Paybles R12

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Oracle Payable
- Release 12 Migration Considerations

Objectives Describe and use the new features in Release 12 of Oracle Payables. Set up the new features in Release 12 of Oracle Payables.

Agenda
Supplier Related Enhancements Deferred Recoverability Enhanced Asset Tracking Payment Requests Payment Method Controls And Enhanced Payment Information Multi-Org Access Control in Payables

Agenda

Suppliers in the Trading Community Architecture (TCA)

The Trading Community Model: Is a highly flexible architecture Allows you to model real world entities in your trading community Allows you to accurately represent complex relationships among entities Is the core data model for trading partners used by Oracle EBusiness Suite applications

Payment Banks, Branches, Bank Accounts
Bank Accounts are: Centrally Defined. Managed and Secured. Include the legal ownership and operating unit access for each bank account.

Supplier Creation

Supplier Creation Contd..1



Agenda

Deferred Recoverability
Accounting process where tax recovery is reported when the invoice is paid Accrual (and therefore the settlement and/or reporting) of recoverable taxes is delayed due to special tax rules either enforced by the Tax Authority, or allowed with the agreement of the Tax Authority
Features
Accurate reporting and accounting of pending recoverable tax amounts Automatic accrual of recoverable tax amounts upon payment
Benefits
Global Readiness
Adhere to international tax laws
Streamlined Operations, Operational Excellence, and Lower Costs

Automatic accrual of recoverable tax amounts obviates need for manual transfers after payment transactions Propensity for manual error is reduced
Improved Fiscal Discipline

Accounts reflect transactions that have occurred Automated accounting reduces auditing time
13
Classification: Genpact Restricted
Deferred Recoverability Process Part 1: Set Up and Invoice

Payables Invoice Entry
Process 1 Tax Set Up Invoice Header Invoice Lines Invoice Distributions Tax (Includes Interim Recoverable Tax Distribution Account) Tax Engine Invoice details
E-Business Tax
Account
Subledger Accounting
Non Recoverable Tax Expense/Asset X.XX X.XX
Interim (deferred) Recoverable Tax X.XX
Accounts Payable Liability X.XX

Deferred Recoverability Process Part 2: Set Up and Payment

Payables Payment
Process 2
Payment Invoices Invoices
Invoices
E-Business Tax
Invoices with Deferred Recoverability ? Invoice details Recoverable Tax Distribution Accounts
Tax Set Up
Calculate Recoverable Amounts, Record Distributions Account
Subledger Accounting
Accounts Payable Liability X.XX
Recoverable Tax X.XX
Interim (deferred) Recoverable Tax X.XX
Cash Clearing X.XX Optional Set Up

Setup Taxes with Deferred Recoverability
Level
Allow Tax Recovery
Default Recovery Settlement Deferred Deferred
Tax Accounts
Regime Tax
Tax Expense Recoverable Tax Interim Tax (used for Accrual Based accounting only)
Tax Status
Deferred
Tax Rate
Deferred

Implementation Considerations
Common Module Dependency: E-Business Tax

The e-Business Tax engine is responsible for calculating tax amounts applicable to invoices. E-Business Tax configuration qualifies taxes with attributes to meet tax compliance requirements.
Common Module Interaction:

Subledger Accounting: A general tool to configure accounting entries and provide accounting reports.

Agenda

Enhanced Asset Tracking
Enhanced Asset Tracking

Item Description Manufacturer Model Serial Number Warranty Number
Enhanced Mass Additions

Asset Book Asset Category

Enhanced Asset Tracking Benefits
Increased efficiency and reduced costs

Asset information typically entered on a purchase order can now flow seamlessly into Payables and Assets.
Improved accuracy of information

The Create Mass Additions process can now be submitted to select invoice distributions by specific Asset Book.

