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TRAINING MANUAL

(PAYABLES)

A. F. Ferguson& CO.
CHARTERED ACCOUNTANTS
a member firm of

TABLE OF CONTENTS

SHARIF FEED MILLS (PVT.) LIMITED


TRAINING MANUAL - GENERAL
LEDGER
1.

OVERVIEW.......................................................................................................

2.

ENTERING INVOICES...........................................................................................

3.

ENTERING INVOICES

13.

ENTRY

23.

ACKNOWLEDGMENT / REJECTION

23.1

INQUIRING INVOICES...............................................................................................................

23.

ACKNOWLEDGMENT / REJECTION

3.

MATCH INVOICE

43.

VERIFY & COMPLETE INVOICE LINES.........................................................................................

53.

VERIFY INVOICE DISTRIBUTIONS...............................................................................................

63.

VALIDATE INVOICE................................................................................................................

63.1

SALES TAX VERIFICATION

73.

VIEWING PROJECTED WITHHOLDING TAX...................................................................................

83.

CREATE

93.

PAYMENT

130.

CANCEL

13.

DISCARD

AN INVOICE

LINE.....................................................................................................

132.

REVERSE

AN INVOICE

DISTRIBUTION.........................................................................................

13.

DELETE

134.

ATTACHMENTS

4.

ENTER INVOICES

14.

INVOICE HEADER..................................................................................................................

24.

INVOICE LINES.....................................................................................................................

34.

ENTER INVOICE DISTRIBUTIONS...............................................................................................

4.

VALIDATE INVOICE................................................................................................................

54.

VIEW

64.

PAYMENT

5.

ENTRY

15.

SALARY PAYABLE JOURNAL VOUCHER (IMPORTED

25.

VALIDATE INVOICE................................................................................................................

35.

VIEW

45.

PAYMENT

6.

EMPLOYEE EXPENSE INVOICES.............................................................................

7.

ENTRY

17.

ENTRY

OF INVOICE

AND

WITH AN

PURCHASE ORDER........................................................

HEADER......................................................................................................
OF

FORWARDED INVOICE..............................................................

OF INVOICES............................................................................

PO RECEIPT..............................................................................................

TO

ON INVOICE BY THE

TAX DEPARTMENT....................................................

VIEW ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

AN INVOICE..............................................................................................................

AN INVOICE

AND

TO INVOICE

HEADER.........................................................................................

WITHOUT A

PURCHASE ORDER........................................................

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

OF

AND

PAYROLL RELATED INVOICES..................................................................


FROM

PAYROLL)..................................................

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

OF

OF

LINE.......................................................................................................

PREPAYMENT INVOICE..........................................................................

PREPAYMENT HEADER..............................................................................................

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27.

ENTRY

PREPAYMENT LINES& DISTRIBUTIONS..........................................................................

27.1

PREPAYMENT INVOICE

27.

MANUAL PREPAYMENT INVOICE LINE.........................................................................................

37.

VALIDATE INVOICE................................................................................................................

47.

VIEW

57.

PAYMENT

8.

APPLICATION

18.

ENTRY

28.

VALIDATE INVOICE................................................................................................................

38.

VIEW

9.

REFUND

19.

ENTRY

29.

VALIDATE INVOICE................................................................................................................

39.

VIEW

49.

PROCESSING REFUND

AGAINST

10.

EXPENSES

EXPORTS..............................................................................

10.

ENTRY

11.

PROCESSING INVOICES AGAINST PETTY CASH SUMMARIES..........................................

1.

REPLENISHMENT

OF

1.2

PROCESSING

EXPENSES

1.2

ENTRY

12.

VALIDATE INVOICE................................................................................................................

13.2

VIEW

14.2

APPLICATION

OF PREPAYMENT ON

1.3

PROCESSING

OF

1.3

ENTRY

12.3

VALIDATE INVOICE................................................................................................................

13.

VIEW

14.3

APPLICATION

12.

BOOKING CASHIER INVOICES...............................................................................

12.

REPLENISHMENT

12.

PROCESSING

12.

ENTRY

12.

VALIDATE INVOICE................................................................................................................

123.

VIEW

124.

PAYMENT

13.

ENTERING A DEBIT MEMO..................................................................................

13.

DEBIT MEMO

OF

AND

PREPAYMENT INVOICE..........................................................................................
OF

OF INVOICE

HEADER, LINES & DISTRIBUTION....................................................................

HEADER, LINES & DISTRIBUTION....................................................................

AGAINST

OF

OF INVOICE

MIXED INVOICE...........................................................................

HEADER, LINES & DISTRIBUTION....................................................................

PETTY CASH.............................................................................................
IN

NON-GRN CASH SUMMARIES.........................................................

HEADER, LINES & DISTRIBUTION....................................................................

CREATE ACCOUNTING.............................................................................................

EXPENSES

OF INVOICE

IN

STANDARD INVOICE..................................................................

GRN CASH SUMMARIES................................................................

HEADER, LINES & DISTRIBUTION....................................................................

CREATE ACCOUNTING.............................................................................................
OF PREPAYMENT ON

OF

STANDARD INVOICE..................................................................

PETTY CASH.............................................................................................

OF EXPENSES AND PAYMENTS BY

OF INVOICE

AND

STANDARD INVOICE................................................

CREATE ACCOUNTING.............................................................................................

OF INVOICE

AND

ON

PREPAYMENTS..................................................................................

OF INVOICE

AND

PREPAYMENT

CREATE ACCOUNTING.............................................................................................

OF

AND

PO REFERENCE...............................................................................

CREATE ACCOUNTING.............................................................................................

OF

AND

WITH

CASHIER................................................................

HEADER, LINES & DISTRIBUTION....................................................................

CREATE ACCOUNTING.............................................................................................

OF

PREPAYMENT INVOICE..........................................................................................

AGAINST

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PO PURCHASES.....................................................................................

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13.

ENTERING INVOICE HEADERS, LINES & DISTRIBUTIONS................................................................

132.

VALIDATE INVOICE................................................................................................................

13.

VIEW

134.

PAYMENT

13.2

DEBIT MEMO

13.2

ENTERING INVOICE HEADERS, LINES & DISTRIBUTIONS................................................................

132.

VALIDATE INVOICE................................................................................................................

13.2

VIEW

134.2

PAYMENT

13.

DEBIT MEMO

13.

ENTERING INVOICE HEADERS, LINES & DISTRIBUTIONS................................................................

132.

VALIDATE INVOICE................................................................................................................

13.

VIEW

134.

PAYMENT

13.4

CONVERTING DEBIT MEMO

13.4

ENTERING DEBIT MEMO.........................................................................................................

132.4

ENTERING

13.4

PAYMENT

14.

CHARGE GRN ACCEPTED

15.

FREIGHT INBOUND...........................................................................................

15.

ENTERING INVOICE HEADERS, LINES & DISTRIBUTIONS................................................................

15.2

VALIDATE INVOICE................................................................................................................

15.3

VIEW

15.4

PAYMENT

16.

FREIGHT OUTBOUND.........................................................................................

16.

ENTERING INVOICE HEADERS, LINES & DISTRIBUTIONS................................................................

16.2

VALIDATE INVOICE................................................................................................................

16.3

VIEW

16.4

PAYMENT

17.

INVOICES AGAINST CAPITAL JOB...........................................................................

17.

CAPITAL JOB INVOICES

17.

ENTERING INVOICE HEADERS, LINES & DISTRIBUTIONS................................................................

17.2

VALIDATE INVOICE................................................................................................................

17.3

VIEW

17.4

PAYMENT

17.5

CAPITAL JOB INVOICES

17.5

ENTERING INVOICE HEADERS, LINES & DISTRIBUTIONS................................................................

17.6

VALIDATE INVOICE................................................................................................................

AND

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

AND

AGAINST

NON-PO PURCHASES..............................................................................

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

AND

FOR

QUALITY DISCOUNTS....................................................................................

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

TO

ADVANCE...................................................................................

PREPAYMENT......................................................................................................

OF INVOICES...........................................................................................................

AND

IN

EXCESS

TO

CONSUMPTION

ON INVOICE...............................

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

AND

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

AND

MATCHED TO

PO/RECEIPT........................................................................

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................

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4

NOT MATCHED TO

A MEMBER FIRM OF

PO/RECEIPT..................................................................

17.

VIEW

17.8

PAYMENT

18.

PAYMENT

18.

DIRECT PAYMENT

18.

VOIDING PAYMENT..............................................................................................................

