Oracle Payables User's Guide

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Preface

Payables Overview

Payables Overview

Payables Workbenches

The Invoice Workbench

The Payments Manager

Multiple Organization Access Control

Suppliers

Suppliers

Setting Up Supplier Hierarchies

Factoring Arrangements

Supplier Management

Entering Suppliers Manually

Suppliers Pages Reference

Suppliers and Supplier Sites Header Information

Accounting Information

Bank Information

Classification Information

Contacts Information

Control Information

EDI (Electronic Data Interchange) Information

Key Setup Information

Organization Information

Payment Information

Purchasing Information

Receiving Information

Tax Reporting Information

Tax Details and Withholding Information

Reviewing and Adjusting Suppliers

Finding Suppliers

Reviewing Suppliers

Adjusting Suppliers

Adding a New Supplier Site

Identifying Duplicate Suppliers

Supplier Merge Program

Employee Information

Employee Update Program

Supplier Audit Report

Supplier Merge Report

Purchase Order Header Updates Report

Invoices

Invoices Overview

Entering Invoices Overview

Differences Between Entering Invoices in the Quick Invoices Window and the Invoice Workbench

Entering Invoice Batches in the Invoice Workbench

Entering Invoices in the Invoice Workbench

Entering Basic Invoices in the Invoice Workbench

Entering Distributions in the Invoice Workbench

Creating Distributions by Allocation in the Invoice Workbench

Allocation

Allocate Window

Allocations Window

Allocations Window Reference

Matching Charges to Material Receipts

Recording Allocations for Periodic Costing

Allocation Restrictions

Reviewing Allocation of Other Charges

Scheduled Payment

Discounts

Entering Invoices with Matched Purchase Orders and Receipts in the Invoice Workbench

Matching to Purchase Orders

Matching to Receipts

Advances and Progressive Contract Financing

Prerequisites

Entering Prepayments for Advances and Contract Financing

Entering Prepayment Invoices for Advances or Contract Financing in the Invoice Workbench Window

Entering Prepayments for Advances or Contract Financing in the Quick Invoices Window

Validating Prepayment Invoices

Calculating Taxes on Advances and Contract Financing

Retainage

Retainage Release

Automatically Recouping Advances and Contract Financing Payments

Corrections

Recording Price, Quantity, or Amount Corrections

Final Matching Invoices and Final Closing Purchase Orders

Viewing Purchase Order Information

Prepayments

Foreign Currency Prepayments

Entering Prepayments

Applying and Releasing Holds on Prepayments

Paying Prepayments

Applying Prepayments to Invoices and Expense Reports

Applying Prepayments in the Payables Open Interface

Applying Prepayments to Expense Reports

Withholding Tax When Applying Prepayments

Entering Invoices that Reference Prepayments

Unapplying Prepayments

Cancelling Prepayments

Recording a Refund of a Prepayment or Advance

Find Invoices to Apply Window

Find Prepayments to Apply Window

Apply/Unapply Prepayments Window Reference

Credit and Debit Memos

Entering Credit/Debit Memos

Matching Credit/Debit Memos to Purchase Orders and Invoices

Clearing a Credit

Mixed Invoices

Entering Foreign Currency Invoices

Manual Exchange Rate Entry

GL Daily Rates Table Default Exchange Rate Entry

AutoRate Exchange Rate Entry

FOREIGN CURRENCY INVOICE RESTRICTIONS:

Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements

Updating 1099 Information

Recurring Invoices

Creating a Recurring Invoice Template

Creating Recurring Invoices

Creating Recurring Credit/Debit Memos

RECURRING INVOICE RESTRICTIONS:

Recurring Invoices Window Reference

Quick Invoices

Quick Invoices Overview

Entering Invoice Records in the Quick Invoices Window

Entering Purchase Order Matched Invoice Records in the Quick Invoices Window

Entering Price Corrections in the Quick Invoices

Finding Invoice Records in the Quick Invoices Window

Modifying Invoice Records in the Quick Invoices Window

Adding Invoice Records to an Existing Quick Invoices Batch

Creating Invoices From Quick Invoices Invoice Records (Import)