Enhanced Asset Tracking Process
PAYABLES PROCESS
Enter Payables Invoice and match to Purchase Order or Import Purchasing matched invoice Payables retains asset information such as: manufacturer, serial number, asset book and category Optionally update asset information on invoice line or distribution, including asset book and asset category
Automated process
Submit Create Mass Additions process to transfer assets to Oracle Assets

Invoice Lines
Invoice Lines Represent goods or services as lines with distributions tied to each line Facilitates the capture and transfer of pertinent information from Oracle Projects and Oracle Assets Enables line level approval and matching between an invoice line and a purchase order shipment pay item

Agenda

Payment Requests Key Concepts
Payment Request A request for payment to Oracle Payables without requiring a supplier, purchase order or standard invoice
Oracle Loans: Loan Funding Disbursement Oracle Receivables: Customer Refund Requests
Payee Designated party to which the payment will be made A payee can be a supplier, borrower, or customer

Payment Requests Description

If requires approval, Payables Launches Workflow Payment Request No approval required Loans Payables applies holds, if necessary Account payables department approves request
submits Receivables
Pay

Payment Requests Benefits
Benefits for Payables managers

Ensures the Integrity of Supplier Master
Do not complicate Supplier Master with non-supplier payees
Provides Payables transparency

Provides visibility and control over items for payment processing
Benefits for other E-Business Suite products

Leverages the Payables product for all payment needs Leaves the required knowledge base in Payables without complicating your business model or employee structure Provides visibility into the current status

Payment Requests Process
E-Business Suite Product

Oracle Receivables
Receipts On Account Credit Memos Payment Request Payment Request ID Oracle Loans Loans Payment Request Status
Payables
Payment Request Verify Account Tax Approve
Payment
Report

Oracle Receivables Refund Example

Payment Request for $350,000
ABC Company
Ship Purchases: 3 Copy Machines Pay
Vision Corporation
Vision Corporation Receivables Manages Receivables Transactions for return Initiates Payables Request $5000.00 View Status if needed Payment Request for $5000 Vision Corporation Payables
Return Returns 1 Copy Machine for Refund
Refund Customer Receives Payment $5000.00
Payment Transacted to Payee
Payment Manager Manages items to be paid
Approve

Payment Request Additional Payables Actions
E-Business Suite Product

Oracle Receivables Receipts On Account Credit Memos Oracle Loans Payment Voided Payment Request Cancelled
Payables
Payment Request
Cancel
Payment Loans Void

Payment Requests: Synchronizing Between Products

Payables provides the ability for requesting E-Business Suite products to respond to actions taken on the payment request. These actions include:
Canceling the payment request Voiding the payment
To ensure that the Payment Request details remain the in sync between Payables and the requesting E-Business Suite product, Payables prevents:
Deletion the Payment Request Update to many fields

Payment Requests Reporting
Report Name Invoice Aging Report Invoice Approval Status Report
Change Includes Payment Requests in Aging Report Modified to show payment requests in the approval workflow process
Invoice Audit Listing By Voucher Number

Invoice On Hold Report Open Items Revaluation Report Cash Requirement Report
Expanded to include Payment Requests by sequential voucher number

Expanded to include Payment Requests on Hold Modified to include Payment Requests in revaluating balances Includes Payment Requests for forecasting cash needs

Payment Requests Optional Setup
Oracle Payments
Payment Method Controls Payment Method Defaulting Rules Payment Instruction and Report Formats Payment Attribute Validations Payment Process Profiles Disbursement Options
Oracle Payments
Payables Options: Enable Invoice Approval Workflow
Approvals Management
Approval Rules AP Invoice Approval

Agenda

Payment Method Controls and Enhanced Payment Information

Enhanced Payment Method Controls Expanded Payment Attribute Availability and Defaulting Configurable Payment Attribute Validation Extensive Format and Reporting Capabilities

Key Concepts
Document Payable: A document to be paid by the deploying company (Payer) Payee: The person or organization that is being paid Payment Process Request: The process of requesting the payment processing for a group of invoices Payment Instruction: Formatted payment information that is either transmitted to a financial institution for payment or used in-house to print check documents