182.

REISSUE PAYMENTS............................................................................................................

18.2

PAYMENT

18.2

VOIDING PAYMENTS............................................................................................................

182.

REISSUING PAYMENTS.........................................................................................................

18.3

PAYMENT

18.3

VOIDING PAYMENT BATCHES.................................................................................................

19.

PROCESSING

20.

VIEW PAYMENT/REFUND ACCOUNTING.................................................................

20.1

CREATE ACCOUNTING

20.

VIEW ACCOUNTING.............................................................................................................

21.

MARK AP PAYMENTS CLEARING.........................................................................

22.

UPDATE CPR NUMBER

23.

CREATE MASS ADDITIONS

23.1

INVOICES MATCHED

23.

INVOICES

23.

CREATING MASS ADDITIONS.................................................................................................

24.

PERIOD OPENING

25.

RUNNING ORACLE PAYABLES REPORTS.................................................................

AND

CREATE ACCOUNTING.............................................................................................

OF INVOICE............................................................................................................
OF INVOICES....................................................................................
THROUGH INVOICE......................................................................................

THROUGH THE

THROUGH

NOT

PAYMENT

WORKBENCH........................................................................

PAYMENT BATCHES..................................................................................

REFUND...................................................................................

OF A

TO

AGAINST
FROM

WHT INVOICE......................................................
PAYABLE INVOICES.................................................

RECEIPT............................................................................................

MATCHED

A. F. FERGUSON & CO.


5

PAYMENT/REFUND..........................................................................

AND

TO

RECEIPT......................................................................................

CLOSING.........................................................................

A MEMBER FIRM OF

TRAINING MANUAL
(PAYABLES)

1. OVERVIEW
This Training Manual will cover various transactions to be processed in Oracle
Payables and the process flows through which the data entry will be carried out in
the module.

Inter-Warehouse Transfers
Purchase Requisition

Outside Processing

Internal Requisition

Purchase Order

AutoCreate PR - RFQ

Quotation Analysis

AutoCreate PR - PO

Request For Quotations

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Oracle Standard Reports

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Oracle Customized
Reports

TRAINING MANUAL
(PAYABLES)

2. ENTERING INVOICES
An Invoice is an itemized list of goods shipped or services rendered, with an
account of all costs. Oracle Payables lets you capture all the attributes of the reallife invoice documents you receive from your suppliers. When you enter an invoice
in Payables, the invoice information is divided between the invoice header and the
invoice lines.
Oracle provides following main type of invoices for creating supplier liability:

Standard

Debit Memo/ Credit Memo

Prepayment

Mixed

Standard: This invoice type will be used for standard supplier invoices. This type
is further split into two types of invoices.

PO matched Invoice

Non-PO matched Invoice

Debit/Credit Memos: This invoice type will be used by the Accounts


Department to process Debit and Credit memos to suppliers or correcting any
errors in entering the invoices. Debit/Credit Memos can be matched to both
Purchase Orders and invoices. For Debit/Credit memos invoice amount can only be
negative.

Prepayment: This invoice type will be used by the Accounts Department for
processing advance payments to suppliers.
Mixed Invoice: Mixed Invoices are invoices or credit/debit memos for which you
can perform both positive and negative matching to purchase orders and to other
invoices.

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Navigation Path for Invoices is as follows:
Payables Invoices Entry Invoice Batches

The authorized users from the relevant Department will navigate to the Invoice
batches window and create an Invoice Batch as per their requirement.

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In the Invoice Batches window enter a unique Batch Name. Duplicate Batch
Names are not allowed. After entering the batch name, user will click on Invoices
and the Invoice Workbench will open.

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3. ENTERING INVOICES WITH AN PURCHASE ORDER


The following process flow will be user to process the data entry of all invoices
booked against a Purchase Order.

3.1 Entry of Invoice Header


Authorized user will enter the invoices with a Purchase Order in Invoice
Workbench.

Authorized user will be able to enter Invoice information in Invoice Workbench


window. This window will be divided into three levels, i.e. Invoice Header, Invoice
Lines and Invoice Distributions.
User will first enter the Invoice Header information.

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The following information from the supplier bill will be entered on the Invoice
Header by the authorized user:

Invoice Type
Trading Partner (Vendor)
Supplier Site
Invoice Date
Invoice Number
Invoice Currency
Invoice Amount
Payment Terms
Payment Method
Date Invoice Received

Supplier Number will automatically populate after selecting the supplier from the
list of values. This is the number assigned to the supplier while creating it in
Supplier Master.
User will enter the Invoice Number and Invoice Date from the invoice that the
supplier sent. Payables does not allow entering a duplicate invoice number for the
same supplier. User will enter the full Invoice amount, inclusive of Sales Tax in the
Invoice amount field. Payment Currency and Payment Date Rate will default to PKR
and current system date respectively.
In Terms field, payment terms will default from the supplier site but user will be
able to override and enter the terms as per requirement.

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After completion of the Invoice Header entry, the user will navigate to the header
level Descriptive Flex Field (DFF) and enter the Bill Status as Forwarded. The
user will then enter the Date on which the user is setting the Forwarded Status.
The user will not be able to complete the data entry of the invoice header until the
aforementioned fields are filled.
Marking the invoice as Forwarded will indicate that it is ready to be processed
by the Accounts Department.

After entering the Bill Status, the user will enter the Invoice type as follows:

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The user will save the work.


The Bill Entry by the commercial departments of Treet Group on the receipt of the
bill from the vendor will now be complete.

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3.2 Acknowledgment / Rejection of Forwarded Invoice


3.2.1

Inquiring Invoices

The Accounts department of Treet group will view the Bills Summary Report on
a regular basis to see the Forwarded bills from the commercial department.
This report will list all the supplier bills recorded in the invoice Headers by the
commercial department and marked as Forwarded.
The authorized user of the Accounts department will query the Invoice in the
system as follows:
Payables Invoices Entry Invoices

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The following form will open:

This form can be used to query Invoices on multiple Criterias as follows:

Supplier
Supplier Site
PO number
Invoice Number
Invoice Type
Invoice Amounts
Invoice Terms
Invoice Status

The user can enter complex criteria by entering information in several fields. After
completion of the entry of the invoice search criteria, the user will enter their
relevant invoice search criteria and click on Find.

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3.2.2

Acknowledgment / Rejection of Invoices

The queried bill will open as per the search criteria entered:

The Authorized user will marked the Bill as Acknowledged and enter the
Acknowledgement Date as follows:

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In case the invoice has to be rejected, the user will mark the invoice as Rejected
and enter the rejection date in the header level invoice DFF as follows:

The relevant users from the commercial department will generate the Bills
Summary Report to view all the Rejected Bills and process them as required.

3.3 Match Invoice to PO Receipt


After entering the Invoice Header Information as mentioned in section 3.2, user
will proceed to enter Invoice Line Information by navigating to Lines tab region.

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In case of Invoice with a Purchase Order, user will match the invoice against the
PO receipts.
Invoice Match Action on Invoice Header has 3 options.

Purchase Order: Invoice amount will be matched with Purchase Order.

Receipt: Invoice Amount will be matched with Receipts against Purchase


Order.

Invoice: Invoice header will only be matched with Invoice Quantity and
Rate.

All Supplier Invoices at Treet Group will be matched to Receipt against Purchase
Order. Since purchases against both Supplies and Services will be processed
against Purchase Orders in Oracle, all supplier invoices (Service and Non-Service)
against Purchase Orders will be matched to PO receipts.
The user will choose the match action as Receipt and click on the Match
Button. The following window will appear:

User will enter the relevant search criteria on this window to find the relevant PO
receipt lines to match with the invoice.
User will enter the GRN number in the Receipt Number field or the Purchase Order
Number in the Purchase Order field to query all the receipts against the entered
PO number and click on the Find button. The following window will open.

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All the Receipts against the entered PO number or the receipt number will be
displayed. The user will be able to view various details of the receipt processed in
Inventory.

The user will check Match as highlighted. The Quantity, Unit Price and Match
Amount will be automatically populated. The user will have the option to amend
the GRN quantity/unit price to match to the Invoice.

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After clicking on match, the user will be guided back to Invoice Workbench and
Invoice Line information will be available as per Purchase Order.

The Invoice Lines will automatically be populated. Each line will represent a PO
Line against which a receipt was processed in Oracle Inventory. The following
information will default on the receipt line:

PO Number
PO Shipment Number
Receipt Number
Quantity Invoiced
Unit Price

The total of Invoice lines should be equal to the Invoice Header Amount in Order to
complete the processing of the invoice.

