Oracle Payable Student Activity Guide

R12 Oracle Payables Management Fundamentals Activity Guide

D49300GC20

Edition 2.0

March 2009

D59114

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THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY. COPYING eKIT MATERIALS FROM THISCOMPUTER IS STRICTLY PROHIBITED

Copyright © 2009, Oracle. All rights reserved. Disclaimer This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way. Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle. The information contained in this document is subject to change without notice. If you find any problems in the document, please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This document is not warranted to be error-free. Restricted Rights Notice If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS The U.S. Government’s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract. Trademark Notice Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.

Authors

Christine Monk, Carol-Ann Lapeyrouse

Technical Contributors and Reviewers

Mary Kalway, Peggy Larson, Ivan Pena, Stacey Gomes, Jyoti Pandey, Shelley Feng, Sharon Tennier, Ruth Kukla, Lata Sundar, Barbara Snyder, Bruce Isner, Barbara Nicholls, Christine Rudd, Brian Aitken, Melanie Heisler, Hilary McClure, Pamela Rietz, Melanie Featherstone, Brent Bosin, Aalok Shah, Wallace Gardipe, Oscar Brambila, Ivy Farren, Marilyn Montgomery, Leanne Wilborn

This book was published using: Oracle Tutor

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Copyright © 2009, Oracle. All rights reserved.

R12 Oracle Payables Management Fundamentals Table of Contents i

Table of Contents

R12 Oracle Payables Management Fundamentals - Activity Guide ...........................................................1-1 R12 Oracle Payables Management Fundamentals.........................................................................................1-3

Practice - Create a New Employee Record (Required)..............................................................................1-4 Solution - Create a New Employee Record (Required) .............................................................................1-6 Practice - Create a New User Record ........................................................................................................1-9 Solution - Create a New User Record........................................................................................................1-10 Practice - Set Yourself Up As a Buyer (Required) ....................................................................................1-12 Solution - Set Yourself Up As a Buyer (Required) ...................................................................................1-13 Guided Demonstration - Run the Fill Employee Hierarchy Process .........................................................1-14 Practice - Modify a List of Values and Create a Supplier With Two Sites................................................1-15 Solution – Modify a List of Values and Create a Supplier With Two Sites ..............................................1-16 Practice - Create a 1099 Supplier Record ..................................................................................................1-31 Solution - Create a 1099 Supplier Record .................................................................................................1-32 Practice - Review and Change Supplier Information.................................................................................1-37 Solution - Review and Change Supplier Information................................................................................1-38 Guided Demonstration: Submit the Suppliers Audit Report and Merge Suppliers ...................................1-40 Practice - Remove the Payment Hold On Your 1099 Supplier..................................................................1-41 Solution - Remove the Payment Hold On Your 1099 Supplier .................................................................1-42 Practice - Set Up an Invoice Batch ............................................................................................................1-43 Solution - Set Up an Invoice Batch ...........................................................................................................1-44 Practice - Create Folder Forms for the Invoice Header and Lines regions ................................................1-45 Solution - Create Folder Forms for the Invoice Header and Lines regions ...............................................1-46 Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments ......................1-49 Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments .....................1-50 Practice - Enter an Invoice for a Fixed Asset.............................................................................................1-52 Solution - Enter an Invoice for a Fixed Asset............................................................................................1-53 Practice - Create Distribution Sets.............................................................................................................1-55 Solution - Create Distribution Sets ............................................................................................................1-56 Practice - Enter Invoices Using your Distribution Sets .............................................................................1-58 Solution - Enter Invoices Using your Distribution Sets.............................................................................1-59 Practice - Create a Freight Distribution .....................................................................................................1-63 Solution - Create a Freight Distribution.....................................................................................................1-64 Practice - Allocate Freight Charges ...........................................................................................................1-67 Solution - Allocate Freight Charges ..........................................................................................................1-68 Practice - Create a Scheduled Payment Plan .............................................................................................1-71 Solution - Create a Scheduled Payment Plan.............................................................................................1-72 Practice - Cancel an Invoice ......................................................................................................................1-75 Solution - Cancel an Invoice......................................................................................................................1-76 Practice - Reverse Invoice Distributions....................................................................................................1-78 Solution - Reverse Invoice Distributions...................................................................................................1-79 Practice - Create a Standard Purchase Order .............................................................................................1-84 Solution - Create a Standard Purchase Order.............................................................................................1-85 Practice - Match Invoices to a Purchase Order ..........................................................................................1-88 Solution - Match Invoices to a Purchase Order .........................................................................................1-90 Practice - Enter Quick Invoices .................................................................................................................1-97 Solution - Enter Quick Invoices.................................................................................................................1-99 Practice - Enter a Purchase Order for Matching to Quick Invoices ...........................................................1-102 Solution - Enter a Purchase Order for Matching to Quick Invoices ..........................................................1-103 Practice - Match to a PO in Quick Invoices...............................................................................................1-105 Solution - Match to a PO in Quick Invoices ..............................................................................................1-106 Practice - Create a Special Calendar..........................................................................................................1-108 Solution - Create a Special Calendar .........................................................................................................1-109

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R12 Oracle Payables Management Fundamentals Table of Contents ii

Practice - Create Recurring Invoices .........................................................................................................1-111 Solution - Create Recurring Invoices.........................................................................................................1-112 Practice - Calculate a Supplier Balance .....................................................................................................1-115 Solution - Calculate a Supplier Balance ....................................................................................................1-116 Practice - Run the Invoice Holds Reports..................................................................................................1-117 Solution - Run the Invoice Holds Reports .................................................................................................1-118 Practice - Place a Hold on an Invoice ........................................................................................................1-120 Solution - Place a Hold on an Invoice .......................................................................................................1-121 Practice - Release Holds ............................................................................................................................1-122 Solution - Release Holds ...........................................................................................................................1-123 Practice - Validate Invoices Online ...........................................................................................................1-124 Solution - Validate Invoices ......................................................................................................................1-125 Practice - Create an Internal Bank Account...............................................................................................1-127 Solution – Create an Internal Bank Account .............................................................................................1-128 Practice - Create an External Bank Account..............................................................................................1-135 Solution - Create an External Bank Account .............................................................................................1-136 Practice - Create a Manual Payment..........................................................................................................1-139 Solution - Create a Manual Payment .........................................................................................................1-140 Practice - Create a Quick Payment ............................................................................................................1-144 Solution - Create a Quick Payment............................................................................................................1-145 Practice - Place a Stop on a Payment.........................................................................................................1-148 Solution - Place a Stop on a Payment ........................................................................................................1-149 Practice - Void and Re-issue a Quick Payment .........................................................................................1-151 Solution - Void and Re-issue a Quick Payment.........................................................................................1-152 Practice - Create a Payment Process Request Template ............................................................................1-155 Solution - Create a Payment Process Request Template ...........................................................................1-156 Practice - Run the Cash Requirement Report ............................................................................................1-160 Solution - Run the Cash Requirement Report............................................................................................1-161 Practice - Use your Template to run a Payment Batch with Straight-Through Processing........................1-165 Solution - Use your Template to run a Payment Batch with Straight-Through Processing.......................1-166 Practice - Payment Process Request with Stops ........................................................................................1-175 Solution - Payment Process Request with Stops........................................................................................1-177 Practice - Void a Payment in Payments Manager......................................................................................1-194 Solution - Void a Payment in Payments Manager .....................................................................................1-195 Practice - Stop a Payment in Payments Manager ......................................................................................1-199 Solution - Stop a Payment in Payments Manager......................................................................................1-200 Practice - Enter a Credit Memo and Record a Refund...............................................................................1-204 Solution - Enter a Credit Memo and Record a Refund ..............................................................................1-205 Practice - Create a Prepayment Invoice .....................................................................................................1-210 Practice - Create a Prepayment Invoice Invoice ........................................................................................1-211 Practice - Apply a Prepayment ..................................................................................................................1-217 Solution - Apply a Prepayment..................................................................................................................1-218 Practice - Set up Payment Terms...............................................................................................................1-223 Solution - Set up Payment Terms ..............................................................................................................1-224 Practice - Create an Expense Report Template..........................................................................................1-228 Solution - Create an Expense Report Template .........................................................................................1-229 Practice - Enter an Expense Report in AP .................................................................................................1-231 Solution - Enter an Expense Report in AP.................................................................................................1-232 Practice - Create an Employee Advance....................................................................................................1-235 Solution - Create an Employee Advance ...................................................................................................1-236 Practice - Apply an Employee Advance ....................................................................................................1-242 Solution - Apply an Employee Advance ...................................................................................................1-243 Practice - Create Accounting .....................................................................................................................1-246 Solution - Submit the Create Accounting Process .....................................................................................1-247 Practice - Set Up US Sales Tax .................................................................................................................1-251 Solution - Set Up US Sales Tax.................................................................................................................1-253 Practice - Enter an Invoice with US Sales Tax Lines ................................................................................1-261

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R12 Oracle Payables Management Fundamentals Table of Contents iii

Solution - Enter an Invoice with US Sales Tax Lines................................................................................1-262 Practice - Set Up UK VAT ........................................................................................................................1-265 Solution - Set Up UK VAT .......................................................................................................................1-267 Guided Demonstration - Enter an Invoice with UK VAT .........................................................................1-276 Practice - Verify Automatic Withholding Tax Setup.................................................................................1-279 Solution - Verify Automatic Withholding Tax Setup................................................................................1-280 Practice - Create Withholding Tax Invoices ..............................................................................................1-286 Solution - Create Withholding Tax Invoices .............................................................................................1-287

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R12 Oracle Payables Management Fundamentals Table of Contents v

Preface

Profile

Before You Begin This Course

• Thorough knowledge of accounting practices.

• Working experience with Accounts Payables processes.

Prerequisites

• eBusiness Suite Essentials for Implementers.

How This Course Is Organized

R12 Oracle Payables Management Fundamentals Ed 2 is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.

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R12 Oracle Payables Management Fundamentals Table of Contents vi

Related Publications

Oracle Publications Title Part Number

Oracle Payables User’s Guide B25454-02

Oracle Payables Implementation Guide B25453-02

Oracle Payables Reference Guide B25455-02

Oracle E-Business Tax User Guide B25959-01

Oracle Subledger Accounting Implementation Guide B13984-02

Oracle Payments Implementation Guide B28872-02

Oracle Payments User Guide B28871-02

Oracle Internet Expenses Implementation and Administration Guide B31551-03

Oracle iSupplier Portal Implementation Guide B31600-02

Oracle iSupplier Portal User's Guide B31601-01

Additional Publications

• System release bulletins

• Installation and user’s guides

• Read-me files

• International Oracle User’s Group (IOUG) articles

• Oracle Magazine

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R12 Oracle Payables Management Fundamentals Table of Contents vii

Typographic Conventions

Typographic Conventions in Text Convention Element Example Bold italic Glossary term (if

there is a glossary) The algorithm inserts the new key.

Caps and lowercase

Buttons, check boxes, triggers, windows

Click the Executable button. Select the Can’t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window.

Courier new, case sensitive (default is lowercase)

Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames

Code output: debug.set (‘I”, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott

Initial cap Graphics labels (unless the term is a proper noun)

Customer address (but Oracle Payables)

Italic Emphasized words and phrases, titles of books and courses, variables

Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter [email protected], where user_id is the name of the user.

Quotation marks

Interface elements with long names that have only initial caps; lesson and chapter titles in cross-references

Select “Include a reusable module component” and click Finish. This subject is covered in Unit II, Lesson 3, “Working with Objects.”

Uppercase SQL column names, commands, functions, schemas, table names

Use the SELECT command to view information stored in the LAST_NAME column of the EMP table.

Arrow Menu paths Select File > Save. Brackets Key names Press [Enter]. Commas Key sequences Press and release keys one at a time:

[Alternate], [F], [D] Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]

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R12 Oracle Payables Management Fundamentals Table of Contents viii

Typographic Conventions in Code Convention Element Example Caps and lowercase

Oracle Forms triggers

When-Validate-Item

Lowercase Column names, table names

SELECT last_name FROM s_emp;

Passwords DROP USER scott IDENTIFIED BY tiger;

PL/SQL objects OG_ACTIVATE_LAYER (OG_GET_LAYER (‘prod_pie_layer’))

Lowercase italic

Syntax variables CREATE ROLE role

Uppercase SQL commands and functions

SELECT userid FROM emp;

Typographic Conventions in Oracle Application Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications.

(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve

This simplified path translates to the following:

1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary.

2. (M) From the menu, select Query then Find.

3. (B) Click the Approve button.

Notations:

(N) = Navigator

(M) = Menu

(T) = Tab

(B) = Button

(I) = Icon

(H) = Hyperlink

(ST) = Sub Tab

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R12 Oracle Payables Management Fundamentals Table of Contents ix

Typographical Conventions in Oracle Application Help System Paths

This course uses a “navigation path” convention to represent actions you perform to find pertinent information in the Oracle Applications Help System.

The following help navigation path, for example—

(Help) General Ledger > Journals > Enter Journals

—represents the following sequence of actions:

1. In the navigation frame of the help system window, expand the General Ledger entry.

2. Under the General Ledger entry, expand Journals.

3. Under Journals, select Enter Journals.

4. Review the Enter Journals topic that appears in the document frame of the help system window.

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R12 Oracle Payables Management Fundamentals Table of Contents x

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R12 Oracle Payables Management Fundamentals Chapter 1 - Page 1

R12 Oracle Payables Management Fundamentals Chapter 1

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R12 Oracle Payables Management Fundamentals

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Practice - Create a New Employee Record (Required)

Overview

In this practice, you will create an employee record that you can use in other labs.

Assumptions

• Replace XX with your terminal number or initials.

• You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.

Tasks

Create a new Employee Record in the Human Resources application

Responsibility: Human Resources, Vision Enterprises

Define an Employee

1. (N) > People > Enter and Maintain

2. (B) New

3. Last = Your last name

4. First = Your first name

5. Gender = Choose your gender

6. Action = Create Employment

7. Person Type = Employee

8. Social Security = Enter a 9 digit number (xxx-xx-xxxx)

Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number

9. (T) Personal

10. Birth Date = Enter a birthday (dd-mmm-yyyy)

11. Save

Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.

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12. (B) Assignment

13. Organization = Vision Operations

14. (B) Correction

Note: Cancel out of Group flexfield window.

15. Job = MGR500.Manager

16. Position = MM400.Materials Manager

17. (B) Yes to accept the default values

18. Location = M1 - Seattle

19. (T) Supervisor

20. Name = Brown, Ms. Casey

21. (T) Purchase Order Information

22. Ledger = Vision Operations

23. Default Expense Account = 01-110-7740-0000-000

24. (B) OK

25. Save.

26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1, to HR.

27. Close windows until you are back at the Navigator.

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Solution - Create a New Employee Record (Required)

Log in Name: operations

Password: welcome

Responsibility: Human Resources, Vision Enterprises

Create a new Employee Record:

1. (N) > People > Enter and Maintain

2. (B) New

3. Last = yourlastname

4. First = yourfirstname

5. Gender = Choose your gender

6. Action = Create Employment

7. Person Type = Employee

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8. Social Security = Enter a 9 digit number (xxx-xx-xxxx)

Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number

9. (T) Personal

10. Birth Date = Enter a birthday (dd-MMM-yyyy)

11. (I) Save

Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.

12. (B) Assignment

13. Organization = Vision Operations

Note: Changing the organization name is CRITICAL!!

14. (B) Correction

Note: Cancel out of the Group flexfield window.

15. Job = MGR500.Manager

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16. Position = MM400.Materials Manager

17. (B) Yes to accept the default values

18. Location = M1 - Seattle

19. (T) Supervisor

20. Name = Brown, Ms. Casey

21. (T) Purchase Order Information

22. Ledger = Vision Operations

23. Default Expense Account = 01-110-7740-0000-000

24. (B) OK

25. (I) Save.

26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1 to HR.

27. (I) Show Navigator

28. (M) Tools > Close Other Forms

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Practice - Create a New User Record

Overview

In this practice, you will create a new user.

Assumptions



Tasks

1. Create a New User Record

2. Assign your new Employee Record to the User

3. Assign Responsibilities to the new User

4. Log in as your new user.

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Solution - Create a New User Record

Tasks

Sign on

1. Switch to the System Administrator responsibility. − (I) Black Hat (on toolbar) − Responsibility = System Adminstrator

Create a New User

2. Navigate to the Define User form

• (N) Security : User > Define − User Name = XXUSER, where XX is your terminal ID. − Password = welcome (tab, re-enter to verify) − Person = Your name

Add Responsibilities

3. Add the following Responsibilities to your new User record:

Responsibility Security Group

General Ledger, Vision Operations (USA) Standard

Payables, Vision Operations (USA) Standard

Purchasing, Vision Operations (USA) Standard

Cash Management, Vision Operations (USA) Standard

Approvals Management, Business Analyst Standard

Human Resources, Vision Enterprises Standard

iExpenses Standard

System Administrator Standard

Oracle Payments Payment Administrator Standard O

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4. (I) Save and (I) Show Navigator

Login as your new User

5. Exit Oracle Applications − (M) File > Exit Oracle Applications − (B) OK

6. From the Oracle e-Business Suite home page: − (H) Logout

7. Log back into the system with your newly created User Name and password. − Old Password = welcome − New Password = XXuser (Tab, re-enter to verify)

8. (B) Submit. O

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Practice - Set Yourself Up As a Buyer (Required)

Overview

In this exercise, you will set yourself up as a Buyer in the system so you’ll be able to enter Purchase Orders in Purchasing as needed.

Assumptions



Tasks

1. Responsibility = Purchasing, Vision Operations (USA)

2. Navigate to the Buyers definition window

3. Add yourself as a Buyer in the system. .

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Solution - Set Yourself Up As a Buyer (Required)

Tasks

1. Responsibility = Purchasing, Vision Operations (USA)

2. Navigate to the Buyer definition window:

• (N) Setup > Personnel > Buyers

• Scroll to the bottom of the window

• (B) Add Buyer

3. Name = your employee name (enter your last name <Tab>)

• (I) Quick Select your name from the list if it doesn’t default in automatically

4. (B) Save


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Guided Demonstration - Run the Fill Employee Hierarchy Process

Responsibility: Purchasing, Vision Operations

Run the Fill Employee Hierarchy process to update the assignments of employee names to Positions on existing hierarchies. . This must be run at frequent intervals to ensure that approval workflow processes can run properly.

