USER MANUAL LIST FOR FA
Contents
1. ORACLE AP USER MANUAL Account Description Account Description 01 995x XXXX 000000000 0000000 Fixed Asset Purchases Budget Expense Account with a Cost Centre 01 8061 9999 000000000 0000000 Reserve for Encumbrance RFE Account 01 6789 XXXX 000000000 0000000 AP Expense Accrual with a Cost Centre 01 3351 0000 000000000 0000000 AP Accrual Local Suppliers 01 1911 0000 000000000 0000000 Fixed Asset Cost Account Bldg amp Infrs 01 1981 0000 000000000 0000000 Fixed Asset Clearing Account 01 1210 0000 000000000 0000000 Citibank N Y Current Account Note The encumbrance type transactions are only triggered by the user but carried out by the system and the users have no interferring points with the encumbrance accounting except for the point that they choose the Charge Budget account when they raise a Requisition 28 ORACLE AP USER MANUAL C CASH TRAVEL ADVANCE REQUEST PROCEDURE AND ACCOUNTING Cash and Travel Advances Travel Cash Advance and Flight reservations will be handled separately Flight Reservations Travel Authorization Each requester will fill out an online reservation form outside of Oracle This will be only to inform the Travel Agency TA to make a reservation When the requester confirms the reservation the TA Flight Reservation form will be submitted by the requester After submission the request will be converted to a REQ REQ on Oracle by th2. parameters to select the information that is displayed The Journal with GL Details report selects data based upon GL entries created from AP transactions while the Transaction Reconciliation report selects data based upon the AP transactions Therefore if you have an AP transaction for which you would like to see the accompanying GL transactions use the Reconciliation Report If you have a GL journal for which you would like to see the originating AP transaction run the GL Details report 5 4 Balancing The reports described above will be used in the balancing process To determine if your system is in balance you need to insure that the amount reported in AP matches the amount reported in the GL AP Posted AP Trial Balance BALANCING AP Every transaction that is posted from AP to the GL is reflected in the Accounts Payable Trial Balance report If you want to test the data on this report against the transactions entered for a supplier you can spot check individual suppliers 1 View the outstanding balance for the individual supplier via the invoice inquiry form and compare it to the data on the trial balance report 2 The on line balance inquiry includes all transactions unlike the trail balance report that only includes posted transactions Therefore the on line supplier balance should match the data reported on the trial balance report any non posted transactions 3 Ifasupplier does not appear on the trial balanc
3. currency enter exchange rate information in the Create Recurring Invoices window 4 Choose Create to create the invoices The new invoices are now regular invoices and must be approved before you can pay them or create journal entries for them 5 Save your work OTE See Approving Invoices page 14 section 2 21 Paying Invoices page 17 section 3 1 2 13 Entering Expense Reports Invoices gt Entry gt Expense Reports NOTE When entering expense reports do not forget to go and cancel the Cash Advance Requisition in Purchasing Module to free up the funds 1 In the Expense Reports window either enter the Employee Name in the Employee field or enter the Employee Number in the Number field 2 Enter the GL Account which is the Staff Cash Advance GL Account combination 3 In the Send To field don t change the default Office location to which you are to send payment for the expense report 4 Using Office send to address automatically creates another site for the employee in the Suppliers window if the office site hasn t been created already Entering Expense Reports is another way of creating employees as suppliers in the system 5 Inthe Date field enter the Period Ending Date for the Expense Report Payables use this date as the GL Date for invoice distributions created from the expense report When you submit Payables Invoice Import Report you have the option to override this date 6 Either enter an I
4. e Payables e Purchasing e Inventory NOTE In the next period open the periods in the following sequence e Inventory e Purchasing e Payables 24 ORACLE AP USER MANUAL B PROCESSES A UPLIFT PROCESING PROCEDURE AND ACCOUNTING The Uplift process starts in the Purchasing Module when a PO is raised for an item Procedure When a Purchase Order PO is raised an Uplift Code Tax Code is assigned to it based on the Uplift Calculation formula table The system calculates the uplift using the Tax Code you assign to the PO The PO amount is exclusive of the uplift amount and the uplift amount can only be seen in the PO window in the Tools 2Tax Details window This amount remains valid through out the Receiving Process Then an invoice is raised in AP to enter the invoice from the supplier for the items purchased which will not include the Tax This invoice is matched to the PO automatically closing the PO and then paid Then a second invoice known as the Internal Invoice 15 raised for the Uplift amount for the dummy supplier called Freight Supplier and this is matched to the receipt In the Find Receipt for Matching window change the Matching Type Option from Item to Freight Then specify the Receipt Number in the Receipt Number Field and click Find The Match to Receipt window will open up check the MatchBox for the receipt you are matching to then choose Match The Match to Receipt window closes and takes you b
5. is approved The account entry will include the related Cost Center and the Employee Number Children Education Allowance Payments to the staff will be charged to 1522 account The account entry will include the related Cost Center and the Employee Number For Children Education Allowance 6118 account will be budgeted and the funds checking will be done against that account and the related cost center when REQ is approved The account entry will include the related Cost Center and the Employee Number The accounting entries for any Cash Advance which is recorded with the Employee Number will be as follows REQ Commitment type Encumbrance Not Actual DR 01 6XXX CCCC EXXXXX 0000000 Related Advance Expense Related CC Employe Number CR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CC transactions until here will be carried on in Purchasing module and the accounting entries created will be for Encumbrance Accounting The accounting entries for the advance paid to the requester will be as follows in Payables module Prepayment Invoice No Encumbrance Actual DR 01 152X CCCC EXXXXX 0000000 Related Advance Related CC Employee Number 100 CR 01 3521 0000 0000000 000000000 AP Liability Employee Account 100 Payment No Encumbrance Actual DR 01 3521 0000 0000000 000000000 AP Liability Employee Account 100 CR Bank 100 Employee Expense Claim Match to Prepayment No Encumbrance Actual DR 01 3521 0000
6. transactions until here will be carried on in Purchasing module and the accounting entries created will be for Encumbrance Accounting The accounting entries for the advance paid to the requester will be as follows in Payables module Prepayment Invoice No Encumbrance Actual DR 01 152X CCCC EXXXXX 0000000 Related Advance Related CC Employee Number 100 CR 01 3521 0000 0000000 000000000 AP Liability Employee Account 100 Payment No Encumbrance Actual DR 01 3521 0000 0000000 000000000 AP Liability Employee Account 100 CR Bank 100 Employee Expense Claim Match to Prepayment No Encumbrance Actual DR 01 3521 0000 0000000 000000000 AP Liability Employee Account 100 CR 01 152X CCCC EXXXXX 0000000 Advance Related CC Employee Number 100 DR Bank 100 CR 01 3521 0000 0000000 000000000 AP Liability Employee Account 100 DR 01 6XXX CCCC 0000000 0000000 Related Advance Expense Related CC 80 DR 01 152X 0000 EXXXXX 0000000 Personal Account Unidentified Employee Number 20 CR Bank 100 33 ORACLE AP USER MANUAL NOTE After the expense claims are entered REQ has to be cancelled This needs to be done to release the encumbrance from the related budget account for the actual values are already entered When the REQ is cancelled the system will create the following transactions automatically Commitment type Encumbrance Not Actual DR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CR 01
7. will not be able to perform this balancing process To balance use the following formula Last Months Trial Balance T This Month s Posted Invoices This Month s Posted Invoice Payments Current Trial Balance On Line Inquiry 2 Balance GL Liability Account to the Trial Balance Verify that the GL Liability Accounts agree with the data reported on the AP Trial Balance report 3 Balancing GL Batch to AP Posting Batch When you post and Import Transactions from AP into the GL system a Unique GL Batch is created You can balance a GL batch against the AP Journal Entry Audit report that was generated during the AP Transfer Process 5 5 Closing Accounting When you are sure that your AP system is balanced you can close Control the Period To Open or Close a period in AP use the Period Payables Control window Periods 1 If Un Posted Transactions exist when you attempt to Close an AP Period a message will be displayed and the period will not be closed At that point you need to repeat the Pre Post steps mentioned above in order to identify and adjust or sweep the Un posted transactions 2 Youcan Re open a Closed Period in AP as long as it is not finally closed and the corresponding GL period is not closed Once a Final Close has been done the period can never be reopened It is recommended that you Final Close a period only if it is from a prior year NOTE You need to close the accounting periods in the following order
