R12 Oracle Payables Management Fundamentals Activity Guide D49300GC20 Edition 2.0 March 2009 D59114 Oracle University and Egabi Solutions use only THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY. COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED
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Practice - Create a New Employee Record (Required)..............................................................................1-4 Solution - Create a New Employee Record (Required) .............................................................................1-6 Practice - Create a New User Record ........................................................................................................1-9 Solution - Create a New User Record........................................................................................................1-10 Practice - Set Yourself Up As a Buyer (Required) ....................................................................................1-12 Solution - Set Yourself Up As a Buyer (Required) ...................................................................................1-13 Guided Demonstration - Run the Fill Employee Hierarchy Process .........................................................1-14 Practice - Modify a List of Values and Create a Supplier With Two Sites................................................1-15 Solution – Modify a List of Values and Create a Supplier With Two Sites ..............................................1-16 Practice - Create a 1099 Supplier Record ..................................................................................................1-31 Solution - Create a 1099 Supplier Record .................................................................................................1-32 Practice - Review and Change Supplier Information.................................................................................1-37 Solution - Review and Change Supplier Information................................................................................1-38 Guided Demonstration: Submit the Suppliers Audit Report and Merge Suppliers ...................................1-40 Practice - Remove the Payment Hold On Your 1099 Supplier..................................................................1-41 Solution - Remove the Payment Hold On Your 1099 Supplier .................................................................1-42 Practice - Set Up an Invoice Batch ............................................................................................................1-43 Solution - Set Up an Invoice Batch ...........................................................................................................1-44 Practice - Create Folder Forms for the Invoice Header and Lines regions ................................................1-45 Solution - Create Folder Forms for the Invoice Header and Lines regions ...............................................1-46 Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments ......................1-49 Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments .....................1-50 Practice - Enter an Invoice for a Fixed Asset.............................................................................................1-52 Solution - Enter an Invoice for a Fixed Asset............................................................................................1-53 Practice - Create Distribution Sets.............................................................................................................1-55 Solution - Create Distribution Sets ............................................................................................................1-56 Practice - Enter Invoices Using your Distribution Sets .............................................................................1-58 Solution - Enter Invoices Using your Distribution Sets.............................................................................1-59 Practice - Create a Freight Distribution .....................................................................................................1-63 Solution - Create a Freight Distribution.....................................................................................................1-64 Practice - Allocate Freight Charges ...........................................................................................................1-67 Solution - Allocate Freight Charges ..........................................................................................................1-68 Practice - Create a Scheduled Payment Plan .............................................................................................1-71 Solution - Create a Scheduled Payment Plan.............................................................................................1-72 Practice - Cancel an Invoice ......................................................................................................................1-75 Solution - Cancel an Invoice......................................................................................................................1-76 Practice - Reverse Invoice Distributions....................................................................................................1-78 Solution - Reverse Invoice Distributions...................................................................................................1-79 Practice - Create a Standard Purchase Order .............................................................................................1-84 Solution - Create a Standard Purchase Order.............................................................................................1-85 Practice - Match Invoices to a Purchase Order ..........................................................................................1-88 Solution - Match Invoices to a Purchase Order .........................................................................................1-90 Practice - Enter Quick Invoices .................................................................................................................1-97 Solution - Enter Quick Invoices.................................................................................................................1-99 Practice - Enter a Purchase Order for Matching to Quick Invoices ...........................................................1-102 Solution - Enter a Purchase Order for Matching to Quick Invoices ..........................................................1-103 Practice - Match to a PO in Quick Invoices...............................................................................................1-105 Solution - Match to a PO in Quick Invoices ..............................................................................................1-106 Practice - Create a Special Calendar..........................................................................................................1-108 Solution - Create a Special Calendar .........................................................................................................1-109
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R12 Oracle Payables Management Fundamentals Table of Contents ii
Practice - Create Recurring Invoices .........................................................................................................1-111 Solution - Create Recurring Invoices.........................................................................................................1-112 Practice - Calculate a Supplier Balance .....................................................................................................1-115 Solution - Calculate a Supplier Balance ....................................................................................................1-116 Practice - Run the Invoice Holds Reports..................................................................................................1-117 Solution - Run the Invoice Holds Reports .................................................................................................1-118 Practice - Place a Hold on an Invoice ........................................................................................................1-120 Solution - Place a Hold on an Invoice .......................................................................................................1-121 Practice - Release Holds ............................................................................................................................1-122 Solution - Release Holds ...........................................................................................................................1-123 Practice - Validate Invoices Online ...........................................................................................................1-124 Solution - Validate Invoices ......................................................................................................................1-125 Practice - Create an Internal Bank Account...............................................................................................1-127 Solution – Create an Internal Bank Account .............................................................................................1-128 Practice - Create an External Bank Account..............................................................................................1-135 Solution - Create an External Bank Account .............................................................................................1-136 Practice - Create a Manual Payment..........................................................................................................1-139 Solution - Create a Manual Payment .........................................................................................................1-140 Practice - Create a Quick Payment ............................................................................................................1-144 Solution - Create a Quick Payment............................................................................................................1-145 Practice - Place a Stop on a Payment.........................................................................................................1-148 Solution - Place a Stop on a Payment ........................................................................................................1-149 Practice - Void and Re-issue a Quick Payment .........................................................................................1-151 Solution - Void and Re-issue a Quick Payment.........................................................................................1-152 Practice - Create a Payment Process Request Template ............................................................................1-155 Solution - Create a Payment Process Request Template ...........................................................................1-156 Practice - Run the Cash Requirement Report ............................................................................................1-160 Solution - Run the Cash Requirement Report............................................................................................1-161 Practice - Use your Template to run a Payment Batch with Straight-Through Processing........................1-165 Solution - Use your Template to run a Payment Batch with Straight-Through Processing.......................1-166 Practice - Payment Process Request with Stops ........................................................................................1-175 Solution - Payment Process Request with Stops........................................................................................1-177 Practice - Void a Payment in Payments Manager......................................................................................1-194 Solution - Void a Payment in Payments Manager .....................................................................................1-195 Practice - Stop a Payment in Payments Manager ......................................................................................1-199 Solution - Stop a Payment in Payments Manager......................................................................................1-200 Practice - Enter a Credit Memo and Record a Refund...............................................................................1-204 Solution - Enter a Credit Memo and Record a Refund ..............................................................................1-205 Practice - Create a Prepayment Invoice .....................................................................................................1-210 Practice - Create a Prepayment Invoice Invoice ........................................................................................1-211 Practice - Apply a Prepayment ..................................................................................................................1-217 Solution - Apply a Prepayment..................................................................................................................1-218 Practice - Set up Payment Terms...............................................................................................................1-223 Solution - Set up Payment Terms ..............................................................................................................1-224 Practice - Create an Expense Report Template..........................................................................................1-228 Solution - Create an Expense Report Template .........................................................................................1-229 Practice - Enter an Expense Report in AP .................................................................................................1-231 Solution - Enter an Expense Report in AP.................................................................................................1-232 Practice - Create an Employee Advance....................................................................................................1-235 Solution - Create an Employee Advance ...................................................................................................1-236 Practice - Apply an Employee Advance ....................................................................................................1-242 Solution - Apply an Employee Advance ...................................................................................................1-243 Practice - Create Accounting .....................................................................................................................1-246 Solution - Submit the Create Accounting Process .....................................................................................1-247 Practice - Set Up US Sales Tax .................................................................................................................1-251 Solution - Set Up US Sales Tax.................................................................................................................1-253 Practice - Enter an Invoice with US Sales Tax Lines ................................................................................1-261
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R12 Oracle Payables Management Fundamentals Table of Contents iii
Solution - Enter an Invoice with US Sales Tax Lines................................................................................1-262 Practice - Set Up UK VAT ........................................................................................................................1-265 Solution - Set Up UK VAT .......................................................................................................................1-267 Guided Demonstration - Enter an Invoice with UK VAT .........................................................................1-276 Practice - Verify Automatic Withholding Tax Setup.................................................................................1-279 Solution - Verify Automatic Withholding Tax Setup................................................................................1-280 Practice - Create Withholding Tax Invoices ..............................................................................................1-286 Solution - Create Withholding Tax Invoices .............................................................................................1-287
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R12 Oracle Payables Management Fundamentals Table of Contents v
Preface
Profile
Before You Begin This Course
• Thorough knowledge of accounting practices.
• Working experience with Accounts Payables processes.
Prerequisites
• eBusiness Suite Essentials for Implementers.
How This Course Is Organized
R12 Oracle Payables Management Fundamentals Ed 2 is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.
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R12 Oracle Payables Management Fundamentals Table of Contents vii
Typographic Conventions
Typographic Conventions in Text Convention Element Example Bold italic Glossary term (if
there is a glossary) The algorithm inserts the new key.
Caps and lowercase
Buttons, check boxes, triggers, windows
Click the Executable button. Select the Can’t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window.
Courier new, case sensitive (default is lowercase)
Code output: debug.set (‘I”, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott
Initial cap Graphics labels (unless the term is a proper noun)
Customer address (but Oracle Payables)
Italic Emphasized words and phrases, titles of books and courses, variables
Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter [email protected], where user_id is the name of the user.
Quotation marks
Interface elements with long names that have only initial caps; lesson and chapter titles in cross-references
Select “Include a reusable module component” and click Finish. This subject is covered in Unit II, Lesson 3, “Working with Objects.”
Practice - Create a New Employee Record (Required)
Overview
In this practice, you will create an employee record that you can use in other labs.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Create a new Employee Record in the Human Resources application
Responsibility: Human Resources, Vision Enterprises
Define an Employee
1. (N) > People > Enter and Maintain
2. (B) New
3. Last = Your last name
4. First = Your first name
5. Gender = Choose your gender
6. Action = Create Employment
7. Person Type = Employee
8. Social Security = Enter a 9 digit number (xxx-xx-xxxx)
Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number
9. (T) Personal
10. Birth Date = Enter a birthday (dd-mmm-yyyy)
11. Save
Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.
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• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
1. Create a New User Record
2. Assign your new Employee Record to the User
3. Assign Responsibilities to the new User
4. Log in as your new user.
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In this exercise, you will set yourself up as a Buyer in the system so you’ll be able to enter Purchase Orders in Purchasing as needed.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Guided Demonstration - Run the Fill Employee Hierarchy Process
Responsibility: Purchasing, Vision Operations
Run the Fill Employee Hierarchy process to update the assignments of employee names to Positions on existing hierarchies. . This must be run at frequent intervals to ensure that approval workflow processes can run properly.
(M) View > Requests > (B) Submit a New Request
Run the Fill Employee Hierarchy process
1. (B) OK to submit a single request
2. Name = Fill Employee Hierarchy
3. (B) Schedule
4. Select “Periodically”
5. Re-run every 1 hour from the completion of the prior run
6. (B) OK
7. (B) OK on the Caution window
8. (B) Submit
9. Do not submit another request
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Practice - Modify a List of Values and Create a Supplier With Two Sites
Overview
Your supervisor has notified you that the company will be purchasing materials and services from new suppliers. In this practice, you will create a new Pay Group Code and a new supplier with two sites.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
1. Create a new Pay Group Code under an existing Lookup Type (a named List of Values).
2. Create a supplier.
3. Create a pay site.
4. Create a purchasing site.
5. Create a contact for the pay site.
6. Create a contact for the purchasing site.
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We will create a new Pay Group Code and assign it to several new suppliers. The Pay Group Code you create here will default from the supplier records to invoices that you enter.
