
•• Prepayment
Prepayment Application
Application Event
Event
•• Prepayment
Prepayment Unapplication
Unapplication Event
Event

Chapter 9 - Page 11
Payment Document Class
Payment
Payment Document
Document Class
Class
The
The accounting
accounting events
events for
for the
the payment
payment document
document
class
class are:
are:
•• Payment
Payment Event
Event
•• Payment
Payment Maturity
Maturity Event
Event
•• Payment
Payment Adjustment
Adjustment Event
Event
•• Payment
Payment Cancellation
Cancellation Event
Event
•• Payment
Payment Clearing
Clearing Event
Event
•• Payment
Payment Unclearing
Unclearing Event
Event

Chapter 9 - Page 12
Invoice Event
Invoice
Invoice Event
Event
•• An
An invoice
invoice event
event occurs
occurs when
when youyou account
account for
for aa
new,
new, approved
approved invoice.
invoice.
•• This
This event
event creates
creates one
one charge
charge accounting
accounting entry
entry
for
for each invoice distribution and aa single
each invoice distribution and single
accounting
accounting entry
entry to
to the
the liability
liability account
account of
of the
the
invoice.
invoice.

Chapter 9 - Page 13
Invoice Event - Invoice with One Distribution
Invoice
Invoice Event
Event -- Invoice
Invoice with
with One
One
Distribution
Distribution
Account Debit Credit
Charge 100
AP Liability 100

Chapter 9 - Page 14
Invoice Event - Invoice with Multiple Distributions
Invoice
Invoice Event
Event -- Invoice
Invoice with
with Multiple
Multiple
Distributions
Distributions
Charge 100
Charge 50
Charge 50
AP Liability 200

Chapter 9 - Page 15
Invoice Event - Multiple Distributions with Automatic
Offsets Enabled
Invoice
Invoice Event
Event -- Multiple
Multiple Distributions
Distributions with
with
Automatic
Automatic Offsets
Offsets Enabled
Enabled
Class Debit Credit
Charge (*Co 1) 100
Charge (Co 2) 50
Charge (Co 3) 50
AP Liability (Co 1) 100
*Co = Company

Chapter 9 - Page 16
Invoice Event - Invoice in Foreign Currency
Invoice
Invoice Event
Event -- Invoice
Invoice in
in Foreign
Foreign
Currency
Currency
Account Debit FX Credit FX Debit Credit
Charge 100 150
Charge 50 75
Charge 50 75
AP Liability 200 300

Chapter 9 - Page 17
Invoice Event - Accrual on Receipt
Invoice
Invoice Event
Event -- Accrual
Accrual on
on Receipt
Receipt
AP Accrual 103
Invoice Price Variance 2
AP Liability 105

Chapter 9 - Page 18
Invoice Adjustment Event
Invoice
Invoice Adjustment
Adjustment Event
Event
An
An invoice
invoice adjustment
adjustment event
event accounts
accounts for
for
adjustments
adjustments made
made to
to accounted
accounted invoices.
invoices.

Chapter 9 - Page 19
Invoice Adjustment Event - Distribution Reversal
Invoice
Invoice Adjustment
Adjustment Event
Event - Distribution
Distribution
Reversal
Reversal
Charge (in error) 100
Charge (correction) 100

Chapter 9 - Page 20
Invoice Adjustment Event - Invoice Amount Adjusted
Invoice
Invoice Adjustment
Adjustment Event
Event -- Invoice
Invoice
Amount
Amount Adjusted
Adjusted
Charge 100
AP Liability 100

Chapter 9 - Page 21
Invoice Cancellation Event
Invoice
Cancellation Event
Event
An
An invoice
invoice cancellation
cancellation event
event occurs
occurs when
when you
you
cancel
cancel an
an accounted
accounted invoice.
invoice.

Chapter 9 - Page 22
Invoice Cancellation Event - Invoice Cancellation
Invoice
Cancellation Event
Event -- Invoice
Invoice
Cancellation
Cancellation
Charge 100
AP Liability 100

Chapter 9 - Page 23
Prepayment Application Event
Prepayment
Prepayment Application
Application Event
Event
•• A
A prepayment
prepayment application
application event
event occurs
occurs when
when you
you
apply
apply aa prepayment
prepayment to to an
an invoice.
invoice.
•• This
This event
event credits
credits the
the prepaid
prepaid account
account for
for the
the
amount
amount of the application, and debits the liability
of the application, and debits the liability
account
account because
because the
the prepayment
prepayment was was aa payment
payment
on
on the
the invoice.
invoice.

Chapter 9 - Page 24
Prepayment Unapplication Event
Prepayment
Prepayment Unapplication
Unapplication Event
Event
•• A
A prepayment
prepayment unapplication
unapplication event
event occurs
occurs when
when
you
you unapply
unapply aa prepayment.
prepayment.
•• This
This event
event reverses
reverses any
any accounting
accounting entries
entries that
that
were recorded for the prepayment application.
were recorded for the prepayment application.

Chapter 9 - Page 25
Review Questions
Review
Review Questions
Questions
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof invoice
invoice
accounting
accounting events.
events.
1.
1. ______
______ An
An invoice
cancellation event
event occurs
occurs
when
when you
you cancel
cancel anan accounted
accounted invoice.
invoice.
2.
2. ______
______ You
You cannot
cannot create
create an
an invoice
invoice event
event forfor an
an
invoice
invoice entered
entered in
in foreign
foreign currency.
currency.
3.
3. ______
______ You
You can
can create
create accounting
accounting entries
entries ifif you
you
use automatic offsets.
use automatic offsets.

Chapter 9 - Page 26
Answers to Review Question
Answers
Answers to
to Review
Review Question
Question
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof invoice
invoice
accounting
accounting entries.
entries.
1.
1. True
True An
An invoice
cancellation event
event occurs
occurs whenwhen
you cancel an accounted invoice.
you cancel an accounted invoice.
2.
2. False
False You
You cannot
cannot create
create an
an invoice
invoice event
event forfor an
an
invoice entered in foreign currency.
invoice entered in foreign currency.
3.
3. True
True You
You can
can create
create accounting
accounting entries
entries ifif you
you
use
use automatic
automatic offsets.
offsets.

Chapter 9 - Page 27
Payment Event
Payment
Payment Event
Event
•• A
A payment
payment event
event occurs
occurs when
when you
you issue
issue and
and
account
account forfor aa new
new payment.
payment.
•• This
This event
event creates
creates accounting
accounting entries
entries that
that relieve
relieve
the
the liability of the invoice and that charge either
liability of the invoice and that charge either
the
the cash
cash clearing
clearing or
or cash
cash account.
account.

Chapter 9 - Page 28
Payment Event - Invoice Payment
Payment
Payment Event
Event -- Invoice
Invoice Payment
Payment
AP Liability 100
Cash Clearing 100

Chapter 9 - Page 29
Payment Event - Foreign and Functional Currency
Payment
Payment Event
Event - Foreign
Foreign and
and Functional
Functional
Currency
Currency
Account Debit FX Credit FX Debit Credit
AP Liability 200 300
Realized Loss 40
Cash Clearing 200 340

Chapter 9 - Page 30
Payment Maturity Event
Payment
Payment Maturity
Maturity Event
Event
A
A payment
payment maturity
maturity event
event occurs
occurs only
only for
for future
future
dated
dated payments
payments and and ifif the
the system
system setup
setup accounts
accounts for
for
payments
payments atat issue
issue time.
time. The
The payment
payment maturity
maturity event
event
happens
happens when
when future
future dated
dated payments
payments reach
reach their
their
maturity and become negotiable documents.
maturity and become negotiable documents.

Chapter 9 - Page 31
Payment Maturity Event - Future Dated Payment
Payment
Payment Maturity
Maturity Event
Event -- Future
Future Dated
Dated
Payment
Payment
Account (Payment Event) Debit Credit
AP Liability 100
Future Dated Payment 100
Account (Payment Maturity Event) Debit Credit
Future Dated Payment 100

Cash Clearing
100

Chapter 9 - Page 32
Payment Adjustment Event
Payment
Payment Adjustment
Adjustment Event
Event
A
A payment
payment adjustment
adjustment event
event occurs
occurs when
when any
any of
of the
the
invoices
invoices recorded
recorded as
as paid
paid by
by aa manual
manual payment
payment are
are
changed.
changed.

Chapter 9 - Page 33
Payment Cancellation Event
Payment
Payment Cancellation
Cancellation Event
Event
A
A payment
payment cancellation
cancellation event
event reverses
reverses accounting
accounting
entries
entries for
for aa payment
payment when
when you
you cancel
cancel (void)
(void) aa
payment.
payment.

Chapter 9 - Page 34
Payment Clearing Events
Payment
Payment Clearing
Clearing Events
Events
A
A payment
payment clearing
clearing event
event occurs
occurs when
when you
you either
either
clear
clear or
or reconcile
reconcile aa payment
payment in
in Oracle
Oracle Cash
Cash
Management
Management and and the
the system
system is
is set
set up
up to
to account
account for
for
payments
payments when
when they
they clear.
clear.

Chapter 9 - Page 35
Review Question
Review
Review Question
Question
Which
Which accounting
accounting event
event is
is not
not in
in the
the Payment
Payment
Document
Document class?
class?
1.
1. Prepayment
Prepayment application
application event
event
2.
2. Payment
Payment cancellation
cancellation event
event
3.
3. Payment
Payment unclearing
unclearing event
event
4.
4. Payment
Payment maturity
maturity event
event
5.
5. None
None of
of the
the above
above

Chapter 9 - Page 36
Answer
Answer to
to Review
Review Question
Question
Which
Which accounting
accounting event
event isis not
not in
in the
the Payment
Payment
Document
Document class?
class?
1.
1. Prepayment
Prepayment application
application event
event
2.
2. Payment
Payment cancellation
cancellation event
event
3.
3. Payment
Payment unclearing
unclearing event
event
4.
4. Payment
Payment maturity
maturity event
event
5.
5. None
None of
of the
the above
above

Chapter 9 - Page 37
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 9 - Page 38
Creating Accounting Entries
Creating
Creating Accounting
Accounting Entries
•• You
You can
can create
create entries
entries by
by submitting
submitting the
the Payables
Payables
Accounting
Accounting Process
Process
•• You
You can
can create
create entries
entries through
through transaction
transaction
windows.
windows.

Chapter 9 - Page 39
Payables
Payables Accounting
Accounting Process
Process
The
The Payables
Payables Accounting
Accounting Process
Process doesdoes the
the following:
following:
•• Creates
Creates accounting
accounting entries
entries in
in all
all sets
sets of
of books
books
•• Assigns
Assigns aa journal
journal category
category to
to each
each entry
entry
•• Creates
Creates the
the Audit
Audit Report
Report and
and Exceptions
Exceptions Report
Report

Chapter 9 - Page 40
Prerequisites for Creating Accounting Entries
Prerequisites
Prerequisites for
for Creating Accounting
Accounting
Entries
Entries
•• Define
Define Payables
Payables Options
Options for
for accounting
accounting
information.
information.
•• Open
Open the
the period
period in
in Payables.
Payables.
•• Enter
Enter exchange
exchange rates
rates ifif you
you are
are processing
processing foreign
foreign
currency
currency transactions.
transactions.
•• Update
Update the
the status
status of
of any
any matured
matured future
future dated
dated
payments
payments toto Negotiable.
Negotiable.
•• Account
Account for
for invoices
invoices before
before youyou approve
approve them.
them.
•• Account
Account for invoices before your account for
for invoices before your account for
payments.
payments.

Chapter 9 - Page 41
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows how
how to
to create
create accounting
accounting
entries
entries for
for aa single
single payment
payment through
through aa transaction
transaction
window.
window.
(N)
(N) Payments—>Entry—>Payments
Payments—>Entry—>Payments

Chapter 9 - Page 42
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to submit
submit the
the
Payables
Payables Accounting
Accounting Process
Process to
to create
create accounting
accounting
entries
entries in
in Payables.
Payables.
(N)
(N) Other—>Requests—>Run
Other—>Requests—>Run

Chapter 9 - Page 43
Review Questions
Review
Review Questions
Questions
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof accounting
accounting entries.
entries.
1.
1. ______
______ The
The Payables
Payables Accounting
Accounting Process
Process assigns
assigns
journal
journal entries.
entries.
2.
2. ______
______ You
You must
must account
account for
for invoices
invoices before
before you
you
approve
approve them.
them.
3.
3. ______
______ You
You can
can create
create accounting
accounting entries
entries through
through
aa transaction window.
transaction window.
4.
4. ______
______ For
For aa payment
payment batch,
batch, the
the accounting
accounting
completes
completes online.
online.

Chapter 9 - Page 44
Answers to Review Questions
Answers
Answers to
to Review
Review Questions
Questions
In
In this
this practice,
practice, you
you will
will mark
mark these
these statements
statements true
true
or
or false
false to
to test
test your
your knowledge
knowledge ofof accounting
accounting entries.
entries.
1. False The
1. False The Payables
Payables Accounting
Accounting Process
Process assigns
assigns
journal entries.
journal entries.
2.
2. False
False You
You must
must account
account for
for invoices
invoices before
before you
you
approve
approve them.
them.
3.
3. True
True You
You can
can create
create accounting
accounting entries
entries through
through aa
transaction window.
transaction window.
4.
4. False
False For
For aa payment
payment batch,
batch, the
the accounting
accounting
completes
completes online.
online.

Chapter 9 - Page 45
Agenda
Agenda
Agenda
•• Accounting
Accounting cycle
cycle
•• Accounting
Accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 9 - Page 46
Viewing Accounting Entries
Viewing
Viewing Accounting
Accounting Entries
Entries
You
You can
can use
use the
the View
View Accounting
Accounting Entries
Entries windows
windows to
to
view
view accounting
accounting entries.
entries. Depending
Depending on on how
how you
you
open
open the
the window,
window, the
the window
window title
title and
and the
the data
data you
you
see
see in
in the
the windows
windows will
will vary.
vary. Payables
Payables includes
includes the
the
following windows that you use to view accounting
following windows that you use to view accounting
entries:
entries:
•• View
View Accounting
Accounting Lines
Lines
•• View Invoice Accounting
View Invoice Accounting
•• View
View Payment
Payment Accounting
Accounting

Chapter 9 - Page 47
Correcting Accounting Entries
Correcting
Correcting Accounting
Accounting Entries
Entries
•• You
You can
can use
use the
the Update
Update Accounting
Accounting Entries
Entries
window
window to to view
view accounting
accounting entries
entries and
and correct
correct
any
any invalid
invalid accounts.
accounts.
•• The
The only
only updateable
updateable fields
fields in
in this
this window
window are
are
Account and Description.
Account and Description.

Chapter 9 - Page 48
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how toto view
view accounting
accounting
lines
lines through
through the
the View
View Accounting
Accounting Lines
Lines window
window and
and
then
then adjust
adjust accounting
accounting entries
entries for
for an
an invoice
invoice through
through
the
the Update
Update Accounting
Accounting Entries
Entries window.
window.
(N)
(N) Accounting—>View
Accounting—>View Accounting
Accounting Lines
Lines

Chapter 9 - Page 49
Practice #1 Overview
Practice
Practice #1
#1 Overview
Overview
You
You will
will enter
enter an
an invoice,
invoice, create
create an
an accounting
accounting entry,
entry,
and
and review
review the
the entry.
entry.

Chapter 9 - Page 50
Practice #1 Instructions
Practice
Practice #1
#1 Instructions
Instructions
Your
Your supplier,
supplier, Advanced
Advanced Network
Network Devices,
Devices, submits
submits
an
an invoice
invoice requesting
requesting payment
payment of of $75,000
$75,000 for
for
equipment
equipment purchases
purchases out
out of
of its
its Santa
Santa Clara
Clara site.
site. You
You
enter
enter the
the invoice
invoice and
and create
create accounting
accounting entries.
entries.
Review
Review the
the accounting
accounting entries
entries that
that are
are generated.
generated.
Enter
Enter the
the following:
following:
•• Distribution
Distribution Set:
Set: Equipment
Equipment (Full)
(Full)
•• Invoice
Invoice Number:
Number: assigned
assigned by
by instructor
instructor
Solution to practice exercise:

2. In the Type field, accept the default Standard from the list of values.
3. Enter Advanced Network Devices as the supplier.
4. You will be assigned a system-generated Supplier Number.
5. Enter Santa Clara as the supplier site.
6. Enter the invoice number assigned by the instructor.
7. Accept the default current date as the Invoice Date.
8. Enter the total due of the invoice in the Amount field.
9. Accept the defaults for the remaining fields.
10. Save and approve your invoice.
11. Select the Actions button and select the Create Accounting checkbox. (You
must account for the invoice before you can account for the payment.)
12. To view the accounting lines for this invoice, query your invoice or choose
View Accounting from the Tools menu. The View Invoice Accounting
window appears.

Chapter 9 - Page 51
Agenda
Agenda
Agenda
•• Describing
Describing accounting
accounting cycle
cycle features
features
•• Defining
Defining accounting
accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 9 - Page 52
Overview of Transferring Accounting Entries to Your
General Ledger
Overview
Overview of
of Transferring
Transferring Accounting
Accounting
Entries
Entries to
to Your
Your General
General Ledger
Ledger
A/P
100
100
Create accounting Submit the Payables Payables sends

entries Transfer to General payment and invoice
Ledger program accounting entries to
the general ledger
interface.

Chapter 9 - Page 53
Reviewing Accounting Entries
Reviewing
Reviewing Accounting
Accounting Entries
Entries
•• You
You can
can review
review the
the accounting
accounting entries
entries that
that are
are in
in
Payables.
Payables.
•• In
In Oracle
Oracle General
General Ledger,
Ledger, you
you can
can drill
drill down
down toto the
the
related accounting entries or transactions
related accounting entries or transactions in in
Payables.
Payables.
•• You
You can
can review
review the
the Payables
Payables Transfer
Transfer to to General
General
Ledger
Ledger Report.
Report.

Chapter 9 - Page 54
Posting in Oracle General Ledger
Posting
Posting in
in Oracle
Oracle General
General Ledger
Ledger
After
After you
you submit
submit Journal
Journal Import,
Import, you
you can
can post
post journal
journal
entries
entries in
in Oracle
Oracle General
General Ledger.
Ledger.

