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Using Payables Invoice to Pay
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3 Accounts Payable Balances

Review Reports

Oracle Fusion Payables Predefined Reports: Explained

Oracle Fusion Payables provides predefined reports that cover the following areas:

  • Invoices
  • Payments
  • Payables to Ledger Reconciliation
  • Period Close
  • Prepayments
  • Income Tax and Withholding

You can schedule and run reports from the Scheduled Processes work area. In some cases, you can access and open reports in the Reports and Analytics work area.

The following tables list the predefined reports.

Invoices

Name Description

Import Payables Invoices

Report from the process that creates Payables invoices from invoice data in the open interface tables.

Payables Credit Memo Matching Report

Lists credit memos and debit memos for suppliers along with the invoices to which the credit memos and debit memos are matched.

Payables Invoice Aging Report

Lists unpaid invoices according to the specified aging periods.

Payables Invoice Audit by Voucher Number Listing

Lists invoices with assigned sequential voucher numbers.

Payables Invoice Audit Listing

Lists invoices for review and audit based on a specified amount for a given supplier and range of invoice creation dates.

Payables Invoice Register

Provides detailed information about invoices.

Payables Key Indicators Report

Generates reports with transaction activity and the current number of suppliers, invoices, payments, and matching holds.

Payables Matched and Modified Receipts Report

Identifies receipts that were modified after invoice matching.

Payables Matching Detail Report

Provides details of how an invoice, purchase order, or receipt was matched.

Payables Matching Hold Detail Report

Provides detailed payables and purchasing information for invoices with matching holds and matching hold releases.

Payables Negative Supplier Balance Report

Lists suppliers with negative balances along with the invoices and credit or debit memo transactions for the balance.

Validate Payables Invoice

Report from the process that checks the matching, tax, period status, conversion rate, and distribution information for invoices.

Payments

Name Description

Payables Cash Requirement Report

Forecasts immediate cash needs for invoice payments.

Payables Discounts Taken and Lost Report

Identifies payments where a discount was taken and payments where a discount was available, but not taken.

Payables Payment Register

Provides detailed information about payments.

Payables Selected Installments Selection Report

Lists all invoice installments selected in a payment process request to help determine how well the selection criteria is selecting the right invoices to pay.

Payment Audit by Voucher Number Report

Lists payments with assigned sequential voucher numbers.

Update Matured Bills Payable Status

Report from the process that updates the status of matured bills payable from issued to negotiable.

Payables to Ledger Reconciliation

Name Description

Payables to Ledger Reconciliation Report

Lists the journals posted to the general ledger for open payables balances to facilitate the reconciliation of accounting and transactional data recorded in Payables and Oracle Fusion Subledger Accounting.

Period Close

Name Description

Close Payables Accounting Period

Lists the exceptions that prevent the Payables accounting period from closing and the unaccounted transactions during the period close process.

Payables Open Items Revaluation Report

Lists changes in the value of open items, such as unpaid invoices and credit memos, due to conversion rate fluctuations.

Payables Period Close Exceptions Report

Lists exceptions that prevent the Payables accounting period from closing.

Payables Posted Invoices Register

Lists accounting lines for invoices that have been transferred to the general ledger.

Payables Posted Payments Register

Lists accounting lines for payments that have been transferred to the general ledger.

Payables Trial Balance Report

Lists and subtotals by supplier and liability account, all unpaid and partially paid invoices that Payables transferred to the general ledger.

Payables Unaccounted Transactions and Sweep Report

Lists invoices and payments that were not accounted for a period or date range.

Prepayments

Name Description

Prepayment Remittance Notice

Lists prepayments that were applied to supplier invoices.

Income Tax and Withholding

Name Description

Payables Withholding Tax by Tax Authority Report

Lists withholdings for tax codes assigned to a tax authority.

Payables Withholding Tax Letter

Creates a withholding tax letter to mail to a supplier on a periodic basis. The letter contains a list of withholdings made for a supplier summarized either by tax type and tax rate, or by supplier site.

Payables Withholding Tax Report

Lists withholdings for a supplier. The invoice view is used to review detailed withholding tax information by invoice. The supplier view is used to review the withholding information for a range of suppliers.

Update and Report Income Tax Details

Report from the process that updates or reports income tax type or income tax region fields on invoice distributions that are used for United States 1099 reporting.

US 1096 Report

Summarizes each United States1099 form type that is transmitted on paper, as required by the United States Internal Revenue Service. Generates the summary on a preformatted Internal Revenue Service form.

US 1099 Electronic Media Report

Generates summarized United States1099 information in electronic format, as required by the United States Internal Revenue Service.

US 1099 Forms - Comma Delimited Format

Reports the total United States 1099 miscellaneous tax type payments for 1099 suppliers in a comma delimited format.

US 1099 Invoice Exceptions Report

Lists paid invoice distributions with inaccurate or missing United States 1099 income tax information.

US 1099 Payments Report

Lists payments made to United States 1099 reportable suppliers.

US 1099 Report

Reports the total United States 1099 miscellaneous payments for a particular 1099 supplier and generates 1099 forms for each tax reporting entity in an organization.

US 1099 Supplier Exceptions Report

Lists suppliers with inaccurate or incomplete United States 1099 income tax information.

Payables Subject Areas, Folders, and Attributes: Explained

To create real-time analyses for Oracle Fusion Payables, you should be familiar with subject areas, folders, and attributes.

Subject Areas

To create an analysis, you begin by selecting a subject area from which you select columns of information to include in the analysis. For example, to create an analysis of invoice installments, you begin by selecting the Payables Invoices - Installments Real Time subject area. Subject areas are based around a business object or fact. In this example, the subject area is based on columns in the invoice installments tables.

Payables has the following subject areas:

  • Payables Invoices - Holds Real Time
  • Payables Invoices - Installments Real Time
  • Payables Invoices - Prepayment Applications Real Time
  • Payables Invoices - Transactions Real Time
  • Payables Invoices - Trial Balance Real Time
  • Payables Invoices - Withholding Real Time
  • Payables Payments - Disbursements Real Time
  • Payables Payments - Payment History Real Time

Folders

Each subject area has one fact folder and a number of dimension folders. Fact folders contain attributes that can be measured, meaning that they are numeric values like available discount and unpaid amount. Dimension folders contain attribute and hierarchical columns like bank account number and due date.

Some folders appear in more than one subject area, such as the Time folder. These folders are referred to as common folders or common dimensions.

Each folder within a subject area may have a different level of granularity. For example:

  • Invoices Installment Details has installment information.
  • Invoice Details has subfolders and details under the subfolders.

Attributes

Finally, each dimension folder contains attributes (columns), such as invoice date and invoice accounting date. This figure illustrates the structure of subject areas, folders, and facts.

Payables Invoices - Installments Real Time subject area

The preceding figure shows the following components:

  • Subject Area: Payables Invoices - Installments Real Time
  • Dimension - Presentation Folder: Invoices Installments Details
  • Dimension - Attributes: Bank Account Number, Bank Charge Bearer, Check Digits
  • Fact - Presentation Folder: Invoices Installment Amounts
  • Fact - Measures: Discount Available, Gross Amount, Second Discount Available, Third Discount Available, Unpaid Amount

Submit Invoice Reports

Payables Negative Supplier Balance Report

View negative supplier balances for a business unit.

You can run this report from the Reports and Analytics work area.

Parameters

Business Unit

Specify the name of a business unit.

As-of Accounting Date

Enter an accounting date.

Include Write Offs

Select whether to show outstanding balances that are the result of write-off accounting.

Supplier

Specify one or more suppliers.

Liability Account

Specify one or more liability accounts.

Report Output

You can manage the section headers and columns on the report. For example, change the column sorting or make a section header a column or parameter.

Payables Invoice Aging Report

View your unpaid invoices. This report provides information about invoice payments due within the four time periods you specify on the Create Aging Periods page. If you use multiple currencies, the report converts invoice amounts into your ledger currency.

You can run this report from the Manage Scheduled Processes page.

Before running this report, create invoice aging periods on the Create Aging Periods page, and run the Apply Missing Conversion Rates program to provide any missing conversion rate information. If this report includes foreign currency invoices with missing conversion rates, the amounts appear as null values.

Parameters

Business Unit

Specify the name of a business unit.

Sort Invoices By

  • Invoice type
  • Trading partner

Include Invoice Detail

  • Yes: Lists invoice detail when showing invoice payments due to a supplier.
  • No: Summarizes the total invoice payments due to a supplier without listing each invoice.

Include Supplier Site Detail

  • Yes: Lists supplier site detail
  • No: Lists the name of each supplier

Minimum Amount Due

Include invoice information for invoices that have invoice amounts greater than the amount you specify and that fall within the specified aging period.

Maximum Amount Due

Include invoice information for invoices that have invoice amounts less than the amount you specify and that fall within the specified aging period.

Invoice Type

Select an invoice type such as Standard or Credit memo, or leave this parameter blank to run this report for all types of invoices.

Supplier or Party

Specify the name of a supplier or party.