(M) View > Requests > (B) Submit a New Request

Run the Fill Employee Hierarchy process

1. (B) OK to submit a single request

2. Name = Fill Employee Hierarchy

3. (B) Schedule

4. Select “Periodically”

5. Re-run every 1 hour from the completion of the prior run

6. (B) OK

7. (B) OK on the Caution window

8. (B) Submit

9. Do not submit another request

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Practice - Modify a List of Values and Create a Supplier With Two Sites

Overview

Your supervisor has notified you that the company will be purchasing materials and services from new suppliers. In this practice, you will create a new Pay Group Code and a new supplier with two sites.

Assumptions



Tasks

1. Create a new Pay Group Code under an existing Lookup Type (a named List of Values).

2. Create a supplier.

3. Create a pay site.

4. Create a purchasing site.

5. Create a contact for the pay site.

6. Create a contact for the purchasing site.

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Solution – Modify a List of Values and Create a Supplier With Two Sites

Tasks

Responsibility = Payables, Vision Operations (USA)

Create a New Pay Group Code:

We will create a new Pay Group Code and assign it to several new suppliers. The Pay Group Code you create here will default from the supplier records to invoices that you enter.

Named Lists of Values are known as Lookup Types, and in this exercise, you will add a new Lookup Code (a member of a List of Values) to an existing Lookup Type called PAY GROUP. Later, when you run a payment batch , you will use your Pay Group Code as search criteria for the invoice selection process so the system will select only YOUR invoices for payment!

1. Navigate to the Oracle Purchasing lookups:

• (N) Setup : Lookups > Purchasing

2. Query up the PAY GROUP Lookup Type: − <F11> − Enter ‘PAY GROUP’ in the Type field − <Ctrl-F11>

3. Create a new Pay Group Code by inserting your cursor in any cell of the grid, then clicking (I) New to open a new row. Enter the following in the new row:

Code Meaning Description

XXPAY GROUP XXPay Group XXPay Group

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4. (I) Save.., (I) Show Navigator > (M) Tools > Close Other Forms - Check

Create a Supplier

5. Navigate to the Suppliers page. − (N) Suppliers > Entry

6. (B) Create Supplier. − Supplier Type = Standard supplier − Organization Name = XXIBM Corporation

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7. (B) Apply.

8. Navigate to (H) Organization. − Type = Manufacturing

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9. (B) Save.

10. (B) Save.

11. Navigate to (H) Purchasing. − Create Debit Memo from RTS Transaction = Check

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Note: Enable the Create Debit Memo From RTS Transaction option if you want the system to automatically create a Debit Memo in Payables when you enter a Return to Supplier (RTS) transaction in Purchasing or Inventory. The value for supplier site defaults from the Purchasing Options window.

12. (B) Save.

13. Navigate to (H) Receiving. − Receipt Routing = Requires: Standard receipt, Deliver

− Note: To find it: − (I) Search − Type in “requires%standard%” in the Routing Description search field, and

click on (B) Go. − (I) Quick Select = Standard Receipt

− Match Approval Level = 3-Way − Allow Substitute Receipts = Check

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14. (B) Save.

15. Navigate to (H) Invoice Management. − Invoice Currency = US dollar − Match Option = Purchase Order − Payment Currency = US dollar − Terms = Immediate − Pay Group = XXPay Group − Always Take Discount = Check

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16. (B) Save.

17. Navigate to (H) Payment Details. − Payment Method : Check = Check Default box

18. (B) Save.

Create a Pay Site

19. Navigate to (H) Address Book.

20. (B) Create.

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21. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 1 Main St. − City = San Francisco − County = San Francisco − State = CA − Postal Code = 94105 − Address Name = San Francisco − Addressee = Attn: Accts Receivable − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose = Payment = Check

Note: This address should be complete as this is the address that will appear on any payment cut to this site!

22. (B) Apply

Note: If you get a message about the postal code, click (B) Continue to accept the entered Zip Code.

23. Assign the address to the Vision Operations operating unit by checking the Select check box.

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24. (B) Apply. This creates the basic supplier site.

25. To update the supplier site attributes, click (I) Manage Sites.

26. (T) Uses. − Pay = Check − Primary Pay = Check

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27. (T) Communication. − Notification Method = Print

28. (B) Apply.

Create a Purchasing Site

29. On the Address Book page, click (B) Create.

30. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 520 Madison Ave. − City = New York

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− County = New York − State = NY − Postal Code = 10022 − Address Name = New York − Addressee = Attn: Sales Dept − Phone Area Code = 212 − Phone Number = 555-7703 − Email Address = [email protected] − Address Purpose = Purchasing = Check

Note: This address should be complete as this is the address that will appear on any Purchase Order and RFQ sent to this supplier site!

31. (B) Apply

32. Assign the address to the Vision Operations operating unit, by checking the Select check box.


34. To update the New York supplier site attributes, click (I) Manage Sites.

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35. (T) Communication. − Notification Method = Print

Note: When you enter and approve purchase orders for this supplier, the Supplier Notification Method will default. We’ve chosen printed document here. However, had we chosen e-Mail and specified an e-mail address, that information would default during purchase order approval so we could send the purchase order using the supplier’s preferred method. Valid options are e-Mail, Fax and Printed Document.

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36. (B) Apply.

Create a Contact for the Pay Site

37. Navigate to (H) Contact Directory.

38. (B) Create. − First Name = John − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 415 − Phone Number = 555-1234 − Phone Extension = 1234 − Create User Account for this Contact = Check − iSupplier Portal Full Access = Check

39. Scroll down to the Addresses for the Contact Region, and click (B) Add Another Row.

40. Type 'San Francisco' in the Address Name Field and <Tab>.

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41. (B) Apply.

Create a Contact for the Purchasing Site

42. Navigate to (H)Contact Directory.

43. (B) Create. − First Name = Jane − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 212 − Phone Number = 555-7703 − Create User Account for this Contact = Check − iSupplier Portal Full Access = Check

44. Down in the Addresses for the Contact Region, click (B) Add Another Row.

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45. Type 'New York' in the Address Name Field and <Tab>.

46. (B) Apply.

47. (B) Save.

48. (H) Close Window or (H) Home to return to the Navigator.

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Practice - Create a 1099 Supplier Record

Overview

Your company policy is to place a payment hold on all 1099 suppliers until their W-9 form (the tax verification letter) is completed and returned . In this practice, you will create a new 1099 supplier record and apply the hold .

Assumptions



Tasks

1. Navigate to Suppliers page.

2. Create a 1099 supplier.

3. Place the supplier on payment hold.

4. Select a Supplier Site for Income Tax Reporting

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Solution - Create a 1099 Supplier Record

Tasks

Create a 1099 Supplier

1. Navigate to the Suppliers page.

• (N) Suppliers > Entry

2. (B) Create Supplier. − Organization Name = XXComputer Consulting Services − Taxpayer ID = XX1-22-1560

3. (B) Apply.

4. Navigate to (H) Organization. − Type = Supplier

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5. (B) Save.

6. Navigate to (H) Tax Details − Federal = Check − Income Tax Type = Non-employee compensation − State = Check

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7. (B) Save.

Place this Supplier on Payment Hold

8. Navigate to (H) Invoice Management. − Invoice Currency = US dollar − Invoice Match Option = Purchase Order − Hold from Payment, All Invoices = Check

− Payment Hold Reason: Waiting for W-9 − Payment Currency = US dollar − Payment Priority = XX − Terms = 30 Net − Terms Date Basis = Invoice − Pay Group = XXPay Group

9. (B) Save.

Create a Supplier Site for Income Tax Reporting


11. (B) Create.

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12. Enter the supplier site address information as follows: − Address Line 1 = 25 Anywhere St − City = Half Moon Bay − County = San Mateo − State = CA − Postal Code = 94019 − Address Name = Half Moon Bay − Addressee = Attn: Accts Receivable − Phone Area Code = 650 − Phone Number = 555- 4567 − Email Address = [email protected] − Address Purpose, Payment = Check

Note: This address should be complete as this is the address that will appear on any payments sent to this site!

13. (B) Continue.

14. Assign the address to the Vision Operations operating unit, by checking the Select check box.


16. Navigate to (H) Tax and Reporting. − − For the Supplier Site, Half Moon Bay

− Income Tax Reporting Site = Check

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17. (B) Save.

18. (H) Close Window or (H) Home

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Practice - Review and Change Supplier Information

Overview

You have just created new suppliers and want to review and change some of the supplier and supplier site information. In this practice, you will review and change supplier information.

Assumptions



Tasks

Responsibility: Payables, Vision Operations (USA)


2. Search for XXIBM supplier and inactivate the New York site.

3. Change the terms for XXIBM supplier.

4. Add a contact name.

5. Reactivate the New York site.

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Solution - Review and Change Supplier Information

Tasks

Search for your XXIBM Corporation supplier and inactivate the New York site:



2. Search − Supplier Name = XXIBM Corporation

3. (B) Go.


5. For New York, click (I) Manage Sites

6. (T) Uses. − Inactive Date = Today’s date

7. (B) Apply.

Add a Contact Name:

8. Navigate to (H) Contact Directory.

9. (B) Create.

10. Enter your name and contact information.

11. In the Addresses for the Contact region, (B) Add Another Row

12. Type “San Francisco” in the Address Name field and <Tab>.

13. (B) Apply.

Change the Terms for XXIBM Supplier:

14. Navigate to (H) Invoice Management. − Terms = 30 Net

15. (B) Save.

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Reactivate the New York site:


17. For New York, click (I) Manage Sites

18. (T) Uses

Inactive Date = remove the date

19. (B) Apply.


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Guided Demonstration: Submit the Suppliers Audit Report and Merge Suppliers

Overview

Assume that you have discovered duplicate supplier records in your system with the help of the Supplier Audit Report. GE Plastics is the original supplier record, and GE Capital is the duplicate. You’ve done your research and learned that both supplier records include a BOSTON site with identical address information. You’ve also discovered that the duplicate supplier record – GE Capital – has used a site called DANBURY on at least one invoice and PO. But the street address for this site does not match the street address for the DANBURY site on GE Plastic’s record. So you’ve decided to re-name the DANBURY site on the GE Capital account to DANBURY_2 and copy the new site to your GE Plastics account, along with updating any related invoices and POs with the correct supplier name, number, and site number. Assumptions


Tasks

1. Submit the Supplier Audit Report.

2. Run the Supplier Merge Program for ALL invoices and POs related to GE Capital and the following sites:

− GE Captial, Boston -> GE Plastics, Boston − GE Capital, Danbury_2 -> Check the Copy box > GE Plastics

3. (B) Merge, then Review the Supplier Merge Report.

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Practice - Remove the Payment Hold On Your 1099 Supplier

Overview

Your 1099 supplier has returned their completed W-9 (a 1099 tax verification form), so in this practice, you will remove the payment hold on their supplier record.

Assumptions



Tasks



2. Remove the 1099 payment hold.

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Solution - Remove the Payment Hold On Your 1099 Supplier

Tasks

Update 1099 Information

1. Navigate to the Suppliers page:


2. Search − Supplier Name = XXComputer Consulting Services

3. (B) Go

4. (I) Update

Remove the 1099 Payment Hold

5. Navigate to (H) Invoice Management. − Hold from Payment, All Invoices = Uncheck

6. (B) Save


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Practice - Set Up an Invoice Batch

Overview

You have received a number of invoices from XXIBM Corporation, which you will be entering into the Oracle Payables system manually using batching. In this exercise, you will create the Invoice Batch Header for the invoices you will enter later.

Assumptions



Tasks

Responsibility: System Administrator

1. Navigate to the System Profile Window

2. Turn on batching at the Payables, Vision Operations (USA) responsibility level


3. Navigate to the Invoice Batches window.

4. Enter Batch name XX Invoice Batch 1

5. Save your work.

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Solution - Set Up an Invoice Batch

Tasks

Enable the “AP: Use Invoice Batch Controls” profile option

Responsibility = System Administrator

1. Navigate to the Find System Profile Values form:

• (N) Profile > System

• Uncheck the Site checkbox

• Check the Responsibility checkbox

• Enter the Responsibility: Payables Vision Operations (USA)

• Accept the default for the Profiles with No Values field (usually checked)

• Enter the search criteria “ap%batch%” in the Profile field

2. Select (B) Find

3. Change the profile option setting at the Responsibility level to “Yes”.

4. (I) Save

Responsibility = Payables Vision Operations (USA)

Enter a Batch Header

5. Navigate to the Invoice Batches window.

• (N) Invoices > Entry > Invoice Batches − Batch Name = XX Invoice Batch 1

6. (I) Save. O

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Practice - Create Folder Forms for the Invoice Header and Lines regions

Overview

In this practice, you will create Folders for the Invoice Header and Invoice Lines regions

Assumptions



Tasks


1. Navigate to the Invoices window.

2. Create an Invoice Header folder and save it.

3. Create an Invoice Lines Folder and save it.

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Solution - Create Folder Forms for the Invoice Header and Lines regions

Tasks

Create an Invoice Header Level Folder


• (N) Invoices > Entry > Invoice Batches

• Query up your existing Invoice Batch and open the Invoice Entry form:

o <F11>

o Batch Name = XX Invoice Batch 1

o <Ctrl-F11>

o (B) Invoices

2. Create afolder for the Invoice Header region:

• Hide the Customer Taxpayer ID field

• Reduce the width of the Type field slightly by dragging the right side of the column to the left. Hold down the left mouse button as you drag.

• Widen the PO Number field slightly.

• Widen the Trading Partner field to allow for most supplier names. Also, rename the Trading Partner field to “Supplier” by right-clicking on the column name. Enter the new name, then (B) OK.

• Widen the Supplier Site field to accommodate most site names.

• Change the name of the Invoice Curr field to Curr.

• Add a new column by placing your cursor in the first row of the Invoice Amount field, and right-click. Then select Folder, and Show Field. Select the Requester field. The new column should appear to the right of the Invoice Amount field.

• Move the GL Date field to the right of the Requester field by grabbing the column header with your left mouse button and dragging it to the desired location.

• Move the Distribution Set field to the right of the GL Date field.

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• Move the Description field to the right of the Distribution Set field

• Change the Match Action field to read Purchase Order.

• Move the Terms Date field to the right of the Description field

• Move the Terms field to the right of theTerms Date field

• Rename the Terms field to “Payment Terms”

• Move the Payment Method field to the right of the Payment Terms field

• Move the Pay Group to the right of the Payment Method field.

• Move your cursor back to the Operating Unit field before saving.

3. Save the folder − (M) Folder > Save As − Name = XX Invoice Header Folder − Autoquery = Never − Open as Default = Check − Public = Uncheck − Include Query = Uncheck

4. (B) OK

Create an Invoice Lines Folder:

5. Enter the following invoice header information: Invoice Type

Trading Partner Invoice Date

Invoice Num

Invoice Amount

Terms

Standard XXIBM Corporation

Today’s date

11-150 150 30 Net

6. (T) Lines

7. Create an Invoice Lines folder:

• Reduce the width of the Amount field slightly.

• Move the Distribution Set field to the right of the Amount field

• Move the Distribution Account field to the right of the Distribution Set field.

• Hide the Track as Asset field, then place your cursor in the Distribution Account field, right-click, and select Show Field. Select Track as Asset from the list. The new column should automatically appear to the right of the Distribution Account field.

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• Hide the Discarded field, then place it to the right of the Track as Asset field.

• Hide the Cancelled field, then place it to the right of the Discarded field.

• Move the GL Date field to the right of the Cancelled field.

• Hide the Line Source field, then place it to the right of the GL Date field.

• Hide the Inventory Item field, then place it to the right of the Unit Price field.

• Move your cursor back to the Num field before saving.

8. Save the folder

• (M) Folder > Save As − Name = XX Invoice Lines Folder − Open as Default = Check − Public = Uncheck − Include Query = Uncheck

9. (B) OK

10. (I) Save, then (I) Show Navigator

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Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments

Overview

You have received invoice XX1000 in the mail from XXIBM Corporation, which you will be entering into the Oracle Payables system. The invoice is to be distributed to two departments in your company.

Assumptions



Tasks



2. Enter the XX1000 invoice

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Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments

Tasks

Enter Invoice



• Query up XX Invoice Batch 1

• (B) Invoices

2. Enter an invoice on the first available row using the following information:

Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Description Payment terms

XXIBM Corporation

5 days ago

XX1000 10000 Promotional Giveaway

Immediate

Enter Two Invoice Lines and Distribute Each Line to a Different Department

3. (T) Lines

4. Enter the invoice lines according to the following table:

Num Type Amount Distribution Account

1 Item 4000 01-402-7110-0000-000

2 Item 6000 01-404-7110-0000-000

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5. (I) Save, and click on (B) All Distributions. Note that because you entered the GL account number for each Item line, the Distribution Lines were automatically createdfor you.


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Practice - Enter an Invoice for a Fixed Asset

Overview

You have received invoice XX2000 in the mail for the purchase of a fixed asset. Enter the invoice into Oracle Payables manually. .

Assumptions



Tasks


1. Navigate to the Invoices window:

2. Enter an Invoice Header

3. Enter a Line for the invoice, ensuring that the Track as Asset field is automatically checked

4. Save your work.

5. Verify that the Distribution Line was generated automatically.

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Solution - Enter an Invoice for a Fixed Asset

Tasks

Enter an Invoice for a Fixed Asset




• (B) Invoices

2. Enter an invoice on the first available row using the following information:

Invoice Type

Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Description Terms


3 days ago

XX2000 40000 Computer Server

30 Net

3. (T) Lines

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4. Enter an Invoice Line according to the following table:

Num Type Amount Distribution Account Track As Asset

1 Item 40000 01-000-1570-0000-000 Automatically checks

5. (I) Save

6. (B) Distributions to verify that the Distribution Line was generated automatically.


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Practice - Create Distribution Sets

Overview

You frequently receive invoices for which the accounting is generally the same. Your controller has asked you to establish a Distribution Set to enable the accounting entries for some invoices to be automatically generated. In this practice, you will create a Full Distribution Set and a Skeleton Distribution Set.

Assumptions



Tasks


1. Navigate to the Distributions Sets window.

2. Create a Full Distribution Set

3. Enter a Skeleton Distribution Set

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Solution - Create Distribution Sets

Tasks

Create a Full Distribution Set

1. Navigate to the Distribution Sets window.

• (N) Setup > Invoice > Distribution Sets

2. Create a Full Distribution Set using the following information: − Name = XX Full Utilities − Description = XX Utilities Full Distribution Set

3. Enter a Full Distribution set, according to the following table:

Num % Account Description

1 25 01-402-7410-0000-000 Utilities-East Region

2 50 01-404-7410-0000-000 Utilities-West Region

3 25 01-410-7410-0000-000 Utilities-Mgmt

Note that when the total = 100%, the Type = Full

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4. (I) Save

Create a Skeleton Distribution Set

5. In the Distribution Sets window, place the cursor in Name Field and press the down arrow key on your keyboard to create a new record.

