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Accounts payable instructor_guide (1)

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Beverley Baker-Harris
Beverley Baker-Harris

This document provides an instructor guide for accounts payable training. It includes an overview of issuing payments, processing supplier invoices, and matching invoices to purchase orders and receipts in Oracle Payables. The guide contains objectives, agendas, demonstrations, practice exercises, and review questions for each topic. It is intended to teach users how to perform key accounts payable functions in Oracle Payables Release 11i.

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Accounts Payable Instructor Guide
Table of Contents R11i Overview of Issuing Payments.....................................................................................1-1 R11i Overview of Issuing Payments ...................................................................................1-2 Objectives ............................................................................................................................1-3 Agenda.................................................................................................................................1-4 Product Integration ..............................................................................................................1-5 Oracle Payables Integration.................................................................................................1-6 Overview of Oracle Payables ..............................................................................................1-9 Five Major Processes...........................................................................................................1-10 Oracle Payables Processes...................................................................................................1-11 Flow of Default Values........................................................................................................1-12 Review Question .................................................................................................................1-13 Answer to Review Question ................................................................................................1-14 Issuing Payments: Overview ...............................................................................................1-15 Payment Features.................................................................................................................1-16 Oracle Payables Payment Methods .....................................................................................1-18 Future-Dated Payments .......................................................................................................1-19 Using the Workbench Model...............................................................................................1-20 Using the Payment Workbench ...........................................................................................1-21 The Payment Workbench: Payment Batch Sets..................................................................1-22 The Payment Workbench: Payment Batches......................................................................1-23 The Payment Workbench: Payment Overview and Payments............................................1-24 Demonstration .....................................................................................................................1-25 Review Question .................................................................................................................1-26 Answer to Review Question ................................................................................................1-27 Manual Payments ................................................................................................................1-28 Demonstration .....................................................................................................................1-29 Single Computer-Generated Payments................................................................................1-30 Paying Invoices from the Invoice Workbench.....................................................................1-31 Record Refunds ...................................................................................................................1-32 Payment Batches .................................................................................................................1-33 Payment Batches: Overview of the Steps ............................................................................1-34 Oracle e-Commerce Gateway Payments Overview............................................................1-35 Payment Batch Sets .............................................................................................................1-36 Demonstration .....................................................................................................................1-37 Review Question .................................................................................................................1-38 Answer to Review Question ................................................................................................1-39 Payment Inquiry ..................................................................................................................1-40 Demonstration .....................................................................................................................1-41 Stopping and Voiding Payments .........................................................................................1-42 Accounting for Payments ....................................................................................................1-43 Demonstration .....................................................................................................................1-45 Payment Reconciliation with Oracle Cash Management....................................................1-46 Summary..............................................................................................................................1-47 Generating Payments ............................................................................................................2-1 Generating Payments...........................................................................................................2-2 Course Objectives................................................................................................................2-3 Agenda.................................................................................................................................2-4 Overview of Generating Payments in a Payment Batch ......................................................2-5 Agenda.................................................................................................................................2-6 Payment Batches .................................................................................................................2-7 Initiating Payment Batches ..................................................................................................2-8 Finding a Payment Batch.....................................................................................................2-10 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents i
Demonstration .....................................................................................................................2-11 Review Questions ................................................................................................................2-12 Answers to Review Questions .............................................................................................2-13 Payment Batch Templates ...................................................................................................2-14 Demonstration .....................................................................................................................2-15 Modifying Payment Batches................................................................................................2-16 Demonstration .....................................................................................................................2-17 Formatting Payments...........................................................................................................2-18 Demonstration .....................................................................................................................2-19 Confirming Payment Batches ..............................................................................................2-20 Assigning Status Types to Documents ................................................................................2-21 Demonstration .....................................................................................................................2-22 Practice Overview................................................................................................................2-23 Practice Instructions ............................................................................................................2-24 Review Questions ................................................................................................................2-26 Answers to Review Questions .............................................................................................2-28 Agenda.................................................................................................................................2-30 Payment Batch Sets .............................................................................................................2-31 Creating Payment Batch Sets...............................................................................................2-32 Initiating Payment Batch Sets..............................................................................................2-35 How Payables Creates a Payment Batch Name ...................................................................2-36 Payment Batch Set Restrictions...........................................................................................2-37 Demonstration .....................................................................................................................2-38 Review Questions ................................................................................................................2-39 Answers to Review Questions .............................................................................................2-41 Agenda.................................................................................................................................2-43 Overview of Electronic Payment Options ...........................................................................2-44 Creating Electronic Payments without Oracle's e-Commerce Gateway ..............................2-45 Prerequisites for Processing Electronic Payments ...............................................................2-46 Creating Electronic Payments Using Oracle's e-Commerce Gateway.................................2-47 Prerequisites for Using Oracle's e-Commerce Gateway ......................................................2-48 Using Oracle's e-Commerce Gateway .................................................................................2-49 EDI Outbound Payment File ...............................................................................................2-50 Creating EDI Payment Batches ...........................................................................................2-51 Review Question .................................................................................................................2-52 Answer to Review Question ................................................................................................2-53 Summary..............................................................................................................................2-54 R11i Implementing Payments...............................................................................................3-1 Oracle Payables Release 11i................................................................................................3-2 Objective .............................................................................................................................3-3 Course Agenda ....................................................................................................................3-4 Cash Control Features .........................................................................................................3-5 Course Agenda ....................................................................................................................3-6 Defining Pay Groups ...........................................................................................................3-7 How to Define Pay Groups..................................................................................................3-8 Course Agenda ....................................................................................................................3-9 Assigning Payment Priorities ..............................................................................................3-10 How to Assign Payment Priorities.......................................................................................3-11 Demonstration .....................................................................................................................3-12 Course Agenda ....................................................................................................................3-13 Defining Payment Terms.....................................................................................................3-14 How to Define Periods That Payables Uses for Payment Terms.........................................3-16 How to Define Payment Terms ...........................................................................................3-17 Taking Invoice Discounts ....................................................................................................3-18 Discount Reports .................................................................................................................3-19 Demonstration .....................................................................................................................3-20 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents ii
Course Agenda ....................................................................................................................3-21 Assigning Pay-Alone Status ................................................................................................3-22 Practice 1 .............................................................................................................................3-23 Practice 1 Solutions .............................................................................................................3-24 Course Agenda ....................................................................................................................3-25 Defining Banks....................................................................................................................3-26 How to Enter Bank Information ..........................................................................................3-29 How to Define Bank Accounts ............................................................................................3-30 Defining Bank Accounts for Your Suppliers.......................................................................3-32 Course Agenda ....................................................................................................................3-33 Defining Payment Documents for Bank Accounts..............................................................3-34 Oracle Payables Payment Document Disbursement Types ................................................3-35 Setting Up Custom Payment Programs ...............................................................................3-36 Setting Up Custom Payment Formats..................................................................................3-37 Practice 2 .............................................................................................................................3-38 Practice 2 Solutions .............................................................................................................3-39 Demonstration .....................................................................................................................3-40 Review Question .................................................................................................................3-41 Review Question Solution ...................................................................................................3-42 Course Agenda ....................................................................................................................3-43 Setting Up Financials Options for Payments .......................................................................3-44 Demonstration .....................................................................................................................3-45 Course Agenda ....................................................................................................................3-46 Setting Up Payables Options for Payments .........................................................................3-47 Setting Up Supplier Payables Options.................................................................................3-49 Demonstration .....................................................................................................................3-50 Course Agenda ....................................................................................................................3-51 Setting Up Future-Dated Payments .....................................................................................3-52 How to Set Up Future-Dated Payments...............................................................................3-53 Demonstration .....................................................................................................................3-54 Review Question .................................................................................................................3-55 Review Question Solution ...................................................................................................3-56 Course Agenda ....................................................................................................................3-57 Setting Up Oracle Payables to Work with Oracle Cash Management.................................3-58 Summary..............................................................................................................................3-59 R11i Overview of Supplier Invoicing ...................................................................................4-1 R11i Overview of Supplier Invoicing..................................................................................4-2 Course Objectives................................................................................................................4-3 Course Agenda ....................................................................................................................4-4 Product Integration ..............................................................................................................4-5 Oracle Payables Integration.................................................................................................4-6 Overview of Oracle Payables ..............................................................................................4-9 Five Major Processes...........................................................................................................4-10 Oracle Payables Processes...................................................................................................4-11 Flow of Default Values........................................................................................................4-12 Review Question .................................................................................................................4-13 Answer to Review Question ................................................................................................4-14 Suppliers: Overview ............................................................................................................4-15 How Oracle Products Use Supplier Information ................................................................4-16 Entering Invoices: Overview ...............................................................................................4-17 Entering Invoices.................................................................................................................4-18 Using the Workbench Model...............................................................................................4-20 Using the Invoice Workbench .............................................................................................4-21 The Invoice Workbench: Invoice Batches...........................................................................4-22 The Invoice Workbench: Invoices.......................................................................................4-23 The Invoice Workbench: Distributions................................................................................4-25 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents iii