Aging Period

Specify the name of an aging period that you defined on the Create Aging Periods page.

Payables Key Indicators Report

Generate the Payables Key Indicators report to review Oracle Fusion Payables transaction activity as well as the current number of invoices, payments, and matching holds.

The report is comprised of the following sections:

  • Current Activity: Compares Payables activity during the period you specify, and the previous period. You might want to report on key indicators weekly or monthly, to review short-term productivity, and quarterly, to review longer-term productivity.
  • State of the Application: Provides a snapshot of Payables at the end of the key indicator period that you are reporting.
  • Invoice Activity: Compares the invoice entry activity for each accounts payable user for the period you specify, and the previous period.

You can run the report from the Manage Scheduled Processes page.

Before running this report, you must define a Payables calendar of type General purpose.

Parameters

Business Unit

Specify the name of a business unit.

Period Name

Select the name of the calendar period to report.

Include Invoice Details

Select whether to generate the Invoice Activity key indicators.

Invoice Entered By

Select a user name to limit the key indicators for the Invoice Activity section to a specific user.

Payables Matched and Modified Receipts Report

After you automatically create invoice distributions by matching an invoice to a receipt, that receipt can be modified in Oracle Fusion Receiving. For example, you might need to adjust a receipt because the quantity received was incorrectly recorded, or the product was defective and returned to the supplier. Use this report to identify receipts that were changed after invoice matching. This report displays modified receipts and invoice distributions matched to them. Modifications include quantity adjustments and return to supplier transactions.

The report displays modified receipt lines only if they are matched to an Oracle Fusion Payables document such as an invoice, credit memo, or debit memo, and meet the following criteria. The report first finds receipts with modification dates within the date range you specify. The following rules determine which records the report includes:

  • For a receipt line with multiple invoices matched to it, the report lists all matched distributions if any of the match dates is before the receipt line modification date.
  • For a receipt line with only one invoice matched to it:
    • If no distributions were matched after modifying the receipt line, then all matched distributions are listed.
    • If any distributions were matched after the receipt line modification date, then the report does not include the receipt or its matched distributions. These distributions should not be a problem because the modified receipt quantities were seen when the later matches were performed, and tolerances were checked during the invoice validation process.

Note

If multiple transactions have occurred on the receipt line, multiple rows will appear with the same modification date for the same receipt line.

You can run this report from the Scheduled Processes work area.

Parameters

Business Unit

Specify the name of a business unit.

Supplier Name

Limit the report to receipts for a particular supplier.

Supplier Site

Limit the report to invoices and receipts entered for a particular supplier site.

Invoice Status

Select one of the following invoice statuses or leave the parameter blank:

  • Needs revalidation
  • Never validated
  • Paid
  • Validated

From Receipt Modification Date, To Receipt Modification Date

Limit the report to receipts that were modified during a particular date range, by entering one or both dates.

Payables Matching Detail Report

Review the details of how an invoice, purchase order, receipt, or consumption advice was matched.

This report is especially helpful when an invoice is on hold and you are trying to determine why the hold was placed. Data entry errors can occur during matching, and the information in this report can help in researching these problems. When you submit the report, you specify an invoice, purchase order, receipt, or consumption advice and the report shows all distributions matched to that transaction.

You can run this report from the Scheduled Processes work area.

Parameters

Business Unit

Specify the name of a business unit.

Invoice Number

Specify an invoice number.

Purchase Order Number

Specify a purchase order number. For this report, only Standard is a valid purchase order type.

Receipt Number

Specify a receipt number that you want to see matching detail for. Do not include any unordered or internal receipts as they cannot be matched to invoices.

Consumption Advice Number

Specify the consumption advice number.

Payables Matching Hold Detail Report

Review detailed accounts payable and purchasing information for invoices with matching holds and matching hold releases. This report can assist you in identifying suppliers that frequently have invoices on matching hold. This report can also help you to respond to supplier questions on delayed payments. You can run this report before submitting a payment process request to determine whether to manually release any invoices for payment.

You can run this report from the Scheduled Processes work area.

Use this report only if you have implemented Oracle Fusion Purchasing. To review invoices with accounting holds, run the Unaccounted Transactions and Sweep Report.

Parameters

Business Unit

Specify the name of a business unit.

Matching Hold Status

Select from the following statuses:

  • Hold Report on invoices on hold only
  • Release Report on invoice released from hold only

Leave the parameter blank to report all invoices, regardless of whether they are held or released.

If you select Release Report on invoice released from hold only, or leave this parameter blank, the report includes matched invoices that you have canceled. Canceled invoices have a Matching Hold Status of Released. The report displays zero for the invoice amount of a canceled invoice.

Supplier Name

Specify the name of a supplier to limit the report to invoices for that supplier.

From Hold or Release Date, To Hold or Release Date

List invoices with matching holds and releases placed or updated on or between the date range that you specify.

Report Type

Select a report type.

  • All validations: Prints details of all types of holds placed and released.
  • Audit report: Prints details of only system placed holds and not manual holds.

Payables Invoice Audit Listing

Audit invoices for duplicates. You should audit invoices periodically to ensure control of invoice payments.

You can run this report from the Reports and Analytics work area.

Parameters

Business Unit

Specify the name of a business unit.

Invoice Type

Select a type of invoice or leave this parameter blank to print this report for invoices with all invoice types.

Begin Invoice Date

Specify an invoice date after which to report invoices.

Minimum Invoice Amount

Specify the minimum invoice amount to include on the report. The report lists invoices with an amount equal to or greater than the amount you specify.

Report Output

You can manage the section headers and columns on the report. For example, change the column sorting or make a section header a column or parameter.

Payables Invoice Audit by Voucher Number Listing

Review invoices with assigned sequential voucher numbers. Either you or the application can assign a unique, sequential number to an invoice during invoice entry, if you enable the Sequential Numbering Enforced profile option.

You can run this report from the Reports and Analytics work area.

Parameters

Business Unit

Specify the name of a business unit.

Sequence

Select the name of a sequence.

Voucher Number

Specify a voucher number range.

Report Output

You can manage the section headers and columns on the report. For example, change the column sorting or make a section header a column or parameter.

Payables Invoice Register

Review detailed information about invoices.

There is an Oracle Transaction Business Intelligence (OTBI) version of this report and an Oracle Business Intelligence Publisher (BI Publisher) version.

You can run the BI Publisher report from the Scheduled Processes work area. Run the OTBI report from the Reports and Analytics work area.

Parameters Used in OTBI and BI Publisher Reports

Business Unit

Specify the name of a business unit.

Supplier

Select the name of a supplier.

Entered By

Select a user name to limit the report to invoices entered by a particular person. Leave blank to include invoices regardless of who entered them.

Invoice Group

Specify the name of an invoice group.

Invoice Type

Select a type of invoice.

Canceled Invoices Only

Include only canceled invoices.

Unvalidated Invoices Only

Include only invoices for which you have not submitted the invoice validation process.

Parameters in OTBI Report Only

Supplier Type

Select a type of supplier.

Supplier Number

Select the number of a supplier.

Invoice Number

Enter a range of invoice numbers.

Entered Date

Enter a range of invoice entry dates.

Accounting Date

Enter a range of accounting dates.

Currency

Select a currency.

Original Amount

Enter a range of amounts.

Purchase Order

Enter a range of purchase order numbers.

Report View

Select a report view of Exclude Distributions or Include Distributions.

Parameters in BI Publisher Report Only

From Entered Date, To Entered Date

Specify an invoice entry date range.

Accounting Period

Select an accounting period.

Report Output

You can manage the section headers and columns on the OTBI report. For example, change the column sorting or make a section header a column or parameter.

Prepayment Remittance Notice

Print a notice to a supplier with information regarding the prepayments you have applied to invoices for the supplier. The notice informs a supplier that the supplier will not receive a payment or will receive a reduced payment as a result of a prepayment application.

The notice lists the prepayment invoice number, application date, amount applied, invoice number to which the prepayment was applied, and the remaining invoice amount. This amount will be zero if you applied a prepayment amount equal to the invoice amount. In this way, you can inform a supplier that the supplier should not expect any payment on this invoice.

You can run this report from the Scheduled Processes work area.

Parameters

You should enter a value in one or more of these report parameters to limit the number of prepayment remittances to print. If you do not enter any report parameters, the application prints a remittance for each prepayment you have entered in Oracle Fusion Payables.

Business Unit

Specify the name of a business unit.

Supplier Name

Specify the name of a supplier.

Invoice Number

Specify an invoice number.

Prepayment Number

Specify a prepayment number.

From Date, To Date

Specify an inclusive invoice date range.

Sender Name

Enter the name of the sender.

Sender Title

Enter the title of the sender.

Sender Phone

Enter the phone of the sender.

Payables Credit Memo Matching Report

Review credit memo and debit memo line information, such as the line amount and the invoice that the credit or debit memo is matched to.

You can run this report from the Reports and Analytics work area.

Parameters

Business Unit

Specify the name of a business unit.

Supplier Type

Select the type of supplier.

