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Oracle EBS R12 Payables R2

Created on Monday, October 06, 2008

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Training Guide Oracle EBS R12 Payables R2 Table of Contents Introduction........................................................................................................................v Maintaining Suppliers.......................................................................................................1 Entering Suppliers......................................................................................................................1 Reviewing

Training Guide

Oracle EBS R12 Payables R2

Table of Contents

Introduction........................................................................................................................v Maintaining Suppliers.......................................................................................................1

Entering Suppliers......................................................................................................................1 Reviewing and Adjusting Suppliers..........................................................................................22 Identifying Duplicate Suppliers................................................................................................39 Merging Suppliers....................................................................................................................41 Viewing Supplier Merge Report...............................................................................................44 Setting Up Supplier Hierarchies...............................................................................................48 Entering Employees As Suppliers............................................................................................53 Adding a New Supplier Site.....................................................................................................64

Managing Invoices...........................................................................................................75

Entering Invoice Batches..........................................................................................................75 Using the Invoice Workbench...................................................................................................82 Managing Prepayments............................................................................................................90 Managing Credit and Debit Memos........................................................................................111 Creating Quick Invoices.........................................................................................................124 Entering Self-Service Invoices...............................................................................................131 Approving Invoices................................................................................................................146 Managing Invoice Holds........................................................................................................173 Reviewing Invoice Notices.....................................................................................................185 Managing Recurring Invoices.................................................................................................190 Managing Mixed Invoices......................................................................................................196 Managing Invoice Taxes.........................................................................................................200 Entering Foreign Currency Invoices.......................................................................................205 Adjusting Invoices..................................................................................................................209

Processing Payments......................................................................................................215

Entering a Netting Agreement................................................................................................215 Entering Netting Batches........................................................................................................234 Reviewing Netting Batches....................................................................................................245 Entering Single Payments.......................................................................................................261 Entering Refunds....................................................................................................................280 Creating Debit Memos for Refunds........................................................................................283 Entering Multiple Payments...................................................................................................286 Using the Payments Dashboard..............................................................................................296 Creating Payment Process Request Templates........................................................................304 Voiding a Payment..................................................................................................................336 Stopping a Payment................................................................................................................346 Setting Up Bills Payable.........................................................................................................353 Viewing Invoices....................................................................................................................366 Viewing Payments..................................................................................................................368

Expense Reports.............................................................................................................375

Entering Expense Reports......................................................................................................375 Paying Expense Reports.........................................................................................................378 Entering Foreign Currency Expense Reports..........................................................................384 Applying Holds To Expense Reports......................................................................................387 Exporting Expense Reports....................................................................................................390

Credit Cards...................................................................................................................401

Initiating the Inactive Employees Credit Card Process...........................................................401

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Entering Credit Card Issuer Invoices......................................................................................405 Tracking Overdue Receipts....................................................................................................409 Using

Entering Credit Card Issuer Invoices......................................................................................405 Tracking Overdue Receipts....................................................................................................409 Using the Historical Transactions Management Program.......................................................412 Generating the Credit Card Outstanding Transactions Report................................................416

Payables Accounting......................................................................................................421

Managing Payables Accounting Events..................................................................................421 Creating Accounting Entries...................................................................................................430 Viewing Accounting Entries...................................................................................................434 Transferring Accounting Entries To General Ledger..............................................................437 Posting In Oracle General Ledger..........................................................................................445 Reconciling Payables Activity................................................................................................451

Holds...............................................................................................................................471

Holding Funds........................................................................................................................471 Holding Invoices....................................................................................................................474 Generating the Matching Holds Details Report......................................................................478 Processing Miscellaneous Holds............................................................................................482

Foreign Currency...........................................................................................................485

Making Foreign Currency Payments......................................................................................485 Calculating Gains and Losses.................................................................................................489 Managing Currency Conversion Rates...................................................................................502 Reporting Foreign Currency Transactions..............................................................................506 Entering Exchange Rate Types...............................................................................................523

Reviewing Funds Disbursement Setup Options..........................................................529

Searching and Viewing Payment Method Defaulting Rules...................................................529 Searching and Viewing Delivery Channel Codes...................................................................533 Searching and Viewing Bank Instruction Codes.....................................................................537 Reviewing and Modifying Disbursement System Options.....................................................541 Viewing and Revising Funds Disbursement Payment Methods..............................................549

Funds Disbursement Process Home Page....................................................................559

Creating Payment Process Profiles.........................................................................................559 Voiding Payments...................................................................................................................566

Page iv

Introduction Training Guide Oracle EBS R12 Payables R2 Oracle Payables enables you to automate invoice processing

Introduction

Training Guide

Oracle EBS R12 Payables R2

Oracle Payables enables you to automate invoice processing using EDI, XML, and e-commerce. Oracle Payables enforces business rules, automates routing and invoice approval, and leverages joint controls with other Oracle products such as Oracle Purchasing and Oracle General Ledger.

Oracle Payables works with Oracle iSupplier Portal to help suppliers enter and check the status of their own invoices, and enables employees to submit expense report with Oracle Internet Expenses.

Upon completion of this module, you will be able to:

• Maintain suppliers. • Manage invoices. • Process payments. • Use expense reports. • Manage payables accounting. • Use holds. • Manage foreign currency. • Review funds disbursement setup options. • Use the Fund Disbursement Process Home page.

Maintaining Suppliers

Maintaining Suppliers includes information on supplier hierarchies, adding and editing suppliers, and merging suppliers.

Upon completion of this lesson, you will be able to:

• Enter suppliers. • Review and adjust suppliers. • Identify duplicate suppliers. • Merge suppliers. • View the Supplier Merge report. • Set up supplier hierarchies. • Enter employees as suppliers. • Add a new supplier site.

Entering Suppliers

Set up and maintain suppliers in the Suppliers page to record information about individuals and companies from whom you purchase goods and services. You can also enter employees whom you reimburse for expense reports. When you enter a supplier that does business from multiple locations, you store supplier information only once, and enter supplier addresses for each location. You can designate supplier addresses as payment, purchasing, RFQ only, or procurement card locations.

In this topic, you will enter a supplier.

Procedure

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers
Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers

Step

Action

1.

Begin by navigating to the Suppliers page.

Click the vertical scrollbar.

2.

Click the Payables, Vision Operations (USA) link.

Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click

3.

Click the vertical scrollbar.

4.

Click the Entry link.

Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click

5.

The Suppliers page enables you to set up and maintain suppliers to record information

about individuals and companies from whom you purchase goods and services.

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click the Create Supplier button. 7.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click the Create Supplier button. 7.

Step

Action

6.

Click the Create Supplier button.

Step Action 6. Click the Create Supplier button. 7. The Create Supplier page enables you enter

7.