6. Create a skeleton distribution set using the following information: − Name = XX Skeleton Utilities − Description = XX Utilities Skeleton Distribution Set

7. Enter skeleton distributions according to the following table.

Num % Account Description

1 0 01-402-7410-0000-000 Utilities-East Region

2 0 01-404-7410-0000-000 Utilities-West Region

3 0 01-410-7410-0000-000 Utilities-Mgmt

Note that when the percentage = 0%, the Type = Skeleton

8. (I) Save


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Practice - Enter Invoices Using your Distribution Sets

Overview

You have received two invoices. Enter them into the system using your Distribution Sets. .

Assumptions



Tasks


1. Navigate to the Invoices window

2. Enter a new invoice using your pre-defined Full Distribution Set

3. Enter a new invoice using your pre-defined Skeleton Distribution Set, and enter the amounts on the Distribution Lines window manually.

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Solution - Enter Invoices Using your Distribution Sets

Tasks

Enter an Invoice using your Full Distribution Set:


• (N) Invoices > Entry > Invoice Batches > Query up your Invoice Batch > (B) Invoices

2. Enter the following Invoice Header:

Type Trading Partner Invoice Date

Invoice Num

Invoice Amount

Distribution Set


3 days ago

XX3000 2567.59 XX Full Utilities

Note: If you save the invoice before populating this field, you will not be allowed to enter a Distribution Set afterward. In that case, enter the Distribution Set at the Line level instead.

3. (T) Lines. Enter the following Invoice Line: Line Type Amount

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Note: The Distribution Set defaults onto the Line if you entered it in the Invoice Header region.

4. (I) Save

Verify Invoice Distributions

5. With your cursor on Invoice Line 1, click (B) Distributions.

6. In the Distributions window, verify that the system built your Distribution Lines for you automatically, including amounts, and that the Distribution Total is equal to the LineTotal.

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Enter a second invoice using your Skeleton Distribution Set

7. Close the Distributions window and move your cursor to the next open Invoice Header row.

8. <Shft-F6> to copy the contents of the last Invoice Header record down to the row you’re on.

9. Modify the header information to read as follows: Type Trading Partner Invoice

Date Invoice

Num Invoice Amount

Distribution Set


3 days ago

XX3001 1000 XX Skeleton Utilities

10. (T) Lines. Enter the following Invoice Line:

11. (I) Save

Verify Invoice Distributions

12. With your cursor on Invoice Line 1, click (B) Distributions.

Line Type Amount

1 Item 1000 O

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13. In the Distributions window, verify that the system built your Distribution Lines for you automatically. Enter the amounts listed below manually and afterwards, confirm that the Distribution Total is equal to the Line Total.

14. (I) Save


Line Type Amount

1 Item 250

2 Item 250

3 Item 500

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Practice - Create a Freight Distribution

Overview

You have received an invoice from your supplier. Enter the invoice and add a single freight distribution using the Prorate Across All Item lines functionality.

Assumptions



Tasks



2. Enter a new Invoice Header, Item Line and Freight Line.

3. Verify that your Distribution Lines were generated automatically by the system.

4. Modify the invoice amounts at the Header and Line level.5. Confirm that the Distribution Lines were updated for the changes.

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Solution - Create a Freight Distribution

Tasks

Enter an Invoice with Freight




• (B) Invoices

2. Enter the following Invoice Header: Type Trading

Partner Invoice

Date Invoice

Num Invoice Amount

Terms


5 days ago

XX16000 2535 2/10 Net 45

3. (T) Lines. Enter the following Invoice Lines: Line

Number Type Amount Account Description Prorate

Across All Item Lines

1 Item 2500 01-110-7530-0000-000 1 Personal Computer

2 Freight 35 Freight Check

4. (I) Save.

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Verify Freight Distribution Line was built automatically

5. (B) All Distributions. Note that the freight distribution has been created.

6. Close the All Distributions window.

Add Another Computer to the Invoice

7. Increase the invoice amount on the header to 5035.

8. (T) Lines. Add another invoice line:

Line Number

Type Amount Account Description

3 Item 2500 01-110-7530-0000-000 1 Personal Computer

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9. (I) Save.

10. (B) All Distributions. Check your distributions lines.

Note that a second freight distribution was automatically created and that the freight costs have been prorated across both item lines.


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Practice - Allocate Freight Charges

Overview

You have received an invoice for marketing materials from your supplier. Enter the invoice and allocate the freight and miscellaneous charges.

XXIBM Coporation Invoice No. XX17000 1 Main St. San Francisco, CA 94105

INVOICE

Quantity Description Unit Price Total

20000 Misc. Marketing Materials 1.00 20000.00

Subtotal 20000.00

Shipping 500.00

Misc. 100.00

Total 20600.00

Assumptions



Tasks



2. Enter an Invoice Header and Lines

3. Allocate your Freight and Miscellaneous Charges.

4. Verify that the Invoice Distributions have been created.

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Solution - Allocate Freight Charges

Tasks

Enter an Invoice




• (B) Invoices


Type Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Description


3 days ago

XX17000 20600 Marketing materials

3. (T) Lines. Enter the following Invoice Lines:

Line Number

Type Amount Distribution Account Description

1 Item 12000 01-110-9704-0000-000 Flyers

2 Item 8000 01-110-9704-0000-000 Conference Booth

3 Freight 500 Shipping

4 Misc. 100 Printer Setup Fee

4. (I) Save

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Allocate Freight Charges

5. Select the Freight line by placing your cursor on that row.

6. (B) Allocations.

.

7. Verify the allocation details. − Type = Fully Prorate

8 (B) Select/Unselect All to tell the system which Item lines you want to allocate the freight charge across.

9. (B) OK.

Allocate Miscellaneous Charges

10. Select the Miscellaneous line by placing your cursor on that row.

11. (B) Allocations.

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12. Enter the Allocation details. − Type = Amount Based

13. Select the check box to the left of the “Flyers” Item line, and enter the Miscellaneous fee amount in the Allocated Amount field that you want to allocate to the GL Account number associated with the “Flyers” line – in this case, the full amount of the Miscellaneous charge, $100.

− Allocated Amount = 100.00

14. (B) OK

15. (B) All Distributions. Review the invoice distributions that have been created so far. Note that 3 allocated distributions have been created (2 Freight, and 1 Miscellaneous).


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Practice - Create a Scheduled Payment Plan

Overview

Use multiple scheduled payment lines to issue partial payments against an invoice across multiple dates. Note that scheduled payments are related to the INVOICE, not the DISTRIBUTIONS.

In this practice, you will create a scheduled payment plan with multiple payments involved. You’ll charge the invoice to the miscellaneous expense account for department 110, pay $600 now and pay the balance in 30 days.

Assumptions



Tasks


1. Enter an Invoice Header and Line using a Distribution Set to automatically generate the associated Distribution Lines.

XXIBM Corporation Invoice No. XX8000 1 Main St. San Francisco, CA 94105

INVOICE


20 Items 50.00 1000.00

Subtotal 1000.00

Shipping 0.00

Misc. 0.00

Total 1000.00

2. Create a Scheduled Payment Plan that includes multiple Scheduled Payment Lines on the Scheduled Payments tab.

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Solution - Create a Scheduled Payment Plan

Tasks

Enter Invoice Information




• (B) Invoices

2. Enter the following invoice header:

Type Supplier Invoice Num Amount Description


XX8000 1000 20 items @ $50 each

3. (T) Lines. Enter the following invoice lines. Type Amount Distribution

Set Quantity Unit Price

Item 1000 XXUtilities 20 50.00

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4. (I) Save

Create Scheduled Payments Lines

5. (T) Scheduled Payments.

6. Update the Gross Amount on Line 1 to $600.

7. (B) Split Schedule.

8. Update the Due Date on the new line:

Row Due Date Gross Amount

1 Default 600

2 Default + 30 days 400

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9. (I) Save


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Practice - Cancel an Invoice

Overview

Invoices may be cancelled unless they are paid. Cancelling an invoice sends reversing invoice distributions to the general ledger. To cancel a paid invoice, the payment must first be voided. Assume your supplier just called you to let you know that invoice XX8000 was issued in error, and they will be sending a replacement invoice soon. In this practice, you will cancel Invoice XX8000.

Assumptions



Tasks



2. Find invoice XX8000 using the Find window.

3. Cancel the invoice.

4. Notice the status change to Cancelled.

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Solution - Cancel an Invoice

Find an Invoice to Cancel




• (B) Invoices

2. Find invoice XX8000

• (I) Find (the flashlight): − Trading Partner = XXIBM Corporation − Invoice Number = XX8000

3. (B) Find

4. The invoice should be displayed for you in the Invoice Entry form.

5. Cancel the invoice

• (B) Actions − Cancel invoices = Check

6. (B) OK

7. (B) OK to accept the cancellation.

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8. In the General tab, notice how the status has changed to Cancelled.

Note: Canceling an invoice is final. There is no “Un-Cancel” option!


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Practice - Reverse Invoice Distributions

Overview

You have discovered that Invoice XX1000 was entered with incorrect accounting information. The $4,000 should have been charged to Department 420 instead of 402. Adjust the accounting distribution lines on this invoice by reversing the original Distribution Lines and re-entering the correct lines manually.

TIP: You can adjust line information directly (without having to reverse the lines first) if the lines have NOT been transferred to the General Ledger yet. After transfer, you will have to reverse them in order to correct them.

Assumptions



Tasks


1. Find Invoice XX1000.

2. Create Final Accounting for the invoice, and review the initial Journal Entries generated.

3. Reverse the Distribution Line for account 402.

4. Enter the correct Distribution Line, using account 420.

5. Review the Journal Entries generated by these changes.

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Solution - Reverse Invoice Distributions

Tasks

Query invoice 1000

1. Navigate to the Find Invoices window.



• (B) Invoices

2. (I) Find − Trading Partner = XXIBM Corporation − Invoice Number = XX1000

3. (B) Find

Run the Create Final Accounting process

Note: You will learn more about why and how to run the Validation and Create Accounting processes later in this class.

4. (B) Actions − Validate = Check

5. (B) OK.

6. (B) Actions − Create Accounting = Check − Final = Check

7. (B) OK

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8. (B) OK. To accept the confirmation message.

9. (M) Tools > View Accounting Events > (B) View Journal Entries

• Review the Journal Entries that the Create Accounting process generated for this invoice.

Reverse the distribution.

10. (T) Lines

11. Select the Invoice Line with the distribution coded to department 402.

12. (B) Distributions

13. (B) Reverse…1.

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14. (B) OK to accept the reversing message. Afterward, note that a reversal entry has been created for you automatically.

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15. Move your cursor to the third row and enter the correct Distribution Line information, as follows:

Num Type Amount Account

3 Item 4000 01-420-7110-0000-000

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16. (I) Save

17. Note that on the General tab of the Invoices window, Status = Needs Revalidation, and Accounted = Partial.

18. (B) Actions

19. Validate = Check

20. (B) OK

21. The Status field should now read Validated.

22. (B) Actions − Create Accounting = Check − Final = Check

23. (B) OK

24. The General tab should now show a Yes in the Accounted field.

25. (M) Tools > View Accounting Events > (B) View Journal Entries

• Review the Journal Entry lines, including the reversal and replacement lines

26. (I) Save


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Practice - Create a Standard Purchase Order

Overview

Your supervisor has asked you to create a purchase order for XXIBM Corporation in New York. Your company is planning to purchase 50 units of item f10000 for $100.00 each. The supplier will be authorized to deliver on three separate dates. Two different departments have ordered the units for the third shipment line. In this practice, you will create a standard purchase order that will be used in subsequent labs in which invoices will be entered and matched to this PO.

Assumptions



Tasks

Responsibility = Purchasing, Vision Operations (USA)

1. Navigate to the Enter Purchase Orders window.

2. Create a standard purchase order:

3. Enter a Standard Purchase Order with 3 Shipment Lines

4. Submit the purchase order for approval

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Solution - Create a Standard Purchase Order

Tasks

Create a Standard Purchase Order

Responsibility = Purchasing, Vision Operations

1. Navigate to the Enter Purchase Orders window.

• (N) Purchase Orders > Purchase Orders

2. Create a Standard Purchase Order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Supplier Site = New York − Buyer = your name

3. Enter PO Line 1: − Item = f10000 − Quantity = 50

Enter Purchase Order Shipments

4. (B) Shipments

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5. Enter shipment lines according to the following table:

Num Organization Ship-To Quantity Promised Date

1 M1 M1-Seattle 18 Today + 5 days



Enter More Information

6. (T) More

7. Enter Match Approval Level information for lines 2 and 3 according to the following table: Num Receipt Close

Tolerance (%) Invoice Close

Tolerance (%) Match

Approval Level Invoice

Match Option

2 0 0 2-way PO

3 0 0 2-way PO

Enter Purchase Order Distributions

8. With the cursor on shipment line 1, choose (B) Distributions.

9. Enter the distribution line according to the following table:

Num Destination Type Quantity P.O. Charge Account

1 Expense 18 01-110-7050-0000-000

10. Save your work. Close the Distributions window and return to the Shipments window.


12. Enter the distribution line according to the following table:


1 Expense 12 01-110-7050-0000-000

13. Save your work. Close the Distributions window and return to the Shipments window.


15. Enter two distribution lines according to the following table:


1 Expense 12 01-110-7050-0000-000

2 Expense 8 01-120-7050-0000-000

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16. Save your work and close the Distribution and Shipments windows .

Approve the Purchase Order

17. (B) Approve

18. Select Submit for Approval, deselect all other options.

19. (B) OK

20. Record your purchase order number _____________________

21. (I) Save


23. (I) Switch Responsibility > Payables, Vision Operations (USA)

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Practice - Match Invoices to a Purchase Order

Overview

In this practice you will enter invoices and match them to a standard purchase order in the following ways:

• Match to PO Shipment Lines – Your supplier shipped 26 units of the item and billed you for them. The shipments were for the first and second shipment lines. The rest of the purchase order will be shipped and billed at a later date. Use Invoice XX5000 to match to the PO for this method.

• Match to PO Distributions - Your supplier has shipped 5 more units of the item you ordered and now has billed you for them. The shipments are for the second and third shipment lines. The remainder of the purchase order is on back order and will be shipped and billed at a later date. Use Invoice XX6000 to match to the PO for this method.

• Quick Match – Your supplier has finally shipped the remaining units and has now billed you for them. The shipment was for the balance of the second and third shipment lines. Use Invoice XX7000 to match to the PO for this method.

Assumptions



Tasks



2. Enter Invoice XX5000 for 26 units and enter the details of the shipments on the Match window. Invoice Lines and Distribution Lines should be generated automatically.

3. In the All Distributions window, verify that the Distribution Lines were automatically generated.

4. Enter Invoice XX6000 and enter the details of the shipments on the Match window, including shipment information broken down by cost center for Shipment Line 3. Invoice Lines and Distribution Lines should be generated automatically.

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5. In the All Distributions window, verify that the Distribution Lines were automatically generated for each cost center.

6. Enter Invoice XX7000 using the QuickMatch functionality. Invoice Lines and Distribution Lines should be generated automatically.

7. In the All Distributions window, verify that the Distribution Lines were automatically generated for each cost center.

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Solution - Match Invoices to a Purchase Order


Match to PO Shipment Lines



• Name = XX Invoice Batch 2

• (B) Invoices


Type Supplier Invoice Num Amount

Standard XXIBM Corporation XX5000 2600

3. (B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your PO number from the last lab

4. (B) Find.

5. Enter match details according to the following table: Shipment

Line Match Qty Invoiced Unit Price Match Amount

1 Check 18 100 1800

2 Check 8 100 800

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6. (B) Match.

7. In the Invoices window, click (B) All Distributions.

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8. Verify that the Invoice Distribution Lines were generated automatically by the matching process, and that the Distribution Total equals the Invoice Total.

Match to PO Distributions

9. Close the All Distributions window and move your cursor to the next available row in the Invoice Header region.


Type Supplier Invoice Num Amount

Standard XXIBM Corporation XX6000 500

11. (B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your PO number from the last lab

12. (B) Find.

13. Enter match details for line 2, according to the following table: Shipment


2 Check 2 100 200

Note: Leave line 1 blank.

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14. Enter match details for line 3, according to the following table:

Shipment Line

Match Qty Invoiced Unit Price Match Amount

3 Check 3 100 300

Note: Leave lines 1 and 2 blank.

15. With your cursor on line 3, select (B) Distribute.

16. In order to apply the quantity billed (3 units) to the appropriate cost centers, use the following information to enter match information for the two Distribution Lines associated with Shipment Line 3 on your PO: Distribution


1 Check 2 100 200

2 Check 1 100 100

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17. (B) Match.

18. Close the Match windows, and return to the Invoices entry window > (B) All Distributions.

19. In the All Distributions window, verify that the Distribution Lines for each cost center were automatically generated by the matching process, and that the Distribution Total equals the Invoice Total.

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Quick Match

20. Close the All Distributions window and move your cursor to the next available row in the Invoice Header region.


Type Supplier PO Number

Invoice Num Amount

Standard XXIBM Corporation Your PO from the last lab

XX7000 1900

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22. (B) QuickMatch.

Note that the Lines on the invoice were automatically populated based on the remaining unbilled quantities on the purchase order shipment lines at the time the match information for this invoice was entered and saved.

23. (B) All Distributions.

24. In the All Distributions window, verify that the Distribution Lines for each cost center were automatically generated, and that the Distribution Total equals the Invoice Total.

25. (I) Save


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Practice - Enter Quick Invoices

Overview

The Quick Invoices window supports “heads-down” data entry for invoices that do not require much research. In this practice, you will enter standard invoices using the Quick Invoices window.

Assumptions



Tasks


1. Navigate to the Quick Invoices window.

2. Enter the first invoice using the information provided on the invoice below.

XXIBM Corporation Invoice No. XX1001 1 Main St. San Francisco, CA


5 XXIBM Thinkpad 3000.00 15000.00

Subtotal 15000.00 Shipping 0.00 Tax 0.00 Total 15000.00

Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000

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3. Enter the second invoice using the information provided on the invoice below.



2 Dell Desktops 1250.00 2500.00



4. Enter the third invoice using the information provided on the invoice below.



2 Dye sublimation 3500.00 7000.00 printers



5. Import the invoices into AP.

6. Navigate to the Invoice Workbench.

7. Query your invoices and ensure the system imported all of your invoices.

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Solution - Enter Quick Invoices

Tasks


Enter Invoices


• Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XX Quick Batch 1

2. (B) Enter

3. Enter the first Invoice Header using the information provided below. Type Invoice

Number Invoice

Date Supplier Site Invoice

Amount

Standard XX1001 Today’s date

XXIBM Corporation

SAN FRANCISCO

15000

4. Enter an Invoice Line based on the following table: Type Amount Account Unit of

Measure Quantity Invoiced

Unit Price

Item 15000 01-000-1570-0000-000 Each 5 3000

Note: Account must be entered or the creation process will fail.