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3.4 Verify & Complete Invoice Lines


After matching the invoice lines to the Purchase Order receipt, the user will enter
the following Information on the automatically generated Invoice Lines:

Sales Tax Classification Code:


All Sales Tax Codes opened in the system will be shown in this field.

User will move towards the Tax Classification Code field in Invoice Lines and enter
the relevant tax classification code as per requirement.

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After selecting the tax classification code, user will click on Calculate Tax and
sales tax will be calculated automatically and lines will be generated for Sales Tax.

After viewing and verifying the sales tax calculation, user will save the work.

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Payment Withholding Tax:


Payment WHT code enables WHT deductions at time of making Payment. All
Income and Sales Withholding Tax Codes will be available to apply in this
field.

After entering and verifying the sales tax classification code and calculating sales
tax, user will proceed to enter the Payment Withholding Tax rate group on Invoice
Line.

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User will select the relevant withholding group and click on OK. Payment
Withholding Tax will be applied to the Invoice Line. The invoice amount at this rate
will be deducted at the time of Payment.

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Apply the payment withholding Tax Codes In on the auto generated sales tax lines
as mentioned above as per the requirement.

Multiple Withholding Tax Codes can be applied to the Invoice Lines as per the
requirement by making Withholding Rate Groups in the system. As shown in the
screenshot above, a Withholding group of 4% Income Withholding and 20% Sales
Tax Withholding has been applied on the auto-generated Sales Tax line. This is
done to cater the requirement that both Sales tax and Income Tax has to be
withheld from the Sales Tax Amount of the Invoice.
In case an Exemption certificate exists in the system, zero amount lines will be
populated in the invoice after the payment is processed against the invoice in the
system.

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3.5 Verify Invoice Distributions


Invoice Distributions contain the GL Account wise breakup of the Invoice Lines. In
the scenario of processing an Invoice Matched to a Receipt, the Distributions will
automatically be generated as the process flow of Invoice entry is directly linked
with the Accounting that was generated at the time of processing the relevant
receipt in Inventory.
All positive Amounts entered in the Invoice Distributions are Debited in the
assigned GL Account against the invoice liability being booked. All negative
amounts are Credited.

Distribution Amount and Charge account are non-updatable. As Invoice is matched


with PO receipt, charge account defaults from the Accrual Account charged against
the GRN in Inventory.

3.6 Validate Invoice


Before the user can pay or create accounting entries for any invoice, the Invoice
Validation process must validate the invoice. Invoice Validation checks the
matching, tax, period status, exchange rate, and distribution information for
invoices the user enters and System automatically applies holds to exception
invoices. To release the hold, user will have to correct the exception that caused
Invoice Validation to apply the hold.

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To submit Invoice Validation for invoices: In the Invoice Workbench window,
user will find and select the invoice they want to validate and click on the Actions
button. The following window will appear:

User will select validate and click on OK. The invoice will be validated.

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Note that the invoice status has changed to validated. In-case there is an error in
the data entry of the invoice; System Holds will be placed on the invoice. The
process to deal with these holds is mentioned under section 18.

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3.6.1
Sales Tax Verification on Invoice by the Tax
Department
If there is any Input Sales Tax applied on the invoice, the user of the Accounts
Payables department will not be able to validate the invoice as shown in the
following screenshot:

The invoice validation button will be greyed out as long as the Sales tax on the
invoice has not been verified by the Tax Department.

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The user will navigate to the Holds tab:

The user will choose Tax Verification in the Hold name and save their work.

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A tax hold has now been manually placed on the invoice and this indicates that the
invoice is pending the review of the Tax Department. This hold can only be released
by a user from the Tax Department.
The relevant user from the Accounts department will now communicate the
requirement for verification of tax on the invoice to the tax department. This can be
communicated physically and also through the system by forwarding the Payment
Advice of the invoice to the Tax Department. The procedure to forward the Payment
Advice Report to a user of the Tax department in the system is mentioned in
section 20.
After being notified, the authorized user from the Tax department will query the
invoice in the system as per the procedure flow defined in section 3.2.

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The authorized user will select the Tax verification hold click the Release Button.
The following window will open:

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The user will click on the expand button and a release name will automatically be
populated. The user will then click the OK button.

The tax verification hold will be released.

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As shown in the following screenshot, the user from the Accounts Department can
now validate the Invoice and hence make it available for payment.

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3.7 Viewing Projected Withholding Tax


After the invoice is validated, the user will have the option of viewing the projected
withholding tax applied on the invoice as follows:

After clicking on View Projected Withholding, the following window will open.

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The amount shown in this projection will be withheld after the invoice has been
paid and a Withholding Invoice will be automatically generated in the system
against this invoice within the same invoice batch.

3.8 Create and View Accounting


The user will have the option of viewing the accounting of the AP Invoice. To
achieve this, the user will click on the Actions Button. Then the user will select
Create Accounting and Click OK.

The user will have the option to create the Accounting of the Invoice in the
following Modes:

Draft
This mode will create Journal Entries, which are NOT final, which means
they are NOT ready to be transferred to GL. This mode primarily creates a
draft of the Accounting Entries that will be processed once the final
Accounting of the Invoice is run.
Final
It will create journal entries, which can be transferred to GL.
Final Post
It will create journal entries in Final Mode, Transfer them to GL and Post them.

It depends on the requirement of the user on which mode they want to run the Create
Accounting of the Invoice, as all the invoices will be validated and Accounted through
standard payables concurrent requests at period end closing.

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Following message will be displayed on successful creation of accounting as
follows:

After the successful creation of Accounting, the user will navigate as follows to
view the Accounting of the Invoice:

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An HTML page will automatically open showing the Accounting Events of the
Invoice. The user will click on the View Journal Entries button to see the
Accounting Entries of the Invoice.

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The user can also view the Accounting in T-Accounts Formats by clicking on the
View T-Account button.

3.9 Payment of Invoice


The Payment Procedure for the Invoice is mentioned under Section 17.

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3.10

Cancel an Invoice

To cancel an invoice, user will select the relevant invoice they want to cancel in
Invoice Workbench window and click on Actions.

User will select the Cancel Invoices option from Actions window and click on OK.
The following popup will appear on screen asking the user whether they want to
cancel the invoice.

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User will click on OK and the invoice will be cancelled.

User will be able to view the Status of the invoice changing from Validated to
Cancelled in Status tabbed region in Invoice Workbench window.

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User will also be able to view the Cancelled check on Invoice Lines as well.

3.11

Discard an Invoice Line

User will be able to discard an invoice line while processing an invoice.

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User will select the relevant invoice line they want to discard and click on Discard
Line on Invoice Workbench window.

After clicking on Discard Line, the invoice line will be discarded. User will see that
the amount of the discarded invoice will turn to zero.

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User will also be able to view the discarded check on the invoice line they
discarded.

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3.12

Reverse an Invoice Distribution

User will also have the option to reverse the Invoice Distributions.

User will select the relevant invoice line whose distribution they want to reverse.
After selecting the relevant invoice line, user will click on Distributions and the
Invoice Distributions window will open.

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User will select the distribution and click on Reverse.

A popup will appear on screen asking the user whether they want to reverse the
distribution. User will click on OK and the distribution will be reversed.

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A reversal will be created in Invoice Distributions window which will ultimately


reverse the invoice distribution. The Account of the reversed distribution will be
the same as the original distribution. User will save the work and then will be able
to enter a new distribution for the invoice after that.

3.13

Delete an Invoice Line

User will be able to delete the invoice line as per requirement.

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User will select the relevant invoice line of the invoice which they want to delete.
After selecting the invoice line, user will click on the Delete button on the top of
the Invoice Workbench window.

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After clicking on Delete button, a popup will appear on screen asking the user
whether they want to delete the invoice line.

User will click on OK and the invoice line will be deleted from the invoice. User will
save the work.

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3.14

Attachments to Invoice Header

User will be able to add attachments to the Invoice header.

For adding attachments, user will select the relevant invoice and click on
Attachments on the top of the window. The following window will open.

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User will select the category and the data type, i.e. From Supplier and File
respectively and it will open a new window.

User will browse the file they want to attach by clicking on Browse.

After selecting the file, user will clear on Submit. The file will be uploaded.

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A message will also appear on screen acknowledging that the file has been
successfully uploaded.