8. you want to apply it to Invoice 2 Choose the Actions button and select the Apply Unapply Prepayment check box Choose OK 3 The Apply Unapply Prepayments window opens This window shows different information depending on what you queried an invoice or a prepayment 4 Ifyou initially queried a prepayment Payables displays all invoices that are not fully paid and to which the prepayment can be applied If you want to limit available choices enter a Query or use the Find Invoices to Apply window by choosing Find from the View Menu 5 Check the Apply check box for each Prepayment Distribution you want to apply to the invoice Enter the amount to apply for each prepayment Optionally change the GL Date which is the accounting date for the new Prepayment distributions that Payables creates when you apply a prepayment 14 ORACLE AP USER MANUAL TRANSACTION NAVIGATION TASKS NATURE 10 11 12 13 If you want to see more information on an invoice select it and choose the Invoice Overview button If you initially queried an invoice Payables displays all approved and paid Prepayment distributions that you can apply to the invoice If you want to limit available choices enter a query or use the Find Prepayments to Apply window by choosing Find from the View menu Check the Apply check box for each Prepayment Distribution you want to apply to the invoice Enter the amount to apply for ea
9. 000 Travel Advance Related CC CR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CC Purchase Order Created For The Airline Commitment type Encumbrance Not Actual DR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CC CR 01 68XX CCCC EXXXXX 0000000 Travel Advance Related CC Obligation type Encumbrance Not Actual DR 01 68XX CCCC EXXXXX 0000000 Travel Advance Related CC CR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CC Receiving Obligation type Encumbrance Not Actual DR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CR 01 68XX CCCC EXXXXX 0000000 Travel Advance Related CC No Encumbrance Actual DR 01 68XX CCCC EXXXXX 0000000 Travel Advance Related CC CR 01 6789 1122 0000000 0000000 AP Accrual for Expense Invoice Received From The Airline No Encumbrance Actual DR 01 6789 1122 0000000 0000000 AP Accrual for Expense CR 01 33XX 0000000 0000000 Payables entry for the Airline Payment Made To The Airline No Encumbrance Actual DR 01 33XX 0000000 0000000 Payables entry for the Airline CR Bank 30 ORACLE AP USER MANUAL Cash Advances With Employee Number business purpose Travel Cash Advance Payments to the staff will be charged to 1527 account The account entry will include the related Cost Center and the Employee Number For Travel Cash Advance 68XX account will be budgeted and the funds checking will be done against that account and the related cost center when REQ
10. 0000000 000000000 AP Liability Employee Account 100 CR 01 152 0000000 Advance Related CC Employee Number 100 DR Bank 100 CR 01 3521 0000 0000000 000000000 AP Liability Employee Account 100 DR 01 6XXX CCCC EXXXXX 0000000 Related Advance Expense Related CC Employee Number 80 DR 01 152X 0000 EXXXXX 0000000 Personal Account Unidentified Employee Number 20 CR Bank 100 NOTE After the expense claims are entered REQ has to be cancelled This needs to be done to release the encumbrance from the related budget account for the actual values are already entered When the REQ is cancelled the system will create the following transactions automatically Commitment type Encumbrance Not Actual DR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CC S3 ORACLE AP USER MANUAL CR 01 6XXX CCCC EXXXXX 0000000 Related Advance Expense Related CC Employee Number 32 ORACLE AP USER MANUAL Cash Advances Without Employee Number Offsite Research Collaboration Cost Advance Payments to the staff will be charged to 1526 account The account entry will include the related Cost Center and the Employee Number For Offsite Research Collaboration Cost type Cash Advances 6644 account will be budgeted and the funds checking will be done against that account and the related cost center when REQ is approved The account entry will include the related Cost Center Medical Advance Payments to the s
11. 4 Select the Distribution origin you want to use You create distributions for the recurring invoices either by using a distribution set or by matching to a purchase order shipment 5 Enter the Recurring Invoice Amounts in one of the following two ways e If you know the total sum of the recurring invoices you will create enter the Control Amount and Payables will calculate and enter the First Amount e If you know what the periodic recurring invoice amount will be enter the amount of your first invoice in the First Amount field Payables will calculate and enter the Control Amount field 6 Save your work 2 12 Entering Recurring Invoice e g paying rent in advance and allocating the costs as they fall due Invoices gt Enter gt Recurring gt Invoices In the Recurring Invoices window query the recurring invoice template from which you want to create invoices Enter the Number of Invoices you want to create in the Number of Invoices field Choose Create to create the invoices 2 Payables navigates to the Create Invoices window and displays invoices in the next available periods For example your template is for monthly invoices starting in January and you have already created two invoices If you entered 2 for number of invoices Payables will display the march and april invoices 10 TRANSACTION NATURE NAVIGATION ORACLE AP USER MANUAL TASKS 3 Ifyou are using foreign
12. 6XXX CCCC 0000000 0000000 Related Advance Expense Related CC 34 ORACLE AP USER MANUAL Personal Account There will be no funds checking for the Personal Accounts Withdrawing money and paying into the Personal Account will be done in GL module Gl Journal Personal Account Category No Encumbrance Actual DR 01 1521 0000 EXXXXX 0000000 Personal Account Unidentified Employee Number 100 CR Cashier 100 Gl Journal Personal Account Category No Encumbrance Actual DR Cashier 100 CR 01 1521 0000 0000000 EXXXXX Personal Account Unidentified Employee Number 100 Integration With Other Locations e Prepayment made in Ibadan Expense retired in other locations Travel or cash advances paid in Ibadan but retired in other locations have to be closed by matching to Expense Reports in Ibadan the amount should be deducted from the journals sent from other locations and Expense Reports have to be created and matched to the prepayments otherwise the prepayments in Payables module will be open for matching to the further Expense Reports e Prepayment made in other locations Expense retired in other locations These journals will directly be entered to General Ledger module 35 ORACLE FINANCIALS HOT KEYS Function Block Menu Clear Block lear Field lear Form Clear Record Coammit mount Query Delete Record Display Error Down Duplicate Field Duplicate Recard Edit Enter Query Execute uery Exit Functi
13. AP TO GL 1 Use Payables Transfer to General Ledger to transfer invoices and payments to GL The transfer process selects the invoices and payments that are ready to post to GL 2 The appropriate Accounting Transactions are created and inserted into the GL_LINTERFACE table This is the GL open interface used to import journals 3 Transactions successfully selected and inserted into the GL_INTERFACE table are updated to Posted in the AP System Transactions that were selected but encountered some Exception are not inserted into the GL_INTERFACE table nor are they updated to Posted Exceptions can be an inactive accounting flexfield value a GL_DATE in an unopened GL 21 ORACLE AP USER MANUAL TRANSACTION NAVIGATION TASKS NATURE period exchange rate missing etc 4 After the process is complete the AP Journal Reports are generated to display the results of the posting selection NOTE These reports are very important and should be saved They are generated directly from the posting process and can not be rerun at a later date Accounts Payable Journal Entry Audit Report This report lists the Details of the accounting transaction that have been inserted into the GL_INTERFACE table with its corresponding debits and credits Accounts Payable Journal Entry Exception Report This report displays the transactions that encountered an Exception during the posting process Each transaction includes an exc