Key Concepts Contd..1
Payment Process Profile: Usage and grouping rules, bank assignments, payment instructions and reporting, and connectivity for electronic filing Oracle Payments: E-Business Suite module leveraged to group invoices into payments, create instructions, and print or communicate with the bank



Enhanced Payment Method Controls Description
Users can create new Payment Methods as needed A Policy can be defined for the Payment Method usage based on:
Oracle Application Legal Entity Operating Unit Transaction Type Foreign or Domestic Currency Foreign or Domestic Location

Enhanced Payment Method Controls Benefits

Provide the ability to set up multiple Payment Methods to meet specific business requirements Controlled availability of Payment Methods

Enhanced Payment Method Controls Process Enter Payables Document
Supplier iSupplier Portal Import
Payables Analyst Quick Invoice Invoice Workbench Recurring Invoices
Pay On Receipt Import Payment Requests Expense Reports
Employee: Decentralized Invoice Entry Payables Requests

Enhanced Payment Method Controls Process Enter Payables Document

Payment Method defaults based on your configuration. The attributes on invoices meet requirements to default the payment method via the Defaulting Rules. The Disbursement System Options allow for the Payees default to override. You can define a default payment method for the Supplier Site (for example, Check) If you need to override the default, the List of Values displays the Payment Methods that meet the Usage Rules defined for the Payment Methods.



Expanded Payment Attribute Availability and Defaulting - Definition
Payment attributes are items on the document payable that play a role in:
Successful payment processing of a document payable Reporting requirements
Payee payment and remittance

Expanded Payment Attribute Availability and Defaulting Description
Global Descriptive Flexfields (GDFs) for payment and remittance processing are now available as fields on the invoice Payee Payment Processing Preferences for Defaulting Bills Payable (Promissory Notes, Future Dated Payments) defined for the Payee

Expanded Payment Attribute Availability and Defaulting - Benefits
Enhance supplier/payee relationships Minimize data entry Facilitate payees reconciliation of payments and open debts Satisfy reporting requirements

Expanded Payment Attribute Availability and Defaulting - Payment Attributes Defaulting
For Payables users, the Invoice Workbench is accessed through the folder form technology. The Payment Method, Remit To Bank Account Number and Name, and Remittance Messages are used to default to the Scheduled Payments. Users can enter the Unique Remittance Identifier and Check Digit per invoice and Remittance Messages per scheduled payment.

Expanded Payment Attribute Availability and Defaulting - UI
Quick Invoices: The Quick Invoices UI also has the same capabilities as Payment Attributes Defaulting Payment Attributes for Recurring Invoices default under the Payment Tab. The Payment Tab values are transferred to the subsequent invoices that are created.



Configurable Payment Attribute Validation Description
Enhanced Invoice Entry Validation

Configure validation on the Payment Method to meet your business needs Analyze and resolve validation issues upfront at invoice-entry time
Enhanced Payment Processing Validation

Configure validation on the Payment Format and Payment Process Profile to meet your business needs Payment Manager can analyze and resolve validation exceptions or Automatically remove the Invoices to resolve issues while keeping payment processing streamlined

Configurable Payment Attribute Validation Benefits
Increased Payment Process Efficiency - On time Payments Reduce Problem/Resolution Costs

Reduce Check Stock Waste Catch Errors before send the file to the bank

Configurable Payment Attribute Validation Payment: Payment Processing Choices
The Payables Payment Manager Home Page displays Payment Process Requests that Require Actions, including validation errors The Pending Actions area displays payment process requests with validation errors Based on the Payment Process Request Status, you are directed to the correct UI to manage the action by clicking on the Start Action icon

Configurable Payment Attribute Validation Payment: Payment Processing Choices

Use the Payables Payment Process Requests Tab to display
rejected or manually removed scheduled payments (invoices.) In addition, you can:

View the last 10 Payment Process Requests, which are automatically displayed Show Request Details to see payment instruction details Search/ See Current Status Navigate directly to the Action Page if Required Cancel Requests