Demonstration .....................................................................................................................4-26 Review Question .................................................................................................................4-27 Answer to Review Question ................................................................................................4-28 Oracle Payables Invoice Types............................................................................................4-29 Demonstration .....................................................................................................................4-31 Interest Invoices...................................................................................................................4-32 Invoice Distribution Types ..................................................................................................4-33 Other Invoice Distributions .................................................................................................4-35 Allocating Freight, Tax, and Miscellaneous Lines .............................................................4-36 Review Question .................................................................................................................4-37 Answer to Review Question ................................................................................................4-38 Invoice Inquiry: Overview...................................................................................................4-39 Demonstration .....................................................................................................................4-40 Approving Invoices: Overview............................................................................................4-41 Approving Invoices .............................................................................................................4-42 Accounting for Invoices ......................................................................................................4-45 Applying Holds ...................................................................................................................4-47 Releasing Invoice Holds ......................................................................................................4-49 Manually Releasing Invoice Holds......................................................................................4-50 Review Question .................................................................................................................4-51 Answer to Review Question ................................................................................................4-52 Adjusting Invoices...............................................................................................................4-53 Canceling Invoices ..............................................................................................................4-54 Summary..............................................................................................................................4-55 Processing Supplier Invoices ................................................................................................5-1 Processing Supplier Invoices Oracle Payables Release 11i...............................................5-2 Objectives ............................................................................................................................5-3 Agenda.................................................................................................................................5-4 Entering Invoices: Overview ...............................................................................................5-5 Agenda.................................................................................................................................5-6 Invoice Information .............................................................................................................5-7 Entering Standard Invoice Header Information...................................................................5-9 Demonstration .....................................................................................................................5-10 Agenda.................................................................................................................................5-11 Overview of Entering Batches.............................................................................................5-12 Entering Invoice Batches.....................................................................................................5-13 Creating Batch Control Forms.............................................................................................5-14 Sample Batch Control Form ................................................................................................5-16 Entering Invoices in Batches ...............................................................................................5-17 Approving Invoices in Batches............................................................................................5-18 Demonstration .....................................................................................................................5-19 Agenda.................................................................................................................................5-20 Entering Distributions..........................................................................................................5-21 Invoice Distribution Types ..................................................................................................5-22 Review Question .................................................................................................................5-24 Answer to Review Question ................................................................................................5-25 Entering Distributions..........................................................................................................5-26 Manually Entering Distributions .........................................................................................5-27 Demonstration .....................................................................................................................5-28 Entering Freight Distributions for an Invoice......................................................................5-29 Enabling Automatically Create Freight Distribution ...........................................................5-30 Creating Distributions by Allocation...................................................................................5-32 Allocating Freight, Tax, and Miscellaneous Lines ..............................................................5-34 Allocating Other Charges within the Same Invoice ............................................................5-35 Allocation Restrictions ........................................................................................................5-37 Review Question .................................................................................................................5-38 Copyright © Oracle Corporation, 2001. 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Answer to Review Question ................................................................................................5-39 Demonstration .....................................................................................................................5-40 Distribution Sets ..................................................................................................................5-41 Defining a Distribution Set..................................................................................................5-42 Demonstration .....................................................................................................................5-43 Practice 1 Overview.............................................................................................................5-44 Practice 1 Instructions .........................................................................................................5-45 Agenda.................................................................................................................................5-46 Invoice Gateway ..................................................................................................................5-47 Entering Invoice Gateway Identification Information .........................................................5-48 How to Enter Invoice Gateway Identification Information .................................................5-49 How to Enter Invoice Header Information ..........................................................................5-51 How to Enter Invoice Line Information ..............................................................................5-52 Invoice Line Information.....................................................................................................5-53 Invoice Gateway ..................................................................................................................5-54 Creating Invoices.................................................................................................................5-55 Review Question .................................................................................................................5-56 Answer to Review Question ................................................................................................5-57 Demonstration .....................................................................................................................5-58 Practice 2 Overview.............................................................................................................5-59 Practice 2 Instructions .........................................................................................................5-60 Agenda.................................................................................................................................5-61 Payables Open Interface Tables...........................................................................................5-62 Payables Open Interface Import Program............................................................................5-63 Integration with Oracle e-Commerce Gateway ...................................................................5-64 Loading Electronic Flat Files...............................................................................................5-65 Review Question .................................................................................................................5-66 Answer to Review Question ................................................................................................5-67 Summary..............................................................................................................................5-68 R11i Implementing Supplier Invoicing................................................................................6-1 R11i Implementing Supplier Invoicing ...............................................................................6-2 Course Objective .................................................................................................................6-3 Course Agenda ....................................................................................................................6-4 Defining Invoice Tolerances................................................................................................6-6 How to Set Tolerance Levels for Matching.........................................................................6-8 How to Set Tolerance Levels for Invoice Taxes.................................................................6-10 Demonstration .....................................................................................................................6-11 Practice 1 .............................................................................................................................6-12 Practice 1 Solutions .............................................................................................................6-13 Course Agenda ....................................................................................................................6-14 Setting Up Invoice Payables Options ..................................................................................6-15 Demonstration .....................................................................................................................6-17 Course Agenda ....................................................................................................................6-18 Creating Automatic Interest Invoices ..................................................................................6-19 Setting Up Interest Payables Options ..................................................................................6-20 Course Agenda ....................................................................................................................6-21 Invoice Tax Options ............................................................................................................6-22 Setting Up Invoice Tax Options ..........................................................................................6-23 Tax Defaults and Rules Payables Options...........................................................................6-24 Demonstration .....................................................................................................................6-25 Practice 2 .............................................................................................................................6-26 Practice 2 Solutions .............................................................................................................6-27 Course Agenda ....................................................................................................................6-29 Setting Up Matching Options ..............................................................................................6-30 Demonstration .....................................................................................................................6-31 Review Question .................................................................................................................6-32 Copyright © Oracle Corporation, 2001. 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Answer to Review Question ................................................................................................6-33 Course Agenda ....................................................................................................................6-34 Invoice Gateway Considerations .........................................................................................6-35 Open Interface Workflow Considerations ...........................................................................6-36 Invoice-Matching Considerations........................................................................................6-38 Prepayment Considerations .................................................................................................6-39 Summary..............................................................................................................................6-40 Matching Invoices to Purchase Orders and Receipts .........................................................7-1 Matching Invoices to Purchase Orders and Receipts...........................................................7-2 Objectives ............................................................................................................................7-3 Agenda.................................................................................................................................7-4 Entering Purchase Order Matched Invoices : Overview......................................................7-5 The Structure of a Purchase Order.......................................................................................7-6 The Structure of a Receipt ...................................................................................................7-7 Purchase Order Matched Invoices .......................................................................................7-8 Why Enter Purchase Order Matched Invoices? ...................................................................7-9 You Can Set Up Controls That Require You To Do The Following:..................................7-10 Matching Process.................................................................................................................7-11 Different Ways to Match an Invoice to a Purchase Order ...................................................7-12 Receipt Match......................................................................................................................7-13 Purchase Order Shipment Match .........................................................................................7-14 Purchase Order Distribution Match .....................................................................................7-15 Price Corrections .................................................................................................................7-16 Agenda.................................................................................................................................7-17 Practice Overview................................................................................................................7-18 Review Question .................................................................................................................7-22 Answer to Review Question ................................................................................................7-23 Agenda.................................................................................................................................7-24 PO Default and QuickMatch Invoices .................................................................................7-25 Demonstration of Matching QuickMatch and PO Default type Invoices to Receipts and Purchase Orders 7-26 Review Question .................................................................................................................7-27 Answer to Review Question ................................................................................................7-28 Agenda.................................................................................................................................7-29 Entering Purchase Order Matched Invoice Records in the Invoice Gateway ......................7-30 Demonstration of How to Match Invoices to Purchase Orders and Receipts in the Invoice Gateway 7-31 Review Question .................................................................................................................7-32 Answer to Review Question ................................................................................................7-33 Summary..............................................................................................................................7-34 Processing Debit and Credit Memos....................................................................................8-1 Processing Debit and Credit Memos ...................................................................................8-2 Online Help .........................................................................................................................8-3 Viewing Online Help...........................................................................................................8-4 Objectives ............................................................................................................................8-5 Agenda.................................................................................................................................8-6 Overview .............................................................................................................................8-7 Agenda.................................................................................................................................8-8 Entering Debit and Credit Memos in the Invoice Workbench.............................................8-9 Entering Debit and Credit Memos .......................................................................................8-10 Demonstration .....................................................................................................................8-11 Practice 1 Overview.............................................................................................................8-12 Practice 1 Instructions .........................................................................................................8-13 Review Question .................................................................................................................8-15 Answer to Review Question ................................................................................................8-16 Agenda.................................................................................................................................8-17 Matching Debit and Credit Memos in the Invoice Workbench ...........................................8-18 Clearing a Credit..................................................................................................................8-19 Copyright © Oracle Corporation, 2001. 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Demonstration .....................................................................................................................8-20 Practice 2 Overview.............................................................................................................8-21 Practice 2 Instructions .........................................................................................................8-22 Review Question .................................................................................................................8-24 Answer to Review Question ................................................................................................8-25 Agenda.................................................................................................................................8-26 Recording a Price Correction...............................................................................................8-27 How to Record a Price Correction.......................................................................................8-28 Demonstration .....................................................................................................................8-29 Summary..............................................................................................................................8-30 R11i Managing and Approving Invoices .............................................................................9-1 Managing and Approving Invoices .....................................................................................9-2 Objectives ............................................................................................................................9-3 Agenda.................................................................................................................................9-4 Invoice Inquiry: Overview...................................................................................................9-5 Finding Invoices ..................................................................................................................9-7 Finding Invoice Distributions ..............................................................................................9-8 Calculating Supplier Balances.............................................................................................9-9 Demonstration .....................................................................................................................9-10 Reviewing High-Level Invoice Information........................................................................9-11 Review Question .................................................................................................................9-13 Review Question Solution ...................................................................................................9-14 Agenda.................................................................................................................................9-15 Applying and Releasing Invoice Holds: Overview .............................................................9-16 Holds ...................................................................................................................................9-17 Hold Types ..........................................................................................................................9-18 Manually Applying Holds ...................................................................................................9-19 Manually Applying Invoice Holds ......................................................................................9-20 Applying Holds to Suppliers ...............................................................................................9-21 Applying Holds to Scheduled Payments .............................................................................9-22 Demonstration .....................................................................................................................9-23 Releasing Invoice Holds ......................................................................................................9-24 Correcting System Holds.....................................................................................................9-25 Manually Releasing Holds...................................................................................................9-26 Manually Releasing System Holds ......................................................................................9-29 Releasing Invoice Holds ......................................................................................................9-31 Releasing Holds...................................................................................................................9-32 Review Question .................................................................................................................9-33 Review Question Solution ...................................................................................................9-34 Demonstration .....................................................................................................................9-35 Agenda.................................................................................................................................9-36 Approving Invoices: Overview............................................................................................9-37 Approving Invoices .............................................................................................................9-39 Submitting Batch Approval .................................................................................................9-41 Approving Invoices Online .................................................................................................9-43 Demonstration .....................................................................................................................9-44 Approving Invoice Batches Online .....................................................................................9-45 Practice 1 .............................................................................................................................9-46 Practice 1 Solutions .............................................................................................................9-47 Agenda.................................................................................................................................9-48 Other Invoice Functions: Overview.....................................................................................9-49 Adjusting Invoices...............................................................................................................9-50 Demonstration .....................................................................................................................9-51 Canceling Invoices ..............................................................................................................9-52 Demonstration .....................................................................................................................9-53 Agenda.................................................................................................................................9-54 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents vii