The Create Supplier page enables you enter organization name, supplier number,

supplier type in order to create a supplier.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 8. Click in the Organization Name field.
Training Guide Oracle EBS R12 Payables R2 Step Action 8. Click in the Organization Name field.

Step

Action

8.

Click in the Organization Name field.

   
Training Guide Oracle EBS R12 Payables R2 Step Action 9. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 9. Enter the desired information into the

Step

Action

9.

Enter the desired information into the Organization Name field. Enter "GE SYSTEM".

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click in the Supplier Number field.
Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click in the Supplier Number field.

Step

Action

10.

Click in the Supplier Number field.

   
Training Guide Oracle EBS R12 Payables R2 Step Action 11. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Step Action 11. Enter the desired information into the Supplier Number field. Enter "6001".
Step
Action
11.
Enter the desired information into the Supplier Number field. Enter "6001".

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the Apply button. 13. The
Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the Apply button. 13. The

Step

Action

  • 12. Click the Apply button.

  • 13. The Update Supplier page enables you to view and update supplier details.

Training Guide Oracle EBS R12 Payables R2 Step Action 14. Click the Address Book option. 15.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 14. Click the Address Book option. 15.

Step

Action

  • 14. Click the Address Book option.

 
Step Action 14. Click the Address Book option. 15. The Update Supplier Address Book page enables
  • 15. The Update Supplier Address Book page enables you to view and update supplier address details.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 16. Click the Create button. 17. The
Training Guide Oracle EBS R12 Payables R2 Step Action 16. Click the Create button. 17. The

Step

Action

16.

Click the Create button.

Step Action 16. Click the Create button. 17. The Create Address page enables you to enter

17.

The Create Address page enables you to enter the supplier address details and designate supplier addresses as payment, purchasing, RFQ only, or procurement card locations.

Training Guide Oracle EBS R12 Payables R2 Step 18. 19. 20. 21. 22. 23. 24. 25.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step 18. 19. 20. 21. 22. 23. 24. 25.
Step
Step
18.
18.
19.
19.
20.
20.
21.
21.
22.
22.
23.
23.
24.
24.
25.
25.
26.
26.
27.
27.
28.
28.
29.
29.
30.
30.
31.
31.
32.
32.
Action
Action

Click in the Address Line 1 field.

Enter the desired information into the Address Line 1 field. Enter "CG".

Click in the Address Line 2 field.

Enter the desired information into the Address Line 2 field. Enter "CG".

Click in the City field.

Enter the desired information into the City field. Enter "New York".

Click in the County field.

Enter the desired information into the County field. Enter "New York".

Click in the State field.

Enter the desired information into the State field. Enter "NY".

Click in the Postal Code field.

Enter the desired information into the Postal Code field. Enter "10011".

Click in the Address Name field.

Click in the Address Name field.

Enter the desired information into the Address Name field. Enter "SYSTEM ADD".

Click the Purchasing option.

Click the Purchasing option.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 33. Click the Payment option. 34. Click
Step Action 33. Click the Payment option. 34. Click the Continue button. 35. The Site Creation
Step
Action
33.
Click the Payment option.
34.
Click the Continue button.
35.
The Site Creation page enables you to add or select an already existing site to the
supplier address details.
Step
Action
36.
Click the Select option.
Training Guide Oracle EBS R12 Payables R2 Step Action 37. Click the Apply button. Page 13

Training Guide

Oracle EBS R12 Payables R2

Step Action 37. Click the Apply button.
Step
Action
37.
Click the Apply button.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 38. Click in the Manage Sites field.
Training Guide Oracle EBS R12 Payables R2 Step Action 38. Click in the Manage Sites field.

Step

Action

38.

Click in the Manage Sites field.

Step Action 38. Click in the Manage Sites field. 39. The Manage Sites page enables you

39.

The Manage Sites page enables you to maintain details of the supplier site.

Training Guide Oracle EBS R12 Payables R2 Step Action 40. Click the Primary Pay option. Page

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 40. Click the Primary Pay option. Page

Step

Action

40.

Click the Primary Pay option.

Step Action 40. Click the Primary Pay option.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 41. Click the Apply button. Page 16
Step Action 41. Click the Apply button.
Step
Action
41.
Click the Apply button.
Training Guide Oracle EBS R12 Payables R2 Step Action 42. Click the Tax Details link. 43.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 42. Click the Tax Details link. 43.

Step

Action

  • 42. Click the Tax Details link.

 
Step Action 42. Click the Tax Details link. 43. The Tax Details page enables you to
  • 43. The Tax Details page enables you to create, view, and maintain tax details for the

 

supplier.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 44. Click the Allow Withholding Tax option.
Training Guide Oracle EBS R12 Payables R2 Step Action 44. Click the Allow Withholding Tax option.

Step

Action

44.

Click the Allow Withholding Tax option.

Step Action 44. Click the Allow Withholding Tax option.
Training Guide Oracle EBS R12 Payables R2 Step Action 45. Click the vertical scrollbar. Page 19

Training Guide

Oracle EBS R12 Payables R2

Step Action 45. Click the vertical scrollbar.
Step
Action
45.
Click the vertical scrollbar.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 46. Click the Allow Tax Withholding option.
Training Guide Oracle EBS R12 Payables R2 Step Action 46. Click the Allow Tax Withholding option.

Step

Action

46.

Click the Allow Tax Withholding option.

Step Action 46. Click the Allow Tax Withholding option.
Training Guide Oracle EBS R12 Payables R2 Step Action 47. Click the horizontal scrollbar. Page 21

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 47. Click the horizontal scrollbar. Page 21

Step

Action

47.

Click the horizontal scrollbar.

Step Action 47. Click the horizontal scrollbar.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 48. Click the Save button. 49. You
Training Guide Oracle EBS R12 Payables R2 Step Action 48. Click the Save button. 49. You

Step

Action

48.

Click the Save button.

Step Action 48. Click the Save button. 49. You have completed the Entering Suppliers procedure. End

49.

You have completed the Entering Suppliers procedure.

End of Procedure.

 

Reviewing and Adjusting Suppliers

The To Do List region of the Suppliers page displays the number of outstanding change requests that have been generated by suppliers. Only the nominated next AME approver can update and Approve or Reject the request.

Remember that when you make changes to values that default to Payables and Purchasing documents, the changed value defaults only to new documents you subsequently enter or create.

In this topic, you will review and adjust a supplier.

Procedure

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers

Step

Action

1.

Begin by navigating to the Suppliers page.

Click the vertical scrollbar.

2.

Click the Payables, Vision Operations (USA) link.

Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click

3.

Click the vertical scrollbar.

4.

Click the Entry link.

Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click

5.

The Suppliers page enables you to set up and maintain suppliers to record information

about individuals and companies from whom you purchase goods and services.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.
Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.