Chapter 9 - Page 55
Reconciling Payables Activity
Reconciling
Reconciling Payables
Payables Activity
Activity
You
You can
can use
use the
the following
following Payables
Payables reports
reports to
to
reconcile
reconcile your
your posted
posted invoices
invoices and
and payments
payments toto your
your
Accounts
Accounts Payable
Payable Trial
Trial Balance.
Balance. This
This ensures
ensures that
that
your
your Trial
Trial Balance
Balance accurately
accurately reflects
reflects your
your accounts
accounts
payable liability:
payable liability:
•• Posted
Posted Invoice
Invoice Register
Register
•• Posted
Posted Payment Register
Payment Register
•• Accounts
Accounts Payable
Payable Trial
Trial Balance
Balance (last
(last period
period and
and
current
current period)
period)

Chapter 9 - Page 56
Review Question
Review
Review Question
Question
What
What is
is the
the next
next step
step you
you can
can do
do after
after you
you create
create
accounting
accounting entries
entries in
in Payables?
Payables?
1.
1. You
You submit
submit thethe Journal
Journal Import
Import Report
Report
2.
2. You
You submit
submit thethe Payables
Payables Transfer
Transfer to
to General
General
Ledger program
Ledger program
3.
3. You
You manually
manually post
post journal
journal entries
entries to
to Oracle
Oracle
General
General Ledger
Ledger
4.
4. You
You drill
drill down
down to
to related
related accounting
accounting entries
entries in
in
Payables.
Payables.
5.
5. None
None of
of the
the above
above

Chapter 9 - Page 57
Answer
Answer to
to Review
Review Question
Question
What
What is
is the
the next
next step
step you
you can
can do
do after
after you
you create
create
accounting
accounting entries
entries in
in Payables?
Payables?
1.
1. You
You submit
submit thethe Journal
Journal Import
Import Report
Report
2.
2. You
You submit
submit the the Payables
Payables Transfer
Transfer to to General
General
Ledger program
Ledger program
3.
3. You
You manually
manually postpost journal
journal entries
entries to
to Oracle
Oracle General
General
Ledger
Ledger
4.
4. You
You drill
drill down
down to to related
related accounting
accounting entries
entries in
in
Payables.
Payables.
5.
5. None
None of
of the
the above
above

Chapter 9 - Page 58
Agenda
Agenda
Agenda
•• Describing
Describing accounting
accounting cycle
cycle features
features
•• Defining
Defining accounting
accounting events
events
•• Creating
Creating accounting
accounting entries
entries
•• Viewing
Viewing and
and correcting
accounting entries
entries
•• Transferring
accounting entries
entries to
to the
the general
general
ledger
ledger
•• Closing
Closing aa Payables
Payables period
period

Chapter 9 - Page 59
Period Close Process
Period
Period Close
Close Process
Process
Payables
Payables will
will not
not let
let you
you close
close aa Payables
Payables period
period ifif
any
any of
of the
the following
following conditions
conditions apply:
apply:
•• There
There is
is unaccounted
unaccounted transaction
transaction data
data
•• There
There are
are accounting
accounting entries
entries not
not transferred
transferred to
to the
the
general
general ledger
ledger
•• There
There are
are unmatured
unmatured future
future dated
dated payments
payments
•• There
There are
are unconfirmed
unconfirmed payment
payment batches
batches

Chapter 9 - Page 60
Unaccounted Transaction Sweep Program
Unaccounted
Unaccounted Transaction
Transaction Sweep
Sweep
Program
Program
•• The
The Unaccounted
Unaccounted Transaction
Transaction Sweep
Sweep Program
Program
serves
serves as a utility to allow users to
as a utility to allow users to sweep
sweep
transaction
transaction data
data from
from one
one period
period to
to the
the next.
next. There
There
is
is unaccounted
unaccounted transaction
transaction data
data
•• This
This program
program allows
allows users
users to
to move
move unaccounted
unaccounted
transaction
transaction data
data forward
forward so
so they
they can
can close
close the
the
period
period and
and then
then make
make adjustments
adjustments atat aa later
later time.
time.

Chapter 9 - Page 61
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned to:
to:
•• Describe
Describe the
the accounting
accounting cycle
cycle and
and accounting
accounting
•• Define
Define the
the accounting
accounting events
events that
that have
have an
an
accounting
accounting impact
impact
•• Create
Create accounting
accounting entries
entries
•• View,
View, query
query and
and modify
modify accounting
accounting entries
entries
•• Transfer
Transfer and
and post
post accounting
accounting entries
entries to
to the
the
general
general ledger
ledger
•• Close
Close aa Payables
Payables period
period
®

Chapter 9 - Page 62
R11i Implementing Supplier
Invoicing
Chapter 10
R11i Implementing Supplier Invoicing

Chapter 10 - Page 1
R11i
R11i Implementing
Implementing Supplier
Supplier Invoicing
Invoicing
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 10 - Page 2
Course Objective
Course
Course Objective
Objective
After
After completing
completing this
this course,
course, you
you should
should be
be able
able to
to
implement
implement the
the supplier
supplier invoice
invoice process
process in
in Oracle
Oracle
Payables.
Payables.

Chapter 10 - Page 3
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting up invoice tax options
Setting up invoice tax options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
implementation considerations
considerations

Chapter 10 - Page 4
Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Chapter 10 - Page 5
Defining Invoice Tolerances
Defining
Defining Invoice
Invoice Tolerances
Tolerances
•• Use
Use the
the Invoice
Invoice Tolerance
Tolerance window
window to to define
define the
the
purchase
purchase order/receipt-matching
order/receipt-matching tolerances
tolerances and
and
tax
tax tolerances
tolerances youyou want
want toto enforce.
enforce. Tolerances
Tolerances are
are
variances
variances between
between invoice,
invoice, purchase
purchase order,
order,
receipt,
receipt, and
and tax
tax information.
information. Tolerances
Tolerances determine
determine
the
the margin of error Oracle Payables accepts
margin of error Oracle Payables accepts before
before
placing
placing matching
matching or or tax
tax holds
holds onon an
an invoice.
invoice. When
When
you
you submit
submit approval
approval forfor an
an invoice
invoice you
you have
have
matched
matched to to aa purchase
purchase order
order oror receipt,
receipt, Oracle
Oracle
Payables
Payables checks
checks that
that the
the invoice
invoice matches
matches the
the
purchase
purchase order
order or
or receipt
receipt within
within the
the matching
matching
tolerances
tolerances youyou define.
define.

Chapter 10 - Page 6
Defining Invoice Tolerances
Defining
Defining Invoice
Invoice Tolerances
Tolerances
•• IfIf the
the invoice
invoice exceeds
exceeds the
the tolerances
tolerances you
you define,
define,
Oracle
Oracle Payables
Payables applies
applies aa hold
hold on
on the
the invoice
invoice
during
during the the Approval
Approval process.
process. The
The Invoice
Invoice
Tolerances
Tolerances window
window shows
shows which
which holds
holds are
are
applied.
applied.

Chapter 10 - Page 7
How to Set Tolerance Levels for Matching
How
How to
to Set
Set Tolerance
Tolerance Levels
Levels for
for Matching
Matching
1.
1. In
In the
the Invoice
Invoice Tolerance
Tolerance window,
window, enable
enable thethe check
check
box
box for
for each
each tolerance
tolerance you
you want
want to
to enforce.
enforce.
2.
2. Enter
Enter tolerance
tolerance levels
levels for
for your
your purchase-order-
purchase-order-
matching transactions.
matching transactions.
3.
3. In
In the
the Maximum
Maximum Quantity
Quantity Ordered
Ordered field,
field, enter
enter
either
either the
the percent
percent tolerance
tolerance or
or the
the allowed
allowed
quantity
quantity difference.
difference.
4.
4. In
In the
the Maximum
Maximum Quantity
Quantity Received
Received field,
field, enter
enter
either the percent tolerance or the allowed
either the percent tolerance or the allowed
quantity
quantity difference.
difference.
(Help) Oracle Financial Applications > Oracle Payables > Setup >
Invoice Tolerances

Chapter 10 - Page 8
How to Set Tolerance Levels for Matching
How
How to
to Set
Set Tolerance
Tolerance Levels
Levels for
for Matching
Matching
5.
5. In
In the
the Price
Price field,
field, enter
enter thethe allowed
allowed percent
percent
tolerance.
tolerance.
6.
6. In
In the
the Exchange
Exchange RateRate Amount
Amount field,
field, enter
enter the
the
amount
amount of variance you allow. Enter aa value
of variance you allow. Enter value in
in this
this
field
field only if you enter foreign currency invoices in
only if you enter foreign currency invoices in
Oracle
Oracle Payables.
Payables.
7.
7. In
In the
the Shipment
Shipment Amount
Amount field,
field, enter
enter the
the maximum
maximum
allowable
allowable variance
variance between
between an an invoiced
invoiced amount
amount
and
and the
the amount
amount of of the
the purchase-order
purchase-order shipment.
shipment.
8.
8. In
In the
the Total
Total Amount
Amount field,
field, enter
enter the
the total
total amount
amount of of
variance
variance you allow for both the exchange rate
you allow for both the exchange rate
amount
amount variance
variance andand thethe shipment
shipment amount
amount
combined.
combined. ®

Chapter 10 - Page 9
How to Set Tolerance Levels for Invoice Taxes
How
How to
to Set
Set Tolerance
Tolerance Levels
Levels for
for
Invoice
Invoice Taxes
Taxes
1.
1. Enter
Enter the
the tax-tolerance
tax-tolerance percentage
percentage you you allow
allow in
in the
the
Tax
Tax %% field.
field. Oracle
Oracle Payables
Payables validates
validates the
the amount
amount
of
of tax
tax distributions
distributions against
against thethe sum
sum ofof the
the
distributions
distributions the
the tax
tax is
is allocated
allocated to.to. The
The calculated
calculated
amount
amount must match the tax rate plus or minus the
must match the tax rate plus or minus the
tax
tax rate
rate percentage
percentage variance
variance you you enter
enter here.
here.
2.
2. In
In the
the Tax
Tax Amount
Amount Range
Range field,
field, enter
enter the
the amount
amount of of
variance
variance you
you allow
allow between
between the the actual
actual invoice
invoice tax
tax
amount
amount andand the
the invoice-calculated
invoice-calculated tax tax amount.
amount.
Invoice Tolerances

Chapter 10 - Page 10
Demonstration
Demonstration
Demonstration
This
This demonstration
covers the
the Invoice
Invoice Tolerances
Tolerances
window.
window.
(N)
(N) Setup—>Invoice—>Tolerances
Setup—>Invoice—>Tolerances

Practice 1
Practice
Practice 11
This
This practice
practice covers
covers questions
questions about
about invoice
invoice
tolerances.
tolerances.
1.
1. You
You cancan define
define both
both percentage-based
percentage-based and and
______-based tolerances.
______-based tolerances.
2.
2. If
If aa variance
variance exceeds
exceeds the
the tolerance
tolerance you
you define,
define,
Oracle
Oracle Payables
Payables places
places the
the hold
hold on
on the
the invoice
invoice
during
during ______.
______.
3.
3. Purchase-order-matching
Purchase-order-matching tolerances
tolerances apply
apply to
to any
any
purchase-order-matched invoice, including
invoices
invoices matched
matched to
to ______.
______.

Practice
Solutions
This
This practice
practice covers
covers questions
questions about
about invoice
invoice
tolerances.
tolerances.
1.
1. You
You cancan define
define both
both percentage-based
percentage-based and and
amount-based tolerances.
amount-based tolerances.
2.
2. If
If aa variance
variance exceeds
exceeds thethe tolerance
tolerance you
you define,
define,
Oracle
Oracle Payables
Payables places
places the
the hold
hold on
on the
the invoice
invoice
during
during Approval.
Approval.
3.
3. Purchase-order-matching
Purchase-order-matching tolerances
tolerances apply
apply to
to any
any
invoices
invoices matched
matched toto receipts.
receipts.

Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Setting Up Invoice Payables Options
Setting
Setting Up
Up Invoice
Invoice Payables
Payables Options
Options
Invoice
Invoice Payables
Payables options
options include
include the
the following:
following:
•• Use
Use Batch
Batch Controls
Controls
•• Confirm
Confirm Date
Date as
as Invoice
Invoice Number
Number
•• Allow
Allow Online
Online Approval
Approval
•• Allow
Allow Adjustments
Adjustments to
to Paid
Paid Invoices
Invoices
•• Recalculate
Recalculate Scheduled
Scheduled Payment
Payment
•• Allow
Allow Document Category Override
Document Category Override
•• Automatically
Automatically Create
Create Freight
Freight Distribution
Distribution
Payables Options > Payables Options Window Reference > Invoice
Payables Options

Setting Up Invoice Payables Options
Setting
Setting Up
Up Invoice
Invoice Payables
Payables Options
Options
•• Freight
Freight Account
Account
•• GL
GL Date
Date Basis
Basis
•• Prepayment
Prepayment Settlement
Settlement Days
Days
•• Prepayment
Prepayment Payment
Payment Terms
Terms

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to set
set up
up the
the invoice
invoice
Payables options.
Payables options.
(N)
(N) Setup—>Options—>Payables
Setup—>Options—>Payables (T)
(T) Invoice
Invoice

Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Creating Automatic Interest Invoices
Creating
Creating Automatic Interest Invoices
Payables
Payables allows
allows you
you toto calculate
calculate interest
interest for
for overdue
overdue
invoices
invoices and
and create
create interest
interest invoices
invoices for
for selected
selected
Suppliers.
Suppliers. ToTo do
do this,
this, you
you must
must enable
enable automatic
automatic
interest
interest calculation
calculation for
for aa supplier
supplier and
and pay
pay an
an overdue
overdue
invoice
invoice for the supplier in a payment batch or with
for the supplier in a payment batch or with aa
Quick payment.
Quick payment.
Automatic Interest

Setting Up Interest Payables Options
Setting
Setting Up
Up Interest Payables
Payables Options
Options
Use
Use the
the Interest
Interest tabbed
tabbed region
region to
to enable
enable Automatic
Automatic
Interest
Interest Calculation
Calculation and and then
then enter
enter defaults,
defaults, such
such as
as
expense
expense and
and liability
liability accounts.
accounts. The
The following
following are
are the
the
Interest
Interest options:
options:
•• Allow
Allow Interest
Interest Invoices
Invoices
•• Minimum
Minimum Interest
Interest Amount
Amount
•• Expense
Expense Interest
Interest Invoice
Invoice Account
Account
•• Liability
Liability Interest
Interest Invoice
Invoice Account
Account
Payables Options > Interest Payables Options

Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Invoice Tax Options
Invoice
Invoice Tax
Tax Options
Options
You
You can
can set
set invoice
invoice tax
tax options
options and
and default
default values
values
used
used throughout
throughout Payables.
Payables. TheThe following
following invoice
invoice tax
tax
options
options and
and defaults
defaults are
are aa subset
subset of
of the
the tax
tax options.
options.
(Help) Oracle Financial Applications > Oracle Payables > Appendix

> Invoice and Invoice Batch Default Hierarchy Chart

Setting Up Invoice Tax Options
Setting
Setting Up Invoice
Invoice Tax
Tax Options
Options
You
You can
can control
control the
the following
following invoice
invoice tax
tax options
options at
at
the
the system
system level
level in
in the
the Payables
Payables Options
Options window:
window:
•• Require
Require Tax
Tax Entry
Entry at at Header
Header
•• Use
Use Automatic
Automatic Tax
Tax Calculation
Calculation
•• Calculation
Calculation Level
Level
•• Allow
Allow Calculation
Calculation Level
Level Override
Override
•• Distribution
Distribution Amounts
Amounts Include
Include Tax
Tax
•• Allow
Allow Override
Override
Payables Options > Payables Options Window Reference >
Invoice Tax Payables Options

Tax Defaults and Rules Payables Options
Tax
Tax Defaults
Defaults and
and Rules Payables
Payables Options
Options
Use
Use the
the Tax
Tax Defaults
Defaults and
and Rules
Rules tabbed
tabbed region
region to to set
set aa
hierarchy
hierarchy for
for Payables
Payables toto use
use when
when itit provides
provides default
default
tax
tax codes.
codes. Payables
Payables will
will search
search the
the sources
sources you you
enable,
enable, in
in the
the order
order you
you designate,
designate, until
until itit finds
finds aa tax
tax
code. When Payables finds a tax code, it
code. When Payables finds a tax code, it will stop will stop
searching
searching andand default
default the
the tax
tax code
code in
in the
the document
document
you are creating.
you are creating.
Financials Options > Tax Financials Options

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to set
set up
up the
the invoice
invoice
tax options and the tax-code hierarchy.
tax options and the tax-code hierarchy.
(N)
(T) Invoice
Invoice Tax
Tax
(N)
(N) Setup—>Options—>Payables (T) Tax Defaults and
Setup—>Options—>Payables (T) Tax Defaults and
Rules
Rules

Practice 2
Practice
Practice 22
In
In this
this practice,
practice, you
you will
will answer
answer true
true or
or false
false
questions
questions about
about invoice
invoice options
options and
and invoice-tax
invoice-tax
options.
options.
True or False
1. If the batch controls are not on, you can enter individual invoices in the
Invoices window. __
2. If you select the Confirm Date as Invoice Number option, during
invoice entry if you accept the invoice date as the default for the invoice
number, Oracle Payables displays a window. __
3. The Allow Adjustments to Paid Invoices option allows users to update
the amounts of a paid invoice. __
4. If you select the Automatically Create Freight Distribution Payables
option, you optionally enter a freight account in the the Freight Account
option field. __
5. Do not enable the Require Tax Entry at Header option if you plan to
enter use taxes or allocate taxes.
__

Practice
Solutions
This
This practice
practice covers
covers true
true or
or false
false questions
questions about
about
Invoice
Invoice options
options and
and invoice-tax
invoice-tax options.
options.
True or False
1. If the batch controls are not on, you can enter individual invoices in
the Invoices window. True.
2. If you select the Confirm Date as Invoice Number option, during
invoice entry if you accept the
invoice date as the default for the invoice number, Oracle Payables
displays a window. True.
3. The Allow Adjustments to Paid Invoices option allows users to
update the amounts of a paid
invoice. False—The Allow Adjustments to Paid Invoices option
allows users to update the distributions of a paid invoice.
4. If you select the Automatically Create Freight Distribution Payables
option, you optionally enter a freight account in the Freight Account
option field. False—If you select the Automatically Create Freight
Distribution Payables option, you must enter a freight account in the
Freight Account option field.
5. Do not enable the Require Tax Entry at Header option if you plan to
enter use taxes or allocate taxes. True.

Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Setting Up Matching Options
Setting
Setting Up
Up Matching
Matching Options
Options
You
You can
can control
control matching
matching at
at the
the system
system level
level in
in the
the
Payables
Payables Options
Options window.
window.
•• Allow
Allow Final
Final Matching
Matching
•• Allow
Allow Distribution-Level
Distribution-Level Matching
Matching
•• Allow
Allow Matching
Matching Account
Account Override
Override
•• Transfer
Transfer PO
PO Descriptive-Flexfield
Descriptive-Flexfield Information
Information
Matching Payables Options

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to set
set up
up the
the
matching options.
matching options.
(N)
(T) Matching
Matching

Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following are
are matching
matching defaults?
defaults?
A.
A. Allow
Allow Override
Override
B.
B. Allow
Allow Final
Final Matching
Matching
C.
C. Allow
Allow Matching
Matching Account
Account Override
Override
D.
D. Allow
Matching
E.
E. Transfer PO Descriptive-Flexfield Information
Transfer PO Descriptive-Flexfield Information

Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following are
are matching
matching defaults?
defaults?
A.
A. Allow
Allow Override
Override
B.
B. Allow
Allow Final
Final Matching
Matching
C.
C. Allow
Allow Matching
Matching Account
Account Override
Override
D.
D. Allow
Matching
E.
E. Transfer PO Descriptive-Flexfield Information
Transfer PO Descriptive-Flexfield Information

Course Agenda
Course
Course Agenda
Agenda
•• Defining
Defining invoice
invoice tolerances
tolerances
•• Setting
Setting up
up invoice
invoice Payables
Payables options
options
•• Setting
Setting up
up interest
interest Payables
Payables options
options
•• Setting
Setting up
up invoice
invoice tax
tax options
options
•• Setting
Setting up
up matching
matching options
options
•• Setting
Setting up
up implementation
considerations

Invoice Gateway Considerations
Invoice
Invoice Gateway
Gateway Considerations
Considerations
•• To
To make
make the
the Invoice
Invoice Gateway
Gateway window
window more
more
efficient,
efficient, you
you need
need to
to determine
determine which
which fields
fields will
will
be
be displayed
displayed in in the
the Invoice
Invoice Gateway
Gateway folder
folder and
and in
in
what
what order.
order.
•• You
You can
can submit
submit thethe Payables
Payables Open
Open Interface
Interface
Import
Import program
program or or you
you can
can submit
submit the
the program
program
online
online from
from the
the Create
Create Invoices
Invoices window.
window.
Matching Payables Options

Open Interface Workflow Considerations
Open
Open Interface
Interface Workflow
Workflow Considerations
Considerations
•• The
The Payables
Payables OpenOpen Interface
Interface Workflow
Workflow isis aa
workflow
workflow template
template thatthat you
you must
must customize
customize before
before
you
you can
can use
use itit to
to process
process data.
data.
•• You
You customize
customize the the workflow
workflow toto help
help automate
automate
verification
verification and validation of data in
and validation of data in the
the Payables
Payables
Open
Open Interface
Interface tables
tables before
before you
you submit
submit Payables
Payables
Open
Open Interface
Interface Import.
Import.
Payables Options > Payables Options Window Reference > Matching
Payables Options

Open Interface Workflow Considerations
Open
Open Interface
Interface Workflow
Workflow Considerations
Considerations
The
The following
following are
are examples
examples of of how
how you
you can
can use
use the
the
Payables
Payables Open
Open Interface
Interface Workflow:
Workflow:
•• You
You can
can modify
modify this
this workflow
workflow to to validate
validate all
all
accounting
accounting code combinations in the
code combinations in the Payables
Payables
Open
Open Interface
Interface tables.
tables.
•• Workflow
Workflow can
can send
send notifications
notifications ofof any
any invalid
invalid
code
code combinations
combinations to to aa specified
specified user
user for
for
correction.
correction.
•• You
You can
can customize
customize thethe workflow
workflow toto override
override any
any
invalid code combinations with a designated
invalid code combinations with a designated
default
default value.
value.
Payables Options

Invoice-Matching Considerations
Invoice-Matching
Invoice-Matching Considerations
Considerations
The
The Invoice
Invoice Match
Match Option
Option exists
exists at
at the
the following
following
levels:
levels: supplier,
supplier, supplier
supplier site,
site, and
and purchase
purchase order
order
shipment
shipment lines.
lines. Ensure
Ensure that
that the
the matching
matching option,
option,
Purchase
Purchase Order
Order or
or Receipt,
Receipt, is
is set
set at
at the
the appropriate
appropriate
level.
level.
Payables Options

Prepayment Considerations
Prepayment
Prepayment Considerations
Considerations
•• You
You need
need to
to determine
determine ifif any
any additional
additional payment
payment
terms
terms are
are needed
needed for
for prepayments.
prepayments.
•• You
You can
can optionally
optionally set
set up
up default
default payment
payment terms
terms
to
to be specified for prepayments during the
be specified for prepayments during the
Payables
Payables Options
Options setup.
setup.
Payables Options

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned the
the supplier
supplier
invoicing
invoicing implementation
implementation process.
process.