Note: The Track as Asset field is not checked, but will be checked once the invoices are imported into the Invoice Workbench.

Note: You must specify a Unit of Measure if you are entering data in the Quantity Invoiced and Unit Price fields.

5. (B) Save and Next

6. Enter the second Invoice Header using the information provided below. Type Invoice

Num Invoice


Amount


XXIBM Corporation

SAN FRANCISCO

2500

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Unit Price

Item 2500 01-000-1570-0000-000 Each 2 1250

8. (B) Save and Next

9. Enter the third Invoice Header using the information provided below. Type Invoice

Num Invoice


Amount


XXIBM Corporation

SAN FRANCISCO

7000



Unit Price

Item 7000 01-000-1570-0000-000 Each 2 3500

11. (I) Save

Create AP Invoices from Quick Invoices using the Invoice Import process

12. (B) Create Invoices

13. Verify that: − Source = Quick Invoices − Quick Invoice Batch = XX Quick Batch 1 − Batch Name = XX Quick Batch 1

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14. (B) OK to submit

15. (B) OK to accept the Concurrent Request note and (I) Show Navigator

16. Review the output: − (M) View > Requests

− All my requests = Checked − (B) Find

− Place your cursor on the Payables Open Interface Import row once it completes. − (B) View Output.

View the Newly Created AP Invoices

17. Navigate to the Invoice Workbench:


• Query up the XX Quick Batch 1

• (B) Invoices

18. Review the invoices to ensure the system imported all of them.


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Practice - Enter a Purchase Order for Matching to Quick Invoices

Overview

In this practice, you will enter a Purchase Order (PO) for matching to quick invoices.

Assumptions



Tasks


1. Navigate to the Purchase Order window.

2. Enter a Standard Purchase Order with 1 PO Line and 2 Shipment Lines.

3. Approve the purchase order.

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Solution - Enter a Purchase Order for Matching to Quick Invoices

Tasks

Enter a Purchase Order

Responsibility = Purchasing, Vision Operations

1. Navigate to the Purchase Order window

• (N) Purchase Orders > Purchase Orders

2. Enter a Standard Purchase Order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Site = New York − Buyer = your name

3. Enter Purchase Order Line 1: − Item = AS18947 − Quantity = 4 − Need by Date = Tomorrow’s date

4. (B) Shipments

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5. Enter shipments according to the following table:

Num Org Ship-To Quantity Promised Date

1 M1 M1-Seattle 2 Today + 5 Days

2 M1 M1-Seattle 2 Today + 10 Days

6. (I) Save

7. Close the Shipments window.

8. Approve the purchase order.

• (B) Approve − Submit for Approval = Check − All other options = Uncheck

9. (B) OK

10. Write down your PO number _____________.

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Practice - Match to a PO in Quick Invoices

Overview

In this practice, you will enter match information for a PO in the Quick Invoices window.

Assumptions



Tasks



2. Enter invoice header and line information, including PO information.

3. Import your invoice into AP using the Quick Invoices window..

4. Navigate to the Invoice Workbench.

5. Query your batch and invoice.

6. Verify that the system imported the invoice, including the matching information at the Line and Distribution levels.

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Solution - Match to a PO in Quick Invoices

Tasks


Enter an Invoice

1. Navigate to the Quick Invoices window

• (N) Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XX Quick Batch2

2. (B) Enter

3. Enter Invoice Header information according to the following table:

Type Invoice Num

Supplier Site Invoice Amount

Standard XX2007 XXIBM Corporation SAN FRANCISCO 4831.44

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4. Enter two Invoice Lines according to the following table: Type Amount PO Number PO

Line # PO

Ship # PO

Dist # Quantity Invoiced

Item 2415.72 Your PO # 1 1 1 2

Item 2415.72 Your PO # 1 2 1 2

5. Save your work.

Create Invoices in AP using the Invoice Import process from the Quick Invoices window

6. (B) Create Invoices

7. Verify that:

• Source =Quick Invoices

• Quick Invoices Batch = XX Quick Batch 2

• Batch Name = XX Quick Batch 2

8. (B) OK. To submit the request.

9. (B) OK to accept the Concurrent Request note, and (I) Show Navigator.

10. View the output once it completes. − (M) View > Requests

− All my requests = Checked − (B) Find

− Place your cursor on the latest Payables Open Interface Import row once it completes.

− (B) View Output.

View the Newly Created AP Invoice

11. Navigate to the Invoice Workbench:


• Query up XX Quick Batch 2

• (B) Invoices

12. Review the invoice to ensure it was imported into AP properly. If you click (T) Lines, each line has the matched PO Number, PO Line, and PO Shipment number associated with that line.

13. (I) Save, then (I) Show Navigator

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Practice - Create a Special Calendar

Overview

In this practice, you will create a Special Calendar for use with Recurring Invoice Templates.

Assumptions



Tasks


1. Navigate to the Special Calendar definition window.

2. Enter a new Special Calendar with 6 or more calendar periods beginning with the current month.

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Solution - Create a Special Calendar

Tasks


Create a Special Calendar

1. Navigate to the Special Calendar definition window:

• (N) Setup > Calendar > Special Calendar − Name = XX Monthly − Periods Per Year = 12 − Type of Calendar = Recurring Invoice

2. Enter 6 calendar periods beginning with the current month .

• Use names of months found in a standard calendar in the Period Name field

• Use the current year in the Year field

• The system will automatically assign the Sequence value for each month.

• Enter the beginning and ending dates for each month in the From Date and To Date fields.

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3. (I) Save

Note: The combination of the Period Name and Year becomes the System Name assigned by the system. The System Name and the Invoice Number Prefix entered on the Recurring Invoice Template will make up the unique Invoice Number for each of the Recurring Invoices generated by the Recurring Invoice Template.


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Practice - Create Recurring Invoices

Overview

You have signed a six-month lease for a total of $12,000 with XXIBM Corporation in San Francisco. You are required to pay the same amount each month but do not receive an invoice for the rent. So to ensure that the rent is paid every month in a timely manner, you will create a Recurring Invoice Template that will generate all 6 of the future-dated invoices in advance. The invoices will sit out harmlessly on your system until each one appears (once monthly) on your Aging Reports and Cash Requirements Reports as they become due. Because of their Scheduled Payment dates and GL Dates, they cannot inadvertently be paid early or transferred to the GL early. As with any invoice, they can always be canceled or modified until they paid.

Assumptions



Tasks


1. Navigate to the Recurring Invoices Template window.

2. Enter a new template for the invoices related to your 6-month lease using the Special Calendar you created in the last lab.

3. Use the template to generate all 6 current- and future-dated invoices.

4. Review your lease payment invoices in the Invoices Entry window.

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Solution - Create Recurring Invoices

Tasks

Enter a Recurring Invoice Template

1. Navigate to the Recurring Invoices Template window

• (N) Invoices > Entry > Recurring Invoices − Name = XXIBM Corporation − Site = SAN FRANCISCO

2. Enter the following calendar information: − Name = XX Monthly − Number of Periods = 6 − First = This Month

3. (T) Invoice Definition. − Number = XX Rent − Description = Monthly Rent

4. (T) Line Definition.

5. In the Origin section, select Distribution Set, and in the Name field enter the Distribution Set you created earlier: XX Full Utilities.

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6. (T) Amounts − First amount = 2000 − Accept the default values for the remainder of the fields.

7. (T) Payment. − Payment Method = Electronic − Accept the default values for the remaining fields.

Generate the Invoices

8. In the Number of Invoices field, enter 6.

Note: It is not necessary to generate all 6 invoices at one time. The template could be used to generate a few at a time so that fewer future periods on the Payables transaction calendar would need to be set to Open or Future.

9. (B) Create Recurring Invoices

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10. The system displays a preview of the invoices it will generate once you click on (B) OK. If they appear to be OK, enter “XX Recurring Batch” in the Batch Name field for each invoice, then click on (B) OK to finalize the creation of the new invoices, followed by (I) Show Navigator to return to the menu.

11. Review your invoices in the Invoices Entry window:


• Query up XX Recurring Batch

• (B) Invoices

Note: The invoices will have the following name structure: XX Rent-System Name. Also note their Invoice Dates, GL Dates, and Scheduled Payment dates, which ensures they cannot be paid or transferred to the GL early.

12. When you have finished reviewing the invoices, click on (I) Show Navigator.

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Practice - Calculate a Supplier Balance

Overview

Calculate the balance due to your XXIBM Corporation supplier. .

Assumptions



Tasks


1. Query XXIBM Coporation in the Find Invoices window from the Invoices Entry form.

2. Calculate the balance owed to this supplier using the Calculate Supplier Balance functionality found on the Find Invoices window.

3. Calculate and view the balance owed, and review the related invoices, prepayments, and/or memos that make up that balance. .

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Solution - Calculate a Supplier Balance

Tasks

Calculate the Balance Owed to a Supplier

1. Open the Find Invoices window under the Inquiry section of the Navigator:

• Invoices > Inquiry > Invoices − The Find Invoices window will be displayed:

Trading Partner = XXIBM Corporation.

2. (B) Calculate Balance Owed: − Operating Unit = Vision Operations − Take Discount = Selected − Include Future Dated Payments = Selected

3. (B) Calculate

4. View amount owed, then click on (B) Invoices to view the related invoices, prepayments, and/or memos that make up the balance.


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Practice - Run the Invoice Holds Reports

Overview

In this practice, you will run and review the two seeded invoice holds reports – the Matching Hold Detail Report and the Invoice on Hold Report.

Assumptions



Tasks


1. Navigate to the SRS (Standard Request Submission) form to submit the Matching Hold Detail Report and review it online.

2. Use the same SRS form to submit the Invoice on Hold Report, and review it online.

.

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Solution - Run the Invoice Holds Reports

Tasks


Submit the Matching Hold Detail Report

The Matching Hold Detail report shows invoices that were held or released due to matching issues.

1. Navigate to the Standard Request Submission window,

• (M) View > Requests

• (B) Submit a New Request

• Single Request = selected, (B) OK

2. Submit the Matching Hold Detail report: − Name = Matching Hold Detail Report − Supplier Name = XXIBM Corporation

3. (B) OK

4. (B) Submit, and (B) No to the option to submit another report.

5. (B) Find.

• Monitor the request until it completes successfully and review the output online using the View Output button.

6. When finished, close the browser.

Submit the Invoice on Hold Report

The Invoice on Hold report shows invoices on hold due to matching or non-matching issues.

7. Navigate to the Standard Request Submission window:

• (B) Submit a New Request > Single Request

8. Submit the Invoice on Hold report: − Name = Invoice on Hold Report − Trading Partner = XXIBM Corporation

9. (B) OK

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10. (B) Submit, and (B) No to the option to submit another report.

11. (B) Find.

• Monitor the request until it completes successfully and review the output online using the View Output button.

12. When finished, close the browser.


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Practice - Place a Hold on an Invoice

Overview

There are several types of holds that will affect an invoice’s eligibility to get paid, including Supplier Site Holds, Invoice Holds and Scheduled Payment Holds. Some holds can be manually placed, and manually released, and others may not. If an invoice has a hold that cannot be manually released (like a distribution variance hold), the problem must be fixed, and validation run again so the system can release the hold. In this practice, you will manually place a hold on an invoice.

Assumptions



Tasks



2. Query up Invoice XX2000.

3. Place an Amount hold on the invoice.

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Solution - Place a Hold on an Invoice

Tasks


Query an Invoice




• (B) Invoices

2. Query invoice number XX2000:

• (M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX2000

3. (B) Find

Place a Hold on an Invoice

4. (T) Holds − Hold Name = Amount

5. (I) Save

6. (T) General

Note that the Holds field shows “1”, and the Status has changed to “Needs Revalidation”.


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Practice - Release Holds

Overview

You have received formal approval from the management to release invoice number XX2000. In this practice, you will release the hold on XX2000.

Assumptions



Tasks


1. Navigate to the Invoices window and query up XX2000.

2. Open the Holds tabbed region and manually release the hold on your invoice.

3. Review the General tab to ensure that the invoice’s Status now shows “Validated”.

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Solution - Release Holds

Tasks


Query an Invoice




• (B) Invoices − (M) View > Find

− Trading Partner = XXIBM Corporation. − Invoice Number = XX2000

2. (B) Find.

Release the Hold

3. Use (B) Release to quickly release one or more manually-releaseable holds on an invoice: − (T) Holds − With your cursor on the row with the Amount hold displayed, click on (B)

Release…1 to release the hold and re-run Validation

4. (I) Save

5. (T) General

Note that Holds = 0 and the Status of the invoice has changed to “Validated”.


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Practice - Validate Invoices Online

Overview

You can choose any one of three methods to validate your invoices after entry – at the invoice level using the Actions button on the Invoice Entry form (the “Online” method), at the Batch Header level for all invoices in the batch or batches highlighted (the “Batch” method), and at the Concurrent Manager level for all or a limited number of invoices not yet validated (the “System” method).

The Validation process checks to see if there are any problems related with each invoice and does the Matching comparisons. If it finds any exceptions, it places one or more holds on the invoice, making it ineligible for payment until the hold or holds are released.

In this exercise, you will attempt to validate Invoice number XX1000 using the “Online” method of validation, and all other invoices you have created so far using the “Batch” method.

Assumptions



Tasks


1. Navigate to the Invoices window and query invoice XX1000.

2. Validate the invoice using the Online method of validation.

3. Verify the invoice’s validation status.

4. Validate all of your other invoices using the Batch method.

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Solution - Validate Invoices

Tasks


Validate an Invoice Online

1. Navigate to the Invoices window and query invoice XX1000.



• (B) Invoices

2. (M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX1000 − (B) Find

3. (B) Actions

4. Validate the invoice. − Validate = Check − (B) OK

5. Verify that the invoice status says “Validated”. If not, attempt to resolve the issues surrounding the hold (or holds), and manually release it/them, or run validation again so the system can release the hold(s).

Validate All of Your Invoices

6. Ensure that all of the invoices in your batch are validated by using the Batch method described below:

Method Navigation

Batch Validation (N) Invoices > Entry > Invoice Batches Query up your batch or batches If there is more than one batch listed

that you want to validate, highlight them by holding down the Ctrl key and clicking on each row

(B) Validate

For your information, here is a list of the invoices (not including XX1000) that you’ve created so far in the labs:

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Practice Invoice Number

Enter an Invoice for a Fixed Asset XX2000

Enter an Invoice with Distribution Set

XX3000

Enter an Invoice with Freight Distribution

XX16000

Allocate Freight and Misc Charges XX17000

Create a Schedule Payment XX8000

Enter Quick Invoices XX1001, XX1002, XX1003

Match PO to Quick Invoice XX2007

Match to PO Distributions XX5000, XX6000, XX7000

Recurring Invoices XXRent-System Period

Note: Invoice XX150 was entered during the Create Folder Forms practice, but it is not a full invoice, so don’t validate it. Invoice XX1000 was validated earlier in this practice.

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Practice - Create an Internal Bank Account

Overview

In this practice, you will create an internal bank account using forms in the Cash Management application.

Assumptions



Tasks

Responsibility: Cash Management, Vision Operations (USA)

1. Navigate tobank setup forms in Cash Management

2. Create a new Bank Name, Branch Name, two Bank Accounts, and Payment Documents for each account.


3. Run the Bank Account Listing Report

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Solution – Create an Internal Bank Account

Create a Bank

Responsibility: Cash Management, Vision Operations (USA)

1. Navigate to Manage Banks and Branches:

• (N) Setup:Banks > Banks

2. (B) Create

3. Select Create a New Bank and enter the following data: Field Name Value

Country United States

Bank Name XXAP Bank

4. (B) Save and Next.

5. On the Create Bank: Bank Address page, (B) Create.

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6. Enter the following data: Field Name Value

Country United States

Address Line 1 1 Main Street

City San Francisco

County San Francisco

State CA

Postal Code 94105

Status Active

7. (B) Apply.

Note: Click Apply again if you get an error message regarding the Postal Code.

8. (B) Finish.

Create a Bank Branch

9. (T) Bank Branches.

10. (B) Create.

11. Enter the following Bank Branch Information: − Country = United States <Tab>, Quick Select “United States”, <Tab>, <Tab> − Bank Name = XXAP Bank <Tab>

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12. (B) Continue.

13. Select the Create New Branch option.

14. Enter the following bank branch data: Field Name Value

Branch Name XXAP Branch

Branch Type ABA

15. (B) Finish.

Create Bank Account

16. Navigate to the Home page and then navigate to the Manage Bank Accounts window:

• (H) Home

• (N) Setup :Banks > Bank Accounts

17. (B) Create.

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18. Enter the following data: Field Name Value Keystrokes Keystrokes Keystrokes Keystrokes

Country United States <Tab> Quick Select “United States”

<Tab> <Tab>

Bank Name XXAP Bank <Tab> <Tab>

Bank Branch XXAP Branch <Tab>

19. (B) Continue.

20. Define the Account Owner and Use information: − Bank Account Owner = Vision Operations − Account Use

− Payables = Check − Receivables = Check

21. (B) Next.

22. Enter the following information on the Account Information page: Field Name Value

Account Name XXAP Disbursement

Account Number XX-1234-5678

Currency USD

Multiple Currencies Allowed

Check

Account Type Checking

Description Cash Disbursement Account


24. Enter the following information on the General Controls section: Field Name Value

Cash 01-000-1110-0000-000

Bank Charges 01-720-7870-0000-000

Foreign Exchange Charges 01-000-2580-0000-000

Netting Account No

Cash Clearing 01-000-1110-0000-000

Bank Errors 01-720-7870-0000-000

Agency Location Code Blank

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25. Enter the following information on the Payables Controls section: Field Name Value

Multiple Currency Payments Check

Maximum Outlay 1,000,000.00

Minimum Payment 5.00

Maximum Payment 200,000.00


27. (B) Add Organization Access. − Account Use

− Payables = Check − Receivables = Check

− Organization = (I) Search for (the magnifying glass) > Quick Select “Vision Operations”

28. (B) Continue.

29. Review the GL Account numbers for the Cash and Bank Charges accounts, and make any necessary corrections

30. (B) Apply.


32. (B) Create Contact.

33. Enter the Contact information. − First Name = John − Last Name = Doe − Email Region > Email = [email protected]

34. (B) Apply.

35. (B) Finish.

Create Payment Documents

36. Select the XXAP Disbursement bank account and click (B) Manage Payment Documents.

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37. (B) Create.

