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Accounts Payables

Curriculum
Student Guide
Table of Contents

Course Introduction ........................................................................................................................................1-1


Course Introduction .......................................................................................................................................1-2
Direct Pay Invoices ..........................................................................................................................................2-1
Direct Pay Invoices........................................................................................................................................2-2
Creating a Direct Pay Invoice....................................................................................................................2-3
Creating a Direct Pay Invoice with Discount Payment Terms...................................................................2-11
Creating a Direct Pay Invoice with Grant Awarded Distributions.............................................................2-19
Creating a Direct Pay Invoice that Exceeds $25,000.................................................................................2-28
Applying a Direct Pay Invoice Hold..........................................................................................................2-33
Releasing a Direct Pay Invoice Hold .........................................................................................................2-38
Validating a Direct Pay Invoice.................................................................................................................2-46
Generating a Standard Report....................................................................................................................2-52
Applying Freight Charges to a Direct Pay Invoice ....................................................................................2-62
Creating an Employee Expense Report .....................................................................................................2-76
Canceling a Direct Pay Invoice .................................................................................................................2-90
Purchase Order Match....................................................................................................................................3-1
Purchase Order Match ...................................................................................................................................3-2
Matching an Invoice to a Purchase Order or Receipt ................................................................................3-3
Validating an Invoice Matched to a Purchase Order or Receipt................................................................3-14
Recording Retention on a Direct Pay Invoice............................................................................................3-27
Credit Memo Match ........................................................................................................................................4-1
Credit Memo Match.......................................................................................................................................4-2
Matching a Credit Memo to a Direct Pay Invoice .....................................................................................4-3
Close Month .....................................................................................................................................................5-1
Close Month ..................................................................................................................................................5-2
Opening or Closing an Accounts Payables Period.....................................................................................5-3
Generating an Accounting Entries Report .................................................................................................5-7
Applying an Invoice Hold .........................................................................................................................5-14

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Accounts Payables Curriculum Table of Contents


i
Copyright © MARTA, 2006. All rights reserved.

Accounts Payables Curriculum Table of Contents


ii
Course Introduction

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Course Introduction
Page 1
Course Introduction
Course Objectives
At the end of this course, you should be able to:

x Enter Direct Pay and Contract Invoices into the Oracle Application

x Apply and Release Invoice Holds

x Validate Invoices

x Create Credit Memos

x Create Employee Expense Reports

x Record Retention on an Invoice

x Cancel Invoices

x Generate Reports and Perform Inquiries

x Match Invoices to Purchase Orders

x Match a Credit Memo to an Invoice

x Open/Close Accounts Payables Periods

x Generate Month-End Close Reports

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Course Introduction
Page 2
Direct Pay Invoices
Lesson 1

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Direct Pay Invoices


Lesson 1 - Page 1
Direct Pay Invoices
Lesson Objectives
At the end of this lesson, you should be able to:
x Create a Direct Pay Invoice
x Apply an Invoice Hold
x Release an Invoice Hold
x Validate an Invoice
x Generate a Standard
x Create an Employee Expense Report
x Cancel an Invoice

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Direct Pay Invoices


Lesson 1 - Page 2
Creating a Direct Pay Invoice
Related Procedure
Creating a Direct Pay Invoice [PROAP001]

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Direct Pay Invoices


Lesson 1 - Page 3
Creating a Direct Pay Invoice
Accounts Payables
Navigator>Invoices:Entry>Invoice Batches
Invoice Batches

Overview
 This navigation allows you to create a direct pay invoice with a General Ledger
account distribution.
 The AP Specialist creates direct pay invoices on a daily basis. The AP Specialist
also ensures that the invoices are not matched to purchase orders or receipts. Once
the invoice batch is created, it is reviewed by the AP Accountant. The AP
Accountant ensures that the invoices within the invoice batch are compliant.

Navigation Steps

1. Type a name in the Batch Name field.

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Direct Pay Invoices


Lesson 1 - Page 4
2. Click Invoices.
 You can use this window to create one or more invoice batches, which can contain
one or more direct pay invoices.
 The Invoices form displays.

3. Perform one of the following functions:


 Type the invoice type in the Type field.
 Click the Find ( ) icon and select the invoice type from the list of values.
 “Standard” is the default invoice type.

4. Type or /Select a supplier to populate the Supplier field.

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Direct Pay Invoices


Lesson 1 - Page 5
 If the supplier does not appear on the list of suppliers, refer to the procedure for
Creating an Emergency Supplier.

5. Type/Select the Supplier Number.


 This is a number or combination of numbers and/or characters that uniquely
identifies a supplier within the system.
 The system usually generates this number.

