7.PUR Automate Procure to Pay Training.doc

7/28/2019 7.PUR Automate Procure to Pay Training.doc

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PUR Procure to Pay Automation TrainingRevised 10/20/2000

Application: Purchasing \ Accounts Payable

Process: Procure to Pay

Objectives: To Automate the Procure to Pay Process

Prerequisites: Purchase Agreements established

Enter Suppliers and Supplier Sites

Approved Supplier Lists and Sourcing Rules created

Supplier and Item Combinations defined

Profile Options Set: PO Approved upon Release

Define Payables QuickCode to identify the source of the Invoices

Table Of Contents

Overview................................................................................................................................. 2Step 1.0 Perform Purchase Agreement Load\Update ............................................................3

Step 1.1 Perform Quotation Catalog Load\Update...............................................................6Step 1.2 Load Server Values (Categories and Items)...........................................................8

Step 2.0 Generate and Import Requisitions .........................................................................12Step 3.0 Review Requisitions.............................................................................................. 15Step 4.0 Create Blanket Release...........................................................................................17

Step 4.1 Create Internal Sales Orders (For Internal Requisitions Only)............................19Step 5.0 Create and Transmit Purchasing Documents ........................................................20Step 6.0 Process ASN from Supplier .....................................................................................22

Step 6.1 Payment on Receipt (Optional)...........................................................................24Step 7.0 Submit Payables Invoice Import............................................................................26Step 8.0 Match Invoices to Purchase Order Manually............................................................29Step 9.0 Payment of Invoices................................................................................................31

Initiating Payment Batches................................................................................................31Modify Payments...............................................................................................................33Formatting and Printing Payments.....................................................................................33Confirming Payments.........................................................................................................35

Step 10.0 Generate Electronic Funds Transfer.....................................................................37

Copyright 2001 KPMG Consulting, Inc.

All Rights Reserved.

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Overview

Establishing an Internet procurement environment requires automating procurement system processingas much as possible.

For this to occur Buyers must first establish a purchase agreement with a supplier establishing whichitems, price and terms are available for selection by the companys requisitioners.While quotations can give information regarding quoted prices provided by the supplier, purchaseagreements establish fixed prices for a specific period agreed to by the company and the supplier.These contracts allow companies to have fixed contract pricing for regularly purchased items. All thisinformation can be in the form of a catalog, a purchasing agreement and\or a contract.

These documents can be electronically imported or updated, using EDI, XML and flat files through theOpen Purchasing Documents Interface. Importing these documents allows agreements to beelectronically created and updated, as they are established and\or changed. This information can thenbe extracted into the various types of catalogs and requisition templates throughout the applications.

Once these purchase agreements are in place the requester can be forced to request items only fromthese agreements. By establishing these purchase agreements the purchasing process can be automatedto create releases from approve requisitions and transmit them to the supplier electronically. Sourcingrules can also be created in conjunction with agreements forcing releases and orders from blanketagreements or catalog quotations.

Approved Supplier Lists define the relationship between purchased items and approved suppliers,while the Sourcing Rules and Sourcing Assignments determine the allocation of orders to the approvedsuppliers. Once the items are received the payment process can also be automated. Values, identified

as bold specified in this document are necessary to run programs in the automated format. All of theseprocesses can be grouped together as one request set but it is recommended that several request sets becreated based on function and processing intervals. These various sets will be identified throughoutthis document. Below are the steps required to automate the Procure to Pay process.





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Step 1.0 Perform Purchase Agreement Load\Update

Buyers establish a purchase agreement with a supplier establishing which items, price and terms can bepurchased. These contracts allow companies to have fixed contract pricing for regularly purchaseditems. Quotations give information regarding quoted prices provided by the supplier for a specificperiod agreed to by the company and the supplier.

This information can be electronically updated, using EDI, XML and flat files using the OpenPurchasing Documents Interface to create quotation, agreements and catalogs. This cataloginformation can then be extracted for use in the various types of catalogs and templates throughout theapplications. Sourcing rules can be created in conjunction with the established agreements. ApprovedSupplier Lists define the relationship between purchased items and approved suppliers, while theSourcing Rules and Sourcing Assignments determine the allocation of orders to the approvedsuppliers.