Supplier

Select one or more supplier names.

Supplier Number

Select one or more supplier numbers.

Currency

Select a currency.

Invoice Amount

Specify an inclusive invoice amount range.

Accounting Date

Specify an inclusive accounting date range.

Credit Memo Date

Specify an inclusive credit memo date range.

Submit Payments Reports

Payables Discounts Taken and Lost Report

Identify payments for which you could have taken a discount, but did not. If you find that you are losing discounts, you can change your Oracle Fusion Payables and supplier defaults, and modify your payment process request selection criteria to ensure that you take all valid discounts.

There is an Oracle Transaction Business Intelligence (OTBI) version of this report and an Oracle Business Intelligence Publisher (BI Publisher) version.

You can run the BI Publisher report from the Scheduled Processes work area. Run the OTBI report from the Reports and Analytics work area.

Parameters Used in OTBI and BI Publisher Reports

Business Unit

Specify the name of a business unit.

Supplier Type

Select the type of supplier.

Supplier

Select the name of a supplier.

Parameters in OTBI Report Only

Payment Date

Specify an inclusive payment date range.

Accounting Date

Specify an inclusive accounting date range.

Payment Amount

Specify an inclusive payment amount range.

Supplier Number

Select the number of a supplier.

Currency

Select a currency.

Report View

Select to view Discount Taken and Lost by Invoice or Summarize Invoices by Site.

Parameters in BI Publisher Report Only

From Payment Date, To Payment Date

Specify an inclusive payment date range.

Summarize Invoices by Supplier Site

  • Yes: Summarize the detail of each invoice payment line.
  • No: List the detail of each invoice payment line.

Payables Payment Register

Review payments created for each bank account. The report lists each payment that has a payment date within the range you specify, as well as the total payment amount and cleared amount of all payments.

Note

Voided checks are not subtracted from the report totals.

There is an Oracle Transaction Business Intelligence (OTBI) version of this report and an Oracle Business Intelligence Publisher (BI Publisher) version.

You can run the BI Publisher report from the Scheduled Processes work area. Run the OTBI report from the Reports and Analytics work area.

Parameters Used in OTBI and BI Publisher Reports

Business Unit

Specify the name of a business unit.

Payment Type

Select a type of payment.

Parameters in OTBI Report Only

Payment Date

Specify an inclusive payment date range.

Accounting Date

Specify an inclusive accounting date range.

Supplier Type

Select a type of a supplier.

Supplier Number

Select the number of a supplier.

Bank

Select the name of a bank.

Bank Branch

Select a bank branch.

Bank Account

Select a bank account.

Payment Currency

Select a payment currency.

Payment Amount

Specify an inclusive payment amount range.

Parameters in BI Publisher Report Only

Business Unit Context

Select the context for the payment amount. If you centralize payment processing using the service provider model and select Invoice, the report displays only the portion of the payment related to the specified invoice business unit.

From Date, To Date

Specify an inclusive payment date range.

Print Supplier Address

Select to include the supplier address to which you sent a payment.

Report Output

You can manage the section headers and columns on the OTBI report. For example, change the column sorting or make a section header a column or parameter.

Payment Audit by Voucher Number Report

Review payments with assigned sequential voucher numbers. If you enable the Sequential Numbering Enforced profile option, either you or the application can assign a unique, sequential number to each payment you create. You can also use this report to review assigned and available voucher numbers for the sequence name you specify, as well as sequential numbers that were deleted.

You can run this report from the Reports and Analytics work area or the Manage Scheduled Processes page.

Parameters

Business Unit

Specify the name of a business unit.

Sequence Name

Specify the name of the sequence.

From Voucher Number, To Voucher Number

Specify an inclusive voucher number range.

Submit Withholding Tax Reports

Payables Withholding Tax Report

Review detailed invoice withholding tax information for a supplier, including invoice number, amount subject to withholding, and tax amounts withheld. This report lists withholding tax information only for invoices that have amounts withheld.

Use the information in this report to satisfy management, supplier and tax authority reporting requirements.

Run this report from the Reports and Analytics work area.

Parameters

Business Unit

Specify the name of a business unit.

Currency

Select whether to review invoices in the original entered currency or the ledger currency.

Invoice Date

Enter an invoice date range.

Invoice Group

Specify the name of an invoice group.

Invoice Type

Select the type of invoice.

Supplier

Select one or more suppliers.

Supplier Number

Select one or more supplier numbers.

Report View

Withholding Tax by Invoice Report

Select this view to review detailed invoice withholding tax information for a supplier, including invoice number, amount subject to withholding, and withholding tax amounts. Use this view if the option Apply Withholding Tax is set to At invoice validation.

Withholding Tax by Supplier Report

Select this view to review detailed withholding tax information for a supplier, including invoice number, payment number, and withholding tax amounts, regardless of when withholding occurred.

Report Output

You can manage the section headers and columns on the report. For example, change the column sorting or make a section header a column or parameter.

Payables Withholding Tax by Tax Authority Report

Review detailed withholding tax information for withholding tax codes assigned to a supplier with a type of Tax Authority . Use the information in this report to satisfy management, supplier, and tax authority reporting requirements.

This report only lists withholding tax information for withholding tax codes that have amounts withheld.

You can run this report from the Reports and Analytics work area.

Parameters

Business Unit

Specify the name of a business unit.

Currency

Select whether to list invoices in the entered or ledger currency.

Invoice Date

Specify an invoice date range.

Invoice Group

Select an invoice group.

Invoice Type

Select a type of invoice.

Supplier

Select the name of a supplier.

Supplier Number

Select the number of a supplier.

Tax Authority Name

Select the name of a supplier of type Tax Authority.

Tax Authority Site

Select a site for the supplier of type Tax Authority.

Withholding Tax Name

Select a withholding tax code. Leave this parameter blank to review withholding tax information for all withholding tax codes assigned to the specified Tax Authority type supplier and site.

Report Output

You can manage the section headers and columns on the report. For example, change the column sorting or make a section header a column or parameter.

Payables Withholding Tax Letter

Create a withholding tax letter to mail to your suppliers on a periodic basis. This letter contains a list of withholdings made for a supplier.

You can run this report from the Scheduled Processes work area.

Before running this report, ensure withholding tax is calculated on all supplier invoices subject to withholding tax for the period covered by the withholding tax letter.

Parameters

Business Unit

Specify the name of a business unit.

From Date, To Date

Specify the date range for which withholding tax was created.

From Supplier, To Supplier

Specify an inclusive supplier name range.

Supplier Type

Select a type of supplier.

Name of Sender

Specify the name of the sender.

Title of Sender

Specify the title of the sender.

Submit US 1096 and 1099 Reports

US 1096 Report

Generate a US 1096 form for each of your tax reporting entities on a preformatted form from the Internal Revenue Service. This is a compilation form that provides totals for 1099-MISC forms submitted by an employer for independent contractors and other nonemployees to whom payment was made during the previous year.

You can run this report from the Scheduled Processes work area.

Before running this report, you must:

  • Run the US 1099 Report.
  • Insert and align the 1096 forms in your printer.

Parameters

Business Unit

Specify the name of the business unit.

Tax Reporting Entity

Specify the name of the reporting entity.

Payer Name Source

Select the source from which the application obtains the payer name for the report.

  • Address: Address line 1 on the Create Location page in Oracle Fusion Global Human Resources.
  • Location: Location name on the Create Location page.
  • Tax entity: Entity name on the Create Reporting Entity page.

Report Output

This table lists the US 1096 Form information that the report output provides.

Form Field Description

FILER'S name, street address, city, state, and ZIP code

Name and address of your tax reporting entity.

Employer identification number

Tax identification number of the tax reporting entity.

Total number of forms

Total number of 1099-MISC forms that you created for 1099 suppliers.

Federal income tax withheld

Total amount of federal income tax withheld for all 1099 suppliers. This is the sum of all paid distributions for all 1099 suppliers that have an income tax type value of MISC4.

Total amount reported with this Form 1096

Total amount of 1099-MISC payments.

1099-MISC

The application prints an X in the 1099-MISC box to indicate the form type being filed.

US 1099 Invoice Exceptions Report

Review paid invoice distributions with inaccurate or missing 1099 income tax information.

Before you run your 1099 reports, you should run this report for each tax entity to identify any invoice distributions that Oracle Fusion Payables treats as exceptions in your 1099 reports. You can use the Update Income Tax Details Utility to correct incorrect or missing income tax types or income tax regions. If the supplier's 1099 status is incorrect, you can correct it in on the Manage Suppliers page.

You can run this report from the Scheduled Processes work area.

Before running this report you must account for the invoices.

Parameters

Business Unit

Specify the name of a business unit.

Reporting Entity

Specify the name of a reporting entity.

Balancing Segment Source

Specify the account to use to determine the balancing segment associated with the invoice.

  • Invoices: Charge account on the invoice distribution.
  • Payments: Bank cash account used for the invoice payment.

From Accounting Date, To Accounting Date

Specify an inclusive accounting date range.