User will navigate back the Attachments window and will see a popup asking
whether the file has been uploaded. User will click on Yes. The work will be saved.
User will be able to view the document by clicking on Open Document.

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4. ENTER INVOICES WITHOUT A PURCHASE ORDER


4.1 Invoice Header
The data entry flow for Invoice header is the same as mentioned as under
section 3.1.These invoice headers may be entered by the commercial
department or the Payables department depending on the business
scenario.

4.2 Invoice Lines

Since there is no Purchase Order, the user will have to manually enter the invoice
lines and assign the Accounts to be charged against the invoice.

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The user will navigate to the Lines of the Invoice.

The user will enter the Line Amount manually in the Invoice Lines. The number of
Lines to be entered may vary depending on multiple reasons like multiple
Withholding Tax and/or Input Tax rates to be applied.

The user will have the option to the set the distribution account to be charged at
the Invoice line level. This account will default to the Invoice Distributions
automatically as invoice Distributions is the level at which the Accounts are
assigned to all Invoice amounts.
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The user will choose the charge account as shown in the screenshot above. The
remaining entry of Input Sales Tax and Withholding Tax will be the same as
mentioned in section 3.4.

User will move towards the Tax Classification Code field on Invoice Lines and enter
the relevant Tax Code. After selecting the relevant tax code, user will click on
Calculate Tax.

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User will be able to view the calculated sales tax on Invoice Line. User will verify
the work and save it.

Payment Withholding Tax will be dealt with in the same way as described in
section 3.4.

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4.3 Enter Invoice Distributions


Invoice Distributions contain the GL Account wise breakup of the Invoice Lines. In
the scenario of processing an Invoice Matched to a Receipt, the Distributions will
automatically be generated as the process flow of Invoice entry is directly linked
with the Accounting that was generated at the time of processing the relevant
receipt in Inventory.
All positive Amounts entered in the Invoice Distributions are Debited in the
assigned GL Account against the invoice liability being booked. All negative
amounts are Credited.

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The user can enter the Distributions to enter multiple Accounts to be charged
against one Invoice Lines as shown in the following screenshots:

On entering the distributions window, only one line will default based on the
Invoice Line.

The user can enter a new distribution line and assign the new account to be
charged to the distribution line amount. The total of the Distribution line amounts
should be equal to the line amount whose distribution the user is processing.
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After the completion of the distributions entry, the user will save their work and
exit the distributions window.

4.4 Validate Invoice


The Invoice Validation procedure is the same as mentioned in Section 3.6.

4.5 View and Create Accounting


The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 2.8.

4.6 Payment of Invoice


The Payment Procedure for the Invoice is mentioned under Section 17.

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5.

ENTRY OF PAYROLL RELATED INVOICES

The following types of Payroll related invoices will be booked in Oracle to process
their payment through Oracle Payables:
Supplier

Payroll Invoice Purposes

Salary Payable

Salary Payment

Provident Fund Payable

House Fund Payable

Service Fund Payable

Provident Fund Payment


Non Refundable Loan Payment
Refundable Loan Payment
House Fund Payments
Non Refundable Loan Payment
Refundable Loan Payment
Service Fund Payments
Non Refundable Loan Payment
Refundable Loan Payment
Benevolent Fund Payments

Benevolent Fund Payable

Super Annuation 2
Payable

Non Refundable Loan Payment


Refundable Loan Payment
Super Annuation Fund Payment
Non Refundable Loan Payment
Refundable Loan Payment

The suppliers against which they will be processed are mentioned along with the
invoices which will be booked against them.

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5.1 Salary Payable Journal Voucher (Imported from


Payroll)

After the payroll is processed and its Accounting entries have been posted to
General Ledger (as shown in the screenshot above), the user will enter an invoice
to process payments in the system against the liabilities standing in the Salary
payable Accounts charged in the JV.
The complete Invoice Booking procedure for payroll related invoices is the same as
mentioned in Section 4.

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User will enter the Invoice Header Information first. The user will choose the
supplier as Salary Payable, in Order to process the invoice against which the salary
payment has to be processed.

After entering the Invoice Header information, user will proceed to enter Invoice
Line Information. User will also select the Distribution account.

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The Default Distribution Account provided in the payroll invoices will be the same
as the account credited in the Payroll JV imported into General Ledger.

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5.2 Validate Invoice


The Invoice Validation procedure is the same as mentioned in Section 3.6.

5.3 View and Create Accounting


The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

5.4 Payment of Invoice


The Payment Procedure for the Invoice is mentioned under Section 17.

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6. EMPLOYEE EXPENSE INVOICES


All the employee expenses entered by the relevant employees in Oracle iExpenses will automatically be imported into Oracle Payables as Expense
Report invoices. Each employee will be opened as a supplier in Oracle Payables.
The imported invoices will be booked against the relevant employee supplier
opened in the system.
The invoice will be imported from Oracle i-Expenses in the following status:

The invoice status will be Never Validated. The user will review the Invoice
Header, Lines & Distributions Data as per the data entry flow mentioned in
section 4.

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7. ENTRY OF PREPAYMENT INVOICE


This process flow will be used to enter all prepayments processed in Treet Group,
specifically the prepayments against Prepaid Expenses and Security Deposits.

7.1 Entry of Prepayment Header

The process to record a Prepayment Invoice is same as mentioned in section 4.


The main difference here is that the user will select the invoice type as
Prepayment.

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7.2 Entry of Prepayment Lines& Distributions


7.2.1

Prepayment Invoice with PO Reference

The process for matching the prepayment invoice to a Purchase Order is the same
as mentioned in section 2.3. The major difference here is that the Invoice
Match Option set on the prepayment invoice header is set to Purchase
Order.

Prepayment invoice will be matched with the Purchase Order if the prepayment is
being processed against a PO. In such a case, user will click on Match action and
the following window will open.

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User will enter the relevant search criteria on this field and click on Find. The
following window will open.

This window will display all the relevant purchase orders against the supplier for
whom the prepayment invoice is being entered. User will select the relevant PO
line; enter the match amount as per requirement and click on Match.

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An invoice line will automatically populate on Invoice Lines tab with reference to
PO Number.

7.2.2

Manual Prepayment Invoice Line

In case of entering the manual invoice line for the prepayment without the
reference to PO, the following procedure will be followed.

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The data entry for prepayments lines is the same as the procedure mentioned in
section 4.2.

The distribution amounts and accounts for Prepayment Invoice will be


automatically populated. The Account populated will be the account that was
defined as the Prepayment Account in the supplier setup.

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7.3 Validate Invoice


The Invoice Validation procedure is the same as mentioned in Section 3.6.

7.4 View and Create Accounting


The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

7.5 Payment of Prepayment Invoice


The Payment Procedure for the Prepayment Invoice is the same as mentioned
under Section 17.

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8. APPLICATION OF PREPAYMENT ON STANDARD INVOICE


8.1 Entry of Invoice Header, Lines & Distribution
Standard Invoice will be entered in the system in the same ways described in
section 3 and 4.

If a prepayment exists against a supplier, Payables will notify the user of the
Prepayments available in the system for application during the entry of a Standard
Invoice.

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After the completion of the standard Invoice entry in the system, the user will click
on the Actions button and choose the Apply/Unapply Prepayment option.

After clicking on Apply/Unapply Prepayment, the following window will open.

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This window will display all the prepayments available in the system against this
supplier. It will also show the respective Invoice Numbers of the prepayment.

User will select the relevant Prepayment to apply against the standard invoice.
After selecting the prepayment, user will click on Apply/Unapply. The user may

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also amend the amount of the prepayment to be applied to the Invoice in case a
partial amount has to be applied to the invoice.

After successful application, the prepayment line will automatically shift to the
Existing Prepayment Application block of the form showing all the
prepayments applied to the invoice.

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The user will navigate back to the invoice and see that the Prepayment Applied
amount has been automatically populated on the Invoice.

The user can also see that the prepayment amount has automatically been
populated on the invoice lines.

8.2 Validate Invoice


The Invoice Validation procedure is the same as mentioned in Section 3.6.

8.3 View and Create Accounting


The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

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9. REFUND OF PREPAYMENTS
9.1 Entry of Invoice Header, Lines & Distribution
In the scenario of processing a refund against a prepayment in the system, the
user will have to enter a Mixed invoice in the system of a negative amount and
process its refund through the Payments window.

The process to record a Mixed invoice is same as mentioned in section 4. The


main difference here is that the user will select the invoice type as Mixed.

