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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Originally presented at OOW 2006 by Jayanta Bhowmik, Director, Application Development

Start with a few ice breaker type questions: How many of you are in production with 11.5.10, 11.5.9, 11.5.8, etc.? Thats great, thanks for participating. Id like to welcome you to todays presentation. Im Jayanta Bhowmik, a Director in the Development organization responsible for Payables and its a privilege to be here today to share with you The Changing Face of Accounts Payable in Release 12 Before I begin, Id like to pose some questions to get you to think about your environment today: Does your payables department spend an excessive amount of time resolving invoice disputes? Do you want to increase efficiency in your payment processing by processing across operating units, legal entities, Siebel Systems, Inc. Analytics: Server Architect for Analytical Applications (Siebel 7.7) currencies, pay groups, and payment methods?
COMPANY Are your AP users challenged withCONFIDENTIAL rightPROPRIETARY domain expertise to manage PROHIBITED accounting on having the AND skill set or INFORMATION DUPLICATION IS taxes and invoices?

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Theres a few key points that Id like to make sure are understood here. First, weve changed the bank model so that a Legal Entity can own a bank account and different Operating Units can access it or be serviced by that bank account, weve separated the bank account from the Operating Unit. Bank accounts are now striped by Legal Entities not by Operating Units. Transactions (ap invoices, ap payments) are striped by OU's. So the bank account is used by OU-based transactions, but OU's are meaningless to the bank account itself. Second, is the fact that all applications that require paymenting activity will use Oracle Payments (which is included as part of E-Business Suite Financials). Payments have been separated from payables and centralized. So, all funds disbursement and capture are centralized using Oracle Payments. As the new central payment engine, Oracle Payments processes invoice payments from Oracle Payables, bank account transfers from Oracle Cash Management, and settlements against credit cards and bank accounts from Oracle Receivables. Oracle Payments provides the infrastructure needed to connect these applications and others with third party payment systems and financial institutions.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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So, combining the centralized banks and payments, lets take a look at an example where you can pay bills in different OUs with one bank instruction, which is key for a shared service environment. 1. Now looking at a shared service center payment, some setup is required. Youll need to define the intercompany payment and connect it to the intercompany API. Since we have various options here and we dont know how youve set that up, we dont do that out of the box. You do need to setup your subledger accounting to do this. 2. Youll next select the invoices from different Operating Units. So the shared service center person, using MOAC will go into different Operating Units and select different invoices. 3. Will create payment batches for each OU and then send off to Payments 4. Payments will combine those payment batches into one instruction to the bank (with the correct formatting for that bank) which will disburse the money. 5. Separate payment will be processed in each operating unit

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Now, Im going to explain how to define a security profile. Using Oracle HRMS, you can define your security profile using two forms: The Security Profile form or the Global Security Profile form that is shown here. Both forms look almost identical. The Security Profile Form allows you to select operating units from only one Business Group. The Global Security profile Form allows you to select operating units from multiple Business Groups. The decision on which form to use is really up to you and depends on your HR implementation and how you want to partition data. All you need to do is enter a name, and select the Security Type called Secure organizations by organization hierarchy and/or organization list. This allows you to assign multiple OUs. When assigning operating units, first select classification Operating Unit, and then select the organization or Operating Unit name. You can assign as many operating units as you want.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Here is an example of an Accounts Payable report called Supplier Audit. Notice the new Operating Unit field. When submitting this report, you can select any operating unit that you have access to.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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How Oracle Products Use Supplier Information Suppliers can be set up from many different applications, but the data is stored in a single repository called the Trading Community Architecture (TCA). TCA provides a single, common definition that can be used to identify customers, suppliers, and organizations that provide you with goods or services, and are in turn, a customer of your own products or services. The TCA repository stores the key elements that define an organization, identity, business locations, and key contacts, so that different Oracle products use a common trading partner definition. Applications that share supplier information are: Purchasing Purchasing uses supplier defaults, such as freight terms and shipping details, on requisitions, purchase orders, requests for quotations, etc. Payables Payables uses supplier defaults, such as method of payment and bank account information, during invoice entry
Analytics: Server Architect for Analytical Applications (Siebel 7.7) and payment processing. Siebel Systems, Inc.

Assets

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Assets maintains the supplier name and number for each asset record.

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Flow of Default Values Defaults set at higher levels flow down to lower levels where you can override them. Defaults reduce data entry by providing default values based on corporate policy. Optional defaults (especially the higher level ones) should be left blank if you frequently override them. Purchase order matched invoices will receive defaults from the purchase order you specify when you match. Note: Changes to default values affect only new records, not existing records. For example, if payment terms in the Payables Options window are reset to Net 30 from Net 45, new suppliers will have a default of Net 30. Existing suppliers will have terms of Net 45.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

5.55

Finding Suppliers Use the Search region of the Suppliers page to enter a wide variety of search criteria including: Supplier Name Supplier Number Supplier Type Tax Registration DUNS number From the Suppliers page, you can review, update, or create new suppliers.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Merging Suppliers Use the Supplier Merge program to maintain your supplier records. You can use it to merge duplicate suppliers into a single, consolidated supplier and to merge transactions within the same supplier from one supplier site to a different supplier site. You can choose to merge all transactions for a supplier into a new supplier, or you can just choose to merge unpaid invoices. This option is useful in the case of an acquisition. In that case, you might want to leave all of the transaction history with the original supplier and only merge unpaid invoices to the new supplier who now wants to receive the payments. Note: Merging suppliers is an irreversible action. You cannot reverse the merge once it has completed. Before you initiate the merge program, you should be sure that the action you want to take is final. Once the merge process is complete, the resulting site names for each supplier at the end of the process must be unique within that supplier. For example, the request to copy a site named TX-DALLAS to a supplier with a site with the same name would not be successful as it would result in duplicate site names for the same supplier after the merge. Where this situation exists, rename one of the sites to complete the merge. Siebel Analytics: Server Architect for Analytical Applications (Siebel 7.7) In addition, you need to decide the effect the merge will have on existing purchase orders and invoices. Systems, Inc. For purchase orders, you indicate whether you want all or none of the existing purchase orders to be updated with the new supplier/site names.
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Merging Suppliers The Supplier Merge Report will list invoices that could not be merged because they would result in duplicate invoice numbers for the same supplier. Youll need to research these invoices and adjust them as appropriate. Consider attaching both reports to each supplier record for future reference. Additionally consider creating an attachment to be placed on both supplier records documenting the discovery and research that supports how the merge was carried out in the system.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Siebel Systems, Inc.