Overview of Processing
Employee Expense Reports
Chapter 11
Overview of Processing Employee Expense Reports

Chapter 11 - Page 1
Overview
Overview of
of Processing
Processing Employee
Employee
Expense Reports
Expense Reports
Oracle
Oracle Internet
Internet Expenses
Expenses Release
Release 11i
11i

Chapter 11 - Page 2
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for detailed
detailed
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explanations of how to use the product, including:
of how to use the product, including:
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product functionality
functionality
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field references
references
–– explanations
explanations of of the
the user
user interface
interface
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search for
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can
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either use
use the
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search for
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structure we
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Chapter 11 - Page 3
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1. Log
Log in
in to
to Internet
Internet Expenses.
Expenses.
2.
2. Select
Select Help—>Window
Help—>WindowHelp Help from
fromthe
the menu
menu bar,
bar, or
or
click
click on
on question
question mark
mark icon.
icon. The
The contents
contents page
page of
of
the
the Oracle
Oracle Applications
Applications Help
Help appears
appears in
in aa separate
separate
browser
browser window.
window.
3.
3. Click
Click aa topic
topic to
to view
view detailed
detailed information.
information.

Chapter 11 - Page 4
Objectives
Objectives
Objectives
After
Afterthis
this course
course you
you should
should be
be able
able to:
to:
•• Describe
Describe the
the expense
expense reporting
reporting process
process
•• Explain
Explain the
the two
two methods
methods ofof creating
creating expense
expense
reports
reports using
using Internet
Internet Expenses
Expenses
•• Describe
Describe how
how expense
expense reports
reports are
are routed
routed for
for
approval
approval via the AP Expense Report workflow
via the AP Expense Report workflow
•• Describe
Describe additional
additional features
features of
of Internet
Internet Expenses
Expenses

Chapter 11 - Page 5
Agenda
Agenda
Agenda
•• Overview
Overviewofof Internet
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting Process
Reporting Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Projects Integration
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Customizing
Customizing Internet
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Chapter 11 - Page 6
Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting
Reporting Process
Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Chapter 11 - Page 7
Overview
Overview
Overview
Approved: Create
Payment and
Notify Employee
Employee
Employee Creates
Creates Manager
ManagerReviews
Reviews Manager
ManagerApproved:
Approved:
Expense
Expense Report
Report Expense
Expense Report
Report Accounts
Accounts Payable
Payable
Online
Online Reviews
Reviews Report
Report
Report
Report Rejected:
Rejected: Workflow
Workflow
Notifies
Notifies Employee
Employee Adjusted: Create Payment and
Notify Employee

Chapter 11 - Page 8
Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting
Reporting Process
Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables Invoice Import Program
Payables Invoice Import Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Chapter 11 - Page 9
Expense Reporting Methods
Expense
Expense Reporting
Reporting Methods
Methods
•• Using
Using aa standard
standard Web
Web browser:
browser:
–– Requires
Requires access
access to
to your
your corporate
corporate intranet
intranet
and
and Internet
Internet Expenses
Expenses
–– Is
Is the
the standard
standard method
method entering
entering expense
expense
reports
reports
•• The
The Disconnected
Disconnected Expense
Expense Reporting
Reporting Process:
Process:
–– Does
Does not
not initially
initially require
require access
access to
to your
your
corporate
corporate intranet
intranet oror Internet
Internet Expenses
Expenses
–– Is
Is ideal
ideal when
when traveling
traveling oror away
away from
fromthe
the office
office
–– Enables
Enables you
you to
to enter
enter expenses
expenses in in aa
spreadsheet
spreadsheet and
and upload
upload it
it to
to Internet
Internet
Expenses
Expenses later
later

Creating an Expense Report Using a Standard Web
Browser
Creating
Creating an
an Expense Report
Report
Using
Using a
a Standard
Standard Web Browser
To
To enter
enter an
an expense
expense report:
report:
•• Log
Log in
in to
to Internet
Internet Expenses
Expenses and
and choose
choose Create
Create
New Expense Report from main
New Expense Report from main menu. menu.
•• Enter
Enter general
general information,
information, such
such as
as Purpose,
Purpose,
Approver,
Approver, CostCost Center,
Center, and
and Expense
Expense Template.
Template.
•• Enter
Enter expenses:
expenses: ForFor each
each expense,
expense, include
include the
the
date,
date, receipt
receipt amount,
amount, currency,
currency, expense
expense type,
type, aa
justification,
justification, and
and indicate
indicate whether
whether the
the original
original
receipt is missing.
receipt is missing.
•• You
You can
can import
import corporate
corporate credit
credit card
card charges
charges ifif
your
your system
systemadministrator
administrator has
has implemented
implemented thethe
feature.
feature.
®

Creating an Expense Report Using a Standard Web
Browser
Creating
Creating an
an Expense Report
Report
Using
Using a
a Standard
Standard Web Browser
To
To complete
complete an an expense
expense report:
report:
•• When
When you you have
have finished
finished entering
entering expenses,
expenses, click
click
the
the Next
Next button.
button. Internet
Internet Expenses
Expenses validates
validates the
the
information in your report.
information in your report.
•• IfIf the
the expense
expense report
report passes
passes validation,
validation, you
you can
can
review
review thethe information
information in in the
the Review
Review page,
page, then
then
submit
submit forfor approval.
approval.
•• IfIf the
the expense
expense report
report fails
fails validation,
validation, you
you can
can
correct any errors, then click Next to revalidate.
correct any errors, then click Next to revalidate.

Disconnected Expense Reporting Process
Disconnected
Expense Reporting
Reporting
Process
Process
The
The expense
expense spreadsheet
spreadsheet template:
template:
•• Is
Is anan Excel
Excel spreadsheet
spreadsheet that
that employees
employees download
download
from
from the Internet Expenses main menu
the Internet Expenses main menu and
and use
use to
to
enter expenses when away from
enter expenses when away from the office. the office.
•• ItIt contains
contains thethe same
same fields
fields as
as your
your Internet
Internet
Expenses
Expenses implementation.
implementation. If If aa field
field exists
exists and
and is
is
required
required in in Internet
Internet Expenses,
Expenses, it it must
must also
also exist
exist
and
and be be required
required inin the
the spreadsheet.
spreadsheet.
•• Employees
Employees must use Microsoft Excel
must use Microsoft Excel 5.0
5.0 or
or higher
higher
to enter expenses in the spreadsheet.
to enter expenses in the spreadsheet.

Disconnected
Expense Reporting
Reporting
Process
Process
•• The
The expense
expense spreadsheet
spreadsheet template
template supports:
supports:
–– Descriptive
Descriptive flexfields
flexfields
–– Project-related
Project-related information
information

Disconnected
Expense Reporting
Reporting
Process
Process
To
To create
create an
an expense
expense report:
report:
•• Choose
Choose Download
Download ExpenseExpense Spreadsheet
Spreadsheet from
from
Internet
Internet Expenses
Expenses main main menu.
menu.
•• Save
Save the
the file
file to
to aa local
local directory.
directory.
•• Enter
Enter expenses in the spreadsheet, then
expenses in the spreadsheet, then save
save your
your
work.
work.
•• The
The expense
expense report
report does
does not
not have
have to
to be
be complete
complete
to
to upload
upload itit to
to Internet
Internet Expenses.
Expenses.

Disconnected
Expense Reporting
Reporting
Process
Process
To
To upload
upload an an expense
expense report:
report:
•• Log
Log inin to
to Internet
Internet Expenses
Expenses using
using Web Web browser,
browser,
then
then choose
choose Upload
Upload Expense
Expense Spreadsheet.
Spreadsheet.
•• Paste
Paste the
the contents
contents of of your
your spreadsheet
spreadsheet in in Internet
Internet
Expenses.
Expenses.
•• Click
Click Next
Next to
to validate
validate the
the report.
report. IfIf it
it fails
fails
validation,
validation, youyou can:
can:
–– Fix
Fix any
any errors
errors inin the
the spreadsheet
spreadsheet and and then
then re-
re-
upload it to Internet Expenses.
upload it to Internet Expenses.
or
or
–– Click
Click Continue
Continue to to upload
upload the
the report
report andand fix
fix the
the
errors
errors later
later in
in Internet
Internet Expenses.
Expenses.
®

Disconnected
Expense Reporting
Reporting
Process
Process
•• After
After uploading
uploading the
the report
report to
to Internet
Internet Expenses,
Expenses,
you
you can
can use
use the
the New
New Expense
Expense Report
Report page
page to:
to:
–– Add
Add receipts
receipts
–– Import
Import corporate
corporate credit
credit card
card charges
charges
–– Modify existing information
Modify existing information
–– Save
Save the
the report
report and
and finish
finish it
it later
later
–– Submit
Submit the
the report
report for
for approval
approval

Review Question
Review
Review Question
Question
When
When would
would you
you use
use the
the disconnected
disconnected expense
expense
reporting method?
reporting method?
1.
1. When
When some
some original
original receipts
receipts are
are missing.
missing.
2.
2. When
When access
access to
to the
the corporate
corporate intranet
intranet is
is
unavailable.
unavailable.
3.
3. When
When II need
need to
to enter
enter foreign
foreign currency
currency receipts.
receipts.

Answer
Answer to
to Review
Review Question
Question
When
When would
would you
you use
use the
the disconnected
expense
reporting method?
reporting method?
1.
1. When
When some
some original
original receipts
receipts are
are missing.
missing.
2.
2. When
When access
access to
to the
the corporate
corporate intranet
intranet is
is
unavailable.
unavailable.
3.
3. When
When II need
need to
to enter
enter foreign
foreign currency
currency receipts.
receipts.

Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting
Reporting Process
Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables Invoice Import Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Credit Cards
Credit
Credit Cards
Cards
Your Company and Credit Employees Use Corporate Credit Card Issuer
Card Issuer Create an Credit Cards for Expenses Receives Data
Agreement
Employee Imports Data Import and Load Credit Card

Into Expense Report Data to Company Database
®

Credit Cards
Credit
Credit Cards
Cards
•• The
The credit
credit card
card issuer
issuer periodically
periodically sends
sends
corporate
corporate credit
credit card
card charges
charges to
to your
your organization
organization
via
via electronic
electronic data
data file.
file.
•• An
An employee
employee imports
imports business
business charges
charges directly
directly
into
into an
an expense
expense report.
report.
•• Internet
InternetExpenses
Expenses supports:
supports:
–– American
American Express
Express
–– Diner’s
Diner’s Club
Club
–– US
USBank
Bank Visa
Visa
–– GE
GE Capital
Capital MasterCard
MasterCard

Credit Cards
Credit
Credit Cards
Cards
•• You
You can
can choose
choose from
from the
the following
following payment
payment and
and
reimbursement
reimbursement policies:
policies:
–– Employee
Employee Pays
Pays
–– Company
Company Pays
Pays
–– Employee
Employee and
and company
company both
both pay
pay

Demonstration
Demonstration
Demonstration
In
In Internet
Internet Expenses
Expenses wewe will
will demonstrate
demonstrate howhowto:
to:
•• Create
Create aa new
new expense
expense report
report using
using the
the
disconnected
disconnected expense reporting method and
expense reporting method and then
then
upload the expense report to Internet Expenses.
upload the expense report to Internet Expenses.
•• Import
Import charges
charges from
fromaa corporate
corporate credit
credit card
card and
and
then
then submit
submit the
the expense
expense report
report for
for approval.
approval.

Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting Process
Reporting Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Oracle Projects Integration
Oracle
Oracle Projects
Integration
•• IfIf Oracle
Oracle Projects
Projects is
is also
also implemented,
implemented, employees
employees
can
can enter
enter project-related
project-related information
information when
when
creating
creating anan expense
expense report.
report.
•• Employee
Employee mustmust use
use aa project-related
project-related expense
expense
report template when entering expenses.
report template when entering expenses.
•• Employees
Employees can can use
use the
the View
ViewProjects
Projects and
and Tasks
Tasks
option
option onon the
the Internet
Internet Expenses
Expenses main
main menu
menu to
to see
see
to
to which
which projects
projects and
and tasks
tasks they
they are
are assigned
assigned in
in
Oracle
Oracle Projects.
Projects.

Oracle Projects Integration
Oracle
Oracle Projects
Integration
•• Employees
Employees enter
enter aa unique
unique project
project and
and task
task for
for
each
each expense
expense item.
item.
•• When
When the
the expense
expense report
report is
is submitted,
submitted, each
each
project-related
project-related expense itemis
expense item is assigned
assigned to
to an
an
expense account in Oracle Projects.
expense account in Oracle Projects.
For more information, see Oracle Projects in chapter 2 of the Self-Service

Expenses Implementation Guide, Release 11i.

Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting Process
Reporting Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Internet Expenses Workflows
Internet
Internet Expenses
Expenses Workflows
Workflows
•• There
There are
are two
two Internet
Internet Expenses
Expenses workflows:
workflows:
–– AP
APExpense
Expense Report
Report workflow
workflow
–– AP
APCredit
Credit Card
Card workflow
workflow
•• The
The AP
AP Expense
Expense Report
Report Workflow:
Workflow:
–– Is
Is initiated
initiated when
when employee
employee submits
submits an an
expense
expense report for approval in
report for approval in Internet
Internet
Expenses
Expenses
–– Ensures
Ensures that
that reports
reports comply
comply with
with company
company
policy
policy
–– Routes
Routes request
request to
to managers
managers and
and (if
(if required)
required)
the
the accounts payable department for
accounts payable department for approval
approval
–– Consists of several workflow processes
Consists of several workflow processes
®

AP Expense Report Workflow Processes
AP
AP Expense
Expense Report
Report Workflow
Workflow Processes
Processes
•• Server
Server Side
Side Validation
Validation Process:
Process:
–– Ensures
Ensures that
that expense
expense report
report does
does not
not violate
violate
corporate
corporate policy
policy
–– Populates
Populates Oracle
Oracle Payables
Payables tables
tables for
for Payables
Payables
Invoice Import program
Invoice Import program
•• Manager
Manager (Spending)
(Spending) Approval
Approval Process:
Process:
–– Checks
Checks the
the level
level of
of manager
manager involvement,
involvement,
which
which include Manager Approval, Manager
include Manager Approval, Manager
Notification,
Notification, or
or No
No Manager
Manager Involvement
Involvement
–– You
You define
define this
this process
process when
when setting
setting up
up
Internet
Internet Expenses
Expenses

AP
AP Expense
Expense Report
Report Workflow
Workflow Processes
Processes
•• AP
APApproval
Approval Process:
Process:
–– Checks
Checks whether accounts
whether accounts payable
payable department
department
must
must manually
manually review
review and
and approve
approve the
the
expense
expense report
report
–– AP
APdepartment
department can
can adjust
adjust (short
(short pay)
pay) the
the
expense
expense report
report if
if receipts
receipts are
are missing
missing or
or report
report
contains policy violation(s)
contains policy violation(s)
•• Shortpay
Shortpay Unverified
Unverified Receipt
Receipt Items
Items Process:
Process:
–– Initiated
Initiated only
only if
if report
report is
is short
short paid
paid
–– Notifies
Notifies employee
employee via
via email
email
–– Creates
Creates new
new expense
expense report
report containing
containing short
short
paid
paid line(s)
line(s)
®
An expense report might be short paid if expense items that require original
receipts are missing or if there was some other company policy violation. Notifies
the employee that the report will be short paid, so they know they will receive less
than they requested in their expense report.

AP
AP Expense
Expense Report
Report Workflow
Workflow Processes
Processes
•• Bothpay
Bothpay Process
Process -- This
This process
process is
is initiated
initiated only
only if:
if:
–– The
The expense
expense report
report contains
contains corporate
corporate credit
credit
card
card charges.
charges.
and
and
–– The
The employee
employee and and the
the company
company are are both
both
responsible
responsible for
for paying
paying the
the credit
credit card
card issuer.
issuer.
•• IfIf expense
expense report
report contains
contains both
both cash
cash (out
(out of
of
pocket)
pocket) and
and credit
credit card
card expenses,
expenses, workflow:
workflow:
–– Creates
Creates aa separate
separate report
report for
for the
the credit
credit card
card
charges
charges
–– Notifies
Notifies the
the employee
employee viavia email
email

AP
AP Expense
Expense Report
Report Workflow
Workflow Processes
Processes
•• Rejection
Rejection Process:
Process:
–– Is
Is initiated
initiated when
when the
the report
report is
is rejected
rejected byby the
the
employee’s manager (or specified
employee’s manager (or specified approver).approver).
–– IfIf the
the report
report was
was previously
previously approved
approved by by the
the
Accounts
Accounts Payable
Payable department,
department, thethe process
process
notifies
notifies thethe accounts
accounts payable
payable department.
department.
–– The
The process
process notifies
notifies the
the employee,
employee, then
then waits
waits
for the expense report to be resubmitted.
for the expense report to be resubmitted.
–– When
When the the report
report is
is resubmitted,
resubmitted, thethe workflow
workflow
begins
begins again.
again.
–– IfIf the
the expense
expense report
report is
is not
not resubmitted
resubmitted within
within
the
the specified time, workflow deletes it fromthe
specified time, workflow deletes it from the
Oracle
Oracle Payables
Payables interface
interface tables.
tables.
®
For more information about the AP Expense Report Workflow, refer to chapter 5
in the Self-Service Expenses Implementation Guide, Release 11i.

AP Credit Card Workflow
AP
AP Credit
Credit Card Workflow
Workflow
•• The
The APAP Credit
Credit Card
Card workflow:
workflow:
–– Sends
Sends notifications
notifications to
to employees
employees and
and
managers
managers about
about outstanding
outstanding corporate
corporate card
card
charges
charges
–– Is
Is initiated
initiated when:
when:
–– Payment
Payment is
is created
created in
in Oracle
Oracle Payables
Payables for
for
corporate
corporate credit
credit card
card charges
charges
or
or
–– The
The Oracle
Oracle Payables
Payables Credit
Credit Card
Card
Outstanding
Outstanding Charges
Charges report
report is
is run
run with
with
Send Notifications set to Yes
Send Notifications set to Yes

Review Question
Review
Review Question
Question
What
What is
is the
the role
role of
of the
the AP
AP Expense
Expense Report
Report workflow?
workflow?
1.
1. It
It converts
converts expense
expense reports
reports into
into Oracle
Oracle Payables
Payables
invoices.
invoices.
2.
2. It
It imports
imports credit
credit card
card charges
charges into
into an
an expense
expense
report.
report.
3.
3. It
It validates
validates expense
expense report
report information,
information, routes
routes
reports
reports for approval, and sends notifications
for approval, and sends notifications via
via
email.
email.

