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One Time Payments
in Oracle ERP/Fusion Cloud
Prithis Das – Dynamique Solutions LLC
Presenter’s background - Prithis Das
• In the Oracle ERP space since 1997
• Founder of Dynamique Solutions LLC, an Oracle Silver Partner – Cloud Standard
• Consulting experience with Big 5 and other major organizations
• Oracle Certified Specialist in all the Oracle ERP Cloud Financials modules
• Oracle Certified Specialist in Oracle E-Business Suite Financials modules
• Chartered Accountant and Management Accountant from India
• Multiple presentations on Oracle technologies at major Oracle events
• Contact:
• Cell: +1.630.3649457
• Email: prithis.das@dynamique.us
• LinkedIn: www.linkedin.com/in/prithisdas/
• Web: www.dynamique.us
Dynamique Solutions LLC
AGENDA
Dynamique Solutions LLC
Agenda
• One Time Payments overview
• The process
• Setups required
• FBDI Template and Data
• One Time Payments in action
• Reporting on One Time Payments
• Implementation Considerations
• Q&A
Dynamique Solutions LLC
INTRODUCTION TO
ONE TIME PAYMENTS
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC | Making an impact
Introduction to One Time Payments
Dynamique Solutions LLC
• What are One Time Payments?
• Bulk processing of Payments requests to Payees in Oracle ERP Cloud Payables, without
the need to create Suppliers, Supplier Addresses, Sites, Site Assignments
• Typically these Payment Requests originate from external systems
• Use of File Based Data Import (FBDI) Excel-based templates to import payment data into
Oracle Payables, and processing the same using standard payments functionality
• How are One Time Payments used?
• Processing of payments to payees who are not regular suppliers:
• Refunds to students from a Student administration system
• Refunds to patients from a Hospital management system
• Refunds to customers from an external billing system which is integrated with Oracle through
Accounting Hub or General Ledger, and not through Oracle Receivables
• Payments to Garnishment creditors who are not regular suppliers
ONE TIME PAYMENTS
– THE PROCESS
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC
The One Time Payment Process
Dynamique Solutions LLC
Prepare data
• Extract Payment Data from external system
• Transform data into FBDI data format
Import data
• Import data file through ESS job/Web service
• Identify and fix import exceptions
Process and
account
payments
• Approve and process payments
• Create Accounting
ONE TIME PAYMENTS
– SETUPS REQUIRED
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC
Setups required
Dynamique Solutions LLC
Step Procedure Comments
Enable One Time
Payments
Setup > Financials > Change Feature
Opt in > Payables (Features) > One
time payments (Enable)
Opting into this feature will enable:
1. OTP Liability A/c and OTP Expense A/c
fields in Common Options,
2. Import Payment Requests Task in the
Invoices work area.
Common Options
default accounts
Assign default Liability and Expense
accounts for One Time Payments
These accounts will be used if none is
specified on the FBDI file.
Assign Location to
BU
Setup > Financials > Organization
Structures > Manage Business Unit.
Select the BU.
Make sure that a Location is assigned.
This is a must, without this the one time
payment requests will not be imported.
Setup TCA Source
Systems
Setup > Financials > Customers >
Manage Trading Community Source
Systems
Add the Source systems
Type must be “Spoke”
Enable for Trading Community Members = Y
Payables Lookup
for Source
Setup > Financials > Payables >
Manage Payables Lookups.
Setup each of your external source systems
as a Source.
Use a single word for the Source.
ONE TIME PAYMENTS
– SAMPLE DATA FILE
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC
Sample data file
Dynamique Solutions LLC
https://docs.oracle.com/en/cloud/saas/financials/19a/oefbf/Payables-Payment-Request-Import-
308023233-fbdi-30.html
The FBDI template is available at this link:
Sample data file - suggestions
• Use intelligent numbering for the Transaction Identifier and the Reference
columns
• For example, use data in the format YYYYMMDDNNNN for the columns to facilitate easy
query and reporting downstream
• The Source column must be populated with the exact value(s) as in the TCA
Source and Payables Lookups.
