Oracle EBS R12 Payables R2

Oracle EBS R12 Payables R2
Created on Monday, October 06, 2008
COPYRIGHT & TRADEMARKS

Copyright 2003, 2007, Oracle. All rights reserved. Powered by OnDemand Software.
Distributed by Oracle under license from Global Knowledge Software LLC. 1998-2007. All
rights reserved.
The information contained in this document is subject to change without notice. If you find any
problems in the documentation, please report them to us in writing. This document is not
warranted to be error-free. Except as may be expressly permitted in your license agreement for
these Programs, no part of these Programs may be reproduced or transmitted in any form or by
any means, electronic or mechanical, for any purpose.
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:
U.S. GOVERNMENT RIGHTS
The U.S. Governments rights to use, modify, reproduce, release, perform, display, or disclose
these training materials are restricted by the terms of the applicable Oracle license agreement
and/or the applicable U.S. Government contract.
Oracle, JD Edwards, PeopleSoft, and Siebel are registered trademarks of Oracle Corporation
and/or its affiliates. Other names may be trademarks of their respective owners.
Training Guide
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
Page iii
Training Guide
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
Training Guide
Introduction
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.
Page v
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
Step
1.
Action
Begin by navigating to the Suppliers page.
Click the vertical scrollbar.
2.
Click the Payables, Vision Operations (USA) link.
3.
4.
Click the Entry link.
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.
Page 2
Training Guide
Step
Action
6.
Click the Create Supplier button.
7.
The Create Supplier page enables you enter organization name, supplier number,
supplier type in order to create a supplier.
Page 3
Training Guide
Step
8.
Page 4
Action
Click in the Organization Name field.
Training Guide
Step
9.
Action
Enter the desired information into the Organization Name field. Enter "GE
SYSTEM".
Page 5
Training Guide
Step
10.
Page 6
Action
Click in the Supplier Number field.
Training Guide
Step
11.
Action
Enter the desired information into the Supplier Number field. Enter "6001".
Page 7
Training Guide
Step
Action
12.
Click the Apply button.
13.
The Update Supplier page enables you to view and update supplier details.
Page 8
Training Guide
Step
Action
14.
Click the Address Book option.
15.
The Update Supplier Address Book page enables you to view and update supplier
address details.
Page 9
Training Guide
Step
Action
16.
Click the Create button.
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.
Page 10
Training Guide
Step
Action
18.
Click in the Address Line 1 field.
19.
Enter the desired information into the Address Line 1 field. Enter "CG".
20.
Click in the Address Line 2 field.
21.
Enter the desired information into the Address Line 2 field. Enter "CG".
22.
Click in the City field.
23.
Enter the desired information into the City field. Enter "New York".
24.
Click in the County field.
25.
Enter the desired information into the County field. Enter "New York".
26.
Click in the State field.
27.
Enter the desired information into the State field. Enter "NY".
28.
Click in the Postal Code field.
29.
Enter the desired information into the Postal Code field. Enter "10011".
30.
Click in the Address Name field.
31.
Enter the desired information into the Address Name field. Enter "SYSTEM ADD".
32.
Click the Purchasing option.
Page 11
Training Guide
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
36.
Page 12
Action
Click the Select option.
Training Guide
Step
37.
Action
Page 13
Training Guide
Step
Action
38.
Click in the Manage Sites field.
39.
The Manage Sites page enables you to maintain details of the supplier site.
Page 14
Training Guide
Step
40.
Action
Click the Primary Pay option.
Page 15
Training Guide
Step
41.
Page 16
Action
Training Guide
Step
Action
42.
Click the Tax Details link.
43.
The Tax Details page enables you to create, view, and maintain tax details for the
supplier.
Page 17
Training Guide
Step
44.
Page 18
Action
Click the Allow Withholding Tax option.
Training Guide
Step
45.
Action
Page 19
Training Guide
Step
46.
Page 20
Action
Click the Allow Tax Withholding option.
Training Guide
Step
47.
Action
Click the horizontal scrollbar.
Page 21
Training Guide
Step
Action
48.
Click the Save button.
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
Page 22
Training Guide
Step
1.
Action
2.
3.
4.
5.
Page 23
Training Guide
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.
9.
The Update Supplier page enables you to view and update supplier details.
Page 24
Training Guide
Step
Action
10.
Click the Tax and Reporting link.
11.
The Tax and Reporting page enables you to modify transaction tax options for the
supplier sites.
Page 25
Training Guide
Step
12.
Page 26
Action
Click the Allow Tax Applicability option.
Training Guide
Step
13.
Action
Click in the Save field.
Page 27
Training Guide
Step
Action
14.
Click the Update Transaction Tax button.
15.
The Update Transaction Tax page enables you to modify a supplier site's tax
information.
Page 28
Training Guide
Step
16.
Action
Click the Allow Tax Applicability option.
Page 29
Training Guide
Step
17.
Page 30
Action
Training Guide
Step
Action
18.
Click the Payment Details link.
19.
The Update Payment Details page enables you to modify a supplier's payment
methods and payment attributes.
Page 31
Training Guide
Step
Action
20.
Click the Default option.
21.
22.
Click the Invoice Management link.
23.
The Invoice Management page enables you to enter and generate the invoice for a
transaction.
Page 32
Training Guide
Step
24.
Action
Click the Invoice Match Option list.
Page 33
Training Guide
Step
25.
Page 34
Action
Click the Purchase Order list item.
Training Guide
Step
26.
Action
Page 35
Training Guide
Step
27.
Page 36
Action
Click the Always Take Discount option.
Training Guide
Step
28.
Action
Click the Create Interest Invoice option.
Page 37
Training Guide
Step
29.
Page 38
Action
Click the Terms tab.
Training Guide
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
Page 39
Training Guide
Step
1.
Action
2.
3.
4.
5.
Page 40
Training Guide
Step
Action
6.
7.
Enter the desired information into the Supplier Name field. Enter "GE".
8.
9.
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.
Page 41
Training Guide
Procedure
Step
Action
1.
Begin by navigating to the Supplier Merge page.

2.
3.
4.
Click the Supplier Merge link.
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.
Page 42
Training Guide
Step
Action
6.
Click in the From Supplier Name field.
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.
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.
11.
Click in the To Supplier Name field.
12.
Enter the desired information into the To Supplier Name field. Enter "GE
GLOBAL".
13.
Click the File menu.
Page 43
Training Guide
Step
Action
or
Press [Alt+F].
14.
Click the New menu.

or
Press [N].
15.
Click in the From Supplier Name field.
16.
Enter the desired information into the From Supplier Name field. Enter "GE
INFOTECH".
17.
Click in the From Supplier Site field.
18.
Enter the desired information into the From Supplier Site field. Enter "INFOTECH1
ADD".
19.
Click the Copy Site option.
20.
Click in the To Supplier Name field.
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.
or
Press [Alt+M].
23.
Click the OK button.

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.
Page 44
Training Guide
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
Step
1.
Action
Begin by navigating to the Requests page.
Page 45
Training Guide
Step
Action
2.
Click the System Administrator link.
3.
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].
Page 46
Training Guide
Step
10.
Action
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
11.
Action
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
Page 47
Training Guide
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
Step
Action
1.

2.
3.
4.
5.
Page 48
Training Guide
Step
Action
6.
7.
Enter the desired information into the Supplier Name field. Enter "GE SYSTEM".
8.
Page 49
Training Guide
Step
Action
9.
Click the Organization link.
10.
In the Suppliers: Organization page you can define the hierarchy between a
subsidiary and it's parent company.
Page 50
Training Guide
Step
11.
Action
Click the Parent Supplier Name list.
Page 51
Training Guide
Step
12.
Page 52
Action
Click the GE Capital list item.
Training Guide
Step
Action
13.
Click in the Save field.
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
Page 53
Training Guide
Step
Action
1.

2.
3.
4.
5.
The Suppliers page enables you to enter an employee as a supplier manually by using
the Create Supplier button.
Page 54
Training Guide
Step
Action
6.
Click the Create Supplier button.
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.
Page 55
Training Guide
Step
8.
Page 56
Action
Click the Supplier Type list.
Training Guide
Step
9.
Action
Click the Supplier used to process expense payments to internal employees list
item.
Page 57
Training Guide
Step
10.
Page 58
Action
Click in the Employee Name field.
Training Guide
Step
11.
Action
Enter the desired information into the Employee Name field. Enter "Frans, Hans
Fritz ( Hans)".
Page 59
Training Guide
Step
12.
Page 60
Action
Click in the Operating Unit field.
Training Guide
Step
13.
Action
Enter the desired information into the Operating Unit field. Enter "Vision
Operations".
Page 61
Training Guide
Step
14.
Page 62
Action
Click in the Supplier Number field.
Training Guide
Step
15.
Action
Enter the desired information into the Supplier Name field. Enter "9193".
Page 63
Training Guide
Step
Action
16.
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
Page 64
Training Guide
Step
1.
Action
Begin by navigating to the Supplier page.
Page 65
Training Guide
Step
2.
Page 66
Action
Click the Expand button.
Training Guide
Step
Action
3.
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.
Page 67
Training Guide
Step
Action
6.
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.
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.
11.
Once you click the update button on the previous page, all the details of the supplier
defaults in respective fields.
Page 68
Training Guide
Step
Action
12.
Click the Address Book link.
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.
Page 69
Training Guide
Step
14.
Page 70
Action
Select the first address for this exercise.
Click the Manage Sites button.
Training Guide
Step
Action
15.
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.
Page 71
Training Guide
Step
17.
Page 72
Action
Training Guide
Step
Action
18.
19.
You have completed Adding a New Supplier Site procedure.

End of Procedure.
Page 73
Managing Invoices
Managing Invoices includes information on invoice batches, quick invoices, managing and
approving invoices, adjusting invoices, and entering invoices.
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
Step
Action
1.
You begin by navigating to the Invoice Batches page.

2.
3.
Click the Invoice Batches link.
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.
Page 76
Training Guide
Step
Action
5.
Click in the Batch Name field.
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.
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.
Page 77
Training Guide
Step
Action
10.
Click in the Trading Partner field.
11.
Enter the desired information into the Trading Partner field. Enter "GE SYSTEM".
12.
Click in the Invoice Date field.
13.
Enter the desired information into the Invoice Date field. Enter "28-NOV-2007".
14.
Click in the Invoice Num field.
15.
Enter the desired information into the Invoice Num field. Enter "I BATCH1".
16.
17.
Click in the Invoice Amount field.
18.
Enter the desired information into the Invoice Amount field. Enter "1000".
19.
20.
Click in the Distribution Set field.
21.
Enter the desired information into the Distribution Set field. Enter "ADV".
22.
Click the 2 Lines tab.
Page 78
Training Guide
Step
23.
Action
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.
25.
Enter the desired information into the Amount field. Enter "1000".
26.
27.
28.
29.
Enter the desired information into the Trading Partner field. Enter "GE SYSTEM".
30.
31.
Enter the desired information into the Invoice Num field. Enter "I BATCH2".
32.
33.
34.
35.
36.
37.
38.
39.
40.
41.
42.
Click the Close button.
Page 79
Training Guide
Step
43.
Action
Invoice Validation checks the matching, tax, period status, exchange rate, and
distribution information for invoices you enter.
Click the Validate 1 button.
or
Press [Alt+a].
44.

or
Press [Alt+O].
45.

or
Press [Alt+O].
46.
Click the View menu.

or
Press [Alt+V].
47.
Page 80
Click the Requests menu.
Training Guide
Step
Action
or
Press [R].
Step
Action
48.
49.
50.
51.

or
Press [Alt+i].
Page 81
Training Guide
Step
52.
Action
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
Page 82
Training Guide
Step
Action
1.
Begin by navigating to the Invoice Workbench page.

2.
3.
Click the Invoices link.
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.
Page 83
Training Guide
Step
Action
5.
6.
Enter the desired information into the Trading Partner field. Enter "GE GLOBAL".
7.
8.
9.
10.
Enter the desired information into the Invoice Num field. Enter "INV WRKB".
11.
12.
13.
14.
15.
16.
Page 84
Training Guide
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.
18.
19.
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.
or
Press [Alt+c].
Page 85
Training Guide
Step
Action
21.
Invoice Validation checks the matching, tax, period status, exchange rate, and
Click the Validate option.
22.

or
Press [Alt+K].
Step
23.
Action
or
Press [Alt+c].
Page 86
Training Guide
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.
25.

or
Press [Alt+K].
Page 87
Training Guide
Step
Action
26.
27.
Click in the Payment Date field.
28.
Enter the desired information into the Payment Date field. Enter "30-NOV-2007".
29.
Click in the Bank Account field.
30.
Enter the desired information into the Bank Account field. Enter "BofA-204".
31.
32.
Click in the Payment Document field.
33.
Enter the desired information into the Payment Document field. Enter "Check".
34.

or
Press [Alt+A].
Page 88
Training Guide
Step
Action
35.
The Create Accounting option enables you to create accounting entries for each
invoice.
Click the Create Accounting option.
36.
Click the Final Post option.
37.

or
Press [Alt+O].
Page 89
Training Guide
Step
38.
Action
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.
Page 90
Training Guide
Procedure
Step
Action
1.

2.
3.
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.
Page 91
Training Guide
Step
Action
5.
Click in the Type field.
6.
Enter the desired information into the Type field. Enter "Prepayment".
7.
8.
9.
10.
11.
12.
Enter the desired information into the Invoice Num field. Enter "I PRE1".
13.
14.
15.
16.
17.
Page 92
Training Guide
Step
Action
18.
19.
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.
22.
23.

or
Press [Alt+c].
Page 93
Training Guide
Step
Action
24.
The Validate option checks the matching, tax, period status, exchange rate, and
25.

or
Press [Alt+K].
Step
26.
Action
or
Press [Alt+c].
Page 94
Training Guide
Step
Action
27.
The Create Accounting option enables you to create accounting entries for each
invoice.
28.
29.

or
Press [Alt+K].
Page 95
Training Guide
Step
30.
Action
or
Press [Alt+O].
Page 96
Training Guide
Step
31.
Action
or
Press [Alt+c].
Page 97
Training Guide
Step
Action
32.
The Pay in Full... option opens the Payments page so you can pay selected scheduled
payments.
33.

or
Press [Alt+K].
Page 98
Training Guide
Step
Action
34.
35.
36.
37.
38.
39.
40.
Click in the Payment Document field.
41.
Enter the desired information into the Payment Document field. Enter "Check".
42.

or
Press [Alt+A].
Page 99
Training Guide
Step
Action
43.
44.
45.

or
Press [Alt+O].
Page 100
Training Guide
Step
46.
Action
or
Press [Alt+O].
47.
Page 101
Training Guide
Step
48.
Page 102
Action
Training Guide
Step
Action
49.
Click the Invoices list item.
50.
Click the Open button.

or
Press [Alt+O].
51.

or
Press [Alt+O].
52.
53.

or
Press [Alt+O].
54.
Now you will use the Invoice Workbench page to enter an invoice directly into the
Payables system. This is being used at this stage because an invoice needs immediate
payment.
Page 103
Training Guide
Step
Action
55.
56.
57.
58.

or
Press [Alt+O].
59.
60.
61.
Enter the desired information into the Invoice Num field. Enter "INV PRE1".
62.
63.
64.
65.
Page 104
Training Guide
Step
Action
66.
67.
68.
69.

or
Press [Alt+c].
Step
Action
70.
Click the Apply/Unapply Prepayment... option.
71.

or
Press [Alt+K].
Page 105
Training Guide
Step
72.
Step
Action
Use the Apply/Unapply Prepayments page to manually apply prepayment invoices
to standard invoices. Since the recouped amounts are calculated during the matching
process, they are defaulted and are available upon entering this page. The amount
remaining in the payment schedules is adjusted based on both the retained and
recouped amounts.
Action
73.
Click the Apply option.
74.
Click the Apply/Unapply button.

or
Press [Alt+A].
75.
Page 106
Training Guide
Step
76.
Action
or
Press [Alt+c].
Page 107
Training Guide
Step
Action
77.
78.

or
Press [Alt+K].
Page 108
Training Guide
Step
79.
Action
or
Press [Alt+c].
Page 109
Training Guide
Step
Action
80.
81.
82.

or
Press [Alt+K].
Page 110
Training Guide
Step
83.
Action
or
Press [Alt+O].
84.
You have completed Managing Prepayments procedure.

End of Procedure.
Managing Credit and Debit Memos

Credit Memos are memos from a supplier representing a credit amount toward goods or services.
Credit memos are always negative amounts. Debit Memos are invoices you enter to record a
credit for a supplier who does not send you a credit memo.
Enter a credit or debit memo to record a credit for goods or services purchased. Credit/debit
memos are netted with basic invoices at payment time.
In this topic you will manage credit and debit memos.
Page 111
Training Guide
Procedure
Step
Action
1.

2.
3.
4.
In the Invoice Workbench page enter either the Credit Memo or Debit Memo Invoice
Type. Enter a negative invoice amount and all basic invoice information.
Page 112
Training Guide
Step
Action
5.
6.
Enter the desired information into the Type field. Enter "Credit Memo".
7.
8.

or
Press [Alt+O].
9.
10.
11.
12.
13.
Enter the desired information into the Invoice Num field. Enter "I CREDIT1".
14.
15.
Page 113
Training Guide
Step
Action
16.
Enter the desired information into the Invoice Amount field. Enter "-1000".
17.
18.
19.
20.
The Quick Credit option is used to create a credit or debit to completely reverse an
existing invoice record.
Click the Quick Credit option.
21.
Click in the Credited Invoice field.
22.
Enter the desired information into the Credited Invoice field. Enter "I CREDIT".
23.
Click the Match Action list.
Page 114
Training Guide
Step
Action
24.
Match Action denotes the match level.

Click the Invoice list item.
25.

