Oracle Accounts Payable – User Manual Version 30.0 ORACLE ACCOUNTS PAYABLES – User Manual Implementation of Management Information System (MIS) Including Financial Management System (FMS) ICAR Version No.: 30.0 INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE (INDIAN COUNCIL OF AGRICULTURAL RESEARCH) LIBRARY AVENUE, PUSA, NEW DELHI – 110 012 www.iasri.res.in 2013
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Oracle Accounts Payable – User Manual Version 30.0
ORACLE ACCOUNTS PAYABLES – User Manual
Implementation of Management Information System (MIS)
Including Financial Management System (FMS)
ICAR
Version No.: 30.0
INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE
(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)
LIBRARY AVENUE, PUSA, NEW DELHI – 110 012
www.iasri.res.in
2013
Oracle Accounts Payable – User Manual Version 30.0
1.1 ABOUT THIS DOCUMENT ................................................................................................................................................................................................................... 10 1.2 USING MENU BAR AND SHORTCUT KEYS .......................................................................................................................................................................................... 11 1.3 IMPORTANT KEYBOARD SHORTCUT .................................................................................................................................................................................................. 12
2 LOGGING INTO ORACLE APPLICATIONS ................................................................................................................................................................................. 13
3 PROCESS OVERVIEW ....................................................................................................................................................................................................................... 14
3.1 BILL CREATION, APPROVAL AND PAYMENT PROCESS ...................................................................................................................................................................... 14 3.2 BILL CREATION PROCESS – DIAGRAMMATIC FLOW ......................................................................................................................................................................... 15 3.3 BILL APPROVAL & PAYMENT PROCESS - DIAGRAMMATIC FLOW ..................................................................................................................................................... 16
4 BILL CREATION PROCESS .............................................................................................................................................................................................................. 17
4.1 BUSINESS PROCESS – BILL CREATION PROCESS BASED ON PURCHASE ORDER-............................................................................................................................... 17 4.2 BUSINESS PROCESS – BILL CREATION PROCESS WITHOUT PO ......................................................................................................................................................... 31
5 BUSINESS PROCESS FOR DDO ....................................................................................................................................................................................................... 51
5.1 SUBMIT THE CONCURRENT PROGRAM - ICAR INVOICE REGISTER REPORT ..................................................................................................................................... 64
6 BUSINESS PROCESS FOR AUDIT & ACCOUNTS SECTION – ASSISTANT AND FINANCIAL AND AUDIT OFFICER ............................................... 70
7 BUSINESS PROCESS – PAYMENT PROCESS ............................................................................................................................................................................... 82
7.1 CONCURRENT PROGRAMS ................................................................................................................................................................................................................ 98 7.1.1 ICAR Payment Voucher Report ............................................................................................................................................................................................... 98 7.1.2 ICAR Payment advice ............................................................................................................................................................................................................ 103 7.1.3 ICAR Electronic Fund Transfer Report ................................................................................................................................................................................. 103 7.1.4 ICAR Main Cash Book Report ............................................................................................................................................................................................... 104 7.1.5 ICAR Invoice Turnaround Report.......................................................................................................................................................................................... 105
8 BUSINESS PROCESS – BILL CREATION WITH TAX DEDUCTION AT SOURCE (TDS) .................................................................................................. 106
8.1 PROCESS FOR DDO ASSISTANT ...................................................................................................................................................................................................... 106 8.2 PROCESS FOR DDO ........................................................................................................................................................................................................................ 112 8.3 PROCESS FOR AUDIT & ACCOUNTS SECTION .................................................................................................................................................................................. 122 8.4 PAYMENT PROCESS – TDS INVOICES ............................................................................................................................................................................................. 123
8.4.1 Payment to Vendor ................................................................................................................................................................................................................ 123 8.4.2 Payment to Commissioner of Income Tax ............................................................................................................................................................................. 139
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8.6 ENTER TDS CHALLAN DETAILS- DDO .......................................................................................................................................................................................... 142 8.7 PROCESS TO GENERATE QUARTERLY RETURNS ............................................................................................................................................................................. 145
8.7.1 India - Process TDS Payments .............................................................................................................................................................................................. 146 8.7.2 India - Generate TDS Certificates ......................................................................................................................................................................................... 147 8.7.3 India - TDS Certificates ......................................................................................................................................................................................................... 148 8.7.4 India - Program to generate eTDS Quarterly Certificates 26Q ............................................................................................................................................ 149
9 BUSINESS PROCESS – ADVANCES TO EMPLOYEES .............................................................................................................................................................. 150
