Q: What is the Payment Batch processing flow?

A: The flow of payment processing is as follows: AutoSelect - First you initiate the Payment Batch by entering criteria for invoices e.g.Pay Group, Bank Account, Document, Pay Through Date etc. Build - The system then builds payments based on the selection criteria. Modify - You can optionally modify the payment batch , may add some new Invoices which are not appearing in the Preliminary Payment Register or remove from the Preliminary Payment Register Format - Format payments to have Payable produce an output file. Print - Print checks from the output file or deliver the output file to your bank. Confirm - Confirm the payment batch.

Q: I have created a Payment Batch and wish to abort it. Can I delete it? A: Yes, But only if the status of the Payment Batch is 'Unstarted' or 'New'. If the batch has already been selected for processing, you must Cancel it. If you have already formatted the Payment Batch, then click on Actions and deselect the Confirm action. After doing so, the Cancel Payment Batch option will be available. Q: How do I determine the status of the Payment Batch? A: Query up the Payment Batch in the Payment Batches Summary window to view the status. Or Query the batch from Payment Inquiry Screen Invoice > Payment > Inquiry > Payment Batch (Enter the search Criteria). This will List out the Batches form here and find out the batch which you are looking for Q: When can I modify a Payment Batch? A: After the Payment Batch has been Built and before it has been Formatted. Once the payment batch has been Formatted, you can not Modify the batch. Q: How do I add an invoice to the Payment Batch? A: You can add an Invoice by Modifying the Batch. Now, the payment batch can be modified only before it has been formatted. 1. From the Actions Window, deselect Format and select Modify Payment Batch. 2. Enter the Supplier Name and Site.

3. Select Yes for Pay Supplier. 4. Select the invoice you wish to add to this Payment Batch. 5. Select Done. The system will automatically submit the Build Payments program to rebuild the payments. Q: Can I modify the Discount on a selected invoice in the Payment Batch? A: Yes. You can change the Discount Amount to reflect more or less of a discount. The discount amount and payment amount can not be more than the amount due. If you take less of a discount and you wish to pay the invoice in full, you will need to adjust the Payment Amount also. If the invoice includes withholding tax, you can not adjust the Payment Amount or the Discount Amount. Q. Can I add an invoice that has been excluded because the payment batch exceeds the maximum outlay. A: Yes. Select the Supplier and Site and choose 'Force' as the Pay Option in the Modify Payments Window. Q: Can I cancel a Payment Batch that has been confirmed. A: No. You must void each payment created by the Payment Batch to accomplish this. Q: How do I remove zero amounts on the Preliminary Payment Register? A: The best way to get around zero amounts on the Preliminary Payment Register when an Invoice and a Credit Memo cancel each other out is to make a Manual Payment for a zero amount (the Invoice and the Credit Memo). You can either set up a dummy Payment Document to make the payment on, or use some other Payment Method. The important thing here is that Oracle Payable won't make a zero amount payment for you, AutoSelect will not pick up zero amount payments, nor will QuickCheck allow zero amount payments. Once the zero amount Manual Payment is made, both the Invoice and the Credit Memo will be marked as paid and will stop being picked up by AutoSelect, so they won't appear on the Preliminary Payment Register. Q: Can you account for a payment without accounting for an invoice? A: NO,You must account for the invoice prior to accounting for the payment. If you try to account for the payment you will receive the following error in the log file: Cannot Account for GENERIC bank accounts check number XXXXXX because the Invoice that it pays, is NOT accounted Q: What reports should I run before closing the period?

A: Run the following reports: Invoice On Hold Report - review holds and release any accounting holds Unaccounted Transactions Report - review the transactions that need to be posted or Swept to the next period before closing Q: How do I setup banks for suppliers? A: Please review the following steps 1. In the Banks window query an existing Bank. 2. Choose the Bank Accounts button. Enter the Bank Account Name and Bank Account Number. Enter the EDI ID number. Optionally enter an Account Type and Description. Optionally change the account currency, which defaults from your functional currency. If you want to use Bank Account validation, enter Check Digits.

3. Select Supplier as the Account Use. 4. In the Supplier Assignments region list the supplier, and optionally list supplier sites, that use the account to receive electronic payments. 5. Optionally enter account holder information in the Account Holder region. Optionally enter contact information in the Account Contacts region. 6. Save your work. 7.In the Bank Accounts region of the Suppliers and Supplier Sites windows, verify for each supplier and site that all appropriate bank accounts are listed. For suppliers and supplier sites with multiple bank accounts, designate as the primary bank account one bank account per period and per currency. Q: Transactions: Is it possible to make changes to my Primary set of books that I do not want to transfer to my Reporting set of books? A: Any updates you do in primary will be done in reporting set of books. There is no way to stop this. You cannot update anything directly in reporting set of books. Q: Transactions: Can you make an adjustment to one of your books without affecting others? A: No. Q: Posting: Can I post to my primary set of books and my reporting set of books at the same time? A: Yes,

Q: How do I open and close periods using MRC with Payable? A: If you are using MRC with Payable, you must open and close periods in your Primary set of books ONLY. MRC automatically opens and closes periods in all associated reporting sets of books. NOTE : You cannot close a period until you have posted all outstanding transactions to General Ledger in both your primary and associated reporting sets of books.

Q: How does MRC handle Subledgers transactions? A: 1. Subledger transactions are converted into your reporting functional currencies at the time of the original entry. 2. The primary functional currency amounts and their associated reporting currency amounts are stored together in your subledgers. NOTE : Because conversion occurs at the time of original entry, reporting currency amounts are always correlated with their associated primary currency amounts. Q: How are accounting entries using MRC with Payable? A:1. Run the Create Accounting process from your primary responsibility. 2. This will create accounting entries in the primary and reporting sets of books.

Q. Match/Hold: How do I remove a Final Matching hold so that I can pay the invoice? A:This hold is in effect because the invoice was matched to a PO line that has a status of Final Closed. There is no way to manually remove the hold; the system must remove the hold. There are two workarounds for this situation: Workaround #1: You need to reverse the distribution line that has the final match hold. You can then create a new PO line, and match to that line. Workaround #2: You can manually create a distribution line on the invoice that is not matched to the PO, but is charged to the correct GL account. Q. Invoice Type: What is a "Mixed" Invoice and how do I enter one? A:Mixed Invoices are invoices or credit/debit memos for which you can perform both positive and negative matching to purchase orders and to other invoices.

For example, you can enter an invoice for -$100 with Invoice Type Mixed. You can match to an invoice for $-200, and match to a purchase order for $100. To enter a Mixed invoice:

1. Enter the invoice or credit/debit memo in the Invoices Summary, and enter Mixed as the invoice Type. You can enter either a positive or negative invoice amount.

2. Match to purchase orders, and/or invoices.