Oracle Payable Student Activity Guide

Activity Guide
D49300GC20
Edition 2.0
March 2009
D59114
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R12 Oracle Payables

Management Fundamentals
Copyright 2009, Oracle. All rights reserved.

Disclaimer
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Authors
Christine Monk, Carol-Ann Lapeyrouse
Technical Contributors and Reviewers
Mary Kalway, Peggy Larson, Ivan Pena, Stacey Gomes, Jyoti Pandey, Shelley Feng, Sharon
Tennier, Ruth Kukla, Lata Sundar, Barbara Snyder, Bruce Isner, Barbara Nicholls, Christine
Rudd, Brian Aitken, Melanie Heisler, Hilary McClure, Pamela Rietz, Melanie Featherstone,
Brent Bosin, Aalok Shah, Wallace Gardipe, Oscar Brambila, Ivy Farren, Marilyn Montgomery,
Leanne Wilborn
This book was published using:
Oracle Tutor
If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United
States Government, the following notice is applicable:
R12 Oracle Payables Management Fundamentals - Activity Guide ...........................................................1-1

R12 Oracle Payables Management Fundamentals.........................................................................................1-3
Practice - Create a New Employee Record (Required)..............................................................................1-4
Solution - Create a New Employee Record (Required) .............................................................................1-6
Practice - Create a New User Record ........................................................................................................1-9
Solution - Create a New User Record........................................................................................................1-10
Practice - Set Yourself Up As a Buyer (Required) ....................................................................................1-12
Solution - Set Yourself Up As a Buyer (Required) ...................................................................................1-13
Guided Demonstration - Run the Fill Employee Hierarchy Process .........................................................1-14
Practice - Modify a List of Values and Create a Supplier With Two Sites................................................1-15
Solution Modify a List of Values and Create a Supplier With Two Sites ..............................................1-16
Practice - Create a 1099 Supplier Record ..................................................................................................1-31
Solution - Create a 1099 Supplier Record .................................................................................................1-32
Practice - Review and Change Supplier Information.................................................................................1-37
Solution - Review and Change Supplier Information................................................................................1-38
Guided Demonstration: Submit the Suppliers Audit Report and Merge Suppliers ...................................1-40
Practice - Remove the Payment Hold On Your 1099 Supplier..................................................................1-41
Solution - Remove the Payment Hold On Your 1099 Supplier .................................................................1-42
Practice - Set Up an Invoice Batch ............................................................................................................1-43
Solution - Set Up an Invoice Batch ...........................................................................................................1-44
Practice - Create Folder Forms for the Invoice Header and Lines regions ................................................1-45
Solution - Create Folder Forms for the Invoice Header and Lines regions ...............................................1-46
Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments ......................1-49
Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments .....................1-50
Practice - Enter an Invoice for a Fixed Asset.............................................................................................1-52
Solution - Enter an Invoice for a Fixed Asset............................................................................................1-53
Practice - Create Distribution Sets.............................................................................................................1-55
Solution - Create Distribution Sets ............................................................................................................1-56
Practice - Enter Invoices Using your Distribution Sets .............................................................................1-58
Solution - Enter Invoices Using your Distribution Sets.............................................................................1-59
Practice - Create a Freight Distribution .....................................................................................................1-63
Solution - Create a Freight Distribution.....................................................................................................1-64
Practice - Allocate Freight Charges ...........................................................................................................1-67
Solution - Allocate Freight Charges ..........................................................................................................1-68
Practice - Create a Scheduled Payment Plan .............................................................................................1-71
Solution - Create a Scheduled Payment Plan.............................................................................................1-72
Practice - Cancel an Invoice ......................................................................................................................1-75
Solution - Cancel an Invoice......................................................................................................................1-76
Practice - Reverse Invoice Distributions....................................................................................................1-78
Solution - Reverse Invoice Distributions...................................................................................................1-79
Practice - Create a Standard Purchase Order .............................................................................................1-84
Solution - Create a Standard Purchase Order.............................................................................................1-85
Practice - Match Invoices to a Purchase Order ..........................................................................................1-88
Solution - Match Invoices to a Purchase Order .........................................................................................1-90
Practice - Enter Quick Invoices .................................................................................................................1-97
Solution - Enter Quick Invoices.................................................................................................................1-99
Practice - Enter a Purchase Order for Matching to Quick Invoices ...........................................................1-102
Solution - Enter a Purchase Order for Matching to Quick Invoices ..........................................................1-103
Practice - Match to a PO in Quick Invoices...............................................................................................1-105
Solution - Match to a PO in Quick Invoices ..............................................................................................1-106
Practice - Create a Special Calendar..........................................................................................................1-108
Solution - Create a Special Calendar .........................................................................................................1-109
R12 Oracle Payables Management Fundamentals Table of Contents
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Table of Contents
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Practice - Create Recurring Invoices .........................................................................................................1-111

Solution - Create Recurring Invoices.........................................................................................................1-112
Practice - Calculate a Supplier Balance .....................................................................................................1-115
Solution - Calculate a Supplier Balance ....................................................................................................1-116
Practice - Run the Invoice Holds Reports..................................................................................................1-117
Solution - Run the Invoice Holds Reports .................................................................................................1-118
Practice - Place a Hold on an Invoice ........................................................................................................1-120
Solution - Place a Hold on an Invoice .......................................................................................................1-121
Practice - Release Holds ............................................................................................................................1-122
Solution - Release Holds ...........................................................................................................................1-123
Practice - Validate Invoices Online ...........................................................................................................1-124
Solution - Validate Invoices ......................................................................................................................1-125
Practice - Create an Internal Bank Account...............................................................................................1-127
Solution Create an Internal Bank Account .............................................................................................1-128
Practice - Create an External Bank Account..............................................................................................1-135
Solution - Create an External Bank Account.............................................................................................1-136
Practice - Create a Manual Payment..........................................................................................................1-139
Solution - Create a Manual Payment .........................................................................................................1-140
Practice - Create a Quick Payment ............................................................................................................1-144
Solution - Create a Quick Payment............................................................................................................1-145
Practice - Place a Stop on a Payment.........................................................................................................1-148
Solution - Place a Stop on a Payment ........................................................................................................1-149
Practice - Void and Re-issue a Quick Payment .........................................................................................1-151
Solution - Void and Re-issue a Quick Payment.........................................................................................1-152
Practice - Create a Payment Process Request Template ............................................................................1-155
Solution - Create a Payment Process Request Template ...........................................................................1-156
Practice - Run the Cash Requirement Report ............................................................................................1-160
Solution - Run the Cash Requirement Report............................................................................................1-161
Practice - Use your Template to run a Payment Batch with Straight-Through Processing........................1-165
Solution - Use your Template to run a Payment Batch with Straight-Through Processing.......................1-166
Practice - Payment Process Request with Stops ........................................................................................1-175
Solution - Payment Process Request with Stops........................................................................................1-177
Practice - Void a Payment in Payments Manager......................................................................................1-194
Solution - Void a Payment in Payments Manager .....................................................................................1-195
Practice - Stop a Payment in Payments Manager ......................................................................................1-199
Solution - Stop a Payment in Payments Manager......................................................................................1-200
Practice - Enter a Credit Memo and Record a Refund...............................................................................1-204
Solution - Enter a Credit Memo and Record a Refund ..............................................................................1-205
Practice - Create a Prepayment Invoice .....................................................................................................1-210
Practice - Create a Prepayment Invoice Invoice ........................................................................................1-211
Practice - Apply a Prepayment ..................................................................................................................1-217
Solution - Apply a Prepayment..................................................................................................................1-218
Practice - Set up Payment Terms ...............................................................................................................1-223
Solution - Set up Payment Terms ..............................................................................................................1-224
Practice - Create an Expense Report Template..........................................................................................1-228
Solution - Create an Expense Report Template .........................................................................................1-229
Practice - Enter an Expense Report in AP .................................................................................................1-231
Solution - Enter an Expense Report in AP.................................................................................................1-232
Practice - Create an Employee Advance....................................................................................................1-235
Solution - Create an Employee Advance ...................................................................................................1-236
Practice - Apply an Employee Advance ....................................................................................................1-242
Solution - Apply an Employee Advance ...................................................................................................1-243
Practice - Create Accounting .....................................................................................................................1-246
Solution - Submit the Create Accounting Process .....................................................................................1-247
Practice - Set Up US Sales Tax .................................................................................................................1-251
Solution - Set Up US Sales Tax.................................................................................................................1-253
Practice - Enter an Invoice with US Sales Tax Lines ................................................................................1-261
Solution - Enter an Invoice with US Sales Tax Lines................................................................................1-262

Practice - Set Up UK VAT ........................................................................................................................1-265
Solution - Set Up UK VAT .......................................................................................................................1-267
Guided Demonstration - Enter an Invoice with UK VAT .........................................................................1-276
Practice - Verify Automatic Withholding Tax Setup.................................................................................1-279
Solution - Verify Automatic Withholding Tax Setup................................................................................1-280
Practice - Create Withholding Tax Invoices ..............................................................................................1-286
Solution - Create Withholding Tax Invoices .............................................................................................1-287
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Preface
Profile
Before You Begin This Course
Thorough knowledge of accounting practices.
Working experience with Accounts Payables processes.
eBusiness Suite Essentials for Implementers.
How This Course Is Organized

R12 Oracle Payables Management Fundamentals Ed 2 is an instructor-led course featuring
lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the
concepts and skills introduced.
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Prerequisites
Related Publications
Oracle Publications
Part Number
Oracle Payables Users Guide
B25454-02
Oracle Payables Implementation Guide
B25453-02
Oracle Payables Reference Guide
B25455-02
Oracle E-Business Tax User Guide
B25959-01
Oracle Subledger Accounting Implementation Guide
B13984-02
Oracle Payments Implementation Guide
B28872-02
Oracle Payments User Guide
B28871-02
Oracle Internet Expenses Implementation and Administration Guide
B31551-03
Oracle iSupplier Portal Implementation Guide
B31600-02
Oracle iSupplier Portal User's Guide
B31601-01
Additional Publications
System release bulletins
Installation and users guides
Read-me files
International Oracle Users Group (IOUG) articles
Oracle Magazine
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Title
Typographic Conventions
Typographic Conventions in Text
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lowercase
Courier new,
case sensitive
(default is
lowercase)
Initial cap
Element
Glossary term (if
there is a glossary)
Buttons,
check boxes,
triggers,
windows
Code output,
directory names,
filenames,
passwords,
pathnames,
URLs,
user input,
usernames
Arrow
Brackets
Commas
Graphics labels
(unless the term is a
proper noun)
Emphasized words
and phrases,
titles of books and
courses,
variables
Interface elements
with long names
that have only
initial caps;
lesson and chapter
titles in crossreferences
SQL column
names, commands,
functions, schemas,
table names
Menu paths
Key names
Key sequences
Plus signs
Key combinations
Italic
Quotation
marks
Uppercase
Example
The algorithm inserts the new key.
Click the Executable button.
Select the Cant Delete Card check box.
Assign a When-Validate-Item trigger to the ORD block.
Open the Master Schedule window.
Code output: debug.set (I, 300);
Directory: bin (DOS), $FMHOME (UNIX)
Filename: Locate the init.ora file.
Password: User tiger as your password.
Pathname: Open c:\my_docs\projects
URL: Go to http://www.oracle.com
User input: Enter 300
Username: Log on as scott
Customer address (but Oracle Payables)
Do not save changes to the database.
For further information, see Oracle7 Server SQL Language
Reference Manual.
Enter user_id@us.oracle.com, where user_id is the
name of the user.
Select Include a reusable module component and click Finish.
This subject is covered in Unit II, Lesson 3, Working with
Objects.
Use the SELECT command to view information stored in the

LAST_NAME
column of the EMP table.
Select File > Save.
Press [Enter].
Press and release keys one at a time:
[Alternate], [F], [D]
Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]
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Typographic Conventions in Code

Element
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triggers
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table names
Example
When-Validate-Item
Passwords
DROP USER scott

IDENTIFIED BY tiger;
OG_ACTIVATE_LAYER
(OG_GET_LAYER (prod_pie_layer))
SELECT last_name
FROM s_emp;
PL/SQL objects
Lowercase
italic
Uppercase
Syntax variables
CREATE ROLE role
SQL commands and SELECT userid

FROM emp;
functions
Typographic Conventions in Oracle Application Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct you
through Oracle Applications.
(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve
This simplified path translates to the following:
1.
(N) From the Navigator window, select Invoice then Entry then Invoice Batches
Summary.
2.
(M) From the menu, select Query then Find.
3.
(B) Click the Approve button.
Notations:
(N) = Navigator
(M) = Menu
(T) = Tab
(B) = Button
(I) = Icon
(H) = Hyperlink
(ST) = Sub Tab
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lowercase
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Typographical Conventions in Oracle Application Help System Paths

This course uses a navigation path convention to represent actions you perform to find
pertinent information in the Oracle Applications Help System.
The following help navigation path, for example
(Help) General Ledger > Journals > Enter Journals
1.
In the navigation frame of the help system window, expand the General Ledger entry.
2.
Under the General Ledger entry, expand Journals.
3.
Under Journals, select Enter Journals.
4.
Review the Enter Journals topic that appears in the document frame of the help system
window.
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represents the following sequence of actions:

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Chapter 1
R12 Oracle Payables Management Fundamentals
Chapter
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R12 Oracle Payables

Management Fundamentals

Chapter
CLASSROOM
Chapter
CLASSROOM
Practice - Create a New Employee Record (Required)

Overview
In this practice, you will create an employee record that you can use in other labs.
Replace XX with your terminal number or initials.
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Create a new Employee Record in the Human Resources application
Responsibility: Human Resources, Vision Enterprises

Define an Employee
1.
(N) > People > Enter and Maintain
2.
(B) New
3.
Last = Your last name
4.
First = Your first name
5.
Gender = Choose your gender
6.
Action = Create Employment
7.
Person Type = Employee
8.
Social Security = Enter a 9 digit number (xxx-xx-xxxx)

Note: If you get the error message *This social security number already exists. Continue?*
Click OK or enter another Social security number
9.
(T) Personal
10. Birth Date = Enter a birthday (dd-mmm-yyyy)

11. Save
Note: If you get the error message *Potential Duplicate People* choose No Match and (B)
OK.
Chapter
CLASSROOM
Assumptions
12. (B) Assignment

13. Organization = Vision Operations
14. (B) Correction
Note: Cancel out of Group flexfield window.
15. Job = MGR500.Manager
17. (B) Yes to accept the default values

18. Location = M1 - Seattle
19. (T) Supervisor
20. Name = Brown, Ms. Casey
21. (T) Purchase Order Information
22. Ledger = Vision Operations
23. Default Expense Account = 01-110-7740-0000-000
24. (B) OK
25. Save.
26. A note appears asking if you want to use the location of the new position. Click (B) Cancel.
Otherwise, the location will change from M1, to HR.
27. Close windows until you are back at the Navigator.
Chapter
CLASSROOM
16. Position = MM400.Materials Manager
Solution - Create a New Employee Record (Required)

Log in Name: operations
Password: welcome
Responsibility: Human Resources, Vision Enterprises
1.
(N) > People > Enter and Maintain
2.
(B) New
3.
Last = yourlastname
4.
First = yourfirstname
5.
Gender = Choose your gender
6.
Action = Create Employment
7.
Person Type = Employee

Chapter
CLASSROOM
Create a new Employee Record:
8.
Social Security = Enter a 9 digit number (xxx-xx-xxxx)

Note: If you get the error message *This social security number already exists. Continue?*
Click OK or enter another Social security number
9.
(T) Personal
10. Birth Date = Enter a birthday (dd-MMM-yyyy)

11. (I) Save
Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.
12. (B) Assignment
13. Organization = Vision Operations

Note: Changing the organization name is CRITICAL!!
14. (B) Correction
Note: Cancel out of the Group flexfield window.
15. Job = MGR500.Manager
Chapter
CLASSROOM
16. Position = MM400.Materials Manager

17. (B) Yes to accept the default values
18. Location = M1 - Seattle
19. (T) Supervisor
20. Name = Brown, Ms. Casey
22. Ledger = Vision Operations

23. Default Expense Account = 01-110-7740-0000-000
24. (B) OK
25. (I) Save.
26. A note appears asking if you want to use the location of the new position. Click (B) Cancel.
Otherwise, the location will change from M1 to HR.
27. (I) Show Navigator
28. (M) Tools > Close Other Forms
Chapter
CLASSROOM
21. (T) Purchase Order Information
Practice - Create a New User Record

Overview
In this practice, you will create a new user.
Tasks
1.
Create a New User Record
2.
Assign your new Employee Record to the User
3.
Assign Responsibilities to the new User
4.
Log in as your new user.
Chapter
CLASSROOM
Assumptions
Solution - Create a New User Record

Tasks
Sign on
Switch to the System Administrator responsibility.
(I) Black Hat (on toolbar)
Responsibility = System Adminstrator
Create a New User

2.
Navigate to the Define User form
(N) Security : User > Define

User Name = XXUSER, where XX is your terminal ID.
Password = welcome (tab, re-enter to verify)
Person = Your name
Add Responsibilities
3.
Add the following Responsibilities to your new User record:

Responsibility
Security Group
General Ledger, Vision Operations (USA)
Standard
Payables, Vision Operations (USA)
Standard
Purchasing, Vision Operations (USA)
Standard
Cash Management, Vision Operations (USA)
Standard
Approvals Management, Business Analyst
Standard
Human Resources, Vision Enterprises
Standard
iExpenses
Standard
System Administrator
Standard
Oracle Payments Payment Administrator
Standard
Chapter
CLASSROOM
1.
(I) Save and (I) Show Navigator
Login as your new User

5.
Exit Oracle Applications

(M) File > Exit Oracle Applications
(B) OK
6.
From the Oracle e-Business Suite home page:

(H) Logout
7.
Log back into the system with your newly created User Name and password.
Old Password = welcome
New Password = XXuser (Tab, re-enter to verify)
8.
(B) Submit.
Chapter
CLASSROOM
4.
Practice - Set Yourself Up As a Buyer (Required)

Overview
In this exercise, you will set yourself up as a Buyer in the system so youll be able to enter
Purchase Orders in Purchasing as needed.
Tasks
1.
Responsibility = Purchasing, Vision Operations (USA)
2.
Navigate to the Buyers definition window
3.
Add yourself as a Buyer in the system. .
Chapter
CLASSROOM
Assumptions
Solution - Set Yourself Up As a Buyer (Required)

Tasks
1.
2.
Navigate to the Buyer definition window:
3.
(N) Setup > Personnel > Buyers
Scroll to the bottom of the window
(B) Add Buyer
Name = your employee name (enter your last name <Tab>)
(I) Quick Select your name from the list if it doesnt default in automatically
4.
(B) Save
5.
(I) Show Navigator

Chapter
CLASSROOM
Guided Demonstration - Run the Fill Employee Hierarchy Process

Responsibility: Purchasing, Vision Operations
Run the Fill Employee Hierarchy process to update the assignments of employee names to
Positions on existing hierarchies. . This must be run at frequent intervals to ensure that approval
workflow processes can run properly.
(M) View > Requests > (B) Submit a New Request
1.
(B) OK to submit a single request
2.
Name = Fill Employee Hierarchy
3.
(B) Schedule
4.
Select Periodically
5.
Re-run every 1 hour from the completion of the prior run
6.
(B) OK
7.
(B) OK on the Caution window
8. (B) Submit
9. Do not submit another request
Chapter
CLASSROOM
Run the Fill Employee Hierarchy process
Practice - Modify a List of Values and Create a Supplier With Two

Sites
Overview
Your supervisor has notified you that the company will be purchasing materials and services
from new suppliers. In this practice, you will create a new Pay Group Code and a new supplier
with two sites.
Tasks
1.
Create a new Pay Group Code under an existing Lookup Type (a named List of Values).
2.
Create a supplier.
3.
Create a pay site.
4.
Create a purchasing site.
5.
Create a contact for the pay site.
6.
Create a contact for the purchasing site.
Chapter
CLASSROOM
Assumptions
Solution Modify a List of Values and Create a Supplier With Two

Sites
Tasks
Responsibility = Payables, Vision Operations (USA)
We will create a new Pay Group Code and assign it to several new suppliers. The Pay Group
Code you create here will default from the supplier records to invoices that you enter.
Named Lists of Values are known as Lookup Types, and in this exercise, you will add a new
Lookup Code (a member of a List of Values) to an existing Lookup Type called PAY GROUP.
Later, when you run a payment batch , you will use your Pay Group Code as search criteria for
the invoice selection process so the system will select only YOUR invoices for payment!
1.
Navigate to the Oracle Purchasing lookups:
(N) Setup : Lookups > Purchasing
2.
Query up the PAY GROUP Lookup Type:

<F11>
Enter PAY GROUP in the Type field
<Ctrl-F11>
3.
Create a new Pay Group Code by inserting your cursor in any cell of the grid, then clicking
(I) New to open a new row. Enter the following in the new row:
Code
XXPAY GROUP
Meaning
Description
XXPay Group
XXPay Group
Chapter
CLASSROOM
Create a New Pay Group Code:
(I) Save.., (I) Show Navigator > (M) Tools > Close Other Forms - Check
Create a Supplier
5.
Navigate to the Suppliers page.

