Oracle AP

Oracle Accounts Payables
Agenda
 Overview of Oracle Payables

 Payment Terms
 Distribution Sets
 Bank Setup
 Suppliers
 Invoices
 Payments
 Payables Accounting
 AP Standard Reports
 AP Integration
2
Company Confidential
Objectives
After completing this module, you should be able to:

 Describe how to set up suppliers
 Explain the supplier merge process
 Describe the supplier invoicing process
 Enter Standard invoices for a supplier
 Describe the accounting cycle and accounting features in
Payables
 Describe the standard Payable reports
 Understand the Integration of Payables with other modules
3
Overview of Oracle Payables
 Oracle Payables is a high-productivity accounting

solution that helps you maintain strong financial
controls. You can:
– Automate Payment process
– Prevent duplicate payments
– Pay for only the goods and services that you order and receive
 Oracle Payables also helps you resolve business
issues quickly by providing accurate responses to
your inquiries.
4
Oracle Payables Processes
Setup Enter supplier Enter invoice Approve invoice
Pay invoice
A/P
100,000
60,000
10,000
30,000
Transfer information Create accounting

to general ledger entries
5
Payment Terms
 A Payment Term is a rule used to determine the due date and

discount date for payment of a transaction based upon the
invoice date
 It is assigned to an Invoice to automatically create scheduled

payment when you submit Payables Invoice Validation for the
invoice
 You can create an unlimited number of payment terms
6
Payment Terms
Setup Invoice Payment terms
7
Payment Terms
8
Invoice Payment Schedule
9
Distributions Sets
 A Distribution Set is used to automatically enter

distributions for an invoice when you are not matching
with the purchase order
 You can assign a default Distribution Set to a supplier site
so Payables will use it for every invoice you enter for that
supplier site
 If you do not assign a Distribution Set to a supplier site
than you need to assign it during invoice creation
10
Distributions Sets
Setup Invoice Distribution Sets
11
Distributions Sets
12
Distributions Sets Tables
AP_DISTRIBUTION_SETS (HEADER)
AP_DISTRIBUTION_SET_LINES (LINES)
13
Invoice with distributions Sets
 Associate the Distribution Set with the Invoice so that distributions

would be created automatically
14
Distribution Account
15
Distributions Account
16
Lookups
Any predefined value that was not defined in a setup

window .
A lookup category is called as lookup types and the
allowable values for a lookup types are called lookup
codes.
You cannot change or delete codes once you have
defined ,but you can change the code description .
Ex-Standard,Prepayment,Debit Memo are lookup names
for the lookup type of Invoice Type.
AP_LOOKUP_CODES is a table which stores Payables
lookup details.
17
Lookups
18
Lookups
Lookup for Vendor Type
19
Lookups
Lookup for Pay Date basis
20
Lookup Types
System :No changes to the lookup codes are

allowed.
Extensible : New lookup codes can be added.

However, you cannot modify seeded lookup codes.
User :You can change any lookup code.
21
Lookup :System
Predefine
d values
cannot be
changed
22
Lookup :Extensible
New
lookup
values
can be
added
23
Lookup :User
New
lookup
value can
be added
24
Setup
Setup Options window is used to define the options

and defaults that you use for your Oracle Financial
Application(s).
Values you enter in this window are shared by Oracle