Step

Action

6.

 

Click in the Supplier Name field.

   

7.

Enter the desired information into the Supplier Name field. Enter "GE SYSTEM".

8.

Click the Go button.

Step Action 6. Click in the Supplier Name field. 7. Enter the desired information into the

9.

The Update Supplier page enables you to view and update supplier details.

Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click the Tax and Reporting link.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click the Tax and Reporting link.

Step

Action

10.

Click the Tax and Reporting link.

Step Action 10. Click the Tax and Reporting link. 11. The Tax and Reporting page enables

11.

The Tax and Reporting page enables you to modify transaction tax options for the

supplier sites.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the Allow Tax Applicability option.
Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the Allow Tax Applicability option.

Step

Action

12.

Click the Allow Tax Applicability option.

Step Action 12. Click the Allow Tax Applicability option.
 
Training Guide Oracle EBS R12 Payables R2 Step Action 13. Click in the Save field. Page

Training Guide

Oracle EBS R12 Payables R2

Step Action 13. Click in the Save field.
Step
Action
13.
Click in the Save field.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 14. Click the Update Transaction Tax button.
Training Guide Oracle EBS R12 Payables R2 Step Action 14. Click the Update Transaction Tax button.

Step

Action

14.

Click the Update Transaction Tax button.

Step Action 14. Click the Update Transaction Tax button. 15. The Update Transaction Tax page enables

15.

The Update Transaction Tax page enables you to modify a supplier site's tax information.

Training Guide Oracle EBS R12 Payables R2 Step Action 16. Click the Allow Tax Applicability option.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 16. Click the Allow Tax Applicability option.

Step

Action

16.

Click the Allow Tax Applicability option.

Step Action 16. Click the Allow Tax Applicability option.
 

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 17. Click the Save button. Page 30
Step Action 17. Click the Save button.
Step
Action
17.
Click the Save button.
Training Guide Oracle EBS R12 Payables R2 Step Action 18. Click the Payment Details link. 19.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 18. Click the Payment Details link. 19.

Step

Action

  • 18. Click the Payment Details link.

 
Step Action 18. Click the Payment Details link. 19. The Update Payment Details page enables you
  • 19. The Update Payment Details page enables you to modify a supplier's payment

 

methods and payment attributes.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 20. Click the Default option. 21. Click
Training Guide Oracle EBS R12 Payables R2 Step Action 20. Click the Default option. 21. Click

Step

Action

20.

Click the Default option.

Step Action 20. Click the Default option. 21. Click the Save button. 22. Click the Invoice

21.

Click the Save button.

Step Action 20. Click the Default option. 21. Click the Save button. 22. Click the Invoice

22.

Click the Invoice Management link.

Step Action 20. Click the Default option. 21. Click the Save button. 22. Click the Invoice

23.

The Invoice Management page enables you to enter and generate the invoice for a transaction.

Training Guide Oracle EBS R12 Payables R2 Step Action 24. Click the Invoice Match Option list.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 24. Click the Invoice Match Option list.

Step

Action

24.

Click the Invoice Match Option list.

Step Action 24. Click the Invoice Match Option list.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 25. Click the Purchase Order list item.
Training Guide Oracle EBS R12 Payables R2 Step Action 25. Click the Purchase Order list item.

Step

Action

25.

Click the Purchase Order list item.

Step Action 25. Click the Purchase Order list item.
Training Guide Oracle EBS R12 Payables R2 Step Action 26. Click the horizontal scrollbar. Page 35

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 26. Click the horizontal scrollbar. Page 35

Step

Action

26.

Click the horizontal scrollbar.

Step Action 26. Click the horizontal scrollbar.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 27. Click the Always Take Discount option.
Training Guide Oracle EBS R12 Payables R2 Step Action 27. Click the Always Take Discount option.

Step

Action

27.

Click the Always Take Discount option.

Step Action 27. Click the Always Take Discount option.
 
Training Guide Oracle EBS R12 Payables R2 Step Action 28. Click the Create Interest Invoice option.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 28. Click the Create Interest Invoice option.

Step

Action

28.

Click the Create Interest Invoice option.

Step Action 28. Click the Create Interest Invoice option.
 

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 29. Click the Terms tab. Page 38
Training Guide Oracle EBS R12 Payables R2 Step Action 29. Click the Terms tab. Page 38

Step

Action

29.

Click the Terms tab.

Step Action 29. Click the Terms tab.
Training Guide Oracle EBS R12 Payables R2 Step Action 30. Click the Save list. 31. You

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 30. Click the Save list. 31. You

Step

Action

  • 30. Click the Save list.

 
  • 31. You have completed the Reviewing and Adjusting Suppliers procedure.

 

End of Procedure.

 

Identifying Duplicate Suppliers

Although the system will not allow you to enter duplicate supplier names, you may inadvertently define the same supplier using two different names. For example, you might enter Orion Corporation and Orion Corp, or you might enter a contractor under his name and his company name. You might also create duplicate suppliers if you import suppliers from another accounts payable system.

If you want to know if a supplier exists, you can query the Supplier in the Suppliers page or submit the Supplier Listing by Supplier Name. When you enter an invoice, check the list of values for the Supplier field to see if your supplier exists before you enter a new supplier.

In this topic, you will identify duplicate suppliers.

Procedure

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers
Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers

Step

Action

1.

Begin by navigating to the Suppliers page.

Click the vertical scrollbar.

2.

Click the Payables, Vision Operations (USA) link.

Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click

3.

Click the vertical scrollbar.

4.

Click the Entry link.

Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click

5.

The Suppliers page enables you to set up and maintain suppliers to record information

about individuals and companies from whom you purchase goods and services.

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.

Step

Action

6.

 

Click in the Supplier Name field.

   

7.

Enter the desired information into the Supplier Name field. Enter "GE".

8.

Click the Go button.

Step Action 6. Click in the Supplier Name field. 7. Enter the desired information into the

9.

Click the vertical scrollbar.

10.

You have completed the Identifying Duplicate Suppliers procedure.

End of Procedure.

 
 

Merging Suppliers

The Supplier Merge Program is a utility you can use to maintain your supplier records. You can use it to merge duplicate suppliers into a single, consolidated supplier. You can use it to merge transactions within the same supplier from one supplier site to a different supplier site. You can choose to merge all transactions for a supplier into a new supplier, or you can just choose to merge unpaid invoices.

In this topic, you will merge suppliers.

Training Guide

Oracle EBS R12 Payables R2

Procedure

Training Guide Oracle EBS R12 Payables R2 Procedure Step Action 1. Begin by navigating to the
Training Guide Oracle EBS R12 Payables R2 Procedure Step Action 1. Begin by navigating to the

Step

Action

1.