38. Define a check stock using the following information. − Name = XXAP Check Stock − Paper Stock Type = Prenumbered Stock − Format Name = External Check Format <Tab>

− Quick Select “IBY_PAY_CHK_STANDARD_2” − In the Document Numbers region:

− First Document Number = 1000 − Last Document Number = 1100

39. (B) Apply.

40. (B) Create.

41. Define an employee check stock using the following information. − Name = XXAP Employee Check Stock − Paper Stock Type = Prenumbered Stock − Format Name = External Check Format <Tab>

− Quick Select “IBY_PAY_CHK_STANDARD_2” − In the Document Numbers region:

− First Document Number = 1000 − Last Document Number = 9900

42. (B) Apply.

43. (H) Home

Review Bank Accounts


44. Navigate to the Standard Request Submission window.

• (N) Other > Requests > Run > Single Request

45. Run the Bank Account Listing Report: − Name = Bank Account Listing − Sort Accounts By = Bank, Branch, Account Name − Include Active/Inactive Accounts = Both − Effective Date = Today’s Date

46. (B) OK > (B) Submit > (B) No (do not submit another request)

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47. View the report output:

• (M) View > Requests − All my requests = Check − (B) Find.

48. With your cursor on the Bank Account Listing request, click on (B) View Output to open a

browser window and view your report online.

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Practice - Create an External Bank Account

Overview

In this practice, you will create an external bank account that belongs to your supplier XXIBM Corporation. Then you will assign the bank account to the supplier site: San Francisco.

Assumptions



Tasks


1. Navigate to the Suppliers window.

2. Query the XXIBM Corporation supplier.

3. Create a New Bank Account for the supplier and assign it to their San Francisco site.

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Solution - Create an External Bank Account


1. Navigate to the Suppliers window.


2. Query the XXIBM Corporation supplier: − Supplier = XXIBM Corporation − (B) Go

3. (I) Update

4. Create a New Bank Account for the supplier. This bank account is held at the same bank and bank branch that you set up previously for your internal bank account.

5. (H) Banking Details

6. (B) Create

7. Enter the following account details: Region Field Name Value Keystrokes Keystrokes

Header Country United States <Tab> Quick Select “United States”

Bank Select Existing Bank Select

Bank Bank Name XXAP Bank

Bank Select Existing Branch Select

Bank Branch Name XXAP Branch

Bank Account Account Number XX-9876-54321

Bank Account Account Name 00IBM Corp Remit To

Account

Bank Account Currency US dollar

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8. (B) Apply.

9. Assign the new bank account to the supplier site: SAN FRANCISCO: − Select Account Assignment Level = Site − In the next field, click on (I) Search for (the magnifying glass) > change the Search

By field to “Operating Unit” > type in “Vision Operations” in the search criteria field > (B) Go

− Quick Select the “SAN FRANCISCO” Site Name

10. (B) Go.

11. (B) Add.

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12. Type in “XXIBM %” in the search criteria field > (B) Go

13. Select the check box for the XXIBM Corp Remit-To Account

14. (B) Select

15. (B) Save

16. (H) Home or (H) Close Window

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Practice - Create a Manual Payment

Overview

Manual payments are payments that have been made outside of your Oracle system, such as hand-written checks or bank wires. In this exercise, you have paid your supplier for Invoice number XX3000 using a hand-written check, and now need to record this manual payment in your Oracle system

Assumptions



Tasks


1. Find invoice XX3000 in the Invoice Entry form

2. Update the payment method to Check

3. Navigate to the Payments window.

4. Enter the hand-written check information into the system so the invoice will be marked as paid.

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Solution - Create a Manual Payment

Prerequisite

Before you can create a manual payment, you must validate the invoice created in the practice entitled Enter an Invoice Using a Distribution Set.

Note: For these practices, invoice approval is not required. Approval is indicated in the Approval field of the General tab within the Invoice Workbench window.

Change Payment Method to Check




• (B) Invoices

2. Find invoice XX3000:


3. (B) Find.

4. Update the payment method: − Payment Method = Check

5. (I) Save

Enter Payment Information

6. Navigate to the Payments window:

• (N) Payments > Entry > Payments

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7. Enter data in the following fields: − Type = Manual − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (For example, 24-APR-2007) − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Remit-To Account = blank

Select Invoice to Pay

8. (B) Enter/Adjust Invoices.

9. Number = XX3000 O

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The Select Invoices window displays all invoices: − that have been entered into Payables − thathave been Validated − that have been Approved, if required

Note: If you do not see your invoice in the list of values for the Number field, return to the Invoice Workbench to ensure the invoice has been validated.

10. (I) Save

11. Close the Select Invoices window.

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12. Invoice Number XX3000 appears in the lower region of the Payments window, and has now been associated with the check number displayed in the upper half.

Note: Because this is a Manual type of payment, no payment format is used and therefore no output is generated within the Oracle system. We are simply recording the fact that a check was written outside of the Payables system.


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Practice - Create a Quick Payment

Overview

Your Facilities Manager just realized that he did not pay the utility charges for a remote storage facility. In this practice, you will change the invoice payment method to Check, and create a Quick Payment for invoice XX5000.

Assumptions



Tasks


1. Find invoice XX5000.

2. Update the payment method to check

3. Navigate to the Payment Workbench window.

4. Enter the Quick Payment

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Solution - Create a Quick Payment


Change Payment Method to Check




• (B) Invoices

2. Find invoice XX5000.


3. (B) Find.

4. Update the payment method: − Payment Method = Check

5. (I) Save.

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Make the Quick Payment

6. Navigate to the Payment Workbench window:(N) Payments > Entry > Payments

7. Enter data in the following fields: − Type = Quick − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (for example, 30-APR-2007) − Payment Amount = blank − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Remit-to-Account = blank

Select Invoice to be Paid

8. (B) Enter/Adjust Invoices

The Select Invoices window opens: − Number = XX5000

9. (I) Save

10. Close the Select Invoices window.

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11. Invoice Number XX5000 appears in the lower half of the window, and is now associated with the check number displayed in the upper half.


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Practice - Place a Stop on a Payment

Overview

Your supplier has notified you that they have not received payment for invoice number XX5000 for $2,600. The payment was sent, but it has apparently been lost. A new payment document should be created for the supplier to replace the lost check, but before you do, you’ll want to contact your bank and place a “Stop Payment” order on the original check in case someone other than your supplier finds it and attempts to cash it. In this practice, you will let your system know that you’ve made that phone call by recording a “Stop” on the payment showing the day and time that you called.

Assumptions



Tasks


1. Navigate to the Payment Workbench window:

2. Find the payment for invoice XX5000.

3. Enter the “Stop” using the Actions button.

4. View the updated payment Status.

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Solution - Place a Stop on a Payment

Tasks

Stop Payment

1. Navigate to the Payment Workbench window:


2. Find the payment for invoice XX5000.

• (M) View > Find − Amounts = 2600 − Payee Name = XXIBM Corporation

3. (B) Find.

4. (B) Actions: − Initiate Stop = Check

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5. (B) OK

6. (B) OK to accept the Caution message.

7. (B) Payment Overview

Note that Status = Stop Initiated

8. Close the Overview window.


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Practice - Void and Re-issue a Quick Payment

Overview

Your bank has confirmed that the payment you made for Invoice XX5000 still has not cleared. The payment was a Quick Payment, so you decide to void the old payment and re-issue a new payment using Oracle’s Void & Re-issue functionality, available only for Quick Payments. In this practice, you will void and re-issue a new payment for Invoice XX5000.

Assumptions



Tasks


1. Navigate to the Payments window.

2. Find the payment for Invoice XX5000.

3. Void the old payment and “re-issue”a new payment using the Actions window.

4. View the voided payment in the Payment Overview window.

5. View the new “reissued” payment in the Payment Overview window.

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Solution - Void and Re-issue a Quick Payment

Tasks

Find the existing payment for Invoice XX5000

1. Navigate to the Payments window:


2. Find the payment for invoice XX5000:


3. (B) Find

Void and Reissue Payment

4. (B) Actions − Reissue = Check − Write down the New Paper Document Num: _____________.

− The next available number in the Check Stock defaults into this field automatically, but you can override it, if necessary.

− (B) OK

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When you “re-issue” a Quick Payment, the original payment is automatically voided and the new payment is created (sent to the printer or other specified designation) as soon as you click on (B) OK.

5. View the voided payment in the Payment Overview window: − (B) Payment Overview − Note the Status = Voided − Note the Invoices region, and the payment reversal

6. Close the Payment Overview window.

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7. View the new payment: − (M) View > Find

− Numbers = your new check number in the from and to fields − Payee Name = XXIBM Corporation − (B) Find

8. Review this new payment in the Payment Overview window.

9. When done reviewing the payment, close the window.


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Practice - Create a Payment Process Request Template

Overview

A Payment Process Request Template is a blueprint that simplifies and expedites pay runs by allowing you to set up, in advance, pertinent payment batch data such as general header information, payment selection criteria, payment attributes, processing instructions, and how validation failures are handled. Templates enable you to:

• Minimize data entry by saving you from re-keying frequently used values, which simplifies and expedites pay runs

• Have a starting point for submitting scheduled pay runs

In this practice, you will create a Payment Process Request Template that you’ll use in a later lab.

Assumptions



Tasks


1. Navigate to the Payments Manager

2. Create a new template for use with payment batches in the future that will only pay your supplier XXIBM Corporation, using prenumbered and paper checks drawn on your XXAP Disbursements account. O

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Solution - Create a Payment Process Request Template


1. Navigate to the Payments Manager:

• (N) Payments > Entry > Payments Manager

2. Navigate to the Create Payment Process Request Template page:

• (T) Templates > (B) Create

Specify Template Header Information

3. Enter header information in the following fields: − Name = XXTemplate − Description = Template for XXIBM Corp and paper checks

Specify Payment Selection Criteria

4. (T) Scheduled Payment Selection Criteria.

5. Enter data in the following fields. − Number of Pay From Days = leave blank − Additional Pay through Days = 45 − Payee = XXIBM Corporation − Payment Method = Check

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6. Under the Pay Groups region, select the Specify radio button.

7. (B) Add.

8. Select XXPay Group

Note: The fields used to limit invoices selected for a pay run will vary, depending on your business process.

Specify Payment Attributes

9. (T) Payment Attributes.

10. Enter data in the following fields. − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment

Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate

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Specify the degree of process automation

11. (T) Process Automation.

12. Stop Process for Review After Scheduled Payment Selection = Check

13. Stop Process for Review After Creation of Proposed Payments = Check

14. Create Payment Instructions = Initiate When Payment Process Request is Complete

15. (B) Apply.

A confirmation message displays, indicating that you have successfully created the Payment Process Request Template.

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16. (T) Home

17. (H) Home or (H) Close Window

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Practice - Run the Cash Requirement Report

Overview

The Cash Requirement Report is used to forecast immediate cash needs for invoice payments. Your company will typically submit this report before every pay run to determine cash requirements for the batch.

In this practice, you will run the Cash Requirement Report and include the three Quick Invoices you created in a previous practice: Numbers XX1001, XX1002, and XX1003.

Assumptions



Tasks


1. You can run the Cash Requirement Report from the Payments Manager, or using the Concurrent Manager’s SRS (Standard Request Submission) form

2. View the report’s output in the Concurrent Manager’s Submitted Requests window.

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Solution - Run the Cash Requirement Report

Prerequisites

To run the Cash Requirement Report, you will use the following three (3) invoices that you created previously:

• XX1001

• XX1002

• XX1003

Note: Before you can start the practice, you must:

• Change the Terms on the invoices from 30 Net to Immediate.

• Change the Payment Method on the invoices from Electronic to Check.

Ensure that: − Lines have been created for each invoice − each invoice has been Validated − none of the invoices are on Hold

Running the report from the Payments Manager

If you have created a Payment Process Request Template, you can run the Cash Requirement Report from the Payment Process Request Templates page:

(N) Payments > Entry > Payments Manager

(T) Templates

Use the Search region to locate the template you created earlier (XXTemplate)

When it is displayed, select it’s radio button

(I) Run Cash Requirement Report

Enter the name of the Operating Unit you are associated with > (B) Next

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Enter the following data in the Parameters window: − Include Unvalidated Invoices = Yes

− This parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation.

− Include Unapproved Invoices = Yes − Pay Through Date = Today’s date + 45 days − Payment Date = Today’s date − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

(B) Next

On the Schedule window: − Start Date = As soon as possible − Recurrence = Never repeat

(B) Next

(B) Next

(B) Next

(B) Submit

(B) OK

(H) Home

(N) Other: Requests > Run

Single Request? > (B) Cancel

(M) View > Requests

(B) Find

If the report is still in process, use the Refresh Data button to monitor its progress.

When the report has completed, place your cursor on the Cash Requirement Report row > (B) View Output

Review the report, and when finished, close the browser window.

(I) Show Navigator

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Running the report from the Concurrent Manager’s SRS window:

1. Navigate to the Standard Request Submission window:

• (N) Other > Requests > Run

2. Single Request? > (B) OK

3. In the Submit Request window, enter the following: − Name = Cash Requirement Report − Operating Unit = Vision Operations

4. Enter the following data in the Parameters window: − Include Unvalidated Invoices = Yes − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date + 45 days − Payment Date = Today’s − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

Note: The Include Unvalidated Invoices = Yes parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation.

5. (B) OK.

6. (B) Submit. Note the Request ID.

7. (B) No to the question, “Submit another request?”

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Monitor the Process

8. (M) View > Requests

9. (B) Find.

10. (B) Refresh Data until your report completes processing.

11. Place your cursor on the row that shows the Cash Requirement Report name.

12. (B) View Output to see the report displayed in a browser window.

13. When you are finished reviewing the report, close the browser window.


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Practice - Use your Template to run a Payment Batch with Straight-Through Processing

Overview

In this practice, you will create a Payment Process Request (submit a payment batch) with straight-through processing for a payment method of ”Check”. With straight-through processing, the system does not stop to allow for reviews before solidifying the batch , formatting, and generating the payments.

Assumptions


• To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Tasks

Prerequisites

To create a payment process request with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report:

• XX1001

• XX1002

• XX1003

Tasks


1. Navigate to the Payments Manager.

2. Navigate to the Submit Payment Process Request page, and submit a request for a batch run using your pre-defined template, with no “stops” enabled.

3. Print the Payment Instuctions (send the payments to the printer).

4. View Payment Details.

5. Record the Print Status of the payments

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Solution - Use your Template to run a Payment Batch with Straight-Through Processing

Prerequisites

To create this Payment Process Request (“PPR”) with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report:

• XX1001

• XX1002

• XX1003

Navigation


1. Navigate to the Payments Manager:


2. Navigate to the Submit Payment Process Request page:

• (T) Payment Process Requests

• (B) Submit Single Request

Enter Header Information

3. Enter data in the following fields: − Payment Process Request Name = XX Single Payment Process Request − Use Template = XXTemplate

Data from the template defaults onto the payment process request. You can now change any of the defaulting data in the tabbed regions of the form as needed.

Enter Selection Criteria


5. Data defaults from the template into the following fields: − Pay From Date = blank − Pay Through Date = Today’s date+ 45 days − Payee = XXIBM Corporation − Payment Method = Check − Pay Group = XXPay Group

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Enter Payment Attributes


7. Payment Date= Today’s date

8. Data should default from the template into the following fields: − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate

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Specify the Degree of Automation for Payment Processing

9. (T) Processing.

10. Override the template defaults by changing data in the following fields: − Stop Process for Review After Scheduled Payment Selection = Uncheck

− because you do not want the process to stop for a review before the batch is pre-formatted

− Stop Process for Review After Creation of Proposed Payments = Uncheck − because you do not want the process to stop for a review after the batch is pre-

formatted − Create Payment Instructions = Automatically Initiate When Payment Process

Request is Complete − because you do not want the process to stop for a review before the final

formatting is done and printing begins

Because neither of the check boxes for “stops” have been selected, and automatic initiation of the payment instructions has been specified, this Payment Process Request (“PPR”) will run without human intervention.

11. (B) Submit

The confirmation window displays.

Find the Newly Created Payment Process Request

12. (T) Payment Process Requests.

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13. In the Payment Process Request field, enter your Payment Process Request name (XX Single Payment Process Request) and (B) Go.

The newly created PPR is displayed:

14. (H) Show, which changes to Hide, to view the payment instruction.

15. (B) Refresh Status to view the most recent status of the PPR.

Note that the newly created PPR should have a “Payment Instructions Reference” number assigned by the system Make a note of the Reference number: __________.

The Payment Process Request page also displays:

• Payment process request status = Formatting

• Payment instructions status = Formatted – Ready for Printing.

Note: You can also query the newly created PPR as follows: − (T) Payment Instructions, enter the payment instruction Reference number in the

Reference field, and (B) Go. − (T) Payments tab, enter the payment process request number in the Payment

Reference Number field, and (B) Go.

Note: If for some reason your pay run pulls invoices other than invoices XX1001, XX1002, and XX1003, cancel the extra invoices or place them on hold so they are not included in the pay run.

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Print Payment Instructions

16. To print the payment instruction, which in this case, means to print onto a check, (I) Take Action.

The Print Payment Documents: Payment Instruction <Number> page displays.

17. In the Printer field, select noprint from the list of values.

18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001, invoice XX1002, and invoice XX1003.

Note: Because you specified noprint in the Printer field, you will not actually print the check or take any further action.

View Payment Process Request Details

19. To view the details of the newly created PPR, select the payment process request name (XX Single Payment Process Request) in the Payment Process Requests page to navigate to the Payment Process Request: <Name> page. Note that the newly created payment process request displays pertinent information in the Payment and Document Summary region and in the Payments region.

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View Payment Details

20. To view details of the payment, (H) Amount.

Note: To view the three invoices you created, click the + (plus sign) to the left of the Documents region.

The Payment: <Number> page shows the three invoices you created in the Documents region, which confirms the following:

• The payment process request (XX Single Payment Process Request) contains the Payment, which includes three invoices.

Record Print Status of Prenumbered Payment Documents

Note: Depending upon your business practice, you may be interested in using a similar dashboard, which is designed to support a payment factory model, where payment processing is centralized. For added experience, you will switch to the Funds Disbursement Process Home, which is an alternate dashboard. Note that the process can be continued from either dashboard.

Since check printing has several potential failure points, the system does not know the outcome of printing or reprinting payment documents. Consequently, you need to provide that information to the system through the Record Print Status page. This page enables you to:

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• Update the print statuses by marking payment documents Printed, Spoiled, or Skipped.

Note: You can only select a print status of Skipped for payment documents that use a paper stock type of Prenumbered.