Named Lists of Values are known as Lookup Types, and in this exercise, you will add a new Lookup Code (a member of a List of Values) to an existing Lookup Type called PAY GROUP. Later, when you run a payment batch , you will use your Pay Group Code as search criteria for the invoice selection process so the system will select only YOUR invoices for payment!
1. Navigate to the Oracle Purchasing lookups:
• (N) Setup : Lookups > Purchasing
2. Query up the PAY GROUP Lookup Type: − <F11> − Enter ‘PAY GROUP’ in the Type field − <Ctrl-F11>
3. Create a new Pay Group Code by inserting your cursor in any cell of the grid, then clicking (I) New to open a new row. Enter the following in the new row:
Code Meaning Description
XXPAY GROUP XXPay Group XXPay Group
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Note: Enable the Create Debit Memo From RTS Transaction option if you want the system to automatically create a Debit Memo in Payables when you enter a Return to Supplier (RTS) transaction in Purchasing or Inventory. The value for supplier site defaults from the Purchasing Options window.
12. (B) Save.
13. Navigate to (H) Receiving. − Receipt Routing = Requires: Standard receipt, Deliver
− Note: To find it: − (I) Search − Type in “requires%standard%” in the Routing Description search field, and
click on (B) Go. − (I) Quick Select = Standard Receipt
15. Navigate to (H) Invoice Management. − Invoice Currency = US dollar − Match Option = Purchase Order − Payment Currency = US dollar − Terms = Immediate − Pay Group = XXPay Group − Always Take Discount = Check
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21. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 1 Main St. − City = San Francisco − County = San Francisco − State = CA − Postal Code = 94105 − Address Name = San Francisco − Addressee = Attn: Accts Receivable − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose = Payment = Check
Note: This address should be complete as this is the address that will appear on any payment cut to this site!
22. (B) Apply
Note: If you get a message about the postal code, click (B) Continue to accept the entered Zip Code.
23. Assign the address to the Vision Operations operating unit by checking the Select check box.
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− County = New York − State = NY − Postal Code = 10022 − Address Name = New York − Addressee = Attn: Sales Dept − Phone Area Code = 212 − Phone Number = 555-7703 − Email Address = [email protected] − Address Purpose = Purchasing = Check
Note: This address should be complete as this is the address that will appear on any Purchase Order and RFQ sent to this supplier site!
31. (B) Apply
32. Assign the address to the Vision Operations operating unit, by checking the Select check box.
33. (B) Apply. This creates the basic supplier site.
34. To update the New York supplier site attributes, click (I) Manage Sites.
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Note: When you enter and approve purchase orders for this supplier, the Supplier Notification Method will default. We’ve chosen printed document here. However, had we chosen e-Mail and specified an e-mail address, that information would default during purchase order approval so we could send the purchase order using the supplier’s preferred method. Valid options are e-Mail, Fax and Printed Document.
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38. (B) Create. − First Name = John − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 415 − Phone Number = 555-1234 − Phone Extension = 1234 − Create User Account for this Contact = Check − iSupplier Portal Full Access = Check
39. Scroll down to the Addresses for the Contact Region, and click (B) Add Another Row.
40. Type 'San Francisco' in the Address Name Field and <Tab>.
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43. (B) Create. − First Name = Jane − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 212 − Phone Number = 555-7703 − Create User Account for this Contact = Check − iSupplier Portal Full Access = Check
44. Down in the Addresses for the Contact Region, click (B) Add Another Row.
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Your company policy is to place a payment hold on all 1099 suppliers until their W-9 form (the tax verification letter) is completed and returned . In this practice, you will create a new 1099 supplier record and apply the hold .
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
1. Navigate to Suppliers page.
2. Create a 1099 supplier.
3. Place the supplier on payment hold.
4. Select a Supplier Site for Income Tax Reporting
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8. Navigate to (H) Invoice Management. − Invoice Currency = US dollar − Invoice Match Option = Purchase Order − Hold from Payment, All Invoices = Check
− Payment Hold Reason: Waiting for W-9 − Payment Currency = US dollar − Payment Priority = XX − Terms = 30 Net − Terms Date Basis = Invoice − Pay Group = XXPay Group
9. (B) Save.
Create a Supplier Site for Income Tax Reporting
10. Navigate to (H) Address Book.
11. (B) Create.
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12. Enter the supplier site address information as follows: − Address Line 1 = 25 Anywhere St − City = Half Moon Bay − County = San Mateo − State = CA − Postal Code = 94019 − Address Name = Half Moon Bay − Addressee = Attn: Accts Receivable − Phone Area Code = 650 − Phone Number = 555- 4567 − Email Address = [email protected] − Address Purpose, Payment = Check
Note: This address should be complete as this is the address that will appear on any payments sent to this site!
13. (B) Continue.
14. Assign the address to the Vision Operations operating unit, by checking the Select check box.
15. (B) Apply. This creates the basic supplier site.
16. Navigate to (H) Tax and Reporting. − − For the Supplier Site, Half Moon Bay
− Income Tax Reporting Site = Check
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You have just created new suppliers and want to review and change some of the supplier and supplier site information. In this practice, you will review and change supplier information.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Suppliers page.
2. Search for XXIBM supplier and inactivate the New York site.
3. Change the terms for XXIBM supplier.
4. Add a contact name.
5. Reactivate the New York site.
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Guided Demonstration: Submit the Suppliers Audit Report and Merge Suppliers
Overview
Assume that you have discovered duplicate supplier records in your system with the help of the Supplier Audit Report. GE Plastics is the original supplier record, and GE Capital is the duplicate. You’ve done your research and learned that both supplier records include a BOSTON site with identical address information. You’ve also discovered that the duplicate supplier record – GE Capital – has used a site called DANBURY on at least one invoice and PO. But the street address for this site does not match the street address for the DANBURY site on GE Plastic’s record. So you’ve decided to re-name the DANBURY site on the GE Capital account to DANBURY_2 and copy the new site to your GE Plastics account, along with updating any related invoices and POs with the correct supplier name, number, and site number. Assumptions
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
1. Submit the Supplier Audit Report.
2. Run the Supplier Merge Program for ALL invoices and POs related to GE Capital and the following sites:
− GE Captial, Boston -> GE Plastics, Boston − GE Capital, Danbury_2 -> Check the Copy box > GE Plastics
3. (B) Merge, then Review the Supplier Merge Report.
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Practice - Remove the Payment Hold On Your 1099 Supplier
Overview
Your 1099 supplier has returned their completed W-9 (a 1099 tax verification form), so in this practice, you will remove the payment hold on their supplier record.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Suppliers page.
2. Remove the 1099 payment hold.
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You have received a number of invoices from XXIBM Corporation, which you will be entering into the Oracle Payables system manually using batching. In this exercise, you will create the Invoice Batch Header for the invoices you will enter later.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: System Administrator
1. Navigate to the System Profile Window
2. Turn on batching at the Payables, Vision Operations (USA) responsibility level
Responsibility: Payables, Vision Operations (USA)
3. Navigate to the Invoice Batches window.
4. Enter Batch name XX Invoice Batch 1
5. Save your work.
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Practice - Create Folder Forms for the Invoice Header and Lines regions
Overview
In this practice, you will create Folders for the Invoice Header and Invoice Lines regions
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window.
2. Create an Invoice Header folder and save it.
3. Create an Invoice Lines Folder and save it.
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Solution - Create Folder Forms for the Invoice Header and Lines regions
Tasks
Create an Invoice Header Level Folder
1. Navigate to the Invoices window.
• (N) Invoices > Entry > Invoice Batches
• Query up your existing Invoice Batch and open the Invoice Entry form:
o <F11>
o Batch Name = XX Invoice Batch 1
o <Ctrl-F11>
o (B) Invoices
2. Create afolder for the Invoice Header region:
• Hide the Customer Taxpayer ID field
• Reduce the width of the Type field slightly by dragging the right side of the column to the left. Hold down the left mouse button as you drag.
• Widen the PO Number field slightly.
• Widen the Trading Partner field to allow for most supplier names. Also, rename the Trading Partner field to “Supplier” by right-clicking on the column name. Enter the new name, then (B) OK.
• Widen the Supplier Site field to accommodate most site names.
• Change the name of the Invoice Curr field to Curr.
• Add a new column by placing your cursor in the first row of the Invoice Amount field, and right-click. Then select Folder, and Show Field. Select the Requester field. The new column should appear to the right of the Invoice Amount field.
• Move the GL Date field to the right of the Requester field by grabbing the column header with your left mouse button and dragging it to the desired location.
• Move the Distribution Set field to the right of the GL Date field.
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• Move the Description field to the right of the Distribution Set field
• Change the Match Action field to read Purchase Order.
• Move the Terms Date field to the right of the Description field
• Move the Terms field to the right of theTerms Date field
• Rename the Terms field to “Payment Terms”
• Move the Payment Method field to the right of the Payment Terms field
• Move the Pay Group to the right of the Payment Method field.
• Move your cursor back to the Operating Unit field before saving.
3. Save the folder − (M) Folder > Save As − Name = XX Invoice Header Folder − Autoquery = Never − Open as Default = Check − Public = Uncheck − Include Query = Uncheck
4. (B) OK
Create an Invoice Lines Folder:
5. Enter the following invoice header information: Invoice Type
Trading Partner Invoice Date
Invoice Num
Invoice Amount
Terms
Standard XXIBM Corporation
Today’s date
11-150 150 30 Net
6. (T) Lines
7. Create an Invoice Lines folder:
• Reduce the width of the Amount field slightly.
• Move the Distribution Set field to the right of the Amount field
• Move the Distribution Account field to the right of the Distribution Set field.
• Hide the Track as Asset field, then place your cursor in the Distribution Account field, right-click, and select Show Field. Select Track as Asset from the list. The new column should automatically appear to the right of the Distribution Account field.
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Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments
Overview
You have received invoice XX1000 in the mail from XXIBM Corporation, which you will be entering into the Oracle Payables system. The invoice is to be distributed to two departments in your company.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window.
2. Enter the XX1000 invoice
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5. (I) Save, and click on (B) All Distributions. Note that because you entered the GL account number for each Item line, the Distribution Lines were automatically createdfor you.
6. (I) Show Navigator
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You have received invoice XX2000 in the mail for the purchase of a fixed asset. Enter the invoice into Oracle Payables manually. .
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window:
2. Enter an Invoice Header
3. Enter a Line for the invoice, ensuring that the Track as Asset field is automatically checked
4. Save your work.
5. Verify that the Distribution Line was generated automatically.
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You frequently receive invoices for which the accounting is generally the same. Your controller has asked you to establish a Distribution Set to enable the accounting entries for some invoices to be automatically generated. In this practice, you will create a Full Distribution Set and a Skeleton Distribution Set.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Distributions Sets window.