Report Results

The US 1099 Invoice Exceptions Report is divided into the following sections:

  • Invoice Distribution Lines for 1099 Suppliers with No Income Tax Type
  • Invoice Distribution Lines for Non-1099 Suppliers with an Income Tax Type
  • Invoice Distribution Lines Missing Income Tax Type or with Invalid Income Tax Type
    • This section prints only if the option Use combined filing is enabled.
  • 1099 Suppliers with a Negative Income Tax Type Total
    • This section does not apply to withholding tax distributions with an income tax type of MISC4.
  • 1099 Suppliers with Withholding Exceptions
    • This section shows suppliers that have positive totals for income tax type MISC4.

US 1099 Supplier Exceptions Report

Review suppliers with inaccurate or incomplete US 1099 income tax information. You can run the US 1099 Supplier Exceptions Report before you submit your 1099 reports to identify suppliers that Oracle Fusion Payables treats as exceptions in your 1099 reports.

Correct supplier exceptions on the Income Tax tab on the Manage Suppliers page. You should submit the US 1099 Supplier Exceptions Report for each of your tax reporting entities.

You can run this report from the Scheduled Processes work area.

Before running this report you must account for the invoices.

Parameters

Business Unit

Specify the name of a business unit.

Tax Reporting Entity

Specify the name of a tax reporting entity.

From Accounting Date

Limit the report to suppliers who received any payments from the accounting date that you specify. This is useful to ensure that your supplier information is accurate for a specific tax reporting year. If no dates are entered, the report lists all suppliers with 1099-related exceptions, even if no payments were made to those suppliers.

Balancing Segment Source

Specify the account to use to determine the balancing segment associated with the invoice.

  • Invoices: Charge account on the invoice distribution.
  • Payments: Bank cash account used for the invoice payment.

US 1099 Report

Report on the total 1099-MISC payments for a particular 1099 supplier. Generate 1099 forms on preformatted forms from the Internal Revenue Service for each tax reporting entity in your organization.

Important

Voided checks are not included in 1099 payment totals, regardless of when the void occurred.

In accordance with Internal Revenue Service rules, Oracle Fusion Payables does not generate a 1099 form unless you paid the supplier at least 600 USD for the calendar year. However, Payables generates a 1099 form for the supplier if you do any of the following:

  • Pay a 1099 supplier at least 10 USD in Royalties (Box 2)
  • Pay any fishing boat proceeds (Box 5)
  • Substitute payments in lieu of dividends or interest (Box 8)
  • Pay excess golden parachute payments (Box 13)
  • Pay gross proceeds to an attorney for legal services (Box 14)

Payables reports on a payment only if the payment pays a distribution that uses one of the following 1099 MISC types in the Income Tax Type field: MISC types 1 through 14, except for MISC9, MISC11, and MISC12.

If the report encounters any of the following exceptions it stops and reports the error:

  • Nonstandard TIN Reports
  • Null Address Element
  • Null Foreign Address
  • Null State
  • Null TIN

If the report encounters a Negative MISC Total it stops and report it in the log file.

You can run this report from the Manage Scheduled Processes page.

Before running the report:

  • Account for the invoices.
  • Submit the US 1099 Invoice Exceptions Report and the US 1099 Supplier Exceptions Report. Review the report output and make any necessary corrections.
  • Insert and align the forms in your printer.

Parameters

Business Unit

Specify the name of a business unit.

From Accounting Date, To Accounting Date

Specify an inclusive accounting date range.

Tax Reporting Entity

Specify the name of a tax reporting entity for which to submit the 1099 forms report.

Payer Phone

Enter the phone for the name and address of the payer. This is the phone of the person in your organization whom the payee should call if there are questions regarding the 1099 form.

Supplier Name

To submit the report for a single supplier, enter the supplier name. Leave this parameter blank to submit the report for all suppliers.

Balancing Segment Source

Specify the account to use to determine the balancing segment associated with the invoice.

  • Invoices. Charge account on the invoice distribution.
  • Payments. Bank cash account used for the invoice payment.

Federal Reporting Limit

The minimum amount for which to report 1099 payments to your suppliers.

Order By

Select whether to order the report alphabetically by state code or by the supplier's reporting name.

US 1099 Electronic Media Report

Generate summarized US 1099 information in electronic format as required by the Internal Revenue Service (IRS). You can create this file in a format to either send electronically or store on a diskette or magnetic tape to send to the IRS. The IRS requires electronic filing in one of these formats if you submit 250 or more records for your US 1099 reporting. You must report US 1099 information for each tax reporting entity you define for your organization, so the 250 record requirement is applicable to each tax reporting entity.

If you enable the Use combined filing option, Oracle Fusion Payables produces K records for all tax regions or states participating in the Combined Filing Program that have qualifying payments. Payables also produces B records for suppliers with US 1099 payment amounts which equal or exceed the tax region's reporting limit in qualifying states. Payables provides a total for the payments in the B record for each payee.

Refer to federal or state tax publications to obtain information regarding the US 1099 reporting requirements for each participating tax region. For example, you may need to enter or edit the reporting limits for each income tax region on the Manage Income Tax Regions page.

You can run this report from the Manage Scheduled Processes page.

Before running this report:

  • Account for the invoices.
  • Ensure the tax reporting entity has a nine digit tax identification number otherwise the program fails. You assign a taxpayer ID to a tax entity on the Create Reporting Entity page.
  • Submit the US 1099 Invoice Exceptions Report and the US 1099 Supplier Exceptions Report. Review the report output and make any necessary corrections.

Parameters

Business Unit

Specify the name of a business unit.

From Accounting Date, To Accounting Date

Specify an inclusive accounting date range.

Tax Reporting Entity

Enter the name of a tax reporting entity.

Payer Name Source

Specify the source from which Payables obtains the payer name for US 1099 payments displayed on this report.

  • Address: Address line 1 for the address entered on the Create Location page in Oracle Fusion Global Human Resources.
  • Location: Location name entered on the Create Location page.
  • Tax entity: Entity name entered on the Create Reporting Entity page.

Control Name

Enter your Payer Name Control. You can obtain the four-character Payer Name Control from the mail label on the 1099 package that is mailed to most payers on record each December. The Payer Name Control is typically the first four characters of your tax reporting entity name.

Control Code

Enter your five-digit Transmitter Control Code (TCC). You can file Form 4419 to receive a control code from the Internal Revenue Service.

Test Submission

Select Yes if you are submitting a test US 1099 Electronic Media Report to the IRS.

Media Type

  • Diskette: Formats your US 1099 data so that you can record it on a diskette.
  • Electronic file: Formats your US 1099 data so that you can transmit an electronic file to the IRS.
  • Magnetic tape: Formats your US 1099 data so that you can record it on magnetic tape.

Last Year Filing

Select Yes if due to merger, bankruptcy, and so on, this is the last year that this tax reporting entity is filing.

Foreign Corporation

Select Yes if your organization is a foreign tax reporting entity as recognized by the IRS.

Balancing Segment Source

Specify the account to use to determine the balancing segment associated with the invoice.

  • Invoices: Charge account on the invoice distribution.
  • Payments: Bank cash account used for the invoice payment.

File Indicator

Select one of the following file indicators to include in the report:

  • Correction
  • Original
  • Replacement

Original File

If you are submitting a replacement file, you must select one of the following options:

  • Electronic
  • Magnetic media

Replacement Alphanumeric Character

Enter a value only if the IRS Enterprise Computing Center at Martinsburg, West Virginia returned your file due to processing problems and you are generating a replacement file. Enter the alphanumeric character that appears immediately following the TCC number on the Media Tracking Slip Form 9267 that was sent with your returned media.

You must enter a value if your File Indicator is Replacement and if the Original File and Media Type are not both Electronic.

Contact Name

Enter the name of the contact to include in the report.

Contact Phone

Enter the phone of the contact to include in the report.

Contact E-Mail

Enter the complete e-mail of the person in your enterprise to contact regarding electronic or magnetic files sent to the IRS. The e-mail is included in the report.

Electronic File Name

If this is a replacement file, then enter the file name that was assigned by the IRS electronic Filing Information Return Electronically (FIRE) system for example, 12345p01.DAT. If this is an original or correction file, leave blank.

Federal Reporting Limit

Specify the minimum amount for which you want to report US 1099 payments to your suppliers.

Report Results

If the report encounters a negative miscellaneous income tax type total, it stops and reports this in the log file.

If the report encounters any of the following exceptions, it stops and reports the error in the output.

Exception Description

Nonstandard TIN

Tax identification number is more or less than nine digits.

No address element

This 1099 supplier has a tax reporting site that does not have an address, city, or postal code defined.

No foreign address

This foreign supplier has a tax reporting site that does not have an address or country defined.

No state

This supplier does not have a state abbreviation for its tax reporting site.

No TIN

This supplier does not have a tax identification number.

US 1099 Payments Report

Review payments made to United States (US) 1099 reportable suppliers. Use the report to reconcile to your US 1099 forms, or to prepare additional reporting. For example, you can use this report to get information needed to file US 1099 reporting with states that do not participate in the combined filing program.