Step
26.
Action
or
Press [Alt+c].
Page 115
Training Guide
Step
Action
27.
28.

or
Press [Alt+K].
Page 116
Training Guide
Step
29.
Action
or
Press [Alt+c].
Page 117
Training Guide
Step
Action
30.
The Create Accounting option enables you to create accounting entries for the
invoice.
31.
32.

or
Press [Alt+K].
Page 118
Training Guide
Step
33.
Action
or
Press [Alt+O].
Page 119
Training Guide
Step
34.
Action
or
Press [Alt+c].
Page 120
Training Guide
Step
Action
35.
Pay in Full option opens the Payments page so you can pay selected scheduled
payments.
36.

or
Press [Alt+K].
Page 121
Training Guide
Step
Action
37.
38.
39.
40.
41.
42.
43.
Click in the Document Num field.
44.
Enter the desired information into the Document Num field. Enter "5001".
45.

or
Press [Alt+A].
Page 122
Training Guide
Step
Action
46.
47.
48.

or
Press [Alt+O].
Page 123
Training Guide
Step
49.
Action
or
Press [Alt+O].
50.
You have completed Managing Credit and Debit Memos procedure.

End of Procedure.
Creating Quick Invoices

The Quick Invoices page is the quickest way to enter most invoices. This page lets you enter a
large volume of invoices that do not require extensive online validation or extensive online
defaulting of values. Payables uses information you enter in the Quick Invoices page to create
invoices in Payables.
In this topic, you will create quick invoices.
Procedure
Page 124
Training Guide
Step
Action
1.
Begin by navigating to the Quick Invoices page.

2.
3.
Click the Quick Invoices link.
4.
When you navigate to the Quick Invoices page, the Quick Invoices Identification
page opens. Use this window to assign Source and Batch names to the invoice records.
Page 125
Training Guide
Step
Action
5.
Click in the Batch field.
6.
Enter the desired information into the Batch field. Enter "INV03".
7.
Click the Enter button.

or
Press [Alt+n].
8.
Use the Quick Invoices page to enter quick invoice records.
9.
Enter the invoice header information. The required fields are Supplier or Supplier
Num, Site, Invoice Amount, and Line Type.
Page 126
Training Guide
Step
Action
10.
11.
Enter the desired information into the Type field. Enter "Standard".
12.
13.
Enter the desired information into the Invoice Num field. Enter "QINV02".
14.
15.
16.
Click in the Supplier field.
17.
Enter the desired information into the Supplier field. Enter "GE Capital".
18.
Click in the Site field.
19.
Enter the desired information into the Site field. Enter "BOSTON".
20.
21.
22.
Enter at least one invoice line. The required fields are Line Type and Amount.
Page 127
Training Guide
Step
Action
23.
Click in the Line Number field.
24.
Enter the desired information into the Line Number field. Enter "1".
25.
26.
Enter the desired information into the Type field. Enter "Item".
27.
28.
29.
Click in the Account field.
30.
Enter the desired information into the Account field. Enter "01-420-7110-0000-000".
31.
Choose the Create Invoices button. Payables submits the Payables Open Interface
Import Program for the invoice records that match the Source and Batch parameters
you specify in the Create Invoices page.
Click the Create Invoices button.
or
Press [Alt+C].
Page 128
Training Guide
Step
32.
Action
or
Press [Alt+O].
33.

or
Press [Alt+O].
Step
34.
Action
You can now view your request using the concurrent manager.
or
Press [Alt+V].
35.
Page 129
Training Guide
Step
Action
or
Press [R].
Step
Action
36.
37.
38.
39.

or
Press [Alt+i].
40.
Page 130
You have completed the Creating Quick Invoices procedure.

End of Procedure.
Training Guide
Entering Self-Service Invoices

Oracle Payables integrates with Oracle iSupplier Portal to enable suppliers to create, submit, and
view self service invoices. Suppliers with an iSupplier Portal account can create invoices for:
Open, approved, standard, or blanket purchase orders that are not fully billed; items from multiple
purchase orders; and items for which there is no purchase order.
In this topic, you will enter self-service invoices.
Procedure
Step
Action
1.
Begin by navigating to the iSupplier Portal page.

Click the Home Page link.
2.
Suppliers can use iSupplier Portal page to view self-service invoices, including any
retainage and recoupment information for Contract Financing Invoices.
In addition, iSupplier Portal also allows suppliers to request advances. Suppliers can
only request advances if the advances were pre-approved on the purchase order.
Page 131
Training Guide
Step
Action
3.
4.
Click the Create Invoices link.
5.
Click the Create Invoice list item.
6.
Click the Without a PO list item.
7.
8.
The supplier's information is defaulted from the supplier setup.
Page 132
Training Guide
Step
Action
9.
Click in the Remit To field.
10.
You have to select a Remit To address for payment purposes.

Enter the desired information into the Remit To field. Enter "BOSTON".
Page 133
Training Guide
Step
Action
11.
Click in the Invoice Number field.
12.
Enter the desired information into the Invoice Number field. Enter "SSINV22".
Page 134
Training Guide
Step
13.
Action
Page 135
Training Guide
Step
14.
Page 136
Action
Enter the desired information into the Invoice Date field. Enter "10-Nov-2007".
Training Guide
Step
15.
Action
Click in the Currency field.
Page 137
Training Guide
Step
16.
Page 138
Action
The currency must be the same as the purchase order currency.
Enter the desired information into the Currency field. Enter "USD".
Training Guide
Step
17.
Action
Click in the Customer Tax Payer ID field.
Page 139
Training Guide
Step
Action
18.
Enter the desired information into the Customer Tax Payer ID field. Enter
"SYS11100".
19.
The Requestor is the person who is responsible for approving the invoice in Payables.
Page 140
Training Guide
Step
20.
Action
Click in the Requester Email field.
Page 141
Training Guide
Step
21.
Page 142
Action
Enter the desired information into the Requester Email field. Enter
"stock.pat@vision.com".
Training Guide
Step
22.
Action
Click the Amount button.
Page 143
Training Guide
Step
23.
Page 144
Action
Training Guide
Step
24.
Action
Click the Next button.
Page 145
Training Guide
Step
Action
25.
26.
Click the Submit button.
27.
Once you submit the invoice, it is entered in Payables as a Standard Invoice Request.
Payables automatically initiates the Invoice Approvals Workflow even if you set the
Require Validation Before Approval Payables Option to No.
28.
You have completed Entering Self-Service Invoices procedure.

End of Procedure.
Approving Invoices
Oracle Payables integrates with Oracle Approvals Management and Oracle Workflow to approve
invoices.
The Invoice Approval Workflow process uses Oracle Approvals Management and Oracle
Workflow to enable you to define business rules to determine who approves invoices and how
they will be routed for approval to different approvers.
In this topic, you will approve invoices using Oracle Approvals Management and the Invoice
Approval Workflow process.
Page 146
Training Guide
Procedure
Step
Action
1.
Begin by navigating to the Business Analyst Dashboard page.

Click the Approvals Management Business Analyst link.
2.
You will use the Business Analyst Dashboard page to access the Payables Invoice
Approval page.
Before you approve an invoice, you will use the Payables Invoice Approval page to
create conditions and rules to associate with the invoice that is to be approved.
In the Transaction Types region, select the Setup icon corresponding to the Payables
Invoice Approval link.
Page 147
Training Guide
Step
Action
3.
Click the Setup button.
4.
Click on Conditions in the Setup tab in the Payables Invoice Approval page to
create a condition.
Page 148
Training Guide
Step
5.
Action
Click the Conditions link.
Page 149
Training Guide
Step
Action
6.
7.
Click in the Attribute field.
Page 150
Training Guide
Step
8.
Action
Enter the desired information into the Attribute field. Enter
"SUPPLIER_INVOICE_AMOUNT".
Page 151
Training Guide
Step
9.
Page 152
Action
Click the Currency Code list.
Training Guide
Step
10.
Action
Click the USD list item.
Page 153
Training Guide
Step
11.
Page 154
Action
Click in the Value field.
Training Guide
Step
12.
Action
Enter the desired information into the Value field. Enter "11450".
Page 155
Training Guide
Step
13.
Page 156
Action
Training Guide
Step
Action
14.
Click the Rules tab.
15.
Use the Rules tab in the Payables Invoice Approval page to create a rule to associate
with the invoice you will approve.
Page 157
Training Guide
Step
Action
16.
17.
In the Rules tab, you will create a rule in four steps:

In the first step, you will enter rule details like name, rule type, item class, and start
and end dates.
In the second step, you will select the condition you created and add it to the rule you
are creating now.
In the third step, you will add an action type to the rule.
In the fourth step, you will review the information and create your rule.
18.
Click in the Name field.
19.
Enter the desired information into the Name field. Enter "Rule1 for Invoice Amount
= 11450 USD".
20.
21.
Click the Add Condition button.
22.
23.
Click the Continue button.
24.
Page 158
Training Guide
Step
Action
25.
Click the Action Type list.
26.
Click the Supervisory level list item.
27.
Click in the Action field.
28.
Enter the desired information into the Action field. Enter "Require approvals up to
the first supervisor, at most.".
29.
30.
Click the Finish button.
Step
Action
31.
Navigate to the Payables Options page using the Home link.

Click the Home link.
32.
33.
Page 159
Training Guide
Step
Action
34.
Click the Payables Options link.
35.
Use the Find Payables Options page to navigate to the Payables Options, Vision
Operations.
Step
36.
Action
or
Press [Alt+i].
37.
Page 160
Click on the Approval tab to access and enable the options to approve invoices.
Training Guide
Step
Action
38.
Click the Approval tab.
39.
Enable Use Invoice Approval Workflow if you want to use the Invoice Approval
Workflow feature to automate your invoice approval process.
The workflow determines if an invoice needs any individuals to approve payment of
the invoice, and if so, automatically routes the invoice to designated approvers who
then approve or reject the invoice.
When you enable this option, almost all invoices must be processed by the Invoice
Approval Workflow.
40.
Click the Use Invoice Approval Workflow option.
41.
Enable Allow Force Approval if you want to allow accounts payable processors to
override the workflow and manually approve invoices by using the Force Approval
option in the Invoice Actions window.
You might want to force approve an invoice if the Invoice Approval Workflow does
not complete for an invoice, or if you have authority to pay an invoice without using
the workflow process.
42.
Click the Allow Force Approval option.
Page 161
Training Guide
Step
Action
43.
44.
Step
45.
Action
or
Press [Alt+O].
46.
Navigate to the Invoice Workbench page from the Entry link.
47.

or
Press [Alt+O].
48.
49.
Page 162
Training Guide
Step
Action
or
Press [Alt+O].
50.
Step
The Invoice Workbench is a group of windows that you use to enter, adjust, and
review your invoices and invoice batches.
Action
51.
52.
Enter the desired information into the Trading Partner field. Enter "GE Capital".
53.
54.
55.
56.
Enter the desired information into the Invoice Num field. Enter "INVB01".
57.
58.
Page 163
Training Guide
Step
Action
59.
60.
61.
62.
63.
64.

or
Press [Alt+c].
65.
Step
66.
Page 164
You will use the Invoice Actions page to first validate and then initiate the approval of
the invoice.
Action
Training Guide
Step
67.
Action
or
Press [Alt+K].
Step
68.
Action
Click the Folder menu.
or
Press [Alt+l].
69.
Click the Show Field... menu.

or
Press [F].
Page 165
Training Guide
Step
70.
Action
In the Show Field page, run a search using Requestor.
The requester, who initiated the purchase of the line item, is one way of identifying the
starting approver in the approval hierarchy using the business rules defined in Oracle
Approvals Management.
71.
Click in the Find field.
72.
Enter the desired information into the Find field. Enter "Requester".
73.

or
Press [Alt+F].
74.

or
Press [Alt+O].
75.
Enter the desired information into the Requester field. Enter "Stock, Ms. Pat".
76.

or
Press [Alt+c].
Page 166
Training Guide
Step
Action
77.
Click the Initiate Approval option.
78.

or
Press [Alt+K].
Page 167
Training Guide
Step
79.
Page 168
Action
Click in the Approval field.
Training Guide
Step
Action
80.
81.
Navigate to the Notifications page.

Click the Workflow User Web Applications link.
82.
Click the Notifications link.
83.
Your entire worklist will display in the Notifications page.

Select the invoice that is pending approval.
Page 169
Training Guide
Step
84.
Page 170
Action
Click the Invoice INV51 from GE Capital requires your approval link.
Training Guide
Step
85.
Action
Click the Approve button.
Page 171
Training Guide
Step
Action
86.
Navigate back to the Invoice Workbench page.

Click the vertical object.
87.
88.
89.
In the Invoice Workbench page, use the Invoice Number to run a query to see the
status of the invoice you have approved.
Page 172
Training Guide
Step
90.
Action
or
Press [Alt+V].
91.
Point to the Query By Example menu.
92.
Click the Enter menu.

or
Press [E].
93.
94.
Enter the desired information into the Invoice Num field. Enter "INVB01".
95.

or
Press [Alt+V].
96.
Page 173
Training Guide
Step
97.
Action
Click the Run menu.
or
Press [R].
98.
You have completed approving invoices using Oracle Approvals Management and the
Invoice Approval Workflow process.
End of Procedure.
Managing Invoice Holds

You can manage your invoices using the Supplier:Invoice Management page to specify the
defaults and controls for supplier invoices and to specify the payment details related to supplier
invoices.
In this topic, you will manage invoices using the Supplier:Invoice Management page.
Procedure
Page 174
Training Guide
Step
Action
1.

2.
3.
4.
The Invoice Workbench is a group of pages that you use to enter, adjust, and review
your invoices and invoice batches.
The primary window in the Invoice Workbench is the Invoices page. The Invoices
page is divided into the following regions:
Invoice Header
General
Lines
Holds
View Payments
Scheduled Payments
View Prepayment Applications
You will use the Invoice Workbench to find invoices, using different criteria like for
example, the Invoice Number.
Page 175
Training Guide
Step
5.
Action
or
Press [Alt+V].
6.
7.

or
Press [E].
8.
9.
Enter the desired information into the Invoice Num field. Enter "INV16".
10.

or
Press [Alt+V].
11.
12.
Click the Run menu.

or
Press [R].
13.
The Lines region of the Invoice Workbench enables you to capture all of the
information necessary for generating accounting entries and integrating with other
Oracle Applications such as Assets, Grants Account,
Inventory, Projects, Purchasing, Property Manager, and Receivables.
14.
Click the 3 Holds tab.
15.
Page 176
Training Guide
Step
Action
16.
Navigate to the Suppliers: Invoice Management page.

Click the Suppliers list item.
17.

or
Press [Alt+O].
18.

or
Press [Alt+O].
19.
In the Suppliers page, begin with a query using the Supplier Name.
Page 177
Training Guide
Step
Action
20.
21.
Enter the desired information into the Supplier Name field. Enter "GE Medical
Systems".
22.
Page 178
Training Guide
Step
Action
23.
Click the Invoice Management link.
24.
In the Suppliers: Invoice Management page, you can enable the Hold All Payments,
Invoice Amount Limit, Hold Unvalidated Invoices, or Hold Unmatched Invoices
options for supplier
sites.
You also have the option of specifying an Invoice Amount Limit for a supplier site.
You can also specify holds at the Supplier level, but Payables only uses these values to
provide defaults for new supplier sites that you enter.
25.
In the Invoice Amount Limit field, if you enter an invoice for a supplier site that
exceeds a pre-specified invoice amount limit,
Payables will automatically place the invoice on an Amount Hold during the Invoice
Validation process.
Page 179
Training Guide
Step
26.
Page 180
Action
Training Guide
Step
27.
Action
Enter the desired information into the Next field. Enter "112".
Page 181
Training Guide
Step
Action
28.
29.
Page 182
Training Guide
Step
30.
Action
or
Press [Alt+O].
31.
Navigate back to the Invoice Workbench.
32.

or
Press [Alt+O].
33.
34.

or
Press [Alt+O].
35.
In the Invoice Workbench, query on the invoice you are managing, using the invoice
number.
Page 183
Training Guide
Step
36.
Action
or
Press [Alt+V].
37.
38.

or
Press [E].
39.
40.
41.

or
Press [Alt+V].
42.
Page 184
Training Guide
Step
43.
Action
Click the Run menu.
or
Press [R].
44.

or
Press [Alt+c].
45.
Step
Use the Invoice Actions page to carry out the validation.
Action
46.
47.

or
Press [Alt+K].
Page 185
Training Guide
Step
48.
Action
You have completed managing invoices using the Supplier:Invoice Management
page.
End of Procedure.
Reviewing Invoice Notices

You have to generate a standard invoice notice to send to a supplier to inform them about one or
more invoices you have entered. Payables generates one type of notice for a Standard invoice.
In this topic, you will review invoice notices.
Procedure
Step
1.
Page 186
Action
Begin by navigating to the Invoices page.
Training Guide
Step
Action
2.
3.
4.
You can review invoices in either the Invoice Workbench or the Invoice Overview
page. If you want to be able to enter complex query criteria, review multiple invoices,
or review all details about invoices, use the Invoice Workbench.
Step
5.
Action
or
Press [Alt+V].
6.
7.
Page 187
Training Guide
Step
Action
or
Press [E].
8.
9.
Enter the invoice number for which you want to create an invoice notice.
10.

or
Press [Alt+V].
11.
12.
Click the Run menu.

or
Press [R].
13.

or
Press [Alt+c].
14.
Page 188
In the Invoice Actions page, you select the option Print Notice. Payables submits a
concurrent request to print the invoice notice.
Training Guide
Step
Action
15.
Click the Print Notice option.
16.

or
Press [Alt+K].
17.

or
Press [Alt+O].
Page 189
Training Guide
Step
18.
Action
or
Press [Alt+V].
19.

or
Press [R].
Page 190
Training Guide
Step
Action
20.
21.
22.
23.

or
Press [Alt+i].
Page 191
Training Guide
Step
24.
Action
or
Press [Alt+p].
25.
Review the Invoice Notice.
26.
You have completed the Reviewing Invoice Notices procedure.

End of Procedure.
Managing Recurring Invoices

You can enter invoices for periodic expenses for which you may not receive invoices, such as
rent. To enter recurring invoices, define a recurring invoice template, then create invoices based
on that template. With a recurring invoice template, you can do the following:
Specify the intervals in which recurring invoices will be created.
Create up to two special one-time invoice amounts of a non-standard amount, such as a deposit
or balloon payment.
Define recurring invoices to increase or decrease by a fixed percentage from period to period.
Recurring Invoices can also be used to create debit memos.
In this topic, you will enter a recurring invoice.
Page 192
Training Guide
Procedure
Step
Action
1.
Begin by navigating to the Recurring Invoices page.