14. Entering Invoices in USD 2 1 page 7 2 Enter Distributions by clicking the Distributions button on the right bottom corner NOTE You can enter them manually or enter them automatically S0 TRANSACTION NATURE NAVIGATION ORACLE AP USER MANUAL TASKS in by matching to the original invoice you entered 3 Save your work 2 5 Entering Invoices gt 1 See the same procedure for Debit Invoice Credit Entry gt Invoices The only difference is in choosing the Invoice Type Invoices 2 6 Entering Invoices gt 1 See the same procedure for Entering Invoices Invoices for Entry gt Invoices Fixed Assets Purchases 2 7 Entering Invoices gt 1 See the same procedure for entering Invoices in Immediate Invoices for Entry gt Invoices payment term Quantity 2 Inthe Invoices window select Purchase Order from the Differences Match button pop list then choose the Match button Payables received amp opens the Find Purchase Order for Matching window invoiced 3 In the Find Purchase Order for Matching window select more than the specific PO Number from the LOV in the PO Number ordered field you want if you are matching to a specific PO then choose Find else leave the field blank and choose Find if you are matching to many POs 4 The Match to Purchase Order window displays the POs that match your search criteria 5 Create invoice distributions by matching to the PO In the Match to Receip
15. ORACLE AP USER MANUAL ORACLE FINANCIALS USER GUIDE International Institute of Tropical Agriculture Accounts Payable Author Oracle Implementation Team Creation Date October 27 2001 Last Updated October 27 2001 Control Number IITA AP UG Version 1 ORACLE Enabling the Information Age ORACLE AP USER MANUAL OUTLINE CONTENTS PAGE A RULES A Rules for the Accounts Payable Module 4 1 SUPPLIER MANAGEMENT l l Logging into AP 4 1 2 Choosing and Switching to Different Responsibility 4 1 3 Defining Supplier Local 4 1 4 Defining Supplier Overseas 5 1 5 Defining Supplier Employee 5 1 6 Creating a Supplier who is at the Same Time a Customer 6 1 7 Updating Supplier Information 6 2 SUPPLIER INVOICE MANAGEMENT 2 1 Entering Invoices In USD 7 2 2 Entering Invoices in Other Currency 7 2 3 Entering Invoices for Emergency Purchases 7 2 4 Creating Debit Invoices 7 2 5 Creating Credit Invoices 8 2 6 Entering Invoices for Fixed Assets Purchases 8 2 7 Entering Invoices for Quantity Differences Received amp 8 Invoiced more than Ordered 2 8 Entering Invoices for Price Differences 8 2 9 Creating Prepayment Invoices for Suppliers 9 2 10 Creating Prepayment Invoices for Employees for Travel Cash 9 Advances and Other Cash Advances 2 11 Creating a Recurring Invoice Template 10 2 12 Entering Recurring Invoices E g Paying Rent
16. TION ORACLE AP USER MANUAL TASKS Calculation Level to None required 10 Choose Purchasing Tab to change optional the to Location Ship to Location FOB and Freight Terms for the supplier NOTE The supplier information at the Header level automatically defaults to new supplier sites you enter for the supplier but you can override these defaults 11 In the Suppliers window choose the Sites button to navigate to the Supplier Sites window 12 Enter the Employee Site Name as OFFICE and Address as IITA The site name will not appear on documents you send to the employee It is for your reference when you select an employee site from a list of values during transaction entry Enter any additional supplier site information you want to record in the appropriate region 13 Save your work 14 You can enter another site by choosing the Down arrow key or by Choosing New from the File menu 1 6 Creatinga Supplier gt Entry For Suppliers Supplier who 1 Navigate to the Suppliers window is at the Same 2 Entera unique Supplier Name lt is required to use exactly the Time a same name written in the same way for Customer Name field Customer 3 See Defining supplier Local Supplier For Employees 1 Navigate to the Suppliers window 2 Entera unique Employee Name lt is required to use exactly the same name written in exactly the same way for Customer Name field 3 Enter the Personnel Number of the employee
17. TION NAVIGATION TASKS NATURE 8 Go to the Invoice Tax Tab and change the Automatic Calculation Level to None required 9 Ifyou are defining a service provider then select the Withholding Tax Window and check the Allow Withholding field This opens the Withholding Tax Group field which should be filled with the WHT Rate as appropriate 10 Choose Purchasing Tab to change optional the Bill to Location Ship to Location FOB and Freight Terms for the supplier NOTE The supplier information at the Header level automatically defaults to new supplier sites you enter for the supplier but you can override these defaults 11 In the Suppliers window choose the Sites button to navigate to the Supplier Sites window Enter at least one supplier site Enter the Supplier Site Name and Address The site name will not appear on documents you send to the supplier It is for your reference when you select a supplier site from a list of values during transaction entry Enter any additional supplier site information you want to record in the appropriate region NOTE The defaulting values from the header level can be overridden at the site level 12 Save your work 13 You can enter another site by choosing the Down Arrow Key or by Choosing New from the File Menu 1 4 Defining Supplier gt Entry 1 See the same procedure for defining supplier Local Supplier 2 Click on the Classification Tab and specify the Su
18. a 4 Indicate which PO lines you want to match to by selecting the check box to the left of the PO lines 5 Choose the Match button to complete the match close the Match to PO window and the Find window and return to the current invoice record 6 Save your work OTE See Matching invoices with Receipt 2 14 page 12 2 18 Matching Invoices gt Entry gt 1 See the same procedure for Matching Invoices with Receipts one Receipt Invoices 2 14 page 12 with multiple Invoices 2 19 Matching Invoices gt Entry gt 1 See the same procedure for Matching Invoices with POs 2 15 one PO Invoices page 12 with multiple Invoices 2 20 Unmatching Invoices gt Entry gt 2 Navigate to the Distribution window for the particular invoice Invoices Invoices to be unmatched with Wrong Click on the Reverse 1 Tab Receipts The system will prompt for a confirmation of the reversal Click OK Save your work SY Uv deo en 13 TRANSACTION NATURE NAVIGATION ORACLE AP USER MANUAL 2 21 Approving Invoices gt Entry gt 1 Find the Invoice in the Invoices window of Invoices Invoices 2 Select the Invoice and choose the Actions 1 button 3 Check the Approve box and click Ok 4 On the invoice window the Status of the invoice will read Approved 5 Save your work 2 22 Accounting Invoices gt Entry gt 1 Find the Invoice in the Invoices window for Invoices 2 Select the Invoice and choose the Act
19. ack to the Invoice window Approve and Account for the invoice but DO NOT pay the invoice At the end of the period the open Freight Suppliers invoice will be paid through the Zero Payment Bank Accounting The accounts to be used for a 100 PO with Uplift of 2096 will be as follows PO Receipt With the Receiving of an Item to Inventory DR Inventory Account 120 01 1615 0000 0000 0000000 000000000 Inventory Account CR AP Accrual Account 120 01 1620 0000 0000000 000000000 AP Accrual Account Invoice With the Entry of the Supplier s Invoice DR AP Accrual Account 100 01 1620 0000 0000000 000000000 AP Accrual Account CR AP Goods Supplier 100 01 3352 0000000 0000000 Payment With Invoice Payment DR AP Goods Supplier 100 01 3352 0000000 0000000 CR Bank 100 01 XXXX 0000 0000000 000000000 Internal Invoice With Entry of Dummy Freight Supplier Invoice DR AP Accrual Account 20 01 1630 0000 0000000 000000000 AP Accrual Account CR AP Freight Suspense 20 01 3515 0000000 0000000 This invoice will be closed with zero payment internally in AP in order to have no Invoices 295 ORACLE AP USER MANUAL Payment of Freight Invoice through Journal Entry in GL Journal Entry in GL as Payment to freight Supplier DR AP Freight Expense 19 01 XXXX 0000 0000000 000000000 AP Freight Suspense Account CR Bank 19 01 XXXX 0000000 0000000 Adjustment of Freight Suspense Account through Journal Entry
20. ch prepayment Optionally change the GL Date which is the accounting date for the new Prepayment distributions that Payables creates when you apply a prepayment If you want to see more information on a prepayment select it and choose Invoice Overview If you want to print a Prepayment Remittance Notice for the supplier select the Print check box Choose the Apply Unapply button to apply the prepayment amounts you specified and to save your work Review the new Prepayment distributions for the invoice in the Distributions window On the Prepayment distributions you can adjust the values in the Description field Make any necessary adjustments to account for tax on the invoice Save any changes and approve the invoice Any unpaid amount remaining on the invoice is ready for payment 15 TRANSACTION NATURE NAVIGATION ORACLE AP USER MANUAL TASKS 2 26 Matching Expense Reports with the Employee Prepayment Invoice Invoices gt Entry gt Invoice 10 11 12 13 14 Run the Payables Invoice Import Report Navigate to the Invoice Query window and find the expense report see Creation of closing invoices for prepayments Choose the Actions button and select the Apply Unapply Prepayment check box Choose OK The Apply Unapply Prepayments window opens This window shows different information depending on what you queried an invoice or a prepayment If you initially queried a prepayment Payables dis