21. Log in to the following responsibility: Oracle Payments Payment Administrator.

22. (H) Funds Disbursement Process Home.

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23. Under the Pending Actions region, note that the Payment Instruction has a status of Submitted for Printing.

24. To view details of the payment instruction you created, (I) Take Action.

25. (B) Record Print Status

The Record Print Status: Payment Instruction <Number> page displays.

26. You check your printer and note that the checks printed successfully so there is no spoiled or skipped checks to record in the Record Spoiled Payment Documents or Record Skipped Payment Documents regions.

Note: By default, all payment documents are initially displayed as Printed. The exception is payment documents that have been marked spoiled during the reprinting process are displayed as Spoiled in the Record Print Status page.

27. Select the Submit Positive Pay Program Immediately check box.

If the applicable setup enables positive pay, selecting the check box results in submission of the Positive Pay program immediately after you finish recording the print status. The program creates a positive pay file, formats it, and transmits it electronically to your bank. This prevents check fraud by informing the bank which payment documents are issued and for what amount.

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28. (B) Continue.

A warning displays regarding confirmation of the print status.

29. (B) Apply if you are sure that all documents with the status of Printed were, in fact, successfully printed.

30. (T) Home

31. (H) Home or (H) Close window to return to the Navigator

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Practice - Payment Process Request with Stops

Overview

In this practice, you will submit a Payment Process Request (a payment batch) with three stops for reviews using a Payment Method of “electronic”.

Assumptions


• To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Prerequisites

To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously:

• XX1000

• XX2000

• XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate.

Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold

Tasks


1. Change the PPR Template you created in the earlier lab to show:

− Payment Method = Electronic

− Payment Process Profile = US NACHA Generic

− Process Automation = includes 3 stops

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2. Submit a Payment Process Request using the updated template.

3. Review the Selected Invoices (the proposed batch).

4. Remove a selected invoice from the Payment Process Request (PPR)

5. Change the Amount of a Selected Invoice

6. Review the Proposed Payment

7. Create Electronic Payment Instructions

8. View Request to Submit Electronic Payment Instructions

9. View Electronic Payment Instructions Details

10. Transmit the electronic Payment Instructions

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Solution - Payment Process Request with Stops


Prerequisites

To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously:

• XX1000

• XX2000

• XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate.

Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold

Modify your PPR Template to show a default Payment Method of “Electronic”

1. Navigate to the Payments Manager.


2. Navigate to the Payment Process Request Templates page.

• (T) Templates

3. In the Template Name field, enter XXTemplate.

4. (B) Go.

The template displays in the search results section.

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5. To update the check template to use for an electronic payment process request, (I) Update.

The Update Payment Process Request Template: XXTemplate page displays.


7. In the Payment Method field, select Electronic from the list of values.

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9. Change data in the following fields: − Payment Document = leave empty − Payment Process Profile = US NACHA Generic

10. (T) Process Automation.

11. Select the following: − Stop Process for Review After Scheduled Payment Selection = Checked − Stop Process for Review after Creation of Proposed Payments = Checked − Create Payment Instructions = Wait for Standard Request Submission

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12. (B) Apply.

The page confirms that the template has been updated.

Navigation

13. Navigate to the Submit Payment Process Request page:


• (B) Submit Single Request

The Submit Payment Process Request page displays.

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Enter Header Information

14. Enter data in the following fields: − Payment Process Request Name = XX Payment Process Request − Use Template = XXTemplate

Data from the template defaults onto the payment process request. You can now change data in any subtab of the payment process request if desirable.

Enter Selection Criteria


16. Data defaults from the template into the following fields: − Pay From Date = blank − Pay Through Date = Today’s date + 45 days. − Payee = XXIBM Corporation − Payment Method = Electronic − Pay Group = XXPay Group

Enter Payment Attributes


18. Data defaults from the template into the following fields: − Payment Date = Today’s date − Disbursement Bank Account = XXAP Disbursement − Payment Process Profile = US NACHA Generic − Payment Exchange Rate Type = Corporate

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Specify the Degree of Automation for Payment Processing

19. (T) Processing.

20. Data defaults from the template into the following fields: − Stop Process for Review After Scheduled Payment Selection = Check

− because you want the process to stop to allow you to review the batch − Stop Process for Review After Creation of Proposed Payments = Check

− because you want the process to stop to allow you to review the pre-formatting of the payment documents

− Create Payment Instructions = Wait for Standard Request Submission − because you want the process to stop to allow you to review the final

formatting of the payments before transmission of the payments begins

21. (B) Submit.

Because both of the stop check boxes have been selected and manual submission of the payment instructions has been specified, the XX Payment Process Request will stop at the following points:

• after scheduled invoices have been selected

• after the “documents payable” (the invoices or other requests) have been built into payments

• when the payment process request is ready to build payments into Payment Instructions

Stop 1: The payment process request stops in the Views region of the Payment Process Requests page. Note that the status of XX Payment Process Request is Invoices Pending Review.

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Review Selected Invoices

22. To review the invoices selected by your payment process request (XX Payment Process Request), navigate to the (B) Views window, select All of Today’s, and (B) Go.

The PPRs scheduled for today will be displayed.

23. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review.

24. (I) Start Action of your payment process request (XX Payment Process Request).

The Payment Process Request: Selected Scheduled Payments page displays.

Remove a Selected Invoice from the Payment Process Request

25. To remove invoice XX2000 from XX Payment Process Request, select the check box in the Select column of the applicable row and (B) Remove from Request.

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26. (B) Yes when the system asks you if you want to remove this invoice from the payment process request.

The Search Selected Scheduled Payments region now shows two invoices instead of three.

Change the Amount of a Selected Invoice

27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for XX1000. To change the amount of invoice XX1000, change the amount directly in the Payment Amount field from 10,000 to 1,000.

28. (B) Save

29. (B) Submit.

Stop 2: The payment process request stops in the Views region of the Payment Process Requests page.

30. (B) Refresh Status.

The status of XX Payment Process Request changes from Invoices Pending Review to Assembling Payments and then stops with the status of Pending Proposed Payment Review. O

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Review the Proposed Payment

31. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request).

The Review Proposed Payments: Payment Process Request <XX Payment Process Request> page displays, which shows a proposed payment to Vision Operations totaling $6,035.

32. To view the invoices selected to be paid on this payment, (H) Amount.

The Payment: <Number> page displays.

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33. To view the invoices included in the Vision Operations payment, expand the Documents region.

Note the following:

• For invoice XX1000, the Document Amount is $10,000, but the Amount Paid is $1,000.

• The status in the header indicates Pending Instruction Created.

Review Documents within the Payment

34. To review the details of the documents (invoices) within the payment, (H) XX1000 and (H) XX16000.

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35. After reviewing the invoices, if you are satisfied with the documents to be included within the proposed payment, return to the Payment Process Request window and select the Run Payment Process option from the Actions drop-down list.

36. (B) Go.

37. (B) Refresh Status to refresh the status for the request.

This action runs the payment process request and you are now ready to create payment instructions.

The payment process request stops in the Views region of the Payment Process Request page.

Note: The status of XX Payment Process Request shows as Assembled Payments.

Create Electronic Payment Instructions

38. (T) Home to manually create electronic payment instructions. O

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39. Click the Create Electronic Payment Instructions link.

The Schedule Request: Name page displays.

40. In the Request Name field, enter XX Electronic Payment Instructions.

41. (B) Next.

The Schedule Request: Parameters page displays.

42. Enter the following data: − Payment Process Profile = US NACHA Generic − Payment Currency = USD

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− Internal Bank Account = XXAP Disbursement − Select Payments from Source Product = Payables − Select Payments from Payment Process Request = XX Payment Process Request − Select Payments from Payment From Date = blank − Select Payments from Payment To Date = Today’s date+ 45 days − Transmit Now = No

43. (B) Next.

The Schedule Request: Schedule page displays.

44. Retain the following defaults: − Start Date = As soon as possible − Recurrence = Never repeat

45. (B) Next.

The Schedule Request: Notifications page displays.

46. (B) Next.

The Schedule Request: Printing page displays.

47. In the Print Style field, retain the A4 option.

48. In the Printer field, select noprint from the list of values.

49. In the Copies field, enter 0 (zero).

50. Select the Save Output Files check box.

51. (B) Next.

52. Review the information entered for the Create Electronic Payment Instructions concurrent program.

53. (B) Submit.

The following page displays.

54. (B) OK.

View Request to Submit Electronic Payment Instructions

55. (T) Home.

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56. To view your request to submit electronic payment instructions, click the (H) Monitor Requests link under the Concurrent Requests region (on the menu on the left on the Home tab).

The Requests page displays.

57. Select the Completed option from the View drop-down list.

58. (B) Go.

59. (B) Refresh until you see your completed request.

Query Electronic Payment Instructions

60. Navigate to the Payment Process Request page.


61. In the Payment Process Request field of the Search region, select XX Payment Process Request from the list of values.

62. (B) Go.

The search results display.

63. (H) Show in the Details column to display the payment instructions Reference number associated with your payment process request. Make a note of the Reference number here:_________.

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View Electronic Payment Instructions Details 64. To view details of the newly created payment instructions, (H) Reference number.

65. Return to the Payment Process Requests page and click the XX Payment Process Request (XX Payment Process Request) hyperlink.

The Payment Process Requests: XX Payment Process Request page displays.

In the header above, you can see the following:

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− Related Payment Instructions = 1, which indicates that payment instructions have been created for XX Payment Process Request.

− Status of XX Payment Process Request = Payments Initiated

66. To view the newly created payment instructions, click on the number “1” hyperlink in the Payments column above.

67. To view the payment instructions details, (H) Reference number.

Note that the header indicates the following: − Payment instruction reference number = Reference number − Processing Type = Electronic − Status of payment instructions = Created

Transmission of Electronic Payment Instructions

You are now ready do one of the following, depending upon the setup of your payment process profile:

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• immediately transmit the payment instructions electronically to a bank or third party processor

• send the payment instructions output file to your server for subsequent transmission

Note: The payment process profile (in this case, the US NACHA Generic profile) contains all the rules about how payments are created and disbursed. If the payment process profile contains transmission configuration information, the payment instructions are transmitted immediately.

If the payment process profile does not contain transmission configuration information, the output file is sent to your server for subsequent transmission.

68. (H) Home to return to the Navigator

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Practice - Void a Payment in Payments Manager

Overview

Earlier, we had you void a check created in the Payments window. In this exercise, you’ll learn how to void a check using the Payments Manager forms instead. Let’s say that you entered, validated, and paid invoice XX2070 as part of a PPR. But now you learn that the supplier has lost their check. Even though the payment was Quick Payment, for this exercise, you will not use the Void & Reissue functionality. Instead, you will void the original payment using Payments Manager forms.

In this practice, you will void itin Payments Manager.

Assumptions



Tasks


1. Create, validate, and pay invoice XX2070 in full using a Quick Payment in the Payments window.

2. Search for the payment on the Payments page of the Payments Manager.

3. Void the Payment using the Void icon on the Payments page −

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Solution - Void a Payment in Payments Manager


Create, Validate, and Pay an invoice.

1. Create an invoice in the Invoice Workbench:



• (B) Invoices

• (I) New to open a new row and enter the following data: − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX2070 − Invoice Currency = USD − Invoice Amount = 2500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Terms Date = Today’s date − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank

2. (T) Lines

3. Enter the following line data: − Num = 1 − Type = Item − Amount = 2500 − Distribution Set = XXUtilities

4. (B) Actions, select the Validate check box, and click (B) OK.

5. (B) Actions, select the Pay in Full check box, and click (B) OK.

6. In the Payments window, enter or confirm the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation

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− Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 2500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XX Employee Check Stock − Document Num = Check number defaults in − Payment Process Profile = Long Check Format − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank

Make a note of the check number: ___________.

7. (I) Save

The invoice data defaults into the bottom region of the page.

Find the Payment in the Payments Manager

8. Navigate to the Payments page in Payments Manager:


• (T) Payments

9. In the Simple Search region, enter search criteria for the payment in the following fields: − Payee = XXIBM Corporation − Payment Document Number = your payment number

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10. (B) Go.

The search results display.

11. Verify that the retrieved information is related to your supplier and the payment.

12. To view payment details, which ensures that you found the correct payment to void, click the number in the Amount field (2,500.00).

The Payment: <Number> page displays.

13. Return to the Payments page.

Void the Payment

14. Locate the payment you want to void in the search results region and click the Void icon in the applicable row.

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The Void Payment: <Number> page displays.

15. Retain the default date in the Date field.

16. Optionally, enter a reason for the voided check.

17. (B) Apply.

A warning displays, informing you that you cannot undo a voided payment.

18. To accept the warning and continue with the void action, click (B) Yes

Monitor the Void Process

19. (T) Home.

20. To monitor the void process, click the (H) Monitor Requests hyperlink under the Concurrent Requests region of the menu on the left.

21. Select the Completed option from the View drop-down list.

22. (B) Go.

23. (B) Refresh until you see your completed request.


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Practice - Stop a Payment in Payments Manager

Overview

Earlier, we had you place a “Stop”on a payment using the Payments window, but in this exercise, you’ll enter a “Stop” using the Payments Manager. You will enter invoice XX1009 and pay it. Then we’ll assume that your supplier has notified you that he has not received the payment—in other words, it appears to be lost in the mail. You call the bank and ask whether the check has cleared. The bank indicates that the check has not cleared, so you request a Stop Payment action be placed on the check number in case someone other than the supplier shows up later trying to cash it. You will record and confirm the “stop” in Oracle using forms in Payments Manager. In this practice, you will:

• Record a stop payment request.

• Confirm the stop payment.

Assumptions


• You must have access to an Oracle Application Vision database or comparable training or test instance at your site to complete this practice.

Tasks


1. Create, validate and pay an invoice

2. Navigate to the Payments page in Payments Manager and find the payment.

3. Record a “Stop Payment Request”

4. Confirm the Stop Payment Request

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Solution - Stop a Payment in Payments Manager


Create, Validate and Pay an Invoice

Create an invoice in the Invoice Workbench:



• (B) Invoices

• (I) New to open a new row and enter the following invoice: − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX1009 − Invoice Currency = USD − Invoice Amount = 3500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Terms Date = Today’s date − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank

2. (T) Lines.

3. Enter the following line data: − Num = 1 − Type = Item − Amount = 3500 − Distribution Set = XXUtilities

4. (B) Actions, select the Validate check box, and click (B) OK.

5. (B) Actions, select the Pay in Full check box, and click (B) OK.

The Payments page displays.

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6. In the Payments window, enter the following check: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 3500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XXAP Check Stock − Document Num = Check number defaults in − Payment Process Profile = Short Check Format − Remit-To Bank Account = blank − Remit-To Bank Account = blank

7. (I) Save

The invoice data defaults into the bottom region of the page.

Find the Payment

8. Navigate to the Payments page in Payments Manager.


• (T) Payments

9. In the Simple Search region, enter search criteria for the payment for which you want to record a stop payment:

− Payee = XXIBM Corporation − Payment Date = Today’s date

10. (B) Go.

The search results display. O

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11. Verify that the retrieved information is related to your supplier and the payment.

12. In the applicable payment row, click the Stop Actions icon.

The Record Stop Payment Request: Payment <Number> page displays.

Record a Stop Payment Request on the Check

13. In the Date field, enter the date for which you are recording the stop payment request (today’s date).

14. In the Reason field, optionally enter a reason for the stop payment request.

15. In the Reference field, enter the reference identifier provided by the bank when you called.

16. (B) Apply. The system navigates back to the Payments page.

17. In the applicable payment row, click the Stop Actions icon. The Resolve Stop Payment Request: Payment <Number> page displays.

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Resolve a Stop Payment Request on the Check

18. From the Action drop-down list, select Confirm.

19. In the Date field, select today’s date.

20. In the Reason field, optionally indicate the reason you are confirming a stop payment on the check.

21. In the Reference field, enter the reference identifier supplied by the bank.

22. (B) Apply.

23. (B) Yes to accept the warning note.

24. (B) Yes to accept the warning note.

25. (H) Close Window to return to the Navigator

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Practice - Enter a Credit Memo and Record a Refund

Overview

In this practice, you will enter a supplier’s Credit Memo. But it’s been established that you will not be doing any more business with this supplier, so you requested a refund and have subsequently received it from the supplier. So in addition to entering the credit memo, you will also enter the Refund record to let the system know the Credit Memo is no longer an outstanding item.

Assumptions



Tasks



2. Enter a Credit Memo and validate it.

3. Enter and apply the Refund to the Credit Memo.

4. Review the Refund and application the Credit Memo online.

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Solution - Enter a Credit Memo and Record a Refund

Tasks

Enter a Credit Memo

1. Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New to open a new row

2. Enter a Credit Memo with the following details: − Invoice Type = Credit Memo

− Note: Click OK to accept the Note payment terms defaulting from the supplier site to the invoice.

− Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = XXDM300 − Amount = -1500 − Terms = Immediate − Payment Method = Check

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3. In the Lines tab, enter the following line for the Credit Memo: − Type = Item − Amount = -1500 − Distribution Account = 01-110-7110-0000-000

4. Save and validate the Credit Memo − (I) Save − B) Actions

− Validate = Check − (B) OK.

Enter and Apply the Refund to the Credit Memo

5. Enter the Refund in the Payments window. You can get there using the Actions button in the Invoice Entry form:

− (B) Actions: − Pay in Full = Check − (B) OK.

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6. In the Payments window, enter the Refund: − Type = Refund − Payment Date = Today’s Date − Bank Account = XXAP Disbursement (into which the refund was deposited) − Document Number = 46269(the supplier’s check or payment number)

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7. (I) Save

Note: We are using the example of a Refund for one Credit Memo in this exercise, but you can apply a Refund to a NET negative account balance, too. That means a Refund may be applied to one or more outstanding invoices together with one or more outstanding Credit or Debit Memos on the same account – whenever the Memos create a negative account balance.

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Review the Refund

8. You can review Refund details on the Payments window itself (above), the (B) Payment Overview window, or the (B) Invoice Overview window.


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Practice - Create a Prepayment Invoice

Overview

You are required to pay $2,500 -- in advance -- for a banquet your company is planning. Your supplier may, or may not, have sent an invoice for the deposit. In Payables, you CANNOT CUT A PAYMENT WITHOUT AN INVOICE TO PAY, so if you don’t have an invoice from your supplier for the advance, you need to enter a variation of one of our normal invoice types – a Prepayment Invoice.

With a Prepayment Invoice, you have a document in your system you can use to generate an advance payment for a supplier or an employee, and the money resides in the Asset section of your General Ledger until you use it (“apply” it to one or more subsequent invoices from that supplier or employee for actual goods and services).