In the Purchasing Superuser responsibility:

Navigate to: Reports> Run Navigate to the Submit Requests windows.

Choose OKto begin the process.

From the List Of Values in the Request Name field: Purchasing Documents Open Interface





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The Parameters window appears:

In the Parameters window:

Choose Default Buyer: (Optional)Choose the Document Type: Blanket (Blanket Purchase Order)Choose Document Sub Type: (Blank).Optionally Create or Update Items: Yes (Default)Optionally Create Sourcing Rules: Yes (Default)Select whether document is approved or not: Approved (Default)Select Release Generation Method. (Automatic, Automatic Release/Review or

Review)

Records Committed while importing: 100 (Default)Optionally select Batch ID from List of ValuesChoose OKto return to the Submit Requests Screen.

Selecting items processes the Open Item Interface creating items in the item master: GLOBAL.Required for Purchase Agreements. Creating Sourcing Rules requires Approved Supplier Lists becreated prior to import.

Select the Schedule button from the original request screen. The Schedule Screen appears. To setupas a recurring process the request must be set to run periodically by clicking the radio button underRun the Job. The options on this screen are the same for all requests outlined in this document but

will only be presented here. All the requests should be scheduled together so processing will occur inthe sequential manner described in this document. Some documents may be daily while others may beevery few minutes. These are dependent on the companys needs and number of transactions.





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On the Schedule Screen:

Enter Start Date and Time (Default is Current System Time and Date)Enter End Date and Time (Default is Blank) If blank the request will run

indefinitely.Select Re-Run interval Number and Period (Number of Minutes, Hours, Days or

Weeks)Apply the Interval: From the Start of the Prior RunFrom the Completion of the prior run (To assure the completion)Increment Date parameters each run (For daily increments in daily parameters)Save this schedule for use again on other requests: Check box to save.

Choose OKto return to the Submit Requests screen.Return to the Submit Requests form and click the Submit Request button.

Your request Purchasing Documents Interface has been submitted. When the process iscomplete you can go to the Purchase Orders to review the imported agreement documents.





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Step 1.1 Perform Quotation Catalog Load\Update

Catalog information in the form of a quotation provides prices to the requisitioner as a quoted price listbut there is no agreement in place to assure pricing. This information can be electronically updated,using EDI, XML and flat files using the Open Purchasing Documents Interface to create quotationcatalogs. This process needs to be run additionally to the previous process if both quotations andagreements exist. They can also be run separately based on the parameters chosen.


Navigate to: Reports > Run

Navigate to the Submit Requests windows.Choose OKto begin the process.

Select from the List Of Values in Request Name: Purchasing Documents Open Interface



Choose Default Buyer (Optional)Choose the Document Type: QuotationChoose Document Sub Type: CatalogOptionally Create or Update Items: Yes (Default)Optionally Create Sourcing Rules: No (Default)Select whether document is approved or not: ApprovedSelect Release Generation Method. (Automatic, Automatic Release/Review or Review)Records Committed while importing: 100 (Default)Optionally selects Batch ID from List of ValuesChoose OKto return to the Submit Requests screen.





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Return to the Submit Requests form and click the Submit Request button.

Your request Purchasing Documents Interface has been submitted. When the process iscomplete you can go to the Quotations form to review the imported Catalog Quotation. Alsocheck the Purchasing Interface Errors Report for possible exceptions.

Selecting items processes the Open Item Interface creating new items in the item master:GLOBAL. No other setup requirements are necessary for loading Quotation Catalogs.

Any of these documents can be grouped together in a Request Set. The Open Interface PurgeProcess should be setup to purge the interface tables whenever these processes are run before the nextOpen Purchasing Documents Interface process.





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Step 1.2 Load Server Values (Categories and Items)

As quotations and purchase agreements are created in Oracle Purchasing a regular update of the Self-

Service Purchasing catalogs should be made to the web server, making the data available to the Self-Service Purchasing requesters. This process can be automated to keep data accurate and current.

Load Server Values - Categories



Navigate to the Submit Requests windows.


