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Oracle Payables
Orientation
Agenda
IntroductionSuppliersPayment TermsBanks and BranchesInvoicesPaymentsMatchingPerforming Invoice InquiryAccounting EntriesTransfer to General LedgerBasic Reports
Module Objectives
At the end of this orientation, you should be able to:
Explain how Oracle Payables functionality fits into the overall financial business process flow
Explain the main options available to a company on establishing a Payables system
Set up Oracle Payables Enter and Merge suppliers and enter, review, and approve
invoices Match invoices to purchase orders and pay invoices Recognise how to enter and apply prepayments Create journal entries for posting to the General Ledger.
Document Approval
SupplierManagement
Open Item Handling, Reporting and Enquiry
Payment Scheduling
RecurrentPayments
Open Period
GL Accounting
Updates& Adjustments
Process Payments
AutomaticPaymentSelection
Confirm
Generate
Modify
Preview
ClosePeriod
Reporting & Enquiries- Audit Trail- Ad hoc- Accounting
Enter Invoices
Enter Expense Reports
Enter Prepayments
Enter Credit Notes
GL DistributionCoding
PO Matching
Tax & CurrencyAccounting
Freight Costing
VarianceChecking
Releases
Holds
Assets Interface
Oracle Payables Business Flow
Checks, EFT
Oracle Payables - Integration
• Oracle Payables fully integrates witho Oracle Purchasing and other purchasing systemso Oracle General Ledger and other general ledger systemso Oracle Assets and other fixed assets systemso Oracle Projectso Oracle Human Resourceso Oracle Cash Management
Oracle Payables - Processes
Oracle Payables consists of five major processes:
Setting up SuppliersEntering and approving Invoices Paying InvoicesCreating Accounting EntriesSending transactions to General LedgerReporting
Overview of Suppliers
Oracle Payables - Suppliers
Overview of setting up Suppliers
Enter Supplier
Create PO
Enter Invoice Approve Invoice
Pay Invoice
Create Journal Entries
Reconcile Payments
Match to PO
Enter Requisition
Supplier and Supplier Sites
Supplier
Malaysia Singapore Japan
Purchasing SiteRFQ Only Site
Contacts
Purchasing SitePay Site
Pay Site
Contacts Contacts
Supplier and Supplier Sites
For every supplier, you can create an unlimited number of sites with different addresses and contacts
You can designate supplier sites as one of the following types:
Pay Site Purchasing Site RFQ Site
Supplier and Supplier Sites
Site Uses Pay: Supplier site to which you send payment of an invoice. You
cannot enter an invoice for a supplier site that is not defined as a pay site.
Purchasing: Supplier site from which you order goods or services. You must enter at least one purchasing site before Oracle Purchasing allows you to enter a purchase order.
RFQ Only : Enable if you do not allow entering purchase orders for a supplier site. An RFQ Only site is a site from which you receive quotations.
Identifying Duplicate Suppliers
Review supplier records periodically To prevent duplicate invoices To improve system performance To provide accurate supplier reporting
Use the Supplier Report and the Supplier Audit Report to help identify duplicate suppliers
Merging Suppliers
Run Vendor Audit Report
ABC CorpABC Corporation
Review Merge ResultsABC
Corporation
Merge Suppliers
Identify Duplicate Suppliers
Maintain Audit Trail
Payment Terms
Oracle Payables - Payments
Defining Payment Terms
Assign payment terms to an invoice to automatically create scheduled payments for the invoice with due dates and any discounts. You can set up payment terms to default from the financial
options, from supplier, supplier site levels. Assign a payment term name that helps identify a payment
term. Assign up to three discounts for each payment line.
Overview of Banks
Oracle Payables - Banks
Defining Banks
Use the banks window for defining banks and bank branches with which you do business. o Oracle Receivables and Oracle Payable share bank
information.o Bank Branches can have multiple accounts.o Each account can have its own payment documents.
Defining Banks:Payment Documents
Define Payment documents for each internal bank account
Payment documents have payment formats associated with them which specify a payment method of Check Electronic Wire Clearing
Overview of Invoices
Oracle Payables - Invoices
Entering Invoices: Overview
Enter Invoice
Approve Invoice
Pay Invoice
Match to PO
File Invoice Post Invoice
View Invoice
Receive Invoices
Entering Batches: Overview
Batch Invoices Enter a Batch of Invoices
File by Batch
Receive Invoices in the Mail
Prepare a Batch Control Form
Review Batch Control Reports
Update the Batch Control Form
Invoice Workbench
Single Payments
Folder
InvoiceOvervie
w
ManageInvoices Folder
FindInvoice
s
Scheduled
Payments
Distributions
Folder
PO Match
InvoiceMatch
InvoiceHolds
Actions
ApplyPrepaym
ents
Invoice Workbench
Use the Invoice Workbench to: Enter, view and adjust invoices, credit/debit memos and
prepayments Enter, view and adjust invoice batches View supplier balances Approve invoices Cancel invoices Apply prepayments Make a payment on an invoice Review payments made against invoices
Entering Batches: Review
Submit the Batch Control Reports to review processing accuracy and productivity.
Review the number of batches entered by an employee and any variance between batch actual totals and control totals.
Oracle Payables Invoice Types
An invoice you enter to record a credit for a supplier who does not send you a credit memo.
Debit Memo
An invoice you enter for matching to a purchase order. You enter a PO number, and Oracle Payables automatically provides supplier information and matches to each shipment on the purchase order.
Quick Match
A type of invoice you enter to pay an advance payment for expenses to a supplier or employee.
Prepayment
An invoice you enter for matching to both purchase orders and invoices. You can enter either a positive or a negative amount for a Mixed invoice.
Mixed
An invoice you enter for matching to a purchase order. You enter a PO number, and Oracle Payables automatically provides supplier information and matches to each shipment on the purchase order.
PO Default
An invoice representing an amount due to an employee for business–related expenses
Expense Reports
A memo from a supplier representing a credit amount toward goods or services for which you have already been invoiced.
Credit Memo
An invoice from a supplier representing an amount due for goods or services purchased. Standard invoices can be either matched to a PO or not matched.
Standard
DescriptionType
Scheduled Payments
Invoice Distributions
DETAIL
Supplier Information
Default Information
BASIC
Invoice Information
INVOICE
Entering Invoice Information
Invoice Distribution Types
Records the amount a supplier charges for goods or services purchased.
Records the sales or other tax amount due on goods or services purchased.
Type
Records the amount a supplier charges for shipping and handling.
Records the amount for miscellaneous expenses on an invoice.
Item
Description
Tax
Freight
Miscellaneous
Withholding Records the amount of taxes withheld from an invoice.
Recurring Invoices
You can enter invoices for periodic business expenses for which you may not receive invoices (such as rent)
To enter recurring invoices: Define a special calendar Define a recurring invoice template Create invoices based on the template
Recurring Invoices
With a recurring invoice template, you can Specify the intervals for which invoices will be
created. • Create up to two special one-time invoice amounts of
a non-standard amount, such as a deposit or balloon payment.
• Define recurring invoices to increase or decrease by a fixed percentage from period to period.
Overview of Payments
Oracle Payables - Payments
Oracle Payables - Payments
Oracle Payables–Payment Features
Oracle Payables provides a variety of features for fast , controlled payment processing. With Oracle Payables you can:
• Use Different Payment Methods to Process Payments.• Ensure that duplicate Invoice payments never occur• Pay invoices that are due and automatically take discounts• Automatically create groups of payments for invoices that
meet the criteria you select.
Oracle Payables–Payment Features
• Use Custom Payment formats
• Choose from different payment method options, including checks, electronic data interchange (EDI), electronic funds transfer (EFT) and wire.
• Record Stop Payments
• Void Payments
• Review Payment status and payment information.
Payment Workbench
PaymentOverview
Single PaymentFolder
Enter InvoicePayments
Payment BatchFolderPayment
Batch Actions
ModifyPayment Batch
ConfirmPayment Batch
Payment Workbench
Use the Payment Workbench to: Enter, view and adjust Manual and Quick payments Initiate and monitor payment batches Copy payment batches Stop, void and reissue payments Review invoices paid by payments
Two folders: Work with single payments (Quick and Manual payments) in the
Payments Summary Work with payment batches in the Payment Batches Summary
Oracle Payables–Payment Methods
A fund transfer initiated by contacting your bank and requesting a wire payment to a supplier’s bank.
Wire
An electronic funds transfer to a supplier’s bank.Electronic
A record of payment for invoices transferred from another company without clearing a payment document
Clearing
A printed paper remittance document that is sent to a supplier
Check
DefinitionPayment Method
Using the Workbench Model
Invoice Batches
Invoice (Workbench)
Invoice Overview
Payment Batches
Payment(Workbench)
Payment Overview
Payment
Invoices
PaymentWorkbench
InvoiceWorkbench
Stop and Void Payments:Overview
Stop Payment in Payment SummaryActions Window
Is PaymentDocument inPossession?
Is PaymentDocument Recorded?
No
No Void UnusedDocuments inBanks Window
Yes
Void Payments inPayments SummaryActions Window
Yes
Prepayments
Oracle Payables
Overview of Prepayments
A prepayment is a type of invoice you enter to make anadvance payment to a supplier or an employee.
For example, you need to pay a deposit on a lease, or pay anemployee an advance for travel expenses.
You can later apply the prepayment to one or more invoices or expense reports you receive from the supplier or employee to offset the amount paid to them.
Prepayments - TypesOracle Payables provides for two types of prepayments.
Temporary Prepayment and Permanent Prepayment. Temporary prepayments can be applied to invoices or expense
reports you receive. For example, you use a Temporary prepayment to pay a hotel a catering deposit. When the hotel’s invoice arrives, apply the prepayment to the invoice to reduce the invoice amount you pay.
Permanent prepayments cannot be applied to invoices. For example, you use a Permanent prepayment to pay a lease deposit for which you do not expect to be invoiced. In the Invoice Workbench you can enter and apply prepayments.
Process Prepayments: Overview
Enter PrepaymentStatus = Unapproved
Approve PrepaymentStatus = Unpaid
Pay PrepaymentStatus = Available
Select Invoice and Apply One or More Prepayments
Select Prepayment and Apply to One or More
Invoices
Invoice Matching
Oracle Payables
Oracle Payables shares purchase order information from your purchasing system to enable online matching with invoices.You can also match a single invoice to multiple purchase order shipments, or match multiple invoices to a single purchase order shipment.
Matching Invoices to PO
Invoices Matching
Oracle Payables provides for: 2 Way Matching ( Invoice Qty Received Qty)
3 Way Matching (Invoice Qty Received Qty Ordered Quantity) 4 Way Matching (Invoice Qty Received Qty Ordered Quantity Inspected Qty)
Invoice Inquiry
Oracle Payables
Batch Invoices Enter Invoice
Approve Invoice
Pay Invoice
Receive Invoices in the Mail
Match to PO
File Invoice Post Invoice
View Invoice
Invoice Inquiry
Invoice Inquiry
You can find invoices to respond to supplier inquiries including questions about invoice payment status, invoice payment date, reasons an invoice has not been paid, and total balance due for a supplier or supplier site.You can also find invoices to make adjustments to them or to perform actions on them such as approval or cancellation.
Account Payables Transfer to General Ledger
Oracle Payables
Transfer to General Ledger
• Transfer accounting details to General Ledger.
• Submit the Payables transfer to General Ledger Program to transfer accounting entries from Payables
to General Ledger Interface.
Oracle PayablesOracle General Ledger Interface
A.P Close Cycle: Overview
Review and Resolve AP Issues
Transfer to OracleGeneral Ledger
Move Unresolved Issues to the Next Period
Close the Period in AP
Reconcile AP Activity for the Period
Post Journal Entries to GL
Review Transfer Results, and Resolve Posting Issues
Account Payables Basic Reports
Oracle Payables
Accounting & Reconciliation Reports
• Payables provides the following Accounting and Reconciliation Reportso Accounts Payable Trial Balance Reporto Payables Account Analysis Reportso Payables Accounting Entries Reporto Payables Accounting Process Reporto Posted Invoice Registero Posted Payment Registero Unaccounted Transactions Report
Purge Records: Overview
Abort Purge
Back Up and Archive the Database
Submit Purge Review Purge Candidates Listings
Confirm PurgeReview Purge Results
Recreate Tables and Indexes
Thank You