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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
100,000
A/P
60,000
10,000
30,00030,000
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
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Chart of Accounts External to Oracle mapping:
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.
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ture
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gap
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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
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Sin
gap
ore
Fixed
Asset C
learing
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any X
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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
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Invoice Validation
(N) Invoices > Entry > Invoice Batches
Validating Individual Invoices
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Invoice Validation
Validating Individual Invoices (cont.)
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Invoice Validation
Validating Individual Invoices (cont.)
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Invoice Validation
(N) Invoices > Entry > Invoice Batches
Validating an Invoice Batch
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Invoice Validation
(N) Other > Requests > Run
Running the Invoice Validation Program
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Invoice ValidationValidating Invoices (cont.)
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Invoice Validation
Validating Invoices (cont.)
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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
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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.
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Entering Credit Memos
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Entering Credit Memos
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Entering Credit Memos
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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
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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.)
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Invoice Holds
(N) Invoices > Entry > Invoices Batches > Invoices button
Applying Holds to an Invoice
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Invoice HoldsApplying Holds to a Scheduled Payment
(N) Invoices > Entry > Invoices Batches > Invoices button
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Invoice Holds
(N) Suppliers >> Inquiry
Checking for Supplier Holds
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Invoice Holds
Checking for Supplier Holds (cont.)
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Invoice Holds
Releasing Invoice Holds on Individual Invoices (N) Invoices > Entry > Invoices Batches > Invoices button
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Invoice Holds
Releasing Invoice Holds on Individual Invoices (cont.)
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Invoice Holds
Releasing Multiple Holds (N) Invoices > Entry > Invoices Batches > Invoices button
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Invoice Holds
Distribution Holds
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Invoice Holds
Distribution Holds (cont.)
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Invoice Holds
Distribution Holds (cont.)
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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
100100
A/PA/P
100100
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