Begin by navigating to the Supplier Merge page. Click the vertical scrollbar.

2.

Click the Payables, Vision Operations (USA) link.

Step Action 1. Begin by navigating to the Supplier Merge page. Click the vertical scrollbar. 2.

3.

Click the vertical scrollbar.

4.

Click the Supplier Merge link.

Step Action 1. Begin by navigating to the Supplier Merge page. Click the vertical scrollbar. 2.

5.

The Supplier Merge page updates all information related to the transaction you choose to merge. You have to select the invoices to transfer to the new supplier and

site: All, Unpaid, or None.

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the From Supplier Name

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the From Supplier Name

Step

Action

6.

 

Click in the From Supplier Name field.

Step Action 6. Click in the From Supplier Name field. 7. Enter the supplier Name and
 

7.

 

Enter the supplier Name and Site from which you want to merge information. If the supplier you want to transfer from has multiple sites that you want to merge, you must enter a row for each supplier and site combination. Enter the desired information into the From Supplier Name field. Enter "GE

Capital".

8.

 

Click in the From Supplier Site field.

Step Action 6. Click in the From Supplier Name field. 7. Enter the supplier Name and

9.

Enter the desired information into the From Supplier Site field. Enter "BOSTON".

10.

 

Select Copy Site option if you want the merge to automatically create an existing site belonging to the old supplier for the new supplier, along with merging information in that site. Click the Copy Site option.

Step Action 6. Click in the From Supplier Name field. 7. Enter the supplier Name and

11.

 

Click in the To Supplier Name field.

Step Action 6. Click in the From Supplier Name field. 7. Enter the supplier Name and

12.

Enter the desired information into the To Supplier Name field. Enter "GE GLOBAL".

13.

 

Click the File menu.

Step Action 6. Click in the From Supplier Name field. 7. Enter the supplier Name and

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action or Press [Alt+F] . 14. Click the

Step

Action

 

or

Press [Alt+F].

14.

Click the New menu.

Step Action or Press [Alt+F] . 14. Click the New menu. or Press [N] . 15.

or

Press [N].

15.

 

Click in the From Supplier Name field.

Step Action or Press [Alt+F] . 14. Click the New menu. or Press [N] . 15.

16.

Enter the desired information into the From Supplier Name field. Enter "GE INFOTECH".

17.

 

Click in the From Supplier Site field.

Step Action or Press [Alt+F] . 14. Click the New menu. or Press [N] . 15.

18.

Enter the desired information into the From Supplier Site field. Enter "INFOTECH1 ADD".

19.

Click the Copy Site option.

Step Action or Press [Alt+F] . 14. Click the New menu. or Press [N] . 15.

20.

 

Click in the To Supplier Name field.

Step Action or Press [Alt+F] . 14. Click the New menu. or Press [N] . 15.

21.

Enter the desired information into the To Supplier Name field. Enter "GE GLOBAL".

22.

 

By selecting the Merge button, Payables submits a concurrent request to run the Supplier Merge Program. Click the Merge button.

Step Action or Press [Alt+F] . 14. Click the New menu. or Press [N] . 15.
 
 

or

Press [Alt+M].

23.

 

Click the OK button.

Step Action or Press [Alt+F] . 14. Click the New menu. or Press [N] . 15.
 

or

Press [Alt+O].

24.

You have completed the Merging Suppliers procedure.

End of Procedure.

 
 

Viewing Supplier Merge Report

The Supplier Merge Program is a utility you can use to maintain your supplier records.

You can use it to merge duplicate suppliers into a single, consolidated supplier. You can use it to merge transactions within the same supplier from one supplier site to a different suppler site. You can choose to merge all transactions for a suppler into a new supplier, or you can just choose to merge unpaid invoices.

Training Guide Oracle EBS R12 Payables R2 Payables automatically prints the Supplier Merge Report when you

Training Guide

Oracle EBS R12 Payables R2

Payables automatically prints the Supplier Merge Report when you initiate a Supplier Merge.

The Supplier Merge Report lists the new (correct) suppliers and the old (duplicate) suppliers. The report also lists invoice information for invoices updated for each set of new and old suppliers. Payables prints the total number and total amount of invoices that have been updated for each set of merged suppliers.

Payables also prints the total number of duplicate invoices. You can use this report to identify any duplicate invoices, update the invoice number on one of the invoices, and then resubmit Supplier Merge.

In this topic, you will view the Supplier Merge Report using the Requests page.

Procedure

Training Guide Oracle EBS R12 Payables R2 Payables automatically prints the Supplier Merge Report when you

Step

Action

1.

Begin by navigating to the Requests page. Click the vertical scrollbar.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 2. Click the System Administrator link. 3.
Step Action 2. Click the System Administrator link. 3. Click the vertical scrollbar. 4. Click the
Step
Action
2.
Click the System Administrator link.
3.
Click the vertical scrollbar.
4.
Click the View link.
5.
In the Find Requests page, query for specific requests, using the Request ID assigned
to you when you submitted when you ran the Supplier Merge Program.
Step
Action
6.
Click the Specific Requests option.
7.
Click in the Request ID field.
8.
Enter the desired information into the Request ID field. Enter "5183748".
9.
Click the Find button.
or
Press [Alt+i].
Training Guide Oracle EBS R12 Payables R2 Step Action 10. The Requests page will display the

Training Guide

Oracle EBS R12 Payables R2

Step Action 10. The Requests page will display the status of the request you queried for.
Step
Action
10.
The Requests page will display the status of the request you queried for.
To access the Supplier Merge Report that is automatically created when you run the
Supplier Merge Program, you will use the View Output button in the Requests page.
Step
Action
11.
Click the View Output button.
or
Press [Alt+p].
12.
The Supplier Merge Report will display when you click on the View Output button.
13.
You have completed viewing the Supplier Merge Report using the Requests page.
End of Procedure.

Setting Up Supplier Hierarchies

You can record the relationship between a franchise or subsidiary and its parent company by recording a value for the Parent Supplier field in the Suppliers: Organization page. Information

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 will not automatically default from parent to subsidiary suppliers

will not automatically default from parent to subsidiary suppliers unless the subsidiary is a supplier site of the parent.

In this topic, you will set up supplier hierarchies.

Procedure

Training Guide Oracle EBS R12 Payables R2 will not automatically default from parent to subsidiary suppliers

Step

Action

  • 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar.

  • 2. Click the Payables, Vision Operations (USA) link.

 
Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click
  • 3. Click the vertical scrollbar.

  • 4. Click the Entry link.

 
Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click
  • 5. The Suppliers page enables you to set up and maintain suppliers to record information

 

about individuals and companies from whom you purchase goods and services.

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.

Step

Action

6.

 

Click in the Supplier Name field.

   

7.