2.
3.
Click the Recurring Invoices link.
4.
Use the Recurring Invoices page to create a new recurring invoice.
Page 193
Training Guide
Step
Action
5.
Click in the Supplier: Name field.
6.
Enter the desired information into the Supplier: Name field. Enter "GE Capital".
7.
Click in the Supplier: Site field.
8.
Enter the desired information into the Supplier: Site field. Enter "BOSTON".
9.
Click in the Calendar: Name field.
10.
Enter the desired information into the Calendar: Name field. Enter "Monthly".
11.
Click in the Calendar: Number of Periods field.
12.
Enter the total number of invoices you want to create over the life of the template.
Enter the desired information into the Calendar: Number of Periods field. Enter "3".
13.
Click in the Calendar: First Period field.
14.
In the first field, enter the first period for which you want to create an invoice.
Enter the desired information into the Calendar: First Period field. Enter "Oct-07".
15.
Click in the Number field.
16.
Enter the desired information into the Number field. Enter "REC03".
Page 194
Training Guide
Step
Action
17.
Click the Line Definition tab.
18.
Click in the Distribution Origin: Set Name field.
19.
Enter the desired information into the Distribution Origin: Set Name field. Enter
"ADV".
20.
Click the Amounts tab.
21.
Enter the desired information into the First Amount field. Enter "1000".
22.
Click in the Number of Invoices field.
23.
Enter the desired information into the Number of Invoices field. Enter "3".
24.
Click the Create Recurring Invoices... button.

or
Press [Alt+C].
25.
Use the Create Invoices page to review the recurring invoices that you have created.
Page 195
Training Guide
Step
26.
Action
or
Press [Alt+O].
Step
27.
Action
or
Press [Alt+O].
28.

or
Press [Alt+O].
29.
30.
Page 196
Training Guide
Step
Action
or
Press [Alt+O].
31.
Step
32.
Use the Invoice Workbench page to create a new invoice or view an existing
recurring invoice.
Action
or
Press [Alt+V].
33.
34.

or
Press [E].
35.
Page 197
Training Guide
Step
Action
36.
37.
Enter the desired information into the Invoice Num field. Enter "REC03%".
38.

or
Press [Alt+V].
39.
40.
Click the Run menu.

or
Press [R].
41.
You have entered a recurring invoice.

End of Procedure.
Managing Mixed Invoices

Mixed Invoices are invoices or credit/debit memos for which you can match to purchase orders
and to other invoices. Mixed invoices can be either positive or negative values. However, you can
only match a negative amount mixed invoice to a standard invoice.
In this topic, you will enter a mixed invoice.
Procedure
Page 198
Training Guide
Step
Action
1.

2.
3.
Use the Invoice Workbench page to enter any kind of invoice.
Page 199
Training Guide
Step
Action
4.
5.
Mixed invoices can have positive or negative lines.

Enter the desired information into the Type field. Enter "Mixed".
6.
7.
8.
Enter the desired information into the Supplier Site Name field. Enter "BOSTON".
9.
10.
11.
12.
Enter the desired information into the Invoice Num field. Enter "MIX INV 05".
13.
14.
15.
16.
Page 200
Training Guide
Step
Action
17.
18.
19.
20.
21.
22.
Enter the desired information into the Amount field. Enter "-1000".
23.

or
Press [Alt+c].
24.
Use the Invoice Actions page to validate, validate related invoices, cancel invoices,
and apply/unapply prepayment report.
Page 201
Training Guide
Step
Action
25.
26.

or
Press [Alt+K].
27.
You have entered a mixed invoice

End of Procedure.
Managing Invoice Taxes

Oracle Payables integrates with Oracle E-Business Tax, the Oracle Applications tax engine, to
provide tax services for invoices. With this integration, E-Business Tax provides a central
repository for your invoice tax requirements. E-Business Tax does not provide tax services for
Withholding Taxes or 1099 Income Taxes.
Invoice tax lines capture the information that is used to determine the applicable taxes on a
transaction. Depending on the details of your tax setup, you can enter new tax lines and update
the calculation of existing tax lines.
In this topic, you will enter the invoice tax.
Procedure
Page 202
Training Guide
Step
Action
1.

2.
3.
4.
Use the Invoice Workbench page to create a new invoice or query for an existing
invoice for which you want add the invoice tax information.
Page 203
Training Guide
Step
5.
Action
or
Press [Alt+V].
6.
7.

or
Press [E].
8.
9.
10.

or
Press [Alt+V].
11.
Page 204
Training Guide
Step
12.
Action
Click the Run menu.
or
Press [R].
13.
Click the Tax Details button.

or
Press [Alt+x].
14.
Step
Use the Tax Lines Summary page to enter the invoice tax details.
Action
15.
Click in the Rate field.
16.
Enter the desired information into the Rate field. Enter "10".
17.
18.
Page 205
Training Guide
Step
Action
or
Press [Alt+O].
Step
Action
19.
20.
21.
Enter the desired information into the Invoice Amount field. Enter "116.9".
22.

or
Press [Alt+c].
23.
Page 206
Use the Invoice Actions page to validate, validate related invoices, cancel invoices,
and apply/unapply prepayment invoices.
Training Guide
Step
Action
24.
25.

or
Press [Alt+K].
26.
You have entered the invoice tax.

End of Procedure.
Entering Foreign Currency Invoices

When you enter an invoice in a currency other than your functional currency, Payables uses an
exchange rate to convert the invoice and invoice distributions into your functional currency for
creating journal entries.
In this topic, you will learn to enter foreign currency invoices.
Page 207
Training Guide
Procedure
Step
1.
Action
Begin by navigating to the Invoices Workbench page.
2.
3.
4.
The Invoice Workbench page enables you to enter, adjust, and review your invoices
and invoice batches.
Page 208
Training Guide
Step
Action
5.
6.
7.
Click in the Supplier Site Name field.
8.
9.
10.
11.
12.
Enter the desired information into the Invoice Num field. Enter "INV FRN 04".
13.
Click in the Invoice Curr field.
14.
Enter the desired information into the Invoice Curr field. Enter "CAD".
15.
16.
17.
Page 209
Training Guide
Step
Action
18.
19.
20.
21.
22.
23.
24.
25.

or
Press [Alt+c].
26.
Page 210
The Invoice Actions page enables you to select if a validation is required.
Training Guide
Step
Action
27.
28.

or
Press [Alt+K].
29.
You have completed the Entering Foreign Currency Invoices procedure.

End of Procedure.
Adjusting Invoices
For most invoice types, authorized users can make adjustments to invoice details, distributions,
and scheduled payments, even if the invoice has been accounted or paid.
After you make an adjustment to an invoice, you may need to submit Invoice Validation before
you can pay it. If you adjust payment terms or any scheduled payment information on a validated
invoice, you do not need to resubmit Invoice Validation.
In this topic, you will learn to adjust invoices.
Procedure
Page 211
Training Guide
Step
Action
1.

2.
3.
4.
The Invoice Workbench page enables you to enter, adjust, and review your invoices
and invoice batches.
Page 212
Training Guide
Step
5.
Action
or
Press [Alt+V].
6.
Click the Query By Example menu.
7.

or
Press [E].
8.
9.
10.

or
Press [Alt+V].
11.
Page 213
Training Guide
Step
12.
Action
Click the Run menu.
or
Press [R].
13.
14.
15.
16.
17.

or
Press [Alt+O].
18.
Click in the Num field.
19.
20.
21.

or
Press [Alt+c].
22.
Page 214
The Invoice Actions page enables you to select if the invoice adjustment needs to
submit a validation.
Training Guide
Step
Action
23.
24.

or
Press [Alt+K].
25.
You have completed the Adjusting Invoices procedure.

End of Procedure.
Page 215
Processing Payments
Processing Payments includes information on netting agreements and batches, refunds, debit
memos, invoice payment, voiding payments, and stopping payments.
Enter a netting agreement.
Enter netting batches.
Review netting batches.
Enter single payments.
Enter refunds.
Create debit memos for refunds.
Enter multiple payments.
Use the Payments Dashboard.
Create payment process request templates.
Void payments.
Stop a payment.
Set up bills payable.
View invoices.
View payments.
Entering a Netting Agreement

A netting agreement controls how a group of trading partners net Payables and Receivables
transactions. You can create a netting agreement for each group of trading partners that agrees to
net transactions. Netting agreements include the business rules that define the types of
transactions that may be selected for netting, and which suppliers and customers can be netted.
In this topic, you will enter a netting agreement.
Procedure
Training Guide
Step
1.
Action
Begin by navigating to the Netting Agreement page.
2.
3.
4.
Click the Netting Agreement link.
5.
The Netting Agreement page enables you to create a netting agreement for each
group of trading partners that agrees to net transactions. Netting agreements include
the business rules that define the types of transactions that may be selected for netting,
and which suppliers and customers can be netted.
Page 218
Training Guide
Step
Action
6.
Click the Create Agreement button.
7.
The Create Netting Agreement page create a netting agreement for each group of
trading partners that agrees to net transactions. Netting agreements include the
business rules that define the types of transactions that may be selected for netting, and
which suppliers and customers can be netted.
Page 219
Training Guide
Step
8.
Page 220
Action
Click in the Netting Agreement Name field.
Training Guide
Step
9.
Action
Enter the desired information into the Netting Agreement Name field. Enter
"Training".
Page 221
Training Guide
Step
10.
Page 222
Action
Click in the Netting Bank Account field.
Training Guide
Step
11.
Action
Enter the desired information into the Netting Bank Account field. Enter "AP/AR
Netting".
Page 223
Training Guide
Step
12.
Page 224
Action
Click in the Days Past Due field.
Training Guide
Step
13.
Action
Enter the desired information into the Days Past Due field. Enter "10".
Page 225
Training Guide
Step
14.
Page 226
Action
Click in the Invoice Type field.
Training Guide
Step
15.
Action
Enter the desired information into the Invoice Type field. Enter "Standard".
Page 227
Training Guide
Step
16.
Page 228
Action
Click in the Transaction Type field.
Training Guide
Step
17.
Action
Enter the desired information into the Transaction Type field. Enter "Invoice".
Page 229
Training Guide
Step
Action
18.
19.
The Select Trading Partners page enables you to enter values for the trading partner
priorities and select the suppliers and customers that are available for netting.
Page 230
Training Guide
Step
20.
Action
Click in the Supplier field.
Page 231
Training Guide
Step
21.
Page 232
Action
Enter the desired information into the Supplier field. Enter "Allied Manufacturing".
Training Guide
Step
22.
Action
Click in the Customer field.
Page 233
Training Guide
Step
23.
Page 234
Action
Enter the desired information into the Customer field. Enter "Vision".
Training Guide
Step
Action
24.
25.
The Review page enables you to review the information you have entered to create a
netting agreement.
Page 235
Training Guide
Step
Action
26.
27.
You have completed the Entering a Netting Agreement procedure.

End of Procedure.
Entering Netting Batches

The netting batch process uses the predefined information from the netting agreement, together
with the information defined in the netting batch, to select the netting business rules and
transactions for netting.
You can create a netting batch by using an existing netting agreement and entering the new datespecific parameters.
In this topic, you will enter netting batches.
Procedure
Page 236
Training Guide
Step
1.
Action
Begin by navigating to the Netting Batch page.
2.
3.
Click the Netting Batch link.
4.
The Netting Batch page enables you to create and view a netting batch.
Page 237
Training Guide
Step
Action
5.
Click the Create Batch button.
6.
The Create Netting Batch page enables you to create a netting batch by using an
existing netting agreement and entering the new date-specific parameters.
Page 238
Training Guide
Step
7.
Action
Page 239
Training Guide
Step
8.
Page 240
Action
Enter the desired information into the Batch Name field. Enter "Training 2007".
Training Guide
Step
9.
Action
Click in the Transaction Due Date field.
Page 241
Training Guide
Step
10.
Page 242
Action
Enter the desired information into the Transaction Due Date field. Enter "31-Dec2007".
Training Guide
Step
11.
Action
Click in the Settlement Date field.
Page 243
Training Guide
Step
12.
Page 244
Action
Enter the desired information into the Settlement Date field. Enter "15-Jan-2008".
Training Guide
Step
13.
Action
Click in the Exchange Rate Type field.
Page 245
Training Guide
Step
14.
Page 246
Action
Enter the desired information into the Exchange Rate Type field. Enter "Corporate".
Training Guide
Step
Action
15.
16.
You have completed the Entering Netting Batches procedure.

End of Procedure.
Reviewing Netting Batches

You can review, remove, or add transactions before submitting the netting batch. The Review and
Modify Netting Batch process is included in the netting process.
In this topic, you will review netting batches.
Procedure
Page 247
Training Guide
Step
1.
Action
Begin by navigating to the Netting Batch page.
2.
3.
Click the Netting Batch link.
4.
The Netting Batch page enables you to create and view a netting batch.
Page 248
Training Guide
Step
Action
5.
Click the Create Batch button.
6.
The Create Netting Batch page enables you to create a netting batch by using an
existing netting agreement and entering the new date-specific parameters.
Page 249
Training Guide
Step
7.
Page 250
Action
Training Guide
Step
8.
Action
Enter the desired information into the Batch Name field. Enter "Training
2007review".
Page 251
Training Guide
Step
9.
Page 252
Action
Click in the Transaction Due Date field.
Training Guide
Step
10.
Action
Enter the desired information into the Transaction Due Date field. Enter "31-Dec2007".
Page 253
Training Guide
Step
11.
Page 254
Action
Click in the Settlement Date field.
Training Guide
Step
12.
Action
Enter the desired information into the Settlement Date field. Enter "15-Jan-2008".
Page 255
Training Guide
Step
13.
Page 256
Action
Click the Submit Batch Without Review list.
Training Guide
Step
14.
Action
Click the Yes list item.
Page 257
Training Guide
Step
Action
15.
16.
The Search Netting Batch page enables you to search for a netting batch using
specific search criteria.
Page 258
Training Guide
Step
17.
Action
Page 259
Training Guide
Step
18.
Page 260
Action
Enter the desired information into the Batch Name field. Enter "Training 2007".
Training Guide
Step
19.
Action
Page 261
Training Guide
Step
Action
20.
21.
The Update Batch page enables you to review and update the netting batch details
before you submit.
Page 262
Training Guide
Step
Action
22.
23.
You have completed the Review Netting Batches procedure.

End of Procedure.
Entering Single Payments

When you want to create a single payment, rather than an entire payment batch, you either record
a manual payment you generated outside of Payables, or you can create a Quick payment (single
computer generated payment). You can record zero-amount payments if the bank account you
select allows them.
In this topic, you will enter single payments.
Procedure
Page 263
Training Guide
Step
1.
Action
Begin by navigating to the Payments Manager page.
2.
3.
Click the Payments Manager link.
4.
The Payments Dashboard page enables you to view details, confirm, and reject
payment process requests.
Page 264
Training Guide
Step
Action
5.
Click the Payment Process Requests tab.
6.
The Payment Process Requests page enables you to view, submit, and schedule
requests.
Page 265
Training Guide
Step
Action
7.
Click the Submit Single Request button.
8.
The Submit Payment Process Request page enables you to submit a single request
for payment.
Page 266
Training Guide
Step
9.
Action
Click in the Payment Process Request Name field.
Page 267
Training Guide
Step
10.
Page 268
Action
Enter the desired information into the Payment Process Request Name field. Enter
"Training Single Process Request".
Training Guide
Step
11.
Action
Click in the Use Template field.
Page 269
Training Guide
Step
12.
Page 270
Action
Enter the desired information into the Use Templates field. Enter "Progress Check
Straight Through Processing".
Training Guide
Step
13.
Action
Click in the Pay From Date field.
Page 271
Training Guide
Step
14.
Page 272
Action
Enter the desired information into the Pay From Date field. Enter "27-Dec-2007".
Training Guide
Step
15.
Action
Click in the Pay Through Date field.
Page 273
Training Guide
Step
16.
Page 274
Action
Enter the desired information into the Pay Through Date field. Enter "27-Dec-2007".
Training Guide
Step
17.
Action
Click in the Payee field.
Page 275
Training Guide
Step
18.
Page 276
Action
Enter the desired information into the Payee field. Enter "General Electric".
Training Guide
Step
19.
Action
Click the Specify option.
Page 277
Training Guide
Step
Action
20.
Click the Add button.
21.
The Search and Select: Add page enables you to search, select, and add a pay group
of your preference.
Page 278
Training Guide
Step
22.
Action
Page 279
Training Guide
Step
23.
Page 280
Action
Select the box before the EFT item.
Training Guide
Step
Action
24.
Click the Payment Attributes tab.
25.
The Payment Attributes tab enables you to enter payment details such as payment
date and bank account number.
Page 281
Training Guide
Step
Action
26.
Click the Processing tab.
27.
The Processing tab enables you to select the processing method of your preference.
28.
29.
You have completed the Entering Single Payments procedure.

End of Procedure.
Entering Refunds
Use the Payments page to record a refund payment for one or more outstanding Payables
documents. This enables you to close an open credit balance and maintain a full transaction
history for the supplier. The Payables documents you select must be in the same currency as the
refund currency, and the sum of the documents you select must equal the amount of the refund.
In this topic, you will enter refunds.
Procedure
Page 282
Training Guide
Step
1.
Action
Begin by navigating to the Payments page.
2.
3.
Click the Payments link.
4.
The Payments page enables you to pay debit balance with refunds.
Page 283
Training Guide
Step
Action
5.
6.
Enter the desired information into the Type field. Enter "Refund".
7.
8.
9.
Click in the Supplier Site field.
10.
Enter the desired information into the Supplier Site field. Enter "Danbury".
11.
12.
Enter the desired information into the Payment Date field. Enter "31-Dec-2007".
13.
Click in the Payment Amount field.
14.
Enter the desired information into the Payment Amount field. Enter "-100".
15.
16.
Enter the desired information into the Bank Account field. Enter "BoA-204".
Page 284
Training Guide
Step
Action
17.
Click in the Payment Currency field.
18.
Enter the desired information into the Payment Currency field. Enter "USD".
19.
Click in the Payment Method field.
20.
Enter the desired information into the Payment Method field. Enter "Check".
21.
Click in the Document Num field.
22.
Enter the desired information into the Document Num field. Enter "123456".
23.
24.
You have completed the Entering Refunds procedure.

End of Procedure.
Creating Debit Memos for Refunds

Enter a credit or debit memo to record a credit for goods or services purchased. Credit/debit
memos are netted with basic invoices at payment time.
In this topic, you will create debit memo for refunds.
Procedure
Page 285
Training Guide
Step
Action
1.