• Date formats should be YYYY/MM/DD
• Use the Import Set column to segregate specific data imports
• The Legal Entity, if left blank, will default from the default Legal Entity assigned
to the Business Unit
• Payment Methods can be EFT, Check or any other methods for which there is
a Payment Process Profile
Dynamique Solutions LLC
Sample data file – suggestions (contd)
• Use the Description column to print relevant information on the check stub, in
case of check payments – something that would make sense to the Payee
• Use Pay Group and Payment Priority columns to process these one time
payments separately from regular vendor payments
• Use the Distribution Combination and Distribution Set columns to drive the
expense account of the Payment Request
Dynamique Solutions LLC
ONE TIME PAYMENTS
– IN ACTION
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC
Import data file through ESS job/Web service
• Load Interface File for Import
Dynamique Solutions LLC
Import data file through ESS job/Web service
• Import Payables Payment
Requests
• Task available in the Invoice
Work area
• Can also be launched from
Scheduled Processes
Dynamique Solutions LLC
Identify and Fix import exceptions
• Review the Import Payables
Payment Requests Report
• Identify the cause of exceptions
• Fix Exceptions through the Correct
Import Errors task
• In the long term, recurring errors
must be fixed at source
Dynamique Solutions LLC
Approve and Process One Time Payments
• Review the imported Payment
Requests
• Approve the Payment Requests
if applicable
• Run Payment batches to pay
them
• Run Create Accounting
Dynamique Solutions LLC
Approve and Process One Time Payments (contd)
Dynamique Solutions LLC
ONE TIME PAYMENTS
– REPORTING
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC
Reporting on One Time Payments
• One Time Payments appear as Payment Requests on the Invoice Workbench
Dynamique Solutions LLC
Reporting on One Time Payments (contd)
• Payables Invoice Register can be run with the parameter Invoice Type =
Payment request
Dynamique Solutions LLC
Reporting on One Time Payments (contd)
• Payment File Register and other Payment reports will display One Time
Payments
• OTBI can be used to report on One Time Payments
• Note: Reporting on the list of Payees imported into the system is limited as of
R13 Update 19C!
Dynamique Solutions LLC
ONE TIME PAYMENTS
– IMPLEMENTATION CONSIDERATIONS
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC
One Time Payments – Implementation Considerations
Dynamique Solutions LLC
Consideration Suggestion
One time payments do not appear on any 1099
payment processes
Use this process for non-1099 payments only. For
1099 payments use the traditional approach of
suppliers, invoices and payments.
If the data file has a previously uploaded party
details, the system does not create a duplicate
party. It re-uses the previously created party.
Use the same Party Name and Party Original
System Reference as previous time
PII information should not be imported into One
Time Payment Requests
Import only the information that is required to
process the payment - Payee details without
sensitive information, address, banking information
Questions?
Dynamique Solutions LLC
One Time Payments
in Oracle ERP/Fusion Cloud
Prithis Das – Dynamique Solutions LLC Cell: +1.630.3649457
Email: prithis.das@dynamique.us
LinkedIn: www.linkedin.com/in/prithisdas/
Web: www.dynamique.us
Dynamique Solutions LLC

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One time payment requests in Oracle ERP Cloud

  • 1. One Time Payments in Oracle ERP/Fusion Cloud Prithis Das – Dynamique Solutions LLC
  • 2. Presenter’s background - Prithis Das • In the Oracle ERP space since 1997 • Founder of Dynamique Solutions LLC, an Oracle Silver Partner – Cloud Standard • Consulting experience with Big 5 and other major organizations • Oracle Certified Specialist in all the Oracle ERP Cloud Financials modules • Oracle Certified Specialist in Oracle E-Business Suite Financials modules • Chartered Accountant and Management Accountant from India • Multiple presentations on Oracle technologies at major Oracle events • Contact: • Cell: +1.630.3649457 • Email: prithis.das@dynamique.us • LinkedIn: www.linkedin.com/in/prithisdas/ • Web: www.dynamique.us Dynamique Solutions LLC
  • 4. Agenda • One Time Payments overview • The process • Setups required • FBDI Template and Data • One Time Payments in action • Reporting on One Time Payments • Implementation Considerations • Q&A Dynamique Solutions LLC
  • 5. INTRODUCTION TO ONE TIME PAYMENTS Oracle ERP Cloud | Release 13 (19C) Dynamique Solutions LLC | Making an impact
  • 6. Introduction to One Time Payments Dynamique Solutions LLC • What are One Time Payments? • Bulk processing of Payments requests to Payees in Oracle ERP Cloud Payables, without the need to create Suppliers, Supplier Addresses, Sites, Site Assignments • Typically these Payment Requests originate from external systems • Use of File Based Data Import (FBDI) Excel-based templates to import payment data into Oracle Payables, and processing the same using standard payments functionality • How are One Time Payments used? • Processing of payments to payees who are not regular suppliers: • Refunds to students from a Student administration system • Refunds to patients from a Hospital management system • Refunds to customers from an external billing system which is integrated with Oracle through Accounting Hub or General Ledger, and not through Oracle Receivables • Payments to Garnishment creditors who are not regular suppliers
  • 7. ONE TIME PAYMENTS – THE PROCESS Oracle ERP Cloud | Release 13 (19C) Dynamique Solutions LLC
  • 8. The One Time Payment Process Dynamique Solutions LLC Prepare data • Extract Payment Data from external system • Transform data into FBDI data format Import data • Import data file through ESS job/Web service • Identify and fix import exceptions Process and account payments • Approve and process payments • Create Accounting
  • 9. ONE TIME PAYMENTS – SETUPS REQUIRED Oracle ERP Cloud | Release 13 (19C) Dynamique Solutions LLC
  • 10. Setups required Dynamique Solutions LLC Step Procedure Comments Enable One Time Payments Setup > Financials > Change Feature Opt in > Payables (Features) > One time payments (Enable) Opting into this feature will enable: 1. OTP Liability A/c and OTP Expense A/c fields in Common Options, 2. Import Payment Requests Task in the Invoices work area. Common Options default accounts Assign default Liability and Expense accounts for One Time Payments These accounts will be used if none is specified on the FBDI file. Assign Location to BU Setup > Financials > Organization Structures > Manage Business Unit. Select the BU. Make sure that a Location is assigned. This is a must, without this the one time payment requests will not be imported. Setup TCA Source Systems Setup > Financials > Customers > Manage Trading Community Source Systems Add the Source systems Type must be “Spoke” Enable for Trading Community Members = Y Payables Lookup for Source Setup > Financials > Payables > Manage Payables Lookups. Setup each of your external source systems as a Source. Use a single word for the Source.