Expanded Payment Attribute Availability Payment Instruction Formats and Reporting - Benefits
Reduce Reaction Time to Changing Banking Relationships - Flexible, Adaptable Payment Instruction Formats Facilitate Payees reconciliation of payments and open debts Satisfy Reporting Requirements

Expanded Payment Attribute Availability Payment Instruction Formats and Reporting

Access the following setup pages from the Payment Administrator
page:
XML Publisher Format Templates Formats Payment Process Profiles
XML Publisher Templates
Formats
Payment Process Profiles

Payment Instruction Formats and Reporting XML Publisher Templates

The Payment Instruction Register Template includes the Unique Remittance Identifier To create a different report layout or include different data elements, create your new version and register it via this XML Publisher page
Formats

Expanded Payment Attribute Availability Payment Instruction Formats and Reporting

The Formats page ties the XML Publisher Template to the Payment Disbursement Remittance Formats and Reports. There are many types of formats available:
Payment Instructions Payment Instruction Accompanying Letter Positive Pay File Regulatory Reporting Payment Instruction Register Separate Remittance Advice, which can later be assigned to the Payment Process Profile
Formats

Formats & Reporting Payment Process

Specify Usage Rules: Payment Methods ties the Payment Method to Payment Process Profiles The Payment Process Profile is where you tie in your list of Payment Methods that can use this profile. Specify Payment Creation Grouping Rules on the Payment Creation tab Optionally Group by Document Payment Attributes The payment attributes on your invoices can be used as grouping rules when building or assembling each payment
This may be required to meet your banks format needs or for your reports
Formats

Formats and Reporting Payment Process
Specify Payment Creation Grouping Rules on the Payment Creation tab Optionally Group by Document Payment Attributes The payment attributes on your invoices can be used as grouping rules when building or assembling each payment
This may be required to meet your banks format needs or for your reports
Formats

Use the Payment Process Profiles screen to specify Payment
Instruction Grouping Rules, including by Payment Attributes such as:

Payment Reason Bills Payable Payment Methods
Formats

Formats and Reporting Payment Process
The Payment Instruction Format is assigned on the Payment Instruction Format tab You can assign:
The Payment Instruction Accompanying Letter format
Formats


Use the Reporting Tab to assign the formats for the: Payment Instruction Register Positive Pay File Separate Remittance Advice
Formats

Setup Payment Method Controls and Enhanced Payment

Configurable Payment Attribute Validation
View available validations Payment methods Payment process format Payment process profile
Expanded Payment Method

Instruction formats and reporting Controls Defaulting

Configurable Payment Attribute Validation Setup

View Validations
Payment Method Payment Instruction Format Payment Process Profile
SETUP
Payment Method
Payment Instruction Format
Payment Process Profile

Configurable Payment Attribute Validation Setup Consideration

When determining how to configure Payment Attribute Validation,
consider the Three Models:

One Method, One Payment Process Profile (one Payment Instruction Format one set of reports) One Method, Many Payment Process Profiles (each with one Payment Instruction Format one set of reports) Many Methods, One Payment Process Profile (one Payment Instruction Format one set of reports)

Configurable Payment Attribute Validation Setup: View Available Validations

Validations can be assigned to Payment Methods and Payment Instruction Formats. Validation Points indicate when the validation can occur and controls the list of values on Payment Methods and Formats. Validation Points are:
Document Payment Payment Instruction
Payment Method
Payment Format

Configurable Payment Attribute Validation Setup Payment Methods

Direct Deposit Payment Method In the validations area, assign pre-defined validations or configure your own. When configuring your own validations, choose a Field Name from the list of values. Based on the field name, assign a validation name
For example, you can specify that the Payees bank account is required and can be only integers and that a Payment Reason is required.
Payment Method
Payment Format