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Financials Options (N) Setup > Options > Financial Options Use Financials Options to define Supplier defaults across all Oracle Financials applications, including Payables. You can define supplier- and supplier site-specific defaults in the Suppliers page. RFQ Only Site Indicates that you can create RFQs in Purchasing for this site. You cannot, however, create purchase orders using an RFQ Only site. Ship-To Location and Bill-To Location These locations are your addresses where suppliers generally send either shipments for goods or services or where they send the invoice. These locations are often not the same. Inventory Organization The Purchasing inventory organization. Analytics: Server Architect for Analytical Applications (Siebel 7.7) Ship Via
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Indicates the preferred freight carrier your company uses.

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Profile Options System Administrator Responsibility (N) Profiles > System PO: Secondary E-mail Address This profile option allows you to send a copy of the e-mail PO to your company. If you wish to resend the e-mail, you will need to log into this secondary e-mail account and resend it from there. PO: In File Path Enter the absolute path of the directory where the generic terms and conditions file is placed. PO: Terms and Conditions File Name Enter the name of the generic terms and condition file that will be printed on your purchase documents.
Analytics: Server Architect for Analytical Applications (Siebel 7.7)
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Siebel Systems, Inc.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Siebel Systems, Inc.

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Overview of Invoices Note: The Payables product fits within the procure to pay process flow. Entering suppliers should have been covered at this point. 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 real-life invoice documents you receive from your suppliers. You can import invoices from external sources (other Oracle applications or Third Party applications) using the Payables Open Interface, or you can enter them in Payables, using the Invoice Workbench or Quick Invoices windows.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

5.65

Invoice Types Standard An invoice from a supplier representing an amount due for goods or services purchased. Standard invoices can be either matched to a purchase order or not matched. Credit Memo A memo from a supplier representing a credit amount toward goods or services. Debit Memo An invoice you enter to record a credit for a supplier who does not send you a credit memo. Mixed An invoice type you enter for matching to both purchase orders and invoices. You can enter either a positive or a negative amount for a Mixed invoice type.
Analytics: Server Architect for Analytical Applications (Siebel 7.7) Prepayment
COMPANY CONFIDENTIAL A type of invoice you enter to pay an AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED advance payment for expenses to a supplier or employee.

Siebel Systems, Inc.

Expense Report

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Siebel Systems, Inc.

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Assigning a Default GL Date Payables determines the accounting period in which an invoice or payment will be included by comparing the invoice or payment GL date to the ranges of dates you have defined for your accounting periods in your accounting calendar. The default invoice GL date is based on the GL Date Basis Payables option. Payables automatically defaults this GL date to new invoice distributions added to the invoice. If you specify a GL date on the invoice batch, that GL date will default to invoices you enter into the batch. You can change the GL date for individual invoice lines. The GL date is stored at the invoice header so if you were to add additional invoice lines, the GL dates on the lines would be the same as the date on the invoice header. The GL Date Basis Payables option determines what date is used as the GL date. The GL date for each invoice will default based on one of the following options: Invoice date System date Receipt/Invoice Analytics: Server Architect for Analytical Applications (Siebel 7.7)
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Siebel Systems, Inc.

(Payables uses the payment date as the GL date for your payments.)

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Invoice Workbench The Invoice Workbench is a group of windows that you can use to enter complex invoices or invoices that require online validation and defaulting. Also, use the Invoice Workbench when entering an invoice that needs immediate action, such as payment. The primary window in the Invoice Workbench is the Invoices window. The Invoices window is divided into the following regions: Invoice Header General Lines Holds View Payments Scheduled for Analytical Applications (Siebel 7.7) Analytics: Server Architect Payments
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These regions are described in detail in this presentation.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Siebel Systems, Inc.

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Match Approval Level Options The match approval level defaults to purchase order shipment lines when the purchase order is entered. You can override the default on the purchase order shipment. If you find that you are frequently overriding this value, change the default at the supplier site level. If an item is used on the PO, the match approval level will default from the item and will override the supplier site. If the Item match approval level for the Item = Receipt required, then it results in a 3-way match. If the Item match approval level for the Item = Inspection required, then it results in a 4-way match. When quantities and prices exceed specific tolerances you define, the Payables Validation process will place a matching hold on the invoice. You can configure matching holds so manual override is not possible in the Invoice Holds and Release Names window. 2-Way (Invoice to Purchase Order) Quantity billed vs. quantity ordered on shipment line
Analytics: Server Architect for Analytical Applications (Siebel 7.7)price Invoice unit price vs. purchase order line unit Siebel Systems, Inc.

3-Way (Invoice to Purchase Order and Receipt) 2-Way match criteria AND

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

Siebel Systems, Inc.

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Price Correction Example For example, you may want to record a price correction for a purchase order shipment if you receive an invoice from the supplier that is an adjustment to the unit price of an invoice you previously matched to that purchase order shipment. Price corrections adjust the unit price without adjusting the quantity billed on the purchase order. In this example, the original invoice is overbilled by $2/unit. The invoice was within tolerance so it was matched and paid. After the invoice price variance (IPV) was discovered, the buyer contacted the supplier who agreed to issue a credit memo to offset the over billed amount. The credit memo could be entered into the system without using the price correct functionality, but the invoice price variance offset would not be reflected. Using the price correction functionality corrects the invoice price variance but does not increment the quantity billed against the purchase order shipment. Note: The IPV is calculated as (invoice unit price - purchase order line unit price) x quantity invoiced.
Analytics: Server Architect for Analytical Applications (Siebel 7.7)
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Siebel Systems, Inc.