(N) Suppliers > Entry
6.
(B) Create Supplier.

Supplier Type = Standard supplier
Organization Name = XXIBM Corporation
Chapter
CLASSROOM
4.
(B) Apply.
8.
Navigate to (H) Organization.

Type = Manufacturing
Chapter
CLASSROOM
7.
(B) Save.
10. (B) Save.

11. Navigate to (H) Purchasing.
Create Debit Memo from RTS Transaction = Check
Chapter
CLASSROOM
9.
12. (B) Save.

13. Navigate to (H) Receiving.
Receipt Routing = Requires: Standard receipt, Deliver
Note: To find it:
(I) Search
Type in requires%standard% in the Routing Description search field, and
click on (B) Go.
(I) Quick Select = Standard Receipt
Match Approval Level = 3-Way
Allow Substitute Receipts = Check
Chapter
CLASSROOM
Note: Enable the Create Debit Memo From RTS Transaction option if you want the system
to automatically create a Debit Memo in Payables when you enter a Return to Supplier
(RTS) transaction in Purchasing or Inventory. The value for supplier site defaults from the
Purchasing Options window.
15. Navigate to (H) Invoice Management.

Invoice Currency = US dollar
Match Option = Purchase Order
Payment Currency = US dollar
Terms = Immediate
Pay Group = XXPay Group
Always Take Discount = Check
Chapter
CLASSROOM
14. (B) Save.
17. Navigate to (H) Payment Details.

Payment Method : Check = Check Default box
18. (B) Save.

Create a Pay Site
19. Navigate to (H) Address Book.
20. (B) Create.
Chapter
CLASSROOM
16. (B) Save.
Note: This address should be complete as this is the address that will appear on any payment
cut to this site!
22. (B) Apply
Note: If you get a message about the postal code, click (B) Continue to accept the entered
Zip Code.
23. Assign the address to the Vision Operations operating unit by checking the Select check
box.
Chapter
CLASSROOM
21. Enter the supplier site address information as follows:

Country = United States
Address Line 1 = 1 Main St.
City = San Francisco
County = San Francisco
State = CA
Postal Code = 94105
Address Name = San Francisco
Addressee = Attn: Accts Receivable
Phone Area Code = 415
Phone Number = 555-1234
Email Address = ar@xxibm.com
Address Purpose = Payment = Check
25. To update the supplier site attributes, click (I) Manage Sites.
26. (T) Uses.

Pay = Check
Primary Pay = Check
Chapter
CLASSROOM
24. (B) Apply. This creates the basic supplier site.
28. (B) Apply.

Create a Purchasing Site
29. On the Address Book page, click (B) Create.
Address Line 1 = 520 Madison Ave.
City = New York
Chapter
CLASSROOM
27. (T) Communication.

Notification Method = Print
County = New York

State = NY
Postal Code = 10022
Address Name = New York
Addressee = Attn: Sales Dept
Email Address = sales@xxibm.com
Address Purpose = Purchasing = Check
Note: This address should be complete as this is the address that will appear on any
Purchase Order and RFQ sent to this supplier site!
31. (B) Apply
32. Assign the address to the Vision Operations operating unit, by checking the Select check
box.
34. To update the New York supplier site attributes, click (I) Manage Sites.
Chapter
CLASSROOM
Note: When you enter and approve purchase orders for this supplier, the Supplier
Notification Method will default. Weve chosen printed document here. However, had we
chosen e-Mail and specified an e-mail address, that information would default during
purchase order approval so we could send the purchase order using the suppliers preferred
method. Valid options are e-Mail, Fax and Printed Document.
Chapter
CLASSROOM
35. (T) Communication.

Notification Method = Print
36. (B) Apply.

Create a Contact for the Pay Site
38. (B) Create.

First Name = John
Last Name = Doe
Email Address = johndoe@xxibm.com
Phone Extension = 1234
Create User Account for this Contact = Check
iSupplier Portal Full Access = Check
39. Scroll down to the Addresses for the Contact Region, and click (B) Add Another Row.
40. Type 'San Francisco' in the Address Name Field and <Tab>.
Chapter
CLASSROOM
37. Navigate to (H) Contact Directory.
41. (B) Apply.
42. Navigate to (H)Contact Directory.

43. (B) Create.
First Name = Jane
Last Name = Doe
Email Address = janedoe@xxibm.com
Create User Account for this Contact = Check
iSupplier Portal Full Access = Check
44. Down in the Addresses for the Contact Region, click (B) Add Another Row.
Chapter
CLASSROOM
Create a Contact for the Purchasing Site
45. Type 'New York' in the Address Name Field and <Tab>.
46. (B) Apply.
47. (B) Save.
48. (H) Close Window or (H) Home to return to the Navigator.
Chapter
CLASSROOM
Practice - Create a 1099 Supplier Record

Overview
Your company policy is to place a payment hold on all 1099 suppliers until their W-9 form (the
tax verification letter) is completed and returned . In this practice, you will create a new 1099
supplier record and apply the hold .
Tasks
1.
Navigate to Suppliers page.
2.
Create a 1099 supplier.
3.
Place the supplier on payment hold.
4.
Select a Supplier Site for Income Tax Reporting
Chapter
CLASSROOM
Assumptions
Solution - Create a 1099 Supplier Record

Tasks
Create a 1099 Supplier
2.
(B) Create Supplier.

Organization Name = XXComputer Consulting Services
Taxpayer ID = XX1-22-1560
3.
(B) Apply.
4.
Navigate to (H) Organization.

Type = Supplier
Chapter
CLASSROOM
1.
(B) Save.
6.
Navigate to (H) Tax Details

Federal = Check
Income Tax Type = Non-employee compensation
State = Check
Chapter
CLASSROOM
5.
(B) Save.
Place this Supplier on Payment Hold

8.
Navigate to (H) Invoice Management.

Invoice Currency = US dollar
Invoice Match Option = Purchase Order
Hold from Payment, All Invoices = Check
Payment Hold Reason: Waiting for W-9
Payment Currency = US dollar
Payment Priority = XX
Terms = 30 Net
Terms Date Basis = Invoice
9.
(B) Save.
Create a Supplier Site for Income Tax Reporting

11. (B) Create.
Chapter
CLASSROOM
7.
Note: This address should be complete as this is the address that will appear on any
payments sent to this site!
13. (B) Continue.
14. Assign the address to the Vision Operations operating unit, by checking the Select check
box.
16. Navigate to (H) Tax and Reporting.
For the Supplier Site, Half Moon Bay

Income Tax Reporting Site = Check
Chapter
CLASSROOM

Address Line 1 = 25 Anywhere St
City = Half Moon Bay
County = San Mateo
State = CA
Postal Code = 94019
Address Name = Half Moon Bay
Addressee = Attn: Accts Receivable
Phone Number = 555- 4567
Email Address = ar@xxcomputerconsulting.com
Address Purpose, Payment = Check
17. (B) Save.
18. (H) Close Window or (H) Home
Chapter
CLASSROOM
Practice - Review and Change Supplier Information

Overview
You have just created new suppliers and want to review and change some of the supplier and
supplier site information. In this practice, you will review and change supplier information.
Tasks
Responsibility: Payables, Vision Operations (USA)
1.
2.
Search for XXIBM supplier and inactivate the New York site.
3.
Change the terms for XXIBM supplier.
4.
Add a contact name.
5.
Reactivate the New York site.
Chapter
CLASSROOM
Assumptions
Solution - Review and Change Supplier Information

Tasks
Search for your XXIBM Corporation supplier and inactivate the New York site:
2.
Search
Supplier Name = XXIBM Corporation
3.
(B) Go.
4.
Navigate to (H) Address Book.
5.
For New York, click (I) Manage Sites
6.
(T) Uses.
Inactive Date = Todays date
7.
(B) Apply.
Add a Contact Name:

8.
Navigate to (H) Contact Directory.
9.
(B) Create.
10. Enter your name and contact information.

11. In the Addresses for the Contact region, (B) Add Another Row
12. Type San Francisco in the Address Name field and <Tab>.
13. (B) Apply.
Change the Terms for XXIBM Supplier:
14. Navigate to (H) Invoice Management.
Terms = 30 Net
15. (B) Save.
Chapter
CLASSROOM
1.
Reactivate the New York site:

17. For New York, click (I) Manage Sites
18. (T) Uses
Inactive Date = remove the date
20. (H) Close Window or (H) Home
Chapter
CLASSROOM
19. (B) Apply.
Guided Demonstration: Submit the Suppliers Audit Report and

Merge Suppliers
Assume that you have discovered duplicate supplier records in your system with the help of the
Supplier Audit Report. GE Plastics is the original supplier record, and GE Capital is the
duplicate. Youve done your research and learned that both supplier records include a BOSTON
site with identical address information. Youve also discovered that the duplicate supplier record
GE Capital has used a site called DANBURY on at least one invoice and PO. But the street
address for this site does not match the street address for the DANBURY site on GE Plastics
record. So youve decided to re-name the DANBURY site on the GE Capital account to
DANBURY_2 and copy the new site to your GE Plastics account, along with updating any
related invoices and POs with the correct supplier name, number, and site number. Assumptions
Tasks
1.
Submit the Supplier Audit Report.
2.
Run the Supplier Merge Program for ALL invoices and POs related to GE Capital and
the following sites:
GE Captial, Boston -> GE Plastics, Boston
GE Capital, Danbury_2 -> Check the Copy box > GE Plastics
3.
(B) Merge, then Review the Supplier Merge Report.
Chapter
CLASSROOM
Overview
Practice - Remove the Payment Hold On Your 1099 Supplier

Overview
Your 1099 supplier has returned their completed W-9 (a 1099 tax verification form), so in this
practice, you will remove the payment hold on their supplier record.
Tasks
1.
2.
Remove the 1099 payment hold.
Chapter
CLASSROOM
Assumptions
Solution - Remove the Payment Hold On Your 1099 Supplier

Tasks
Update 1099 Information
Navigate to the Suppliers page:
2.
Search
Supplier Name = XXComputer Consulting Services
3.
(B) Go
4.
(I) Update
Remove the 1099 Payment Hold

5.
Navigate to (H) Invoice Management.

Hold from Payment, All Invoices = Uncheck
6.
(B) Save
7.
(H) Close Window or (H) Home
Chapter
CLASSROOM
1.
Practice - Set Up an Invoice Batch

Overview
You have received a number of invoices from XXIBM Corporation, which you will be entering
into the Oracle Payables system manually using batching. In this exercise, you will create the
Invoice Batch Header for the invoices you will enter later.
Tasks
Responsibility: System Administrator
1.
Navigate to the System Profile Window
2.
Turn on batching at the Payables, Vision Operations (USA) responsibility level

3.
Navigate to the Invoice Batches window.
4.
Enter Batch name XX Invoice Batch 1
5.
Save your work.
Chapter
CLASSROOM
Assumptions
Solution - Set Up an Invoice Batch

Tasks
Enable the AP: Use Invoice Batch Controls profile option
Responsibility = System Administrator
Navigate to the Find System Profile Values form:
(N) Profile > System
Uncheck the Site checkbox
Check the Responsibility checkbox
Enter the Responsibility: Payables Vision Operations (USA)
Accept the default for the Profiles with No Values field (usually checked)
Enter the search criteria ap%batch% in the Profile field
2.
Select (B) Find
3.
Change the profile option setting at the Responsibility level to Yes.
4.
(I) Save
Responsibility = Payables Vision Operations (USA)

Enter a Batch Header
5.
Navigate to the Invoice Batches window.
6.
(N) Invoices > Entry > Invoice Batches

Batch Name = XX Invoice Batch 1
(I) Save.
Chapter
CLASSROOM
1.
Practice - Create Folder Forms for the Invoice Header and Lines
regions
Overview
In this practice, you will create Folders for the Invoice Header and Invoice Lines regions
Tasks
1.
Navigate to the Invoices window.
2.
Create an Invoice Header folder and save it.
3.
Create an Invoice Lines Folder and save it.
Chapter
CLASSROOM
Assumptions
Solution - Create Folder Forms for the Invoice Header and Lines
regions
Tasks
Create an Invoice Header Level Folder
Query up your existing Invoice Batch and open the Invoice Entry form:
o <F11>
o Batch Name = XX Invoice Batch 1
o <Ctrl-F11>
o (B) Invoices
2. Create afolder for the Invoice Header region:
Hide the Customer Taxpayer ID field
Reduce the width of the Type field slightly by dragging the right side of the column to
the left. Hold down the left mouse button as you drag.
Widen the PO Number field slightly.
Widen the Trading Partner field to allow for most supplier names. Also, rename the
Trading Partner field to Supplier by right-clicking on the column name. Enter the new
name, then (B) OK.
Widen the Supplier Site field to accommodate most site names.
Change the name of the Invoice Curr field to Curr.
Add a new column by placing your cursor in the first row of the Invoice Amount field,
and right-click. Then select Folder, and Show Field. Select the Requester field. The
new column should appear to the right of the Invoice Amount field.
Move the GL Date field to the right of the Requester field by grabbing the column
header with your left mouse button and dragging it to the desired location.
Move the Distribution Set field to the right of the GL Date field.
Chapter
CLASSROOM
1.
Move the Description field to the right of the Distribution Set field
Change the Match Action field to read Purchase Order.
Move the Terms Date field to the right of the Description field
Move the Terms field to the right of theTerms Date field
Rename the Terms field to Payment Terms
Move the Payment Method field to the right of the Payment Terms field
Move the Pay Group to the right of the Payment Method field.
Move your cursor back to the Operating Unit field before saving.
3.
Save the folder

(M) Folder > Save As
Name = XX Invoice Header Folder
Autoquery = Never
Open as Default = Check
Public = Uncheck
Include Query = Uncheck
4.
(B) OK
Create an Invoice Lines Folder:

5.
6.
Enter the following invoice header information:

Invoice
Type
Trading Partner
Invoice
Date
Invoice
Num
Invoice
Amount
Terms
Standard
XXIBM
Corporation
Todays
date
11-150
150
30 Net
(T) Lines
7. Create an Invoice Lines folder:
Reduce the width of the Amount field slightly.
Move the Distribution Set field to the right of the Amount field
Move the Distribution Account field to the right of the Distribution Set field.
Hide the Track as Asset field, then place your cursor in the Distribution Account field,
right-click, and select Show Field. Select Track as Asset from the list. The new column
should automatically appear to the right of the Distribution Account field.
Chapter
CLASSROOM
Hide the Discarded field, then place it to the right of the Track as Asset field.
Hide the Cancelled field, then place it to the right of the Discarded field.
Move the GL Date field to the right of the Cancelled field.
Hide the Line Source field, then place it to the right of the GL Date field.
Hide the Inventory Item field, then place it to the right of the Unit Price field.
Move your cursor back to the Num field before saving.
Save the folder
9.
(M) Folder > Save As

Name = XX Invoice Lines Folder
Open as Default = Check
Public = Uncheck
Include Query = Uncheck
(B) OK
10. (I) Save, then (I) Show Navigator
Chapter
CLASSROOM
8.
Practice - Enter an Invoice with Two Lines that are Distributed to

Different Departments
Overview
You have received invoice XX1000 in the mail from XXIBM Corporation, which you will be
entering into the Oracle Payables system. The invoice is to be distributed to two departments in
your company.
Tasks
1.
2.
Enter the XX1000 invoice
Chapter
CLASSROOM
Assumptions
Solution - Enter an Invoice with Two Lines that are Distributed to

Different Departments
Tasks
Enter Invoice
2.
Query up XX Invoice Batch 1
(B) Invoices
Enter an invoice on the first available row using the following information:
Trading
Partner
XXIBM
Corporation
Invoice
Date
Invoice
Num
Invoice
Amount
Description
Payment
terms
5 days
ago
XX1000
10000
Promotional
Giveaway
Immediate
Enter Two Invoice Lines and Distribute Each Line to a Different Department
3.
(T) Lines
4.
Enter the invoice lines according to the following table:

Num
Type
Amount
Distribution Account
Item
4000
01-402-7110-0000-000
Item
6000
01-404-7110-0000-000
Chapter
CLASSROOM
1.
(I) Save, and click on (B) All Distributions. Note that because you entered the GL account
number for each Item line, the Distribution Lines were automatically createdfor you.
6.
(I) Show Navigator

Chapter
CLASSROOM
5.
Practice - Enter an Invoice for a Fixed Asset

Overview
You have received invoice XX2000 in the mail for the purchase of a fixed asset. Enter the
invoice into Oracle Payables manually. .
Tasks
1.
Navigate to the Invoices window:
2.
Enter an Invoice Header
3.
Enter a Line for the invoice, ensuring that the Track as Asset field is automatically checked
4.
Save your work.
5.
Verify that the Distribution Line was generated automatically.
Chapter
CLASSROOM
Assumptions
Solution - Enter an Invoice for a Fixed Asset

Tasks
Enter an Invoice for a Fixed Asset
2.
3.
(B) Invoices
Enter an invoice on the first available row using the following information:
Invoice
Type
Trading
Partner
Invoice
Date
Invoice
Num
Invoice
Amount
Description
Terms
Standard
XXIBM
Corporation
3 days
ago
XX2000
40000
Computer
Server
30 Net
(T) Lines
Chapter
CLASSROOM
1.
Enter an Invoice Line according to the following table:

Num
1
Type
Item
Amount
40000
01-000-1570-0000-000
Track As Asset
Automatically checks
5.
(I) Save
6.
(B) Distributions to verify that the Distribution Line was generated automatically.
7.
(I) Show Navigator
Chapter
CLASSROOM
4.
Practice - Create Distribution Sets

Overview
You frequently receive invoices for which the accounting is generally the same. Your controller
has asked you to establish a Distribution Set to enable the accounting entries for some invoices to
be automatically generated. In this practice, you will create a Full Distribution Set and a
Skeleton Distribution Set.
Tasks
1.
Navigate to the Distributions Sets window.
2.
Create a Full Distribution Set
3.
Enter a Skeleton Distribution Set
Chapter
CLASSROOM
Assumptions
Solution - Create Distribution Sets

Tasks
Create a Full Distribution Set
Navigate to the Distribution Sets window.
(N) Setup > Invoice > Distribution Sets
2.
Create a Full Distribution Set using the following information:

Name = XX Full Utilities
Description = XX Utilities Full Distribution Set
3.
Enter a Full Distribution set, according to the following table:

Num
Account
Description
25
01-402-7410-0000-000
Utilities-East Region
50
01-404-7410-0000-000
Utilities-West Region
25
01-410-7410-0000-000
Utilities-Mgmt
Note that when the total = 100%, the Type = Full
Chapter
CLASSROOM
1.
4.
(I) Save
5.
In the Distribution Sets window, place the cursor in Name Field and press the down arrow
key on your keyboard to create a new record.
6.
Create a skeleton distribution set using the following information:

Name = XX Skeleton Utilities
Description = XX Utilities Skeleton Distribution Set
7.
Enter skeleton distributions according to the following table.