Configurable Payment Attribute Validation Setup: Payment Process Format

Payment Instruction Formats: Pre-defined Validations for your use User-defined Validations provide flexibility Optionally Use User-defined Validations to Supplement Pre-defined Validations
Payment Method
Payment Format

Configurable Payment Attribute Validation Setup: Payment Process Profile

Payment Process Profiles include: The type of processing (electronic or in-house printing) Use controls based on a list of payment methods, bank accounts, first party legal entities, and currencies Payment instruction and reporting formats Payment system configuration Payment creation rules
Payment Method
Payment Format

Expanded Payment Attribute Availability Payment Instruction Formats and Reporting Setup
Use Out of the Box Payment Instruction Formats and Reports or Configure XML Templates Assign to your Payment Process Profiles
SETUP
Payment Formats

Enhanced Payment Method Controls Setup
Define Payment Methods Define Payment Method Defaulting Rules Specify Payment Method defaulting mechanism Assign Payment Methods to the Payee
SETUP
Payment Methods
Payment Method Defaulting Rules
Disbursement System Options
Payee Payment Method Assignment

Expanded Payment Attribute Availability and Defaulting - Setup

Define Delivery Channels, Payment Reasons, and Bank Instruction Codes Define Payee Payment Attributes Tailor Invoice Entry UI with Oracle Folder Forms
SETUP
Delivery Channels, Payment Reasons, Bank Instruction Codes Payee Payment Attributes
Folders

Agenda

Multi-Org Access Control in Payables Description
Multi-Org Access Control (MOAC) enables cross organizational processing and reporting on Operating Units in subledgers. For example, you can select invoices across operating units for payment processing within a single pay run. A security profile determines a users set of accessible Operating Units. Enhanced Multi-Org Reporting Run several Payables reports at ledger or ledger set level

Multi-Org Access Control in Payables Description
MOAC allows users of a single responsibility to perform task in multiple operating units without having to switch responsibilities. Possible tasks include:
Invoice Processing Payment Processing Run Reports, such as Posted Invoice and Payment Registers, Open Account Balance Listing Run Concurrent Programs, such as Validation and Invoice Import Close Periods

Multi-Org Access Control in Payables Benefits
Increase Efficiency
Shared Service Center employees can be more efficient because they can process transactions for multiple Operating Units.
Reduce Costs
Reporting costs are reduced since users can submit standard reports for multiple OUs as well as submit certain reports that gather data from multiple OUs.
Improve Timeliness and Accuracy of Information

MOAC adds to the timeliness and accuracy of information by providing a consolidated view of data across Operating Units, eliminating the need for manual aggregation.

Multi-Org Access Control Process
PAYABLES PROCESS
Open Payables setup form or Payables transaction form Application checks access privilege
Enter data for operating unit and proceed to next task
Submit Concurrent Program Or Standard Report Automated process

Multi-Org Access Control Process, Invoice Entry
There is now an OU field on the Invoice Workbench Select an Operating Unit, or enter another field, such as PO or Supplier Site, from which the system will default the OU The application automatically provides the operating unit of new (uncommitted) invoices during entry.

Multi-Org Access Control Process, Payment Templates

There is a new Payment Process Request Template Use to submit a Payment Batch Select invoices for payment regardless of their OU by selecting the All option in the Operating Units region. You also have the ability to specify a list of OUs.
As in the invoice workbench, the list of OUs you can specify is determined by your security profile.

Multi-Org Access Control Process, Controlling Payables Periods

On the Control Payables Periods form, with Multi-Org Access Control you can close periods for all Operating Units in a given Ledger. Each Payables accounting calendar is associated with one ledger and its accounting calendar, defined in GL.
You can now access the Control Payables Periods window for all ledgers that correspond to the operating units that you have access to, as determined by your security profile.

Multi-Org Access Control Process, Submitting Concurrent Request

There is a new OU parameter that you will provide when you submit a concurrent request in R12 When submitting the Invoice Validation routine, if you leave the OU parameter null, the routine will process data for multiple operating units in a single run Oracle Payables will process data for your set of accessible Operating Units, as determined by you Multi-Org Security Profile, defined in Oracle HRMS.