Payables, Oracle Purchasing, and Oracle Assets.
Financial Options
Payables Options
25
Setup
26
Setup-Financial Options
27
Financial Option Table
FINANCIALS_SYSTEM_PARAMS_ALL
PAYMENT_METHOD_LOOKUP_CODE
ACCTS_PAY_CODE_COMBINATION_ID
PREPAY_CODE_COMBINATION_ID
FUTURE_DATED_PAYMENT_CCID
MATCH_OPTION
SHIP_TO_LOCATION_ID
BILL_TO_LOCATION_ID
USER_DEFINED_VENDOR_NUM_CODE
ORG_ID
28 SET_OF_BOOKS_ID
Setup-Payables Options
29
Payables Option Table
AP_SYSTEM_PARAMETERS_ALL
TERMS_DATE_BASIS
PAY_DATE_BASIS_LOOKUP_CODE
INVOICE_CURRENCY_CODE
PAYMENT_CURRENCY_CODE
UPDATE_PAY_SITE_FLAG
CREATE_EMPLOYEE_VENDOR_FLAG
SET_OF_BOOKS_ID
GL_TRANSFER_SUBMIT_JOURNAL_IMP
USE_BANK_CHARGE_CODE
VENDOR_PAY_GROUP_LOOKUP_CODE
30
Bank Setup
31
Bank Setup
Bank Branch Setup
32
Bank Setup
AP_BANK_BRANCHES
BANK_BRANCH_ID
BANK_NAME
BANK_BRANCH_NAME
COUNTRY
INSTITUION_TYPE
33
Bank Setup
Bank Account Setup
34
Bank Setup
35
Bank Setup
36
Bank Setup
AP_BANK_ACCOUNTS_ALL
BANK_BRANCH_ID
BANK_ACCOUNT_ID
BANK_ACCOUNT_NAME
BANK_ACCOUNT_NUM
SET_OF_BOOKS_ID
CURRENCY_CODE
ACCOUNT_TYPE
37
Bank Table Relations
AP_BANK_BRANCHES
AP_BANK_ACCOUNTS_ALL
38
Supplier Master
39
Supplier Master
40
Supplier Master
41
Supplier Master
42
Supplier Master
43
Supplier Master
44
Supplier Table
PO_VENDORS
VENDOR_ID
SEGMENT1
SUMMARY_FLAG
ENABLED_FLAG
VENDOR_NAME
VENDOR_TYPE_LOOKUP_CODE
SET_OF_BOOKS_ID
TERMS_ID
PAY_DATE_BASIS
PAYMENT_CURRENCY_CODE
45
Supplier and Supplier Site Settings
Supplier
Tokyo Paris New York
Purchasing site Purchasing site Pay site

RFQ Only site Pay site
46
•For every supplier, you can create an unlimited number

of supplier sites with different addresses and contacts.
For example, for a single supplier, you can buy from
several different sites and send the payments to only one
site.
•You can perform the following functions for a supplier
site when you assign the following types to the site.
–Pay: You can enter invoices for the site.
–Purchasing: You can create purchase orders for the
site.
47
–RFQ Only: You can create request for quotations in

Oracle Purchasing for the site. You cannot create
purchase orders in an RFQ Only site.
–Procurement Card: Supplier site that accepts the
credit card brands of your procurement cards.
•For every supplier site, you can enter contact
information (name, address, and telephone number)
specific to that site. Contact information is for your
reference only. It is not used by the system for reporting
purposes.
48
Supplier Site
49
Supplier Site Table
PO_VENDOR_SITES_ALL
VENDOR_SITE_ID
VENDOR_ID
VENDOR_SITE_CODE
PURCHASING_SITE_FLAG
RFQ_ONLY_SITE_FLAG
PAY_SITE_FLAG
ADDRESS_LINE1
STATE
CITY
STATE
COUNTRY
50
Supplier Contacts
51
Supplier Contacts Table
PO_VENDOR_CONTACTS
VENDOR_CONTACT_ID
VENDOR_SITE_ID
FIRST_NAME
MIDDLE_NAME
LAST_NAME
TITLE
MAIL_STOP
AREA_CODE
PHONE
52
Supplier Tables Relations
PO_VENDORS
PO_VENDOR_SITES_ALL
PO_VENDOR_CONTACTS
53
Merging Supplier
Identify duplicate ABC ABC

suppliers Corporation Corp
Merge suppliers
Review merge ABC

results Corporation
54
Merging Supplier Sites
Run supplier Identify duplicate CoE_Test CoE_User