Num
Account
Description
01-402-7410-0000-000
Utilities-East Region
01-404-7410-0000-000
Utilities-West Region
01-410-7410-0000-000
Utilities-Mgmt
Note that when the percentage = 0%, the Type = Skeleton
8.
(I) Save
9.
(I) Show Navigator
Chapter
CLASSROOM
Create a Skeleton Distribution Set
Practice - Enter Invoices Using your Distribution Sets

Overview
You have received two invoices. Enter them into the system using your Distribution Sets. .
Tasks
1.
Navigate to the Invoices window
2.
Enter a new invoice using your pre-defined Full Distribution Set
3.
Enter a new invoice using your pre-defined Skeleton Distribution Set, and enter the amounts
on the Distribution Lines window manually.
Chapter
CLASSROOM
Assumptions
Solution - Enter Invoices Using your Distribution Sets

Tasks
Enter an Invoice using your Full Distribution Set:
2.
(N) Invoices > Entry > Invoice Batches > Query up your Invoice Batch > (B) Invoices
Enter the following Invoice Header:

Type
Trading Partner
Invoice
Date
Invoice
Num
Invoice
Amount
Distribution
Set
Standard
XXIBM
Corporation
3 days
ago
XX3000
2567.59
XX Full
Utilities
Note: If you save the invoice before populating this field, you will not be allowed to enter a
Distribution Set afterward. In that case, enter the Distribution Set at the Line level instead.
3.
(T) Lines. Enter the following Invoice Line:

Line
Type
Amount
Item
2567.59
Chapter
CLASSROOM
1.
4.
(I) Save
Verify Invoice Distributions

5.
With your cursor on Invoice Line 1, click (B) Distributions.
6.
In the Distributions window, verify that the system built your Distribution Lines for you
automatically, including amounts, and that the Distribution Total is equal to the LineTotal.
Chapter
CLASSROOM
Note: The Distribution Set defaults onto the Line if you entered it in the Invoice Header
region.
7.
Close the Distributions window and move your cursor to the next open Invoice Header row.
8.
<Shft-F6> to copy the contents of the last Invoice Header record down to the row youre on.
9.
Modify the header information to read as follows:

Type
Trading Partner
Invoice
Date
Invoice
Num
Invoice
Amount
Distribution
Set
Standard
XXIBM
Corporation
3 days
ago
XX3001
1000
XX Skeleton
Utilities
10. (T) Lines. Enter the following Invoice Line:

Line
Type
Amount
Item
1000
11. (I) Save

Verify Invoice Distributions
12. With your cursor on Invoice Line 1, click (B) Distributions.
Chapter
CLASSROOM
Enter a second invoice using your Skeleton Distribution Set
13. In the Distributions window, verify that the system built your Distribution Lines for you
automatically. Enter the amounts listed below manually and afterwards, confirm that the
Distribution Total is equal to the Line Total.
Line
Type
Amount
Item
250
Item
250
Item
500
14. (I) Save

Chapter
CLASSROOM
Practice - Create a Freight Distribution

Overview
You have received an invoice from your supplier. Enter the invoice and add a single freight
distribution using the Prorate Across All Item lines functionality.
Tasks
1.
2.
Enter a new Invoice Header, Item Line and Freight Line.
3.
Verify that your Distribution Lines were generated automatically by the system.
4.
Modify the invoice amounts at the Header and Line level.5.

Lines were updated for the changes.
Confirm that the Distribution
Chapter
CLASSROOM
Assumptions
Solution - Create a Freight Distribution

Tasks
Enter an Invoice with Freight
2.
3.
4.
(B) Invoices

Type
Trading
Partner
Invoice
Date
Invoice
Num
Invoice
Amount
Terms
Standard
XXIBM
Corporation
5 days
ago
XX16000
2535
2/10 Net 45
(T) Lines. Enter the following Invoice Lines:

Line
Number
Type
Amount
Account
Description
Item
2500
01-110-7530-0000-000
1 Personal
Computer
Freight
35
Freight
Prorate
Across All
Item Lines
Check
(I) Save.
Chapter
CLASSROOM
1.
5.
(B) All Distributions. Note that the freight distribution has been created.
6.
Close the All Distributions window.
Add Another Computer to the Invoice

7.
Increase the invoice amount on the header to 5035.
8.
(T) Lines. Add another invoice line:
Line
Number
Type
Amount
Account
Description
Item
2500
01-110-7530-0000-000
1 Personal Computer
Chapter
CLASSROOM
Verify Freight Distribution Line was built automatically
(I) Save.
10. (B) All Distributions. Check your distributions lines.

Note that a second freight distribution was automatically created and that the freight costs
have been prorated across both item lines.
Chapter
CLASSROOM
9.
Practice - Allocate Freight Charges

Overview
You have received an invoice for marketing materials from your supplier. Enter the invoice and
allocate the freight and miscellaneous charges.
Invoice No. XX17000
INVOICE
Quantity
Description
20000
Misc. Marketing Materials
Unit Price
Total
1.00
20000.00
Subtotal
20000.00
Shipping
500.00
Misc.
100.00
Total
20600.00
Assumptions
Tasks
1.
2.
Enter an Invoice Header and Lines
3.
Allocate your Freight and Miscellaneous Charges.
4.
Verify that the Invoice Distributions have been created.
Chapter
CLASSROOM
XXIBM Coporation
1 Main St.
San Francisco, CA 94105
Solution - Allocate Freight Charges

Tasks
Enter an Invoice
2.
(B) Invoices

Type
Trading
Partner
Invoice
Date
Invoice
Num
Invoice
Amount
Description
Standard
XXIBM
Corporation
3 days
ago
XX17000
20600
Marketing
materials
3.
(T) Lines. Enter the following Invoice Lines:
Line
Number
Type
Amount
Description
Item
12000
01-110-9704-0000-000
Flyers
Item
8000
01-110-9704-0000-000
Conference Booth
Freight
500
Shipping
Misc.
100
Printer Setup Fee
4.
(I) Save
Chapter
CLASSROOM
1.
5.
Select the Freight line by placing your cursor on that row.
6.
(B) Allocations.
.
7.
Verify the allocation details.

Type = Fully Prorate
(B) Select/Unselect All to tell the system which Item lines you want to allocate the freight
charge across.
9.
(B) OK.
Allocate Miscellaneous Charges

10. Select the Miscellaneous line by placing your cursor on that row.
11. (B) Allocations.
Chapter
CLASSROOM
Allocate Freight Charges
13. Select the check box to the left of the Flyers Item line, and enter the Miscellaneous fee
amount in the Allocated Amount field that you want to allocate to the GL Account number
associated with the Flyers line in this case, the full amount of the Miscellaneous charge,
$100.
Allocated Amount = 100.00
14. (B) OK
15. (B) All Distributions. Review the invoice distributions that have been created so far. Note
that 3 allocated distributions have been created (2 Freight, and 1 Miscellaneous).
Chapter
CLASSROOM
12. Enter the Allocation details.

Type = Amount Based
Practice - Create a Scheduled Payment Plan

Overview
Use multiple scheduled payment lines to issue partial payments against an invoice across
multiple dates. Note that scheduled payments are related to the INVOICE, not the
DISTRIBUTIONS.
Assumptions
Tasks
1. Enter an Invoice Header and Line using a Distribution Set to automatically generate the
associated Distribution Lines.
XXIBM Corporation
1 Main St.
San Francisco, CA 94105
Invoice No.
XX8000
INVOICE
Quantity
Description
20
Items
Unit Price
Total
50.00
1000.00
Subtotal
1000.00
Shipping
0.00
Misc.
0.00
Total
1000.00
2. Create a Scheduled Payment Plan that includes multiple Scheduled Payment Lines on the
Scheduled Payments tab.
Chapter
CLASSROOM
In this practice, you will create a scheduled payment plan with multiple payments involved.
Youll charge the invoice to the miscellaneous expense account for department 110, pay $600
now and pay the balance in 30 days.
Solution - Create a Scheduled Payment Plan

Tasks
Enter Invoice Information
2.
(B) Invoices
Enter the following invoice header:

Type
Supplier
Invoice Num
Amount
Description
Standard
XXIBM
Corporation
XX8000
1000
20 items @ $50
each
3.
(T) Lines. Enter the following invoice lines.

Type
Amount
Distribution
Set
Quantity
Unit Price
Item
1000
XXUtilities
20
50.00
Chapter
CLASSROOM
1.
4.
(I) Save
5.
(T) Scheduled Payments.
6.
Update the Gross Amount on Line 1 to $600.
7.
(B) Split Schedule.
8.
Update the Due Date on the new line:

Row
Due Date
Gross Amount
Default
600
Default + 30 days
400
Chapter
CLASSROOM
Create Scheduled Payments Lines
9.
(I) Save
Chapter
CLASSROOM
Practice - Cancel an Invoice

Overview
Assumptions
Tasks
1.
2.
Find invoice XX8000 using the Find window.
3.
Cancel the invoice.
4.
Notice the status change to Cancelled.
Chapter
CLASSROOM
Invoices may be cancelled unless they are paid. Cancelling an invoice sends reversing invoice
distributions to the general ledger. To cancel a paid invoice, the payment must first be voided.
Assume your supplier just called you to let you know that invoice XX8000 was issued in error,
and they will be sending a replacement invoice soon. In this practice, you will cancel Invoice
XX8000.
Solution - Cancel an Invoice

Find an Invoice to Cancel
2.
(B) Invoices
Find invoice XX8000
(I) Find (the flashlight):

Trading Partner = XXIBM Corporation
Invoice Number = XX8000
3.
(B) Find
4.
The invoice should be displayed for you in the Invoice Entry form.
5.
Cancel the invoice
(B) Actions
Cancel invoices = Check
6.
(B) OK
7.
(B) OK to accept the cancellation.
Chapter
CLASSROOM
1.
In the General tab, notice how the status has changed to Cancelled.
Note: Canceling an invoice is final. There is no Un-Cancel option!
9.
(I) Show Navigator
Chapter
CLASSROOM
8.
Practice - Reverse Invoice Distributions

Overview
TIP: You can adjust line information directly (without having to reverse the lines first) if the
lines have NOT been transferred to the General Ledger yet. After transfer, you will have to
reverse them in order to correct them.
Assumptions
Tasks
1.
Find Invoice XX1000.
2.
Create Final Accounting for the invoice, and review the initial Journal Entries generated.
3.
Reverse the Distribution Line for account 402.
4.
Enter the correct Distribution Line, using account 420.
5. Review the Journal Entries generated by these changes.
Chapter
CLASSROOM
You have discovered that Invoice XX1000 was entered with incorrect accounting information.
The $4,000 should have been charged to Department 420 instead of 402. Adjust the accounting
distribution lines on this invoice by reversing the original Distribution Lines and re-entering the
correct lines manually.
Solution - Reverse Invoice Distributions

Tasks
Query invoice 1000
Navigate to the Find Invoices window.
(B) Invoices
2.
(I) Find
3.
(B) Find
Run the Create Final Accounting process

Note: You will learn more about why and how to run the Validation and Create Accounting
processes later in this class.
4.
(B) Actions
Validate = Check
5.
(B) OK.
6.
(B) Actions
Create Accounting = Check
Final = Check
7.
(B) OK
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1.
(B) OK. To accept the confirmation message.
9. (M) Tools > View Accounting Events > (B) View Journal Entries
Review the Journal Entries that the Create Accounting process generated for this
invoice.
Reverse the distribution.

10. (T) Lines
11. Select the Invoice Line with the distribution coded to department 402.
12. (B) Distributions
13. (B) Reverse1.
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8.
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14. (B) OK to accept the reversing message. Afterward, note that a reversal entry has been
created for you automatically.
15. Move your cursor to the third row and enter the correct Distribution Line information, as
follows:
Type
Amount
Account
Item
4000
01-420-7110-0000-000
Num
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CLASSROOM
17. Note that on the General tab of the Invoices window, Status = Needs Revalidation, and
Accounted = Partial.
18. (B) Actions
19. Validate = Check
20. (B) OK
21. The Status field should now read Validated.
22. (B) Actions
Final = Check
23. (B) OK
24. The General tab should now show a Yes in the Accounted field.
25. (M) Tools > View Accounting Events > (B) View Journal Entries
Review the Journal Entry lines, including the reversal and replacement lines
26. (I) Save

Chapter
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16. (I) Save
Practice - Create a Standard Purchase Order

Overview
Assumptions
Tasks
1.
Navigate to the Enter Purchase Orders window.
2.
Create a standard purchase order:
3.
Enter a Standard Purchase Order with 3 Shipment Lines
4.
Submit the purchase order for approval
Chapter
CLASSROOM
Your supervisor has asked you to create a purchase order for XXIBM Corporation in New York.
Your company is planning to purchase 50 units of item f10000 for $100.00 each. The supplier
will be authorized to deliver on three separate dates. Two different departments have ordered the
units for the third shipment line. In this practice, you will create a standard purchase order that
will be used in subsequent labs in which invoices will be entered and matched to this PO.
Solution - Create a Standard Purchase Order

Tasks
Create a Standard Purchase Order
Responsibility = Purchasing, Vision Operations
Navigate to the Enter Purchase Orders window.
(N) Purchase Orders > Purchase Orders
2.
Create a Standard Purchase Order:

Operating Unit = Vision Operations
Supplier = XXIBM Corporation
Supplier Site = New York
Buyer = your name
3.
Enter PO Line 1:
Item = f10000
Quantity = 50
Enter Purchase Order Shipments

4.
(B) Shipments
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1.
5.
Enter shipment lines according to the following table:
Num
Organization
Ship-To
Quantity
Promised Date
M1
M1-Seattle
18
Today + 5 days
M1
M1-Seattle
12
Today + 10 days
M1
M1-Seattle
20
Today + 15 days
6.
(T) More
7.
Enter Match Approval Level information for lines 2 and 3 according to the following table:
Num
Receipt Close
Tolerance (%)
Invoice Close
Tolerance (%)
Match
Approval Level
Invoice
Match Option
2-way
PO
2-way
PO
Enter Purchase Order Distributions

8.
With the cursor on shipment line 1, choose (B) Distributions.
9.
Enter the distribution line according to the following table:
Num
Destination Type
Quantity
P.O. Charge Account
Expense
18
01-110-7050-0000-000
10. Save your work. Close the Distributions window and return to the Shipments window.
11. With the cursor on shipment line 2, choose (B) Distributions.
12. Enter the distribution line according to the following table:
Num
Destination Type
Quantity
P.O. Charge Account
Expense
12
01-110-7050-0000-000
13. Save your work. Close the Distributions window and return to the Shipments window.
14. With the cursor on shipment line 3, choose (B) Distributions.
15. Enter two distribution lines according to the following table:
Num
Destination Type
Quantity
P.O. Charge Account
Expense
12
01-110-7050-0000-000
Expense
01-120-7050-0000-000
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CLASSROOM
Enter More Information
Approve the Purchase Order

17. (B) Approve
18. Select Submit for Approval, deselect all other options.
19. (B) OK
20. Record your purchase order number _____________________
21. (I) Save
23. (I) Switch Responsibility > Payables, Vision Operations (USA)
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CLASSROOM
16. Save your work and close the Distribution and Shipments windows .
Practice - Match Invoices to a Purchase Order

Overview
Match to PO Shipment Lines Your supplier shipped 26 units of the item and billed
you for them. The shipments were for the first and second shipment lines. The rest of
the purchase order will be shipped and billed at a later date. Use Invoice XX5000 to
match to the PO for this method.
Match to PO Distributions - Your supplier has shipped 5 more units of the item you
ordered and now has billed you for them. The shipments are for the second and third
shipment lines. The remainder of the purchase order is on back order and will be
shipped and billed at a later date. Use Invoice XX6000 to match to the PO for this
method.
Quick Match Your supplier has finally shipped the remaining units and has now
billed you for them. The shipment was for the balance of the second and third shipment
lines. Use Invoice XX7000 to match to the PO for this method.
Assumptions
Tasks
1.
2.
Enter Invoice XX5000 for 26 units and enter the details of the shipments on the Match
window. Invoice Lines and Distribution Lines should be generated automatically.
3.
In the All Distributions window, verify that the Distribution Lines were automatically
generated.
4.
Enter Invoice XX6000 and enter the details of the shipments on the Match window,
including shipment information broken down by cost center for Shipment Line 3. Invoice
Lines and Distribution Lines should be generated automatically.
Chapter
CLASSROOM
In this practice you will enter invoices and match them to a standard purchase order in the
following ways:
generated for each cost center.
6.
Enter Invoice XX7000 using the QuickMatch functionality. Invoice Lines and Distribution
Lines should be generated automatically.
7.
generated for each cost center.
5.
Chapter
CLASSROOM
Solution - Match Invoices to a Purchase Order

Match to PO Shipment Lines
2.
Name = XX Invoice Batch 2
(B) Invoices

Type
Supplier
Invoice Num
Amount
Standard
XXIBM Corporation
XX5000
2600
3.
(B) Match.
Purchase Order Num = your PO number from the last lab
4.
(B) Find.
5.
Enter match details according to the following table:
Shipment
Line
Match
Qty Invoiced
Unit Price
Match Amount
Check
18
100
1800
Check
100
800
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1.
(B) Match.
7.
In the Invoices window, click (B) All Distributions.
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6.
8.
Verify that the Invoice Distribution Lines were generated automatically by the matching
process, and that the Distribution Total equals the Invoice Total.
Match to PO Distributions
9.
Close the All Distributions window and move your cursor to the next available row in the
Invoice Header region.
Type
Supplier
Invoice Num
Amount
Standard
XXIBM Corporation
XX6000
500
11. (B) Match.

Purchase Order Num = your PO number from the last lab
12. (B) Find.
13. Enter match details for line 2, according to the following table:
Shipment
Line
Match
Qty Invoiced
Unit Price
Match Amount
Check
100
200
Note: Leave line 1 blank.
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10. Enter the following Invoice Header:
Shipment
Line
Match
Qty Invoiced
Unit Price
Match Amount
Check
100
300
Note: Leave lines 1 and 2 blank.

15. With your cursor on line 3, select (B) Distribute.
16. In order to apply the quantity billed (3 units) to the appropriate cost centers, use the
following information to enter match information for the two Distribution Lines associated
with Shipment Line 3 on your PO:
Distribution
Line
Match
Qty Invoiced
Unit Price
Match Amount
Check
100
200
Check
100
100
Chapter
CLASSROOM
14. Enter match details for line 3, according to the following table:
18. Close the Match windows, and return to the Invoices entry window > (B) All Distributions.
19. In the All Distributions window, verify that the Distribution Lines for each cost center were
automatically generated by the matching process, and that the Distribution Total equals the
Invoice Total.
Chapter
CLASSROOM
17. (B) Match.
20. Close the All Distributions window and move your cursor to the next available row in the
Invoice Header region.
21. Enter the following Invoice Header:
Type
Supplier
PO
Number
Invoice Num
Amount
Standard
XXIBM Corporation
Your PO
from the
last lab
XX7000
1900
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CLASSROOM
Quick Match
Note that the Lines on the invoice were automatically populated based on the remaining unbilled
quantities on the purchase order shipment lines at the time the match information for this invoice
was entered and saved.
23. (B) All Distributions.
24. In the All Distributions window, verify that the Distribution Lines for each cost center were
automatically generated, and that the Distribution Total equals the Invoice Total.
25. (I) Save
Chapter
CLASSROOM
22. (B) QuickMatch.
Practice - Enter Quick Invoices

Overview
The Quick Invoices window supports heads-down data entry for invoices that do not require
much research. In this practice, you will enter standard invoices using the Quick Invoices
window.
Tasks
1.
Navigate to the Quick Invoices window.
2.
Enter the first invoice using the information provided on the invoice below.
XXIBM Corporation
1 Main St.
San Francisco, CA
Invoice No. XX1001
Quantity
Description
XXIBM Thinkpad
Unit Price
3000.00
Subtotal
Shipping
Tax
Total
Total
15000.00
15000.00
0.00
0.00
15000.00
Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000
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Assumptions
Enter the second invoice using the information provided on the invoice below.
XXIBM Corporation
1 Main St.
San Francisco, CA
Invoice No. XX1002
Quantity
Description
Dell Desktops
Unit Price
1250.00
Subtotal
Shipping
Tax
Total
Total
2500.00
2500.00
0.00
0.00
2500.00

4.
Enter the third invoice using the information provided on the invoice below.
XXIBM Corporation
1 Main St.
San Francisco, CA
Invoice No. XX1003
Quantity
Description
Dye sublimation
printers
Unit Price
3500.00
Subtotal
Shipping
Tax
Total
Total
7000.00
7000.00
0.00
0.00
7000.00

5.
Import the invoices into AP.
6.
Navigate to the Invoice Workbench.
7.
Query your invoices and ensure the system imported all of your invoices.
Chapter
CLASSROOM
3.
Solution - Enter Quick Invoices

Tasks
Enter Invoices
Invoices > Entry > Quick Invoices

Source = Quick Invoices
Batch = XX Quick Batch 1
2.
(B) Enter
3.
Enter the first Invoice Header using the information provided below.
4.
Type
Invoice
Number
Invoice
Date
Standard
XX1001
Todays
date
Supplier
Site
Invoice
Amount
XXIBM
SAN
Corporation FRANCISCO
15000
Enter an Invoice Line based on the following table:

Type
Amount
Account
Unit of
Measure
Quantity
Invoiced
Unit Price
Item
15000
01-000-1570-0000-000
Each
3000
Note: Account must be entered or the creation process will fail.