Quick Invoices Identification Window Reference

Quick Invoices Window Reference

Quick Invoices Header Region

Quick Invoices Lines Region

Payables Open Interface Import

Submitting the Payables Open Interface Import Program

Payables Open Interface Import Parameters

Payables Open Interface Import Troubleshooting

Open Interface Invoices Window

Payables Open Interface Purge Program

Payables Open Interface Outbound Advice

Payables Open Interface Import Report

Payment Requests

Self Service Invoices

Validation

Submitting Online Invoice Validation for Invoices

Submitting Online Invoice Validation for Invoice Batches

Invoice Validation Program

Approving Invoices

Invoice Approval Workflow Overview

Invoice Approval Workflow Program

Invoice Approval History

Invoice Approval History Window Reference

Taxes on Invoices

Holds

Applying Holds

Releasing Holds

Releasing Holds From an Invoice

Hold Release Restrictions:

Invoice Notices

Printing Invoice Notices from the Invoice Workbench

Reviewing Invoices

Finding Invoice Batches

Finding Invoices

Reviewing Invoices

Reviewing Invoice Batches

Reviewing Invoice Distributions

Reviewing Payment Information in the Invoice Workbench

Calculating a Supplier or Supplier Site Balance

Calculate Balance Owed Window Reference

Identifying Duplicate Invoices

Resolving Duplicate Invoices

Invoice Overview Window

Adjusting Invoices

Adjustment Charts

Invoice Adjustment Chart

Invoice Distribution Adjustment Chart

Adjusting Invoices

Adjusting Invoice Amounts

Adjusting Invoice Exchange Rates

Adjusting Invoice Batches

Invoice and Invoice Batch Adjustment Restrictions:

Adjusting Invoice Distributions

Adding New Invoice Distributions

Adjusting Scheduled Payments

Adjusting Prepayments

Cancelling Invoices

Deleting Invoices

Oracle Assets Integration

Oracle Projects Integration

Entering Project-Related Invoices and Expense Reports

Adjusting Project-Related Invoices

Oracle Purchasing Integration

Integrated Supplier and Purchasing Information

Purchase Order and Receipt Matching

Purchase Order Shipment and Distribution Matching

Two-, Three-, and Four-way Approval

Amount-Based Matching of Purchase Orders

Payment on Receipt

Invoice Variances

Variance Accounts

Defining Accrual and Variance Accounts

Retroactive Price Update on Purchasing Documents

Closing Purchase Orders

Receipt Accrual

Holding Invoices With Invalid Purchase Order Numbers

Purging Payables and Purchasing Information

Oracle Property Manager Integration

Oracle Grants Accounting Integration

Oracle Inventory Integration

Invoice Window References

Match to Purchase Orders Window Reference

Match to Receipts Window Reference

Invoice Batches Window Reference

Invoices Window Reference

Distributions Window Reference

Expense Reports and Credit Cards

Expense Reports

Entering Expense Reports

Entering Foreign Currency Expense Reports in the Expense Reports Window

Applying Holds to Expense Reports

Applying Advances Against Expense Reports

Modifying and Reviewing Existing Expense Reports

Paying Expense Reports

Expense Report Export Program

Creating Invoices from Expense Reports entered in Payables and Internet Expenses

Expense Report Export Parameters

Resolving Expense Report Export Exceptions

Expense Reports Window Reference

Procurement Card Management

Procurement Card Transactions Window

Procurement Card Transactions Validation

Create Procurement Card Issuer Invoice

Procurement Card Transactions Verification Process

Procurement Card Transactions Approval Process

Credit Card Management

Credit Card Transactions Validation Program

Credit Card Transactions Inactive Employees Process

Create Credit Card Issuer Invoice

Expenses Overdue Receipts Tracking Program

Upload Accumulated Mileage program

Credit Card Historical Transactions Management Program

Managing Credit Card Outstanding Transactions

Credit Card Outstanding Transactions Management (Details)

