Oracle Finance and Reporting RG - UK Shared Business ... Inquiry Reference... · UK SBS Training Services Team . BEIS Oracle Estate (BOE) Finance Training. POAP Inquiry & Reporting

UK SBS Training Services Team

BEIS Oracle Estate (BOE) Finance Training POAP Inquiry & Reporting Reference Guide

POAP Inquiry & Reporting

Oracle Finance Training (BOE)

Reference Guide

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Contents

1 PO - The Open Purchase Order with Tax Summary Report ............................................ 1

1.1 Step-by-Step Guide & Report Parameters ........................................................................ 2

1.2 Default Report Output Columns ........................................................................................ 8

1.3 Generic OBIEE Functionality - Customising the Default Output View ................................ 9

1.4 Generic OBIEE Functionality - Saving/Applying your Report Customizations ................. 11

1.5 Generic OBIEE Functionality - Saving/Removing a Report to your Favourites ................ 12

2 PO - Purchase Order Inquiry ........................................................................................... 13

2.1 Purchase Order Inquiry Road Map .................................................................................. 14

2.2 Step by Step Guide ......................................................................................................... 15

3 AP - The Group Finance Reporting & Control – AP Invoices Report ............................ 29

3.1 Step-by-Step Guide & Report Parameters ...................................................................... 29

3.2 Default Report Output Columns ...................................................................................... 35

4 AP - Invoice Inquiry .......................................................................................................... 36

4.1 Invoice Inquiry Road Map ............................................................................................... 36


5 AP - Payment Inquiry ....................................................................................................... 45

5.1 Payment Inquiry Road Map............................................................................................. 45


6 AP - Supplier Inquiry ........................................................................................................ 50


Version Control

Version Created Author Comments

1.2 Dec-2018 D. Rees Annual Review



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Legend

These recognised abbreviations tell you what action to take in the practical exercises. They will not appear as options on the Oracle system, but are our instructions to you:

(N) – Navigate

(T) – Tab

(ST) – Sub Tab

Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system.

Learning Note:

This is to draw your attention to useful additional information that you may find interesting.

Caution Note: This is to give you forewarning about an action that is NOT advisable or may have consequences that could impact on your effective use of the system.



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1 PO - The Open Purchase Order with Tax Summary Report The Open Purchase Order Report details all open approved purchase orders for a specified cost centre(s). The output also lists Need-by Dates, plus the values that have already been receipted and matched; thereby showing exactly what is left on the Purchase Order.

Learning Note:

A Purchase Order Line is classed as open when:

There is an outstanding amount to be received against it and / or

the Purchase Order Line has not been fully invoiced

Action Note: Users are responsible for amending and maintaining their own requisitions.

Changes and amendments to Requisitions/Purchase Orders would usually be determined from PO Management Information obtained from the Open Purchase Order Report which is available in the Your Organisation OBIEE Reports PO responsibility.

The report should be run on a regular basis and at least once a month.



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1.1 Step-by-Step Guide & Report Parameters 1. Responsibility Your Organisation OBIEE Reports PO

2. Click on the Dashboards tab:

3. A list of reports under various section headings is displayed:

Learning Note:

The reports listed under Procurement and Spend are standard generic OBIEE reports.

The exception to this is the Custom Dashboard Index.

The Custom Dashboard Index is a folder containing a suite of reports that have been specifically written to meet the needs of UK SBS’ clients.



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4. Select the Custom Dashboard Index link under Procurement and Spend, a screen showing the available reports is displayed:

Learning Note:

The page is organised into relevant sections, for example Employee Expenses, Procurement Performance, Spend Analyzer & Supplier Performance

The reports relating to that section are listed underneath.

5. Click the open link next to the report that you wish to run, for example Open Purchase Order Report.



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6. The Report Parameters screen is displayed together with the Report Data determined by the default parameter settings, select the Open PO with Tax Summary (2nd tab):

Learning Note:

A sample report based on the default parameters contained in the Dashboard enables you to see an example of the selected report contents.

Caution Note: Data is updated overnight to the OBIEE function. When you run a report it will reflect the previous days position, it is not a real time function.