  • 11. ONE TIME PAYMENTS – SAMPLE DATA FILE Oracle ERP Cloud | Release 13 (19C) Dynamique Solutions LLC
  • 12. Sample data file Dynamique Solutions LLC https://docs.oracle.com/en/cloud/saas/financials/19a/oefbf/Payables-Payment-Request-Import- 308023233-fbdi-30.html The FBDI template is available at this link:
  • 13. Sample data file - suggestions • Use intelligent numbering for the Transaction Identifier and the Reference columns • For example, use data in the format YYYYMMDDNNNN for the columns to facilitate easy query and reporting downstream • The Source column must be populated with the exact value(s) as in the TCA Source and Payables Lookups. • Date formats should be YYYY/MM/DD • Use the Import Set column to segregate specific data imports • The Legal Entity, if left blank, will default from the default Legal Entity assigned to the Business Unit • Payment Methods can be EFT, Check or any other methods for which there is a Payment Process Profile Dynamique Solutions LLC
  • 14. Sample data file – suggestions (contd) • Use the Description column to print relevant information on the check stub, in case of check payments – something that would make sense to the Payee • Use Pay Group and Payment Priority columns to process these one time payments separately from regular vendor payments • Use the Distribution Combination and Distribution Set columns to drive the expense account of the Payment Request Dynamique Solutions LLC
  • 15. ONE TIME PAYMENTS – IN ACTION Oracle ERP Cloud | Release 13 (19C) Dynamique Solutions LLC
  • 16. Import data file through ESS job/Web service • Load Interface File for Import Dynamique Solutions LLC
  • 17. Import data file through ESS job/Web service • Import Payables Payment Requests • Task available in the Invoice Work area • Can also be launched from Scheduled Processes Dynamique Solutions LLC
  • 18. Identify and Fix import exceptions • Review the Import Payables Payment Requests Report • Identify the cause of exceptions • Fix Exceptions through the Correct Import Errors task • In the long term, recurring errors must be fixed at source Dynamique Solutions LLC
  • 19. Approve and Process One Time Payments • Review the imported Payment Requests • Approve the Payment Requests if applicable • Run Payment batches to pay them • Run Create Accounting Dynamique Solutions LLC
  • 20. Approve and Process One Time Payments (contd) Dynamique Solutions LLC
  • 21. ONE TIME PAYMENTS – REPORTING Oracle ERP Cloud | Release 13 (19C) Dynamique Solutions LLC
  • 22. Reporting on One Time Payments • One Time Payments appear as Payment Requests on the Invoice Workbench Dynamique Solutions LLC
  • 23. Reporting on One Time Payments (contd) • Payables Invoice Register can be run with the parameter Invoice Type = Payment request Dynamique Solutions LLC
  • 24. Reporting on One Time Payments (contd) • Payment File Register and other Payment reports will display One Time Payments • OTBI can be used to report on One Time Payments • Note: Reporting on the list of Payees imported into the system is limited as of R13 Update 19C! Dynamique Solutions LLC
  • 25. ONE TIME PAYMENTS – IMPLEMENTATION CONSIDERATIONS Oracle ERP Cloud | Release 13 (19C) Dynamique Solutions LLC
  • 26. One Time Payments – Implementation Considerations Dynamique Solutions LLC Consideration Suggestion One time payments do not appear on any 1099 payment processes Use this process for non-1099 payments only. For 1099 payments use the traditional approach of suppliers, invoices and payments. If the data file has a previously uploaded party details, the system does not create a duplicate party. It re-uses the previously created party. Use the same Party Name and Party Original System Reference as previous time PII information should not be imported into One Time Payment Requests Import only the information that is required to process the payment - Payee details without sensitive information, address, banking information
  • 28. One Time Payments in Oracle ERP/Fusion Cloud Prithis Das – Dynamique Solutions LLC Cell: +1.630.3649457 Email: prithis.das@dynamique.us LinkedIn: www.linkedin.com/in/prithisdas/ Web: www.dynamique.us Dynamique Solutions LLC