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The user will enter a negative amount in the invoice header in order to refund that
amount. After completion of the header entry, the user will enter a Zero Amount in
the Invoice Lines of the Mixed invoice and provide a Distribution Account.

After the completion of the Mixed Invoice line data entry, the user will save the
invoice and navigate to the Apply/Unapply Prepayments Prepayments window.

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The user will select the prepayment that has to be refunded in the system by
checking both the Apply and Prepayment on Invoice Boxes and click on the
Apply/Unapply Button.

After the successful application of the prepayment, the user will navigate to the
invoice lines to view the automatically generated prepayment line in the invoice.
Since the invoice has now been booked in a negative amount, processing its
payment type processed against this invoice will be Refund
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9.2 Validate Invoice


The Invoice Validation procedure is the same as mentioned in Section 3.6.

9.3 View and Create Accounting


The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

9.4 Processing Refund against Mixed Invoice


The procedure for processing a refund against a mixed invoice is mentioned in
Section 17.

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10.
10.1

EXPENSES AGAINST EXPORTS


Entry of Invoice Header, Lines & Distribution

In the scenario of processing invoices for expenses against exports in the system,
the process to record a standard invoice is same as mentioned in section 4.

The main difference here is that the user will select the Expenses against
Exports in the Distribution level DFF of the Invoice.

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The expense type chosen along with the distribution amount is the one against
which the invoice is being entered.

To ensure the control in the data entry of the expenses against exports, once this
expense has been chosen and the invoice has been booked, this expense type will
not be available for selection again.

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11.
PROCESSING INVOICES AGAINST PETTY CASH
SUMMARIES
In Oracle Payables, the Petty Cash Imprest balances will be maintained at supplier
level. A single Petty Cash Supplier will be opened and multiple supplier sites
opened will for each Petty Cash Imprest maintained at Treet Group. All GRN and
Non-GRN based cash summaries will be paid through booking the expenses
against the Petty cash supplier.

11.1

Replenishment of Petty Cash

On initial payment of petty cash to a petty cash holder, the authorized user from
the Accounts department will process a prepayment in the system against the
supplier site. The procedure to process the Prepayment is the same as mentioned
in section 7.

As shown in the screenshot above, the supplier chosen is Petty Cash and the
supplier site chosen represents the holder of the Petty Cash. Relevant Imprest GL
Account Codes are defined as prepayment accounts behind each of the supplier
sites opened in the system against the petty cash supplier.

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11.2

Processing of Expenses in Non-GRN Cash


Summaries
11.2.1

Entry of Invoice Header, Lines & Distribution

In the scenario of processing invoices for expenses against Non-GRN cash


summaries in the system, the process to record a standard invoice is same as
mentioned in section 4.

Multiple Petty Cash vendor sites will be opened in the system to record the
Invoices against Non-GRN petty cash expenses. The user will choose the Petty
Cash vendor depending on the origin of the cash summary.

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The user will enter the Bill Status as Acknowledged and the Invoice Type as Petty
Cash Non GRN.

The user will enter the expense bifurcation of the cash summary in the Invoice
Distributions entry window in the same way as mentioned in section 4.3. The
user will enter the relevant expense GL codes in the invoice distributions
depending on the expenses incurred.

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11.2.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

11.2.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

11.2.4

Application of prepayment on Standard Invoice

The procedure for applying a prepayment against the petty cash expenses is the
same as mentioned in section 8.

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11.3

Processing of Expenses in GRN Cash Summaries


11.3.1

Entry of Invoice Header, Lines & Distribution

In the scenario of processing invoices for expenses against Non-GRN cash


summaries in the system, the process to record a standard invoice is same as
mentioned in section 11.2.
The main difference here is that the GL Account Code entered in the invoice
distributions will be the Petty Cash Accrual Account. The main reason for this
is that the Petty Cash Accrual Account was credited in Oracle inventory when
the Inventory against the petty cash procurement was received in the system.

11.3.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

11.3.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

11.3.4

Application of prepayment on Standard Invoice

The procedure for applying a prepayment against the petty cash expenses is the
same as mentioned in section 8.

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12. BOOKING CASHIER INVOICES


In Oracle Payables, the Petty Cash Imprest balances for cashiers will be maintained
at bank level. A single Petty Cash bank will be opened and multiple supplier sites
opened will for each Petty Cash Imprest maintained at Treet Group. All Cashier
expenses will be paid through booking the expenses against a Petty cash supplier
site.

12.1

Replenishment of Petty Cash

On initial payment of petty cash to a petty cash holder (Cashier), the authorized
user from the Accounts department will process a bank transfer from the Actual
bank to the petty cash bank on the event of replenishing the cash imprest of the
cashier. The process flow for entering a Bank Transfer is mentioned in the Training
Manual of Cash Management.

12.2

Processing of expenses and payments by Cashier


12.2.1

Entry of Invoice Header, Lines & Distribution

In the scenario of processing invoices for expenses against cashier payments in


the system, the process to record a standard invoice is same as mentioned in
section 4.

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Multiple Petty Cash vendor sites will be opened in the system to record the
Invoices against cashier petty cash expenses. The user will choose the Petty
Cash vendor depending on the origin of the cash summary.

The user will enter the Bill Status as Acknowledged and the Invoice Type as Petty
Cash Cashier.

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The user will enter the expense bifurcation of the cash expense in the Invoice
Distributions entry window in the same way as mentioned in section 4.3. The
user will enter the relevant expense GL codes in the invoice distributions
depending on the expenses incurred.

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12.2.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

12.2.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

12.2.4

Payment of Prepayment Invoice

The Payment Procedure for the Invoice is the same as mentioned under Section
17.

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13.

ENTERING A DEBIT MEMO

The user will have the option to enter a credit or debit memo to record a credit
for goods or services purchased. Credit/debit memos are netted with basic
invoices at payment time.
Debit Memo: Negative amount invoice created by a user and sent to a
supplier to notify the supplier of a debit that the user is recording. It is usually
sent with a note explaining the debit memo.
Entering Debit Memos To enter a credit/debit memo, navigate to invoice
window.

13.1

Debit Memo against PO Purchases


13.1.1

Entering Invoice Headers, Lines & Distributions

The Invoice entry procedure for a Debit Memo is the same as mentioned in
section 3. The major difference here is that the user will choose the invoice type
as Debit Memo. The invoice amount of the Debit Memo will be negative. The
invoice total of a Debit Memo cannot be positive.

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The user will match the debit memo to the receipt of the purchase order against
which the Purchase return has to be processed. The match action selected at the
Invoice Header will be Receipt.

The user will enter the receipt number of the Purchase order against which the
Purchase return has to be processed.
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The receipt lines against the purchase order will be populated. The user can view
the details of the receipt on this page. If the rejected Inventory has been returned
to the supplier in the system, the returned quantity will be shown on this form.

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The user will enter the returned quantity in negative value in order to generate a
negative amount to be populated on the invoice lines. After selection, the user will
click the Match button.

The lines will be automatically populated after matching the invoice to the receipt.

Since the distribution amount is negative, the amount will be credited in the
system. The user can view the distribution account to verify that the amount
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credited is the same as the account that was debited in the original invoice
(against which this debit memo is being processed).

The Input Sales Tax and withholding codes entry on the invoice Lines is the same
as mentioned in section 2.4. The Input Sales Tax Rate entered in the Debit
Memo will reduce the Sales Tax Amount paid when the payment of the standard
Invoice is processed along with the debit memo. Similarly, the withholding tax
rates entered in the debit memo will reduce the amount to be withheld when the
payment of the standard invoice is processed along with the debit memo.

13.1.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

13.1.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

13.1.4

Payment of Invoice

The Debit memo will be paid in the system along with the original invoice against
which it was entered. Hence, the amount deducted from the bank will be net of
the Debit Memo amount. The Payment Procedure for the Invoice is the same as
mentioned under Section 17.

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13.2

Debit Memo against Non-PO Purchases


13.2.1

Entering Invoice Headers, Lines & Distributions

The Invoice entry procedure for a Debit Memo against Non-PO purchases is the
same as mentioned in section 3. The major difference here is that the Debit
Memo will be matched to an Invoice instead of a receipt due to this being a Debit
Memo against Non-PO Purchases.

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The user will match the debit memo to the invoice against which the Debit Memo
has to be processed. The match action selected at the Invoice Header will be
Invoice.

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When the Debit Memo is being matched to an invoice, instead of a receipt, the
user will choose the Corrections Button. The user will enter the Invoice number
against which the debit memo has to be applied.