Run the report from the Scheduled Processes work area.

Important

Before running the report, account for the invoices.

Parameters

Business Unit

Specify the name of a business unit.

Group By

Select the sorting method.

  • Income Tax Region: Sort by income tax type within each region and display the total amount paid for all income tax regions.
  • Income Tax Type: Sort by income tax type and display the total amount paid for all income tax types.
  • Supplier: Sort by supplier name when run in summary. Sort by tax reporting name when run in detail. Since the US 1099 Forms display tax reporting names, this option can be useful to reconcile your US 1099 reporting.

Reporting Method

Select the reporting method.

  • Detail: Display the invoice detail that makes up the totals.
  • Summary: Display the sum of the US 1099 payments.

From Accounting Date, To Accounting Date

Specify the inclusive accounting date range.

Supplier Name

Specify a supplier name if you selected the Group By Supplier option. This can be useful if you need to provide supplier detail of the paid invoices that are reported on the US 1099 Form.

Income Tax Region

Specify a tax region to limit the report to a single income tax region. Leave the parameter blank to submit the report for all income tax regions.

Tax Reporting Entity

Specify a tax reporting entity for which to submit the report.

Balancing Segment Source

Select the account to use to determine the balancing segment associated with the invoice.

  • Invoices: Charge account on the invoice distribution.
  • Payments: Bank cash account used for the invoice payment.

Federal Reportable Only

  • Yes: Include only suppliers designated as federal reportable in the supplier setup.
  • No: Do not restrict report to only suppliers designated as federal reportable.

Meeting Minimum Levels Only

  • Yes: Include US 1099 payment information only if the payments meet the federal reportable requirements and the state requirements as defined on the Manage Tax Regions page.
  • No: Include all US 1099 payment information.

Income Tax Detail Updates: How They Are Processed

Run the Update and Report Income Tax Details process to update or report on the Income Tax Type and Income Tax Region fields on invoice distributions. These fields are required for all invoice distributions of United States (US) federally reportable suppliers for US 1099 reporting.

Submit the process to:

  • Correct inaccurate or missing Income Tax Type or Income Tax Region fields on invoice distributions for US 1099 suppliers.
  • Correct invoice distributions for non-US 1099 suppliers that have income tax types assigned.
    • If a supplier is not a US 1099 supplier, but has invoice distributions with income tax types, first ensure that the supplier is not federally reportable and that the Federal Income Tax Type field is blank on the Edit Supplier page. Then submit the process to correct the invoice distributions.
    • If a supplier should be a US 1099 supplier, change the supplier to federally reportable. In this case, the invoice distributions are accurate, so you do not need to submit the process. The invoices for the supplier will be included in the US 1099 reports.

Settings That Affect Income Tax Detail Updates

The following settings affect how the Update and Report Income Tax Details process updates income tax types and regions on invoice distributions:

  • Supplier setup
  • Tax reporting options
  • Process parameters

This table describes the parameters for the Update and Report Income Tax Details process.

Parameter Description

Business Unit

Name of a business unit.

Supplier Name

Name of a supplier. Leave blank to submit the process for all US 1099 suppliers.

From Accounting Date, To Accounting Date

Inclusive accounting date range.

Income Tax Type Action

Action to perform on the Income Tax Type field of invoice distributions for the suppliers that you specify.

  • No action.
  • Report. Prints the report.
  • Update. Updates the Income Tax Type field of invoice distributions that have incorrect or missing income tax types to the default income tax type for the supplier. Prints the report.

Income Tax Region Action

Action to perform on the Income Tax Region field of invoice distributions for the suppliers that you specify.

  • No action.
  • Report. Prints the report.
  • Update. Updates the Income Tax Region field for invoice distributions with incorrect or missing income tax regions depending upon your selection for the Update Income Tax Region To parameter. Prints the report.

Update Income Tax Region To

Value to set the Income Tax Region field to for invoice distributions that have incorrect or missing income tax regions.

How Income Tax Detail Updates Are Processed

If you run the process in report mode, the Update Income Tax Details report lists the number of invoice distributions that will be updated when you run the process in update mode. If you run the process in update mode, the report lists the number of invoice distributions that the process updates.

The Update Income Tax Details report consists of the following sections:

  • Income Tax Type: Lists the supplier name and number of invoice distributions that do not have income tax types for US 1099 suppliers. The section also lists the invoice distributions that have income tax types for suppliers that are not defined as US 1099 suppliers.
  • Income Tax Region: Lists the supplier name and number of invoice distributions with incorrect or missing income tax regions.

Note

  • For withholding tax distributions, the process updates only the Income Tax Region field. It does not update the Income Tax Type field.
  • If you enable the Include withholding distributions in income tax reports option, then the Update US 1099 Withholding Tax Distributions process updates existing withholding tax distributions that are missing income tax types or income tax regions.

Close Payables Period

Closing a Payables Period: Points to Consider

You close an Oracle Fusion Payables period after you have completed accounting for transactions for the period and you have transferred the accounting entries to general ledger.

Consider performing the following:

  • Complete and approve all transactions and payment files.
  • Reconcile payments to bank statement activity.
  • Transfer all approved invoices and payments to the general ledger.
  • Submit the Unaccounted Transactions Sweep program.
  • Close the current Payables period.
  • Reconcile Payables activity for the period.
  • Open the next Payables period.
  • Run transaction tax, withholding tax, and key indicator reports.
  • Run Payables interface programs.

Complete and Approve All Transactions and Payment Files

Ensure that all transactions are completed for the period you are closing.

  • Run Payables Invoice Import to process all interface records.
  • If the import process rejects any records, review the import corrections spreadsheet and resubmit the import.
  • If invoice approval is enabled, approve all unapproved invoices. Depending on how your invoice options are set, validation or accounting may be required before you can approve invoices.
  • Resolve holds on invoices.
  • Validate invoices.
  • Optionally submit a payment process request.
  • Complete all payment files.
  • Submit the Invoice Register and the Payment Register.
  • Run the Update Matured Bills Payable Status program.
  • Run the Apply Missing Conversion Rates program.

Reconcile Payments to Bank Statement Activity

Reconcile payments to bank statement activity for the period in Oracle Fusion Cash Management. Ensure that payments are cleared if you account for payments at clearing.

Transfer All Approved Invoices and Payments to the General Ledger

Transfer approved invoices and payments to the general ledger.

  • Run create accounting with the Transfer to General Ledger option set to Yes to account and transfer any unaccounted transactions to General Ledger.
  • Run the Post Journal Entries to General Ledger program to transfer to General Ledger any transactions that were accounted in final mode, but that were not transferred.
  • Review the output generated by the Create Accounting and Post Journal Entries to General Ledger programs.

Submit the Unaccounted Transactions Sweep Program

Run the Payables Unaccounted Transactions Sweep program to transfer unaccounted transactions from one accounting period to another. If your accounting practices permit it, use this program to change the accounting date of the transactions to the next open period.

For example, you have invoices for which you cannot resolve holds before the close, and your accounting practices allow you to change invoice distribution accounting dates, you can submit this program to change invoice distribution accounting dates to the first day of the next open period so you can close the current period.

The Unaccounted Transactions Sweep Program will not roll forward accounted transactions, or accounted transactions with errors. To create successful accounting entries for accounted transactions with errors, correct any accounting errors and resubmit the Create Accounting Process. The program transfers unaccounted transactions to the period you specify by updating the accounting dates to the first day of the new period. You can then close the current accounting period in Payables.

Close the Current Payables Period

Close the current Payables period and review the Payables Period Close Exceptions report.

Reconcile Payables Activity for the Period

Reconcile Payables activity using the following reports:

  • Payables Trial Balance report
  • Payables Posted Invoice Register
  • Payables Posted Payment Register
  • Payables to General Ledger Reconciliation report
  • Payables Open Items Revaluation report

Open the Next Payables Period

Open the next Payables period.

Run Transaction Tax, Withholding Tax, and Key Indicator Reports

You can run the following reports:

  • Tax Reconciliation by Taxable Account
  • Tax Audit Trial report
  • Use Tax Liability report
  • Financial Tax Register
  • Payables Tax by Ledger Extract report
  • Withholding Tax reports
  • Withholding Tax by Tax Authority report
  • Withholding Tax Letter
  • Key Indicators report

Run Payables Interface Programs

Run Payables interface programs, including Create Mass Additions and Transfer Costs to Cost Management, to transfer information to other products.

Setting Up for Payables to General Ledger Reconciliation: Points to Consider

Periodically, you reconcile the transactions in your accounts payable application, both before and after you post to the general ledger. The Payables to General Ledger Reconciliation extract and report help to simplify this process and reduce the amount of manual reconciling activity required.

The automated activities in the reconciliation process function according to the way you have set up your Financials environment. A review of some of these setups can help improve the overall reconciliation process.

Consider these points when setting up for Oracle Fusion Payables to general ledger reconciliation.

