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Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential1
Oracle Online Training Materials – Usage Agreement
Use of the information, documents and online training courses (collectively, “Materials”) found on this area of the Site constitutes agreement with the following terms and conditions (as well as those set forth in the Purpose and Disclaimer sections below):
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Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential2
Purpose:This document provides an overview of features and enhancements included in Oracle Fusion Applications 11gR1 Release 11.1.1.5.0
and applicable updates. It is intended solely to help you assess the business benefits of upgrading your existing Oracle Products to this release, or implementing completely new Oracle developed products, and planning your I.T. Projects.
Disclaimer:This document in any form, software or printed matter, contains proprietary information that is the exclusive property of Oracle. Your
access to and use of this confidential material is subject to the terms and conditions of your Oracle Software License and Service Agreement or other applicable contract with Oracle, with which you agree to comply. This document and information contained herein may not be disclosed, copied, reproduced or distributed to anyone outside Oracle without Oracle’s prior written consent. This document is not part of your license agreement nor can it be incorporated into any contractual agreement with Oracle or its subsidiaries or affiliates.
This document is intended to outline our general product direction. It is intended for informational purposes only and solely to assist you
in planning for the implementation and upgrade of the product features described. Release information contained in this document is not a firm development plan. Release information published here should not be used as the basis for customer delivery commitments, as part of marketing efforts, or during contract negotiations. This is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality, and inclusion or not thereof in the commercially available version of the Software, if any, is subject to change at any time and is always at Oracle’s sole discretion. This document is not considered part of the applicable program documentation.
Due to the nature of the product architecture, it may not be possible to safely include all features described in this document without
risking significant destabilization of the code.
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Oracle Fusion PayablesImplementation and Configuration Considerations
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential4
Agenda
• Procure-to-Pay Overview and Prerequisite Setups
• Key Implementation Considerations
• Function and Data Security
• Business Units and Shared Service Centers
• Invoicing
• Integrated Imaging Solution
• Multiple Invoice Entry Methods
• Match Options and Match Approval Levels
• Tolerances and Holds
• Invoice Approval
• Centralized Tax Engine
• Multiple Accounting Representations
• Payment Processing Options
• Payables to Ledger Reconciliation Report
• Additional Resources
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential5
Procure-to-Pay Overview
Requisition Purchase
Goods/Services Receive
Goods/ServicesRecordInvoice
IssuePayments
• Identify requirement
• Authorize purchase request
• Negotiate/select vendor
• Request/receive/
evaluate quotation
• Create purchase order
• Receive shipment notice
• Receive goods
• Inspect goods
• Ensure goods match PO quantity
• Record invoice
• Match invoice to purchase order or receipt
• Approve invoice
• Schedule payment
• Pay supplier
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential6
Oracle Fusion PayablesDetailed Business Processes and Activities
Manage Invoices
• Receive and Process Invoices• Submit Invoices• Approve Invoices• Audit Invoices• Record Accounting for Invoices
• Prepare and Record Payments• Record Accounting for Payments
Manage Payments Manage Accounts Payable Balances
• Analyze Accounts Payable Balances• Close Payables Period• Manage Accounts Payable Disputes
• Define Payables
Set Up Procurement
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential7
Prerequisite SetupsPayables Prerequisites
• Required prerequisites enforced through Functional Setup Manager
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential8
Prerequisite SetupsSetup Task Lists
Define Synchronization of Users and Roles from LDAP Define Implementation Users Define Enterprise Structures for Financials Define Ledgers Define Business Units Define Facilities for Financials Define Resource Organization Information Define Security for Financials Define Approval Management for Financials
Define Common Application Configuration for Financials
Define Supplier Configuration Define Payables Define Disbursements Configure Payment System Connectivity Define Payments Security Define Subledger Accounting Rules Define Cash Management and Banking Configuration
Define Transaction TaxesDefine Common
Financials Configurations
Define Invoicing and Payments Configuration
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Payables SetupFinancials Implementation Project
Payables setup available with Financials and Procurement offering
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Payables Function and Data Security
• Function security implemented using Job Role and data security using Data Roles
• Three predefined job roles to meet Payables job functions:
– Accounts Payable Specialist, Accounts Payable Supervisor, and Accounts Payable Manager
– Payables job roles are configured to maintain segregation of duties for managing suppliers, creating invoice, force approving invoice and creating payment
• Generate data roles for business units using seeded data role template• Predefined job roles and the assigned duties can be customized using Oracle Identity Manager (OIM) and Access Provisioning Manager (APM)
Refer to Oracle Fusion Financials Security Implementation and Configuration Considerations for more details.