The invoice amount against the invoice number entered in the aforementioned
screenshot will be populated. The user can view the details of the invoice on this
page. The Unpaid amount of the invoice is shown on this screen. A complete
Invoice overview is also available from this screen.

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The user will enter the amount to be matched to the queried invoice in negative
value in order to generate a negative amount to be populated on the invoice lines.
After selection, the user will click the Correct button.

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The lines will be automatically populated after matching the invoice to the
receipt.

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Since the distribution amount is negative, the amount will be credited in the
system. The user can view the distribution account to verify that the amount
credited is the same as the account that was debited in the original invoice.
The Input Sales Tax and withholding codes entry on the invoice Lines is the same
as mentioned in section 3.4. The Input Sales Tax Rate entered in the Debit
Memo will reduce the Sales Tax Amount paid when the payment of the standard
Invoice is processed along with the debit memo. Similarly, the withholding tax
rates entered in the debit memo will reduce the amount to be withheld when the
payment of the standard invoice is processed along with the debit memo.

13.2.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

13.2.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

13.2.4

Payment of Invoice

The Debit memo will be paid in the system along with the original invoice against
which it was entered. Hence, the amount deducted from the bank will be net of
the Debit Memo amount. The Payment Procedure for the Invoice is the same as
mentioned under Section 17.

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13.3

Debit Memo for Quality Discounts


13.3.1

Entering Invoice Headers, Lines & Distributions

The Invoice entry procedure for a Debit Memo against quality discounts is the
same as mentioned in section 3. The major difference here is that the Debit
Memo will NOT be matched to any other document (Invoice or Receipt). The debit
memo will be manually prepared.

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The user will manually enter the Account to be credited through the debit memo
as per their requirement. This is the main reason of not matching the debit memo
to the intended invoice. Matching the debit memo will automatically populate the
distributions of the Debit Memo based on the distribution accounts of the standard
invoices. In this scenario, the Accounting of the debit memo is not the same as the
Accounting of the Standard invoice against which this debit memo is being
processed.

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The Input Sales Tax and withholding codes entry on the invoice Lines is the same
as mentioned in section 2.4. The Input Sales Tax Rate entered in the Debit
Memo will reduce the Sales Tax Amount paid when the payment of the standard
Invoice is processed along with the debit memo. Similarly, the withholding tax
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rates entered in the debit memo will reduce the amount to be withheld when the
payment of the standard invoice is processed along with the debit memo.

13.3.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

13.3.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

13.3.4

Payment of Invoice

The Debit memo will be paid in the system along with the original invoice against
which it was entered. Hence, the amount deducted from the bank will be net of
the Debit Memo amount. The Payment Procedure for the Invoice is the same as
mentioned under Section 17.

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13.4

Converting Debit Memo to Advance

In the scenario of the invoice against which the debit memo is being processed
has been paid, a prepayment will also be booked in the system along with the
Debit Memo.
The debit memo will credit the expense in the system and the prepayment invoice
will raise an advance in the system against the expense previously credited.
Both the prepayment and Debit Memo will be paid together hence the net effect in
these transactions on the Bank will be nil.

13.4.1

Entering Debit Memo

13.4.1.1 Entering Invoice Headers, Lines & Distributions


The data entry procedure for the Debit memo is the same as mentioned in
section 10.1, 10.2 or 10.3.

13.4.1.2 Validate Invoice


The Invoice Validation procedure is the same as mentioned in Section 2.6.

13.4.1.3 View and Create Accounting


The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 2.8.

13.4.2

Entering a Prepayment

The data entry procedure for a prepayment is the same as mentioned in section
5.

13.4.2.1 Validate Invoice


The Invoice Validation procedure is the same as mentioned in Section 2.6.

13.4.2.2 View and Create Accounting


The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 2.8.

13.4.3

Payment of Invoices

The Debit memo will be paid in the system along with the prepayment invoice
against which it was entered. Hence, the amount deducted from the bank will be
nil since the debit memo and the prepayment were of the same value. The
Payment Procedure for the Invoices is the same as mentioned under Section 17.

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14. CHARGE GRN ACCEPTED IN EXCESS TO CONSUMPTION


ON INVOICE
In the scenario of any excess acceptance in a GRN, the user will charge the excess
amount on the invoice to the relevant consumption GL Account. The Invoice entry
procedure for the standard Invoice will be the same as mentioned in section 3.

As shown in the screenshot above, the matched line amount is greater than the
bill amount due to excess acceptance against a GRN. In this scenario, the user will
enter an additional line of a negative amount on the Invoice.

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The user will navigate to the distributions of the new line and provide the
consumption GL Account Code. Since the distribution amount is negative, it will be
credited against the invoice. The data entry procedure of the distribution lines is
the same as mentioned in section 4.3.

After distributions entry, the user will navigate to the Distribution level DFF and
enter Yes in the Excess Acceptance field.

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This will ensure that the excess acceptance is reported properly in the Payment
Advice report. The remaining invoice entry procedure is the same as mentioned in
section 4.

15.
15.1

FREIGHT INBOUND
Entering Invoice Headers, Lines & Distributions

The data entry procedure for freight inbound invoices will be the same as
mentioned in section 4. The major difference here is that the authorized user will
select the GRN number at the invoice distribution level against which the Freight
Invoice is being booked. The user will choose the Freight Inbound in the
invoice distribution context.

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Along with the GRN number, the user will also enter the Builty number against
which the invoice is being booked in order to maintain a record of the builties
being booked. Once the user will complete the processing of the invoice, the GRN
will not be available for choosing again against the freight inbound invoices being
booked in the future.

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15.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

15.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

15.4

Payment of Invoice

The Payment Procedure for the Invoice is the same as mentioned under Section
17.

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16. FREIGHT OUTBOUND


16.1

Entering Invoice Headers, Lines & Distributions

The data entry procedure for freight outbound invoices will be the same as
mentioned in the same as mentioned in section 4. The major difference here is
that the authorized user will select the Trip number at the invoice distribution level
against which the Freight Invoice is being booked. The user will choose the
Freight Outbound in the invoice distribution context.

The Builty number against which the trip was processed will also be shown in the
List of values. Once the user will complete the processing of the invoice, the Trip
will not be available for choosing again against the freight inbound invoices being
booked in the future.

16.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

16.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

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16.4

Payment of Invoice

The Payment Procedure for the Invoice is the same as mentioned under Section
17.

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17. INVOICES AGAINST CAPITAL JOB


17.1

Capital Job Invoices matched to PO/Receipt


17.1.1

Entering Invoice Headers, Lines & Distributions

The data entry procedure for capital job invoices will be the same as mentioned in
the same as mentioned in section 3. The major difference here is that the capital
Job number will automatically be populated in the invoice distributions on
matching the invoice/prepayment to a Receipt/Purchase Order. The user can view
the Capital Job number by navigating to the Invoice Distributions Descriptive
Flexfield:

The capital job number shown in the capital job field will be the concatenation of
the capital job number and Activity. Hence all the capital job lines available in the
capital Job value set will represent a single capital job activity.

17.2

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

17.3

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

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17.4

Payment of Invoice

The Payment Procedure for the Invoice is the same as mentioned under Section
17.

17.5

Capital Job Invoices not matched to PO/Receipt


17.5.1

Entering Invoice Headers, Lines & Distributions

The data entry procedure for capital job invoices will be the same as mentioned in
the same as mentioned in section 4. The major difference here is that the
authorized user will navigate to the invoice distributions DFF and choose the
Capital Job Details context and select a Capital Job Number from the list of
values as follows.

The capital job number shown in the capital job field will be the concatenation of
the capital job number and Activity. Hence all the capital job lines available in the
capital Job value set will represent a single capital job activity. After entry of the
capital Job number in the Invoice distributions, the user will finalize the invoice.

17.6

Validate Invoice

The Invoice Validation procedure is the same as mentioned in Section 3.6.

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17.7

View and Create Accounting

The procedure for Create Accounting and viewing Invoice Accounting is the same
as mentioned in Section 3.8.

17.8

Payment of Invoice

The Payment Procedure for the Invoice is the same as mentioned under Section
17.

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18.

PAYMENT OF INVOICES

There following methods will be used to process payments against invoices in


Oracle Payables:
i)

ii)

iii)

Direct Payment through Invoice


The user will navigate to the Invoice workbench and process the payment
directly from the invoice.
Payment through the Payment workbench
The user will navigate to the payments workbench and select all the invoices
to be paid.
Payment through Payment Batches
The user will create a payment batch by entering the invoice selection criteria
that will automatically select invoices for payment.