  • Reconciling by Business Unit or Ledger
  • Assigning a Financial Category
  • Setting the Reconciliation Data Purge Frequency Profile Option
  • Configuring User Security

Reconciling by Business Unit or Ledger

If you implicitly map primary balancing segment values to your business units, you can reconcile based on business unit. This allows employees from different business units to balance their respective accounting activity.

If you do not implicitly map primary balancing segment values to business units and if you centralize payment processing using the service provider model, you must reconcile based on ledger. In this case, you need access to all business units associated with the ledger to perform a thorough reconciliation.

Assigning a Financial Category

You must assign a Financial Category of Accounts payable to all your liability natural account values. This is a required setup step for Payables to General Ledger reconciliation. You perform this task on the Manage Values page for the value set associated with the natural account segment of your chart of accounts.

To include bills payable, intercompany, and tax authority liability accounts in the Payables to General Ledger Reconciliation report, assign them the Accounts payable category as well.

If the Financial Category of Accounts payable is not assigned to any natural account in your chart of accounts, the Payables to General Ledger Reconciliation report does not select any data.

Once you assign the category, you can leave the Account parameter blank when you run the extract to include all accounts that have the Financial Category of Accounts payable in the ledger. You can alternatively enter specific natural account values to limit the report to reconcile only a subset of the payables accounts in the ledger.

Setting the Reconciliation Data Purge Frequency Profile Option

Use the Reconciliation data purge frequency profile option to indicate the number of days that reconciliation extract data is kept in the tables. Set this interval in such a way that it does not interfere with the reconciliation time line. The number of days should be long enough so as not to lose prior extracts that may be needed for comparison purposes.

Every time you run the extract program, it refers to the value of the Reconciliation data purge frequency profile option. If there are any reconciliation data extract requests in the table older than the number of days specified in the profile option, these requests are purged.

For example, if a reconciliation data extract is run on January 1, and the value of this profile option is set to 30 days, then the data from January 1 is not purged if you run another extract on January 29. However, the data is purged if you run another extract on February 1.

Configuring User Security

Typically General Ledger users are secured by a data access set, and Payables users by business unit security. This means that for the Payables to General Ledger Reconciliation report:

  • General Ledger users can see general ledger data for the balancing segment values in their data access set, as well as the Payables or Subledger Accounting data for all business units linked to the ledger.
  • Payables users can see the Payables or Subledger Accounting data for business units in their security definition, as well as general ledger data for all balancing segment values in the ledger.

However, if security is configured such that the data role for the General Ledger or Payables job roles also grants access to specific business units for General Ledger users or specific data access sets for Payables users, then the reconciliation report only includes

  • For General Ledger users, the Payables or Subledger Accounting data for those business units in the ledger to which the user has access.
  • For Payables users, general ledger data for those balancing segment values included in the data access set to which the user has access.

This does not present a problem for the Payables to General Ledger Reconciliation report if there is an implicit mapping between business units and balancing segment values. Users can simply filter the report for the balancing segment values that are mapped to the business units to which they have access, and the report should work properly.

However, if there is not an intentional and implicit mapping between balancing segment values and business units, then this can cause the Payables to General Ledger Reconciliation report to display unintended results.

  • For General Ledger users, the report includes general ledger data for all balancing segment values in the data access set, while Payables and Subledger Accounting data are limited to the business units to which a user is granted access.
  • For Payables users, the report either doesn't include any general ledger data, or it includes general ledger data that is not properly mapped to the Payables or Subledger Accounting data for the business unit.

Resolve this issue by removing the access granted to specific business units for the General Ledger job roles, and from the specific data access sets for the Payables job roles.

Prepare Payables to General Ledger Reconciliation

Run the Prepare Payables to General Ledger Reconciliation process to select data for the Summary section of the Payables to General Ledger Reconciliation Report. The process must run successfully to see the most current Summary report, and before you can run the Payables to General Ledger Reconciliation Report.

Prepare Payables to General Ledger Reconciliation Parameters

Request Name

Enter a descriptive name. Consider a name that indicates the accounting period, date, and time, especially if you are planning to create run multiple processes.

Ledger

The ledgers available for selection are based on your security assignment.

Business Unit

Use this parameter to reconcile by a specific organization.

Note

  • You must explicitly map the business units to balancing segment values. If not, you must reconcile by ledger.
  • Don't specify a business unit if you have implemented centralized payment processing using the service provider model. The output from the process may be incomplete for the purposes of reconciliation.

Period

You can select either open or closed accounting periods.

Account

If you have multiple payable general ledger accounts, you can limit the process to specific general ledger accounts. The natural account segment values must have a Financial Category of Accounts payable assigned to be included in the Reconciliation report. If the Financial Category is not assigned to any natural account values in the chart of accounts, the process fails.

Include Intercompany Transactions

You can include or exclude intercompany transactions. Select Yes to include intercompany transactions in the reconciliation. Additionally, to reconcile only intercompany transactions, restrict the account range to include only the intercompany accounts.

Include Bills Payable

You can include or exclude bills payable.

If you select Yes, include the bills payable accounts in the Account parameter if they differ from the accounts payable accounts. You must select Yes if the bills payable liability account is the same account as the regular liability.

You may want to exclude bills payable if the bills payable account is not a liability account.

Payables to General Ledger Reconciliation Report: Points to Consider

Use the Payables to General Ledger Reconciliation report to facilitate the reconciliation of payables data to the general ledger.

The interactive reporting capability of the Payables to General Ledger Reconciliation report provides both summarized and detailed reconciling data for review. The Summary report lets you see payables and accounting beginning and ending balances, as well as summarized activity for the period and how this activity was accounted.

You must select the following to view the report:

  • Ledger
  • Request Name

Optionally, you can use the following parameters to further filter the data:

  • Business Unit
  • Balancing Segment Value
  • Natural Account Value

Drill down on any amount in the Summary report Difference column to display the Differences Detail report for that item. The Differences Detail reports display the real-time details that make up balances from the Summary report, and indicate potential causes for differences between actual and reconciling amounts.

Note

For a more efficient reconciliation, do not allow general ledger sources other than Oracle Fusion Payables to post to Payables accounts.

Consider these points when using the Payables to General Ledger Reconciliation report.

  • Differences Between Transactional and Accounted Amounts
  • Differences Between Summary and Detail Amounts
  • Differences Between the Reconciliation Report and Other Payables Reports
  • Differences Due to Rounding
  • Variances Due to Transactions not Validated

Differences Between Transactional and Accounted Amounts

Ideally the Summary report should display no differences between payables transactional amounts and accounted amounts. In addition, the Payables Begin Balance - Accounting Amount and the Payables End Balance - Accounting Amount should agree with the Payables Trial Balance report run with the Liability Account As-of Date on the last day of the previous period, and the last day of the period being reconciled, respectively.

Any differences that you find require further investigation and correction. Common reasons for differences between transactional amounts and accounted amounts include:

  • Transactions that are not accounted.
  • Transactions with subledger accounts that fall outside the account range of the report.
  • Transaction amounts that do not agree with the subledger journal line amounts.
  • Journals posted to the subledger or general ledger that did not come from Payables.
  • Subledger journals that are not transferred or posted to general ledger.

After finding and correcting discrepancies, you must rerun the Extract Reconciliation Data from Payables to General Ledger program and review the Summary report.

Note

The Summary report may contain variance amounts if the Payables Begin Balance plus the period activity differ from the Payables End Balance. This applies to both the Payables Amount and the Accounting Amount. If after reviewing the data the variance cannot be explained, contact the help desk.

Differences Between Summary and Detail Amounts

The Non-Payables Begin Balance amount is the portion of a general ledger liability account beginning balance that did not originate from Payables transactions. You can drill down on this amount to see a list of general ledger journal lines that have an accounting date that falls within the current fiscal year, but prior to the period of the reconciliation report, and that have an account combination that falls within the account range of the report.

The drill down page does not include non-Payables journal lines dated in previous fiscal years, which means that these journal lines may not match the Non-Payables Begin Balance amount. The drill down page is only intended to provide current fiscal year journals that might have posted erroneously to the payables account.

The journal source for these journals is typically not Payables. However, you may see manual subledger journal entries that were entered for the Payables source directly into the subledger, but not necessarily linked to a specific Payables transaction. Most of these entries represent adjustment journal entries.

Manual subledger journals created during the current reconciling period display in the Summary report under Other Accounting, and become part of the Non-Payables Begin Balance amount in subsequent periods. Manual general ledger journals that may affect payables accounts are created directly in the general ledger and do not display under Other Accounting on the Summary report, but display instead under the Non-Payables Activity amount.

Summary amounts may not reflect totals on detail pages for one of these reasons:

  • Data was modified after the data extract was run for a given accounting period. If transactions or accounting were created or modified between the time the extract was executed, and the moment you drill down from a summary amount to its detail amounts, the summary amount will not reflect the detail page totals.
  • To limit discrepancies between the summary and detail reports, set the Payables accounting period status to Closed or Permanently Closed.