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential11
Payables Function and Data Security
Duty Role APSpecialist
APSupervisor
APManager
App. Implementation Consultant
Payables Administration Duty
Payables Invoice Creation Duty
Payables Invoice Inquiry Duty
Payables Invoice Processing Duty
Payables Invoice Hold Resolution Duty
Payables Invoice Management Duty
Payables Payment Creation Duty
Payables Payment Processing Duty
Payment File Management Duty
Disbursement Process Management Duty
Disbursement Data Management Duty
Subledger Accounting Duty
Mass Asset Additions Creation Duty
Payables Period Close Duty
Payables Balance Analysis Duty
Payables Withholding Tax Reporting Duty
Payables to Ledger Reconciliation Transaction Analysis Duty
Accounts Payable Period Status Management Duty
Business Units and Shared Service Centers
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Business Units and Shared Service Centers
Business UnitUnit of an enterprise that performs one or many business functions that can be rolled up in a management hierarchy
• Can support one or many business functions• Can process transactions on behalf of many legal entities• Assigned to one primary ledger
– Ledger assignment is mandatory for BUs with business functions that produce financial transactions
Refer to Oracle Fusion Financial Enterprise Structures Implementation and Configuration Considerations training for more details.
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential14
• Share services to reduce cost and enforce company policies and procedures consistently
• Shared Service Centers modeled using business units in two ways:
Service Provider Model – Define relationships between business units for a business function,
identifying one business unit in the relationship as a service provider and others as clients
Business Unit Data Security– Allow shared service center personnel to process transactions for
other business units(This is referred to as Multi Org Access Control in the Oracle E-Business Suite)
Business Units & Shared Service Centers Shared Service Centers
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Business Units & Shared Service Centers Business Functions in Procure-to-Pay Flow
• Requisitioning - Raises requisitions for products or services needed for day to day activities• Procurement - Processes requisitions, negotiate supplier terms and manage relationships• Payables Invoicing – Processes supplier invoices and financially responsible for purchasing transactions
BU 1
SourceRequest Buy Pay
BU 2
BU 3
Decentralized
BU 1
SourceRequest Buy Pay
Shared
Service
BU 2
Central Sourcing, Local Execution
BU 1
SourceRequest Buy Pay
SharedService
BU 2
Automatedfinancialreconciliation
Complete Shared Services
BU 1
SourceRequest Buy Pay
SharedService
BU 2
Automated financial
reconciliation
Separate Procurement and Invoicing Service Providers
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential16
Business Units & Shared Service Centers Shared Service Centers: Best Practice
• Centralize Procurement function using service provider model
– Negotiate supplier terms for multiple client business units
– Sharing and usage of supplier sites and centrally authored catalog content
– Process requisitions from multiple Requisitioning BU
• Consolidate Payables operations from multiple business units into single shared service center using data security
– Centralize invoice receipt by having suppliers send invoice directly to AP department instead of Buyers to ensure timely processing
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential17
Business Units & Shared Service Centers Procurement via Subsidiary – Implementation Consideration
Purchase Order’s Sold-to BU can be different from the Requisitioning BU to facilitate buying through subsidiaries• Set up subsidiaries in some countries to meet legal requirements even
though the primary operations are located elsewhere• Take advantage of favorable tax regime
Vision Services buying goods via subsidiary Vision Germany
Integrated Imaging Solution
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential19
Integrated Imaging Solution for Invoice Entry Third Party Solutions versus Oracle’s Imaging Solution
• Bolt on capabilities disjoint from core ERP application, operating in a peripheral fashion, using proprietary technologies
• Components from different vendors for scanning, data extraction, storage and workflow require dedicated IT staff to set up, integrate and maintain, resulting in higher cost of ownership
• Disparate platforms, certification and release cycles increase the risk of incompatibility and maintenance overhead
• Fully integrated “out-of-the-box” solution supporting the entire lifecycle of invoice processing from scanning, recognition, image routing to invoice entry and approval
• Integrated solution installed and maintained by a common provisioning framework, with minimal configuration and setup needed
• All components certified and supported by Oracle
Third Party Solutions Oracle’s Imaging Solution
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential20
Integrated Imaging Solution for Invoice EntryProcess Flow
Field Office 1ODC