Enter the desired information into the Supplier Name field. Enter "GE SYSTEM".

8.

Click the Go button.

Step Action 6. Click in the Supplier Name field. 7. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 9. Click the Organization link. 10. In
Training Guide Oracle EBS R12 Payables R2 Step Action 9. Click the Organization link. 10. In

Step

Action

9.

Click the Organization link.

Step Action 9. Click the Organization link. 10. In the Suppliers: Organization page you can define

10.

In the Suppliers: Organization page you can define the hierarchy between a

subsidiary and it's parent company.

Training Guide Oracle EBS R12 Payables R2 Step Action 11. Click the Parent Supplier Name list.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 11. Click the Parent Supplier Name list.

Step

Action

11.

Click the Parent Supplier Name list.

Step Action 11. Click the Parent Supplier Name list.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the GE Capital list item.
Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the GE Capital list item.

Step

Action

12.

Click the GE Capital list item.

Step Action 12. Click the GE Capital list item.
Training Guide Oracle EBS R12 Payables R2 Step Action 13. Click in the Save field. 14.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 13. Click in the Save field. 14.

Step

Action

13.

Click in the Save field.

Step Action 13. Click in the Save field. 14. You have completed Setting Up Supplier Hierarchies

14.

You have completed Setting Up Supplier Hierarchies procedure.

End of Procedure.

 

Entering Employees As Suppliers

You must enter an employee as a supplier before you can pay the employee's expense reports. Either enable the Automatically Create Employee as Supplier Payables option to have Payables do this automatically during Expense Report Export, or manually enter the employee as a supplier in the Create Suppliers page.

In this topic, you will enter employees as suppliers.

Procedure

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers
Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Suppliers

Step

Action

  • 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar.

  • 2. Click the Payables, Vision Operations (USA) link.

 
Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click
  • 3. Click the vertical scrollbar.

  • 4. Click the Entry link.

 
Step Action 1. Begin by navigating to the Suppliers page. Click the vertical scrollbar. 2. Click
  • 5. The Suppliers page enables you to enter an employee as a supplier manually by using

 

the Create Supplier button.

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click the Create Supplier button. 7.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click the Create Supplier button. 7.

Step

Action

6.

Click the Create Supplier button.

Step Action 6. Click the Create Supplier button. 7. In the Create Supplier page select Supplier

7.

In the Create Supplier page select Supplier used to process expense payments to internal employees for the Supplier Type and then enter the Employee Name and Number.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 8. Click the Supplier Type list. Page
Step Action 8. Click the Supplier Type list.
Step
Action
8.
Click the Supplier Type list.
Training Guide Oracle EBS R12 Payables R2 Step Action 9. Click the Supplier used to process

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 9. Click the Supplier used to process

Step

Action

9.

Click the Supplier used to process expense payments to internal employees list item.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click in the Employee Name field.
Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click in the Employee Name field.

Step

Action

10.

Click in the Employee Name field.

   
Training Guide Oracle EBS R12 Payables R2 Step Action 11. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 11. Enter the desired information into the

Step

Action

11.

Enter the desired information into the Employee Name field. Enter "Frans, Hans

Fritz ( Hans)".

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click in the Operating Unit field.
Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click in the Operating Unit field.

Step

Action

12.

Click in the Operating Unit field.

   
Training Guide Oracle EBS R12 Payables R2 Step Action 13. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 13. Enter the desired information into the

Step

Action

13.

Enter the desired information into the Operating Unit field. Enter "Vision

Operations".

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 14. Click in the Supplier Number field.
Training Guide Oracle EBS R12 Payables R2 Step Action 14. Click in the Supplier Number field.

Step

Action

14.

Click in the Supplier Number field.

   
Training Guide Oracle EBS R12 Payables R2 Step Action 15. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Step Action 15. Enter the desired information into the Supplier Name field. Enter "9193".
Step
Action
15.
Enter the desired information into the Supplier Name field. Enter "9193".

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 16. Click the Apply button. 17. You
Training Guide Oracle EBS R12 Payables R2 Step Action 16. Click the Apply button. 17. You

Step

Action

  • 16. Click the Apply button.

 
  • 17. You have completed Entering Employees As Suppliers procedure.

 

End of Procedure.

 

Adding a New Supplier Site

You have to set up and maintain suppliers in the Suppliers pages to record information about individuals and companies from whom you purchase goods and services. When you enter a supplier that does business from multiple locations, you store supplier information only once, and enter supplier addresses for each location.

Suppliers can have multiple addresses and each address can be used by an operating unit through a supplier site record.

In this topic, you will add a new supplier site.

Procedure

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Supplier

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Supplier

Step

Action

1.

Begin by navigating to the Supplier page. Click the vertical scrollbar.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 2. Click the Expand button. Page 66
Training Guide Oracle EBS R12 Payables R2 Step Action 2. Click the Expand button. Page 66

Step

Action

2.

Click the Expand button.

Step Action 2. Click the Expand button.
Training Guide Oracle EBS R12 Payables R2 Step Action 3. Click the Entry link. 4. In

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 3. Click the Entry link. 4. In

Step

Action

  • 3. Click the Entry link.

 
Step Action 3. Click the Entry link. 4. In the Suppliers page you can find suppliers
  • 4. In the Suppliers page you can find suppliers by using the Search region.

  • 5. In the Search region, you can enter a wide variety of search criteria, including supplier

 

name, supplier number, tax registration, or DUNS number.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.
Training Guide Oracle EBS R12 Payables R2 Step Action 6. Click in the Supplier Name field.

Step

Action

6.

 

Click in the Supplier Name field.

   

7.

You can enter % in the Supplier Name field to see the list of all the suppliers.

Enter the desired information into the Supplier Name field. Enter "%".

8.

Click the Go button.

Step Action 6. Click in the Supplier Name field. 7. You can enter % in the

9.

 

The search results appear in the table below the search fields. Identify the supplier for whom you want to add a new site and use the Update button to access the details for

the supplier .

10.

 

Click the Update button.

Step Action 6. Click in the Supplier Name field. 7. You can enter % in the

11.

Once you click the update button on the previous page, all the details of the supplier

defaults in respective fields.

Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the Address Book link. 13.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 12. Click the Address Book link. 13.

Step

Action

  • 12. Click the Address Book link.

 
Step Action 12. Click the Address Book link. 13. Address Book will give all the addresses
  • 13. Address Book will give all the addresses listed for the particular supplier. You will select an address to which the site is to be added.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 14. Select the first address for this
Training Guide Oracle EBS R12 Payables R2 Step Action 14. Select the first address for this

Step

Action

14.

Select the first address for this exercise. Click the Manage Sites button.