Adjusting Purchase Order Matched Invoices: Overview.....................................................9-55 Matching Invoices to Purchase Orders ................................................................................9-56 Matching Invoices to Purchase Orders and Receipts...........................................................9-57 Resolving Matching Issues ..................................................................................................9-58 Adjusting Purchase Order Matched Invoices ......................................................................9-59 Review Question .................................................................................................................9-61 Review Question Solution ...................................................................................................9-62 Lesson Summary .................................................................................................................9-63 Processing Recurring Invoices..............................................................................................10-1 Processing Recurring Invoices ............................................................................................10-2 Online Help .........................................................................................................................10-3 Viewing Online Help...........................................................................................................10-4 Objectives ............................................................................................................................10-5 Agenda.................................................................................................................................10-6 Recurring Invoice Process ...................................................................................................10-7 Agenda.................................................................................................................................10-8 Overview of Recurring Invoices..........................................................................................10-9 Agenda.................................................................................................................................10-12 Special Calendar Window ...................................................................................................10-13 Demonstration .....................................................................................................................10-14 Review Question .................................................................................................................10-15 Answer to Review Question ................................................................................................10-16 Agenda.................................................................................................................................10-17 Recurring Invoice Templates...............................................................................................10-18 Demonstration .....................................................................................................................10-21 Review Question .................................................................................................................10-22 Answer to Review Question ................................................................................................10-23 Agenda.................................................................................................................................10-24 Creating a Recurring Invoice...............................................................................................10-25 Recurring Credit and Debit Memos.....................................................................................10-26 Withholding Taxes from Recurring Invoices ......................................................................10-27 Recurring Invoice Restrictions ............................................................................................10-28 Demonstration .....................................................................................................................10-29 Practice Overview................................................................................................................10-30 Practice Instructions ............................................................................................................10-31 Review Question .................................................................................................................10-32 Answer to Review Question ................................................................................................10-33 Summary..............................................................................................................................10-34 Accounting in Oracle Payables.............................................................................................11-1 Accounting in Oracle Payables............................................................................................11-2 Course Objectives................................................................................................................11-3 Agenda.................................................................................................................................11-4 Overview of the Accounting Cycle .....................................................................................11-5 Agenda.................................................................................................................................11-6 Accounting Features ............................................................................................................11-7 Agenda.................................................................................................................................11-8 Accounting Events...............................................................................................................11-9 Document Classes................................................................................................................11-10 Invoice Document Class ......................................................................................................11-11 Payment Document Class ....................................................................................................11-12 Invoice Event.......................................................................................................................11-13 Invoice Event - Invoice with One Distribution....................................................................11-14 Invoice Event - Invoice with Multiple Distributions ...........................................................11-15 Invoice Event - Multiple Distributions with Automatic Offsets Enabled............................11-16 Invoice Event - Invoice in Foreign Currency ......................................................................11-17 Invoice Event - Accrual on Receipt.....................................................................................11-18 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents viii
Invoice Adjustment Event ...................................................................................................11-19 Invoice Adjustment Event - Distribution Reversal..............................................................11-20 Invoice Adjustment Event - Invoice Amount Adjusted.......................................................11-21 Invoice Cancellation Event..................................................................................................11-22 Invoice Cancellation Event - Invoice Cancellation .............................................................11-23 Prepayment Application Event ............................................................................................11-24 Prepayment Unapplication Event ........................................................................................11-25 Review Questions ................................................................................................................11-26 Answers to Review Question...............................................................................................11-27 Payment Event.....................................................................................................................11-28 Payment Event - Invoice Payment.......................................................................................11-29 Payment Event - Foreign and Functional Currency.............................................................11-30 Payment Maturity Event......................................................................................................11-31 Payment Maturity Event - Future Dated Payment ...............................................................11-32 Payment Adjustment Event .................................................................................................11-33 Payment Cancellation Event................................................................................................11-34 Payment Clearing Events.....................................................................................................11-35 Review Question .................................................................................................................11-36 Answer to Review Question ................................................................................................11-37 Agenda.................................................................................................................................11-38 Creating Accounting Entries................................................................................................11-39 Payables Accounting Process ..............................................................................................11-40 Prerequisites for Creating Accounting Entries ....................................................................11-41 Demonstration .....................................................................................................................11-42 Review Questions ................................................................................................................11-44 Answers to Review Questions .............................................................................................11-45 Agenda.................................................................................................................................11-46 Viewing Accounting Entries................................................................................................11-47 Correcting Accounting Entries ............................................................................................11-48 Demonstration .....................................................................................................................11-49 Practice #1 Overview...........................................................................................................11-50 Practice #1 Instructions .......................................................................................................11-51 Agenda.................................................................................................................................11-52 Overview of Transferring Accounting Entries to Your General Ledger .............................11-53 Reviewing Accounting Entries ............................................................................................11-54 Posting in Oracle General Ledger........................................................................................11-55 Reconciling Payables Activity.............................................................................................11-56 Review Question .................................................................................................................11-57 Answer to Review Question ................................................................................................11-58 Agenda.................................................................................................................................11-59 Period Close Process ...........................................................................................................11-60 Unaccounted Transaction Sweep Program ..........................................................................11-61 Summary..............................................................................................................................11-62 Processing Single Payments and Refunds ...........................................................................12-1 Processing Single Payments and Refunds ...........................................................................12-2 Course Objectives................................................................................................................12-3 Agenda.................................................................................................................................12-4 Overview of the Payment Generation Process.....................................................................12-5 Agenda.................................................................................................................................12-6 Check Requests ...................................................................................................................12-7 Overview of Processing Check Requests Using Manual Payments ....................................12-8 Manual Payments ................................................................................................................12-9 Creating Manual Payments..................................................................................................12-10 Prerequisites for Processing Manual Payments ...................................................................12-11 Demonstration .....................................................................................................................12-12 Practice #1 Overview...........................................................................................................12-13 Copyright © Oracle Corporation, 2001. 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Practice #1 Instructions .......................................................................................................12-14 Review Question .................................................................................................................12-15 Answer to Review Question ................................................................................................12-16 Agenda.................................................................................................................................12-17 Overview of Generating a Single, Computer-Generated Payment ......................................12-18 Quick Payments...................................................................................................................12-19 Recording Zero-Amount Payments .....................................................................................12-20 Demonstration .....................................................................................................................12-21 Paying Invoices from the Invoice Workbench.....................................................................12-22 Practice #2 Overview...........................................................................................................12-23 Practice #2 Instructions .......................................................................................................12-24 Review Question .................................................................................................................12-26 Answer to Review Question ................................................................................................12-27 Agenda.................................................................................................................................12-28 Refunds................................................................................................................................12-29 Recording Refunds ..............................................................................................................12-30 Recording Refunds When a Credit Balance Exists..............................................................12-31 Demonstration .....................................................................................................................12-32 Practice #3 Overview...........................................................................................................12-33 Practice #3 Instructions .......................................................................................................12-34 Agenda.................................................................................................................................12-36 Overview of Stop and Void Payments.................................................................................12-37 Stop Payments .....................................................................................................................12-38 Payment Status Updates ......................................................................................................12-39 Demonstration .....................................................................................................................12-40 Overview of Voiding Payments...........................................................................................12-41 Voiding Payments................................................................................................................12-42 Review of Voided Payments ...............................................................................................12-43 Demonstration .....................................................................................................................12-44 Practice #4 Overview...........................................................................................................12-45 Practice #4 Instructions .......................................................................................................12-46 Summary..............................................................................................................................12-47 Processing Withholding Tax.................................................................................................13-1 Processing Withholding Tax................................................................................................13-2 Objectives ............................................................................................................................13-3 Agenda.................................................................................................................................13-4 Automatic Withholding Tax Overview ...............................................................................13-5 Overview of Withholding Tax Process................................................................................13-6 Agenda.................................................................................................................................13-7 Setting Up Withholding Tax Payables Options ...................................................................13-8 Setting Up Withholding Tax................................................................................................13-10 Review Question .................................................................................................................13-13 Answer to Review Question ................................................................................................13-14 Agenda.................................................................................................................................13-15 Withholding Taxes ..............................................................................................................13-16 Entering Invoices.................................................................................................................13-17 Applying Withholding Tax to Invoices ...............................................................................13-19 Demonstration .....................................................................................................................13-21 Review Question .................................................................................................................13-22 Answer to Review Question ................................................................................................13-23 Agenda.................................................................................................................................13-24 Creating Withholding Tax Invoices.....................................................................................13-25 Creating Withholding Tax Invoices Manually ....................................................................13-26 Creating Withholding Tax Invoices Automatically .............................................................13-27 Agenda.................................................................................................................................13-28 Paying a Tax Authority........................................................................................................13-29 Copyright © Oracle Corporation, 2001. 