Select from the List of Values in Request Name: Catalog Data Extract - Classifications






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Enter Output Filename: CLASSDATA (10 character limit)Choose to Perform Load: Yes (Default)

Enter Debug Level to use: 0 (Default)Choose to do Record Level Commit: Yes (Default)Choose to do Write Record: Yes (Default)Choose OKto return to the Submit Requests screen.


Your request to Catalog Data Extract - Categories has been submitted When the process iscomplete you can go to Self-Service Purchasing Catalog Authoring to review the extractedcategories.

Note: These processes should be run together but can be run independently based on the definition ofthe categories. These processes do not need to be run daily but as often as the agreements andquotations are created and updated. Any of these processes can be grouped together in a Request Set.Also the Catalog Data Purge process should be setup to purge the catalog interface tables wheneverthese processes are run.Load Server Values Items




Select from the List of Values in Request Name: Catalog Data Extract Items





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In the Parameters window:Enter Output Filename: ITEMDATA (10 character limit)

Choose to Perform Load: Yes (Default)Enter Debug Level to use: 0 (Default)Choose to do Record Level Commit: Yes (Default)Choose to do Write Record: Yes (Default)Choose OKto return to the Submit Requests screen.

Return to the Submit Requests form and click the Submit Request button.Rebuild Catalog Item Context





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Once the values are loaded, the Rebuild Catalog Item Context must be run to build an index forthe catalogs.




Select from List of Values in Request Name: Rebuild Catalog Item Context


In the Parameters window choose Yes





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Choose OKto return to the Submit Requests screen.

Return to the Submit Requests form and click the Submit Request button

Your request to Rebuild Catalog Item Context has been submitted. When the process iscomplete you can go to Self-Service Purchasing Catalog Authoring to review the extractedcatalogs.

Step 2.0 Generate and Import Requisitions

Once requisitions are approved, the Procurement workflow initiates the procurement process.Processing requisitions manually can be accomplished using the Autocreate function. During theautocreate process the buyer can determine if the requisition should be turned into a RFQ, Standard POor Blanket Release. Oracle Purchasing does also allow the processing of approved requisitions fromvarious sources into Blanket releases as part of the Requisition Import process.

Requirements created from planning functions, Inventory or MRP, or third party applications will beavailable for Requisition Import into the Purchasing module. Once the purchasing department hasbeen notified that requisitions exist, the process can be run from the reports request screen or setup torun on a periodic basis as a scheduled request. Regardless of the Source a separate file will be createdfor each of these source types. The Requisition Import process brings the source file into therequisition tables. If profiles option: PO: Release During ReqImport is set the requisitions can beimported as approved and passed on to create a blanket release. If a purchase agreement or sourcingrules exist a blanket release will be created if all the conditions are met with respect to the purchaseagreement.


Navigate to: Reports> Run



Select from the List of Values in Request Name: Requisition Import





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Import Source: Optionally select the Import Source from the List of Values.Leaving this field blank means that the import should be done for allRequisition Sources.

Import Batch ID: Optionally select an Import Batch ID to import from the List ofValues. Leaving this field blanks means that the import should bedone for all Requisition Batches.





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Group By: Select the way that the requisition lines should be grouped. Youhave the following options:

All: Group all the requisition lines and create a single requisition.Buyer: Group all requisition lines for a buyer into a single requisitionCategory: Group all requisition lines having same Purchasing Categoryinto single requisition.Item: Group all requisition lines for same item into single requisition.Location: Group all requisition lines for same location into singlerequisition.Vendor: Group all requisition lines for same vendor into singlerequisition.

Last Requisition Number: Enter last requisition number in the system. Leave this fieldblank to automatically use the next available requisitionnumber.

Multiple Distributions: Select if there are multiple account distributions or not.

Click on the OKbutton.


Your request to Import Requisitions has been submitted. When the process is complete you cango to the Requisitions form to review the imported Requisitions. Also check the RequisitionImport Exceptions Report for possible exceptions.