Answer
Answer to
to Review
Review Question
Question
What
What is
is the
the role
role of
of the
the AP
AP Expense
Expense Report
Report workflow?
workflow?
1.
1. It
It converts
converts expense
expense reports
reports into
into Oracle
Oracle Payables
Payables
invoices.
invoices.
2.
2. It
It imports
imports credit
credit card
card charges
charges into
into an
an expense
expense
report.
report.
3.
3. It
It validates
validates expense
expense report
report information,
information, routes
routes
reports
reports for
for approval,
approval, and
and sends
sends notifications
notifications via
via
email.
email.

Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting
Reporting Process
Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Converts
Converts expense
expense reports
reports created
created in
in the
the following
following
applications
applications into
into Payables
Payables invoices:
invoices:
–– Payables
Payables
–– Internet
Internet Expenses
Expenses
–– Oracle Projects
Oracle Projects
–– Other
Other accounting
accounting systems
systems
•• Verifies
Verifies that
that all
all required
required information
information inin the
the
expense
expense report
report is
is provided
provided andand is
is valid.
valid.
•• An
An expense
expense report
report must
must be be approved
approved byby the
the
employee’s
employee’s manager
manager and and the
the accounts
accounts payable
payable
department
department before
before itit can
can be
be converted
converted into
into an
an
invoice.
invoice.

Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Reports
Reports that
that fail
fail import
import appear
appear in
in the
the Oracle
Oracle
Payables
Payables Invoice
Invoice Import
Import Exceptions
Exceptions Report.
Report.
•• The
The accounts
accounts payable
payable department
department modifies
modifies data
data in
in
the
the Payables
Payables Expense
Expense Report
Report window
window and
and then
then re-
re-
imports
imports the
the report.
report.
•• Payment
Payment isis created
created inin Oracle
Oracle Payables,
Payables, then:
then:
–– A
A notification
notification is
is sent
sent to
to the
the employee.
employee.
–– Payment
Payment is is sent
sent to
to the
the employee
employee via
via check
check or
or
direct deposit.
direct deposit.
For more information, see Payables Invoice Import Program in the Oracle
Payables User’s Guide, Release 11i.
(Help) Oracle Financial Applications > Oracle Payables > Invoices > Payables
Invoice Import Program > Payables Invoice Import Program

Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting Process
Reporting Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Customizing Internet Expenses
Customizing
Internet Expenses
Expenses
•• The
The Web
Web Applications
Applications Dictionary
Dictionary is
is aa “data
“data
dictionary” you can use to modify:
dictionary” you can use to modify:
–– Internet
Internet Expenses
Expenses buttons,
buttons, fields,
fields, items
items on
on the
the
main
main menu,
menu, toolbar
toolbar icons,
icons, and
and lists
lists of
of values
values
–– Field
Field prompts,
prompts, display
display order,
order, and
and whether
whether aa
field
field appears
appears in
in aa page
page
•• Internet
Internet Expenses
Expenses Online
Online Help:
Help:
–– Predefined
Predefined HTML
HTML files
files that
that describe
describe most
most
Internet
Internet Expenses
Expenses tasks,
tasks, concepts,
concepts, andand terms.
terms.
–– The
The help
help files
files can
can be
be modified
modified using
using aa text
text
editor
editor or
or an
an HTML
HTML editor
editor if,
if, for
for example,
example, you
you
want to add company-specific information.
want to add company-specific information.
For more information about modifying the Web Applications Dictionary, refer to
- Chapter 2 in the Self-Service Expenses Implementation Guide, Release 11i.
- Oracle Self-Service Web Applications Implementation Manual, Release 11i.
For more information about modifying the Internet Expenses online help, refer to
chapter 2 in the Self-Service Expenses Implementation Guide, Release 11i.

Customizing Internet Expenses
Customizing
Internet Expenses
Expenses
•• Use
Use Client
Client Extensions
Extensions toto implement
implement and
and automate
automate
company-specific
company-specific business
business rules.
rules. The
The Internet
Internet
Expenses
Expenses extensions
extensions include:
include:
–– Authority
Authority Verification
Verification
–– Accounts
Accounts Payable
Payable Involvement
Involvement
–– Default
Default Cost
Cost Center
Center
–– Calculate
Calculate Amount
Amount
–– Cost
Cost Center
CenterValidation
Validation
–– Find
Find Approver
Approver
–– Flexfield
Flexfield Default
Default
–– Flexfield
Flexfield Validation
Validation
–– Management
Management Involvement
Involvement
–– Populate
Populate Poplist
Poplist ®
For more information about the Client Extensions, refer to chapter 3 in the Self-
Service Expenses Implementation Guide, Release 11i.

Agenda
Agenda
Agenda
•• Overview
Internet Expenses
Expenses and
and the
the Expense
Expense
Reporting Process
Reporting Process
•• Expense
Expense Reporting
Reporting Methods
Methods
•• Credit
Credit Cards
Cards
•• Oracle
Oracle Projects
Integration
•• Internet
Internet Expenses
Expenses Workflow
Workflow Processes
Processes
•• Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Customizing
Internet Expenses
Expenses
•• Additional
Additional Internet
Internet Expenses
Expenses Features
Features

Additional Internet Expenses Features
Additional
Additional Internet
Internet Expenses
Expenses Features
Features
•• Authorized
Authorized Delegate
Delegate -- An
An employee
employee whowho can
can enter
enter
expenses for one or more other employees.
expenses for one or more other employees.
•• Overriding
Overriding Approver
Approver -- Employees
Employees cancan send
send anan
expense
expense report
report to
to someone
someone other
other than
than their
their
manager.
manager.
•• Refunds
Refunds -- Employees
Employees cancan enter
enter negative
negative receipts,
receipts,
for
for example, to report the refund of
example, to report the refund of aa previously
previously
reimbursed
reimbursed expense.
expense.

Additional
Additional Internet
Internet Expenses
Expenses Features
Features
•• Employees
Employees cancan save
save an
an expense
expense report
report as
as aa work-
work-
in-progress
in-progress toto finish
finish and
and submit
submit forfor approval
approval later.
later.
•• You
You can
can optionally
optionally require
require aa justification
justification and
and anan
original receipt for specific expense items.
original receipt for specific expense items.
•• Employees
Employees cancan create
create expense
expense groups
groups to to display
display
expenses
expenses inin specific
specific categories
categories in in the
the Internet
Internet
Expenses
Expenses Final
Final Review
Review page.
page.

Additional
Additional Internet
Internet Expenses
Expenses Features
Features
•• Multiple
Multiple Day
Day Receipts:
Receipts: Expenses
Expenses that
that span
span more
more
than
than one day, such as a hotel bill or a rental car
one day, such as a hotel bill or a rental car
•• Original
Original Receipts:
Receipts: Depending
Depending onon corporate
corporate policy,
policy,
they
they may
may be
be required
required with
with each
each expense.
expense.
•• Expense
Expense Report
Report Templates:
Templates:
–– Are
Are defined
defined inin Oracle
Oracle Payables
Payables and
and assigned
assigned
at the expense report level in Internet
at the expense report level in Internet
Expenses
Expenses
–– Provide
Provide aa list
list of
of default
default expense
expense items
items
(Expense
(Expense Types)
Types)
–– Control
Control whether
whether justification
justification and
and original
original
receipts
receipts are required for expense items
are required for expense items
®

Additional
Additional Internet
Internet Expenses
Expenses Features
Features
•• Itemize
Itemize Receipts:
Receipts: You
You can
can break
break down
down aa single
single
expense
expense into
into separate
separate lines
lines and
and classify
classify each
each as
as
reimbursable or non-reimbursable
reimbursable or non-reimbursable for morefor more
detailed
detailed expense
expense reporting.
reporting.
•• Calculator:
Calculator: A A calculator
calculator is
is available
available from
fromthe the
Receipt
Receipt Itemization
Itemization page
page to
to ensure
ensure accuracy
accuracy of of
expense
expense items.
items.
•• Details
Details page:
page: Use
Use this
this page
page to
to enter
enter additional
additional
receipt information about expenses.
receipt information about expenses.
•• Integration
Integration with
with Oracle
Oracle Human
Human Resources
Resources (HRMS):
(HRMS):
Information
Information isis automatically
automatically updated
updated in in Internet
Internet
Expenses
Expenses when
when employee
employee data
data is
is added
added or or
modified
modified inin Oracle
Oracle HRMS.
HRMS.
®

Additional
Additional Internet
Internet Expenses
Expenses Features
Features
Internet
Internet Expenses
Expenses supports:
supports:
•• The
The euro:
euro: You
You cancan set
set up
up Internet
Internet Expenses
Expenses to to use
use
euro
euro as
as the
the functional
functional currency
currency and
and specify
specify euro
euro
as
as the
the receipt
receipt currency,
currency, reimbursement
reimbursement currency,
currency,
or both.
or both.
•• Foreign
Foreign Currency
Currency Receipts:
Receipts: Employees
Employees cancan enter
enter
expenses
expenses inin any
any currency
currency defined
defined in
in your
your system,
system,
regardless
regardless ofof your
your company’s
company’s functional
functional currency.
currency.
•• Multiple
Multiple Reimbursement
Reimbursement Currencies:
Currencies: Employees
Employees
can
can request reimbursement in a currency other
request reimbursement in a currency other
than
than the
the company’s
company’s functional
functional currency.
currency.
For more information about using the euro as your functional currency, see Euro
as Functional Currency.

Additional
Additional Internet
Internet Expenses
Expenses Features
Features
From
Fromthethe Internet
Internet Expenses
Expenses Main
Main Menu:
Menu:
•• Modify
Modify Expense
Expense Reports:
Reports: Open
Open and
and make
make changes
changes
to
to aa saved
saved oror rejected
rejected expense
expense report.
report.
•• View
View Expense
Expense Report
Report History:
History: Review
Review previously
previously
submitted
submitted reports and details of payments
reports and details of payments or or
adjustment
adjustment reasons.
reasons.
•• View
View Projects
Projects andand Tasks:
Tasks: Download
Download aa list
list of
of valid
valid
projects
projects and
and tasks
tasks defined
defined and
and assigned
assigned to to an
an
employee
employee in in Oracle
Oracle Projects.
Projects.
For more information about these additional features of Internet Expenses, refer to
chapter 1 in the Self-Service Expenses Implementation Guide, Release 11i.

Review Question
Review
Review Question
Question
What
What are
are some
some of
of the
the ways
ways you
you can
can modify
modify the
the
appearance
appearance and
and functionality
functionality of
of Internet
Internet Expenses?
Expenses?
1.
1. By
By using
using the
the Web
Web Applications
Dictionary and
and
Internet Expenses Client Extensions.
2.
2. You
You can
can only
only modify
modify the
the Expense
Spreadsheet.
3.
3. You
You can
can use
use the
the Expense
Expense Report
Report Workflow
Workflow to
to set
set
up
up Internet
Internet Expenses
Expenses to
to import
import corporate
corporate credit
credit
card
card charges.
charges.

Answer
Answer to
to Review
Review Question
Question
What
What are
are some
some of
of the
the ways
ways you
you can
can modify
modify the
the
appearance
appearance and
and functionality
functionality of
of Internet
Internet Expenses?
Expenses?
1.
1. By
By using
using the
the Web
Web Applications
Dictionary and
and
2.
2. You
You can
can only
only modify
modify the
the Expense
Spreadsheet.
3.
3. You
You can
can use
use the
the Expense
Expense Report
Report Workflow
Workflow to
to set
set
up
up Internet
Internet Expenses
Expenses to
to import
import corporate
corporate credit
credit
card
card charges.
charges.

Review Question
Review
Review Question
Question
How
Howdodo you
you resubmit
resubmit aa rejected
rejected expense
expense report
report in
in
Internet Expenses?
Internet Expenses?
1.
1. You
You can’t.
can’t. You
You have
have to
to create
create aa new
newreport.
report.
2.
2. Use
Use the
the View
View Expense
Expense Report
Report History
History option.
option.
3.
3. Use
Use the
the Modify
Modify Expense
Expense Report
Report option
option on
on the
the
main
main menu.
menu.

Answer
Answer to
to Review
Review Question
Question
How
Howdodo you
you resubmit
resubmit aa rejected
rejected expense
expense report
report in
in
Internet Expenses?
Internet Expenses?
1.
1. You
You can’t.
can’t. You
You have
have to
to create
create aa new
newreport.
report.
2.
2. Use
Use the
the View
View Expense
Expense Report
Report History
History option.
option.
3.
3. Use
Use the
the Modify
Modify Expense
Expense Report
Report option
option on
on the
the
main
main menu.
menu.

Summary
Summary
Summary
You
You should
should now
now bebe able
able to:
to:
•• Describe
Describe the
the Internet
Internet Expenses
Expenses expense
expense reporting
reporting
process
process
•• Create
Create expense
expense reports
reports using
using the
the standard
standard and
and
disconnected
expense reporting
reporting methods
methods
•• Explain
Explain how
how the
the AP
APExpense
Expense Report
Report workflow
workflow
routes
routes expense
expense reports
reports for
forapproval
approval
•• Describe
Describe the
the additional
additional features
features of
of Internet
Internet
Expenses
Expenses

Entering and Processing
Employee Expense Reports
Chapter 12
Entering and Processing Employee Expense Reports

Chapter 12 - Page 1
Entering
Entering and
and Processing
Processing Employee
Employee
Expense Reports
Expense Reports
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 12 - Page 2
Online Help
Online
Online Help
Help
•• Use
Use the
the Payables
Payables online
online help
help for
for detailed
detailed
explanations
explanations of how to use the product,
of how to use the product, including:
including:
–– product
product functionality
functionality
–– field
field references
references
–– explanations
explanations of of the
the user
userinterface
interface
•• To
To search
search for
for information
information in in the
the online
online help,
help, you
you
can
can either
either use
use the
the expandable
expandable menu
menu toto search
search for
for
topics
topics in
in the
the menu
menu structure
structure wewe provide,
provide, or
oruse
use the
the
Search
Search feature
feature to to search
search for
for words
words oror phrases.
phrases.

Chapter 12 - Page 3
Online Help
Online
Online Help
Help
To
To view
viewthe
the online
online help:
help:
1.
1. Log
Log in
in to
to Payables.
Payables.
2.
2. Select
Select Help—>Window
Help—>WindowHelp Help from
fromthe
the menu
menu bar,
bar, or
or
click
click on
on question
question mark
mark icon.
icon. The
The contents
contents page
page of
of
the
the Oracle
Oracle Applications
Applications Help
Help appears
appears in
in aa separate
separate
browser
browser window.
window.
3.
3. Click
Click aa topic
topic to
to view
viewdetailed
detailed information.
information.

Chapter 12 - Page 4
Objectives
Objectives
Objectives
After
After this
this course
course you
you should
should be
be able
able to:
to:
•• Describe
Describe how
how to
to enter
enter expense
expense reports
reports in
in Oracle
Oracle
Payables
Payables
•• Place
Place holds
holds on
on expense
expense reports
reports
•• Apply
Apply advances
advances to
to expense
expense reports
reports
•• Review,
Review, modify,
modify, and
and approve
approve expense
expense reports
reports in
in
the Expense Reports window
the Expense Reports window
•• Use
Use the
the Payables
Payables Invoice
Invoice Import
Import program
programto to
convert
convert expense reports into Payables invoices
expense reports into Payables invoices

Chapter 12 - Page 5
Agenda
Agenda
Agenda
•• Overview
Overviewofof the
the expense
expense reporting
reporting process
process
•• Entering
Entering an
an expense
expense report
report
•• Applying
Applying aa hold
hold to
to an
an expense
expense report
report
•• Applying
Applying an
an advance
advance against
against an
an expense
expense report
report
•• Reviewing,
Reviewing, modifying,
modifying, and
and approving
approving expense
expense
reports
reports
•• Converting
Converting expense
expense reports
reports into
into invoices
invoices using
using
the
the Payables
Payables Invoice
Invoice Import
Import program
program

Chapter 12 - Page 6
Agenda
Agenda
Agenda
•• Overview
Overviewofof the
the expense
expense reporting
reporting process
process
•• Entering
Entering an
an expense
expense report
report
•• Applying
Applying aa hold
hold to
to an
an expense
expense report
report
•• Applying
Applying an
an advance
advance against
against an
an expense
expense report
report
•• Reviewing,
Reviewing, modify,
modify, and
and approve
approve expense
expense reports
reports
•• Converting
Converting expense
expense reports
reports into
into invoices
invoices using
using
the Payables Invoice Import program
the Payables Invoice Import program

Chapter 12 - Page 7
Overview of the Expense Reporting Process
Overview
Overview of the
the Expense
Expense Reporting
Reporting
Process
Process
Enter Expense
Report
Review, Modify, and

Approve Expense Submit Payables
Report Invoice Import to
Convert Expense
Report into Invoice
Create Payment

Chapter 12 - Page 8
Overview
Overview
Overview
Setting
Setting Up
Up Oracle
Oracle Payables
Payables to
to Enter
Enter Expense
Expense Reports
Reports
Enter employees and Define employee as a Define expense report

locations supplier templates

Chapter 12 - Page 9
Overview
Overview
Overview
•• Employees
Employees can
can enter
enter their
their own
own expense
expense reports
reports in
in
–– Oracle
Oracle Payables
Payables
–– Oracle
Oracle Projects
Projects
–– Internet
Internet Expenses
Expenses
•• The
The accounts
accounts payable
payable department
department enters
enters expense
expense
reports
reports in
in the
the Expense
Expense Reports
Reports window
windowin in
Payables.
Payables.
•• You
You can
can enter
enter value
value added
added tax
tax (VAT)
(VAT) information
information
including
including the
the merchant
merchant name,
name, document
document number,
number,
and
and aa merchant
merchant tax
tax registration
registration number.
number.
•• If
If your
your system
systemis is set
set up
up to
to use
use multiple
multiple currencies,
currencies,
you
you can
can enter
enter expense
expense reports
reports inin foreign
foreign
currencies.
currencies. The
The currency
currency you
you specify
specify isis the
the
currency in which the invoice will be
currency in which the invoice will be paid. paid.
®

Overview
Overview
Overview
•• The
The accounts
accounts payable
payable department
department also
also uses
uses the
the
Expense Reports window to review and
Expense Reports window to review and modify modify
expense
expense reports
reports created
created in
in Internet
Internet Expenses.
Expenses.
•• Expense
Expense reports
reports created
created in
in Oracle
Oracle Projects
Projects must
must
be
be modified
modified in
in the
the Oracle
Oracle Projects
Projects Expense
Expense
Reports
Reports window.
window.
•• When
When reviewing
reviewing anan expense
expense report,
report, you
you can:
can:
–– Prevent
Prevent the expense report from being paid
the expense report from being paid by
by
applying
applying aa hold
hold
–– Apply
Apply an
an advance
advance
–– Check
Check the
the Receipt
Receipt Verified
Verified check
check box
box
–– Adjust
Adjust or
or shortpay
shortpay an
an expense
expense item
item
®

Overview
Overview
Overview
•• You
You approve
approve an
an expense
expense report
report by
by checking
checking thethe
Reviewed
Reviewed byby Payables
Payables check
check box.
box.
•• Once
Once approved,
approved, anan expense
expense report
report must
must be be
converted
converted into a Payables invoice so aa payment
into a Payables invoice so payment
can
can be
be created.
created.
•• The
The Payables
Payables Invoice
Invoice Import
Import program
programconverts
converts
expense
expense reports
reports created
created in in Payables,
Payables, Internet
Internet
Expenses,
Expenses, and
and Oracle
Oracle Projects
Projects into
into invoices.
invoices.
•• Expense
Expense reports
reports that
that fail
fail validation
validation appear
appear inin the
the
Payables Invoice Import Exceptions
Payables Invoice Import Exceptions report. report.