6. Type/Select a site to populate the Site field.


 If the supplier exists at only one site, this site acts as the default site and is populated
in the Site field.
 Place the cursor in the Site field and press the Tab key to accept the default.
 This is the site where the payment is sent.
 The address for this site is printed on the payment.
 The site can be defined as a pay site only, purchasing site only, or both. It can also
be assigned as a Request for Quotations (RFQ) site in which case it may not have
purchase orders entered against it.

Important Note: The supplier must have at least one supplier site defined as a pay site
before payments can be issued to that supplier. You cannot enter an invoice for a supplier
site that is not defined as a pay site.

7. Type/Select the date that appears on the supplier’s invoice to populate the Invoice Date
field.
 The current date is the Invoice Date default.
 Press the tab key to choose the default and go to the next field.

Important Note: Depending on your Payables Options and Defaults configuration,


Payables may use the invoice date you enter as the Terms Date and GL Date default for an
invoice.*

8. Type the invoice number from the supplier’s invoice in the Invoice Number field.
 If you press tab to go to the next field, the current date appears as the default invoice
number, so you must type the actual invoice number.
 Payables will immediately reject any duplicate invoice numbers for the same
supplier if the naming convention is the same.
 To minimize the risk of creating duplicate invoices create an invoice numbering
convention.
 For example, if you enter an invoice in alphanumeric invoice numbers such as
ABC123, you cannot query the invoice as abc123. The system is case sensitive and
would not recognize this as being the same invoice number.

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Direct Pay Invoices


Lesson 1 - Page 6
9. Type the entire dollar amount of the invoice including any tax, freight and miscellaneous
charges in the Invoice Amount field.

Use the scroll bar to view hidden fields.

10. Type/Select the GL Date.


 This is the date used to determine the correct accounting period for your
transaction(s).

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Direct Pay Invoices


Lesson 1 - Page 7
11. Type/Select the Terms Date.
 This field defaults to the current date when the Supplier field is populated. You can
override this field by manually typing or selecting the Terms Date.
 The Terms Date allows you to assign the payment schedule by automatically
selecting invoices for payment from a payment batch.

12. Type/Select the Terms.


 This field allows you to assign a payment term for payment of a transaction.
 For example, the payment term “2%10, Net 30” allows the supplier take a two
percent discount if the payment is received within 10 days; after 10 days, the entire
balance is due within 30 days of the invoice date with no applicable discount.

13. Type/Select a Payment Method.


 You can disburse funds using a variety of payment methods. Your payment
schedule is updated the same way regardless of the payment method you choose.
You can assign a payment method to suppliers, supplier sites, invoice payment
schedule lines and payment formats. You can then assign one or more payment
formats to a bank account. You can have multiple payment formats for each
payment method.

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Direct Pay Invoices


Lesson 1 - Page 8
14. (Optional) Type a Description of your invoice.
 The Description will appear on your payment document and the General Ledger.

15. Click Distributions.


 The Distributions form displays.

 The distribution line corresponds to an accounting transaction for an expenditure


item on an invoice or a liability on a payment.
 The distributions you enter for an invoice allocate the total invoice amount to
various expense or asset accounts.
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Direct Pay Invoices


Lesson 1 - Page 9
 Payable uses distributions to create accounting entries for invoices.
 For example, you can distribute expenses from one office supply invoice to expense
accounts for several departments.

16. Type/Select a distribution type to populate the Type field.


 The Type field allows you to classify every invoice distribution line type as Item
(goods or services you ordered), Freight, Tax, or Miscellaneous (other expenses on
an invoice that are not freight or tax.

17. Type the invoice amount in the Amount field.

18. Type/Select a date to populate the GL Date field.


 The GL Date defaults from the invoice GL Date field.
 You can override the default and change the distribution GL Date to any date in an
open or future period.
 Payables use the GL Date as the accounting date for a distribution.

19. (Optional) Type a Description of the line item.


 The sum of the distributions must equal the Invoice Total.
 If the sum of the distributions does not equal the Invoice Total, Payables will put
the invoice on Distribution Variance Hold during Invoice Validation.

If you have additional distribution lines, goto task 16. Otherwise, goto task #20.

20. Click Save record.


 The direct pay invoice with a General Ledger account distribution is created.

21. Choose File>Close Form.


 The Navigator screen displays.

Important Note: After the invoice is created by the AP Specialist and reviewed for
compliance by the AP Accountant, the AP Supervisor reviews and validates the invoice.

 See: Validating a Direct Pay Invoice [PROAP007 /NAVAP007]

End of activity.

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Direct Pay Invoices


Lesson 1 - Page 10