Note: The Track as Asset field is not checked, but will be checked once the invoices are
imported into the Invoice Workbench.
Note: You must specify a Unit of Measure if you are entering data in the Quantity Invoiced
and Unit Price fields.
5.
(B) Save and Next
6.
Enter the second Invoice Header using the information provided below.
Type
Invoice
Num
Invoice
Date
Supplier
Site
Invoice
Amount
Standard
XX1002
Todays
date
XXIBM
Corporation
SAN
FRANCISCO
2500
Chapter
CLASSROOM
1.
Enter an Invoice Line based on the following table:

Type
Amount
Account
Unit of
Measure
Quantity
Invoiced
Unit Price
Item
2500
01-000-1570-0000-000
Each
1250
8.
(B) Save and Next
9.
Enter the third Invoice Header using the information provided below.
Type
Invoice
Num
Invoice
Date
Supplier
Site
Invoice
Amount
Standard
XX1003
Todays
date
XXIBM
Corporation
SAN
FRANCISCO
7000
10. Enter an Invoice Line based on the following table:

Type
Amount
Account
Unit of
Measure
Quantity
Invoiced
Unit Price
Item
7000
01-000-1570-0000-000
Each
3500
11. (I) Save

Create AP Invoices from Quick Invoices using the Invoice Import process
12. (B) Create Invoices
13. Verify that:
Quick Invoice Batch = XX Quick Batch 1
Batch Name = XX Quick Batch 1
Chapter
CLASSROOM
7.
15. (B) OK to accept the Concurrent Request note and (I) Show Navigator
16. Review the output:
(M) View > Requests
All my requests = Checked
(B) Find
Place your cursor on the Payables Open Interface Import row once it completes.
(B) View Output.
View the Newly Created AP Invoices
17. Navigate to the Invoice Workbench:
Query up the XX Quick Batch 1
(B) Invoices
18. Review the invoices to ensure the system imported all of them.
Chapter
CLASSROOM
14. (B) OK to submit
Practice - Enter a Purchase Order for Matching to Quick Invoices

Overview
In this practice, you will enter a Purchase Order (PO) for matching to quick invoices.
Tasks
1.
Navigate to the Purchase Order window.
2.
Enter a Standard Purchase Order with 1 PO Line and 2 Shipment Lines.
3.
Approve the purchase order.
Chapter
CLASSROOM
Assumptions
Solution - Enter a Purchase Order for Matching to Quick Invoices

Tasks
Enter a Purchase Order
Responsibility = Purchasing, Vision Operations
Navigate to the Purchase Order window
(N) Purchase Orders > Purchase Orders
2.
Enter a Standard Purchase Order:

Site = New York
Buyer = your name
3.
Enter Purchase Order Line 1:

Item = AS18947
Quantity = 4
Need by Date = Tomorrows date
4.
(B) Shipments
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CLASSROOM
1.
Enter shipments according to the following table:

Num
Org
Ship-To
Quantity
Promised Date
M1
M1-Seattle
Today + 5 Days
M1
M1-Seattle
Today + 10 Days
6.
(I) Save
7.
Close the Shipments window.
8.
Approve the purchase order.
9.
(B) Approve
Submit for Approval = Check
All other options = Uncheck
(B) OK
10. Write down your PO number _____________.
Chapter
CLASSROOM
5.
Practice - Match to a PO in Quick Invoices

Overview
In this practice, you will enter match information for a PO in the Quick Invoices window.
Tasks
1.
2.
Enter invoice header and line information, including PO information.
3.
Import your invoice into AP using the Quick Invoices window..
4.
Navigate to the Invoice Workbench.
5.
Query your batch and invoice.
6.
Verify that the system imported the invoice, including the matching information at the Line
and Distribution levels.
Chapter
CLASSROOM
Assumptions
Solution - Match to a PO in Quick Invoices

Tasks
Enter an Invoice
Navigate to the Quick Invoices window
(N) Invoices > Entry > Quick Invoices

Batch = XX Quick Batch2
2.
(B) Enter
3.
Enter Invoice Header information according to the following table:

Type
Invoice
Num
Supplier
Site
Invoice
Amount
Standard
XX2007
XXIBM Corporation
SAN FRANCISCO
4831.44
Chapter
CLASSROOM
1.
4.
5.
Enter two Invoice Lines according to the following table:

Type
Amount
PO Number
PO
Line #
PO
Ship #
PO
Dist #
Quantity
Invoiced
Item
2415.72
Your PO #
Item
2415.72
Your PO #
Save your work.
6.
(B) Create Invoices
7.
Verify that:
Source =Quick Invoices
Quick Invoices Batch = XX Quick Batch 2
Batch Name = XX Quick Batch 2
8.
(B) OK. To submit the request.
9.
(B) OK to accept the Concurrent Request note, and (I) Show Navigator.
10. View the output once it completes.

(M) View > Requests
All my requests = Checked
(B) Find
Place your cursor on the latest Payables Open Interface Import row once it
completes.
(B) View Output.
View the Newly Created AP Invoice
11. Navigate to the Invoice Workbench:
Query up XX Quick Batch 2
(B) Invoices
12. Review the invoice to ensure it was imported into AP properly. If you click (T) Lines, each
line has the matched PO Number, PO Line, and PO Shipment number associated with that
line.
13. (I) Save, then (I) Show Navigator
Chapter
CLASSROOM
Create Invoices in AP using the Invoice Import process from the Quick Invoices
window
Practice - Create a Special Calendar

Overview
In this practice, you will create a Special Calendar for use with Recurring Invoice Templates.
Tasks
1.
Navigate to the Special Calendar definition window.
2.
Enter a new Special Calendar with 6 or more calendar periods beginning with the current
month.
Chapter
CLASSROOM
Assumptions
Solution - Create a Special Calendar

Tasks
Create a Special Calendar
Navigate to the Special Calendar definition window:
2.
(N) Setup > Calendar > Special Calendar

Name = XX Monthly
Periods Per Year = 12
Type of Calendar = Recurring Invoice
Enter 6 calendar periods beginning with the current month .
Use names of months found in a standard calendar in the Period Name field
Use the current year in the Year field
The system will automatically assign the Sequence value for each month.
Enter the beginning and ending dates for each month in the From Date and To Date
fields.
Chapter
CLASSROOM
1.
3.
(I) Save
Note: The combination of the Period Name and Year becomes the System Name assigned
by the system. The System Name and the Invoice Number Prefix entered on the Recurring
Invoice Template will make up the unique Invoice Number for each of the Recurring
Invoices generated by the Recurring Invoice Template.
Chapter
CLASSROOM
Practice - Create Recurring Invoices

You have signed a six-month lease for a total of $12,000 with XXIBM Corporation in San
Francisco. You are required to pay the same amount each month but do not receive an invoice
for the rent. So to ensure that the rent is paid every month in a timely manner, you will create a
Recurring Invoice Template that will generate all 6 of the future-dated invoices in advance. The
invoices will sit out harmlessly on your system until each one appears (once monthly) on your
Aging Reports and Cash Requirements Reports as they become due. Because of their Scheduled
Payment dates and GL Dates, they cannot inadvertently be paid early or transferred to the GL
early. As with any invoice, they can always be canceled or modified until they paid.
Assumptions
Tasks
1.
Navigate to the Recurring Invoices Template window.
2.
Enter a new template for the invoices related to your 6-month lease using the Special
Calendar you created in the last lab.
3.
Use the template to generate all 6 current- and future-dated invoices.
4.
Review your lease payment invoices in the Invoices Entry window.
Chapter
CLASSROOM
Overview
Solution - Create Recurring Invoices

Tasks
Enter a Recurring Invoice Template
Navigate to the Recurring Invoices Template window
(N) Invoices > Entry > Recurring Invoices

Name = XXIBM Corporation
Site = SAN FRANCISCO
2.
Enter the following calendar information:

Name = XX Monthly
Number of Periods = 6
First = This Month
3.
(T) Invoice Definition.

Number = XX Rent
Description = Monthly Rent
4.
(T) Line Definition.
5.
In the Origin section, select Distribution Set, and in the Name field enter the Distribution Set
you created earlier: XX Full Utilities.
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CLASSROOM
1.
(T) Amounts
First amount = 2000
Accept the default values for the remainder of the fields.
7.
(T) Payment.
Payment Method = Electronic
Accept the default values for the remaining fields.
Generate the Invoices

8.
In the Number of Invoices field, enter 6.

Note: It is not necessary to generate all 6 invoices at one time. The template could be used
to generate a few at a time so that fewer future periods on the Payables transaction calendar
would need to be set to Open or Future.
9.
(B) Create Recurring Invoices
Chapter
CLASSROOM
6.
10. The system displays a preview of the invoices it will generate once you click on (B) OK. If
they appear to be OK, enter XX Recurring Batch in the Batch Name field for each
invoice, then click on (B) OK to finalize the creation of the new invoices, followed by (I)
Show Navigator to return to the menu.
Query up XX Recurring Batch
(B) Invoices
Note: The invoices will have the following name structure: XX Rent-System Name. Also
note their Invoice Dates, GL Dates, and Scheduled Payment dates, which ensures they
cannot be paid or transferred to the GL early.
12. When you have finished reviewing the invoices, click on (I) Show Navigator.
Chapter
CLASSROOM
11. Review your invoices in the Invoices Entry window:
Practice - Calculate a Supplier Balance

Overview
Calculate the balance due to your XXIBM Corporation supplier. .
Tasks
1.
Query XXIBM Coporation in the Find Invoices window from the Invoices Entry form.
2.
Calculate the balance owed to this supplier using the Calculate Supplier Balance
functionality found on the Find Invoices window.
3.
Calculate and view the balance owed, and review the related invoices, prepayments, and/or
memos that make up that balance. .
Chapter
CLASSROOM
Assumptions
Solution - Calculate a Supplier Balance

Tasks
Calculate the Balance Owed to a Supplier
Open the Find Invoices window under the Inquiry section of the Navigator:
Invoices > Inquiry > Invoices

The Find Invoices window will be displayed:
Trading Partner = XXIBM Corporation.

2.
(B) Calculate Balance Owed:

Take Discount = Selected
Include Future Dated Payments = Selected
3.
(B) Calculate
4.
View amount owed, then click on (B) Invoices to view the related invoices, prepayments,
and/or memos that make up the balance.
Chapter
CLASSROOM
1.
Practice - Run the Invoice Holds Reports

Overview
In this practice, you will run and review the two seeded invoice holds reports the Matching
Hold Detail Report and the Invoice on Hold Report.
Tasks
1.
Navigate to the SRS (Standard Request Submission) form to submit the Matching Hold
Detail Report and review it online.
2.
Use the same SRS form to submit the Invoice on Hold Report, and review it online.
Chapter
CLASSROOM
Assumptions
Solution - Run the Invoice Holds Reports

Tasks
Submit the Matching Hold Detail Report
1.
Navigate to the Standard Request Submission window,
(M) View > Requests
(B) Submit a New Request
Single Request = selected, (B) OK
2.
Submit the Matching Hold Detail report:

Name = Matching Hold Detail Report
3.
(B) OK
4.
(B) Submit, and (B) No to the option to submit another report.
5.
(B) Find.
6.
Monitor the request until it completes successfully and review the output online using
the View Output button.
When finished, close the browser.
Submit the Invoice on Hold Report

The Invoice on Hold report shows invoices on hold due to matching or non-matching issues.
7.
Navigate to the Standard Request Submission window:
(B) Submit a New Request > Single Request
8.
Submit the Invoice on Hold report:

Name = Invoice on Hold Report
9.
(B) OK
Chapter
CLASSROOM
The Matching Hold Detail report shows invoices that were held or released due to matching
issues.
10. (B) Submit, and (B) No to the option to submit another report.
11. (B) Find.
Monitor the request until it completes successfully and review the output online using
the View Output button.
12. When finished, close the browser.
Chapter
CLASSROOM
Practice - Place a Hold on an Invoice

Overview
Assumptions
Tasks
1.
2.
Query up Invoice XX2000.
3.
Place an Amount hold on the invoice.
Chapter
CLASSROOM
There are several types of holds that will affect an invoices eligibility to get paid, including
Supplier Site Holds, Invoice Holds and Scheduled Payment Holds. Some holds can be manually
placed, and manually released, and others may not. If an invoice has a hold that cannot be
manually released (like a distribution variance hold), the problem must be fixed, and validation
run again so the system can release the hold. In this practice, you will manually place a hold on
an invoice.
Solution - Place a Hold on an Invoice

Tasks
Query an Invoice
2.
(B) Invoices
Query invoice number XX2000:
3.
(M) View > Find

(B) Find
Place a Hold on an Invoice

4.
(T) Holds
Hold Name = Amount
5.
(I) Save
6.
(T) General
Note that the Holds field shows 1, and the Status has changed to Needs Revalidation.
7.
(I) Show Navigator
Chapter
CLASSROOM
1.
Practice - Release Holds

Overview
You have received formal approval from the management to release invoice number XX2000.
In this practice, you will release the hold on XX2000.
Tasks
1.
Navigate to the Invoices window and query up XX2000.
2.
Open the Holds tabbed region and manually release the hold on your invoice.
3.
Review the General tab to ensure that the invoices Status now shows Validated.
Chapter
CLASSROOM
Assumptions
Solution - Release Holds

Tasks
Query an Invoice
2.
(B) Invoices
(M) View > Find
Trading Partner = XXIBM Corporation.
(B) Find.
Release the Hold

3.
Use (B) Release to quickly release one or more manually-releaseable holds on an invoice:
(T) Holds
With your cursor on the row with the Amount hold displayed, click on (B)
Release1 to release the hold and re-run Validation
4.
(I) Save
5.
(T) General
Note that Holds = 0 and the Status of the invoice has changed to Validated.
6.
(I) Show Navigator
Chapter
CLASSROOM
1.
Practice - Validate Invoices Online

Overview
The Validation process checks to see if there are any problems related with each invoice and
does the Matching comparisons. If it finds any exceptions, it places one or more holds on the
invoice, making it ineligible for payment until the hold or holds are released.
In this exercise, you will attempt to validate Invoice number XX1000 using the Online method
of validation, and all other invoices you have created so far using the Batch method.
Assumptions
Tasks
1.
Navigate to the Invoices window and query invoice XX1000.
2.
Validate the invoice using the Online method of validation.
3.
Verify the invoices validation status.
4.
Validate all of your other invoices using the Batch method.
Chapter
CLASSROOM
You can choose any one of three methods to validate your invoices after entry at the invoice
level using the Actions button on the Invoice Entry form (the Online method), at the Batch
Header level for all invoices in the batch or batches highlighted (the Batch method), and at the
Concurrent Manager level for all or a limited number of invoices not yet validated (the System
method).
Solution - Validate Invoices

Tasks
Validate an Invoice Online
Navigate to the Invoices window and query invoice XX1000.
(B) Invoices
2.
(M) View > Find

(B) Find
3.
(B) Actions
4.
Validate the invoice.

Validate = Check
(B) OK
5.
Verify that the invoice status says Validated. If not, attempt to resolve the issues
surrounding the hold (or holds), and manually release it/them, or run validation again so the
system can release the hold(s).
Validate All of Your Invoices

6.
Ensure that all of the invoices in your batch are validated by using the Batch method
described below:
Method
Batch Validation
Navigation
Query up your batch or batches
If there is more than one batch listed
that you want to validate, highlight
them by holding down the Ctrl key
and clicking on each row
(B) Validate
For your information, here is a list of the invoices (not including XX1000) that youve created so
far in the labs:
Chapter
CLASSROOM
1.
Invoice Number
Enter an Invoice for a Fixed Asset
XX2000
Enter an Invoice with Distribution

Set
XX3000
Enter an Invoice with Freight

Distribution
XX16000
Allocate Freight and Misc Charges
XX17000
Create a Schedule Payment
XX8000
Enter Quick Invoices
XX1001, XX1002, XX1003
Match PO to Quick Invoice
XX2007
Match to PO Distributions
XX5000, XX6000, XX7000
Recurring Invoices
XXRent-System Period
Note: Invoice XX150 was entered during the Create Folder Forms practice, but it is not a full
invoice, so dont validate it. Invoice XX1000 was validated earlier in this practice.
Chapter
CLASSROOM
Practice
Practice - Create an Internal Bank Account

Overview
In this practice, you will create an internal bank account using forms in the Cash Management
application.
Tasks
Responsibility: Cash Management, Vision Operations (USA)
1.
Navigate tobank setup forms in Cash Management
2.
Create a new Bank Name, Branch Name, two Bank Accounts, and Payment Documents for
each account.

3.
Run the Bank Account Listing Report
Chapter
CLASSROOM
Assumptions
Solution Create an Internal Bank Account

Create a Bank
Responsibility: Cash Management, Vision Operations (USA)
Navigate to Manage Banks and Branches:
(N) Setup:Banks > Banks
2.
(B) Create
3.
Select Create a New Bank and enter the following data:

Field Name
Value
Country
United States
Bank Name
XXAP Bank
4.
(B) Save and Next.
5.
On the Create Bank: Bank Address page, (B) Create.
Chapter
CLASSROOM
1.
6.
Enter the following data:

Field Name
Country
Value
United States
7.
City
San Francisco
County
San Francisco
State
CA
Postal Code
94105
Status
Active
Address Line 1 1 Main Street
(B) Apply.
Note: Click Apply again if you get an error message regarding the Postal Code.
8.
(B) Finish.
Create a Bank Branch

9.
(T) Bank Branches.
10. (B) Create.

11. Enter the following Bank Branch Information:
Country = United States <Tab>, Quick Select United States, <Tab>, <Tab>
Bank Name = XXAP Bank <Tab>
Chapter
CLASSROOM
12. (B) Continue.

13. Select the Create New Branch option.
14. Enter the following bank branch data:
Field Name
Value
Branch Name XXAP Branch

ABA
15. (B) Finish.

Create Bank Account
16. Navigate to the Home page and then navigate to the Manage Bank Accounts window:
(H) Home
(N) Setup :Banks > Bank Accounts
17. (B) Create.
Chapter
CLASSROOM
Branch Type
18. Enter the following data:

Field Name
Value
Keystrokes
Keystrokes
Keystrokes Keystrokes
Country
United States
<Tab>
Quick Select
<Tab>
United States
Bank Name
XXAP Bank
<Tab>
<Tab>
<Tab>
Bank Branch XXAP Branch <Tab>
20. Define the Account Owner and Use information:

Bank Account Owner = Vision Operations
Account Use
Payables = Check
Receivables = Check
21. (B) Next.
22. Enter the following information on the Account Information page:
Field Name
Account Name
Value
XXAP Disbursement
Account Number XX-1234-5678

Currency
USD
Multiple
Currencies
Allowed
Check
Account Type
Checking
Description
Cash Disbursement Account
23. (B) Save and Next.