Multi-Org Access Control Process, Submitting Standard Report

Submit the Payables Posted Invoice Register or Payables Posted Payments Register for a Ledger or Ledger Set. Oracle Payables includes data for all Operating Units that you have access to, as determined by your Multi-Org Security Profile, belonging to that Ledger/Ledger Set. All other Payables Standard Reports now have an OU parameter that is mandatory and will set the context for that run of the report.

Multi-Org Access Control Process, Open Account Balances Listing Report
Trial Balance is known as the Open Account Balances Listing report It runs based on the Open Account Balances Listing Definition that you define You can define the Listing Definition at a Ledger or Ledger Set level

Multi-Org Access Control Setup
GENERAL MOAC SETUP
Define security profile & assign operating units
Run Security List Maintenance
Assign security profile to responsibility or user
Automated process
Multi-Org Access Control Payables Setup
Use the Payables Options form to set up: Payables Options Financials Options Supplier Sites
Payment Details Invoice Management Accounting Options Etc.
Withholding Tax Codes and Details

Disclaimer
This presentation was prepared exclusively for the benefit and internal use of Genpact in order to indicate, on a preliminary basis, the feasibility of a possible transaction or transactions and does not carry any right of publication or disclosure to any other party. This presentation is incomplete without reference to, and should be viewed solely in conjunction with, the oral briefing provided by Genpact. Neither this presentation nor any of its contents may be used for any other purpose without the prior written consent of Genpact.


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[Document Title] NOTICE

Date of review / expiry

Classification: Genpact Restricted 1

Classification: Genpact Restricted 2

Classification: Genpact Restricted 3

Classification: Genpact Restricted 4

Classification: Genpact Restricted 5

Suppliers in the Trading Community Architecture (TCA)

Classification: Genpact Restricted 6

Payment Banks, Branches, Bank Accounts

Classification: Genpact Restricted 7

Classification: Genpact Restricted 8

Supplier Creation Contd..1

Classification: Genpact Restricted 9

Supplier Creation Contd..2

Classification: Genpact Restricted 10

Supplier Creation Contd..3

Classification: Genpact Restricted 11

Classification: Genpact Restricted 12

Streamlined Operations, Operational Excellence, and Lower Costs

Improved Fiscal Discipline

Classification: Genpact Restricted

Deferred Recoverability Process Part 1: Set Up and Invoice

Non Recoverable Tax Expense/Asset X.XX X.XX

Interim (deferred) Recoverable Tax X.XX

Accounts Payable Liability X.XX

Classification: Genpact Restricted 14

Deferred Recoverability Process Part 2: Set Up and Payment

Calculate Recoverable Amounts, Record Distributions Account

Accounts Payable Liability X.XX

Recoverable Tax X.XX

Interim (deferred) Recoverable Tax X.XX

Cash Clearing X.XX Optional Set Up

Classification: Genpact Restricted 15

Setup Taxes with Deferred Recoverability

Allow Tax Recovery

Default Recovery Settlement Deferred Deferred

Classification: Genpact Restricted 16

Common Module Dependency: E-Business Tax

Common Module Interaction:

Classification: Genpact Restricted 17

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Enhanced Asset Tracking

Enhanced Asset Tracking

Enhanced Mass Additions

Classification: Genpact Restricted 19

Enhanced Asset Tracking Benefits

Increased efficiency and reduced costs

Improved accuracy of information

Classification: Genpact Restricted 20

Enhanced Asset Tracking Process

Submit Create Mass Additions process to transfer assets to Oracle Assets

Classification: Genpact Restricted 21

Classification: Genpact Restricted 22

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Payment Requests Key Concepts

Classification: Genpact Restricted 24

Payment Requests Description

Classification: Genpact Restricted 25

Payment Requests Benefits

Benefits for Payables managers

Provides Payables transparency

Benefits for other E-Business Suite products