Action Note: You can change the parameters shown on the report by using the drop down arrows. You can alter the parameters as often as you like however, the changes are not saved so next time you go back to the report it will show the standard defaulted parameters.

Caution Note: Note that the Purchase Cycle Status parameter selected will return all Purchase Orders that do NOT have the selected status.



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7. To remove the defaulted parameters click on the Reset button, and select Clear All from the displayed list:

8. The defaulted parameters have been removed:

9. You can now set the required parameters for your report by clicking the drop down arrows next to each segment and selecting the required criteria from the displayed lists

Caution Note: Dashboard parameters prefixed with an asterisk * are mandatory fields and must be completed to enable the report to run.

Leaving a Parameter field blank will return all values.

Learning Note:

If the data elements in a drop-down list and preceded by a tick box allows the selection of multiple values for the parameter.

For the Open Purchase Order report both parameter fields can contain multiple values.



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10. Select the required report parameters, for example:

Parameter Description Mandatory? Value

Cost Centre Select Cost Centre(s) No 102048

Purchase Cycle Purchase Order Status NOT No CLOSED

11. Once you are happy with the selected parameters click the Apply button

12. The Report results are displayed under the parameter headings:

Action Note: With all OBIEE Dashboards you can customise the output view. See Chapter 9.3 for more details.



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13. If you want to print or export the report to Excel click on the Page Option icon and select the required function form the displayed list:

14. An Export link is also available at the bottom of the page

Action Note: If you are going to be using a set of parameters regularly you can save the customization. See Chapter 9.4 for more details.

You can also add reports to your favourites using the Favourites tab on the toolbar at the top of the screen. See Chapter 9.5 for more details.

Options Description

Printable PDF Prints in PDF Format

Printable HTML Prints in Browser Format

Export Current Page Exports the Current Page

Export Entire Dashboard Exports the Entire Report

Options Description

PDF Exports report to a PDF File

Excel Export the report to Excel 2003 or 2007+

PowerPoint Export the report to PowerPoint 2003 or 2007+



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1.2 Default Report Output Columns The following table illustrates the default columns on the Open PO with Tax Summary Report:

Column Header Description

Purchase Order Number The PO Number

Purchase Order Line Number The PO Line Number

Supplier Name The Name of the Supplier used on the PO Line

Description The Description of the Purchase Order Line

Need By Date Date the Goods/Services are Expected to be Received

Unit Price Unit Price for the Goods/Services requested on the PO Line

PO Line Amount Total Ordered by Amount (in Currency)

Amount Received Total Received by Amount (Receipted in iProcurement)

Amount Billed Total Billed by Amount (Total matched to an invoice)

Amount Outstanding Total amount still to be Receipted

Goods Received Not Invoiced Total amount Received that has still to be invoiced by the supplier

Ledger Name The Organisation set of books

Entity The Organisation the PO was raised against

PO Creation Date The date the PO was created

Cost Center Number Cost Centre Value

Cost Center Description of the Cost Centre Code used on the PO Line

Natural Account Description of the Account Code used on the PO Line

Programme Code Description of the Programme Code used on the PO Line

Analysis Code Description of the Analysis Code used for the PO Line

Requestor Individual who is assigned as requester in iProcurement

Purchase Cycle Status The status of the PO

Currency Code The Currency used on the PO Line

Tax Type The Tax Jurisdiction for the Supplier

Tax Rate The Rate of VAT that has been applied to the PO Line

Total Non-Recoverable Tax Amount The amount of VAT that is Non-Recoverable

Total Recoverable Tax Amount The amount of VAT that is Recoverable



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1.3 Generic OBIEE Functionality - Customising the Default Output View 1. By Right Clicking on a Column Header, the Column Customisation Menu will be displayed:

2. The Sort Column options are as follows:

Sort Option Description

Sort Ascending Sorts the values in the column by ascending order

Sort Descending Sorts the values in the column by descending order

Add Ascending Sort

Specifies that an ascending sort for this column is added as another sort for the analysis.