Agenda
Agenda
Agenda
•• Overview
Overviewofof the
the expense
expense reporting
reporting process
process
•• Entering
Entering an
an expense
expense report
report
•• Applying
Applying aa hold
hold to
to an
an expense
expense report
report
•• Applying
Applying an
an advance
advance against
against an
an expense
expense report
report
•• Reviewing,
modifying, and
and approving
approving expense
expense
reports
reports
•• Converting
Converting expense
expense reports
reports into
into invoices
invoices using
using
the
the Payables
Payables Invoice
Invoice Import
Import program
program

Practice 1 Overview
Practice
Practice 1
1 Overview
Overview
In
In this
this practice
practice we
we will
will enter
enter aa new
newexpense
expense report
report in
in
the
the Expense
Expense Reports
Reports window.
window.

Practice 1
Practice
Practice 1
1
One
One of
of your
your employees
employees has
has just
just returned
returned from
fromaa
business
business trip
trip and
and completed
completed the
the following
following expense
expense
report.
report. Enter
Enter the
the expenses
expenses in
in Oracle
Oracle Payables.
Payables.
Practice 1 Solution:
(Help) Oracle Financial Applications > Oracle Payables > Invoices > Expense
Reports > Entering Expense Reports
1. Navigate to the Expense Report window.
(N) Invoices > Entry > Expense Reports
2. Enter the following information:
Employee Name: Black, Mr. Chris
Date: Today’s date
Invoice #: Today’s date-terminal ID (e.g. 01-JAN-2000-13)
Description: (enter a generic description)
Amount: $2185.35
3. Select the “Travel” expense report template and enter the
following items and amounts:
Airfare: $1805.78
Meals: $194.22
Car Rental: $185.35
Note: Choose the Employee Expense account alias for the
accounting flexfield information.
4. Save your work.

Agenda
Agenda
Agenda
•• Overview
Overviewofof the
the expense
expense reporting
reporting process
process
•• Entering
Entering an
an expense
expense report
report
•• Applying
Applying aa hold
hold to
to an
an expense
expense report
report
•• Applying
Applying an
an advance
advance against
against an
an expense
expense report
report
•• Reviewing,
modifying, and
and approving
approving expense
expense
reports
reports
•• Converting
Converting expense
expense reports
reports into
into invoices
invoices using
using
the
the Payables
Payables Invoice
Invoice Import
Import program
program

Holds
Holds
Holds
•• You
You apply
apply aa hold
hold to
to an
an expense
expense report
report to
to prevent
prevent itit
from being paid.
from being paid.
•• You
You define
define invoice
invoice hold
hold codes
codes in
in the
the Payables
Payables
Invoice
Invoice Approvals window. Examples of
Approvals window. Examples of hold
hold
reasons
reasons are:
are:
–– Expense
Expense report
report amount
amount exceeds
exceeds company
company
policy
policy
–– Requires
Requires approval
approval from
fromupper
upper management
management
–– Insufficient
Insufficient information
information
•• You
You can
can remove
remove aa hold
hold after
after the
the expense
expense report
report
has
has been
been converted
converted into
into an
an invoice.
invoice.
For more information about user-defined holds, see:

(Help) Oracle Financial Applications > Oracle Payables > Setup > Invoice
Approvals > Invoice Approvals
For more information about releasing holds, see:

(Help) Oracle Financial Applications > Oracle Payables > Invoices > Holds >
Releasing Holds > Releasing Holds

Demonstration
Demonstration
Demonstration
In
In Oracle
Oracle Payables
Payables we
we will
will demonstrate
demonstrate how
how to
to apply
apply
aa hold
hold to
to an
an expense
expense report.
report.
Expense Reports > Applying Holds to Expense Reports

Agenda
Agenda
Agenda
•• Overview
Overviewofof the
the expense
expense reporting
reporting process
process
•• Entering
Entering an
an expense
expense report
report
•• Applying
Applying aa hold
hold to
to an
an expense
expense report
report
•• Applying
Applying an
an advance
advance against
against an
an expense
expense report
report
•• Reviewing,
modifying, and
and approving
approving expense
expense
reports
reports
•• Converting
Converting expense
expense reports
reports into
into invoices
invoices using
using
the
the Payables
Payables Invoice
Invoice Import
Import program
program

Advances
Advances
Advances
•• An
An advance
advance is is aa prepayment
prepayment to to an
an employee
employee for
for
business expenses.
business expenses.
•• Applying
Applying an an advance
advance to to an
an expense
expense report
report reduces
reduces
the total reimbursement amount.
the total reimbursement amount.
•• You
You can
can apply
apply oneone or
or more
more advances
advances toto an
an
expense
expense report,
report, but
but you
you cannot
cannot apply
apply more
more than
than
the expense report total.
the expense report total.
•• To
To apply
apply advances
advances to to expense
expense reports,
reports, the
the Apply
Apply
Advances
Advances Payables option must be enabled during
Payables option must be enabled during
Payables
Payables setup.
setup.
Prepayments > Entering Prepayments

Demonstration
Demonstration
Demonstration
In
In Oracle
Oracle Payables
Payables we
we will
will demonstrate
demonstrate how
how to
to apply
apply
an
an advance
advance to
to an
an expense
expense report.
report.
Expense Reports > Applying Advances Against Expense Reports

Review Question
Review
Review Question
Question
You
You apply
apply an
an advance
advance against
against an
an expense
expense report
report to
to
prevent
prevent it
it from
frombeing
being paid.
paid.
A.
A. True
True
B.
B. False
False

Answer
Answer to
to Review
Review Question
Question
You
You apply
apply an
an advance
advance against
against an
an expense
expense report
report to
to
prevent
prevent it
it from
frombeing
being paid.
paid.
A.
A. True
True
B.
B. False
False

Agenda
Agenda
Agenda
•• Overview
Overviewofof the
the expense
expense reporting
reporting process
process
•• Entering
Entering an
an expense
expense report
report
•• Applying
Applying aa hold
hold to
to an
an expense
expense report
report
•• Applying
Applying an
an advance
advance against
against an
an expense
expense report
report
•• Reviewing,
modifying, and
and approving
approving expense
expense
reports
reports
•• Converting
Converting expense
expense reports
reports into
into invoices
invoices using
using
the
the Payables
Payables Invoice
Invoice Import
Import program
program

Reviewing and Modifying Expense Reports
Reviewing
Reviewing and
and Modifying
Modifying Expense
Expense
Reports
Reports
•• You
You review
review and
and modify
modify expense
expense reports
reports in
in the
the
Expense Reports window.
Expense Reports window.
•• Expense
Expense reports
reports created
created in
in Oracle
Oracle Projects
Projects must
must
be
be modified
modified in
in the
the Projects
Projects Expense
Expense Reports
Reports
window
window(but
(but you
you can
can apply
apply advances
advances and
and holds
holds to
to
these
these expense
expense reports
reports in
in Payables).
Payables).
•• After
After an
an expense
expense report
report has
has been
been successfully
successfully
imported
imported by the Payables Invoice Import
by the Payables Invoice Import program:
program:
–– You
You can
can view
viewthethe expense
expense report
report in
in the
the
Expense
Expense Reports
Reports window.
window.
–– You
You can
can view
viewthethe expense
expense report
report in
in the
the
Expense Reports window, but you
Expense Reports window, but you cannot cannot
modify
modify it.
it.
®

Reviewing, Modifying, and Approving Expense Reports
Reviewing,
Reviewing, Modifying,
Modifying, and
and Approving
Approving
Expense
Expense Reports
Reports
•• Indicate
Indicate that
that you
you have
have reviewed
reviewed receipts
receipts forfor
expense
expense items
items that
that require
require them
themby by checking
checking thethe
Receipt
Receipt Verified
Verified check
check box.
box.
•• You
You can
can adjust
adjust thethe reimbursable
reimbursable amount
amount ifif an
an
expense item is not reimbursable or if it
expense item is not reimbursable or if it violatesviolates
company
company policy.
policy.
•• Enter
Enter an
an adjustment
adjustment reason
reason and
and indicate
indicate whether
whether
the
the item
itemwill
will be
be short
short paid
paid due
due to
to aa policy
policy violation.
violation.

Reviewing, Modifying, and Approving Expense Reports
Reviewing,
Reviewing, Modifying,
Modifying, and
and Approving
Approving
Expense
Expense Reports
Reports
•• Check
Check thethe Reviewed
Reviewed by
by Payables
Payables check
check box
box when
when
review
review isis complete.
complete.
•• If
If the
the report
report was
was created
created in
in Internet
Internet Expenses,
Expenses,
restart
restart the AP Expense Report workflow
the AP Expense Report workflowbyby
submitting
submitting thethe Workflow
Workflow Background
Background Process
Process
from
fromthethe Submit
Submit Request
Request window.
window.

Demonstration
Demonstration
Demonstration
In
In Oracle
Oracle Payables
Payables we
we will
will review,
review, modify,
modify, and
and approve
approve
an expense report.
an expense report.
(Help) Invoices > Expense Reports > Modifying and Reviewing Existing
Expense Reports

Review Question
Review
Review Question
Question
You
You can
can use
use the
the Payables
Payables Expense
Expense Reports
Reports window
window
to:
to:
A.
A. Convert
Convert expense
expense reports
reports into
into invoices.
invoices.
B.
B. Review
Reviewanan expense
expense report
report to
to ensure
ensure that
that it
it does
does
not
not violate
violate company
company policy,
policy, and
and either
eitheradjust
adjust oror short
short
pay
pay expense
expense reports
reports as
as required.
required.
C.
C. Import
Import expense
expense reports
reports from
fromother
other systems
systems into
into
Payables.
Payables.

Answer
Answer to
to Review
Review Question
Question
You
You can
can use
use the
the Payables
Payables Expense
Expense Reports
Reports window
window
to:
to:
A.
A. Convert
Convert expense
expense reports
reports into
into invoices.
invoices.
B.
B. Review
Reviewanan expense
expense report
report to
to ensure
ensure that
that it
it does
does
not
not violate
violate company
company policy,
policy, and
and either
eitheradjust
adjust oror short
short
pay
pay expense
expense reports
reports as
as required.
required.
C.
C. Import
Import expense
expense reports
reports from
fromother
other systems
systems into
into
Payables.
Payables.

Agenda
Agenda
Agenda
•• Overview
Overviewofof the
the expense
expense reporting
reporting process
process
•• Entering
Entering an
an expense
expense report
report
•• Applying
Applying aa hold
hold to
to an
an expense
expense report
report
•• Applying
Applying an
an advance
advance against
against an
an expense
expense report
report
•• Reviewing,
modifying, and
and approving
approving expense
expense
reports
reports
•• Converting
Converting expense
expense reports
reports into
into invoices
invoices using
using
the
the Payables
Payables Invoice
Invoice Import
Import program
program

Payables
Payables Invoice
Invoice Import
Import Program
Program
Expense reports created in
Payables and Internet Expenses
and Projects
Payables Invoice Import

program
Payables invoices
Expense reports
created in external systems
®

Payables
Payables Invoice
Invoice Import
Import Program
Program
•• Converts
Converts expense
expense reports
reports from
fromthe
the following
following
sources into Payables invoices:
sources into Payables invoices:
–– Payables
Payables
–– Internet
Internet Expenses
Expenses
–– Oracle
Oracle Projects
Projects
–– Other
Other accounting
accounting systems
systems
•• The
The program
programverifies
verifies that
that allall required
required information
information
in
in the
the expense
expense report
report isis provided
provided andand is
is valid.
valid.
•• Expense
Expense reports
reports that
that fail
fail validation
validation are
are not
not
converted/imported
converted/imported andand appear
appear inin the
the Invoice
Invoice
Exceptions
Exceptions report.
report.
(Help) Invoices > Invoice Import Report > Invoice Import Report > Invoice
Import Exceptions Report

Demonstration
Demonstration
Demonstration
In
In Oracle
Oracle Payables
Payables we
we will
will demonstrate
demonstrate how
how to
to
convert
convert expense
expense reports
reports into
into Payables
Payables invoices.
invoices.
(Help) Financial Applications > Oracle Payables > Invoices > Payables
Invoice Import Program > Payables Invoice Import Program

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned how
howto:
to:
•• Enter
Enter expense
expense reports
reports in
in Oracle
Oracle Payables
Payables
•• Place
Place holds
holds on
on expense
expense reports
reports
•• Apply
Apply advances to expense reports
advances to expense reports
•• Review,
Review, modify,
modify, and
and approve
approve expense
expense reports
reports in
in
the
the Payables
Payables Expense
Expense Reports
Reports window
window
•• Use
Use the
the Payables
Payables Invoice
Invoice Import
Import program
programtoto


R11i Overview of Issuing
Payments
Chapter 13
R11i Overview of Issuing Payments

Chapter 13 - Page 1
R11i
R11i Overview
Overview of
of Issuing
Issuing Payments
Payments
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 13 - Page 2
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:
•• Describe
Describe the
the process
process of
of issuing
issuing payments
payments
•• Explain
Explain the
the key
key payments
payments concepts
concepts in
in Oracle
Oracle
Payables
Payables

Chapter 13 - Page 3
Agenda
Agenda
Agenda
•• Product
Product integration
integration
•• Overview
Overviewofof Oracle
Oracle Payables
Payables
•• Flow
Flow of
of default
default values
values
•• Overview
Overviewofof invoice
invoice payment
payment

Chapter 13 - 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 13 - 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
Oracle
Oracle Payables to track project costs,
Payables to track project costs, and
and
exports
exports expense
expense report
report information
information to to Oracle
Oracle
Payables.
Payables.
•• Oracle
Oracle Cash
Cash Management
Management reconciles
reconciles payments
payments
created
created in
in Oracle
Oracle Payables
Payables with
with your
your bank
bank
statements.
statements.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway transfers
transfers electronic
electronic
invoices
invoices to Oracle Payables and electronic
to Oracle Payables and electronic data
data
interchange
interchange (EDI)
(EDI) payments
payments out out of
of Oracle
Oracle
Payables.
Payables. ®

Chapter 13 - Page 6
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Property
Property Manager
Manager exports
exports lease
lease payment
payment
information
information toto Oracle
Oracle Payables
Payables where
where you
you can
can pay
pay
lease invoices.
lease invoices.
•• Oracle iExpenses lets
Oracle iExpenses lets employees
employees enter
enter their
their own
own
expense reports.
expense reports.
•• Oracle
Oracle Workflow
Workflow cancan 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 13 - Page 7
Oracle
Oracle Payables
Integration
•• Oracle
Oracle Assets
Assets and
and other
other fixed-asset
fixed-asset systems
systems
record
record Oracle
Oracle Payables
Payables invoice
invoice distributions
distributions for
for
asset purchases.
asset purchases.
•• Oracle
Oracle Purchasing
Purchasing and
and other
other purchasing
purchasing systems
systems
share
share purchase orders and supplier information
purchase orders and supplier information
with
with Oracle
Oracle Payables.
Payables.

Chapter 13 - Page 8
Overview of Oracle Payables
Overview
Overview of
of Oracle
Oracle Payables
Payables
Oracle
Oracle Payables
Payables isis 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 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 13 - Page 9
Five Major Processes
Five
Five Major
Major Processes
Processes
Oracle
Oracle Payables
Payables contains
contains five
five major
major processes:
processes:
•• Setting
Setting up
up suppliers
suppliers
•• Entering
Entering and
and approving
approving invoices
invoices
•• Paying
Paying invoices
invoices
•• Creating
Creating accounting
accounting entries
entries
•• Transferring
Transferring transaction
transaction data
data to
to the
the general
general
ledger
ledger

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

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

®

Review Question
Review
Review Question
Question
If
If aa default
default is
is set
set at
at the
the Payables
Payables Options
Options level
level in
in the
the
hierarchy, you can override the default at the
hierarchy, you can override the default at the invoice invoice
scheduled
scheduled payment
payment line line level.
level.
A.
A. True
True
B.
B. False
False

Answer
Answer to
to Review
Review Question
Question
If
If aa default
default is
is set
set at
at the
the Payables
Payables Options
Options level
level in
in the
the
hierarchy, you can override the default at the
hierarchy, you can override the default at the invoice invoice
payment
payment schedule
schedule line line level.
level.
A.
A. True
True
B.
B. False
False

Issuing Payments: Overview
Issuing
Issuing Payments:
Payments: Overview
Overview
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

Payment Features
Payment
Payment Features
Features
Oracle
Oracle Payables
Payables provides
provides aa variety
variety of
of features
features for
for
fast,
fast, controlled
controlled payment
payment processing.
processing. WithWith Oracle
Oracle
Payables,
Payables, you
you can:
can:
•• Use
Use different payment
different payment methods
methods to to disburse
disburse funds
funds
•• Ensure
Ensure that
that duplicate
duplicate invoice
invoice payments
payments never
never
occur
occur
•• Pay
Pay only
only invoices
invoices that
that are
are due,
due, and
and automatically
automatically
take
take the
the maximum
maximumdiscount
discount available
available
•• Automatically
Automatically create
create groups
groups of of payments
payments for
for
invoices
invoices that
that meet
meet the
the criteria
criteria you
you select
select

Payment Features
Payment
Payment Features
Features
•• Use
Use custom
custompayment
payment formats
formats
•• Choose
Choose from
fromdifferent
different payment
payment method
method options,
options,
including checks, electronic data interchange
including checks, electronic data interchange
(EDI),
(EDI), electronic
electronic funds
funds transfer
transfer (EFT),
(EFT), and
and wires
wires
•• Record
Record stop
stop payments
payments
•• Void
Void payments
payments
•• Review
Review payment
payment status
status and
and payment
payment information
information

Oracle Payables Payment Methods
Oracle
Oracle Payables
Payables Payment
Payment Methods
Methods
Payment
Method Definition
Check A printed paper remittance document that is
sent to a supplier
Clearing A record of payment for invoices transferred
from another entity within the company without
creating a payment document
Electronic An electronic funds transfer to a supplier’s bank
Wire A funds transfer initiated by contacting your
bank and requesting a wire payment to a
supplier’s bank

Future-Dated Payments
Future-Dated
Future-Dated Payments
Payments
•• Future-dated
Future-dated payments
payments (also
(also known
known asas bills
bills of
of
exchange
exchange or
or notes
notes payable)
payable) are
are payment
payment
documents
documents that
that instruct
instruct your
your bank
bank to
to disburse
disburse
funds
funds on a specific date—the maturity date.
on a specific date—the maturity date.
•• The
The difference
difference between
between future-dated
future-dated payments
payments and and
standard
standard payments
payments isis that
that on
on standard
standard payments
payments
the
the payment
payment date,
date, the
the creation
creation date,
date, and
and the
the date
date
when
when funds
funds are
are available
available are
are usually
usually all
all the
the same.
same.
(Help) Oracle Financial Applications > Oracle Payables > Payments >
Future Dated Payments > Future Dated Payments

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:
•• The
The Invoice
Invoice Workbench
Workbench
••The
The Payment
Payment Workbench
Workbench
You
You can
can create,
create, adjust,
adjust, and
and review
reviewpayments
payments in
in the
the
Payment
Payment Workbench.
Workbench.
(Help) Oracle Financial Applications > Oracle Payables > Overview >
The Payment Workbench

Using the Payment Workbench
Using
Using the
the Payment
Payment Workbench
Workbench
Payment
Overview
Find Find Find

Payment Batch
Sets Payment Batches Payments
Submit
Batch Set

The Payment Workbench: Payment Batch Sets
The
The Payment
Payment Workbench:
Workbench:
Payment
Payment Batch
Batch Sets
Sets
Payment
Payment Batch
Batch Sets
Sets
•• Find
Find Payment
Payment Batch
Batch Sets
Sets
•• Submit
Submit Batch
Batch Sets
Sets