2.
3.
4.
Use the Invoice Workbench page to enter the debit or credit memo invoice type.
Page 286
Training Guide
Step
Action
5.
6.
Enter the desired information into the Type field. Enter "Debit Memo".
7.
8.
9.
10.
Enter the desired information into the Invoice Date field. Enter "28-DEC-2007".
11.
12.
Enter the desired information into the Invoice Num field. Enter "DM28DEC2007".
13.
14.
15.
Click in the Terms field.
16.
Enter the desired information into the Terms field. Enter "Immediate".
Page 287
Training Guide
Step
Action
17.
18.
19.
20.
21.
22.
Click in the Distribution Account field.
23.
Enter the desired information into the Distribution Account field. Enter "01-1107110-0000-000".
24.
25.
You have created debit memo for refunds.

End of Procedure.
Entering Multiple Payments

The Payments Manager, enables you to complete a pay run from start to finish by seamlessly
navigating between Oracle Payables and Oracle Payments. A pay run is the process by which a
group of invoices is selected and processed for payment.
The Payments Manager enables you to perform the following payment actions:
Create payment process request templates by specifying invoice selection criteria.
Use templates to automatically select invoices to pay that meet the criteria for payment.
Schedule pay runs.
Modify invoice selection and payment amounts.
Automatically submit invoices for processing and payment by scheduling payment process
requests.
Initiate payment instructions.
View the status of payments.
Void or record stop payments.
In this topic, you will submit a multiple payment process request.
Procedure
Page 288
Training Guide
Step
Action
1.
Begin by navigating to the Payments Dashboard page.

2.
3.
Page 289
Training Guide
Step
Action
4.
Click the Select Payment Process Request link.
5.
Use the Schedule Request: Name page to enter a new payment process request.
Page 290
Training Guide
Step
Action
6.
Click in the Request Name field.
7.
Enter the desired information into the Request Name field. Enter "Training 2007".
8.
9.
Use the Schedule Request: Parameters page to enter the parameters for your
payment process request.
Page 291
Training Guide
Step
Action
10.
Click in the Template Name field.
11.
Enter the desired information into the Template Name field. Enter "GE_Template".
12.
13.
Enter the desired information into the Payment Date field. Enter "15-Jan-2008".
14.
15.
Enter the desired information into the Pay Through Date field. Enter "01-Jan-2008".
16.
Click in the Pay From Date field.
17.
Enter the desired information into the Pay From Date field. Enter "01-Dec-2007".
18.
19.
Use the Schedule Request: Schedule page to schedule your payment process request.
Page 292
Training Guide
Step
Action
20.
21.
Use the Schedule Request: Notifications page to enter the recipients for the
notifications.
Page 293
Training Guide
Step
Action
22.
Click in the Recipient Name field.
23.
Enter the desired information into the Recipient Name field. Enter "Steve Williams".
Page 294
Training Guide
Step
24.
Action
Click the Create Question button.
Page 295
Training Guide
Step
Action
25.
26.
Use the Schedule Request: Printing page to enter the printing instructions for the
payment process request.
Page 296
Training Guide
Step
Action
27.
28.
Use the Schedule Request: Review page to review and submit the payment process
request.
Page 297
Training Guide
Step
Action
29.
30.
You have submitted a multiple payment process request.

End of Procedure.
Using the Payments Dashboard

Oracle Payables provides a Payments Dashboard page on the Home tab that your Payment
Managers can use to monitor all current pay run processing.
The Pending Actions region of the Payments Dashboard displays the status of your pay run
processes and indicates with a Start Action icon any payment processes that require attention.
Payment Managers can use the Payments Dashboard to perform the following tasks:
View payment processes that require action.
View payment processing progress in real-time.
Perform tasks for pay run processing using the links in the shortcuts section.
In this topic, you will monitor all the current payment process requests.
Page 298
Training Guide
Procedure
Step
Action
1.

2.
3.
4.
Use the Payments Dashboard page to view or run the payment process requests.
Page 299
Training Guide
Step
5.
Page 300
Action
Click the Refresh Status button.
Training Guide
Step
6.
Action
When you click the Start Action button for a specific payment process request, the
system automatically navigates you to the appropriate place to take the next action.
Click the Start Action button.
Page 301
Training Guide
Step
Action
7.
Click the Actions list.
8.
Click the Save and Refresh list item.
9.
10.
Click the Home tab.
Page 302
Training Guide
Step
Action
11.
Click the Create Template link.
12.
Use the Create Payment Process Request page to create a new payment process
request template.
Page 303
Training Guide
Step
13.
Page 304
Action
Click the Home tab.
Training Guide
Step
Action
14.
Click the Submit Single Payment Process link.
15.
Use the Schedule Request: Name page to submit a payment process request.
Page 305
Training Guide
Step
Action
16.
17.
You have monitored payment process requests using the payments dashboard.
End of Procedure.
Creating Payment Process Request Templates

Oracle Payables uses templates created in the Templates tab of the Payments Manager to simplify
pay run processing. A payment process request template predefines invoice selection criteria,
payment attributes, processing instructions, and specifies how validation failures should be
handled.
Payment process request templates enable you to:
Minimize data entry by saving you from re-keying frequently used values, which simplifies and
expedites pay runs.
Retrieve cash requirements for the selected payment invoices by running the Schedule Cash
Requirements Report.
Schedule payment process requests to run on a repeating basis.
Submit specific payment process requests by specifying a template that is used as a parameter.
Use a template as a starting point for submitting pay runs.
In this topic, you will create a payment process request template.
Page 306
Training Guide
Procedure
Step
Action
1.

2.
3.
Page 307
Training Guide
Step
Action
4.
Click the Create Template link.
5.
Use the Create Payment Process Request Template page to create a new payment
process template.
Page 308
Training Guide
Step
6.
Action
Click the Name button.
Page 309
Training Guide
Step
7.
Page 310
Action
Enter the desired information into the Name field. Enter "Training 2007".
Training Guide
Step
8.
Action
Click in the Additional Pay Through Days field.
Page 311
Training Guide
Step
9.
Page 312
Action
Additional pay through days is used to determine the Pay Through Date when you
initiate a payment process request.
Enter the desired information into the Additional Pay Through Days field. Enter "1".
Training Guide
Step
10.
Action
Enter the Pay Group for which you want to run the report.
Click the Pay Groups: Specify option.
Page 313
Training Guide
Step
Action
11.
Click the Pay Groups: Add button.
12.
Use the Search and Select: Add page to search and select the pay group.
Page 314
Training Guide
Step
13.
Action
Page 315
Training Guide
Step
14.
Page 316
Action
Click the EDI option.
Training Guide
Step
15.
Action
Click the Select button.
Page 317
Training Guide
Step
16.
Page 318
Action
To enter the currency in which the expense report will be paid. The default is from the
Send To supplier site, if a supplier site exists for the employee.
Click in the Payment Currencies: Specify field.
Training Guide
Step
17.
Action
Page 319
Training Guide
Step
18.
Page 320
Action
Click in the Search by Code field.
Training Guide
Step
19.
Action
Enter the desired information into the Go field. Enter "USD".
Page 321
Training Guide
Step
20.
Page 322
Action
Training Guide
Step
21.
Action
Click the USD option.
Page 323
Training Guide
Step
22.
Page 324
Action
Training Guide
Step
23.
Action
To enter an operating unit if you want to limit the program run to a single operating
unit.
Click the Operating Units: Specify option.
Page 325
Training Guide
Step
24.
Page 326
Action
Training Guide
Step
25.
Action
Click in the Search by field.
Page 327
Training Guide
Step
26.
Page 328
Action
Enter the desired information into the Go field. Enter "Vision Operations".
Training Guide
Step
27.
Action
Page 329
Training Guide
Step
28.
Page 330
Action
Click the Vision Operations option.
Training Guide
Step
29.
Action
Page 331
Training Guide
Step
30.
Page 332
Action
To specify the Payment attributes for a pay run, you do not need to specify only a
single bank account or a single payment process profile.
Click the Payment Attributes tab.
Training Guide
Step
31.
Action
Click in the Payment Exchange Rate Type field.
Page 333
Training Guide
Step
32.
Page 334
Action
Enter the desired information into the Payment Exchange Rate Type field. Enter
"Daily Rate".
Training Guide
Step
33.
Action
Click the Process Automation tab.
Page 335
Training Guide
Step
34.
Page 336
Action
Click the Create Payment Instructions list.
Training Guide
Step
35.
Action
Click the Wait for Standard Request Submission list item.
Page 337
Training Guide
Step
Action
36.
37.
You have created a payment process request template.

End of Procedure.
Voiding a Payment
When you void a payment, Payables automatically reverses the accounting and payment records
so your general ledger will have the correct information, and so the status of the paid invoices is
reset to Unpaid. Payables also reverses any realized gains or losses on foreign currency invoices
recorded as paid by the payment.
When you void a payment, you can select the action you want Payables to take on the invoices
paid by the void payment. You can choose to place the invoices on hold, cancel the invoices, or
do nothing with the invoices, leaving them available for payment. If you select the Allow Interest
Invoices check box in the Interest tab of the Payables Option page, Payables automatically
reverses all related interest invoices when you void a past-due payment for the supplier site.
In this topic, you will void a payment.
Page 338
Training Guide
Procedure
Step
1.
Action
2.
3.
4.
The Payments Dashboard page enables you to navigate to the Payments Search
page by using the Payments tab.
Page 339
Training Guide
Step
5.
Page 340
Action
Click the Start Action link.
Training Guide
Step
Action
6.
Click the Payments tab.
7.
The Payments search page enables you to search for a payment.

You can conduct a simple search using different criteria like payee.
Page 341
Training Guide
Step
8.
Page 342
Action
Training Guide
Step
9.
Action
Page 343
Training Guide
Step
Action
10.
11.
The search results displays the list of payments assigned to the payee you queried for.
To void a payment, click the Void icon for the applicable payment.
The Void icon is only available for payments that have been marked complete and that
do not have stop requests placed on them.
Page 344
Training Guide
Step
Action
12.
Click the Void button.
13.
Use the Reason field to give a description of why you want to void the payment.
Page 345
Training Guide
Step
14.
Page 346
Action
Click in the Reason field.
Training Guide
Step
Action
15.
Enter the desired information into the Scoring Rule field. Enter "Duplicate
payment".
16.
Click in the Description field.
17.
When you click on Apply, you will receive a message alerting you that this action
cannot be reversed.
Page 347
Training Guide
Step
Action
18.
Click in the Yes field.
19.
You have completed the Voiding a Payment procedure.

End of Procedure.
Stopping a Payment
When the Payment Manager determines that a payment needs to be stopped, he contacts the payer
bank and requests a stop payment. He then records the stop payment request in the Record Stop
Payment Request page.
In this topic, you will stop a payment.
Procedure
Page 348
Training Guide
Step
1.
Action
Begin by navigating to the Payments Manager page.
2.
3.
4.
The Payables page enables you to access the Payables Workbenches, Invoice
Workbench, and Payment Workbench.
Page 349
Training Guide
Step
Action
5.
Click the Payments tab.
6.
The Payments page enables you to create payment process request templates by
specifying invoice selection criteria, use templates to select invoices to pay that meet
the payment criteria, schedule pay runs, automatically submit invoices via payment
process requests to Oracle Payments for processing and payment, initiate payment
instructions, view the status of payments, void or record stop payments.
Page 350
Training Guide
Step
7.
Action
Page 351
Training Guide
Step
8.
Page 352
Action
Training Guide
Step
9.
Action
Page 353
Training Guide
Step
Action
10.
Click the Stop Actions button.
11.
The Stop Payment Request page enables you to record the stop payment request
when the Payment Manager determines that a payment needs to be stopped.
Page 354
Training Guide
Step
Action
12.
Click in the Date field.
13.
Enter the desired information into the Date field. Enter "31-Dec-2007".
14.
Click in the Reason field.
15.
Enter the desired information into the Reason field. Enter "Duplicate payment".
16.
17.
You have completed the Stopping a Payment procedure.

End of Procedure.
Setting Up Bills Payable

You can use bills payable to control the timing of your payments and, therefore, control your cash
flow. A bills payable, formerly known as a future dated payment, instructs your bank to disburse
funds to your supplier's bank on a specific date known as the maturity date. Other commonly used
terms for this type of payment are notes payable or promissory notes.
In this topic, you will setup bills payable.
Page 355
Training Guide
Procedure
Step
1.
Action
Begin by navigating to the Payment Administration page.
2.
3.
4.
Click the Payment Administrator link.
5.
The Oracle Payments Setup page enables you to define custom payment methods for
payment requests, define defaulting rules, and specify whether you want to manage
payment requests separately from other payments.
Page 356
Training Guide
Step
Action
6.
Click the Payment Methods: Go To Task button.
7.
The Payment Methods page enables you to create, view, and modify the payment
method you use to pay the supplier site.
Payables defaults the Payment Method to all new scheduled payments of the invoice.
Payables enters the supplier site default Payment Method, if one exists
Page 357
Training Guide
Step
Action
8.
9.
The Create Payment Method page enables you create a payment method.
Page 358
Training Guide
Step
Action
10.
Click in the Code field.
11.
Enter the desired information into the Code field. Enter "Training 2008".
12.
13.
Enter the desired information into the Name field. Enter "Training Course for 2008".
14.
Click the Use Payment Method to Issue Bills Payable option.
15.
Click in the Maturity Date Override field.
16.
Enter the desired information into the Maturity Date Override field. Enter "10".
17.
18.
The Usage Rules page enables you to determine when payment methods are available
to enter on a document.
Page 359
Training Guide
Step
Action
19.
20.
The Validations page enables you enter any validation parameters if any.
Page 360
Training Guide
Step
Action
21.
22.
The Review page enables you to review the payment method before you submit.
Page 361
Training Guide
Step
23.
Page 362
Action
Training Guide
Step
24.
Action
Page 363
Training Guide
Step
Action
25.
26.
Click the Payment Administrator link.
Page 364
Training Guide
Step
Action
27.
Click the Pay Process Profiles:Go To Task button.
28.
The Payment Process Profiles page enables you to create a payment attribute
assigned to documents payable, and therefore to payments, which specifies their
handling.
Payment process profiles include specifications for payment formatting and
transmission. The selection of a payment process profile is driven by the payment
method assigned to a document.
Page 365
Training Guide
Step
Action
29.
30.
The Create Payment Process Profile page enables you to create a payment attribute
assigned to documents payable, and therefore to payments, which specifies their
handling.
Page 366
Training Guide
Step
Action
31.
32.
Enter the desired information into the Code field. Enter "Training 2008".
33.
34.
Enter the desired information into the Name field. Enter "Training 2008 Payment
Process Profile".
35.
Click in the Search for Payment Instruction Format field.
36.
Enter the desired information into the Payment Instruction Format field. Enter
"Standard Check Format".
37.
Click the Bills Payable option.
38.
39.
You have completed the Setting Up Bills Payable procedure.

End of Procedure.
Page 367
Training Guide
Viewing Invoices
You can review invoices in either the Invoice Workbench or the Invoice Overview page. If you
want to enter complex query criteria, review multiple invoices, or review all details about
invoices, use the Invoice Workbench page. If you just want to review high level invoice
information for a single invoice, such as invoice status, active holds, scheduled payments, and
actual payments, use the Invoice Overview page.
In this topic, you will view the invoice information.
Procedure
Step
Action
1.

2.
3.
Click the Invoices: Inquiry: Invoices link.
Page 368
Training Guide
Step
4.
Step
Action
Use the Find Invoices page to search for the invoices by trading partner, invoice,
invoice status, and voucher audit search criteria.
Action
5.
Click in the Trading Partner: Name field.
6.
Enter the desired information into the Trading Partner: Name field. Enter "GE
Capital".
7.

or
Press [Alt+i].
8.
Use the Invoice Workbench page to review invoice distributions, scheduled

payments, holds, or payments, by clicking the appropriate button or tab.
Page 369
Training Guide
Step
Action
9.
10.
11.
Click the 4 View Payments tab.
12.
Click the 5 Scheduled Payments tab.
13.
You have reviewed the invoice information.

End of Procedure.
Viewing Payments
You can review payments in the Payment Overview page. If you want to enter complex query
criteria and review multiple payments, use the Payments page. You can review all details about
the payments in the Payments Manager: the invoices each payment paid, clearing information,
and bank information.
To review high-level payment information for a single payment, such as quickly reviewing the
invoices paid by a payment or to see if a particular payment has cleared your bank, use the
Payment Overview page.
Page 370
Training Guide
In this topic, you will view the payment information.
Procedure
Step
Action
1.

2.
3.
4.
Click the Payments:Inquiry: Payments link.
5.
Use the Find Payments page to search for the payments by payment, payee or status
search criteria.
Page 371
Training Guide
Step
Action
6.
Click in the Payee Name field.
7.
Enter the desired information into the Payee Name field. Enter "GE Capital".
8.

or
Press [Alt+i].
Page 372
Training Guide
Step
9.
Action
Click the Payment Overview button.
or
Press [Alt+O].
10.
Use the Payment Overview page to view the payment details.
Page 373
Training Guide
Step
11.
Action
Click the Payments button.
or
Press [Alt+P].
12.
Use the Payments page to enter complex query criteria and review multiple payments.
13.
Page 374
Training Guide
Step
Action
14.
15.
You have reviewed the payment information.

End of Procedure.
Page 375
Expense Reports
Expense Reports includes information on expense report entry, paying expense reports, foreign
currency expense reports, holds, and exporting expense reports.
Enter expense reports.
Pay expense reports.
Enter foreign currency expense reports.
Apply holds to expense reports.
Export expense reports.
Entering Expense Reports

An expense report comprises of the expenses incurred by the employee while on travel
employee paid expenses, company paid expenses, detailed descriptions, employee details, type of
business trip, etc.
Oracle Payables uses the Expense Reports page to review and modify any of the following
expense reports: expense reports entered in the Payables Expense Reports page, expense reports
submitted by your organization's employees using Oracle Web Employees, expense reports
entered in Oracle Projects and then transferred from Projects to Payables, and expense reports
entered in Oracle Personal Time and Expense and then transferred to Projects, and transferred
from Projects to Payables.
In this topic, you will enter an expense report.
Procedure
Training Guide
Step
Action
1.
Begin by navigating to the Expense Reports page.