In the Selected Columns pane, when you select this option, a Sort button with a number such as 2 or 3 is displayed to the left of the column name in the Selected Columns pane.

Add Descending Sort

Specifies that a descending sort for this column is added as another sort for the analysis.

In the Selected Columns pane, when you select this option, a Sort button with a number such as 2 or 3 is displayed to the left of the column name in the Selected Columns pane.

Clear All Sorts in View Removes all sort specifications that you have made.

Learning Note:

Alternatively to sort by ascending/descending values, you can also place your cursor into a report column heading field to display the sort function arrows :

The Up Arrow sorts the data in Ascending order

The Down Arrow sorts the data in Descending order

3. The Exclude column option allows you to ‘hide’ any columns that are surplus to your requirements



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4. The Move column option allows you to rearrange the columns to suit your requirements:

Move Option Description

Left Moves the selected column to the Left

Right Moves the selected column to the Right

To Prompts Allows you to filter the report further by the selected column attribute

To Sections

Selects the column to divide any associated graphical representation into sections.

Caution Note: This Function is not available as the dashboards that are currently available only have a table view.



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1.4 Generic OBIEE Functionality - Saving/Applying your Report Customizations

1. To save the parameters that you have entered select Save Current Customization, from the Page Option icon menu

2. The following screen will be displayed:

3. Give the Customization a relevant name, for example Open PO Report

4. By selecting Make this my default for this page, your customizations will automatically be applied as the default whenever you run this report in the future

Caution Note: OBIEE will save the exact parameters that have been entered, therefore any report that has a Date, Month, Budget and/or Forecast parameter will need to be updated each month to ensure the correct Date, Month, Budget, Forecast is selected.

5. If you do not select the Make this my default for this page, to apply your customization the next time you run the report:

6. Select Page Options icon menu

7. Select Apply Saved Customization

8. Select the required customization



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1.5 Generic OBIEE Functionality - Saving/Removing a Report to your Favourites

1. To save the report as a Favourite click into Favourites link at the top of the screen and select Add to Favourites from the displayed list:

2. Click back onto the Favourites link at the top of the screen and you can now see that the report has been added into your Favourites list:

3. To remove a report from your favourites list, select the required report from the displayed list and click on Remove from Favourites:



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2 PO - Purchase Order Inquiry Within Purchase Order Inquiry you can:

Find and view information on a Purchase Order that has been saved on the system, regardless of its status

Select the level you wish to view the data contained within the Purchase Order

o Header, Line, Shipment or Distribution

View any receipts and/or invoices that have been matched to the Purchase Order

Learning Note:

At the Purchase Order Header Level, you can view the value of all the Receipt Headers, Shipments and Invoices matched against the Purchase Order as a whole.

At the Purchase Order Line level you can view and interrogate the Receipts, Shipments and Invoices applied to the selected line.

Learning Note:

Selecting View Action History displays:

Who submitted the Purchase Order

The date the Purchase Order was submitted

Who approved the Purchase Order

The date the Purchase Order was approved



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2.1 Purchase Order Inquiry Road Map

Expanding the Inquire drop down menu will give direct access to:

View the Purchase Order Lines

View Shipments

View Distributions associated with line(s)

View Action History

View Invoices applied to the Purchase Order

View the receipts recorded against the Purchase Order

Who Submitted the Purchase Order with the date the Purchase Order was submitted

The Status of the Purchase Order

The person who approved the Purchase Order and on what date

Produce a PDF copy of the Purchase Order



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2.2 Step by Step Guide Responsibility: Your Organisation PO View Only

1. (N) Purchase Orders > View Purchase Orders

Learning Note:

Searching using the Related Documents Tab allows you to retrieve the Purchase Order details by Requisition Number, Invoice Number, and Receipt Number.

Learning Note:

Searching by supplier on its own, will bring up a list of all purchase orders for that supplier, so it could take some time to find the correct Purchase Order.