2. Create a Full Distribution Set
3. Enter a Skeleton Distribution Set
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5. In the Distribution Sets window, place the cursor in Name Field and press the down arrow key on your keyboard to create a new record.
6. Create a skeleton distribution set using the following information: − Name = XX Skeleton Utilities − Description = XX Utilities Skeleton Distribution Set
7. Enter skeleton distributions according to the following table.
Num % Account Description
1 0 01-402-7410-0000-000 Utilities-East Region
2 0 01-404-7410-0000-000 Utilities-West Region
3 0 01-410-7410-0000-000 Utilities-Mgmt
Note that when the percentage = 0%, the Type = Skeleton
8. (I) Save
9. (I) Show Navigator
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Practice - Enter Invoices Using your Distribution Sets
Overview
You have received two invoices. Enter them into the system using your Distribution Sets. .
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window
2. Enter a new invoice using your pre-defined Full Distribution Set
3. Enter a new invoice using your pre-defined Skeleton Distribution Set, and enter the amounts on the Distribution Lines window manually.
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Solution - Enter Invoices Using your Distribution Sets
Tasks
Enter an Invoice using your Full Distribution Set:
1. Navigate to the Invoices window.
• (N) Invoices > Entry > Invoice Batches > Query up your Invoice Batch > (B) Invoices
2. Enter the following Invoice Header:
Type Trading Partner Invoice Date
Invoice Num
Invoice Amount
Distribution Set
Standard XXIBM Corporation
3 days ago
XX3000 2567.59 XX Full Utilities
Note: If you save the invoice before populating this field, you will not be allowed to enter a Distribution Set afterward. In that case, enter the Distribution Set at the Line level instead.
3. (T) Lines. Enter the following Invoice Line: Line Type Amount
1 Item 2567.59 Ora
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Note: The Distribution Set defaults onto the Line if you entered it in the Invoice Header region.
4. (I) Save
Verify Invoice Distributions
5. With your cursor on Invoice Line 1, click (B) Distributions.
6. In the Distributions window, verify that the system built your Distribution Lines for you automatically, including amounts, and that the Distribution Total is equal to the LineTotal.
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13. In the Distributions window, verify that the system built your Distribution Lines for you automatically. Enter the amounts listed below manually and afterwards, confirm that the Distribution Total is equal to the Line Total.
14. (I) Save
15. (I) Show Navigator
Line Type Amount
1 Item 250
2 Item 250
3 Item 500
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You have received an invoice from your supplier. Enter the invoice and add a single freight distribution using the Prorate Across All Item lines functionality.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window
2. Enter a new Invoice Header, Item Line and Freight Line.
3. Verify that your Distribution Lines were generated automatically by the system.
4. Modify the invoice amounts at the Header and Line level.5. Confirm that the Distribution Lines were updated for the changes.
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You have received an invoice for marketing materials from your supplier. Enter the invoice and allocate the freight and miscellaneous charges.
XXIBM Coporation Invoice No. XX17000 1 Main St. San Francisco, CA 94105
INVOICE
Quantity Description Unit Price Total
20000 Misc. Marketing Materials 1.00 20000.00
Subtotal 20000.00
Shipping 500.00
Misc. 100.00
Total 20600.00
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window.
2. Enter an Invoice Header and Lines
3. Allocate your Freight and Miscellaneous Charges.
4. Verify that the Invoice Distributions have been created.
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12. Enter the Allocation details. − Type = Amount Based
13. Select the check box to the left of the “Flyers” Item line, and enter the Miscellaneous fee amount in the Allocated Amount field that you want to allocate to the GL Account number associated with the “Flyers” line – in this case, the full amount of the Miscellaneous charge, $100.
− Allocated Amount = 100.00
14. (B) OK
15. (B) All Distributions. Review the invoice distributions that have been created so far. Note that 3 allocated distributions have been created (2 Freight, and 1 Miscellaneous).
16. (I) Show Navigator
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Use multiple scheduled payment lines to issue partial payments against an invoice across multiple dates. Note that scheduled payments are related to the INVOICE, not the DISTRIBUTIONS.
In this practice, you will create a scheduled payment plan with multiple payments involved. You’ll charge the invoice to the miscellaneous expense account for department 110, pay $600 now and pay the balance in 30 days.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Enter an Invoice Header and Line using a Distribution Set to automatically generate the associated Distribution Lines.
XXIBM Corporation Invoice No. XX8000 1 Main St. San Francisco, CA 94105
INVOICE
Quantity Description Unit Price Total
20 Items 50.00 1000.00
Subtotal 1000.00
Shipping 0.00
Misc. 0.00
Total 1000.00
2. Create a Scheduled Payment Plan that includes multiple Scheduled Payment Lines on the Scheduled Payments tab.
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Invoices may be cancelled unless they are paid. Cancelling an invoice sends reversing invoice distributions to the general ledger. To cancel a paid invoice, the payment must first be voided. Assume your supplier just called you to let you know that invoice XX8000 was issued in error, and they will be sending a replacement invoice soon. In this practice, you will cancel Invoice XX8000.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window.
2. Find invoice XX8000 using the Find window.
3. Cancel the invoice.
4. Notice the status change to Cancelled.
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You have discovered that Invoice XX1000 was entered with incorrect accounting information. The $4,000 should have been charged to Department 420 instead of 402. Adjust the accounting distribution lines on this invoice by reversing the original Distribution Lines and re-entering the correct lines manually.
TIP: You can adjust line information directly (without having to reverse the lines first) if the lines have NOT been transferred to the General Ledger yet. After transfer, you will have to reverse them in order to correct them.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Find Invoice XX1000.
2. Create Final Accounting for the invoice, and review the initial Journal Entries generated.
3. Reverse the Distribution Line for account 402.
4. Enter the correct Distribution Line, using account 420.
5. Review the Journal Entries generated by these changes.
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Your supervisor has asked you to create a purchase order for XXIBM Corporation in New York. Your company is planning to purchase 50 units of item f10000 for $100.00 each. The supplier will be authorized to deliver on three separate dates. Two different departments have ordered the units for the third shipment line. In this practice, you will create a standard purchase order that will be used in subsequent labs in which invoices will be entered and matched to this PO.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
2. Create a Standard Purchase Order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Supplier Site = New York − Buyer = your name
3. Enter PO Line 1: − Item = f10000 − Quantity = 50
Enter Purchase Order Shipments
4. (B) Shipments
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In this practice you will enter invoices and match them to a standard purchase order in the following ways:
• Match to PO Shipment Lines – Your supplier shipped 26 units of the item and billed you for them. The shipments were for the first and second shipment lines. The rest of the purchase order will be shipped and billed at a later date. Use Invoice XX5000 to match to the PO for this method.
• Match to PO Distributions - Your supplier has shipped 5 more units of the item you ordered and now has billed you for them. The shipments are for the second and third shipment lines. The remainder of the purchase order is on back order and will be shipped and billed at a later date. Use Invoice XX6000 to match to the PO for this method.
• Quick Match – Your supplier has finally shipped the remaining units and has now billed you for them. The shipment was for the balance of the second and third shipment lines. Use Invoice XX7000 to match to the PO for this method.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window
2. Enter Invoice XX5000 for 26 units and enter the details of the shipments on the Match window. Invoice Lines and Distribution Lines should be generated automatically.
3. In the All Distributions window, verify that the Distribution Lines were automatically generated.
4. Enter Invoice XX6000 and enter the details of the shipments on the Match window, including shipment information broken down by cost center for Shipment Line 3. Invoice Lines and Distribution Lines should be generated automatically.
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8. Verify that the Invoice Distribution Lines were generated automatically by the matching process, and that the Distribution Total equals the Invoice Total.
Match to PO Distributions
9. Close the All Distributions window and move your cursor to the next available row in the Invoice Header region.
10. Enter the following Invoice Header:
Type Supplier Invoice Num Amount
Standard XXIBM Corporation XX6000 500
11. (B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your PO number from the last lab
12. (B) Find.
13. Enter match details for line 2, according to the following table: Shipment
Line Match Qty Invoiced Unit Price Match Amount
2 Check 2 100 200
Note: Leave line 1 blank.
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14. Enter match details for line 3, according to the following table:
Shipment Line
Match Qty Invoiced Unit Price Match Amount
3 Check 3 100 300
Note: Leave lines 1 and 2 blank.
15. With your cursor on line 3, select (B) Distribute.
16. In order to apply the quantity billed (3 units) to the appropriate cost centers, use the following information to enter match information for the two Distribution Lines associated with Shipment Line 3 on your PO: Distribution
Line Match Qty Invoiced Unit Price Match Amount
1 Check 2 100 200
2 Check 1 100 100
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18. Close the Match windows, and return to the Invoices entry window > (B) All Distributions.
19. In the All Distributions window, verify that the Distribution Lines for each cost center were automatically generated by the matching process, and that the Distribution Total equals the Invoice Total.
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Note that the Lines on the invoice were automatically populated based on the remaining unbilled quantities on the purchase order shipment lines at the time the match information for this invoice was entered and saved.
23. (B) All Distributions.
24. In the All Distributions window, verify that the Distribution Lines for each cost center were automatically generated, and that the Distribution Total equals the Invoice Total.
25. (I) Save
26. (I) Show Navigator
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The Quick Invoices window supports “heads-down” data entry for invoices that do not require much research. In this practice, you will enter standard invoices using the Quick Invoices window.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Quick Invoices window.
2. Enter the first invoice using the information provided on the invoice below.
XXIBM Corporation Invoice No. XX1001 1 Main St. San Francisco, CA
Quantity Description Unit Price Total
5 XXIBM Thinkpad 3000.00 15000.00
Subtotal 15000.00 Shipping 0.00 Tax 0.00 Total 15000.00
Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000
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Practice - Enter a Purchase Order for Matching to Quick Invoices
Overview
In this practice, you will enter a Purchase Order (PO) for matching to quick invoices.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
In this practice, you will enter match information for a PO in the Quick Invoices window.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Quick Invoices window.
2. Enter invoice header and line information, including PO information.
3. Import your invoice into AP using the Quick Invoices window..
4. Navigate to the Invoice Workbench.
5. Query your batch and invoice.
6. Verify that the system imported the invoice, including the matching information at the Line and Distribution levels.
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4. Enter two Invoice Lines according to the following table: Type Amount PO Number PO
Line # PO
Ship # PO
Dist # Quantity Invoiced
Item 2415.72 Your PO # 1 1 1 2
Item 2415.72 Your PO # 1 2 1 2
5. Save your work.
Create Invoices in AP using the Invoice Import process from the Quick Invoices window
6. (B) Create Invoices
7. Verify that:
• Source =Quick Invoices
• Quick Invoices Batch = XX Quick Batch 2
• Batch Name = XX Quick Batch 2
8. (B) OK. To submit the request.
9. (B) OK to accept the Concurrent Request note, and (I) Show Navigator.
10. View the output once it completes. − (M) View > Requests
− All my requests = Checked − (B) Find
− Place your cursor on the latest Payables Open Interface Import row once it completes.
