Upon shipment of
goods invoices are normally sent by Suppliers and the same is entered in
Payables module. You can manipulate(create, edit, adjust) group of Invoices
or invoices batches in Invoice workbench.
Tolerance
to match either PO or receipt with invoices we use tolerances
two types: goods and services.We define tolerance for both
Pre-requirement setups
--Financial options
--Payment terms
--Tolerances
--Distribution setup
--Expense report template
--Holds and releases--System Holds:Tax, Quantity Match, Po amount with
Invoice Amount
Manual Holds: Invoice Limit, Hold on Invoice
--Interest rates
--Bank,Bank branch,Bank account
--Payment format
--Payment document
--Define Supplier
--Setup Payables options
--Payment types:Manual,Quick,Refund
--Invoice types--Standard,Debit Memo,Credit Memo,Pre-payment,Mixed
Invoice,With-holding tax,
Employee expense,Quick invoice,Recurring invoice,Invoice batches,Normal
tax,Discount,Interest,
1)Immediate--0credit days
2)Fixed--to pay on particular date we scehdule on that day..this is one time
payment termas we cannot use after paying on this
3)Days--day based on invoice or goods receivng date will be in terms and
conditions
30days or 45 or days..we can use this any time to any supplier..we may have
discount payment also..3/10,2/20,1/30 Net 45
4)Proxima:cutoff day,Day of Month,Months ahead
ex:pospaid internet connection----invoice gnerating date is called cut off day
day of month is payment day
1yr connecton--12months-months ahaead
5)Installment:50% immediate payment--ocredit days
aftr 10days-- 25%
after 15days-25%---payment in three installment
Tolerances--PO
qty ordered--100
delivered---75 (items may damage or hey may have send b grade instaed of a
grade which ordered)
accepted(72) reject-3 ( in inspection)
Goods cane be
inventory item(item for business purpose(sales))---Goods
expense item(item for office purpose)--services
we raise invoice for 75 and schedule it..againwe raise debit or credit memo
for rejected qty stating to supplier
Navigation:setup-invoice-tolerances
Standard,
Debit memo and credit memo(both -VE): for rejected products.out of 100 qty
100 is delivered,but 10damaged so we will return,cost of returned products
should be deducted from invoice amount.so we create debit and credit memo
Incase of be4 payment we return those 10 to supplier.Supplier prepares and
send us credit memo saying 7items returned and its cost2b dedctd 4m
standard invoiceso we deduct that amount 4m standard invoice and complete
the payment
INVOICE VALIDATION :
--------------------
/*The Invoice validation program does a bunch of things when it starts
validation,like ,
Matching
Tax
Distribution
Period Status
Exchange Rate
ACCOUNTING EVENTS
Invoice--accounting entry
Payment accounting entry
clearing accounting entry
You can enter and import invoices into Payables in many ways:
You usually enter supplier inv oices in either the Invoice Workbench or
the Quick Invoices window. You can match to purchase orders when entering
these invoices. For information on the differences between these windows, see
the following section,
Differences between Entering Invoices in the Quick Invoices Window and the
Invoice Workbench.
Invoice Workbench: (Invoice Batches window, Invoices window,
Distributions window, and the associated windows). Used to enter any invoice
directly into the Payables system. Use this instead of the Quick Invoices when
entering complex invoices or invoices that require online validation and
defaulting. Also used when entering an invoice that needs immediate action,
such as payment.
Quick Invoices window: Used for quick, high-volume invoice entry for
invoices that does not require extensive validation and defaults. After entry,
you import these into the Payables system. Validation and defaulting occur
during import.
The base tables in AP are as follows:
1) ap_invoices_all
2) ap_invoice_payments_all
3) ap_invoice_distibutions_All
4) ap_payment_schdules
5) ap_payment_dustributions_all
6) ap_checks_all
7) ap_accounting_events_all
8) ap_bank_accounts_all
9) ap_bank_accounts_uses_all
AP_SUPPLIERS:
This table replaces the old PO_VENDORS table.
It stores information about your supplier level attributes.
Each row includes the purchasing, receiving, invoice, tax, classification, and
general information.
Oracle Purchasing uses this information to determine active suppliers.
The supplier name, legal identifiers of the supplier will be stored in TCA and
a reference to the party created in TCA will be stored in
AP_SUPPLIERS.PARTY_ID, to link the party record in TCA.