2.
3.
Click the Expense Reports link.
4.
Use the Expense Reports page to enter Payables expense reports for your employees.
If you have paid advances to an employee you can use this page to apply advances to
expense reports to reduce the amount you pay. You can also apply a hold to an expense
report to prevent payment.
Page 378
Training Guide
Step
Action
5.
6.
You can either enter the employee name in the Employee field, or enter the employee
number in the Number field.
Enter the desired information into the Name field. Enter "Stock, Ms. Pat".
7.
8.
In the Date field, enter the period ending date for the expense report. Payables uses
this date as the GL Date for invoice distributions created from the expense report.
When you submit Expense Report Export you have the option to override this date.
Enter the desired information into the Date field. Enter "20-NOV-2007".
9.
10.
In the Invoice Num field, you can either enter an Invoice Number, or Payables will
enter the invoice date or the expense report date as the Invoice Number.
Enter the desired information into the Invoice Num field. Enter "Exp03".
11.
12.
In the Amount field, enter the total amount of the expense report. Payables will
confirm that the sum of the item amounts matches this amount.
13.
Click in the Inv Description field.
Page 379
Training Guide
Step
Action
14.
Enter the desired information into the Inv Description field. Enter "Airfare
Expenses".
15.
Click in the Item field.
16.
For each Item line, select the item and enter the item amount.
Enter the desired information into the Item field. Enter "Airfare".
17.
18.
19.
Click in the GL Account field.
20.
Enter the desired information into the Account Alias field. Enter "Employee Exp".
21.

or
Press [Alt+O].
22.
23.
If you enable the Reviewed By Payables checkbox, this indicates that receipts are not
required for this expense report.
Click the Payables option.
24.
Click the Management option.
25.
26.
You have completed the Entering Expense Reports procedure.

End of Procedure.
Paying Expense Reports

Payables will pay invoices only. Submit Expense Report Export to have Payables create invoices
from expense reports. You can then create payments for the invoices.
In this topic, you will pay expense reports.
Procedure
Page 380
Training Guide
Step
1.
Action
2.
3.
4.
The Payments page enables you to create invoices from expense reports. You can then
create payments for the invoices.
Page 381
Training Guide
Step
Action
5.
6.
Enter the desired information into the Trading Partner field. Enter "Pat Stock".
7.
8.
9.
10.
11.
12.
13.
Enter the desired information into the Payment Method field. Enter "Electronic".
14.
15.
Click in the Payment Process Profile field.
16.
Enter the desired information into the Payment Process Profile field. Enter "Check Positive Pay".
17.
Click the Enter/Adjust Invoices button.
Page 382
Training Guide
Step
Action
or
Press [Alt+I].
18.
Step
The Enter/Adjust Invoices page enables you to make adjustments to invoice details,
distributions, and scheduled payments, even if the invoice has been accounted or paid.
Action
19.
Click in the Invoice Number field.
20.
Enter the desired information into the Invoice Number field. Enter "Exp01".
21.
22.
Page 383
Training Guide
Step
23.
Action
or
Press [Alt+A].
24.
Page 384
The Payment Actions page enables you to initiate payment instructions, view the
status of payments, void or record stop payments, create payment process request
templates by specifying invoice selection criteria, use templates to select invoices to
pay that meet the payment criteria, schedule pay runs, automatically submit invoices
via payment process requests to Oracle Payments for processing and payment.
Training Guide
Step
Action
25.
26.
Click the Final option.
27.

or
Press [Alt+O].
Page 385
Training Guide
Step
28.
Action
or
Press [Alt+O].
29.
You have completed the Paying Expense Reports procedure.

End of Procedure.
Entering Foreign Currency Expense Reports

creating journal entries. You define your functional currency during setup for your ledger.
Foreign currency expense reports are subject to the same system requirements as foreign currency
invoices.
In this topic, you will learn to enter foreign currency expense reports.
Page 386
Training Guide
Procedure
Step
1.
Action
Begin by navigating to the Expense Reports page.
2.
3.
Click the Expense Reports link.
4.
The Expense Reports page enables you to enter a basic expense report and exchange
rates.
Page 387
Training Guide
Step
Action
5.
6.
Enter the desired information into the Name field. Enter "Stock, Ms. Pat".
7.
8.
Enter the desired information into the Date field. Enter "21-NOV-2007".
9.
10.
11.
Enter the desired information into the Currency field. Enter "CAD".
12.
13.
14.
Click in the Inv Description field.
15.
Enter the desired information into the Inv Description field. Enter "Airfare
Expenses".
16.
Click in the Item field.
17.
Enter the desired information into the Item field. Enter "Airfare".
Page 388
Training Guide
Step
Action
18.
19.
20.
Click in the GL Account field.
21.
The Operations Accounting Flex page enables you to enter the General Ledger
account detail.
22.
Enter the desired information into the Account Alias field. Enter "Employee Exp".
23.

or
Press [Alt+O].
24.
25.
Click the Payables option.
26.
Click the Management option.
27.
28.
You have completed the Entering Foreign Currency Expense Reports procedure.
End of Procedure.
Applying Holds To Expense Reports

At any time, before you submit an Expense Report Export for an expense report, you can apply a
single User-defined hold to an expense report.
When you apply holds, you can prevent payment of the invoice that Payables creates from the
expense report. If you select a hold that prevents accounting, you can prevent the creation of
accounting entries for the invoice.
In this topic, you will apply holds to expense reports, using the Invoice Workbench page.
Procedure
Page 389
Training Guide
Step
Action
1.

2.
3.
4.
The Invoice Workbench is a group of windows that you use to enter, adjust, and
review your invoices and invoice batches.
Invoice Header
General
Lines
Holds
View Payments
Scheduled Payments
Page 390
Training Guide
Step
5.
Action
or
Press [Alt+V].
6.
7.

or
Press [E].
8.
9.
Enter the desired information into the Invoice Num field. Enter "W30960".
10.

or
Press [Alt+V].
11.
Page 391
Training Guide
Step
12.
Action
Click the Run menu.
or
Press [R].
13.
You will use the Holds tab in the Invoice Workbench page to enter user-defined
holds.
Note that you can apply only one user-defined hold to an expense report.
14.
15.
Enter the desired information into the Hold Name field. Enter "Exp. Report- Need a
bill".
16.
Click in the Hold Reason field.
17.
18.
You have completed applying holds to expense reports using the Invoice Workbench
page.
End of Procedure.
Exporting Expense Reports

Use Expense Report Export to create Payables invoices from expense reports you enter in
Payables or Oracle Internet Expenses. You can then use Payables to validate and pay these
invoices and create accounting entries for them. When you export expense reports from Internet
Expenses, Payables records the source of the invoices and invoice details. Expense Report Export
verifies all your expense report information to ensure it creates valid, fully-distributed invoices
that are ready for validation. If the expense report information fails validation, then Expense
Report Export does not export the expense report, and Payables does not create an invoice from
the information. You can view rejected expense reports on the Export Results page.
In this topic, you will export expense reports.
Procedure
Page 392
Training Guide
Step
1.
Action
Begin by navigating to the Run Requests page.
2.
3.
4.
Click the Run link.
5.
The Submit a New Request page enables you to submit an individual request or a
request-set.
Page 393
Training Guide
Step
6.
Action
or
Press [Alt+O].
7.
Page 394
The Submit Request page enables you to enter the name, parameters, language, and
other details of the request you want to submit.
Training Guide
Step
Action
8.
Enter the desired information into the Name field. Enter "Expense Report Export".
9.
Click in the Parameters field.
10.
The Parameters page enables you to enter the parameters such as the invoice batch
name, name of the source of the expense reports, transfer descriptive flexfield, and GL
date.
11.
Click in the Source field.
12.
Enter the desired information into the Source field. Enter "Payables Expense
Reports".
13.
Enter the desired information into the Transfer Descriptive Flexfield field. Enter
"No".
14.

or
Press [Alt+O].
15.

or
Press [Alt+m].
Page 395
Training Guide
Step
16.
Action
Click the No button.
or
Press [Alt+N].
Step
17.
Action
or
Press [Alt+V].
18.

or
Press [R].
19.
Page 396
The Find Requests page enables you to search for requests based on specific search
criteria.
Training Guide
Step
Action
20.
21.
22.
23.

or
Press [Alt+i].
24.
The Requests page enables you to view details of the request you search for, access
the View Details, View Output, Diagnostics, and View Log pages.
Page 397
Training Guide
Step
25.
Action
or
Press [Alt+g].
Page 398
Training Guide
Step
26.
Action
or
Press [Alt+O].
27.

or
Press [Alt+O].
28.
29.

or
Press [Alt+O].
30.
The Invoice Workbench page enables you to enter invoice header information, access
Calculate Tax, Tax Details, Corrections pages.
Page 399
Training Guide
Step
31.
Action
or
Press [Alt+V].
32.
33.

or
Press [E].
34.
35.
36.
37.

or
Press [Alt+V].
Page 400
Training Guide
Step
Action
38.
39.
Click the Run menu.

or
Press [R].
40.
You have completed the Exporting Expense Reports procedure.

End of Procedure.
Page 401
Credit Cards
Credit Cards includes information on the Historical Transactions Management program and
Credit Card Outstanding Transactions report, tracking overdue receipts, entering credit card issuer
invoices, and initiating the Inactive Employees Credit Card process.
Initiate the Inactive Employees Credit Card process.
Enter credit card issuer invoices.
Track overdue receipts.
Use the Historical Transactions Management program.
Generate the Credit Card Outstanding Transactions report.
Initiating the Inactive Employees Credit Card Process

Use the Credit Card Transactions Inactive Employees Process and report to initiate the Credit
Card Transactions Inactive Employees workflow to detect and process unsubmitted credit card
transactions for inactive employees. If unsubmitted transactions exist, the workflow process
notifies the employee's manager to submit these transactions and assigns the manager the
employee's securing attribute (if the employee and manager belong to the same organization). The
workflow only processes each unsubmitted transaction once.
The Credit Card Transactions Inactive Employees Process generates a report that lists, by inactive
employee, the outstanding credit card transactions that have not been invoiced or paid. The report
lists all outstanding transactions, including transactions not picked up by the workflow process.
In this topic, you will initiate the Credit Card Transactions Inactive Employees Process.
Procedure
Training Guide
Step
Action
1.
Begin by navigating to the Submit a New Request page.

2.
3.
Page 404
Training Guide
Step
4.
Action
Click the Run link.
or
Press [Alt+O].
5.
Use the Submit a New Request page to choose to process a single request or request
set. Single requests are just the job you have defined in your parameters settings.
Requests Sets allow you to process multiple requests and or reports.
6.

or
Press [Alt+O].
7.
Use the Submit Request page to enter general request/report parameters. These
parameters include report title, operating unit, language, when to run the
request/process, and what to do with the output.
Page 405
Training Guide
Step
Action
8.
9.
Use the Credit Card Transactions Inactive Employees Process and report to initiate
the Credit Card Transactions Inactive Employees workflow to detect and process
unsubmitted credit card transactions for inactive employees.
Enter the desired information into the Name field. Enter "Credit Card Transactions
Inactive Employees Process".
10.
11.
Use the Parameters page to enter the request parameters. These parameters will be
used to define the processing rules and data to be included when the report/request is
run.
12.
Click in the Card Program field.
13.
Enter the desired information into the Card Program REQUIRED field. Enter
"Visa".
14.
Click in the Billed Start Date field.
15.
Enter the desired information into the Billed Start Date field. Enter "01-Nov-2007".
16.
Click in the Billed End Date field.
17.
Enter the desired information into the Billed End Date field. Enter "31-Dec-2007".
Page 406
Training Guide
Step
18.
Action
or
Press [Alt+O].
19.

or
Press [Alt+m].
20.

or
Press [Alt+N].
21.
You have completed the Initiating the Inactive Employees Credit Card Process
procedure.
End of Procedure.
Entering Credit Card Issuer Invoices

The Create Credit Card Issuer Invoice program creates invoices for your credit card issuers in the
Payables Open Interface tables, imports them into Payables for approval and payment, and
generates a report. You only run this program if your company is responsible for paying corporate
credit card charges to the card issuer, that is, where the setting for Payment Due From of the
applicable card program is Both or Company.
In this topic, you will submit the Create Credit Card Issuer Invoices program using the Submit
Request page.
Procedure
Page 407
Training Guide
Step
Action
1.

2.
3.
4.
Click the Run link.
5.
Page 408
Training Guide
Step
6.
Action
or
Press [Alt+O].
7.
Page 409
Training Guide
Step
Action
8.
The Create Credit Card Issuer Invoice program creates invoices for your credit card
issuers in the Payables Open Interface tables, imports them into Payables for approval
and payment, and generates a
report.
9.
Enter the desired information into the Name field. Enter "Create Credit Card Issuer
Invoice".
10.
11.
run.
12.
Click in the Credit Card Program Name field.
13.
Enter the desired information into the Credit Card Program Name field. Enter
"CR_032".
14.
Click in the From Billing Date field.
15.
Enter the desired information into the From Billing Date field. Enter "01-Nov-2007".
16.
Click in the To Billing Date field.
17.
Enter the desired information into the To Billing Date field. Enter "31-Dec-2007".
Page 410
Training Guide
Step
18.
Action
or
Press [Alt+O].
19.

or
Press [Alt+m].
20.

or
Press [Alt+N].
21.
You have completed the Entering Credit Card Issuer Invoices procedure.
End of Procedure.
Tracking Overdue Receipts

The Expenses Overdue Receipts Tracking program tracks overdue and missing receipts on
expense reports. It determines which expense reports have overdue or missing receipts according
to the active Notification rule set assigned to the operating unit.The program initiates the Receipts
Overdue Process or the Receipts Missing Process of the Expense Receipts Workflow for the
applicable expense reports of the operating units included in the program run. The Receipts
Overdue Process is initiated for expense reports with overdue receipts and the Receipts Missing
Process is initiated for expense reports that require a receipt document.
In this topic, you will track overdue receipts using the Expenses Overdue Receipts tracking
program.
Procedure
Page 411
Training Guide
Step
Action
1.

2.
3.
4.
Click the Run link.
5.
Requests Sets allow you to process multiple requests and or reports
Page 412
Training Guide
Step
6.
Action
or
Press [Alt+O].
7.
Page 413
Training Guide
Step
Action
8.
9.
The Expenses Overdue Receipts Tracking program tracks overdue and missing
receipts on expense reports.
Enter an operating unit if you want to limit the program run to a single operating unit.
Leave this field blank to run the program for all operating units.
Enter the desired information into the Name field. Enter "Expenses Overdue
Receipts Tracking".
10.

or
Press [Alt+N].
11.
You have completed the Tracking Overdue Receipts procedure.

End of Procedure.
Using the Historical Transactions Management Program

The Credit Card Historical Transactions Management program is designed to deactivate credit
card transactions that were imported and validated in Internet Expenses prior to going live with
the credit card integration. You can also use the Credit Card Historical Transactions Management
program to handle exceptions, such as for unused transactions belonging to a terminated
employee.
Page 414
Training Guide
In this topic, you will submit the Credit Card Historical Transactions Management program from
the Submit Request window.
Procedure
Step
Action
1.

2.
3.
4.
Click the Run link.
5.
Page 415
Training Guide
Step
6.
Action
or
Press [Alt+O].
7.
Page 416
Training Guide
Step
Action
8.
9.
Use the Credit Card Historical Transactions Management program to deactivate or

activate unused transactions. You can select transactions to deactivate or activate by
specifying a date range, operating unit, card number, and transaction amount.
Enter the desired information into the Name field. Enter "Credit Card Historical
Transactions Management".
10.
11.
run.
12.
Click in the Process field.
13.
Enter the desired information into the Process field. Enter "Activate Transactions".
14.
Click in the Posted Start Date field.
15.
Enter the desired information into the Posted Start Date field. Enter "01-Nov-2007".
16.
Click in the Posted End Date field.
17.
Enter the desired information into the Posted End Date field. Enter "30-Nov-2007".
18.
Page 417
Training Guide
Step
Action
19.
Operations".
20.

or
Press [Alt+O].
21.

or
Press [Alt+m].
22.

or
Press [Alt+N].
23.
You have completed the Using the Historical Transactions Management Program
procedure.
End of Procedure.
Generating the Credit Card Outstanding Transactions Report

Use the Credit Card Outstanding Transactions Management report to print detailed information
about the outstanding transactions of a particular credit card program. The report orders results by
transaction date and amount. You can run this report for all employees, current employees only, or
inactive employees only.
In this topic, you will submit a request for generating a credit card outstanding transactions report
using the Submit Request page.
Procedure
Page 418
Training Guide
Step
Action
1.

2.
3.
4.
Click the Run link.
5.
Page 419
Training Guide
Step
6.
Action
or
Press [Alt+O].
7.
Page 420
Training Guide
Step
Action
8.
9.
Enter the desired information into the Name field. Enter "Credit Card Outstanding
Transactions Summary Report".
10.
11.
run.
12.
Click in the Card Program field.
13.
Enter the desired information into the Card Program field. Enter "Visa".
14.
Click in the Billed Start Date field.
15.
Enter the desired information into the Billed Start Date field. Enter "01-Nov-2007".
16.
Click in the Billed End Date field.
17.
Enter the desired information into the Billed End Date field. Enter "31-Dec-2007".
18.

or
Press [Alt+O].
Page 421
Training Guide
Step
19.
Action
or
Press [Alt+m].
20.

or
Press [Alt+N].
21.
Page 422
You have completed the Generating the Credit Card Outstanding Transactions Report
procedure.
End of Procedure.
Payables Accounting
Payables Accounting includes information on creating and viewing account entries, payables
reports, and posting in Oracle General Ledger.
Manage payables accounting events.
Create accounting entries.
View accounting entries.
Transfer accounting entries to the general ledger.
Post in Oracle General Ledger.
Create Payables reports.
Managing Payables Accounting Events

An accounting event is a Payables transaction that has accounting impact. Not all accounting
events have accounting impact, you can modify the accounting setup to create accounting for
some events and not for others.
In Oracle Subledger Accounting, accounting events are categorized into event types that are
grouped into event classes that in turn are grouped into event entities. The overall grouping of
these components is called an event model.
The Oracle Payables accounting event model is predefined for you, and includes each Payables
transaction type (event class) and its lifecycle.
In this topic, you will manage payables accounting events using the Invoice Workbench page.
Procedure
Training Guide
Step
Action
1.