− (B) View Output.
View the Newly Created AP Invoice
11. Navigate to the Invoice Workbench:
• (N) Invoices > Entry > Invoice Batches
• Query up XX Quick Batch 2
• (B) Invoices
12. Review the invoice to ensure it was imported into AP properly. If you click (T) Lines, each line has the matched PO Number, PO Line, and PO Shipment number associated with that line.
13. (I) Save, then (I) Show Navigator
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In this practice, you will create a Special Calendar for use with Recurring Invoice Templates.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Special Calendar definition window.
2. Enter a new Special Calendar with 6 or more calendar periods beginning with the current month.
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Note: The combination of the Period Name and Year becomes the System Name assigned by the system. The System Name and the Invoice Number Prefix entered on the Recurring Invoice Template will make up the unique Invoice Number for each of the Recurring Invoices generated by the Recurring Invoice Template.
4. (I) Show Navigator
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You have signed a six-month lease for a total of $12,000 with XXIBM Corporation in San Francisco. You are required to pay the same amount each month but do not receive an invoice for the rent. So to ensure that the rent is paid every month in a timely manner, you will create a Recurring Invoice Template that will generate all 6 of the future-dated invoices in advance. The invoices will sit out harmlessly on your system until each one appears (once monthly) on your Aging Reports and Cash Requirements Reports as they become due. Because of their Scheduled Payment dates and GL Dates, they cannot inadvertently be paid early or transferred to the GL early. As with any invoice, they can always be canceled or modified until they paid.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Recurring Invoices Template window.
2. Enter a new template for the invoices related to your 6-month lease using the Special Calendar you created in the last lab.
3. Use the template to generate all 6 current- and future-dated invoices.
4. Review your lease payment invoices in the Invoices Entry window.
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6. (T) Amounts − First amount = 2000 − Accept the default values for the remainder of the fields.
7. (T) Payment. − Payment Method = Electronic − Accept the default values for the remaining fields.
Generate the Invoices
8. In the Number of Invoices field, enter 6.
Note: It is not necessary to generate all 6 invoices at one time. The template could be used to generate a few at a time so that fewer future periods on the Payables transaction calendar would need to be set to Open or Future.
9. (B) Create Recurring Invoices
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10. The system displays a preview of the invoices it will generate once you click on (B) OK. If they appear to be OK, enter “XX Recurring Batch” in the Batch Name field for each invoice, then click on (B) OK to finalize the creation of the new invoices, followed by (I) Show Navigator to return to the menu.
11. Review your invoices in the Invoices Entry window:
• (N) Invoices > Entry > Invoice Batches
• Query up XX Recurring Batch
• (B) Invoices
Note: The invoices will have the following name structure: XX Rent-System Name. Also note their Invoice Dates, GL Dates, and Scheduled Payment dates, which ensures they cannot be paid or transferred to the GL early.
12. When you have finished reviewing the invoices, click on (I) Show Navigator.
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Calculate the balance due to your XXIBM Corporation supplier. .
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Query XXIBM Coporation in the Find Invoices window from the Invoices Entry form.
2. Calculate the balance owed to this supplier using the Calculate Supplier Balance functionality found on the Find Invoices window.
3. Calculate and view the balance owed, and review the related invoices, prepayments, and/or memos that make up that balance. .
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In this practice, you will run and review the two seeded invoice holds reports – the Matching Hold Detail Report and the Invoice on Hold Report.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
There are several types of holds that will affect an invoice’s eligibility to get paid, including Supplier Site Holds, Invoice Holds and Scheduled Payment Holds. Some holds can be manually placed, and manually released, and others may not. If an invoice has a hold that cannot be manually released (like a distribution variance hold), the problem must be fixed, and validation run again so the system can release the hold. In this practice, you will manually place a hold on an invoice.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window.
2. Query up Invoice XX2000.
3. Place an Amount hold on the invoice.
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You have received formal approval from the management to release invoice number XX2000. In this practice, you will release the hold on XX2000.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window and query up XX2000.
2. Open the Holds tabbed region and manually release the hold on your invoice.
3. Review the General tab to ensure that the invoice’s Status now shows “Validated”.
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3. Use (B) Release to quickly release one or more manually-releaseable holds on an invoice: − (T) Holds − With your cursor on the row with the Amount hold displayed, click on (B)
Release…1 to release the hold and re-run Validation
4. (I) Save
5. (T) General
Note that Holds = 0 and the Status of the invoice has changed to “Validated”.
6. (I) Show Navigator
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You can choose any one of three methods to validate your invoices after entry – at the invoice level using the Actions button on the Invoice Entry form (the “Online” method), at the Batch Header level for all invoices in the batch or batches highlighted (the “Batch” method), and at the Concurrent Manager level for all or a limited number of invoices not yet validated (the “System” method).
The Validation process checks to see if there are any problems related with each invoice and does the Matching comparisons. If it finds any exceptions, it places one or more holds on the invoice, making it ineligible for payment until the hold or holds are released.
In this exercise, you will attempt to validate Invoice number XX1000 using the “Online” method of validation, and all other invoices you have created so far using the “Batch” method.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window and query invoice XX1000.
2. Validate the invoice using the Online method of validation.
3. Verify the invoice’s validation status.
4. Validate all of your other invoices using the Batch method.
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4. Validate the invoice. − Validate = Check − (B) OK
5. Verify that the invoice status says “Validated”. If not, attempt to resolve the issues surrounding the hold (or holds), and manually release it/them, or run validation again so the system can release the hold(s).
Validate All of Your Invoices
6. Ensure that all of the invoices in your batch are validated by using the Batch method described below:
Method Navigation
Batch Validation (N) Invoices > Entry > Invoice Batches Query up your batch or batches If there is more than one batch listed
that you want to validate, highlight them by holding down the Ctrl key and clicking on each row
(B) Validate
For your information, here is a list of the invoices (not including XX1000) that you’ve created so far in the labs:
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Note: Invoice XX150 was entered during the Create Folder Forms practice, but it is not a full invoice, so don’t validate it. Invoice XX1000 was validated earlier in this practice.
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In this practice, you will create an internal bank account using forms in the Cash Management application.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Note: Click Apply again if you get an error message regarding the Postal Code.
8. (B) Finish.
Create a Bank Branch
9. (T) Bank Branches.
10. (B) Create.
11. Enter the following Bank Branch Information: − Country = United States <Tab>, Quick Select “United States”, <Tab>, <Tab> − Bank Name = XXAP Bank <Tab>
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38. Define a check stock using the following information. − Name = XXAP Check Stock − Paper Stock Type = Prenumbered Stock − Format Name = External Check Format <Tab>
− Quick Select “IBY_PAY_CHK_STANDARD_2” − In the Document Numbers region:
− First Document Number = 1000 − Last Document Number = 1100
39. (B) Apply.
40. (B) Create.
41. Define an employee check stock using the following information. − Name = XXAP Employee Check Stock − Paper Stock Type = Prenumbered Stock − Format Name = External Check Format <Tab>
− Quick Select “IBY_PAY_CHK_STANDARD_2” − In the Document Numbers region:
− First Document Number = 1000 − Last Document Number = 9900
42. (B) Apply.
43. (H) Home
Review Bank Accounts
Responsibility: Payables, Vision Operations (USA)
44. Navigate to the Standard Request Submission window.
• (N) Other > Requests > Run > Single Request
45. Run the Bank Account Listing Report: − Name = Bank Account Listing − Sort Accounts By = Bank, Branch, Account Name − Include Active/Inactive Accounts = Both − Effective Date = Today’s Date
46. (B) OK > (B) Submit > (B) No (do not submit another request)
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In this practice, you will create an external bank account that belongs to your supplier XXIBM Corporation. Then you will assign the bank account to the supplier site: San Francisco.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
2. Query the XXIBM Corporation supplier: − Supplier = XXIBM Corporation − (B) Go
3. (I) Update
4. Create a New Bank Account for the supplier. This bank account is held at the same bank and bank branch that you set up previously for your internal bank account.
5. (H) Banking Details
6. (B) Create
7. Enter the following account details: Region Field Name Value Keystrokes Keystrokes
Header Country United States <Tab> Quick Select “United States”
Bank Select Existing Bank Select
Bank Bank Name XXAP Bank
Bank Select Existing Branch Select
Bank Branch Name XXAP Branch
Bank Account Account Number XX-9876-54321
Bank Account Account Name 00IBM Corp Remit To
Account
Bank Account Currency US dollar
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9. Assign the new bank account to the supplier site: SAN FRANCISCO: − Select Account Assignment Level = Site − In the next field, click on (I) Search for (the magnifying glass) > change the Search
By field to “Operating Unit” > type in “Vision Operations” in the search criteria field > (B) Go
− Quick Select the “SAN FRANCISCO” Site Name
10. (B) Go.
11. (B) Add.
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Manual payments are payments that have been made outside of your Oracle system, such as hand-written checks or bank wires. In this exercise, you have paid your supplier for Invoice number XX3000 using a hand-written check, and now need to record this manual payment in your Oracle system
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Find invoice XX3000 in the Invoice Entry form
2. Update the payment method to Check
3. Navigate to the Payments window.
4. Enter the hand-written check information into the system so the invoice will be marked as paid.
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Before you can create a manual payment, you must validate the invoice created in the practice entitled Enter an Invoice Using a Distribution Set.
Note: For these practices, invoice approval is not required. Approval is indicated in the Approval field of the General tab within the Invoice Workbench window.
7. Enter data in the following fields: − Type = Manual − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (For example, 24-APR-2007) − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Remit-To Account = blank
Select Invoice to Pay
8. (B) Enter/Adjust Invoices.
9. Number = XX3000 O
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The Select Invoices window displays all invoices: − that have been entered into Payables − thathave been Validated − that have been Approved, if required
Note: If you do not see your invoice in the list of values for the Number field, return to the Invoice Workbench to ensure the invoice has been validated.
10. (I) Save
11. Close the Select Invoices window.
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12. Invoice Number XX3000 appears in the lower region of the Payments window, and has now been associated with the check number displayed in the upper half.
Note: Because this is a Manual type of payment, no payment format is used and therefore no output is generated within the Oracle system. We are simply recording the fact that a check was written outside of the Payables system.
13. (I) Show Navigator
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Your Facilities Manager just realized that he did not pay the utility charges for a remote storage facility. In this practice, you will change the invoice payment method to Check, and create a Quick Payment for invoice XX5000.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Find invoice XX5000.