Image Repository IPM
Image RoutingBPEL
AP Specialist 1Invoice Entry
Exception HandlingOFR Verifier
Field Office 3ODC
Field Office 2ODC
AP Specialist 2Invoice Entry
Forms RecognitionOFR
Scanning
Shared Services
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Integrated Imaging Solution for Invoice Entry Oracle Document Capture (ODC)
• Digitize paper invoices to industry standard image formats with built-in deskew, despeckle and black border removal features
• Support for enterprise class scanners and leading high-volume document scanning interfaces: ISIS and Kofax Adrenaline/VirtualReScan
• Flexible implementation options for scanning invoices at multiple field offices
ApproveEnterRouteRecognizeCapture
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Integrated Imaging Solution for Invoice Entry ODC – Implementation Considerations and Recommendations
• Request suppliers to send invoices to one central location for scanning or decentralize ODC at each invoice receipt location
– Consider legal requirements which may require invoices to be processed and stored in the same country as receipt
• Install ODC on machine with at least dual CPU cores at 2 GHz and 4 GB RAM
• When evaluating hardware scanning throughput, plan for 60% efficiency of maximum throughput to account for image quality review
• Enable Adaptive Thresholding on scanners to remove background colors and gradients for pure black-and-white images
• Use TIFF image format with CCIT Group IV compression at 300 DPI for optimal balance between scan quality and image size
– JPEG format not recommended due to lossy compression
• We recommend less than 25 images per batch to avoid delay caused by recognition exceptions
• To optimize high volume scanning we recommend you implement ODC commit server to schedule the export of images to OFR import directory every 15-20 min
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential23
Integrated Imaging Solution for Invoice Entry Oracle Forms Recognition (OFR)
• Intelligent data extraction without using supplier-specific templates
• Pre-configured to capture attributes regardless of location on the invoice
• Self-learning intelligence to improve scan accuracy over time
• Flexibility to define rules such as format masks for invoice and PO number• User-configurable validation of image data against Payables and Procurement system
ApproveEnterRouteRecognizeCapture
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• OFR RTS runs in the background as a server process. Multiple RTS instances can run on a server
• Each RTS instance can perform one of following :– Import, Export and Cleanup of image batches
– OCR, Classification and Extraction
• Designate 1 RTS instance for Import/Export/Cleanup for every 2-4 instance of RTS running data recognition
• Number of RTS instances running on a machine must not exceed the number of CPU cores available
• RTS instance dedicated to data recognition can process up to 250 invoices per hour
– Each additional instance can achieve near linear scalability depending on scan volume, document complexity and the number of attributes validated
Hardware Recommendations• A quad CPU core server with minimum 8 GB RAM so more OFR RTS instances can be
dedicated to the resource intensive recognition task– You can either use a single server with enough CPU cores or scale by setting up
multiple OFR RTS servers (slave server)
Integrated Imaging Solution for Invoice EntryOFR Runtime Service (RTS) – Implementation Considerations
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OFR Designer • A client tool for configuring implementation details (known as a “project”) and its
initialization (INI)– A pre-configured initialization (INI) file is installed as part of Fusion Applications to be
used for customizing your project– Modify the project and the .ini file on site to update the Fusion Applications database
connection information, OFR Import/Batch/Export folder locations and any additional data validation to be performed
OFR Verifier• Quality assurance application that detects image batches with invoices failing recognition
or validation. Payables specialist reviews and re-submits batches after correcting exceptions– Verifier instance should be co-located with the OFR Batch folder to minimize image
loading time• We recommend using remote desktops or Citrix accounts for OFR Designer and Verifier
since number of users using these will be limited and also to centralize installation and maintenance
Integrated Imaging Solution for Invoice EntryOFR Designer and Verifier – Implementation Considerations
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Integrated Imaging Solution for Invoice EntryImaging and Process Management (IPM)
• Common image repository where invoice images are stored and then routed to payables specialists
• Flexibility to attach configurable storage and security policies to content E.g. You can configure storage device, duration of storage, and users who can
access and view invoice images
• Embedded image viewer within Fusion Payables application allowing payables specialists to review and annotate images
ApproveEnterRouteRecognizeCapture