21. counting transactions for the personal cash advance will be done as a journal entry in GL Module with the Journal Category Personal Account this category will be used for both withdrawing from and paying to the Personal Account For Fixed Asset purchases there will be no Cash Advance Payment but a PO for such purchasing will be created separately Please see the documentation for Requisition for Non Inventory Items in Logistics Materials 995X accounts will be budgeted and the funds checking will be done against these accounts and the related cost center when REQ is approved The account entry will include the related Cost Center Expense Claim The employee will go through the old expense approval procedure until an add on program will be created for online expense claim submission and approval this add on is planned to be activated by April 2002 When the approved expenses are transferred to B amp F they will be keyed into Payables module and matched to the related prepayments that have been previously entered In case the advance paid is more than the expenses claimed then the remaining amount will be transferred to the Personal Account when the Expense Report entry is being made by the Budget amp Finance Department Accounting The accounts to be used will be as follows Flight Reservations Travel Authorization 29 ORACLE AP USER MANUAL REQ Commitment type Encumbrance Not Actual DR 01 68XX CCCC EXXXXX 0000
22. de purchase order information to help you identify each receipt Note The values you enter in certain fields will affect lists of values for other fields For example if you enter a PO number then the list of values for Receipt Number lists only receipt numbers for the purchase order you entered The supplier and site on each receipt you are matching to can be different from the supplier and site on the invoice Choose the Find button 3 The Match to Receipt window opens and displays the receipt lines that match your search criteria 4 Indicate which Receipt lines you want to match to by selecting the check box to the left of the receipt lines 5 Choose the Match button to complete the match close the Match to Receipt window and the Find window and Return to the current invoice record 6 Save your work NOTE See Matching invoices with Receipt 2 14 page 12 2 17 Matching Invoices gt Entry gt 1 In the Invoices window enter a Standard Invoice Enter the one Invoice Invoices Supplier and Supplier Site The supplier and site can be with different from the supplier and site on the PO Multiple 2 Inthe invoice window Select PO from the Match button pop POs list Choose the Match button The Find POs for Matching window opens Enter search criteria for one or more POs to which you want to match the invoice Choose the Find button 3 The Match to PO window opens and displays the PO Lines that match your search criteri
23. e if necessary The settlement date indicates the earliest time that the prepayment can be applied to an invoice 10 Enter Distributions by choosing the Distributions button and entering the Distributions manually Under the Type field choose Item from the LOV enter the Prepayment Amount under the Amount field and verify that the GL Account combination under the GL Account field for the prepayment is correct 11 Save your work 2 11 Creating a Recurring Invoice Template Invoices gt Entry gt Recurring gt Invoices 1 In the Recurring Invoices window enter the Supplier Information When the Supplier Name is chosen the Supplier Number site and pay group information will default 2 Enter the Period Information Select a Period Type that determines the frequency of the recurring invoice For example month or quarter in the number of periods field enters the Total Number of Invoices you want to create over the life of the template In the first field enter the First Period for which you want to create an invoice The period must be open or future 3 In the template definition region enter the Template Number which must be unique for the supplier When you create invoices based on the template Payables creates the invoice number for each invoice by appending the name of the recurring invoice period to the template number Select the Payment Method with which you will pay the invoices you create with this template
24. e report that indicates there is no outstanding posted liability for that supplier If you did not post in detail audit you will not be able to perform this balancing process 4 To balance you will need this month s and last month s AP Trial Balance Report and this month s posting reports Last month s trial balance plus this month s transactions should equal this month s trial balance Last Months Trial Balance This Months Posted Posted Invoice Invoices Register Report This Months Posted Posted Payment Invoice Register Report BALANCING AP TO GL The following is a list of the Critical Reports required for Reconciliation between AP and GL e Invoice Transaction Check Report e Posted Invoice Register Report AP e Posted Payment Register Report AP e Account Analysis Payables Detail 180 Char GL 23 ORACLE AP USER MANUAL TRANSACTION NAVIGATION TASKS NATURE To balance the AP and GL systems together the AP Trial Balance report should agree with the GL Liability Accounts and the Posting Reports 1 GL Posted Transactions and AP Trial Balance Utilising the Trial Balance report and the Posting Reports you can insure that the transactions imported into the GL system agree with those entered and posted in the AP system Although the Posting Reports are run from the AP menu they are based on data stored in the GL system GL IMPORT REFERENCES table If you did not post in Detail audit you
25. e system where it will go through funds checking and approval It will be approved through the approval hierarchy to which that requester belongs Once the requisition has been created for an Airline which is a supplier there will be no difficulty in creating a Purchase Order PO from that REQ for this supplier When the Airline sends the invoice it will be keyed in and matched to the PO Cash Advances For Business Purposes The cash request for a Cash Advance will be made by creating a REQ directly in Oracle The requester himself will create the REQ or will ask for a secretary to have it created in case the requester has no access to Oracle REQ having created will go through funds checking and approval It will be approved through the approval hierarchy which that requester belongs to REQ will not be turned to a PO All transactions until here will be carried on in the Purchasing Module After the approval the advance will be paid to the requester and the system record a prepayment and a payment for this prepayment will be created in AP module For Personal Purposes Personal Account The procedure for cash advances for the Personal Account will be different in the way that they are requested and recorded to Oracle The cash request for a Cash Advance will be made by the requester by filling out the Online Cash Request Form The form will directly be posted to Budget and Finance Department and will be processed in order The ac
26. eption code that explains why it was prevented from posting 5 Once the AP Transfer to GL process has finished only the AP System will have completed its portion of the Posting Process As far as AP is concerned posting is done and complete For AP there is no turning back from this point The transactions are now in the GL_INTERFACE table waiting to be imported into the GL via the Journal Import process WARNING Jf the transactions are deleted from the GL_INTERFACE table the AP system will still show the transactions as posted even though the GL has not imported the transactions Once an AP transaction has been posted it can not be re selected for posting again and there is no system process to un post a transaction Therefore NEVER DELETE the AP Information from the GL_INTERFACE table unless you do not want the accounting transactions to be reflected in the GL 5 3 Reporting Once the Posting Process is complete you are ready to run some key Reports to ensure that both your Payables Sub Ledger and the GL are in balance Oracle provides numerous reports to assist you in balancing 1 Unposted Invoice Sweep Report This report informs you about Un Posted Invoices and Payments in the current or previous open periods If un posed transactions exist you must decide if you want to post them in the current period or sweep them move them to the next Open Period 2 Accounts Payable Trial Balance Report This report displays
27. ew the new Prepayment distributions for the invoice in the Distributions window On the Prepayment distributions you can adjust the values in the description fields Make any necessary adjustments to account for tax on the invoice Save any changes and approve the invoice Any unpaid amount remaining on the invoice is ready for payment 2 27 Canceling Invoices Invoices gt Entry gt Invoices Find the Invoice In the Invoices window select the Invoice you want to cancel and choose Actions 1 In the Invoice Actions window select Cancel Invoices and choose OK to have Payables cancel the invoice Save your work 16 ORACLE AP USER MANUAL PAYMENT MANAGEMENT TRANSACTION NAVIGATION TASKS NATURE 3 1 Paying Invoices gt Entry gt NOTE Invoices Invoices When making a payment in the system that has a different GL date from Invoice from the invoice the system will prompt for exchange rate type use Workbench user and specify the exchange rate used for the invoice 1 Select the invoice s or scheduled payment s you want to pay To select invoices in the Invoices window select the invoice s and choose the Actions button In the Invoice Actions window select the Pay in Full check box and choose OK 3 select scheduled payments in the Scheduled Payments window select the scheduled payment s and choose the Pay button and the system will take you to the Payment window 4 Inthe Pay