18.1

Direct Payment through Invoice

In order to process the payment of an invoice directly from the invoice, the user
will navigate to the invoice and click the Actions button.
Navigation Path for Invoices is as follows:
Payables Invoices Entry Invoice Batches

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The user will then select the Pay in full option and click on OK to
automatically navigate to the Payment Workbench to process a payment against
the invoice.

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In case the user wants to select multiple invoices for payment within the batch,
the user can select the invoices by pressing and holding the CTRL button and
clicking on the invoices that have to be paid.

The invoices will automatically be highlighted and the number of invoices selected
will appear on the Actions Button. The user will click on the Actions button.

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After the invoice Actions window automatically pops up, the user will choose the
Pay in Full option and click OK.
The following window will appear:

The payments window will automatically open. The Supplier Name and Supplier
Site will default from the Invoice.

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The Payment amount will automatically be displayed on the payment line once the
user will provide the payment date.
The user will provide the following Information on the payments workbench:
1)
2)
3)
4)

Payment Date
Bank Account
Payment Method
Payment Process Profile

Once the user chooses the payment process profile, the next available Document
Number against the Payment Document will be automatically populated in the
system.

After entering the payment details in the form, the user will save the form on the
system. The user will save the transaction and the payment will automatically be
processed.

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The user can view the Payment overview from the form by clicking the Payment
Overview Button.

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18.1.1

Voiding Payment

In order to void a payment, the user will find the payment in the system by
navigating as follows:
Payables Responsibility Payments Entry Payments

The following window will open:

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The user will click on the Find button and the following window will open.

The user will be able to enter multiple search criterias on the basis of which they
want to pinpoint the payment which they want to void. (As shown in the
screenshot above)

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All the payments that satisfy the search criteria defined are displayed. The user
will select relevant payment line and click on the Actions button.

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The following window will appear.

The user will check the Void option and the Date Fields will automatically
become enabled. The user will enter the Void Date, GL Date and the Invoice Action
to be performed when the payment is voided. The user will have the option to Hold
or cancel through the Invoice Action field after the payment is voided.

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18.1.2

Reissue Payments

The reissue functionality provides the user to void a payment document and
automatically reissue payment of the same invoices. For example, your supplier
may tell you that they never received a check. You can void the original payment
and reissue a new Quick payment.
The user will find the payment in the system in the same way as defined in
section 14.1.1. After locating the payment in the system, the user will click the
Actions button.
The following window will appear.

The user will check the Reissue checkbox and enter the following fields:

Payment Date The date at which the new payment will be issued.
Payment Rate The Exchange Rate for the Payment (if the invoice is booked
in Foreign Currency)
New Paper Document Number This is check number of the new payment
being issued.
Voucher Number The Document sequence assigned to the new payment.

The user will click on OK to reissue the payment.

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18.2

Payment through the Payment workbench

The user will also have the option to process the payments manually from the
payments workbench. This functionality might be useful when multiple invoices
that have to paid are located in different Invoice Batches.
Navigation:
Payables Payments Entry Payments

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After the Payments window opens, the User will enter the following Information on
the form:

Supplier Name
Supplier Site
Payment date
Bank Account
Payment Method
Payment Process Profile
Document Number

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After completion of entry in the aforementioned fields, the user will click the
Enter/Adjust Invoices Button.

The Select invoices window will automatically open. The user will choose the
required invoices in the invoices field as follows:

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The unpaid amount against the selected invoices will be displayed on this window.
After completion of the selection of the invoices, the user will save the Transaction
to complete the processing of the payment.

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18.2.1

Voiding Payments

The process flow for voiding manual payments is the same as mentioned in
Section 17.1.1.

18.2.2

Reissuing Payments

The process flow for re-issuing manual payments is the same as mentioned in
Section 17.1.2.

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18.3

Payment through Payment Batches

Oracle Payables provides a functionality to pay large batches of invoices efficiently


through Payment Batches functionality. The user may use payment batches to
create payments for multiple invoices that meet selection criteria you specify. In
addition to controlling which invoices Payables selects for payment in the batch.
Payables Payments Entry Payments Manager

The user will navigate to the Payment Process request Tab and click on the
Submit Single request window.
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The user will enter a unique Payment Process Request Name for the payment batch.
After entering the name, the user will navigate to the Scheduled Payment
Selection Criteria tab to enter the Criteria for the selection of Invoices for
payment.

The criterias available to select invoices for payment are as follows:

Pay Date from


Pay Date to
Supplier Type
Supplier
Payment Method
Invoice Batch Name
Pay Groups
Payment Currency
Operating Unit

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After entry of the invoice selection criteria, the user will navigate to the Payment
Attributes tab and enter the following Bank Details from which the Payment will be
processed:
Disbursement Bank Account
Payment Document
Payment Process Profile
Exchange Rate Type

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The user will check the following options under the Processing Tab:
1) Stop Process for Review after Scheduled Payment Selection
If this option is checked, the payment process request pauses after invoices
have been selected and the status of the payment process request updates
to Invoices Pending Review. The user will have the flexibility to view all
the selected Invoices (based on the criteria provided) and finalize them for
processing the payment against them.
2) Stop Process for Review after Creation of Proposed Payments
If this check box is selected, the payment process request pauses after
payments have been built and show a proposed payment statement to the
user for review.
After completion of the aforementioned data entry, the user will click Submit.

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The payment process request will be submitted with the status New.

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The following requests will be automatically launched:

After successful completion of these requests, the status of the Payment Process
Request will be updated to Invoices Pending Review as follows:

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The user will click on the Start Action Button.

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All the invoices selected by the payment process request (based on the selection
criteria provided previously) will be displayed for review. The user will have the
option to remove any invoice from this list by checking the invoice and clicking the
Remove from Request button. Additionally, the user will also be able to add
further invoices to the payment batch as per their requirement by clicking the Add
Scheduled Payments.

After reviewing, the user will submit the payment process request by clicking on
Submit button.

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User will be able to view that the Payment Process Request status will be changed to
Calculating Special Amounts.

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The Submit action will automatically generate new requests in relation to payment
process. After successful completion of requests, the status of Payment Process
Request will change and it will be available for further action.

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User will be able to view that the Payment Process Requests status has changed
from Pending Proposed Payment Review. User will click on Start Action button. The
following window will open.

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Authorized user will be able to review the proposed payment at this stage. He will
also be able to remove any invoice as per requirement.
After reviewing the proposed payment, user will select Run Payment Process
from the drop-down menu and click on Go.

After running the Run Payment Process action, automatic requests will be generated
in the system.

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After successful completion of the requests, the status of Payment Process Request
will be changed.

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User will be able to view that the Payment Process Requests status has changed
from Proposed Pending Payments Review to Formatting.

After the status is changed to Formatting, the user will click on Payment
Instructions tab in the window. User will enter the Payment Process Requests
name in Reference Assigned by Administrator field and click on Go. The following
will appear on screen.

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User will be able to see the status of the Payment Instruction, i.e. Formatted
Ready for Printing.
User will click on Take Action button in the window to perform further action. The
following window will open.

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User will enter the printer name in this window from which they want to print the
cheque. After entering the printer name, the user will click on Print.

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Clicking on Print will generate an automated request. After successful completion of


the request, the status of Payment Instruction will change.

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User will navigate to Payment Instructions window and view that the status has
been changed to Submitted for Printing. User will click on Take Action button to
perform further action. The following window will open.

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User will see the payment summary on this page. After verifying it, user will click on
Record Print Status.
If there is any issue found in the summary, the user will be able to Reprint the
Payment Instruction.

After clicking on Record Print Status, the following window will open.

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User will continue to proceed.

After clicking on Continue, the user will be navigated back to the Payment
Instructions main window.

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User will query the Payment Instruction again and view that the status of the
Payment Instruction has changed from Submitted for Printing to Printed.

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After verifying the status of the payment instruction, user will go back to Payment
Process Request by clicking on Payment Process Requests tab.

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User will query the same payment process request and will see that the Payment
Process Request status has change to Confirmed Payment.

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18.3.1

Voiding Payment Batches

In order to void a Payment batch, the user will navigate as follows:


Payables Responsibility Payments Entry Payments
Manager

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The user will navigate to the payment Instructions Tab and find their required
payment against a Payment Process request. The user will click on the Reference
link to open the payment details of the payment batch. The following page will
open.