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Step 3.0 Review Requisitions

Once the requisitions are approved they are ready for processing. If a purchase agreement existsthen the requisitions can be turned into blanket releases using Create Release process. Although thisprocess can be automated there may be control or operational needs for this step to occur. Ifrequired this step provides a control point in the process. If a purchase agreement does not exist thenthe Buyers need to review all of the approved purchase order requisitions for completeness.Requisitions can either be entered manually or they can be generated by the system in the form ofInventory Reorders or MRP Planned Order Releases. Buyers have the option of selecting whichrequisitions to make into purchase orders through the AutoCreate Documents form. The buyercan query specific requisitions to AutoCreate by entering requisition search criteria in the FindRequisition Lines form. The buyer also has the option of adding requisition lines to an existingdocument. Once the purchase order is created and completed it can be forwarded as necessary forapproval.


Navigate to: Autocreate

Navigate to the Find Requisitions windows, enter the appropriate parameters.Choose OKto begin the process.

In the Autocreate Documents form:

Action: Select Create to create a new document for the requisition lines.Select Add To to append the requisition lines to an existing document.

Document Type: Select a document type to create: Standard, RFQ or Release.Grouping: Select Default to combine requisition lines for the same item, revision,

line type, unit of measure, and transaction reason onto one newdocument line. Select Requisition to create a document with one line





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for each requisition line. The Requisition option should only be usedwhen you have queried lines from a single requisition source.

Select each requisition line you want to copy onto a document by holding the [Ctrl] button and leftclicking on the desired line. Continue selecting additional requisition lines by continuing to hold the[Ctrl] button and left clicking on each additional line. You can also use Select All or Deselect Allfrom the Edit drop down menu to select or deselect all of the lines.

Note: For more information regarding this process see PUR Autocreate PO Training document





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Step 4.0 Create Blanket Release

Releases may be created manually or generated by the system. System generated releases resultfrom planning processes and depend on how the Sourcing Rules for a given item are previouslydefined. A blanket release can be issued against a blanket purchase agreement to place the actualorder (as long as the release is within the blanket agreement effectivity dates). A release against ablanket agreement is a legally binding document (like a standard purchase order) that obligates thecompany to purchase material from a chosen supplier at an agreed price with product delivery on acertain day. These releases can be created on a routine basis by setting the Create Releases as ascheduled process on a periodic basis to create a new release against a blanket agreement. Since theagreement and requisition has already been approved there should be no need for additionalapproval. If an exception occurs then an approver can review the release prior and approve it butonce approved the release may be transmitted to the supplier and received against.




Choose OKto begin the process.Select from the List of Values in the Request Name: Create Releases





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The Parameters window does not appear.

Click the Submit Request button.

Your request to Create Releases has been submitted. When the process is complete you can goto the Releases form to review the Blanket Release.





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Step 4.1 Create Internal Sales Orders (For Internal Requisitions Only)

Part of the automation process may be for Internal Sales Orders which are created from InternalRequisitions. Internal Requisitions are generated for materials within the supply network of thecompany. (For further information see R2i PUR Internal Order Process for more information)



Select from the List of Values in the Request Name: Create Internal Sales Orders

Select Create Internal Sales Orders from the List of Values in the Request Name field.

The Parameters window does not appear.


Your request to Create Internal Sales Order has been submitted. When the process is completethe data from the Internal Requisitions populates an Order Entry Interface Table. You can then goto an Order Entry responsibility and submit a request for Order Import and the InternalRequisitions will be converted to Internal Sales Orders.





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Step 5.0 Create and Transmit Purchasing Documents

Once the buyer or system has sufficient information the Purchase Order or Blanket Release can becompleted. If a P-Card was selected during the requisition process, the P-Card information is sent withthe PO. Again the scheduled request can be setup on a periodic basis to create files for transmission tothe supplier. Once the document is sent to the supplier via the selected method (EDI, Fax, e-mail orMail) thus notifying the supplier of the order and authorizing the supplier to ship the product. Oncethe order is acknowledged, the supplier can ship or deliver the goods and\or services to the requesterbased on the Need-By date specified on the purchasing document.



Select from the List of Values in Request Name: Printed PurchaseOrders Report

The Parameters window appears.





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Choose Print Selection: NewChoose Buyer Name, Employee Name: BlankEnter Purchase Orders From and To: Blank

Enter Release Numbers From and To: BlankEnter Release Dates From and To: BlankChoose Approved: Yes (Default)Choose Print Releases Option: Y (Default)Choose Sort By: Purchase Order Number (Default)

Choose OKto return to the Submit Requests screen.Return to the Submit Requests form.