9.1 PREPAYMENT BILL OF ADVANCE AMOUNT..................................................................................................................................................................................... 150 9.1.1 Process for DDO assistant .................................................................................................................................................................................................... 150 9.1.2 Process for DDO ................................................................................................................................................................................................................... 159 9.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 159 9.1.4 Payment Process .................................................................................................................................................................................................................... 159 9.1.5 ICAR Objection book report after the advance ..................................................................................................................................................................... 160
9.2 ADJUSTMENT OF ADVANCES GIVEN TO EMPLOYEES ...................................................................................................................................................................... 160 9.2.1 Process for DDO assistant .................................................................................................................................................................................................... 161 9.2.2 Process for DDO ................................................................................................................................................................................................................... 172 9.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 172 9.2.4 Payment Process .................................................................................................................................................................................................................... 172 9.2.5 ICAR Objection book report after the advance and adjustment ............................................................................................................................................ 173
9.3 RECOVERY OF THE UNSPENT AMOUNT ........................................................................................................................................................................................... 173 9.3.1 Process for DDO Assistant - Creation of Recovery Bill ........................................................................................................................................................ 174 9.3.2 Process for DDO - Adjustment of Unspent amount Bill ........................................................................................................................................................ 181 9.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 182 9.3.4 Payment Process .................................................................................................................................................................................................................... 182 9.3.5 ICAR Objection book report after the advance and adjustment ............................................................................................................................................ 183
10 BUSINESS PROCESS- PETTY CASH SYSTEM........................................................................................................................................................................ 184
10.1 BILL CREATION FOR PETTY CASH ADVANCE .................................................................................................................................................................................. 184 10.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 184 10.1.2 Process for DDO ................................................................................................................................................................................................................... 190 10.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 190 10.1.4 Payment Process .................................................................................................................................................................................................................... 190
10.2 BILL CREATION FOR PETTY CASH EXPENSES .................................................................................................................................................................................. 191
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10.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 191 10.2.2 Process for DDO ................................................................................................................................................................................................................... 195 10.2.3 ICAR Objection Book ............................................................................................................................................................................................................ 196 10.2.4 Process for Audit & Accounts section ................................................................................................................................................................................... 196 10.2.5 Payment Process .................................................................................................................................................................................................................... 196
11 BILL CREATION FOR LETTER OF CREDIT (LC) ................................................................................................................................................................ 197
11.1 PREPAYMENT BILL FOR LC ............................................................................................................................................................................................................ 198 11.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 198 11.1.2 Process for DDO ................................................................................................................................................................................................................... 204 11.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 204 11.1.4 Payment Process .................................................................................................................................................................................................................... 204
11.2 CREATION OF STANDARD BILL ....................................................................................................................................................................................................... 205 11.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 205 11.2.2 Process for DDO ................................................................................................................................................................................................................... 214 11.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 214 11.2.4 Payment Process .................................................................................................................................................................................................................... 214 11.2.5 ICAR Objection Book Report ................................................................................................................................................................................................. 215
11.3 ADJUSTMENT OF THE LC BILL AFTER RECEIVING OF GOODS .......................................................................................................................................................... 216 11.3.1 Process for DDO Assistant .................................................................................................................................................................................................... 216 11.3.2 Process for DDO ................................................................................................................................................................................................................... 220 11.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 220 11.3.4 Payment Process .................................................................................................................................................................................................................... 220