audit report suppliers CoE_HyD CoE_Ban
Merge suppliers
CoE_Test.CoE_HyD
To CoE_User
CoE_Test CoE_User
Maintain audit Review merge CoE_HyD CoE_Ban
trail results CoE_HyD
55
Merging Supplier
56
Merging Supplier
57
Merging Supplier
58
Merging Supplier
59
Merge Supplier Invoices
60
61
62
63
64
65
66
67
Invoice Creation
68
Invoice Creation
Invoice Header Information
69
Invoice Creation
Invoice Line Information
70
Invoice Creation
Invoice Distributions Information
71
Invoice Creation
Invoices contain the following information:
HEADER
Supplier information
Default information
DETAIL
Invoice distribution information
Scheduled payment information
72
Invoice Tables
AP_BATCHES_ALL
AP_INVOICES_ALL
AP_INVOICE_DISTRIBUTIONS_ALL
AP_PAYMENT_SCHEDULES_ALL
73
Invoice Tables
AP_BATCHES_ALL
BATCH_ID 172327
BATCH_NAME CoE_Batch
BATCH_DATE 5/20/2005
CONTROL_INVOICE_COUNT 2
CONTROL_INVOICE_TOTAL 10000
INVOICE_TYPE_LOOKUP_CODE STANDARD
ORG_ID 130
74
Invoice Tables
AP_INVOICES_ALL
BATCH_ID 172327
INVOICE_ID 827452
VENDOR_ID 50848
INVOICE_NUM Invoice_1
SET_OF_BOOKS_ID 91
INVOICE_CURRENCY_CODE USD
PAYMENT_CURRENCY_CODE USD
INVOICE_AMOUNT 10000
VENDOR_SITE_ID 57778
INVOICE_TYPE_LOOKUP_CODE STANDARD
TERMS_ID 10041
PAYMENT_METHOD_LOOKUP_CODE CHECK
75
Invoice Tables
AP_INVOICES_ALL
SOURCE Manual Invoice Entry

PAY_GROUP_LOOKUP_CODE SUPPLIERS
TERMS_DATE 5/20/2005
ACCTS_PAY_CODE_COMBINATION_ID 158401 After
Payment
APPROVED_AMOUNT 7000
it turns
ATTRIBUTE_CATEGORY DIMS ‘Y’
PAYMENT_STATUS_FLAG N
76
Invoice Tables
BATCH_ID 172327 172327
INVOICE_ID 827452 827452
ACCOUNTING_DATE 5/20/2005 5/20/2005
DISTRIBUTIONS_LINE_NUMBER 1 2
DIST_CODE_COMBINATION_ID 158532 158532
LINE_TYPE_LOOKUP_CODE ITEM ITEM
PERIOD_NAME MAY-05 MAY-05 After
SET_OF_BOOKS_ID 91 91 Payment
it turns
AMOUNT 7000 3000 ‘Y’
DESCRIPTION Item 1 received Item 2 received
POSTED_FLAG N N
ORG_ID 130 130
77
Invoice Tables
BATCH_ID 172327
INVOICE_ID 827452
AMOUNT_REMAINING 10000
DUE_DATE 7/19/2005 After
GROSS_AMOUNT 10000 Payment
it turns
HOLD_FLAG N
‘Y’
PAYMENT_METHOD_LOOKUP_CODE CHECK
PAYMENT_STATUS_FLAG N
PAYMENT_PRIORITY 99
EXTERNAL_BANK_ACCOUNT_ID 110613
INV_CURR_GROSS_AMOUNT 10000
ORG_ID 130
78
Invoice Tables Relations
AP_BATCHES_ALL
AP_INVOICES_ALL
79
Payment Features
Oracle Payables provides a variety of features for

