Setting Up Custom Payment Programs
You use payment programs to create payment documents in Payables. Payment programs determine how Payables builds and formats your payment documents. You assign payment programs to a payment format, then assign the payment format to a payment document for a bank account. When you pay an invoice, using either a single payment or a payment batch, select a payment document from the bank account you use to pay the invoice.
Payables provides several predefined payment programs designed to provide basic layouts for your payment documents.
- APXPBFOR Format Payments (Standard Oracle)
- APXPBFOF Format Payments (Standard Oracle, Form Feed)
- APXPBFEG Format Payments (Evergreen)
- APXPBFEF Format Payments (Evergreen, Form Feed)
- APXPBFEL Format Payments (Evergreen, Laser)
- APXPBFUS Format Payments (U.S. Treasury)
- APXPBFBC Format Payments (BACS 1/2 Inch Tape)
- APXPBSRA Separate Remittance Advice
- APXPBFTR Format Payments (Bank Transfer Request)
- APXPBFZG Generate Zengin File
- APECEPYO EDI Outbound Program
You can also define additional payment programs to meet your organization's unique needs. See also: Payment Formats, Defining Banks, and Automatic Payment Programs.
Multiple Payment Formats
Payables allows you to pay your supplier using the payment method (check, wire, or electronic) that you want. For example, if you want to pay by electronic funds transfer, you can set up a program to create your payments in an EFT format and assign that EFT program to a payment format that uses the Electronic payment method.
Custom Payment Programs
Payables supports three payment program types: Build Payments, Format Payments, and Remittance Advice. Each payment format requires a Build Payments and a Format Payments program. You can also optionally assign a Remittance Advice program to a payment format. Payables predefines a standard Build Payments program and Remittance Advice program, along with several Format Payment and Remittance programs.
If you use the payment programs provided by Payables, you do not need to perform any set up steps. If you choose to use a custom payment program, you must create your custom program using Oracle Reports, register the program, and define the program in Payables.
You can create a payment program that generates both a payment document and a remittance advice or you can choose to create a separate remittance advice program. If you use checks as a payment document, you generally include a remittance advice (i.e. check stub) with each check. If you use electronic funds transfer, you generally generate a separate remittance advice document.
For specific instructions on setting up your Electronic Funds Transfers, see: Creating Electronic Payments without the Oracle EDI Gateway.
Setting Up Custom Payment Programs
Prerequisite
You should be familiar with your Oracle Reports and Oracle Reports Designer. See: Oracle Reports User's Manual.
To create/modify a payment program:
1. In your operating system, change directories to the srw directory in the in the AP top level directory.
2. Make a copy of the original file for each report you want to modify and save each copy using a different name. Use one of the predefined payment programs as a template. We suggest that you copy and modify program APXPBFEG.rdf. See also: Managing Concurrent Programs and Requests, and Define Concurrent Program. You may also want to store the original file in a different directory or give it a new name, because Payables references the original report name when you submit a report.
3. Register Your Payment Program with your System Administrator.
Suggestion: We recommend that you use the Standard Build Payments Program provided by Payables instead of creating a custom Build Payments program. The Standard Build Payments Program builds and validates payments for the invoices you select for payment, according to invoice and payment controls defined in Payables. If you create your own Build Payments program, you risk violating these validation controls. If you must create a custom build program we recommend that you copy and modify program APXPBBLD.rdf. You can, however, create as many custom Format Payments and Remittance Advice programs as you need and assign them, along with the Standard Build Payments Program, to payment formats you create.
After you create a custom payment program, you must have your System Administrator register the program. You must register a program before you can use it in Payables. When you enter a value in the Registered Name field, Payables automatically validates the name against all registered programs. See also: Managing Concurrent Programs and Requests, and Define Concurrent Program.
Defining Your Payment Program
You must define a payment program before you can assign it to a payment format and create payment documents. Define your payment programs using the Define Automatic Payment Programs window. See: Automatic Payment Programs.
After you register your payment program, you must define the program in Payables. You must define a payment program before you can assign it to a payment format and create payment documents. Define your payment programs using the Define Automatic Payment Programs window. See: Automatic Payment Programs.
To define a payment program:
1. In the Automatic Payment Programs window enter a descriptive name for your payment program in the Name field.
Suggestion: When considering a name, we recommend that you include your program's payment method in the name. For example, Payables uses Evergreen Check Format to describe the predefined check payment program used with the Evergreen Long and Evergreen Short payment formats.
2. In the Type field you can choose between the three program types: Build Payments, Format Payments, and Remittance Advice.
3. In the Registered Name field, you should select the program name that your System Administrator used to register your payment program.
After you define a payment program, you can select the program when you define your custom payment formats. Payables displays the name for each program type for all your payment programs. You cannot change a program type or registered name after you define a payment program.
4. In the Type field you can choose between the three program types: Build Payments, Format Payments, and Remittance Advice.
5. In the Registered Name field, you should select the program name that your System Administrator used to register your payment program. When you enter a value in the Registered Name field, Payables automatically validates the name against all registered programs.
After you define a payment program, you can select the program when you define your custom payment formats. Payables displays the name for each program type for all your payment programs. You cannot change a program type or registered name after you define a payment program.
After Setting Up Custom Payment Programs
Once you create, register, and define a custom payment program, you can use it in any payment format. Specify the number of invoices you want to include on the remittance advice in the Payment Formats window. See: Payment Formats.
Attention: You cannot have more than thirty-seven invoices on a remittance advice.
After you select a payment program for use with a payment format, the final step is to assign your payment format to a payment document for a bank account. See: Defining Bank Accounts.