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Quick Invoices You use the Quick Invoices window for your everyday entry of invoice records. You use this window for rapid, highvolume entry of Standard and Credit Memo invoices that are not complex and do not require extensive online validation or defaulting of values during entry. You can use this window for purchase order matching and for applying prepayments to the invoice you are entering. The information entered in the Quick Invoices window is stored in the Payables Open Interface tables. Because the system performs limited validation and defaulting of invoice values while you are entering invoices, you can enter invoices more quickly in the Quick Invoices window than you can in the Invoice Workbench. You can use the Quick Invoices window if you want to use the Open Interface Workflow. You can customize the Open Interface Workflow to process your invoice records before you import them. For example, you can perform custom validation of cost center information before you submit import. Note: Speed up invoice record entry by customizing Quick Invoices folders. You can resize, rename, move, and hide fields to meet your needs. Siebel Systems, Inc. Analytics: Server Architect for Analytical Applications (Siebel 7.7)
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Entering Recurring Invoices Recurring Invoice Template With a recurring invoice template, you can do the following: Specify the intervals in which invoices based on the recurring invoice template will be created. Create up to two special onetime invoice amounts of a nonstandard amount, such as a deposit or balloon payment. Define recurring invoices to increase or decrease by a fixed percentage from period to period. When Payables creates recurring invoices, the invoice date is the first date of the period in which the recurring invoice is created. The Terms Date depends on the Terms Date Basis setting at the supplier site, but is calculated differently than for regular invoices: If the Terms Date Basis is set to System Date, then the Terms Date is the same date that the recurring invoice was created.
Siebel Systems, Inc.

Analytics: Server Architect for Analytical Applications (Siebel 7.7)

If the Terms DateCONFIDENTIAL to anything else,INFORMATION DUPLICATION ISinvoice date, which is the first COMPANY Basis is set AND PROPRIETARY then the Terms Date is the PROHIBITED day of the period in which the recurring invoice is created.

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Analytics: Server Architect for Analytical Applications (Siebel 7.7)


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Self Service Invoices Suppliers who have been granted an iSupplier Portal user account, can enter invoices using iSupplier Portal. Payables integrates with Oracle iSupplier Portal to enable suppliers to create, submit, and view self service invoices. Suppliers with an iSupplier Portal account can create invoices for: Open, approved, standard, or blanket purchase orders that are not fully billed Items from multiple purchase orders Items for which there is no purchase order Suppliers can also use iSupplier Portal to enter credit memos against a fully billed purchase order. Depending on the supplier setup, suppliers can use iSupplier Portal to view self service invoices, including any retainage and recoupment information for Contract Financing Invoices. In addition, iSupplier Portal also allows suppliers to request advances. Suppliers can only request advances if the advances were pre-approved on the purchase order. Even if you don't implement Oracle iSupplier Portal, you can also allow internal users to enter self service Siebel Systems, Inc. Analytics: Server Architect Invoice Actions page. (Siebel 7.7) invoices using the for Analytical Applications If the supplier submits an invoice that is matched to a purchase order, the invoice is entered directly in Payables. It is considered a liability and can be updated and validated in Payables.
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Payment Requests You can use Payables to disburse funds to a party (a payee) who is not defined as a trading partner in your supplier master. E-Business Suite products, such as Oracle Receivables and Oracle Loans, can submit disbursement requests to Payables, where you can disburse the funds and manage the payment process using the payment management features that are available in Payables. When a disbursement request is submitted to Payables, it is recorded as a payment request. Using payment requests you can: Approve payment requests using the Invoice Approval Workflow Account for payment requests, through Payables' integration with Oracle Subledger Accounting Calculate and manage tax, through Payables' integration with Oracle E-Business Tax Pay and report on payment requests
Analytics: Server Architect for Analytical Applications (Siebel 7.7)

You can submit a payment request from another application, for example, from Receivables to pay a customer for Siebel Systems, Inc. an On Account Credit Memo, or from Loans to disburse funds for a loan, and Payables will verify, account, tax, COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED and approve the payment request. You can track the progress of the payment request in the originating application. Once the payment request is approved, you can report and audit the payment request in Payables.

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Invoice Validation Process Before you can pay or account for an invoice (including prepayments), you must submit Invoice Validation for the invoice in one of three ways: System. Submit the Invoice Validation program from the Submit Request window. Batch. Use the Validate button in the Invoice Batches window. Online. Use the Validate button in Invoice Actions window. Invoice Validation validates the matching, tax, period status, exchange rate, and distribution information for invoices you enter and automatically applies holds to exception invoices. It checks the supplier site to determine which invoice tolerance template to use. If no invoice tolerance template is specified, tolerance checking is not performed. If an invoice tolerance template is specified, Invoice Validation will check against the specific invoice tolerances template stored in the Invoice Tolerances window to determine if the invoice falls within the defined tolerances and automatically applies holds to exception invoices.
Analytics: Server Architect for Analytical Applications (Siebelby correcting If an invoice has a hold, you can release the hold 7.7)

the exception and then resubmittingSiebel Systems, Inc. Invoice COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED Invoice Tolerances. Validation. Correct exceptions by updating the invoice or the purchase order, or change your Payables automatically releases the hold when the exception is no longer an issue. You can manually release

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Approval You might want to enable the Require Validation Before Approval Payables option if your approvers need to review tax details before they approve an invoice. Invoice Selection Criteria An invoice must meet all of the following criteria to be processed: 1. If the Require Validation Before Approval Payables option is enabled, or if the invoice was submitted by a Supplier using iSupplier Portal, then the invoice must be validated. 2. The Approval field value in the Invoices window must be: Required, if you submit the workflow program from the Submit Requests window Anything except Initiated or Manually Approved, if you submit the workflow program from the Invoice Actions window 3. The invoice amount must equal Analytics: Server Architect for Analytical Applications (Siebel 7.7) the distribution total.
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Invoice Approval Workflow The workflow then sequentially asks each approver in the approval list to approve invoices online. For example, you can define a rule so invoices over $100,000 require CFO approval and then CEO approval. If you use Invoice Approval Workflow, then every invoice that requires approval must be approved before you can pay it. Payables indicates that an invoice requires approval by setting the value in the Approval status field in the Invoices window to Required. When you use this feature, all invoices require approval, with the following exceptions. Payables sets the Approval status of the following invoices to Not Required: expense reports imported through the Expense Report Export program (because these expense reports have already been through an approval process) recurring invoices if the recurring invoice template did not have the Approval Workflow Required option enabled (because recurring invoices are often approved in advance)
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invoices that completed the Invoice Approval Workflow process and the Invoice Approval Workflow process determined that according to the rules set up in Oracle Approvals Management that no one needs

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Apply Holds to Invoices (N) Setup > Invoice > Hold and Release Names You can manually apply one or more Invoice Hold Reasons (holds) to an invoice using the Holds tab of the Invoices window. Use any of the default hold reasons or define your own.