2. The options within the Results window show the different level of details on which the Purchase Order can be viewed

3. Select Header, to be able to drill down to the Lines, Shipments and Distribution information



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4. If you do not have a Purchase Order number, you can search by using the tabs at the bottom of the Find Purchase Order screen

o Line

o Date Ranges

o Status

o Related Documents

o Deliver To

o Accounting

Caution Note: Search using the Accounting Tab and entering Chart of Account information will recall all the PO’s generated against that Chart of Account combination.

5. Enter the Purchase Order Number, for example 415000028154, click on

6. The Header information for the Purchase Order is then displayed



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7. The Header contains information about the Purchase Order as a whole, for example:

o The Purchase Order Revision number. When the Purchase Order is initially created the Revision number will be set to 0 (zero). For each additional requisition added to the Purchase Order the Revision number will be incremented by one.

o The description of the Purchase Order

o The approval status of the Purchase Order

o The order date of the Purchase Order

o Any matched amount (Total invoice value excluding VAT) on the Purchase Order

o The closure status of the Purchase Order

Learning Note:

When a PO has a closure status of Closed, this means that all lines have been fully receipted and fully invoiced, or had any remaining amounts cancelled.

8. From the Inquire dropdown menu the following can be viewed and analysed for the full Purchase Order:

o All Invoices applied to the Purchase Order

o All Receipts applied to the Purchase Order

o All Shipments applied to the Purchase Order

o A PDF copy of the Purchase Order can be viewed by selecting View Document



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9. From the Tools dropdown menu and selecting Manage Tax the tax applied to the PO can be viewed:

10. Selecting Additional Tax Information will display further details:

11. To return to the Purchase Order screen click on the Close Window link at the top of the page



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12. Selecting will display all the lines on a Purchase Order:

13. There can be many lines on a Purchase Order. Each Line will have its own:

o Category

o Description

o Amount

o Tax code

o Status

14. From the Inquire dropdown menu all receipts, invoices, shipments and charge account details for a specific line can be viewed and analysed



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15. Selecting will display:

o The quantity ordered

o The quantity billed

o The quantity received

o Any amount that was cancelled off the line(s)

Learning Note:

The shipments can also be retrieved for the Purchase Order or Purchase Order Line from the Inquire dropdown menu and selecting View Shipments.



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16. Selecting will display the Purchase Order Distributions screen, this will show the Charge Accounts used on the Purchase Order or selected Purchase Order Line:

Action Note:

Selecting the Folder Tools icon, then Show Field icon will bring up a list of all fields that can be added to the results screen.

Caution Note: Some of these fields will not have any information contained within them.



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17. To add a field, highlight the required field, for example Bill To and press

18. The Bill To field will now be visible:

Action Note:

To remove the field from view, click in the field and select the Folder Tools icon, then Hide Field icon.



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19. Selecting Inquire > View Action History will display:

o Who submitted the Purchase Order

o Who approved the Purchase Order

20. Close all forms to return to the Purchase Order Headers form

Learning Note:

If the Purchase Order has been closed then the person at UK SBS who closed it will appear at the top.

Learning Note:

If additional lines have been added to a Purchase Order, the Approved and Performed By will appear more than once. The final approval of the purchase order will be the newest date where the Action states Approved.



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21. Selecting Inquire > View Receipts will display:

o The Receipt Number

o The Receipt Header information

22. Select the appropriate Organization - in this example BIS – Operating Unit:

23. The Receipt Header Summary Screen is displayed:

Learning Note:

If you have already completed a receipt inquiry you will not be asked to select an organization for a second time. Selecting the incorrect organization requires the user to log out of Oracle, log back in and select the correct organisation in a new query.



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24. Select receipt 515000073935and click on the button will display:

o How much was receipted

o The date of receipt

25. Selecting the button will display the name of the person who recorded the receipt against the Purchase Order

26. Close all Receipt forms to return to the Purchase Order Headers form



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27. Selecting Inquire >View Invoices (Purchase Order or Line level) will display:

o All Invoices applied at the Purchase Order Header Level, or Invoices applied at the selected Purchase Order Line, in HTML

o The Invoice information for this line

o The date on the invoice

o The date the invoice was paid

Learning Note:

The Amount displayed is the total amount of the invoice including VAT.