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Review Question .................................................................................................................13-30 Answer to Review Question ................................................................................................13-31 Agenda.................................................................................................................................13-32 Projected Withholding Tax..................................................................................................13-33 View Period-To-Date Withheld Amounts ...........................................................................13-34 Review Question .................................................................................................................13-36 Answer to Review Question ................................................................................................13-37 Summary..............................................................................................................................13-38 Managing the Supplier Base .................................................................................................14-1 Managing the Supplier Base................................................................................................14-2 Objectives ............................................................................................................................14-3 Agenda.................................................................................................................................14-4 How Oracle Products Use Supplier Information .................................................................14-5 Agenda.................................................................................................................................14-6 Supplier and Supplier Site Settings .....................................................................................14-7 Review Question .................................................................................................................14-11 Answer to Review Question ................................................................................................14-12 Avoiding Duplicate Suppliers..............................................................................................14-13 Entering Basic Supplier Information ...................................................................................14-15 Entering Detailed Supplier Information ..............................................................................14-16 Entering Supplier Information in the General Region .........................................................14-17 Entering Supplier Information in the Classification Region................................................14-18 Entering Supplier Information in the Control Region .........................................................14-19 Entering Supplier Information in the Payment Region........................................................14-20 Entering Supplier Information in the Bank Accounts Region .............................................14-21 Entering Supplier Information in the Electronic Data Interchange Region .........................14-22 Entering Supplier Information in the Invoice Tax Region ..................................................14-23 Entering Supplier Information in the Withholding Tax Region ..........................................14-24 Entering Supplier Information in the Tax Reporting Region ..............................................14-25 Entering Supplier Information in the Purchasing Region....................................................14-26 Entering Supplier Information in the Receiving Region .....................................................14-27 Demonstration .....................................................................................................................14-28 Entering Supplier Information.............................................................................................14-29 Review Question .................................................................................................................14-31 Answer to Review Question ................................................................................................14-32 Overview of Entering Information at the Supplier Site Level .............................................14-33 Entering Detailed Supplier Site Information .......................................................................14-34 Entering Flexible Address Format Information...................................................................14-35 Entering Supplier Site Information in the General Region..................................................14-36 Entering Supplier Site Information in the Contacts Region ................................................14-37 Entering Supplier Site Information in the Accounting Region............................................14-38 Entering Employees as Suppliers ........................................................................................14-39 Demonstration .....................................................................................................................14-40 Practice 1 Overview.............................................................................................................14-41 Practice 1 Instructions .........................................................................................................14-42 Searching and Reviewing Supplier Information Online ......................................................14-44 Maintaining Supplier and Supplier Site Information...........................................................14-45 Supplier Reports ..................................................................................................................14-46 Practice 2 Overview.............................................................................................................14-48 Practice 2 Instructions .........................................................................................................14-49 Review Question .................................................................................................................14-51 Answer to Review Question ................................................................................................14-52 Agenda.................................................................................................................................14-53 Merging Suppliers ...............................................................................................................14-54 Overview of Merging Suppliers ..........................................................................................14-55 Merging Suppliers ...............................................................................................................14-57 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents xi
Demonstration .....................................................................................................................14-60 Identifying Duplicate Suppliers...........................................................................................14-61 Maintaining Reports As an Audit Trail ...............................................................................14-62 Review Question .................................................................................................................14-63 Answer to Review Question ................................................................................................14-64 Summary..............................................................................................................................14-65 Processing Prepayments........................................................................................................15-1 Processing Prepayments ......................................................................................................15-2 Objectives ............................................................................................................................15-3 Agenda.................................................................................................................................15-4 Overview of Prepayments....................................................................................................15-6 Overview of Processing Prepayments .................................................................................15-9 Review Question .................................................................................................................15-10 Answer to Review Question ................................................................................................15-11 Agenda.................................................................................................................................15-12 Entering Prepayments..........................................................................................................15-13 Approving and Paying Prepayments....................................................................................15-14 Using Automatic Withholding Tax on Prepayments ..........................................................15-15 Matching a Prepayment to a Purchase Order.......................................................................15-16 Controlling When a Prepayment is Available to Apply to Invoices....................................15-17 Demonstration .....................................................................................................................15-18 Practice 1 Overview.............................................................................................................15-20 Practice 1 Instructions .........................................................................................................15-21 Review Question .................................................................................................................15-23 Answer to Review Question ................................................................................................15-24 Agenda.................................................................................................................................15-25 Applying Prepayments to Invoices ......................................................................................15-26 Applying Prepayments in the Invoice Workbench ..............................................................15-27 Applying Prepayments in the Invoice Gateway...................................................................15-28 Applying Prepayments to Expense Reports.........................................................................15-29 Using the Prepayments Status Report..................................................................................15-30 Demonstration .....................................................................................................................15-31 Unapplying Prepayments.....................................................................................................15-33 Recording a Refund of a Prepayment or Advance...............................................................15-34 Canceling Prepayments .......................................................................................................15-35 Review Question .................................................................................................................15-36 Answer to Review Question ................................................................................................15-37 Summary..............................................................................................................................15-38 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents xii
R11i Overview of Issuing Payments Chapter 1 Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 1
R11i Overview of Issuing Payments R11i Overview of Issuing Payments R11i Overview of Issuing Payments Oracle Payables Release 11i Oracle Payables Release 11i ® ILT Schedule: 60 minutes 00 minutes 60 minutes Timing Lecture Practice Total Topic Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 2
Objectives Objectives Objectives After completing this course, you should be able to After completing this course, you should be able to do the following: do the following: • Describe the process of issuing payments • Describe the process of issuing payments • • Explain the key payments concepts in Oracle Explain the key payments concepts in Oracle Payables Payables ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 3
Agenda Agenda Agenda • • • • • • • • Product integration Product integration Overview of Oracle Payables Overview of Oracle Payables Flow of default values Flow of default values Overview of invoice payment Overview of invoice payment ® Instructor Note Remind the students that this is an overview class, and that there are additional modules that will go into more detail about the different topics. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 4
Product Integration Product Integration Product Integration Oracle Human Resources Oracle Projects Oracle Cash Management Oracle e-Commerce Gateway Oracle Workflow Oracle Payables Oracle Property Manager Oracle iExpenses Oracle Purchasing Oracle Assets Oracle General Ledger ® Instructor Note Oracle Payables integrates with: Oracle Human Resources Oracle Projects Oracle Cash Management Oracle e-Commerce Gateway Oracle Property Manager Oracle iExpenses Oracle Workflow Oracle General Ledger and other general ledger systems Oracle Assets and other fixed-asset systems Oracle Purchasing and other purchasing systems Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 5
Oracle Payables Integration Oracle Payables Integration Oracle Payables Integration • • • • • • • • Oracle Human Resources shares locations and Oracle Human Resources shares locations and employees with Oracle Payables. employees with Oracle Payables. Oracle Projects imports invoice information from Oracle Projects imports invoice information from Oracle Payables to track project costs, and Oracle Payables to track project costs, and exports expense report information to Oracle exports expense report information to Oracle Payables. Payables. Oracle Cash Management reconciles payments Oracle Cash Management reconciles payments created in Oracle Payables with your bank created in Oracle Payables with your bank statements. statements. Oracle e-Commerce Gateway transfers electronic Oracle e-Commerce Gateway transfers electronic invoices to Oracle Payables and electronic data invoices to Oracle Payables and electronic data interchange (EDI) payments out of Oracle interchange (EDI) payments out of Oracle Payables. Payables. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 6 ®
Oracle Payables Integration Oracle Payables Integration Oracle Payables Integration • • • • • • • • Oracle Property Manager exports lease payment Oracle Property Manager exports lease payment information to Oracle Payables where you can pay information to Oracle Payables where you can pay lease invoices. lease invoices. Oracle iExpenses lets employees enter their own Oracle iExpenses lets employees enter their own expense reports. expense reports. Oracle Workflow can be set up to process invoice Oracle Workflow can be set up to process invoice records before you import them from the Payables records before you import them from the Payables Open Interface. Open Interface. Oracle General Ledger and other general ledger Oracle General Ledger and other general ledger systems receive invoice and payment accounting systems receive invoice and payment accounting entries from Oracle Payables. entries from Oracle Payables. ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 7
Oracle Payables Integration Oracle Payables Integration Oracle Payables Integration • • • • Oracle Assets and other fixed-asset systems Oracle Assets and other fixed-asset systems record Oracle Payables invoice distributions for record Oracle Payables invoice distributions for asset purchases. asset purchases. Oracle Purchasing and other purchasing systems Oracle Purchasing and other purchasing systems share purchase orders and supplier information share purchase orders and supplier information with Oracle Payables. with Oracle Payables. ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 8
Overview of Oracle Payables Overview of Oracle Payables Overview of Oracle Payables Oracle Payables is a high-productivity accounting Oracle Payables is a high-productivity accounting solution that helps you maintain strong financial solution that helps you maintain strong financial controls. You can: controls. You can: • Maximize supplier discounts • Maximize supplier discounts • Prevent duplicate payments • Prevent duplicate payments • • Pay for only the goods and services you order and Pay for only the goods and services you order and receive receive Oracle Payables also helps you resolve business Oracle Payables also helps you resolve business issues quickly by providing accurate responses to issues quickly by providing accurate responses to your inquiries. your inquiries. ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 9
Five Major Processes Five Major Processes Five Major Processes Oracle Payables contains five major processes: Oracle Payables contains five major processes: • Setting up suppliers • Setting up suppliers • • • • • • • • Entering and approving invoices Entering and approving invoices Paying invoices Paying invoices Creating accounting entries Creating accounting entries Transferring transaction data to the general Transferring transaction data to the general ledger ledger ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 10
Oracle Payables Processes Oracle Payables Processes Oracle Payables Processes Enter supplier Enter invoice Approve invoice Pay invoice A/P 100,000 Transfer information to general ledger 60,000 10,000 30,000 Create accounting entries ® Instructor Note There are two processes that you must complete in Oracle Payables before data can be sent to Oracle General Ledger: 1. The Payables Accounting Process creates the accounting entries in Oracle Payables. 2. The Payables Transfer to General Ledger sends the accounting transactions to the GL Interface. The Journal Import process moves the information from the GL Interface table to the General Ledger tables. You can submit this program from Payables or General Ledger. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 11
Flow of Default Values Flow of Default Values Flow of Default Values Financials Options Payables Options Supplier Supplier site Invoice Invoice distribution line Invoice scheduled payment line ® Instructor Note Oracle Payables contains a hierarchy of options and defaults to expedite and control data entry. Options and defaults set at one level automatically cascade down to the next lower level in the hierarchy for any new transactions. Although you need to define these options and defaults only once, you can update them at any time to change controls and defaults for future transactions. You can override options and defaults at lower levels in the hierarchy. Note that most of the defaults are used for entering invoices. Point out that for payments, the invoice scheduled payment line is used. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 12
Review Question Review Question Review Question If a default is set at the Payables Options level in the If a default is set at the Payables Options level in the hierarchy, you can override the default at the invoice hierarchy, you can override the default at the invoice scheduled payment line level. scheduled payment line level. A. True A. True B. False B. False ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 13
Answer to Review Question Answer to Review Question Answer to Review Question If a default is set at the Payables Options level in the If a default is set at the Payables Options level in the hierarchy, you can override the default at the invoice hierarchy, you can override the default at the invoice payment schedule line level. payment schedule line level. A. True A. True B. False B. False ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 14
Issuing Payments: Overview Issuing Payments: Overview Issuing Payments: Overview Enter supplier Enter invoice Approve invoice Pay invoice A/P 100,000 Transfer information to general ledger 60,000 10,000 30,000 Create accounting entries ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 15
Payment Features Payment Features Payment Features Oracle Payables provides a variety of features for Oracle Payables provides a variety of features for fast, controlled payment processing. With Oracle fast, controlled payment processing. With Oracle Payables, you can: Payables, you can: • Use different payment methods to disburse funds • Use different payment methods to disburse funds • Ensure that duplicate invoice payments never • Ensure that duplicate invoice payments never occur occur • Pay only invoices that are due, and automatically • Pay only invoices that are due, and automatically take the maximum discount available take the maximum discount available • Automatically create groups of payments for • Automatically create groups of payments for invoices that meet the criteria you select invoices that meet the criteria you select ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 16
Payment Features Payment Features Payment Features • • • • • • • • • • Use custom payment formats Use custom payment formats Choose from different payment method options, Choose from different payment method options, including checks, electronic data interchange including checks, electronic data interchange (EDI), electronic funds transfer (EFT), and wires (EDI), electronic funds transfer (EFT), and wires Record stop payments Record stop payments Void payments Void payments Review payment status and payment information Review payment status and payment information ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 17
Oracle Payables Payment Methods Oracle Payables Payment Methods Oracle Payables Payment 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 ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 18
Future-Dated Payments Future-Dated Payments Future-Dated Payments • • Future-dated payments (also known as bills of Future-dated payments (also known as bills of exchange or notes payable) are payment exchange or notes payable) are payment documents that instruct your bank to disburse documents that instruct your bank to disburse funds on a specific date—the maturity date. funds on a specific date—the maturity date. • • The difference between future-dated payments and The difference between future-dated payments and standard payments is that on standard payments standard payments is that on standard payments the payment date, the creation date, and the date the payment date, the creation date, and the date when funds are available are usually all the same. when funds are available are usually all the same. ® (Help) Oracle Financial Applications > Oracle Payables > Payments > Future Dated Payments > Future Dated Payments Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 19
Using the Workbench Model Using the Workbench Model Using the Workbench Model Oracle Payables includes two fully integrated Oracle Payables includes two fully integrated workbenches: workbenches: • The Invoice Workbench • The Invoice Workbench • • The Payment Workbench The Payment Workbench You can create, adjust, and review payments in the You can create, adjust, and review payments in the Payment Workbench. Payment Workbench. ® (Help) Oracle Financial Applications > Oracle Payables > Overview > The Payment Workbench Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 20
Using the Payment Workbench Using the Payment Workbench Using the Payment Workbench Payment Overview Find Find Payment Batch Sets Find Payment Batches Payments Submit Batch Set ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 21
The Payment Workbench: Payment Batch Sets The Payment Workbench: The Payment Workbench: Payment Batch Sets Payment Batch Sets Payment Batch Sets Payment Batch Sets • Find Payment Batch Sets • Find Payment Batch Sets • • Submit Batch Sets Submit Batch Sets ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 22
The Payment Workbench: Payment Batches The Payment Workbench: The Payment Workbench: Payment Batches Payment Batches Payment Batches Payment Batches • Find Payment Batches • Find Payment Batches • • • • Copy To Copy To Payment Batch Actions Payment Batch Actions – Modify Payment Batch – Modify Payment Batch – Confirm Payment Batch – Confirm Payment Batch ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 23