Assure proper Print To device has been selected. This maybe a fax machine, fax server oroutput file for EDI transmissions.


Your request for the Printed Purchase Order Report has been submitted. Verify documentswere generated and sent to supplier via the selected transmission method. Depending on companypolicy, this process can be grouped together in a Request Set with a Printed Change OrderReport and Printed RFQ Report to send these documents to the suppliers.





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Step 6.0 Process ASN from Supplier

The receiving process starts with the receiving of material on the dock and ends with either the

material being delivered to the requested destination or the material being returned to the supplier.Once the supplier ships and the goods\services are delivered, the requester can go receive the goods inOracle against the previously created document or by looking for open receipts. Acknowledging thisreceipt creates a transaction in the core applications and is used as part of the matching and invoicepayment process. If the purchase agreement has two-way matching defined then no receiving isrequired.

To automate the process an Advanced Ship Notice (ASN) can be transmitted from the supplier at thetime of shipment. Often this transaction occurs before the goods arrive at the company so the ASNtransaction can be imported via EDI and imported in the Receiving Interface Transaction table. Oncethe import has taken place the Receiving Transaction Processor should be run to complete the Receipt.




Select from the List of Values in Request Name: Receiving Transaction Processor





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The Parameters window does not appear:


Your request to run Receiving Transaction Processor has been submitted. When the process iscomplete you can go to the Receiving Transaction Summary form to review the importedtransactions. This processor also processes data gathered with data collection devices.





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Step 6.1 Payment on Receipt (Optional)

Payment on Receipt enables you to automatically create standard, unapproved invoices for payment ofgoods based on receipt transactions. Invoices are created using a combination of receipt and purchaseorder information, that eliminates additional process or duplicate manual data entry and ensuresaccurate and timely data processing. Payment on Receipt is also known as Evaluated ReceiptSettlement. Payment on Receipt automatically creates invoices with multiple items and distributionlines, and includes sales tax. You must define which suppliers participate in Payment on Receipt andenforce matching rules to ensure the proper payments are made to the suppliers.

The amount on the invoice is determined by multiplying the Quantity received by the Purchase OrderItem Unit Price. The Payment Terms on the invoice default from the purchase order payment terms.The Payment Currency defaults from the supplier site. Sales Tax is calculated based on the Tax Codeson each Purchase Order Line. A single invoice can be created for one or more items as long as theitems have not been previously invoiced and purchase order matched. In addition, if your purchaseorder contains multiple distribution lines, you can create an invoice in Oracle Payables with the samemultiple distribution lines. When creating multiple distribution lines for invoices with partial receiptquantities, the Pay on Receipt AutoInvoice program will either prorate the charges across all yourpurchase order distribution lines (for the received item) or use the FIFO method if you utilizeCascading Receipts. After the invoice has been created, you are able to make changes to the invoicedistribution in accordance with the current Oracle Payables system functionality. Invoices createdautomatically are subject to the same matching rules as standard invoices to ensure proper payment.Oracle Payables requires that you approve invoices before you post or pay them. Approvals may behandled interactively or by batch process. All discrepancies and/or adjustments must be handledmanually using the appropriate online Purchasing, Receiving, and/or Payables windows. The Pay onReceipt AutoInvoice program automatically creates an invoice batch depending on the AP system

option. Invoice count and invoice totals are calculated automatically.




Select from List of Values in the Request Name: Pay on Receipt AutoInvoice





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In the Parameters window:Choose the Transaction Source: ERSEnter a Commit Interval: 1Accept Organization Name: COM (Default)

Optionally enter a Receipt Number.Choose OKto begin the process.






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Step 7.0 Submit Payables Invoice Import

Once the Supplier ships the goods an invoice is generated and sent to Accounts Payable. This can bedone via the selected method (EDI, Fax, e-mail or Mail) notifying the company of the shipping of theproduct. In order to automate the process either a flat file or and EDI transaction must be sent and thatinformation can electronically imported into Oracle applications via the Invoice Import process.