Step Action 14. Select the first address for this exercise. Click the Manage Sites button.
Training Guide Oracle EBS R12 Payables R2 Step Action 15. Click the Create button. 16. The

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 15. Click the Create button. 16. The

Step

Action

15.

Click the Create button.

Step Action 15. Click the Create button. 16. The Supplier Site Name defaults from the address.

16.

The Supplier Site Name defaults from the address. You can override if required. The Site Name does not appear on documents you send to the supplier; it is for your reference when you select a supplier site from a list of values during

transaction entry. When you click Apply, the system creates the site or sites.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 17. Click the Select option. Page 72
Training Guide Oracle EBS R12 Payables R2 Step Action 17. Click the Select option. Page 72

Step

Action

17.

Click the Select option.

Step Action 17. Click the Select option.
Training Guide Oracle EBS R12 Payables R2 Step Action 18. Click the Apply button. 19. You

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 18. Click the Apply button. 19. You

Step

Action

  • 18. Click the Apply button.

 
  • 19. You have completed Adding a New Supplier Site procedure.

 

End of Procedure.

 
 

Managing Invoices

Managing Invoices includes information on invoice batches, quick invoices, managing and approving invoices, adjusting invoices, and entering invoices.

Upon completion of this lesson, you will be able to:

• Enter invoice batches. • Use the Invoice Workbench. • Manage prepayments. • Manage credit and debit memos. • Create Quick Invoices. • Enter self-service invoices. • Approve invoices. • Manage invoice holds. • Review invoice notices. • Manage recurring invoices. • Manage mixed invoices. • Manage invoice taxes. • Enter foreign currency invoices. • Adjust invoices.

Entering Invoice Batches

An invoice is an itemized list of goods shipped or services rendered, with an account of all costs. Oracle Payables lets you capture all the attributes of the real-life invoice documents you receive from your suppliers. When you enter an invoice in Payables, the invoice information is divided between the invoice header and the invoice lines.

You can use invoices batches to: enter invoice defaults at the batch level that override system or supplier site defaults for all invoices in the batch, maximize accuracy by tracking variances between the control invoice count and total and the actual invoice count and total resulting from your invoice entry, and easily locate a batch online and review the name of the person who created the batch and the date it was created.

In this topic, you will enter invoice batches.

Procedure

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 1. You begin by navigating to the
Training Guide Oracle EBS R12 Payables R2 Step Action 1. You begin by navigating to the

Step

Action

1.

You begin by navigating to the Invoice Batches page. Click the vertical scrollbar.

2.

Click the Payables, Vision Operations (USA) link.

Step Action 1. You begin by navigating to the Invoice Batches page. Click the vertical scrollbar.

3.

Click the Invoice Batches link.

Step Action 1. You begin by navigating to the Invoice Batches page. Click the vertical scrollbar.

4.

In the Invoice Batches page you enter a unique value in the Invoice Batch Name field. This name will appear on your reports and will help you locate the batch online.

Training Guide Oracle EBS R12 Payables R2 Step Action 5. Click in the Batch Name field.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 5. Click in the Batch Name field.

Step

Action

5.

 

Click in the Batch Name field.

Step Action 5. Click in the Batch Name field. 6. Enter the desired information into the

6.

Enter the desired information into the Batch Name field. Enter "INV BATCH".

7.

 

In the Control Count field, enter the number of invoices in the batch, and in the Control Total field, enter the sum of invoice amounts in the batch. Payables tracks variances between the Control Count and Total, and the Actual Count and Total as you enter invoices.

8.

 

Click the Invoices button.

Step Action 5. Click in the Batch Name field. 6. Enter the desired information into the
 

9.

 

Use the Invoice Workbench page to enter and maintain complex invoices for which you require extensive online validation and online defaulting.

Additionally, use the Invoice Workbench if you need to perform an action on the

invoice immediately after entering it.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click in the Trading Partner field.
Training Guide Oracle EBS R12 Payables R2 Step Action 10. Click in the Trading Partner field.

Step

Action

10.

 

Click in the Trading Partner field.

Step Action 10. Click in the Trading Partner field. 11. Enter the desired information into the

11.

Enter the desired information into the Trading Partner field. Enter "GE SYSTEM".

12.

 

Click in the Invoice Date field.

Step Action 10. Click in the Trading Partner field. 11. Enter the desired information into the

13.

Enter the desired information into the Invoice Date field. Enter "28-NOV-2007".

14.

 

Click in the Invoice Num field.

Step Action 10. Click in the Trading Partner field. 11. Enter the desired information into the

15.

Enter the desired information into the Invoice Num field. Enter "I BATCH1".

16.

Click the horizontal scrollbar.

17.

 

Click in the Invoice Amount field.

Step Action 10. Click in the Trading Partner field. 11. Enter the desired information into the

18.

Enter the desired information into the Invoice Amount field. Enter "1000".

19.

Click the horizontal scrollbar.

20.

 

Click in the Distribution Set field.

Step Action 10. Click in the Trading Partner field. 11. Enter the desired information into the

21.

Enter the desired information into the Distribution Set field. Enter "ADV".

22.

Click the 2 Lines tab.

Step Action 10. Click in the Trading Partner field. 11. Enter the desired information into the
 
 
Training Guide Oracle EBS R12 Payables R2 Step Action 23. To enter invoice lines, select the

Training Guide

Oracle EBS R12 Payables R2

Step

Action

23.

 

To enter invoice lines, select the Lines tab. Enter an invoice line for each line that appears on a supplier's invoice.

The Gross Total for the invoice lines must be the same as the Invoice Amount for the

invoice header, or the invoice will not pass validation.

24.

 

Click in the Amount field.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

25.

Enter the desired information into the Amount field. Enter "1000".

26.

Click the Save button.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

27.

Click the horizontal scrollbar.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

28.

 

Click in the Trading Partner field.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

29.

Enter the desired information into the Trading Partner field. Enter "GE SYSTEM".

30.

 

Click in the Invoice Num field.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

31.

Enter the desired information into the Invoice Num field. Enter "I BATCH2".

32.

Click the horizontal scrollbar.

33.

 

Click in the Invoice Amount field.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

34.

Enter the desired information into the Invoice Amount field. Enter "100".

35.

Click the horizontal scrollbar.

36.

 

Click in the Distribution Set field.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

37.

Enter the desired information into the Distribution Set field. Enter "ADV".

38.

Click the 2 Lines tab.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for
 

39.

 

Click in the Amount field.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

40.

Enter the desired information into the Amount field. Enter "100".

41.

Click the Save button.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

42.

Click the Close button.

Step Action 23. To enter invoice lines, select the Lines tab. Enter an invoice line for

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 43. Invoice Validation checks the matching, tax,
Training Guide Oracle EBS R12 Payables R2 Step Action 43. Invoice Validation checks the matching, tax,

Step

Action

43.