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• We recommend IPM image repository to be co-located with IPM Input Directory to minimize network traffic when transferring images
• Average size of a black-and-white invoice image saved in TIFF format with CCIT Group IV compression at 300 DPI is 40 KB per page
– We recommend scanners with Adaptive Thresholding technology to remove gray scaling, otherwise the image size can go up to 300 KB per page
– Use this sizing information along with estimated invoice volume to determine the amount of storage needed for IPM
Integrated Imaging Solution for Invoice EntryIPM – Implementation Considerations and Recommendations
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• Payables provides a default image routing rule based on invoice amount to specific seeded users that must be modified for your application users
• Configure image routing rules to achieve desired specialization within the Payables department using Worklist application
– Routing can be based on supplier, PO prefix, invoice number prefix to ensure invoice entry by right group of AP specialists
• Configure routing rules to assign invoice to a user group instead of individual specialists to achieve optimal load balancing and to avoid task re-assignment
Integrated Imaging Solution for Invoice EntryImage Routing – Implementation Considerations
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Manual Invoice Entry
Invoice Scanning and Imaging
Robust Workbench with Sophisticated Matching
Spreadsheet Invoice Entry
Open Interface
Automated Invoicing
ERS (Self-Billing) Invoices
Return to Supplier (RTS)
Expense Reports
Customer Refunds
Intercompany Invoices
Electronic Invoices
Web Service
B2B Invoice
Self-Service Invoice Entry
Supplier Portal
Payables Invoicing
Foreign Currency Conversion PO/Receipt Matching Prepayment Application Automatic Tax Calculation (Sales, Use, VAT, and
Withholding Taxes)
Invoice Validation
Invoice Approval
Online or Batch Accounting
Multiple Accounting Representations
Multiple Invoice Entry Methods
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Multiple Invoice Entry MethodsConsiderations
Type Implementation Consideration
Supplier Portal Invoice Entry• Have suppliers enter their own invoices and inquire on PO agreements, invoices and payment s to reduce paper and transaction processing costs
Evaluated Receipt Settlement
Automate invoice creation for payment of goods upon receipt in Logistics
• Best suited for inventory purchases as ERS can work if there is a PO• POs should include all costs to produce and ship the product, including freight charges and miscellaneous charges• POs must have firm pricing that should not be affected by unexpected charges
Spreadsheet Invoice Entry• For invoices having similar lines to utilize spreadsheet features like copy/ paste, drag/drop, hide/unhide cells etc.• Not ideal for payables specialist performing high volume invoice entry in a shared service center
Open Interface • For importing invoices into Payables from other sources
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Invoice Approval Implementation Considerations and Recommendations
Standard Invoices• Allow few selected users to force approve on exception basis
• Define different approval rules for PO matched and unmatched invoices
• Setup position, job and supervisory hierarchy depending on approval needs
• Consider implementing approval before validation to reduce days payable outstanding (DPO) or alternatively require validation before approval to ensure data accuracy
• Consider auto-approving specific invoices that need little review E.g. If your utility bill invoices are always under $500, consider setting up an
auto- approval
• Supplier Portal Unmatched Invoices• Require approval for non-PO matched invoices entered by suppliers
• Payment Requests• For expense report and customer refund payment requests, you need not configure approval rules as upstream transactions are pre-approved
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential32
Invoice ApprovalRule Configuration
Invoice Approval Rules• Defined in Worklist application• Data driven conditions having effective
dates and priorities• Can be activated or de-activated
Example Rule• Invoice type ‘Standard’
– For amount greater than 2000, require approval by Manager
– For amount less than 2000, require approval by Supervisor
• Invoice type ‘Payment Request’
– Auto-approval• Others
– Supervisory one level approval
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential33
Match Approval Levels
3-Way
2-Way
4-Way
InvoicePO
Inspection
PO Receipt
• Enforce internal control and fiscal discipline to ensure that payment is made only for goods and services ordered or received
PO
Invoice
InvoiceReceipt
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Match Approval LevelsImplementation Considerations
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Tolerances and HoldsImplementation Considerations
• Prevent payment for invoices violating policies by defining tolerances
• Define tolerances centrally and apply them to multiple supplier sites
• Define percentage or amount based matching tolerances for goods and services
Invoice
PO
Receipt
Atlanta
Paris
