Setting Up Oracle Payables (Oracle Payables Help)


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Setting Up Oracle Payables

Follow the steps in the chart to install and set up your Payables system. The following chart shows you where to read in detail about the setup step. The Window Names(s) column shows you in which window(s) you perform the step, and if the window is available only if you use a specific responsibility or product. The Required column shows you if the step is required, optional, required with defaults, or conditionally required. Required with Defaults means that you add or alter values that Payables provides for a function Payables requires.

Attention: If you use the Oracle Applications Multiple Organization Support feature to use multiple sets of books for one Payables installation, read the Multiple Organizations in Oracle Applications manual before proceeding.

Attention: If you use the Multiple Reporting Currencies feature to record transactions in more than one currency, read the Multiple Reporting Currencies in Oracle Applications manual before proceeding. The manual details additional setup steps and setup considerations for implementing Payables with this feature.

Oracle Applications Implementation Wizard

If you are implementing more than one Oracle Applications product, you may want to use the Oracle Applications Implementation Wizard to coordinate your setup activities. The Implementation Wizard guides you through the setup steps for the applications you have installed, suggesting a logical sequence that satisfies cross-product implementation dependencies and reduces redundant setup steps. The Wizard also identifies steps that can be completed independently--by several teams working in parallel--to help you manage your implementation process most efficiently.

You can use the Implementation Wizard as a resource center to read online help for a setup activity and open the appropriate setup window, and to see a graphical overview of setup steps. You can also document your implementation by using the Wizard to record comments for each step, for future reference and review.

For more information, see: Implementation Wizard Documentation.

Setting Up Underlying Oracle Applications Technology

The setup steps in this chapter tell you how to implement the parts of Oracle Applications specific to Oracle Payables.

The Implementation Wizard guides you through the entire Oracle Applications setup, including system administration. However, if you do not use the Wizard, you need to complete several other setup steps, including:

performing system-wide setup tasks such as configuring concurrent managers and printers

managing data security, which includes setting up responsibilities to allow access to a specific set of business data and complete a specific set of transactions, and assigning individual users to one or more of these responsibilities

For more information, see: System administration documentation

Also, if your product uses Oracle Workflow to, for example, to approve Web Employees expense reports, you need to set up Oracle Workflow.

For more information, see: Oracle Workflow Guide

Payables Upgrade Steps

If you have upgraded from a previous release of Payables you need to perform only the following the following steps:

Step 36: Set up print styles and drivers for the Supplier Mailing Labels Report (only if you upgrade from Release 10SC Production 15 or earlier)

Step 41: Set Profile Options (required if you are upgrading from character mode to GUI)

Step Number Step Description Window Name(s) Required?

Step 1 Install or upgrade Payables. See: Oracle Applications Installation Manual for Windows or Oracle Applications Installation Manual, Oracle Applications Upgrade Preparation Manual, Oracle Applications Installation Update Notes. Required

Step 2 Create application user sign-ons and passwords. See: Users Window. System Administrator responsibility: Users Required

Step 3 Define your chart of accounts. See: Defining Your Chart of Accounts , and General Ledger: multiple windows Required

Step 4 Define your accounting period types and accounting calendar periods. See: Defining Period Types, and Defining Calendars. 1) Period Types and 2) Accounting Calendar Required

Step 5 Enable currencies that you plan to use. See: Currencies Window. Currencies Optional

Step 6 Define a set of books. Specify a set of books name and assign it a calendar, functional currency, and a chart of accounts structure. See: Defining Sets of Books. (Define) Set of Books Required

Step 7 Use the System Administrator responsibility to assign your set of books to a responsibility. See: Function Security in Payables. System Administrator responsibility: Responsibilities Required

Step 8 If you want to enter foreign currency transactions, define additional rate types, and enter your daily rates. See: Defining Conversion Rate Types, Entering Daily Rates, and Foreign Currency Transactions. General Ledger: 1) Conversion Rate Types and 2) Daily Rates Optional

Step 9 Select your primary set of books. See: Choosing a Set of Books. (Choose) Set of Books Required

Step 10 After choosing your set of books, use the Application Developer responsibility to set the GL Set of Books ID profile option to Updateable. See: Overview of User Profiles, and Setting User Profile Options Application Developer responsibility: Profiles Required

Step 11 After choosing your set of books, use the System Administrator responsibility to set the GL Set of Books Name profile option. If you are performing a single set of books installation, set the option for the Oracle Payables application. If you are performing a multiple set of books installation, set the option for each unique combination of organization and responsibility. See: Overview of User Profiles, and Setting User Profile Options. System Administrator responsibility: System Profile Values Required

Step 12 Define your payment terms. See: Payment Terms. Payment Terms Required

Step 13 Define your purchase order matching tolerances. See: Invoice Tolerances. Invoice Tolerances Optional

Step 14 If you plan to use automatic withholding tax, define Tax Authority type suppliers. (You must do this before defining tax names and tax groups.) See: Entering Suppliers. Suppliers detail Conditionally Required