 

Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information for invoices you enter. Click the Validate 1 button.

Step Action 43. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information
 
 

or

Press [Alt+a].

44.

 

Click the OK button.

Step Action 43. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information
 

or

Press [Alt+O].

45.

 

Click the OK button.

Step Action 43. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information
 

or

Press [Alt+O].

46.

 

Click the View menu.

Step Action 43. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information
 

or

Press [Alt+V].

47.

Click the Requests menu.

Step Action 43. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information
Training Guide Oracle EBS R12 Payables R2 Step Action or Press [R]. Step Action 48. Click

Training Guide

Oracle EBS R12 Payables R2

Step Action or Press [R]. Step Action 48. Click the Specific Requests option. 49. Click in
Step
Action
or
Press [R].
Step
Action
48.
Click the Specific Requests option.
49.
Click in the Request ID field.
50.
Enter the desired information into the Request ID field. Enter "5175041".
51.
Click the Find button.
or
Press [Alt+i].

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 52. Click the View Output button. or
Training Guide Oracle EBS R12 Payables R2 Step Action 52. Click the View Output button. or

Step

Action

52.

 

Click the View Output button.

Step Action 52. Click the View Output button. or Press [Alt+p] . 53. Review the Invoice
 

or

Press [Alt+p].

53.

Review the Invoice Validation Report page.

54.

You have completed Entering Invoice Batches procedure.

End of Procedure.

 
 

Using the Invoice Workbench

Invoice Workbench is used to enter any invoice directly into the Payables system. This is used when entering complex invoices or invoices that require online validation and defaulting. Additionally, it is used when entering an invoice that needs immediate action, such as payment.

In this topic, you will use the invoice workbench.

Procedure

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Invoice

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the Invoice

Step

Action

1.

Begin by navigating to the Invoice Workbench page. Click the vertical scrollbar.

2.

Click the Payables, Vision Operations (USA) link.

Step Action 1. Begin by navigating to the Invoice Workbench page. Click the vertical scrollbar. 2.

3.

Click the Invoices link.

Step Action 1. Begin by navigating to the Invoice Workbench page. Click the vertical scrollbar. 2.

4.

The Invoice Workbench provides functionality to enter, adjust, and review invoices and invoice batches. Use the Invoice Workbench to: enter Prepayment type invoices, enter Debit Memo type invoices, match Credit Memos to invoices, and calculate taxes on invoices.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 5. Click in the Trading Partner field.
Training Guide Oracle EBS R12 Payables R2 Step Action 5. Click in the Trading Partner field.

Step

Action

5.

Click in the Trading Partner field.

Step Action 5. Click in the Trading Partner field. 6. Enter the desired information into the

6.

Enter the desired information into the Trading Partner field. Enter "GE GLOBAL".

7.

Click in the Invoice Date field.

Step Action 5. Click in the Trading Partner field. 6. Enter the desired information into the

8.

Enter the desired information into the Invoice Date field. Enter "28-NOV-2007".

9.

Click in the Invoice Num field.

Step Action 5. Click in the Trading Partner field. 6. Enter the desired information into the

10.

Enter the desired information into the Invoice Num field. Enter "INV WRKB".

11.

Click the horizontal scrollbar.

12.

Click in the Invoice Amount field.

Step Action 5. Click in the Trading Partner field. 6. Enter the desired information into the

13.

Enter the desired information into the Invoice Amount field. Enter "1000".

14.

Click the horizontal scrollbar.

15.

Click in the Distribution Set field.

Step Action 5. Click in the Trading Partner field. 6. Enter the desired information into the

16.

Enter the desired information into the Distribution Set field. Enter "ADV".

Training Guide Oracle EBS R12 Payables R2 Step Action 17. To enter invoice lines, select the

Training Guide

Oracle EBS R12 Payables R2

Step

Action

17.

To enter invoice lines, select the Lines tab. Enter the line Type. Possible types are:

Item, Freight, Miscellaneous, or Tax. You can only enter tax lines if your tax setup permits. Click the 2 Lines tab.

Step Action 17. To enter invoice lines, select the Lines tab. Enter the line Type. Possible
 

18.

Click in the Amount field.

 
Step Action 17. To enter invoice lines, select the Lines tab. Enter the line Type. Possible

19.

Enter the desired information into the Amount field. Enter "1000".

20.

Oracle Payables validates invoices prior to paying or creating accounting entries. To

confirm that the prepayment has been entered correctly, select the Actions button.

Click the Actions

...

1 button.

Step Action 17. To enter invoice lines, select the Lines tab. Enter the line Type. Possible

or

Press [Alt+c].

Training Guide Oracle EBS R12 Payables R2 Step Action 17. To enter invoice lines, select the

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 21. Invoice Validation checks the matching, tax,
Step Action 21. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information
Step
Action
21.
Invoice Validation checks the matching, tax, period status, exchange rate, and
distribution information for invoices you enter.
Click the Validate option.
22.
Click the OK button.
or
Press [Alt+K].
Step
Action
23.
Click the Actions
...
1 button.
or
Press [Alt+c].
Training Guide Oracle EBS R12 Payables R2 Step Action 24. The Pay in Full option opens

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 24. The Pay in Full option opens

Step

Action

24.

The Pay in Full option opens the Payments page so you can pay selected scheduled payments.

Click the Pay in Full

...

option.

Step Action 24. The Pay in Full option opens the Payments page so you can pay

25.

Click the OK button.

Step Action 24. The Pay in Full option opens the Payments page so you can pay

or

Press [Alt+K].

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 26. Click the horizontal scrollbar. 27. Click
Training Guide Oracle EBS R12 Payables R2 Step Action 26. Click the horizontal scrollbar. 27. Click

Step

Action

26.

Click the horizontal scrollbar.

 

27.

 

Click in the Payment Date field.

 
Step Action 26. Click the horizontal scrollbar. 27. Click in the Payment Date field. 28. Enter

28.

Enter the desired information into the Payment Date field. Enter "30-NOV-2007".

29.

 

Click in the Bank Account field.

 
Step Action 26. Click the horizontal scrollbar. 27. Click in the Payment Date field. 28. Enter

30.

Enter the desired information into the Bank Account field. Enter "BofA-204".

31.

Click the horizontal scrollbar.

 

32.

 

Click in the Payment Document field.

Step Action 26. Click the horizontal scrollbar. 27. Click in the Payment Date field. 28. Enter
 

33.

Enter the desired information into the Payment Document field. Enter "Check".

34.

Click the Actions

...

1 button.

or

Press [Alt+A].

Training Guide Oracle EBS R12 Payables R2 Step Action 35. The Create Accounting option enables you

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 35. The Create Accounting option enables you

Step

Action

35.

The Create Accounting option enables you to create accounting entries for each invoice. Click the Create Accounting option.