In this exercise, you will enter and pay a Prepayment Invoice for the advance deposit needed for the banquet.

Assumptions



Tasks


1. Navigate to the Invoices window to enter and validate a Prepayment Invoice.

2. Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the Actions button.

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Practice - Create a Prepayment Invoice Invoice

Enter a Prepayment


1. Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)

2. Enter your Prepayment invoice: − Type = Prepayment − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = PP11000 − Invoice Amount = 2500 − Description = Deposit for Sales/Customer Banquet − Prepayment Type = Temporary − Settlement Date = Today’s Date − Payment Method = Electronic

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3. Enter a Line for the invoice: − Type = Item − Amount = 2500

Note that the Distribution Account field has been populated automatically by the Account Generator workflow process using the default account number entered on the supplier’s Site record. This is typically an Asset account number, where the money will reside until it is “applied”.

4. Save and validate the Prepayment Invoice: − (I) Save − (B) Actions

− Validate = Check − (B) OK

Note that the Status of your invoice has now changed to “Unpaid”.

5. Pay the Prepayment Invoice: − (B) Actions:

− Pay in Full = Check − (B)OK

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6. In the Payments window, enter a Quick Payment for this invoice: − Type = Quick − Bank Account = XXAP Disbursement − Payment Date = Today’s Date − Document = Electronic − Payment Process Profile = US NACHA Generic − Remit To Account = the Remit-To Account on the supplier’s Site record

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7. (I) Save

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8. Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices

9. Find your Prepayment Invoice: − (M) View > Find

− Supplier Name = XXIBM Corporation − Invoice Type = Prepayment − (B) Find.

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Your Prepayment Invoice should be displayed.

Note that the Status now reads Available (meaning, the payment is available to be applied to subsequent invoices from this supplier)


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Practice - Apply a Prepayment

Overview

You have received the invoice for the goods and services related to the banquet that your company hosted. In this practice, you will enter the supplier’s new Standard invoice, and thenapply the Prepayment against it to reduce the balance owed .

Assumptions



Tasks



2. Enter, save, and validate the supplier’s new invoice.

3. Apply the Prepayment using the Actions button in the Invoice Entry form, and re-validate the new invoice.

4. Review the Distribution Lines.

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Solution - Apply a Prepayment

Tasks


1. Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)

2. Enter the supplier’s latest invoice: − Type = Standard − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = PP12000 − Invoice Amount = 6001.59 − Payment Method = Electronic

Note: Oracle Payables reminds you that there is a prepayment available for your supplier. Click (B) OK to accept this note.

3. Enter an invoice Line: − Type = Item − Amount = 6001.59 − Distribution Account = 01-402-7695-0000-000

4. (I) Save

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Note: If you are using Oracle’s Automatic Withholding Tax features (typically for 1099 suppliers who have not yet returned their W-9 form), you’ll want to apply the Prepayment before validating the invoice.

5. Apply the full amount of the Prepayment to the new invoice: − (B) Actions:

− Apply/Unapply Prepayment = Check − (B) OK

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Oracle displays the Apply/Unapply Prepayments window.

6. In the Apply/Unapply Prepayments window, apply the Prepayment to this invoice. − Apply = Check − Amount to Apply = 2500

7. (B) Apply/Unapply. The history of applications is displayed in the bottom half of this form, and stays with the Prepayment Invoice record, even if the Prepayment is later “unapplied” from this invoice and applied to one or more others.

8. Close the Apply/Unapply window.

Note that the General tab now shows that Prepayments Applied = $2,500, the balance due for the invoice is $3,501.95, and that the Status = Never Validated.

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9. Save and validate the invoice: − (B) Actions

− Validate Related Invoices = Check − (B) OK The “Validate Related Invoices” option was used so that both this Invoice and the related Prepayment Invoice will be validated (and/or re-validated) at the same time.

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10. View the Distributions, noting the Prepayment account number that the Account Generator got from the supplier’s Site record:

− (B) All Distributions


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Practice - Set up Payment Terms

Overview

Your supplier has just notified you that they are going to offer a 5% discount if you pay their invoices in 45 days. The entire invoice amount will be due in 60 days. These are Payment Terms that are not on Oracle’s seeded list of terms, so in this practice, you will set up these new Payment Terms and use them on a new invoice.

Assumptions



Tasks


1. Navigate to the Payment Terms setup window and define your new terms “5/45, Net60”.


3. Enter an invoice using the new Payment Terms.

4. Review the Scheduled Payments tab to ensure that your Payment Terms are working properly.

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Solution - Set up Payment Terms

Tasks

Create a New Payment Term

1. Navigate to the Payment Terms window:

• (N) Setup > Invoice > Payment Terms − Name = XX5/45 Net 60 − Description = 5/45 Net 60

2. (T) Due: − % Due = 100 − Days = 60

3. (T) First Discount: − % Discount field = 5 − Days = 45

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4. (I) Save

Enter an Invoice Using the New Payment Terms

5. Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)

6. Enter a new invoice: − Type = Standard − Supplier = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = XX15000 − Invoice Amount = 15000 − Terms = XX5/45 Net 60 − Payment Method = Electronic

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7. (T) Lines: − Type = Item − Amount = 15000 − Distribution Set = XXUtilities

8. (T) Scheduled Payments

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9. Review the information on the Scheduled Payments tab to ensure that the First Discount field properly reflects a discount amount equal to 5% of the invoice amount ($750), and the First Discount Date field reflects a date that is 45 days from the date of the invoice. Also, check the Due Date for the invoice (on the far left side of the window) to ensure that it properly reflects a date that is 60 days from the date of the invoice. If any of these fields are not correct, re-visit the Payment Terms definition form and make any necessary changes.

10. (I) Save


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Practice - Create an Expense Report Template

Overview

In this practice, you will create an Expense Report template that will detail expense items that may appear on future expense reports, along with the associated GL account number and other pertinent information you want to assign to each item.

HR policy at your company states that all employees must have a Default Expense Account number assigned to their employee record, so for this template, you will only need to enter the “natural” account segment for each item. The remaining segments will default automatically from their employee record as they add items to their expense reports.

Assumptions



Tasks


1. Navigate to the Expense Report Templates window and enter a new template for travel expenses.

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Solution - Create an Expense Report Template

Tasks

Create an Expense Report Template

1. Navigate to the Expense Report Templates window:

• (N) Setup > Invoice > Expense Report Templates − Name = XXTravel − Description = Travel Expense Template − Enable for Internet Expenses = Check The “Enable for Internet Expense” option makes the template available to employees who are using the Oracle iExpenses application to enter their expense reports.

2. Enter expense item lines according to the following table: − Choose the specified Expense Category values from the drop down list on the

Expense Category field. − Use the List of Values on the GL Account field to fill in the “Account” segment

with the specified value. This should be the only segment you fill in. Leave all other segments on the Operations Accounting Flex window blank.

Expense Item Expense Category GL Account

Airfare Airfare --7640--

Taxi Miscellaneous --7680--

Hotel Accommodations --7670--

Meals Meals --7690--

Car Rental Car Rental --7650--

Phone Miscellaneous --7450--

Misc Miscellaneous --7699--

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3. (I) Save


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Practice - Enter an Expense Report in AP

Overview

You can enter expense reports using the Expense Report entry form in the Oracle Payables application (“AP”), or the Expense Report entry form in the Oracle Projects application, or the web-based Oracle iExpenses application. In all three cases, the information is loaded initially into an interface table and must be exported to AP before you have an invoice capable of being paid in AP.

In this practice, you will enter an expense report using your Expense Report Template and the Expense Report entry form in AP. Afterward, you will export the data from the interface table to the AP invoice tables so they can be viewed from the Invoice Entry (or Inquiry) forms, and paid like other invoices.

Assumptions



Tasks


1. Navigate to the Expense Report window and enter a new expense report using your Expense Report Template.

2. Navigate to the Standard Request Submission form and run the Expense Report Export process.

3. Use the Invoices Entry window to review the new Expense Report Invoice that was created by the export process.

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Solution - Enter an Expense Report in AP

Tasks

Enter an Expense Report

1. Navigate to the Expense Report window:

• (N) Invoices > Entry > Expense Reports − Employee = Your name (last name first) − GL Account = (will default from your employee record) − Date = Today’s date − Amount = 2185 − Invoice Num = XX-Denver-Jan09 (i.e., 00-Denver-Jan09) − Inv Description = Training in Denver in Jan 2009 − Template = XXTravel

2. (T) Accounting

3. Enter expense lines according to the following table:

Item Amount GL Account

Airfare 1805.78 Accept the default

Meals 194.22 Accept the default

Car Rental 185 Accept the default

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Note how the GL Account number for each expense item is built automatically by the Account Generator workflow process using segments derived from the Default Expense Account number listed on your employee record (seen in the top portion of the form above), together with the natural account number derived from your Expense Report Template.

4. (I) Save > (I) Show Navigator

Run the Expense Report Export program

5. Navigate to the Standard Request Submission (“SRS”) form:

• (M) View > Requests − (B) Submit a New Request − Choose Single Request − (B) OK − Name = Expense Report Export − Batch Name = XX Exp Report Batch 1 − Source = Payables Expense Reports − Organization Name = Vision Operations

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6. (B) OK

7. (B) Submit

Note: When the export process completes, the new expense reports can be viewed in the Invoices Entry (or Inquiry) windows. If you don’t see your expense report within 5 minutes after the process has completed, it may be stuck in the interface table because of invalid or missing information. If that should occur, contact your instructor for assistance.

8. View the invoice that was created from your Expense Report: − (N) Invoices >Entry >Invoice Batches − Query up XX Exp Report Batch 1 (B) Invoices

Note that the Type field on your new invoice was automatically set to “Expense Report” by the system during the export process.

9. (B) All Distributions − Review the individual GL account numbers derived from your Expense Report


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Practice - Create an Employee Advance

Overview

Jamie Frostis one of your employees and has requested a travel advance for his upcoming business trip to the annual Oracle Open World conference in San Francisco.He has requested $1,500.00.

In this practice, you will enter and pay a new Prepayment Invoice for Jaime’s employee advance.

Assumptions



Tasks


1. Navigate to the Invoices Entry window and enter a new Prepayment Invoice for Jaime’s employee travel advance.

2. Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the Actions window in the Invoices Entry form.

3. Review your Prepayment Invoice to ensure it now has a Status of Available.

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Solution - Create an Employee Advance

Tasks


Enter a Prepayment Invoice

1. Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New

2. Enter the new Prepayment Invoice: − Type = Prepayment − Trading Partner = Jamie Frost − Site = Office − Invoice Date = Today’s date − Invoice Num = XX1000 − Invoice Amount = 1500 − Description = Travel advance for Open World Conference − Terms = Immediate − Prepayment Type = Temporary − Settlement Date = Today’s date

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3. (T) Lines: − Type = Item − Amount = 1500

Note how the Distribution Account field is automatically populated with the Prepayment account from the supplier’s Site record.

4. Save and validate the prepayment: − (I) Save − (B) Actions

− Validate = Check − (B) OK

Note that Status = Unpaid.

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Pay the Prepayment Invoice

5. Pay the Prepayment Invoice with a Quick Payment: − (B) Actions:

− Pay In Full = Check − (B) OK

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Oracle Payables displays the Payments window

6. Enter the payment details: − Type = Quick − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Payment Document = XXEmployee Check Stock

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7. (I) Save > close the Payments window to return to the Invoices Entry form


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9. Review your Prepayment Invoice in the Invoices Entry form to ensure the Status is now Available.

− (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (M) View > Find

− Trading Partner = Jamie Frost − Invoice Number = XX1000 − (B) Find


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Practice - Apply an Employee Advance

Overview

Jamie Frost has returned from his business trip and has submitted his expense report to you on paper. You need to get that report into the Oracle system, so you’ll need to enter the expense report. And as you enter it, you will have the opportunity to apply the Prepayment you gave him in the earlier practice.

So in this practice, you will enter Jaime’s expense report information into your Oracle system and apply his advance.

Assumptions



Tasks


1. Enter the Expense Report using the Template you created earlier.

2. Apply Jaime’s advance as you enter the Expense Report information using the Apply Advances region of the form.

3. Run the Payables Invoice Export Program and review the automatically generated Import Report. This report will detail Total Invoices Created as well as any Exceptions.

4. Navigate to the Invoices window − Find your Invoice and verify that the Prepayment was applied to it.

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Solution - Apply an Employee Advance

Tasks


Enter an Expense Report

1. Navigate to the Expense Report window: − (N) Invoices > Entry > Expense Report

− Name = Frost, Mr. Jamie − Date = Today’s date − Invoice Num = XX-Today’s Date − Amount = 1650 − Inv Description = Expenses from Open World Meeting

Oracle Payables alerts you to that fact that this employee has a Prepayment available. Click (B) OK to accept this message.

2. Note that the Apply Advances box is automatically checked for you: − Number = your Prepayment Invoice number (you can use the LoV)

3. Select the Expense Report Template you created earlier: − Template = XXTravel

4. Go to (T) Accounting. Enter expense report lines according to the following table. Note that the GL Accounts will default in from the selected template:

Item Amount GL Account

Airfare 1000 Accept the default

Meals 100 Accept the default

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Hotel 300 Accept the default

Misc 200 Accept the default

Phone 50 Accept the default

5. (I) Save

6. Run the Payables Invoice Export Program: − (M) View > Requests − (B) Submit a New Request − Single Request? – (B) OK

− Name = Expense Report Export − Batch Name = XX Exp Report Batch 1 − Source = Payables Expense Reports

7. Select (B) OK, then (B) Submit.

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When the request completes, the Expense Report Import Report can be displayed. (B) View Output. This report will detail Total Invoices Created as well as any Exceptions.

Once submitted, this program will process ALL of the students’ unprocessed expense reports in the class. So if you don’t see your expense report on your Import Report, it may have been processed by another student.

8. Navigate to the Invoices Entry window: − (N) Invoices > Entry > Invoice Batches − Query up XX Exp Report Batch 1 − (B) Invoices

9. Find your Invoice and verify that the Prepayment was applied.

Note that for the invoice − Trading Partner = Jamie Frost − Invoice Number = XX-Today’s Date

Also note on the General tab that after the Prepayment was applied, the balance due on the Expense Report is now only $150.


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Practice - Create Accounting

Overview

The Create Accounting process generates a journal entry for each of the transactions (validated invoices and payments) that you’ve done so far in the Payables application. These journal entries can be transferred to the General Ledger immediately, as a part of the Create Accounting process, or transferred at a later date using a separate transfer program.

The Create Accounting process can be run using any one of three methods: “Online” for a single transaction (using the Actions button), or from the Batch Header window (for all the invoices in a batch), or by using the Concurrent Requests SRS window for all validated invoices and payments that have not yet had journal entries generated for them.

In this practice, you will run the Create Accounting process for a single invoice (XX3000), and then use the Concurrent Requests SRS window to run the Create Accounting process for the rest of the invoices in your XX Invoice Batch 1.

Assumptions


• These practices build on the other practices in this curriculum. Please ensure you have completed the previous practices before attempting this practice.


Tasks

1. Navigate to the Invoices Entry window and find Invoice XX3000.

2. Submit the Create Accounting Process “Online” by using the Create Accounting options on the Actions button.

3. View the new journal entry for Invoice XX3000.

4. View the accounting (the journal entry) in a “T-Account” format available online.

5. Exit back to the Navigator window.

6. Submit the Create Accounting process using the Concurrent Request SRS Window for the balance of your validated invoice and saved payment transactions, and view the resulting journal entries online.

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Solution - Submit the Create Accounting Process

Tasks

Query up Invoice XX3000

1. Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices

2. By now you’re familiar with using the Find icon to search for an invoice, so this time, let’s use “Query” (also known as “Query by Example”) instead:

− <F11> Invoice Number = XX3000

3. <Ctrl-F11> to execute the search

Create Accounting for the Invoice

4. Once the invoice is displayed, (B) Actions: − Create Accounting = Check − Final = Select

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5. (B) OK. You should receive a pop-up note that the process completed successfully.

View Accounting

6. You can view the journal entry that was generated for a single invoice using one of two methods:

− (M) Reports > View Accounting > (B) Journal Entry − (M) Tools > View Accounting Events > (B) Journal Entries

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7. (B) View T-Accounts

8. Close the T-Accounts window, then (I) Show Navigator to return to the Navigator.

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Submit the Create Accounting process using the Concurrent Request SRS window

9. Navigate to the Submit Requests window: − (M) View > Requests − (B) Submit a Request − Single request? - (B) OK − Name = Create Accounting

10. In the Parameters window: − Ledger = Vision Operations − End Date = Today’s Date (DD-MMM-YYYY) − Mode = Final − Errors Only = No − Report = Detail − Transfer to General Ledger = Yes − Post in General Ledger = No − Include User Transaction Identifiers = No

11. (B) Submit

12. (B) Find to monitor your request until it completes successfully. Review the output once it has finished using (B) View Output.

Note that all validated invoices are accounted for (a journal entry has been generated for each validated invoice, as well as any payment transactions).


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Practice - Set Up US Sales Tax

Overview

Transaction taxes such as Sales taxes, VAT taxes, and Offset taxes are set up, calculated, and managed by the E-Business Tax module. Withholding taxes and 1099 taxes are set up, calculated, and managed by Payables.

You can access E-Business Tax forms from the seeded Payables menu in Oracle, under the Setup section.

In this practice, you will create a US Sales Tax in the E-Business Tax module using the “regime to rate” flow – the basic tax configuration in the E-Business Tax module.

Assumptions

• Replace XX with your terminal number.


Tasks

Sign On: − Username: sscnewall − Password: welcome

Responsibility: Tax Managers, SSC US OU 01

1. Create a Tax Regime:

Tax Entity Name Value

Tax Regime Code and Name XX AP US SALES

Tax Code and Name XX AP US SALES

Tax Status Code and Name XX AP US SALES

Tax Rate Code XX AP US SALES

Tax Jurisdiction Code and Name XX AP US SALES

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2. Define Tax Rules: Seeded Rule Default Setting

Place of Supply Ship From

Tax Applicability Applicable

Tax Registration Bill From Party

Taxable Basis STANDARD_TB

Calculate Tax Amounts: STANDARD_TC

3. Return to the Taxes window and for the 00 AP US SALES tax, check the Make Tax Available for Transactions checkbox.

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Solution - Set Up US Sales Tax

Tasks

Sign On: − Username: sscnewall − Password: welcome

Responsibility: Tax Managers, SSC US OU 01

Create a Tax Regime

1. Navigate to the Tax Regimes page: − (N) Tax Configuration > Tax Regimes > (B) Create −

2. Enter a new tax regime based on the following information: Field US Sales and Use Tax

Tax Regime Code and Name XXAP US SALES

Regime Level Country

Country Name United States

Effective From 01-JAN-YYYY • YYYY = Current

year

Effective To Blank

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3. (H) Show Controls and Defaults. Enter tax regime controls: Field US Sales and Use Tax

Allow Tax Recovery No

Allow Override and Entry of Inclusive Tax Lines

No

Allow Tax Exemptions No

Allow Tax Exceptions No

4. Enter tax regime defaults: Field US Sales and Use Tax

Tax Currency USD

Minimum Accountable Unit 0.01

Rounding Rule Nearest

Tax Precision 2

5. (B) Continue.