2.
3.
4.
Invoice Header
General
Lines
Holds
View Payments
Scheduled Payments
Page 424
Training Guide
Step
5.
Action
or
Press [Alt+V].
6.
7.

or
Press [E].
8.
9.
Enter the desired information into the Invoice Num field. Enter "INV NUM 16".
10.

or
Press [Alt+V].
11.
Page 425
Training Guide
Step
12.
Action
Click the Run menu.
or
Press [R].
13.

or
Press [Alt+c].
14.
Step
You will use the Invoice Actions page to validate the invoice.
Action
15.
16.

or
Press [Alt+K].
Page 426
Training Guide
Step
Action
17.
18.
Enter the desired information into the Type field. Enter "Mixed".
19.
20.
21.
22.
23.
24.
25.
Click in the Terms field.
26.
Enter the desired information into the Terms field. Enter "Immediate".
27.
Use the Lines tab to enter the invoice lines details.
Page 427
Training Guide
Step
Action
28.
29.
30.
31.
Click the Distributions button.

or
Press [Alt+D].
32.
Step
You will use the Distributions page to enter the invoice distribution details.
Action
33.
34.
35.
Page 428
Training Guide
Step
36.
Step
37.
Action
Action
or
Press [Alt+c].
Page 429
Training Guide
Step
38.
Action
or
Press [Alt+K].
Page 430
Training Guide
Step
39.
Action
or
Press [Alt+c].
40.
In the Invoice Action page, you can choose to validate the invoice or related invoices,
as well as cancel invoices.
Page 431
Training Guide
Step
Action
41.
Click the Cancel Invoices option.
42.

or
Press [Alt+K].
43.

or
Press [Alt+O].
44.
You have completed managing payables accounting events using the Invoice
Workbench page.
End of Procedure.
Creating Accounting Entries

You can create accounting entries for Payables accounting events in two ways:
Submit the Create Accounting program: Use the Create Accounting program to create
accounting entries for multiple transactions. You can also use this program to generate detailed
error reports if you could not successfully create accounting entries from the transaction
windows.
Page 432
Training Guide
Create online accounting entries for a single transaction or batch: You can create accounting
entries for a selected invoice, payment, invoice batch, or payment batch.
In this topic, you will create accounting entries.
Procedure
Step
Action
1.

2.
3.
Page 433
Training Guide
Step
4.
Action
or
Press [Alt+V].
5.
6.
The Enter option enables you to enter the number of the invoice for which you will
create accounting entries.
or
Press [E].
7.
8.
9.

or
Press [Alt+V].
Page 434
Training Guide
Step
Action
10.
11.
Click the Run menu.

or
Press [R].
12.

or
Press [Alt+c].
13.
Step
Use the Invoice Actions page to select requests to apply to an invoice.
Action
14.
15.
Use the Create Accounting program to create accounting entries for multiple
transactions. Submit the Create Accounting program in Draft mode, if you want to
view the accounting results before you create the final accounting, or Final mode.
Page 435
Training Guide
Step
Action
16.
Click the Final option.
17.

or
Press [Alt+K].
18.

or
Press [Alt+O].
19.
You have completed the Creating Accounting Entries procedure.

End of Procedure.
Viewing Accounting Entries

You can use Oracle Subledger Accounting to view information on accounting events, journal
entries, and journal entry lines.
In this topic, you will view accounting entries.
Procedure
Page 436
Training Guide
Step
Action
1.

2.
3.
4.
Use the Invoice Workbench page to search for accounting entries.
Page 437
Training Guide
Step
5.
Action
or
Press [Alt+V].
6.
7.
The Enter option enables you to enter the number of the invoice for which you will
view accounting entries.
or
Press [E].
8.
9.
10.

or
Press [Alt+V].
Page 438
Training Guide
Step
Action
11.
12.
Click the Run menu.

or
Press [R].
13.
Click the Reports menu.
14.
The View Accounting option would enable you to view the accounting entries for the
relevant invoice.
Click the View Accounting menu.
or
Press [A].
15.
Use the Subledger Journal Entry Lines page to view accounting entries.
16.
You have completed the Viewing Accounting Entries procedure.

End of Procedure.
Transferring Accounting Entries To General Ledger

Once you create accounting entries, you can transfer those entries to General Ledger.
You can transfer accounting entries by:
Selecting the Create and Post option, if you create accounting entries from the transaction page.
This automatically creates accounting entries, transfers the entries to General Ledger, and posts
them.
Setting the Transfer to General Ledger parameter to Yes, If you run the Create Accounting
program. This creates the accounting entries and transfers them to the GL_INTERFACE table.
After the entries are transferred to General Ledger, you can review them and post them.
Running the Transfer Journal Entries to General Ledger program. This program transfers journal
entries from Oracle Subledger Accounting to the GL_INTERFACE table.
In this topic, you will transfer accounting entries to General Ledger using the Invoice
Workbench page.
Procedure
Page 439
Training Guide
Step
Action
1.

2.
3.
4.
Invoice Header
General
Lines
Holds
View Payments
Scheduled Payments
Page 440
Training Guide
Step
5.
Action
or
Press [Alt+V].
6.
Click the Query By Example list.
7.

or
Press [E].
8.
9.
10.

or
Press [Alt+V].
11.
Click the Query By Example list.
Page 441
Training Guide
Step
12.
Action
Click the Run menu.
or
Press [R].
13.
The details of the Invoice you queried for will display in the Invoice Workbench
page.
You will now submit a new request using the Submit Request page.
Access the Submit Request page using the View menu.
14.

or
Press [Alt+V].
15.

or
Press [R].
16.
Page 442
Use the Find Requests page to submit a new request.
Training Guide
Step
17.
Action
Click the Submit a New Request... button.
or
Press [Alt+N].
18.
Step
19.
Use the Submit a New Request page to submit an individual request by selecting
Single Request.
Action
or
Press [Alt+O].
20.
You will use the Submit Request page to select the create accounting program.
Page 443
Training Guide
Step
Action
21.
Enter the desired information into the Name field. Enter "Create Accounting".
22.
Use the Create Accounting program to create accounting entries for multiple
transactions.
For batches, the accounting process is submitted as a
request, and you can view its completion status in the Requests page
23.
24.
Use the Parameters page to give details in the following fields: Ledger, Process
Category, and End Date.
Select Final in the Mode field and Detail in the Errors Only field.
Select Yes in the Transfer to General Ledger field as you are transferring these
accounting entries to general ledger.
25.
Enter the desired information into the Ledger REQUIRED List Values: Vision
Operations (USA) field. Enter "Vision Operations (USA)".
26.
Click in the Process Category field.
27.
Enter the desired information into the Process Category field. Enter "Invoices".
28.
Click in the End Date field.
29.
Enter the desired information into the End Date field. Enter "06-DEC-2007".
Page 444
Training Guide
Step
Action
30.
Click in the Report field.
31.
Enter the desired information into the Report field. Enter "Detail".
32.

or
Press [Alt+O].
33.

or
Press [Alt+m].
34.
Note the Request ID assigned to you that displays in the Decision page.
35.

or
Press [Alt+N].
Page 445
Training Guide
Step
Action
36.
37.
38.

or
Press [Alt+i].
39.
The status of your request will display in the Requests page.

When you create accounting, the Subledger Accounting Program Report is
automatically generated.
To view this report, click on the View Output button.
Step
40.
Page 446
Action
Training Guide
Step
Action
or
Press [Alt+p].
41.
The Subledger Accounting Program Report will display once you click on the View
Output button.
42.
You have completed transferring accounting entries to General Ledger using the
Invoice Workbench page.
End of Procedure.
Posting In Oracle General Ledger

After you submit Journal Import, you can post journal entries in Oracle General Ledger. You can
post journal entries in Summary or Detail.
In this topic, you will post in Oracle General Ledger.
Procedure
Page 447
Training Guide
Step
Action
1.

2.
3.
4.
Use the Invoice Workbench page to search for accounting entries.
5.

or
Press [Alt+V].
6.
7.
The Enter option enables you to enter the invoice number for the posting process.
or
Press [E].
8.
9.
10.

or
Press [Alt+V].
11.
12.
Click the Run menu.

or
Press [R].
13.

or
Press [Alt+V].
14.

or
Press [R].
Page 448
Training Guide
Step
15.
Step
16.
Action
Use the Find Requests page to find or submit requests.
Action
Click the Submit a New Request... button.
or
Press [Alt+N].
17.
Use the Submit a New Request page to select a single request or request set.
Page 449
Training Guide
Step
18.
Action
or
Press [Alt+O].
19.
Page 450
Use the Submit Request page to enter general request parameters. These parameters
include report title, operating unit, language, when to run the request, and what to do
with the output.
Training Guide
Step
Action
20.
Enter the desired information into the Name field. Enter "Create Accounting".
21.
22.
Enter the desired information into the Ledger field. Enter "Vision Operations".
23.
Click in the Process Category field.
24.
Enter the desired information into the Process Category field. Enter "Invoices".
25.
Click in the End Date field.
26.
Enter the desired information into the End Date field. Enter "4-DEC-2007".
27.
Click in the Report field.
28.
Enter the desired information into the Report field. Enter "Detail".
29.
Click in the Post in General Ledger field.
30.
Enter the desired information into the Post in General Ledger field. Enter "Yes".
31.
Click in the General Ledger Batch Name field.
32.
Enter the desired information into the General Ledger Batch Name field. Enter "GL4-DEC".
Page 451
Training Guide
Step
33.
Action
or
Press [Alt+O].
34.

or
Press [Alt+m].
35.

or
Press [Alt+N].
Step
Action
36.
37.
Page 452
Training Guide
Step
Action
38.
39.

or
Press [Alt+i].
Step
40.
Action
or
Press [Alt+p].
41.
Review the Subledger Accounting Program Report.
42.
You have completed the Posting In Oracle General Ledger procedure.

End of Procedure.
Reconciling Payables Activity

You can run all standard Payables reports for an operating unit.
Page 453
Training Guide
You can also run the following accounting and reconciliation reports for Payables for a ledger or
ledger set to report on balances across all operating units assigned to a given ledger or ledger set:
Payables Posted Invoice Register
Payables Posted Payment Register
Accounts Payable Trial Balance
You will use the Posted Invoice Register Report along with the Posted Payment Register and the
Accounts Payable Trial Balance Report to reconcile balances between Payables and your general
ledger.
Before you run the above mentioned reports, it is a prerequisite that you transfer the journal
entries to General Ledger for all transactions in the period that you are reconciling. Each of these
reports can be generated for a single liability account.
In this topic, you will create accounting and reconciliation reports for Payables using the Submit
Request page.
Procedure
Page 454
Training Guide
Step
Action
1.
Begin by navigating to the Submit Request page.

2.
3.
4.
Click the Run link.
5.
Use the Submit a New Request page to submit an individual request.
Step
6.
Action
or
Press [Alt+O].
Page 455
Training Guide
Step
7.
Action
You will use the Submit Request page to create accounting and reconciliation reports
for Payables.
You will first create the Posted Invoice Register Report and then the Posted Invoice
Register Report.
To reconcile your Accounts Payable Trial Balance for a given period, you will add the
current period's posted invoices (total invoice amount from the Posted Invoice
Register) and subtract the current period's posted payments (total cash plus discounts
taken from the Posted Payments Register) from the prior period's Accounts Payable
Trial Balance.
This amount should equal the balance for the current period's Accounts Payable Trial
Balance.
8.
In the Submit Request page, begin by submitting a request for the Posted Invoice
Register Report by selecting it in the Name field.
You will use the Posted Invoice Register report to review accounting lines for invoices
that have been transferred to your general ledger. This report is valid only for an
accrual ledger as it presents mounts that have been charged
to liability accounts.
The Posted Invoice Register is primarily a reconciliation tool.
Page 456
Training Guide
Step
Action
9.
10.
Enter the desired information into the Name field. Enter "Payables Posted Invoice
Register".
11.
12.
Use the Parameters page to give the details in the following fields: Operating Unit,
Ledger/Ledger Set, the Period From/Period To, Order By and Summarize Report.
13.
14.
Operations".
15.
Click in the Ledger/Ledger Set field.
16.
Enter the desired information into the Ledger/Ledger Set field. Enter "Vision
Operations (USA)".
17.
Click in the Period From field.
18.
Enter the desired information into the Period From field. Enter "Nov-07".
19.
Click in the Period To field.
20.
Enter the desired information into the Period To field. Enter "Dec-07".
21.
The report sorts using the Order By field, either using Journal Entry Batch or Entered
Currency.
The default value is Entered Currency, and you can change the parameter value only if
the report includes journal entry batch name.
22.
Click in the Order By field.
23.
Enter the desired information into the Order By field. Enter "Journal Entry Batch".
24.
In the Summarize Report field, if you select Yes, the report will be summarized by
liability account and will not include invoice detail.
If you select No, the report will include invoice detail.
25.
Click in the Summarize Report field.
26.
Enter the desired information into the Summarize Report field. Enter "Yes".
27.

or
Press [Alt+O].
28.

or
Press [Alt+m].
Page 457
Training Guide
Step
29.
Action
When you click on the Submit button, the Request ID will display in the Decision
page.
Use this page to submit another request.
30.
Click the Yes button.

or
Press [Alt+Y].
31.
To create the Payables Posted Invoice Register Report, select it in the Name field in
the Submit Request page.
32.
You will use the Posted Payment Register to review accounting lines for payments that
have
been transferred to general ledger.
This report is valid only for an accrual ledger, as it presents amounts that have been
charged
to liability accounts. You can submit the
Posted Payment Register for one payment journal entry batch or all payment journal.
33.
34.
Ledger/Ledger Set, the Period From/Period To, Bank Account, Order By and
Summarize Report.
35.
36.
Operations".
37.
Click in the Ledger/Ledger Set field.
38.
Enter the desired information into the Ledger/Ledger Set field. Enter "Vision
Operations (USA)".
39.
Click in the Period From field.
40.
Enter the desired information into the Period From field. Enter "Nov-07".
41.
Click in the Period To field.
42.
Enter the desired information into the Period To field. Enter "Dec-07".
43.
44.
Enter the desired information into the Bank Account field. Enter "10271-17621-619".
45.
Click in the Order By field.
46.
Enter the desired information into the Order By field. Enter "Journal Entry Batch".
47.
Click in the Summarize Report field.
48.
Enter the desired information into the Summarize Report field. Enter "Yes".
Page 458
Training Guide
Step
49.
Action
or
Press [Alt+O].
50.

or
Press [Alt+m].
51.
Note the Request ID and use the Decision page to submit another request.
52.
Click the Yes button.

or
Press [Alt+Y].
Step
53.
Action
Click in the Password field.
Page 459
Training Guide
Step
Action
54.
Enter the desired information into the Name field. Enter "Accounts Payable Trial
Balance".
55.
You will use the Accounts Payable Trial Balance Report to verify that total accounts
payable
liabilities in Payables equal those in the general ledger. To reconcile these balances
you
can compare the cumulative total liability provided by this report with the total
liability provided by your general ledger.
You will use the Posted Invoice Register Report along with the Posted Payment
Register and the Accounts Payable Trial Balance Report to reconcile balances between
Payables and your general ledger.
Compare the Accounts Payable Trial Balance to the accounts payable balance in your
general ledger system for a given period. This is only valid for an accrual ledger, as the
Trial Balance presents the outstanding accounts payable liability information.
56.
57.
Ledger/Ledger Set, and the Period From/Period To.
In the Show Transaction Detail field, select Yes.
58.
Page 460
Training Guide
Step
Action
59.
Operations".
60.
Click in the Report Definition field.
61.
Enter the desired information into the Report Definition field. Enter "Liabilities
Payables, Vision Operations (USA)".
62.
Click in the As of Date field.
63.
Enter the desired information into the As of Date field. Enter "31-DEC-2007".
64.
Click in the Show Transaction Detail field.
65.
Enter the desired information into the Show Transaction Detail field. Enter "Yes".
66.

or
Press [Alt+O].
67.

or
Press [Alt+m].
68.
Note the Request ID that displays in the Decision page.
69.

or
Press [Alt+N].
70.
You will now use View in the Menu to access the Requests page, where you will
query for the Request IDs assigned to you.
Page 461
Training Guide
Step
71.
Action
or
Press [Alt+V].
72.

or
Press [R].
73.
Page 462
In the Find Requests page, query for a Specific Request, using the Request ID
assigned to you when you submitted your request for Posted Invoice Register report.
Training Guide
Step
Action
74.
75.
76.
77.

or
Press [Alt+i].
78.
The status of your request will display in the Requests page.

To view the Posted Invoice Register Report, you will use the View Output button in
the Requests page.
Page 463
Training Guide
Step
79.
Action
or
Press [Alt+p].
Page 464
Training Guide
Step
80.
Action
Review the Payables Posted Invoice Register Report that is displayed.
81.
To view the other reports, use the Find Requests button in the Requests page and
click on the View Output button.
Page 465
Training Guide
Step
82.
Action
Click the Find Requests button.
or
Press [Alt+i].
Page 466
Training Guide
Step
Action
83.
Query using the Request ID assigned to you when you submitted your request for the
Payables Posted Payment Register Report.
84.
85.

or
Press [Alt+i].
86.
The status of the request you queried for will display in the Requests page.
To view the Payables Posted Payment Register Report click on View Output.
Page 467
Training Guide
Step
87.
Action
or
Press [Alt+p].
88.
Page 468
When you click on View Output, the Payables Posted Payment Register will display.
Training Guide
Step
89.
Action
Page 469
Training Guide
Step
Action
90.
Use the Find Requests page to query on the Request ID assigned to you when you
submitted your request for the Accounts Payable Trial Balance Report.
91.
92.

or
Press [Alt+i].
Page 470
Training Guide
Step
93.
Action
The Status for your request will display in the Requests page.
Click on View Output to access the Accounts Payable Trial Balance Report.
or
Press [Alt+p].
94.
The Accounts Payable Trial Balance report will display when you click on View
Output.
The Accounts Payable Trial Balance report is a Payables-specific version of the Open
Account Balances Listing report. By running this report from Payables, you can run
this report for a specific operating unit.
95.
You have completed creating accounting and reconciliation reports for Payables using
the Submit Request page.
End of Procedure.
Page 471
Holds
Holds includes information on holding funds and invoices, processing miscellaneous holds, and
generating the Matching Holds Detail report.
Hold funds.
Hold invoices.
Generate the Matching Holds Detail report.
Process miscellaneous holds.
Holding Funds
You can apply holds to prevent payment of an invoice.
In this topic, you will hold funds.
Procedure
Training Guide
Step
1.
Action
2.
Click the Payables Manager, Progress S&L link.
3.
4.
The Invoice Workbench page enables you to access and view a group of pages that
you use to enter, adjust, and review
Step
5.
Action
or
Press [Alt+V].
6.
Page 474
Training Guide
Step
7.
Action
or
Press [E].
8.
9.
10.

or
Press [Alt+V].
11.
12.
Click the Run menu.

or
Press [R].
13.
Click the Actions menu.
14.
Click the Check Funds menu.

or
Press [C].
15.

or
Press [Alt+O].
16.

or
Press [Alt+c].
17.
The Invoice Actions page enables you to validate your transaction.
Page 475
Training Guide
Step
Action
18.
19.

or
Press [Alt+K].
20.
You have completed the Holding Funds procedure.