The Payment Workbench: Payment Overview and Payments The Payment Workbench: The Payment Workbench: Payment Overview and Payments Payment Overview and Payments Payment Overview Payment Overview Payments Payments • • • • • • • • Find Payments Find Payments Select Invoices Select Invoices View Invoices View Invoices Payment Actions Payment Actions ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 24
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Accounts payable instructor_guide (1)

  • 2. Table of Contents R11i Overview of Issuing Payments.....................................................................................1-1 R11i Overview of Issuing Payments ...................................................................................1-2 Objectives ............................................................................................................................1-3 Agenda.................................................................................................................................1-4 Product Integration ..............................................................................................................1-5 Oracle Payables Integration.................................................................................................1-6 Overview of Oracle Payables ..............................................................................................1-9 Five Major Processes...........................................................................................................1-10 Oracle Payables Processes...................................................................................................1-11 Flow of Default Values........................................................................................................1-12 Review Question .................................................................................................................1-13 Answer to Review Question ................................................................................................1-14 Issuing Payments: Overview ...............................................................................................1-15 Payment Features.................................................................................................................1-16 Oracle Payables Payment Methods .....................................................................................1-18 Future-Dated Payments .......................................................................................................1-19 Using the Workbench Model...............................................................................................1-20 Using the Payment Workbench ...........................................................................................1-21 The Payment Workbench: Payment Batch Sets..................................................................1-22 The Payment Workbench: Payment Batches......................................................................1-23 The Payment Workbench: Payment Overview and Payments............................................1-24 Demonstration .....................................................................................................................1-25 Review Question .................................................................................................................1-26 Answer to Review Question ................................................................................................1-27 Manual Payments ................................................................................................................1-28 Demonstration .....................................................................................................................1-29 Single Computer-Generated Payments................................................................................1-30 Paying Invoices from the Invoice Workbench.....................................................................1-31 Record Refunds ...................................................................................................................1-32 Payment Batches .................................................................................................................1-33 Payment Batches: Overview of the Steps ............................................................................1-34 Oracle e-Commerce Gateway Payments Overview............................................................1-35 Payment Batch Sets .............................................................................................................1-36 Demonstration .....................................................................................................................1-37 Review Question .................................................................................................................1-38 Answer to Review Question ................................................................................................1-39 Payment Inquiry ..................................................................................................................1-40 Demonstration .....................................................................................................................1-41 Stopping and Voiding Payments .........................................................................................1-42 Accounting for Payments ....................................................................................................1-43 Demonstration .....................................................................................................................1-45 Payment Reconciliation with Oracle Cash Management....................................................1-46 Summary..............................................................................................................................1-47 Generating Payments ............................................................................................................2-1 Generating Payments...........................................................................................................2-2 Course Objectives................................................................................................................2-3 Agenda.................................................................................................................................2-4 Overview of Generating Payments in a Payment Batch ......................................................2-5 Agenda.................................................................................................................................2-6 Payment Batches .................................................................................................................2-7 Initiating Payment Batches ..................................................................................................2-8 Finding a Payment Batch.....................................................................................................2-10 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents i
  • 3. Demonstration .....................................................................................................................2-11 Review Questions ................................................................................................................2-12 Answers to Review Questions .............................................................................................2-13 Payment Batch Templates ...................................................................................................2-14 Demonstration .....................................................................................................................2-15 Modifying Payment Batches................................................................................................2-16 Demonstration .....................................................................................................................2-17 Formatting Payments...........................................................................................................2-18 Demonstration .....................................................................................................................2-19 Confirming Payment Batches ..............................................................................................2-20 Assigning Status Types to Documents ................................................................................2-21 Demonstration .....................................................................................................................2-22 Practice Overview................................................................................................................2-23 Practice Instructions ............................................................................................................2-24 Review Questions ................................................................................................................2-26 Answers to Review Questions .............................................................................................2-28 Agenda.................................................................................................................................2-30 Payment Batch Sets .............................................................................................................2-31 Creating Payment Batch Sets...............................................................................................2-32 Initiating Payment Batch Sets..............................................................................................2-35 How Payables Creates a Payment Batch Name ...................................................................2-36 Payment Batch Set Restrictions...........................................................................................2-37 Demonstration .....................................................................................................................2-38 Review Questions ................................................................................................................2-39 Answers to Review Questions .............................................................................................2-41 Agenda.................................................................................................................................2-43 Overview of Electronic Payment Options ...........................................................................2-44 Creating Electronic Payments without Oracle's e-Commerce Gateway ..............................2-45 Prerequisites for Processing Electronic Payments ...............................................................2-46 Creating Electronic Payments Using Oracle's e-Commerce Gateway.................................2-47 Prerequisites for Using Oracle's e-Commerce Gateway ......................................................2-48 Using Oracle's e-Commerce Gateway .................................................................................2-49 EDI Outbound Payment File ...............................................................................................2-50 Creating EDI Payment Batches ...........................................................................................2-51 Review Question .................................................................................................................2-52 Answer to Review Question ................................................................................................2-53 Summary..............................................................................................................................2-54 R11i Implementing Payments...............................................................................................3-1 Oracle Payables Release 11i................................................................................................3-2 Objective .............................................................................................................................3-3 Course Agenda ....................................................................................................................3-4 Cash Control Features .........................................................................................................3-5 Course Agenda ....................................................................................................................3-6 Defining Pay Groups ...........................................................................................................3-7 How to Define Pay Groups..................................................................................................3-8 Course Agenda ....................................................................................................................3-9 Assigning Payment Priorities ..............................................................................................3-10 How to Assign Payment Priorities.......................................................................................3-11 Demonstration .....................................................................................................................3-12 Course Agenda ....................................................................................................................3-13 Defining Payment Terms.....................................................................................................3-14 How to Define Periods That Payables Uses for Payment Terms.........................................3-16 How to Define Payment Terms ...........................................................................................3-17 Taking Invoice Discounts ....................................................................................................3-18 Discount Reports .................................................................................................................3-19 Demonstration .....................................................................................................................3-20 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents ii
  • 4. Course Agenda ....................................................................................................................3-21 Assigning Pay-Alone Status ................................................................................................3-22 Practice 1 .............................................................................................................................3-23 Practice 1 Solutions .............................................................................................................3-24 Course Agenda ....................................................................................................................3-25 Defining Banks....................................................................................................................3-26 How to Enter Bank Information ..........................................................................................3-29 How to Define Bank Accounts ............................................................................................3-30 Defining Bank Accounts for Your Suppliers.......................................................................3-32 Course Agenda ....................................................................................................................3-33 Defining Payment Documents for Bank Accounts..............................................................3-34 Oracle Payables Payment Document Disbursement Types ................................................3-35 Setting Up Custom Payment Programs ...............................................................................3-36 Setting Up Custom Payment Formats..................................................................................3-37 Practice 2 .............................................................................................................................3-38 Practice 2 Solutions .............................................................................................................3-39 Demonstration .....................................................................................................................3-40 Review Question .................................................................................................................3-41 Review Question Solution ...................................................................................................3-42 Course Agenda ....................................................................................................................3-43 Setting Up Financials Options for Payments .......................................................................3-44 Demonstration .....................................................................................................................3-45 Course Agenda ....................................................................................................................3-46 Setting Up Payables Options for Payments .........................................................................3-47 Setting Up Supplier Payables Options.................................................................................3-49 Demonstration .....................................................................................................................3-50 Course Agenda ....................................................................................................................3-51 Setting Up Future-Dated Payments .....................................................................................3-52 How to Set Up Future-Dated Payments...............................................................................3-53 Demonstration .....................................................................................................................3-54 Review Question .................................................................................................................3-55 Review Question Solution ...................................................................................................3-56 Course Agenda ....................................................................................................................3-57 Setting Up Oracle Payables to Work with Oracle Cash Management.................................3-58 Summary..............................................................................................................................3-59 R11i Overview of Supplier Invoicing ...................................................................................4-1 R11i Overview of Supplier Invoicing..................................................................................4-2 Course Objectives................................................................................................................4-3 Course Agenda ....................................................................................................................4-4 Product Integration ..............................................................................................................4-5 Oracle Payables Integration.................................................................................................4-6 Overview of Oracle Payables ..............................................................................................4-9 Five Major Processes...........................................................................................................4-10 Oracle Payables Processes...................................................................................................4-11 Flow of Default Values........................................................................................................4-12 Review Question .................................................................................................................4-13 Answer to Review Question ................................................................................................4-14 Suppliers: Overview ............................................................................................................4-15 How Oracle Products Use Supplier Information ................................................................4-16 Entering Invoices: Overview ...............................................................................................4-17 Entering Invoices.................................................................................................................4-18 Using the Workbench Model...............................................................................................4-20 Using the Invoice Workbench .............................................................................................4-21 The Invoice Workbench: Invoice Batches...........................................................................4-22 The Invoice Workbench: Invoices.......................................................................................4-23 The Invoice Workbench: Distributions................................................................................4-25 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents iii
