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Oracle Payables User's Guide
Release 12.1
Part Number E12797-04
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Payables Overview

This chapter covers the following topics:

Payables Overview

Oracle Payables has a highly responsive, multi-window graphical user interface (GUI) with full point-and-click capability. You can use your mouse or keyboard to operate graphical controls such as pull-down menus, buttons, poplists, check boxes, or tabbed regions.

You can read more about the basic characteristics of this GUI user interface in the Oracle E-Business Suite User Guide.

This discussion includes the following topics:

Payables Workbenches

Payables includes two fully integrated workbenches, the Invoice Workbench and the Payment Manager. You can perform most of your transactions in Payables using the Invoice Workbench or the Payment Manager. You enter, adjust, and review invoices and invoice batches in the Invoice Workbench. You create, adjust, and review payments and payment batches in the Payments Manager.

You may be restricted in the windows, buttons, and actions you can access based on the Function Security implemented by your System Administrator. See: Function Security in Payables, Oracle Payables Implementation Guide.

Use the Invoice Overview and the Payment Manager windows to review information.

Some Payables windows have a customizable folder that allows you to move, resize, and hide fields in the window. See: Customizing the Presentation of Data in a Folder, Oracle Applications User Guide.

Payables workbenches let you find critical information in a flexible way. For example, in the Invoice Workbench, you can find an invoice based on supplier, purchase order number, status, or other criteria. Then, for that invoice, you can review distributions, scheduled payments, payments, holds, and other detailed invoice information. You can also perform matching, submit invoice validation, apply and release holds, or initiate payment. You can query an invoice then perform several transactions without having to find the invoice again. You can also keep multiple windows open at one time.

In Payables, the Invoice Workbench, Payments window, and Payment Batches window each has an associated Actions window you can use to perform available actions on one or more records.

You can use Find windows to query records by field, record status, or by a range of values. You can access most Find windows from the Invoice Workbench's View menu, or directly in the Payment Manager. For example, from the Invoices window you can use the Find Invoices window to query all validated invoices with a range of invoice dates.

Payables opens other Find windows automatically when you are navigating to a window, so it can display in the window records that match criteria you specify. For example, when you select a credit memo in the Invoice Workbench and choose the Match button, Payables automatically opens the Find Invoices for Matching window. You enter criteria in the window, and choose the Find button. Payables then opens the Match to Invoices window and displays invoices that match your criteria.

To see how to navigate to or open a window in Payables, see: Navigation.

The Invoice Workbench

The Invoice Workbench is a group of windows that you use to enter, adjust, and review your invoices and invoice batches. The following is the window hierarchy in the Invoice Workbench:

The Payments Manager

The Payments Manager module enables you to complete a pay run from start to finish by seamlessly navigating between Oracle Payables and Oracle Payments. A pay run is the process by which a group of invoices is selected and processed for payment.

The Payments Manager in Oracle Payables is a module comprised of the following components:

The Payments Manager enables you to perform the following payment actions:

Multiple Organization Access Control

Oracle Payables leverages Oracle Applications' multiple organization access control feature. Multiple organization access control(MOAC) lets you define multiple organizations and the relationships among them in a single installation of Oracle Applications. These organizations can be ledgers, business groups, legal entities, operating units, or inventory organizations.

Setting Up Multiple Organization Access Control

You can assign operating units to a security profile and then assign the security profile to responsibilities or users. If multiple operating units are assigned to the security profile, then a user can access data for multiple operating units from a single responsibility. This ensures that users can only access, process, and report on data for the operating units they have access to. You can limit users to information relevant to their organization. For example, you can limit accounts payables clerks to enter invoices associated exclusively with their operating unit.

Your responsibility determines which operating units you can access when you use Oracle Applications. If you only want a responsibility to access only one operating unit, then set the MO: Operating Unit profile option. If you want a responsibility to access multiple operating units, then set the MO: Security Profile option and assign multiple operating units to it. You can also set the MO: Default Operating Unit profile option to specify a default operating unit that will default in transaction entry pages.

You can run your reports at the ledger level, or operating unit level. If you run reports at the ledger level, then the report will submit data for all operating units assigned to that ledger that you have access to as defined by the MO: Security Profile option.

See: Using the Multiple Organization Support Feature, Oracle Payables Implementation Guide, and the Oracle E-Business Suite Multiple Organizations Implementation Guide

Payables Features

The following Payables features leverage multiple organization access control:

For more information on these features, see the appropriate section in this guide.

Document Sequencing

You can set up document sequencing for multiple organization access control. Sequence assignments are controlled at the ledger level. See: Document Sequencing, Oracle Payables Implementation Guide, and Defining a Document Sequence, Oracle Applications System Administrator's Guide - Configuration

Payables Reporting

All standard Payables reports can be run for an operating unit. The following Payables reports can also be run for a ledger or ledger set to report on balances across all operating units assigned to a given ledger or ledger set: