R12 Accounts Payable Check Payments

Quick Invoice Entry to build an invoice ready to pay.

Create Invoices

Wait for Payables Open Interface to complete.

Now, set the two invoice status to Validated. I did this manually.

Once the invoices are “Validated”, we can run the Payment process.

Payments Entry Payments Manager. The entire process is HTML based – so go to your web browser window.

Look at the Payments Dashboard. If there is a Needs Action pending, you won’t be able to complete another / new batch:

Click on the Need Action 1. Take steps needed to close out the previous batch. (NOTE: This is a payment process I started yesterday and it completed. I need to cause Oracle to recognize that the payment printing process is completed—these steps will be covered at the end of this document).

Refresh the status on the dashboard – you should now see no Need Action pending jobs:

Ready to start a new payment process.

Go to the Templates Tab. If this is your first time to process payments, build a Template first, then you can process payments using that Template over and over.

Build a Template (needed only one time for each type of payment – Check, ACH)

Click Create:

Give your template a name. We need to use WEHCO standard naming conventions because like GL Journals, everyone can see the Templates created. I’m testing with Banner News – so my template name will be “2140_AP_Check_JN”. Format is CompanyNumber-AP-Check-Initials.

Here are the defaults I set up for the template I used during testing. Be sure and fill in the Payment Method=Check, and add your Operating Unit(s) that will be paid by default each time you use this template.

Go to the Payment Attributes Tab. Be sure and fill in the Disbursement Bank Account, Payment Document (Choose the WEH…….), Payment Process Profile (Choose WEHCO AP Check), Payment Exchange Rate Type:

I have not used the remaining three tabs in my testing. Click Apply to save the Template.

Now, on the Templates Tab, enter the template you just created and click GO:

To start the payment process, click Submit Single Request:

Enter the name for the Payment Process Request Name. I copy/paste in the Template Name and then append the date/time. All of the defaults come in from the Template and you can make any changes to the 6 tabs as needed.

I usually provide the Pay From Date, and that’s all.

Now click Submit to start running the payments request.

On the Payment Process Request, enter in the PPR you just submitted and click GO to see the status. (NOTE: you can copy/paste the PPR from the top of the screen beneath Confirmation).

At this point, I have been going to my Concurrent Managers and viewing the requests to watch for any errors, warnings, etc.

A normal run will have these entries (all with no red or yellow color):

Auto Select (Payment Process), Scheduled Payment Selection, Build Payments, Format Payment Instruction:

Opening up a successfully completed Format Payment Instruction should return you the PDF Checks file.

Print the checks if they look correct.

Since I’m printing directly from the PDF and not directly from Oracle, I have to tell Oracle I’m done printing, so go back to the PPR:

When the status becomes “Submitted for Printing” select take action and “Record Print Status”.

Click Take Action

Click Record Print Status

Pay attention to “Submit Positive Pay Program Immediately”.

Click this box if you require a Positive Pay File.

Review the confirmation screen and if it looks OK, click Continue:

You’ll get a warning Page. Review it and when OK, Click Apply:

Continue to Positive Pay or FileCopy

If you are producing a Positive Pay file

Confirm the Concurrent Request completed successfully:

You should have previously mapped a drive or created a shortcut to the Positive Pay share on the Oracle Server. See WEHCO IT if that step has not been completed.

Connect to the Positive Pay share:

Drag and drop the POSPAY* file (see request number and be sure and get most recent / correct file) on to your desktop.

File Copy

Your Payment Process Request created several jobs running from concurrent manager:

You should have an entry for “Send Separate Remittance Advices”. Your File Copy is attached to this request, so View Output.