12 BUSINESS PROCESS – ADVANCES TO SUPPLIER (CPWD) BASED ON PO .................................................................................................................... 221
12.1 PREPAYMENT BILL OF ADVANCE AMOUNT ..................................................................................................................................................................................... 221 12.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 221 12.1.2 Process for DDO ................................................................................................................................................................................................................... 229 12.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 229 12.1.4 Payment Process .................................................................................................................................................................................................................... 230 12.1.5 ICAR Objection Book Report ................................................................................................................................................................................................. 231
12.2 PROCESS OF BILL CREATION BY DDO ASSISTANT .......................................................................................................................................................................... 232 12.3 BILL AMOUNT FALLS WITHIN 2/3RD (67%) OF THE CONTRACTUAL AMOUNT ................................................................................................................................... 240
12.3.1 Process for DDO ................................................................................................................................................................................................................... 240 12.3.2 Process for Audit and Accounts section................................................................................................................................................................................. 240 12.3.3 Process for Payment .............................................................................................................................................................................................................. 240
12.4 BILL AMOUNT EXCEEDS 2/3RD (67%) OF THE CONTRACTUAL AMOUNT ........................................................................................................................................... 241 12.4.1 Process for DDO Assistant .................................................................................................................................................................................................... 242 12.4.2 Process for DDO ................................................................................................................................................................................................................... 248 12.4.3 Process for Audit and Accounts section................................................................................................................................................................................. 248
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12.4.4 Process for Payment .............................................................................................................................................................................................................. 248 12.4.5 ICAR Objection Book Report after the advance and adjustment ........................................................................................................................................... 249
13 BUY BACK PROCESS ................................................................................................................................................................................................................... 250
13.1 PROCESS FOR DDO ASSISTANT ...................................................................................................................................................................................................... 250 13.2 BUSINESS PROCESS FOR DDO ........................................................................................................................................................................................................ 259
14.1BUSINESS PROCESS – BILL CREATION PROCESS FOR PROJECTS ..................................................................................................................................................... 268
15 HOW TO RUN ANY CONCURRENT REPORT? ...................................................................................................................................................................... 275
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1 Introduction
1.1 About this document
This document covers the above mentioned contents of the following module:
❖ Accounts Payables
The document has been developed by the IBM Team based on the inputs from the ICAR Team.
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1.2 Using Menu Bar and shortcut keys
Screen: Standard Bill screen
Purpose: To illustrate the various menu bar icons, their meanings and key board short cuts.
1. New: Use this icon to create a new invoice. Alternative navigation: File->New
2. Find: Use this icon to invoke find (query) screen. The keyboard short cut is F11 key.
3. Save: Use this icon to save the record.
Alternative navigation: File->Save or press CTRL + S
4. Switch Responsibility: Use this icon to change the current responsibility. Alternative navigation: File->Switch Responsibility
5. Clear Record: Use this icon to clear the current (selected) record. This however does not delete a record that has already been
saved. Alternative navigation: Edit->Clear->Record
6. Delete Record: Use this icon to delete the current (selected) record. Alternative navigation: Edit->Delete
7. Attachment: Use this icon to attach text files or other files if required.
8. Help: Use this icon to invoke the “Help” screen. Alternative navigation: Help->Window help
New
Find
Save Switch
Responsibility
Clear
Record
Delete
Record
Help
Attach
ment
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1.3 Important Keyboard shortcut
Function/Purpose Keyboard Shortcut
Enter into query mode F11 Query with partial information Prefix or suffix with %
Execute query CTRL + F11
Close/Exit screen F4
Invoke List of Values CTRL + L
Insert duplicate field SHIFT +F5
Insert duplicate record SHIFT +F6
To query the form:
1. For query, first press F11.
2. Give partial information on screen like partial invoice name, number and prefix or suffix with %.
3. Execute the query by pressing CTRL and F11.
List of Value (LOV)
LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs
are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require
excessive scrolling.
Search within LOV list
1. Click on the LOV icon.
2. The list of LOV is displayed.
3. If short list then scroll and select the required value. Press OK.
4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and suffix is
also used where the subsequent word(s) of the total value is used for query.
5. Then click Find button.
6. This displays a shortened list of values that will match the query submitted.
7. Select the value desired and click OK. The original text entry screen is populated
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2 Logging into Oracle Applications
Navigation
• Open the link for the Oracle Instance
http://icarerp.iasri.res.in
Screenshots and
Steps • Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on
first time login.
• On logging into the application, a new page consisting of the responsibilities assigned to the user and the active notifications
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Bill Creation Process for Projects
Note: It is mandatory to have budget for the project in which bill is to be created. In the absence of budget, bill will not validate and cannot be paid.