2. Update the payment method to check
3. Navigate to the Payment Workbench window.
4. Enter the Quick Payment
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6. Navigate to the Payment Workbench window:(N) Payments > Entry > Payments
7. Enter data in the following fields: − Type = Quick − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (for example, 30-APR-2007) − Payment Amount = blank − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Remit-to-Account = blank
Select Invoice to be Paid
8. (B) Enter/Adjust Invoices
The Select Invoices window opens: − Number = XX5000
9. (I) Save
10. Close the Select Invoices window.
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Your supplier has notified you that they have not received payment for invoice number XX5000 for $2,600. The payment was sent, but it has apparently been lost. A new payment document should be created for the supplier to replace the lost check, but before you do, you’ll want to contact your bank and place a “Stop Payment” order on the original check in case someone other than your supplier finds it and attempts to cash it. In this practice, you will let your system know that you’ve made that phone call by recording a “Stop” on the payment showing the day and time that you called.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payment Workbench window:
2. Find the payment for invoice XX5000.
3. Enter the “Stop” using the Actions button.
4. View the updated payment Status.
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Your bank has confirmed that the payment you made for Invoice XX5000 still has not cleared. The payment was a Quick Payment, so you decide to void the old payment and re-issue a new payment using Oracle’s Void & Re-issue functionality, available only for Quick Payments. In this practice, you will void and re-issue a new payment for Invoice XX5000.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payments window.
2. Find the payment for Invoice XX5000.
3. Void the old payment and “re-issue”a new payment using the Actions window.
4. View the voided payment in the Payment Overview window.
5. View the new “reissued” payment in the Payment Overview window.
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When you “re-issue” a Quick Payment, the original payment is automatically voided and the new payment is created (sent to the printer or other specified designation) as soon as you click on (B) OK.
5. View the voided payment in the Payment Overview window: − (B) Payment Overview − Note the Status = Voided − Note the Invoices region, and the payment reversal
6. Close the Payment Overview window.
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Practice - Create a Payment Process Request Template
Overview
A Payment Process Request Template is a blueprint that simplifies and expedites pay runs by allowing you to set up, in advance, pertinent payment batch data such as general header information, payment selection criteria, payment attributes, processing instructions, and how validation failures are handled. Templates enable you to:
• Minimize data entry by saving you from re-keying frequently used values, which simplifies and expedites pay runs
• Have a starting point for submitting scheduled pay runs
In this practice, you will create a Payment Process Request Template that you’ll use in a later lab.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payments Manager
2. Create a new template for use with payment batches in the future that will only pay your supplier XXIBM Corporation, using prenumbered and paper checks drawn on your XXAP Disbursements account. O
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Solution - Create a Payment Process Request Template
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payments Manager:
• (N) Payments > Entry > Payments Manager
2. Navigate to the Create Payment Process Request Template page:
• (T) Templates > (B) Create
Specify Template Header Information
3. Enter header information in the following fields: − Name = XXTemplate − Description = Template for XXIBM Corp and paper checks
Specify Payment Selection Criteria
4. (T) Scheduled Payment Selection Criteria.
5. Enter data in the following fields. − Number of Pay From Days = leave blank − Additional Pay through Days = 45 − Payee = XXIBM Corporation − Payment Method = Check
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6. Under the Pay Groups region, select the Specify radio button.
7. (B) Add.
8. Select XXPay Group
Note: The fields used to limit invoices selected for a pay run will vary, depending on your business process.
Specify Payment Attributes
9. (T) Payment Attributes.
10. Enter data in the following fields. − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment
Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate
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The Cash Requirement Report is used to forecast immediate cash needs for invoice payments. Your company will typically submit this report before every pay run to determine cash requirements for the batch.
In this practice, you will run the Cash Requirement Report and include the three Quick Invoices you created in a previous practice: Numbers XX1001, XX1002, and XX1003.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. You can run the Cash Requirement Report from the Payments Manager, or using the Concurrent Manager’s SRS (Standard Request Submission) form
2. View the report’s output in the Concurrent Manager’s Submitted Requests window.
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Enter the following data in the Parameters window: − Include Unvalidated Invoices = Yes
− This parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation.
− Include Unapproved Invoices = Yes − Pay Through Date = Today’s date + 45 days − Payment Date = Today’s date − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes
(B) Next
On the Schedule window: − Start Date = As soon as possible − Recurrence = Never repeat
(B) Next
(B) Next
(B) Next
(B) Submit
(B) OK
(H) Home
(N) Other: Requests > Run
Single Request? > (B) Cancel
(M) View > Requests
(B) Find
If the report is still in process, use the Refresh Data button to monitor its progress.
When the report has completed, place your cursor on the Cash Requirement Report row > (B) View Output
Review the report, and when finished, close the browser window.
(I) Show Navigator
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Running the report from the Concurrent Manager’s SRS window:
1. Navigate to the Standard Request Submission window:
• (N) Other > Requests > Run
2. Single Request? > (B) OK
3. In the Submit Request window, enter the following: − Name = Cash Requirement Report − Operating Unit = Vision Operations
4. Enter the following data in the Parameters window: − Include Unvalidated Invoices = Yes − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date + 45 days − Payment Date = Today’s − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes
Note: The Include Unvalidated Invoices = Yes parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation.
5. (B) OK.
6. (B) Submit. Note the Request ID.
7. (B) No to the question, “Submit another request?”
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Practice - Use your Template to run a Payment Batch with Straight-Through Processing
Overview
In this practice, you will create a Payment Process Request (submit a payment batch) with straight-through processing for a payment method of ”Check”. With straight-through processing, the system does not stop to allow for reviews before solidifying the batch , formatting, and generating the payments.
Assumptions
• Replace XX with your terminal number or initials.
• To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.
Tasks
Prerequisites
To create a payment process request with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report:
• XX1001
• XX1002
• XX1003
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payments Manager.
2. Navigate to the Submit Payment Process Request page, and submit a request for a batch run using your pre-defined template, with no “stops” enabled.
3. Print the Payment Instuctions (send the payments to the printer).
4. View Payment Details.
5. Record the Print Status of the payments
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Solution - Use your Template to run a Payment Batch with Straight-Through Processing
Prerequisites
To create this Payment Process Request (“PPR”) with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report:
• XX1001
• XX1002
• XX1003
Navigation
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payments Manager:
• (N) Payments > Entry > Payments Manager
2. Navigate to the Submit Payment Process Request page:
• (T) Payment Process Requests
• (B) Submit Single Request
Enter Header Information
3. Enter data in the following fields: − Payment Process Request Name = XX Single Payment Process Request − Use Template = XXTemplate
Data from the template defaults onto the payment process request. You can now change any of the defaulting data in the tabbed regions of the form as needed.
Enter Selection Criteria
4. (T) Scheduled Payment Selection Criteria.
5. Data defaults from the template into the following fields: − Pay From Date = blank − Pay Through Date = Today’s date+ 45 days − Payee = XXIBM Corporation − Payment Method = Check − Pay Group = XXPay Group
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8. Data should default from the template into the following fields: − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate
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Specify the Degree of Automation for Payment Processing
9. (T) Processing.
10. Override the template defaults by changing data in the following fields: − Stop Process for Review After Scheduled Payment Selection = Uncheck
− because you do not want the process to stop for a review before the batch is pre-formatted
− Stop Process for Review After Creation of Proposed Payments = Uncheck − because you do not want the process to stop for a review after the batch is pre-
formatted − Create Payment Instructions = Automatically Initiate When Payment Process
Request is Complete − because you do not want the process to stop for a review before the final
formatting is done and printing begins
Because neither of the check boxes for “stops” have been selected, and automatic initiation of the payment instructions has been specified, this Payment Process Request (“PPR”) will run without human intervention.
11. (B) Submit
The confirmation window displays.
Find the Newly Created Payment Process Request
12. (T) Payment Process Requests.
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13. In the Payment Process Request field, enter your Payment Process Request name (XX Single Payment Process Request) and (B) Go.
The newly created PPR is displayed:
14. (H) Show, which changes to Hide, to view the payment instruction.
15. (B) Refresh Status to view the most recent status of the PPR.
Note that the newly created PPR should have a “Payment Instructions Reference” number assigned by the system Make a note of the Reference number: __________.
The Payment Process Request page also displays:
• Payment process request status = Formatting
• Payment instructions status = Formatted – Ready for Printing.
Note: You can also query the newly created PPR as follows: − (T) Payment Instructions, enter the payment instruction Reference number in the
Reference field, and (B) Go. − (T) Payments tab, enter the payment process request number in the Payment
Reference Number field, and (B) Go.
Note: If for some reason your pay run pulls invoices other than invoices XX1001, XX1002, and XX1003, cancel the extra invoices or place them on hold so they are not included in the pay run.
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16. To print the payment instruction, which in this case, means to print onto a check, (I) Take Action.
The Print Payment Documents: Payment Instruction <Number> page displays.
17. In the Printer field, select noprint from the list of values.
18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001, invoice XX1002, and invoice XX1003.
Note: Because you specified noprint in the Printer field, you will not actually print the check or take any further action.
View Payment Process Request Details
19. To view the details of the newly created PPR, select the payment process request name (XX Single Payment Process Request) in the Payment Process Requests page to navigate to the Payment Process Request: <Name> page. Note that the newly created payment process request displays pertinent information in the Payment and Document Summary region and in the Payments region.
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Note: To view the three invoices you created, click the + (plus sign) to the left of the Documents region.
The Payment: <Number> page shows the three invoices you created in the Documents region, which confirms the following:
• The payment process request (XX Single Payment Process Request) contains the Payment, which includes three invoices.
Record Print Status of Prenumbered Payment Documents
Note: Depending upon your business practice, you may be interested in using a similar dashboard, which is designed to support a payment factory model, where payment processing is centralized. For added experience, you will switch to the Funds Disbursement Process Home, which is an alternate dashboard. Note that the process can be continued from either dashboard.
Since check printing has several potential failure points, the system does not know the outcome of printing or reprinting payment documents. Consequently, you need to provide that information to the system through the Record Print Status page. This page enables you to:
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23. Under the Pending Actions region, note that the Payment Instruction has a status of Submitted for Printing.
24. To view details of the payment instruction you created, (I) Take Action.
25. (B) Record Print Status
The Record Print Status: Payment Instruction <Number> page displays.
26. You check your printer and note that the checks printed successfully so there is no spoiled or skipped checks to record in the Record Spoiled Payment Documents or Record Skipped Payment Documents regions.
Note: By default, all payment documents are initially displayed as Printed. The exception is payment documents that have been marked spoiled during the reprinting process are displayed as Spoiled in the Record Print Status page.
27. Select the Submit Positive Pay Program Immediately check box.
If the applicable setup enables positive pay, selecting the check box results in submission of the Positive Pay program immediately after you finish recording the print status. The program creates a positive pay file, formats it, and transmits it electronically to your bank. This prevents check fraud by informing the bank which payment documents are issued and for what amount.
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In this practice, you will submit a Payment Process Request (a payment batch) with three stops for reviews using a Payment Method of “electronic”.
Assumptions
• Replace XX with your terminal number or initials.
• To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.
Prerequisites
To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously:
• XX1000
• XX2000
• XX16000
Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate.
Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Change the PPR Template you created in the earlier lab to show:
− Payment Method = Electronic
− Payment Process Profile = US NACHA Generic
− Process Automation = includes 3 stops
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To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously:
• XX1000
• XX2000
• XX16000
Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate.
Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold
Modify your PPR Template to show a default Payment Method of “Electronic”
1. Navigate to the Payments Manager.
• (N) Payments > Entry > Payments Manager
2. Navigate to the Payment Process Request Templates page.
• (T) Templates
3. In the Template Name field, enter XXTemplate.
4. (B) Go.