End of Procedure.
Holding Invoices
If a supplier sends you an invoice that is either missing a purchase order number, or has an invalid
purchase order number, then you can manually apply the Invalid PO hold to the invoice to
prevent payment of it. You can then submit the Invalid PO Supplier Notice to automatically
generate a notice that informs the supplier that you require a valid purchase order number.
Prerequisites:
1. Define your hold codes in the Invoice Hold and Release Names page.
2. Enter the invoice.
In this topic, you will hold invoices.
Page 476
Training Guide
Procedure
Step
Action
1.

2.
3.
4.
You can manually apply one or more Invoice Hold Names ("holds") to an invoice
using the Invoice Holds tab of the Invoice Workbench page.
Page 477
Training Guide
Step
Action
5.
6.
Enter the desired information into the Trading Partner field. Enter "GE Medical
Systems".
7.
8.
9.
10.
Enter the invoice number you want to hold.

11.
12.
13.
14.
15.
Page 478
Training Guide
Step
16.
Action
or
Press [Alt+O].
17.
18.
19.
20.
21.
22.

or
Press [Alt+c].
Page 479
Training Guide
Step
Action
23.
24.

or
Press [Alt+K].
Step
Action
25.
26.
You have completed the Holding Invoices procedure.

End of Procedure.
Generating the Matching Holds Details Report

Use the Matching Hold Detail Report to review detailed accounts payable and purchasing
information for invoices with matching holds and matching hold releases.
Page 480
Training Guide
You can print this report before initiating a payment batch to determine whether to manually
release any invoices for payment. You can print this report for all invoices with matching holds
and releases during a time period you specify, or you can print this report to review only invoices
with matching holds applied or released since the last time you submitted Invoice Validation. This
report can assist you in identifying suppliers that frequently have invoices on matching hold. This
report can also help you to respond to supplier questions on delayed payments.
In this topic, you will generate the matching holds detail report.
Procedure
Step
1.
Action
Begin by navigating to the Run Request page.
2.
Click the Payables, Vision Operations link.
3.
Page 481
Training Guide
Step
Action
4.
Click the Run link.
5.
The Submit a New Request page enables you to submit a single request or a request
set based on your requirements.
Step
6.
Action
or
Press [Alt+O].
7.
Page 482
The Submit Request page enables you to submit a request based on specific criteria.
Training Guide
Step
Action
8.
9.
Enter the desired information into the Name field. Enter "Matching Hold Detail
Report".
10.
11.
The Parameters page enables you to enter parameters for the payables report you are
searching for.
12.
Click in the Active Period Start Date field.
13.
Enter the desired information into the Active Period Start Date field. Enter "01-Nov2007".
14.
Click in the Active Period End Date field.
15.
Enter the desired information into the Active Period End Date field. Enter "30-Nov2007".
16.

or
Press [Alt+O].
Page 483
Training Guide
Step
17.
Action
or
Press [Alt+m].
18.

or
Press [Alt+N].
19.
You have completed the Generating the Matching Holds Details Report procedure.
End of Procedure.
Processing Miscellaneous Holds

Payables uses miscellaneous holds to apply holds to invoices.
In this topic, you will process miscellaneous holds.
Procedure
Page 484
Training Guide
Step
1.
Action
2.
3.
4.
The Invoice Workbench page enables you to access and view a group of pages that
you use to enter, adjust, and review
Step
Action
5.
6.
7.
Page 485
Training Guide
Step
Action
8.
Enter the desired information into the Invoice Date field. Enter "31-Dec-2007".
9.
10.
Enter the desired information into the Invoice Num field. Enter "334456".
11.
12.
13.
14.
15.
Enter the desired information into the Hold Name field. Enter "Amount".
16.
17.
Press [F11].
18.
Click in the Release Name field.
19.
Enter the desired information into the Release Name field. Enter "Validated".
20.
21.
You have completed the Processing Miscellaneous Holds procedure.

End of Procedure.
Page 486
Foreign Currency
Foreign Currency includes information on foreign currency payments, gains and losses, currency
conversion rates, and entering exchange rate types.
Make foreign currency payments.
Calculate gains and losses.
Manage currency conversion rates.
Report foreign currency transactions.
Enter exchange rate types.
Making Foreign Currency Payments

To pay foreign currency invoices you must have bank accounts and payment documents that are
defined for foreign currency payments.
When you enter an invoice, Payables uses the exchange rate you select to convert the invoice
distributions into ledger currency. You define your ledger currency during setup for your ledger.
When you create a payment for a foreign currency invoice, Payables uses the exchange rate you
enter at that time to convert the payment lines into your ledger currency.
In this topic, you will make foreign currency payment.
Procedure
Training Guide
Step
Action
1.

2.
3.
4.
Use the Payments page to search for payment transactions.
Page 488
Training Guide
Step
Action
5.
6.
7.
Once a Trading Partner is entered, the Supplier Number is automatically displayed.
8.
9.
Enter the desired information into the Supplier Site field. Enter "BOSTON".
If there are multiple Supplier Sites, select the appropriate site from the list.
10.
11.
The date must be in an open or future period. You can only predate a computer
generated payment if your Allow Pre-Date Payables option is enabled.
Enter the desired information into the Payment Date field. Enter "1-DEC-2007".
12.
13.
This is the bank from which you want to make the payment.
14.
15.
Click in the Payment Currency field.
Page 489
Training Guide
Step
Action
16.
Enter the desired information into the Payment Currency field. Enter "EUR".
17.
18.
19.
Enter the desired information into the Payment Process Profile field. Enter "EFT
Multi-Currency".
20.
Click in the Remit-to Account field.
21.
If you have enabled the Allow Remit-to Account Override Payables option, then you
can select a different, active Remit-to account. The list of values includes bank
accounts assigned to the supplier that have the same payment currency.
Enter the desired information into the Remit-to Account field. Enter "XXXXX5987".
22.
Choose Enter/Adjust Invoices button to navigate to the Select Invoices page.

Click the Enter/Adjust Invoices button.
or
Press [Alt+I].
23.
Page 490
The Select Invoices page enables you to select the invoices you paid. The sum of the
invoices must equal the payment Amount you entered.
Training Guide
Step
Action
24.
Enter the desired information into the Invoice Number field. Enter "INV FRN 03".
25.
26.
27.
You have completed Making Foreign Currency Payments procedure.

End of Procedure.
Calculating Gains and Losses

You can use Oracle Payables to track currency gains and losses in your ledger currency caused by
exchange rate fluctuations.
You can use the following dates to track currency gains and losses:
Invoice GL date.
Payment issue date.
Payment maturity (for future dated payments).
Payment reconciliation or clearing with Oracle Cash Management.
If you enable the Payables option to account for gains and losses at payment issue time, then
Payables automatically calculates a realized gain or loss if a payment has a different exchange
rate than the foreign currency invoice it pays.
In this topic, you will calculate gains and losses, using the Invoice Workbench page.
Procedure
Page 491
Training Guide
Step
Action
1.

2.
3.
Click the Recurring Invoices link.
4.
You will use the Invoice Workbench page to calculate gains and losses.
Payables can track currency gains and losses in your ledger currency caused by
exchange rate fluctuations between the following dates:
Invoice GL date
Payment issue date
Payment maturity (for future dated payments)
Payment reconciliation or clearing with Oracle Cash Management
Page 492
Training Guide
Step
5.
Action
You can have as many realized gain or loss accounts as you need. You can define
default Gain or Loss Accounts for Payables and override them for each bank account
you use.
If you enable the Payables option to account for gains and losses at payment
issue time, then Payables automatically calculates a realized gain or loss if a payment
has a different exchange rate than the foreign currency invoice it pays. Payables
charges
the amount to the appropriate Gain or Loss account assigned to the bank account from
which you created the payment.
If you enable the Payables option to account for gains and losses at payment clearing
time, Payables automatically calculates a realized gain or loss when you create
accounting entries for a foreign currency payment that you reconciled in Oracle Cash
Management.
6.
For example, to calculate gains and losses, you will install General Ledger and
Payables and define US dollars as the ledger currency for your ledger.
You then select Accrual Basis as your accounting method. You account for payments
and gain/loss at payment time only.
Begin by entering details of invoice headers.
Page 493
Training Guide
Step
Action
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Enter the desired information into the Invoice Curr field. Enter "CAD".
17.
18.
19.
20.
21.
22.
23.
Click in the Rate Type field.
24.
Enter the desired information into the Rate Type field. Enter "User".
25.
Click in the Exchange Rate field.
26.
Enter the desired information into the Exchange Rate field. Enter ".600000".
27.
28.
Page 494
Training Guide
Step
29.
Action
You will now enter the invoice details using the Lines tabs.
To calculate gains and losses you will enter two invoices, for example for an amount
of 300 pounds (GBP) with a Corporate exchange rate, and validate the invoices.
The Corporate exchange rate on the date you enter the invoices is 2:1. When you
account for the invoices, Payables creates accounting entries in both the foreign
currency (300 GBP) and your ledger currency ($150 US) for both invoices, and
Journal Import creates one journal entry in your ledger currency and one in GBP.
30.
31.
32.

or
Press [Alt+c].
33.
Validate the invoices using the Invoice Actions page.
Page 495
Training Guide
Step
Action
34.
35.

or
Press [Alt+K].
Step
36.
Action
or
Press [Alt+c].
37.
When you account for the payments, Payables creates accounting entries in both the
foreign currency and your ledger currency for both payments. The accounting entries
for the gains and losses are in your ledger currency only.
Select the Create Accounting field in the Invoice Actions page to create accountings.
Page 496
Training Guide
Step
Action
38.
39.
40.

or
Press [Alt+K].
Page 497
Training Guide
Step
41.
Action
or
Press [Alt+O].
Page 498
Training Guide
Step
42.
Action
or
Press [Alt+c].
Page 499
Training Guide
Step
Action
43.
44.

or
Press [Alt+K].
Page 500
Training Guide
Step
Action
45.
46.
47.
48.
49.
Enter the desired information into the Payment Date field. Enter "11-DEC-2007".
50.
51.
52.
53.
54.
55.
56.
Enter the desired information into the Payment Process Profile field. Enter "Check GBP".
Page 501
Training Guide
Step
Action
57.
58.
59.
60.
Enter the desired information into the Payment Rate field. Enter "1.2".
61.
Click in the Functional Amount field.
62.
63.

or
Press [Alt+A].
64.
Step
65.
Page 502
Select the Create Accounting field in the Payments Actions page to create
accountings.
Action
Training Guide
Step
Action
66.
67.

or
Press [Alt+O].
Step
68.
Action
Click the Tools menu.
or
Press [Alt+T].
69.
Click the View Accounting menu.

or
Press [A].
Page 503
Training Guide
Step
70.
Action
Journal Import creates one journal entry in your ledger currency and one in GBP.
When you account for the payments, Payables creates accounting entries in both the
foreign currency and your ledger currency for both payments. The accounting entries
for the gains and losses are in your ledger currency only.
You can view these entries using the Subledger Journal Entry Lines page.
71.
You have completed calculating gains and losses, using the Invoice Workbench page.
End of Procedure.
Managing Currency Conversion Rates

Use conversion rate types to automatically assign a rate when you: convert foreign currency
journal amounts to your ledger currency equivalents, run Revaluation, run Translation or
Remeasurement.
In this topic, you will manage currency conversion rates.
Procedure
Page 504
Training Guide
Step
1.
Action
Begin by navigating to the Conversion Rate Types page.
2.
Click the General Ledger, Vision Operations (USA) link.
3.
4.
Click the Types link.
5.
The Conversion Rate Types page enables you to convert foreign currency journal
amounts to your ledger currency equivalents, run Revaluation, run Translation or
Remeasurement.
Step
Action
6.
7.
Enter the desired information into the Rate Type field. Enter "Daily Rate".
Page 505
Training Guide
Step
Action
8.
Click in the Description field.
9.
Enter the desired information into the Description field. Enter "Daily Rates".
10.
11.
Step
Action
12.
Click the Setup list item.
13.

or
Press [Alt+O].
14.
Click the Currencies list item.
15.
Page 506
Training Guide
Step
Action
or
Press [Alt+O].
16.
Click the Rates list item.
17.

or
Press [Alt+O].
18.
Click the Daily list item.
19.

or
Press [Alt+O].
20.
The Daily Rates page enables you to perform foreign currency journal conversions,
revaluation, and translation/remeasurement. You can maintain daily conversion rates
between any two currencies that you are enabled in your applications instance. In
addition, you can enter a single exchange rate for a range of dates in the Enter Rates
By Date Range page. The date range can span multiple days or periods.
Page 507
Training Guide
Step
Action
21.
Enter the desired information into the Currency: From field. Enter "SDG".
22.
Click in the Currency: To field.
23.
Enter the desired information into the Currency: To field. Enter "USD".
24.
Click in the Conversion: Date field.
25.
Enter the desired information into the Conversion: Date field. Enter "01-Jan-2007".
26.
Click in the Conversion: Type field.
27.
Enter the desired information into the Conversion: Type field. Enter "Daily Rate".
28.
Click in the Conversion Rate field.
29.
Enter the desired information into the Conversion Rate field. Enter "20".
30.
31.
You have completed the Managing Currency Conversion Rates procedure.

End of Procedure.
Reporting Foreign Currency Transactions

You can request for reports for foreign currency transaction.
You can create Unaccounted Transactions Report to identify and review all unaccounted invoice
and payment transactions and see the reason that Payables cannot account for a transaction.
You can use the Cash Requirement Report to forecast your immediate cash needs for invoice
payments. You can submit this report before every payment batch to determine your cash
requirements for the batch. You can also submit this report for the next two or three payment
batches to forecast your cash requirements for the future and improve your cash management.
You can submit Cash Requirement Report for a single currency or for all currencies. The report is
ordered by currency and lists cumulative invoice totals in the invoice currency. The report
provides in your ledger currency a sum of all invoices of each currency, and a sum of all invoices
on the report. The report alerts you if any invoices in the currency are missing exchange rates.
In this topic, you will create reporting for foreign transaction currencies.
Procedure
Page 508
Training Guide
Step
Action
1.

2.
3.
4.
Click the Run link.
5.
Use the Submit a New Request page to submit an individual request by selecting
Single Request.
Page 509
Training Guide
Step
6.
Action
or
Press [Alt+O].
7.
You will use the Submit Request page to select Unaccounted Transaction Report in
the Name field.
This report to identify and review all unaccounted invoice and payment transactions
and see the reason that Payables cannot account for a transaction. Payables sorts the
report by transaction type (invoice or payment), exception, supplier, transaction
currency, and transaction number.
Run this report after you create accounting entries. The report will then show only
transactions that had problems that prevented accounting. You can then correct the
problems and resubmit the accounting process. Note that this report does not include
invoices that have no distributions.
Page 510
Training Guide
Step
Action
8.
9.
Enter the desired information into the Name field. Enter "Unaccounted Transactions
Report".
10.
In the Parameters page, give the details in the given fields which are Reporting
Level, Reporting Context, From Accounting Date/To Accounting Date and the
Period Name.
11.
Click in the Reporting Context field.
12.
Enter the desired information into the Reporting Context field. Enter "Vision
Operations (USA)".
13.
Click in the From Accounting Date field.
14.
Enter the desired information into the From Accounting Date field. Enter "15-DEC2007".
15.
Click in the To Accounting Date field.
16.
Enter the desired information into the To Accounting Date field. Enter "20-DEC2007".
17.
Click in the Period Name field.
18.
Enter the desired information into the Period Name field. Enter "Dec-07".
Page 511
Training Guide
Step
19.
Action
or
Press [Alt+O].
20.

or
Press [Alt+m].
21.
After you submit the request, make a note of the Request ID assigned to you that will
display in the Decision page.
22.

or
Press [Alt+N].
Page 512
Training Guide
Step
23.
Action
Navigate to the Requests page using the View button.
or
Press [Alt+V].
24.

or
Press [R].
25.
Step
In the Find Requests page, query for Specific Requests, using the Request ID
assigned to you.
Action
26.
27.
28.
Page 513
Training Guide
Step
29.
Action
or
Press [Alt+i].
30.
The Requests page will display the status of the request you queried for.
You can access the Period Close Exception Report that is created when you ran the
request for Unaccounted Transactions Report, by using the View Output button in the
Requests page.
Step
31.
Action
or
Press [Alt+p].
Page 514
Training Guide
Step
32.
Action
Review the Period Close Exceptions Report.
Page 515
Training Guide
Step
33.
Page 516
Action
Training Guide
Step
Action
34.
Navigate to the Payments Dashboard page.

Click the Payments list item.
35.

or
Press [Alt+O].
36.

or
Press [Alt+O].
37.
Click the Payments Manager list item.
38.

or
Press [Alt+O].
39.
You can request for the Cash Requirements Report from the Payments Dashboard
page using the Submit Cash Requirements Report link.
Page 517
Training Guide
Step
Action
40.
Click the Submit Cash Requirements Report link.
41.
The request for the Cash Requirements Report is a seven-step process.

