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p2p Lifecycle End to End
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Procure to Pay Life
Cycle End to End Process
Page 2
P T P Flow Objectives: ................................................................................................................................................ 3
Pre-Requisites: .......................................................................................................................................... 4
Process Steps: ........................................................................................................................................... 5
Create Supplier: ABC Vodafone Supplier .................................................................................................. 6
Create Supplier: ABC Idea Supplier ......................................................................................................... 15
Check the Quantity of Item in Sub Inventory ......................................................................................... 25
Stage-1: Create Requisition .................................................................................................................... 28
Stage-2: Create Purchase Order ............................................................................................................. 34
Stage-3: Receiving Items ......................................................................................................................... 39
Check the Quantity of Item in Sub Inventory after Receiving ................................................................ 43
Submit Program for Pay on Receipt Auto invoice ................................................................................... 46
Stage-4: Invoice and Payment ................................................................................................................ 50
Stage-5: Create Accounting for Payment and Invoice ............................................................................ 60
Page 3
Objectives: After completing the document one should be able to understand the whole
overview of Procure to Pay Process implementation.
� Able to create a requisition.
� Create a Purchase Order
� Create a Receipt.
� Create an Invoice automatically.
� Able to make payment.
NOTATIONS:
(N) = Navigator
(M) = Menu
(T) = Tab
(ST)= Sub Tab
Page 4
Pre-Requisites: 1. You have a login name and password.
2. User has assigned Inventory, Purchasing, and Payables Modules.
3. User should assign employee and employee assigned as a buyer.
4. Employee position has the approval limit.
5. There should be quantity in Inventory for the item.
6. Supplier should have one Site with purpose Purchasing and Payment
7. Supplier (T)Purchasing (ST) Self Billing Pay On: Receipt and Invoice Summary: Pay Site
8. User should know to whom he needs to supply.
9. User should know from which Bank account the money has to be debited.
10. Payment Method is assigned at Supplier Site level
NOTE: This document is explained considering that all the basic setups are done.
Page 5
Process Steps: 1. Check the quantity of the item in Sub inventory.
2. Enter the Purchase Requisition.
3. Approve the Purchase Requisition.
4. Create the Purchase Order.
5. Approve the Purchase Order.
6. Raise a receipt on receiving the quantity.
7. Check the quantity in Sub inventory.
8. Raise an Invoice automatically.
9. Validate the Invoice.
10. Do the payment.
11. Create Accounting for Invoice
12. Create Accounting for Payment
Page 6
Create Supplier: ABC Vodafone Supplier
(N) Suppliers> Entry Suppliers
Click on (B) Create Supplier
Select Supplier Type: Standard Supplier
Enter Organization Name, Alias, Country
Page 7
Click on (B) Apply
Click on (ST) Address Book
Click on (B) Create
Page 8
Enter Address Line1, City, County, State, Postal Code, Address Name and Address Pursose
Click on (B) Continue
Select Site Name for Operating Unit
Click on (B) Apply
Site is created
Click on (i) Manage Sites
Page 9
Enable Purchasing and Pay
Click on (B) Apply
Click on (ST) Purchasing
Page 10
Enable Create Debit Memo from RTS Transaction
Click on (B) Self Billing
Select Pay on: Receipt, Invoice Summary Level: Pay Site and Enable Create Debit Memo from RTS
Transaction
Page 11
Click on (B) Save
Click on (B) Receiving
Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity
Received Exception, Days Early Received and Days Late Receipt Allowed
Page 12
Click on (B) Save
Click on (ST) Payment Details
Select Default Payment Method
Page 13
Click on (i) Update on Supplier Sites
Enable Default Payment Method
Click on (B) Save
Click on (ST) Invoice Management
Page 14
Select Pay Group: ABC PAY GROUP
Click on (B) Terms
Select Terms: Immediate
Click on (B) Save
Page 15
Create Supplier: ABC Idea Supplier
(N) Suppliers> Entry>Suppliers
Click on (B) Create Supplier
Select Supplier Type: Standard Supplier
Page 16
Click on (B) Apply
Click on (ST) Address Book
Click on (B) Create
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Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose:
Purchasing
Click on (B) Continue
Select Site Name for Operating Unit
Click on (B) Apply
Click on (i) Manage Sites
Page 18
Enable Purchasing
Click on (B) Apply
Click on (B) Create
Page 19
Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose:
Payment
Click on (B) Continue
Select Site Name for Operating Unit
Click on (B) Apply
Click on (i) Manage Sites
Page 20
Click on (i) Manage Sites for Payment Site
Enable Pay
Click on (B) Apply
Click on (B) Purchasing
Page 21
Enable Create Debit Memo from RTS Transaction
And enable Create Debit Memo from RTS Transaction at Purchasing Site Level
Click on (B) Save
Click on (ST) Receiving
Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity
Received Exception, Days Early Received and Days Late Receipt Allowed
Page 22
Click on (B) Save
Click on (ST) Payment Details
Select Default Payment Method
Click on (B)Save
Click on (i) Update for Payment Site
Page 23
Enable Default Payment Method
Click on (B) Save
Click on (ST) Invoice Management
Select Pay Group: ABC PAY GROUP
Page 24
Click on (T) Terms
Select Terms: Immediate
Click on (B) Save
Page 25
Step wise Analysis with Screen Shots:
Check the Quantity of Item in Sub Inventory.