The template displays in the search results section.
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9. Change data in the following fields: − Payment Document = leave empty − Payment Process Profile = US NACHA Generic
10. (T) Process Automation.
11. Select the following: − Stop Process for Review After Scheduled Payment Selection = Checked − Stop Process for Review after Creation of Proposed Payments = Checked − Create Payment Instructions = Wait for Standard Request Submission
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14. Enter data in the following fields: − Payment Process Request Name = XX Payment Process Request − Use Template = XXTemplate
Data from the template defaults onto the payment process request. You can now change data in any subtab of the payment process request if desirable.
Enter Selection Criteria
15. (T) Scheduled Payment Selection Criteria.
16. Data defaults from the template into the following fields: − Pay From Date = blank − Pay Through Date = Today’s date + 45 days. − Payee = XXIBM Corporation − Payment Method = Electronic − Pay Group = XXPay Group
Enter Payment Attributes
17. (T) Payment Attributes.
18. Data defaults from the template into the following fields: − Payment Date = Today’s date − Disbursement Bank Account = XXAP Disbursement − Payment Process Profile = US NACHA Generic − Payment Exchange Rate Type = Corporate
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Specify the Degree of Automation for Payment Processing
19. (T) Processing.
20. Data defaults from the template into the following fields: − Stop Process for Review After Scheduled Payment Selection = Check
− because you want the process to stop to allow you to review the batch − Stop Process for Review After Creation of Proposed Payments = Check
− because you want the process to stop to allow you to review the pre-formatting of the payment documents
− Create Payment Instructions = Wait for Standard Request Submission − because you want the process to stop to allow you to review the final
formatting of the payments before transmission of the payments begins
21. (B) Submit.
Because both of the stop check boxes have been selected and manual submission of the payment instructions has been specified, the XX Payment Process Request will stop at the following points:
• after scheduled invoices have been selected
• after the “documents payable” (the invoices or other requests) have been built into payments
• when the payment process request is ready to build payments into Payment Instructions
Stop 1: The payment process request stops in the Views region of the Payment Process Requests page. Note that the status of XX Payment Process Request is Invoices Pending Review.
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22. To review the invoices selected by your payment process request (XX Payment Process Request), navigate to the (B) Views window, select All of Today’s, and (B) Go.
The PPRs scheduled for today will be displayed.
23. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review.
24. (I) Start Action of your payment process request (XX Payment Process Request).
The Payment Process Request: Selected Scheduled Payments page displays.
Remove a Selected Invoice from the Payment Process Request
25. To remove invoice XX2000 from XX Payment Process Request, select the check box in the Select column of the applicable row and (B) Remove from Request.
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26. (B) Yes when the system asks you if you want to remove this invoice from the payment process request.
The Search Selected Scheduled Payments region now shows two invoices instead of three.
Change the Amount of a Selected Invoice
27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for XX1000. To change the amount of invoice XX1000, change the amount directly in the Payment Amount field from 10,000 to 1,000.
28. (B) Save
29. (B) Submit.
Stop 2: The payment process request stops in the Views region of the Payment Process Requests page.
30. (B) Refresh Status.
The status of XX Payment Process Request changes from Invoices Pending Review to Assembling Payments and then stops with the status of Pending Proposed Payment Review. O
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31. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request).
The Review Proposed Payments: Payment Process Request <XX Payment Process Request> page displays, which shows a proposed payment to Vision Operations totaling $6,035.
32. To view the invoices selected to be paid on this payment, (H) Amount.
The Payment: <Number> page displays.
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35. After reviewing the invoices, if you are satisfied with the documents to be included within the proposed payment, return to the Payment Process Request window and select the Run Payment Process option from the Actions drop-down list.
36. (B) Go.
37. (B) Refresh Status to refresh the status for the request.
This action runs the payment process request and you are now ready to create payment instructions.
The payment process request stops in the Views region of the Payment Process Request page.
Note: The status of XX Payment Process Request shows as Assembled Payments.
Create Electronic Payment Instructions
38. (T) Home to manually create electronic payment instructions. O
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− Internal Bank Account = XXAP Disbursement − Select Payments from Source Product = Payables − Select Payments from Payment Process Request = XX Payment Process Request − Select Payments from Payment From Date = blank − Select Payments from Payment To Date = Today’s date+ 45 days − Transmit Now = No
43. (B) Next.
The Schedule Request: Schedule page displays.
44. Retain the following defaults: − Start Date = As soon as possible − Recurrence = Never repeat
45. (B) Next.
The Schedule Request: Notifications page displays.
46. (B) Next.
The Schedule Request: Printing page displays.
47. In the Print Style field, retain the A4 option.
48. In the Printer field, select noprint from the list of values.
49. In the Copies field, enter 0 (zero).
50. Select the Save Output Files check box.
51. (B) Next.
52. Review the information entered for the Create Electronic Payment Instructions concurrent program.
53. (B) Submit.
The following page displays.
54. (B) OK.
View Request to Submit Electronic Payment Instructions
55. (T) Home.
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56. To view your request to submit electronic payment instructions, click the (H) Monitor Requests link under the Concurrent Requests region (on the menu on the left on the Home tab).
The Requests page displays.
57. Select the Completed option from the View drop-down list.
58. (B) Go.
59. (B) Refresh until you see your completed request.
Query Electronic Payment Instructions
60. Navigate to the Payment Process Request page.
• (T) Payment Process Requests
61. In the Payment Process Request field of the Search region, select XX Payment Process Request from the list of values.
62. (B) Go.
The search results display.
63. (H) Show in the Details column to display the payment instructions Reference number associated with your payment process request. Make a note of the Reference number here:_________.
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− Related Payment Instructions = 1, which indicates that payment instructions have been created for XX Payment Process Request.
− Status of XX Payment Process Request = Payments Initiated
66. To view the newly created payment instructions, click on the number “1” hyperlink in the Payments column above.
67. To view the payment instructions details, (H) Reference number.
Note that the header indicates the following: − Payment instruction reference number = Reference number − Processing Type = Electronic − Status of payment instructions = Created
Transmission of Electronic Payment Instructions
You are now ready do one of the following, depending upon the setup of your payment process profile:
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• immediately transmit the payment instructions electronically to a bank or third party processor
• send the payment instructions output file to your server for subsequent transmission
Note: The payment process profile (in this case, the US NACHA Generic profile) contains all the rules about how payments are created and disbursed. If the payment process profile contains transmission configuration information, the payment instructions are transmitted immediately.
If the payment process profile does not contain transmission configuration information, the output file is sent to your server for subsequent transmission.
68. (H) Home to return to the Navigator
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Earlier, we had you void a check created in the Payments window. In this exercise, you’ll learn how to void a check using the Payments Manager forms instead. Let’s say that you entered, validated, and paid invoice XX2070 as part of a PPR. But now you learn that the supplier has lost their check. Even though the payment was Quick Payment, for this exercise, you will not use the Void & Reissue functionality. Instead, you will void the original payment using Payments Manager forms.
In this practice, you will void itin Payments Manager.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Create, validate, and pay invoice XX2070 in full using a Quick Payment in the Payments window.
2. Search for the payment on the Payments page of the Payments Manager.
3. Void the Payment using the Void icon on the Payments page −
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• (I) New to open a new row and enter the following data: − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX2070 − Invoice Currency = USD − Invoice Amount = 2500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Terms Date = Today’s date − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank
2. (T) Lines
3. Enter the following line data: − Num = 1 − Type = Item − Amount = 2500 − Distribution Set = XXUtilities
4. (B) Actions, select the Validate check box, and click (B) OK.
5. (B) Actions, select the Pay in Full check box, and click (B) OK.
6. In the Payments window, enter or confirm the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation
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− Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 2500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XX Employee Check Stock − Document Num = Check number defaults in − Payment Process Profile = Long Check Format − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank
Make a note of the check number: ___________.
7. (I) Save
The invoice data defaults into the bottom region of the page.
Find the Payment in the Payments Manager
8. Navigate to the Payments page in Payments Manager:
• (N) Payments > Entry > Payments Manager
• (T) Payments
9. In the Simple Search region, enter search criteria for the payment in the following fields: − Payee = XXIBM Corporation − Payment Document Number = your payment number
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Earlier, we had you place a “Stop”on a payment using the Payments window, but in this exercise, you’ll enter a “Stop” using the Payments Manager. You will enter invoice XX1009 and pay it. Then we’ll assume that your supplier has notified you that he has not received the payment—in other words, it appears to be lost in the mail. You call the bank and ask whether the check has cleared. The bank indicates that the check has not cleared, so you request a Stop Payment action be placed on the check number in case someone other than the supplier shows up later trying to cash it. You will record and confirm the “stop” in Oracle using forms in Payments Manager. In this practice, you will:
• Record a stop payment request.
• Confirm the stop payment.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Create, validate and pay an invoice
2. Navigate to the Payments page in Payments Manager and find the payment.
3. Record a “Stop Payment Request”
4. Confirm the Stop Payment Request
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• (I) New to open a new row and enter the following invoice: − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX1009 − Invoice Currency = USD − Invoice Amount = 3500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Terms Date = Today’s date − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank
2. (T) Lines.
3. Enter the following line data: − Num = 1 − Type = Item − Amount = 3500 − Distribution Set = XXUtilities
4. (B) Actions, select the Validate check box, and click (B) OK.
5. (B) Actions, select the Pay in Full check box, and click (B) OK.
The Payments page displays.
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6. In the Payments window, enter the following check: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 3500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XXAP Check Stock − Document Num = Check number defaults in − Payment Process Profile = Short Check Format − Remit-To Bank Account = blank − Remit-To Bank Account = blank
7. (I) Save
The invoice data defaults into the bottom region of the page.
Find the Payment
8. Navigate to the Payments page in Payments Manager.
• (N) Payments > Entry > Payments Manager
• (T) Payments
9. In the Simple Search region, enter search criteria for the payment for which you want to record a stop payment:
− Payee = XXIBM Corporation − Payment Date = Today’s date
10. (B) Go.
The search results display. O
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Practice - Enter a Credit Memo and Record a Refund
Overview
In this practice, you will enter a supplier’s Credit Memo. But it’s been established that you will not be doing any more business with this supplier, so you requested a refund and have subsequently received it from the supplier. So in addition to entering the credit memo, you will also enter the Refund record to let the system know the Credit Memo is no longer an outstanding item.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window
2. Enter a Credit Memo and validate it.
3. Enter and apply the Refund to the Credit Memo.
4. Review the Refund and application the Credit Memo online.
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6. In the Payments window, enter the Refund: − Type = Refund − Payment Date = Today’s Date − Bank Account = XXAP Disbursement (into which the refund was deposited) − Document Number = 46269(the supplier’s check or payment number)
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Note: We are using the example of a Refund for one Credit Memo in this exercise, but you can apply a Refund to a NET negative account balance, too. That means a Refund may be applied to one or more outstanding invoices together with one or more outstanding Credit or Debit Memos on the same account – whenever the Memos create a negative account balance.