The Payment Workbench: Payment Batches
The
The Payment
Payment Workbench:
Workbench:
Payment
Payment Batches
Batches
Payment
Payment Batches
Batches
•• Find
Find Payment
Payment Batches
Batches
•• Copy
Copy To
To
•• Payment
Payment Batch
Batch Actions
Actions
–– Modify
Modify Payment
Payment Batch
Batch
–– Confirm
ConfirmPayment
Payment Batch
Batch

The Payment Workbench: Payment Overview and
Payments
The
The Payment
Payment Workbench:
Workbench:
Payment
Payment Overview
Overview and
and Payments
Payments
Payment
Payment Overview
Overview
Payments
Payments
•• Find
Find Payments
Payments
•• Select
Select Invoices
Invoices
•• View
View Invoices
Invoices
•• Payment
Payment Actions
Actions

Demonstration
Demonstration
Demonstration
This
This demonstration
covers the
the Payment
Payment Workbench.
Workbench.
(N)

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
Payment Workbench?
Payment Workbench?
A.
A. Enter
Enter aa payment
payment
B.
B. Modify
Modify aa payment
payment
C.
C. Confirm
Confirmaa payment
payment batch
batch
D.
D. Modify
Modify aa payment
payment batch
batch
E.
E. All
All of
of the
the above
above

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
Payment Workbench?
Payment Workbench?
A.
A. Enter
Enter aa payment
payment
B.
B. Modify
Modify aa payment
payment
C.
C. Confirm
Confirmaa payment
payment batch
batch
D.
D. Modify
Modify aa payment
payment batch
batch
E.
E. All
All of
of the
the above
above

Manual Payments
Manual
Manual Payments
Payments
AA manual
manual payment
payment is
is aa payment
payment that
that is
is created
created
outside
outside of
of Oracle
Oracle Payables,
Payables, but
but which
which youyou record
record in
in
the Oracle Payables system. The following are
the Oracle Payables system. The following are two two
examples
examples ofof manual
manual payments:
payments:
•• Handwritten checks
Handwritten checks
•• Wire
Wire transfers
transfers
Single Payments > Recording Manual Payments and Wire Transfers

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to record
record aa manual
manual
payment.
payment.
(N)

Single Computer-Generated Payments
Single
Single Computer-Generated
Computer-Generated Payments
Payments
You
You can
can create
create aa single
single computer-generated
computer-generated payment
payment
(also
(also known
known asas aa Quick
Quick payment)
payment) to
to pay
pay aa supplier
supplier for
for
one or more invoices.
one or more invoices.
An
An electronic
electronic funds
funds transfer
transfer (EFT)
(EFT) is
is an
an example
example of of aa
single
single computer-generated
computer-generated payment.
payment.
Single Payments > Paying Invoices with Quick Payments

Paying Invoices from the Invoice Workbench
Paying
Paying Invoices
Invoices from
from the
the Invoice
Invoice
Workbench
Workbench
You
You can
can initiate
initiate payment
payment of of one
one or or more
more invoices
invoices by
by
selecting
selecting them
theminin the
the Invoices
Invoices window
windowand and
using
using the
the “Pay
“Pay in
in Full”
Full” option
option in
in the
the Invoice
Invoice Actions
Actions
window.
window. When you pay using this method, you
When you pay using this method, you can
can
generate
generate aa manual
manual payment
payment or or aa Quick
Quick payment.
payment.
Single Payments > Paying Invoices From the Invoice Workbench

Record Refunds
Record
Record Refunds
Refunds
•• Oracle
Oracle Payables
Payables offers
offers you
you aa standard
standard way
way to
to
record
record refunds
refunds received
received from
fromyour
your supplier.
supplier.
•• Refunds
Refunds are
are aa type
type of
of payment
payment that
that you
you enter
enter in
in
the Payment Workbench.
the Payment Workbench.
Refunds > Entering Refunds

Payment Batches
Payment
Payment Batches
Batches
Use
Use payment
payment batches
batches to
to create
create payments
payments for
for multiple
multiple
invoices
invoices that
that meet
meet selection
selection criteria
criteria you
you specify.
specify. In
In
addition to controlling which invoices Oracle
addition to controlling which invoices Oracle
Payables
Payables selects
selects for
for payment
payment inin the
the batch,
batch, you
you can
can
also set limits on payment amounts and
also set limits on payment amounts and decidedecide
whether
whether toto take
take applicable
applicable discounts.
discounts.
Payment Batches

Payment Batches: Overview of the Steps
Payment
Payment Batches:
Batches: Overview
Overview of
of the
the Steps
Steps
Select invoices
--------------------------
(Build payments)
Format
payments
Print checks or
create electronic
payments
Confirm
payments

Oracle e-Commerce Gateway Payments Overview
Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway
Payments
Payments Overview
Overview
Payments without Payments with
e-Commerce Gateway e-Commerce Gateway
Select invoices Select invoices
Build payments Build payments
EDI 820
Format payments
formats payments
Confirm payments Confirm payments

Payment Batch Sets
Payment
Payment Batch
Batch Sets
Sets
•• When
When you
you define
define aa payment
payment batch
batch set,
set, you
you can
can
submit
submit multiple
multiple payment
payment batches
batches at at once.
once.
•• This
This streamlines
streamlines the
the process
process ofof submitting
submitting
multiple
multiple payment batches for your bank
payment batches for your bank accounts.
accounts.
•• You
You can
can use
use aa payment
payment batch
batch set
set to
to submit
submit
payment
payment batches
batches with
with different
different currencies.
currencies.
Payment Batches > Payment Batch Sets

Demonstration
Demonstration
Demonstration
This
This demonstration
covers payment
payment batches
batches and
and
payment batch sets.
payment batch sets.
(N)
(N) Payments—>Entry—>Payment
Payments—>Entry—>Payment Batches
Batches
(N)
Payments—>Entry—>Payment Batch
Batch Sets
Sets

Review Question
Review
Review Question
Question
You
You can
can set
set limits
limits on
on payment
payment amounts
amounts and
and also
also take
take
applicable discounts with payment batches.
A.
A. True
True
B.
B. False
False

Answer
Answer to
to Review
Review Question
Question
You
You can
can set
set limits
limits on
on payment
payment amounts
amounts and
and also
also take
take
A.
A. True
True
B.
B. False
False

Payment Inquiry
Payment
Payment Inquiry
Inquiry
•• Use
Use the
the Payment
Payment Overview
Overview window
window toto review
review thethe
status
status ofof aa payment
payment and
and its
its related
related high-level
high-level
information.
information.
•• Review
Review information
information quickly
quickly when
when aa supplier
supplier calls
calls
to inquire about the status of a payment.
to inquire about the status of a payment.
•• Because
Because the the Payment
Payment Overview
Overviewwindow
windowis is aa
display-only
display-only window,
window, click
click Payments
Payments to to navigate
navigate
to
to the
the Payments
Payments window
window if if you
you want
want to
to view
view
additional details or make any necessary
additional details or make any necessary
adjustments.
adjustments.
Reviewing and Modifying Payments > Payment Overview

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to view
viewhigh-level
high-level
payment information.
payment information.
(N)
(N) Payments—>Inquiry—>Payment
Payments—>Inquiry—>Payment Overview
Overview

Stopping and Voiding Payments
Stopping
Stopping and
and Voiding
Voiding Payments
Payments
•• When
When you
you record
record aa stop
stop payment,
payment, the the payment
payment
status
status is
is updated
updated to to Stop
Stop Initiated.
Initiated.
•• When
When you
you release
release aa stop
stop payment,
payment, the the payment
payment
status is updated to Negotiable.
•• When
When you
you void
void aa payment,
payment, thethe status
status of
of the
the
invoice
invoice is
is reset
reset to
to Unpaid
Unpaid and
and the
the accounting
accounting
entries
entries for
for the
the payment
payment areare reversed.
reversed.
Reviewing and Modifying Payments
Stopping Payments
Voiding Payments

Accounting for Payments
Accounting
Accounting for
for Payments
Payments
You
You submit
submit the
the Payables
Payables Accounting
Accounting Process
Process toto
create
create accounting
accounting entries
entries in
in Oracle
Oracle Payables.
Payables. Submit
Submit
this
this batch
batch process
process from
fromthe
the Submit
Submit Request
Request window.
window.
You can also create accounting entries for a payment
You can also create accounting entries for a payment
or
or payment
payment batch
batch from
fromthe
the related
related Actions
Actions window.
window.
1.
1. Select
Select the
the payment
payment oror payment
payment batch.
batch.
2.
2. Click
Click the
the Actions
Actions button.
button.
3.
3. Select
Select the
the Create
Create Accounting
Accounting check
check box,
box, and
and
click OK.
click OK.

Accounting for Payments
Accounting
Accounting for
for Payments
Payments
•• For
For aa single
single payment
payment andand payment
payment batches,
batches, the
the
accounting
accounting process
process cancan either
either be
be completed
completed
online
online or
or submitted
submitted as as aa request.
request.
•• You
You must approve and generate accounting
must approve and generate accounting
entries
entries for
for all
all related
related invoices
invoices before
before generating
generating
accounting
accounting entries
entries for
for payments.
payments.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
howto
to create
create accounting
accounting
for a payment.
for a payment.
(N)
Payments—>Entry—>Payments (B)
(B) Actions—>
Actions—>
Create
Create Accounting
Accounting

Payment Reconciliation with Oracle Cash Management
Payment
Payment Reconciliation
Reconciliation
with
with Oracle
Oracle Cash
Cash Management
Management
•• Use
Use Oracle
Oracle Cash
Cash Management
Management to to reconcile
reconcile
payments
payments with
with your
your bank
bank statements.
statements.
•• When
When Oracle
Oracle Cash
Cash Management
Management reconciles
reconciles aa
payment,
payment, it changes that payment’s status
it changes that payment’s status from
from
Negotiable to Cleared.
Negotiable to Cleared.
•• If
If your
your system
systemis is set
set up
up to
to account
account for
for payments
payments at
at
clearing
clearing time,
time, then
then Oracle
Oracle Payables
Payables creates
creates
reconciliation
reconciliation accounting
accounting entries
entries after
after aa payment
payment
has cleared.
has cleared.

Summary
Summary
Summary
In
In this
this course,
course, you
you should
should have
have learned
learned about:
about:
•• The
The process
process of
of issuing
issuing payments
payments
•• The
The key
key payments
payments concepts
concepts in
in Oracle
Oracle Payables
Payables


Processing Single Payments
and Refunds
Chapter 14
Processing Single Payments and Refunds

Chapter 14 - Page 1
Processing
Processing Single
Single Payments
Payments and
and
Refunds
Refunds
Oracle
Oracle Payables
Payables Release
Release 11i
11i

Chapter 14 - Page 2
Course Objectives
Course
Course 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:
•• Record
Record aa single,
single, manual
manual payment
payment
•• Generate
Generate aa single,
single, computer-generated
payment
•• Enter
Enter aa refund
refund
•• Stop
Stop and
and void
void aa payment
payment

Chapter 14 - Page 3
Agenda
Agenda
Agenda
•• Recording
Recording aa single,
single, manual
manual payment
payment
•• Generating
Generating aa single,
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Chapter 14 - Page 4
Overview of the Payment Generation Process
Overview
Overview of
of the
the Payment
Payment Generation
Generation Process
Process
2. Create check or 3. Record manual

issue wire transfer payment in Payables
X
2. Enter refunds 4. Send payment 5. Stop or void
1. Receive
to supplier payment
check (optional)
request
2. Create single, 3. System generates

computer generated check or electronic
payment payment
®

Chapter 14 - Page 5
Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Chapter 14 - Page 6
Check Requests
Check
Check Requests
Requests
You
You might
might receive
receive aa request
request to
to issue
issue aa payment
payment to to aa
supplier
supplier or
or employee.
employee. YouYou can
can choose
choose to to either
either
record
record aa single,
single, manual
manual payment
payment oror create
create aa single,
single,
computer-generated
computer-generated payment to fulfill this
payment to fulfill this check
check
request.
request.

Chapter 14 - Page 7
Overview of Processing Check Requests Using Manual
Payments
Overview
Overview of
of Processing
Processing Check
Check Requests
Requests
Using
Using Manual
Manual Payments
Payments
Receive check Type or print Record manual

request checks or issue payment in Oracle
wire transfer Payables

Chapter 14 - Page 8
Manual Payments
Manual
Manual Payments
Payments
You
You can
can create
create payments
payments outside
outside of
of Oracle
Oracle Payables
Payables
and
and then
then record
record them
them as
as manual
manual payments
payments toto update
update
the
the payment
payment status
status of
of invoices
invoices that
that were
were paid.
paid.
Examples
Examples of of manual
manual payments
payments are:
are:
•• Handwritten
Handwritten or
or typed
typed checks
checks
•• Wire transfers
Wire transfers
(Help) Oracle Financial Applications > Oracle Payables > Payments > Single
Payments > Recording Manual Payments and Wire Transfers

Chapter 14 - Page 9
Creating Manual Payments
Creating
Creating Manual
Manual Payments
Payments
You
You can
can override
override some
some payment
payment controls
controls of
of Oracle
Oracle
Payables when you record a manual payment.
Payables when you record a manual payment.
•• You
You can
can record
record aa single
single payment
payment for
for multiple
multiple pay
pay
alone
alone invoices.
invoices.
•• You
You can
can also
also record
record payments
payments for
for invoices
invoices that
that
are
are associated with any payment method type
associated with any payment method type
except
except Electronic.
Electronic.

Prerequisites for Processing Manual Payments
Prerequisites
Prerequisites for
for Processing
Processing Manual
Manual
Payments
Payments
•• Create
Create the
the payment
payment outside
outside of
of Payables.
Payables.
•• The
The invoice
invoice you
you paid
paid must
must be
be approved,
approved,
uncancelled,
uncancelled, without holds, and have
without holds, and have the
the same
same
currency as the payment.
currency as the payment.
•• The
The bank
bank account
account must
must have
have at
at least
least one
one payment
payment
document
document that
that uses
uses the
the Recorded
Recorded or or Combined
Combined
disbursement
disbursement type.
type.

Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows how
how toto record
record aa manual
manual
payment
payment that
that updates
updates the
the status
status of
of the
the invoices
invoices you
you
paid.
paid.
(N)
(N)
Payments—>Entry—>Payments (B)
(B) Enter/Adjust
Enter/Adjust
Invoices
Invoices

Practice
Practice #1
#1 Overview
Overview
You
You will
will record
record aa manual
manual payment
payment that
that was
was created
created
outside
outside of
of Oracle
Oracle Payables.
Payables.

Practice
Practice #1
#1 Instructions
Instructions
You
You receive
receive aa check
check request,
request, asking
asking for
for immediate
immediate
payment
payment of of an
an invoice
invoice toto your
your supplier,
supplier, Advanced
Advanced
Network
Network Devices.
Devices. YouYou areare sending
sending the
the payment
payment byby aa
special
special courier.
courier. Therefore,
Therefore, youyou have
have typed
typed aa check
check
for
for the
the amount
amount due due for
for payment
payment of of this
this invoice
invoice and
and
need to record this manual payment
need to record this manual payment in Oracle in Oracle
Payables.
Payables.
•• Bank
Bank Account:
Account: Assigned
Assigned by by instructor
instructor
•• Supplier:
Supplier: Advanced
Advanced Network
Network Devices
Devices
•• Invoice
Invoice Number:
Number: Assigned
Assigned by
by instructor
instructor
Student Note
Solution to practice exercise #1:
1. Navigate to the Payments window.
(N) Payments > Entry > Payments
2. In the Type field, select Manual from the list of values.
3. Select the bank account assigned by the instructor.
4. In the Document field, select Check from the list of values. The
system provides you with a message that it is reserving the payment
document. Choose OK.
6. In the Supplier field, enter Advanced Network Devices.
7. Accept the defaults for the remaining fields.
8. Select the Enter/Adjust Invoices button to open the Select Invoices
window.
9. In the Invoice Number field, select from the list of values the invoice
number assigned by the instructor.
10. Save your payment.

Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following is
is not
not an
an example
example of
of aa manual
manual
payment?
payment?
A.
A. Traveler’s
Traveler’s check
check
B.
B. Wire
Wire transfer
transfer
C.
C. Handwritten
Handwritten check
check

Answer
Answer to
to Review
Review Question
Question
Which
Which of
of the
the following
following is
is not
not an
an example
example of
of aa manual
manual
payment?
payment?
A.
A. Traveler’s
Traveler’s check
check
B.
B. Wire
Wire transfer
transfer
C.
C. Handwritten
Handwritten check
check

Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Overview of Generating a Single, Computer-Generated
Payment
Overview
Overview of
of Generating
Generating aa Single,
Single,
Computer-Generated
Computer-Generated Payment
Payment
Receive Select Quick Format and either

check payment option print check or send
request electronic payment

Quick Payments
Quick
Quick Payments
Payments
•• You
You can
can create
create and
and print
print aa single,
single, computer-
computer-
generated
generated payment
payment (also
(also known
known asas aa Quick
Quick
payment)
payment) toto pay
pay aa supplier
supplier for
for one
one oror more
more
invoices.
invoices.
•• Quick
Quick payments
payments cancan be
be either
either electronic
electronic payments
payments
or
or physical
physical payment
payment documents,
documents, suchsuch as
as checks.
checks.
•• When
When you
you create
create an
an electronic
electronic Quick
Quick payment,
payment, you
you
can
can select
select an
an invoice
invoice regardless
regardless ofof the
the payment
payment
terms
terms and
and due
due date.
date.
Single Payments > Paying Invoices with Quick Payments

Recording Zero-Amount Payments
Recording
Recording Zero-Amount Payments
Payments
You
You can
can record
record zero-amount
zero-amount payments
payments ifif the
the selected
selected
bank
bank account
account allows
allows them.
them.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to create
create aa single,
single,
computer-generated
computer-generated payment.
payment.
(N)

Paying Invoices from the Invoice Workbench
Paying
Paying Invoices
Invoices from
from the
the Invoice
Invoice
Workbench
Workbench
You
You can
can initiate
initiate payment
payment of of one
one or
or more
more invoices
invoices by
by
selecting
selecting the
the invoices
invoices in
in the
the Invoices
Invoices window
window andand
using
using the
the Pay
Pay inin Full
Full option
option in
in the
the Invoice
Invoice Actions
Actions
window.
window. When
When you you pay
pay invoices
invoices using
using this
this method,
method,
you can generate a manual payment,
you can generate a manual payment, Quick Quick
payment,
payment, oror aa refund.
refund.
Payments > Paying Invoices From the Invoice Workbench

Practice
Practice #2
#2 Overview
Overview
You
You will
will pay
pay an
an invoice
invoice from
from the
the Invoice
Invoice Workbench
Workbench
and
and generate
generate aa Quick
Quick payment
payment for
for it.
it.
Payments > Paying Invoices From the Invoice Workbench

Practice
Practice #2
#2 Instructions
Instructions
You
You need
need toto pay
pay $50,000
$50,000 to
to your
your supplier,
supplier, Advanced
Advanced
Network
Network Devices
Devices for
for equipment
equipment purchases
purchases from
from its
its
Santa
Santa Clara
Clara site.
site. Enter
Enter and
and approve
approve the
the invoice
invoice into
into
Oracle
Oracle Payables
Payables and
and then
then pay
pay the
the invoice
invoice from
from the
the
Invoice Workbench.
Invoice Workbench.
•• Full
Full Distribution
Distribution Set:
Set: Equipment
Equipment Expense
Expense (Full)
(Full)
•• Bank
Bank Account:
Account: Assigned
Assigned by
by instructor
instructor
•• Document:
Document: Check
Check
Student Notes
2. This is a Standard invoice. Accept the default invoice type.
4. Enter Santa Clara as the Supplier Site.
5. As the invoice is dated today, accept the default date.
6. Enter the invoice number assigned by the instructor.
7. Enter the total amount of the invoice in the Amount field: $50,000.
8. Choose the Equipment Expense (Full) distribution set.
9. Save your work.
10. Choose the Distributions button to review the distributions in the
Distributions window.
11. Verify that the distribution total is equal to the invoice amount.
12. Save your work and close the Distributions window.
13. Approve the invoice online by choosing the Actions button and
selecting the Approve check box.
14. Choose OK.