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Apply Holds to Scheduled Payments You can hold payment of part of an invoice by placing one or more of the scheduled payments on hold in the Scheduled Payments window. For example, to pay 90% of an invoice now and 10% of an invoice at a future date, enter the invoice and create a split payment schedule; one representing 90% of the invoice amount and the other representing 10% of the invoice amount. Enable the Hold check box for the payment schedule representing the 10%.

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Payables System Setup Options (N) Setup > Options > Payables System Setup Use the following options to define supplier-related invoice and payment default values. Invoice Match Option. Select Purchase Order or Receipts to indicate how you want to match most invoices. Defaulting is in the following order, but can be overridden at any level: Payables System Setup > supplier > supplier site > purchase order shipment. The value at the purchase order shipment controls which purchasing document type that you can match to an invoice. Hold Unmatched Invoices. If you enable this option for a supplier site, Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched to either a purchase order or receipt. Payables applies the hold during Invoice Validation. You cannot pay the invoice until you release the hold. You can release this hold by matching the invoice to either a purchase order or receipt, and resubmitting Invoice Validation. You can manually release the hold in the Holds tab of the Invoice Workbench or through Workflow. Payables does not apply a hold if the sum of the invoice distributions by accounting code combination is zero. Siebel Systems, Inc. Analytics: Server Architect for Analytical Applications (Siebel 7.7) Payables does not apply this hold to Prepayment or Interest invoices.
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Invoice Currency. Select the currency to use as a default for new suppliers that you enter.

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Payables Options (N) Setup > Options > Payables Options Allow Force Approval. Enable this option if you use the Invoice Approval Workflow Program and want to allow accounts payable processors to override the workflow and manually approve invoices by using the Force Approval option in the Invoice Actions window. You might want to force approve an invoice if the Invoice Approval Workflow does not complete for an invoice, or if you have authority to pay an invoice without using the workflow process. Require Validation Before Approval. If you enable this option, then Invoice Approval Workflow does not select any invoice for processing unless the invoice status is Validated. You might want to enable this option if you need the Invoice Validation process to create tax distributions for an invoice before approvers review it.

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Payables Options (Continued) (N) Setup > Options > Payables Options : (T) Matching Allow Final Matching. Enable this option to allow final matching of purchase order matched invoices. You can indicate a final match when you match an invoice to a purchase order during invoice entry or when you adjust a matched invoice distribution. You cannot final match when you match invoices to receipts. If you final match to a purchase order, subsequent invoices matched to the purchase order will be placed on hold during Invoice Validation. You cannot manually release a final match hold. Allow Distribution Level Matching. Enable this option if you want to allow matching to purchase order distributions. If you enable this option, you can match an invoice to one or more purchase order distributions. If you do not enable this option, Payables allows you to match an invoice only to a purchase order shipment. Allow Matching Account Override. Enable this option if you want to allow overriding of the invoice distribution account created from matching to a purchase order. You can override the account for a matched invoice distribution in the Distributions window of the Invoice Workbench, or on any imported invoices. You cannot Siebel Systems, Inc. Analytics: Server Architect for Analytical Applications (Siebel 7.7) override the account for a matched invoice distribution if you use encumbrance accounting, or perpetual receipt COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED accrual. In addition, you cannot override the account if the purchase order is projects related and the item destination for the purchase order distribution is Inventory. If you match to an item you are receiving into

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Profile Options System Administrator Responsibility (N) Profile > System PO: ERS Aging Period. The value in this profile option indicates the number of days between the receipt date and the Payment on Receipt automatic invoice creation date. For example, a value of 2 means that Payment on Receipt creates invoices only for receipts that are 2 or more days old. Any corrections or returns you make against a receipt during that 2-day period are included on the Payment on Receipt invoice. PO: ERS Invoice Number Prefix. ERS- is the prefix that appears before all invoices that you create automatically using Pay on Receipt (although it is called Pay on Receipt, the Pay on Receipt functionality automates the creation of invoices). This profile option allows you to change this prefix. For example, shortening this prefix allows extra spaces for longer packing slip or receipt numbers. AP: Use Invoice Batch Controls. Enable this option to enable use of the Invoice Batches window, which you can use to specify batch defaults that help speed and control Siebel Systems, Inc. Analytics: Server Architect for Analytical Applications (Siebel 7.7) invoice entry in the Invoice Workbench. Enabling this option also allows you toCONFIDENTIALinvoice batch name to a group of invoice records when you submit Payables specify an AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED COMPANY Open Interface Import. When this option is enabled, you cannot enter invoices directly in the Invoices window.