Note

There may still be discrepancies if accounting activities take place in the subledger or general ledger after the extract is run. It is therefore advisable to perform these accounting activities prior to closing the Payables period and running the extract.

  • Security rules in your setup may restrict you from seeing data from certain business units or segment values.

    It is recommended that appropriate security be given to users for all business units and accounting flexfield segment values that each user is responsible for reconciling.

  • Downloading to a spreadsheet.

    If you are downloading a large amount of data and plan to perform a number of data manipulations, use the CSV format. If you are downloading data for reference purposes only, use the Excel format.

Differences Between the Reconciliation Report and Other Payables Reports

There can be differences between the data displayed in the Payables to General Ledger Reconciliation report and other Payables reports. The reports and reasons for the differences are as follows.

  • Payables Aging Report
    • Intercompany Transactions: You cannot exclude intercompany transactions from the Payables Aging report. If you run the Payables to General Ledger Reconciliation report to exclude intercompany transactions or show intercompany transactions only, then the Payables to General Ledger Reconciliation report and the Payables Aging report will not display compatible data.
    • Dates: The Payables to General Ledger Reconciliation report displays Payables balances for the first and last date of a period. You can run the Payables Aging report only for the current date.
  • Payables Invoice Register and Payables Payment Register: You cannot exclude intercompany transactions from the Payables Invoice and Payment Registers. When you run the Payables to General Ledger Reconciliation report to exclude intercompany transactions or show intercompany transactions only, then the Payables to General Ledger Reconciliation report and the Payables Invoice and Payment Registers will not display compatible data.

Differences Due to Rounding

Because of rounding, the sum of the invoice distribution base amounts and the invoice payment base amounts for a fully paid invoice may not match.

Any rounding differences between the original invoice liability amount and the sum of the corresponding payment liabilities are written off by Payables when the final payment, or prepayment application, against the invoice is accounted. Therefore, the total accounting amount of the invoice and payment liability for a fully paid invoice always match. However, because the payables amounts are taken from the invoice distributions and invoice payments, rounding differences can show up in the Payables variance Payables Amount section of the Payables to General Ledger Reconciliation Report.

Variances Due to Transactions not Validated

The Payables Begin Balance and Payables End Balance amounts only include validated transactions. If the current period contains unvalidated transactions, the unvalidated transactions are reported as a Payables Variance. Unvalidated transactions are transactions that are incomplete or that have validation issues, such as invalid accounts or amount variances, that must be corrected.

For example, if there are 200 USD of unvalidated invoice transactions in the current period, the report would show the following:

  • Payables Begin Balance = 10,000 USD
  • Invoices = 1,200 USD
  • Payables Variance = 200 USD
  • Payables End Balance = 11,000 USD

Note

The Invoice Difference Drilldown report includes unvalidated transactions, so review this report to identify unvalidated and unaccounted transactions. Once the transactions are validated, the portion of the Payables Variance corresponding to the unvalidated transactions will disappear.

Payables Trial Balance Report

Verify that total accounts payable liabilities in Oracle Fusion Payables equal those that were transferred to the general ledger. Reconcile posted invoices and payments to ensure the net amount posted to the general ledger accurately reflects the change in the accounts payable balance.

To reconcile your accounts payable activity, add the posted invoices for the current period (total invoice amount from the Payables Posted Invoice Register), and subtract the posted payments for the current period (total cash plus discounts from the Payables Posted Payments Register) from the Payables Trial Balance for the prior period. This amount should equal the balance for the current period Payables Trial Balance.

For example, you are closing your accounting period for April, and you have just posted your final invoice and payment batches to the general ledger. To reconcile your accounts payable activity for April, perform the following calculation: March Payables Trial Balance + April Payables Posted Invoice Register - April Payables Posted Payment Register = April Payables Trial Balance.

Important

The Payables Trial Balance Report is based on information stored in Payables and Oracle Fusion Subledger Accounting. To reconcile with the balances stored in Oracle Fusion General Ledger, you must use the Payables to General Ledger Reconciliation Report.

You can run this report from the Scheduled Processes work area.

Note

The Payables Trial Balance only works for ledgers that use accrual basis accounting.

Before running this report:

  • When defining natural account values, assign the financial category of Payables to all accounts to include in the Payables Trial Balance. To report invoices that are paid with bills payable as outstanding as long as the bills payable status has not changed to Negotiable, assign the financial category of Payables to the bills payable account as well.
  • Account and post invoice and payment activity to the general ledger.

Parameters

Ledger

Specify the ledger for which to run the report. You may select a primary or secondary ledger, or a reporting currency ledger.

Note

You can run the Accounts Payable Trial Balance for primary and secondary ledgers, and for reporting currencies. However, the original invoice amount is only provided when the report is run for the primary ledger. The reason is that Payables only stores transaction base amounts in the primary ledger currency.

Business Unit

Specify the business unit for which to run the report or leave blank to include all business units.

Liability Account As-of Date

Specify the date as of which to report the liability account.

Party Name

Enter a party to limit the report to a single supplier or party.

Account From

Select the accounts.

Negative Balances Only

Select Yes to limit the output of the report to suppliers with negative balances.

Understanding the Report

The Payables Trial Balance Report lists and subtotals, by supplier and liability account, all unpaid and partially paid invoices that Payables has transferred to the general ledger. Credit liability amounts are reported as positive amounts, as they represent outstanding balances. Debit liability amounts decrease the outstanding balance.

Report Headings for Account Summary

Account

Lists all accounts included in the specified range that meet the following conditions:

  • Have a financial category of Payables
  • Have an open balance on the liability account as-of date

Open Balance

Adds all the credits to the liability account, such as invoices and refunds, and subtracts the debits to the same account, such as credit memos, prepayment applications, and payments. A positive number corresponds to an outstanding balance, while a negative number represents an overpayment made to the supplier.

Select an open balance to drill down to the account detail.

Selected Report Headings for Account Detail

Party

Lists the names of all suppliers with open balances for the liability account on the specified liability account as-of date.

Open Balance

Adds all the credits to the liability account, such as invoices and refunds, and subtracts the debits to the same account, such as credit memos, prepayment applications, and payments. A positive number corresponds to an outstanding balance, while a negative number represents an overpayment made to a supplier.

Select an open balance to drill down to the party detail.

Selected Report Headings for Party Detail

Transaction Type

Lists the type of transaction, such as Standard Invoice, Debit Memo, Credit Memo, Prepayment, Withholding Invoice, and Payment Request.

Payment Status

Lists the status of the payment, such as Unpaid, Partially Paid, and Canceled.

Note

A canceled invoice is reported if the invoice was canceled after the specified liability account as-of date, but was still outstanding on the liability account as-of date.

Original Amount

Lists the amount that was originally booked to the liability account when the invoice was entered, if you submit the Payables Trial Balance Report for the primary ledger. If you use automatic offsets, only the amount that was allocated to the accounting code combination that is referenced in this report is displayed.

Remaining Amount

Nets all credits and debits booked to the liability account for the invoice, with an accounting date before or on the liability account as-of date.

Payables Posted Invoice Register

Review accounting lines for invoices that were transferred to the general ledger. The Payables Posted Invoice Register is primarily a reconciliation tool. Use this report along with the Payables Posted Payment Register, the Payables Trial Balance Report, and the Payables to General Ledger Reconciliation Report to reconcile balances between Oracle Fusion Payables and your general ledger.

To make their output easier to read, each of these reports can be generated for a single liability account. For example, if you use automatic offsets and the liability for your invoices is allocated across multiple primary balancing segment values, then you can use the Account parameter to limit your reports to a single balancing organization.

This report is valid only for an accrual basis ledger because it presents amounts that are charged to liability accounts.

You can run this report from the Reports and Analytics work area.

Before running the report you must:

  • Transfer your accounting entries to the general ledger.
  • Enable the Import Journal References option for the Payables source on the Manage Journal Sources page.

Parameters

Ledger

Specify the name of a ledger.

Business Unit

Specify the name of a business unit.

Account

Specify a liability account or leave the parameter blank to submit the report for all liability accounts.

Accounting Date

Specify an invoice accounting date range.

Entered Distribution Amount

Specify an entered invoice distribution amount range.

Include Zero Amount Lines

Select to include subledger journal entry lines with a zero amount.

Report View

Summary

Summarize the report by account.

Detail

Include invoice detail. When generated in detail, the report displays invoices charged to liability accounts.

Report Output

You can manage the section headers and columns on the report. For example, change the column sorting or make a section header a column or parameter.

Payables Posted Payment Register

Review accounting lines for payments that are transferred to the general ledger. The Payables Posted Payment Register is primarily a reconciliation tool. Use this report, along with the Payables Posted Invoice Register, the Payables Trial Balance Report, and the Payables to General Ledger Reconciliation Report to reconcile balances between Oracle Fusion Payables and the general ledger.

To make their output easier to read, you can generate each report for a single liability account. For example, if you use automatic offsets and the liability for your invoices is allocated across multiple primary balancing segment values, then you can use the Account parameter to limit your reports to a single balancing organization.