fast, controlled payment processing. With Oracle
Payables, you can:
 Ensure that duplicate invoice payments never occur
 Pay only invoices that are due, and automatically take the maximum
discount available
 Automatically create groups of payments for invoices that meet the
criteria you select
80
Payment : Overview of the Steps
Format
payments
Print checks or
create electronic
payments
Create
Accounting
81
Payment
82
Payment
83
Payment
84
Payment Tables
AP_INVOICE_PAYMENTS_ALL
AP_CHECKS_ALL
AP_INV_SELECTION_CRITERIA_ALL
85
Payment Tables
AP_INVOICE_PAYMENTS_ALL After
Payment
ACCOUNTING_EVENT_ID 114445
it turns
‘Y’
AMOUNT 10000
CASH_POSTED_FLAG N
CHECK_ID 466673
INVOICE_ID 827452
INVOICE_PAYMENT_ID 872898
After
PAYMENT_NUM 1
Payment
PERIOD_NAME MAY-05 it turns
‘Y’
POSTED_FLAG N
SET_OF_BOOKS_ID 91
BANK_ACCOUNT_NUM 001
ORG_ID 130
86
Payment Tables
AP_CHECKS_ALL
AMOUNT 10000
BANK_ACCOUNT_ID 110613
BANK_ACCOUNT_NAME BANK_1
CHECK_DATE 5/23/2005
CHECK_ID 466673
CHECK_NUMBER 2
CURRENCY_CODE USD
PAYMENT_METHOD_LOOKUP_CODE Check
PAYMENT_TYPE_FLAG Q
CHECK_VOUCHER_NUM 1000
BANK_ACCOUNT_NUM 001
VENDOR_NAME CoE_User
87
Payment Tables
AP_INV_SELECTION_CRITERIA_ALL
CHECK_RUN_NAME Quick Payment ID=466673
CHECK_DATE 5/23/2005
BANK_ACCOUNT_NAME BANK_1
PERIOD_NAME Dummy
CURRENCY_CODE USD
BANK_ACCOUNT_ID 110613
ORG_ID 130
CHECKRUN_ID 46590
88
Payment Actions
89
Accounting Entries
 In previous releases, the Payables Transfer to General Ledger

process created the accounting entries and put the information
in the GL interface table. The Journal Import process moved
the information from the interface table to the permanent GL
tables.
 In release 11.5(11i) the Payables Accounting process generates
the accounting entries. The Payables Transfer to General Ledger
no longer creates the entries, but simply moves them from
Payables to the GL interface table. The Journal Import process
still moves the information from the interface table to the
permanent GL tables.
90
Accounting Entries
91
Accounting Entries
92
Accounting Entries
93
Accounting Entries
94
AP Accounting Tables
AP_ACCOUNTING_EVENTS_ALL
AP_AE_HEADERS_ALL
AP_AE_LINES_ALL
95
ACCOUNT_EVENT_ID 1144456
ACCOUNTING_DATE 5/23/2005
EVENT_TYPE_CODE PAYMENT
EVENT_NUMBER 1
EVENT_STATUS_CODE ACCOUNTED
SOURCE_TABLE AP_CHECKS
ORG_ID 130
96
AP_AE_HEADERS_ALL
AE_HEADER_ID 880162
ACCOUNTING_EVENT_ID 1144456
AE_CATEGORY PAYMENTS
SET_OF_BOOKS_ID 4
CROSS_CURRENCY_FLAG N
PERIOD_NAME MAY-05
ACCOUNTING_DATE 5/23/2005
GL_TRANSFER_FLAG Y
97
AP_AE_LINES_ALL
AE_LINE_ID 3524385 3524386
AE_HEADER_ID 880162 880162
AE_LINE_NUMBER 1 2
AE_LINE_TYPE_CODE LIABILITY CASH
CODE_COMBINATION_ID 158401 158532
CURRENCY_CODE USD USD
ENTERED_DR 10000
ENTERED_CR 10000
ACCOUNTED_DR 10000
ACCOUNTED_CR 10000
SOURCE_TABLE AP_INVOICE_PAYMENTS AP_CHECKS
98
Accounting Tables Relations
AP_AE_HEADERS_ALL
AP_AE_LINES_ALL
99
AP Standard Reports
Oracle Payables Supplier Reports