AP_SUPPLIER_SITES_ALL:
This table replaces the old PO_VENDOR_SITES_ALL table.
It stores information about your supplier site level attributes.
There is a row for unique combination of supplier address, operating unit and
the business relationship that you have with the supplier.
The supplier address information is not maintained in this table and is
maintained in TCA. The reference to the internal identifier of address in TCA
will be stored in AP_SUPPLIER_SITES_ALL.LOCATION_ID, to link the
address record in TCA.
Each row includes the supplier reference, purchasing, invoice, and general
information.
AP_INVOICES_ALL:
It contains records for invoices you enter.
There is one row for each invoice you enter.
An invoice can have one or more invoice distribution lines and can have one
or more scheduled payments.
AP_INVOICE_LINES_ALL:
It contains records for invoice lines entered manually, generated
automatically or imported from the Open Interface.
An invoice can have one or more invoice lines.
An invoice line represents goods (direct or indirect materials), service(s),
and/or associated tax/freight/miscellaneous charges invoiced from a supplier.
An invoice line should contain all the attributes that are present on the
physical or electronic invoice presented by the supplier.
AP_INVOICE_DISTRIBUTIONS_ALL:
It holds the distribution information that is manually entered or system-
generated.
There is one row for each invoice distribution and a distribution must be
associated with an invoice.
An invoice can have multiple distributions.
AP_INVOICE_PAYMENTS_ALL:
It contains records of invoice payments that you made to suppliers.
There is one row for each payment you make for each invoice and there is
one payment and one invoice for each payment in this table.
Oracle Payables application updates this table when you confirm an
automatic payment batch, enter a manual payment, or process a Quick
payment.
When you void a payment, your Oracle Payables inserts an additional
payment line that is the negative of the original payment line.
AP_PAYMENT_SCHEDULES_ALL:
This table stores information about scheduled payment information on
invoices.
AP_PAYMENT_HISTORY_ALL:
It stores the clearing/unclearing history for payments.
It also stores the maturity history for future dated payments.
The table contains a row for each future dated payment, once the future dated
payment matures, i.e. becomes negotiable.
Any time a payment is cleared or uncleared, a row is inserted into this table
for the payment.
AP_BATCHES_ALL:
It contains summary information about invoices you enter in batches if you
enable the Batch Control Payables option.
There is one row for each batch of invoices you enter.
If you enable Batch Control, each invoice must correspond to a record in this
table.
Your Oracle Payables application uses this information to group together
invoices that one person entered in a batch.
AP_CHECKS_ALL:
It stores information about payments issued to suppliers or refunds received
from suppliers.
There is one row for each payment you issue to a supplier or refund received
from a supplier.
Oracle Payables application uses this information to record payments you
make to suppliers or refunds you receive from suppliers.
Oracle Payables application stores the supplier name and bank account name
for auditing purposes, in case either one is changed after you create the
payment. Oracle Payables application also stores address information for all
payments.
AP_HOLDS_ALL:
It contains information about holds that you or your Oracle Payables
application place on an invoice.
For non-matching holds, there is one row for each hold placed on an invoice.
For matching holds, there is one row for each hold placed on an invoice-
shipment match.
An invoice may have one or more corresponding rows in this table.
Your Oracle Payables application does not pay invoices that have one or
more unreleased holds recorded in this table.
AP_BANK_ACCOUNTS_ALL:
It contains information about your bank accounts.
There is one row for each bank account you define and each bank account
must be affiliated with one bank branch.
AP_BANK_ACCOUNT_USES_ALL:
It stores information for the internal and external bank accounts you define in
Oracle Payables and Oracle Receivables applications.
AP_CARDS_ALL:
It stores information about the corporate credit cards issued to your
employees by your corporate credit card providers.
AP_TRIAL_BALANCE:
It contains denormalized information about invoices and payments posted to
the accrual set of books.
1) AP_INVOICES_ALL:
2) AP_INVOICE_PAYMENTS_ALL
For manual payments and Quick payments, this table corresponds to the
Select Invoices window in the Payment workbench.
3) AP_INVOICE_DISTRIBUTIONS_ALL:
4)AP_PAYMENT_SCHEDULES_ALL
.
5) AP_PAYMENT_HISTORY_ALL
6) AP_CHECKS_ALL
7) AP_HOLDS_ALL
8) AP_AE_LINES_ALL
9)AP_AE_HEADERS_ALL