24. Enter the following information on the General Controls section:
Field Name
Value
Cash
01-000-1110-0000-000
Bank Charges
01-720-7870-0000-000
Foreign Exchange Charges 01-000-2580-0000-000

Netting Account
No
Cash Clearing
01-000-1110-0000-000
Bank Errors
01-720-7870-0000-000
Agency Location Code
Blank
Chapter
CLASSROOM
19. (B) Continue.
25. Enter the following information on the Payables Controls section:

Field Name
Value
Maximum Outlay
1,000,000.00
Minimum Payment
5.00
Maximum Payment
200,000.00

27. (B) Add Organization Access.
Account Use
Payables = Check
Receivables = Check
Organization = (I) Search for (the magnifying glass) > Quick Select Vision
Operations
28. (B) Continue.
29. Review the GL Account numbers for the Cash and Bank Charges accounts, and make any
necessary corrections
30. (B) Apply.
32. (B) Create Contact.
33. Enter the Contact information.
First Name = John
Last Name = Doe
Email Region > Email = john.doe@00apbank.com
34. (B) Apply.
35. (B) Finish.
Create Payment Documents
36. Select the XXAP Disbursement bank account and click (B) Manage Payment Documents.
Chapter
CLASSROOM
Multiple Currency Payments Check
37. (B) Create.
39. (B) Apply.

40. (B) Create.
41. Define an employee check stock using the following information.
Name = XXAP Employee Check Stock
Paper Stock Type = Prenumbered Stock
Format Name = External Check Format <Tab>
Quick Select IBY_PAY_CHK_STANDARD_2
In the Document Numbers region:
First Document Number = 1000
Last Document Number = 9900
42. (B) Apply.
43. (H) Home
Review Bank Accounts

44. Navigate to the Standard Request Submission window.
(N) Other > Requests > Run > Single Request
45. Run the Bank Account Listing Report:

Name = Bank Account Listing
Sort Accounts By = Bank, Branch, Account Name
Include Active/Inactive Accounts = Both
Effective Date = Todays Date
46. (B) OK > (B) Submit > (B) No (do not submit another request)
Chapter
CLASSROOM
38. Define a check stock using the following information.

Name = XXAP Check Stock
Paper Stock Type = Prenumbered Stock
Format Name = External Check Format <Tab>
Quick Select IBY_PAY_CHK_STANDARD_2
In the Document Numbers region:
First Document Number = 1000
Last Document Number = 1100
47. View the report output:
(M) View > Requests

All my requests = Check
(B) Find.
48. With your cursor on the Bank Account Listing request, click on (B) View Output to open a
browser window and view your report online.
Chapter
CLASSROOM
Practice - Create an External Bank Account

Overview
In this practice, you will create an external bank account that belongs to your supplier XXIBM
Corporation. Then you will assign the bank account to the supplier site: San Francisco.
Tasks
1.
Navigate to the Suppliers window.
2.
Query the XXIBM Corporation supplier.
3.
Create a New Bank Account for the supplier and assign it to their San Francisco site.
Chapter
CLASSROOM
Assumptions
Solution - Create an External Bank Account

Navigate to the Suppliers window.
2.
Query the XXIBM Corporation supplier:

(B) Go
3.
(I) Update
4.
Create a New Bank Account for the supplier. This bank account is held at the same bank and
bank branch that you set up previously for your internal bank account.
5.
(H) Banking Details
6.
(B) Create
7.
Enter the following account details:

Region
Header
Field Name
Country
Value
United States
Bank
Select Existing Bank
Select
Bank
Bank Name
XXAP Bank
Bank
Select Existing
Branch
Select
Bank
Branch Name
XXAP Branch
Bank
Account
Account Number
XX-9876-54321
Bank
Account
Account Name
00IBM Corp Remit To

Account
Bank
Account
Currency
US dollar
Keystrokes
<Tab>
Keystrokes
Quick Select
United States
Chapter
CLASSROOM
1.
(B) Apply.
9.
Assign the new bank account to the supplier site: SAN FRANCISCO:
Select Account Assignment Level = Site
In the next field, click on (I) Search for (the magnifying glass) > change the Search
By field to Operating Unit > type in Vision Operations in the search criteria
field > (B) Go
Quick Select the SAN FRANCISCO Site Name
10. (B) Go.

11. (B) Add.
Chapter
CLASSROOM
8.
12. Type in XXIBM % in the search criteria field > (B) Go
14. (B) Select

15. (B) Save
16. (H) Home or (H) Close Window
Chapter
CLASSROOM
13. Select the check box for the XXIBM Corp Remit-To Account
Practice - Create a Manual Payment

Overview
Manual payments are payments that have been made outside of your Oracle system, such as
hand-written checks or bank wires. In this exercise, you have paid your supplier for Invoice
number XX3000 using a hand-written check, and now need to record this manual payment in
your Oracle system
Tasks
1.
Find invoice XX3000 in the Invoice Entry form
2.
Update the payment method to Check
3.
Navigate to the Payments window.
4.
Enter the hand-written check information into the system so the invoice will be marked as
paid.
Chapter
CLASSROOM
Assumptions
Solution - Create a Manual Payment

Prerequisite
Before you can create a manual payment, you must validate the invoice created in the practice
entitled Enter an Invoice Using a Distribution Set.
Note: For these practices, invoice approval is not required. Approval is indicated in the Approval
field of the General tab within the Invoice Workbench window.
1.
2.
(B) Invoices
Find invoice XX3000:
(M) View > Find

3.
(B) Find.
4.
Update the payment method:

Payment Method = Check
5.
(I) Save
Enter Payment Information

6.
Navigate to the Payments window:
(N) Payments > Entry > Payments
Chapter
CLASSROOM
Change Payment Method to Check
Enter data in the following fields:

Type = Manual
Supplier Site = SAN FRANCISCO
Payment Date = Todays date (For example, 24-APR-2007)
Bank Account = XXAP Disbursement
Payment Process Profile = Long Check Format
Remit-To Account = blank
7.
Select Invoice to Pay

8.
(B) Enter/Adjust Invoices.
9.
Number = XX3000
Chapter
CLASSROOM
Note: If you do not see your invoice in the list of values for the Number field, return to the
Invoice Workbench to ensure the invoice has been validated.
10. (I) Save
11. Close the Select Invoices window.
Chapter
CLASSROOM
The Select Invoices window displays all invoices:

that have been entered into Payables
thathave been Validated
that have been Approved, if required
Note: Because this is a Manual type of payment, no payment format is used and therefore no
output is generated within the Oracle system. We are simply recording the fact that a check
was written outside of the Payables system.
Chapter
CLASSROOM
12. Invoice Number XX3000 appears in the lower region of the Payments window, and has now
been associated with the check number displayed in the upper half.
Practice - Create a Quick Payment

Overview
Your Facilities Manager just realized that he did not pay the utility charges for a remote storage
facility. In this practice, you will change the invoice payment method to Check, and create a
Quick Payment for invoice XX5000.
Tasks
1.
Find invoice XX5000.
2.
Update the payment method to check
3.
Navigate to the Payment Workbench window.
4.
Enter the Quick Payment
Chapter
CLASSROOM
Assumptions
Solution - Create a Quick Payment

Change Payment Method to Check
2.
(B) Invoices
Find invoice XX5000.
(M) View > Find

3.
(B) Find.
4.
Update the payment method:

5.
(I) Save.
Chapter
CLASSROOM
1.
6.
Navigate to the Payment Workbench window:(N) Payments > Entry >

Payments
7.

Type = Quick
Payment Date = Todays date (for example, 30-APR-2007)
Payment Amount = blank
Remit-to-Account = blank
Select Invoice to be Paid

8.
(B) Enter/Adjust Invoices

The Select Invoices window opens:
Number = XX5000
9.
(I) Save
10. Close the Select Invoices window.
Chapter
CLASSROOM
Make the Quick Payment
11. Invoice Number XX5000 appears in the lower half of the window, and is now associated
with the check number displayed in the upper half.
Chapter
CLASSROOM
Practice - Place a Stop on a Payment

Your supplier has notified you that they have not received payment for invoice number XX5000
for $2,600. The payment was sent, but it has apparently been lost. A new payment document
should be created for the supplier to replace the lost check, but before you do, youll want to
contact your bank and place a Stop Payment order on the original check in case someone other
than your supplier finds it and attempts to cash it. In this practice, you will let your system know
that youve made that phone call by recording a Stop on the payment showing the day and
time that you called.
Assumptions
Tasks
1.
Navigate to the Payment Workbench window:
2.
Find the payment for invoice XX5000.
3.
Enter the Stop using the Actions button.
4.
View the updated payment Status.
Chapter
CLASSROOM
Overview
Solution - Place a Stop on a Payment

Tasks
Stop Payment
Navigate to the Payment Workbench window:
2.
Find the payment for invoice XX5000.
(M) View > Find

Amounts = 2600
Payee Name = XXIBM Corporation
3.
(B) Find.
4.
(B) Actions:
Initiate Stop = Check
Chapter
CLASSROOM
1.

5.
(B) OK
6.
(B) OK to accept the Caution message.
7.
(B) Payment Overview

Note that Status = Stop Initiated
8. Close the Overview window.

Chapter
CLASSROOM
Practice - Void and Re-issue a Quick Payment

Overview
Your bank has confirmed that the payment you made for Invoice XX5000 still has not cleared.
The payment was a Quick Payment, so you decide to void the old payment and re-issue a new
payment using Oracles Void & Re-issue functionality, available only for Quick Payments. In
this practice, you will void and re-issue a new payment for Invoice XX5000.
Tasks
1.
Navigate to the Payments window.
2.
Find the payment for Invoice XX5000.
3.
Void the old payment and re-issuea new payment using the Actions window.
4.
View the voided payment in the Payment Overview window.
5.
View the new reissued payment in the Payment Overview window.
Chapter
CLASSROOM
Assumptions
Solution - Void and Re-issue a Quick Payment

Tasks
Find the existing payment for Invoice XX5000
Navigate to the Payments window:
2.
Find the payment for invoice XX5000:
3.
(M) View > Find

(B) Find
Void and Reissue Payment

4.
(B) Actions
Reissue = Check
Write down the New Paper Document Num: _____________.
The next available number in the Check Stock defaults into this field
automatically, but you can override it, if necessary.
(B) OK
Chapter
CLASSROOM
1.

When you re-issue a Quick Payment, the original payment is automatically voided and the
new payment is created (sent to the printer or other specified designation) as soon as you
click on (B) OK.
5.
View the voided payment in the Payment Overview window:

(B) Payment Overview
Note the Status = Voided
Note the Invoices region, and the payment reversal
6.
Close the Payment Overview window.
Chapter
CLASSROOM
7.
View the new payment:

(M) View > Find
Numbers = your new check number in the from and to fields
Payee Name = XXIBM Corporation
(B) Find
8.
Review this new payment in the Payment Overview window.
9.
When done reviewing the payment, close the window.
Chapter
CLASSROOM
Practice - Create a Payment Process Request Template

Overview
Minimize data entry by saving you from re-keying frequently used values, which
simplifies and expedites pay runs
Have a starting point for submitting scheduled pay runs
In this practice, you will create a Payment Process Request Template that youll use in a later
lab.
Assumptions
Tasks
1.
Navigate to the Payments Manager
2.
Create a new template for use with payment batches in the future that will only pay your
supplier XXIBM Corporation, using prenumbered and paper checks drawn on your XXAP
Disbursements account.
Chapter
CLASSROOM
A Payment Process Request Template is a blueprint that simplifies and expedites pay runs by
allowing you to set up, in advance, pertinent payment batch data such as general header
information, payment selection criteria, payment attributes, processing instructions, and how
validation failures are handled. Templates enable you to:
Solution - Create a Payment Process Request Template

Navigate to the Payments Manager:
2.
(N) Payments > Entry > Payments Manager
Navigate to the Create Payment Process Request Template page:
(T) Templates > (B) Create
Specify Template Header Information

3.
Enter header information in the following fields:

Name = XXTemplate
Description = Template for XXIBM Corp and paper checks
Specify Payment Selection Criteria

4.
(T) Scheduled Payment Selection Criteria.
5.
Enter data in the following fields.

Number of Pay From Days = leave blank
Additional Pay through Days = 45
Payee = XXIBM Corporation
Chapter
CLASSROOM
1.
6.
Under the Pay Groups region, select the Specify radio button.
7.
(B) Add.
8.
Select XXPay Group

Note: The fields used to limit invoices selected for a pay run will vary, depending on your
business process.
9.
(T) Payment Attributes.
10. Enter data in the following fields.

Disbursement Bank Account = XXAP Disbursement
Payment Document = XXAP Check Stock (Note: The format of the Payment
Document must match the format of the Payment Process Profile.)
Payment Exchange Rate Type = Corporate
Chapter
CLASSROOM
Specify Payment Attributes
Specify the degree of process automation
12. Stop Process for Review After Scheduled Payment Selection = Check
13. Stop Process for Review After Creation of Proposed Payments = Check
14. Create Payment Instructions = Initiate When Payment Process Request is Complete
15. (B) Apply.
A confirmation message displays, indicating that you have successfully created the Payment
Process Request Template.
Chapter
CLASSROOM
11. (T) Process Automation.
17. (H) Home or (H) Close Window
Chapter
CLASSROOM
16. (T) Home
Practice - Run the Cash Requirement Report

Overview
The Cash Requirement Report is used to forecast immediate cash needs for invoice payments.
Your company will typically submit this report before every pay run to determine cash
requirements for the batch.
Assumptions
Tasks
1. You can run the Cash Requirement Report from the Payments Manager, or using the
Concurrent Managers SRS (Standard Request Submission) form
2. View the reports output in the Concurrent Managers Submitted Requests window.
Chapter
CLASSROOM
In this practice, you will run the Cash Requirement Report and include the three Quick Invoices
you created in a previous practice: Numbers XX1001, XX1002, and XX1003.
Solution - Run the Cash Requirement Report

Prerequisites
XX1001
XX1002
XX1003
Note: Before you can start the practice, you must:
Change the Terms on the invoices from 30 Net to Immediate.
Change the Payment Method on the invoices from Electronic to Check.
Ensure that:
Lines have been created for each invoice
each invoice has been Validated
none of the invoices are on Hold
Running the report from the Payments Manager

If you have created a Payment Process Request Template, you can run the Cash Requirement
Report from the Payment Process Request Templates page:
(T) Templates
Use the Search region to locate the template you created earlier (XXTemplate)
When it is displayed, select its radio button
(I) Run Cash Requirement Report
Enter the name of the Operating Unit you are associated with > (B) Next
Chapter
CLASSROOM
To run the Cash Requirement Report, you will use the following three (3) invoices that you
created previously:
(B) Next
On the Schedule window:
Start Date = As soon as possible
Recurrence = Never repeat
(B) Next
(B) Next
(B) Next
(B) Submit
(B) OK
(H) Home
(N) Other: Requests > Run
Single Request? > (B) Cancel
(M) View > Requests
(B) Find
If the report is still in process, use the Refresh Data button to monitor its progress.
When the report has completed, place your cursor on the Cash Requirement Report row
> (B) View Output
Review the report, and when finished, close the browser window.
(I) Show Navigator
Chapter
CLASSROOM
Enter the following data in the Parameters window:

Include Unvalidated Invoices = Yes
This parameter enables you to see any invoices on the report that fall within the
Pay Through Date that still require validation.
Include Unapproved Invoices = Yes
Pay Through Date = Todays date + 45 days
Payment Date = Todays date
Template = XXTemplate
Summary Option = No
Include Selected Invoices = Yes
Running the report from the Concurrent Managers SRS window:

Navigate to the Standard Request Submission window:
(N) Other > Requests > Run
2.
Single Request? > (B) OK
3.
In the Submit Request window, enter the following:

Name = Cash Requirement Report
4.
Enter the following data in the Parameters window:

Include Unvalidated Invoices = Yes
Include Unapproved Invoices = Yes
Pay Through Date = Todays date + 45 days
Payment Date = Todays
Template = XXTemplate
Summary Option = No
Include Selected Invoices = Yes
Note: The Include Unvalidated Invoices = Yes parameter enables you to see any invoices on
the report that fall within the Pay Through Date that still require validation.
5.
(B) OK.
6.
(B) Submit. Note the Request ID.
7.
(B) No to the question, Submit another request?
Chapter
CLASSROOM
1.
Monitor the Process

8.
(M) View > Requests
9.
(B) Find.
10. (B) Refresh Data until your report completes processing.

11. Place your cursor on the row that shows the Cash Requirement Report name.
13. When you are finished reviewing the report, close the browser window.
Chapter
CLASSROOM
12. (B) View Output to see the report displayed in a browser window.
Practice - Use your Template to run a Payment Batch with

Straight-Through Processing
Overview
Assumptions
To complete this practice, you must have access to an Oracle Application Vision
database or comparable training or test instance at your site.
Tasks
Prerequisites
To create a payment process request with no stops, you will use the following three (3) invoices
that you used for the practice entitled Run the Cash Requirement Report:
XX1001
XX1002
XX1003
Tasks
1.
Navigate to the Payments Manager.
2.
Navigate to the Submit Payment Process Request page, and submit a request for a batch run
using your pre-defined template, with no stops enabled.
3.
Print the Payment Instuctions (send the payments to the printer).
4.
View Payment Details.
5.
Record the Print Status of the payments

Chapter
CLASSROOM
In this practice, you will create a Payment Process Request (submit a payment batch) with
straight-through processing for a payment method of Check. With straight-through processing,
the system does not stop to allow for reviews before solidifying the batch , formatting, and
generating the payments.
Solution - Use your Template to run a Payment Batch with

Straight-Through Processing
Prerequisites
XX1001
XX1002
XX1003
Navigation
1.
Navigate to the Payments Manager:
2.
Navigate to the Submit Payment Process Request page:
(T) Payment Process Requests
(B) Submit Single Request
Enter Header Information

3.

Payment Process Request Name = XX Single Payment Process Request
Use Template = XXTemplate
Data from the template defaults onto the payment process request. You can now change any
of the defaulting data in the tabbed regions of the form as needed.
Enter Selection Criteria

4.
5.
Data defaults from the template into the following fields:

Pay From Date = blank
Pay Through Date = Todays date+ 45 days
Chapter
CLASSROOM
To create this Payment Process Request (PPR) with no stops, you will use the following three
(3) invoices that you used for the practice entitled Run the Cash Requirement Report:
6.
7.
Payment Date= Todays date
8.
Data should default from the template into the following fields:
Payment Document = XXAP Check Stock
Chapter
CLASSROOM
Enter Payment Attributes
Specify the Degree of Automation for Payment Processing

(T) Processing.
10. Override the template defaults by changing data in the following fields:
Stop Process for Review After Scheduled Payment Selection = Uncheck
because you do not want the process to stop for a review before the batch is
pre-formatted
Stop Process for Review After Creation of Proposed Payments = Uncheck
because you do not want the process to stop for a review after the batch is preformatted
Create Payment Instructions = Automatically Initiate When Payment Process
Request is Complete
because you do not want the process to stop for a review before the final
formatting is done and printing begins
Because neither of the check boxes for stops have been selected, and automatic initiation
of the payment instructions has been specified, this Payment Process Request (PPR) will
run without human intervention.
11. (B) Submit
The confirmation window displays.
Find the Newly Created Payment Process Request
12. (T) Payment Process Requests.
Chapter
CLASSROOM
9.
13. In the Payment Process Request field, enter your Payment Process Request name (XX
Single Payment Process Request) and (B) Go.
14. (H) Show, which changes to Hide, to view the payment instruction.
15. (B) Refresh Status to view the most recent status of the PPR.
Note that the newly created PPR should have a Payment Instructions Reference number
assigned by the system Make a note of the Reference number: __________.
The Payment Process Request page also displays:
Payment process request status = Formatting
Payment instructions status = Formatted Ready for Printing.
Note: You can also query the newly created PPR as follows:
(T) Payment Instructions, enter the payment instruction Reference number in the
Reference field, and (B) Go.
(T) Payments tab, enter the payment process request number in the Payment
Reference Number field, and (B) Go.
Note: If for some reason your pay run pulls invoices other than invoices XX1001, XX1002,
and XX1003, cancel the extra invoices or place them on hold so they are not included in the
pay run.
Chapter
CLASSROOM
The newly created PPR is displayed:
Print Payment Instructions

16. To print the payment instruction, which in this case, means to print onto a check, (I) Take
Action.
The Print Payment Documents: Payment Instruction <Number> page displays.
17. In the Printer field, select noprint from the list of values.
Note: Because you specified noprint in the Printer field, you will not actually print the check
or take any further action.
View Payment Process Request Details
19. To view the details of the newly created PPR, select the payment process request name (XX
Single Payment Process Request) in the Payment Process Requests page to navigate to the
Payment Process Request: <Name> page. Note that the newly created payment process
request displays pertinent information in the Payment and Document Summary region and
in the Payments region.
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18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001,
invoice XX1002, and invoice XX1003.
View Payment Details
Note: To view the three invoices you created, click the + (plus sign) to the left of the
Documents region.
The Payment: <Number> page shows the three invoices you created in the Documents
region, which confirms the following:
The payment process request (XX Single Payment Process Request) contains the
Payment, which includes three invoices.
Record Print Status of Prenumbered Payment Documents

Note: Depending upon your business practice, you may be interested in using a similar
dashboard, which is designed to support a payment factory model, where payment
processing is centralized. For added experience, you will switch to the Funds Disbursement
Process Home, which is an alternate dashboard. Note that the process can be continued from
either dashboard.
Since check printing has several potential failure points, the system does not know the outcome
of printing or reprinting payment documents. Consequently, you need to provide that information
to the system through the Record Print Status page. This page enables you to:
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20. To view details of the payment, (H) Amount.
Update the print statuses by marking payment documents Printed, Spoiled, or Skipped.
Note: You can only select a print status of Skipped for payment documents that use a
paper stock type of Prenumbered.
21. Log in to the following responsibility: Oracle Payments Payment Administrator.
22. (H) Funds Disbursement Process Home.
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23. Under the Pending Actions region, note that the Payment Instruction has a status of
Submitted for Printing.
25. (B) Record Print Status

The Record Print Status: Payment Instruction <Number> page displays.
26. You check your printer and note that the checks printed successfully so there is no spoiled or
skipped checks to record in the Record Spoiled Payment Documents or Record Skipped
Payment Documents regions.
Note: By default, all payment documents are initially displayed as Printed. The exception is
payment documents that have been marked spoiled during the reprinting process are
displayed as Spoiled in the Record Print Status page.
27. Select the Submit Positive Pay Program Immediately check box.
If the applicable setup enables positive pay, selecting the check box results in submission of
the Positive Pay program immediately after you finish recording the print status. The
program creates a positive pay file, formats it, and transmits it electronically to your bank.
This prevents check fraud by informing the bank which payment documents are issued and
for what amount.
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24. To view details of the payment instruction you created, (I) Take Action.
28. (B) Continue.