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The user can view the check number on this page against which the payment of the
queried payment batch was paid. The user can use this paper document number to
pinpoint the payment of this batch in the system.

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The user will navigate to the payments tab and search the required payment on the
basis of the paper document number. After the payment is queried, the user will
click on the Void button. The following page will open.

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The user will enter the Void Date and the Reason for voiding the Payment.

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After voiding the payment, the status of the payment line will change to Void and
the void button will disappear.

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The user can also navigate back to the Payment Process Request tab and verify
the status of the Payment Process Request as Terminated.

19.

PROCESSING A REFUND

In case a payment is to be received back in the system, a refund will be processed.


A refund is made against an invoice with a negative amount. In order to process a
refund, the user will navigate to the negative amount invoice against which the
refund has to be paid. The procedure to query the invoice is the same as
mentioned in section 2.2.

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User will select the Pay in Full option from the Actions window. The following
window will open.

User will be able to see the type of the payment set to Refund in the Payments
window. The payment amount showing on the payment line will be negative as
this transaction will increase the Bank balance.

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After entering the payment details and the required information, user will save the
work and the refund will be processed.

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20. VIEW PAYMENT/REFUND ACCOUNTING


The user will have access to view the Accounting of all the payments and refunds
processed in the system. In order to view the transaction accounting, the user will
navigate to the relevant payment/refund as follows:
Payables Responsibility Payments Entry Payments

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20.1

Create Accounting of a Payment/Refund

The user will enter the search criteria for the payment that they want to view the
Accounting for:

The user can query the payments on multiple criterias:

Payment Document Number


Payment Date Ranges
Payment Amounts
Operating Unit
Payment Method
Payee Name
Voucher Number

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After entering the search criteria, the user will click on Find.

The relevant payments matching the criterias entered will be displayed. Before
the user can view the Accounting of an Invoice, the user will have to Create
Accounting of the Invoice. The user will select the relevant payment and click on
the Actions Button. The following window will be displayed:

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The user will have the option to create the Accounting of the Invoice in the
following Modes:

Draft
This mode will create Journal Entries, which are NOT final, which means
they are NOT ready to be transferred to GL. This mode primarily creates a
draft of the Accounting Entries that will be processed once the final
Accounting of the Invoice is run.
Final
It will create journal entries, which can be transferred to GL.
Final Post
It will create journal entries in Final Mode, Transfer them to GL and Post them.

After selecting the required option, the user will click on OK and the Accounting
will be created for the selected Transaction.

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20.2

View Accounting

In order to view the Accounting, the user will select the required payment
transaction line and click on Tools button and select the View Accounting
Events option.

The following page will open. It will show all the events that occurred during the
processing of the payment.

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The user will select the required Accounting Event and click on View Journal
Entries.

The following page will open.

This page will show the complete details of the Accounting entries processed
during the payment. The user can click on the T-Accounts button to view the
accounting entries in a T-Account format.

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21. MARK AP PAYMENTS CLEARING


Whenever a payment will be processed through Oracle Payables, a Bank Clearing
Account will be credited (Debited in case of a refund) as follows:
Account Name
Supplier Liability
Bank Clearing Account

Dr
Xxx

Cr
Xxx

The payments become available to be marked as Cleared in the Oracle Cash


Management window. After the payment is marked as Cleared, the Actual Bank
account will be credited and the Bank Clearing Account will be debited as follows:
Account Name
Bank Clearing Account
Bank Account

Dr
Xxx

Cr
Xxx

*This accounting entry will be reversed in case of marking the clearing of a


refund.
Hence, all un-cleared bank payments will be shown in a separate bank clearing
account. Any balance standing in the clearing Account for more than six months
will constitute a part of stale checks balance.
For details on marking AP payments as Cleared, please refer to the Training
Manual of Oracle Cash Management.

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22. UPDATE CPR NUMBER AGAINST WHT INVOICE


The relevant user from the tax department will have the functionality to enter the
Computerized Payment Receipt (CPR) number generated by the FBR portal
against the payment of the WHT invoice in the system.
The user will run a TGC - AP CPR Number Update in the system and provide
the CPR Number and the check number (against which the CPR number has to be
updated) in the parameters of the request. The user will navigate as follows in
order to update the CPR Number against the payment of the withholding tax
invoices in the system:
Navigation:
The user will navigate to the Requests function
Payables Responsibility Other Requests Run

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The user will select the concurrent request named TGC - AP CPR Number
Update and the following parameters will be displayed.

The user will enter the CPR number generated from the FBR portal against the
payment of Withholding Tax. After the entry of the CPR number, the user will
enter the check/document number generated in Oracle Payables against the
payment of the withholding from the following list of values:

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After selection of the CPR number, the user will submit the request.
After the request has been successfully completed, the user will run the WHT
Income Tax Statement to see the CPR number updated against the WHT amounts.

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23. CREATE MASS ADDITIONS FROM PAYABLE INVOICES


The mass additions process lets a user add new assets or cost adjustments from
Oracle Payables to the Fixed Asset module automatically without reentering the
data. The user can add new assets from invoice lines brought over to Oracle
Assets from Oracle Payables.

23.1

Invoices Matched to Receipt

In order to create mass additions against a payables invoice matched to a receipt,


the user will enter the invoice as per the procedure flow mentioned in section 3.
After completion of invoice entry, the user will ensure that the Track as Asset
Checkbox is ticked at the invoice line level as follows:

After ticking the Track as Asset checkbox, the user will enter the Asset Book in
which the user wants to add the capital expenditure to. After invoice entry, the
user will Create Final Accounting for the invoice and post it to GL as per the
procedure flow mentioned in Section 3.8.

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23.2

Invoices not Matched to Receipt

In order to create mass additions against a payables invoice matched to a receipt,


the user will enter the invoice as per the procedure flow mentioned in section 4.
After completion of invoice entry, the user will ensure that the Track as Asset
Checkbox is ticked at the invoice line level as follows:

After ticking the Track as Asset checkbox, the user will enter the name of the
Asset Book in which the user wants to add the capital expenditure. In the scenario
of entering an invoice not matched to a receipt, the user will ensure that the
distribution account entered on the payables invoice is the same as the Asset
Clearing account defined in the Asset Book.

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After invoice entry, the user will Create Final Accounting for the invoice and post it
to GL as per the procedure flow mentioned in Section 3.8.

23.3

Creating Mass Additions

After completion of invoice entry, the user will run the Mass Additions Create
concurrent request as per the procedure mentioned in section 25.

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The user will enter the GL Date and the Asset Book number in the parameters of
the concurrent request. After the parameter entry, the user will click on submit
and the mass additions will be successfully created. The Invoice distributions will
be transferred to Fixed Assets to be created / added into an Asset.
For further details on adding/creating invoice distributions into an asset through
Fixed Assets Module, please refer to the Training Manual of Oracle Fixed Assets.

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24.

PERIOD OPENING AND CLOSING

In order to Open/Close the Oracle Payables Periods, the user will navigate as
follows:
Payables Responsibility Accounting Control Payables
Periods

The following window will open

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The user will change the status of the period as per their requirement as follows:

The user will click on Save and the period status will be amended as per the
entry on the form.

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25.

RUNNING ORACLE PAYABLES REPORTS

Navigation:
The user will navigate the Requests function
Payables Responsibility Other Requests Run

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The following window will open.

The user will select the Submit a New Request button.

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The user will select Single Request and click OK. The following window will
open.

The user will enter the name of the report required to be run.

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After selecting the report, the Parameters relevant to that report will
automatically open.

The user will enter the parameters relevant to the requirement.

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Oracle provides the functionality to notify a user of the successful completion of a
concurrent request (Report) in the system.

After completion of the entry of the report parameters, the user will click on the
Options Button. The following window will automatically pop-up.

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The user will enter the name of the person who they intend to notify under the
Notify the following people Block. After entry of the users who have to be
notified of the successful completion of the report, the user will press OK and
submit the request.

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After completion of aforementioned data entry, the user will Submit the request.
After submission of the request, the user will view the respective request in the
Requests pool.

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The request will be available in this pool with its relevant status. The request
status will change to Completed on successful Completion. The user can view
the report by clicking on the View Output button.
The report will be displayed as follows:

On successful completion of the concurrent request, the user name entered in the
Notify details when running the report will receive a notification on their Oracle
homepage of the successful completion of the report.

The user will click on the request to open the details of the Notification.

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The Notification will have the link to directly open the Report.

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