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Expense Reporting Process You create and submit an expense report using Oracle Payables or Oracle Internet Expenses. The basic expense reporting process is as follows: 1. The Employee submits an expense report. 2. The Expenses Workflow notifies the approving authority for online review. 3. If the report is rejected, the Rejection process notifies the employee by email. You can access and update the rejected expense report from Payables, if you submitted the expense report from Payables, or from Internet Expenses if you submitted the expense report from Internet Expenses. 4. For Payables approvals, the Payables Approval process determines whether a report requires audit. It automatically approves if audit is not needed. The audit rules determine whether audit is required. If required receipts are missing or there are questions about policy compliance, auditors can request more information, shortpay, reject or adjust the expense report. For all cases, notifications are sent to the preparer. Siebel Systems, Inc. Analytics: Server Architect for Analytical Applications (Siebel 7.7) 5. AfterCOMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED Export program manager and/or accounts payable department approval, the Expense Report converts the expense report into an invoice. In Oracle Payables, the system either creates the payment or it

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Expense Report Templates During Expense Report Export, Payables uses the expense item information to create invoice distributions. You define expense report templates for types of expense reports you use in your enterprise. For example, a company might define a Salesperson template that salespeople use to enter expense reports. That template would include expense items that are reimbursable, such as meals, airfare, and hotel. However, it would not include a mileage expense item because salespeople have car allowances. Use the Expense Report Payables Options to define the default information for expense reports, including the default expense report template used in the Expense Reports window.

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Procurement Card Process

The flow pictured in the slide above illustrates the procurement card process: 1. Use a SQL*Loader script to load the procurement card transactions into the AP_Expense_Feed_Lines_All 2. Validate the transactions by submitting the Procurement Card Transaction Validation program. This program creates default accounting distributions for procurement card transactions. It also validates imported transactions and identifies exceptions. Exceptions include: Transaction loaded for an employee who is not defined in Oracle Payables; Transaction loaded for a card number that is not defined in Oracle Payables; Duplicate reference numbers of transactions posted by your card issuer (the reference number is the unique number assigned to each transaction by the card issuer). 3. Verify the transactions with the employee by submitting the Procurement Card Transaction Verification program. This program initiates the Employee Verification Workflow program and runs based on the level of notification you define at the card profile level. If verification is required at the profile level, the employee is able to verify transactions directly from the workflow notification (for all or none). Alternatively, the employee can use Oracle Analytics:Employees to verify transactions individually. With Oracle Web Employees, you can also verifySiebel Systems, Inc. Web Server Architect for Analytical Applications (Siebel 7.7) transactions COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION transaction, IS PROHIBITED using different statuses, update the default cost center, account for a DUPLICATIONand split a transaction. If verification is not required at the profile level, the employee receives a notification that requires no action (unless

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Setting Up Procurement Cards and Credit Cards Use the Card Programs window and the Credit Cards window to set up your credit cards, which are used for employee expense reports, and your procurement cards, which are used by qualified employees to purchase items directly from suppliers. If you are using Internet Expenses, there are additional setup steps. See: Establishing Corporate Credit Cards, Oracle Internet Expenses Implementation and Administration Guide.

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Overview of Transaction Taxes in Payables Payables leverages E- Business Tax to set up, calculate, and manage transaction taxes, such as Sales, VAT, and Offset taxes. Withholding taxes and 1099 taxes are set up, calculated, and managed by Payables. For more information on these taxes see the Withholding Tax or the 1099 modules.

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Overview of Tax Calculation on Invoices To calculate tax for an invoice: 1. Enter the invoice. If your set up permits, you can manually enter tax lines on the invoice. 2. To calculate taxes on the invoice before validation, click the Calculate Tax button on the Invoices window. EBusiness tax uses the tax drivers on the invoice (such as the supplier, place of supply, type of invoice and transaction), along with the tax setup in E-Business tax to determine which taxes are applicable and to calculate and distribute the tax lines appropriately. 3. View the calculated tax lines and distributions in the Tax Lines Summary and Tax Lines Details windows. The tax line summary and detail information is provided to Payables by E-Business Tax. 4. If you change a tax driver on the invoice, you can click Calculate Tax at anytime to recalculate the tax lines and view the impact of the change on the invoice.
Analytics: Server Architect for Analytical any tax-related holds on allocates tax amounts, and places Applications (Siebel 7.7)

5. When you validate an invoice, E-Business Tax automatically recalculates the tax lines, creates the distributions, Siebel Systems, Inc. the invoice. If you adjust the invoice after validation, when you revalidate the COMPANY E-Business Tax will recalculate the tax as DUPLICATION IS PROHIBITED invoice, CONFIDENTIAL AND PROPRIETARY INFORMATION necessary. In general, E-Business Tax automatically calculates all applicable tax amounts for invoices except in the following

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Entering Manual Tax Lines (N) Invoices > Entry > Invoices When you enter a manual tax line, enter an amount in the Tax Control Amount field in the invoice header. E-Business Tax uses the Tax Control Amount to prorate automatically calculated tax amounts. For example, if you enter a Tax Control Amount of $10 and E-Business Tax calculates a total tax amount of $12, then E-Business Tax will prorate the calculated tax amounts so the total tax amount matches the Tax Control Amount you entered.

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Updating Tax Lines You cannot enter or change detail tax lines while you have unsaved changes to summary tax lines. E-Business Tax performs a limited evaluation of tax rules on certain updates to a tax line.

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Self-Assessed Taxes Self assessed tax amounts are taxes that you are liable for, but that do not appear on the invoice. Self-assessed taxes are also known as reverse charge or use taxes in certain tax regimes. You can view self-assessed tax amounts in the Self Assessed Tax Amount field in the Invoice Header. This field is for reference only; it has no impact on the amount due to the supplier. To use Self Assessed Taxes, enable the Set for Self Assessment/Reverse Charge option when you define the tax registration information in the Party Tax Profile for any First Party Legal Entity, First Party Legal Establishment, or Third Party. If you enable self-assessed taxes for Third Parties, then the taxes will only be assessed for the supplier at the level specified (Regime; Regime, Tax; Regime, Tax, Tax Jurisdiction) and not for other suppliers in that tax regime, tax, or jurisdiction. The following example illustrates how E-Business Tax applies self-assessed taxes to invoices. Assume you enter an invoice from a supplier for $1000.00. The supplier did not charge tax on the invoice; however, assume that Architect for tax rules, as the purchaser 7.7) tax authority. Analytics: Serveraccording toAnalytical Applications (Siebelyou are liable to pay a 5% tax on the item to your Siebel Systems, Inc.
COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION drivers on the When you click Calculate Tax or validate the invoice, E-Business Tax uses the tax IS PROHIBITED invoice, such as Ship To, Product Type, Primary Intended User, Business Category and Product Fiscal Classification to calculate taxes and