A warning displays regarding confirmation of the print status.
29. (B) Apply if you are sure that all documents with the status of Printed were, in fact,
successfully printed.
30. (T) Home
31. (H) Home or (H) Close window to return to the Navigator
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Practice - Payment Process Request with Stops

Overview
In this practice, you will submit a Payment Process Request (a payment batch) with three stops
for reviews using a Payment Method of electronic.
To complete this practice, you must have access to an Oracle Application Vision
database or comparable training or test instance at your site.
Prerequisites
To create a payment process request that stops for review after invoice selection, payment
creation, and payment instruction creation for a payment method of electronic, you will use the
following three (3) invoices that you created previously:
XX1000
XX2000
XX16000
Note: Before you can start the practice, you must change the terms on the preceding invoices to
Immediate.
Ensure that:
lines have been created for each invoice
each invoice has been validated
none of the invoices are on hold
Tasks
1.
Change the PPR Template you created in the earlier lab to show:
Payment Process Profile = US NACHA Generic
Process Automation = includes 3 stops
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Assumptions
2. Submit a Payment Process Request using the updated template.

3. Review the Selected Invoices (the proposed batch).
4. Remove a selected invoice from the Payment Process Request (PPR)
5.
Change the Amount of a Selected Invoice
6.
Review the Proposed Payment
8. View Request to Submit Electronic Payment Instructions

9.
View Electronic Payment Instructions Details
10. Transmit the electronic Payment Instructions
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7. Create Electronic Payment Instructions
Solution - Payment Process Request with Stops

Prerequisites
XX1000
XX2000
XX16000
Note: Before you can start the practice, you must change the terms on the preceding invoices to
Immediate.
Ensure that:
lines have been created for each invoice
each invoice has been validated
none of the invoices are on hold
Modify your PPR Template to show a default Payment Method of Electronic

1.
Navigate to the Payments Manager.
2.
Navigate to the Payment Process Request Templates page.
(T) Templates
3.
In the Template Name field, enter XXTemplate.
4.
(B) Go.
The template displays in the search results section.
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To create a payment process request that stops for review after invoice selection, payment
creation, and payment instruction creation for a payment method of electronic, you will use the
following three (3) invoices that you created previously:
To update the check template to use for an electronic payment process request, (I) Update.
The Update Payment Process Request Template: XXTemplate page displays.
6.
7.
In the Payment Method field, select Electronic from the list of values.
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5.
9.
Change data in the following fields:

Payment Document = leave empty
10. (T) Process Automation.
11. Select the following:

Stop Process for Review After Scheduled Payment Selection = Checked
Stop Process for Review after Creation of Proposed Payments = Checked
Create Payment Instructions = Wait for Standard Request Submission
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8.
12. (B) Apply.

The page confirms that the template has been updated.
Navigation
(B) Submit Single Request
The Submit Payment Process Request page displays.
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13. Navigate to the Submit Payment Process Request page:
Enter Header Information

14. Enter data in the following fields:
Payment Process Request Name = XX Payment Process Request
Use Template = XXTemplate
Data from the template defaults onto the payment process request. You can now change data
in any subtab of the payment process request if desirable.
Enter Selection Criteria
16. Data defaults from the template into the following fields:
Pay From Date = blank
Pay Through Date = Todays date + 45 days.
Enter Payment Attributes
17. (T) Payment Attributes.
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15. (T) Scheduled Payment Selection Criteria.
Specify the Degree of Automation for Payment Processing
Stop Process for Review After Scheduled Payment Selection = Check
because you want the process to stop to allow you to review the batch
Stop Process for Review After Creation of Proposed Payments = Check
because you want the process to stop to allow you to review the preformatting of the payment documents
Create Payment Instructions = Wait for Standard Request Submission
because you want the process to stop to allow you to review the final
formatting of the payments before transmission of the payments begins
21. (B) Submit.
Because both of the stop check boxes have been selected and manual submission of the
payment instructions has been specified, the XX Payment Process Request will stop at the
following points:
after scheduled invoices have been selected
after the documents payable (the invoices or other requests) have been built into
payments
when the payment process request is ready to build payments into Payment Instructions
Stop 1: The payment process request stops in the Views region of the Payment Process
Requests page. Note that the status of XX Payment Process Request is Invoices Pending
Review.
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19. (T) Processing.
22. To review the invoices selected by your payment process request (XX Payment Process
Request), navigate to the (B) Views window, select All of Todays, and (B) Go.
The PPRs scheduled for today will be displayed.
23. (B) Refresh Status until you see that the status of your payment process request (XX
Payment Process Request) is Invoices Pending Review.
24. (I) Start Action of your payment process request (XX Payment Process Request).
The Payment Process Request: Selected Scheduled Payments page displays.
Remove a Selected Invoice from the Payment Process Request
25. To remove invoice XX2000 from XX Payment Process Request, select the check box in the
Select column of the applicable row and (B) Remove from Request.
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Review Selected Invoices
26. (B) Yes when the system asks you if you want to remove this invoice from the payment
process request.
The Search Selected Scheduled Payments region now shows two invoices instead of three.
Change the Amount of a Selected Invoice
28. (B) Save

29. (B) Submit.
Stop 2: The payment process request stops in the Views region of the Payment Process
Requests page.
30. (B) Refresh Status.
The status of XX Payment Process Request changes from Invoices Pending Review to
Assembling Payments and then stops with the status of Pending Proposed Payment Review.
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27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for
XX1000. To change the amount of invoice XX1000, change the amount directly in the
Payment Amount field from 10,000 to 1,000.
31. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process
Request).
The Review Proposed Payments: Payment Process Request <XX Payment Process Request>
page displays, which shows a proposed payment to Vision Operations totaling $6,035.
32. To view the invoices selected to be paid on this payment, (H) Amount.
The Payment: <Number> page displays.
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Review the Proposed Payment
Note the following:
For invoice XX1000, the Document Amount is $10,000, but the Amount Paid is $1,000.
The status in the header indicates Pending Instruction Created.
Review Documents within the Payment

34. To review the details of the documents (invoices) within the payment, (H) XX1000 and (H)
XX16000.
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33. To view the invoices included in the Vision Operations payment, expand the Documents
region.
36. (B) Go.

37. (B) Refresh Status to refresh the status for the request.
This action runs the payment process request and you are now ready to create payment
instructions.
The payment process request stops in the Views region of the Payment Process Request
page.
Note: The status of XX Payment Process Request shows as Assembled Payments.
Create Electronic Payment Instructions

38. (T) Home to manually create electronic payment instructions.
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35. After reviewing the invoices, if you are satisfied with the documents to be included within
the proposed payment, return to the Payment Process Request window and select the Run
Payment Process option from the Actions drop-down list.
The Schedule Request: Name page displays.

40. In the Request Name field, enter XX Electronic Payment Instructions.
41. (B) Next.
The Schedule Request: Parameters page displays.
42. Enter the following data:

Payment Currency = USD
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39. Click the Create Electronic Payment Instructions link.
Internal Bank Account = XXAP Disbursement

Select Payments from Source Product = Payables
Select Payments from Payment Process Request = XX Payment Process Request
Select Payments from Payment From Date = blank
Select Payments from Payment To Date = Todays date+ 45 days
Transmit Now = No
43. (B) Next.
44. Retain the following defaults:

Start Date = As soon as possible
Recurrence = Never repeat
45. (B) Next.
The Schedule Request: Notifications page displays.
46. (B) Next.
The Schedule Request: Printing page displays.
47. In the Print Style field, retain the A4 option.
48. In the Printer field, select noprint from the list of values.
49. In the Copies field, enter 0 (zero).
50. Select the Save Output Files check box.
51. (B) Next.
52. Review the information entered for the Create Electronic Payment Instructions concurrent
program.
53. (B) Submit.
The following page displays.
54. (B) OK.
View Request to Submit Electronic Payment Instructions

55. (T) Home.
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The Schedule Request: Schedule page displays.
56. To view your request to submit electronic payment instructions, click the (H) Monitor
Requests link under the Concurrent Requests region (on the menu on the left on the Home
tab).
The Requests page displays.
57. Select the Completed option from the View drop-down list.
58. (B) Go.
Query Electronic Payment Instructions

60. Navigate to the Payment Process Request page.
61. In the Payment Process Request field of the Search region, select XX Payment Process
Request from the list of values.
62. (B) Go.
The search results display.
63. (H) Show in the Details column to display the payment instructions Reference number
associated with your payment process request. Make a note of the Reference number
here:_________.
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59. (B) Refresh until you see your completed request.
65. Return to the Payment Process Requests page and click the XX Payment Process Request
(XX Payment Process Request) hyperlink.
The Payment Process Requests: XX Payment Process Request page displays.
In the header above, you can see the following:
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View Electronic Payment Instructions Details

64. To view details of the newly created payment instructions, (H) Reference number.
Related Payment Instructions = 1, which indicates that payment instructions have

been created for XX Payment Process Request.
Status of XX Payment Process Request = Payments Initiated
67. To view the payment instructions details, (H) Reference number.
Note that the header indicates the following:

Payment instruction reference number = Reference number
Processing Type = Electronic
Status of payment instructions = Created
Transmission of Electronic Payment Instructions

You are now ready do one of the following, depending upon the setup of your payment process
profile:
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66. To view the newly created payment instructions, click on the number 1 hyperlink in the
Payments column above.
immediately transmit the payment instructions electronically to a bank or third party

processor
send the payment instructions output file to your server for subsequent transmission
Note: The payment process profile (in this case, the US NACHA Generic profile) contains all the
rules about how payments are created and disbursed. If the payment process profile contains
transmission configuration information, the payment instructions are transmitted immediately.
68. (H) Home to return to the Navigator
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If the payment process profile does not contain transmission configuration information, the
output file is sent to your server for subsequent transmission.
Practice - Void a Payment in Payments Manager

Overview
In this practice, you will void itin Payments Manager.
Assumptions
Tasks
1.
Create, validate, and pay invoice XX2070 in full using a Quick Payment in the Payments
window.
2.
Search for the payment on the Payments page of the Payments Manager.
3.
Void the Payment using the Void icon on the Payments page
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Earlier, we had you void a check created in the Payments window. In this exercise, youll learn
how to void a check using the Payments Manager forms instead. Lets say that you entered,
validated, and paid invoice XX2070 as part of a PPR. But now you learn that the supplier has
lost their check. Even though the payment was Quick Payment, for this exercise, you will not
use the Void & Reissue functionality. Instead, you will void the original payment using
Payments Manager forms.
Solution - Void a Payment in Payments Manager

Create, Validate, and Pay an invoice.
Create an invoice in the Invoice Workbench:
(B) Invoices
(I) New to open a new row and enter the following data:
Type = Standard
Invoice Date = Todays date
Invoice Num = XX2070
Invoice Currency = USD
Invoice Amount = 2500
Terms = Immediate
Pay Group = XXPAY GROUP
Terms Date = Todays date
Remit-To Bank Account Name = blank
Remit-To Bank Account Number = blank
2.
(T) Lines
3.
Enter the following line data:

Num = 1
Type = Item
Amount = 2500
Distribution Set = XXUtilities
4.
(B) Actions, select the Validate check box, and click (B) OK.
5.
(B) Actions, select the Pay in Full check box, and click (B) OK.
6.
In the Payments window, enter or confirm the following data:

Type = Quick
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1.

Payment Amount = 2500
Account Currency = USD
Payment Document = XX Employee Check Stock
Document Num = Check number defaults in
Make a note of the check number: ___________.

7.
(I) Save
The invoice data defaults into the bottom region of the page.
Find the Payment in the Payments Manager

8.
9.
Navigate to the Payments page in Payments Manager:
(T) Payments
In the Simple Search region, enter search criteria for the payment in the following fields:
Payment Document Number = your payment number
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10. (B) Go.

11. Verify that the retrieved information is related to your supplier and the payment.
12. To view payment details, which ensures that you found the correct payment to void, click
the number in the Amount field (2,500.00).
The Payment: <Number> page displays.
13. Return to the Payments page.

Void the Payment
14. Locate the payment you want to void in the search results region and click the Void icon in
the applicable row.
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15. Retain the default date in the Date field.

16. Optionally, enter a reason for the voided check.
17. (B) Apply.
A warning displays, informing you that you cannot undo a voided payment.
18. To accept the warning and continue with the void action, click (B) Yes
Monitor the Void Process

19. (T) Home.
20. To monitor the void process, click the (H) Monitor Requests hyperlink under the Concurrent
Requests region of the menu on the left.
21. Select the Completed option from the View drop-down list.
22. (B) Go.
23. (B) Refresh until you see your completed request.
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The Void Payment: <Number> page displays.
Practice - Stop a Payment in Payments Manager

Earlier, we had you place a Stopon a payment using the Payments window, but in this
exercise, youll enter a Stop using the Payments Manager. You will enter invoice XX1009
and pay it. Then well assume that your supplier has notified you that he has not received the
paymentin other words, it appears to be lost in the mail. You call the bank and ask whether the
check has cleared. The bank indicates that the check has not cleared, so you request a Stop
Payment action be placed on the check number in case someone other than the supplier shows up
later trying to cash it. You will record and confirm the stop in Oracle using forms in Payments
Manager. In this practice, you will:
Record a stop payment request.
Confirm the stop payment.
Assumptions
or test instance at your site to complete this practice.
Tasks
1. Create, validate and pay an invoice
2.
Navigate to the Payments page in Payments Manager and find the payment.
3.
Record a Stop Payment Request
4.
Confirm the Stop Payment Request
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Overview
Solution - Stop a Payment in Payments Manager

Create, Validate and Pay an Invoice
(B) Invoices
(I) New to open a new row and enter the following invoice:
Type = Standard
Invoice Currency = USD
Terms = Immediate
Pay Group = XXPAY GROUP
Terms Date = Todays date
2.
(T) Lines.
3.
Enter the following line data:

Num = 1
Type = Item
Amount = 3500
4.
(B) Actions, select the Validate check box, and click (B) OK.
5.
(B) Actions, select the Pay in Full check box, and click (B) OK.
The Payments page displays.
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Create an invoice in the Invoice Workbench:
In the Payments window, enter the following check:

Type = Quick
Payment Amount = 3500
Account Currency = USD
Payment Document = XXAP Check Stock
Document Num = Check number defaults in
Payment Process Profile = Short Check Format
Remit-To Bank Account = blank
Remit-To Bank Account = blank
7.
(I) Save
The invoice data defaults into the bottom region of the page.
Find the Payment

8.
9.
Navigate to the Payments page in Payments Manager.
(T) Payments
In the Simple Search region, enter search criteria for the payment for which you want to
record a stop payment:
10. (B) Go.

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6.
12. In the applicable payment row, click the Stop Actions icon.
The Record Stop Payment Request: Payment <Number> page displays.
Record a Stop Payment Request on the Check

13. In the Date field, enter the date for which you are recording the stop payment request
(todays date).
14. In the Reason field, optionally enter a reason for the stop payment request.
15. In the Reference field, enter the reference identifier provided by the bank when you called.
16. (B) Apply. The system navigates back to the Payments page.
17. In the applicable payment row, click the Stop Actions icon. The Resolve Stop Payment
Request: Payment <Number> page displays.
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11. Verify that the retrieved information is related to your supplier and the payment.
Resolve a Stop Payment Request on the Check

18. From the Action drop-down list, select Confirm.
19. In the Date field, select todays date.
20. In the Reason field, optionally indicate the reason you are confirming a stop payment on the
check.
21. In the Reference field, enter the reference identifier supplied by the bank.
23. (B) Yes to accept the warning note.
24. (B) Yes to accept the warning note.

25. (H) Close Window to return to the Navigator
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22. (B) Apply.
Practice - Enter a Credit Memo and Record a Refund

Overview
Assumptions
Tasks
1.
2.
Enter a Credit Memo and validate it.
3.
Enter and apply the Refund to the Credit Memo.
4.
Review the Refund and application the Credit Memo online.
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In this practice, you will enter a suppliers Credit Memo. But its been established that you will
not be doing any more business with this supplier, so you requested a refund and have
subsequently received it from the supplier. So in addition to entering the credit memo, you will
also enter the Refund record to let the system know the Credit Memo is no longer an outstanding
item.
Solution - Enter a Credit Memo and Record a Refund

Tasks
1.

(B) Invoices
(I) New to open a new row
2.
Enter a Credit Memo with the following details:

Invoice Type = Credit Memo
Note: Click OK to accept the Note payment terms defaulting from the
supplier site to the invoice.
Invoice Num = XXDM300
Amount = -1500
Terms = Immediate
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Enter a Credit Memo
In the Lines tab, enter the following line for the Credit Memo:
Type = Item
Amount = -1500
Distribution Account = 01-110-7110-0000-000
4.
Save and validate the Credit Memo

(I) Save
B) Actions
Validate = Check
(B) OK.
Enter and Apply the Refund to the Credit Memo

5.
Enter the Refund in the Payments window. You can get there using the Actions button in
the Invoice Entry form:
(B) Actions:
Pay in Full = Check
(B) OK.
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3.
In the Payments window, enter the Refund:

Type = Refund
Payment Date = Todays Date
Bank Account = XXAP Disbursement (into which the refund was deposited)
Document Number = 46269(the suppliers check or payment number)
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6.
(I) Save
Note: We are using the example of a Refund for one Credit Memo in this exercise, but you
can apply a Refund to a NET negative account balance, too. That means a Refund may be
applied to one or more outstanding invoices together with one or more outstanding Credit or
Debit Memos on the same account whenever the Memos create a negative account
balance.
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7.
8.
You can review Refund details on the Payments window itself (above), the (B) Payment
Overview window, or the (B) Invoice Overview window.
9.
(I) Show Navigator
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Review the Refund
Practice - Create a Prepayment Invoice

Overview
With a Prepayment Invoice, you have a document in your system you can use to generate an
advance payment for a supplier or an employee, and the money resides in the Asset section of
your General Ledger until you use it (apply it to one or more subsequent invoices from that
supplier or employee for actual goods and services).
In this exercise, you will enter and pay a Prepayment Invoice for the advance deposit needed for
the banquet.
Assumptions
Tasks
1.
Navigate to the Invoices window to enter and validate a Prepayment Invoice.
2.
Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the
Actions button.
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You are required to pay $2,500 -- in advance -- for a banquet your company is planning. Your
supplier may, or may not, have sent an invoice for the deposit. In Payables, you CANNOT CUT
A PAYMENT WITHOUT AN INVOICE TO PAY, so if you dont have an invoice from your
supplier for the advance, you need to enter a variation of one of our normal invoice types a
Prepayment Invoice.
Practice - Create a Prepayment Invoice Invoice

Enter a Prepayment
1.