28. in Advance 10 Allocating the Costs as they fall due 2 13 Entering Expense Reports 11 2 14 Matching Invoices with Receipt 11 2 15 Matching Invoices with PO 12 2 16 Matching One Invoice with Multiple Receipts 12 2 17 Matching One Invoice with Multiple POs 13 2 18 Matching One Receipt with Multiple Invoices 13 2 19 Matching One PO with Multiple Invoices 13 2 20 Unmatching Invoices with Wrong Receipts 13 2 21 Approving of Invoices 14 2 22 Accounting for Approved Invoices 14 2 23 Applying an Invoice Hold 14 2 24 Releasing an Invoice Hold 14 2 25 Matching Prepayments to Invoices 14 2 26 Matching Expense Reports with Employee Prepayment Invoices 16 2 27 Canceling Invoices 16 3 PAYMENT MANAGEMENT 3 11 Paying Invoices from the Invoice Workbench 17 2 ORACLE AP USER MANUAL CONTENTS PAGE 3 2 Paying Credit Debit Invoices 17 3 3 Creating Payment Batches 18 3 4 Creating Manual Payments in USD 18 3 5 Creating Manual Payments in Other Currencies 18 4 GENERAL TRANSACTIONS 4 Adjusting Accounting Entries 19 4 2 Viewing Accounting Lines 19 4 3 Sending Journals to GL 19 4 4 Opening and Closing Periods in AP 19 4 5 Running Reports 19 4 6 Viewing Requests 20 4 7 Closing Prepayment in case Prepayment is More than Expenses 20 4 8 Closing Prepayment in case Prepayment is Less than Expen
29. in GL Journal Entry in GL as Freight Suspense Account Adjustment DR AP Freight Suspense 19 01 XXXX 0000 0000000 000000000 AP Freight Suspense Account CR Freight Expense Clearing 19 01 0000000 0000000 26 ORACLE AP USER MANUAL B FIXED ASSET PURCHASING PROCEDURE AND ACCOUNTING PROCEDURE Fixed Asset purchases procedure starts from the Requisition where the requester will create a Request for Purchase REQ directly in Oracle The requisition will pass through a fund checking in FA Purchases Expense account and approval This will be approved through the approval hierarchy which the requester belongs to At this stage an encumbrance called COMMITMENT is created by the system After approval of the requisition a Purchase Order PO will be created and after approval sent to the Fixed Asset Supplier On creating a PO the Commitment Encumbrance will be reversed and an OBLIGATION encumbrance created The Receiving process will also be handled in the PO module where the Invoice is matched with the PO The receiving process would release the encumbrance obligation by the system and the actual transaction charges sets in Invoicing and payment will be handled in the Accounts Payable AP Module As there is no integration between the AP and the FA module no Mass Additions will be created in the AP hence all assets will be MANUALLY entered in the FA and NOT through mass additions process Also since there is no integration be
30. in the Tax ID field 4 See Defining supplier Employee 1 7 Updating Supplier gt Entry 1 Navigate to the Suppliers window Supplier 2 Navigate to the Query window through View gt Find Information 3 Enter Supplier s Name and click Find 4 supplier information will be displayed on the Suppliers window 5 Update as required 6 Save your work ORACLE AP USER MANUAL 02 SUPPLIER INVOICE MANAGEMENT TRANSACTION NATURE NAVIGATION TASKS 2 1 Entering Invoices gt Entry gt 1 In the Invoices window choose the Invoice Type As this is the Invoices in Invoices entry of an invoice of goods services from the supplier the USD Standard Invoice should be chosen from the list of values in the Type field 2 Enter the Supplier Name and or Number 3 Enter the Supplier Site to which you will send payment of the invoice Payables will print the address for this site on the payment 4 Enter the Invoice Date on the invoice you are entering else accept the Payables default today s date by choosing TAB Payables may use the invoice date you enter as the Terms Date and GL Date default for an invoice depending on how your Payables Options and Defaults are set up 5 Enter the Invoice Number from the invoice your supplier sent you Payables will not allow you to enter duplicate invoice numbers for the same supplier 6 Enter the Invoice Currency or accept the USD default to the fie
31. ions 1 button Approved 3 Check the Create Accounting box and click ok Invoices 4 On the invoice window the Status of the invoice Accounted box will read Yes 5 To verify go to View View Accounting to see the journal entries 6 Save your work 2 23 Applying an Invoices gt Entry gt 1 Find the Invoice in the Invoices window Invoice Invoices 2 Selectthe Invoice and chose the Holds button to navigate to Hold the Invoice Holds window Apply a hold by selecting a Hold Name from the list of values You can select from all Invoice Approvals defined with the type Invoice Hold Reason You can apply as many holds to an invoice as you require 3 Save your work 2 24 Releasing an Invoices gt Entry gt 1 In the Invoices window find the invoice from which you want to Invoice Invoices release holds hold 2 Choose the Holds button to navigate to the Invoice Holds window Release a hold by selecting a Release Name You can select from all Invoice Approvals defined with the type Invoice Release Reason 3 To release multiple holds at once choose Release and select a Release Name You can select from all Invoice Approvals defined with the type Invoice Quick Release Reason When you save your work Payables automatically assigns the release name to all releasable holds Choose OK 4 Save your work 2 25 Matching Invoices gt Entry gt 1 In the Invoices window query either the Prepayment or the Prepayment Invoice Invoice to which
32. ity name from the list of switching to responsibilities that are assigned to you different 2 Click OK responsibility 1 3 Defining Supplier gt Entry 1 Inthe Suppliers window enter a unique Supplier Name Supplier 2 Asthe Supplier Number Entry option in the Financials Options Local window is enabled Payables automatically enters a non updateable Supplier Number for you 3 Optionally enter the Supplier s Tax Identification Number in the Taxpayer ID field for example an individual s social security number or a corporation or partnership s federal identification number federal tax ID Do not enter any value in the Tax Registration Number and Inactive fields 4 Click on the Classification Tab and specify the Type of Supplier Local Agent Local Direct Vendor or Local Service Provider you are defining This defaults an invoice and payment currency in under the Payment tab 5 Choose the Accounting Tab and change the accounting flexfield for Liability and Prepayment if necessary 6 Under the Control window enter the Invoice Match Option 7 Select the Payment Tab and enter the Payment Term for the supplier and the Supplier s Pay Group The default Payment Priority is set at 99 but can be changed if need be Optionally change the defaulting Terms Date Basis and the Default Payment Method for the supplier Though this can be overridden in the invoice and payment windows 54 2 ORACLE AP USER MANUAL TRANSAC
33. ld 7 Enter the Invoice Amount and the GL Date the date when the balances will be updated to GL 8 Enter the Description of your invoice This will appear on your payment document and may appear in your general ledger Change the default payment term if required 10 Enter Distributions by choosing the Distributions button and entering the distributions manually NOTE This is only done when you are not matching the invoice to a PO and or Receipt i e for Emergency Invoices 11 Payables automatically schedules payment of the invoice using the Invoice Amount Payment Terms and Terms Date Enter or review the defaults for these fields 12 Save your work 2 Entering Invoices gt Entry gt 1 See the procedure for entering invoices in USD except for the Invoices in Invoices steps stated below Other 2 In the Invoice Window choose the Invoice Currency from Currency the list of values in the Invoice Currency field 3 Change the Exchange Date For the date entry the date will default to the field The remaining invoice data entries remain the same as above 2 3 Entering Invoices gt Entry gt 1 See the same procedure for entering Invoices Invoices for Invoices Emergency Purchases 2 4 Creating Invoices gt Entry gt 1 In the Invoices window chose Debit Memo from the Invoice Debit Invoices Type Popup List Enter a Negative Invoice Amount and all Invoices basic invoice information Enter Payment Terms as appropriate See