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You are required to pay $2,500 -- in advance -- for a banquet your company is planning. Your supplier may, or may not, have sent an invoice for the deposit. In Payables, you CANNOT CUT A PAYMENT WITHOUT AN INVOICE TO PAY, so if you don’t have an invoice from your supplier for the advance, you need to enter a variation of one of our normal invoice types – a Prepayment Invoice.
With a Prepayment Invoice, you have a document in your system you can use to generate an advance payment for a supplier or an employee, and the money resides in the Asset section of your General Ledger until you use it (“apply” it to one or more subsequent invoices from that supplier or employee for actual goods and services).
In this exercise, you will enter and pay a Prepayment Invoice for the advance deposit needed for the banquet.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window to enter and validate a Prepayment Invoice.
2. Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the Actions button.
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1. Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)
2. Enter your Prepayment invoice: − Type = Prepayment − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = PP11000 − Invoice Amount = 2500 − Description = Deposit for Sales/Customer Banquet − Prepayment Type = Temporary − Settlement Date = Today’s Date − Payment Method = Electronic
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3. Enter a Line for the invoice: − Type = Item − Amount = 2500
Note that the Distribution Account field has been populated automatically by the Account Generator workflow process using the default account number entered on the supplier’s Site record. This is typically an Asset account number, where the money will reside until it is “applied”.
4. Save and validate the Prepayment Invoice: − (I) Save − (B) Actions
− Validate = Check − (B) OK
Note that the Status of your invoice has now changed to “Unpaid”.
5. Pay the Prepayment Invoice: − (B) Actions:
− Pay in Full = Check − (B)OK
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6. In the Payments window, enter a Quick Payment for this invoice: − Type = Quick − Bank Account = XXAP Disbursement − Payment Date = Today’s Date − Document = Electronic − Payment Process Profile = US NACHA Generic − Remit To Account = the Remit-To Account on the supplier’s Site record
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You have received the invoice for the goods and services related to the banquet that your company hosted. In this practice, you will enter the supplier’s new Standard invoice, and thenapply the Prepayment against it to reduce the balance owed .
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices window
2. Enter, save, and validate the supplier’s new invoice.
3. Apply the Prepayment using the Actions button in the Invoice Entry form, and re-validate the new invoice.
4. Review the Distribution Lines.
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1. Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)
2. Enter the supplier’s latest invoice: − Type = Standard − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = PP12000 − Invoice Amount = 6001.59 − Payment Method = Electronic
Note: Oracle Payables reminds you that there is a prepayment available for your supplier. Click (B) OK to accept this note.
3. Enter an invoice Line: − Type = Item − Amount = 6001.59 − Distribution Account = 01-402-7695-0000-000
4. (I) Save
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Note: If you are using Oracle’s Automatic Withholding Tax features (typically for 1099 suppliers who have not yet returned their W-9 form), you’ll want to apply the Prepayment before validating the invoice.
5. Apply the full amount of the Prepayment to the new invoice: − (B) Actions:
− Apply/Unapply Prepayment = Check − (B) OK
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Oracle displays the Apply/Unapply Prepayments window.
6. In the Apply/Unapply Prepayments window, apply the Prepayment to this invoice. − Apply = Check − Amount to Apply = 2500
7. (B) Apply/Unapply. The history of applications is displayed in the bottom half of this form, and stays with the Prepayment Invoice record, even if the Prepayment is later “unapplied” from this invoice and applied to one or more others.
8. Close the Apply/Unapply window.
Note that the General tab now shows that Prepayments Applied = $2,500, the balance due for the invoice is $3,501.95, and that the Status = Never Validated.
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− Validate Related Invoices = Check − (B) OK The “Validate Related Invoices” option was used so that both this Invoice and the related Prepayment Invoice will be validated (and/or re-validated) at the same time.
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Your supplier has just notified you that they are going to offer a 5% discount if you pay their invoices in 45 days. The entire invoice amount will be due in 60 days. These are Payment Terms that are not on Oracle’s seeded list of terms, so in this practice, you will set up these new Payment Terms and use them on a new invoice.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Payment Terms setup window and define your new terms “5/45, Net60”.
2. Navigate to the Invoices window.
3. Enter an invoice using the new Payment Terms.
4. Review the Scheduled Payments tab to ensure that your Payment Terms are working properly.
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5. Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)
6. Enter a new invoice: − Type = Standard − Supplier = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = XX15000 − Invoice Amount = 15000 − Terms = XX5/45 Net 60 − Payment Method = Electronic
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9. Review the information on the Scheduled Payments tab to ensure that the First Discount field properly reflects a discount amount equal to 5% of the invoice amount ($750), and the First Discount Date field reflects a date that is 45 days from the date of the invoice. Also, check the Due Date for the invoice (on the far left side of the window) to ensure that it properly reflects a date that is 60 days from the date of the invoice. If any of these fields are not correct, re-visit the Payment Terms definition form and make any necessary changes.
10. (I) Save
11. (I) Show Navigator
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In this practice, you will create an Expense Report template that will detail expense items that may appear on future expense reports, along with the associated GL account number and other pertinent information you want to assign to each item.
HR policy at your company states that all employees must have a Default Expense Account number assigned to their employee record, so for this template, you will only need to enter the “natural” account segment for each item. The remaining segments will default automatically from their employee record as they add items to their expense reports.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Expense Report Templates window and enter a new template for travel expenses.
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1. Navigate to the Expense Report Templates window:
• (N) Setup > Invoice > Expense Report Templates − Name = XXTravel − Description = Travel Expense Template − Enable for Internet Expenses = Check The “Enable for Internet Expense” option makes the template available to employees who are using the Oracle iExpenses application to enter their expense reports.
2. Enter expense item lines according to the following table: − Choose the specified Expense Category values from the drop down list on the
Expense Category field. − Use the List of Values on the GL Account field to fill in the “Account” segment
with the specified value. This should be the only segment you fill in. Leave all other segments on the Operations Accounting Flex window blank.
Expense Item Expense Category GL Account
Airfare Airfare --7640--
Taxi Miscellaneous --7680--
Hotel Accommodations --7670--
Meals Meals --7690--
Car Rental Car Rental --7650--
Phone Miscellaneous --7450--
Misc Miscellaneous --7699--
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You can enter expense reports using the Expense Report entry form in the Oracle Payables application (“AP”), or the Expense Report entry form in the Oracle Projects application, or the web-based Oracle iExpenses application. In all three cases, the information is loaded initially into an interface table and must be exported to AP before you have an invoice capable of being paid in AP.
In this practice, you will enter an expense report using your Expense Report Template and the Expense Report entry form in AP. Afterward, you will export the data from the interface table to the AP invoice tables so they can be viewed from the Invoice Entry (or Inquiry) forms, and paid like other invoices.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Expense Report window and enter a new expense report using your Expense Report Template.
2. Navigate to the Standard Request Submission form and run the Expense Report Export process.
3. Use the Invoices Entry window to review the new Expense Report Invoice that was created by the export process.
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• (N) Invoices > Entry > Expense Reports − Employee = Your name (last name first) − GL Account = (will default from your employee record) − Date = Today’s date − Amount = 2185 − Invoice Num = XX-Denver-Jan09 (i.e., 00-Denver-Jan09) − Inv Description = Training in Denver in Jan 2009 − Template = XXTravel
2. (T) Accounting
3. Enter expense lines according to the following table:
Item Amount GL Account
Airfare 1805.78 Accept the default
Meals 194.22 Accept the default
Car Rental 185 Accept the default
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Note how the GL Account number for each expense item is built automatically by the Account Generator workflow process using segments derived from the Default Expense Account number listed on your employee record (seen in the top portion of the form above), together with the natural account number derived from your Expense Report Template.
4. (I) Save > (I) Show Navigator
Run the Expense Report Export program
5. Navigate to the Standard Request Submission (“SRS”) form:
• (M) View > Requests − (B) Submit a New Request − Choose Single Request − (B) OK − Name = Expense Report Export − Batch Name = XX Exp Report Batch 1 − Source = Payables Expense Reports − Organization Name = Vision Operations
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Note: When the export process completes, the new expense reports can be viewed in the Invoices Entry (or Inquiry) windows. If you don’t see your expense report within 5 minutes after the process has completed, it may be stuck in the interface table because of invalid or missing information. If that should occur, contact your instructor for assistance.
8. View the invoice that was created from your Expense Report: − (N) Invoices >Entry >Invoice Batches − Query up XX Exp Report Batch 1 (B) Invoices
Note that the Type field on your new invoice was automatically set to “Expense Report” by the system during the export process.
9. (B) All Distributions − Review the individual GL account numbers derived from your Expense Report
10. (I) Show Navigator
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Jamie Frostis one of your employees and has requested a travel advance for his upcoming business trip to the annual Oracle Open World conference in San Francisco.He has requested $1,500.00.
In this practice, you will enter and pay a new Prepayment Invoice for Jaime’s employee advance.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Navigate to the Invoices Entry window and enter a new Prepayment Invoice for Jaime’s employee travel advance.
2. Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the Actions window in the Invoices Entry form.
3. Review your Prepayment Invoice to ensure it now has a Status of Available.
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1. Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New
2. Enter the new Prepayment Invoice: − Type = Prepayment − Trading Partner = Jamie Frost − Site = Office − Invoice Date = Today’s date − Invoice Num = XX1000 − Invoice Amount = 1500 − Description = Travel advance for Open World Conference − Terms = Immediate − Prepayment Type = Temporary − Settlement Date = Today’s date
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6. Enter the payment details: − Type = Quick − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Payment Document = XXEmployee Check Stock
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Jamie Frost has returned from his business trip and has submitted his expense report to you on paper. You need to get that report into the Oracle system, so you’ll need to enter the expense report. And as you enter it, you will have the opportunity to apply the Prepayment you gave him in the earlier practice.
So in this practice, you will enter Jaime’s expense report information into your Oracle system and apply his advance.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, Vision Operations (USA)
1. Enter the Expense Report using the Template you created earlier.
2. Apply Jaime’s advance as you enter the Expense Report information using the Apply Advances region of the form.
3. Run the Payables Invoice Export Program and review the automatically generated Import Report. This report will detail Total Invoices Created as well as any Exceptions.
4. Navigate to the Invoices window − Find your Invoice and verify that the Prepayment was applied to it.
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1. Navigate to the Expense Report window: − (N) Invoices > Entry > Expense Report
− Name = Frost, Mr. Jamie − Date = Today’s date − Invoice Num = XX-Today’s Date − Amount = 1650 − Inv Description = Expenses from Open World Meeting
Oracle Payables alerts you to that fact that this employee has a Prepayment available. Click (B) OK to accept this message.
2. Note that the Apply Advances box is automatically checked for you: − Number = your Prepayment Invoice number (you can use the LoV)
3. Select the Expense Report Template you created earlier: − Template = XXTravel
4. Go to (T) Accounting. Enter expense report lines according to the following table. Note that the GL Accounts will default in from the selected template:
Item Amount GL Account
Airfare 1000 Accept the default
Meals 100 Accept the default
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When the request completes, the Expense Report Import Report can be displayed. (B) View Output. This report will detail Total Invoices Created as well as any Exceptions.