(B) Invoices
(I) New (to open a new row)
2.
Enter your Prepayment invoice:

Type = Prepayment
Invoice Date = Todays Date
Invoice Num = PP11000
Description = Deposit for Sales/Customer Banquet
Prepayment Type = Temporary
Settlement Date = Todays Date
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3.
Enter a Line for the invoice:

Type = Item
Amount = 2500
4.
Save and validate the Prepayment Invoice:

(I) Save
(B) Actions
Validate = Check
(B) OK
Note that the Status of your invoice has now changed to Unpaid.
5.
Pay the Prepayment Invoice:

(B) Actions:
Pay in Full = Check
(B)OK
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Note that the Distribution Account field has been populated automatically by the Account
Generator workflow process using the default account number entered on the suppliers Site
record. This is typically an Asset account number, where the money will reside until it is
applied.
In the Payments window, enter a Quick Payment for this invoice:

Type = Quick
Payment Date = Todays Date
Document = Electronic
Remit To Account = the Remit-To Account on the suppliers Site record
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6.
7.
(I) Save
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(B) Invoices
9.
Find your Prepayment Invoice:

(M) View > Find
Invoice Type = Prepayment
(B) Find.
8.
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Note that the Status now reads Available (meaning, the payment is available to be applied to
subsequent invoices from this supplier)
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Your Prepayment Invoice should be displayed.
Practice - Apply a Prepayment

Overview
You have received the invoice for the goods and services related to the banquet that your
company hosted. In this practice, you will enter the suppliers new Standard invoice, and
thenapply the Prepayment against it to reduce the balance owed .
Tasks
1.
2.
Enter, save, and validate the suppliers new invoice.
3.
Apply the Prepayment using the Actions button in the Invoice Entry form, and re-validate
the new invoice.
4.
Review the Distribution Lines.
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Assumptions
Solution - Apply a Prepayment

Tasks
1.

(B) Invoices
2.
Enter the suppliers latest invoice:

Type = Standard
Invoice Num = PP12000
Invoice Amount = 6001.59
Note: Oracle Payables reminds you that there is a prepayment available for your supplier.
Click (B) OK to accept this note.
3.
Enter an invoice Line:

Type = Item
Amount = 6001.59
4.
(I) Save
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5.
Apply the full amount of the Prepayment to the new invoice:

(B) Actions:
Apply/Unapply Prepayment = Check
(B) OK
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Note: If you are using Oracles Automatic Withholding Tax features (typically for 1099
suppliers who have not yet returned their W-9 form), youll want to apply the Prepayment before
validating the invoice.
6.
In the Apply/Unapply Prepayments window, apply the Prepayment to this invoice.

Apply = Check
Amount to Apply = 2500
7.
(B) Apply/Unapply. The history of applications is displayed in the bottom half of this form,
and stays with the Prepayment Invoice record, even if the Prepayment is later unapplied
from this invoice and applied to one or more others.
8.
Close the Apply/Unapply window.

Note that the General tab now shows that Prepayments Applied = $2,500, the balance due
for the invoice is $3,501.95, and that the Status = Never Validated.
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Oracle displays the Apply/Unapply Prepayments window.
Save and validate the invoice:

(B) Actions
Validate Related Invoices = Check
(B) OK
The Validate Related Invoices option was used so that both this Invoice and the
related Prepayment Invoice will be validated (and/or re-validated) at the same time.
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9.
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10. View the Distributions, noting the Prepayment account number that the Account Generator
got from the suppliers Site record:
(B) All Distributions
Practice - Set up Payment Terms

Overview
Your supplier has just notified you that they are going to offer a 5% discount if you pay their
invoices in 45 days. The entire invoice amount will be due in 60 days. These are Payment Terms
that are not on Oracles seeded list of terms, so in this practice, you will set up these new
Payment Terms and use them on a new invoice.
Tasks
1.
Navigate to the Payment Terms setup window and define your new terms 5/45, Net60.
2.
3.
Enter an invoice using the new Payment Terms.
4.
Review the Scheduled Payments tab to ensure that your Payment Terms are working
properly.
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Assumptions
Solution - Set up Payment Terms

Tasks
Create a New Payment Term
Navigate to the Payment Terms window:
(N) Setup > Invoice > Payment Terms

Name = XX5/45 Net 60
Description = 5/45 Net 60
2.
(T) Due:
% Due = 100
Days = 60
3.
(T) First Discount:

% Discount field = 5
Days = 45
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1.
(I) Save
Enter an Invoice Using the New Payment Terms

5.

(B) Invoices
6.
Enter a new invoice:

Type = Standard
Invoice Date = Todays Date
Terms = XX5/45 Net 60
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4.
(T) Lines:
Type = Item
Amount = 15000
8.
(T) Scheduled Payments
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7.
Review the information on the Scheduled Payments tab to ensure that the First Discount
field properly reflects a discount amount equal to 5% of the invoice amount ($750), and the
First Discount Date field reflects a date that is 45 days from the date of the invoice. Also,
check the Due Date for the invoice (on the far left side of the window) to ensure that it
properly reflects a date that is 60 days from the date of the invoice. If any of these fields
are not correct, re-visit the Payment Terms definition form and make any necessary changes.
10. (I) Save

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9.
Practice - Create an Expense Report Template

Overview
HR policy at your company states that all employees must have a Default Expense Account
number assigned to their employee record, so for this template, you will only need to enter the
natural account segment for each item. The remaining segments will default automatically
from their employee record as they add items to their expense reports.
Assumptions
Tasks
1.
Navigate to the Expense Report Templates window and enter a new template for travel
expenses.
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In this practice, you will create an Expense Report template that will detail expense items that
may appear on future expense reports, along with the associated GL account number and other
pertinent information you want to assign to each item.
Solution - Create an Expense Report Template

Tasks
Create an Expense Report Template
Navigate to the Expense Report Templates window:
(N) Setup > Invoice > Expense Report Templates

Name = XXTravel
Description = Travel Expense Template
Enable for Internet Expenses = Check
The Enable for Internet Expense option makes the template available to employees
who are using the Oracle iExpenses application to enter their expense reports.
2.
Enter expense item lines according to the following table:

Choose the specified Expense Category values from the drop down list on the
Expense Category field.
Use the List of Values on the GL Account field to fill in the Account segment
with the specified value. This should be the only segment you fill in. Leave all other
segments on the Operations Accounting Flex window blank.
Expense Item
Expense Category
GL Account
Airfare
Airfare
--7640--
Taxi
Miscellaneous
--7680--
Hotel
Accommodations
--7670--
Meals
Meals
--7690--
Car Rental
Car Rental
--7650--
Phone
Miscellaneous
--7450--
Misc
Miscellaneous
--7699--
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1.
(I) Save
4.
(I) Show Navigator
3.
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Practice - Enter an Expense Report in AP

Overview
In this practice, you will enter an expense report using your Expense Report Template and the
Expense Report entry form in AP. Afterward, you will export the data from the interface table to
the AP invoice tables so they can be viewed from the Invoice Entry (or Inquiry) forms, and paid
like other invoices.
Assumptions
Tasks
1.
Navigate to the Expense Report window and enter a new expense report using your Expense
Report Template.
2.
Navigate to the Standard Request Submission form and run the Expense Report Export
process.
3.
Use the Invoices Entry window to review the new Expense Report Invoice that was created
by the export process.
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You can enter expense reports using the Expense Report entry form in the Oracle Payables
application (AP), or the Expense Report entry form in the Oracle Projects application, or the
web-based Oracle iExpenses application. In all three cases, the information is loaded initially
into an interface table and must be exported to AP before you have an invoice capable of being
paid in AP.
Solution - Enter an Expense Report in AP

Tasks
Enter an Expense Report
Navigate to the Expense Report window:
(N) Invoices > Entry > Expense Reports

Employee = Your name (last name first)
GL Account = (will default from your employee record)
Date = Todays date
Amount = 2185
Invoice Num = XX-Denver-Jan09 (i.e., 00-Denver-Jan09)
Inv Description = Training in Denver in Jan 2009
Template = XXTravel
2.
(T) Accounting
3.
Enter expense lines according to the following table:

Item
Amount
GL Account
Airfare
1805.78 Accept the default
Meals
194.22 Accept the default
Car Rental
185 Accept the default
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1.
4.
(I) Save > (I) Show Navigator
Run the Expense Report Export program

5.
Navigate to the Standard Request Submission (SRS) form:
(M) View > Requests

Choose Single Request
(B) OK
Name = Expense Report Export
Batch Name = XX Exp Report Batch 1
Source = Payables Expense Reports
Organization Name = Vision Operations
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Note how the GL Account number for each expense item is built automatically by the
Account Generator workflow process using segments derived from the Default Expense
Account number listed on your employee record (seen in the top portion of the form above),
together with the natural account number derived from your Expense Report Template.
6.
(B) OK
7.
(B) Submit
8.
View the invoice that was created from your Expense Report:
(N) Invoices >Entry >Invoice Batches
Query up XX Exp Report Batch 1
(B) Invoices
Note that the Type field on your new invoice was automatically set to Expense Report by
the system during the export process.
9.
(B) All Distributions

Review the individual GL account numbers derived from your Expense Report
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Note: When the export process completes, the new expense reports can be viewed in the
Invoices Entry (or Inquiry) windows. If you dont see your expense report within 5 minutes
after the process has completed, it may be stuck in the interface table because of invalid or
missing information. If that should occur, contact your instructor for assistance.
Practice - Create an Employee Advance

Overview
Jamie Frostis one of your employees and has requested a travel advance for his upcoming
business trip to the annual Oracle Open World conference in San Francisco.He has requested
$1,500.00.
Assumptions
Tasks
1.
Navigate to the Invoices Entry window and enter a new Prepayment Invoice for Jaimes
employee travel advance.
2.
Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the
Actions window in the Invoices Entry form.
3.
Review your Prepayment Invoice to ensure it now has a Status of Available.
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In this practice, you will enter and pay a new Prepayment Invoice for Jaimes employee advance.
Solution - Create an Employee Advance

Tasks
1.

(B) Invoices
(I) New
2.
Enter the new Prepayment Invoice:

Type = Prepayment
Trading Partner = Jamie Frost
Site = Office
Description = Travel advance for Open World Conference
Terms = Immediate
Prepayment Type = Temporary
Settlement Date = Todays date
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Enter a Prepayment Invoice
(T) Lines:
Type = Item
Amount = 1500
Note how the Distribution Account field is automatically populated with the Prepayment
account from the suppliers Site record.
4.
Save and validate the prepayment:

(I) Save
(B) Actions
Validate = Check
(B) OK
Note that Status = Unpaid.
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3.
5.
Pay the Prepayment Invoice with a Quick Payment:

(B) Actions:
Pay In Full = Check
(B) OK
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Pay the Prepayment Invoice
6.
Enter the payment details:

Type = Quick
Payment Document = XXEmployee Check Stock
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Oracle Payables displays the Payments window
(I) Save > close the Payments window to return to the Invoices Entry form
8.
(I) Show Navigator
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7.
9.
Review your Prepayment Invoice in the Invoices Entry form to ensure the Status is now
Available.
(B) Invoices
(M) View > Find
(B) Find
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Practice - Apply an Employee Advance

Overview
Jamie Frost has returned from his business trip and has submitted his expense report to you on
paper. You need to get that report into the Oracle system, so youll need to enter the expense
report. And as you enter it, you will have the opportunity to apply the Prepayment you gave him
in the earlier practice.
Assumptions
Tasks
1.
Enter the Expense Report using the Template you created earlier.
2.
Apply Jaimes advance as you enter the Expense Report information using the Apply
Advances region of the form.
3.
Run the Payables Invoice Export Program and review the automatically generated Import
Report. This report will detail Total Invoices Created as well as any Exceptions.
4.

Find your Invoice and verify that the Prepayment was applied to it.
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So in this practice, you will enter Jaimes expense report information into your Oracle system
and apply his advance.
Solution - Apply an Employee Advance

Tasks
1.
Navigate to the Expense Report window:

(N) Invoices > Entry > Expense Report
Name = Frost, Mr. Jamie
Date = Todays date
Invoice Num = XX-Todays Date
Amount = 1650
Inv Description = Expenses from Open World Meeting
Oracle Payables alerts you to that fact that this employee has a Prepayment available. Click
(B) OK to accept this message.
2.
Note that the Apply Advances box is automatically checked for you:
Number = your Prepayment Invoice number (you can use the LoV)
3.
Select the Expense Report Template you created earlier:

Template = XXTravel
4.
Go to (T) Accounting. Enter expense report lines according to the following table. Note that
the GL Accounts will default in from the selected template:
Item
Amount
GL Account
Airfare
Meals

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Enter an Expense Report
Misc
Phone
Hotel
5.
(I) Save
6.
Run the Payables Invoice Export Program:

(M) View > Requests
Single Request? (B) OK
Name = Expense Report Export
Batch Name = XX Exp Report Batch 1
Source = Payables Expense Reports
7.
Select (B) OK, then (B) Submit.
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When the request completes, the Expense Report Import Report can be displayed. (B) View
Output. This report will detail Total Invoices Created as well as any Exceptions.
8.
Navigate to the Invoices Entry window:

Query up XX Exp Report Batch 1
(B) Invoices
9.
Find your Invoice and verify that the Prepayment was applied.
Note that for the invoice

Invoice Number = XX-Todays Date
Also note on the General tab that after the Prepayment was applied, the balance due on the
Expense Report is now only $150.
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Once submitted, this program will process ALL of the students unprocessed expense
reports in the class. So if you dont see your expense report on your Import Report, it may
have been processed by another student.
Practice - Create Accounting

Overview
The Create Accounting process can be run using any one of three methods: Online for a single
transaction (using the Actions button), or from the Batch Header window (for all the invoices in
a batch), or by using the Concurrent Requests SRS window for all validated invoices and
payments that have not yet had journal entries generated for them.
In this practice, you will run the Create Accounting process for a single invoice (XX3000), and
then use the Concurrent Requests SRS window to run the Create Accounting process for the rest
of the invoices in your XX Invoice Batch 1.
Assumptions
These practices build on the other practices in this curriculum. Please ensure you have
completed the previous practices before attempting this practice.
Tasks
1.
Navigate to the Invoices Entry window and find Invoice XX3000.
2.
Submit the Create Accounting Process Online by using the Create Accounting options on
the Actions button.
3.
View the new journal entry for Invoice XX3000.
4.
View the accounting (the journal entry) in a T-Account format available online.
5.
Exit back to the Navigator window.
6.
Submit the Create Accounting process using the Concurrent Request SRS Window for the
balance of your validated invoice and saved payment transactions, and view the resulting
journal entries online.
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The Create Accounting process generates a journal entry for each of the transactions (validated
invoices and payments) that youve done so far in the Payables application. These journal
entries can be transferred to the General Ledger immediately, as a part of the Create Accounting
process, or transferred at a later date using a separate transfer program.
Solution - Submit the Create Accounting Process

Tasks
1.

(B) Invoices
2.
By now youre familiar with using the Find icon to search for an invoice, so this time, lets
use Query (also known as Query by Example) instead:
<F11>

3.
<Ctrl-F11> to execute the search
Create Accounting for the Invoice

4.
Once the invoice is displayed, (B) Actions:

Final = Select
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Query up Invoice XX3000
(B) OK. You should receive a pop-up note that the process completed successfully.
View Accounting
6.
You can view the journal entry that was generated for a single invoice using one of two
methods:
(M) Reports > View Accounting > (B) Journal Entry
(M) Tools > View Accounting Events > (B) Journal Entries
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5.
7.
(B) View T-Accounts
8.
Close the T-Accounts window, then (I) Show Navigator to return to the Navigator.
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Submit the Create Accounting process using the Concurrent Request SRS
window
Navigate to the Submit Requests window:
(M) View > Requests
(B) Submit a Request
Single request? - (B) OK
Name = Create Accounting
10. In the Parameters window:

Ledger = Vision Operations
End Date = Todays Date (DD-MMM-YYYY)
Mode = Final
Errors Only = No
Report = Detail
Transfer to General Ledger = Yes
Post in General Ledger = No
Include User Transaction Identifiers = No
11. (B) Submit
12. (B) Find to monitor your request until it completes successfully. Review the output once it
has finished using (B) View Output.
Note that all validated invoices are accounted for (a journal entry has been generated for
each validated invoice, as well as any payment transactions).
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9.
Practice - Set Up US Sales Tax

Overview
Transaction taxes such as Sales taxes, VAT taxes, and Offset taxes are set up, calculated, and
managed by the E-Business Tax module. Withholding taxes and 1099 taxes are set up,
calculated, and managed by Payables.
In this practice, you will create a US Sales Tax in the E-Business Tax module using the regime
to rate flow the basic tax configuration in the E-Business Tax module.
Assumptions
Replace XX with your terminal number.
Tasks
Sign On:
Username: sscnewall
Password: welcome
Responsibility: Tax Managers, SSC US OU 01
1.
Create a Tax Regime:

Tax Entity Name
Value
Tax Regime Code and Name
XX AP US SALES
Tax Code and Name
XX AP US SALES
Tax Status Code and Name
XX AP US SALES
Tax Rate Code
XX AP US SALES
Tax Jurisdiction Code and Name
XX AP US SALES
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You can access E-Business Tax forms from the seeded Payables menu in Oracle, under the Setup
section.
3.
Define Tax Rules:

Seeded Rule
Default Setting
Place of Supply
Ship From
Tax Applicability
Applicable
Tax Registration
Bill From Party
Taxable Basis
STANDARD_TB
Calculate Tax Amounts:
STANDARD_TC
Return to the Taxes window and for the 00 AP US SALES tax, check the Make Tax
Available for Transactions checkbox.
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2.
Solution - Set Up US Sales Tax

Tasks
Sign On:
Username: sscnewall
Password: welcome
Create a Tax Regime

1.
Navigate to the Tax Regimes page:

(N) Tax Configuration > Tax Regimes > (B) Create
2. Enter a new tax regime based on the following information:

Field
US Sales and Use Tax
XXAP US SALES
Regime Level
Country
Country Name
United States
Effective From
01-JAN-YYYY
YYYY = Current
year
Effective To
Blank
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Responsibility: Tax Managers, SSC US OU 01
(H) Show Controls and Defaults. Enter tax regime controls:

Field
4.
Allow Tax Recovery
No
Allow Override and Entry of

Inclusive Tax Lines
No
Allow Tax Exemptions
No
Allow Tax Exceptions
No
Enter tax regime defaults:

Field
Tax Currency
USD
Minimum Accountable Unit
0.01
Rounding Rule
Nearest
Tax Precision
5.
(B) Continue.
6.
Enter tax regime configuration options:

Field
7.
Party Name
SSC US 01
Configuration for Taxes and Rules
Common Configuration
Effective From
01-JAN-YYYY
YYYY = Current
year
(B) Finish
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3.
Creating a Tax
8.
Navigate to the Create Taxes page:

(ST) Taxes > (B) Create
9.
Create a new tax based on the following information:

Tax Regime Code
XXAP US SALES
Configuration Owner
Global Configuration
Owner
Tax and Tax Name
XXAP US SALES
Tax Type
SALES
Effective From
01-JAN-YYYY
YYYY = Current
year
Effective To
Blank
Geography Type and Parent

Geography Type
Country
Parent Geography Name
United States
Exchange Rate Type
Corporate
10. (B) Apply

Creating a Tax Status
11. Navigate to the Create Tax Status page.
(ST) Tax Statuses > (B) Create
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Field
12. Create a new tax status based on the following information:

Tax Regime Code
XXAP US SALES
Configuration Owner
Owner
Tax
XXAP US SALES
XXAP US SALES
Effective From
01-JAN-YYYY
YYYY = Current
year
Effective To
Blank
Set as Default Tax Status
Yes
Default Status Effective From
01-JAN-YYYY
YYYY = Current
year
Default Status Effective To
Blank
13. (B) Apply

Creating a Tax Rate
14. Navigate to the Create Tax Rate page.
(ST) Tax Rates > (B) Create
15. Create a new tax rate based on the following information:
Field
Tax Regime Code
XXAP US SALES
Configuration Owner
Owner
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Field
XXAP US SALES
Tax Status Code
XXAP US SALES
Tax Rate Code
XXAP US SALES
Rate
7.0
Effective From
01-JAN-YYYY
YYYY = Current
year
Effective To
Blank
(I) Rate Details:

Field
Tax Rate Name
XXAP US SALES
Set as Default Rate
Yes
Default Effective From
01-JAN-YYYY
YYYY = Current
year
Effective To
Blank
17. (B) Apply

18. (B) Apply
Creating a Tax Jurisdiction
19. Navigate to the Create Tax Jurisdiction page.
(ST) Tax Jurisdiction > (B) Create
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16.
Tax
20. Create a new tax jurisdiction based on the following information:

XXAP US SALES
Tax Regime Code and Tax
XXAP US SALES
Geography Type
Country
Effective From
01-JAN-YYYY
YYYY = Current
year
Effective To
Blank
Geography Name
United States
Set as Default Tax Jurisdiction
Yes
Effective From
01-JAN-YYYY
YYYY = Current
year
Effective To
Blank
21. (B) Apply

Define Tax Rules
22. Navigate to the Tax Rules window:
(ST) Tax Rules
23. Search for the Tax you created earlier.
Configuration Owner = Global Configuration Owner
Tax Regime Code = XXAP US SALES
Tax = XXAP US SALES
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Field
25. Set the Tax Rules as Follows:

Select Determine Place of Supply > (I) Set Default
Rule Type Default: Ship From
(B) Apply
Select Determine Tax Applicability > (I) Set Default
Rule Type Default: Applicable
(B) Apply
Select Determine Tax Registration > (I) Set Default
Rule Type Default: Bill From Party
(B) Apply
Select Determine Taxable Basis > (I) Set Default
Rule Type Default: STANDARD_TB
(B) Apply
Select Calculate Tax Amounts > (I) Set Default
Rule Type Default: STANDARD_TC
(B) Apply
Enable Tax for Transactions
26. Return to the Taxes window:
(ST) Taxes
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24. (B) Go
27. Search for the Tax you created earlier:

Tax Regime = XXAP US SALES
Tax = XXAP US SALES
28. (B) Go
29. Select your tax and click on (I) Update.
31. (B) Apply

32. (H) Home (in the upper right-hand corner of the window) to return to the Navigator
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30. Ensure that the tax is available for transactions:

Make Tax Available for Transactions = Check
Practice - Enter an Invoice with US Sales Tax Lines

Overview
In this practice, you will enter an invoice for the SSC US OU 1 ledger using Oracles
automated tax features.
Tasks
Responsibility: Payables, SSC US OU 01
1.
Navigate to the Invoices Entry window and enter a new Invoice XX3000 for the supplier
Advantage Corp.
2.
Enter the following invoice:

Type
Standard
3.
Trading Partner
Supplier
Site
Advantage Corp
US
Check
Invoice
Num
Invoice
Amount
XX3000
Enter the following invoice line

Type
Item
Amount
10000
001.100.11200.0000.000.000.000
4.
Use the Calculate Tax feature on this new invoice.
5.
View the Tax Lines in the Lines tab of the Invoices window.
6.
View the Tax Details in the Detailed Tax Lines window.
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Assumptions
Solution - Enter an Invoice with US Sales Tax Lines

Tasks
Enter an Invoice using a Distribution Set
2.
3.
Enter a new invoice batch = XX Tax Batch
(B) Invoices

Type
Trading Partner
Supplier
Site
Invoice
Num
Standard
Advantage Corp
US
Check
XX3000
Invoice
Amount
(T) Lines:
Type
Amount
Item
10000
001.100.11200.0000.000.000.000
4.
(B) Calculate Tax
5.
On the Lines tab, review the calculated tax lines.
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1.
Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in
the Invoice header region to ensure that the Invoice Total is equal to the invoice lines,
including the calculated tax lines. Note that in the example above, the Invoice Amount
would equal $11,550.00
6.
To view the details for the tax lines, click (B) Tax Details.
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Note that the tax that you defined in the previous practice has been applied to this invoice.
7. (B) OK
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Practice - Set Up UK VAT

Overview
In this practice, you will create a UK VAT tax for the Vision UK ledger. You will be using the
same Tax Managers responsibility as your earlier lab when you set up a US Sales Tax, but it will
be the Tax Managers responsibility related to the Vision UK ledger instead.
Replace XX with your terminal number.
This practice uses a basic rate of 10% to illustrate the tax functionality. You can change
the rate as you see fit to match the current VAT rates
Tasks
Sign On:
Username: UK
Password: welcome
Responsibility: Tax Managers Vision UK
1.
2.
Enter a new tax regime based on the following information:

Tax Entity Name
Value
XXAP UK VAT
Tax and Tax Name
XXAP UK VAT
XXAP UK VAT
Tax Rate Code
XXAP UK VAT
XXAP UK VAT
Set the Tax Rules as follows:

Seeded Tax Rules
Default Settings
Determine Place of Supply
Ship From
Determine Applicable Taxes
Applicable
Determine Tax Registration
Bill From Party
Determine Taxable Basis
STANDARD_TB
Calculate Tax Amounts
STANDARD_TC
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Assumptions
Return to the Taxes window for the 00 AP UK VAT tax, and check the Make Tax Available
for Transactions box.
3.
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Solution - Set Up UK VAT

Tasks
Sign On:
Username: UK
Password: welcome
Creating a Tax Regime

1.
Navigate to the Create Tax Regime page:

(N) Tax Configuration > Tax Regimes > (B) Create
2.
Enter a new tax regime based on the following information:

Field
UK VAT
XXAP UK VAT
Regime Level
Country
Country Name
United Kingdom
Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
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Responsibility: Tax Managers Vision UK
(H) Show Controls and Defaults. Enter tax regime controls:

Field
4.
UK VAT
Allow Tax Recovery
No
Allow Override and Entry of

Inclusive Tax Lines
No
Yes
Yes
Enter tax regime defaults:

Field
UK VAT
Tax Currency
GBP
Minimum Accountable Unit
0.01
Rounding Rule
Nearest
Tax Precision
5.
(B) Continue.
6.

Field
7.
UK VAT
Party Name
Vision Industries
Operating Unit owning
Tax Content
Effective From Date
01-JAN-YYYY
YYYY = Current
year

Field
8.
UK VAT
Party Name
Vision Industries
Effective From Date
01-JAN-YYYY
YYYY = Current
year
(B) Finish
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3.
Creating a Tax
9.
Navigate to the Create Taxes page:

(ST) Taxes > (B) Create
10. Create a new tax based on the following information:

UK VAT
Tax Regime Code
XXAP UK VAT
Configuration Owner
Owner
Tax and Tax Name
XXAP UK VAT
Tax Type
VAT
Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
Geography Type and Parent

Geography Type
Country
Parent Geography Name
United Kingdom
Exchange Rate Type
Corporate
11. (H) Controls and Defaults. Define the tax recovery controls:
Yes
Yes
12. (B) Apply.
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Field
Creating a Tax Status

13. Navigate to the Create Tax Status page.
(ST) Tax Statuses > (B) Create
14. Create a new tax status based on the following information:
UK VAT
Tax Regime Code
XXAP UK VAT
Configuration Owner
Owner
Tax
XXAP UK VAT
XXAP UK VAT
Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
Set as Default Tax Status
Yes
Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
15. (B) Apply.

Creating a Tax Rate
16. Navigate to the Create Tax Rate page.
(ST) Tax Rates > (B) Create
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Field
17. Create a new tax rate based on the following information:

UK VAT
Tax Regime Code
XXAP UK VAT
Configuration Owner
Owner
Tax
XXAP UK VAT
Tax Status Code
XXAP UK VAT
Tax Rate Code
XXAP UK VAT
Rate Type
Percentage
Percentage Rate
10.0
Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
18. (I) Rate Details:

Field
UK VAT
Tax Rate Name
XXAP UK VAT
Set as Default Rate
Yes
Default Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
Chapter
CLASSROOM
Field
20. (B) Apply.

Creating a Tax Jurisdiction
21. Navigate to the Create Tax Jurisdiction page.
(ST) Tax Jurisdictions > (B) Create
22. Create a new tax jurisdiction based on the following information:
Field
UK VAT
XXAP UK VAT
Tax Regime Code and Tax
XXAP UK VAT
Geography Type
Country
Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
Geography Name
United Kingdom
Set as Default Tax Jurisdiction
Yes
Effective From Date
01-JAN-YYYY
YYYY = Current
year
Effective To Date
Blank
Chapter
CLASSROOM
19. (B) Apply.
Define Tax Rules

24. Navigate to the Tax Rules window
(ST) Tax Rules
25. Search for the Tax you created earlier.
Configuration Owner = Global Configuration Owner
Tax Regime = XXAP UK VAT
Tax = XXAP UK VAT
26. (B) Go.
Chapter
CLASSROOM
23. (B) Apply.
Select Determine Place of Supply > (I) Set Default

Rule Type Default: Ship From
(B) Apply
Select Determine Tax Applicability > (I) Set Default
Rule Type Default: Applicable
(B) Apply
Select Determine Tax Registration > (I) Set Default
Rule Type Default: Bill From Party
(B) Apply
Select Determine Taxable Basis > (I) Set Default

Rule Type Default: STANDARD_TB
(B) Apply
Select Calculate Tax Amounts > (I) Set Default
Rule Type Default: STANDARD_TC
(B) Apply
Chapter
CLASSROOM
27. Set the Tax Rules as Follows:
Enable Tax for Transactions

28. Return to the Taxes window:
(ST) Taxes
29. Search for the Tax you created earlier:
Country Name = United Kingdom
Tax Regime = XXAP UK VAT
Tax = XXAP UK VAT
31. Select the tax and click (B) Update

32. Ensure the tax is available for transactions.
Make Tax Available for Transactions = Check
33. (B) Apply
Chapter
CLASSROOM
30. (B) Go
Guided Demonstration - Enter an Invoice with UK VAT

Tasks
Sign On:
Username: UK
Password: welcome
Enter an Invoice using a Distribution Set

1.
2.
Navigate to the Invoices Entry window:
Enter a new Batch Name = XX Tax Batch
(B) Invoices

Type
Trading Partner
Supplier
Site
Invoice
Num
Invoice
Amount
Standard
Advantage Corp
London
XX3000
13750
3.
(T) Lines. Enter the following invoice line:

Type
Amount
Item
10000
03-110-7640-000-000
4.
(B) Calculate Tax.
5.
In the Lines tab, review the calculated tax lines.
Chapter
CLASSROOM
Responsibility: Payables, Vision UK
Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in
the Invoice header region to ensure that the Invoice Total is equal to the invoice lines,
including the calculated tax lines. Note that in the example above, the Invoice Amount
would equal 13,750.00
Chapter
CLASSROOM
Note that the tax that you defined in the previous practice has been applied to the invoice.
To view the details for the tax lines, click (B) Tax Details.
6.
7. (B) OK
Chapter
CLASSROOM
Practice - Verify Automatic Withholding Tax Setup

Overview
In this exercise, you will create a new Withholding Tax Code along with a new Withholding Tax
Group, and verify that all the other setups necessary to do withholding and generate automatic
Withholding Invoices have been entered into your system.
Assumptions
Sign On
User name = XXUser

Password = your password

Tasks
1.
Navigate to the Withholding Tax tab on the Payables Options setup form and verify the
setup.
2.
Navigate to the Special Calendar definition window, and review the Monthly Withholding
calendar. If the current month and at least two future periods immediately following the
current period are not listed, youll need to add them.
3.
Navigate to the Withholding Tax Details window, and create a new tax code: AWT
XXEDU.
4.
Navigate to the Withholding Tax Groups window, and confirm that the AWTXXEDU
group was automatically created when you saved your Withholding Tax Code above.
5.
Navigate to the Suppliers window and review the Type for the Internal Revenue Service
supplier organization.
Chapter
CLASSROOM
You have a supplier who is refusing to send in his W-9 form, and according to IRS guidelines, it
means you are required to begin withholding money from this suppliers invoices as you pay
them. The money is to be forwarded to the IRS as quickly as possible as prepaid income taxes
for the supplier.
Solution - Verify Automatic Withholding Tax Setup

Sign On
User name = XXUser
Password = welcome
Instructor will review Withholding Tax Payables Options
Navigate to the Withholding Tax Payables Option window:
2.
(N) Setup > Options > Payables Options
(T) Withholding Tax
Chapter
CLASSROOM
1.
3.
Enter or confirm the following withholding tax options:
Use Withholding Tax = Check
Apply Withholding Tax = At Invoice Validation Time

This setting means Withholding Tax lines and distributions are created when you
validate the invoice.
Create Withholding Invoice = At Invoice Validation Time
This setting means a Withholding Tax invoice is automatically created when you
validate the invoice.
4.
Instructor will verify the Special Calendar is Set Up

5.
Navigate to the Special Calendar definition window:
6.
(N) Setup > Calendar > Special Calendar
Search for the Monthly Withholding calendar:

Name = Monthly w/Hold
7.
Verify that the current period and the next two calendar periods immediately following the
current period have been set up.
Chapter
CLASSROOM
Note: The periods you define in the Special Calendar window are completely separate from
the periods you define in the Accounting Calendar window for your AP Accounting Periods.
See: Defining Calendars, Oracle General Ledger User's Guide.
.
8.
Students Start Here: Create a New Withholding Tax Code

Navigate to the Withhholding Tax Details form:
(N) Setup > Tax > Withholding > Codes
10. Create a new withholding tax code:

Tax code = AWT-XXEDU
Description = AWT-XXEDU
GL Account = 01-000-2225-0000-000
Tax Authority = Internal Revenue Services
Site = Washington
Rate Structure = Flat Rate
Create Withholding Tax Group = Check
Calendar = Monthly w/Hold
Note: In the Tax Code and Description fields above, the XX should be replaced with your
student number.
In the Tax Rates Region, enter the following:
Type = Standard
Effective Date From: <First Date of Current Year>
Effective Date To: <Last Date of Current Year>
Rate = 10
Chapter
CLASSROOM
9.

Verify the Withholding Tax Group Setup
13. Navigate to the Withholding Tax Groups window:
(N) Setup > Tax > Withholding > Groups
14. Search for the AWT-XXEDU group name to confirm it was created when you saved the
Withholding Tax code above.
Chapter
CLASSROOM
11. (I) Save
Notice also that the tax authority is the Internal Revenue Service.
Verify that the Tax Reporting Authority exists
16. Navigate to the Suppliers window:
(N) Suppliers > Enter
17. Search for Supplier = Internal Revenue Service

18. (H) Organization
Chapter
CLASSROOM
Notice that one tax code is already associated with this group the code you set up above.
There can be multiple withholding tax codes with multiple tax authorities assigned to a
group.
20. (H) Close window or (H) Home to return to the Navigator
Chapter
CLASSROOM
19. Note the Type = Tax Authority
Practice - Create Withholding Tax Invoices

Overview
You have a received an invoice from your new supplier, XXAWT Supplier, so in this exercise,
you will enter and validate their invoice, ensuring that the appropriate withholding amount was
withheld automatically from the invoice. And youll confirm that a Withholding Invoice made
out to the IRS was generated by the system automatically for you.
Sign On
User name = XXUser

Password = your password

1.
Create a supplier called XXAWT Supplier with one site and withholding features enabled at
the header and site levels.
2.
Enter an invoice for the XXAWT Supplier .
Ensure that 10% was withheld from the invoice and an automatically-generated invoice made
out to the IRS -- was entered into your system so you can forward the withheld money to the IRS
as quickly as possible:
3.
Review the Withholding Tax invoice that was generated for the invoice.
Chapter
CLASSROOM
Assumptions
Solution - Create Withholding Tax Invoices

Responsibility: Payables Vision Operations (USA)
Create a Supplier
Navigate to the Supplier window.
2.
(B) Create Supplier
3.
In the Create Suppliers window, enter the following:

Supplier Type = Standard supplier
Organization Name = XXAWT Supplier
Note: Replace XX with your student number.
4.
(B) Apply.
Create a Supplier Site

5.
(H) Address Book.
6.
(B) Create.
7.
In the Address Book, enter the following:

Address Line 1 = 123 Anywhere St
City = Mesa
County = Maricopa
State = AZ
Zip = 85205
Address Name = AZ-MESA
Address Purpose: Purchasing and Payment = Check
8.
(B) Continue.
9.
Assign an operating unit to the supplier location:

10. (B) Apply.

Enable Withholding Tax for the Supplier
11. (H) Tax Details.
Chapter
CLASSROOM
1.
12. (B) Save

Enable Withholding Tax for the Supplier Site
13. Navigate to the Supplier Sites region:
Allow Withholding Tax = Check

Withholding Tax Group = AWT-XXEDU
14. (B) Save > (H) Close Window or (H) Home
Enter an Invoice for a Withholding Tax Supplier and Supplier Site
15. Navigate to the Invoices window:
Batch Name = XX WH Tax Batch
(B) Invoices
Chapter
CLASSROOM
Reportable: Federal = Check

Allow Withholding Tax = Check
Tax Group = AWT-XXEDU
Enter a Line on the Invoice

17. (T) Lines.
Num = 1
Type = Item
Amount = 1000
Note that the Withholding Tax Group name defaults in from the supplier/supplier site.
To view the column, use folder tools at the invoice header level to unhide the hidden
column.
18. (I) Save
Validate the Invoice
19. (B) Actions:
Validate = Check
Chapter
CLASSROOM
16. Enter the following:

Type = Standard
Trading Partner = XXAWT Supplier
Invoice Num = XX-12000
20. (B) OK.

View Withheld Amounts
22. Review the Withholding Tax and the Total fields. The Withholding Tax amount should be a
negative amount, creating a net amount due that is less than the original amount. If not,
contact your instructor for assistance.
23. (T) Lines.
Chapter
CLASSROOM
21. (T) General.
View the Withholding Tax Invoice

24. Query the Withholding Tax Invoice:
(N) Invoices > Inquiry > Invoices

Trading Partner = Internal Revenue Service
Type = Withholding Tax
Date = Today's date
25. (B) Find.

26. Review the invoice.
Chapter
CLASSROOM
Review the withholding tax line that was automatically added to the invoice Lines region.
Note: You can assign a special pay group to your tax authority so you can do a payment
batch specifically for your withholding tax invoices.
28. (I) Save > (I) Show Navigator
Chapter
CLASSROOM
27. Note that the Description field contains the information on the Withholding Tax invoice,
including the invoice that the withholding tax invoice is associated with.

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R12 Oracle Payables Management Fundamentals - Activity Guide ...........................................................1-1

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Practice - Create Recurring Invoices .........................................................................................................1-111

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Solution - Enter an Invoice with US Sales Tax Lines................................................................................1-262

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Thorough knowledge of accounting practices.

Working experience with Accounts Payables processes.

eBusiness Suite Essentials for Implementers.

How This Course Is Organized

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Oracle Payables Users Guide

Oracle Payables Implementation Guide

Oracle Payables Reference Guide

Oracle E-Business Tax User Guide

Oracle Subledger Accounting Implementation Guide

Oracle Payments Implementation Guide

Oracle Payments User Guide

Oracle Internet Expenses Implementation and Administration Guide

Oracle iSupplier Portal Implementation Guide

Oracle iSupplier Portal User's Guide

System release bulletins

Installation and users guides

International Oracle Users Group (IOUG) articles

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Use the SELECT command to view information stored in the

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Typographic Conventions in Code

DROP USER scott

CREATE ROLE role

SQL commands and SELECT userid

Typographic Conventions in Oracle Application Navigation Paths

(M) From the menu, select Query then Find.

(B) Click the Approve button.

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Typographical Conventions in Oracle Application Help System Paths

Under the General Ledger entry, expand Journals.

Under Journals, select Enter Journals.

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represents the following sequence of actions:

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