As part of the Purchasing Agreement with the Supplier, certain data has to be send in the invoice file.Some examples are Supplier Name, Invoice Number, Invoice Date, Invoice Amount and PurchaseOrder Number. Additionally, there are certain data that will be passed to the Open Interface Tables.Examples of this data are Set of Books, Type of Payment (Check vs. EFT) and Distributioninformation. The number of needed fields will be part of the implementation discovery process.

The following occurs as Payables Open Interface Import is submitted: Oracle Payables validates theNon-Oracle invoices that are loaded into the Invoice Tables, and creates invoices for the Non-Oracleinvoice information that are loaded into the Invoice Tables.A SQL*Loader program has been created to take the flat file, with the information, and load it intotemporary Oracle Payables Invoice Import Interface Tables.

The following steps must be executed to take the information loaded in the Payables Invoice ImportInterface Tables and load them into Oracle Payables.





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To Submit Payables Invoice Import for invoices entered in external accounting systems:

Navigate to: Other> Requests >Run

Select: Payables Open Interface Import


Source: Enter the source of the invoices. These are defined in PayablesQuickCodes

Group: Enter the Group ID to limit the import to invoices with a particular GrID. The Group ID must match exactly the GROUP_ID loaded into th

Payables Open Interface tables.Invoice Batch Name: Payables will group these invoices you import and creates an invoicebatch with the batch name you enter. Payables verifies that this batchname is unique.

Hold Name: Enter if you want to place all invoices on hold at the time of importHold Reason: Payables displays the description of the holdGL Date: Enter if you want to assign a specific GL date to all invoices. If you d

not enter, the system will assign a GL date based on the GL Date Payaoption.

Purge: Enter yes if you want Payables to delete all invoice records that havealready been imported and have a pursuable flag in the Payables Invo

Import Interface Tables set to Yes.

After select OK, the Payables Open Interface Import process will run.





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Payables Open Interface Audit Report

After the Payables Open Interface Import process is complete, the Payables Open Interface AuditReport is automatically created. It is imperative that you review this report each time this process isrun to verify that it completed and either invoices were imported successfully or there were errors thatneed to be corrected. Additionally, this report will inform you if there were no records to interface.

If the Open Interface Import process completes successfully and imports invoices, the report will showthe Supplier Number, Supplier Name, Invoice Number, Invoice Date, Invoice Amount, DistributionNumber, Distribution Amount and Accounting Date.

If the Open Interface Import process does not import any invoices, you can review the Payables OpenInterface Rejections Report which is also automatically produced after the process is complete. Thisreport informs you of the Invoices that are in error, and what caused the invoice to error out.

The Payable Open Interface Rejections Report identify reason (s) why the Non-Oracle invoiceinformation did not import properly. For example, duplicate invoice numbers or invalid supplier couldbe one of variety of reasons why the information did not import properly. Correct the problems by:

Purge the rejected records and load a new flat file into the table

Correct the invoice problems in the Open Interface Invoices window

Correct the problems directly in the Payables Invoice Import Interface Tables using SQL Plus.

.





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Step 8.0 Match Invoices to Purchase Order Manually

Once the invoices are imported, review the invoice batch and determine which invoices need to bematched. When designing your Invoice Import, verify that the PO number defaults into the descriptionor an Descriptive Flexfield. This will assist in the user to match manually.

Navigate to: Invoices> Entry> Invoices

Select: Invoice Number to be Matched

Review Invoice that was imported. Verify the PO number to match to in the Description field.

Select Match. In the Select Purchase Order to Match Screen, enter the Purchase Order number and

select Find.





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Match the Invoice to the Purchase Order by checking the box next to the Purchase Order line to

match. After checking the box, the Quantity Invoiced and Match Amount default in.

Verify all information is correct. If you need to View the PO, select the View PO button. If all

information is correct select the Match Button.





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Distribution lines are created for the Invoice and Invoice entry is complete. The invoice is ready

for approval.

Step 9.0 Payment of Invoices

Once the invoice is receivedand matched up with the PO and Receipt the payment can beProcessed and sent to the supplier. Payment can be in either a check or an Electronic Funds Transfer(EFT).

Payment batches are used to generate checks for batch of invoices from many vendors. There are aseries of steps to follow to print checks with a Payment Batch. Most steps are initiated from thePayment Batch Actions window. The steps are: Initiate Payment Batch, Select Invoices/VerifyPayment Register, Modify Payments, Format Payments, Print Checks, and Confirm Payment Batch.Initiate a Payment Batch.