15. Choose the Actions button again and choose the Pay in Full check
box.
16. Choose OK. Oracle Payables displays the Payments window.
17. Since you need to issue a Quick check, accept the default for payment
type Quick.
18. Select the bank account given to you by the instructor.
19. Select Check as the Document.
20. Choose the Actions button and select the Format check box.
21. Choose OK. The system displays a message telling you that Payables
submitted the program to submit your single computer-generated
payment.
22. You are asked if you want to check the status of your request in the
Request window. Choose OK.
23. You can also view the status of your check online later.
(M) Help > View > Requests

Review Question
Review
Review Question
Question
When
When you
you create
create aa computer-generated
computer-generated Quick
Quick
payment,
payment, you
you can
can select
select an
an invoice
invoice regardless
regardless of
of the
the
payment
payment terms
terms and
and due
due date.
date.
A.
A. True
True
B.
B. False
False

Answer
Answer to
to Review
Review Question
Question
When
When you
you create
create aa computer-generated
computer-generated Quick
Quick
payment,
payment, you
you can
can select
select an
an invoice
invoice regardless
regardless of
of the
the
payment terms and due date.
payment terms and due date.
A.
A. True
True
B.
B. False
False

Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Refunds
Refunds
Refunds
AA refund
refund closes
closes out out an
an outstanding
outstanding credit
credit balance.
balance.
You
You are effectively making a negative payment for
are effectively making a negative payment for aa
credit
credit balance. The refund payment can consist of
balance. The refund payment can consist of
any
any combination
combination of of the
the following
following documents,
documents, as as long
long
as
as the
the total
total is
is aa negative
negative amount:
amount:
•• Invoices
Invoices
•• Credit
Credit memos
memos
•• Debit
Debit memos
memos
•• Expense
Expense reports
reports
Refunds

Recording Refunds
Recording
Recording Refunds
Refunds
Use
Use the
the Payments
Payments window
window toto record
record refund
refund payments
payments
for
for one
one or
or more
more outstanding
outstanding Payables
Payables documents.
documents.
This
This closes
closes the
the open
open credit
credit balance
balance and
and also
also
maintains
maintains a full transaction history for aa supplier.
a full transaction history for supplier.

Recording Refunds When a Credit Balance Exists
Recording
Recording Refunds
Refunds When
When aa Credit
Credit
Balance
Balance Exists
Exists
1.
1. Set
Set up
up the
the bank
bank account
account in in which
which you
you will
will deposit
deposit
the
the refund.
refund.
2.
2. In
In the
the Payments
Payments window,
window, choose
choose Refund
Refund as as the
the
payment
payment typetype and
and enter
enter aa negative
negative value
value as
as the
the
amount.
amount.
3.
3. Query
Query unpaid
unpaid oror partially
partially paid
paid invoices
invoices and
and select
select
positive
positive and
and negative
negative amount
amount invoices.
invoices.
4.
4. Assign
Assign amounts
amounts toto be
be paid
paid with
with the
the refund.
refund.
5.
5. Payables
Payables records
records the
the refund
refund and
and updates
updates the
the
status
status of
of each
each selected
selected invoice
invoice to
to Paid.
Paid.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to process
process refunds.
refunds.
(N)

Practice
Practice #3
#3 Overview
Overview
You
You will
will process
process aa refund
refund in
in Oracle
Oracle Payables.
Payables.
Refunds > Entering Refunds

Practice
Practice #3
#3 Instructions
Instructions
Your
Your supplier,
supplier, Advanced
Advanced Network
Network Devices,
Devices, has
has aa
$5,000
$5,000 credit balance. You need to record a payment
credit balance. You need to record a payment
refund
refund in
in Oracle
Oracle Payables
Payables to
to close
close the
the credit
credit balance.
balance.
•• Site:
Site: Santa
Santa Clara
Clara
•• Bank
Bank Account:
Account: Assigned
Assigned by
by instructor
instructor
•• Payment
Payment Document:
Document: Assigned
Assigned by
by instructor
instructor
•• Invoice
Invoice Number(s):
Number(s): Assigned
Assigned by
by instructor
instructor
Student Note
How to Record the Refund When a Credit Balance Exists
2. Select Refund as the payment type.
3. Enter the bank account assigned by the instructor.
4. Enter the payment document assigned by the instructor.
5. Accept the default date for Payment Date.
6. Enter -5,000 as the Payment Amount.
8. Enter Santa Clara as the supplier site.
9. Select the Enter/Adjust Invoices button. The Select Invoices window
opens.
10. Query any unpaid or partially paid invoices that are in the same
payment currency as the refund. Select the combination of positive and
negative amount invoices that the instructor assigns you. For each
invoice, enter the amount that you want to pay with the refund.
11. Save your work. Payables records the refund and updates the status of
each selected invoice to Paid.

Agenda
Agenda
Agenda
•• Recording
single, manual
manual payment
payment
•• Generating
payment
•• Entering
Entering aa refund
refund
•• Stopping
Stopping and
and voiding
voiding aa payment
payment

Overview of Stop and Void Payments
Overview
Overview of
of Stop
Stop and
and Void
Void Payments
Payments
Is paym ent No Stop paym ent in

document in Paym ent Actions
posses sion? window
Yes
Is paym ent No Void unused

doc um ent doc um ent in
recorded? Banks window
Yes
Void pa yment in
Pay ment Actions
window

Stop Payments
Stop
Stop Payments
Payments
1.
1. After
After you
you call
call your
your bank
bank to
to initiate
initiate aa stop
stop payment
payment
on
on aa payment
payment document,
document, you you cancan record
record the the stop
stop
payment
payment status
status inin Payables.
Payables.
2.
2. You
You can
can then
then either
either void
void the
the payment
payment to to reverse
reverse
the
the accounting and payment records, or you
accounting and payment records, or you can
can
release
release the
the stop
stop payment
payment to to reset
reset the
the invoice
invoice
status
status to
to Negotiable.
Negotiable.
Reviewing and Modifying Payments > Stopping Payments

Payment Status Updates
Payment
Payment Status
Status Updates
Updates
•• When
When you
you record
record aa stop
stop payment,
payment, the
the payment
payment
status
status is
is updated
updated to
to Stop
Stop Initiated.
Initiated.
•• When
When you
you release
release aa stop
stop payment,
payment, thethe payment
payment

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to record
record and
and release
release
stop
stop payments.
payments.
(N)

Overview of Voiding Payments
Overview
Overview of
of Voiding
Voiding Payments
Payments
When
When you
you void
void aa payment,
payment, Payables
Payables automatically
automatically
reverses:
reverses:
•• The
The status
status ofof paid
paid invoices,
invoices, which
which isis reset
reset to
to
Unpaid.
Unpaid.
•• The
The accounting
accounting and and payment
payment records
records soso your
your
general ledger will then have the correct
general ledger will then have the correct
information.
information.
•• Any
Any realized
realized gains
gains or or losses
losses on
on foreign
foreign currency
currency
invoices
invoices recorded
recorded as as paid
paid by
by the
the payment.
payment.
•• All
All related
related interest
interest invoices
invoices when
when youyou void
void aa past-
past-
due payment for the supplier
due payment for the supplier site. site.
®
Reviewing and Modifying Payments > Voiding Payments

Voiding Payments
Voiding
Voiding Payments
Payments
When
When you
you void
void aa payment,
payment, you
you select
select the
the action
action you
you
want
want Payables
Payables to
to take
take on
on the
the invoices
invoices paid
paid by
by the
the
void
void payment.
payment. You
You can
can choose
choose to:
to:
•• Place
Place the
the invoices
invoices on
on hold.
hold.
•• Cancel
Cancel the
the invoices.
invoices.
•• Take
Take no
no action.
action. Invoices
Invoices are
are available
available for
for
payment.
payment.

Review of Voided Payments
Review
Review of
of Voided
Voided Payments
Payments
•• Because
Because youyou cannot
cannot reverse
reverse aa voided
voided payment,
payment,
ensure
ensure before recording it that you have the
before recording it that you have the
uncashed
uncashed payment
payment document
document you you want
want to
to void
void in
in
your possession. Or, have proof that the
your possession. Or, have proof that the payment payment
did
did not
not clear
clear the
the bank
bank and
and that
that the
the bank
bank was
was able
able
to
to stop
stop payment.
payment.
•• Use
Use the
the Invoice
Invoice Workbench
Workbench to to review
review the
the paid
paid
invoices before you void the payment to
invoices before you void the payment to ensure ensure
that
that you
you are
are voiding
voiding the
the correct
correct payment.
payment.

Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to void
void payments.
payments.
(N)

Practice
Practice #4
#4 Overview
Overview
You
You will
will void
void aa payment
payment in
in Oracle
Oracle Payables.
Payables.

Practice
Practice #4
#4 Instructions
Instructions
Your
Your Purchasing
Purchasing Manager
Manager realizes
realizes that
that he
he does
does not
not
want
want toto pay
pay Advanced
Advanced Network
Network Devices
Devices until
until the
the next
next
billing
billing cycle
cycle and
and wants
wants to
to void
void the
the check
check issued
issued inin
Practice
Practice #2.
#2.
Student Note
Use the payment created in practice #2.
Solution to the practice exercise:
2. Open the Find Payment window.
(M) Query > Find
3. Enter the search criteria for the payment in the appropriate fields.
4. Choose Find.
5. Oracle Payables displays the search result in the Payments window.
Verify that the information is related to your supplier and the payment.
6. Select the payment and choose the Actions button.
7. In the Payment Actions window, select the Void check box.
8. Choose OK.

Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned
learned to:
to:
•• Record
Record aa single,
single, manual
manual payment
payment
•• Generate
Generate aa single,
payment
•• Enter
Enter aa refund
refund
•• Stop
Stop and
and void
void aa payment
payment

Generating Payments
Chapter 15
Generating Payments
Chapter 15 - Page 1
Generating Payments
Generating
Generating Payments
Payments
Oracle
Oracle Payables
Payables Release
Release 11i
11i
Generating Payments
Chapter 15 - Page 2
Course Objectives
Course
Course 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:
•• Describe
Describe the
the payment
payment batch
batch process
process
•• Demonstrate
Demonstrate how
how payment
payment batch
batch sets
sets are
are used
used
•• Explain
Explain the
the electronic
electronic payment
payment options
options
Generating Payments
Chapter 15 - Page 3
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
Processing electronic
electronic payments
payments
Generating Payments
Chapter 15 - Page 4
Overview of Generating Payments in a Payment Batch
Overview
Overview of
of Generating
Generating Payments
Payments in
in aa
Payment
Payment Batch
Batch
Select Build payments Format

invoices using payment payments
batch
Print checks or Confirm

create electronic payments
payments
®
Generating Payments
Chapter 15 - Page 5
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
electronic payments
payments
Generating Payments
Chapter 15 - Page 6
Payment Batches
Payment
Payment Batches
Batches
You
You can
can use
use payment
payment batches
batches toto create
create payments
payments for
for
multiple
multiple invoices that meet selection criteria you
invoices that meet selection criteria you
specify.
specify. InIn addition
addition to
to controlling
controlling which
which invoices
invoices
Payables
Payables selects
selects for
for payment
payment inin the
the batch,
batch, you
you can
can
also
also set
set limits
limits on
on payment
payment amounts
amounts andand decide
decide
whether
whether toto take
take applicable
applicable discounts.
discounts.
Payment Batches
Generating Payments
Chapter 15 - Page 7
Initiating Payment Batches
Initiating
Initiating Payment
Payment Batches
Batches
To
To initiate
initiate aa payment
payment batch,
batch, perform
perform the
the following
following
steps:
steps:
1.
1. In
In the
the Payment
Payment Batches
Batches window,
window, enter
enter criteria
criteria to
to
select
select the
the invoices
invoices you
you want
want to
to pay.
pay.
2.
2. Payables
Payables selects
selects invoices
invoices and
and builds
builds the
the
payments.
payments.
3.
3. The
The invoices
invoices that
that will
will be
be paid
paid are
are listed
listed for
for you
you on
on
the
the Preliminary
Preliminary Payment
Payment Register.
Register.
4.
4. You
You can
can optionally
optionally modify
modify the
the payment
payment batch
batch
before
before formatting.
formatting.
Payment Batches > Initiating Payment Batches
Generating Payments
Chapter 15 - Page 8
Finding a Payment Batch
Finding
Finding aa Payment
Payment Batch
Batch
Use
Use the
the Find
Find Payment
Payment Batches
Batches window
window or
or enter
enter query
query
criteria
criteria into
into the
the Payment
Payment Batches
Batches window.
window.
Payment Batches > Finding Payment Batches
Generating Payments
Chapter 15 - Page 9
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to initiate
initiate aa payment
payment
batch
batch and
and then
then find
find an
an existing
existing payment
payment batch.
batch.
(N)
Batches
(N)
Batches (M)
(M) View
View
—>Find
—>Find
Generating Payments
Review Questions
Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements to test your knowledge of payment
batches.
batches.
1.
1. ______
______ You
You can
can use
use payment
payment batches
batches to
to set
set limits
limits
on payment amounts.
on payment amounts.
2.
2. ______ You
______ You use
use the
the Payment
Payment Batches
Batches window
window to to
initiate
initiate payment
payment batches.
batches.
3.
3. ______
______ Payables
Payables selects
selects approved
approved and
and
unapproved
unapproved invoices
invoices that
that match
match your
your invoice
invoice
selection
selection criteria.
criteria.
Generating Payments
Answers
Answers to
to Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
batches.
batches.
1. True You
1. True You can
can use
use payment
payment batches
batches to
to set
set limits
limits
on
on payment
payment amounts.
amounts.
2.
2. True
True YouYou use
use the
the Payment
Payment Batches
Batches window
window to to
initiate payment batches.
initiate payment batches.
3.
3. False
False Payables
Payables selects
selects approved
approved and
and unapproved
unapproved
invoices
invoices that
that match
match your
your invoice
invoice selection
selection criteria.
criteria.
Generating Payments
Payment Batch Templates
Payment
Payment Batch
Batch Templates
Templates
You
You can
can save
save aa payment
payment batch
batch as
as aa template
template for
for
creating
creating new
new payment
payment batches
batches that
that use
use similar
similar
criteria.
criteria.
Generating Payments
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to initiate
initiate aa payment
payment
batch
batch using
using aa template.
template.
(N)
Batches (M)
(M) View
View
—>
—> Find
Find
Generating Payments
Modifying Payment Batches
Modifying
Modifying Payment Batches
Batches
After
After you
you select
select and
and build
build your
your payments,
payments, you
you can
can
review
review and
and modify
modify aa payment
payment batch.
batch.
You
You can:
can:
•• Add
Add oror remove
remove an
an invoice
invoice from
from aa payment
payment batch
batch
•• Prevent
Prevent payment
payment toto aa particular
particular supplier
supplier site
site
•• Change
Change the
the payment
payment oror discount
discount amounts
amounts forfor aa
selected invoice
selected invoice
•• Change
Change the
the supplier
supplier bank
bank account
account for
for electronic
electronic
payments
payments
•• Identify
Identify supplier
supplier site
site unused
unused credits
credits that
that you
you are
are
not
not using
using
®
Payment Batches > Modifying Payment Batches
Generating Payments
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to modify
modify aa payment
payment
batch.
batch.
(N)
Batches (M)
(M)
Query—>Find (B)
Query—>Find (B)
Generating Payments
Formatting Payments
Formatting
Formatting Payments
Payments
Payables
Payables creates
creates an
an output
output file
file that
that you
you can
can use
use to:
to:
•• Print
Print checks
checks
•• Deliver
Deliver to
to your
your bank
bank for
for processing
processing electronic
electronic
payments
payments
•• Generate
Generate electronic
electronic payments
payments through
through the
the
e-Commerce
e-Commerce Gateway
Gateway
Payment Batches > Formatting Payments
Generating Payments
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to find
find and
and format
format aa
payment batch.
payment batch.
(N)
(N) Payments—>Inquiry—>Payment
Payments—>Inquiry—>Payment Batches
Batches (B)
(B)
Actions
Actions
Generating Payments
Confirming Payment Batches
Confirming
Confirming Payment
Payment Batches
Batches
During
During payment
payment confirmation,
confirmation, Payables
Payables updates
updates the
the
payment
payment history
history of
of invoices
invoices paid
paid in
in aa payment
payment batch
batch
and
and associates
associates payment
payment document
document numbers
numbers (e.g.,
(e.g.,
check
check numbers) with the invoices and invoice
numbers) with the invoices and invoice
payments.
payments.
Payment Batches > Confirming Payment Batches
Generating Payments
Assigning Status Types to Documents
Assigning
Assigning Status
Status Types
Types to
to Documents
Documents
You
You need
need to
to assign
assign one
one of
of the
the following
following status
status types
types
to
to payment
payment documents
documents during
during the
the confirm
confirm process:
process:
•• Setup:
Setup: Used
Used toto align
align printer.
printer. Automatically
Automatically
voided
voided during
during confirmation
confirmation process.
process.
•• Printed:
Printed: Either
Either checks
checks are
are printed
printed or
or electronic
electronic
payments
payments formatted properly. Ranges of
formatted properly. Ranges of printed
printed
documents must end on a negotiable
documents must end on a negotiable document.document.
•• Skipped:
Skipped: Nothing
Nothing printed
printed on
on these
these documents.
documents.
They
They can
can be
be reused
reused for
for single
single payments.
payments.
•• Spoiled:
Spoiled: Documents
Documents are are ruined
ruined and
and unusable
unusable due
due
to printer malfunction.
to printer malfunction.
®
Generating Payments
Demonstration
Demonstration
Demonstration
This
This demonstration
covers how
how to
to confirm
confirm aa payment
payment
batch.
batch.
(N)
Batches (M)
(M) Query
Query
—>Find (B) Actions (B) OK
—>Find (B) Actions (B) OK
Generating Payments
Practice Overview
Practice
Practice Overview
Overview
You
You will
will initiate
initiate and
and complete
complete aa payment
payment batch
batch
process.
process.
Generating Payments
Practice Instructions
Practice
Practice Instructions
Instructions
You
You are
are responsible
responsible for for producing
producing the
the weekly
weekly check
check
run.
run. Initiate
Initiate the
the payment
payment batchbatch and
and enter
enter your
your
payment
payment priority
priority in
in the
the appropriate
appropriate fields.
fields.
•• Batch
Batch Name:
Name: Assigned
Assigned by
by instructor
instructor
•• Bank
Bank Account:
Account: Assigned
Assigned by
by instructor
instructor
•• Payment
Payment Document:
Document: Assigned
Assigned by
by instructor
instructor
•• High
High Payment
Payment Priority:
Priority: Assigned
Assigned by
by instructor
instructor
•• Low
Low Payment
Payment Priority:
Priority: Assigned
Assigned by
by instructor
instructor
•• Invoice
Invoice Numbers:
Numbers: Assigned
Assigned by
by instructor
instructor
Student Note
1. Navigate to the Payment Batches window.
(N) Payments > Entry > Payment Batches
2. Enter a unique batch name.
3. In the Payment Date field, accept the default date.
4. In the Bank Account field, select your bank account.
5. In the Document field, select your payment document.
6. In the Pay Through Date field, enter the date for 45 days from today.
(So the system picks up any invoices that might have inadvertently
been assigned a payment term other than Immediate.)
7. In the High Payment Priority field, enter the payment priority given
to you by the instructor.
Note: If you forget this step, you will pay all approved invoices that
are scheduled for payment.
8. In the Low Payment Priority field, enter the payment priority given
to you by the instructor.
9. Accept the remaining defaults. Choose Actions.
10. In the Payment Batch Actions window select the following check
boxes:
- Select Invoices
Generating Payments
- Build Payments
- Format Payments
11. Choose OK.
12. Oracle Payables displays three concurrent ID numbers. Choose
View My Requests from the Help menu to monitor your concurrent
requests until they have successfully completed.
(M) View > Requests.
13. Requery your payment batch in the Payment Batches window.
Scroll to the right to view the Invoice Count field. You can review
the number of invoices selected for this payment batch.
14. In the Payment Batch Actions window, select the following check
boxes:
- Confirm Payment Batch
- Print Final Register
15. Choose OK.
16. In the Confirm Payment Batch Window, select “Printed” in the
Status field.
17. Your invoice number appears in the “To” field. If only onc invoice
is being paid, enter the same invoice number in the “From” field. If
a range of invoices is being paid, enter the final invoice number in
the range in the “From” field.
18. Monitor your concurrent requests. When the Final Payment Register
completes successfully, select the “View Output” button from the
Requests window to display the payments for this payment batch.
19. Requery the payment batch in the Payment Batches window. If you
select the “Payments” button, you can view payment details. You
can also choose to view invoice details.
Generating Payments
Review Questions
Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements
statements toto test
test your
your knowledge
knowledge ofof payment
payment
batches.
batches.
1.
1. ______
______ You
You can
can prevent
prevent payment
payment toto aa supplier
supplier site
site
through the Modify Payment Batch
through the Modify Payment Batch window. window.
2.
2. ______
______ You
You can
can adjust
adjust the
the payment
payment amount
amount on on
invoices
invoices that
that include
include withholding
withholding taxes.
taxes.
3.
3. ______
______ You
You can
can use
use payment
payment batches
batches toto set
set limits
limits
on payment amounts.
on payment amounts.
4.
4. ______ When
______ When Payables
Payables formats
formats payments,
payments, itit
creates
creates an
an output
output file
file that
that produces
produces only
only
electronic
electronic payments.
payments.
®
Generating Payments
Review Questions
Review
Review Questions
Questions
5.
5. ______
______ Payables
Payables updates
updates the
the payment
payment history
history of
of
invoices
invoices paid
paid in
in aa payment
payment batch.
batch.
6.
6. ______
______ A A payment
payment document
document that
that has
has aa status
status
type of Skipped is ruined and unusable.
type of Skipped is ruined and unusable.
7.
7. ______
______ You
You can
can modify
modify aa payment
payment batch
batch only
only once
once
before
before aa payment
payment is is formatted.
formatted.
8.
8. ______
______ AA spoiled
spoiled check
check isis automatically
automatically voided
voided
when the printer is being aligned during
when the printer is being aligned during the the
confirm
confirm process.
process.
Generating Payments
Answers
Answers to
to Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements
statements toto test
test your
your knowledge
knowledge ofof payment
payment
batches.
batches.
1. True You
1. True You can
can prevent
prevent payment
payment to
to aa supplier
supplier site
site
through the Modify Payment Batch
through the Modify Payment Batch window. window.
2.
2. False
False You
You can
can adjust
adjust the
the payment
payment amount
amount on on
invoices
invoices that
that include
include withholding
withholding taxes.
taxes.
3.
3. True
True You
You can
can use
use payment
payment batches
batches toto set
set limits
limits
on payment amounts.
on payment amounts.
4. False
4. False When
When Payables
Payables formats
formats payments,
payments, itit
creates
creates an
an output
output file
file that
that produces
produces only
only
electronic
electronic payments.
payments.
®
Generating Payments
Answers
Answers to
to Review
Review Questions
Questions
5. True Payables
5. True Payables updates
updates thethe payment
payment history
history of
of
invoices
invoices paid
paid inin aa payment
payment batch.
batch.
6.
6. False
False A A payment
payment document
document thatthat has
has aa status
status type
type
of Skipped is ruined and unusable.
of Skipped is ruined and unusable.
7.
7. False
False You
You can
can modify
modify aa payment
payment batch
batch only
only once
once
before
before aa payment
payment is is formatted.
formatted.
8.
8. False
False AA spoiled
spoiled check
check isis automatically
automatically voided
voided
when
when the printer is being aligned during the
the printer is being aligned during the
confirm
confirm process.
process.
Generating Payments
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
electronic payments
payments
Generating Payments
Payment Batch Sets
Payment
Payment Batch
Batch Sets
Sets
•• You
You can
can group
group multiple
multiple payment
payment batches
batches together
together
into a single payment batch
into a single payment batch set. set.
•• You
You can
can submit
submit thethe selection,
selection, build,
build, or
or format
format
process
process for
for all
all payment
payment batches
batches at
at one
one time.
time.
•• A
A single
single batch
batch set
set can
can include
include payment
payment batches
batches
that
that use
use different
different currencies.
currencies.
•• You
You can
can define
define one
one or
or more
more payment
payment batch
batch sets.
sets.
Generating Payments
Creating Payment Batch Sets
Creating
Creating Payment
Payment Batch
Batch Sets
Sets
1.
1. In
In the
the Payment
Payment Batch
Batch Sets
Sets window
window enter
enter aa unique
unique
name
name for
for the
the batch
batch set
set in
in the
the Batch
Batch Set
Set Name
Name field.
field.
Generating Payments
Creating
Creating Payment
Payment Batch
Batch Sets
Sets
2.
2. Enter
Enter each
each payment
payment batch
batch in
in the
the set.
set. For
For each
each
payment
payment batch
batch in in the
the set,
set, enter
enter the
the following
following
details:
details:
•• Enter
Enter aa unique
unique name
name inin the
the Batch
Batch Name
Name field.
field.
•• Check
Check the
the Include
Include inin Set
Set check
check box
box to
to include
include
the
the payment batch in the payment batch set.
payment batch in the payment batch set.
•• Provide
Provide oror change
change invoice
invoice selection
selection criteria.
criteria.
•• Check
Check the
the Print
Print Now
Now option
option and
and designate
designate aa
printer
printer ifif you
you want
want to
to print
print checks
checks before
before
reviewing the formatted payments.
reviewing the formatted payments.
Generating Payments
Creating
Creating Payment
Payment Batch
Batch Sets
Sets
3.
3. Once
Once you you define
define aa payment
payment batch
batch set,
set, you
you can
can use
use
itit as a template to regularly manage and submit
as a template to regularly manage and submit
similar
similar groups
groups of
of payment
payment batches.
batches.
Generating Payments
Initiating Payment Batch Sets
Initiating
Initiating Payment Batch
Batch Sets
Sets
1.
1. Query
Query the
the payment
payment batch
batch set
set in
in the
the Payment
Payment Batch
Batch
Sets
Sets window.
window.
2.
2. Make
Make any
any modifications.
modifications.
3.
3. Submit
Submit the
the batch.
batch.
4.
4. Choose
Choose aa pay
pay through
through date.
date.
5.
5. Choose
Choose aa payment
payment date.
date.
Generating Payments
How Payables Creates a Payment Batch Name
How
How Payables
Payables Creates
Creates aa
Payment
Payment Batch
Batch Name
Name
You
You must
must enter
enter aa unique
unique batch
batch run
run name
name when
when you
you
submit
submit aa payment
payment batch
batch for
for processing.
processing. Payables
Payables
uses
uses the
the batch
batch run
run name
name you
you enter
enter inin the
the Submit
Submit
Batch
Batch Set
Set window,
window, along
along with
with the
the batch
batch name
name from
from
the Payment Batch Sets window, to create
the Payment Batch Sets window, to create a uniquea unique
name
name for
for each
each payment
payment batch
batch in
in the
the set.
set.
Generating Payments
Payment Batch Set Restrictions
Payment
Payment Batch
Batch Set
Set Restrictions
Restrictions
•• Each
Each payment
payment document
document used
used inin the
the batch
batch set
set
must
must be be unique.
unique.
•• IfIf you
you select
select the
the Format
Format Payment
Payment process
process for
for aa
payment batch set, you cannot modify
payment batch set, you cannot modify payment payment
batches.
batches.
•• You
You cannot
cannot select
select the
the Confirm
Confirm Payment
Payment Batch
Batch
process
process if if aa payment
payment batch
batch uses
uses aa Check
Check payment
payment
method.
method.
•• You
You cannot
cannot useuse aa User
User rate
rate type
type as
as an
an exchange
exchange
rate in the Payment Batch Sets
rate in the Payment Batch Sets window. window.
Payment Batches > Payment Batch Restrictions
Generating Payments
Demonstration
Demonstration
Demonstration
This
This demonstration
demonstration shows
shows how
how to
to create
create and
and initiate
initiate
aa payment
payment batch
batch set.
set.
(N)
Batch Sets
Sets
(N)
Batch Sets
Sets (B)
(B)
Submit
Submit Batch
Batch Set
Set
Generating Payments
Review Questions
Review
Review Questions
Questions
In
In this
this review,
review, you
you will
will assign
assign true
true or
or false
false to
to these
these
statements
statements to to test
test your
your knowledge
knowledge of of payment
payment batch
batch
sets.
sets.
1.
1. ______
______ You
You can
can enter
enter aa User
User exchange
exchange raterate type
type in
in
the
the Payment
Payment Batch
Batch Sets
Sets window.
window.
2.
2. ______
______ Within
Within one
one payment
payment batch
batch set,
set, payment
payment
documents
documents can be the same for more than one
can be the same for more than one
batch
batch within
within the
the set.
set.
3.
3. ______
______ The
The system
system uses
uses the
the Batch
Batch RunRun Name
Name you
you
enter
enter in
in the
the Submit
Submit Batch
Batch Set
Set window,
window, along
along with
with
the
the Batch
Batch Name
Name from
from the
the Payment
Payment Batch
Batch Sets
Sets
window,
window, toto create
create aa unique
unique name
name for
for each
each
payment
payment batch
batch in
in the
the set.
set. ®
Generating Payments
Review Questions
Review
Review Questions
Questions
4.
4. ______
______ You
You define
define aa payment
payment batch
batch set
set by
by entering
entering
invoice
invoice selection
selection criteria
criteria for
for one
one or
or more
more payment
payment
batches
batches in
in the
the Payment
Payment Batches
Batches window.
window.
5.
5. ______
______ Payment
Payment Batch
Batch Set
Set names
names must
must be
be unique.
unique.
6.
6. ______
______ Payment
Payment batches
batches within
within the
the set
set can
can use
use
different
different payment
payment currencies.
currencies.
7.
7. ______
______ You
You can
can select
select the
the Confirm
Confirm Payment
Payment Batch
Batch
process for any payment batch
process for any payment batch set.set.
Generating Payments
Answers
Answers to
to Review
Review Questions
Questions
In
In this
this review,
review, youyou will
will assign
assign true
true or
or false
false to
to these
these
statements
statements to to test
test your
your knowledge
knowledge of of payment
payment batch
batch
sets.
sets.
1. False You
1. False You cancan enter
enter aa User
User exchange
exchange raterate type
type in
in
the Payment Batch Sets
the Payment Batch Sets window.window.
2.
2. False
False Within
Within oneone payment
payment batch
batch set,
set, payment
payment
documents
documents can can be
be the
the same
same for
for more
more than
than one
one
batch
batch within
within the
the set.
set.
3.
3. True
True The
The system
system uses
uses the
the Batch
Batch Run
Run Name
Name you you
enter
enter in the Submit Batch Set window, along
in the Submit Batch Set window, along with
with
the
the Batch
Batch Name
Name from
from the
the Payment
Payment Batch
Batch Sets
Sets
window,
window, to to create
create aa unique
unique name
name for
for each
each payment
payment
batch
batch in
in the
the set.
set. ®
Generating Payments
Answers
Answers to
to Review
Review Questions
Questions
4. False You
4. False You define
define aa payment
payment batch
batch set
set by
by entering
entering
invoice
invoice selection criteria for one or more payment
selection criteria for one or more payment
batches
batches in
in the
the Payment
Payment Batches
Batches window.
window.
5.
5. True
True Payment
Payment Batch
Batch Set
Set names
names must
must be
be unique.
unique.
6. True Payment
6. True Payment batches
batches within
within the
the set
set can
can use
use
different payment currencies.
different payment currencies.
7. False
7. False You
You can
can select
select the
the Confirm
Confirm Payment
Payment Batch
Batch
process
process for
for any
any payment
payment batch
batch set.
set.
Generating Payments
Agenda
Agenda
Agenda
•• Processing
Processing payment
payment batches
batches
•• Using
Using payment
payment batch
batch sets
sets
•• Processing
electronic payments
payments
Generating Payments
Overview of Electronic Payment Options
Overview
Overview of
of Electronic
Electronic Payment
Payment Options
Options
Option 1. Oracle Option 2. Oracle’s e-Commerce

Payables creates Gateway formats and transmits
output file payment file to your bank
You transmit or Your bank sends Supplier’s bank

deliver output file to payments to your account is
your bank supplier’s bank credited
®
Generating Payments
Creating Electronic Payments without Oracle’s e-
Commerce Gateway
Creating
Creating Electronic
Electronic Payments
Payments without
without
Oracle’s
Oracle’s e-Commerce
e-Commerce Gateway
Gateway
You
You follow
follow nearly
nearly the
the same
same steps
steps as
as when
when you
you create
create
checks
checks inin aa payment
payment batch.
batch. However,
However, instead
instead of
of
printing
printing your
your checks,
checks, you
you send
send aa file
file of
of the
the formatted
formatted
payments
payments to to your
your bank
bank for
for disbursement
disbursement to to supplier
supplier
bank
bank accounts.
accounts.
Electronic Payments > EFT Payments without e-Commerce Gateway
Generating Payments
Prerequisites for Processing Electronic Payments
Prerequisites
Prerequisites for
for Processing
Processing
Electronic
Electronic Payments
Payments
•• When
When you
you define
define your
your payment
payment format,
format, select
select the
the
appropriate
appropriate Electronic
Electronic payment
payment method.
method.
•• You
You must
must define
define the
the remittance
remittance bank
bank accounts
accounts andand
payment
payment documents that you will use to
documents that you will use to create
create
electronic
electronic funds
funds transfer
transfer (EFT)
(EFT) payments.
payments.
•• You
You must
must set
set up
up your
your supplier
supplier and
and supplier
supplier sites
sites
with
with bank
bank accounts
accounts that
that receive
receive electronic
electronic
payments.
payments.
•• When
When you
you enter
enter the
the invoices
invoices that
that you
you want
want toto pay,
pay,
enter Electronic as the payment method.
enter Electronic as the payment method.
Electronic Payments
Generating Payments
Creating Electronic Payments Using Oracle’s e-
Commerce Gateway
Creating
Creating Electronic
Electronic Payments
Payments Using
Using
Oracle’s
e-Commerce Gateway
When
When you
you use
use Oracle’s
e-Commerce Gateway,
Gateway, your
your
payment
payment data
data is
is formatted
formatted in
in the
the EDI
EDI outbound
outbound
payment
payment format
format and
and transmitted
transmitted toto your
your bank
bank for
for
disbursement.
disbursement.
Payment data Your bank Payment to

supplier banks
Electronic Payments > Electronic Payments with e-Commerce Gateway
Generating Payments
Prerequisites for Using Oracle’s e-Commerce Gateway
Prerequisites
Prerequisites for
for Using
Using Oracle’s
Oracle’s
e-Commerce
e-Commerce Gateway
Gateway
•• Define
Define aa payment
payment document
document thatthat uses
uses the
the EDI
EDI
Outbound
Outbound Program
Program format.
format.
•• Define
Define trading
trading partners
partners in
in the
the e-Commerce
e-Commerce
Gateway.
Gateway.
•• Enable
Enable the
the Outbound
Outbound Payment
Payment Transaction
Transaction order
order
for
for the
the bank
bank branch.
branch.
•• Define
Define any
any code
code conversions
conversions forfor transactions.
transactions.
Generating Payments
Using Oracle’s e-Commerce Gateway
Using
Using Oracle’s
e-Commerce Gateway
Gateway
To
To create
create electronic
electronic payments
payments using
using Oracle’s
Oracle’s e-
e-
Commerce
Commerce Gateway, perform the following steps:
Gateway, perform the following steps:
1.
1. Set
Set up
up suppliers
suppliers for
for EDI
EDI transactions
transactions and
and assign
assign
Electronic
Electronic as the method of payment and EDI
as the method of payment and EDI as
as
the
the payment
payment format.
format.
2.
2. Set
Set up
up supplier
supplier bank
bank accounts.
accounts.
3.
3. Define
Define aa unique
unique pay
pay group.
group.
4.
4. Create
Create a disbursement bank
a disbursement bank account
account for
for your
your EDI
EDI
payments.
payments.
5.
5. Create
Create aa payment
payment document
document with
with the
the Payment
Payment
format
format of
of EDI
EDI outbound.
outbound.
®
Generating Payments
EDI Outbound Payment File
EDI
EDI Outbound
Outbound Payment
Payment File
File
To
To create
create an
an electronic
electronic payment
payment file
file that
that Oracle’s
Oracle’s e-
e-
Commerce Gateway formats in EDI outbound
Commerce Gateway formats in EDI outbound
payment
payment format,
format, perform
perform the
the following
following steps:
steps:
1.
1. Use
Use the
the EDI
EDI translator
translator toto transmit
transmit the
the formatted
formatted
payment data to your bank for disbursement.
payment data to your bank for disbursement.
2.
2. You can
You can then
then define
define aa payment
payment document
document that
that
uses
uses the
the EDI
EDI Outbound
Outbound Program
Program payment
payment format
format
and
and assign
assign this
this document
document to to the
the bank
bank account
account
from
from which
which you
you will
will disburse
disburse payment.
payment.
Generating Payments
Creating EDI Payment Batches
Creating
Creating EDI
EDI Payment
Payment Batches
Batches
•• You
You can
can initiate
initiate aa payment
payment batchbatch using
using aa payment
payment
document
document associated
associated withwith thethe EDI
EDI Outbound
Outbound
Program
Program payment
payment format.
format.
•• When
When youyou format
format thethe payment
payment batch,
batch, Oracle
Oracle e- e-
Commerce
Commerce Gateway automatically formats the
Gateway automatically formats the
batch
batch and
and creates
creates aa flat
flat file
file in
in your
your e-Commerce
e-Commerce
Gateway
Gateway output
output directory.
directory.
•• Oracle
Oracle e-Commerce
e-Commerce Gateway
Gateway sendssends the
the file
file to
to your
your
EDI
EDI translator
translator and
and then
then toto your
your bank.
bank.
Generating Payments
Review Question
Review
Review Question
Question
Which
Which of
of the
the following
following are
are prerequisites
prerequisites for
for
processing EDI payments through the e-Commerce
Gateway?
Gateway?
1.
1. Setting
Setting up
up suppliers
suppliers for
for EDI
EDI transactions
transactions
2.
2. Creating
Creating aa bank
bank account
account for
for EDI
EDI payments
payments
3.
3. Defining
Defining aa unique
unique pay
pay group
group
4.
4. All
All of
of the
the above
above
5.
5. None
None ofof the
the above
above
Generating Payments
Answer
Answer to
to Review
Review Question
Question
Which
Which ofof the
the following
following are
are prerequisites
prerequisites for
for
Gateway?
Gateway?
1.
1. Setting
Setting up
up suppliers
suppliers for
for EDI
EDI transactions
transactions
2.
2. Creating
Creating aa bank
bank account
account for
for EDI
EDI payments
payments
3.
3. Defining
Defining aa unique
unique pay
pay group
group
4.
4. All
All of
of the
the above
above
5.
5. None
None ofof the
the above
above
Generating Payments
Summary
Summary
Summary
In
In this
this lesson,
lesson, you
you should
should have
have learned:
learned:
•• About
About the
the payment
payment batch
batch process
process
•• How
How payment
payment batch
batch sets
sets are
are used
used
•• How
How to
to process
process electronic
electronic payments
payments
Generating Payments
Generating Payments

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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