Step 15 Define tax names, and if you use automatic withholding tax, define withholding tax groups. See: Tax Names, Withholding Tax Groups, and Setting Up Withholding Tax. 1) Tax Names and 2) Withholding Tax Groups Optional

Step 16 Define invoice approval codes. You use these codes to apply and release holds from invoices. See: Invoice Approvals. Invoice Approvals Required with Defaults

Step 17 Define distribution sets. You can use a distribution set to automatically enter distributions for an invoice. See: Distribution Sets. Distribution Sets Optional

Step 18 Define Payables QuickCodes. See: QuickCodes. (Payables) Quickcodes Required with Defaults

Step 19 If you want to use Automatic Interest Calculation, define payment interest rates. See: Interest Rates. Payment Interest Rates Optional

Step 20 If you want to use Payables to enter employee expense reports, create templates for entering expense reports. See: Expense Report Templates. Expense Report Templates Optional

Step 21 If you use Payables to enter employees in your organization, enter employee Quickcodes. See: Adding Quickcode Values. (Employee) QuickCodes Optional

Step 22 Enter locations. See: Site Locations. Location Required

Step 23 Enter employees. See: Enter Person. Enter Person Conditionally Required

Step 24 Define one or more reporting entities for your organization for income tax reporting. See: Reporting Entities. Reporting Entity Conditionally Required

Step 25 Define additional United States 1099 income tax regions. See: Income Tax Regions. Income Tax Regions Conditionally Required with Defaults

Step 26 If Oracle Inventory or Oracle Purchasing is installed, you must define at least one Inventory Organization before defining Financials Options. See: Creating an Organization. Inventory: Organization Conditionally Required

Step 27 Define Financials options. See: Financials Options. Financials Options Required

Step 28 Define Payables options. See: Payables Options. Payables Options Required

Step 29 Define payment programs. See: Automatic Payment Programs. Automatic Payment Programs Required with Defaults

Step 30 Define any additional payment formats. See: Payment Formats.
Note: If you plan to define foreign currency or multiple currency payment formats, you must first enable the Allow Multiple Currencies Payables option in the Payables Options window. See: Currency Payables Options. Payment Formats Optional

Step 31 Update country and territory information and assign flexible address formats. See: Countries and Territories, and Flexible Addresses. Countries and Territories Optional

Step 32 Define bank accounts. See: Defining Banks. Banks Required

Step 33 Open your accounting period. See: Controlling the Status of AP Accounting Periods. AP Accounting Periods Required

Step 34 Define request sets. See: Defining Request Sets. Request Set Optional

Step 35 Define the format for the Expense Distribution Detail Report, and define the format for the Invoice Aging Report. See: Account Segments for Expense Reporting, and Aging Periods. 1) Account Segments for Expense Reporting and 2) Aging Periods Optional

Step 36 Set up Print Styles and Drivers for the Supplier Mailing Labels Report. See: Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report. System Administrator Responsibility: multiple windows Required

Step 37 Define special calendars for key indicators, recurring invoices, and withholding tax. See: Special Calendar. Special Calendars Optional

Step 38 Implement Budgetary Control in General Ledger. See: Setting Up Budgetary Control. General Ledger: multiple windows Optional

Step 39 Implement sequential voucher numbering. See: Implementing Sequential Voucher Numbering. System Administrator responsibility: multiple windows Optional

Step 40 Define descriptive flexfields. See: Defining Descriptive Flexfields. System Administrator responsibility: multiple windows Optional

Step 41 Set Profile Options. See: Profile Options in Payables. System Administrator responsibility: System Profile Values Optional

Table 1 - 1. (Page 4 of 4)

Step Number	Step Description	Window Name(s)	Required?