  • 5. Demonstration .....................................................................................................................4-26 Review Question .................................................................................................................4-27 Answer to Review Question ................................................................................................4-28 Oracle Payables Invoice Types............................................................................................4-29 Demonstration .....................................................................................................................4-31 Interest Invoices...................................................................................................................4-32 Invoice Distribution Types ..................................................................................................4-33 Other Invoice Distributions .................................................................................................4-35 Allocating Freight, Tax, and Miscellaneous Lines .............................................................4-36 Review Question .................................................................................................................4-37 Answer to Review Question ................................................................................................4-38 Invoice Inquiry: Overview...................................................................................................4-39 Demonstration .....................................................................................................................4-40 Approving Invoices: Overview............................................................................................4-41 Approving Invoices .............................................................................................................4-42 Accounting for Invoices ......................................................................................................4-45 Applying Holds ...................................................................................................................4-47 Releasing Invoice Holds ......................................................................................................4-49 Manually Releasing Invoice Holds......................................................................................4-50 Review Question .................................................................................................................4-51 Answer to Review Question ................................................................................................4-52 Adjusting Invoices...............................................................................................................4-53 Canceling Invoices ..............................................................................................................4-54 Summary..............................................................................................................................4-55 Processing Supplier Invoices ................................................................................................5-1 Processing Supplier Invoices Oracle Payables Release 11i...............................................5-2 Objectives ............................................................................................................................5-3 Agenda.................................................................................................................................5-4 Entering Invoices: Overview ...............................................................................................5-5 Agenda.................................................................................................................................5-6 Invoice Information .............................................................................................................5-7 Entering Standard Invoice Header Information...................................................................5-9 Demonstration .....................................................................................................................5-10 Agenda.................................................................................................................................5-11 Overview of Entering Batches.............................................................................................5-12 Entering Invoice Batches.....................................................................................................5-13 Creating Batch Control Forms.............................................................................................5-14 Sample Batch Control Form ................................................................................................5-16 Entering Invoices in Batches ...............................................................................................5-17 Approving Invoices in Batches............................................................................................5-18 Demonstration .....................................................................................................................5-19 Agenda.................................................................................................................................5-20 Entering Distributions..........................................................................................................5-21 Invoice Distribution Types ..................................................................................................5-22 Review Question .................................................................................................................5-24 Answer to Review Question ................................................................................................5-25 Entering Distributions..........................................................................................................5-26 Manually Entering Distributions .........................................................................................5-27 Demonstration .....................................................................................................................5-28 Entering Freight Distributions for an Invoice......................................................................5-29 Enabling Automatically Create Freight Distribution ...........................................................5-30 Creating Distributions by Allocation...................................................................................5-32 Allocating Freight, Tax, and Miscellaneous Lines ..............................................................5-34 Allocating Other Charges within the Same Invoice ............................................................5-35 Allocation Restrictions ........................................................................................................5-37 Review Question .................................................................................................................5-38 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents iv
  • 6. Answer to Review Question ................................................................................................5-39 Demonstration .....................................................................................................................5-40 Distribution Sets ..................................................................................................................5-41 Defining a Distribution Set..................................................................................................5-42 Demonstration .....................................................................................................................5-43 Practice 1 Overview.............................................................................................................5-44 Practice 1 Instructions .........................................................................................................5-45 Agenda.................................................................................................................................5-46 Invoice Gateway ..................................................................................................................5-47 Entering Invoice Gateway Identification Information .........................................................5-48 How to Enter Invoice Gateway Identification Information .................................................5-49 How to Enter Invoice Header Information ..........................................................................5-51 How to Enter Invoice Line Information ..............................................................................5-52 Invoice Line Information.....................................................................................................5-53 Invoice Gateway ..................................................................................................................5-54 Creating Invoices.................................................................................................................5-55 Review Question .................................................................................................................5-56 Answer to Review Question ................................................................................................5-57 Demonstration .....................................................................................................................5-58 Practice 2 Overview.............................................................................................................5-59 Practice 2 Instructions .........................................................................................................5-60 Agenda.................................................................................................................................5-61 Payables Open Interface Tables...........................................................................................5-62 Payables Open Interface Import Program............................................................................5-63 Integration with Oracle e-Commerce Gateway ...................................................................5-64 Loading Electronic Flat Files...............................................................................................5-65 Review Question .................................................................................................................5-66 Answer to Review Question ................................................................................................5-67 Summary..............................................................................................................................5-68 R11i Implementing Supplier Invoicing................................................................................6-1 R11i Implementing Supplier Invoicing ...............................................................................6-2 Course Objective .................................................................................................................6-3 Course Agenda ....................................................................................................................6-4 Defining Invoice Tolerances................................................................................................6-6 How to Set Tolerance Levels for Matching.........................................................................6-8 How to Set Tolerance Levels for Invoice Taxes.................................................................6-10 Demonstration .....................................................................................................................6-11 Practice 1 .............................................................................................................................6-12 Practice 1 Solutions .............................................................................................................6-13 Course Agenda ....................................................................................................................6-14 Setting Up Invoice Payables Options ..................................................................................6-15 Demonstration .....................................................................................................................6-17 Course Agenda ....................................................................................................................6-18 Creating Automatic Interest Invoices ..................................................................................6-19 Setting Up Interest Payables Options ..................................................................................6-20 Course Agenda ....................................................................................................................6-21 Invoice Tax Options ............................................................................................................6-22 Setting Up Invoice Tax Options ..........................................................................................6-23 Tax Defaults and Rules Payables Options...........................................................................6-24 Demonstration .....................................................................................................................6-25 Practice 2 .............................................................................................................................6-26 Practice 2 Solutions .............................................................................................................6-27 Course Agenda ....................................................................................................................6-29 Setting Up Matching Options ..............................................................................................6-30 Demonstration .....................................................................................................................6-31 Review Question .................................................................................................................6-32 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents v
  • 7. Answer to Review Question ................................................................................................6-33 Course Agenda ....................................................................................................................6-34 Invoice Gateway Considerations .........................................................................................6-35 Open Interface Workflow Considerations ...........................................................................6-36 Invoice-Matching Considerations........................................................................................6-38 Prepayment Considerations .................................................................................................6-39 Summary..............................................................................................................................6-40 Matching Invoices to Purchase Orders and Receipts .........................................................7-1 Matching Invoices to Purchase Orders and Receipts...........................................................7-2 Objectives ............................................................................................................................7-3 Agenda.................................................................................................................................7-4 Entering Purchase Order Matched Invoices : Overview......................................................7-5 The Structure of a Purchase Order.......................................................................................7-6 The Structure of a Receipt ...................................................................................................7-7 Purchase Order Matched Invoices .......................................................................................7-8 Why Enter Purchase Order Matched Invoices? ...................................................................7-9 You Can Set Up Controls That Require You To Do The Following:..................................7-10 Matching Process.................................................................................................................7-11 Different Ways to Match an Invoice to a Purchase Order ...................................................7-12 Receipt Match......................................................................................................................7-13 Purchase Order Shipment Match .........................................................................................7-14 Purchase Order Distribution Match .....................................................................................7-15 Price Corrections .................................................................................................................7-16 Agenda.................................................................................................................................7-17 Practice Overview................................................................................................................7-18 Review Question .................................................................................................................7-22 Answer to Review Question ................................................................................................7-23 Agenda.................................................................................................................................7-24 PO Default and QuickMatch Invoices .................................................................................7-25 Demonstration of Matching QuickMatch and PO Default type Invoices to Receipts and Purchase Orders 7-26 Review Question .................................................................................................................7-27 Answer to Review Question ................................................................................................7-28 Agenda.................................................................................................................................7-29 Entering Purchase Order Matched Invoice Records in the Invoice Gateway ......................7-30 Demonstration of How to Match Invoices to Purchase Orders and Receipts in the Invoice Gateway 7-31 Review Question .................................................................................................................7-32 Answer to Review Question ................................................................................................7-33 Summary..............................................................................................................................7-34 Processing Debit and Credit Memos....................................................................................8-1 Processing Debit and Credit Memos ...................................................................................8-2 Online Help .........................................................................................................................8-3 Viewing Online Help...........................................................................................................8-4 Objectives ............................................................................................................................8-5 Agenda.................................................................................................................................8-6 Overview .............................................................................................................................8-7 Agenda.................................................................................................................................8-8 Entering Debit and Credit Memos in the Invoice Workbench.............................................8-9 Entering Debit and Credit Memos .......................................................................................8-10 Demonstration .....................................................................................................................8-11 Practice 1 Overview.............................................................................................................8-12 Practice 1 Instructions .........................................................................................................8-13 Review Question .................................................................................................................8-15 Answer to Review Question ................................................................................................8-16 Agenda.................................................................................................................................8-17 Matching Debit and Credit Memos in the Invoice Workbench ...........................................8-18 Clearing a Credit..................................................................................................................8-19 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents vi
  • 8. Demonstration .....................................................................................................................8-20 Practice 2 Overview.............................................................................................................8-21 Practice 2 Instructions .........................................................................................................8-22 Review Question .................................................................................................................8-24 Answer to Review Question ................................................................................................8-25 Agenda.................................................................................................................................8-26 Recording a Price Correction...............................................................................................8-27 How to Record a Price Correction.......................................................................................8-28 Demonstration .....................................................................................................................8-29 Summary..............................................................................................................................8-30 R11i Managing and Approving Invoices .............................................................................9-1 Managing and Approving Invoices .....................................................................................9-2 Objectives ............................................................................................................................9-3 Agenda.................................................................................................................................9-4 Invoice Inquiry: Overview...................................................................................................9-5 Finding Invoices ..................................................................................................................9-7 Finding Invoice Distributions ..............................................................................................9-8 Calculating Supplier Balances.............................................................................................9-9 Demonstration .....................................................................................................................9-10 Reviewing High-Level Invoice Information........................................................................9-11 Review Question .................................................................................................................9-13 Review Question Solution ...................................................................................................9-14 Agenda.................................................................................................................................9-15 Applying and Releasing Invoice Holds: Overview .............................................................9-16 Holds ...................................................................................................................................9-17 Hold Types ..........................................................................................................................9-18 Manually Applying Holds ...................................................................................................9-19 Manually Applying Invoice Holds ......................................................................................9-20 Applying Holds to Suppliers ...............................................................................................9-21 Applying Holds to Scheduled Payments .............................................................................9-22 Demonstration .....................................................................................................................9-23 Releasing Invoice Holds ......................................................................................................9-24 Correcting System Holds.....................................................................................................9-25 Manually Releasing Holds...................................................................................................9-26 Manually Releasing System Holds ......................................................................................9-29 Releasing Invoice Holds ......................................................................................................9-31 Releasing Holds...................................................................................................................9-32 Review Question .................................................................................................................9-33 Review Question Solution ...................................................................................................9-34 Demonstration .....................................................................................................................9-35 Agenda.................................................................................................................................9-36 Approving Invoices: Overview............................................................................................9-37 Approving Invoices .............................................................................................................9-39 Submitting Batch Approval .................................................................................................9-41 Approving Invoices Online .................................................................................................9-43 Demonstration .....................................................................................................................9-44 Approving Invoice Batches Online .....................................................................................9-45 Practice 1 .............................................................................................................................9-46 Practice 1 Solutions .............................................................................................................9-47 Agenda.................................................................................................................................9-48 Other Invoice Functions: Overview.....................................................................................9-49 Adjusting Invoices...............................................................................................................9-50 Demonstration .....................................................................................................................9-51 Canceling Invoices ..............................................................................................................9-52 Demonstration .....................................................................................................................9-53 Agenda.................................................................................................................................9-54 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents vii