Credit Card Outstanding Transactions Summary Report

Credit Card Outstanding Transactions Management (Aging)

Payments

Payables and Receivables Netting

Netting Agreement

Netting Batch Process

Creating a Netting Batch

Review and Modify Netting Batches - Status Selected

Submit Netting Batch – Status Clearing

Submit Trading Partner Approval - Status Submitted

Settle Netting Batch - Status Clearing

Finalize Netting Batch - Status Complete

Creating Single Payments

Recording Manual Payments and Wire Transfers

Paying Invoices with Quick Payments

Paying Invoices with Clearing Payments

Refunds

Entering Refunds

Voiding Refunds

Refund Restrictions

Paying Invoices From the Invoice Workbench

Creating Multiple Payments

Using the Home Tab

Using the Payments Dashboard

Creating Payment Process Request Templates

Initiating Payment Process Requests

Creating Payment Instructions

Working with Payments

Creating Foreign Currency Payments

Foreign Currency Payment Restrictions:

Stopping or Voiding Foreign Currency Payments

Creating Zero-Amount Payments

Bills Payable

Setting Up Bills Payable

Creating Bills Payable

Voiding or Stopping Bills Payable

Bills Payable Restrictions

Troubleshooting Bills Payables

Accounting for Bills Payable

Update Matured Bills Payable Status Program

Matured Bills Payable Report

Bills Payable Maturity Date Report

Reviewing and Adjusting Payments

Payment Overview

Finding Payments Using the Payments Window

Reviewing Payments Using the Payments Window

Updating Payments Using the Payments Window

Stopping Payments Using the Payments Window

Voiding Payments Using the Payments Window

Reconciling Payments with Oracle Cash Management

Clearing Restrictions

Payments Manager Page Reference

Payments Window Reference

Foreign Currency

Foreign Currency Transactions

Cross Currency Payments for Fixed-Rate Currencies

Accounting for Fixed-Rate Payments

AutoRate Program

Accounting

Accounting in Payables

Payables Accounting Events

Creating Accounting Entries in Payables

Adjusting Accounting Entries

Viewing Accounting Entries

Transferring Accounting Entries to Your General Ledger

Posting in Oracle General Ledger

Intercompany Accounting When You Use Oracle General Ledger

Drilling Down to Payables from Oracle General Ledger

Reconciling Payables Activity

Reconciling Payables Activity to General Ledger

How Payables Populates the GL Interface Table

Transfer to General Ledger in Detail

Transfer to General Ledger in Summary

Examples of Transfer to General Ledger and Journal Import

Transfer to General Ledger in Summary and Journal Import in Summary

Transfer to General Ledger in Detail

Resource Management

Purging Records

Criteria for Purging Records

Submitting Purges

Viewing the Status of a Purge

Aborting a Purge

Restarting a Purge

Recreating Database Objects From Which You Purge

Purge Reports

Preliminary Purged Listings

Final Purged Listings

Rejected Purged Listings

Final Purge Statistics Report

Tables Purged by the Payables Purge Process

Reports

Submitting Standard Reports, Programs, and Listings

Request Sets

Automatic Reports

Common Report Parameters

Common Report Headings

Programs

Mass Additions Create Program

Concurrent Request Notification Program

Unaccounted Transactions Sweep Program

Update Income Tax Details Utility and Report

Workflow

Supplier Reports

Supplier Mailing Labels

Supplier Paid Invoice History Report

Supplier Payment History Report

Suppliers Report

Income Tax Forms and Reports

1099 Reporting Overview

1096 Form

1099 Electronic Media

1099 Forms

1099 Invoice Exceptions Report

1099 Payments Report

1099 Supplier Exceptions Report

Tax Information Verification Letter

Withholding Tax By Invoice Report

Withholding Tax By Payment Report

Withholding Tax By Supplier Report

Withholding Tax By Tax Authority Report