6. Enter tax regime configuration options: Field US Sales and Use Tax

Party Name SSC US 01

Configuration for Taxes and Rules Common Configuration


year

7. (B) Finish

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Creating a Tax

8. Navigate to the Create Taxes page: − (ST) Taxes > (B) Create

9. Create a new tax based on the following information: Field US Sales and Use Tax

Tax Regime Code XXAP US SALES

Configuration Owner Global Configuration Owner

Tax and Tax Name XXAP US SALES

Tax Type SALES


year

Effective To Blank

Geography Type and Parent Geography Type

Country

Parent Geography Name United States

Exchange Rate Type Corporate

10. (B) Apply

Creating a Tax Status

11. Navigate to the Create Tax Status page. − (ST) Tax Statuses > (B) Create

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12. Create a new tax status based on the following information: Field US Sales and Use Tax



Tax XXAP US SALES

Tax Status Code and Name XXAP US SALES


year

Effective To Blank

Set as Default Tax Status Yes

Default Status Effective From 01-JAN-YYYY • YYYY = Current

year

Default Status Effective To Blank

13. (B) Apply

Creating a Tax Rate

14. Navigate to the Create Tax Rate page. − (ST) Tax Rates > (B) Create

15. Create a new tax rate based on the following information: Field US Sales and Use Tax



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Tax XXAP US SALES

Tax Status Code XXAP US SALES

Tax Rate Code XXAP US SALES

Rate 7.0


year

Effective To Blank

16. (I) Rate Details:

Field US Sales and Use Tax

Tax Rate Name XXAP US SALES

Set as Default Rate Yes

Default Effective From 01-JAN-YYYY • YYYY = Current

year

Effective To Blank

17. (B) Apply

18. (B) Apply

Creating a Tax Jurisdiction

19. Navigate to the Create Tax Jurisdiction page. − (ST) Tax Jurisdiction > (B) Create

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20. Create a new tax jurisdiction based on the following information: Field US Sales and Use Tax

Tax Jurisdiction Code and Name XXAP US SALES

Tax Regime Code and Tax XXAP US SALES

Geography Type Country


year

Effective To Blank

Geography Name United States

Set as Default Tax Jurisdiction Yes


year

Effective To Blank

21. (B) Apply

Define Tax Rules

22. Navigate to the Tax Rules window: − (ST) Tax Rules

23. Search for the Tax you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime Code = XXAP US SALES − Tax = XXAP US SALES

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24. (B) Go

25. Set the Tax Rules as Follows:

Select Determine Place of Supply > (I) Set Default − Rule Type Default: Ship From − (B) Apply

Select Determine Tax Applicability > (I) Set Default − Rule Type Default: Applicable − (B) Apply

Select Determine Tax Registration > (I) Set Default − Rule Type Default: Bill From Party − (B) Apply

Select Determine Taxable Basis > (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply

Select Calculate Tax Amounts > (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply

Enable Tax for Transactions

26. Return to the Taxes window: − (ST) Taxes

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27. Search for the Tax you created earlier: − Country = United States − Tax Regime = XXAP US SALES − Tax = XXAP US SALES

28. (B) Go

29. Select your tax and click on (I) Update.

30. Ensure that the tax is available for transactions: − Make Tax Available for Transactions = Check

31. (B) Apply

32. (H) Home (in the upper right-hand corner of the window) to return to the Navigator

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Practice - Enter an Invoice with US Sales Tax Lines

Overview

In this practice, you will enter an invoice for the “SSC US OU 1” ledger using Oracle’s automated tax features.

Assumptions



Tasks

Responsibility: Payables, SSC US OU 01

1. Navigate to the Invoices Entry window and enter a new Invoice XX3000 for the supplier Advantage Corp.

2. Enter the following invoice: Type Trading Partner Supplier

Site Invoice

Num Invoice Amount

Standard Advantage Corp US Check

XX3000

3. Enter the following invoice line Type Amount Distribution Account

Item 10000 001.100.11200.0000.000.000.000

4. Use the Calculate Tax feature on this new invoice.

5. View the Tax Lines in the Lines tab of the Invoices window.

6. View the Tax Details in the Detailed Tax Lines window. O

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Solution - Enter an Invoice with US Sales Tax Lines

Tasks

Enter an Invoice using a Distribution Set



• Enter a new invoice batch = XX Tax Batch

• (B) Invoices


Site Invoice

Num Invoice Amount

Standard Advantage Corp US Check

XX3000

3. (T) Lines:

Type Amount Distribution Account

Item 10000 001.100.11200.0000.000.000.000

4. (B) Calculate Tax

5. On the Lines tab, review the calculated tax lines. O

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Note that the tax that you defined in the previous practice has been applied to this invoice.

Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal $11,550.00

6. To view the details for the tax lines, click (B) Tax Details.

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7. (B) OK


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Practice - Set Up UK VAT

Overview

In this practice, you will create a UK VAT tax for the Vision UK ledger. You will be using the same Tax Managers responsibility as your earlier lab when you set up a US Sales Tax, but it will be the Tax Managers responsibility related to the Vision UK ledger instead.

Assumptions

• Replace XX with your terminal number.


• This practice uses a basic rate of 10% to illustrate the tax functionality. You can change the rate as you see fit to match the current VAT rates

Tasks

Sign On: − Username: UK − Password: welcome

Responsibility: Tax Managers Vision UK 1. Enter a new tax regime based on the following information:

Tax Entity Name Value

Tax Regime Code and Name XXAP UK VAT

Tax and Tax Name XXAP UK VAT

Tax Status Code and Name XXAP UK VAT

Tax Rate Code XXAP UK VAT

Tax Jurisdiction Code and Name XXAP UK VAT

2. Set the Tax Rules as follows: Seeded Tax Rules Default Settings

Determine Place of Supply Ship From

Determine Applicable Taxes Applicable

Determine Tax Registration Bill From Party

Determine Taxable Basis STANDARD_TB

Calculate Tax Amounts STANDARD_TC

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3. Return to the Taxes window for the 00 AP UK VAT tax, and check the Make Tax Available for Transactions box.

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Solution - Set Up UK VAT

Tasks


Responsibility: Tax Managers Vision UK

Creating a Tax Regime

1. Navigate to the Create Tax Regime page: − (N) Tax Configuration > Tax Regimes > (B) Create

2. Enter a new tax regime based on the following information: Field UK VAT

Tax Regime Code and Name XXAP UK VAT

Regime Level Country

Country Name United Kingdom

Effective From Date 01-JAN-YYYY • YYYY = Current

year

Effective To Date Blank

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3. (H) Show Controls and Defaults. Enter tax regime controls: Field UK VAT

Allow Tax Recovery No

Allow Override and Entry of Inclusive Tax Lines

No

Allow Tax Exemptions Yes

Allow Tax Exceptions Yes

4. Enter tax regime defaults: Field UK VAT

Tax Currency GBP

Minimum Accountable Unit 0.01

Rounding Rule Nearest

Tax Precision 2

5. (B) Continue.

6. Enter tax regime configuration options: Field UK VAT

Party Name Vision Industries Operating Unit owning Tax Content



year

7. Enter tax regime configuration options: Field UK VAT

Party Name Vision Industries



year

8. (B) Finish

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Creating a Tax

9. Navigate to the Create Taxes page: − (ST) Taxes > (B) Create

10. Create a new tax based on the following information: Field UK VAT

Tax Regime Code XXAP UK VAT


Tax and Tax Name XXAP UK VAT

Tax Type VAT


year


Geography Type and Parent Geography Type

Country

Parent Geography Name United Kingdom

Exchange Rate Type Corporate

11. (H) Controls and Defaults. Define the tax recovery controls: Allow Tax Exemptions Yes

Allow Tax Exceptions Yes

12. (B) Apply.

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Creating a Tax Status

13. Navigate to the Create Tax Status page. − (ST) Tax Statuses > (B) Create

14. Create a new tax status based on the following information: Field UK VAT



Tax XXAP UK VAT

Tax Status Code and Name XXAP UK VAT


year


Set as Default Tax Status Yes


year


15. (B) Apply.

Creating a Tax Rate

16. Navigate to the Create Tax Rate page. − (ST) Tax Rates > (B) Create

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17. Create a new tax rate based on the following information: Field UK VAT



Tax XXAP UK VAT

Tax Status Code XXAP UK VAT

Tax Rate Code XXAP UK VAT

Rate Type Percentage

Percentage Rate 10.0


year


18. (I) Rate Details: Field UK VAT

Tax Rate Name XXAP UK VAT

Set as Default Rate Yes

Default Effective From Date 01-JAN-YYYY • YYYY = Current

year


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19. (B) Apply.

20. (B) Apply.

Creating a Tax Jurisdiction

21. Navigate to the Create Tax Jurisdiction page. − (ST) Tax Jurisdictions > (B) Create

22. Create a new tax jurisdiction based on the following information: Field UK VAT

Tax Jurisdiction Code and Name XXAP UK VAT

Tax Regime Code and Tax XXAP UK VAT

Geography Type Country


year


Geography Name United Kingdom

Set as Default Tax Jurisdiction Yes


year

Effective To Date Blank O

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23. (B) Apply.

Define Tax Rules

24. Navigate to the Tax Rules window − (ST) Tax Rules

25. Search for the Tax you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime = XXAP UK VAT − Tax = XXAP UK VAT

26. (B) Go.

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27. Set the Tax Rules as Follows:

Select Determine Place of Supply > (I) Set Default − Rule Type Default: Ship From − (B) Apply

Select Determine Tax Applicability > (I) Set Default − Rule Type Default: Applicable − (B) Apply

Select Determine Tax Registration > (I) Set Default − Rule Type Default: Bill From Party − (B) Apply

Select Determine Taxable Basis > (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply

Select Calculate Tax Amounts > (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply

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Enable Tax for Transactions

28. Return to the Taxes window: − (ST) Taxes

29. Search for the Tax you created earlier: − Country Name = United Kingdom − Tax Regime = XXAP UK VAT − Tax = XXAP UK VAT

30. (B) Go

31. Select the tax and click (B) Update

32. Ensure the tax is available for transactions. − Make Tax Available for Transactions = Check

33. (B) Apply


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Guided Demonstration - Enter an Invoice with UK VAT

Tasks


Responsibility: Payables, Vision UK

Enter an Invoice using a Distribution Set

1. Navigate to the Invoices Entry window:


• Enter a new Batch Name = XX Tax Batch

• (B) Invoices


Site Invoice

Num Invoice Amount

Standard Advantage Corp London XX3000 13750

3. (T) Lines. Enter the following invoice line: Type Amount Distribution Account

Item 10000 03-110-7640-000-000

4. (B) Calculate Tax.

5. In the Lines tab, review the calculated tax lines.

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Note that the tax that you defined in the previous practice has been applied to the invoice.

Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal 13,750.00

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6. To view the details for the tax lines, click (B) Tax Details.

7. (B) OK


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Practice - Verify Automatic Withholding Tax Setup

Overview

You have a supplier who is refusing to send in his W-9 form, and according to IRS guidelines, it means you are required to begin withholding money from this supplier’s invoices as you pay them. The money is to be forwarded to the IRS as quickly as possible as prepaid income taxes for the supplier.

In this exercise, you will create a new Withholding Tax Code along with a new Withholding Tax Group, and verify that all the other setups necessary to do withholding and generate automatic Withholding Invoices have been entered into your system.

Assumptions



Sign On − User name = XXUser − Password = your password


Tasks

1. Navigate to the Withholding Tax tab on the Payables Options setup form and verify the setup.

2. Navigate to the Special Calendar definition window, and review the Monthly Withholding calendar. If the current month and at least two future periods immediately following the current period are not listed, you‘ll need to add them.

3. Navigate to the Withholding Tax Details window, and create a new tax code: AWT–XXEDU.

4. Navigate to the Withholding Tax Groups window, and confirm that the AWT–XXEDU group was automatically created when you saved your Withholding Tax Code above.

5. Navigate to the Suppliers window and review the Type for the Internal Revenue Service supplier organization.

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Solution - Verify Automatic Withholding Tax Setup


Sign On − User name = XXUser − Password = welcome

Instructor will review Withholding Tax Payables Options

1. Navigate to the Withholding Tax Payables Option window:

• (N) Setup > Options > Payables Options

2. (T) Withholding Tax

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3. Enter or confirm the following withholding tax options:

• Use Withholding Tax = Check

• Apply Withholding Tax = At Invoice Validation Time

This setting means Withholding Tax lines and distributions are created when you validate the invoice.

• Create Withholding Invoice = At Invoice Validation Time

This setting means a Withholding Tax invoice is automatically created when you validate the invoice.


Instructor will verify the Special Calendar is Set Up

5. Navigate to the Special Calendar definition window:

• (N) Setup > Calendar > Special Calendar

6. Search for the Monthly Withholding calendar:

− Name = Monthly w/Hold

7. Verify that the current period and the next two calendar periods immediately following the current period have been set up.

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Note: The periods you define in the Special Calendar window are completely separate from the periods you define in the Accounting Calendar window for your AP Accounting Periods. See: Defining Calendars, Oracle General Ledger User's Guide.

.


Students Start Here: Create a New Withholding Tax Code

9. Navigate to the Withhholding Tax Details form:

• (N) Setup > Tax > Withholding > Codes

10. Create a new withholding tax code: − Operating Unit = Vision Operations − Tax code = AWT-XXEDU − Description = AWT-XXEDU − GL Account = 01-000-2225-0000-000 − Tax Authority = Internal Revenue Services − Site = Washington − Rate Structure = Flat Rate − Create Withholding Tax Group = Check − Calendar = Monthly w/Hold

Note: In the Tax Code and Description fields above, the XX should be replaced with your student number.

In the Tax Rates Region, enter the following: − Type = Standard − Effective Date From: <First Date of Current Year> − Effective Date To: <Last Date of Current Year> − Rate = 10

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11. (I) Save


Verify the Withholding Tax Group Setup

13. Navigate to the Withholding Tax Groups window:

• (N) Setup > Tax > Withholding > Groups

14. Search for the AWT-XXEDU group name to confirm it was created when you saved the Withholding Tax code above.

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Notice that one tax code is already associated with this group – the code you set up above. There can be multiple withholding tax codes with multiple tax authorities assigned to a group.

Notice also that the tax authority is the Internal Revenue Service.


Verify that the Tax Reporting Authority exists

16. Navigate to the Suppliers window:

• (N) Suppliers > Enter

17. Search for Supplier = Internal Revenue Service

18. (H) Organization

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19. Note the Type = Tax Authority

20. (H) Close window or (H) Home to return to the Navigator

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Practice - Create Withholding Tax Invoices

Overview

You have a received an invoice from your new supplier, XXAWT Supplier, so in this exercise, you will enter and validate their invoice, ensuring that the appropriate withholding amount was withheld automatically from the invoice. And you’ll confirm that a Withholding Invoice – made out to the IRS – was generated by the system automatically for you.

Assumptions



Sign On − User name = XXUser − Password = your password


1. Create a supplier called XXAWT Supplier with one site and withholding features enabled at the header and site levels.

2. Enter an invoice for the XXAWT Supplier .

Ensure that 10% was withheld from the invoice and an automatically-generated invoice – made out to the IRS -- was entered into your system so you can forward the withheld money to the IRS as quickly as possible:

3. Review the Withholding Tax invoice that was generated for the invoice. Ora

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Solution - Create Withholding Tax Invoices

Responsibility: Payables Vision Operations (USA)

Create a Supplier

1. Navigate to the Supplier window.


2. (B) Create Supplier

3. In the Create Suppliers window, enter the following: − Supplier Type = Standard supplier − Organization Name = XXAWT Supplier

Note: Replace XX with your student number.

4. (B) Apply.

Create a Supplier Site

5. (H) Address Book.

6. (B) Create.

7. In the Address Book, enter the following: − Address Line 1 = 123 Anywhere St − City = Mesa − County = Maricopa − State = AZ − Zip = 85205 − Address Name = AZ-MESA − Address Purpose: Purchasing and Payment = Check

8. (B) Continue.

9. Assign an operating unit to the supplier location: − Operating Unit = Vision Operations

10. (B) Apply.

Enable Withholding Tax for the Supplier

11. (H) Tax Details.

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− Reportable: Federal = Check − Allow Withholding Tax = Check − Tax Group = AWT-XXEDU

12. (B) Save

Enable Withholding Tax for the Supplier Site

13. Navigate to the Supplier Sites region:

− Allow Withholding Tax = Check − Withholding Tax Group = AWT-XXEDU

14. (B) Save > (H) Close Window or (H) Home

Enter an Invoice for a Withholding Tax Supplier and Supplier Site

15. Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Batch Name = XX WH Tax Batch − (B) Invoices

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16. Enter the following: − Type = Standard − Trading Partner = XXAWT Supplier − Invoice Num = XX-12000 − Invoice Amount = 1070 − Payment Method = Check

Enter a Line on the Invoice

17. (T) Lines. − Num = 1 − Type = Item − Amount = 1000 − Distribution Account = 01-110-7740-0000-000

Note that the Withholding Tax Group name defaults in from the supplier/supplier site. To view the column, use folder tools at the invoice header level to unhide the hidden column.

18. (I) Save

Validate the Invoice

19. (B) Actions: − Validate = Check

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20. (B) OK.

View Withheld Amounts

21. (T) General.

22. Review the Withholding Tax and the Total fields. The Withholding Tax amount should be a negative amount, creating a net amount due that is less than the original amount. If not, contact your instructor for assistance.

23. (T) Lines.

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Review the withholding tax line that was automatically added to the invoice Lines region.

View the Withholding Tax Invoice

24. Query the Withholding Tax Invoice:

• (N) Invoices > Inquiry > Invoices − Trading Partner = Internal Revenue Service − Type = Withholding Tax − Date = Today's date

25. (B) Find.

26. Review the invoice.

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27. Note that the Description field contains the information on the Withholding Tax invoice, including the invoice that the withholding tax invoice is associated with.

Note: You can assign a special pay group to your tax authority so you can do a payment batch specifically for your withholding tax invoices.


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