Report Name Description
Suppliers Report Review supplier, supplier site, and
supplier site contacts information
Supplier Audit Report Review supplier names that
are similar, to help identify potential
duplicate suppliers
New Supplier/New Review new supplier sites
Supplier Site Listing
Supplier Payment Review the payment history,
History including void payments, for a
supplier or a group of suppliers
Supplier Paid Review the payment history,
Invoice History including discount and partial
payment information, for a supplier
or group of suppliers
100
Accounting and Reconciliation Reports
Payables provides the following accounting and

reconciliation reports:
•Accounts Payable Trial Balance Report
•Payables Account Analysis Report
•Payables Accounting Entries Report
•Payables Accounting Process Report
•Posted Invoice Register
•Posted Payment Register
•Unaccounted Transactions Report
101
Payables Accounting Entries Report
•Use the Payables Accounting Entries Report to review

and analyze accounting entries in the Payables
subledger.
•The report also lists transactions that have been
accounted with error and all entries that could not be
transferred to the general ledger interface.
Transactions Entries not

with errors transferred
102
Unaccounted Transactions Report
Use the Unaccounted Transactions Report to identify

and review all unaccounted invoice and payment
transactions and see the reason that Payables cannot
account for a transaction.
Invoice transactions Payment transactions
103
Product Integration
Oracle Human Oracle Projects Oracle Cash

Resources Management
Oracle
e-Commerce
Oracle Gateway
Workflow
Oracle Payables
Oracle Oracle
Property iExpenses
Manager
Oracle Oracle Oracle
Purchasing Assets General Ledger
104
Oracle Payables Integration
•Oracle Human Resources shares locations and

employees with Oracle Payables.
•Oracle Projects imports invoice information from Oracle
Payables to track project costs, and exports expense
report information to Oracle Payables.
•Oracle Cash Management reconciles payments created in
Oracle Payables with your bank statements.
•Oracle e-Commerce Gateway transfers electronic invoices
to Oracle Payables and electronic data interchange (EDI)
payments out of Oracle Payables.
•Oracle Purchasing and other purchasing systems share
purchase orders and supplier information with Oracle
Payables.
105
Oracle Payables Integration
•Oracle Property Manager exports lease payment

information to Oracle Payables where you can pay lease
invoices.
•Oracle iExpenses lets employees enter their own
expense reports.
•Oracle Workflow can be set up to process invoice
records before you import them from the Payables Open
Interface.
•Oracle General Ledger and other general ledger systems
receive invoice and payment accounting entries from
Oracle Payables.
•Oracle Assets and other fixed-asset systems record
Oracle Payables invoice distributions for asset
purchases.
106
107
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Oracle Accounts Payables

 Overview of Oracle Payables

After completing this module, you should be able to:

 Oracle Payables is a high-productivity accounting

Setup Enter supplier Enter invoice Approve invoice

Transfer information Create accounting

 A Payment Term is a rule used to determine the due date and

 It is assigned to an Invoice to automatically create scheduled

 You can create an unlimited number of payment terms

Setup Invoice Payment terms

 A Distribution Set is used to automatically enter

Setup Invoice Distribution Sets

 Associate the Distribution Set with the Invoice so that distributions

Any predefined value that was not defined in a setup

Lookup for Vendor Type

Lookup for Pay Date basis

System :No changes to the lookup codes are

Extensible : New lookup codes can be added.

User :You can change any lookup code.

Setup Options window is used to define the options

Values you enter in this window are shared by Oracle

Bank Branch Setup

Bank Account Setup

Tokyo Paris New York

Purchasing site Purchasing site Pay site

•For every supplier, you can create an unlimited number

–RFQ Only: You can create request for quotations in

Identify duplicate ABC ABC

Review merge ABC

Run supplier Identify duplicate CoE_Test CoE_User

Invoice Header Information

Invoice Line Information

Invoice Distributions Information

Invoices contain the following information:

Scheduled payment information

SOURCE Manual Invoice Entry

Oracle Payables provides a variety of features for

 In previous releases, the Payables Transfer to General Ledger

Oracle Payables Supplier Reports

Payables provides the following accounting and

•Use the Payables Accounting Entries Report to review

Transactions Entries not

Use the Unaccounted Transactions Report to identify

Invoice transactions Payment transactions

Oracle Human Oracle Projects Oracle Cash

•Oracle Human Resources shares locations and

•Oracle Property Manager exports lease payment

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