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Considerations for Taxes on Prepayments To apply taxes to Prepayments, enable the Allow Tax Applicability option for the Prepayment Event Class in EBusiness Tax. Taxes can be set up for Prepayments in general, or for specific types of prepayments such as contract financing, advances and automatic and manual prepayment applications. You can define tax rules to set up specific tax rates for different types of prepayments. For example, to tax Contract Financing prepayments but not Advances, you can create a tax rule which will look specifically for line classes of P2P Advance or P2P Contract Financing to assign a specific tax rate. Tax rules also affect how taxes are applied to a prepayment. In particular, the taxes are affected by how you set the Applied Amount Handling option for the tax. You can set this option to either Recalculated or Prorate. Recalculated Examples If the Applied Amount Handling option is set to Recalculated, then when a Prepayment is applied to a Standard Invoice the tax is recalculated and, if there is a difference in tax rates no liability remains. Assume that you enter a Prepayment for $240.00, with a Analytics: Server Architect for Analytical Applications (Siebel 7.7) 20% Tax Rate.
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COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION After the prepayment is paid, the tax rate changes from 20% to 25%. DUPLICATION IS PROHIBITED

Next, assume you enter a Standard Invoice for $250.00, the 25% tax rate is automatically applied to the invoice.

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Tax Tolerances and Tax-Related Holds Use the Invoices Payables Options to define the tax tolerances for the entry of tax override values on Payables event class transactions belonging to a configuration owner. Tax tolerances are used to determine whether E-Business Tax places a tax hold on an invoice due to the override of calculated tax lines. A tax tolerance is the acceptable variance between the calculated tax amount on an invoice and the override tax amount entered by the user. If the variance between these two amounts exceeds the tolerances you specify, then E-Business Tax places the invoice on hold. To define tax tolerances, you must first set the Allow Override for Calculated Tax Lines option. Setting the Allow Override for Calculated Tax Lines option lets you override automatically calculated tax lines on transactions. You use tax tolerances to define the limits of user override. If an invoice exceeds these tolerances, E-Business Tax will apply a hold to it during Invoice Validation.
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Offset Taxes When you enter an invoice, if a tax has an associated offset tax and if you enable the Use Offset Taxes check box for the supplier site, Payables creates a default offsetting tax distribution for each tax distribution on an invoice. You can use offset taxes to record the value added tax (VAT) name and amount without paying VAT to the supplier (the tax distribution and the offset tax distribution net to zero). For example, in the Tax Codes window, you can define an offset tax code named Offset 10 that has a negative 10% rate. You can then define a userdefined tax called VAT 10 that has a 10% rate. You can assign the Offset 10 tax to the VAT 10 tax. You can always override the default offset tax distribution on an invoice or manually enter additional offsetting tax distributions. If you delete the Invoice Tax Code for a supplier, the system deletes the offset tax code from the supplier and supplier site and does not automatically assign any default tax to any new supplier sites you enter. If you use the Multiple Organization Support feature, you can enable this option only at the supplier site level.

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Suppliers Subject to Income Tax Reporting For more information on 1099 reporting, see the 1099 Reporting module.

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Financials Options (N) Setup > Options > Financials Options > (T) Tax Member State The location of your company or organization. Payables uses this country name to determine if your company or organization is located in a member state of the European Union (EU). VAT Registration Number The value added tax (VAT) registration number for your organization. Your organization is assigned a VAT Registration Number if you register to pay VAT. The first two characters of a VAT registration number are the country code for the country or state where the registered company or organization is located. Payables prints this number on the header of the IntraEU VAT Audit Trail Report.

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Payables Options: Payment (N) Setup > Options > Payables Options > (T) Payment Exclude Tax From Discount Calculation. If you enable this option, when you enter an invoice, Payables subtracts the tax amount from the invoice amount when it calculates the discountable amount for a scheduled payment. If you enable this option, you cannot select Prorate Tax for your Discount Distribution Method Payables option. Note that even if you enable this option, taxes with corresponding offset taxes, such as VAT taxes, will be excluded from discount calculation to the extent not offset. If you do not enable this option, Payables uses the gross amount (including the tax amount) of an invoice as the invoice amount applicable to discount. When you enter an invoice you can always override the default invoice amount applicable to discount. However, we recommend that you do not modify that amount to reduce it by the tax amount if your Exclude Tax From Discount Calculation Payables option is enabled. Siebel Systems, Inc. Analytics: Server Architect for Analytical Applications (Siebel 7.7)
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Withholding Tax Overview To perform automatic withholding, assign a withholding tax group to an invoice or invoice line. Accept the default withholding tax group from the supplier site or select another from a list of values. To withhold tax, Payables creates one or more Withholding Tax type invoice distributions. These distribution amounts are not included in the Distribution Total field. For each invoice, Payables automatically updates the Withheld Amount field, and updates scheduled payments to reflect the withholding. For example, for a Standard type invoice with an amount of 100 and a withholding tax amount of 20, Payables creates Withholding Tax type invoice distributions that total 20. The Distribution Total remains 100, and Payables updates the Withheld Amount field to 20. Payables also updates the scheduled payments. Review withheld amounts online or submit standard reports. For foreign currency invoices, the withheld amount is calculated based on the functional currency amount of the invoice, and is then converted back into the foreign currency. Therefore, due to rounding, it may be different from the foreign currency invoice amount multiplied by the withholding tax rate.
Analytics: Server Architect for Analytical Applications (Siebel 7.7) Siebel Systems, Payables creates an invoice number for the tax authoritys invoice by concatenating the following: Withholding Inc. COMPANY CONFIDENTIAL Tax (the systems internal identifierAND PROPRIETARY invoice) (first WithholdingPROHIBITED number of the INFORMATION DUPLICATION IS Tax distribution included on that invoice), The description of that invoice will be: Withholding Tax (supplier name) (invoice number) /