• For creation of Project related invoice, fill the General Tab as mentioned in previous procedures for Bill Creation. Yellow fields are mandatory.
• At lines level, enter the amount and enter the project number for which bill is being created. On selection of Project number, details of project and other expenditure details will default.
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• Once you select the Project Number and click on Ok, the following message shall appear showing the name of the project.
• The next field is Major category. Click on the list of value attached and select the category under which the bill is to be made
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• Expenditure Item date will default from the bill date. • Select the Minor category for which the budget has been entered.
However, while creating project related bills for a project, only those Major Category and Minor Category values would be available in List of values under which client has allocated the budget in his/her project
•
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• Once you select the Minor category, the system will give you a message showing the budget and the fund available in that minor category for that project
• Click on Distribution.
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• The account shall automatically default from the minor category you select. You can change the account in case you want
• User will not be able to change the Fund Type and scheme code as it defaults directly from the project
NOTE: In case the Invoice Type is Prepayment, the account details shall not default from the expenditure type and user will have to enter it manually.
NOTE: The budget amount will also get displayed when user will click on Action button (to validate the bill).
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14.2 Business Process for DDO
Process • DDO shall click on Torch and Find for the Bill number.
• He should verify that all the details entered by the assistant are correct.
• Key things that DDO should check includes vendor bank details, correct account combination used, bill type, nature of bill, TDS amount, availability of funds, project details etc.
• After checking it in the system, DDO should put his signature and stamp on the print of ICAR Bill report.
• For detailed explanation for checking these things, kindly refer to the bill creation processes as discussed in this document above
14.3 Business Process for Audit & Accounts Section – Assistant and Financial and Audit Officer
Process for Audit • When DDO sends the bill for approval, it will come to the Senior Financial and Audit Officer (S.F&AO) for his
approval after passing through the Audit assistant.
• The Audit and Accounts section shall receive the bill file physically.
• Audit assistant shall enter the Audit file received date as shown below in the Nature of Bill field.
• Audit Officer will validate the Bill
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15 How to Run any Concurrent Report?
Navigation
• View →Request
Run the Concurrent
program • Process for running any concurrent report is same.
Click here
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Run the Concurrent
program • Click on Submit a New Request
Click here
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Run the Concurrent
program • Click Ok for submitting Single Request
Click Ok
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Run the
Concurrent
program
•
• Enter the parameters as shown in figure.
• Click on OK and again click on Submit Button.
• And Click NO.
Enter the Name
of the concurrent
program name
Enter the
Parameters
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Run the
Concurrent
program
• Now click on Refresh Data to refresh the status of the request.
• Program should be completed with status as Normal. As shown in figure.
• To View the result click on View output.
• Take a print of the payment voucher and file it along with the bill file.
Request shall be
completed in status
as Completed and
Normal
Click on
View output
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Key Reports with
their Usage
• ICAR Bill Report : This report shows the details of the bills created like vendor details, amount, budgeting information.
Account head and fund types taken.
• ICAR Account Analysis Report: This report shows the details of all the bills created in the system and is the basis for
doing reconciliation with ICAR Fund Inquiry Report
• ICAR Fund Inquiry Report: This report shows the budget amount in each head with the total expenditure as on date.
• ICAR invoice Register: This report details the list of all bills created during a specified period and their payment details
• ICAR Invoice Register- Budget Head Wise: This report details the list of all bills created during a specified period and
their payment details with their respective budget heads
• ICAR Objection Book Report: This Report shows the prepayment bills created and adjustment carried out against them.
This is a useful report to find out how many bills are pending for adjustment
• ICAR Payment Advice: This report details out the details of payments done. It can be useful for issuing it to the vendors
• ICAR Prepayment Annexure Bill Report: This report is useful for finding how many bills are adjusted against a particular
prepayment bill
• ICAR TDS detailed Report: This report shows the details of all TDS invoices with the relevant TDS invoice
• ICAR Treasury Receipt report: This report is used to employees/vendor who refund unutilized amount of an advance
• ICAR Vendor Program: This report shows how many vendors are existing in the system against a particular bank account
number
• ICAR Bill Tracking Report: This report helps to track the status of bills as to on which section they are pending