  • 9. Adjusting Purchase Order Matched Invoices: Overview.....................................................9-55 Matching Invoices to Purchase Orders ................................................................................9-56 Matching Invoices to Purchase Orders and Receipts...........................................................9-57 Resolving Matching Issues ..................................................................................................9-58 Adjusting Purchase Order Matched Invoices ......................................................................9-59 Review Question .................................................................................................................9-61 Review Question Solution ...................................................................................................9-62 Lesson Summary .................................................................................................................9-63 Processing Recurring Invoices..............................................................................................10-1 Processing Recurring Invoices ............................................................................................10-2 Online Help .........................................................................................................................10-3 Viewing Online Help...........................................................................................................10-4 Objectives ............................................................................................................................10-5 Agenda.................................................................................................................................10-6 Recurring Invoice Process ...................................................................................................10-7 Agenda.................................................................................................................................10-8 Overview of Recurring Invoices..........................................................................................10-9 Agenda.................................................................................................................................10-12 Special Calendar Window ...................................................................................................10-13 Demonstration .....................................................................................................................10-14 Review Question .................................................................................................................10-15 Answer to Review Question ................................................................................................10-16 Agenda.................................................................................................................................10-17 Recurring Invoice Templates...............................................................................................10-18 Demonstration .....................................................................................................................10-21 Review Question .................................................................................................................10-22 Answer to Review Question ................................................................................................10-23 Agenda.................................................................................................................................10-24 Creating a Recurring Invoice...............................................................................................10-25 Recurring Credit and Debit Memos.....................................................................................10-26 Withholding Taxes from Recurring Invoices ......................................................................10-27 Recurring Invoice Restrictions ............................................................................................10-28 Demonstration .....................................................................................................................10-29 Practice Overview................................................................................................................10-30 Practice Instructions ............................................................................................................10-31 Review Question .................................................................................................................10-32 Answer to Review Question ................................................................................................10-33 Summary..............................................................................................................................10-34 Accounting in Oracle Payables.............................................................................................11-1 Accounting in Oracle Payables............................................................................................11-2 Course Objectives................................................................................................................11-3 Agenda.................................................................................................................................11-4 Overview of the Accounting Cycle .....................................................................................11-5 Agenda.................................................................................................................................11-6 Accounting Features ............................................................................................................11-7 Agenda.................................................................................................................................11-8 Accounting Events...............................................................................................................11-9 Document Classes................................................................................................................11-10 Invoice Document Class ......................................................................................................11-11 Payment Document Class ....................................................................................................11-12 Invoice Event.......................................................................................................................11-13 Invoice Event - Invoice with One Distribution....................................................................11-14 Invoice Event - Invoice with Multiple Distributions ...........................................................11-15 Invoice Event - Multiple Distributions with Automatic Offsets Enabled............................11-16 Invoice Event - Invoice in Foreign Currency ......................................................................11-17 Invoice Event - Accrual on Receipt.....................................................................................11-18 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents viii
  • 10. Invoice Adjustment Event ...................................................................................................11-19 Invoice Adjustment Event - Distribution Reversal..............................................................11-20 Invoice Adjustment Event - Invoice Amount Adjusted.......................................................11-21 Invoice Cancellation Event..................................................................................................11-22 Invoice Cancellation Event - Invoice Cancellation .............................................................11-23 Prepayment Application Event ............................................................................................11-24 Prepayment Unapplication Event ........................................................................................11-25 Review Questions ................................................................................................................11-26 Answers to Review Question...............................................................................................11-27 Payment Event.....................................................................................................................11-28 Payment Event - Invoice Payment.......................................................................................11-29 Payment Event - Foreign and Functional Currency.............................................................11-30 Payment Maturity Event......................................................................................................11-31 Payment Maturity Event - Future Dated Payment ...............................................................11-32 Payment Adjustment Event .................................................................................................11-33 Payment Cancellation Event................................................................................................11-34 Payment Clearing Events.....................................................................................................11-35 Review Question .................................................................................................................11-36 Answer to Review Question ................................................................................................11-37 Agenda.................................................................................................................................11-38 Creating Accounting Entries................................................................................................11-39 Payables Accounting Process ..............................................................................................11-40 Prerequisites for Creating Accounting Entries ....................................................................11-41 Demonstration .....................................................................................................................11-42 Review Questions ................................................................................................................11-44 Answers to Review Questions .............................................................................................11-45 Agenda.................................................................................................................................11-46 Viewing Accounting Entries................................................................................................11-47 Correcting Accounting Entries ............................................................................................11-48 Demonstration .....................................................................................................................11-49 Practice #1 Overview...........................................................................................................11-50 Practice #1 Instructions .......................................................................................................11-51 Agenda.................................................................................................................................11-52 Overview of Transferring Accounting Entries to Your General Ledger .............................11-53 Reviewing Accounting Entries ............................................................................................11-54 Posting in Oracle General Ledger........................................................................................11-55 Reconciling Payables Activity.............................................................................................11-56 Review Question .................................................................................................................11-57 Answer to Review Question ................................................................................................11-58 Agenda.................................................................................................................................11-59 Period Close Process ...........................................................................................................11-60 Unaccounted Transaction Sweep Program ..........................................................................11-61 Summary..............................................................................................................................11-62 Processing Single Payments and Refunds ...........................................................................12-1 Processing Single Payments and Refunds ...........................................................................12-2 Course Objectives................................................................................................................12-3 Agenda.................................................................................................................................12-4 Overview of the Payment Generation Process.....................................................................12-5 Agenda.................................................................................................................................12-6 Check Requests ...................................................................................................................12-7 Overview of Processing Check Requests Using Manual Payments ....................................12-8 Manual Payments ................................................................................................................12-9 Creating Manual Payments..................................................................................................12-10 Prerequisites for Processing Manual Payments ...................................................................12-11 Demonstration .....................................................................................................................12-12 Practice #1 Overview...........................................................................................................12-13 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents ix
  • 11. Practice #1 Instructions .......................................................................................................12-14 Review Question .................................................................................................................12-15 Answer to Review Question ................................................................................................12-16 Agenda.................................................................................................................................12-17 Overview of Generating a Single, Computer-Generated Payment ......................................12-18 Quick Payments...................................................................................................................12-19 Recording Zero-Amount Payments .....................................................................................12-20 Demonstration .....................................................................................................................12-21 Paying Invoices from the Invoice Workbench.....................................................................12-22 Practice #2 Overview...........................................................................................................12-23 Practice #2 Instructions .......................................................................................................12-24 Review Question .................................................................................................................12-26 Answer to Review Question ................................................................................................12-27 Agenda.................................................................................................................................12-28 Refunds................................................................................................................................12-29 Recording Refunds ..............................................................................................................12-30 Recording Refunds When a Credit Balance Exists..............................................................12-31 Demonstration .....................................................................................................................12-32 Practice #3 Overview...........................................................................................................12-33 Practice #3 Instructions .......................................................................................................12-34 Agenda.................................................................................................................................12-36 Overview of Stop and Void Payments.................................................................................12-37 Stop Payments .....................................................................................................................12-38 Payment Status Updates ......................................................................................................12-39 Demonstration .....................................................................................................................12-40 Overview of Voiding Payments...........................................................................................12-41 Voiding Payments................................................................................................................12-42 Review of Voided Payments ...............................................................................................12-43 Demonstration .....................................................................................................................12-44 Practice #4 Overview...........................................................................................................12-45 Practice #4 Instructions .......................................................................................................12-46 Summary..............................................................................................................................12-47 Processing Withholding Tax.................................................................................................13-1 Processing Withholding Tax................................................................................................13-2 Objectives ............................................................................................................................13-3 Agenda.................................................................................................................................13-4 Automatic Withholding Tax Overview ...............................................................................13-5 Overview of Withholding Tax Process................................................................................13-6 Agenda.................................................................................................................................13-7 Setting Up Withholding Tax Payables Options ...................................................................13-8 Setting Up Withholding Tax................................................................................................13-10 Review Question .................................................................................................................13-13 Answer to Review Question ................................................................................................13-14 Agenda.................................................................................................................................13-15 Withholding Taxes ..............................................................................................................13-16 Entering Invoices.................................................................................................................13-17 Applying Withholding Tax to Invoices ...............................................................................13-19 Demonstration .....................................................................................................................13-21 Review Question .................................................................................................................13-22 Answer to Review Question ................................................................................................13-23 Agenda.................................................................................................................................13-24 Creating Withholding Tax Invoices.....................................................................................13-25 Creating Withholding Tax Invoices Manually ....................................................................13-26 Creating Withholding Tax Invoices Automatically .............................................................13-27 Agenda.................................................................................................................................13-28 Paying a Tax Authority........................................................................................................13-29 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents x