34. ments window choose Quick or Manual for the payment Type Enter the Bank Account from which you want to make the payment and the Payment Document you want to use 5 Payables automatically enter the remaining fields for you 6 Ifnecessary enter or adjust other information in the Payments window 7 Ifyou are creating a Manual Payment save your work to complete the payment Payables record the payment and update the invoice s as paid If you are creating a Quick Payment continue with step 9 8 Choose Actions to navigate to the Payment Actions window Format and optionally print the check To format and print first verify the payment document is in your printer then select Print Now optionally change the printer name and choose OK 9 Save your work Payables records the payment and updates the invoice s as paid 32 Paying Invoices gt Entry gt 1 Select the Credit Debit Invoice s or scheduled Payment s you Credit Debit Invoices want to pay Invoices 2 To select Credit Debit Invoices in the Invoices window select the Credit Debit invoice s and choose the Actions button In the Invoice Actions window select the Pay in Full check box and choose OK 3 To select Scheduled Payments in the Scheduled Payments window select the Scheduled Payment s and choose the Pay button and the system will take you to the Payment window 4 Inthe Payments window choose Refund for the payment Type Enter the Bank Account from which y
35. ndow select each receipt line you want to match to by selecting the Match check box Matching with PO 6 Ifyou want to match in further detail you can match to purchase order distributions The Purchase Order region displays the number of distributions for the current PO shipment being matched 7 Inthe Match to POs window review the purchase order payment terms You can change the invoice payment terms in the Invoices window 8 Ifyou want to allocate tax freight or miscellaneous charges to the distributions that this match will create then Check the Allocate check box 9 Complete the match and save your work by choosing the Match button This completes the match closes the Match to Receipts window and the Find Receipts for Matching window and returns you to the current invoice record 10 You can review the new distributions in the distribution window Enter any additional distributions if required 11 Save your work 2 15 Matching Invoices gt Entry gt 1 Enter an Invoice in the invoice window Enter all basic invoice Invoices Invoices information but do not manually enter distributions that will with PO not be matched Ref Entering Invoices with different payment methods 2 Inthe Invoices window select PO from the Match button pop list then choose the Match button Payables opens the Find POs for Matching window 3 In the Find POs for Matching window Item defaults in the Type field to indicate that yo
36. nvoice Number or Payables will enter the invoice date as the invoice number 7 Enter a Description of the expense report This will become the invoice description and it will appear on reports 8 Enter the Total Amount of the expense report Payables will confirm that the sum of the item amounts matches this amount 9 Enter the Expense Report Template you want to use The template determines which items you can select The template also might provide defaults for Type includes Tax Tax Code and GL Account 10 Save your work 2 14 Matching Invoices with Receipt Invoices gt Entry gt Invoices Matching to Receipt 1 Enter an Invoice in the invoice window Enter all basic invoice information but do not manually enter distributions that will not be matched Ref Entering Invoices 2 Inthe Invoices window select Receipt from the Match button pop list then choose the Match button Payables opens the Find Receipts for Matching window 3 In the Find Receipts for Matching window select Item in the Type field to indicate that you are matching a material invoice Payables will create distribution types that match the type entered here 4 The Match to Receipts window displays the receipts that match your search criteria 11 ORACLE AP USER MANUAL TRANSACTION NAVIGATION TASKS NATURE 5 Create Invoice Distributions by Matching to a Receipt s In the Match to Receipts wi
37. on Function Function Function Function Function Function Function Function oOo m A Function Help Insert Record List of Values List Tab Pages Hest Block r4ext Field Primary Key Mest Fiecard Set of Records Previous Block Previous Field Previgus Record Print Return Scroll D owen Scroll Show Keys Lipdate Record 36 ORACLE AP USER MANUAL Key FY F5 Fa FE 5 Fiz Ctrl lip Shitt Ctri E Down Shiftt F 5 Shit F6 F11 Ctrl F 11 Fa Shitt Ctri F 10 Shitt Ctri F 1 Shitt 2 Shitt tri F 3 Shitt 4 Shitt 5 Shitt Ctri F 6 Shitt Shift ctrl Shift ctrl Fa trl H Ctrl Shittt PageDown Tab Shitt F 7 Dower Shift ra ShitttktPagelip Shift Tab n trl P Return PageDown Pagellp Ctr Ctr xb
38. ose the Prepayment Invoice from the LOV in the Invoice Type field 2 Enter the Supplier or Supplier Number 3 Enter the Supplier Site to which you will send payment of the invoice Payables will print the address for this site on the payment 4 Enter the Invoice Date or accept the Payables default today s date by choosing TAB Payables may use the invoice date you enter as the Terms Date and GL Date default for an invoice 5 Enter the Invoice Number from the invoice your supplier sent you or accept the Payables default today s date by choosing TAB Payables will not allow you to enter duplicate invoice numbers for the same supplier 6 Enter the Invoice Amount 7 Enter the Description of your invoice This will appear on your payment document and may appear in your General Ledger 8 Chose Prepayment Type Temporary the temporary prepayment type can be matched to an invoice unlike the Permanent type 9 Change the Settlement Date if necessary The settlement date indicates the earliest time that the prepayment can be applied to an invoice 10 Enter Distributions by choosing the Distributions button and entering the Distributions manually Under the Type field choose Item from the LOV enter the Prepayment Amount under the Amount field and verify that the GL Account combination under the GL Account field for the prepayment is correct 11 Save your work 2 10 Creation of Prepayment Invoices for Empl
39. ou want to make the payment and the Payment Document you want to use 5 Payables automatically enter the remaining fields for you 6 Ifnecessary enter or adjust other information in the Payments window 7 Ifyou creating a Manual Payment save your work to complete the payment Payables records the Payment and Updates the invoice s as paid 8 Choose Actions to navigate to the Payment Actions window Format and optionally Print the check To format and print first verify the payment document is in your printer then select Print Now optionally change the printer name and choose OK 9 Save your work Payables records the payment and updates the 17 ORACLE AP USER MANUAL TRANSACTION NAVIGATION TASKS NATURE invoice s as paid NOTE The Payment Amount must be Negative as you are paying a Credit Debit Memo which always has negative amounts 3 3 Creating Payments gt Entry 1 In the Payment Batch window enter a unique batch name for Payment gt Payment the batch set in the Batch Set Name field This name will appear Batches Batches on your reports and will help you locate the batch on line 2 Enter each payment batch in the set For each payment batch in the set enter the following details e Enter a unique name in the Batch name field e Check the Include Set check box e Provide or change invoice selection criteria 3 Save your work 3 4 Creating Payments gt Entry In the Payments
40. ou will review in the Update Accounting Entries window Entries Entries 2 Use the Update Accounting Entries window to view accounting entries and update any invalid accounts The only updateable fields in this window are Account and Description 3 Save your work NOTE Accounting Entries can only be adjusted if the Invoice Accounted with Error and or has an Invalid Account 4 2 Viewing Accounting gt 1 Navigate to the View Accounting Lines window from the Accounting View Navigator The Find Accounting Lines window appears Lines Accounting 2 Enter criteria to identify transactions for which you want to see Lines detail accounting lines 3 Choose the Find button The View Accounting Lines window appears 4 3 Sending Others gt Request 1 Choose Payables Transfer to General Ledger from the list of Journals to gt Run values GL 2 Inthe parameter window specify the Journal entry batch name used to identify the batch in General ledger The naming convention can be a combination of the initials of the person submitting the transactions the date and a sequential number like 55 110201 01 3 Enter the accounting event dates for which you want to transfer accounting entries For example the accounting date of an invoice is the GL Date on the invoice distribution To Date is required If you enter only a To Date the program will transfer all accounting entries that have an accounting date on or before the To Date 4 Change the defaul
41. oyees for Travel Cash Advances and Other Cash Advances Invoices gt Entry gt Invoices 1 In the Invoices window choose the Prepayment Invoice from the LOV in the Invoice Type field 2 Enter the Employee Name or Employee Number 3 Enter the Employee Site to which you will send payment of the invoice Payables will print the address for this site on the payment 4 Enter the Invoice Date or accept the Payables default today s date by choosing TAB Payables may use the invoice date you enter as the Terms Date and GL Date default for an invoice 5 Enter the Invoice Number from the Cash Advance Requisition the employee sent you Example You have an approved Cash Advance Request form with 2 lines for Per Diem and Transportation and the CA Request number is 1000023 If you are creating two prepayment invoices for the two lines then the prepayment Invoice number for Per Diem will be 1000023 1 for Transportation will be 1000023 2 Payables will not allow you to enter duplicate invoice numbers for the same employee 6 Enter the Invoice Amount 7 Enter the Description of your invoice This will appear on your payment document and may appear in your General Ledger 9 TRANSACTION NATURE NAVIGATION ORACLE AP USER MANUAL TASKS 8 Chose Prepayment Type Temporary the temporary prepayment type can be matched to an invoice unlike the Permanent type 9 Change the Settlement Dat