Step 1	Install or upgrade Payables. See: Oracle Applications Installation Manual for Windows or Oracle Applications Installation Manual, Oracle Applications Upgrade Preparation Manual, Oracle Applications Installation Update Notes.		Required
Step 2	Create application user sign-ons and passwords. See: Users Window.	System Administrator responsibility: Users	Required
Step 3	Define your chart of accounts. See: Defining Your Chart of Accounts , and	General Ledger: multiple windows	Required
Step 4	Define your accounting period types and accounting calendar periods. See: Defining Period Types, and Defining Calendars.	1) Period Types and 2) Accounting Calendar	Required
Step 5	Enable currencies that you plan to use. See: Currencies Window.	Currencies	Optional
Step 6	Define a set of books. Specify a set of books name and assign it a calendar, functional currency, and a chart of accounts structure. See: Defining Sets of Books.	(Define) Set of Books	Required
Step 7	Use the System Administrator responsibility to assign your set of books to a responsibility. See: Function Security in Payables.	System Administrator responsibility: Responsibilities	Required
Step 8	If you want to enter foreign currency transactions, define additional rate types, and enter your daily rates. See: Defining Conversion Rate Types, Entering Daily Rates, and Foreign Currency Transactions.	General Ledger: 1) Conversion Rate Types and 2) Daily Rates	Optional
Step 9	Select your primary set of books. See: Choosing a Set of Books.	(Choose) Set of Books	Required
Step 10	After choosing your set of books, use the Application Developer responsibility to set the GL Set of Books ID profile option to Updateable. See: Overview of User Profiles, and Setting User Profile Options	Application Developer responsibility: Profiles	Required
Step 11	After choosing your set of books, use the System Administrator responsibility to set the GL Set of Books Name profile option. If you are performing a single set of books installation, set the option for the Oracle Payables application. If you are performing a multiple set of books installation, set the option for each unique combination of organization and responsibility. See: Overview of User Profiles, and Setting User Profile Options.	System Administrator responsibility: System Profile Values	Required
Step 12	Define your payment terms. See: Payment Terms.	Payment Terms	Required
Step 13	Define your purchase order matching tolerances. See: Invoice Tolerances.	Invoice Tolerances	Optional
Step 14	If you plan to use automatic withholding tax, define Tax Authority type suppliers. (You must do this before defining tax names and tax groups.) See: Entering Suppliers.	Suppliers detail	Conditionally Required
Step 15	Define tax names, and if you use automatic withholding tax, define withholding tax groups. See: Tax Names, Withholding Tax Groups, and Setting Up Withholding Tax.	1) Tax Names and 2) Withholding Tax Groups	Optional
Step 16	Define invoice approval codes. You use these codes to apply and release holds from invoices. See: Invoice Approvals.	Invoice Approvals	Required with Defaults
Step 17	Define distribution sets. You can use a distribution set to automatically enter distributions for an invoice. See: Distribution Sets.	Distribution Sets	Optional
Step 18	Define Payables QuickCodes. See: QuickCodes.	(Payables) Quickcodes	Required with Defaults
Step 19	If you want to use Automatic Interest Calculation, define payment interest rates. See: Interest Rates.	Payment Interest Rates	Optional
Step 20	If you want to use Payables to enter employee expense reports, create templates for entering expense reports. See: Expense Report Templates.	Expense Report Templates	Optional
Step 21	If you use Payables to enter employees in your organization, enter employee Quickcodes. See: Adding Quickcode Values.	(Employee) QuickCodes	Optional
Step 22	Enter locations. See: Site Locations.	Location	Required
Step 23	Enter employees. See: Enter Person.	Enter Person	Conditionally Required
Step 24	Define one or more reporting entities for your organization for income tax reporting. See: Reporting Entities.	Reporting Entity	Conditionally Required
Step 25	Define additional United States 1099 income tax regions. See: Income Tax Regions.	Income Tax Regions	Conditionally Required with Defaults
Step 26	If Oracle Inventory or Oracle Purchasing is installed, you must define at least one Inventory Organization before defining Financials Options. See: Creating an Organization.	Inventory: Organization	Conditionally Required
Step 27	Define Financials options. See: Financials Options.	Financials Options	Required
Step 28	Define Payables options. See: Payables Options.	Payables Options	Required
Step 29	Define payment programs. See: Automatic Payment Programs.	Automatic Payment Programs	Required with Defaults
Step 30	Define any additional payment formats. See: Payment Formats. Note: If you plan to define foreign currency or multiple currency payment formats, you must first enable the Allow Multiple Currencies Payables option in the Payables Options window. See: Currency Payables Options.	Payment Formats	Optional
Step 31	Update country and territory information and assign flexible address formats. See: Countries and Territories, and Flexible Addresses.	Countries and Territories	Optional
Step 32	Define bank accounts. See: Defining Banks.	Banks	Required
Step 33	Open your accounting period. See: Controlling the Status of AP Accounting Periods.	AP Accounting Periods	Required
Step 34	Define request sets. See: Defining Request Sets.	Request Set	Optional
Step 35	Define the format for the Expense Distribution Detail Report, and define the format for the Invoice Aging Report. See: Account Segments for Expense Reporting, and Aging Periods.	1) Account Segments for Expense Reporting and 2) Aging Periods	Optional
Step 36	Set up Print Styles and Drivers for the Supplier Mailing Labels Report. See: Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report.	System Administrator Responsibility: multiple windows	Required
Step 37	Define special calendars for key indicators, recurring invoices, and withholding tax. See: Special Calendar.	Special Calendars	Optional
Step 38	Implement Budgetary Control in General Ledger. See: Setting Up Budgetary Control.	General Ledger: multiple windows	Optional
Step 39	Implement sequential voucher numbering. See: Implementing Sequential Voucher Numbering.	System Administrator responsibility: multiple windows	Optional
Step 40	Define descriptive flexfields. See: Defining Descriptive Flexfields.	System Administrator responsibility: multiple windows	Optional
Step 41	Set Profile Options. See: Profile Options in Payables.	System Administrator responsibility: System Profile Values	Optional
Table 1 - 1. (Page 4 of 4)

Setting Up Oracle Payables

Oracle Applications Implementation Wizard

Setting Up Underlying Oracle Applications Technology

Payables Upgrade Steps

See Also