Login to Inventory Module
(N) On-hand, Availability >On-hand Quantity
Enter Sub inventory and Item/Revision and Click on (B) Find
Page 26
Click on (B) Find
Click on (B) Availability
Page 27
Page 28
Stage-1: Create Requisition
Raise a Requisition Approve it, Autocreate a Purchase Order.
Login to Purchasing Module
(N) Requisitions>Requisitions
Enter the Purchase Requisition
Enter the Supplier Information, Item, Quantity, Need by date, Sub inventory
Page 29
Click on Save Icon or Ctrl+S (For Saving)
After saving, Requisition Number will be generated (as shown in the Screen Shot) copy the Number
Click on (B) Approve
Page 30
Click on (B) Ok
Navigate to Requisition Summary to check Requisition Status
(N) Requisitions> Requisition Summary
Enter the requisition number
Page 31
Click on (B) Find
Requisition status has been approved
Now we need to create a Purchase Order based on the Requisition.
(N) Auto Create
Page 32
Remove the Buyer in Buyer field
Enter Requisition Number
Click on (B) Find
Page 33
Select Requisition
Click on (B) Automatic
Page 34
Click on (B) Create
Stage-2: Create Purchase Order
Enter Purchase Order Match level, Invoice Match Option, Approve Purchase Order and
Check Purchase Order status.
Now Purchase Order is created
Click on (B) Shipments
Page 35
Click on (T) More
Select Match Approval Level: 3-Way
Page 36
Select Invoice Match Option: Receipt
Close Shipments window
Click on (B) Approve
Page 37
Click on (B) Ok
Check the status of the Purchase Order Number
(N) Purchase Order > Purchase Order Summary
Page 38
Enter Purchase Order Number
Page 39
Click on (B) Find
Status of Purchase Order is approved
Stage-3: Receiving Items
Receiving Items and Check Quantity in Inventory
(N) Receiving > Receipts
Page 40
Enter Purchase Order Number
Click on (B) Find
Minimize Receipt Header Window
Page 41
Enable Quantity Receive
Click on Icon Save or Ctrl+S (For Saving)
Page 42
Click on (B) Header
Make a note of Receipt Number
Page 43
Check the Quantity of Item in Sub Inventory after Receiving
Login to Inventory Module
(N) On-hand , Availability> On-hand Quantity
Enter Sub inventory and Item/Revision and Click on (B) Find
Page 44
Click on (B) Find
Page 45
Click on (B) Availability
Page 46
Submit Program for Pay on Receipt Auto invoice
Login to Purchasing Module
(N) Reports> Run
Click on (B) Ok
Page 47
Select Program: Pay on Receipt Autoinvoice
Enter Receipt Number Parameters Window
Click on (B) OK
Page 48
Click on (B) Submit
Page 49
Click on (B) No
Click on (B) View
Output
Make a note of Invoice Number
Page 50
Stage-4: Invoice and Payment
Query Invoice in Payables window, Validate and Pay Invoice
Login Payables Module
(N) Invoices> Entry> Invoices
Query Invoice Method-1
Click on Torch Icon
Page 51
Enter Invoice Number
Click on (B) Find
Page 52
Query Invoice Method-2
(N) Invoices> Entry> Invoices
Press F11 on Key Board
Enter invoice number in Invoice Number Field
Press Ctrl+F11 on Key Board
Page 53
Validate Invoice
Click on (B) Actions
Enable Validate and click on (B) Ok
Page 54
Now Status of Invoice is validated
Click on (B) Lines
See the Purchase Order is Automatically Match to Invoice and PO Number, Receipt Number and
Quantity
Page 55
Click on (B) General
Click on (B) Actions
Page 56
Enable Pay in Full
Click on (B) Ok
Supplier Information is defaulted
Page 57
Enter Payment Date, Bank Account
Enter Payment Document, Payment Process Profile
Page 58
Click on Save Icon or Ctrl+S (For Saving)
Click on (B) Actions
Page 59
Enable Create Accounting and Final
Click on (B) Ok
Click on (B) Ok
Page 60
Stage-5: Create Accounting for Payment and Invoice
See Accounting Status is processed
Close this Payment Window
To View Accounting Entries for Payment
(N) Tools> View Accounting
Page 61
Close Subledger Entry Lines Window and Payments Window
Click on (B) Actions
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Enable Create Accounting and Final
Click on (B) Ok
Click on (B) Ok
Page 63
See the Status of Accounting Yes
To View Accounting Entries for Invoice
(N) Tools> View Accounting Events
Page 64
Click On (B) View Journal Entries
Page 65
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