42. plays all invoices that are not fully paid and to which the prepayment can be applied If you want to limit available choices enter a query or use the Find Invoices to Apply window by choosing Find from the View menu Check the Apply check box for each Prepayment distribution you want to apply to the invoice Enter the amount to apply for each prepayment Optionally change the GL Date which is the accounting date for the new Prepayment distributions that Payables creates when you apply a prepayment If you want to see more information on an invoice select it and choose the Invoice Overview button If you initially queried an invoice Payables displays all approved and paid Prepayment distributions that you can apply to the invoice If you want to limit available choices enter a query or use the Find Prepayments to Apply window by choosing Find from the View menu Check the Apply check box for each Prepayment distribution you want to apply to the invoice Enter the amount to apply for each prepayment Optionally change the GL Date which is the accounting date for the new Prepayment distributions that Payables creates when you apply a prepayment If you want to see more information on a prepayment select it and choose Invoice Overview If you want to print a Prepayment Remittance Notice for the supplier select the Print check box Choose the Apply Unapply button to apply the prepayment amounts you specified and to save your work Revi
43. pplier Overseas Type Foreign Agent Foreign Direct Vendor or Foreign Service Provider you are defining This defaults an Invoice and Payment Currency under the Payment tab 1 5 Defining Supplier gt Entry 1 Inthe Suppliers window enter a unique Employee Name Supplier 2 As the Supplier Number Entry option in the Financials Employee Options window is enabled Payables automatically enters a non updateable Supplier Number for you 3 Enter the Employee s Personnel Number in the Taxpayer ID field 4 Do not enter any value in the Tax Registration Number and Inactive fields 5 Click on the Classification Tab and chose Employee for the Type region and choose the Employee s Name from the list of values in the Employee Name field 6 Choose the Accounting Tab and change the accounting flexfield for Liability to 01 3521 Not 3351 Prepayment to 01 1526 Not 1660 7 Under the Control window enter the Invoice Match Option Choose Purchase Order from the List of Values 8 Select the Payment Tab and enter the Payment Term for the supplier and the Supplier s Pay Group The default Payment Priority is set at 99 but can be changed if need be Optionally change the defaulting Terms Date Basis and the Default Payment Method for the supplier Though this can be overridden in the invoice and payment windows 9 Goto the Invoice Tax Tab and change the Automatic E Et TRANSACTION NATURE NAVIGA
44. ses 20 5 PERIOD END CLOSING PROCESS 5 1 Pre Post Work 21 5 2 Posting 21 5 3 Reporting 22 5 4 Balancing 23 5 5 Closing 24 B PROCESSES A Uplift Processing Procedure and Accounting 25 B Fixed Assets Purchasing Procedure and Accounting 27 C Cash Travel Advance Request Procedure and Accounting 20 ORACLE FINANCIALS KEYBOARD HOT KEYS 36 ORACLE AP USER MANUAL A RULES FOR THE ACCOUNTS PAYABLE MODULE Accounts Payable Module is the first data entry point for the entire supplier related invoices prepayments and business related prepayments to the employees General Rules 1 Errors which are made in the Accounts Payable Module will not be corrected in General Ledger However the users will be warned by the person responsible for posting in GL and the correct transaction will be posted to GL again Both the wrong and the correct entries will be posted in GL 2 There will be no integration between the AP and FA Modules Manual account manipulations will be made when the invoice is entered in AP Module please refer to Processes Section of this user guide for the detail transactions 01 SUPPLIER MANAGEMENT TRANSACTION NAVIGATION NATURE 1 1 Logginginto Click on 1 Enter your user id AP shortcut icon 2 Enter your password your desktop 3 Click Connect 1 2 Choosing and Afterloggingin 1 Choose the AP responsibil
45. status and output of your requests 2 Upon initial navigation to the Requests window you are directed to the Find Requests window 3 Use the Find Requests window to specify the types of requests you want to see You can choose to view your completed requests your requests in progress or all of your requests by selecting the appropriate option group 4 In addition you can look for a particular request using the Specific Requests option group Use the find criteria fields as you would for any other find window to specify as many or as few details as you need to locate the desired request information 5 You use the Specific Requests region to view requests that you did not submit by entering a requestor other than yourself or using wildcards such as the to query all requests 6 Depending on the value of the profile options Concurrent Report Access Level some concurrent requests may not be shown 7 Although you can list all submitted concurrent requests you can generally only view detail report output and request log file information for your own concurrent requests However if the user profile Concurrent Report Access Level is set to Responsibility you can review the details of all requests submitted for the current responsibility and username 8 Use the Order By pop list to specify the order in which you want your requests displayed 4 7 Closing 1 When the expense report is entered and matched with the Prepaymen
46. t journal category if you want to transfer a specific category otherwise leave as 5 Select Yes for Validate Accounts field so that Payables verifies that the accounts sent to GL are valid accounts 6 Select In Detail for Transfer to GL Interface field so that the journals in GL can be drilled down to the Sub Ledgers 7 Specify No for Submit journal Import and click ok 8 Ifyou want a print out click on the options button specify printer and number of copies to print 9 Click submit and note request ID 4 4 Opening and Accounting gt Co 1 Navigate to the Control Payables Periods closing ntrol Payables 2 Change the status of the particular period you want to update periods in Periods 3 Save your work AP 4 5 Running Others gt Request 1 Chose single request in the Submit a New Request window Reports gt Run click ok to continue 2 Chose the report name from the list of values in the Submit Request window 3 Fill in the details in the parameters window to suit the purpose 19 ORACLE AP USER MANUAL TRANSACTION NAVIGATION TASKS NATURE for the report 4 If you want a print out click on the options button specify printer and number of copies to print 5 Click submit and note request ID 4 6 Viewing Others gt Request 1 Since all reports programs and request sets are run as concurrent Requests gt Run requests in Oracle Applications you use the Requests window to view the
47. t prepayment the amount as much as the matched expenses will be in case deducted from the prepayment by the system Prepayment 2 For the outstanding advance that the employee does not retire is more than but wants to be charged to his her personal account the line Expenses Transfer to PA will be chosen and the related amount will be entered here when entering the expense report See Entering Expense Reports 4 8 Closing 1 When the expense report amount is more than the matched Prepayment prepayment the additional payment will be credited to the in case personal account of the employee in GL Prepayment 2 The matching of the expense report to the invoice will close the is less than prepayment invoice Expenses See Matching of Prepayment Invoices 20 ORACLE AP USER MANUAL 05 PERIOD END CLOSING PROCESS TRANSACTION NAVIGATION TASKS NATURE 5 1 Pre post Before you can post to the GL you want to review both your invoice Work and payment transactions to ensure that they are ready to post INVOICE An invoice must be Approved and or have no Posting Holds in order to be selected for posting To ensure that your invoices are ready to post you should run AutoApproval and Review the Holds Reports 1 Ensure invoices are ready to be posted by approving all invoices using the Payables Approval Report through the Request window 2 Look for Unapproved Invoices After running AutoAppro