Withholding Tax Certificate Listing

Withholding Tax Letter

Withholding Tax Report

Invoice Reports

Batch Control Reports

Credit Memo Matching Report

Invoice Aging Report

Invoice Approval Status Report

Invoice Audit Listing by Voucher Number

Invoice Audit Listing

Invoice Audit Report

Invoice History Report

Invoice on Hold Report

Invoice Register

Invoice Validation Report

Matched and Modified Receipts Report

Matching Detail Report

Matching Hold Detail Report

Open Items Revaluation Report

Prepayments Status Report

Recurring Invoices Report

Unrealized Gain/Loss Report

Payment Reports

Cash Requirement Report

Discounts Available Report

Discounts Taken and Lost Report

Payment Audit by Voucher Number Report

Payment Exceptions Report

Payment Gain & Loss Report

Payment Register

Stopped Payments Report

Unclaimed Property Report

Void Payment Register

Receivables and Payables Netting Reports

Proposed Netting Report

Final Netting Report

Accounting and Reconciliation Reports

Accounts Payable Trial Balance Report

Accounts Payable Negative Supplier Balance Report

Period Close Exceptions Report

Posted Invoice Register

Posted Payment Register

Unaccounted Transactions Report

Key Indicators Report

Key Indicators Current Activity Report

Key Indicators Invoice Activity Report

Key Indicators State-of-the-System Report

Notices

Invalid PO Supplier Notice

Matching Hold Agent Notice

Prepayment Remittance Notice

Print Invoice Notice

Receiving Hold Requestor Notice

Supplier Open Balance Letter

Listings

Bank Account Listing

Distribution Set Listing

Employee Listing

Payment Terms Listing

Payables Lookups Listing

Tolerance Listing

Country-Specific Reports

Subledger Accounting Reports

Other Topics

AuditTrail

Automatic Interest

Payment Batches and Quick Payments

Manual Payments

Void Payments and Stop Payments

Automatic Offsets

Automatic Offsets and Invoice Processing

Automatic Offsets and Payment Processing

Withholding Tax Overview

AUTOMATIC WITHHOLDING TAX RESTRICTIONS

Setting Up Withholding Tax

Withholding Taxes

Withholding Tax Calculations

Creating Withholding Tax Invoices

Paying a Tax Authority

Reviewing Withheld Amounts Online

Withholding Tax Reports

Projected Withholding Tax

Projected Withholding Tax Window Reference

View Period-To-Date Withheld Amounts

View Period-To-Date Withheld Amounts Window Reference

Budgetary Control in Payables

Checking Funds for Invoices

Invoice Validation When You Use Budgetary Control

Encumbrances in Payables

Intercompany Accounting

Petty Cash Funds

Navigation

Oracle Payables Character Mode Forms and Corresponding GUI Windows

Invoice, Payment, and Account Default Charts

Invoice and Invoice Batch Default Hierarchy Chart

Payment and Payment Batch Default Hierarchy Chart

Account Default Hierarchy Chart

Oracle Payables Holds

Summary of Invoice Hold Names

Account Holds

Funds Holds

Invoice Holds

Matching Holds

Variance Holds

Miscellaneous Holds

Text Descriptions

Introduction

Text Description of the Payment Workbench Graphic

Text Description of the Using Sequential Numbering Graphic

Text Description of the Payables Open Interface Import Graphic

Text Description of the Quick Invoices Graphic

Text Description of the Payables Open Interface Workflow Graphic

Text Description of the Interest Formula

Text Description of the Invoices on Price Hold Alert

Text Description of the Invoices on Quantity Received Hold Alert

Text Description of the Invoices on Quantity Ordered Hold Alert

Text Description of the Receipt Holds Alert

Text Description of the Account Overlay Table

Text Description of the Invoice Header Table

Text Description of the Invoice Charge Table

Text Description of the Invoice Line Table

Text Description of the Invoice Tax Table

Text Description of the Payment Term Table

Index

Oracle Payables User's Guide

Contents