In the first step you need to name the Program Name.
Page 518
Training Guide
Step
Action
42.
43.
In the second step, you will give the parameter details.
Page 519
Training Guide
Step
Action
44.
45.
Enter the desired information into the Pay Through Date field. Enter "30-Dec-2007".
46.
47.
Enter the desired information into the Payment Date field. Enter "20-Dec-2007".
48.
Click in the Template field.
49.
Enter the desired information into the Template field. Enter "GE_Template".
50.
51.
In the third step, you will give the schedule details as in when you would like the
request to run.
Page 520
Training Guide
Step
Action
52.
53.
The fifth step involves the details for notifications.
Page 521
Training Guide
Step
Action
54.
55.
The sixth step is where you will give printing details.
Page 522
Training Guide
Step
Action
56.
57.
In the seventh and final step, you will review the request details you have entered and
submit the request.
Page 523
Training Guide
Step
58.
Page 524
Action
Training Guide
Step
Action
59.
60.
In the Requests page, you can view the Request IDs, status, the dates, the details of
your requests listed in the Request Summary Table.
You can click on the view output to view the reports.
61.
You have completed creating reporting for foreign transaction currencies.

End of Procedure.
Entering Exchange Rate Types

creating journal entries. You define your functional currency during setup for your ledger.
To assign an exchange rate to an invoice, you can manually enter the rate when you enter an
invoice. Alternatively, you can have Payables enter an exchange rate from the GL Daily Rates
table.
In this topic, you will enter exchange rate types.
Page 525
Training Guide
Procedure
Step
Action
1.

2.
3.
4.
The Invoice Workbench page enables you to enter all basic invoice information,
including the Invoice Currency, and the Invoice Amount expressed in the foreign
currency.
Page 526
Training Guide
Step
Action
5.
6.
7.
8.
9.
10.
Enter the desired information into the Invoice Date field. Enter "1-DEC-2007".
11.
12.
13.
14.
15.
Enter the desired information into the Invoice Curr field. Enter "EUR".
16.
17.
Page 527
Training Guide
Step
Action
18.
19.
20.
21.
22.
23.
24.
Click in the Exchange Rate field.
25.
Enter the Exchange Rate you want to use to convert the invoice into your functional
currency.
Enter the desired information into the Exchange Rate field. Enter "1.300001".
26.

The Lines tab enables you to enter invoice lines. Enter an invoice line for each line
that appears on a supplier's invoice.
27.
28.
29.

or
Press [Alt+c].
Page 528
Training Guide
Step
Action
30.
31.

or
Press [Alt+K].
32.
You have completed Entering Exchange Rate Types procedure.

End of Procedure.
Page 529
Reviewing Funds Disbursement Setup Options

Reviewing Funds Disbursement Setup Options includes information on viewing payment method
defaulting rules, searching for and viewing delivery channel codes, reviewing disbursement
system options, and searching for and viewing bank instruction codes.
View and revise funds disbursement methods.
Search for and view payment method defaulting rules.
Search for and view delivery channel codes.
Review and modify disbursement system options.
Search for and view bank instruction codes.
Searching and Viewing Payment Method Defaulting Rules

Payment Method Defaulting Rules determine when payment methods default onto a document
payable, such as an invoice. The purpose of setting up payment method defaulting rules is to
create and maintain defaulting rules for when payment methods are to default on documents to be
paid.
In this topic, you will search and view payment method defaulting rules.
Procedure
Training Guide
Step
Action
1.
Begin by navigating to the Oracle Payments Setup page.

2.
Click the Payments Setup Administration link.
3.
Use Oracle Payments Setup page to configure funds disbursement processing.

Oracle Payments offers a centralized, configurable funds capture processing setup.
This ensures an implementation that supports consistent and seamless funds capture
processing. It also restricts the user's choice of payment methods to encourage
efficient payment processing.
Page 532
Training Guide
Step
Action
4.
Click the Funds Disbursement Setup focus button.
5.
Click the Go To Task button.
6.
Payment Method Defaulting Rules page shows various products because you can
have different defaulting rules for different products. A payment method defaults onto
a document payable when all specified conditions are met. That is, values on the
document payable, such as legal entity, organization, and payment type must match
the values for the defaulting rules' conditions for the applicable payment method to
default onto the document payable.
Oracle Payments applies the rules in the user-specified priority. For example, if the
first rule is a match, Oracle Payments stops and defaults that rule's corresponding
payment method onto the invoice. Further, suppose you specify that the payment
method for all documents processed by Oracle Payables is first, Check and second,
EFT. In this case, if the conditions for Payment Method Check match those on the
invoice, then Payment Method Check defaults onto the invoice. If the conditions for
Payment Method Check do not match those on the invoice, then Oracle Payments
determines whether the conditions for Payment Method EFT matches. If the
conditions for Payment Method EFT match those on the invoice, then Payment
Method EFT defaults onto the invoice. Generally, the source product allows the user to
override the default payment system manually.
Page 533
Training Guide
Step
Action
7.
8.
Use Update Defaulting Rule: Wire page to view and update defaulting rule for wire
payment method.
Page 534
Training Guide
Step
Action
9.
10.
You have completed Searching and Viewing Payment Method Defaulting Rules
procedure.
End of Procedure.
Searching and Viewing Delivery Channel Codes

Delivery Channel Codes are generally country-specific identifiers provided by a country's
government or central bank. These codes provide the payment system or bank with additional
details about how the country-specific payment is to be delivered to a payee.
The purpose of entering country-specific delivery channel codes required by a particular country's
payment system or central bank is to enable you to specify how payments are to be delivered to
payees by the country-specific payment system or bank.
In this topic, you will search and view delivery channel codes.
Procedure
Page 535
Training Guide
Step
Action
1.
Begin by navigating to Oracle Payments Setup page.

Click the Reverse Payroll Run link.
2.

Page 536
Training Guide
Step
Action
3.
Click the Focus button.
4.
5.
Use the Delivery Channel Codes page to display Oracle Payments for seeded
delivery channel codes and the applicable user name for user-defined codes.
Page 537
Training Guide
Step
Action
6.
7.
8.
Enter the desired information into the Code field. Enter "Standard Transfer".
9.
10.
11.
Use the Update Delivery Channel Code page to view the delivery channel code.
Page 538
Training Guide
Step
Action
12.
13.
You have completed Searching and Viewing Delivery Channel Codes procedure.
End of Procedure.
Searching and Viewing Bank Instruction Codes

Bank instruction codes are generally country-specific identifiers provided by a country's
government or central bank. These codes provide the payment system or bank with additional
details about how the country-specific payment is to be processed.
The purpose of entering country-specific bank instruction codes required by a particular country's
payment system or bank is to enable you to process payment instructions to the country-specific
payment system or bank.
In this topic, you will search and view bank instruction code for quick payments.
Procedure
Page 539
Training Guide
Step
Action
1.

2.
Click the Payments Setup Administrator link.
3.

processing.
Page 540
Training Guide
Step
Action
4.
Click the Focus button.
5.
6.
Use Bank Instruction Codes page to view seeded bank instruction codes. It also
displays Oracle Payments for seeded bank instruction codes and the applicable user
name for user-defined codes.
Page 541
Training Guide
Step
Action
7.
8.
9.
Use the Update Bank Instruction Code page to view bank instruction code for quick
payments.
Page 542
Training Guide
Step
Action
10.
11.
You have completed Searching and Viewing Bank Instruction Codes procedure.
End of Procedure.
Reviewing and Modifying Disbursement System Options

Disbursement system options are system-wide payment options that control disbursements made
by the first party payer to suppliers.
Oracle Payments provides two levels of system options by operating unit of legal entity:
Enterprise-level system options
Organization-level
Oracle Payments seeds one enterprise-level system option on the Disbursement System Options
page.
You can view the default system options for the entire enterprise. You can also modify and update
the enterprise-level system options if you have been assigned security update permission.
In this topic, you will review and modify disbursement system options.
Page 543
Training Guide
Procedure
Step
Action
1.
Begin by navigating to the

Oracle Payments Setup page.
2.
3.
Use the Oracle Payments Setup page to navigate to the Disbursement System
Options page where you will review and modify disbursement system options.
Expand the Funds Disbursement Setup and select the Disbursement
System Options.
Page 544
Training Guide
Step
Action
4.
5.
Click the Disbursement Sys Opt: GoTo Task button.
6.
In the Disbursement System Options page, you can view the default system options
for the entire enterprise.
Enterprise-level system options are updateable if you have been assigned security
update permission.
You can also view the system options for each organization to which you have access
in your security profile. This means that you can only view and update those
organizations to which you have security access.
7.
To view the settings in an organization, select the View Setting icon in the
Organization Level region corresponding to the organization.
Page 545
Training Guide
Step
Action
8.
Click the Organization:View Settings button.
9.
The setting will display and once you review it, you can click on the Return to
Disbursement System Options link.
Page 546
Training Guide
Step
Action
10.
Click the Return to Disburs Sys Options link.
11.
To modify a setting, select the View Setting icon corresponding to the organization
you want to update.
Page 547
Training Guide
Step
12.
Page 548
Action
Click the Organization : View Settings button.
Training Guide
Step
Action
13.
To modify the setting, select the Update button.

14.
Select the updates you want to make in the Default Payment Method and click on the
Apply button.
Page 549
Training Guide
Step
15.
Page 550
Action
Click the Based Only on Payment Method... option.
Training Guide
Step
Action
16.
Click in the Apply field.
17.
You have completed reviewing and modifying disbursement system options using the
Disbursement System Options page.
End of Procedure.
Viewing and Revising Funds Disbursement Payment Methods

A Funds Disbursement Payment Method is a medium by which the first party payer, or deploying
company, makes a payment to a third party payee, such as a supplier. You can use a payment
method to pay one or more suppliers. Oracle Payments supports several payment methods for
funds disbursement, including the following:
Checks
Electronic Funds Transfer (EFT)
Bills Payable
Wire
The purpose of creating funds disbursement payment methods is to:
define the payment methods you want to use to make payments
define rules to default payment methods onto documents payable
assign validations to be run on documents payable, payments, and payment instructions
Oracle Payments provides a central repository for your suppliers' payment information.
Page 551
Training Guide
In this topic, you will view and revise funds disbursement payment methods.
Procedure
Step
Action
1.

2.
Click the Payments Setup Administration link.
3.
Use the Oracle Payments Setup page to configure funds disbursement processing.
Page 552
Training Guide
Step
Action
4.
5.
Click the Payment Methods: Go to Task button.
6.
Use the Payment Methods page to create a funds disbursement payment method by
entering general information, creating usage rules, assigning validations.
You can also search and view funds disbursement payment methods and update them.
Page 553
Training Guide
Step
Action
7.
8.
Enter the desired information into the Code field. Enter "EFT".
9.
10.
11.
Use the Update Payment Method page to update payment methods.

You can update usage rules by removing or adding conditions and assign or remove
validations.
Page 554
Training Guide
Step
Action
12.
Click the Payables Show link.
13.
The Usage Rules page enables you to select the first party legal entity and revise the
name and conditions of the payment processing transaction type.
It also enables you to define usage conditions and specify when a disbursement
payment method is available for use by source products for documents payable.
Usage rules for payment process profiles can be based on payment method, payment
currency, first party organization, or internal bank account.
Page 555
Training Guide
Step
Action
14.
15.
16.
Use the Search and Select: Add page to search and select the first party legal entity.
The first party legal entity is the legal entity to which the invoice belongs.
Page 556
Training Guide
Step
17.
Action
Page 557
Training Guide
Step
18.
Page 558
Action
Click the Northlake Store option.
Training Guide
Step
19.
Action
Page 559
Training Guide
Step
Action
20.
21.
Click in the Type Name field.
22.
Enter the desired information into the Type Name field. Enter "Payables Document".
23.
Click the Value list.
24.
Click the Domestic list item.
25.
Click the Value list.
26.
Click the Domestic list item.
27.
28.
You have the completed the Viewing and Revising Funds Disbursement Payment
Methods procedure.
End of Procedure.
Page 560
Funds Disbursement Process Home Page

The Funds Disbursement Process Home page includes information on creating payment process
profiles and voiding payments.
Create payment process profiles.
Void payments.
Creating Payment Process Profiles

A payment process profile is a payment attribute assigned to documents payable, and therefore to
payments, which specifies their handling.
Payment process profiles include specifications for payment formatting and transmission. The
selection of a payment process profile is driven by the payment method assigned to a document.
The Payment Process Profiles prerequisites are:
Define a Payment Process Profile, which allows for the processing of your payment currencies,
payment methods, operating units, and disbursement bank accounts.
Determine if you need to set an amount limit for the Payment Instruction. If so, enter a Payment
Limit currency, exchange rate type, and amount.
Assign a payment instruction format which includes the currency code or name for your printed
checks or electronic files.
Reporting options are defined in the Payment Process Profile.
In this topic, you will create payment process profiles.
Procedure
Training Guide
Step
Action
1.

2.
3.
The Oracle Payments Setup page enables you to set up Payment Method Controls,
Payment Method Defaulting Rules, Payment Instruction and Report Formats, Payment
Attribute Validations and define custom payment methods for payment requests,
defaulting rules, and specify whether you want to manage payment requests separately
from other payments.
Page 562
Training Guide
Step
Action
4.
5.
Click the Payment Proc.Profiles:GoTo Task button.
6.
A payment process profile is a payment attribute assigned to documents payable,

which specifies handling of the documents payable, payments, and payment
instructions by Oracle Payments.
Payment process profiles include several types of information, including specifications
for payment instruction formatting and transmission.
Use the Payment Process Profiles page to create and define payment process profiles.
Page 563
Training Guide
Step
Action
7.
8.
Use the Create Payment Process Profile page to define payment process profiles,
which comprise several types of payment processing information, including
specifications for formatting and transmission.
You can configure as many payment process profiles as you need for your payment
processes.
Page 564
Training Guide
Step
Action
9.
10.
Enter the desired information into the Code field. Enter

"TRAINING_QRTLY_2008".
11.
12.
Enter the desired information into the Name field. Enter "Training Quarterly 2008
Payments".
13.
Click the Search for Payment Instruction Format button.
14.
Use the Search and Select page to specify payment instruction formatting and
transmission.
Payment instructions are built from payments that have the same payment process
profile, among other attributes.
The payment instruction format is associated with an XML Publisher template, as well
as rules for grouping documents payable into payments and payments into payment
instructions.
Page 565
Training Guide
Step
Action
15.
Click the Oracle Applications link.
16.
The Results page gives you a list of instruction formats based on your search criteria.
Page 566
Training Guide
Step
17.
Action
Click the Standard Check Format list.
Page 567
Training Guide
Step
Action
18.
19.
You have completed the Creating Payment Process Profiles procedure.

End of Procedure.
Voiding Payments
You can void an existing payment using the void functionality.
Voiding a payment by specifying a void date and reason causes both Oracle Payments and the
payment's source product to reverse the payment.
To void a payment, navigate to the Void Payment page in one of the following two ways:
Click the Void Payment link in the Payments region of the Funds Disbursement Process
Home page
Search for a payment on the Payments Search page and click the Void icon for the applicable
payment.
In this topic, you will void a payment using the Payments Search page.
Page 568
Training Guide
Procedure
Step
1.
Action
Begin by navigating to the Funds Disbursement Process Home page.
Click the Funds Disbursement Process Manager link.
2.
You will use the Funds

Disbursement Process Home page to navigate to the Payments Search page by
using the Payments tab.
Page 569
Training Guide
Step
Action
3.
4.
Use the Payments Search page to search for a payment.

You can conduct a simple search using different criteria like payee.
Page 570
Training Guide
Step
5.
Action
Enter the desired information into the No, I do not have a resume field. Enter "GE
Capital".
Page 571
Training Guide
Step
Action
6.
7.
The search results displays the list of payments assigned to the payee you queried for.
To void a payment, click the Void icon for the applicable payment.
The Void icon is only available for payments that have been marked complete and that
do not have stop requests placed on them.
Page 572
Training Guide
Step
Action
8.
Click the Related Details object.
9.
Use the Reason field to give a description of why you want to void the payment.
Page 573
Training Guide
Step
10.
Page 574
Action
Enter the desired information into the Reason field. Enter "Wrong Payment".
Training Guide
Step
Action
11.
12.
When you click on Apply, you will receive a message alerting you that this action
cannot be reversed.
Page 575
Training Guide
Step
Action
13.
Click the Create Personal Details object.
14.
You have completed voiding a payment using the Payments Search page.
End of Procedure.
Page 576

Oracle EBS R12 Payables R2 - TRAIN

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Oracle EBS R12 Payables R2 - TRAIN

Uploaded by

Copyright:

Available Formats

Created on Monday, October 06, 2008

COPYRIGHT & TRADEMARKS

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

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

Click the Payables, Vision Operations (USA) link.

Click the vertical scrollbar.

Click the Entry link.

Click the Create Supplier button.

Click the Apply button.

Click the Address Book option.

Click the Create button.

Click in the Address Line 1 field.

Click in the Address Line 2 field.

Click in the City field.

Click in the County field.

Click in the State field.

Click in the Postal Code field.

Click in the Address Name field.

Click the Purchasing option.

Click the Payment option.

Click the Continue button.

Click in the Manage Sites field.

Click the Tax Details link.

Click the Save button.

You have completed the Entering Suppliers procedure.

Reviewing and Adjusting Suppliers

Click the Payables, Vision Operations (USA) link.

Click the vertical scrollbar.

Click the Entry link.

Click in the Supplier Name field.

Click the Go button.

Click the Tax and Reporting link.

Click the Update Transaction Tax button.

Click the Payment Details link.

Click the Default option.

Click the Save button.

Click the Invoice Management link.

Click the Save list.

You have completed the Reviewing and Adjusting Suppliers procedure.

Identifying Duplicate Suppliers

Click the Payables, Vision Operations (USA) link.

Click the vertical scrollbar.

Click the Entry link.

Click in the Supplier Name field.

Click the Go button.

Click the vertical scrollbar.

You have completed the Identifying Duplicate Suppliers procedure.

Begin by navigating to the Supplier Merge page.

Click the Payables, Vision Operations (USA) link.

Click the vertical scrollbar.

Click the Supplier Merge link.

Click in the From Supplier Name field.

Click in the From Supplier Site field.

Click in the To Supplier Name field.

Click the File menu.

Click the New menu.

Click in the From Supplier Name field.

Click in the From Supplier Site field.

Click the Copy Site option.

Click in the To Supplier Name field.

Click the OK button.

You have completed the Merging Suppliers procedure.