Action Note:

A copy of the scanned invoice can be viewed by selecting the attachment icon.

28. Selecting an underlined invoice number will display the details of the invoice. In this example, select



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29. The payment details for the invoice can be viewed by selecting the underlined Payment number:

Learning Note:

All invoices for the supplier that were paid in the same payment run are listed.

30. To review other invoices matched to the Purchase Order select , and then and repeat steps 27 to 28

31. Select to return to the Purchase Order Header screen



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32. Selecting Inquire >View Document (Purchase Order or Line level) will display a PDF copy of the PO

33. A Pop Up box in your browser will be displayed:

34. Click on Open and PDF will be displayed:

35. Close all forms to return to the Navigator screen



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3 AP - The Group Finance Reporting & Control – AP Invoices Report

The Group Financial Reporting & Control – AP Invoices Report allows users to interrogate PO related Invoices that meet various different criteria in a specified date range, for example:

Matched or Unmatched to a PO

Payment Status

Hold Status

Corresponding Supplier/Supplier Site

Group or Directorate responsible for the invoice

3.1 Step-by-Step Guide & Report Parameters 1. Responsibility Your Organisation OBIEE Reports PO

2. Click on the Dashboards tab:

3. A list of reports under various section headings is displayed:

Learning Note:

The reports listed under Financials are standard generic OBIEE reports.

The exception to this is the Custom Dashboard Index.

The Custom Dashboard Index is a folder containing a suite of reports that have been specifically written to meet the needs of UK SBS’ clients



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4. Select the Custom Dashboard Index link under Procurement and Spend, a screen to show the available reports is displayed:

Learning Note:

The page is organised into relevant sections, for example Employee Expenses, Procurement Performance, Spend Analyzer & Supplier Performance

The reports relating to that section are listed underneath.

5. Click the open link next to the report that you wish to run, for example Group Financial Reporting and Control – AP Invoice report



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6. The Report Parameters screen is displayed together with the Report Data determined by the default parameter settings:

Learning Note:

A sample report based on the default parameters contained in the Dashboard enables you to see an example of the selected report contents.

Caution Note: Data is updated overnight to the OBIEE function. When you run a report it will reflect the previous days position, it is not a real time function.

Action Note: You can change the parameters shown on the report by using the drop down arrows. You can alter the parameters as often as you like however, the changes are not saved so next time you go back to the report it will show the standard defaulted parameters.



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7. Select the required parameters for the report by clicking the drop down arrows next to each segment and selecting the required criteria from the displayed lists

Caution Note: Dashboard parameters prefixed with an asterisk * are mandatory fields and must be completed to enable the report to run.

Leaving a Parameter field blank will return all values.

Learning Note:

If the data elements in a drop-down list and preceded by a tick box allows the selection of multiple values for the parameter.

8. Select the required report parameters, for example:

Parameter Description Mandatory? Value

Invoice Date Between Select the Date range required Yes 01/10/2018 – 31/12/2018

Invoice First Payment Date Select the Date of 1st Payment No Leave Blank

Supplier Name Select the Supplier No Leave Blank

Supplier Site Select the Supplier Site No Leave Blank

Entity Select the Entity Code No Your Entity

Group Select the Group Code No Leave Blank

Directorate Select the Directorate Code No Leave Blank

On Hold Flag Status Is Invoice on Hold? Y/N No Y

Invoice Payment Status Select the Payment Status No Leave Blank

9. Once you are happy with the selected parameters click the Apply button



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10. The Report is displayed under the parameter headings:

Action Note: With all OBIEE Dashboards you can customise the output view. See Chapter 9.3 for more details.

11. If you want to print or export the report to Excel click on the Page Option icon and select the required function form the displayed list:

Options Description

Printable PDF Prints in PDF Format

Printable HTML Prints in Browser Format

Export Current Page Exports the Current Page

Export Entire Dashboard Exports the Entire Report



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12. An Export link is also available at the bottom of the page

Action Note: If you are going to be using a set of parameters regularly you can save the customization. See Chapter 9.4 for more details.