Initiating Payment Batches

In the Payments Batches window enter the Payment Batch Name. The recommended naming

convention is User_Initials-Date (MMDDYY)-Daily_Sequence_No. (e.g. CSA-113198-1).This name will appear on your reports and will help you locate the batch online

Verify the Payment Date. This is the date that Payables will print on the payment.

Optionally select a Pay Group. Payables will select invoices with this Pay Group.

Choose a bank account

Choose a bank account document type

Verify the Pay through Date. Payables will select invoices with a discount or due date on or

before this date.

In the Payment Batches window choose Actions.





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Make sure that Select Invoices, Build Payments and Print Preliminary Register are selected.Additionally, choose which printer you would like the Preliminary Register to print. Choose OK tosave your work. Payables will initiate three concurrent processes, AutoSelect, Build Payments andPreliminary Payment Register.

The Preliminary Payment Register is printed when the invoices are selected and the payments are built.It should be used to review the payments Payables will create when you format payments for theinvoices in a Payment Batch.

You should review the Preliminary Payment Register to see which invoices and vendors will be paid,the discounts taken, and the total amount paid to each vendor. Payables groups the invoices by vendorsite and prints the total for each payment for a site.





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Modify Payments

After you review the Preliminary Register, you can modify the Payment Batch by changing thepayment amount of an invoice, preventing payment to a supplier, preventing payment of a particularinvoice, or adding an invoice that Payables did not select. In order to modify a Payment Batch thestatus must be Built. (i.e. The Payment Batch must be initiated but cannot have formatted payments).

Choose OKto save your work. Payables will initiate the Build Payments concurrent process.

Once the Build Payments process is complete you should review your changes by printing a newPreliminary Payment Register. To print the Preliminary Payment register you should choose Findfrom the Payment Batch window to select the appropriate Payment Batch. Choose Actions. DeselectFormat Payments and choose Print Preliminary Payment Register.

Formatting and Printing Payments

Once the Preliminary Payment Register has been verified the payments can be formatted for printing.

Use the find in the Payment Batches window to query the appropriate Payment Batch.

Choose Actions and make sure that Format Payments and Print Now are selected. No other boxesshould be checked at this time.





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Choose OKto save your work.

The Format Payments and concurrent process will run and the checks will print out on the Printeryou specified in the request if it is a physical check. If it is an EFT, the file will be placed in the$AP_TOP/out directory.





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The Confirm Payment Batch screen will appear.

If there are no checks that were spoiled, skipped or used as setup checks, select Printed in the Statusfield. The last check number used will appear in the From field. Using either the printed checks or thePreliminary Check Register, enter the To field. This field is the last check number. Select Confirm.Oracle will confirm against the input To field and the Oracle calculated last check number used todetermine if all checks are accounted for. If so, the Confirm Payment Batch and the Final PaymentRegister process will run. If there is a discrepancy, recalculate how many checks were used and re-

input the To field.

The Final Register will print out on the specified printer. This report should be forwarded, with theprinted checks to the Treasury department for final verification and mailing. The Final Register shouldalso be filed for future references.





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Step 10.0 Generate Electronic Funds Transfer

Electronic Funds Transfer Process (EFT) is a method of payment in which your bank transfers fundselectronically from your bank account into another bank account. In Oracle, your bank transfers fundsfrom your bank account into a bank account of a supplier via the EFT payment method.

Submitting an EFT payment is very similar to producing a check except for the following:

Initiate the Payment Batch using the previously defined EFT bank account and payment documentassigned with an EFT payment format.

Enter the serial number, which is the unique identification number you choose for your EFT flatfile.

Optionally, check the Audit required button and enter the Interval, which is the number of paymentinterval you want the bank to use for the audit report.

If you require reviewing your payment batch before formatting, choose the Select Invoices and PrintPreliminary Payment Register fields. Review the Preliminary Payment Register and make anycorrections is necessary. Format Payments and review the Final Payment Register that was produced.In the concurrent request summary, review the output file from the Format Payments concurrentrequest.