48. taff will be charged to 1526 account The account entry will include the related Cost Center and the Employee Number For medical type Cash Advances 6215 account will be budgeted and the funds checking will be done against that account and the related cost center when REQ is approved The account entry will include the related Cost Center For Expense Item purchases the procedure depends whether there is a PO created or not e If there is a PO created there will be no Cash Advance payment Please see the documentation for Requisition for Non Inventory Items in Logistics Materials e If there is no PO created the Cash Advance request be raised by creating a REQ 67XX accounts will be budgeted and the funds checking will be done against these accounts and the related cost center when REQ is approved The account entry will include the related Cost Center Expense Item Advance Payments to the staff will be charged to 1526 account The account entry will include the related Cost Center and the Employee Number The following transactions and accounting entries will be applicable for Expense Item Purchases in case a PO is NOT created for such purchases The accounting entries for any Cash Advance which is recorded without the Employee Number will be as follows REQ Commitment type Encumbrance Not Actual DR 01 6XXX CCCC 0000000 0000000 Related Advance Expense Related CC CR 01 8061 9999 0000000 00000 Reserve For Enc Dummy CC All
49. the individual Liability for every supplier that has an Open Balance The report is divided and summed by Liability Account and should balance to the respective AP Liability Account in the GL NOTE Only Posted Invoices and Payments will be displayed on this report 3 Posted Invoice Report Posted Payment Report These reports display the Invoices or Payments that have been posted to GL in a given date range These Invoices and Payments must have been Posted in Detail and Imported into GL from the GL INTERFACE table 4 Expense Distribution Report Payment Distribution Report These reports display the Accounting Transactions that will be created when you post your transactions They can be run before or after you post as they Analyse each AP Transaction and 22 ORACLE AP USER MANUAL TRANSACTION NAVIGATION TASKS NATURE Display what Accounting Transactions will be created during the posting process They show the Accounting Detail that you can not see by viewing a transaction online 5 Journal with GL Details Report amp Transaction Reconciliation Report These reports are used to review Details of transactions Posted from AP and Imported into the GL The reports are based on data in the GL IMPORT REFERENCES table which 1s populated when you post in Audit Detail If you have not posted in Audit Detail this information will not be available NOTE These reports are basically the same but utilise different
50. ts PO window select each PO line you want to match to by selecting the Match check box 6 Change the Quantity on the PO line to Actual Quantity and press TAB to change the price to actual 7 In the Match to Purchase Order window review the purchase order payment terms You can change the invoice payment terms in the Invoices window 8 If you want to allocate tax freight or miscellaneous charges to the distributions that this match will create then check the Allocate check box 9 Complete the match and save your work by choosing the Match Button This completes the match closes the Match to Purchase Order window and the Find Purchase Order for Matching window and returns you to the current invoice record on the Invoice window 10 You can review the new distributions in the Distribution window by choosing the Distribution button in the Invoice window Enter any additional distributions if required 11 Save your work 2 8 Entering Invoices gt 1 See the same procedure for Entering Invoices for Quantity Invoices for Entry gt Invoices differences Price 2 The only difference is that you change the Match Amount on Differences the PO line to Actual Invoice Amount and press TAB to change the Unit Price to actual TRANSACTION NATURE NAVIGATION ORACLE AP USER MANUAL TASKS 2 9 Creating Prepayment Invoices for Suppliers Invoices gt Entry gt Invoice 1 In the Invoices window cho
51. tween AP and FA the invoicing process would have created a charge to an Expense Accrual account instead of Asset Clearing account where the Asset Additions in FA would have credited Therefore two GL adjustment entries would have to be made an Actual Journal and an Encumbrance Journal to clear these accounts and the FA Purchases Expense account encumbered ACCOUNTING Here listed you will see the accounts to be used during the whole process In some transactions these accounts may not be defaulting but has to be modified by the users ENCUMBRANCE ACTUAL Encumbran Debit Credit Debit Credit ce Type PO Requisition Commitment 01 995x xxxx 000 01 8061 9999 0000 000000 0000000 00000 0000000 Purchase Order Commitment 01 8061 9999 000 01 995x xxxx 0000 000000 0000000 00000 0000000 Obligation 01 995x xxxx 000 01 8061 9999 0000 000000 0000000 00000 0000000 Receiving Obligation 01 8061 9999 000 01 995x xxxx 0000 01 995x xxxx 000 01 6789 xxxx 000 000000 0000000 00000 0000000 000000 0000000 000000 0000000 AP Invoice 01 6789 xxxx 000 01 3351 0000000 000000 0000000 00 0000000 Payment 01 3351 0000000 01 1210 0000 000 00 0000000 Additions 01 1911 0000000 01 1981 0000000 00 0000000 00 0000000 Adjustment 01 995x xxxx 000 01 8061 9999 0000 01 1981 0000000 01 995x xxxx 000 000000 0000000 00000 0000000 00 0000000 000000 0000000 2972
52. u are matching a material invoice Payables will create distribution types that match the type entered here 4 The Match to POs window displays the POs that match your search criteria 5 Create Invoice Distributions by matching to a PO s In the Match to PO window select each PO line you want to match to by selecting the Match check box 6 Ifyou want to allocate tax freight or miscellaneous charges to the distributions that this match will create then check the Allocate check box 7 Complete the match and save your work by choosing the Match button This completes the match closes the Match to Receipts window and the Find Receipts for Matching window and returns you to the current invoice record 8 Youcan Review the new distributions in the distribution window Enter any additional distributions 9 Save your work 2 16 Matching Invoices gt Entry gt 1 In the Invoices window enter a Standard Invoice Enter the one Invoice Invoices Supplier and Supplier Site The supplier and site can be with different from the supplier and site on the receipt Multiple 2 Inthe invoice window select Receipt from the Match button Receipts pop list Choose the Match button The Find Receipts for Matching window opens Enter Search criteria for one or more 12 TRANSACTION NATURE NAVIGATION ORACLE AP USER MANUAL TASKS receipts to which you want to match the invoice The search criteria can inclu
53. val look for invoices containing Holds Oracle provides three 3 reports for this purpose If an invoice appears on any of these reports you either need to adjust the invoice or manually remove the hold Invoice Hold Report display all held invoices Posting Hold Report only displays invoices with holds that prevent posting Matching Hold Report only displays invoices with matching holds PAYMENTS 1 The pre work for Payments is limited to ensuring that the transactions you want recorded in this period have been processed 2 You must Ensure that all your payment batches have been completed either Confirmed or Cancelled A period will not close if there are payment batches in a status other than confirmed or cancelled 3 Ifan invoice is Approved but will not Pay you should ensure that the invoice is due to be paid and that the payment schedule is not on hold 5 2 Posting Once the pre work is complete you are ready to post The Posting NOTE This Step must be Repeated each time you want to Transfer to GL Run the Payables Accounting Process before posting to GL Else ensure you Account for each Transaction after approving it one by one Process selects and updates transactions in the AP Subledger and creates Accounting Transactions for the General Ledger This process actually occurs in two 2 distinct steps Transfer from AP to General Ledger Updating the AP System TRANSFER FROM
54. window select the Manual Type Enter the Manual gt Payment Bank Account you will use for the payment This will default the Payments in payment currency USD 2 Enter a payment Document Name this will default the payment method 3 Enter the payment Document Number and the Payment document Date 4 Enter either the Supplier Name or Number and enter the Supplier Site Enter the payment Amount 5 Ifnecessary enter or adjust other information in case there are differences from the ones used on the Supplier Site and on the voucher 6 Choose Enter Adjust Invoices to navigate to the Select Invoices window Select the invoices you want to pay The sum of the invoices must equal the payment Amount you entered Optionally choose Invoice Overview to see detailed information about an invoice 7 Save your work Payables records your payment and updates the invoices as paid 3 5 Creating Payments gt Entry 1 See same procedure for creating manual payment in USD Manual gt Payment NOTE The only difference between the two processes is that the Payments in bank account you chose will default the payment currency which is Other different from USD Currencies 18 ORACLE AP USER MANUAL 04 GENERAL TRANSACTIONS TRANSACTION NAVIGATION NATURE 4 1 Adjusting Accounting gt Up 1 Enter one or more fields to narrow the search for accounting Accounting date Accounting entries y
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