Supplier Sites
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential36
Invoice Processing Implementation Considerations and Recommendations
Implementation ConsiderationsSetup Tasks/
Implementation Step
Setup default accounts to speed transaction entry and implement internal control
• Common Options for Payables and Procurement• Supplier Configuration• Distribution sets
Implement early pay discounts with multiple discount dates to avoid missing discount period
• Payables Invoicing Options • Payment Terms
Apply available prepayments during invoice entry
• Payables Invoicing Options - Show available prepayments during invoice entry
Schedule invoice validation and create accounting to process daily
• Schedule Create Accounting process to run daily
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential37
Oracle Fusion Tax Centralized Tax Engine
Tax Setup
• Quickly set up tax with pre-seeded content
• Adapt to changing tax rules with date-effective tax content
• Simulate tax changes with Tax Simulator
Tax Sales and Use Tax
Recoverable & Non-Recoverable Tax
Deferred Tax
Tax on Freight
Duty Tax
Tax on Intercompany Movements
Inclusive or Exclusive Tax
Offset TaxesTax Reporting
•Standardized and simplified reporting using BI Publisher
•Modify/extend reporting templates
Tax Calculation
•Automatically and accurately calculate tax
•Allow certain individuals to override tax calculation
Refer to Oracle Fusion Tax Implementation and Configuration Considerations training for more details.
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Subledger Accounting (SLA) Multiple Accounting Representations
Payables Invoice
Payables Invoice
Centralized AccountingCentralized Accounting
Dr Cr
Single invoice can create multiple accounting representations in multiple currencies
French Fiscal Plan Compatible Std Calendar EUR
SSC France(Secondary Ledger)
Reporting Currency
Refer to Oracle Fusion Subledger Accounting Implementation and Configuration Considerations training for more details.
Payment Processing Options
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Payment Processing OptionsImplementation Considerations and Recommendations
• Use Single Payment for off-cycle payments such as during period close and supplier inquiries on due payments
• Optimize check run frequency based on organization’s size to aid in availing early pay discounts and to avoid off-cycle single payments
• Schedule Cash Requirements Report to run before Payment Process Request to forecast cash needs
• For employee expense reimbursement based on expense policy consider Payment Process with straight through processing.
– Results in prompt payment for invoices based on policy and strict payment terms
Refer to Oracle Fusion Payments Implementation and Configuration Considerations training for more details.
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Analyze Account Payables BalancesPayables to General Ledger Reconciliation Report
• Streamline your reconciliation process by comparing Payables transaction activity, Subledger Accounting and General Ledger data.
– Identify reconciliation exceptions automatically
– Identify beginning and ending balances that matches Payables Trial Balance
– Drilldown to journal and transaction reports for detailed analysis
– Download and analyze report output in a spreadsheet
– Reconcile by ledger, specific business unit or account balancing segment
• The reconciliation report is available to both for General Ledger and Payables users
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• Set Payables Profile Option for data purge frequency– Purge old extract files based on days set in profile when new extract is run– Set interval so that it does not interfere with the reconciling timeline– All extract requests that do not fall within this interval are saved and can be
selected from the Recon Report OBIEE
• Assign financial category of Accounts Payables to all liability natural account values– Financial Category must be assigned, or the extract will error and not select
any data
Payables to General Ledger Reconciliation Implementation Considerations
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Payables to General Ledger Reconciliation Best Practices
• Run the Payables to General Ledger Reconciliation report after the Payables period is set to Closed because drilldown data is real-time and summary data is static
• Make sure the next period is open for entry of new activity
• General Ledger sources other than Payables should not be allowed to post to Payables accounts
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Additional Resources
Implementation Trainings• Oracle Fusion Payments Implementation and Configuration Considerations• Oracle Fusion Subledger Accounting Implementation and Configuration Considerations• Oracle Fusion Tax Implementation and Configuration Considerations• Oracle Fusion Common Procurement Implementation and Configuration Considerations
Functional TOIs• Fusion 1.0 TOI: Set Up Procurement – Define Payables• Fusion 1.0 TOI: Set Up Procurement – Define Disbursements
Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential45
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