  • 12. Review Question .................................................................................................................13-30 Answer to Review Question ................................................................................................13-31 Agenda.................................................................................................................................13-32 Projected Withholding Tax..................................................................................................13-33 View Period-To-Date Withheld Amounts ...........................................................................13-34 Review Question .................................................................................................................13-36 Answer to Review Question ................................................................................................13-37 Summary..............................................................................................................................13-38 Managing the Supplier Base .................................................................................................14-1 Managing the Supplier Base................................................................................................14-2 Objectives ............................................................................................................................14-3 Agenda.................................................................................................................................14-4 How Oracle Products Use Supplier Information .................................................................14-5 Agenda.................................................................................................................................14-6 Supplier and Supplier Site Settings .....................................................................................14-7 Review Question .................................................................................................................14-11 Answer to Review Question ................................................................................................14-12 Avoiding Duplicate Suppliers..............................................................................................14-13 Entering Basic Supplier Information ...................................................................................14-15 Entering Detailed Supplier Information ..............................................................................14-16 Entering Supplier Information in the General Region .........................................................14-17 Entering Supplier Information in the Classification Region................................................14-18 Entering Supplier Information in the Control Region .........................................................14-19 Entering Supplier Information in the Payment Region........................................................14-20 Entering Supplier Information in the Bank Accounts Region .............................................14-21 Entering Supplier Information in the Electronic Data Interchange Region .........................14-22 Entering Supplier Information in the Invoice Tax Region ..................................................14-23 Entering Supplier Information in the Withholding Tax Region ..........................................14-24 Entering Supplier Information in the Tax Reporting Region ..............................................14-25 Entering Supplier Information in the Purchasing Region....................................................14-26 Entering Supplier Information in the Receiving Region .....................................................14-27 Demonstration .....................................................................................................................14-28 Entering Supplier Information.............................................................................................14-29 Review Question .................................................................................................................14-31 Answer to Review Question ................................................................................................14-32 Overview of Entering Information at the Supplier Site Level .............................................14-33 Entering Detailed Supplier Site Information .......................................................................14-34 Entering Flexible Address Format Information...................................................................14-35 Entering Supplier Site Information in the General Region..................................................14-36 Entering Supplier Site Information in the Contacts Region ................................................14-37 Entering Supplier Site Information in the Accounting Region............................................14-38 Entering Employees as Suppliers ........................................................................................14-39 Demonstration .....................................................................................................................14-40 Practice 1 Overview.............................................................................................................14-41 Practice 1 Instructions .........................................................................................................14-42 Searching and Reviewing Supplier Information Online ......................................................14-44 Maintaining Supplier and Supplier Site Information...........................................................14-45 Supplier Reports ..................................................................................................................14-46 Practice 2 Overview.............................................................................................................14-48 Practice 2 Instructions .........................................................................................................14-49 Review Question .................................................................................................................14-51 Answer to Review Question ................................................................................................14-52 Agenda.................................................................................................................................14-53 Merging Suppliers ...............................................................................................................14-54 Overview of Merging Suppliers ..........................................................................................14-55 Merging Suppliers ...............................................................................................................14-57 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents xi
  • 13. Demonstration .....................................................................................................................14-60 Identifying Duplicate Suppliers...........................................................................................14-61 Maintaining Reports As an Audit Trail ...............................................................................14-62 Review Question .................................................................................................................14-63 Answer to Review Question ................................................................................................14-64 Summary..............................................................................................................................14-65 Processing Prepayments........................................................................................................15-1 Processing Prepayments ......................................................................................................15-2 Objectives ............................................................................................................................15-3 Agenda.................................................................................................................................15-4 Overview of Prepayments....................................................................................................15-6 Overview of Processing Prepayments .................................................................................15-9 Review Question .................................................................................................................15-10 Answer to Review Question ................................................................................................15-11 Agenda.................................................................................................................................15-12 Entering Prepayments..........................................................................................................15-13 Approving and Paying Prepayments....................................................................................15-14 Using Automatic Withholding Tax on Prepayments ..........................................................15-15 Matching a Prepayment to a Purchase Order.......................................................................15-16 Controlling When a Prepayment is Available to Apply to Invoices....................................15-17 Demonstration .....................................................................................................................15-18 Practice 1 Overview.............................................................................................................15-20 Practice 1 Instructions .........................................................................................................15-21 Review Question .................................................................................................................15-23 Answer to Review Question ................................................................................................15-24 Agenda.................................................................................................................................15-25 Applying Prepayments to Invoices ......................................................................................15-26 Applying Prepayments in the Invoice Workbench ..............................................................15-27 Applying Prepayments in the Invoice Gateway...................................................................15-28 Applying Prepayments to Expense Reports.........................................................................15-29 Using the Prepayments Status Report..................................................................................15-30 Demonstration .....................................................................................................................15-31 Unapplying Prepayments.....................................................................................................15-33 Recording a Refund of a Prepayment or Advance...............................................................15-34 Canceling Prepayments .......................................................................................................15-35 Review Question .................................................................................................................15-36 Answer to Review Question ................................................................................................15-37 Summary..............................................................................................................................15-38 Copyright © Oracle Corporation, 2001. All rights reserved. Accounts Payable Table of Contents xii
  • 14. R11i Overview of Issuing Payments Chapter 1 Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 1
  • 15. R11i Overview of Issuing Payments R11i Overview of Issuing Payments R11i Overview of Issuing Payments Oracle Payables Release 11i Oracle Payables Release 11i ® ILT Schedule: 60 minutes 00 minutes 60 minutes Timing Lecture Practice Total Topic Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 2
  • 16. Objectives Objectives Objectives After completing this course, you should be able to After completing this course, you should be able to do the following: do the following: • Describe the process of issuing payments • Describe the process of issuing payments • • Explain the key payments concepts in Oracle Explain the key payments concepts in Oracle Payables Payables ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 3
  • 17. Agenda Agenda Agenda • • • • • • • • Product integration Product integration Overview of Oracle Payables Overview of Oracle Payables Flow of default values Flow of default values Overview of invoice payment Overview of invoice payment ® Instructor Note Remind the students that this is an overview class, and that there are additional modules that will go into more detail about the different topics. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 4
  • 18. Product Integration Product Integration Product Integration Oracle Human Resources Oracle Projects Oracle Cash Management Oracle e-Commerce Gateway Oracle Workflow Oracle Payables Oracle Property Manager Oracle iExpenses Oracle Purchasing Oracle Assets Oracle General Ledger ® Instructor Note Oracle Payables integrates with: Oracle Human Resources Oracle Projects Oracle Cash Management Oracle e-Commerce Gateway Oracle Property Manager Oracle iExpenses Oracle Workflow Oracle General Ledger and other general ledger systems Oracle Assets and other fixed-asset systems Oracle Purchasing and other purchasing systems Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 5
  • 19. Oracle Payables Integration Oracle Payables Integration Oracle Payables Integration • • • • • • • • Oracle Human Resources shares locations and Oracle Human Resources shares locations and employees with Oracle Payables. employees with Oracle Payables. Oracle Projects imports invoice information from Oracle Projects imports invoice information from Oracle Payables to track project costs, and Oracle Payables to track project costs, and exports expense report information to Oracle exports expense report information to Oracle Payables. Payables. Oracle Cash Management reconciles payments Oracle Cash Management reconciles payments created in Oracle Payables with your bank created in Oracle Payables with your bank statements. statements. Oracle e-Commerce Gateway transfers electronic Oracle e-Commerce Gateway transfers electronic invoices to Oracle Payables and electronic data invoices to Oracle Payables and electronic data interchange (EDI) payments out of Oracle interchange (EDI) payments out of Oracle Payables. Payables. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 6 ®
  • 20. Oracle Payables Integration Oracle Payables Integration Oracle Payables Integration • • • • • • • • Oracle Property Manager exports lease payment Oracle Property Manager exports lease payment information to Oracle Payables where you can pay information to Oracle Payables where you can pay lease invoices. lease invoices. Oracle iExpenses lets employees enter their own Oracle iExpenses lets employees enter their own expense reports. expense reports. Oracle Workflow can be set up to process invoice Oracle Workflow can be set up to process invoice records before you import them from the Payables records before you import them from the Payables Open Interface. Open Interface. Oracle General Ledger and other general ledger Oracle General Ledger and other general ledger systems receive invoice and payment accounting systems receive invoice and payment accounting entries from Oracle Payables. entries from Oracle Payables. ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 7
  • 21. Oracle Payables Integration Oracle Payables Integration Oracle Payables Integration • • • • Oracle Assets and other fixed-asset systems Oracle Assets and other fixed-asset systems record Oracle Payables invoice distributions for record Oracle Payables invoice distributions for asset purchases. asset purchases. Oracle Purchasing and other purchasing systems Oracle Purchasing and other purchasing systems share purchase orders and supplier information share purchase orders and supplier information with Oracle Payables. with Oracle Payables. ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 8
  • 22. Overview of Oracle Payables Overview of Oracle Payables Overview of Oracle Payables Oracle Payables is a high-productivity accounting Oracle Payables is a high-productivity accounting solution that helps you maintain strong financial solution that helps you maintain strong financial controls. You can: controls. You can: • Maximize supplier discounts • Maximize supplier discounts • Prevent duplicate payments • Prevent duplicate payments • • Pay for only the goods and services you order and Pay for only the goods and services you order and receive receive Oracle Payables also helps you resolve business Oracle Payables also helps you resolve business issues quickly by providing accurate responses to issues quickly by providing accurate responses to your inquiries. your inquiries. ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 9
  • 23. Five Major Processes Five Major Processes Five Major Processes Oracle Payables contains five major processes: Oracle Payables contains five major processes: • Setting up suppliers • Setting up suppliers • • • • • • • • Entering and approving invoices Entering and approving invoices Paying invoices Paying invoices Creating accounting entries Creating accounting entries Transferring transaction data to the general Transferring transaction data to the general ledger ledger ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 10
  • 24. Oracle Payables Processes Oracle Payables Processes Oracle Payables Processes Enter supplier Enter invoice Approve invoice Pay invoice A/P 100,000 Transfer information to general ledger 60,000 10,000 30,000 Create accounting entries ® Instructor Note There are two processes that you must complete in Oracle Payables before data can be sent to Oracle General Ledger: 1. The Payables Accounting Process creates the accounting entries in Oracle Payables. 2. The Payables Transfer to General Ledger sends the accounting transactions to the GL Interface. The Journal Import process moves the information from the GL Interface table to the General Ledger tables. You can submit this program from Payables or General Ledger. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 11
  • 25. Flow of Default Values Flow of Default Values Flow of Default Values Financials Options Payables Options Supplier Supplier site Invoice Invoice distribution line Invoice scheduled payment line ® Instructor Note Oracle Payables contains a hierarchy of options and defaults to expedite and control data entry. Options and defaults set at one level automatically cascade down to the next lower level in the hierarchy for any new transactions. Although you need to define these options and defaults only once, you can update them at any time to change controls and defaults for future transactions. You can override options and defaults at lower levels in the hierarchy. Note that most of the defaults are used for entering invoices. Point out that for payments, the invoice scheduled payment line is used. Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 12
  • 26. Review Question Review Question Review Question If a default is set at the Payables Options level in the If a default is set at the Payables Options level in the hierarchy, you can override the default at the invoice hierarchy, you can override the default at the invoice scheduled payment line level. scheduled payment line level. A. True A. True B. False B. False ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 13
  • 27. Answer to Review Question Answer to Review Question Answer to Review Question If a default is set at the Payables Options level in the If a default is set at the Payables Options level in the hierarchy, you can override the default at the invoice hierarchy, you can override the default at the invoice payment schedule line level. payment schedule line level. A. True A. True B. False B. False ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 14
  • 28. Issuing Payments: Overview Issuing Payments: Overview Issuing Payments: Overview Enter supplier Enter invoice Approve invoice Pay invoice A/P 100,000 Transfer information to general ledger 60,000 10,000 30,000 Create accounting entries ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 15
  • 29. Payment Features Payment Features Payment Features Oracle Payables provides a variety of features for Oracle Payables provides a variety of features for fast, controlled payment processing. With Oracle fast, controlled payment processing. With Oracle Payables, you can: Payables, you can: • Use different payment methods to disburse funds • Use different payment methods to disburse funds • Ensure that duplicate invoice payments never • Ensure that duplicate invoice payments never occur occur • Pay only invoices that are due, and automatically • Pay only invoices that are due, and automatically take the maximum discount available take the maximum discount available • Automatically create groups of payments for • Automatically create groups of payments for invoices that meet the criteria you select invoices that meet the criteria you select ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 16
  • 30. Payment Features Payment Features Payment Features • • • • • • • • • • Use custom payment formats Use custom payment formats Choose from different payment method options, Choose from different payment method options, including checks, electronic data interchange including checks, electronic data interchange (EDI), electronic funds transfer (EFT), and wires (EDI), electronic funds transfer (EFT), and wires Record stop payments Record stop payments Void payments Void payments Review payment status and payment information Review payment status and payment information ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 17
  • 31. Oracle Payables Payment Methods Oracle Payables Payment Methods Oracle Payables Payment 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 ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 18
  • 32. Future-Dated Payments Future-Dated Payments Future-Dated Payments • • Future-dated payments (also known as bills of Future-dated payments (also known as bills of exchange or notes payable) are payment exchange or notes payable) are payment documents that instruct your bank to disburse documents that instruct your bank to disburse funds on a specific date—the maturity date. funds on a specific date—the maturity date. • • The difference between future-dated payments and The difference between future-dated payments and standard payments is that on standard payments standard payments is that on standard payments the payment date, the creation date, and the date the payment date, the creation date, and the date when funds are available are usually all the same. when funds are available are usually all the same. ® (Help) Oracle Financial Applications > Oracle Payables > Payments > Future Dated Payments > Future Dated Payments Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 19
  • 33. Using the Workbench Model Using the Workbench Model Using the Workbench Model Oracle Payables includes two fully integrated Oracle Payables includes two fully integrated workbenches: workbenches: • The Invoice Workbench • The Invoice Workbench • • The Payment Workbench The Payment Workbench You can create, adjust, and review payments in the You can create, adjust, and review payments in the Payment Workbench. Payment Workbench. ® (Help) Oracle Financial Applications > Oracle Payables > Overview > The Payment Workbench Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 20
  • 34. Using the Payment Workbench Using the Payment Workbench Using the Payment Workbench Payment Overview Find Find Payment Batch Sets Find Payment Batches Payments Submit Batch Set ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 21
  • 35. The Payment Workbench: Payment Batch Sets The Payment Workbench: The Payment Workbench: Payment Batch Sets Payment Batch Sets Payment Batch Sets Payment Batch Sets • Find Payment Batch Sets • Find Payment Batch Sets • • Submit Batch Sets Submit Batch Sets ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 22
  • 36. The Payment Workbench: Payment Batches The Payment Workbench: The Payment Workbench: Payment Batches Payment Batches Payment Batches Payment Batches • Find Payment Batches • Find Payment Batches • • • • Copy To Copy To Payment Batch Actions Payment Batch Actions – Modify Payment Batch – Modify Payment Batch – Confirm Payment Batch – Confirm Payment Batch ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 23
  • 37. The Payment Workbench: Payment Overview and Payments The Payment Workbench: The Payment Workbench: Payment Overview and Payments Payment Overview and Payments Payment Overview Payment Overview Payments Payments • • • • • • • • Find Payments Find Payments Select Invoices Select Invoices View Invoices View Invoices Payment Actions Payment Actions ® Copyright © Oracle Corporation, 2000. All rights reserved. R11i Overview of Issuing Payments Chapter 1 - Page 24