Oracle R12 Payables: Creation of System Setup: Below are the listed system setups which are to be performed before payable transactions: 1. Navigator->payable Vision Operation->Setup->Options->Payable options. 2. Navigator->payable Vision Operation->Setup->Options->Payable System Setup. 3. Navigator->payable Vision Operation->Setup->Options->Financials Options. 4. Navigator->payable Vision Operation->Setup->Invoice->Payment Terms. 5. Navigator->payable Vision Operation->Setup-> Invoice ->Distribution Sets. 6. Navigator->payable Vision Operation->Setup-> Invoice ->Tolerance. 7. Navigator->payable Vision Operation->Setup-> Invoice ->Hold and Release Name. 8. Navigator->payable Vision Operation->Setup-> Invoice ->Expense Report Template. 9. Navigator->payable Vision Operation->Setup->Calendar->Special Calendar. 10.Navigator->payable Vision Operation->Supplier->Entry. Step 1: Payable Options: Root: Navigator->payable Vision Operation->Setup->Options->Payable options. - Operating Unit has to be created using the below following options which has to be completed in order to create Operating Unit: Accounting Options. Currency. Tax Reporting. Invoice. Approval. Matching. Interest. Expense Report. Payment.
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Oracle R12 Payables:
Creation of System Setup:
Below are the listed system setups which are to be performed before payable transactions:1. Navigator->payable Vision Operation->Setup->Options->Payable options.2. Navigator->payable Vision Operation->Setup->Options->Payable System Setup.3. Navigator->payable Vision Operation->Setup->Options->Financials Options.4. Navigator->payable Vision Operation->Setup->Invoice->Payment Terms.5. Navigator->payable Vision Operation->Setup-> Invoice ->Distribution Sets.6. Navigator->payable Vision Operation->Setup-> Invoice ->Tolerance.7. Navigator->payable Vision Operation->Setup-> Invoice ->Hold and Release Name.8. Navigator->payable Vision Operation->Setup-> Invoice ->Expense Report Template.9. Navigator->payable Vision Operation->Setup->Calendar->Special Calendar.10.Navigator->payable Vision Operation->Supplier->Entry.
- Use the Invoice Tolerances Template window to define the matching tolerances you want to allow for variances between invoice, purchase order, and receipt information. You can define both percentage-based and amount-based tolerances.
Step 7: Hold and Release Name:
Root: Navigator->payable Vision Operation->Setup-> Invoice ->Hold and Release Name.
- Invoice Hold and Release Names window is used to define the names that you use to manually hold or release invoices. You can define hold names that you assign to an invoice during entry to place the invoice on hold.
- Use the Special Calendar window to define periods that Payables uses for automatic withholding tax, recurring invoices, payment terms, and for the Key Indicators Report.
- Supplier creations-information’s has to be given such as supplier name, address, contact details, bank details and currency etc…
Types of Invoice Entries:
There are five types of invoice entries:1. Invoice Batches- Large Number of invoices can be entered together for one supplier or
different supplier.2. Invoice- Invoice can be entered one by one, mostly used for one time supplier.3. Quick Invoice- Standard, Credit Memo and Prepayment can only be entered. 4. Expense Report- Internally created invoice.5. Recurring Invoice- Invoices created for period of time or life time.
- Actions 1 Tab->Choose validate box and Force approval- Once this action is done Status and Approval will change to validated and approved as shown below example:
Action 1 Tab->Choose Create Accounting option and choose corresponding options. (Draft, Finaland Final Post).
Transaction Flow for Prepayment:
There are two stages in prepayment invoice, first stage is creation and payment on prepaymentinvoice and second stage is to match a standard invoice with prepayment in voice during the payment of standard invoice.
First Stage: (Creation of prepayment invoice)
Step 1:
Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.
- Actions 1 Tab->Choose validate box and Force approval- Once this action is done Status and Approval will change to validated and approved as shown below example:
- Query the prepayment after making the payment at invoice workbench the status of the invoice should be changed from ‘UNPAID’ to ‘AVAILABLE’.
Second Stage: (Matching of standard Invoice)Step 1:
- Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.
-Complete the validation and Approval before matching the invoice with prepayment.-Query the prepayment invoice at invoice workbench in order to match the prepayment with
- After validation the standard invoice can be fully paid or can be adjusted with more prepayment invoice if applicable or can be matched with credit memo if it’s applicable.
Transaction Flow of Credit Memo/Debit Memo:
There are two methods of matching a credit memo:
1. Matching Credit Memo/Debit Memo for Unpaid Standard Invoice.2. Matching Credit Memo/debit Memo for Paid Standard Invoice.
Matching Credit Memo/Debit Memo to an Unpaid Standard Invoice:
Step 1:
- Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.
- Complete the validation and Approval after entering the Line level and General tabs is been altered.
Choose the payment transaction screen and enter the corresponding supplier name, number, bank details and payment details. Below shown are the examples of the screen:
- Matched Invoice will be shown in the Credit memo line level as shown below.
Transaction Flow of Mixed Invoice:Step 1:
- Creation, validation and payment are same as the standard invoice, the only difference and advantage is positive and negative invoices can be created in mixed invoice as example shown below:
- Choose the View output by choosing corresponding Request ID number.- The invoices created under the batch number will display and exported which can be
queried in invoice workbench.
- After querying at invoice workbench the invoice can be validated and paid as same as the standard invoice.
Transaction flow for Expense Report:
Below shows the expense report creation screen and mandatory field:
Step 1:
Root: Navigation->Invoice->Entry->Expense Report:
Step 2:
Root: Navigation->Invoice->Entry->Expense Report:
Step 3:
Root: Navigation->Invoice->Entry->Expense Report:
Step 4:
Root: Navigation->Invoice->Entry->Expense Report:
- View log option can be used if any error message is displayed.- After creating expense report it can queried in invoice workbench and then it can be
validated and paid as same the transaction flow used for standard invoice.- After the creation of expense report, expense report invoice can be created for every
employee at invoice workbench.-Complete the mandatory fields of invoice workbench choose the required options for the
required invoice type.
- Validation and payment procedure are same as the standard invoice described in Transaction flow of standard invoice.
Transaction Flow for Recurring Invoice:
Below are the steps to be followed to create a recurring invoice:Step 1:Root: Navigation->Invoice->Entry->Recurring Invoice:
- Press ‘create recurring invoice’ tab till ‘periods remaining’ box shows zero.- Once the invoices are created it can be queried in invoice work bench and can be paid
manually if needed or the system will raise an alert message when payment is for due.