1 Appsconsultant.com Oracle Payables Processes Enter suppliers in GPS Enter invoice / Match to Advances/Accruals Create accounting entries Transfer information

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Oracle Payables Processes Enter suppliers in GPS

Enter invoice / Match to Advances/Accruals

Create accountingentries

Transfer informationto general ledger

Pay invoice

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Validate Invoices Transfer suppliers in Oracle

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Supplier Inquiry (N) > Suppliers > Inquiry

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Supplier Inquiry

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Oracle Payables Supplier Reports

Report Name Description

Suppliers Report Review supplier, supplier site, and supplier site contacts information

New Supplier/New Review new supplier sites Supplier Site Listing

Supplier Payment Review the payment history, History including void payments, for a

supplier or a group of suppliers

Supplier Paid Review the payment history, Invoice History including discount and partial

payment information, for a supplier or group of suppliers

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Chart of Accounts

The general ledger chart of accounts is the structure of the Account number, and is also referred to as the the “Accounting Flexfield”. The Oracle chart of accounts functionality allows a company to define its own unique chart of accounts.

The Oracle account number is made up of segments up to 30 segments with a maximum of 25 characters per segment. An account number is all defined segments joined together.

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704.10.7020.250.126.66330.00000.704.00000

Bus. UnitLine of Bus

Segments

Company

Chart of Accounts

A sample COA number looks like this:

Dept

Natural Acct.

Sub Acct

I/C Segment

FutureGroup

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External Oracle

8103 CBE 704.10.7020.000.100.62010.00000.704.00000

Fo

rward

ing

Office S

up

plies

Defau

lt

Ad

min

istration

Defau

lt

Chart of Accounts External to Oracle mapping:

Co

mp

any X

.

Co

mp

any X

.

Fu

ture

Sin

gap

ore

Office Supplies

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Chart of Accounts External to Oracle mapping:

External Oracle

1351 RCI 704.00.7020.000.000.15220.00000.704.00000

Co

mp

any X

Defau

lt

Sin

gap

ore

Fixed

Asset C

learing

Defau

lt

Defau

lt

Defau

lt

Co

mp

any X

.

Fu

ture

Computer Equipment

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Invoicing Basics

Oracle Payables provides the functionality to enter the following types of invoices via one screen:

Field Payable Invoices Office Payables Invoices (Overhead) Prepayments Expense Reports Invoices containing Fixed Asset Line Items Credit Memos Recurring invoices

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For approval and payment, the following information must be entered for an invoice:

Header information Invoice typeSupplier nameSupplier SiteInvoice NumberInvoice DateInvoice Amount

Detail InformationPayment Terms Distribution AmountCurrencyGL Date GL accounts information

Invoicing Basics


Invoice Validation

(N) Invoices > Entry > Invoice Batches

Validating Individual Invoices


Invoice Validation

Validating Individual Invoices (cont.)


Invoice Validation

Validating Individual Invoices (cont.)


Invoice Validation

(N) Invoices > Entry > Invoice Batches

Validating an Invoice Batch


Invoice Validation

(N) Other > Requests > Run

Running the Invoice Validation Program


Invoice ValidationValidating Invoices (cont.)


Invoice Validation

Validating Invoices (cont.)


Entering Invoices for Assets

Oracle provides special functionality for entering Invoices with Asset line items.

Distribution Account - must be Asset Clearing AccountAND

Track as Asset Flag – must check box


Entering Invoices for Assets

If Track as Asset Field is not displayed, return to the AP invoice entry form and select Folder -> Tools -> Show Fields.


Entering Credit Memos






Users can prevent payment and/or accounting for an invoice by manually applying one or more holds.

Oracle provides some generic invoice holds, however, custom holds can be defined as needed.

Holds can be placed on:– an individual invoice– a particular supplier– a particular supplier site

There are four main types of holds that are used to prevent the payment of

an invoice:

– Invoice– Distribution – Scheduled Payment– Vendors Sites

– Hold all payments– Hold future invoices– Hold unmatched invoices

Invoice Holds

Invoice Holds


Invoice Holds

Vendors can be placed on hold in GPS. Once these holds are in placed in GPS they can be viewed by querying the supplier records and checking the “Hold All Payments” status.

Placing a Vendor on hold does not affect the existing invoices which have been created in AP for that Vendor. Existing invoices can be placed on hold manually.

During validation, Oracle Payables will automatically place a hold on an invoice if the distribution total does not equal the invoice total.

Invoice Holds (cont.)


Invoice Holds

(N) Invoices > Entry > Invoices Batches > Invoices button

Applying Holds to an Invoice


Invoice HoldsApplying Holds to a Scheduled Payment

(N) Invoices > Entry > Invoices Batches > Invoices button


Invoice Holds

(N) Suppliers >> Inquiry

Checking for Supplier Holds


Invoice Holds

Checking for Supplier Holds (cont.)


Invoice Holds

Releasing Invoice Holds on Individual Invoices (N) Invoices > Entry > Invoices Batches > Invoices button


Invoice Holds

Releasing Invoice Holds on Individual Invoices (cont.)


Invoice Holds

Releasing Multiple Holds (N) Invoices > Entry > Invoices Batches > Invoices button


Invoice Holds

Distribution Holds


Invoice Holds

Distribution Holds (cont.)


Invoice Holds

Distribution Holds (cont.)


Overview of Accounting Cycle

Create Create accounting accounting

entriesentries

Transfer Transfer information to the information to the

General LedgerGeneral Ledger

Create Create transactionstransactionsin Payablesin Payables

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Documents

1 Appsconsultant.com Oracle Payables Processes Enter suppliers in GPS Enter invoice / Match to Advances/Accruals Create accounting entries Transfer information