You can also add reports to your favourites using the Favourites tab on the toolbar at the top of the screen. See Chapter 9.5 for more details.

Options Description

PDF Exports report to a PDF File

Excel Export the report to Excel 2003 or 2007+

PowerPoint Export the report to PowerPoint 2003 or 2007+



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3.2 Default Report Output Columns The following table illustrates the default columns on the Group Financial Reporting & Control – AP Invoices Report:

Column Header Description

Invoice Number Supplier Invoice Number

Matched/Unmatched Invoice Match Status

Payment Status Invoice Paid Status

Invoice Distribution Number The Distribution Number of an Invoice Line

Invoice Line Number The Line Number of the Invoice

Group Group Code that the Invoice Line has been applied to

Directorate Directorate Code that the Invoice Line has been applied to

Entity Entity Code that the Invoice Line has been applied to

Business Unit Business Unit Code that the Invoice Line has been applied to

Cost Centre Cost Centre Code that the Invoice Line has been applied to

Account Account Code that the Invoice Line has been applied to

Programme Programme Code that the Invoice Line has been applied to

Analysis 1 Analysis 1 Code that the Invoice Line has been applied to

Analysis 2 Analysis 2 Code that the Invoice Line has been applied to

Spare 1 Spare 1 Code that the Invoice Line has been applied to

Spare 2 Spare 1 Code that the Invoice Line has been applied to

Inter Entity Inter Entity Code that the Invoice Line has been applied to

Account Code Account Code that the Invoice Line has been applied to

Purchase Order Purchase Order Number

Invoice Date Date of the Invoice

Invoice Cancelled Date Date Invoice Cancelled

Invoice Amount Amount of the Invoice

Currency Code The currency of the invoice

Invoice Payment Date Date Invoice Paid

Payment Method How Invoice was Paid

VAT Recovery Recoverable VAT Amount

Category Purchase Order Category

Item Description Purchase Order Line Description

Supplier Name Name of the Supplier

Supplier Site Name of the Supplier Site

On Hold Invoice Hold Status



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4 AP - Invoice Inquiry Within Invoice Inquiry you can view:

o Details of Invoices that have been entered onto Oracle

o When an Invoice was received

o Whether the Invoice has been placed ‘On Hold’

o When the Invoice was due / is due to be paid

o The payment details of paid Invoices

o Any Unpaid Invoices

Learning Note:

Invoices can be enquired upon by using the Invoices or the Invoice Overview functions.

4.1 Invoice Inquiry Road Map



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4.2 Step by Step Guide 1. Responsibility - Your Organisation AP View Only

2. (N) Invoices > Invoices

Learning Note:

Any of the white fields in the find window can be used to search.

Learning Note:

The button is classed as an active button when the Find window is opened. Avoid clicking this with no criteria entered as it will return all possible outcomes in your search.

Learning Note:

In the Find Invoices screen, you can search using the PO Number if you do not know the Invoice Number.



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3. Enter the following Invoice search criteria:

Field Content

PO Number 415000028154

4. Retrieve the Invoice(s) by selecting the button

5. The Invoice Workbench screen will be displayed:

Tab 1 – General

6. In the Invoices screen, the first tab General will display the following:



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Tab 2 – Lines

7. The Lines tab summarises the lines on the Invoice:

8. From the Invoice Workbench screen, select the button to interrogate the account codes applied to the Invoice Line

9. The Distributions screen shows the charge account(s) to which the Invoice Line has been distributed:

10. Close the Distributions form to return to the Invoice Workbench form



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Tab 3 – Holds

11. In the Invoices screen, the third tab Holds will display the following:

12. If an Invoice is currently on-hold or it was previously on-hold, this screen will give a full audit trail of the holds that have been applied (& released), with full details of the PO(s) and Receipts to which they were matched if relevant.

Tab 4 – View Payments

13. The View Payments tab summarises any payments made against the Invoice:



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14. Selecting the button will display the Payment details.