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Withholding Tax Payables Options Use Withholding Tax In addition to the Use Withholding Tax option, you can specify the following withholding tax options. Allow Manual Withholding Enable this option to allow manual creation and adjustments of Withholding Tax type distributions for your invoices. Tax Group The name of the withholding tax group that you would like to use as the default withholding tax group for the new suppliers you enter. Apply Withholding Tax Select the time at which you would like Payables to apply withholding taxes to your suppliers invoices: Never
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Note: If Payables withholds tax at Invoice Validation, it calculates withholding only once. If you adjust an invoice

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Defining Tax Codes for Withholding Taxes Period Limit After you pay a certain amount for withholding tax in a period, Payables stops withholding taxes. For example, for each special calendar period, Payables will withhold no more than $10,000. Flat Rate The withholding tax has no amount or period limits. Amount Ranges The tax rate depends on how much you have already paid during a time period. Base the paid amount on the gross amount of total paid invoice amounts, or on the total amount of tax withheld. The time period can be either per withholding tax calendar period or per invoice. For example, define a tax that for each year will withhold at a rate of 10% until you pay $100,000 in invoices, and then it withholds at a rate of 15% after you pay $100,000.
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In addition to these controls, the same withholding tax code can have different rates depending on the effective Siebel Systems, Inc. date. For example, a withholding tax has a rate of 10% one year and 11% the following year.
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Withholding Tax Certificates and Exceptions You can define a certificate to specify a rate exception for a Withholding Tax type tax code for all invoices of a supplier site. You can also define a rate exception for a Withholding Tax type tax code for a single invoice.

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Withholding Tax Certificate Listing Payables lists only withholding tax certificates that have been used to calculate tax amounts withheld for invoices. Use the information in this report to satisfy management, supplier and tax authority reporting requirements.

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Withholding Tax Report Creating the Withholding Tax report is a two step process. In the first step, you submit the report from the Submit Request window. This step extracts your withholding tax information and stores the information in the AP_WITHHOLDING_TAX_ITF interface table. You can then publish the report either by choosing Publish RX Reports from the Submit Request window or by using a third party reporting program. Note: This is an RXi report, which means that you can customize the report format, content, and output file type.

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Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements You can override the default Income Tax Type for an invoice line in the Lines tab of the Invoices window. You can also use the Update Income Tax Details utility to make income tax type updates at any time before running your reports. In the United States, you must report to the Internal Revenue Service certain types of payments you make to 1099 reportable suppliers. Within Payables, you can designate suppliers as federally reportable, classify their invoice distributions by 1099 MISC Type, then at the end of the year when you submit your 1099 reports, Payables lists payments of reportable distributions made to 1099 suppliers. For example, you enter an invoice for a 1099 reportable supplier. The suppliers hourly fees are reportable for U.S. 1099 reporting purposes, but reimbursable expenses, such as travel, are not. In the Lines tab for the fee distribution you assign an Income Tax Type; however for the travel distribution, you clear the Income Tax Type field.
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Suppliers Subject to Income Tax Reporting Requirements (N) Suppliers > Entry > (L) Tax Details The purchase order value always defaults to invoices matched to a purchase order, (even if the purchase order value is null and the Supplier has a value). For unmatched invoices, if you do not use a Distribution Set to create invoice distributions, Payables uses the suppliers income tax type as the default value. If you use a Distributions Set to create invoice distributions, Payables uses the default income tax type from the Distributions Set as the default value. Also, to set up a federally reportable supplier, select a site to be the income tax reporting site by enabling the Reporting Site option in the Tax Reporting region of the Supplier Sites window. If you participate in the United States Internal Revenue Service (IRS) Combined Filing Program, you can also define a supplier as state reportable by enabling the State option in the Tax Reporting region of the Suppliers window. Payables uses the state reportable status of a supplier for reporting purposes only. You can create custom reports to Architect tax authoritys reporting requirements. Siebel Systems, Inc. Analytics: Server satisfy a for Analytical Applications (Siebel 7.7)
COMPANY is different AND PROPRIETARY name, enter DUPLICATION IS PROHIBITED If the tax reporting nameCONFIDENTIAL from the supplierINFORMATION it in the Reporting Name field in the Tax Reporting Region. Payables uses the Reporting Name to produce documents for the IRS. If you report

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Apdating 1099 Information The following are suggestions for adjusting transactions for 1099 suppliers. If you need to add an amount to a 1099 supplier, for example if you paid the supplier through another system, you can adjust an invoice paid during the year in the Lines tab of the Invoice workbench. Add a line for the amount you want to add for 1099 purposes, including the Income Tax Type. Also add an offsetting line with a null Income Tax Type.

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Payables Options: Tax Reporting (N) Setup > Options > Payables > (T) Tax Reporting Combined Filing Program. Enable this option if you are using 1099 Combined Filing Program reporting. When you submit the 1099 Electronic Media report, Payables will produce K-records for all tax regions participating in the Combined Filing Program that have qualifying payments. Note: If you use electronic filing or magnetic media to file your tax information with the Internal Revenue Service and you are not participating in the Combined Filing Program, do not enable this option. The Internal Revenue Service may return your 1099 magnetic tape if the tape contains K records. Use Pay Site Tax Region. You can enable this option only if you enable the Combined Filing Program Payables option. Enable this option if you want to use a 1099 supplier's tax region as the default tax region. If you enable this option, Payables uses the 1099 supplier site's region as the default tax region for the invoice distributions. You can override this default region for each invoice distribution in Distributions window. Do not enable this for Analytical do not want to use a supplier Analytics: Server Architect option if youApplications (Siebel 7.7) site's tax region as the default tax region. You must Inc. Siebel Systems, then enter the default taxCONFIDENTIAL wantPROPRIETARY INFORMATION the next field, the Income Tax Region Name region you AND to use for all invoices in DUPLICATION IS PROHIBITED COMPANY field.

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Advances and Contract Financing Suppliers can request an advance or a contract financing prepayment, using iSupplier Portal. Invoice requests submitted through iSupplier Portal must go through an approval process before the Invoice Request becomes a Prepayment Invoice. An Accounts Payables clerk can also manage the prepayment request by entering a Prepayment Invoice in Payables. The system ensures that the Prepayment invoice is matched to the Contract Advance, which prevents over billing beyond the negotiated value. The purchase order is then updated with the amount billed. The invoice can either be paid immediately or you may wish to require that the invoice go through another set of approvals prior to issuing payment. Note that all prepayments must be paid in full before any amounts can be liquidated on subsequent delivery invoices.