Step Action 35. The Create Accounting option enables you to create accounting entries for each invoice.

36.

Click the Final Post option.

Step Action 35. The Create Accounting option enables you to create accounting entries for each invoice.

37.

Click the OK button.

Step Action 35. The Create Accounting option enables you to create accounting entries for each invoice.

or

Press [Alt+O].

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 38. Click the OK button. or Press
Training Guide Oracle EBS R12 Payables R2 Step Action 38. Click the OK button. or Press

Step

Action

38.

 

Click the OK button.

Step Action 38. Click the OK button. or Press [Alt+O] . 39. You have completed Using
 

or

Press [Alt+O].

39.

You have completed Using Invoice Workbench procedure.

End of Procedure.

 
 

Managing Prepayments

A prepayment is a type of invoice you enter to make an advance payment to a supplier or employee. You can enter two types of prepayments: Temporary and Permanent. Temporary prepayments can be applied to invoices or expense reports you receive. Permanent prepayments cannot be applied to invoices.

In the Invoice Workbench page you can enter and apply prepayments. In the Quick Invoices page you cannot enter prepayments, but you can apply existing prepayments to invoices you enter.

In this topic, you will manage prepayments.

Procedure Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the

Procedure

Training Guide

Oracle EBS R12 Payables R2

Procedure Training Guide Oracle EBS R12 Payables R2 Step Action 1. Begin by navigating to the

Step

Action

1.

Begin by navigating to the Invoice Workbench page. Click the vertical scrollbar.

2.

Click the Payables, Vision Operations (USA) link.

Step Action 1. Begin by navigating to the Invoice Workbench page. Click the vertical scrollbar. 2.

3.

Click the Invoices link.

Step Action 1. Begin by navigating to the Invoice Workbench page. Click the vertical scrollbar. 2.

4.

In the Invoice Workbench page you can enter and apply prepayments. You enter a prepayment as you enter any other invoice. However, you additionally specify the prepayment type, Temporary or Permanent, and the settlement date, the date after

which the prepayment can be applied to an invoice.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 5. Click in the Type field. 6.
Training Guide Oracle EBS R12 Payables R2 Step Action 5. Click in the Type field. 6.

Step

Action

5.

Click in the Type field.

Step Action 5. Click in the Type field. 6. Enter the desired information into the Type

6.

Enter the desired information into the Type field. Enter "Prepayment".

7.

Click in the Trading Partner field.

Step Action 5. Click in the Type field. 6. Enter the desired information into the Type

8.

Enter the desired information into the Trading Partner field. Enter "GE GLOBAL".

9.

Click in the Invoice Date field.

Step Action 5. Click in the Type field. 6. Enter the desired information into the Type

10.

Enter the desired information into the Invoice Date field. Enter "29-NOV-2007".

11.

Click in the Invoice Num field.

Step Action 5. Click in the Type field. 6. Enter the desired information into the Type

12.

Enter the desired information into the Invoice Num field. Enter "I PRE1".

13.

Click the horizontal scrollbar.

14.

Click in the Invoice Amount field.

Step Action 5. Click in the Type field. 6. Enter the desired information into the Type

15.

Enter the desired information into the Invoice Amount field. Enter "100".

16.

Click the horizontal scrollbar.

17.

Click in the Distribution Set field.

Step Action 5. Click in the Type field. 6. Enter the desired information into the Type
Training Guide Oracle EBS R12 Payables R2 Step Action 18. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Step

Action

18.

Enter the desired information into the Distribution Set field. Enter "ADV".

19.

Click the 2 Lines tab.

 
Step Action 18. Enter the desired information into the Distribution Set field. Enter " ADV ".

20.

You enter invoice lines in the Lines tab. Enter the line Type. Possible types are: Item,

Freight, Miscellaneous, or Tax. You can only enter tax lines if your tax setup permits.

21.

Click in the Amount field.

 
Step Action 18. Enter the desired information into the Distribution Set field. Enter " ADV ".

22.

Enter the desired information into the Amount field. Enter "100".

23.

Oracle Payables validates invoices prior to paying or creating accounting entries. To confirm that the prepayment has been entered correctly, select the Actions button.

Click the Actions

...

1 button.

Step Action 18. Enter the desired information into the Distribution Set field. Enter " ADV ".

or

Press [Alt+c].

Training Guide Oracle EBS R12 Payables R2 Step Action 18. Enter the desired information into the

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 24. The Validate option checks the matching,
Step Action 24. The Validate option checks the matching, tax, period status, exchange rate, and distribution
Step
Action
24.
The Validate option checks the matching, tax, period status, exchange rate, and
distribution information for invoices you enter.
Click the Validate option.
25.
Click the OK button.
or
Press [Alt+K].
Step
Action
26.
Click the Actions
...
1 button.
or
Press [Alt+c].
Training Guide Oracle EBS R12 Payables R2 Step Action 27. The Create Accounting option enables you

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 27. The Create Accounting option enables you

Step

Action

27.

The Create Accounting option enables you to create accounting entries for each invoice. Click the Create Accounting option.

Step Action 27. The Create Accounting option enables you to create accounting entries for each invoice.

28.

Click the Final Post option.

Step Action 27. The Create Accounting option enables you to create accounting entries for each invoice.

29.

Click the OK button.

Step Action 27. The Create Accounting option enables you to create accounting entries for each invoice.

or

Press [Alt+K].

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 30. Click the OK button. or Press
Training Guide Oracle EBS R12 Payables R2 Step Action 30. Click the OK button. or Press

Step

Action

30.

Click the OK button.

Step Action 30. Click the OK button. or Press [Alt+O] .

or

Press [Alt+O].

Training Guide Oracle EBS R12 Payables R2 Step Action 31. Click the Actions ... 1 button.

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 31. Click the Actions ... 1 button.

Step

Action

31.

Click the Actions

...

1 button.

Step Action 31. Click the Actions ... 1 button. or Press [Alt+c] .

or

Press [Alt+c].

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 32. The Pay in Full ... option
Training Guide Oracle EBS R12 Payables R2 Step Action 32. The Pay in Full ... option

Step

Action

32.

The Pay in Full

...

option opens the Payments page so you can pay selected scheduled

payments. Click the Pay in Full

...

option.

Step Action 32. The Pay in Full ... option opens the Payments page so you can

33.

Click the OK button.

 
Step Action 32. The Pay in Full ... option opens the Payments page so you can

or

Press [Alt+K].

Training Guide Oracle EBS R12 Payables R2 Step Action 34. Click the horizontal scrollbar. 35. Click

Training Guide

Oracle EBS R12 Payables R2

Training Guide Oracle EBS R12 Payables R2 Step Action 34. Click the horizontal scrollbar. 35. Click

Step