15. Selecting the button will display the details of any additional Invoices that were paid to the Supplier in the same Payment Run



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16. It is possible to view the details of other Invoices from the same Payment run by selecting a

different Invoice Number and the button

17. Close all forms and return to the Invoice Workbench

18. From the Invoice Workbench screen, select the button to interrogate the Account Codes applied to the Invoice:

19. The distributions screen shows the charge account(s) to which the Invoice has been distributed.

20. The Item line(s) show the NET cost, whereas the Tax line(s) are calculated automatically on the basis of the Tax Code assigned.

21. Close all forms and return to the Invoice Workbench

22. To view a copy of the scanned invoice click on the Attachment icon



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23. The Attachments screen is displayed:

24. To view a copy of the invoice click on

25. Enter your Oracle uername and password to view the document:



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26. The Invoice is displayed:

27. Close all forms and return to the Navigator

Learning Note:

Invoices can also be viewed within the Requisition/Purchase Order Search function in iProcurement.



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5 AP - Payment Inquiry Within Payment Inquiry you can:

o View details of Payments made against Invoices

o Review individual Payment Details

o Drill down to the individual Invoices

5.1 Payment Inquiry Road Map



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2. (N) Payments > Payments

3. Enter the following search criteria:

Field Content

Payee Name CAPITA BUSINESS SERVICES LTD T/A KNOWLEDGEPOOL

Dates 01-NOV-2018 to 30-NOV-2018

4. Then select the button

Learning Note:

Any of the white fields in the Find Payments window can be used to search.



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5. The Payments screen will be displayed:

6. The Payments screen contains the following information:

o All Payments made to a certain Supplier

o Invoice numbers included within each Payment run to the Supplier



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o The Purchase Order the Invoice has been matched to

o The description of the Invoice

o The date which the Payment has been scheduled for

o The date the Payment was made on

o The type of Payment made (electronic or cheque)



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o All Invoice included within the Payment Batch

o Close all forms and return to the navigator screen



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6 AP - Supplier Inquiry Suppliers are set up with header and site information.

To review the particular details for a Supplier you will need to drill down to the site information.


2. (N) Suppliers

3. The Find Suppliers screen will appear:

4. Input the supplier name, for example %Business% and click on

Caution Note: Any Supplier preceded by ZZZZ means that they are no longer active, as ZZZZ is the deactivation indicator in the system.



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5. If more than one supplier exists with the search criteria entered a list of all those matching will be returned:

6. Click update icon next to the relevant Supplier, for example BANNER BUSINESS SERVICES LTD

7. The Header information is now displayed:



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8. The Header screen contains information about the supplier for example:

o The Suppliers Name

o The Suppliers unique Supplier Number

o A list of all active and inactive Sites

9. Select the link on the left hand side of the screen. There can be many Sites set up for a Supplier. Each Site will have its own unique address and/or bank account etc.

10. To view any inactive Sites select next to

11. The Purpose column field also shows if the Supplier has been set up as a Pay and Purchasing site

Action Note: A Pay only Site means no requisitions can be raised using this site and it can only be used to pay an invoice against.

A Purchasing Site means only a requisition can be created using this Site and will not be available to pay an invoice against.

If both options have been selected then the Site can be used for both requisitions and invoices.



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12. To view the Bank Details associated with the Site, select the link on the left hand side of the screen

Caution Note: When searching for the Supplier’s bank details this must always be done at Site level rather than Supplier level. This is due to the Supplier possibly having multiple bank details.

13. From the Select Account Assignment Level, select Site from the drop down list:

14. Select the Magnifying Glass and to search for the appropriate Operating Unit, the Search and Select screen is displayed:



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15. Enter the required Site Name, then click , a list of matching sites are displayed:

16. Click the Quick Select icon next to the required site, the banking details screen is displayed:

17. Click , the Bank Accounts for the select site are displayed:

Learning Note:

If a bank account associated with a Supplier has been made inactive, a date will be displayed in the End Date field. This is usually because the Supplier has changed their bank details or is no longer in use by the Supplier.

A second set is then listed and the Priority number is changed.



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18. Selecting will show further details

19. To return to the Navigator screen click on