This report is valid only for an accrual basis ledger because it presents amounts that are charged to liability accounts.

You can run this report from the Reports and Analytics work area.

Before running the report you must:

  • Transfer your accounting entries to the general ledger.
  • Enable the Import Journal References option for the Payables source on the Manage Journal Sources page.

Parameters

Ledger

Specify the name of a ledger.

Business Unit

Specify the name of a business unit.

Account

Select one or more liability accounts or leave the parameter blank to submit the report for all liability accounts.

Include Zero Amount Lines

Select to include subledger journal entry lines with a zero amount.

Accounting Date

Specify an accounting date range.

Payment Amount

Specify a payment amount range.

Bank Account

Select a bank account that payments were made from.

Report View

Summary

List totals for each account and exclude payment details.

Detail

Include payment details and display the payments that relieve the specified liability accounts.

Report Output

You can manage the section headers and columns on the report. For example, change the column sorting or make a section header a column or parameter.

Payables Period Close Exceptions Report

Submit this report to review a complete list of exceptions that are preventing you from closing an Oracle Fusion Payables accounting period.

The Payables Period Close process automatically generates this report, or you can run the report from the Scheduled Processes work area.

Parameters

Ledger

Specify the name of a ledger.

From Accounting Date, To Accounting Date

Specify the inclusive accounting date range.

Period Name

Enter the name of a period.

Report Results

The report consists of the following sections:

  • Summary
  • Details
  • Corrective actions

This table describes each section of the report.

Section Description

Summary

Summarizes the exceptions for each business unit within the ledger, and indicates whether you have access to the business unit. Business unit access can affect your ability to close the period or resolve exceptions.

The types of exceptions reported are as follows:

  • Unaccounted invoices
  • Unaccounted payment activity
  • Bills payable requiring maturity event and accounting
  • Incomplete payment process requests
  • Open intercompany transactions
  • Other exceptions

Details

Provides details for each type of exception, such as supplier or party, invoice number, and accounting date.

Corrective actions

Lists suggested actions to resolve each type of exception.

Payables Open Items Revaluation Report

Use the Payables Open Items Revaluation report to revalue the balances of your open items. Open items in this report are all invoices including prepayments, credit memos, and debit memos, that are unpaid as of the last date of the revaluation period you specify.

Note

Payments are included if the last reporting date is after the accounting header date of the payment, and the accounting date is outside of the reporting period.

The report takes into account changes in the value of your liabilities due to changes in foreign currency rates. You revalue your liabilities based on the revaluation rate you specify, which is either an end of period rate or a daily rate. To provide you with a complete listing of your liabilities, the report includes open items in your ledger currency. Those items use a rate of 1.

The Open Items Revaluation report determines the amount needed to manually adjust your general ledger balance to reflect the difference between your original and revalued balance. This revaluation difference is calculated for each liability account and summed for each balancing segment. You should reverse this general ledger entry at the beginning of the next period to synchronize Oracle Fusion Payables and general ledger balances. You can run the report for a revaluation period, up to a particular due date, and for a range of balancing segment values. Make sure that you enter rate information for each currency that you use.

You can run this report from the Scheduled Processes work area.

Before running this report:

  • If you are using an end of period rate, then define the rates on the Daily Rates tab on the Currency Rates Manager page.
  • If you are using a daily rate, then enter daily rates for the rate type, whether that rate type is predefined or user-defined.

Parameters

Business Unit

Specify the name of a business unit.

Revaluation Period

The period to revalue. All open invoices with invoice dates up to the last date of this period are selected.

Include Up to Due Date

Date to differentiate short-term, mid-term and long-term liabilities, otherwise leave this parameter blank. The date is the maximum due date included in the report.

Rate Type

Select the type of rate to revalue the open transactions:

  • Period: Rate at the end of the revaluation period.
  • Daily: If you select Daily, then enter values for the Daily Rate Type and Daily Rate Date parameters.

Daily Rate Type

If you select Daily as your rate type, then select a daily rate type.

Daily Rate Date

If you select Daily as your rate type, then select the daily rate date.

From Balancing Segment, To Balancing Segment

Enter the lowest and highest balancing segment values in the range of values to report.

Transferred to General Ledger Only

  • Yes: Base the report only on transactions that are transferred to general ledger.
  • No: All transactions reported for open balances.

Cleared Only

  • Yes: For payments to affect transaction open balances only if the payments are cleared.
  • No: For all payments to affect open balances.

Understanding the Report

The report is divided into sections for each unique combination of balancing segment and liability account. Within each section, the report lists open items for each supplier.

This table describes the amounts that the report provides.

Amount Description

Ledger Unpaid Amount

The value of your open items before revaluation, which you can reconcile with your general ledger balances. The report provides a complete list of all open items to support the balance of each liability account.

Revalued Amount

The value for each open item revalued with the revaluation rate. The total of these revalued items is required to report in some countries, such as the United States.

Revalued Unpaid Amount

The higher of the two item values both before and after the revaluation. Payables totals these values and calculates the difference. This total is needed in some countries, such as Germany, where the higher market value of open items needs to be determined.

Payables Unaccounted Transactions and Sweep Report

Identify and review all unaccounted invoice and payment transactions along with the reason why Oracle Fusion Payables cannot account for the transaction. You can also specify to sweep the unaccounted transactions to another period.

Note

This report does not include invoices that have no distributions.

You can run this report from the Scheduled Processes work area.

Before running this report:

  • Validate invoices to reduce the number of unvalidated invoices on the report.
  • Creating accounting entries in Payables: The report will then show only transactions that had problems that prevented accounting. You can correct the problems, and resubmit the accounting process.
  • If you use bills payable, submit the Update Matured Bills Payable Status program to update the status of any bills payable with a maturity date on or before today's date.

Parameters

Note

If you do not specify a value for the Period Name or From, To Accounting Date parameters, then the report lists all unaccounted entries, regardless of date.

Report Level

Select Ledger or Business unit.

Report Context

The values for this parameter are based on the Report Level parameter.

  • If the Report Level is Business unit, then select a business unit.
  • If the Report Level is Ledger, then select a ledger.

From Accounting Date, To Accounting Date

To run the report for a particular date range, then enter both the first and last dates in the range. If you enter values for a date range, then you cannot enter a value for the Period Name parameter.

Period

To run the report for a single period, enter the period name. If you enter a value here, you cannot enter values in the From Accounting Date and To Accounting Date parameters.

Sweep Now

Specify whether to sweep the unaccounted transactions to another period.

  • Yes: Sweep unaccounted transactions.
  • No: Report exceptions only.

Sweep to Period

If the Sweep Now parameter is set to Yes, specify an open or future period. The accounting date for unaccounted transactions is updated to the first date of the period that you specify.

Report Results

The report has two sections: Unaccounted Invoices, and Unaccounted Payments. All amounts are in the entered currency.

  • Unaccounted Invoices: Lists the supplier name, supplier number, invoice number, invoice date, entered currency, invoice amount, purchase order number (if the invoice is on a purchase order matching related hold), and the exception.
  • Unaccounted Payments: Lists the supplier name, supplier number, payment number, payment date, payment currency, payment amount, and exception.

This table describes some of the invoice and payment exceptions that can occur.

Exception Description

Distribution combination invalid

This distribution combination on the invoice is not valid.

Distribution variance

Total of the invoice distributions does not equal the invoice amount.

Other hold names

The invoice has a hold applied to it that prevents accounting.

No rate

The payment does not have a conversion rate.

Not validated

Invoice or distribution line is not validated.

Unaccounted

Invoice or distribution line is unaccounted.

Withholding tax

Cannot perform automatic tax withholding. The invoice distribution has a withholding tax group assigned to it. Payables could not withhold tax and applied a withholding tax hold on this invoice. Several conditions cause this hold including the following:

  • The withholding tax group is inactive.
  • A withholding tax code within a withholding tax group is inactive.
  • An account segment assigned to a withholding tax code is invalid.
  • A rate is not defined for a withholding tax code.
  • A period is not defined for a withholding tax code.
  • A tax rate for a withholding tax code is defined using an invalid date range.

FAQs for Close Payables Period

Why did the export download only some of the rows on the Payables to Ledger Reconciliation report drill-down page?

When you export a Payables to General Ledger Reconciliation drill-down page, only the rows that display on the page are exported. For example, if the Invoices drill-down page returns 1,000 rows, but the page only displays 25 rows at a time, the export to Excel will only export 25 rows.

There is a setting in Oracle Business Intelligence Enterprise Edition (OBIEE) that controls how many rows are displayed on a page. For more information on manually configuring settings for data in views, see the Oracle Fusion Middleware System Administrator's Guide for Oracle Business Intelligence Enterprise Edition.

How can I properly report invoices for merged suppliers on the Payables to Ledger Reconciliation report?

Set the Oracle Fusion Subledger Accounting Third Party Merge Accounting Option to Replace third party, otherwise an accounting variance could appear on the Payables to General Ledger Reconciliation report for those journal lines that are attributed to suppliers that are merged.