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Progress Payments Once work on the contract begins, the Supplier submits work confirmations for the work that has been completed on the contract. Work confirmations are submitted using iSupplier Portal and, like other invoices submitted through iSupplier Portal, the work confirmation is considered an Invoice Request until it is approved and converted into a Standard Invoice in Payables. The resulting invoice is created using a combination of the work confirmation and purchase order information and is referred to as the Progress Payment. For projects that use advances and progressive contract financing, the purchase order is set to Pay on Receipt (Self Billing). Once work is confirmed or goods are received, then the invoice can be paid. For example, assume on a $1,000,000 project, that a Supplier submits a work confirmation for resurfacing a parking lot for $200,000. The invoice breakdown is as follows: Items = $200,000 Retainage = <$20,000> Recoupment for Analytical Analytics: Server Architect= <$50,000> Applications (Siebel 7.7)
COMPANY Total = $130,000 CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED

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Retainage is set on the contract. Retainage is a portion of the invoice that is retained and held as a liability (from an

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Entering Advances and Contract Financing Invoices An advance prepayment invoice is matched to a purchase order number, line numbers, and distributions. Pay items are not matched for an advance, since an advance is paid once before any work commences and is not based on performance. A contract financing prepayment invoice is matched to a purchase order number, line numbers, pay items (shipments), and distributions. Note: Oracle Payables ensures that the amounts financed and later recovered never exceed the allowable amounts designated by the specific terms captured in the purchase order. The information in the Payment Type field of the Match to Purchase Orders window indicates whether the service procurement purchase order row is an advance or contract financing. The Shipment Item Description field provides a description of the item ordered on the purchase order for which the Advance was provided. The Shipment Item Description field provides a description of the pay item on the purchase order for contract financing.
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Work Confirmation For contract financing prepayments, you can use 2-way or 3-way matching. Three-way matching verifies that the purchase order, the invoice, and receiving information match within accepted tolerance levels. The work confirmation receipt is the only type of receipt allowed for complex service contracts. If the amount of work completed is equal to the amount billed on the invoice, then the invoice is eligible for payment. If the amount of work completed is less than the amount of work billed on the invoice, then the invoice is placed on a matching hold. Advance prepayments can only be 2-way matched, that is, verifying that the purchase order and the invoice match within accepted tolerance levels, since there is no work or deliverable associated with an advance.

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Taxes for Complex Service Contract Invoices Payables integrates with E-Business Tax to provide tax services for your invoices. The table in the slide above indicates what amount and tax set up is used to calculate tax for your complex service contract-related invoices. Prepayment Invoices If you enter a prepayment invoice for an advance or contract financing, then the taxes on those invoices are calculated based on the prepayment invoice amount, using the tax rules defined for Advances or Contract Financing respectively. Tax rules are defined in E-Business Tax. Note that if you recoup your prepayment, then the tax is reversed on the prepayment recoupment either by recalculating the prepaid tax based on today's rates or by prorating the prepaid tax based on the recoupment amount. Standard Invoices If you enter a standard invoice for progress payment, then the taxes are calculated based on the invoice amount, net of retainage.
Analytics: ServeraArchitect for Analytical Applications final delivery, If you enter standard invoice which is for a (Siebel 7.7) Siebel Systems, Inc. then tax is calculated base on the invoice amount.

If your invoice contains retainage, then tax is calculated on the invoice amount net of retainage. For example if the progress payment invoice is $100.00 and the retainage is 15%, the invoice amount will be $85.00 plus tax at 10% of

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Retainage Amount for Complex Service Contracts The retained amount on progress payment invoices is based on the contractual terms defined in the service procurement contract or purchase order line. The percentage withheld is negotiated, defined in the contract, and is based on the risk factors involved. These risk factors include the performance and reliability of the supplier. A contract line can be associated with one or more progress payments. After performing a portion of the contractual work, the supplier sends a progress payment invoice to the buying organization, requesting payment against the service procurement contract line or purchase order. The progress payment invoices submitted by a supplier are recorded as Standard Invoices in Payables. Oracle Payables withholds a portion of the invoice during matching to these payment lines (2-way matching) or to the receipts of these payment lines (3-way matching). The retained amount is represented as negative distribution amounts of type Retainage to the matched invoice line. Note: You cannot override calculated retained amounts and you cannot enter retained amount manually. Oracle Payables supports progress invoices with the following invoice amounts: Net of Retainage. If the Net of Retainage check box Analytics: Server Architect for Analytical Applications (Siebel 7.7) is enabled, during validation, the invoice amount net of Inc. Siebel Systems, retainage ($85.00) is compared to the invoice amount entered DUPLICATION ISheader region to determine if the in the invoice PROHIBITED COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION invoice should be placed on a line variance hold.

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Recouping Advances and Contract Financing Payments When the supplier or contractor submits invoices for the project, any prepayments are recouped from the previous advances or contract financing. Recoupment rules present in the service procurement contract enable Payables to automatically draw against the prepayments and reduce the amount due on the delivery invoice. Automatic recoupment occurs as part of the matching process at the following event points in Oracle Payables: header-level matching, line-level matching, open interface import. Advances and contract financing prepayments are automatically deducted from the standard invoice delivery payments for the contract line. The advanced or financed prepayment items are matched to a specific contract line in a service procurement purchase order. They are applied to, or recouped from, the same contract line with the delivery of the item, up to the unpaid invoice amount.
Analytics: Server Architect for Analytical Applications (Siebel 7.7)

Recoupment amounts are automatically calculated for every standard invoice item line that is matched to a service COMPANY CONFIDENTIAL AND PROPRIETARY INFORMATION DUPLICATION IS PROHIBITED procurement purchase order delivery pay item or shipment. It is based on the total available amount of financed pay items or shipments for that same contract line. Recoupment treats advances and contract financing prepayments

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