Once submitted, this program will process ALL of the students’ unprocessed expense reports in the class. So if you don’t see your expense report on your Import Report, it may have been processed by another student.
8. Navigate to the Invoices Entry window: − (N) Invoices > Entry > Invoice Batches − Query up XX Exp Report Batch 1 − (B) Invoices
9. Find your Invoice and verify that the Prepayment was applied.
Note that for the invoice − Trading Partner = Jamie Frost − Invoice Number = XX-Today’s Date
Also note on the General tab that after the Prepayment was applied, the balance due on the Expense Report is now only $150.
10. (I) Show Navigator
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The Create Accounting process generates a journal entry for each of the transactions (validated invoices and payments) that you’ve done so far in the Payables application. These journal entries can be transferred to the General Ledger immediately, as a part of the Create Accounting process, or transferred at a later date using a separate transfer program.
The Create Accounting process can be run using any one of three methods: “Online” for a single transaction (using the Actions button), or from the Batch Header window (for all the invoices in a batch), or by using the Concurrent Requests SRS window for all validated invoices and payments that have not yet had journal entries generated for them.
In this practice, you will run the Create Accounting process for a single invoice (XX3000), and then use the Concurrent Requests SRS window to run the Create Accounting process for the rest of the invoices in your XX Invoice Batch 1.
Assumptions
• Replace XX with your terminal number or initials.
• These practices build on the other practices in this curriculum. Please ensure you have completed the previous practices before attempting this practice.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
1. Navigate to the Invoices Entry window and find Invoice XX3000.
2. Submit the Create Accounting Process “Online” by using the Create Accounting options on the Actions button.
3. View the new journal entry for Invoice XX3000.
4. View the accounting (the journal entry) in a “T-Account” format available online.
5. Exit back to the Navigator window.
6. Submit the Create Accounting process using the Concurrent Request SRS Window for the balance of your validated invoice and saved payment transactions, and view the resulting journal entries online.
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1. Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices
2. By now you’re familiar with using the Find icon to search for an invoice, so this time, let’s use “Query” (also known as “Query by Example”) instead:
− <F11> Invoice Number = XX3000
3. <Ctrl-F11> to execute the search
Create Accounting for the Invoice
4. Once the invoice is displayed, (B) Actions: − Create Accounting = Check − Final = Select
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Submit the Create Accounting process using the Concurrent Request SRS window
9. Navigate to the Submit Requests window: − (M) View > Requests − (B) Submit a Request − Single request? - (B) OK − Name = Create Accounting
10. In the Parameters window: − Ledger = Vision Operations − End Date = Today’s Date (DD-MMM-YYYY) − Mode = Final − Errors Only = No − Report = Detail − Transfer to General Ledger = Yes − Post in General Ledger = No − Include User Transaction Identifiers = No
11. (B) Submit
12. (B) Find to monitor your request until it completes successfully. Review the output once it has finished using (B) View Output.
Note that all validated invoices are accounted for (a journal entry has been generated for each validated invoice, as well as any payment transactions).
13. (I) Show Navigator
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Transaction taxes such as Sales taxes, VAT taxes, and Offset taxes are set up, calculated, and managed by the E-Business Tax module. Withholding taxes and 1099 taxes are set up, calculated, and managed by Payables.
You can access E-Business Tax forms from the seeded Payables menu in Oracle, under the Setup section.
In this practice, you will create a US Sales Tax in the E-Business Tax module using the “regime to rate” flow – the basic tax configuration in the E-Business Tax module.
Assumptions
• Replace XX with your terminal number.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Sign On: − Username: sscnewall − Password: welcome
Responsibility: Tax Managers, SSC US OU 01
1. Create a Tax Regime:
Tax Entity Name Value
Tax Regime Code and Name XX AP US SALES
Tax Code and Name XX AP US SALES
Tax Status Code and Name XX AP US SALES
Tax Rate Code XX AP US SALES
Tax Jurisdiction Code and Name XX AP US SALES
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Practice - Enter an Invoice with US Sales Tax Lines
Overview
In this practice, you will enter an invoice for the “SSC US OU 1” ledger using Oracle’s automated tax features.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Tasks
Responsibility: Payables, SSC US OU 01
1. Navigate to the Invoices Entry window and enter a new Invoice XX3000 for the supplier Advantage Corp.
2. Enter the following invoice: Type Trading Partner Supplier
Site Invoice
Num Invoice Amount
Standard Advantage Corp US Check
XX3000
3. Enter the following invoice line Type Amount Distribution Account
Item 10000 001.100.11200.0000.000.000.000
4. Use the Calculate Tax feature on this new invoice.
5. View the Tax Lines in the Lines tab of the Invoices window.
6. View the Tax Details in the Detailed Tax Lines window. O
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Note that the tax that you defined in the previous practice has been applied to this invoice.
Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal $11,550.00
6. To view the details for the tax lines, click (B) Tax Details.
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In this practice, you will create a UK VAT tax for the Vision UK ledger. You will be using the same Tax Managers responsibility as your earlier lab when you set up a US Sales Tax, but it will be the Tax Managers responsibility related to the Vision UK ledger instead.
Assumptions
• Replace XX with your terminal number.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
• This practice uses a basic rate of 10% to illustrate the tax functionality. You can change the rate as you see fit to match the current VAT rates
Tasks
Sign On: − Username: UK − Password: welcome
Responsibility: Tax Managers Vision UK 1. Enter a new tax regime based on the following information:
Tax Entity Name Value
Tax Regime Code and Name XXAP UK VAT
Tax and Tax Name XXAP UK VAT
Tax Status Code and Name XXAP UK VAT
Tax Rate Code XXAP UK VAT
Tax Jurisdiction Code and Name XXAP UK VAT
2. Set the Tax Rules as follows: Seeded Tax Rules Default Settings
Determine Place of Supply Ship From
Determine Applicable Taxes Applicable
Determine Tax Registration Bill From Party
Determine Taxable Basis STANDARD_TB
Calculate Tax Amounts STANDARD_TC
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Note that the tax that you defined in the previous practice has been applied to the invoice.
Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal 13,750.00
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You have a supplier who is refusing to send in his W-9 form, and according to IRS guidelines, it means you are required to begin withholding money from this supplier’s invoices as you pay them. The money is to be forwarded to the IRS as quickly as possible as prepaid income taxes for the supplier.
In this exercise, you will create a new Withholding Tax Code along with a new Withholding Tax Group, and verify that all the other setups necessary to do withholding and generate automatic Withholding Invoices have been entered into your system.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Sign On − User name = XXUser − Password = your password
Responsibility: Payables, Vision Operations (USA)
Tasks
1. Navigate to the Withholding Tax tab on the Payables Options setup form and verify the setup.
2. Navigate to the Special Calendar definition window, and review the Monthly Withholding calendar. If the current month and at least two future periods immediately following the current period are not listed, you‘ll need to add them.
3. Navigate to the Withholding Tax Details window, and create a new tax code: AWT–XXEDU.
4. Navigate to the Withholding Tax Groups window, and confirm that the AWT–XXEDU group was automatically created when you saved your Withholding Tax Code above.
5. Navigate to the Suppliers window and review the Type for the Internal Revenue Service supplier organization.
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Note: The periods you define in the Special Calendar window are completely separate from the periods you define in the Accounting Calendar window for your AP Accounting Periods. See: Defining Calendars, Oracle General Ledger User's Guide.
.
8. (I) Save > (I) Show Navigator
Students Start Here: Create a New Withholding Tax Code
9. Navigate to the Withhholding Tax Details form:
• (N) Setup > Tax > Withholding > Codes
10. Create a new withholding tax code: − Operating Unit = Vision Operations − Tax code = AWT-XXEDU − Description = AWT-XXEDU − GL Account = 01-000-2225-0000-000 − Tax Authority = Internal Revenue Services − Site = Washington − Rate Structure = Flat Rate − Create Withholding Tax Group = Check − Calendar = Monthly w/Hold
Note: In the Tax Code and Description fields above, the XX should be replaced with your student number.
In the Tax Rates Region, enter the following: − Type = Standard − Effective Date From: <First Date of Current Year> − Effective Date To: <Last Date of Current Year> − Rate = 10
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Notice that one tax code is already associated with this group – the code you set up above. There can be multiple withholding tax codes with multiple tax authorities assigned to a group.
Notice also that the tax authority is the Internal Revenue Service.
15. (I) Show Navigator
Verify that the Tax Reporting Authority exists
16. Navigate to the Suppliers window:
• (N) Suppliers > Enter
17. Search for Supplier = Internal Revenue Service
18. (H) Organization
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You have a received an invoice from your new supplier, XXAWT Supplier, so in this exercise, you will enter and validate their invoice, ensuring that the appropriate withholding amount was withheld automatically from the invoice. And you’ll confirm that a Withholding Invoice – made out to the IRS – was generated by the system automatically for you.
Assumptions
• Replace XX with your terminal number or initials.
• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.
Sign On − User name = XXUser − Password = your password
Responsibility: Payables, Vision Operations (USA)
1. Create a supplier called XXAWT Supplier with one site and withholding features enabled at the header and site levels.
2. Enter an invoice for the XXAWT Supplier .
Ensure that 10% was withheld from the invoice and an automatically-generated invoice – made out to the IRS -- was entered into your system so you can forward the withheld money to the IRS as quickly as possible:
3. Review the Withholding Tax invoice that was generated for the invoice. Ora
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3. In the Create Suppliers window, enter the following: − Supplier Type = Standard supplier − Organization Name = XXAWT Supplier
Note: Replace XX with your student number.
4. (B) Apply.
Create a Supplier Site
5. (H) Address Book.
6. (B) Create.
7. In the Address Book, enter the following: − Address Line 1 = 123 Anywhere St − City = Mesa − County = Maricopa − State = AZ − Zip = 85205 − Address Name = AZ-MESA − Address Purpose: Purchasing and Payment = Check
8. (B) Continue.
9. Assign an operating unit to the supplier location: − Operating Unit = Vision Operations
10. (B) Apply.
Enable Withholding Tax for the Supplier
11. (H) Tax Details.
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16. Enter the following: − Type = Standard − Trading Partner = XXAWT Supplier − Invoice Num = XX-12000 − Invoice Amount = 1070 − Payment Method = Check
Enter a Line on the Invoice
17. (T) Lines. − Num = 1 − Type = Item − Amount = 1000 − Distribution Account = 01-110-7740-0000-000
Note that the Withholding Tax Group name defaults in from the supplier/supplier site. To view the column, use folder tools at the invoice header level to unhide the hidden column.
18. (I) Save
Validate the Invoice
19. (B) Actions: − Validate = Check
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22. Review the Withholding Tax and the Total fields. The Withholding Tax amount should be a negative amount, creating a net amount due that is less than the original amount. If not, contact your instructor for assistance.
23. (T) Lines.
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27. Note that the Description field contains the information on the Withholding Tax invoice, including the invoice that the withholding tax invoice is associated with.
Note: You can assign a special pay group to your tax authority so you can do a payment batch specifically for your withholding tax invoices.
28. (I) Save > (I) Show Navigator
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